Rick Miller, Asst. Superintendent, Business Services BID DUE DATE: Must be received on or before 4:00 p.m.

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RFP TITLE: 25 Yard x 25 meter Swimming Pool RFP #2012 01 Pacific Grove High School 615 Sunset Drive, Pacific Grove, CA 93950 Monterey County, California ISSUER OF RFP: Pacific Grove Unified School

1 RFP TITLE: 25 Yard x 25 meter Swimming Pool RFP # Pacific Grove High School 615 Sunset Drive, Pacific Grove, CA Monterey County, California ISSUER OF RFP: Pacific Grove Unified School District 435 Hillcrest Avenue Pacific Grove, CA DATE OF ISSUANCE: February 28, 2012 QUESTIONS TO: Rick Miller, Asst. Superintendent, Business Services BID DUE DATE: Must be received on or before 4:00 p.m. March 20, 2012 COPIES REQUIRED: Number of copies requires: Three (3) marked Copies, with one (1) marked Original. Each original and copy are to have tabs corresponding to the required sections listed in this RFP, as appropriate. SUBMIT TO: Cheryl Phelps, Administrative Secretary PGUSD, 435 Hillcrest Ave., Pacific Grove, CA This is not a formal request for bids or an offer by PGUSD to contract with any party responding to this request. PGUSD reserves the right to reject any and all proposals. The Pacific Grove Unified School District is an Equal Opportunity and Affirmative Action Employer

2 PURPOSE: To secure qualified proposals for construction of the Pacific Grove High School swimming pool ( the project ). Proposals will be designed and designs submitted for approval as one package, with construction beginning in 2012/13. PROJECT: The project consists of a 25-yard x 25-meter pool to be built and located at Pacific Grove High School, 615 Sunset Drive, Pacific Grove, CA 93950, in the jurisdiction of the County of Monterey. The location is owned by PGUSD and currently houses a pool that is to be replaced. BACKGROUND AND OTHER SITE INFORMATION: The project will consist of a one- level competitive swimming venue that will be comprised of a 25-yard x 25- meter square-shaped pool with a 20 band pool deck, provisions for built-in timing equipment, fencing, deck equipment, a mechanical building, competitive equipment including, but not limited to, new scoreboards, site lighting, landscape & irrigation and storm water piping and detention, with bleacher seating configured as a five-tier freestanding, non-dsa area. The project is expected to be in an area of 7,430 ( approximate) Gross SF, with 8,086 (approximate) Gross SF of pool decks at Pacific Grove High School. The project also includes site preparation and demolition, building structure and swimming pool utilities, work to abandon-in-place the force-main sanitary line located within the property boundaries, connection of building and pool sanitary lines to the existing sewer lines located on site, extension and connection of building and pool water lines and installation of water vaults and meters to existing water lines located off site, but immediately adjacent to the property and extension and connection of building electrical and natural gas services to existing service located off site, but immediately adjacent to the property. QUESTIONS ABOUT THIS RFP: All questions regarding this RFP shall be made electronically via in writing and directed to Rick Miller at rmiller@pgusd.org. The subject of the shall be QUESTION RFP 2012-#01 Swimming Pool. Answers to all properly submitted written questions will be posted on the District s website at as addenda no later than three (3) business days prior to the Proposal Due Date. ADDENDA: The District may revise this RFP by issuing written addenda. Addenda will be posted to the District s website at Interested persons or entities are encouraged to check the District s website frequently for addenda to this RFP. Bidders are responsible for viewing and understanding information in addenda to the same extent as the RFP. The District has no obligation or duty to communicate addenda to Bidders beyond the posting of addenda on its website. SCOPE OF SERVICES The architectural firm's services will include, but not necessarily be limited to, the following numbered items, which are further clarified in the Services Matrix found following: 1. Lead and participate in a committee to develop educational specifications and oversee design of project 2. Develop appropriate documents to communicate design elements and secure final design approval prior to development of construction documents Page 2

3 SCOPE OF SERVICES (cont.) 3. Conformance to all applicable accessibility and accessible path of travel requirements, Hazardous Material Abatement Specifications, Energy Calculations and Associated landscape and irrigation design as required. 4. Survey existing conditions and prepare drawings accurately illustrating existing topography, property lines, location of utilities and miscellaneous features of the property 5. Provide design and engineering as required for schematic design, design development documents and construction documents for the project to be approved by PGUSD, Division of the State Architect (DSA) and other applicable governmental agencies 6. Initiate, submit, coordinate and complete all approvals required by all state agencies 7. All drawings must be developed electronically in universal format. All specifications must be developed electronically in Microsoft WORD or compatible programs 8. Develop project specifications using standard CSI format. Specifications shall include general conditions, special conditions and technical specifications. Incorporate and assemble information provided by PGUSD as directed 9. Provide detailed cost estimates at schematic design phase, design development phase and construction document phase 10. Preparation of bid documents including addendum 11. Assist PGUSD in obtaining required approvals from public utility entities 12. Assist PGUSD in review and qualification of bidders 13. Participate in value engineering if necessary 14. Make regular site visits, as required, during construction phase 15. Participate in communication with PGUSD s project supervisor(s) and inspectors 16. Attend weekly progress meetings during design and construction phases or more frequently as needed. Participate in planning committee meetings and administration meetings as required 17. Provide general administration of the construction documents including processing and answering of RFIs, review and approval of project submittals, review and certify contractors monthly progress payments, review and incorporate changes in work 18. Develop and monitor completion of final punch list 19. File appropriate documents for substantial and final completion Page 3

4 EVALUATION AND SELECTION PROCESS The Pacific Grove Unified School District selection committee will perform the selection process in three phases: 1. Qualification Phase: Receive and review Proposals and selection of a short list of finalists 2. Interview Phase: Interview the finalists, check backgrounds and select the preferred design firm for recommendation to PGUSD 3. Approval Phase: The PGUSD Board of Trustees will select a final firm. INSTRUCTIONS FOR SUBMITTING PROPOSALS GENERAL: PGUSD intends to select the firm(s) that best meets PGUSD s needs to perform the planning, design, and construction administration services as described in this Request for Proposals. In general, the Architect s services will include, but not necessarily be limited to, architectural and engineering services for the construction of a 25 yard x 25 meter outdoor swimming pool as described within this RFP. 1. RECEIPT OF PROPOSALS: All proposals shall be sealed and delivered to the Office of Business Services, 435 Hillcrest Avenue, Pacific Grove, CA 93950, by the time and date specified in the Request for Proposals contained herewith. 2. ACCEPTANCE OR REJECTION OF PROPOSALS: PGUSD will accept the proposals or combination of proposals for the project. PGUSD reserves the right to reject any and all proposals, or any or all items of any proposal. 3. PROPOSAL FORM REQUIREMENTS: All notations must be typed or written in ink; proposals must not be written in pencil. Mistakes may be crossed out and correction inserted adjacent; but the correction should be initialed in ink by the person signing the proposal. No corrections can be made after the time for submitting the proposals. 4. ASSIGNMENT PROHIBITED: No contract awarded under this proposal shall be assigned except with the approval of PGUSD. Any attempted assignment in violation of the provision shall be voided at the option of PGUSD. 5. INABILITY TO PERFORM: In the event that the architect is prevented from making delivery or otherwise performing time as specified in the contract by fire, flood, earthquake, labor or transportation problems, war, acts of government, or any other similar cause commonly known as an act of Good, which is not the fault of the Architect, the Architect shall not be required to deliver or perform. Page 4

5 6. FEDERAL OR STATE REGULATIONS: The Architect s proposal and any contract entered into are subject to all applicable statutes of the United States or of the State of California and all applicable regulations and orders of the Federal or State governments now in effect or which shall be in effect during the period of such contract. 7. NON-DISCRIMINATION: The Architect shall not discriminate against any employee or applicant for employment because of sex, race, creed, color, national origin, religion, age or nonjob related handicap or disability and shall ensure compliance with all provisions of Executive Order No of September 24, 1965; which defines affirmative steps to balance work forces through employment of racial and ethnic minorities. Failure to comply with these provisions shall be considered cause for not requesting proposals from the firm. 8. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE): PGUSD has a participation goal for disabled veteran business enterprises (DVBE) of at least three (3) percent of overall design costs. 9. INDEMNIFICATION: The architect shall indemnify, hold harmless and defend the PGUSD and its Board of Trustees, officers, agents and employees from and against all claims, damages, losses and expenses, including reasonable costs and attorney s fees, arising out of or resulting from the Architect s performance of the work, or work performed by the Architect s agents or employees, or sub-consultants employed on the project, their agents or employees, expecting only such injury or harm as may be caused solely and exclusively by PGUSD s fault or negligence. Such indemnification shall extend to all claims, demands or liabilities occurring after completion of the project as well as during the progress of the work. 10. INSURANCE: The Architect will be required to provide the appropriate workers compensation and general liability insurance as required by law. In addition, the Architect will be required to provide a minimum of $2 million in errors and omissions coverage for this project. PROPOSAL REQUIREMENTS: All materials submitted to PGUSD in response to the Request for Proposal will remain property of PGUSD unless otherwise noted within this document. Your firm s Proposal should include the following information: 1. Cover letter 2. Name, address, contact numbers, , website and brief history of your firm 3. Identify legal form, ownership and senior officials of firm 4. Identify proposed sub-consultants by name, address and work to be performed 5. List of applicable licenses including license numbers and expiration dates 6. Organizational chart showing proposed team and key personnel assigned to this project Page 5

6 7. Detailed resumes of personnel to be assigned to this project 8. Demonstrate the ability to provide a design that is cost effective in maintenance and longterm sustainability 9. Describe process used by your firm to coordinate and check construction documents in order to minimize construction change orders 10. Demonstrate the ability to make maximum use of available products and programs to achieve a long-term environmentally sound project 11. Related project/areas of expertise on which the team has performed work or had experience during the last 10 years: a. Include projects where architectural/engineering services relating to design and construction of similar public school projects were performed b. List three (3) completed projects that are similar in size and scope to what is proposed in this Request for Proposal. These representative projects must have been completed by the submitting firm. Identify project s name and location, size and date constructed. Provide photographs or drawings for results of final projects c. At least two (2) of the projects must include experience as the General Contractor directly responsible as the party executing the Owner-Contractor Construction Agreement for providing the described construction services on the project d. Comparable aquatic projects are preferred to be 25 yard by 25 meter outdoor pools, with 25 yard by 25 meter indoor pools being given criteria weight e. In all instances a comparable AQUATIC project MUST include an outdoor pool size of not less than 25 yard by 25 meter f. Provide an example of substantial contribution to the project demonstrating knowledge and experience in the management and construction of an aquatic facility for like Owners of comparable size to the project proposed by the Pacific Grove Unified School District, and examples of working with the Owner and design team to meet a unique and innovative construction challenge that is fundamental to the project success. This project should be of comparable scale and complexity to the project. g. Include examples of cost estimating including bid results for the three (3) representative projects h. Include a list of total change orders for each of three (3) representative projects Page 6

7 i. Include information on planned time schedules and how the projection contrasted to the actual. Explain causes of schedule overruns j. Include a list of references including contact names and telephone numbers for the three (3) representative projects 12. Disclose any legal disputes the firm is or has been engaged in regarding design/construction/performance issues over the last five (5) years 13. Proof of Insurance 14. Proposed Fee Schedule. Proposed fee shall be based on a percentage of the total construction cost including change orders. Change orders which result from errors and/or omissions in the contract documents prepared by the architect will not be calculated in the total construction cost for the purpose of determining final architectural fees. Include proposed percentage fee as well as a matrix describing additional services and associated hourly rates. Page 7

8 The following criteria will be used in evaluating and selecting the prospective firms. Provided by A/E Team A/E Team Scope of Services Project Administration Services (throughout all phases) Project Team Selection Selection of PGUSD s additional consultants (soils, seismic, geo-hazard, const. mgrs., financing, schedule & claims analysts, legal, financing, inspectors, others) Coordination of PGUSD s additional consultants Project Communications Develop/implement a community relations & public information plan Special School board presentations and planning meetings Special status reports as required Provide copies of all project correspondence to PGUSD project manager Project Administration meetings As required for A/E basic services Other than required for A/E basic services Agency consultations/approvals Local Fire Marshal State Office of Reg. Services (DSA,SFM) State Dept. of Education, School Facilities Planning Prepare applications & supporting documents OPSC fund applications DSA applications Develop and periodically update project schedule from start to finish for all phases Programming, Planning & Evaluation Services Special Investigations Geotechnical and soils engineering Hazardous materials reports and studies Investigation of unknown existing conditions Property surveys/ measurements (if not available from existing drawings) On-site utility studies (locations, condition, capacity) Off-site utility studies (locations, condition, capacity) Comprehensive ADA compliance study Develop detailed program -Educational specifications/design criteria/standards -Detailed space/adjacency programming -Equipment program PGUSD Responsibilities Basic Services Additional Services Not Provided Page 8

9 Scope of Services (cont) Assistance w/environmental, Negative Declaration & EIR studies -Ecological studies and mitigation measures -Traffic, noise, off-site parking, etc. -Hearings and community meetings Schematic Design Phase Review of program and budget Field verification of existing conditions Code documentation & interpretations Schematic site and building plans Preliminary sections and elevations Preliminary exterior elevations of key spaces Data sheets and/or finish schedules Preliminary selection of systems & materials Develop approximate dimensions & areas Preliminary description of engineering systems (mechanical, electrical, civil, structural Outline specifications of major materials, systems and equipment Construction cost estimates Unit cost estimate Detailed cost estimate, value engineering or lifecycle cost analyses Presentation models and/or renderings In-house constructability reviews Design development Phase Code documentation & interpretations Plans, sections, interior and exterior elevations Development of site plan Development of landscape plan Typical construction details Equipment layouts Developed description of drawings of engineering systems (mechanical electrical, civil, structural) Preliminary specifications Preliminary exterior design (equipment included within construction contract) Equipment not included within construction design Construction cost estimates -Unit cost estimate Provided by A/E Team A/E Team PGUSD Responsibilities Basic Services Additional Services Not Provided Page 9

10 Scope of Services (cont.) -Detailed cost estimate, value engineering or lifecycle cost analyses Presentation models and/or renderings In-house constructability reviews Construction Documents Phase Code documentation & interpretations Preparation of building construction plans Prepare color boards Final building specifications Equipment -Included within construction contract -Not included within construction contract Develop detailed documentation on Construction Phasing Program or Multiple Contract Delivery Construction cost estimates -Update of DD phase unit cost estimate -Detailed cost estimate, value engineering or lifecycle cost analyses Prepare bidding and procurement forms Prepare Conditions of the Contract Develop Project Manual Presentation models and/or renderings In-house constructability reviews Other Design Services Hazardous materials identification/determination of mitigation measures FF&E design (movable equipment) Fire/life safety graphics & signage Other graphics and signage Provided by A/E Team A/E Team PGUSD Basic Additional Responsibilities Services Services Not Provided Page 10

REQUEST FOR QUALIFICATIONS ARCHITECTURAL

REQUEST FOR QUALIFICATIONS ARCHITECTURAL and ENGINEERING CONSULTING SERVICES FOR CAPITAL RENEWAL AND REPLACEMENT PROJECTS SQ # 10565 MIDDLESEX COUNTY COLLEGE 2600 WOODBRIDGE AVENUE EDISON, NEW JERSEY 08818