CITY OF EL CENTRO REQUEST FOR QUALIFICATIONS Feasibility Study for the El Centro Police Department Contact Information: City of El Centro Police Department Eddie Silva Madueño, Chief of Police Phone: 760-337-4528 Email: emadueno@ecpd.org
Table of Contents I Introduction... 3 II General Requirements for Submission of Proposals... 3 III Background... 3 IV Scope of Work... 5 Task #1: Space Needs Assessment... 6 Task #2: Site Evaluation (Current Location)... 6 Task #3: Sites Evaluation (New Build)... 6 Task #4: Pre-Schematic Design Plan... 7 Task #5: Total Project Cost Estimate and Schedule... 7 Task #6: Implementation Plan for Development of the El Centro Police Department... 7 V Project Schedule and Meeting... 8 VI Proposed Project Timetable... 8 VII Information to be Included in the Qualifications Submittal... 8 VIII Selection of Consultant... 9 IX General Information... 10 X Right to Reject All Qualification Submittals:... 10 XI Questions, Addendum or Proposal Modification... 10 12/2016cfo\A16-0276\RFQ Feasibility Study 2
CITY OF EL CENTRO REQUEST FOR QUALIFICATIONS FOR A - FEASIBILITY STUDY FOR THE EL CENTRO POLICE DEPARTMENT I Introduction The City of El Centro ( the City ) intends to engage the services of a professional firm to provide a Facility Evaluation and Spatial Needs Assessment for the El Centro Police Department located at 150 North Eleventh Street, El Centro, CA, 92243 as well as a design for the new facility, whether on that or another site. This RFQ is intended to provide a common and uniform set of instructions to guide proposers through the development of proposals. The RFQ is available on the City of El Centro website (www.cityofelcentro.org) or at the El Centro Police Department located at 150 North Eleventh Street, El Centro, CA 92243. The City, through its awarding authority, reserves the right to cancel this RFQ if it is in the City s best interest to do so, to reject any and all proposals, or to waive any irregularities. Proposers are responsible for all costs of submission. II General Requirements for Submission of Proposals The responding firm shall submit an original and ten copies of the proposal -- not to exceed 25 pages -- in a sealed envelope marked as RFQ for Facility Evaluation and Spatial Needs Assessment for the El Centro Police Department and addressed to: El Centro Police Department Attn: Eddie Silva Madueño, Chief of Police 150 North Eleventh Street El Centro, CA, 92243 Proposals must be submitted no later than 4:00 p.m. Friday, March 24 th, 2017. III Background The City is located in the southeast region of California approximately 60 miles west of Yuma, AZ and 110 miles east of San Diego, CA. The City is the county seat of Imperial County and according to the Unites States Census Bureau, the City covers 11.08 square miles, has a population of 42,598, and had a total of 14,476 housing units in the last census. United States Census Bureau provided a 2013 population estimate of 43,363. The vast majority of the population is Hispanic (81.6%). The remaining population is made up of non-hispanic Whites (13.5%), Black or African American (2.5%), and Asian (2.3%). The median household income is $41,418 and the median home value is $161,900. Almost one fourth of the population (24.8%) is below the poverty line. 12/2016cfo\A16-0276\RFQ Feasibility Study 3
The El Centro Police Department is located at 150 North Eleventh Street in El Centro and sits on one city block. The facility consists of an existing building with multiple additions, rehabilitations and expansions attached to the original construction totaling approximately 19,880 square feet. The structure is an L shape the length of Eleventh Street from Main to State Streets and a portion of State Street from Eleventh to Twelfth Streets. The two-story portion of the building is the originally constructed police department built in 1952 and is comprised of steel framework and joists covered in reinforced concrete, concrete slab first and second floors, and a combination of lathe and plaster/sheetrock interior walls over wooden studs. The second story originally housed a jail/custody facility and as a result the wall construction is heavily reinforced on the north wall. The southwest portion of the police department was an addition in 1998 and was formerly the El Centro Chamber of Commerce (1101 Main Street). The El Centro Chamber of Commerce addition was built in the 1970 s. This portion of the building is a steel reinforced masonry building with steel and wood beams, concrete floors, and a combination of masonry and sheetrock over wooden stud interior walls. The third portion of the building is where the communications and records division are currently located. It is similar in construction to that of the old chamber portion and appears to have been constructed at the same time. The southern end of the building houses administration. Moving north through the building, Investigations, Records, and Communications make up the east end of the ground floor. Moving west through the building is a temporary holding cell, an evidence room, a room for the tactical team, a report writing room that has equipment lockers, and an interview/booking area. Directly south of west end of the ground floor is a secured lot that holds a tactical vehicle and bulky items seized as evidence. The second floor of the building houses the employee locker rooms in the west end, and moving east is a gym, several offices, a roll call/training room, storage rooms, and an employee break room at the east end. The facility has four distinct parking areas. The northwest portion of the lot is allocated for employee parking. Directly south is the parking area for emergency vehicles. The southwest portion of the lot is a large, multi-purpose lot that is used as employee parking, overflow parking for emergency vehicles, and serves to store various trailers. East of the lot and west of the building is a lot used by administration, investigations, and also serves as employee parking. 12/2016cfo\A16-0276\RFQ Feasibility Study 4
The purpose of this RFQ is to determine if the current location is a suitable candidate for a complete tear down and rebuild. If so, the estimated cost of the complete tear down and rebuild should be defined in the Feasibility Study. If this location is not suitable, other sites and preliminary cost estimates should be identified to build a new facility or renovate an existing commercial property. Should the recommendation be to build at a new site, the firm should provide an estimated market value of the current location of the existing Police Department facility. As part of the Facility Evaluation, the City would like the professional firm to inspect the existing facility and evaluate the safety and functional aspects of the buildings. IV Scope of Work The City is now seeking proposals from qualified firms/individuals to conduct a feasibility study and prepare a preliminary design for the rehabilitation/expansion/construction of a police department. 12/2016cfo\A16-0276\RFQ Feasibility Study 5
Task #1: Space Needs Assessment Description: The spatial needs assessment is an essential part of a comprehensive planning approach to achieve either a refurbished or new facility, depending on the findings. The professional firm shall provide a detailed analysis that will define the functional needs of the Police Department. The spatial needs assessment should provide the following elements: conduct an independent analysis of the current and future space needs of the El Centro Police Department for the next 50 years, taking into consideration current and future organizational structure. The consultant should meet formally with members of the El Centro Police Department no less than three times. The meetings shall include members of command staff, first-line supervision, and line personnel. Deliverables: A written report summarizing the space needs of the El Centro Police Department. Task #2: Site Evaluation (Current Location) Description: Provide a preliminary assessment and evaluation of existing site conditions. Determine if the current facility is or can be suitable for the space needs identified. If so, provide a detailed space-by-space definition of the elements to be included in the rehabilitation/expansion. Consultant shall consult City staff and make maximum use of available engineering and other data for the site prior to proceeding with assessment. Deliverables: o Report detailing the adequacy of existing site o If site is deemed adequate, provide a pre-schematic design Task #3: Sites Evaluation (New Build) Description: The consultant should gather all pertinent site characteristics and information on the site(s). Provide evaluation criteria for the objective consideration of each site using several factors. The consultant should provide a weighted "criteria value" for each of the factors, based upon their respective overall value or degree of importance and conduct a detailed evaluation of at least two sites. The sites selected for evaluation must be within the incorporated area of the City of El Centro, must be an available property (such as one owned by the City or another public agency, or listed for sale). Identification of a site is not a suggestion that the City will purchase the property. Any site eventually utilized must be approved by the City. 12/2016cfo\A16-0276\RFQ Feasibility Study 6
Deliverables: Report detailing the adequacy of each site considered Site Analysis Matrix based on the development potential of each site. Participate in at least two public meetings and at least one with City Council Task #4: Pre-Schematic Design Plan Description: Develop preliminary design drawings focusing on site plan, building plans fitted to the recommended sites, furnishing plans, exterior evaluations, and preliminary building systems (including state-of-the-art technology). Process should be interactive facilitating maximum involvement by City s departments. A minimum of three schematic design sessions reflecting the incorporation of changes recommended by the City should be anticipated. Deliverables: Prepare final schematic design plan for the El Centro Police Department. Develop communication tools including plans, models, color renderings, and sketches to use at public forums and presentation at City Council meeting at a date yet to be determined. (The applicant s proposal should describe in detail the quality of the plans and any other promotional materials that will be provided within the maximum overall project budget estimated at $25,000,000.) Task #5: Total Project Cost Estimate and Schedule Description: Provide a Total Project Cost Estimate that includes all soft costs related to the design and construction of the building (i.e. construction cost estimate, furniture/ equipment, technology needs, project management, permits, fees, contingencies, etc.) along with suggested reserves. Provide a complete project schedule and phasing plan including realistic deadlines for future design development and construction phases. Deliverables: A report summarizing the costs of all project elements and estimated time frames for implementing all phases of design and construction for recommended sites. Task #6: Implementation Plan for Development of the El Centro Police Department Description: Complete the above tasks and provide 20 copies of a bound written report based on the described scope of services. The report and preliminary plans shall also be provided in an electronic format acceptable for widespread reproduction and distribution. The City shall own all rights to any reports, plans, or promotional materials produced under this Scope of Services. 12/2016cfo\A16-0276\RFQ Feasibility Study 7
Deliverables: Present final project to City Council. The presentation to the city council is in addition to the meeting specified in task three. V Project Schedule and Meeting It is the goal of the City to complete the work in this Scope of Services section within five months following a Notice to Proceed. The City will need as much time as possible to explain the project to the City Council and general public. VI Proposed Project Timetable The following is a projected timetable. It can be adjusted as needed should each step be completed in a timely manner that warrants moving forward to the next step. February 24 th, 2017 Advertise Request for Qualifications March 10 th, 2017 Vendor Written Question deadline March 24 th, 2017 Vendor Responses due TBD Open/Review/Evaluate RFQ Responses and Announce Award TBD Notice to Proceed Issued TBD Conduct Feasibility Study/Preliminary Design Not to exceed five months From Notice To Proceed Deliverables Due TBD Public Meetings as specified in task three VII Information to be Included in the Qualifications Submittal 1. A description of the management and supervision of the project team. A designated Project Manager by name and may not be changed without prior written approval by the City. All sub-consultants shall be identified. 2. The amount of the time to be allocated and availability of the Project Manager and other team members. 3. The consultant s understanding of the project and scope of work, the methodology/concept to be applied, and the approaches to be taken in accomplishing the tasks. 4. A detailed schedule identifying all pertinent tasks, the time required to complete each task, and tentative completion date of each tasks in weeks. If selected, the consultant shall assign specific dates to said schedule prior to commencing the project. 12/2016cfo\A16-0276\RFQ Feasibility Study 8
5. Include descriptions of similar projects previously performed by the staff proposed. The descriptions should include what services were performed, the date of the project, and a client reference including email and phone contact information. 6. A copy of insurance certificate, or a letter of intent to provide insurance from the issuing company (including a description of types of coverage and dollar amount limits). The successful company will be asked for endorsements for coverage meeting the City s requirements. 7. Estimated costs Include with the total cost estimate a detailed breakdown of activity costs including hourly rates and overhead information. Costs must be in a separate sealed envelope clearly labeled as follows: Sealed Fee Schedule Proposal City of El Centro RFQ for Feasibility Study for the El Centro Police Department VIII Selection of Consultant The City will review the proposals received. Upon final review of the proposals, the City may interview the highest-ranking consultants. The final ranking of the consultants will be based on the following criteria: Criteria 1. Ability of the Consultant to perform the specific tasks outlined in the RFQ. (10) 2. Specific methods and techniques to be employed by the Consultant on the project. (10) Point Weight 3. Qualifications of the specific individuals who will work on the project. (20) 4. Amount and quality of the time that the key personnel will be involved in their respective portions of the project. (10) 5. Demonstrated record of success by the Consultant on work previously performed for the City, or other municipalities and public safety facilities. (30) 6. Past success with managing all processes, procedures and paperwork for similar projects. (20) 12/2016cfo\A16-0276\RFQ Feasibility Study 9
IX General Information 1. The Consultant is expected to establish and maintain a close working relationship with the City s staff throughout the project. 2. For the duration of the project the selected firm shall maintain the same Project Manager, as specified in the proposal and approved by the City. In the event that the authorized Project Manager terminates employment, the consultant shall make a demonstrated and concerted effort to maintain the Project Manager in the key managerial position, unless extreme conditions prohibit continuance. Any substitution of the Project Manager will require written City approval. 3. This Request for Qualifications does not commit the City to pay any cost incurred in the preparation of a response. X Right to Reject All Qualification Submittals: The City reserves the right to reject any or all submitted qualifications, and no representation is made that any contract will be awarded pursuant to this RFQ. All costs incurred in the preparation of the qualifications submittal, in the submission of additional information, and/or in any other aspects of a qualifications submittal prior to the award of a written contract will be borne by the consultant. The City will provide only the staff assistance and documentation specifically referred to herein, and will not be responsible for any other cost or obligation that may be incurred by the consultant. All items submitted to the City shall become the property of the City and will become public upon selection of the successful consultant. Any proprietary information included in the proposal must be marked as such. XI Questions, Addendum or Proposal Modification Questions concerning this RFQ must be submitted in writing to: El Centro Police Department Alvaro Ramirez, Executive Commander 150 N 11 th Street El Centro, CA 92243 aramirez@ecpd.org Fax 760-353-7301 OR El Centro Police Department Aaron Reel, Commander 150 N 11 th Street El Centro, CA 92243 areel@ecpd.org Fax 760-353-7301 All questions must be submitted in writing no later than March 10 th, 2017. Questions may be delivered, mailed, emailed, or faxed. Written responses will be posted on the city website. It is the consultant s responsibility to check for addenda. A consultant may correct, modify, or withdraw a proposal by written notice received by the City prior to the time and date set for the opening. Proposal modifications must be submitted in a sealed envelope clearly labeled Modification No.. Each modification must be numbered in sequence, and must reference the original RFQ. After the opening, an applicant may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities may be waived or the consultant may be allowed to correct them. 12/2016cfo\A16-0276\RFQ Feasibility Study 10