Santa Barbara Courthouse Judges Elevator Modernization Design.pdf

SB Courthouse Judges Elevator Modernization Design

REQUEST FOR QUALIFICATIONS AND PROPOSALS

FOR

Santa Barbara Courthouse Judges Elevator Modernization Design Publish Date: August 25, 2026 Submission Deadline: September 18, 2026

Santa Barbara Courthouse “Judges Elevator” Modernization

PROJECT #25109

SANTA BARBARA, CALIFORNIA

Santa Barbara County – General Services Department 260 North San Antonio Rd.

Santa Barbara, CA 93110

TABLE OF CONTENTS

SECTION PAGE

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 GOAL

4.0 SCOPE OF WORK

5.0 OTHER PROJECT CONSULTANTS

6.0 FEES AND TENTATIVE CONSTRUCTION BUDGET OUTLINE

7.0 TENTATIVE PROJECT SCHEDULE

8.0 PRE- SOQ CONFERENCE

9.0 Statement of Qualifications (SOQ) QUESTIONS

10.0 INSTRUCTIONS FOR PROPOSERS

11.0 SELECTION PROCESS TIMELINE

12.0 EVALUATION PROCESS

13.0 SELECTION PROCEDURE

14.0 ASSURANCE OF DESIGNATED PROJECT TEAM

15.0 GENERAL TERMS AND CONDITIONS

16.0 REJECTION OF SOQs

17.0 VALID OFFER

18.0 COUNTY RIGHTS

19.0 CONTRACT AWARD

20.0 CONFLICT OF INTEREST

21.0 PUBLIC RECORDS REQUEST

22.0 BUSINESS LICENSE REQUIREMENT

23.0 FEDERAL PROVISIONS

Exhibit A:

SITE MAP

Exhibit B:

SAMPLE CONTRACT, TERMS AND CONDITIONS

1.0 INTRODUCTION

The County of Santa Barbara (“County”) General Services Department is soliciting a Statement of Qualification (“SOQ”) and a separate, sealed Cost Proposal (collectively, the “Proposal”) from Certified Qualified Conveyance Companies (“Proposers”) to provide design and construction support services to modernize the existing traction system for Judges Elevator at the Historic Santa Barbara Courthouse, located at 1100 Anacapa St. Santa Barbara, CA 93101. The Historic County Courthouse houses the State Superior Courts, Public Defender, Hall of Records, and offices of the Santa Barbara County Sheriff’s Department.

Project requirements will be reviewed during the mandatory job walk and distributed to all Proposers.

Summary of design services required:

• Site inspection of the existing “Judges Elevator” to determine what existing components of the existing elevator system can be reused if possible and develop specifications for modernization for use by C-11 Elevator contractor to bid and create plans to be submitted to State of California and Local agency’s for permitting / construction.

• Optional Additional Services: analyze existing site conditions at Courthouse related to accessibility improvements, elevator shaft opening size and possibility of access compliant elevator cab, pursuant to ADAAG California Historic Building Code, California Building Code, 11B.

• Coordinate and provide additional professional services such as Structural engineering, Electrical engineering, or Mechanical engineering as needed to produce the design.

• Review County Historical resources documentation for the existing elevator and stations in the building and incorporate the required preservation and work requirements into the bid specifications.

• Ensure that all recommended control equipment will interface with existing County ITD network and phone lines, WinDSX security systems, and State Courts Bosch Surveillance camera systems.

• Provide a cost estimate for the modernization. A separate cost estimate may be required for any proposed accessibility improvements pending determination by the County.

The County of Santa Barbara General Services Capital Projects Division will serve as a full design partner for the project and will provide project related information that will guide the future design and project implementation. The partnership is important and vital to project success.

The County will award a single design contract for the services requested in the RFQ/P.

2.0 BACKGROUND

The Historic County Courthouse houses the State Superior Courts, Public Defender, Hall of Records, and offices of the Santa Barbara County Sheriff’s Department. The Judges Elevator is the prime vertical conveyance used by the judges, other court personnel, and the sheriff department to transport inmates and staff from the secured parking area below the Courthouse to the floors where the courtrooms are located. The elevator is also used by the public to get to the courts offices and courtrooms but are restricted from basement access.

3.0 PROJECT GOAL

The overall goal of the project is to modernize the existing, original mechanical equipment and controls for the Judges Elevator in the Historic County Courthouse while prioritizing the reuse of existing components that are compatible with new equipment and compliant with current safety codes and standards.

4.0 SCOPE OF WORK

4.1 Feasibility Study

The Consultant shall provide a complete and thorough feasibility study evaluating modernization needs and options for the courthouse elevator system. This work shall incorporate the building’s historic status, public use patterns, accessibility requirements, and operational constraints. The feasibility study shall include, but not be limited to, the following:

• Conduct a detailed onsite inspection of all elevator components, including machine room equipment, hoist way structures, control systems, cab interiors, safety devices, door equipment, and related electrical and mechanical systems.

• Evaluate compliance with applicable codes and standards, including California Building Code, California Elevator Safety Orders, ADA accessibility requirements, and any related County regulations.

• Assess the elevator’s current condition, performance data, ride quality, noise levels, speed, leveling accuracy, and overall reliability, with particular attention to impacts on public access to the historic facility.

• Review existing conditions specific to the historic courthouse, including preservation requirements, limitations on structural modification, integration with historic architecture, and any State Historical Building Code implications.

• Analyze maintenance records, inspection reports, service tickets, and vendor performance to determine contributing factors to observed deficiencies and long-term maintenance trends.

• Identify all necessary ancillary upgrades or interdependent systems impacting the modernization effort, including electrical service, machine room ventilation, fire alarm interface, emergency power systems, and building security systems.

• Develop multiple modernization strategies, including partial modernization, full modernization, modernization with component reuse, and complete equipment replacement, outlining advantages, constraints, and considerations for each.

• Provide preliminary cost estimates for each modernization option, including construction work, related building modifications, preservation requirements, contingency allowances, and projected lifecycle costs.

• Assess potential operational impacts, including downtime expectations, access interruptions, public safety concerns, and mitigation strategies for maintaining courthouse operations during construction.

Deliverables: A comprehensive feasibility study document summarizing all findings, recommended modernization strategies, justification for the preferred approach, and estimated project timeline.

4.2 Modernization Documentation and Specifications for Bidding

Following acceptance of the feasibility findings, the Consultant shall prepare complete bidding documents suitable for competitive solicitation in accordance with County procurement requirements. These materials shall fully describe the modernization work necessary to achieve the County’s performance, safety, and preservation objectives. The documentation shall include:

• Preparation of detailed technical specifications identifying performance criteria, material requirements, equipment standards, fire-life-safety considerations, and all associated construction activities.

• Development of design drawings and diagrams identifying equipment locations, hoist way dimensions, control system layout, electrical requirements, machine room modifications, and any architectural protections necessary within the historic building.

Design drawings are to be submitted to the County at each design phase milestone, 50%, 100% SD, DD, CD, in PDF format. Then at the issuance of the building permit, a full size printed set.

• Preparation of construction cost estimate.

• Coordination of all documents to ensure compatibility with related building systems and trades, including structural engineering considerations, electrical engineering requirements, mechanical room improvements, fire alarm integration, and accessibility upgrades.

• Incorporation of historic preservation guidelines, treatments, and protection measures into all documentation, including methods for safeguarding historic finishes, ceilings, floors, and adjacent architectural elements.

• Definition of bidder qualifications, submittal requirements, and performance expectations to ensure the County receives competitive bids from experienced and capable elevator contractors.

• Integration of project phasing, building use constraints, public access requirements, noise limitations, and construction hour restrictions specific to courthouse operations.

• Participation in an onsite pre-bid conference and walkthrough to assist the County in communicating project requirements to prospective bidders.

• Providing written responses to bidder inquiries and issuing addenda as necessary to clarify the specifications or bid documents.

Deliverables: 100% Construction Documents-Signed, stamped plans and technical specifications, Cost Estimate, written responses to bidder inquiries and associated addenda as necessary.

4.3 Modernization Administration

The Consultant shall provide comprehensive project administration and technical oversight throughout the construction and commissioning phases of the elevator modernization. This work ensures all work conforms to specifications, regulatory requirements, and County expectations for safety and historic preservation. The Consultant shall:

• Participation in a preconstruction meeting following award of construction contract for modernization work.

• Review contractor submittals, including shop drawings, product data, schedules, request-for-information responses, and proposed substitutions for compliance with the bid documents and historic building requirements

• Participate in all construction progress meetings, providing technical guidance, documenting discussion outcomes, and advising the County on critical decisions affecting cost, schedule, historic integrity, and scope.

• Conduct routine site inspections to confirm work is progressing in accordance with approved plans, maintaining oversight of installation methods, safety compliance, and protection of historic architectural elements.

• Monitor contractor adherence to project schedule, reporting deviations and advising the County regarding recovery actions or schedule adjustments.

• Respond to Contractor requests for information to clarify details that may be ambiguous or missing from construction drawings or specifications.

• Review contractor change order requests for accuracy, cost reasonableness, and technical justification, providing written recommendations to the County.

• Coordinate with County staff, building management, and relevant departments to manage shutdowns, system transitions, testing schedules, and public access considerations.

• Observe all equipment testing, including preliminary tests, acceptance tests, code-required inspections, and final performance evaluations to verify compliance with specifications and industry standards.

• Prepare and issue deficiency lists, track corrective actions, and confirm resolution prior to acceptance of the completed modernization work.

• Verify that final deliverables, including as-built documentation, maintenance manuals, training materials, warranty documents, and required certifications, are complete and compliant with project requirements.

• Provide a final project report summarizing the modernization process, contractor performance, installation quality, and recommendations for ongoing maintenance.

Deliverables: Deficiency lists with corrective actions as required and final project report.

5.0 OTHER CONSULTANTS

County may contract with separate consultants as necessary for related work. It is expected the Consultant selected as part of this RFQ/P will work with the County to coordinate any related scope of work.

6.0 FEES AND TENTATIVE CONSTRUCTION BUDGET OUTLINE

The selected Consultant will be required to submit billings monthly, based on the Professional Services Agreement between the Consultant and County.

Travel time required by the Consultant to reach the designated meeting place or County staff office shall be included in all quoted fees and shall not be billed separately. There shall be no reimbursable expenses on this project unless associated with additional services to be approved in writing, in advance, by County.

Section 10 (Item 8) outlines the Cost Proposal requirements for this project. All Cost Proposals shall be submitted in a separate file on the Public Purchase website. Cost Proposals are due at the same time as the RFQ/P submissions. Cost Proposals shall break down the project consistent with the scope of work presented and shall include all costs associated with the project. All costs shall be not-to-exceed.

7.0 ANTICIPATED PROJECT DELIVERY SCHEDULE

The following represents the anticipated schedule for the completion of the Contract Documents and anticipated start of construction. All dates are subject to change.

Notice to Proceed 10/02/2026 Feasibility Study 11/02/2026 100% Bid Documents/Specifications +60/90days

(12/31/2026)

Advertise IFB for Construction +14 days (1/14/2027) Bid Opening 1 day (1/15/2027) Award + 45 Days (4/15/27) Construction + 32 Weeks (12/09/27)

8.0 PRE-RFQ/P CONFERENCE / VENDOR REGISTRATION

A MANDATORY job walk has been scheduled for September 1, 2026 at 10:00 a.m. at the following location:

The Historic Santa Barbara Court House i s located at 1100 Anacapa St. Santa Barbara, CA 93101.

Meet at the Rotunda next to the Judges Elevator.

Interested firms will have opportunity to ask questions regarding the requirements outlined in this RFQ/P. To make the meeting more effective for all participants, attendees should read this document thoroughly prior to the meeting. The County will prepare minutes of the conference and provide answers to all inquiries in writing, which will be distributed via Public Purchase.

All firms providing a response to this RFQ/P are requested to register with the County Procurement Division prior to submittal. Proof of Department of Industrial Relations (DIR) registration will be required as part of the response to this RFQ/P.

9.0 RFQ/P QUESTIONS

This RFQ/P establishes the general specifications for the professional services needed and provides prospective respondents with sufficient information to enable them to provide an acceptable response to this RFQ/P.

Any questions shall be submitted in writing via the Public Purchase website and must be received no later than 3:00 p.m. on September 7, 2026. For questions and inquiries regarding this RFQ/P submitted via public purchase please reference “QUESTION – #25109-RFQ/P…” in the subject.

Answers will be provided as an addendum to this RFQ/P, posted on Public Purchase. It is the responsibility of each respondent to inquire as to the existence and content of addenda and to acknowledge each as part of their RFQ/P submission.

Do not contact County departments or County staff directly. Information obtained by such means is invalid and proposals which are submitted in accordance with such information may be declared non-responsive.

In the event that it becomes necessary to revise any part of this RFQ/P, written addenda will be issued.

Any Addendum to this RFQ/P is valid only if in writing and issued on Public Purchase. Verbal conversations or agreements with any officer, agent, or employee of County that modify any terms or obligations of this RFQ/P are invalid.

All addenda for this RFQ/P will be distributed via Public Purchase.

It is the respondent’s sole responsibility to monitor Public Purchase for possible addenda to this RFQ/P. Failure of Proposer to retrieve addenda shall not relieve him/her of the requirements contained therein. Additionally, failure of Proposer to return a signed addendum, when required, may be cause for rejection of his/her SOQ.

10.0 INSTRUCTIONS FOR PROPOSERS

Each Proposal submitted in response to this RFQ/P shall include the information described in this section. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFQ/P. Excessive information will not be considered favorably.

General: The instructions below provide guidance for the preparation and submission of SOQs. Its purpose is to establish the requirements, format, and content of SOQs so that SOQs are complete, contain all essential information, and can be evaluated fairly.

Submission and Content of SOQs: All SOQs must be received by the proposal submission deadline as identified in Section 11.0 and submitted via Public Purchase.

SOQs shall be formatted so they can be printed in 8 ½” x 11” format, drawings may be formatted for 11” x 17” sizing. All documentation shall be in 11- or 12-point font.

All SOQs shall be submitted via Public Purchase. All SOQs will be valid for one hundred eighty (180) days.

All SOQs shall contain the following elements, in the order presented below. SOQs shall be divided into tabbed sections and should not exceed (27) twenty pages (each side of the page, if utilized is considered 2 pages – front and back).

1. Transmittal/Cover Letter (two pages, if necessary) with the following information:

• Title of this RFQ/P

• Name and Mailing Address of Firm (include physical location if mailing address is a P.O.

Box)

• Year the firm was established

• Type of organization of firm (partnership, corporation, etc.)

• Firm’s organizational structure, its constituent parts and size variation of staff in the past five (5) years

• Name of contact person including title, address, email and telephone number. This individual should be available by telephone or email to provide the location of the firm office that will be responsible for this project.

• A statement by submitting firm requesting protection of proprietary information if necessary. All SOQs may be considered public information. Subsequent to award of this RFQ/P, all or part of any SOQ may be released to any person or firm who may request it.

Therefore, Proposers may request in their Cover Letter if any portion of their submittal should be treated as proprietary and not released as public information.

• Addenda Acknowledgement

2. Signatory Requirements (one page): In order to receive consideration, the Cover Letter must be signed by an officer empowered by the Proposer to sign such material and thereby commit the Proposer to the obligations contained in the RFQ/P response. Further, the signing and submission of a response shall indicate the intention of the Proposer to adhere to the provisions described in this RFQ/P and a commitment to enter into a binding contract.

Submittals shall be signed by one of the following representatives:

• If the Proposer is a partnership, submittal shall be signed in the firm name by a partner or the Attorney-In-Fact. If signed by the Attorney-In-Fact, there shall be attached to the SOQ a Power-Of-Attorney evidencing authority to sign SOQs, dated the same date as the SOQ and executed by all partners of the firm.

• If the Proposer is a corporation, the submittal shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer.

• If the Proposer is an individual doing business under a firm name, the submittal shall be signed in the name of the individual doing business under the proper firm name and style.

3. Qualifications (five pages): A synopsis of each proposed team member's qualifications and experience with public or government projects of similar type and size as described in this RFQ/P, including length of service with the firm and resume. Include an organization chart of the proposed staff to be assigned to this project. For all sub-consultants to be used provide firm name, area of expertise, the names of individual staff assigned to this project and their role on the team.

4. Experience of Firm (five pages): A narrative of the firm's qualifying background and experience with public or government projects of similar type and size as described in this RFQ/P. Individual project descriptions, including scope, project budget and schedule are encouraged.

5. Proposed Work Plan, Time Schedule and Workload (three pages): Provide a work plan description addressing all scope of work tasks along with a proposed timeline schedule reflecting each task and its deliverables and identifying appropriate progress checkpoints along with draft or interim deliverables. Also provide a narrative of firm staffing size, current firm workload, and with consideration of the firm's current projects, confirm the firm's ability to perform the scope of work as described herein.

6. References for Past Performance (two pages): Provide a list of past performance and service.

Include three (3) references for whom the proposer has developed a comparable project.

Include project name, contact person, title, address, telephone number, email address as well as the contact person’s role in the project and which of the firm’s staff participated and their roles. For each reference listed, submit a brief summary of the scope of the services provided.

7. Deliverables (one page): Describe your firm's ability to provide deliverables in the required formats:

a. Drawings.

b. Word documents .

c. Spreadsheets .

d. Schedules.

e. Databases as necessary for compiling, storing and accessing the Project records in a commonly available format.

8. Cost Proposal (Cost Proposal not counted toward page count limit): Provide a total Cost

Proposal (not to exceed) for all services to be delivered, including a breakdown of costs itemized for each Task as defined in the Scope of Work. This Cost Proposal shall encompass the complete proposed project costs for meetings and project expenses for reproduction, postage, mileage, travel time and all related miscellaneous expenses. Also provide an hourly rate schedule for all assigned team members, including hourly rates for participation in public meetings. Cost Proposal shall be utilized to negotiate a contract for those services at a fair and reasonable fee with the best qualified firm.

The Cost Proposal shall be submitted in a separate file on Public Purchase. It shall be identified with the name of your firm, the name of this project, and "Sealed Cost Proposal".

9. Required Statements (one page per statement): Include statements of assurance regarding the following requirements:

• Non-substitution for the designated members of the proposed staff members and Sub-consultants without prior approval by County.

• Non-conflict of interest.

• Non-collusion affidavit.

• Statement listing of litigation and/or claims related to past projects for the past ten (10) years.

• Ability to fulfill the indemnification and insurance requirements contained in the Sample

Agreement for Services. Please note that actual certificates of insurance are not required as part of your submittal.

• Insurance certificates (as required in Exhibit B (Sample Contract, Terms and Conditions)).

• Proof of DIR Registration and County Vendor Registration.

• Retention of SOQs. All SOQs will become the property of the County. SOQs shall not be returned to the Proposer.

11.0 TENTATIVE PROCUREMENT SCHEDULE

The following represents the tentative schedule for this RFQ/P. All dates are subject to change.

RFQ/P Issuance August 25, 2026 Pre-RFQ/P Job Walk September 1, 2026 @

10:00am Deadline for Final Questions September 7, 2026 SOQ Submission Deadline September 18, 2026 @

3:00pm SOQ Evaluations September 21-23, 2026 Intent to Award September 25, 2026 Execute Contract and Issue Notice to Proceed October 2, 2026

12.0 EVALUATION PROCESS

SOQs will be evaluated by a selection committee and the firms submitting the highest rated SOQs may be invited for interviews. The following evaluation criteria and rating schedule will be used to determine the firms that are most qualified. The County reserves the right to request clarifying information or conduct interviews to evaluate the criteria set forth below.

Evaluation Criteria Maximum

Possible Points

A.

Completeness of Proposal Submission-Proposals should describe comprehensive services and should respond to each of the items set forth in this RFQ/P.

B.

Personnel Experience and Qualifications- Evaluation of the list of personnel specifically assigned to the proposed project, including their qualifications, overall experience, and recent experience on projects of similar nature and complexity to the proposed project.

C.

Depth and Quality of Proposer’s Performance- Qualifying background and relevant experience of firm and sub-consultants on projects of similar nature and complexity as the proposed project; evaluation of client references (whether included in the SOQ or not); overall responsiveness to County’s solicitation.

D.

Technical/Management Approach- Evaluation of Proposer’s strategy towards completion of the project (work plan, time schedule, etc..)

E.

Availability- Evaluation of the workload of Proposer and the staffing to be assigned to the proposed project; time scheduled of the Proposer in relation to that of the proposed project location of the offices or facilities from which the services are to be provided to County.

TOTAL POSSIBLE POINTS 100

13.0 SELECTION PROCEDURE

Each Proposer should thoroughly review the Sample Contract, Terms and Conditions (Exhibit B)and expect to execute the Contract in the form of the Sample Contract, Terms and Conditions without modifications or changes.

County staff will open SOQs following the submittal deadline. The only information that will be made available to the public at that time will be the names of the Proposers submitting SOQs. The contents of all SOQs, or any other medium which discloses any aspect of the SOQs, shall be held in strict confidence until the County releases a Notice of Intent to Award. SOQs will be reviewed for responsiveness. A selection committee will then evaluate SOQs in accordance with the above criteria.

The firm(s) submitting the highest rated SOQs may be invited for an interview. Interviews will be conducted solely at County's option. County reserves the right to select the most qualified firm solely on the content of the SOQ. If the County chooses to conduct interviews, the firm's proposed Project Manager shall represent the firm at the interview. After evaluation of the interviews, the Committee will recommend the firm with the most qualified firm, based on evaluation score and interview, for approval by the Board of Supervisors if needed.

The County expects to enter into contract negotiations with the top ranked Proposer during which time the County and Proposer will resolve any necessary issues that need to be addressed prior to entering into the PSA. Upon successful completion of such negotiations and discussions, the County and the selected Proposer shall enter into a Professional Services Agreement. If, in the sole judgment of the County, these negotiations are not successful, the County reserves the right to enter into negotiations with other Proposers, proceeding in the order of their initial ranking.

County reserves the right to make an award without further discussion of the Proposal with the Proposer. Therefore, the SOQ should be submitted initially on the most favorable terms that the firm or individual may propose.

County reserves the right to award a contract to the firm or individual who, in the sole judgment of County, presents the most favorable response to this RFQ/P pursuant to the evaluation criteria indicated above.

County reserves the right to reject any or all SOQs, to waive minor irregularities in said RFQ/P’s, or to negotiate minor deviations with the successful firm.

In the case of differences between written words and figures in a SOQ, the amount stated in written words shall govern. In the case of a difference in unit price versus the extended figure, the unit price shall govern. County reserves the right to reject any and all SOQs, or to waive minor irregularities in said SOQs, or to negotiate minor deviations with the successful firm. County shall be the sole judge of the materiality of any such defect or irregularity.

Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response.

14.0 ASSURANCE OF DESIGNATED PROJECT TEAM

The Proposer shall assure that the designated staff, including sub-consultants, are used for the work described in this RFQ/P. Departure or reassignment of, or substitution for, any member of the proposed project team or sub-consultant(s) shall not be made without the prior written approval of County.

15.0 GENERAL TERMS AND CONDITIONS

Protests and Appeals: The protest shall be submitted in writing to the Capital Division Chief within seven (7) calendar days after such aggrieved person or company knows, or should have known, of the facts giving rise thereto.

Standard Contract: Upon completion of the evaluation and recommendation for award, the selected Proposer, as the Consultant, will be required to execute an agreement substantially in the form of the Sample Contract, Terms and Conditions (Exhibit B). Proposers are advised to carefully review the attached Sample Contract, Terms and Conditions. Each Proposer must specify all proposed exceptions, modifications, or amendments to Exhibit B (Sample Contract, Terms and Conditions) by submitting a redlined version with its Proposal. Requested exemptions will not be scored as part of the qualification evaluation but will be considered during contract negotiations with the most qualified firm. If the County and the most qualified firm are unable to negotiate an acceptable agreement, the County reserves the right to terminate negotiations and proceed with the next most qualified firm.

Independent Contractor: At all times the Consultant shall represent himself/herself to be an independent contractor offering such services to the general public and shall not represent himself/herself, or his/her employees, to be an employee of County. Therefore, the Consultant shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold County its officers, agents, and employees, harmless from and against, any and all loss, cost (including attorney fees), and damage of any kind related to such matters.

Non-Appropriation: County may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended.

Non-Collusion: Firms submitting SOQs shall warrant that its offer is made without any previous understanding, agreement or connection with any person, firm or corporation submitting a separate SOQ for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. This condition shall not apply to SOQs which are submitted by firms who have partnered with others to submit a cooperative SOQ that clearly identifies a primary Consultant and the associated sub-consultant.

Indemnification and Insurance Requirements: County's standard indemnification and insurance requirements are provided as an exhibit in the Sample Contract, Terms and Conditions (see Exhibit D) and shall be required in any Contract.

16.0 REJECTION OF SOQs

Prospective Proposers interested in being considered must submit a SOQ in compliance with this notice. Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response. The County reserves the right to reject any or all SOQs, to waive minor irregularities in said SOQs, or to negotiate minor deviations with the successful firm.

The County may reject a SOQ if it is conditional, incomplete, contains irregularities, or reflects inordinately high-cost rates. County may waive immaterial and/or minor deviation and/or irregularities in a SOQ. County shall be the sole judge of the materiality of any such defect, deviation, and/or irregularity. Waiver of an immaterial/minor deviation shall in no way modify the RFQ/P documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective Proposer is awarded the contract.

17.0 VALID OFFER

SOQs shall remain valid for one hundred eighty (180) days from the due date. The County reserves the right to negotiate with the successful Proposer any additional terms or conditions not contained in their SOQ which are in the best interest of the County or to otherwise revise the scope of this

RFQ/P.

This RFQ/P does not constitute a contract or an offer of employment. The cost of preparation of the SOQ shall be the obligation of the Proposer. All SOQs, whether accepted or rejected, shall become the property of the County and will not be returned. Unnecessarily elaborate responses, enclosures and specialized binding are not desired.

18.0 COUNTY’S RIGHTS

The County reserves the right to:

1. Request clarification of any submitted information.

2. Waive any irregularity or immaterial deviation in any SOQ.

3. Not enter into any agreement.

4. Not select any Proposer.

5. Cancel this process at any time.

6. Amend this process at any time.

7. Interview Proposers prior to award.

8. To request additional information during an interview.

Waiver of an immaterial deviation shall in no way modify the RFQ/P documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective

Proposer is awarded the contract.

19.0 CONTRACT AWARD

Award shall be recommended to the Proposer whose proposal best meets the needs of the County.

The County reserves the right to reject any or all SOQs, and to solicit additional Statements of Qualifications if deemed in the best interest of the County to do so. The decision of the County shall be final in making such determination.

The successful Proposer will receive written notification of the award, along with instructions for finalizing the agreement documents.

Response and selection of a SOQ will not necessarily result in a contract with the County of Santa Barbara. SOQ opening does not constitute awarding of a contract. Contract award is by action of the Santa Barbara County and is not in force until fully executed.

20.0 CONFLICT OF INTEREST

Proposers warrant and covenant that no official or employee of the County, or any business entity in which an official of the County has an interest, has been employed or retained to solicit or aid in the procuring of the resulting agreement, nor that any such person will be employed in the performance of such agreement without immediate divulgence of such fact to the County. Proposer’s SOQ shall contain a statement to the effect that the Proposer is not currently committed to another project that would constitute a conflicting interest with the Project defined in this RFQ/P.

21.0 PUBLIC RECORDS REQUEST

All SOQs and materials submitted shall become property of the County and will not be returned. All responses, including the accepted SOQ and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 - 6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful SOQ are not considered proprietary information. Proposers which indiscriminately identify all or most of their SOQ as confidential or proprietary without justification may be deemed unresponsive.

The County will treat all information submitted in a SOQ as available for public inspection once the County has selected a Consultant. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your SOQ, you must identify any such information, together with the legal basis of your claim in your SOQ, and present such information separately as part of your response package.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

Upon receipt of a request for disclosure pursuant to the California Public Records Act for information that is set apart and marked as proprietary, County will notify you of the request for disclosure. You shall have sole responsibility for the defense of the proprietary designation of such information.

Failure to respond to the notice and enter into an agreement with County providing for the defense of and complete indemnification and reimbursement for all costs incurred by the County in any legal action to compel the disclosure of such information, shall constitute a complete waiver of any rights regarding the information designated proprietary and such information will be disclosed by County pursuant to applicable procedures under the California Public Records Act.

22.0 BUSINESS LICENSE REQUIREMENT

It is unlawful for any person to furnish supplies or services, or transact any kind of business in the unincorporated territory of Santa Barbara County without possessing a County business license unless exempt under County Code Sec. 22-73. Contact the Tax Collector’s Office at 105 East Anapamu St, Santa Barbara, 93101, or phone (805) 568-2920, for further information.

It is not a requirement to possess a County business license at the time of SOQ submittal. Successful Proposers shall be required to possess a County business license to award a contract.

23.0 FEDERAL PROVISIONS

Disadvantaged Business Enterprise (DBE) Policy It is the policy of Federally Funded Projects that minority and women-owned business enterprises (hereby referred to as DBEs) as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds.

DBE Obligation The recipient or its subcontractor agrees to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided under this agreement. In this regard, all recipients or subcontractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. Recipients and their subcontractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of federally assisted contracts.

Title VI of the Civil Rights Act of 1964 The contractor agrees to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000(d)) and the regulations of the U.S. Department of Transportation issued there under in 49 CFR Part 21.

Equal Employment Opportunity In connection with the performance of the contract, the contractor shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex or national original.

Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

Americans with Disabilities Act (ADA) Provisions To comply with the nondiscrimination requirements of the Americans with Disabilities Act (ADA), it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications of the procurement process, you may contact the County representative listed in this RFQ/P. In order to ensure the SOQ is in compliance with federal ADA guidelines, Proposers should review the federal ADA guidelines.

Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response.

Exhibit A: SITE MAP

Exhibit B: Sample Contract, Terms and Conditions

PROFESSIONAL SERVICES AGREEMENT

Between

THE COUNTY OF SANTA BARBARA

And

(Consultant)

For

Design services for SB Courthouse Judges Elevator Modernization Project

PROJECT NUMBER: 25109

PSA with:

Date:

Project # 25109

TABLE OF CONTENTS

PART TITLE PAGE

1 RECITALS

2 PROJECT AUTHORIZATION, TERM, MAXIMUM COMPENSATION

3 OWNER'S RESPONSIBILITIES

4 PROJECT SCOPE OF WORK (SOW)…

5 CONSULTANT'S RESPONSIBILITIES, SERVICES, AND DELIVERABLES

6 CONSULTANT'S SCHEDULE 4

7 INDEMINIFICATION & INSURANCE……

8 REPRESENTATION BY COUNSEL

9 HAZARDOUS MATERIALS

10 COMPENSATION & PAYMENT

11 TERM & TERMINATION

12 DISPUTE RESOLUTION

13 MISCELLANEOUS PROVISIONS

14 NOTICES

15 LIMITS OF AGREEMENT

16 EXHIBITS AND ATTACHMENTS

END TABLE OF CONTENTS

PSA with:

Project # 25109

LIST OF EXHIBITS

EXHIBIT TITLE PAGE

A CONSULTANT'S SCOPE OF WORK & HOURLY RATES ........................................ A1

B CONSULTANT'S STAFF & SUBCONSULTANTS ..................................................... B1

C CONSULTANT’S COMPENSATION ......................................................................... C1

D INDEMNIFICATION AND INSURANCE REQUIREMENTS ....................................... D1

E NOTICES ................................................................................................................. E1

LIST OF ATTACHMENTS

ITEM TITLE PAGE

1 ATTACHMENT 1: [Specify the applicable RFQ/P by date and project #] .................... F1

2 ATTACHMENT 2: \ Statement of Qualifications.......................................................... F2

END LIST OF EXHIBITS AND ATTACHEMENTS

PROFESSIONAL SERVICES AGREEMENT

FOR

PROFESSIONAL DESIGN SERVICES

This Professional Services Agreement (“Agreement”) is entered into by and between THE COUNTY OF SANTA BARBARA ("Owner" or “County”) and [ ], a [insert entity type (e.g., corporation) and state of formation] ("Consultant" or “Contractor” and, together with County, collectively, the “Parties” and each individually a “Party”).

PART 1 - RECITALS

1.01 WHEREAS, this Professional Services Agreement ("PSA" or “Agreement”) sets forth the terms and conditions pursuant to which Consultant, as a professional, will provide professional planning consulting services to Owner in connection with [insert description of the project] (“Project”); and

1.02 WHEREAS, Consultant was selected by means of the County’s qualifications-based selection process, and represents itself as a professional having the requisite qualifications, licenses and agrees to perform the Services defined herein.

NOW, THEREFORE, Owner and Consultant agree as follows:

PART 2 - PROJECT AUTHORIZATION, TERM AND MAXIMUM COMPENSATION

2.01 Agreement For Services

A. This PSA sets forth the terms and conditions pursuant to which Consultant, as a professional, will provide services to the County as set forth herein ("Services").

2.02 Maximum Compensation

A. The sum of all payments made to Consultant pursuant to this PSA for the performance of the

Services specified in the SOW and Attachment 1 shall not exceed [ ] dollars ($ ) (“Base Contract Amount”). The sum of all payments made to Consultant for the performance of Supplemental Services performed pursuant to a duly executed Change Order in accordance with Part 10.03 below shall not exceed the Supplemental Services Amount set forth in Section 1.c of Exhibit C, attached hereto (“Supplemental Services Amount”). In no event shall the aggregate amount of all payments made by the County hereunder exceed the Maximum Compensation Limit specified in Section 1.d of Exhibit C, attached hereto (“Maximum Compensation Limit” or “MCL”). If Consultant performs services or incurs expenses beyond the Base Contract Amount before execution of a Change Order for Supplemental Services in accordance with Part 10.03, or in excess of the Maximum Compensation Limit, Consultant does so at Consultant’s sole risk and expense.

2.03 Term

A. This PSA is effective as of first the date it is duly executed by both of the parties hereto, and shall remain in effect for a period of [ ] months thereafter, unless earlier terminated in accordance with the provisions of this Agreement (“Term”).

2.04 Scope

A. The services (“Services”) and deliverables (“Deliverables”) described in “Consultant’s Scope of

Work & Hourly Rates,” attached hereto as Exhibit A and Attachment 1 and incorporated herein by reference (Exhibit A and Attachment 1, collectively, the “SOW”), establish the extent of the

Page A-1

PSA with [CONSULTANT}

Dated [ ]

Project Number: 25109

PSA With:

Project: # 25109

Services and Deliverables that may be authorized by the Owner’s Project Manager (“OPM”) hereunder.

PART 3 - OWNER'S RESPONSIBILITIES

3.01 Owner Provided Information

A. If required and where available, Owner may provide any of the following for Consultant’s use in connection with the Services:

(i) Specialized studies of existing site conditions, including the presence of hazardous materials, soil, air, water, pollution, etc.

B. Consultant must make a written recommendation to the Owner regarding the completeness or sufficiency of any survey or specialized study provided to Consultant, or the need for any study or survey that the Consultant believes is required for the Project that is not included within Consultant’s Services.

3.02 Approval & Permit Fees

A. Owner will pay all fees required by any jurisdiction having authority over the Project for filing and checking of any filing prepared by Consultant that is required for the performance of the Services, and such standard fees as are charged any governmental Agency for the issuance of approvals and permits by such governmental agency necessary for the performance of the Services.

PART 4 - PROJECT SCOPE OF WORK (SOW)

4.01 Changes in Scope

A. If Owner causes a change in the Service(s) or Deliverable(s) that Consultant believes to be material, Consultant must, within fourteen (14) calendar Days of the event that caused such change, notify Owner in writing that Consultant contends Owner has caused a material change in the Service(s) or Deliverable(s). If written notice is not given to Owner within such 14-day period, such change shall be deemed immaterial, and Consultant shall not be entitled to additional compensation for such change. If the Director of the County’s General Services Department (“Director”), or his Assistant Director designee, concurs that there has been a material change in Service(s) or Deliverable(s) required by Owner hereunder, payment to Consultant may be adjusted pursuant to a Change Order for Supplemental Services duly executed by both of the parties hereto in accordance with Parts 10.01.A.3, and 10.03, below;

provided, however, that Consultant shall not be entitled to any Supplemental Services Amount unless and until memorialized in a duly executed Change Order, and in no event shall the aggregate amount of payments to Consultant hereunder exceed the MCL.

B. If Consultant contends that there is a material increase in the Service(s) or Deliverable(s) required to complete the Services and requests additional compensation hereunder for the performance of such Supplemental Services, and such increase is not in any way attributable to acts or omissions of, or on behalf of, Consultant or any Subconsultant, including, but not limited to, faulty or inaccurate calculations or estimations made by or on behalf of Consultant, and the Director, or his Assistant Director designee, concurs that there has been a material change in Service(s) or Deliverable(s) required by Owner hereunder, payment to Consultant hereunder may be adjusted pursuant to a Change Order for Supplemental Services duly executed by both of the parties hereto in accordance with Parts 10.01.A.3 and 10.03, below;

provided, however, that Consultant shall not be entitled to any Supplemental Services Amount unless and until memorialized in a duly executed Change Order, and in no event shall the aggregate amount of payments to Consultant hereunder exceed the MCL. OPM may request, and Consultant, pursuant to such request, shall provide, assistance in re-allocating the remaining available funds available hereunder. Such assistance must, if requested by OPM, also include a determination of any other Supplemental Services necessary to complete the Project.

C. If there is a material decrease in the Services or Deliverables required to complete the Services, Consultant If shall immediately notify OPM of such decrease, and agrees to accept a reasonable corresponding reduction in compensation hereunder.

PART 5 - CONSULTANT'S RESPONSIBILITIES, SERVICES, AND DELIVERABLES

5.01 Consultant as Independent Contractor

A. Consultant is performing all Services as an independent contractor, and not as an agent or employee of County.

5.02 No Assignment;…