Cordilleras_RFQ_Final_3-20-25.pdf

Request for Qualifications

Landscape Furniture Art for

Cordilleras Mental Health Facility

Redwood City, CA

Release date: March 21, 2025

Responses due: April 18, 2025, 5:00 pm PST

Overview

The County of San Mateo (“County”) is releasing this Request for Qualifications (“RFQ”) to seek Statements of Qualifications (“SOQ”) from artists interested in providing original landscape furniture art at the Cordilleras Mental Health Facility.

Qualified artists are invited to submit an electronic version of their SOQ via OpenGov by the SOQ due date and time provided below.

This RFQ does not commit the County to award a contract or to pay any costs incurred by applicants in the preparation of their SOQ/response. The County reserves the right to accept all or part of any response and/or to cancel this RFQ in part or in its entirety.

About Cordilleras Mental Health Facility

Situated in a valley surrounded by open space and trails, the County’s new Cordilleras Health Campus will consist of a 121-Bed Cordilleras Health Campus; four single-story mental health recovery centers, each accommodating 16 individuals; a separate housing unit for 57 individuals with a history of mental illness; a campus core with a multipurpose room, arts and crafts center, chapel, conference rooms and other support spaces; and a variety of outdoor areas, including secure courtyards, for communal gathering, sheltered seating, gardens, sports courts, and improved views from the center.

RFQ Information

Project Description

The County is committed to increasing Public Art throughout the County and invites RFQs from proposers (“Artists” or “Applicants”) to provide original landscape furniture art (“Product”) for Cordilleras Mental Health Facility (“Project”).

The County will provide redwood to be used to create the Product. There are 11 logs total, all of which are approximately 20' 6" long, with diameters that vary from approximately 16" - 24".

A website about this Project is available at https://www.smcgov.org/ceo/cordilleras-health-campus

Sample art is provided in Exhibit A and provided just for reference and general idea only.

The top three qualifiers will be invited to submit a Request for Proposal (“RFP”).

https://www.smcgov.org/ceo/cordilleras-health-campus https://www.smcgov.org/ceo/cordilleras-health-campus

Budget

An artist fee of $250,000 is available for this Project. With the exception of the redwood provided by the County, the selected artist is responsible for providing all supplies, materials and equipment necessary for the design and installation of the artwork (including, but not limited to, artist fees, transfer of wood from location to artist’s shop to site, fabrication, shipping, and installation). Additionally, the artist or team must be willing to work collaboratively with County staff in a professional manner.

Required Qualifications

To be considered for this RFQ, the artist or team must meet the following criteria:

1. Have a minimum of five (5) years’ experience in furniture manufacturing and installation for projects of similar size and scope (over $150,000).

2. Reside in one of the nine Bay Area Counties: Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Solano, or Sonoma.

Artists of color and BIPOC, women, gay/lesbian/transgender/non-binary, and members of historically marginalized groups, are strongly encouraged to apply.

Requirements for a Complete Proposal

All proposals must include the following:

1. Professional resume of no more than three pages per individual, emphasizing relevant experience; and

2. Letter of interest; and

3. One set of digital images of past work, up to 10 for individual artists or up to 15 for artist teams, numbered in order of desired presentation to correspond to image list; and

4. An annotated image list of past work (see #3 above) which corresponds to the order that images are to be shown and includes the following information: artist’s name; title of artwork; date of artwork; commissioning agency; and project budget; and

5. Three (3) professional references, preferably from previous similar projects, with email and phone contact information.

Optional: in addition to the above requirements, the proposal may also include up to four (4) relevant reviews, articles, essays, etc.

Key Dates

RFQ issued March 21, 2025

Questions via OpenGov due 5:00 pm PST April 2, 2025

Responses to questions posted on OpenGov April 9, 2025

SOQ and all required documentation due 5:00 pm PST April 18, 2025

Review of SOQ April 20 – May 1, 2025

Notice of selection for RFP May 5, 2025

Further schedule will be provided to those invited to the RFP. Completion of project target date is December 2025.

The County reserves the right to modify this schedule at any time at its sole discretion.

Questions

Any questions or requests for clarifications or interpretation of this RFQ must be submitted through OpenGov by April 2, 2025, 5:00 pm PST.

Addenda

The County may issue addenda clarifying or interpreting or making changes to the RFQ and/or the RFQ process. Such addenda shall form part of the RFQ, and it is the Applicant’s responsibility to assure that they receive any addenda issued.

Scope

The vendor shall provide all materials (excluding redwood provided by County), equipment, and tools required to produce, deliver, and install the Product.

Submission Deadline

All SOQs must be received via OpenGov by April 18, 2025, 5:00 pm PST.

No late or incomplete SOQs will be accepted. Further, no SOQs submitted by mail, courier, email, or facsimile will be accepted.

Applicants are solely responsible for the successful upload of all SOQs by the submission deadline.

Content of SOQ

The SOQ should be reviewed for accuracy before submission. The County will not be responsible for errors or omissions in a SOQ.

All material submitted regarding this solicitation becomes the sole property of the County and will not be returned to the Applicant.

Public Records

Upon submission, SOQs and other documents responding to this RFQ become the exclusive property of the County and deemed public records. Responses are subject to disclosure as public records except for portions thereof deemed to be Trade Secrets (as defined in California Civil Code §3426.1) and information noted as “Confidential” or “Proprietary” by the submitting Applicant. Applicants are, however, cautioned that the indiscriminate notation of “Trade Secret”, “Confidential” “Proprietary” in a SOQ may result in the response being deemed non-responsive and rejected. The County is not liable or responsible for the disclosure of such records, including those exempt from disclosure if disclosure is deemed required by law, by an order of Court, or which occurs through inadvertence, mistake or negligence on the part of the County or its officers, employees or agents.

At such time as SOQs are deemed a matter of public record, pursuant to the above, any Applicant or other party shall be afforded access for inspection and/or copying of SOQs, by request made to the Count in conformity with the California Public Records Act (Gov. Code §§ 7920.000, et seq.)

If the County is required to defend or otherwise respond to any action or proceeding wherein request is made for the disclosure of any portion of a SOQ deemed exempt from disclosure thereunder, the Applicant submitting the materials sought by such action or proceeding agrees to defend, indemnify, and hold harmless the County in any action or proceeding from and against any liability, including, without limitation, attorneys’ fees arising therefrom, and the party submitting materials sought by any other party shall be solely responsible for the cost and defense in any action or proceeding seeking to compel disclosure of such materials. The County’s sole involvement in any such action shall be that of a stakeholder, retaining the requested materials until otherwise ordered by a court of competent jurisdiction.

Reservation of rights

This RFQ does not commit the County to award pre-qualified status or pay any costs incurred in the preparation of an SOQ responsive to this request. The County reserves the right to accept all or part of any SOQ; to reject any or all SOQs; to amend the RFQ and the RFQ process; to discontinue or re-open the RFQ process at any time; or to cancel in part or in its entirety this

RFQ. The County reserves the right to waive minor irregularities in the solicitation process or in the SOQs. The County further reserve the right to accept the SOQ that it considers to be in the best interest of the County.

Evaluation, Selection, and Award Process

Evaluation Criteria

All SOQs will first be reviewed for their responsiveness, including timely receipt of the package and inclusion of all required content. Any SOQ that is incomplete in any material respect may be deemed non-responsive and may be rejected in its entirety. The County reserves the right to waive informalities or request additional information.

If the Applicant fails to meet minimum requirements for qualification, they will be disqualified.

Evaluation Process

The County will review and score all SOQs, then select the most highly qualified firms to invite to respond to an RFP. RFPs will be extended to up to three artists.

SOQ scores will be based on meeting minimum qualifications; woodworking and custom outdoor furniture knowledge; and ability to fabricate unique, creative, and functional furniture.

References from the selected firm(s)’ SOQs will be contacted to provide additional information about the firm’s qualifications and experience.

Scores from this RFQ process may be applied to RFP scores during the RFP evaluation process.

The RFP will provide additional details.

Form and Term of Contract

More information about the form of contract will be included in the RFP documents.

Non-Discrimination

It is the policy of the County that no person or contractor shall be excluded from participation in, denied the benefits of, or otherwise be discriminated against in the award and performance of any contract on the grounds of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, sex or gender, gender identity, religion, sexual orientation, marital status, medical condition, veteran status, physical or mental disability, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics; and that barriers to effective participation traditionally encountered by minorities and females be minimized.

Insurance

More information about the insurance program will be included in the RFP documents.

Conflict of Interest

No officer, member or employee of the County may have any financial interest, direct or indirect, in the award of the contract or the fees to be earned under the awarded contract further to this RFQ and subsequent RFP. Applicants are asked to disclose any such pecuniary interest. In addition, Applicants are asked to disclose any financial relationship with any existing officers, members or employees of the County, its agents or independent contractors. Any such conflict of interest shall be described to provide transparency in the public procurement process. This section will not be scored in the overall scoring and award of this RFQ. For purposes of this Section, the term “Applicants” includes Applicants’ officers, directors, and principals. The purpose of such disclosures is to ensure transparency in the procurement process and compliance with applicable California conflict of interest laws.

Exhibit A – Sample Art