Architectural_and_Engineering_Design_Services_—_Rec_Center_Locker_Room_Renovation.pdf

REQUEST FOR PROPOSALS

26-082-RFP

ARCHITECTURAL AND ENGINEERING DESIGN SERVICES — REC

CENTER LOCKER ROOM RENOVATION

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: September 25, 2026

DEADLINE FOR QUESTIONS: November 6, 2026

RESPONSE DEADLINE: December 4, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Architectural and Engineering Design Services — Rec Center Locker

Room Renovation

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire X. Cost Proposal

Attachments:

A - Contract for Services (West Sacramento) - Boilerplate for RFP 11.4.24

B - Commercial_Tenant_Improvements_Permit_Requirements

C - Pages from 02-118064_WELL_SPC VOL 1_A - Resinous flooring

D - Submittal Package 72R1 RESINOUS FLOORING - URETHANE - Product Data (jp-sn-NET)-TM 4.1

E - Insurance Checklist

F - CIP-60022_Scope_of_Services

G - Rec Center Layout

H - Lockers Layout

Request for Proposals #26-082-RFP Title: Architectural and Engineering Design Services — Rec Center Locker Room Renovation

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide architectural and engineering design services for the renovation of the locker room facilities at the West Sacramento Recreation Center . More details on the City's needs for this work are provided in the Scope of Work.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. West Sacramento has a Council/Manager form of government. Citizens elect four City Council Members by district (as of the November, 2022 election) who serve four year terms and directly elect the mayor who serves a four-year term. The City is full-service with nine (9) departments and nearly 500 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/296502/document?section=2849852

1.3. Contact Information

Damir Arushanov

Project Manager

1110 West Capital Avenue

West Sacramento, CA 95691

Email: damira@cityofwestsacramento.org

Phone: (916) 617-4913

Department:

Capital Projects - Construction

1.4. Timeline

Project Release Date September 25, 2026

Pre-Proposal Meeting (Mandatory) October 23, 2026, 10:00am

2801 Jefferson Blvd #5317, West Sacramento, CA

95691

Question Submission Deadline November 6, 2026, 2:00pm

Question Response Deadline November 20, 2026, 2:00pm

Proposal Submission Deadline December 4, 2026, 2:00pm

Prospective Interview Date December 10, 2026 mailto:damira@cityofwestsacramento.org tel:(916)617-4913

2. Scope of Work

2.1. PROJECT BACKGROUND

The City of West Sacramento (City) is seeking proposals from qualified firms to provide architectural and engineering design services for the renovation of the locker room facilities at the West Sacramento

Recreation Center, located at 2801 Jefferson Blvd., West Sacramento, CA 95691.

The Recreation Center locker rooms are original to the facility, which is now approximately 17 years old, and have experienced significant wear and deterioration. Grout in the shower and floor tile has eroded, creating sanitation concerns and increasing the potential for water intrusion beneath the flooring. The existing rubber flooring has begun to bubble and lift due to prolonged moisture exposure, presenting both a safety hazard and an ongoing maintenance issue. Ventilation in the locker rooms is inadequate, contributing to excess moisture. The existing lockers and benches are original to the facility and are at the end of their service life.

The Recreation Center is the City's only recreation center and serves the entire community. The facility will remain in continuous public operation and is not expected to close during construction.

• Asteroom 3D tours of the locker room areas, with photographs numbered to correspond to room numbers on the record drawings and including a navigable floor plan:

https://www.asteroommls.com/pviewer?hideleadgen=1&token=x_neCIADkEyAbmFcTcOC5Q&a utorotation=0

A) Design Expectations

The City is seeking a firm with demonstrated architectural and interior design capability for public recreation, aquatic, or institutional locker room facilities. Beyond addressing the deteriorated conditions described above, the City is relying on the Consultant to propose a modern, cohesive, and functional design for the renovated locker room spaces.

The City is relying on the Consultant to present a range of design alternatives, which may include resinous or epoxy systems, fiberglass-reinforced panel systems, tile, combinations of these, or any other modern, practical, and functional system suitable for the application. Final selection will be made by the

City based on the recommendation of the Consultant.

Proposers should demonstrate design capability through relevant completed projects, and not solely through technical or engineering qualifications. Proposers shall identify the individual who will serve as lead designer for this project and shall include that individual's relevant project portfolio.

Design capability is necessary but not sufficient. The City is equally reliant on the Consultant to produce complete, coordinated, and constructible documents. Proposers should demonstrate both.

B) Key Personnel Commitment https://www.asteroommls.com/pviewer?hideleadgen=1&token=x_neCIADkEyAbmFcTcOC5Q&autorotation=0 https://www.asteroommls.com/pviewer?hideleadgen=1&token=x_neCIADkEyAbmFcTcOC5Q&autorotation=0

The Consultant shall maintain continuity of all key personnel identified in its proposal, including the lead designer and discipline leads. Replacement of any key personnel shall not occur without prior written approval from the City. Unauthorized substitutions shall constitute a material breach of this contract.

The Consultant is the design professional of record and is responsible for the adequacy and suitability of all materials, systems, and methods specified, subject to City review and approval. Reference information provided by the City under Task 4.2 is provided for information only and does not relieve the Consultant of that responsibility.

The City's intent in defining this Scope comprehensively is to minimize change orders, requests for information, and miscommunication during design and construction. Proposers are encouraged to identify in their proposals any scope element they believe is missing, unclear, or likely to generate a change during construction.

2.2. PROJECT AREA AND SCOPE BOUNDARY

A) Areas Within Scope

Design services shall address the three locker room suites identified below, totaling approximately 3,378 square feet.

Women's Locker Room Suite - approximately 1,150 SF

Room No. Description Approx. SF

K126 Women's Toilet 135

K127 Women's Showers 140

K127A Drying Area 61

K128 Women's Toilet 108

K129 Women's Locker 612

K130 Alcove 94

Family Locker Room Suite - approximately 1,078 SF

Room No. Description Approx. SF

K119 Family 129

K120 Family 127

K121 Family 127

K122 Family Lockers 312

K123 Family 129

K124 Family 127

K125 Family 127

Men's Locker Room Suite - approximately 1,150 SF

Room No. Description Approx. SF

K114 Alcove 94

K115 Men's Locker 612

K116 Men's Toilet 135

K117 Men's Showers 140

K117A Drying Area 61

K118 Men's Toilet 108

Square footages are approximate and taken from record drawings. The Consultant shall field verify all dimensions and areas.

B) Areas Outside Scope

The following are not included in the renovation scope:

• Exterior showers located on the north side of the Men's and Women's suites

• Corridor K131

• Storage K110, Electrical K111, Mechanical/Fire Riser K112, Janitor K113

Note regarding areas outside scope: Exclusion from the renovation scope does not preclude the

Consultant from evaluating, or the eventual contractor from accessing, these areas where necessary.

Specifically:

• The design shall detail all transitions, thresholds, door frame conditions, and terminations where new work meets Corridor K131 or other adjacent out-of-scope areas. These conditions shall be fully detailed in the construction documents and shall not be left to field determination.

• Ventilation improvements may require access to, routing through, or equipment modifications within Electrical K111, Mechanical/Fire Riser K112, or adjacent ceiling and roof areas. The

Consultant shall evaluate these areas as necessary to develop a complete ventilation design.

• Temporary power for contractor equipment may require connection at Electrical K111 or another point of connection identified by the Consultant, as addressed under Temporary Power for Construction.

• Contractor access, material delivery, and debris removal will require use of Corridor K131.

Protection of corridor finishes, dust and noise containment, and access routing shall be addressed in the construction phasing plan.

2.3. PROJECT PHASING (FISCAL YEAR)

Improvements are programmed across three fiscal years, subject to future appropriations:

Phase Fiscal Year Scope

Phase 1 FY 26/27 Floor and wall finish replacement, including associated plumbing fixtures, accessories, and lighting

Phase 2 FY 27/28 Ventilation improvements

Phase 3 FY 28/29 Locker and bench replacement

Design for all three phases is included in this scope. The City intends to complete design for all three phases under a single contract in order to coordinate the work as an integrated whole, avoid conflicts between phases, and minimize rework.

Plumbing fixtures and accessories. Removal of existing floor and wall finishes is included in the Phase 1 scope. Because wall mounted plumbing fixtures, trim, valves, carriers, accessories, and associated penetrations are disturbed by that removal, replacement of those components is included in Phase 1 and shall be designed and specified accordingly. Existing floor drains are not anticipated to be replaced;

however, the Phase 1 documents shall detail the termination of the new floor system at each drain, including drain top assembly, clamping ring, and finish floor elevation relative to the existing drain body.

A) Scope by Phase

Services included in the base contract differ by phase, as follows:

Phase Base Contract Scope

Phase 1 (FY 26/27) Tasks 1 through 9 - design through construction support

Phase 2 (FY 27/28) Tasks 1 through 6 - design through final PS&E

Phase 3 (FY 28/29) Tasks 1 through 6 - design through final PS&E

Permitting and regulatory support (Task 7), bid phase support (Task 8), and construction support (Task

9) for Phases 2 and 3 are not included in the base contract. Because construction of those phases is not anticipated until FY 27/28 and FY 28/29 respectively, the City does not intend to hold the selected firm to those obligations over that period. The City intends to authorize those services by written amendment at the time each phase is programmed for construction.

B) Phasing Requirements and Advisories

Proposers are advised that:

• Deliverables shall be organized as separate, bid-ready PS&E packages for each phase, permitting the City to advertise each phase independently as funding becomes available.

• Interdisciplinary sequencing is a critical requirement. Ventilation improvements in Phase 2 may involve ductwork, exhaust routing, ceiling penetrations, wall chases, or electrical work that would otherwise damage or require demolition of Phase 1 finishes. The selected firm shall investigate ventilation requirements early enough in the design process to identify all rough-in, blocking, sleeving, chases, and related provisions that must be incorporated into the Phase 1 documents. This requirement applies equally to Phase 3 locker and bench replacement, including any floor anchorage, blocking, or electrical provisions.

• Document currency. Phase 2 and Phase 3 documents may not be advertised for bid until FY

27/28 and FY 28/29 respectively.

2.4. CONSTRUCTION PHASING AND FACILITY OPERATIONS

The Recreation Center will remain open and in operation throughout construction. The construction phasing plan is a design deliverable and a contract requirement. It shall not be characterized as, or deferred to, the Contractor's means and methods.

Design Responsibility. The Consultant shall fully develop all phasing requirements and shall not defer design or sequencing decisions to Contractor means and methods. Any condition reasonably foreseeable during design, including access, temporary protection, sequence constraints, ceiling removal, electrical routing, and ventilation access, shall be resolved in the design documents. The

Consultant shall determine and document the sequence of work, the areas out of service at each stage, and the temporary provisions required to maintain facility operation, and shall incorporate these into the drawings and specifications as enforceable requirements.

A) Minimum Service Requirements

The Recreation Center has three locker room suites. The construction phasing plan shall maintain, at all times during construction:

• Not more than one locker room suite out of service at any time; the remaining two suites shall remain open and available to patrons

• Hot water and toilet facilities available to patrons at all times. Utility shutdowns affecting hot water or toilet service to the suites remaining in operation are not permitted during hours of public operation.

The phasing plan shall minimize the total duration of facility impact. The Consultant shall sequence the work to complete construction and return each suite to full operation as quickly as practicable, consistent with the minimum service requirements above, the blackout periods identified by the City, and the installation and cure requirements of the selected systems. The Consultant shall identify the anticipated duration of each closure and the total duration of facility impact, and shall identify any sequencing that would reduce that duration.

B) Coordination With Recreation Center Operations

The phasing plan shall be developed in coordination with Recreation Center staff and shall account for:

• Programming schedules, class schedules, league play, aquatics programming, and blackout periods. Construction within the locker room suites shall not occur during June and July. The City prefers that construction be avoided from May through August.

• Anticipated duration of each closure and the total duration of facility impact

• Signage, wayfinding, and patron communication requirements

• Temporary barriers, dust and noise containment, and separation from occupied areas

• Contractor staging, access, and debris routing that does not conflict with public circulation

• Utility isolation strategies that do not require shutdown of the broader facility

• Power supply for contractor equipment, as addressed under Temporary Power for Construction below

C) Temporary Power for Construction

The phasing plan shall address the source of electrical power for contractor equipment during each phase of construction, including surface preparation equipment, dust collection, temporary lighting, dehumidification, and any temperature or humidity conditioning required for material installation and cure.

The Consultant shall evaluate and recommend an approach, addressing at minimum:

• Available spare capacity in the existing building electrical service, including voltage, phase, and amperage available at Electrical K111 or other points of connection

• Whether use of the building service would affect power to the portions of the facility remaining in operation

• Point of connection, temporary distribution routing, and protection of that routing through occupied areas

• If a temporary generator is required: location, clearances, noise, exhaust, fuel storage and refueling, security, permitting, and separation from public circulation, building air intakes, and adjacent occupied areas

• Requirements to be carried in the construction documents, including which party furnishes temporary power and any associated bid schedule line items

Load Calculation Requirement. The Consultant shall perform electrical load calculations to confirm existing service capacity and determine whether temporary generator power is required. The Consultant shall provide a written recommendation and incorporate the resulting requirements into the drawings and specifications.

D) Phasing Plan Content and Format

The construction phasing plan shall be prepared as drawn plan sheets within the construction document set, supported by specification requirements. A narrative description alone is not an acceptable deliverable. At minimum, the phasing plan shall include:

• Plan sheets for each construction stage, drawn at the same scale as the floor plans, graphically identifying areas out of service, areas remaining in operation, and the limits of the work at that stage

• Architectural impacts at each stage, including ceiling removal or disturbance, lighting displacement and temporary lighting, access requirements above ceilings and within walls, and temporary architectural protection measures

• Locations and construction of temporary barriers, dust and noise containment, and temporary partitions, with details

• Contractor access routes, material delivery routes, staging areas, and debris removal routes, shown on plan

• Patron circulation routes and required signage locations for each stage, shown on plan

• Locations of temporary power connections, distribution routing, and any generator siting, shown on plan

• Utility isolation points, including hot water and toilet service, identifying what remains in service at each stage

• A stage-by-stage schedule identifying the duration of each closure and the sequence of stages

• Specification requirements making the phasing plan binding, including any restrictions on hours of work, notification requirements prior to a closure, and the conditions required before a suite may be taken out of service

Phasing plans shall be fully coordinated with mechanical and electrical routing. The Consultant shall confirm at the 65 and 95 percent submittals that the phasing plan can be constructed as drawn, and shall identify any element that depends on Contractor-proposed alternatives.

2.5. SCOPE OF SERVICES

The objective of these services is a complete, coordinated, and buildable set of construction documents for each phase. Design development and visual presentation materials support that objective; they do not substitute for it. Plans, specifications, details, and the construction phasing plan shall be developed to a level of completeness sufficient for competitive public bidding and for construction by a contractor without reliance on further design interpretation. Conditions that are foreseeable during design shall be resolved in the documents rather than deferred to requests for information or change orders during construction.

TASK 1: COORDINATION AND PROJECT SUPPORT

1.1 Coordinate the work of all subconsultants and perform internal quality control review of all deliverables prior to submittal. Drawings and specifications shall be coordinated across all disciplines.

The City's Project Manager will manage the overall project schedule, budget, and stakeholder coordination.

1.2 Attend a design kickoff meeting convened by the City. The meeting shall address, at minimum:

o Project scope, including goals, objectives, specifications, and constraints o Project schedule, including deadlines, milestones, and the frequency of subsequent meetings o Roles and responsibilities of all parties o Coordination with other Citywide projects and City staff

1.3 Attend design review meetings at the 30 percent, 65 percent, and 95 percent design milestones with the City Project Manager, Parks and Recreation staff, and other stakeholders as identified by the

City. Provide an allowance of five (5) design review meetings for the duration of the contract. Meetings in excess of this allowance shall be authorized in advance by the City.

1.4 Attend coordination meetings with Recreation Center operations staff regarding programming, phasing, and facility impacts. Provide an allowance of five (5) coordination meetings for the duration of the contract. Meetings in excess of this allowance shall be authorized in advance by the City.

1.5 Attend biweekly project meetings with the City Project Manager for the duration of the design contract.

1.6 Prepare and distribute meeting agendas and minutes for all project meetings within five (5) working days.

1.7 Provide monthly written progress reports with invoices, identifying work completed, work planned, schedule status, and any issues requiring City action.

1.8 Maintain and update the design production schedule, and notify the City promptly of any condition that may affect schedule or budget.

1.9 Use Procore for transmittal of all deliverables, submittals, correspondence, requests for information, and review comments for this project. The Consultant shall establish and administer the project site and provide access to City staff and other parties as directed by the City.

1.10 Coordination Matrix. The Consultant shall prepare and maintain a Coordination Matrix listing all design and construction impacts by room, including architectural, mechanical, electrical, ceiling, finish, fixture, temporary power, access, and operational impacts. The Matrix shall be submitted at the 30, 65, and 95 percent milestones.

TASK 2: EXISTING CONDITIONS INVESTIGATION AND ASSESSMENT

2.1 Review all City-furnished documentation, including record drawings, prior assessments, and maintenance records.

2.2 Prepare base drawings for the in-scope areas. City-furnished record drawings may be incomplete or inaccurate, and CAD files may not be available. The Consultant shall not rely on City-furnished documents and shall develop or recreate base drawings as necessary from field verification to produce complete and accurate construction documents. No additional compensation will be allowed for base drawing preparation.

Missing Information Notification. The Consultant shall identify incomplete, missing, or inconsistent City-furnished documentation no later than the 30 percent design milestone. Failure to identify such conditions at 30 percent shall not constitute grounds for change order or scope amendment.

2.3 Conduct field verification of existing conditions in all in-scope areas, including dimensions, room configurations, fixture locations, and finishes. Record drawings shall not be relied upon without verification.

2.4 Perform destructive and non-destructive investigation as necessary to determine the condition of substrates, existing waterproofing, and the extent of moisture intrusion beneath existing flooring and behind existing wall finishes. Coordinate all investigative work with City staff to minimize facility disruption, and restore all areas disturbed by investigation.

Non-Delegable Investigation. All investigative work, including destructive probes, substrate analysis, moisture testing, drain and slope evaluation, and verification of concealed conditions, shall be performed by the Consultant or its subconsultants. Delegation of investigative work to the Contractor is prohibited.

2.5 Perform concrete slab moisture vapor emission testing, in-situ relative humidity testing, and alkalinity (pH) testing in accordance with applicable ASTM standards, in quantities sufficient to establish the requirements of the selected floor system.

2.6 Evaluate existing floor slopes, floor drain locations and functionality, and drainage adequacy in shower, drying, and locker areas. Identify any deficiencies contributing to standing water or moisture retention.

2.7 Evaluate the existing mechanical ventilation system serving the locker rooms, including exhaust equipment, ductwork, make-up air, controls, and roof- or wall-mounted units. Determine current performance relative to applicable code and industry standards for locker room and shower environments, and identify deficiencies contributing to excess moisture and odor.

2.8 Field verify existing plumbing rough-in serving the in-scope areas, including supply and waste piping material, size, and configuration, carrier types, and the location and height of all fixture rough-ins and wall penetrations. Identify any rough-in that would require relocation to accommodate replacement fixtures or to achieve compliance with California Building Code Chapter 11B. Verify whether existing floor drains are compatible with the anticipated floor systems, and identify any that require modification or replacement. Where existing piping is exposed during investigation, note and report any observed deterioration, corrosion, or leakage.

2.9 Evaluate existing electrical service and any provisions required to support proposed mechanical, lighting, or locker systems. Determine available spare capacity in the existing service, including voltage, phase, and amperage, and identify points of connection available for contractor temporary power during construction. Evaluate existing lighting, including fixture type, mounting, condition, light levels, controls, and circuiting, and determine whether existing circuiting and capacity will support the proposed lighting design.

2.10 Evaluate existing wall systems and finishes, including tile, substrates, backing, and moisture protection, and identify conditions requiring remediation.

2.11 Inventory and assess existing lockers and benches, including:

o Quantity, tier configuration, dimensions, and condition of existing lockers o Linear footage, configuration, construction, and condition of existing benches o Method of anchorage of both lockers and benches, and their interface with the existing floor and wall systems o Whether existing benches could be removed and reinstalled intact, or whether removal is anticipated to be destructive o Interface of locker banks with existing structural columns and wall conditions

2.12 Identify the presence of any suspected hazardous materials in areas to be disturbed.

2.13 Prepare a written Existing Conditions Assessment Report summarizing all findings, including photographic documentation, test results, identified deficiencies, and recommendations. The report shall clearly identify any condition that affects the phasing, sequencing, or feasibility of the programmed improvements.

TASK 3: PROGRAMMING AND ACCESSIBILITY

3.1 Review and incorporate City-provided program input regarding desired improvements. The City will provide this input. Proposers should not assume the program is fully defined at contract execution.

3.2 Conduct an accessibility assessment of the in-scope areas against California Building Code

Chapter 11B, addressing lockers, benches, showers, shower seats, grab bars, toilet compartments, lavatories, fixtures, dispensers, accessible routes, door hardware, and clearances. Identify existing deficiencies and determine which must be corrected as part of the proposed work.

3.3 Evaluate whether the valuation of the proposed alterations triggers path-of-travel obligations under CBC 11B-202.4, identify the scope and estimated cost of any resulting requirements, and advise the City of available options.

3.4 Prepare a written Basis of Design memorandum documenting confirmed program requirements, applicable codes and standards, accessibility requirements, and recommended systems for City review and approval prior to proceeding to the 30 percent design phase.

TASK 4: 30 PERCENT DESIGN PHASE (CONCEPTUAL / ALTERNATIVES)

4.1 Prepare 30 percent design documents for all three phases, including floor plans, demolition plans, reflected ceiling plans, and preliminary mechanical, plumbing, and electrical layouts.

4.2 Develop and present design alternatives for the locker room floor and wall finishes. Alternatives shall present a range of approaches, which may include resinous or epoxy systems, fiberglass-reinforced panel systems, tile, combinations of these, or any other modern, practical, and functional system suitable for the application. Alternatives shall not be limited to the systems named here. For each alternative, address:

o Slip resistance, particularly in wet areas, evaluated against current applicable standards o Moisture and water intrusion resistance, including at floor-to-wall transitions, integral coved base, floor drains, and penetrations o Cleanability, sanitation, and resistance to mold and mildew, including antimicrobial provisions o Chemical resistance to cleaning agents and pool chemistry o Durability and expected service life in a high-traffic public facility o Maintenance requirements, repairability, and availability of replacement material o Installation constraints, including temperature, humidity, cure, and cleanup time relative to phased closures o Available manufacturer and installer warranty terms o Lifecycle cost o Appearance, color and pattern options, cohesion with the overall design approach, and durability of appearance over time

Alternatives shall be presented with sufficient visual material, including renderings, material boards, or physical finish samples, to allow City staff to evaluate design intent and not only technical performance.

Provide a written recommendation. Final selection will be made by the City based on the recommendation of the Consultant.

As an example of the type of finish the City would like to see considered, the City's Project Sponsor has identified a resinous urethane flooring system installed at the CSU Sacramento WELL Expansion project, with decorative flake colors coordinated to Recreation Center colors such as navy and grey, or navy and light blue. Specification and submittal documents from that project are provided with this RFP for information only. They are not a City selection, a basis of design, or a specification template, and contain internal inconsistencies and outdated code references. The Consultant remains responsible for specifying systems appropriate to the conditions found at this facility.

4.3 Prepare three-dimensional (3D) renderings of the proposed locker room design for staff review and approval. Renderings shall be of sufficient quality and detail to allow City staff and Recreation

Center staff to evaluate the proposed design without reliance on plan drawings or technical documentation, and shall depict finishes, colors, lighting, lockers, benches and seating, plumbing fixtures, and overall spatial character. At the 30 percent milestone, renderings shall depict each design alternative under consideration, sufficient for staff to compare approaches and select a direction.

Renderings shall be updated at the 65 percent and 95 percent milestones to reflect the design as refined.

4.4 Present ventilation system alternatives addressing air change rates, exhaust and make-up air, moisture control, controls and scheduling, energy code compliance, acoustics, and maintenance access.

Provide a written recommendation, including any provisions required in Phase 1.

4.5 Present locker and bench/seating alternatives. The existing lockers are standard metal units in mixed single- and double-tier configuration. The existing benches are custom wood units built continuously along the suite perimeter and integrated with the locker banks. Both are to be replaced and modernized. Alternatives shall address:

Lockers. Material and moisture resistance, ventilation of locker interiors, tier configuration and quantity, anchorage and base detailing, security and locking systems, accessibility, integration with existing structural columns and wall conditions, and durability.

Benches and seating. Material and moisture resistance, whether benches are freestanding, wall-mounted, or integrated with lockers, base detailing and its interface with the new floor system, cleanability beneath and around seating, accessible seating requirements under CBC Chapter 11B, and durability.

Provide a written recommendation for each, including any provisions required in earlier phases. Design shall modernize the appearance and function of the locker and seating systems while meeting the durability and maintenance demands of a high-moisture environment.

4.6 Present plumbing fixture, trim, and accessory alternatives for wall-mounted components, addressing fixture type and configuration, compatibility with existing rough-in locations and heights, water efficiency and CALGreen compliance, accessibility under CBC Chapter 11B, durability and vandal resistance in a public facility, maintenance requirements and parts availability, shower valve type and scald protection, and appearance consistent with the overall design approach. Evaluate the compatibility of existing floor drains with each floor system under consideration, and identify any drain requiring modification. Provide a written recommendation.

4.7 Incorporate the lighting fixture specifications provided by ALR, included as an attachment to this

RFP, into the design documents. Provide circuiting, switching, controls, connection to the existing electrical system, and Title 24 compliance documentation as required for permit. Coordinate fixture locations with the ceiling, ventilation, and finish systems. Notify the City in writing of any conflict between the provided specifications and applicable code or the conditions found at the facility.

4.8 Evaluate and price alternatives for the treatment of existing benches and lockers during Phase 1 work, given that bench and locker replacement is programmed for Phase 3 (FY 28/29). Alternatives to be evaluated shall include, at minimum:

o Removal and reinstallation of existing benches following flooring installation o Advancing bench replacement into Phase 1, with locker replacement remaining in Phase 3 o Advancing both bench and locker replacement into Phase 1

For each alternative, address construction cost by fiscal year, condition and salvageability of the existing benches, impact on facility operations and patron experience during the interim period, and any effect on floor system warranty or installation quality. Provide a written recommendation. The City will select the approach following review.

Warranty Coordination. The Consultant shall evaluate the effect of all bench and locker treatment alternatives on flooring system warranty coverage. The Consultant shall coordinate directly with manufacturers to confirm required sequencing and shall revise any approach that jeopardizes warranty coverage at no cost to the City.

4.9 Prepare a preliminary construction phasing plan consistent with the requirements of

Construction Phasing and Facility Operations above, including alternatives evaluated, temporary power approach, and a recommended sequence.

4.10 Prepare an Initial Engineer's Estimate for each phase, and support the City in developing the total construction budget. The estimate shall separately identify construction costs and contingencies.

4.11 Submit 30 percent design documents for City review, attend a review meeting, and respond in writing to all City comments.

TASK 5: 65 PERCENT DESIGN PHASE

5.1 Finalize design concepts for all three phases, incorporating City comments from the 30 percent review.

5.2 Identify critical design challenges and constraints, and present proposed resolutions to the City.

5.3 Advance architectural, mechanical, plumbing, electrical, and lighting design, including equipment and fixture selection and sizing, fixture schedules, finish schedules, and details for waterproofing, floor-to-wall transitions, integral coved base, slope-to-drain, and terminations at out-of-scope areas.

Interdisciplinary Coordination. The Consultant shall ensure full coordination across all architectural, mechanical, plumbing, electrical, lighting, accessibility, and phasing disciplines. All ceiling removal, lighting relocation, ductwork routing, electrical access, and finish system impacts shall be integrated and detailed in the contract documents. Discipline conflicts arising from a failure to coordinate the design shall not be considered out-of-scope.

5.4 Detail all plumbing, lighting, and accessory penetrations through the new wall, floor, and ceiling systems, including sealing, waterproofing, escutcheon and trim conditions, termination of the floor system at existing floor drains, and blocking or backing required for wall-mounted fixtures, grab bars, and accessories. These conditions shall be fully detailed and shall not be left to field determination.

5.5 Confirm all Phase 1 provisions required to support Phase 2 and Phase 3 work, and incorporate them into the Phase 1 documents.

5.6 Incorporate the City-selected approach to bench and locker treatment into the Phase 1 documents. The design shall detail the condition at the base of lockers and benches and how the new floor system terminates or continues at those locations. This condition shall be fully resolved in the

Phase 1 documents and shall not be deferred to the field or to a later phase.

5.7 Prepare updated three-dimensional renderings depicting the approved design as refined, consistent with the requirements of Task 4.3, for staff review and approval.

5.8 Develop the construction phasing plan, including sequencing, closure durations, temporary facilities, temporary power, containment, accessibility during construction, and coordination with

Recreation Center programming.

5.9 Prepare outline technical specifications.

5.10 Prepare an updated Engineer's Estimate for each phase.

5.11 Submit 65 percent design documents for City review, attend a review meeting, and respond in writing to all City comments.

TASK 6: 95 PERCENT DESIGN PHASE AND FINAL PS&E

6.1 Prepare 95 percent Plans, Specifications, and Estimates (PS&E) suitable for permitting, competitive public bidding, and construction, organized as separate bid-ready packages for each phase.

6.2 Prepare complete technical specifications. All specifications shall reference the code cycle and standards in effect at the time of submittal.

6.3 Prepare Appendix and Special Provisions addressing project-specific items to be carried as line items on the bid schedule, such as dust and noise containment, temporary facilities, temporary power, cleanup, and any other item identified through design.

6.4 Specify manufacturer and installer qualification requirements, field mock-up or field sample requirements, substrate testing requirements, and warranty terms appropriate to the selected systems.

Manufacturer Coordination. The Consultant shall coordinate directly with manufacturers of flooring, wall systems, lockers, benches, mechanical equipment, and accessories to verify installation sequencing, substrate requirements, moisture tolerances, and warranty constraints. The Consultant shall document compliance within the PS&E.

6.5 Include in the documents a complete construction phasing plan, drawings indicating work sequence and areas of closure, temporary facilities and containment requirements, temporary power requirements, and requirements for maintaining facility operations and accessibility.

6.6 Prepare a final Engineer's Estimate for each phase, formatted for direct entry into the City's bid schedule. Estimates for Phases 2 and 3 shall include escalation to the anticipated bid date of each phase.

6.7 Prepare final three-dimensional renderings depicting the design as documented in the 95 percent submittal, consistent with the requirements of Task 4.3, for staff review and approval.

6.8 Participate in a constructability review of the 95 percent documents with City inspection staff, operations and maintenance staff, and other reviewers designated by the City. Incorporate resulting comments into the final documents.

6.9 Submit 95 percent documents for City review, attend a review meeting, and respond in writing to all comments received from City staff and stakeholders.

6.10 Prepare final PS&E incorporating all review comments, and provide a written statement that the documents are complete, coordinated across disciplines, and suitable for bidding and construction.

TASK 7: PERMITTING AND REGULATORY SUPPORT

Included in the base contract for Phase 1 only. Phase 2 and Phase 3 services to be authorized by amendment.

7.1 Identify all permits and approvals required for the phase.

7.2 The Division of the State Architect (DSA) is the authority having jurisdiction for this facility. The

Consultant shall prepare and submit the DSA application and all documents required for DSA review, including structural, access, and fire and life safety review.

7.3 Respond to all DSA plan review comments, revise documents as required, and resubmit until DSA approval is obtained.

7.4 Prepare documents in accordance with DSA requirements, including the Statement of Structural

Tests and Special Inspections, testing and inspection requirements, and identification of work requiring

Project Inspector observation.

7.5 Coordinate with the West Sacramento Fire Department and any other agency having jurisdiction regarding impacts to fire sprinkler, fire alarm, or life safety systems.

7.6 Support DSA project closeout, including preparation of the Consultant's verified reports and coordination with the Project Inspector and testing laboratory as required for certification.

7.7 Provide stamped and signed documents by professionals licensed in the State of California.

TASK 8: BID PHASE SUPPORT

Included in the base contract for Phase 1 only. Phase 2 and Phase 3 services to be authorized by amendment.

8.1 Assist the City in preparing bid documents for the phase and in posting the project to the City bidding platform. The City anticipates advertising through OpenGov.

8.2 Attend a pre-bid conference and site walk.

8.3 Prepare written responses to bidder questions and requests for information.

8.4 Prepare addenda as required.

8.5 Assist the City in evaluating bids, reviewing substitution requests, and evaluating bidder qualifications as requested.

8.6 If the low responsive bid exceeds the City's available budget, participate in value engineering and, if the exceedance is attributable to the design or estimate, revise documents and assist in rebidding at no additional cost to the City.

TASK 9: DESIGNER CONSTRUCTION SUPPORT

Included in the base contract for Phase 1 only. Phase 2 and Phase 3 services to be authorized by amendment. Fees shall be identified separately from Tasks 1 through 6. No construction manager is anticipated; the City will administer construction using City staff, and the Consultant will serve as the primary design support to the City throughout construction. A DSA Project Inspector will be retained separately by the City. The Consultant shall coordinate with the Project Inspector as required for DSA compliance and closeout.

9.1 Attend a preconstruction conference.

9.2 Attend weekly construction progress meetings, and prepare and distribute meeting minutes.

9.3 Review and respond to submittals, shop drawings, and product data.

9.4 Prepare written responses to requests for information (RFIs).

9.5 Prepare field orders and support the City in processing change orders, including review of contractor pricing and preparation of supporting documentation.

9.6 Conduct site visits at intervals appropriate to the stage of construction to observe conformance with the construction documents, and prepare written field reports.

9.7 Coordinate with the DSA Project Inspector throughout construction, including response to inspection observations, resolution of code compliance items, and preparation of the Consultant's verified reports required for DSA closeout.

9.8 Review and make recommendations regarding proposed substitutions.

9.9 Assist the City in reviewing contractor payment applications.

9.10 Conduct substantial completion and final punch list inspections, prepare punch lists, and verify correction.

9.11 Review closeout documentation, operations and maintenance manuals, warranties, and training.

9.12 Prepare record drawings based on contractor-furnished as-built information.

2.6. DELIVERABLES

The selected firm shall provide, at minimum:

Deliverable Task Phases

Existing Conditions Assessment Report 2 All

Coordination Matrix 1.10 All

Accessibility Assessment 3 All

Basis of Design memorandum 3 All

30 percent design documents 4 All

Finish, locker, bench, and plumbing fixture alternatives 4 All

Lighting design incorporating City-provided specifications 4, 5 All

3D renderings (30, 65, and 95 percent) 4, 5, 6 All

Bench and locker Phase 1 treatment alternatives with pricing 4 1 and 3

Initial Engineer's Estimate 4 All

65 percent design documents 5 All

Construction Phasing Plan 4, 5, 6 All

95 percent PS&E and final PS&E (by phase) 6 All

Technical specifications, Appendix, and Special Provisions 6 All

Final Engineer's Estimate (bid schedule format) 6 All

Permit-approved documents 7 1

Addenda and bid support documentation 8 1

Record drawings 9 1

Format requirements:

• Electronic deliverables in PDF and native file format, including AutoCAD and Revit files

• Specifications in Microsoft Word and PDF

• Engineer's Estimates in Microsoft Excel and PDF

• Renderings in high-resolution image format suitable for presentation and print reproduction as well as in files to share amongst stakeholders.

• Milestone submittals shall be provided electronically in PDF. 2 hard copy sets of the final PS&E shall be provided at completion of design.

• All deliverables shall be uploaded to the project Procore site, to be set up by the consultant.

• All deliverables become the property of the City in accordance with the City's Professional

Services Agreement

2.7. CITY-FURNISHED INFORMATION

The City will provide the following to the selected firm:

• Available record drawings for the Recreation Center, in PDF and, if available, CAD format. The

City makes no representation as to the completeness, accuracy, or currency of these documents, and does not guarantee that CAD files will be available

• Available maintenance records and prior assessments, if any

• Asteroom 3D tours of the locker room areas, with photographs numbered to correspond to room numbers on the record drawings and including a navigable floor plan

• Lighting specifications prepared by ALR

• Access to the facility for field investigation, coordinated in advance with Recreation Center staff

END SCOPE OF SERVICES

3. Proposal Requirements

3.1. Proposal Format & Content

Proposer Questionnaire must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact.The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest.The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has…