HomeMy WebLinkAbout01/22/2002, C5 - POLICE FACILITY MASTER PLAN CONSULTANT SPECIFICATION # 90216 co na Mn.,Dae n p�
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C I T Y OF SAN L U IS O B I S P O
FROM: James M. Gardiner, Chief of Police
Prepared By: Joe Hazouri, Lieutenant
SUBJECT: POLICE FACILITY MASTER PLAN CONSULTANT
SPECIFICATION#90216
CAO RECOMMENDATION:
Approve a Request for Proposal (RFP) for consultant services to develop a
facilities master plan for the Police Department and authorize contract award by
the CAO if the proposed contract amount is less than $50,000.
DISCUSSION
Background
The current police facility was opened in 1969. In 1981 the square footage was increased
with a two story building addition at the south end of the existing facility. Both the
original construction and subsequent addition were the direct result of personnel and
program growth within the department. The 1988 City Facilities Master Plan (FMP)
predicted that in 1995 the police facility would again reach maximum capacity for
sustaining operations and would have to be either expanded or relocated. The plan
estimated that additional space of between 5,000 and 10,000 square feet would be needed
by 2010. The personnel reductions of 1993 and the maximum effective usage of
available space allowed the timeline to be extended by four years. In 1999, the City
purchased the lot and existing structure directly south of and adjacent to the existing
police department property. The 1200 square foot structure was renovated and the
Situation Orientated Response Team (SORT) and Traffic Team personnel were relocated
from the main facility to this location. Existing programs and personnel immediately
filled the space freed up in the main facility by this move. This temporarily reduced the
overcrowding in the main facility. Also in 1999, plans were approved for expansion of
the women's locker room facilities to address the needs of a steadily increasing number
of female employees, both sworn and non-sworn:.. This expansion is currently in the
design phase and is expected to be completed in fiscal year 2002-03.
In fiscal year 2000-01, the City contracted with the Gartner Group to provide an
information technology master plan. In February of 2001 the Gartner Group provided the
City with "Strategic Plan 2001, Information Technology and Wireless Voice/Data
Communications." The Council adopted this plan in March 2001. Within this plan were
a number of recommendations that directly impacted the issue of available space within
the existing police facility. The most significant of these was the need to upgrade the
existing Police/Fire Communications Center, which is housed in the police facility. This
was identified in the report as a priority due to the antiquated and unsupported nature of
much of the mission critical equipment currently being used. Initial research indicated
that the upgrades proposed would require significantly more square footage than is
available in the current Communications Center location. In looking at alternative sites
within the existing facility, it was found that relocation of the Communications Center,
though necessary, would require that some other function, program or personnel space
would have to be relocated to accommodate the move.
Conclusion
Operational needs have filled the current police facility to capacity and have required
some units to occupy an adjacent building. The 1988 IMP estimated that additional
space of between 5,000 and 10,000 square feet would be needed by 2010. To date
approximately 1200 square feet has been added with an additional 400 square feet in the
design stage. Upgrading of the Communications Center is a priority need due to
equipment deterioration and obsolescence. Based on all of the above a funding request
was made and approved in the fiscal 2001-02 budget to contract for consultant services to
develop a facilities master plan for the Police Department that would include:
1. A complete short-term Communications Center needs assessment as a priority.
2. A detailed evaluation of overall facility requirement based on departmental needs.
3. Recommendations with appropriate alternatives.
4. A projected budget for recommendations and alternatives.
FISCAL IMPACT
The total cost of the project will not exceed $50,000. It will be funded from General
Fund moneys already budgeted for this project. This item appears in the 2001-03
Financial Plan, Appendix B, Capital Improvement Plan, Pages 45 and 46.
ALTERNATIVES
1. Deny the project. This would result in previously identified and projected future
facility space needs being addressed on a piece-meal basis. Without a master plan
as a reference, this would surely prove to be a more costly and less efficient way
to handle these needs.
2. Defer the project. This would delay a much needed service and prove
potentially more costly by requiring that several priority projects be handled on a
piece-meal basis.
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3. Prepare the plan in-house. This would require a significant investment of time
and resources by police department personnel. It has been the City's experience
and preference that a consultant provide this type of service as the most efficient
and cost effective method to accomplish some short and most long-term planning
goals..
ATTACHMENTS
1. Request For Proposal
2. Proposers List
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ATTACHMENT 1
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990 Palm Street ■ San Luis Obispo,CA 93401
Notice Requesting Proposals for
POLICE FACILITY MASTER PLAN CONSULTANT
The City of San Luis Obispo desires to engage a professional Consultant for the services described in the
SCOPE OF WORK portion of this Request For Proposal (RFP) and pursuant to Specification No. 90216.
All proposals must be received by the Department of Finance by 3:00 p.m. on Tuesday, February 19,
2002, when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis
Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, specification number,proposer name,and time and date of the proposal opening.. Proposals
shall be submitted using the forms provided in the specification package.
A vendor pre-proposal conference will be held at 10:00 a.m. on Wednesday, January 30, 2002 at the San
Luis Obispo Police Department, 1042 Walnut Street, San Luis Obispo, to answer any questions that the
prospective proposers may have regarding the City's request for proposal. Attendance is not mandatory
but is strongly encouraged. It is not the intention of the City to issue minutes or notes of the vendor
conference. However, written addenda or clarification may be issued to all vendors if deemed necessary
by the City. Please confirm your attendance at the vendor's conference by calling Lieutenant Joe Hazouri
at(805) 781-7350,or e-mailing him at jhazouri@slocity.org.
An e-mail notification of receipt of this RFP package would be appreciated.
Specification packages and additional information may be obtained by contacting Lieutenant Joe Hazouri
at(805) 781-7350 or jhazouri@slocity.org.
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ATTACHMENT 1
Specification No. 90216
TABLE OF CONTENTS
A. Project and Background 1
Scope of Work
B. General Terms and Conditions 4
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 9
Contract Award
Sales Tax Reimbursement
Labor Actions
Failure to Accept Contract
Submittal of References
Statement of Contract Disqualifications
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Ownership of Materials
Release of Reports and Information
Copies of Reports and Information
Attendance at Meetings and Hearings
D. Agreement 13
E. Insurance Requirements 15
F. Proposal Submittal Forms 17
References
Statement of Past Contract Disqualifications
G. Attachments 20
Site Map of 1000 Block of Walnut Street
Floor Plans for the Main Police Facility
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Section A
SCOPE OF WORK
Project and Background
Project
The City has determined that a space needs assessment for the Police Department needs to be
conducted and a Master Plan developed to assist in the immediate re-location of the
Communications Center and to provide a resource for future space allocation and expansion
needs.
Back rg ound
The City of San Luis Obispo is a municipality in San Luis Obispo County within the State of
California. San Luis Obispo is located approximately midway between the cities of Los Angeles
to the south and San Francisco to the north. Highway 101 bisects the City. San Luis Obispo has
a population of approximately 44,000. California Polytechnic State University, with a student
enrollment of approximately 18,000, and Cuesta Community College, with a student population
of approximately 9,000, are adjacent to the City. The City provides housing and services to a
significant portion of that student population. The City's incorporated area is approximately 11
square miles. San Luis Obispo has experienced controlled, steady growth and has plans to annex
adjacent unincorporated areas. The type of growth we will experience will increase the overall
areas that need Police services as well as the number of people requiring service in those areas.
The Police Department is located adjacent to Highway 101 at 1042 Walnut Street and employs a
workforce of 89.5 regular staff(61 swom and 28.5 non-sworn). There are also 7 temporary and
26 volunteer employees, some of which require fixed workstations within the main Police
facility.
The current police facility was opened in 1969. In 1981 the square footage was increased with a
two story building addition at the south end of the existing facility. Both the original construction
and subsequent addition were the direct result of personnel and program growth within the
department. The 1988 City Facilities Master Plan (FMP)predicted that in 1995 the police facility
would again reach maximum capacity for sustaining operations and would have to be either
expanded or relocated. The plan estimated that additional space of between 5,000 and 10,000
square feet would be needed by 2010. The personnel reductions of 1993 and the maximum
effective usage of available space allowed the timeline to be extended by four years. In 1999,the
City purchased the lot and existing structure at 1016 Walnut Street, located directly south of and
adjacent to the existing police department property. The 1200 square foot structure was
renovated and the Situation Orientated Response Team(SORT) and Traffic Team personnel were
relocated from the main facility to this location. Existing programs and personnel immediately
filled the space freed up in the main facility by this move. This temporarily reduced the
overcrowding in the main facility. Also in 1999, plans were approved for expansion of the
women's locker room facilities in the main Police Department building to address the needs of a
steadily increasing number of female employees, both sworn and non-sworn. This expansion is
currently in the design phase and is expected to be completed in fiscal year 2002-03. This will
add approximately 400 square feet of space to the existing women's locker room.
_ ATTACHMENT I
In fiscal year 2000-01, the City contracted with the Gartner Group to provide an information
technology master plan. In February of 2001 the Gartner Group provided the City with"Strategic
Plan 2001, Information Technology and Wireless Voice/Data Communications." The Council
adopted this plan in March 2001. Within this plan were a number of recommendations that
directly impacted the issue of available space within the existing police facility. The most
significant of these was the need to upgrade the existing Police/Fire Communications Center,
which is housed in the police facility. This was identified in the report as a priority due to the
antiquated and unsupported nature of much of the mission critical equipment currently being
used. Initial research indicated that the upgrades proposed would require significantly more
square footage than is available in the current Communications Center location. In looking at
alternative sites within the existing facility, it was found that relocation of the Communications
Center, though necessary, would require that some other function, program or personnel space
would have to be relocated to accommodate the move.
The City currently owns all of the land on the north side of the 1000 block of Walnut Street, with
the exception of the property at 1008 Walnut,which is located between existing City property and
the Osos Street off ramp/on ramp. The property at 1008 Walnut is owned and currently occupied
by an Attorney at Law. This subject has expressed an interest in the past of selling this property,
although there are no current negotiations for purchase in progress between the City and the
property owner.
Scope of Work
Consultants shall provide the City with a complete written proposal, which shall address the
following five (5) tasks and provide a detailed breakdown of the time to be expended by each
classification of consultant's staff for each task:
Task 1 Participate in orientation conference with Police Department
representatives to establish goals and objectives, project schedules and to
develop the methods of doing the Space Needs Assessment. To be
performed within fourteen (14) days of approved contract.
Task 2 Analyze present and future facility needs of the Police Department based
on anticipated City population and Department workforce changes.
Future needs should project out twenty-five (25) years, in five (5) year
increments.
Task 3 Analyze and recommend options for meeting future facility needs such
as expansion on existing site, re-location to a new site, use of satellite
facilities, etc.
Task 4 Analyze space needs for Communications Center upgrade and
recommend options for re-location within existing Police facility within
the next one to two years.
Task 4 Incorporate research, analysis and recommendations into a
comprehensive written report that will serve as a Master Plan for Police
Department space usage over the next 25 year period.
Task 5 Prepare a comprehensive assessment of cost for facility
recommendations and alternatives. This assessment will quantify the
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ATTACHMENT -1
overall project costs and serve as a reference for future budgeting and
Capital Improvement Project planning.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(proposer) shall meet all of the terms; and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, the proposer acknowledges
agreement with and acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed and
addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San
Luis Obispo, CA, 93401. In order to guard against premature opening, the proposal
.should be clearly labeled with the proposal title, specification number, name of bidder,
and date and time of proposal opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder's insurance
coverage during proposal evaluation; as discussed under paragraph I1 below,
endorsements are not required until contract award. The City's insurance requirements
are detailed in Section E.
4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the
quantities indicated and the lump sum prices quoted by the proposer must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid
shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If
the unit price and the total amount stated by any proposer for any item are not in
agreement, the unit price alone will be considered as representing the bidder's intention
and the proposal total will be corrected to conform to the specified unit price.
5. ' Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance for its withdrawal, in which event the proposal will be
returned to the proposer unopened. No proposal received after the time specified or at
any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will
be considered. All proposals will be opened and declared publicly. Bidders or their
representatives are invited to be present at the opening of the proposals.
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6. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has
quoted prices on materials to such bidder, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other bidders submitting proposals..
7. Communications. All timely requests for information submitted in writing will receive
a written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
8. Proposal Retention and Award. The City reserves the right to retain all proposals for a
period of 60 days for examination and comparison. The City also reserves the right to
waive non-substantial irregularities in any proposal, to reject any or all proposals, to
reject or delete one part of a proposal and accept the other, except to the extent that
proposals are qualified by specific limitations. See the "special terms and conditions" in
Section C of these specifications for proposal evaluation and contract award criteria.
9. Competency and Responsibility of Bidder. The City reserves full discretion to
determine the competence and responsibility, professionally and/or financially, of
bidders. Bidders will provide, in a timely manner, all information that the City deems
necessary to make such a decision.
10. Contract Requirement. The proposer to whom award is made (Contractor) shall
execute a written contract with the City within ten (10) calendar days after notice of the
award has been sent by mail to it at the address given in its proposal. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
11. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
12. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax
certificate before execution of the contract. Additional information regarding the City's
business tax program may be obtained by calling(805) 781-7134.
CONTRACT PERFORMANCE
13. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
14. Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
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15. Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
16. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
18. Public and Employee Safety. Whenever the Contractor'soperations create a condition
hazardous to the public or City employees, it shall,,at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
19. Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor's expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
20. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986
and other applicable laws shall be employed in the performance of the work hereunder.
21. Contractor Non-Discrimination. In the performance of this work, the Contractor
agrees that it will not engage in, nor permit such subcontractors as it may employ, to
engage in discrimination in employment of persons because of age, race, color, sex,
national origin or ancestry, sexual orientation,or religion of such persons.
22. Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
23. Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment, or services
provided by the Contractor(Net 30).
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ATTACHMENT 1
24. Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished,if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
25. Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
26. Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent contractor and not an agent or employee of
the City.
27. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from and
against any and all claims asserted or liability established for damages or injuries to any
person or property, including injury to the Contractor's employees, agents or officers that
arise from or are connected with or are caused or claimed to be caused by the acts or
omissions of the Contractor, and its agents, officers or employees,in performing the work
or services herein, and all expenses of investigating and defending against same;
provided, however, that the Contractor's duty to indemnify and hold harmless shall not
include any claims or liability arising from the established sole negligence or willful
misconduct of the City,its agents, officers or employees.
28. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract,or its right,title or interest, or its power to executesucha contract
to any individual or business entity of any kind without the previous written consent of
the City.
29. Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor's
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
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In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Contractor as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Contractor shall be based
solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to
permit a full and complete accounting of costs. In no event, however, shall the
Contractor be entitled to receive in excess of the compensation quoted in its proposal.
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ATTACHMENT 1
Section C
SPECIAL TERMS AND CONDITIONS
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
C. References from at least three firms for whom you have provided similar
services.
Qualifications
d. Experience of your firm in performing similar services.
e. Resumes of the individuals who would be assigned to this project, including any
sub-consultants.
f. Standard hourly billing rates for the assigned staff, including any sub-consultants.
g. Statement and explanation of any instances where your firm has been removed
from a project or disqualified from proposing on a project.
Work Program
h. Description of your approach to completing the work.
i. Tentative schedule by phase and task for completing the work.
j. Estimated hours for your staff in performing each major phase of the work,
including sub-consultants.
k. Services or data to be provided by the City.
1. Any other information that would assist us in making this contract award
decision.
Compensation
in. Proposed compensation and payment schedule tied to accomplishing key tasks.
Proposal Length and Copies
n. Proposals should not exceed fifteen (15) pages, including attachments and
supplemental materials. They should be as brief as possible and not contain any
unnecessary promotional materials
o. Three(3) copies of the proposal must be submitted.
p. Proposals should be typed in 12-point font.
2. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a
review committee using a two-phase selection and contract award process as follows:
Phase 1— Written:Proposal Review/Finalist Candidate Selection
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A group of finalist candidates(generally the top 3 to 5 five proposers) will be selected for
follow-up interviews and presentations based on the following criteria as evidenced in
their written proposals:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
C. Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
d. Recent experience in successfully performing similar services.
e. Proposed approach in completing the work.
f. References.
g. Background and experience of the specific individuals to be assigned to this
project.
h. Proposed compensation
Phase 2—Oral PresentationvYnterviews and Consultant Selection
Finalist candidates will make an oral presentation to the review committee and answer
questions about their proposal. The purpose of this second phase is two-fold: to clarify
and resolve any outstanding questions or issues about the proposal; and to evaluate the
proposer's ability to clearly and concisely present information orally. As part of this
second phase of the selection process, finalist candidates will submit proposed
compensation costs for the work, including a proposed payment schedule tied to
accomplishing key project milestones or tasks. After evaluating the proposals and
discussing them further with the finalists or the tentatively selected contractor, the City
reserves the right to further negotiate the proposed workscope and/or method and amount
of compensation.
Contract award will be based on a combination of factors that represent the best overall
value for completing the workscope as determined by the City, including: the written
proposal criteria described above; results of background and reference checks; results
from the interviews and presentations phase; and proposed compensation.
3. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee
based on the following criteria:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
C. Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
d. Recent experience in successfully performing similar services.
e. Proposed approach in completing the work.
f. References.
g. Background and related experience of the specific individuals to be assigned to
this project.
h. Proposed compensation.
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ATTACHMENT 1
As reflected above, contract award will not be based solely on price, but on a
combination of factors as determined to be in the best interest of the City. After
evaluating the proposals and discussing them further with the finalists or the tentatively
selected contractor, the City reserves the right to further negotiate the proposed work
and/or method and amount of compensation.
4. Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
a. Issue RFP 01/23/02
b. Conduct pre-proposal conference 01/30/02
C. Receive proposals 02/19/02
d. Complete proposal evaluation 03/05/02
e. Conduct finalist interviews 03/06/02
f. Finalize staff recommendation 03/07/02
g. Award contract 03/11/02
h. Execute contract 03/13/02
i. Start work 03/18/02
5. Pre-Proposal Conference. A pre-proposal conference will be held at the following
location, date, and time to answer any questions that prospective proposers may have
regarding this RFP:
Wednesday,January 30,2002, at 9:00 a.m., in the Staff Conference Room
San Luis Obispo Police Department
1042 Walnut Street
San Luis Obispo,CA.
6. Ownership of Materials. All original drawings, plan documents and other materials
prepared by or in possession of the Contractor as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to
the City upon demand.
7. Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services
under these specifications shall be the property of City and shall not be made available to
any individual or organization by the Contractor without the prior written approval of the
City.
8. Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is
required to furnish in limited quantities as part of the work or services under these
specifications, the Contractor shall provide such additional copies as are requested, and
City shall compensate the Contractor for the costs of duplicating of such copies at the
Contractor's direct expense.
ATTACHMENT 1
9. Attendance at Meetings and Hearings. As part of the workscope and included in the
contract price is attendance by the Contractor at a City Council workshop, on a date and
at a time to be determined later, wherein the consultant will participate and/or present
findings and recommendations of the consultant to the City Council, City Staff and the
public. Contractor shall attend as many "working" meetings with staff as necessary in
performing workscope tasks.
ATTACHMENT 1
Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this
day of , by and between the CITY OF SAN
LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and CONTRACTOR'S NAME IN
CAPITAL LETTERS],hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on January 23, 2002, City requested proposals for a consultant to perform the
services described in the SCOPE OF WORK portion of this Request For Proposal(RFP) and pursuant to
Specification No. 90216.
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City
for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained,the parties hereto agree as follows:
1. TERM. The term of this.Agreement shall be from the date this Agreement is made and
entered,as first written above,until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. City Specification No. 90216 and
Contractor's proposal dated[da e],are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City
will pay and Contractor shall receive compensation in a total sum not to exceed[$ .001.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the
payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees
with City to do everything required by this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer
of the City.
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ATTACHMENT 1
6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the complete agreement between the parties
hereto. No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant
that each individual executing this agreement on behalf of each party is a person duly authorized and
empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
ATTEST: CITY OF SAN LUIS OBISPO, A Municipal
Corporation
By:
City Clerk City Administrative Officer
APPROVED AS TO FORM: CONTRACTOR
By:.
City Attorney
ATTACHMENT I
Section E.
INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, its agents, representatives, employees,
or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code I (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor;or automobiles owned, leased, hired or borrowed by
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers,official, employees,agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
ATTACHMENT 1
3. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought,except with respect to the limits of the insurer's liability..
4. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than ANIL
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting
general liability and automobile liability coverage required by this clause must also be provided.
The endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
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_ ATTACHMENT I
PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he:
■ Has carefully examined Specification No. 90216, which is hereby made a part of this
proposal,
■ is thoroughly familiar with its contents,
■ is authorized to represent the proposing firm,
■ and agrees to perform the work as set forth in this proposal for the following cost not to
exceed $
❑ Certificate of insurance attached; insurance company's A.M. Best rating:
Firm Name and Address
Contact Phone
Signature o Authorized Representative
Date
CS-c��
ATTACHMENT 1
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications
under the present business name:
Describe fully the last three contracts performed by your firm that demonstrate your ability to
provide the services included with the scope of the specifications. Attach additional pages if
required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.2
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City, State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.3
Customer Name
Contact Individual
Telephone& FAX number
Street Address
City, State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
cs--.23
ATTACHMENT I
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary
interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or
completing a federal, state, or local government project because of the violation of law, a safety
regulation, or for any other reason, including but not limited to financial difficulties, project
delays,or disputes regarding work or product quality, and if so to explain the circumstances.
■ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
■ If yes, explain the circumstances.
Executed on at under
penalty of perjury of the laws of the State of California,that the foregoing is true and correct.
Signature of Authorized Proposer Representative
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ATTACHMENT 2
PROPOSER'S LIST
FACEUTY MASTER PLANNER-SPECIFICATION NO.90216
Anderson Bruce Architects,Inc. Anil Verma Associates, Inc. APS
160 W.Santa Clara Street,Suite 500 . 91.1 Wilshire Blvd.,Suite 1700 444 Higuera Street
San Jose,CA 95113 Los Angeles,CA 90017 San Luis Obispo,CA 93401
Barasch Architects&Associates Breska&Associates Bruce Fraser A.I.A.
225 Prado Road 979 Osos Street 971 Osos Street
San Luis Obispo, CA 93401 San Luis Obispo,CA 93401 San Luis Obispo,CA 93401
Carter&Burgess Courtney Architects Craig.R.Smith Architect&Assoc.
Attention:Richard Norton 656 Santa Rosa Street 890 Monterey Street,Suite D P.O.Box 831
2500 Michelson,Suite 100 San Luis Obispo,CA 93401 San Luis Obispo,CA 93406
Irvine,CA 92715
Cyme,Inc. Dennis Diego,Architect Derivi/Castellanos Architects
Billy M.Lin 1127 King Street Steven Astellanos
1047 N.4th Street Santa Cruz,CA 95060 946 N.Yosemite Street
San Jose,CA 95112 Stockton,CA 95203
Don Todd Associates,Inc. Fahey and Associates Fahey Design -
Attn: Kim Pipkin 811 San Carlos Drive 811 San Carlos Drive
303 Second Street,Suite 355 Thousand Oaks,CA 91320 Thousand Oaks,CA 91320
San Francisco,CA 94107
GFH Architecture Greg Wilhelm Grossman Design Group
8344 Morro Road 779 Mutshuhito Ave Attn: John P.Grossman
Atascadero,CA 93422 San Luis Obispo,CA 93401 151 Townsend-Street
San Francisco,CA 94107
H. Ruth Todd,AIA Architect Harris and Associates Hawkins/Mark-Tell
P.O.Box 391834 220 Mason Circle P.O.Box 7940
Mountain View,CA 9403,9 Concord,CA 94520 Citrus Heights,CA 95621-7940
IMS Jeff Dillon,AIA John M. Pryer Architects
444 Camino Del Rio South#110 P.O.Box 15339 P.O.Box 746
San Diego,CA 92108 San Luis Obispo,CA 93406 San Luis Obispo,CA 93401
JWIe Szabo Kenry Kubow,Architect Kuentzel&Henderson Architects
Sandis Humber Jones 722 W.Stuart 5995 Traffic Way
134 Central Avenue Fresno,CA 93704 Atascadero,CA 93422
Salinas,CA 93901
I
ATTACHMENT 2
Landscapes Lisa Wong,Architect M3 Civil
Attn: Claire Schatz 704 N.Stockton Street Attn: Katherine McCunney
240 Lombard St.,#101 Stockton,CA 95203 400 Rosewood Ave.,Suite 201
Thousand Oaks,CA 91360-5823 Camarillo,CA 93010
Macare-Madjedi Architects Martinez&Amador Architects,.Inc. Phillips,Match,Sweeney&Moore
Attn.Maurice Macare,AIA 755 Laketield Road,Suite C Attn:Fred L.Sweeney,AIA
124 West Main Street,Suite F Thousand Oaks,CA 91361 2020 Alameda Padre Serra,Suite 220
Santa Maria,CA 93454 Santa Barbara,CA 93103
Randy Rae RMO Architects RNL Design
544 Higuera,Suite 201 1125 Grand Avenue 800 Wilshire Blvd.#400
San Luis Obispo,CA 93401 Grover Beach,CA 93433 Los Angeles,CA 90017
Robbins Jorgensen Christopher Roesling Nakamura Architects,Inc. FIRM Design Group
19200 Von Karan,Suite 230 Ralph Roesling 3701 S.Higuera Street#200
Irvine,CA 92715 363 Fifth Avenue Suite 202 San Luis Obispo,CA 93401
San Diego,CA 92101
Salvador Melendez,Architect Sandis Humber Jones Sandis Humber Jones
3218 Calle Rosales 134 Central Ave Julie Szabo or Tracy Allen
Santa Barbara,CA 93105 Salinas,CA 93901 134 Central Avenue
Salinas,Ca.93901
Steven D.Pults Architects Studio Design Group Sugimura&Associates,Architects
1401 Higuera Street 641 Higuera Street,Suite 200 2155 S.Baseom Avenue#200
San Luis Obispo,CA 93401 San Luis Obispo, CA 93401 Campbell,CA 95008
Wynne E.Newton,AIA
P.O.Box 298
Tracy,CA 95376
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