Design-Build Tenant Improvement Project for 140 Marine View Ave.pdf

REQUEST FOR PROPOSALS

(RFP)

Professional Services for

BRIDGING DOCUMENTS AND OWNER'S REPRESENTATIVE

SERVICES

DESIGN-BUILD TENANT IMPROVEMENT PROJECT FOR 140

MARINE VIEW AVE., SOLANA BEACH CA

Contract No. J-2600

Santa Fe Irrigation District 5920 Linea del Cielo

Rancho Santa Fe, CA 92067

Issue Date: August 18, 2026

Proposals Due Before 2:00 PM on September 18, 2026

REQUEST FOR PROPOSALS

FOR

PROFESSIONAL SERVICES

FOR

BRIDGING DOCUMENTS AND OWNER’S REPRESENTATIVE SERVICES FOR

DESIGN/BUILD TENANT IMPROVEMENTS

1. INTRODUCTION

The Santa Fe Irrigation District ("District" or “SFID”) invites qualified firms to submit proposals to provide Owner’s Representative (“OR”) services for tenant improvements at 140 Marine View, Solana Beach, California. The building consists of approximately 16,000 square feet of office space; however, District anticipates it will only utilize approximately 10,000 for its own administrative/customer service functions. Remaining space is anticipated to be leased to another future tenant with minimal improvements to the future tenant space.

This Request for Proposal (RFP) describes the scope of services, minimum qualifications, submittal requirements and evaluation process. The District seeks to retain a qualified OR to act as the District's advocate and primary point of coordination throughout design, permitting, procurement, construction, and closeout, protecting the District's interests with respect to budget, schedule, quality, and contractual compliance.

The District intends to select the firm whose qualifications, experience, project approach, and demonstrated ability provide the best and highest value to the District.

1.1. E-Notification Information

Notifications regarding amendments or other information regarding this RFP will be automatically distributed via firms who sign up through SFID’s website at Notify Me • Santa Fe Irrigation District, CA • CivicEngage (sfidwater.org) for the Request for Proposal for Bridging Documents and Owner’s Representative Services for Design/Build Tenant Improvements, at no cost. A link to the RFP can be found on the SFID website at www.sfidwater.org and selecting “Bids/Projects” at the top of the page. Select “Listing of Capital Improvements Projects” and the Request for Proposal for Bridging Documents and Owner’s Representative Services for Design/Build Tenant Improvements. Please note that each consultant will be required to acknowledge receipt of Addenda in the proposal.

https://www.sfidwater.org/list.aspx?Mode=Subscribe#bids https://www.sfidwater.org/list.aspx?Mode=Subscribe#bids http://www.sfidwater.org/

1.2. Due Date and Delivery

Electronic proposal shall be marked “Request for Proposals for the “Request for Proposal for Bridging Documents and Owner’s Representative Services for Design/Build Tenant Improvements” must be received via email to mpotter@sfidwater.org on or before:

Time: 2:00 p.m.

Date: Friday, September 18th, 2026

Proposals received after this time will not be accepted. Faxed proposals will not be accepted.

1.3. Questions Concerning Proposals

Requests for interpretation, clarification and/or explanation regarding any aspect of this RFP must be received in writing, via email, by SFID no later than 12:00 P.M., Pacific Standard Time (PST), Monday, September 14, 2026. Questions must be sent to the attention of Marissa Potter, Director of Engineering Services, via e-mail to mpotter@sfidwater.org. Questions submitted via e-mail shall contain the following title in the Subject line: Request for Proposal for Bridging Documents and Owner’s Representative Services for Design/Build Tenant Improvements - RFP Question.

Questions will not be accepted by telephone. Any questions received after this date may not receive a response. Written responses to questions will be sent to all Proposers.

1.4. Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held on Thursday, September 10th, 2026, at 10:00 am at 140 Marine View Ave, Solana Beach, CA 92075 . Proposers are encouraged to attend. Due to scheduling, individual site visits following the pre-proposal meeting may not be accommodated.

2. PROCUREMENT AUTHORITY

This solicitation is issued pursuant to the California Public Contract Code, Government Code provisions governing the procurement of architectural and engineering professional services, and all other applicable federal, state, and local laws governing the procurement of professional consulting services by California special districts.

Nothing in this RFP obligates the District to award a contract or to reimburse any proposer for proposal preparation costs.

3. PROJECT DESCRIPTION

The District has purchased 140 Marine View, Solana Beach, CA for the purpose of relocating its administrative function from its current location. The District intends to construct tenant improvements to accommodate administrative offices, customer services counter, training center and Board room for public meetings. The project generally includes new offices and workstations, Board room, conference room, HVAC and electrical modifications, low voltage/IT infrastructure, site security upgrades, backup power supply and necessary ADA improvements (if any).

140 Marine View was last renovated in 2014. Tenant improvement plans are included for reference as Attachment A. The District purchased the building including all furniture, fixtures and equipment (FF&E). It is the District’s intent to utilize all existing equipment and maintain the current general aesthetic as possible.

The estimated construction budget range for the tenant improvement work is anticipated to be between $2-$3M, exclusive of Owner's Representative fees, permitting, and furniture/equipment.

The District anticipates delivering the Project using a design-build method. The District intends to take full occupancy of the new location late Summer/early Fall of 2027.

4. SCOPE OF SERVICES

The selected Owner's Representative shall provide the following services, at a minimum. Because the Project will be delivered design-build, a single Design-Builder will hold both the design and construction contract; the Owner's Representative's role is to protect the District’s interests independently of the Design-Builder throughout procurement, design validation, GMP negotiation, construction, and closeout.

4.1 Pre-Procurement / Owner's Project Requirements

• Confirm space programming, staff/user requirements.

• Review existing conditions reports, surveys, and as-built drawings.

• Assist in developing the project budget and preliminary project schedule, including an appropriate design-build contingency strategy.

• Assist the District in developing the Owner's Project Requirements (OPR) and bridging documents or performance-based criteria (e.g., a criteria architect's basis-of-design package) sufficient to define the District’s design intent, quality standards, and performance expectations for solicitation of Design-Build proposals.

• Advise the District on whether to engage criteria/bridging architect independent of the Design-Builder and assist with that procurement, if applicable.

4.2 Design-Builder Procurement

• Assist the District in developing the RFQ/RFP for the Design-Builder consistent with applicable public contracting requirements for design-build procurement (e.g., best-value or qualifications-based short-listing, followed by technical and price proposals, prevailing wage, DIR registration, if applicable).

• Coordinate the procurement process, including pre-proposal conferences, addenda, shortlisting, interviews, and technical/price evaluation of Design-Build proposals.

• Assist the District in evaluating proposed Guaranteed Maximum Price (GMP) or lump-sum proposals, including reasonableness of the Design-Builder's basis of design, allowances, exclusions, and contingency.

• Provide a recommendation of award to the District with supporting analysis.

4.3 Design Validation and GMP Development

• Represent the District in design workshops and progress design reviews with the Design- Builder; verify that the evolving design remains consistent with the OPR, bridging documents, budget, and schedule.

• Coordinate and facilitate District review and comment at each design milestone the Design- Builder produces (e.g., design development, 100%/construction-level documents), flagging any deviation from the District’s approved basis of design.

• Independently evaluate the Design-Builder's proposed GMP (or GMP updates as design is finalized) for reasonableness and advise the District prior to GMP acceptance.

• Monitor the Design-Builder's compliance with contracted scope, fee, and schedule; review Design-Builder invoices for accuracy prior to District payment.

• Coordinate permitting strategy and monitor plan check / entitlement progress with the applicable jurisdiction, recognizing that the Design-Builder typically holds primary responsibility for permitting under this delivery method.

• Identify and elevate budget, schedule, scope, or design-quality risks to the District with recommended mitigations, including any conflicts between the Design-Builder's cost-driven design decisions and the District’s performance requirements.

4.4 Construction Phase

• Serve as the District’s primary point of contact and coordination with the Design-Builder and any District-retained criteria architect or independent testing/special inspection consultants.

• Attend and, where appropriate, facilitate weekly Owner-Design-Builder progress meetings;

prepare or review meeting minutes.

• Monitor construction progress against the GMP schedule; flag delays and recommend recovery actions.

• Review and track RFIs, field design changes, and change order/GMP modification requests;

provide independent evaluation of cost and schedule impacts and a recommendation to the District prior to District approval, since the Design-Builder's self-performed design creates an inherent incentive to minimize design effort — a risk the Owner's Representative should specifically monitor.

• Review Design-Builder pay applications for consistency with work completed and the accepted schedule of values prior to District payment.

• Monitor quality control and coordinate District-retained independent inspections and testing (special inspections, commissioning, etc.) separate from the Design-Builder's own quality control program.

• Maintain and provide the District with regular (at minimum monthly) written project status reports covering budget (including GMP contingency drawdown), schedule, and key issues.

4.5 Closeout

• Coordinate substantial completion inspection and punch list preparation and verification, independent of the Design-Builder's self-certification of completion.

• Coordinate collection of close-out documents from the Design-Builder: as-builts, O&M manuals, warranties (design and construction), commissioning reports, and lien releases.

• Coordinate move-in logistics and furniture, fixtures and equipment (FF&E) installation with District staff.

• Support the District through final acceptance, retention release, resolution of any GMP reconciliation/shared-savings provisions, and final Board reporting, as needed.

4.6 General / Administrative

• Maintain a project budget tracking log reflecting approved budget, committed costs, pending changes, and remaining contingency.

• Maintain a master project schedule and update the District on critical path items.

• Prepare materials and, if requested, attend and present at Board or committee meetings.

• Comply with all applicable public agency procurement, public records, and open meeting requirements.

5. MINIMUM QUALIFICATIONS

Proposers must demonstrate, at a minimum:

1. A minimum of [5] years of experience providing owner's representative, project management, or construction management services for commercial or institutional tenant improvement projects.

2. Experience with public agency clients and familiarity with public contracting requirements (e.g., competitive procurement, prevailing wage compliance) is strongly preferred.

3. Assigned key personnel with direct, hands-on experience managing projects of comparable scope and complexity to this Project.

4. No unresolved conflicts of interest with respect to the Project, the District, or anticipated design/construction consultants.

5. Ability to carry insurance coverage as described in this proposal, if applicable, to be added as an additional insured or provide a payment/performance bond as required by the final agreement.

6. PROPOSAL CONTENTS

Proposals shall include:

A. Cover Letter

Include:

• Firm name

• Address

• Contact information

• Authorized representative

• Statement of commitment

B. Firm Qualifications

Include:

• Firm history

• Areas of expertise

• Organizational chart

• Office locations

• Available resources

C. Relevant Experience

Provide descriptions of at least five comparable projects including:

• Owner

• Project size

• Construction value

• Delivery method

• Services provided

• Project schedule

• Client references

D. Project Team

Identify:

• Principal-in-charge

• Project manager

• Lead architect

• Technical specialists

• Owner's representative staff

• Subconsultants

Include resumes.

E. Project Approach

Describe:

• Understanding of project objectives

• Bridging document methodology

• Quality assurance procedures

• Communication plan

• Risk management approach

• Schedule management

• Cost control methodology

F. Project Schedule

Provide a proposed schedule for:

• Bridging documents

• Procurement support

• Design review

• Construction support

• Closeout

G. Fee Proposal

Provide:

• Hourly rates

• Cost proposal

• Reimbursable expenses

• Optional services

• Fee assumptions

7. EVALUATION CRITERIA

Proposals will be evaluated by the District based on the following weighted criteria. The District reserves the right to request interviews, or additional information from one or more proposers before final selection.

Evaluation Criterion Weight Points

Firm and key personnel qualifications, relevant experience with public agency tenant improvement / office build-out projects

30% 30

Understanding of project scope, approach, and proposed work plan

20% 20

Relevant experience of proposed Owner's Representative / project manager assigned to this engagement 20% 20

References and past performance on comparable projects 15% 15

Fee proposal and value (not scored on lowest cost alone) 15% 15

TOTAL 100% 100

Note: Consistent with standard public agency practice for professional services procurements, cost is one factor among several and is not the sole determinant of award. The Agency intends to select the proposal that provides the best overall value to the Agency.

8. ANTICIPATED PROCUREMENT SCHEDULE

Milestone Date

Release of RFP Thursday, August 20, 2026

Pre-Proposal Meeting (non-mandatory): Thursday, September 10, 2026 @ 10am

Question Deadline Monday, September 14, 2026

Proposal Due Date: Friday, September 18, 2026

Proposer Interviews (if required) Wednesday, September 23, 2026

Recommend Contract Award to Board of Directors Thursday, October 15, 2026

9.0 CONFLICT OF INTEREST

Proposers must disclose any existing or potential conflict of interest, including any financial, contractual, or business relationship with the District, its Board members, staff, or any firm reasonably anticipated to pursue selection as the Design-Builder for the Project. Because the Owner's Representative is intended to serve as an independent check on the Design-Builder's design and cost decisions, firms that are affiliated with, or intend to team with, a prospective Design-Builder on this Project will be disqualified from providing Owner's Representative services to avoid a conflict of interest. Proposer must submit a disclaimer statement disclosing financial interest, ownership, or remuneration of any type which may be required on the Project.

This disclaimer must be included in the Proposal Letter required in Section 6.

10.0 ACKNOWLEDGEMENT OF CONTRACT AGREEMENT

The Consultant shall enter into a contract with the SFID by signing the SFID’s Professional Consulting Services Agreement. A sample copy of the Agreement is attached in Attachment B.

The proposed consultant shall certify that it takes no exception(s) to this RFP including but not limited to the SFID Standard Professional Services Contract, presented in Attachment B. If the proposed consultant does take exception(s) to any portion of the RFP, the specific portion of the RFP to which exception(s) is taken shall be identified and explained.

11.0 PROPOSAL FORMAT

11.1 Respondents shall submit a proposal that clearly separates all tasks, activities and costs associated with the Project. The proposal shall be clear, concise, complete, and demonstrate the qualifications and experience applicable to the Scope of Work.

• Proposal shall have a cover page with the Project Title, Project Number, proposal due date, name, address and telephone number of Firm submitting the proposal.

• Proposal shall include a table of contents with a clear listing of headings and pages.

• The proposal should be concise, well organized and demonstrate the proposed consultants qualifications and experience applicable to the project.

• Proposal shall use a 10-point font, at a minimum, and shall be a maximum of 40 pages excluding the fee proposal, references, and resumes of key personnel. The purpose of these restrictions is to minimize costs of proposal preparation and to ensure the response is fully relevant to the Project.

• Proposer shall submit (1) searchable and modifiable electronic PDF file.

• Proposal shall follow the order listed in Section 11.3.

11.2 Failure to submit information in accordance with the RFP’s requirements and procedures may be cause for disqualification.

11.3 Proposal Inclusions and Order

11.3.1 Proposal Letter: Proposal letter must be completed and executed by an authorized representative of the Proposer. Letter should include: the legal name of business; form of business (corporation, partnership, or other); location and address; telephone and fax numbers, e-mail address and name of contact person for SFID’s correspondence;

acknowledgement of any addenda to RFP; any Proposer exceptions to RFP and/or Consulting Agreement, if any, as required.

11.3.2 Executive Summary: A concise executive summary (limited to 2 pages) of the Proposal identifying the Firm/project team being presented for consideration. The summary should include an overview of the entire proposal describing the highlights of the proposal. In addition please provide the following basic description information regarding the Consultant:

• Legal name and address of company

• Legal form of company (partnership, corporation, joint venture, etc.). If joint venture, identify the members of the joint venture and provide all information required within this section for each member

• If company is wholly owned subsidiary of "parent company"

• Address(es) of office(s) working on this project

• Name, title, address, and telephone number of the person to contact concerning the proposal

11.3.3 Project Understanding and Approach: Proposer shall clearly describe the proposed approach for addressing the Scope of Work, outlining the activities and team members necessary for completing the various tasks. Approach shall establish the Proposer’s understanding of, and its ability to meet SFID objectives and work requirements.

Identify any special issues or problems that are likely to be encountered and how your team will address them. Proposer may also suggest technical or procedural innovations that have been used successfully on other projects.

11.3.4 Scope of Work: Proposer shall provide any additional detail and descriptions to clarify the Scope of Work outlined in Section 4 and its methodology for completing the work. The description should acknowledge specific tasks and subtasks in ongoing order and provide any supplemental task that may be anticipated or included in the subject project. Proposer should address any elements of the Scope of Work it believes are not addressed in Section 4 but are necessary to complete the work. Proposer should include a listing and description of all additional deliverables anticipated, as necessary.

11.3.5 Project Schedule: The Scope of Work described herein is expected to take approximately 6-8 months to complete for District occupancy. Proposer shall include a detailed schedule in bar chart format for completion of tasks, subtasks, and phases associated with the performance of the design services. The Consultant shall provide a preliminary schedule that identifies milestones and completion dates by task from the beginning through formal review and approval by SFID.

11.3.6 Qualifications of Key Personnel (team): Provide the names, titles, office locations, and resumes of key personnel proposed for the Project team including any sub-consultant(s). Identify specific staff responsible for project management, interfacing with the SFID, and direct supervision of the Project team.

Include a description of the work each team member would perform, his or her level of responsibility, education, active licenses, work experience in years, and special skills or expertise as it relates to the Scope of Work.

Consultant’s evaluation will consider its entire team, therefore no changes in team composition will be allowed without prior written approval of the SFID.

11.3.7 Relevant Experience: Proposer shall provide a summary of current and past relevant projects that Proposer has performed within the past five (5) years including any SFID’ projects. Projects listed should be those that key personnel named for this Project participated in.

Include the project name, the project reference per Section 11.3.11, the dates of the contract, summary of services provided, and value of contract (including any amendments) for each project.

11.3.8 Organizational Structure: Provide Organization Chart of proposed team.

11.3.9 Level of Effort (Cost Estimate): Within the Proposal, provide an estimated fee of the total direct and indirect costs to complete all tasks identified in the scope of work. A detailed cost breakdown spreadsheet shall be provided that generally follows the framework shown in Attachment C. The cost breakdown shall provide the number of hours and associated cost, each staff classification as they relate to each task and identified in the Scope of Work. In addition, an estimate of all direct costs such as materials and reproduction costs shall be provided. In addition to the fee spreadsheet, a typical Consultant rate table shall be provided that lists the Consultants typical hourly charges per labor classification category.

11.3.10 Management Plan: Discuss how Project Manager plans to manage the project such as key staff roles and responsibilities, commitment of staff, schedule and budget control, communication plan, document control plan, Quality Assurance/ Quality Control, modifications to scope, etc.

11.3.11 References: Furnish the contact name, telephone numbers and brief description of services for five (5) references willing to attest to the Proposer’s past performance and staffing on the project listed in Section 11.3.7. References must be project or task managers who have knowledge of day-to-day activities.

SFID reserves the right to check other references. Recent prior experience with SFID may be used as a reference check. References must verify Proposer’s representation.

11.4 Additional Inclusions: No supplemental information will be accepted.

11.5 Addenda: The Proposer shall confirm the receipt of all addenda issued under this RFP in the Proposer Letter. Proposer is not required to include copies of the addenda with the Proposal.

11.6 Signature: All documents requiring signature shall be signed by an individual or individuals authorized to execute legal documents of behalf of the party(ies) represented.

12.0 CONSULTANT SELECTION PROCESS

12.1 Assigned SFID staff will evaluate and rank the proposals in accordance with stated Evaluation Critiera to determine the most-qualified Firms.

12.2 SFID staff may elect to interview a short list of qualified Firms based on the proposals submitted in response to the RFP.

12.3 SFID staff will submit results of the evaluation and negotiations to the Board of Directors with the most-qualified Proposer and recommend for approval.

13.0 CONTRACT NEGOTIATION

13.1 SFID staff will negotiate a contract for the desired consulting services with the most-qualified Firm at compensation the staff determines is fair and reasonable to the SFID.

13.2 Should SFID staff be unable to negotiate a satisfactory Contract with the selected Firm, negotiations with that Firm will be formally terminated. The SFID will then undertake negotiations with the next most qualified Firm. Failing to reach an accord with the second most-qualified Firm, the SFID will terminate negotiations with that Firm and continue the negotiation process with the next most-qualified Firm until an agreement is reached.

13.3 After negotiating a proposed agreement that is fair and reasonable, SFID staff will present the recommendation to the SFID’ Board of Directors in accordance with the SFID Procurement Policy.

14.0 PUBLIC DISCLOSURE

Under the California Public Records Act (California Government Code Section 6250 et seq.)

records in the custody of a public entity generally have to be disclosed unless the information being sought falls into one or more of the exemptions to disclosure set out in the code (Government Code Sections 6254 through 6255.) Any information you deem proprietary or confidential should be labeled as such on the proposal. You may not label the entire proposal as proprietary or confidential. In addition, the Letter(s) of Interest should contain a paragraph that states that your proposal (does contain/does not contain) information that falls into one of the exemptions of Government Code Sections 6254 through 6255 and that you (assert/do not assert) a privilege of nondisclosure. In the absence of a declaration, the SFID will be obligated to disclose your Proposal to any party that requests it. Documents marked proprietary or confidential information will be returned to proposers not selected to contract with the SFID.

15.0 SPECIAL CONDITIONS

15.1 This RFP does not commit SFID to award a contract, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services. SFID may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by Proposer or require additional evidence or qualifications to perform the services described under the RFP.

15.2 SFID reserves the right to revise the RFP prior to the date the proposals are due. Revisions to the RFP shall be mailed via Addendum to all RFP holders of record.

15.3 SFID reserves the right to extend the date by which the proposals are due.

15.4 SFID reserves the right to cancel, in part or in its entirety, this RFP including but not limited to: selection schedule, proposal due date, and proposal requirements. If SFID cancels or revises the RFP, all Proposers of record will be notified in writing by SFID.

15.5 SFID reserves the right to reject all proposals. Selection is dependent upon the negotiation of a mutually acceptable Agreement with the successful Proposer. SFID reserves the right to negotiate with any, all, or none of the Proposers and award any agreement or portion of the work to one or more Proposers.

15.6 All proposals become the property of SFID and public records, and as such may be subject to public review.

15.7 SFID reserves the right to request additional information and/or clarifications from any or all respondents to this RFP.

15.8 Conflict of Interest: SFID comply with all California statutes and regulations related to conflicts of interest.

15.9 Public Information: Consultants who wish to release information to the public regarding consultant selection, contract award, or data provided by the SFID must receive prior written approval from the SFID before disclosing such information to the public.

15.10 Contract for Professional Services: The selected consultants will be required to sign the attached Standard Professional Services Contract and to provide the insurance certificates and all other required documentation within seven (7) calendar days of notification of selection.

15.11 Insurance Requirements: SFID requires consultants doing business with it to obtain insurance as shown in the Standard Professional Services Contract. The required insurance certificates must comply with all requirements of the standards as shown in the contract and must be provided (original copy) within seven (7) days of notice of selection and prior to the commencement of any work on the project.

15.12 Disclosure Provision: Under the applicable conflict of interest requirements, the SFID Managers are required to identify consultants who must file a statement of economic interest. The selected consultant may be required to complete and file Form 700 with SFID before starting.

ATTACHMENTS

• Attachment A – 2014 Tenant Improvement Plans

• Attachment B - Sample Professional Services Agreement

• Attachment C – Level of Effort – Fee Proposal Format