Architectural_Design_Services_for_Restoration_of_Groveland_Community_Hall_(Addendum_#3_Revision).pdf

Architectural Design Services for Restoration of Groveland Community Hall

Request For Qualification (RFQ #RFQ-2024-0185)

Tuolumne County

General Services Agency

Issued: Friday, July 5, 2024

REQUEST FOR QUALIFICATION (RFQ No.

RFQ-2024-0185)

ARCHITECTURAL DESIGN SERVICES FOR

RESTORATION OF GROVELAND COMMUNITY

HALL

Deadline for Submission of Proposals: Friday, July 26, 2024

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/tuolumnecountyca

Table of Contents

1. Introduction

2. Scope of Services

3. Minimum Qualifications

4. Proposal Package Requirements

5. Evaluation

6. Contract Information

7. RFQ Process

Attachments:

A - Exhibit A - SAMPLE PSA_Restoration of Groveland Community Hall

B - Exhibit B, Fire Photos

C - Exhibit C - Degenkolb Engineers Plans & Specs

1. Introduction

1.1. Summary

The County of Tuolumne through its General Services Agency ("County") is seeking proposals from qualified Architectural Firms to restore a fire-damaged Groveland Community Hall.

1.2. Background

In June 2023, the County's Groveland Community Hall, located at 18720 Highway 120 in

Groveland, experienced a fire in the attic. The Groveland Community Hall is roughly 7,708+/-

sq. ft. and was built in 1918.

The building sustained damage to the following:

• Main meeting room ceiling

• Roof trusses

• Metal roof panels

• Water damage to the hardwood floors due to firefighting efforts

• Significant damage to front façade

(See attached fire photos, attached hereto as Exhibit B, "Fire Photos")

Securing the building and then restoration of the Community Hall was going to be completed in two phases. Phase I plans for securing the building were developed by Degenkolb Engineers (see attached plan set, attached hereto as Exhibit C, "Degenkolb Engineers Plans & Specs"). These plans have been approved and a permit issued, but work has not been initiated.

Since so much time has passed since the emergency event, the County has elected to combine

Phase I & II into a single Scope of Services.

1.3. Contact Information

Maureen Frank

Capital Project Director

2 South Green Street

Sonora, CA 95370

Email: mfrank@co.tuolumne.ca.us

Phone: (209) 533-5515

Department:

General Services Agency mailto:mfrank@co.tuolumne.ca.us tel:(209)533-5515

Department Head:

Maureen Frank

General Services Agency Director

1.4. Timeline

Release of published RFQ July 5, 2024

Pre-Proposal Meeting (Non-

Mandatory)

July 15, 2024, 10:00am

Groveland Community Center

18720 Highway 120

Groveland, CA 95321

Deadline for receiving all questions July 19, 2024, 12:00pm

Deadline for RFQ responses to be received by County

July 26, 2024, 12:00pm

Review Committee evaluates July 29, 2024

Notice of contract award (Tentative) July 29, 2024

Deadline for protests/appeals

(Tentative)

August 9, 2024

Contract executed (Tentative) August 20, 2024

2. Scope of Services

2.1. Project Scope

The County is looking at obtaining an Architectural Firm to develop plans and specifications for the stabilization and restoration of the Groveland Community Hall. The Scope of Services will entail the following Phases I and II.

2.2. PHASE I

Securing the building:

Review, assess and incorporate any needed Scope of Work from Degenkolb Plans &

Specifications in the new plan set, attached hereto as Exhibit B - "Degenkolb Engineering Plans

& Specs".

2.3. PHASE II

Assess and design the best and most economical restoration of the Groveland Community Hall.

The Scope of Work for this Phase includes but is not limited to the following:

A. Kick-off meeting with County Project Team (The County Team consists of a representatives from the County General Services Agency).

B. Tour the Groveland Community Hall and work with County Project Team on the schematic design for the restoration of the facility.

C. Review documents, plan layouts or other materials related to this project.

D. Assist County in respond to design questions and attending Historical Preservation

Review Committee as needed.

E. Develop design development plans, cost estimate and review with County Project Team.

F. Once schematic design phase is completed, the Architectural Firm will commence on

Design Development phase.

G. At completion of Design Development, the Architectural Firm will review plans and cost estimate with the County Team.

H. Upon authority by County Project Team, Architectural Firm will develop full construction plans, specifications, and cost estimate for the Groveland Community Hall

Restoration Project.

I. Architectural Firm will assist County Project Team in responding to plan checking comments in order to obtain permit.

DELIVERABLES

Comprehensive restoration plans, specifications that are ready to go and to bid and cost estimate from 3rd party cost estimating firm.

2.4. PHASE III

Assist the County with the bidding process and issue addendums as needed.

Provide Construction Services to include the following: Issue ASIs, Respond to RFI's, attend construction meetings and review pay applications.

Assist County Team in providing needed documentation to the County's Risk Manager and

Insurance Provider.

Conduct punch list and assist with closeout documentation.

REIMBURSABLE ALLOWANCE:

The County requests that a not-to-exceed allowance for general reimbursable expenses such as postage, mileage and reproduction, printing, data and telecommunication costs be included in the agreement for services.

3. Minimum Qualifications

Architect must clearly demonstrate they possess the minimum skills, resources, education and licensing required to complete the elements of the Scope of Services.

4. Proposal Package Requirements

Proposals are to be straightforward, clear, concise and responsive to the information requested.

In order for proposals to be considered complete, proposers must provide all requested information.

Each proposer must submit their response online via the County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca.

4.1. Proposal Elements**

A. Statement of Understanding and Approach o This section must demonstrate an understanding of the Services. It should describe the general approach, organization and staffing required for the Services requested. If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.

o This section should include the following:

▪ An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

▪ Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.

▪ Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

▪ Detailed description of specific tasks you will require from County staff. Explain what the respective roles of County staff and your staff would be to complete the tasks specified in the Scope of Services.

▪ Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the County will consider proposals that offer alternative service delivery means and methods for the services desired.

▪ Proposers are also requested to identify any County owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the County in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the County, if applicable.

B. Architectural Firm ("Firm") Information o This section shall include contact person information, address and telephone number of the Firm main office and branch offices. Each Firm shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Firm believes may be pertinent to the selection process may be provided.

o The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Firm has been involved in the past five (5) years. If the Services require a license or certification, the

Proposal shall include any claims or disciplinary action taken against Firm or any of the Firm’s key personnel within the past five years.

C. Firm Personnel o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Firm’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the

Firm is including any subcontractors, the Firm shall identify how long the Firm has worked with the subcontractor.

o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.

D. Disclosure o Please disclose any and all past or current business and personal relationships with any current County elected official, appointed official, County employee, or family member of any current County elected official, appointed official, or County employee. Any past or current business relationship may not disqualify the firm from consideration.

E. Experience and References o The Proposal must demonstrate that the Firm, or its key personnel, meets the minimum experience requirement in in the Minimum Qualifications Section with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Firm shall not have filed for bankruptcy under any business name over the past five (5) years.

o Firm shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.

*Response required

5. Evaluation

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of an Architectural Firm that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFQ, a

Review Committee composed of representatives from the County. The County may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFQ are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the

County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed/e-mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Proposal Pass / Fail 30 (30% of Total)

2. Qualifications 0-100 Points 35 (35% of Total)

3. Service Delivery/Methodology 0-100 Points 35 (35% of Total)

6. Contract Information

6.1. Sample Agreement

A sample Agreement is attached to this RFQ as Exhibit A, "SAMPLE PSA - Architectural

Design - Restoration of Groveland Community Hall," which details all standard terms and conditions required by the County of Tuolumne.

6.2. Initial Term

The term of the initial contract awarded under this RFQ will be from August 20, 2024 through

October 31, 2025.

6.3. Extension Option

By mutual agreement, this contract may be extended for one (1) six (6) month term under the following circumstances:

• The County receives adequate funding to extend program operations;

• The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;

• The County continues to need the services purchased under this RFQ;

• The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the County.

6.4. Termination

The contract will be subject to termination by either party upon thirty (30) days' written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

6.5. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

6.6. Insurance

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided, for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.

6.7. Hold Harmless

Contactor shall hold harmless, defend and indemnify County and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs

(including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

If such indemnification becomes necessary, the County Counsel for the County shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the County. This indemnification clause shall survive the termination or expiration of this

Agreement.

7. RFQ Process

7.1. Submittal of Proposals

Sealed proposals must be received at the online, NO LATER THAN 12:00 pm on Friday, July

26, 2024.

Proposals are to be submitted electronically using the County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 12:00 pm on Friday, July 26, 2024. Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted. The County’s e-Procurement

Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

7.2. Submitter's Questions

Questions regarding the RFQ must be submitted exclusively in writing to the County by 12:00 pm on Friday, July 19, 2024 via the County’s e-Procurement platform, in the Q&A tab. Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFQ to post any questions received, along with written responses, on the County e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

7.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

7.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFQ. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true.

This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFQ. If a proposal is not submitted in the format specified in this RFQ, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

7.5. DIR Registration, Noticing and Prevailing Wages

To be qualified to bid on, be listed in a bid proposal or engage in the performance of any public work contract subject to Labor Code section 1720, contractors and subcontractors must be registered with the Department of Industrial Relations. Please see http://www.dir.ca.gov/Public-

Works/PublicWorks.html for more information. No contract will be entered into without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial

Relations to perform public work. If awarded a contract, the bidder and its subcontractors, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Agreement.

All Contractors bidding on a public works project and all subcontractors of any tier shall be registered with the State Department of Industrial Relations pursuant to Section 1725.5 of the

Labor Code.

Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the County in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. The Contractor shall post a copy of the general prevailing rate of per diem wages at the jobsite. These wages are set forth in the General Prevailing Wage Rates for these services, available at the County of Tuolumne Public Works Department and available from the California Department of Industrial Relations’ Internet web site at http://www.dir.ca.gov

The bidder shall list the name, the location of the place of business, the California contractor license, and DIR registration number of each subcontractor to whom the bidder proposes to subcontract portions of the work in an amount in excess of one-half of one percent of the total bid or $10,000, whichever is greater, in accordance with the Subletting and Subcontracting Fair

Practices Act, commencing with Section 4100 of the Public Contract Code. The bidder’s attention is invited to other provisions of the Act related to the imposition of penalties for a failure to observe its provisions by using unauthorized subcontractors or by making unauthorized substitutions. The list of subcontractors shall also set forth the portion of work that will be done by each subcontractor listed. A sheet for listing the subcontractors, as required herein, is included in the proposal.

These services are subject to compliance monitoring and enforcement by the Department of

Industrial Relations. Each contractor and subcontractor must furnish certified payroll records to the Labor Commissioner at least monthly. It is the bidder’s sole responsibility to evaluate and pay the cost of complying with all labor compliance requirements under this contract and applicable law.

7.6. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

7.7. Evaluation of Proposals

See #Evaluation

7.8. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

7.9. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFQ shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

7.10. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFQ process or appeal the recommendation to award a contract for Architectural Design Services for

Restoration of Groveland Community Hall once the Notices of Award/Non-Award have been issued.

Any protest must be submitted in writing to General Services Agency, 2 South Green Street, Sonora, CA 95370, Attention: Maureen Frank

The protest must be submitted before 5:00 pm of the tenth (10th) business day following the date of the Notice of Award.

https://secure.procurenow.com/portaluolumnecountyca/projects/21659?section=167785

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the General Services Agency Director will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

7.11. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the

Review Committee has completed its evaluation and, or if, contract negotiations are complete.