Bid Notice.pdf

REQUEST FOR PROPOSALS

FOR

FIRE TRAINING TOWER RENOVATION

CE# 25-26-11

Date: July 15, 2026

CE# 25-26-11 Page 2 of 34 Fire Training Tower Renovation

TABLE OF CONTENTS

1 INTRODUCTION

2 PURPOSE OF THE REQUEST FOR PROPOSALS

3 TERM OF THE AGREEMENT

4 COMPLETE RFP

5 PROCUREMENT TIMELINE

6 PROCUREMENT CONTACT

7 PRE-PROPOSAL CONFERENCE

8 HOW TO OBTAIN THIS RFP

9 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES

10 OBJECTIONS

11 DELIVERY OF PROPOSALS

12 PROPOSAL CONTENT

13 LATE PROPOSALS

14 SELECTION PROCESS AND EVALUATION CRITERIA

15 BASIS OF AWARD

16 PROTESTS

17 COLLUSION

18 GROUNDS FOR DISQUALIFICATION

19 NON-CONFORMING PROPOSAL

20 GRATUITIES

21 GENERAL INFORMATION

22 RIGHTS OF THE CITY OF SANTA CLARA

23 PUBLIC NATURE OF PROPOSAL MATERIAL

24 PREVAILING WAGE REQUIREMENTS

25 INSURANCE REQUIREMENTS

26 STATEMENT OF ECONOMIC INTERESTS

27 E-BUILDER IMPLEMENTATION REQUIREMENTS

CE# 25-26-11 Page 3 of 34

1 INTRODUCTION

The City of Santa Clara, Public Works Department (City), is seeking proposals from qualified firms to provide review of existing documentation and prior condition assessments, field verification as necessary, preliminary engineering, cost estimating, detailed design, preparation of construction bid documents (plans, specifications, and engineer’s estimate – PS&E), bidding and award support, and construction support. Services are described in detail in Attachment A, Scope of Services for the Fire Training Tower Renovation Project.

2 PURPOSE OF THE REQUEST FOR PROPOSALS

The purpose of this Request for Proposals (RFP) is to select and enter into a professional services agreement with a qualified firm to provide design and engineering services for the renovation of the City’s Fire Training Tower.

The Project is intended to address documented deficiencies and deterioration due to repeated exposure to heat, fire, and water; improve durability and service life; address building code compliance and potential seismic vulnerabilities; and prepare construction-ready bid documents for implementation of the recommended improvements.

The Consultant will refer to the provided 2022 Fire Training Tower Condition Assessment and Recommendations prepared by Wiss, Janney, Elstner Associates, Inc. (WJE), and advance the project through final design and construction support. Refer to Attachment A, Scope of Services, for the anticipated professional services required to meet the purpose of this Project.

3 TERM OF THE AGREEMENT

The term of the Agreement(s) shall begin on the date of contract execution and terminate within three years from contract execution date, unless otherwise noted in the Contract Agreement.

CE# 25-26-11 Page 4 of 34

4 COMPLETE RFP

The following table lists and briefly describes the additional attachments and exhibits that comprise the entire document.

Attachment Title

A Scope of Services

B Cost Proposal

C Customer Reference Form

D Proposer Certification Form

E Procurement and Contract Process Integrity and Conflict of Interest Guidelines

F Electronic Data Requirements

G Exemplar Agreement (including Terms and Conditions and Insurance Requirements)

H Fire Training Tower Assessment

5 PROCUREMENT TIMELINE

Immediately below are estimated milestones; however, the schedule may change at the discretion of the City.

Pre-Proposal Conference Thursday, July 30, 2026, at 2 PM PDT

Deadline for Questions and Objections: Thursday, August 6, 2026, at 3 PM PDT

Proposals Due Thursday, August 20, 2026, at 3 PM PDT

Evaluation of proposals and ranking of consultants

Late September 2026

Oral interviews (if deemed necessary) Late September 2026

Contract Award November 2026

Notice to Proceed November 2026

6 PROCUREMENT CONTACT

Contact Christian Tran

Phone Number (408) 615-3016

Address Public Works Department City of Santa Clara

CE# 25-26-11 Page 5 of 34

1500 Warburton Avenue Santa Clara, CA 95050

Email ctran@santaclaraca.gov

7 PRE-PROPOSAL CONFERENCE

There is a non-mandatory pre-proposal conference for the design of the Fire Tower.

• Meeting Place: Fire Station 2 1900 Walsh Ave Santa Clara, CA 95050

• Meeting Date and Time: See Section 5 above

Proposers who are interested in attending the non-mandatory pre-proposal conference should RSVP by sending an email to the Procurement Contact. This will ensure that the City can make arrangements to accommodate all attendees.

8 HOW TO OBTAIN THIS RFP

8.1 The City of Santa Clara has partnered with BidNet Direct to advertise, post, distribute, facilitate and receive electronic responses to the City's solicitations. Current and past bid opportunities can be viewed using the links provided below. To access bid information, or to receive bid notifications, please visit https://www.bidnetdirect.com/california/cityofsantaclara and register for free. If you need help registering, please call Bidnet Direct’s Support Department at 800-835- 4603, Option 2, or via email at support@bidnet.com

8.2 All addenda and notices related to this procurement will be posted by the City on BidNet. In the event that this RFP is obtained through any means other than BidNet, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFP document.

9 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES

Questions pertaining to this RFP shall be submitted via BidNet. Please submit all questions by the deadline indicated in Section 5, Procurement Timeline. The City will provide a written response to all pertinent questions through BidNet. Questions answered on BidNet shall be considered addenda to the RFP.

10 OBJECTIONS

Any objections as to the structure, content or distribution of this RFP must be submitted in writing to the procurement contact prior to the submission deadline for Questions and Answers. Objections must be as specific as possible, and identify the RFP section number and title, as well as a description and rationale for the objection.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bidnetdirect.com%2Fcalifornia%2Fcityofsantaclara&data=05%7C02%7CMNoffsinger%40Santaclaraca.gov%7Cc6c0b283e0a542918b3c08dd08e2d812%7C28ea354810694e81aa0b6e4b3271a5cb%7C0%7C0%7C638676492788263385%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Nb1CxjBxjwIYt39QT3Ypvp8BjrvwSv%2FRxahZLarsN7Y%3D&reserved=0 mailto:support@bidnet.com

CE# 25-26-11 Page 6 of 34

11 DELIVERY OF PROPOSALS

11.1 Proposers must respond to this RFP by the due date and time listed in Section 5, Procurement Timeline.

11.2 The proposal must be in Times New Roman, Arial or similar, easily readable font. The size of the font cannot be any smaller than 11 and margins should be 1 inch or wider.

There is no limit or maximum number of pages set for any of the sections of the proposal; however, it is recommended to limit the total number of pages for the proposal to 20 pages, not including the Scope of Services section or required attachments. Proposers are encouraged to include only the information which is essential to an understanding and evaluation of the proposal, and should avoid generalized brochures, marketing materials, etc.

11.3 The preferred submittal method is by email to the Procurement Contact:

Email subject: “Proposal for Fire Training Tower Renovation” The email shall include the following:

1. PDF copy of the Proposal. Title the PDF “Proposal for Fire Training Tower Renovation”.

2. PDF copy of the Cost Proposal. Title the PDF “Cost Proposal for Fire Training Tower Renovation”.

Please note that the maximum file size able to be received by the City’s e-mail system is 20 MB. Files sent above this size may not be received and senders may not receive an undeliverable notice. If your file size is above 20 MB, please include a link to a secure file storage website where the Proposal can be downloaded prior to the proposal due date and time. It is the responsibility of the consultant to verify that the Proposal has been successfully received by the City. An email receipt will be sent to the consultant once the Proposal is successfully received.

12 PROPOSAL CONTENT

In order to expedite the evaluation process, each Proposal shall be organized in accordance with this section. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores. In the event of any conflict between any of the Proposal documents, resolution thereof shall be in the City’s sole discretion. Proposals shall include the following information in the format indicated.

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12.1 LETTER OF TRANSMITTAL / COMPANY PROFILE

Identify your firm and the proposal package being submitted. Include the following information:

12.1.1 Name, title, address, telephone number, and email address of the individual authorized to contractually bind the firm and be signed by the authorized individual. Also include the name of the contact person for this RFP, if different.

12.1.2 Address any pending or current litigation related to services provided by your firm, and any terminated contracts within the past five years with an explanation of the reasons for termination

12.2 EXECUTIVE SUMMARY

Provide an executive summary that demonstrates your understanding of this Project, and how you will meet the project schedule, goals, and objectives.

12.3 EXPERIENCE AND QUALIFICATIONS

Provide a detailed narrative demonstrating your expertise, capacity, experience, and approach to performing the work described in this RFP.

12.4 PROPOSED PROJECT TEAM

12.4.1 Provide the names, background information, and relevant experience of key staff that will be assigned to this Project. Provide the proposed project management structure and identify the roles of each key staff proposed to be assigned to this Project, and the availability of the key staff.

12.4.2 Submit résumés for the project manager and technical lead.

12.4.3 If Proposer anticipates utilizing any subconsultant to perform work under the contract, provide the name of the subconsultant, a description of the work that the subconsultant will perform, and a description of the subconsultant’s experience in performing the work.

12.5 PROJECT APPROACH / PLAN

Provide a brief description of the plan and approach you will take to accomplish the City’s objective. The Scope of Services provided in Attachment A is the anticipated Scope of Services to meet the City’s objectives for the Project. The Proposer shall review the Scope of Services provided in Attachment A and the Proposer may include their own proposed Scope of Services that adds, deletes, or modifies services that the proposer deems necessary to meet the project objectives. The Proposer’s edited Scope of Services shall be included in this Project Approach Section of their proposal.

12.6 SCHEDULE

Provide a project timeline for completing the Project including a start date, key milestone dates, and completion date. The Proposer is encouraged to reference significant tasks and schedules

CE# 25-26-11 Page 8 of 34 identified in Attachment A, Scope of Services.

12.7 COST PROPOSAL

Proposer shall submit a Cost Proposal according to the instructions in Attachment B, Cost Proposal. The Cost Proposal shall be a separate file from the rest of the Proposal.

12.8 REQUIRED ATTACHMENTS

12.8.1 The following Attachments must be completed and submitted with your proposal:

Attachment B, Cost Proposal, Cost proposal to include breakdown of each task with rates and consultant and subconsultant hours.

Attachment C, Customer Reference Forms - Provide three (3) client references. Complete the form providing a description of the work performed for the referenced customer as it relates to the work described in this RFP.

Copy the form as appropriate to provide the required number of references.

Attachment D, Proposer Certification Form

Attachment G, Exemplar Agreement - Proposer shall note any exceptions to the terms and conditions of the Exemplar Agreement. If there are no exceptions, please return the first page of the Exemplar Agreement marked “No Exceptions”. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal.

13 LATE PROPOSALS

Late proposals shall be rejected and returned to the Proposer. This deadline is absolute and proposals received after the due date and time shall not be considered. Proposers must select a method of delivery that ensures proposals will be delivered to the correct location by the due date and time.

14 SELECTION PROCESS AND EVALUATION CRITERIA

14.1 PROPOSAL RESPONSIVENESS

14.1.1 Proposals will be reviewed to determine if all required documentation was included with the proposal submittal.

14.1.2 Proposals that fail to contain the required documents will be disqualified from further consideration.

14.2 PROPOSAL REVIEW AND EVALUATION

14.2.1 Technical proposals will be evaluated against the general criteria and weighted scores will be applied as described below in Section 14.4.

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14.2.2 The City may seek written clarification from any or all proposers to better understand and evaluate the proposed solution. This process may not be used as an opportunity to submit missing documentation or to make substantive revisions to the original proposal.

14.2.3 The City reserves the right to rely on information from sources other than the information provided by the respondents.

14.3 PRESENTATIONS / ORAL INTERVIEWS

Finalists (proposals determined to have scored in the competitive range) may be invited to present oral presentations for the purpose of introducing key members of the project team and allowing the City to fully understand the Proposer’s ability to meet the evaluation criteria. Oral presentations, if conducted, will not be scored separately and may be used to augment proposal scores and result in the final rankings.

14.4 EVALUATION CRITERIA

Criteria Weight

Proposal Responsiveness Pass/Fail

Qualifications of Firm 20%

Qualifications of Key Staff and Availability 35%

Project Approach 30%

Project Schedule and Completion Date 15%

Total 100%

15 BASIS OF AWARD

15.1 Award recommendation will be based on the overall highest ranked proposer. If cost negotiations with the highest ranked proposer are not successful, the City may recommend award to the next highest ranked proposer.

15.2 Should the selected proposer fail to provide post award documents as required, the City, in its sole discretion, may withdraw the award recommendation, and select the next highest ranked proposer for award.

15.3 The City reserves the right to accept an offer in-full, or in-part, or to reject all offers.

16 PROTESTS

16.1 If an unsuccessful Proposer wants to dispute the award recommendation, the Protest must be submitted in writing to the contact listed below no later than ten (10) calendar days after announcement of the successful Proposer, detailing the grounds, factual basis and providing all supporting information. Protests will not be considered for disputes of proposal requirements and specifications, which must be addressed in

CE# 25-26-11 Page 10 of 34 accordance with Section 0. Failure to submit a timely written Protest to the contact listed below will bar consideration of the Protest.

16.2 The address for submitting protests is:

1500 Warburton Avenue Finance Department - Purchasing Division Santa Clara, CA 95050 Attention: Purchasing Officer

17 COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and made in the interest of or on behalf of any person named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

18 GROUNDS FOR DISQUALIFICATION

All Proposers are expected to have read and understand Attachment E, Procurement and Contract Process Integrity and Conflict of Interest. Factors, such as, but not limited to, any of the following, may disqualify a proposal without further consideration:

18.1 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal.

18.2 Any attempt to improperly influence any member of the evaluation team.

18.3 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.

18.4 Evidence of incorrect information submitted as part of the proposal.

18.5 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of the proposal.

18.6 Proposer’s default under any previous agreement with the City.

19 NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

20 GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the City. No City employee shall

CE# 25-26-11 Page 11 of 34 solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a City contract.

21 GENERAL INFORMATION

21.1 The successful Proposer will be required to enter into an agreement with terms and conditions in substantial conformity with Attachment D, Exemplar Agreement, of this

RFP.

21.2 All costs associated with responding to this request are to be borne by the Proposer.

21.3 It is the City’s policy that the selected firm shall not discriminate, in any way, against any person on the basis of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law, in connection with or related to the performance of City of Santa Clara contracts.

22 RIGHTS OF THE CITY OF SANTA CLARA

22.1 This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

22.1.1 Accept an offer in full, or in part, or to reject all offers.

22.1.2 Make the selection based on its sole discretion.

22.1.3 Reject any and all proposals.

22.1.4 Issue subsequent Requests for Proposals.

22.1.5 Postpone opening proposals for any reason.

22.1.6 Remedy errors in the Request for Proposals process.

22.1.7 Approve or disapprove the use of particular subconsultants.

22.1.8 Negotiate with any, all or none of the Proposers.

22.1.9 Accept other than the lowest offer.

22.1.10 Waive informalities and irregularities in the Proposals.

22.1.11 Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City.

22.2 An agreement shall not be binding or valid with the City unless and until it is approved by the City Council, if so required, and executed by authorized representatives of the City and of the Proposer.

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23 PUBLIC NATURE OF PROPOSAL MATERIAL

23.1 Responses to this RFP become the exclusive property of the City of Santa Clara. At such time as the City awards a contract, all proposals received in response to this RFP become a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary.” The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary,” or if disclosure, in the City’s sole discretion, is required under the California Public Records Act as addressed below.

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.

23.2 Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Santa Clara may determine, in its sole discretion, that the information that a Proposer submits is not a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Proposer who submitted the information reasonable notice to allow the Proposer to seek protection from disclosure by a court of competent jurisdiction, at the Proposer's sole expense. If Proposer takes no such action after receiving the foregoing notice from the City, the City shall comply with the records request and is not required to defend against it.

24 PREVAILING WAGE REQUIREMENTS

24.1 The City has determined that the services described in this solicitation constitute a “Public Work”, and are subject to the payment of not less than prevailing wages under California Labor Code Section 1770 et seq. The Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the services are to be performed for each craft, classification or type of worker needed to perform the services under the contract. Copies are on file with and available upon request from the Office of the Clerk of the Board of Supervisors or at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm.

24.2 This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Further information on Compliance Monitoring Unit requirements can be found at https://dir.ca.gov/Public-Works/PublicWorks.html

24.3 The Proposer (including any subconsultants) shall register with the Department of Industrial Relations prior to submitting its proposal, pursuant to California Labor Code Section 1725.5.

24.4 No contractor or subconsultant may perform work on the project unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5.

Contractor represents and warrants that it is registered with the Department of Industrial Relations. Contractor shall maintain its registration with the Department of Industrial Relations throughout the course of the project. Contractor is responsible for verifying that each Subconsultant, including any Subconsultant not listed on the

CE# 25-26-11 Page 13 of 34 proposal for the project, is registered with the Department of Industrial Relations at the time the Subconsultant performs work on the project. If any Subconsultant is not registered at the time the Subconsultant is to commence work, Contractor shall require the Subconsultant to register and may not permit the Subconsultant to commence work until the Subconsultant’s registration is complete.

24.5 Contractor must complete and submit the Labor Compliance Addendum (Exhibit D to the Exemplar Agreement) within ten (10) days after issuance of Notice of Intent to Award.

24.6 Failure to meet the requirements stated above in this section by the time allotted may result in withdrawal of the award and award to the next highest ranked proposer.

25 INSURANCE REQUIREMENTS

25.1 The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Exhibit C to the Exemplar Agreement.

25.2 Certificate of Insurance, as required, shall be provided to City within 10 days of the Notice of Intent to Award.

25.3 Failure to provide the required Certificate of Insurance may result in withdrawal of the Award, and award to the next highest ranked proposer.

26 STATEMENT OF ECONOMIC INTERESTS

26.1 Due to the nature of the Services to be performed, Consultant shall promptly file a Statement of Economic Interests (Form 700) upon commencement of the Agreement in accordance with California Government Code section 87200, et seq.

27 E-BUILDER IMPLEMENTATION REQUIREMENTS

27.1 The City of Santa Clara is currently using e-Builder Project Management for all related project management tasks. Consultant is required to comply with all requirements specified in Attachment G – E-Builder Implementation Requirements.

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ATTACHMENT A

SCOPE OF SERVICES FOR FIRE TRAINING TOWER RENOVATION

I. OBJECTIVE

The City of Santa Clara (City) desires to engage a qualified firm (Consultant) for the services as described in this Scope of Services.

This Scope of Services is anticipated as necessary to meet City’s objectives as described in this Request for Proposals. The Proposer shall incorporate their own expertise into their proposed Scope of Services to be submitted as part of their proposal and propose additions, deletions, or modifications to this Scope of Services that the Proposer deems necessary or advisable to meet City’s objectives.

II. BACKGROUND

In 2022, the City completed a comprehensive condition assessment of the Fire Training Tower to evaluate the impacts of long-term exposure to heat, fire, and water, as well as general wear from nearly 30 years of continuous use. The assessment identified deterioration and deficiencies including, but not limited to, corrosion and damage to interior stair systems, concrete cracking and spalling, degradation of fire-resistant materials in burn rooms, electrical system exposure issues, drainage deficiencies, and potential building code and seismic vulnerabilities.

Based on the findings of the assessment, the City now intends to advance the project into the design and construction phase. This Request for Proposals seeks qualified consultant services to evaluate the current site, perform necessary hazard sampling and testing, and develop design documents based on, but not limited to, the recommendations of the prior condition assessment, including preparation of plans, specifications, and cost estimates suitable for bidding and construction.

This project is funded through Measure I, a voter-approved general obligation bond measure approved by Santa Clara voters in November 2024. Measure I provides funding for the repair, replacement, and modernization of critical City infrastructure and public safety facilities, including fire stations. The project is subject to all applicable Measure I requirements, including use-of-funds restrictions and oversight provisions.

III. PROJECT DESCRIPTION AND REQUIRED SERVICES

This Scope of Services is anticipated as necessary to meet City’s objectives. The Proposer is encouraged to incorporate their own expertise into their proposed Scope of Services to be submitted as part of their proposal and propose additions, deletions, or modifications to this Scope of Services that the Proposer deems necessary or advisable to meet City’s objectives.

Consultant will be expected to provide complete, professional, high-quality services and products; to provide consultation and work with the city staff and others involved in the project;

and to provide the expertise, guidance, and assistance in accomplishing the work. All work shall be done in accordance with the City Standard Plans and Specifications, latest building and fire codes, city reach codes, all other applicable regulations, codes, and standards recommended by the Consultant.

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Consultant work includes, but are not limited to:

• Review the Attachment H – 2022 Fire Training Tower Assessment provided to the city to understand the original recommendations. Recommendations can be modified or adjusted to meet other requirements included in this RFP and Scope of Services.

• In addition to the recommendations from Attachment H, the design shall include a system that would allow the windows on the tower to be closed off to the elements and any smoke conditions produced inside to the design. Currently, the tower windows are open without coverings. Design should also have the capability to remove the coverings or fully open the windows for specific training such as placing ladders through the window or gaining ingress through the window.

• Review applicable requirements from the California Regional Water Quality Control Board for fire training tower runoff; incorporate pre-treatment system upstream of the sanitary sewer or storm drain connection if required.

• Evaluate and survey existing site and constraints, including access, site frontage, utility connections, topography, hazardous materials, etc.

• Provide full design services and all necessary subconsultant services to support the project, including but not limited to architectural, civil, geotechnical, structural, MEP, lighting, waterproofing, environmental testing, and other related design disciplines as required.

• Provide geotechnical report for site.

• Provide Phase II environmental assessment for the site.

• Identify, test, evaluate, and manage hazardous materials on-site, including asbestos, lead-based paint, petroleum products, PFAS, and other regulated substances, and develop abatement and mitigation plans in compliance with all applicable federal, state, and local regulations.

• Include specifications and construction requirements for the proper handling, management, and disposal of demolished concrete materials at a permitted landfill or recycling facility capable of accepting concrete that may contain PFAS, in accordance with applicable federal best management practices and local disposal requirements.

• Prepare cost estimates for each design submittal.

• Support the City through all required permitting processes, including coordination with Building Official, Fire Department, regulatory agencies, utility companies, environmental authorities, and other applicable jurisdictions.

• Provide procurement support services, including response to RFI, preparing addenda, evaluation of bids received, and providing a written recommendation for the award of contract, when requested.

• Provide construction-phase support services, including review of submittals, responses

CE# 25-26-11 Page 16 of 34 to RFIs, providing technical clarifications, site observations, participation in construction meetings, punch list preparation, and project closeout support.

• Specifications and plans shall comply with State Construction Stormwater General Permits.

IV. RESPONSIBILITIES OF CITY

City will provide the following information and support regarding the project as-available and applicable:

• Santa Clara Fire Training Tower Condition Assessment and Recommendations prepared in 2022 by Wiss, Janney, Elstner Associates, Inc. (Attachment H)

• Record drawings (as-available),

• City’s Standard Details, Specifications, Benchmark, and Design Criteria,

• Storm Drain (SD), Sanitary Sewer (SS), Electric, Fiber, Water and Recycled Water Block Book Maps (as-available),

• Geographic Information System (GIS) data including land parcels, street centerlines, City sanitary sewers, City storm drains, and aerial photographic tiles,

• Payment of permit application fees with other internal departments, if required.

• Filing exemption under the California Environmental Quality Act, if applicable.

Besides the above, the City will work closely with the Consultant to provide any other data or records, as available and necessary for the work involved.

V. SERVICES

PROJECT MANAGEMENT

Consultant shall:

A. Manage its team and overall project activities consistent with the direction from City in order to meet the project schedule and budget. Manage sub-consultants, maintain schedule and budget, anticipate and mitigate potential design issues and delays and coordinate and update the City on the overall progress of the Project.

B. Submit plan of work to the City for review and approval prior to proceeding any field work that involves subsurface excavation and/or coring.

C. Organize and attend project meetings with the City to discuss project progress, decisions, and direction and to coordinate activities. Meetings shall be held at key project milestones and shall include, but are not limited to:

1. Kick-off Meeting

2. Schematic Design Review Meeting

3. 65% Design Review Meeting

4. 95% Design Review Meeting

5. Various plan check and construction meetings

6. Punch list/Project Acceptance Meeting

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D. Coordinate with City, design team members, consultants, utility companies, other government agencies, and other affected parties as required throughout the duration of the project as well as the Quality Assurance/Quality Control (QA/QC) activities for project deliverables.

E. Prepare, monitor, and update progress schedule in MS Project format beginning at the kickoff meeting and ending at contract award for the last submittal package. Schedule shall show significant milestones for the Project. Consultant shall notify City if there are delays or potential delays in any phase of the Project. In such cases, Consultant shall make up the schedule in subsequent phases of the project or provide information to City substantiating a request for time extension (which may not be approved). The schedule shall be maintained at all times and shall be submitted monthly with the invoice and updated and submitted each time progress and milestones are achieved and/or changed.

F. Meetings shall be budgeted for and invoiced under each respective Task or activity requiring a meeting and not as project management. Preparation for meetings shall be considered as included in the Task or activity for which the meeting is involved. A kick-off meeting shall be conducted with designated City staff prior to beginning work to review anticipated Tasks and schedule, review available information and needs, and address any outstanding questions regarding the project moving forward raised by City or Consultant.

During the course of Services while there is active work on the Project, Consultant shall schedule and attend brief bi-weekly (every other week) conference calls with City. The purpose of the bi-weekly conference calls will be to keep City appraised on the Project's progress and address any issues that may arise during the course of Services.

G. Provide monthly progress reports.

H. Stakeholder Coordination: Consultant shall coordinate with project stakeholders as needed to inform each stakeholder of the project work and incorporate any necessary accommodations into the final submittal documents. Project stakeholders may consist of staff from various City Departments/Divisions and agencies.

I. Provide Plan Review Log to project stakeholders during plan review process. Provide a plan review Response Matrix summarizing comments received from project stakeholders.

Response Matrix shall include, but not be limited to, commenting department/division or agency, comments, response to comments, action items, and person responsible for follow

up. Consultant shall be responsible for resolving comments from each commenter and shall identify to City any comments that cannot be resolved to have final discussion and resolution. Submit Response Matrix in electronic format with each route of plan check submittal.

J. Conduct QC reviews in accordance with its QA Program guidelines. Consultant shall provide a copy of its QA Program guidelines and shall provide a QC report at the end of each Task. Time spent for QA/QC reviews for specific deliverables shall be budgeted and billed under each respective task requiring QA/QC review and not as Project Management.

K. Invoicing and Contract Administration: Consultant administrative staff time spent preparing invoices for Services complete shall be considered as included in the overhead of the Consultant’s basic hourly rates and shall not be billed. Additionally, addressing administrative issues regarding the professional Services agreement, such as preparing

CE# 25-26-11 Page 18 of 34 additional Services requests or budget modifications, shall also be considered as included in the overhead of the Consultant’s basic hourly rates and shall not be billed.

L. Payment for all responsibilities related to Project Management shall be included in the various tasks identified in Exhibit B, Schedule of Fees.

Deliverables:

1. Progress schedules in MS Project format (submitted electronically as an 11” x 17” pdf file and in native MS Project format).

2. Meeting agendas, preparation materials, and meeting minutes for each project meeting (in pdf file).

3. Monthly progress reports and invoices (in pdf file).

4. Plan review Response Matrix.

Task 1: Preliminary Engineering/Evaluation

1.1 Attend Project Kick-Off Meeting and provide meeting minutes for the City to review and approve.

1.2 Perform site walk and all necessary assessment and investigations to determine the existing conditions and propose recommendations to City for the improvements. Identify preliminary permitting requirements, including environmental, building, utility, stormwater, and regulatory agency approvals. Summarize anticipated submittals and schedule impacts.

1.3 Review all necessary as-builts to understanding existing condition to prevent utility conflicts and changes during construction.

1.4 Review Santa Clara Fire Training Tower Condition Assessment and Recommendations prepared in 2022 by Wiss, Janney, Elstner Associates, Inc. (Attachment H).

1.5 Perform geotechnical investigation and all necessary services related to the site’s soil condition to support the design and renovation of the building and to meet all applicable code requirements related to seismic and liquefaction potential.

1.6 Identify, test, and evaluate hazardous materials on-site, which may include PFAS, asbestos, petroleum products, lead-based paint, and other regulated substances. Prepare documentation of recommended abatement or mitigation measures, if needed, in compliance with all applicable federal, state, and local regulations.

1.7 Meet with City staff to obtain additional information and input as needed. Provide all necessary design services, including but not limited to landscape, civil, structural, mechanical and electrical design.

Task 1 Deliverables – Electronic format:

1. Kick-Off Meeting agenda, materials, and meeting minutes (PDF)

2. Project schedule (PDF and MS Project formats)

3. Preliminary permitting requirements summary (PDF)

4. Geotechnical Report (PDF)

5. Field notes and photographs

CE# 25-26-11 Page 19 of 34

Task 2: 65% Construction Documents

Plans shall be drawn to scale, on D-size (24” X 36”) sheets, at an engineering scale up to 1” = 40’ maximum, conforming to City’s Design Criteria. Plans are to be drawn by AutoCAD 2021 or earlier versions, using City-provided standard AutoCAD template with background layout from Consultant’s topographic survey.

2.1 Prepare 65% Construction Documents based on the approved Schematic Design. Drawings and specifications shall include architectural, structural, electrical, plumbing, site improvements, and any specialty systems required for the Project. Package to include, but are not limited to:

1. Architectural Plans and Details

a. Existing Conditions

b. Demolition Plans

c. Building Floor Plans

d. Stair Plans and Details

e. Handrail Plans and Details

f. Door Plans and Details

g. Window Plans and Details

h. Burn Room Plans

i. Roof Plans

j. Wall Sections

2. Structural Plans and Details

a. Structural General Notes

b. Concrete Repair Plans and Details

c. Stair Replacement and Rehabilitation Plans and Details

d. Handrail Plans and Details

e. Design memo of proposed structural repairs

f. Foundation Improvement Plans and Details (as needed)

3. Plumbing and Drainage Plans and Details

a. Standpipe Plans and Details

b. Roof and Floor Drainage Plans

c. Site Drainage Plans

4. Electrical and Lighting Plans and Details

a. Electrical Plans

b. Interior and Exterior Lighting Plans and Details

c. Lighting Fixture Schedule

d. Electrical Panel Replacement Details

e. Conduit and Wiring Details

5. Waterproofing Plans and Details

6. Fire Protection Plans and Details

2.2 Provide structural analysis, calculations and design details to confirm the building will meet all applicable code and requirements related to seismic and liquefaction concerns.

2.3 Provide technical specifications.

2.4 Provide a 65% cost estimate based on the plans and specifications.

2.5 Conduct a quality control (QC) review of design documents (Plans, Specifications, and

CE# 25-26-11 Page 20 of 34

Engineer’s Cost Estimates).

2.6 City will circulate the submittal package to internal City departments for review and comments and follow with a plan review kick-off meeting to present the design and walk City staff and owner department (Fire Department) representative through the design. Consultant also be responsible for submitting the package to external stakeholders if required.

Consultant shall prepare written responses to all written comments received. All redlined drawings shall be returned with Consultant’s response on the redlined drawings.

2.7 Consultant shall be responsible for resolving comments from each commenter and shall identify to City any comments that cannot be resolved. Consultant shall conduct a 65% comments review meeting with City to discuss comments on the submittal package, to identify any significant design issues, and gain concurrence as to how the submittal shall be revised as appropriate to incorporate City’s comments.

2.8 At the request of the City, the Consultant may be required to prepare all necessary documents, presentation materials, and renderings and attend a council meeting to present to City Council the design alternatives, finishings and the preferred design. This council meeting may occur during Task 2 or during other tasks as the need comes up.

Task 2 Deliverables – Electronic Format:

1. 65% Plans – One (1) PDF and one (1) AutoCAD file.

2. 65% Specifications – One (1) PDF and one (1) Microsoft Word file.

3. 65% Engineering cost estimate – One (1) PDF and one (1) Microsoft Excel file.

4. Project schedule – One (1) PDF and one (1) Microsoft Project file.

5. Structural calculation – One (1) PDF

6. Quality control checklist for 65% PS&E submittal – One (1) PDF and one (1) Microsoft Word or Excel file.

7. Meeting minutes – One (1) PDF and one (1) Microsoft Word file.

8. 65% Response Matrix for comments.

Task 3: 95% Construction Documents

Based on City’s comments and direction on the 65% PS&E, Consultant shall revise the 65% PS&E to produce the 95% PS&E. Consultant shall:

3.1 Prepare 95% construction documents and supporting information for the City’s review and approval.

3.2 Provide updated technical specifications.

3.3 Prepare an updated engineering cost estimate.

3.4 Prepare an updated project schedule.

3.5 Conduct up to two (2) meetings to present the Design and additional meetings as needed to address City comments on 95% submittal and gain concurrence as to how the documents will be revised as appropriate to incorporate City comments.

CE# 25-26-11 Page 21 of 34

3.6 Plan, coordinate, schedule, attend meetings, and produce meeting minutes with action items for all meetings with the City as deemed necessary to efficiently complete this phase of the design in a timely manner.

3.7 Address all comments in 65% plan review Response Matrix.

3.8 Conduct a quality control (QC) review of design documents (Plans, Specifications, and Engineer’s Cost Estimates).

3.9 Provide required information to the City’s Project Specific Specification Book (Divisions 0, 1, and 2). Required information from Consultant for City’s frontend specifications shall include, but not be limited to, the followings:

a. Description of work – summary only

b. Type of Contractor’s License required

c. Construction duration for substantial completion and final completion

d. Bid schedule without engineer’s estimate in excel spreadsheet

e. Bid schedule with engineer’s estimate in excel spreadsheet

f. Requirements for Contractor’s Statement of Qualifications (e.g. experience requirements for similar work and contract values)

g. Identification of any changes to the City’s standard specifications that are required

Task 3 Deliverables – Electronic and hard copy format:

1. 95% Plans – One (1) PDF and one (1) AutoCAD file.

2. 95% Specifications – One (1) PDF and one (1) Microsoft Word file.

3. 95% Engineering cost estimate – One (1) PDF and one (1) Microsoft Excel file.

4. Updated project schedule – One (1) PDF and one (1) Microsoft Project file.

5. Meeting minutes – One (1) PDF and one (1) Microsoft Word file.

6. Quality control checklist for 100% design submittal.

7. Written response matrix – One (1) PDF and one (1) Microsoft Word or Excel file.

8. Required information to the City’s Project Specific Specification Book

Task 4: 100% Construction Documents

Based on City’s comments and direction on the 95% PS&E, Consultant shall revise the 95% PS&E to produce the 100% PS&E. Consultant shall:

4.1 Prepare 100% construction documents and supporting information for the City’s review and approval.

4.2 Provide updated specifications shall be stamped and signed (on Document 00030 – Seal) by Consultant’s Project Engineer.

4.3 Prepare an updated engineering cost estimate.

4.4 Prepare an updated project schedule.

4.5 Address all comments in 95% plan review Response Matrix.

CE# 25-26-11 Page 22 of 34

4.6 Provide Documents for City’s PS&E approval process. Required documents are, but not be limited to, engineer’s estimate using the schedule of quantities format, recent similar project bid summaries to validate engineer’s estimate, consultant Peer Review Certification, consultant Lessons Learned from other similar projects that were applied to this Project.

4.7 100% PS&E shall be peer reviewed and a Certification of Peer Review shall be submitted with the 100% Submittal.

A statement to indicate Peer Review has been performed and name, signature, and title of the Architect who performed it shall be added to the Plans Cover Sheet.

Certification of Peer Review: The following paragraph shall be put on the company letter head, dated, and signed by the Peer Review Architect.

“The undersigned hereby certifies that a professional peer review of these plans and the required designs was conducted by me, a professional architect with expertise and experience in the appropriate fields of architecture equal to or greater than the Architect of Record, and that appropriate corrections have been made.”

4.8 Prepare and submit the City’s Special Inspection Form during building review for the

Project, if applicable.

4.9 Meet with City staff as needed to review City comments on 100% submittal and gain concurrence as to how the documents will be revised as appropriate to incorporate City comments.

4.10 Plan, coordinate, schedule, attend meetings, and produce meeting minutes with action items for all meetings with the City as deemed necessary to efficiently complete this phase of the design in a timely manner.

Task 4 Deliverables – Electronic and hard copy format:

1. 100% Plans – One (1) PDF and one (1) AutoCAD file.

2. 100% Specifications – One (1) PDF and one (1) Microsoft Word file.

3. 100% Engineering cost estimate – One (1) PDF and one (1) Microsoft Excel file.

4. Updated project schedule – One (1) PDF and one (1) Microsoft Project file.

5. Meeting minutes – One (1) PDF and one (1) Microsoft Word file.

6. Quality control checklist for 100% design submittal.

7. Written response matrix – One (1) PDF and one (1) Microsoft Word or Excel file.

8. Required information to the City’s Project Specific Specification Book

Task 5: Bid Documents

The Bid Documents shall incorporate all comments from the City including comments from Public Works, Sewer and Water, SVP, and any other stakeholders that are involved in the Project. Based on City’s comments and direction on the 100% PS&E, Consultant shall revise the 100% PS&E to produce the Bid Documents. Consultant shall:

5.1 Incorporate City review comments of 100% PS&E into Bid Documents.

CE# 25-26-11 Page 23 of 34

5.2 Prepare Bid Documents (Final PS&E).

a. Bid Plans shall be wet stamped and signed by the Consultant’s Engineer of appropriate discipline. Plans shall be drawn to scale and plotted onto D-size sheets.

b. Bid Specifications shall be wet stamped and signed (on Document 00030 – Seal) by

Consultant’s Project Engineer.

c. Final Engineer’s Estimate

5.3 Plan, coordinate, schedule, attend meetings, and produce meeting minutes with action items for all meetings with the City as deemed necessary to efficiently complete this phase of the design in a timely manner.

Task 5 Deliverables – Electronic and hard copy format:

1. Bid Plans – One (1) PDF of wet-signed/stamped, D-size and one (1) AutoCAD file.

2. Bid Specifications – One (1) PDF of wet-signed/stamped, A-size and one (1) Word file.

3. Written response matrix – One (1) PDF and one (1) Microsoft Word or Excel file.

4. Quality control checklist for bid set submittal.

5. Written response matrix – One (1) PDF and one (1) Microsoft Word or Excel file.

6. Special Inspection Form.

7. Final construction schedule including substantial completion and final completion.

Task 6: Bid and Award Phase Assistance

Consultant shall provide assistance to the City during the bidding and award phase, answer questions from bidders, help and prepare exhibits for addenda when necessary, assist the City in evaluation of bids received, and provide a written recommendation for the award of contract, when requested.

Consultant shall:

6.1 Attend and conduct one Pre-Bid Conference/Site Visit.

6.2 Assist the City with responses to bidder’s inquiries through the City’s Project Manager.

6.3 Assist the City with addenda to the construction documents as needed to respond to bidder’s inquiries and clarify the intent of bid documents.

6.4 Assist the City in evaluating bids (if required by the City).

6.5 Within fourteen (14) days from the bid opening date, prepare and submit a conformed set of contract documents (Plans and Specifications) incorporating all addenda (if needed).

Task 6 Deliverables –…