REQUEST FOR PROPOSALS

Architectural and Engineering Design Services

Camarillo City Hall Renovation— Construction Documents

Issued: November 6, 2026 Proposals Due: December 4, 2026, at 3:00 PM

Electronic Submittals Only via PlanetBids

NOTICE TO PROPOSERS

The City of Camarillo (“City”) invites qualified architectural and engineering firms to submit proposals to provide complete design and engineering services, including construction documents, permitting and entitlement support, constructability review, and bid phase support, including construction documents, permitting and entitlement support, constructability review, bid phase support, and construction administration as architect and engineer of record, including response to all requests for information and correction of errors, omissions, and conflicts in the Consultant’s document for the Camarillo City Hall Renovation project, as defined in this Request for Proposals.

This solicitation is issued concurrently with the City’s Request for Proposals for Construction Management as Advisor Services for the same project. The two solicitations share a common schedule and are intended to result in two separate agreements with two separate firms whose scopes are complementary. A firm may not propose on both solicitations, and a firm proposing under this solicitation may not be a subconsultant to a firm proposing under the Construction Management solicitation.

All proposals must be submitted electronically through the City’s PlanetBids portal at https://pbsystem.planetbids.com/portal/56271/portal-home. Paper, faxed, emailed, or hand-delivered submissions will not be accepted.

Proposers must be registered with PlanetBids to view documents and submit a proposal.

It is the sole responsibility of the proposer to ensure their submission is received by the deadline. Allow adequate time for uploading files and addressing technical issues.

All questions must be submitted through PlanetBids using the Q&A tab by November 20, 2026, at 3:00 PM. Responses and any addenda will be posted in the portal.

The City of Camarillo reserves the right to reject any or all proposals, to waive informalities or irregularities, and to award contracts in a manner deemed in the City’s best interest. This solicitation does not obligate the City to award a contract, nor does it guarantee any minimum amount of work under any resulting agreement.

1. INTRODUCTION / PURPOSE

The City of Camarillo is seeking proposals from qualified firms to provide architectural, interior design and engineering design services to advance the Camarillo City Hall Renovation project from the completed schematic design phase through final construction documents, permitting, entitlement, and award of a construction contract, as further described in this Request for Proposals (“RFP”).

The intent of this solicitation is to identify a firm, or a team of firms, with the qualifications, experience, and capacity to validate and build upon the completed conceptual and schematic design work, engage City staff and leadership throughout the design process, and deliver a complete, coordinated, and biddable set of construction drawings and specifications for a Design-Bid-Build procurement.

This RFP is not a commitment to contract. The City reserves the right to modify the scope of services prior to contract award, reject any or all proposals, or cancel this solicitation entirely.

The City places significant value on firms that will perform the major architectural and engineering disciplines with in-house resources. Proposals that rely on subconsultants for the majority of the architectural and engineering work will be evaluated less favorably than proposals performing that work in-house. Proposers must clearly identify which disciplines will be performed in-house and which will be performed by subconsultants, and demonstrate direct, relevant experience on projects of similar scope and complexity.

The City is separately procuring a construction manager as advisor (“Construction Manager”) under a concurrent Request for Proposals (the “Construction Management RFP”), provided as Reference 9, to support the City during design, bidding, and construction. The selected Consultant will be expected to work collaboratively with the City’s construction manager throughout all phases of the project, including participation in check-in meetings, constructability reviews, bid phase coordination, and construction phase coordination. Proposers should reflect this working relationship in their proposed approach and staffing. This RFP and the Construction Management RFP are written so that each activity has a clearly designated lead and a clearly designated supporting party, as summarized in the responsibility matrix in Section 2, and proposers should read the Construction Management RFP before preparing a proposal.

2. BACKGROUND

The City of Camarillo is a general law city incorporated in 1964 and operates under a Council-Manager form of government. Located in Ventura County, the City serves a population of approximately 69,500 residents and provides a range of municipal services through a combination of internal staff and contracted support.

Camarillo City Hall, located at 601 Carmen Drive, was originally constructed in 1977 and last received a major tenant improvement in 1996. The facility houses more than 100 staff and critical municipal functions, including public customer service counters, administrative offices, and the City Council Chambers. After nearly five decades of continuous service, the building’s major systems have reached the end of their useful life, and the facility no longer meets the City’s operational, accessibility, energy, and resiliency objectives.

The City Hall Renovation project has completed conceptual design, schematic design, and preliminary budgeting, and is included in the City’s Capital Improvement Program (City Hall Renovation CH-5082). Andrew Goodwin Designs prepared the schematic design, project narrative, and basis of design; Interface Engineering prepared the mechanical, electrical, plumbing, and fire protection basis of design; and Stone Creek Engineering prepared the schematic design cost estimate. The preliminary construction budget for the base scope is approximately $25 million, which will be refined through value engineering, updated estimates, and final construction documents under this contract.

The project encompasses the comprehensive renovation of approximately 30,750 square feet of existing building area and is organized as a Base Bid with three additive alternates:

• Base Bid: City Hall renovation, including full replacement of heating, ventilation, and air conditioning (HVAC) systems, electrical and lighting systems, plumbing systems, windows, building controls, data infrastructure, comprehensive interior renovation, and relocation of the site trash enclosure

• Additive Alternate No. 1: Outdoor gathering space and break room patio enhancements

• Additive Alternate No. 2: New public lobby addition of approximately 2,110 square feet

• Additive Alternate No. 3: Site and landscape improvements

The project will be delivered using the Design-Bid-Build method with a single-phase construction approach and a full building decant, supported by temporary facilities to maintain continuity of City operations. The City’s Construction Manager, procured under the concurrent Construction Management RFP, will support the City during design, bidding, and construction. The Consultant shall coordinate with, and incorporate constructability input from, the City’s construction manager throughout the design and construction phases. The City Council Chambers have been recently remodeled and are expected to remain operational during construction. Schematic design documents, the project narrative, the preliminary critical path schedule, the schematic design cost estimate, and the mechanical, electrical, plumbing, and fire protection basis of design are provided as attachments to this RFP for reference.

The selected firm will report to the City’s project team within the Administrative Services Department and will coordinate closely with the City Manager’s Office, City leadership, and City departments throughout the design process. For the purposes of this RFP, the terms City, staff, and project team are used interchangeably.

RELATIONSHIP TO THE CONCURRENT CONSTRUCTION MANAGEMENT RFP

This RFP and the Construction Management RFP are structured as a matched pair. Both solicitations are issued on the same date and close on the same date, and the City intends to negotiate both agreements concurrently, with award of the design services agreement anticipated at the January 2027 City Council meeting and award of the construction management agreement anticipated at the February 2027 City Council meeting. This sequence is intended to place the Construction Manager under contract at or shortly after the Consultant's project kickoff, so that the Construction Manager is available for every milestone review, constructability review, and cost reconciliation from the outset. Proposers should note the following points of alignment:

• Common milestones. The Consultant delivers construction documents at the 30 percent, 60 percent, 90 percent, and 100 percent milestones, with bid-ready documents released for advertisement in accordance with the design schedule proposed by the Consultant and accepted by the City. The Construction Manager’s design phase tasks are tied to these same milestones.

• Common meetings. The Consultant convenes the progress check-in meetings, no less than twice per month, and the formal milestone review meetings, and prepares agendas and minutes. The Construction Manager attends these meetings; the City does not intend to run a parallel meeting series.

• Constructability. The Construction Manager leads the constructability reviews at the 30 percent, 60 percent, and 90 percent milestones and the lessons learned workshop. The Consultant supports the reviews and dispositions every review comment in a written log.

• Cost. The Consultant prepares the milestone cost estimates and is subject to the budget conformance obligation in Task 6. The Construction Manager provides an independent review and reconciliation of each estimate, so the City has a second opinion before accepting it.

• Temporary facilities. The Consultant develops the temporary office space plan and documents temporary facilities requirements in the construction documents.

The Construction Manager leads the logistics, procurement, and implementation of the temporary facilities and the owner-managed early enabling work.

• Bid phase. The Consultant prepares final bid sets, addenda, and conformed documents and assists in bid evaluation. The Construction Manager manages the bid process on the City’s behalf, including contractor prequalification, bidder outreach, the pre-bid conference, bid opening, tabulation, responsibility review, and the award recommendation.

• Construction phase. Construction administration by the Consultant as architect and engineer of record is the separately priced optional Task 10. Whether or not it is exercised, the Consultant remains responsible for clarifications and corrections arising from its own documents. The Construction Manager’s construction phase services are likewise separately priced under the Construction Management RFP and are structured so that the Construction Manager manages the process while design-professional judgment remains with the Consultant. The Construction Manager also provides the commissioning provider, special inspection, materials testing, and hazardous materials abatement oversight.

The following responsibility matrix summarizes the intended division of labor. Where this RFP and the Construction Management RFP describe the same activity, both documents assign the same lead. Proposers who believe a different division would better serve the City are encouraged to say so in their Project Understanding and Approach.

Where the Consultant and the Construction Manager are unable to reconcile a difference in professional opinion, cost estimate, or schedule impact within 5 working days, the matter shall be escalated to the City's project team for resolution, and the City's decision shall be final and binding on both parties for purposes of proceeding with the work.

Activity Construction Manager

Design Consultant

City

Project kickoff, check-in meetings, agendas, and minutes

Support Lead Participates

Master project schedule (design, permitting, decant, bid, construction)

Lead Support Approves

Design phase schedule and milestone deliverables

Support Lead Approves

Activity Construction Manager

Design Consultant

City

Schematic design validation memorandum

Support Lead Accepts

Milestone cost estimates (30, 60, 90 percent)

Support Lead Accepts

Independent estimate review and reconciliation

Lead Support Decides

Value engineering option development and pricing

Lead Support Decides

Value engineering design impact and incorporation

Support Lead Decides

Constructability reviews (30, 60,90 percent)

Lead Support Participates

Lessons learned workshop Lead Support Participates

Temporary office space plan and construction document requirements

Support Lead Approves

Temporary facilities logistics, procurement, and early enabling work

Lead Support Approves

Front-end bidding and contract documents

Support Lead Approves

Bid packaging, alternates strategy, and long-lead procurement strategy

Lead Support Decides

Contractor prequalification Lead Support Approves

Bidder outreach, pre-bid conference, and bid opening

Lead Support Participates

Addenda and bidder question responses

Support Lead Approves

Bid tabulation, responsibility review, and award recommendation

Lead Support Decides

Construction management information system and logs

Lead Support Owns data

Activity Construction Manager

Design Consultant

City

RFI and submittal technical responses

Support Lead Informed

Change order evaluation, negotiation, and processing

Lead Support Approves

Pay application review and recommendation

Lead Support Approves

Onsite representation, inspection coordination, and daily reports

Lead Support Informed

Field observation reports and conformance with design documents

Support Lead Informed

Special inspection, materials testing, and abatement oversight

Lead Support Informed

Commissioning provider and commissioning coordination

Lead Support Participates

Punch list, closeout, and record documents

Lead Support Accepts

Move-in coordination and warranty administration

Lead Support Participates

3. SCOPE OF WORK

The scope of work carries the project from validation of the completed schematic design through final construction documents, permitting, entitlement, and award of a construction contract, and includes an optional, separately priced construction administration task. In preparing the scope of work, staff have identified and described the major tasks based on their best and most recent findings to ensure successful completion of the project. However, the City anticipates that proposers may identify tasks that are missing, incomplete, or that could be more effective and efficient if accomplished via alternative means. Proposers are requested to respond to the scope of work as specified and are encouraged to identify additional or optional tasks and approaches to support the overall success of the project.

TASK 1 — PROJECT MANAGEMENT, CHECK-INS, AND PROGRESS REPORTING

Regular, structured check-ins with City staff are a priority for this project. The Construction Manager will participate in check-in meetings, milestone reviews, and constructability activities, and the Consultant shall coordinate schedules, agendas, and document distribution accordingly. The Consultant shall:

A. Conduct a project kickoff meeting with the City’s project team to confirm project goals, roles, decision-making protocols, communication procedures, and the overall design schedule.

B. Conduct recurring progress check-in meetings with the City’s project team, at a frequency of no less than twice per month, to review design status, schedule, budget, open decisions, and action items. The Consultant shall prepare agendas and meeting minutes for all meetings.

C. Conduct formal milestone review meetings at each design deliverable, including, at minimum, the 30 percent, 60 percent, 90 percent, and 100 percent construction document milestones.

D. Prepare monthly progress reports summarizing completed work, upcoming activities, schedule status, budget status, decisions needed, and risks. Reports shall be issued on a consistent monthly date coordinated with the Construction Manager’s monthly report so that the City receives both reports together.

E. Develop and maintain a design phase schedule identifying all milestones, deliverables, review periods, workshops, and permitting activities, and provide updates at each check-in meeting. The design phase schedule shall be provided to the Construction Manager for incorporation into the master project schedule maintained by the Construction Manager.

F. Manage and track changes in scope, schedule, or budget, and maintain a decision log and change log documenting the basis of significant design decisions for presentation to City leadership and policy bodies as needed.

G. Prepare materials, exhibits, and presentations to support staff briefings to the City Manager, City Council, and Council subcommittees at key project milestones, as requested.

TASK 2 — SCHEMATIC DESIGN VALIDATION

The Consultant shall:

A. Review and validate the conceptual and schematic design work prepared by Andrew Goodwin Designs, including the project narrative, basis of design, preliminary critical path schedule, and schematic design cost estimate, and conduct dedicated check-in sessions with the City to confirm findings.

B. Review the mechanical, electrical, plumbing, and fire protection basis of design prepared by Interface Engineering, and confirm or recommend refinements to proposed systems, equipment selections, and performance criteria.

C. Perform an existing conditions assessment and complete as-built verification of the building, including field measurement, and produce verified base drawings suitable for use as the basis of the construction documents.

D. Perform, directly or through qualified subconsultants, all investigations, surveys, and testing required to support the design, including, at minimum, geotechnical investigation, topographic and utility surveys, hazardous materials surveys and testing for lead, asbestos, polychlorinated biphenyls, and other regulated materials. The Consultant is responsible for scoping, procuring, and managing these investigations during the design process and shall incorporate all findings into the construction documents, including abatement plans and specifications, so that discovered conditions are fully articulated in the plans and specifications for bidding and construction.

E. Evaluate and resolve with the City any open programmatic questions identified in prior phases, including the potential relocation of the City’s data center and server room, and incorporate the resolution into the design.

F. Prepare a validation memorandum documenting concurrence with, or recommended modifications to, the schematic design, including any impacts to scope, schedule, or budget, for City review and acceptance prior to commencing design development.

TASK 3 — STAFF ENGAGEMENT, SPACE VALIDATION, AND CHANGE MANAGEMENT

The renovated City Hall must support the day-to-day work of the departments that occupy it. The Consultant shall:

A. Conduct working sessions with each affected department to validate that the proposed space plan accommodates staff workflows, adjacencies, storage, technology, public counter operations, and security needs, and document confirmed requirements and requested refinements.

B. Incorporate validated staff requirements into the design and reconcile any conflicts between departmental needs, the approved program, and the project budget, presenting options and recommendations to the City for decision.

C. Develop and support a change management program that prepares staff for the transition to temporary facilities and the renovated building, including communication materials, workplace transition briefings, and coordination with the City’s internal communications.

D. Conduct follow-up sessions with departments at the 60 percent and 90 percent milestones to confirm that design development continues to reflect validated operational needs.

E. Develop a temporary office space plan supporting the full building decant that defines the City’s requirements for the temporary facilities, including space programming and layouts for each department, technology, data, and phone requirements, public counter and customer service requirements, security and access control requirements, and the furniture, equipment, and records to be relocated. The plan defines what is required and where. The Construction Manager develops the decant and move sequence, the temporary facilities implementation plan, and the procurement of modular facilities, off-site lease space, technology infrastructure, furniture, and moving services. The Consultant shall coordinate the temporary office space plan with the City’s Construction Manager, incorporate applicable requirements into the construction documents, and respond to the Construction Manager’s feasibility, cost, schedule, and site logistics comments on the plan at each milestone.

F. TASK 4 — FINISH MATERIAL SELECTION

The Consultant shall:

A. Facilitate multiple finish material selection sessions with the City Manager and City leadership to review and select interior and exterior finishes, materials, colors, and furnishings palettes. The Consultant shall prepare material boards, samples, renderings, and cost comparisons to support informed decision-making.

B. Document all finish selections, present durability, maintenance, and life-cycle considerations for each option, and incorporate approved selections into the construction documents.

C. Coordinate finish selections with the project’s sustainability and wellness objectives, including the WELL Building Standard principles and Leadership in Energy and Environmental Design (LEED) considerations identified during earlier project phases.

TASK 5 — CONSTRUCTION DOCUMENTS

The Consultant shall prepare complete, coordinated, and biddable construction drawings and technical specifications for the Base Bid and all three additive alternates, suitable for public works bidding under the Design-Bid-Build delivery method. The Consultant shall:

A. Prepare and submit design deliverables at the 30 percent, 60 percent, 90 percent, and 100 percent milestones, including drawings, specifications, and design narratives appropriate to each level of completion. The 100 percent deliverable shall constitute a complete bid package, including stamped and signed construction drawings and a complete Project Manual containing bid forms, the alternates structure, and full technical specifications, coordinated with the City’s front-end contract documents and ready for advertisement.

B. Provide complete architectural, interior design, structural, mechanical, electrical, plumbing, fire protection, civil, landscape, and specialty design services, including building envelope, accessibility compliance under the Americans with Disabilities Act (ADA), acoustics, audio/visual, security, and technology infrastructure design as required to fully document the project scope.

C. Clearly document the Base Bid and each additive alternate as separately biddable line items, including well-defined scope boundaries, assumptions, and interfaces, consistent with the project’s Design-Bid-Build strategy.

D. Document temporary facilities, decanting, phasing, and construction logistics requirements, including responsibility assignments between the City and the contractor, temporary power and restroom provisions supporting continued Council Chambers operations, and protection of ongoing City functions.

E. Respond to all City review comments at each milestone and maintain a comment resolution log demonstrating disposition of each comment.

F. Review, revise, and produce all front-end documents required for the bid package, including the notice inviting bids, instructions to bidders, bid forms, the alternates structure, general and supplementary conditions, technical provisions, and contract forms, in coordination with City staff and the City Attorney’s Office, incorporating the schedule specification, contractor prequalification, labor compliance, safety, and site-use requirements developed by the Construction Manager, and incorporate the City’s standard public works contract requirements into a complete, internally consistent set of bidding documents.

G. Implement a project-specific quality control program, including interdisciplinary coordination using a shared building information model with clash detection completed prior to the 90 percent milestone, and a final biddability and consistency review confirming that the drawings, specifications, and front-end documents are internally consistent and free of conflicts prior to advertisement.

The Construction Manager will perform an independent final biddability review of the 100 percent documents, and the Consultant shall resolve items identified in that review before advertisement.

H. Include commissioning requirements and specifications in the construction documents for all commissioned systems, including heating, ventilation, and air conditioning, building automation, lighting controls, and electrical systems, consistent with California Energy Code requirements, and coordinate the commissioning specifications with the commissioning provider, which will be provided by the Construction Manager and will be independent of the construction contractor and the Consultant, so that the commissioning plan, the specifications, and the construction schedule are aligned before advertisement.

I. Design to the City’s facility, technology, and security standards, including building automation and lighting control platforms, access control hardware and keyway standards, data and communications redundancy requirements, and audio/visual standards, and coordinate with the City’s designated systems integrators.

J. Coordinate the design with concurrent and planned City projects at the site, including the back-up battery installation, and ensure that electrical capacity, conduit routing, and site logistics interfaces are addressed in the construction documents.

K. Provide code-required signage design and interior and exterior wayfinding design, coordinated with the City’s branding standards.

TASK 6 — COST ESTIMATING AND BUDGET MANAGEMENT

Maintaining alignment between the design and the project budget is a priority for the City. The Consultant shall:

A. Prepare updated construction cost estimates and financial summaries at minimum, the 30 percent, 60 percent, and 90 percent milestones, reconciled against the schematic design cost estimate prepared by Stone Creek Engineering and the project budget established in the Capital Improvement Program. Each estimate shall be delivered to the Construction Manager no fewer than fifteen (15) working days before the corresponding milestone review meeting, in a format and level of detail that supports the Construction Manager's independent review and reconciliation, and the Consultant shall respond to reconciliation variances before the milestone review meeting.

B. Present each estimate update at a check-in meeting with the City, including identification of cost drivers, escalation assumptions, contingency status, and variances from the prior estimate.

C. Participate in value engineering reviews led by the Construction Manager as needed to maintain the project within budget, evaluate the design, quality, code, and schedule impacts of each cost reduction option, and incorporate options approved by the City into the construction documents.

D. At each milestone, provide the Construction Manager with the design-driven inputs needed to update the master project schedule, including construction phasing and sequencing constraints reflected in the documents, estimated durations for major scopes of work, and identification of long-lead equipment and materials. The Construction Manager maintains the master project schedule and develops the long-lead procurement strategy.

E. Budget conformance: if the lowest responsive, responsible base bid exceeds the approved construction budget by more than ten percent (10%), the Consultant shall revise the construction documents as necessary to bring the project within budget and shall support rebidding, at no additional cost to the City, provided the City has accepted the Consultant’s milestone estimates and has not directed scope additions beyond the approved program.

TASK 7 — PERMITTING AND ENTITLEMENT SERVICES

The Consultant shall:

A. Identify all permits, entitlements, approvals, and clearances required for the project, including a description of the requirements, responsible agency, estimated cost, and estimated timeline for each.

B. Prepare, submit, and manage all permit applications and supporting documentation through issuance, including building, mechanical, electrical, plumbing, fire, and any other required permits, and respond to all plan check comments. The Consultant shall provide permit submittal and anticipated issuance dates to the Construction Manager, who leads coordination of permit timing with the bid schedule in the master project schedule.

C. Support the City in any entitlement activities required for the project, including preparation of exhibits, technical studies, environmental review support under the California Environmental Quality Act (CEQA) as needed, and attendance at hearings or public meetings, as requested.

D. Coordinate with utility providers on service connections, upgrades, or relocations required by the project, including applications and supporting documentation.

TASK 8 — CONSTRUCTABILITY REVIEW AND LESSONS LEARNED

Constructability reviews will be led by the City’s Construction Manager as advisor. The Construction Manager will issue its review comments in a format compatible with the Consultant’s comment resolution log within ten (10) working days of receipt of each review set. The Consultant shall:

A. Support formal constructability reviews at minimum, the 30 percent, 60 percent, and 90 percent milestones, led by the City’s construction manager as advisor. If the construction manager is not yet engaged at the time of a scheduled review, the Consultant shall provide qualified reviewers independent of the primary design team. Reviews shall address biddability, coordination between disciplines, sequencing, site logistics, temporary facilities, and clarity of the alternates structure, and the Consultant shall provide complete review sets and supporting information to the reviewers no fewer than fifteen (15) working days before the corresponding milestone review meeting.

B. Participate in a lessons learned workshop led by the Construction Manager with City staff to capture and incorporate the City’s experience from recently completed capital projects, and document how applicable lessons have been addressed in the construction documents.

C. Respond to and disposition every constructability review comment in a written comment resolution log at each review milestone and incorporate accepted recommendations into the construction documents.

D. Review the recommended early enabling work strategy, including owner-managed procurement of temporary facilities in advance of the construction Notice to Proceed, and coordinate the construction documents with the selected approach.

TASK 9 — BID PHASE SUPPORT

The Consultant shall support the City throughout the entire bid process, from advertisement through contract award and issuance of the Notice to Proceed. The Construction Manager manages the bid process on the City’s behalf, including contractor prequalification, bidder outreach, the pre-bid conference, bid opening, tabulation, responsibility review, and the award recommendation; the Consultant supports that process as architect and engineer of record. The Consultant shall:

A. Assist the City and the Construction Manager in advertising the project for construction bids, including preparation of final bid sets and coordination with the City’s procurement processes.

B. Attend the pre-bid conference and job walk conducted by the Construction Manager, respond to bidder questions, and prepare addenda, clarifications, and confirm documents as needed during the bid period.

C. Assist the City and the Construction Manager in evaluating bids, including review of bid alternates and analysis of pricing against the final engineer’s estimate, and support the award recommendation prepared by the Construction Manager.

D. Support the City through contract award, execution, and issuance of the Notice to Proceed, including responses to bid protests, rebid support if required, and preparation of conformed construction documents incorporating all addenda following award.

E. Coordinate with the City’s construction manager as advisor throughout the bid phase, including joint review of bidder questions, addenda, and bid evaluation support.

TASK 10 — CONSTRUCTION ADMINISTRATION

Construction Administration services shall be included in the proposal as a separately priced optional task, which the City may exercise at its sole option following award of the construction contract. Exercise of this task is not guaranteed. Whether or not this task is exercised, the Consultant, as architect and engineer of record, shall provide clarifications, corrections, and revisions to the construction documents necessitated by errors, omissions, or conflicts in the Consultant’s documents at no additional cost to the City. The Construction Manager’s construction phase services are separately priced under the Construction Management RFP and are structured so that the Construction Manager manages the process while design-professional judgment remains with the Consultant; proposers shall assume those services will be exercised. Proposers shall identify separately any additional construction administration services they would recommend if the Construction Manager's Phase 3 services are not exercised. If exercised, the Consultant, as architect and engineer of record, shall provide Construction Administration services for the duration of construction, in coordination with the City’s construction manager as advisor, including:

A. Request for Information (RFI) responses: review and respond to contractor RFIs within seventy-two (72) hours of receipt, and within twenty-four (24) hours for items identified by the City or its construction manager as schedule-critical, including preparation of clarification sketches and supplemental instructions as needed to resolve questions, ambiguities, or conflicts in the construction documents.

B. Submittal review: review and return contractor submittals, shop drawings, product data, and samples within ten (10) working days of receipt, and enter all responses in the web-based construction management information system provided and administered by the Construction Manager, which maintains the RFI and submittal logs.

C. Onsite presence, site visits, and meetings: attend weekly owner-architect-contractor meetings convened and chaired by the Construction Manager in person at the project site, conduct onsite observation visits no less than weekly during active construction, and provide onsite representation during critical construction activities, including, at minimum, the start of demolition, structural work, mechanical, electrical, and plumbing rough-in, building envelope milestones, and commissioning. The Consultant shall prepare field observation reports documenting each visit and the conformance of the work with the construction documents. Proposers shall identify in their cost proposal the assumed level of onsite presence and the personnel who will provide it.

D. Change order evaluation: review each contractor-proposed change order and each RFI with potential cost or schedule impact for technical merit, classify the cause of each change as owner-requested change, unforeseen condition, regulatory requirement, or design error or omission, and provide an opinion of cost to the Construction Manager. The Construction Manager evaluates contractual entitlement, prepares the independent cost estimate, reconciles any difference between the two estimates, negotiates with the contractor on the City’s behalf, and maintains the single project change order log in the construction management information system. The Consultant shall enter its cause classification and opinion of cost in that log.

E. Design clarifications and corrections: provide clarifications, corrections, and revisions to the construction documents necessitated by errors, omissions, or conflicts in the Consultant’s documents at no additional cost to the City. This obligation is in addition to, and does not limit, the Consultant’s professional standard of care or the City’s remedies under the agreement.

F. Quality and closeout: review contractor quality control submissions that bear on conformance with the design documents, participate in punch list development and back-check managed by the Construction Manager, confirm to the Construction Manager that punch list items are complete in conformance with the construction documents, review operation and maintenance manuals and warranties, and prepare record drawings incorporating contractor as-built markups and all addenda, RFIs, and changes issued during construction, delivered to the City within thirty (30) days of receipt of the contractor’s complete as-built markups.

G. Payment support: review contractor payment applications for conformance of completed work with the construction documents; the Consultant’s review supports, and does not replace, the Construction Manager’s payment recommendation to the City.

H. Warranty support: attend the eleven-month warranty walk coordinated by the Construction Manager and provide design clarifications and evaluation of reported warranty items during the one-year warranty period, as requested.

4. CONTRACT TERM AND PROJECT SCHEDULE

The term of the agreement resulting from this RFP will be for a period commencing on the Effective Date and will terminate upon the completion of the Consultant’s services.

The City intends to complete consultant selection and award at the January 2027 City Council meeting, with award of the Construction Management agreement anticipated at the February 2027 City Council meeting, and with work commencing promptly following contract execution. Proposers shall propose a design schedule that carries the project from kickoff through release of complete, bid-ready construction documents for advertisement, and shall demonstrate how the milestone deliverables, review periods, permitting activities, and constructability reviews described in the Scope of Work will be accomplished within that schedule. The design schedule, as accepted by the City, will be incorporated into the agreement.

The Construction Manager is expected to be under contract at or shortly after the Consultant's project kickoff. The City may hold the project kickoff until the Construction Manager is under contract. The City’s master schedule for the project, which the design services and construction management agreements share, is summarized below.

Milestones after bid release are estimates derived from the preliminary critical path schedule and will be refined through the master project schedule maintained by the Construction Manager.

Milestone Target Date Contract

Design Consultant and Construction Manager award

January 2027 (Design) / February 2027

(CM)

Both

Design kickoff; master schedule development begins

February 2027 Both

Schematic design validation memorandum;

CM cost opinion

Spring 2027 Both

30 percent construction documents;

estimate and reconciliation

Per Consultant’s proposed schedule

Both

60 percent construction documents;

constructability review

Per Consultant’s proposed schedule

Both

90 percent construction documents;

constructability review

Per Consultant’s proposed schedule

Both

Contractor prequalification complete (no later than 30 days before advertisement)

30 days before advertisement

CM lead

Milestone Target Date Contract

100 percent construction documents;

biddability review; permit submittal

Per Consultant’s proposed schedule

Both

Construction documents released for bid (no later than)

Per Consultant’s proposed schedule

Both

Bid opening, award, and construction Notice to Proceed

Following bid release;

established in master schedule

Both

Temporary facilities occupied; staff move-out

Before contractor mobilization

CM lead

Construction Duration to be established in master schedule

Both

Substantial completion and move-in Per master schedule

CM lead

Final completion and record documents Per master schedule

Both

Warranty period ends 12 months after substantial completion

CM lead

The actual start date may vary depending on the award schedule, contract negotiations, and City approval processes. The selected firm must be prepared to begin work promptly following contract execution.

Award of a contract pursuant to this RFP does not guarantee any minimum amount of work. Construction administration services (Task 10) are included as a separately priced optional task that the City may exercise at its sole option following award of the construction contract; exercise of this task is not guaranteed.

5. PROPOSAL REQUIREMENTS

Proposals must be clear, concise, and complete. The City will not be responsible for errors or omissions in the proposal or for misinterpretation of the requirements. Proposals should include the following components, presented in the order listed:

A. Cover Letter (1 page): A brief cover letter introducing the firm and its interest in providing services to the City. The letter must be signed by an individual authorized to bind the firm contractually and include the name, title, phone number, and email address of the primary contact. The letter shall affirm that the firm has not submitted and is not a subconsultant to a firm that has submitted, a proposal under the concurrent Construction Management RFP, and that the firm will not bid on, or hold any financial interest in a bidder on, the construction contract.

B. Firm Qualifications (1–2 pages): A brief overview of the firm’s history, structure, and areas of expertise. Proposers shall describe the firm’s business experience, including, without limitation, length of relevant work experience, office location(s) from which services will be provided, and core capabilities as they relate to the requested services. Any relevant professional licenses, certifications, or registrations should also be included in this section, along with a description of the firm’s internal quality control process.

C. Relevant Experience and References (3–5 pages): Proposers must describe a minimum of three (3) and a maximum of five (5) projects completed within the last ten (10) years that demonstrate experience performing work similar in scope and complexity, with preference for renovations of occupied public buildings, civic facilities, and Design-Bid-Build delivery. For each project, proposers shall include the client’s name and project title, a brief description of the services provided, the contract amount or total project value, and the date of completion. For each project, proposers shall also state the final engineer’s estimate and the lowest responsive bid received and identify whether the project bid within the owner’s budget. If the proposer performed the work as a subconsultant, the proposal must specify the amount of work performed by the proposer and identify the prime consultant. Proposers must also include the name, phone number, and email address of a reference contact for each project. Projects completed for public agencies are preferred.

D. Proposed Project Team (2–3 pages): Proposals must identify the individuals who will be assigned to perform the requested services, including a designated Project Manager. Proposers shall describe the qualifications, certifications, and relevant experience of all proposed staff, and include resumes for each.

Resumes may be provided as an appendix and will not count toward the page limit for this section. Proposals must clearly identify which design and engineering disciplines will be performed with in-house resources and which will be performed by subconsultants. The City places significant value on in-house capability across the major architectural and engineering disciplines and on demonstrated team experience on projects of similar scope and complexity. If subconsultants will be used, the proposal must identify each subconsultant firm, describe their qualifications and proposed role, explain how coordination between firms will be managed, and indicate the approximate percentage of the total work expected to be assigned to each subconsultant.

E. Project Understanding and Approach: A recommended scope of work, consistent with the information provided in this RFP, which clearly displays an understanding of the project, including a proposed schedule, a description of proposed deliverables, and the firm’s approach to schematic design validation, staff engagement, change management, cost control, constructability review, coordination with the City’s construction manager as advisor, and bid phase support. Proposers shall describe specifically how they will work with the Construction Manager under the responsibility matrix in Section 2 and shall identify any element of that matrix they would recommend changing and why.

Proposals shall include a description of the firm’s project-specific quality control plan, including interdisciplinary coordination, clash detection, and document consistency review procedures intended to minimize requests for information and change orders during construction. Although the scope is to be consistent with the information provided in this RFP, the Consultant is encouraged to identify any additional scope or approach that enhances the ultimate success of the project. Proposers shall include a list of assumptions or recommended services not listed or described in this RFP that are deemed necessary for the project and that were used by the Consultant in the development of the scope of work or other parts of their proposal. The proposal page quantity for the project understanding, approach, and scope of work shall be limited to no more than 25 pages.

F. Cost Proposal: Proposers must submit a cost proposal that reflects the scope of services and staffing described in their proposal. At a minimum, the cost proposal must include a schedule of hourly billing rates for all personnel classifications expected to perform work under the contract and any anticipated rate changes, along with estimated hours and fees for each task described in the Scope of Work. Investigations, surveys, and testing under Task 2 must be itemized as separate line items. The optional construction administration task (Task 10) must be priced separately from the design phase tasks. Task 10 shall be expressed as a monthly rate by staff classification together with the assumed level of onsite presence; the City will establish the Task 10 fee based on the construction duration at the time of construction award. If the proposer’s approach relies on independent constructability reviewers under Task 8.A in the absence of the City’s construction manager, that cost shall be shown as a separate contingent line item. The Consultant shall cost, separately, any additional studies or tasks identified by the Consultant related or necessary to the project.

G. Required Forms and Documents:

i. Insurance Documentation: Proposers must submit a current Certificate of Insurance (“COI”) demonstrating compliance with the City of Camarillo’s insurance requirements, as outlined in Exhibit C of the sample agreement (Attachment A). The COI must be issued by the proposer’s insurer and must be valid as of the proposal due date. Proposals submitted without a COI may be considered non-responsive in the City’s sole and absolute discretion and need not be evaluated further. Final, executed endorsements will be required prior to contract execution. The City reserves the right to request additional documentation or clarifications related to insurance compliance during the evaluation process.

ii. Non-Collusion Declaration: Proposers must submit a signed Non-Collusion Declaration certifying that the proposal is genuine and made without collusion with any other proposer. The declaration form is attached to this RFP as Attachment B. Proposals submitted without a signed declaration may be considered non-responsive in the City’s sole and absolute discretion.

6. PROPOSAL SUBMISSION INSTRUCTIONS AND SCHEDULE

All proposals must be submitted electronically through the City’s PlanetBids portal at https://pbsystem.planetbids.com/portal/56271/portal-home. Proposers must be registered with PlanetBids to download documents, receive updates, and submit their proposals. Proposals submitted by email, mail, fax, or hand-delivery will not be accepted.

Proposals must be received no later than Friday, December 4, 2026, at 3:00 PM PST.

Late proposals will not be considered, and the City is not responsible for technical issues experienced by proposers. It is the proposer’s responsibility to ensure that all required documents are successfully uploaded and submitted before the deadline.

All questions or requests for clarification regarding this RFP must be submitted through the Q&A tab on PlanetBids no later than Friday, November 20, 2026, at 3:00 PM PST. Any responses or addenda issued by the City will be posted to the PlanetBids portal.

By submitting a proposal, the proposer acknowledges receipt of all addenda issued prior to the proposal deadline.