Armory_Building_Assessment.pdf

Armory Building Assessment

Request For Proposal (RFP #RFP-2022-0021)

Tuolumne County

County Administration Office

Issued: Tuesday, August 23, 2022

REQUEST FOR PROPOSAL (RFP No. RFP-

2022-0021)

ARMORY BUILDING ASSESSMENT

Deadline for Submission of Proposals: Wednesday, September

14, 2022

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/tuolumnecountyca https://secure.procurenow.com/portal/%7bproject.government.code%7d

Table of Contents

I. Introduction

II. Scope of Services

III. Minimum Qualifications

IV. Proposal Package Requirements

V. RFP Process

VI. Evaluation of Proposals

Attachments:

A - Armory Building Project Site Map

B - Armory Building Roof Assessment by the Granland Company

C - Armory Builiding Sample Agreement

1. INTRODUCTION

1.1. Summary

Tuolumne County is soliciting Requests for Proposals from firms to provide a building assessment on a County Building known as the Armory. It is roughly a 10,164 square foot building and is located at 10747 Airport Road in Columbia. The County is looking at updating this building for use as a Community Resilience Center.

1.2. Background

Tuolumne County is looking to apply for a Community Resilience Center grant application this

Fall. The building we would like to convert into a Community Resilience Center is our Armory

Building located near the Columbia Airport. In order to submit a grant application, the County is need of an independent assessment of various aspects of the building. Basically, the County is looking for the following disciplines to be involved in this assessment: Architectural, Structural, Destructive Testing and Investigation, Mechanical, Plumbing, Electrical, Low Voltage and

HazMat Assessment.

Time is of an essence on this project. Grant applications for this project will be due late this coming fall (November/December 2022)

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:

County Administration Office

Department Head:

Tracie Riggs

County Administrative Officer

1.4. Timeline

Release of published RFP August 23, 2022

Pre-Proposal Meeting (Mandatory) August 29, 2022, 10:30am

10747 Airport Road in Columbia

Deadline for receiving all questions September 7, 2022, 5:00pm mailto:mfrank@co.tuolumne.ca.us tel:(209)533-5515

Deadline for RFP responses to be received by County

September 14, 2022, 3:00pm

County Administrator's Office

2 South Green Street, 4th Floor

Sonora, CA 95370

Review Committee evaluates and ranks proposals

September 16, 2022

Notice of contract award (Tentative) September 16, 2022

Deadline for protests/appeals

(Tentative)

September 26, 2022

Contract executed (Tentative) September 27, 2022

2. SCOPE OF SERVICES

2.1. Armory Building Assessment

Proposed Scope of Work

The selected Contractor will be responsible to perform services needed to prepare a full building assessment on the County’s Armory Building. This assessment will then be the basis for putting together a grant application.

Project Approach

The approach to this project will be to prepare a Building Assessment the County can utilize the information from this report to write a grant application.

Scope of Work

The following Scope of Work outlines the project tasks:

Task 1: Project Initiation and Scoping

Contractor will attend project kickoff meeting with County staff and discuss the project scope in remodeling the Armory Building; review potential design features and building opportunities;

and identify construction methods costs and timing.

Subtask 1.2: Document Review and Additional Information Request

Contractor will review information related to the building assessment and meet with County staff as needed.

Task 2: Building Assessment

Contractor will work with County staff in scheduling various disciplines to examine the Armory

Building and provide a detailed assessment of the building deficiencies and costs to remediate.

Contractor will also talk with County staff on possible alterations/additions to the Armory

Building.

Task 3: Draft Assessment

Contractor will meet with County staff to review draft assessment to confirm information and make any needed changes.

Task 4: Final Assessment

The Contractor will then finalize the Armory Building Assessment and submit a final report to the County. This report shall include the following:

• Assessment of all aspects of the Armory Building and property surrounding this facility.

The assessment includes but it not limited to the following: Structural, Mechanical, Plumbing, Electrical and Low Voltage.

• Investigation and analysis of old floor tiles and other materials that might require additional work to remove.

• General discussion on costs for potential changes/additions to the armory building.

• Assessment of needed improvements to the parking lot and areas around the building to include utilities to the building.

• A detailed listing of all improvements/ needed additions to the building along with a cost estimate. The cost estimate should be based on 2023 project cost estimates.

3. MINIMUM QUALIFICATIONS

Minimum Qualifications:

Interested firms should have extensive experience in assessing buildings and providing cost estimates.

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://secure.procurenow.com/portal/tuolumnecountyca.

4.1. Proposal Elements*

A. PROPOSAL FORMAT

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, via email, one original proposal. The Proposal should be organized in sections, with proposal elements as specified below:

B. PROPOSAL ELEMENT

1. Cover Letter- Include the following information:

- Title of RFP

- Name and mailing address of firm

- Contact person, email address, telephone and fax number

The cover letter must be signed by an officer empowered by the firm to sign such material and thereby commit the firm to the obligations contained in the RFP response. Further, the signing and submission of a response shall indicate the intention of the proposer to adhere to the provisions described in this RFP and a commitment to enter a binding contract.

2. Tab A- Firm’s Qualifications

Describe the firm and provide a statement of each firm’s qualifications for performing requested services. Identify the services which would be completed by the prime firm’s staff and those that would be provided by any sub-consultants, if any. Identify any sub-consultants that the prime proposed to support the project. Include the firm’s organization chart for this project including sub-consultants.

3. Tab B- Experience and References

Provide a summary of each firm’s experience in providing these types of building assessment services. Provide a minimum of three references for related projects and include date, contact person, telephone number and a brief description of the project. Public sector references are preferred.

4. Tab C- Project Scope

Provide a detailed discussion of the firm’s approach to the successful implementation of this project. Include thorough discussions of methodologies you believe are essential to accomplish all the required tasks within the desired timeline. Identify the key staff that would be assigned to each task.

Describe how your firm will interact with the County’s team. List your expectations of county staff throughout the course of the project, and how many and what type or format of meetings you anticipate for each task.

5. Tab D- Cost Proposal

Provide a flat fee, not-to-exceed cost proposal by task as well as all reimbursables. Billings will be on a monthly basis, on a percentage completed by task.

6. Tab E- Required Statements

Include the following statements as part of your package submittal:

• The firm will perform the services and adhere to the requirements described in this RFP.

• Statement of assurance that proposer will not substitute members of your designated team without written approval by the County Administrator’s Office.

• Indicate the firm’s ability and agreement to fulfill the indemnification and insurance requirements contained in the sample contract.

• Who at the proposing firm is authorized to bind the contract.

7. Tab F- Exceptions

Describe any and all proposed exceptions, alterations or amendments to the Scope of Work or other requirements of this RFP, including the sample Standard Agreement (Attachment B).

*Response required

4.2. Proposal Cost*

Proposer shall upload a fee schedule here. Information should include any and all costs associated with the fulfillment of the Scope of Services.

Provide a flat fee, not-to-exceed cost proposal by task as well as all reimbursables

The Project Budget is: _____________

*Response required

5. RFP PROCESS

5.1. Submittal of Proposals

Sealed proposals must be received at the online, NO LATER THAN 3:00 pm on Wednesday, September 14, 2022.

Proposals are to be submitted electronically using the County’s e-Procurement platform, https://secure.procurenow.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 3:00 pm on Wednesday, September 14, 2022.

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.”

5.2. Submitter's Questions

Questions regarding the RFP must be submitted exclusively in writing to the County by 5:00 pm on Wednesday, September 7, 2022 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 RFP to post any questions received, along with written responses, on the County e-Procurement platform, https://secure.procurenow.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.

5.3. 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.

5.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFP. 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 RFP. If a proposal is not submitted in the format specified in this RFP, 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).

5.5. 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.

5.6. Evaluation of Proposals

See #Evaluation of Proposals.

5.7. 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.

5.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFP 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.

5.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFP process or appeal the recommendation to award a contract for RFP once the Notices of

Award/Non-Award have been issued.

https://secure.procurenow.com/portal/tuolumnecountyca/projects/25876?section=205257

Any protest must be submitted in writing to County Administration Office, 2 South Green Street, Sonora, CA 95370, Attention: Maureen Frank

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

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 County Administrative Officer 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.

5.10. 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.

6. EVALUATION OF PROPOSALS

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant 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 RFP, 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 RFP 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 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. Experience and Qualification of Firm 0-100 Points 20 (20% of Total)

2. Approach and Timing of Project 0-100 Points 30 (30% of Total)

3. Cost Proposal 0-100 Points 50 (50% of Total)