REQUEST FOR PROPOSALS
To Provide Planning, Engineering, Design, Construction Documents, and NEPA Environmental Review for the Community/Senior/Recreational/Veterans Center Facility Improvement Feasibility Study Under the Community Development Block Grant (CDBG) Program
The City of Point Arena is pleased to invite you to respond to a Request for Proposals (RFP) to Provide Planning, Engineering, Design, Construction Documents, and NEPA Environmental Review for the Community/Senior/Recreational/Veterans Center Facility Improvement Feasibility Study Under the Community Development Block Grant (CDBG) Program.
These services will be retained under contract for up to three (3) years. Each proposal shall specify each and every item as set forth in the Scope of Services section herein. Any and all exceptions must be clearly stated in the proposal. Failure to set forth any item in the Scope of Services section shall be grounds for rejection.
In order to receive addenda, submit questions, get further information and updates regarding this RFP, use the RFPs dedicated mail address cdbg@pointarena.ca.gov. Proposers are cautioned to read the scope of services and proposal contents herein and be sure to respond to all items listed in these sections.
All questions should be e-mailed by Tuesday, March 10, 2020, 5:00 p.m. to City Manager Richard Shoemaker at: cdbg@pointarena.ca.gov. Questions will be answered by Thursday, March 12, 2020, 5:00 p.m. and uploaded as an addendum to the City of Point Arena Website, https://pointarena.ca.gov/2020/02/veterans-hall-rfp/
ADDENDUM #1
All questions submitted by potential respondents and the City’s answers about the Architectural Services RFP are distributed to all potential respondents that have furnished an email address. PLEASE REVIEW THOSE QUESTIONS AND ANSWERS
The following questions were received on 3/2/2020.
Question 1: It appears the facility in the RFP from looking at Google Earth is approximately 6,500 square feet with an ample site. What is the approximate square feet of the building and acreage of the property.? Are there any record drawings that may be shared at this early stage?
Yes the facility is 6,500 sq‘ with an attached storage area of approximately of 675 sq’
Question 2: Do you have an initial budget for the project or C.D.B.G. grant request goal?
The maximum amount Point arena can apply for to do the feasibility work described in the RFP’s scope of work is $250,000.
The maximum amount we can probably apply for in the next cycle would be $3,000,000 for the actual construction work on the project. That $3 million is based on past Notice of Funding Availabilities (NOFAs) with Housing & Community Development (HCD).
Question 3: Also from looking at the site from Google its likely the site may also be under the jurisdiction of the California Coastal Commission in addition to your own planning department. Can you confirm if the property is under the coastal Commission as well?
The property is the Coastal Zone but the City of Point Arena will be the lead agency for the project.
The following questions were received 3/10/2020
Question 1: Does the City of Point Arena have plans and/ or specifications of the existing Point arena Veteran’s Building & Senior Center that can be used for the feasibility study?
There is an attachment on our website showing a plot plan. There is also a building condition assessment document that discusses the building in detail and has numerous photos. We do not have the original plans. See those documents at the bottom of the page.
Question 2: C. Scope of Work/ Services (page 3) states “The growth in services and growth in the population to be served by the center must be taken into consideration during the feasibility work described herein.” Does the City of Point Arena have data and projections that can be used for the feasibility study?
Yes, we do. That information is available through the Coastal Seniors who are housed at our facility and the Point Arena Housing Element Housing Element. The 2007 feasibility study has information on that (this document is at the bottom of this page). Population growth here has been less than 1% annually. Service growth for Seniors is higher.
Question 3: Some of the numbered items in C. Scope of Work/ Services will or may require the involvement of Basic Consultants (e.g. Civil Engineer, Structural Engineer, Mechanical/ Electrical/ Plumbing Engineer) and Special Consultants (e.g. Surveyor, Geotechnical Engineer, Archeologist, Environmental Consultant) to address issues that are beyond an Architect’s expertise. Is it OK to assume that the City of Point Arena will be hiring these consultants if or when they will be needed? The Architect will be able to help determine if and when additional consultants are needed, find and evaluate candidates and manage their participation in the project.
The end product of the RFP is to be a set of complete building plans that would be used as the specification for the project to be built. The other consultant work required by the RFP is to be covered under the contract with the Architectural Services provider that is the successful respondent. The budget is noted in answers to a previous set of questions that were asked and posted $250,000 is the maximum amount.
Question 4: C. Scope of Work/ Services, item #8: not yet knowing the site, program, size and kind of the project (new or remodel/ retrofit), it is not possible to estimate a fee for Architectural Services for the Construction Documents/ Permitting and Bidding Phase. Would you consider breaking this scope out as a separate RFP once the feasibility study has been completed and the exact scope of the project has become clear?
The RFP will continue as provided.
Question 5: C. Scope of Work/ Services, item #8: “…complete final architectural and engineering documents in preparation to go to bid within 90 days for approval of construction funding.” Does this mean that the Construction/ Permitting Documents and a cost estimate should be done in 90 days? Depending on the complexity of the project, 4 to 6 months should be allowed plus 2-4 weeks for a cost estimate.
The RFP calls for a 3 year relationship with the successful respondent. Our estimation is that the getting to the point of permitting would be 18 months or less. There will be a Coastal Development Permit process that the City of Point Arena will be the lead agency for. This process will occur with the “preliminary” design work is done. Basically a site plan and narrative of uses, not complete bid documents. When the design is complete consultation with the building department will occur. We expect any respondent will be up to date on all California building standards so this process should not be long.
The Successful respondent will work with the City to establish a timeline of up to three years. The actual time-line for respondents work will be controlled by the respondent. See the RFP.
Question 6: Evaluation of Proposals: “6. Prior to contract award, the selected firm shall submit certificates of insurance naming the City of Point Arena and its officers, employees and agents as additionally insured.” (The same requirement is also included in the Sample Contract.) Architectural firms can purchase professional liability insurance for risk that arise from the possibility of making design errors or omissions (E&O). It is not possible to name the City of Point Arena and its officers, employees and agents as additionally insured on such a policy. Can you clarify your insurance requirements.
At this time this is the standard contract language for the City. During the evaluation process this item will be examined more closely.
The following questions were received on March 10, 2020.
Question 1: Can you clarify the design process that the City is planning on undergoing for this project? The completion of final documents in 90 days seems short.
The simplified way to outline the RFP project is:
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- Discuss the needs of the current organizations using the building
- Assess the existing building and utility services for modification, upgrade and building expansion
- Determine other options that may be possible
- Furnish engineering for renovation
- Create a preliminary design for general cost estimate and would fit within the proposed construction budget
- Work with City Staff to complete Coastal Development Permitting and NEPA
- Final design for construction to submit for building permits
- Specifications & Plans for competitive bid process
- Other necessary activities related to the completion of construction documents
These tasks can total up to $250,000 and the RFP sets up a relationship of up to three years to complete the tasks in the RFP. With that said, the City would prefer the process be as short as possible. During the process, there will be timeline and cost flexibility within the timelines and established budget.
Final documents outlined in the RFP are not on a 90-day completion deadline.
The expected product of the architectural services contract is a complete bid package of plans and specifications for the renovation. The 90-day deadline refers to the bid process after the completion of the Tasks in the RFP.
Simply put, the requirement is for shovel ready project that can go out to competitive bid and have a Contractor under contract within 90 days.
Question 2: Is it acceptable to provide a fee for the feasibility study only at this time? It would be difficult to provide an accurate design fee until after the completion of the feasibility study.
We will not accept proposals for only a feasibility Study. We are relying on the experience and the expertise of the RFP respondents to propose to us a budget and timeframe to get to bid documents.
ADDENDUM #2
Submitted Questions & Answers #4 https://pointarena.ca.gov/notices/veterans-hall-rfp/
Point Arena City Manager’s Comments to:
All respondents to the Request for Proposals to Provide Planning, Engineering, Design, Construction Documents, and NEPA Environmental Review for the Community/Senior/ Recreational/Veterans Center Facility Improvement Feasibility Study Under the Community Development Block Grant (CDBG) Program
The facility that is the focus of this RFP was built as a basic Veteran’s Building and Community Center. In the 80s, some minor modifications within the shell of the building created a two room City Hall and a two room Sheriff’s Substation.
It is a modest but functional building that has served this community well since its construction. With the addition of the offices of our Local Senior Center eight years ago we have lost some of our community uses of the building. We want to remedy that.
Our effort to renovate this building and slightly enlarge it will hopefully keep it as a viable public resource for the Point Arena and South Coast Community for years into the future.
We are looking to increase the building’s functionality with some basic changes. High priority changes are:
- Add up to 1600 feet of office space outside the current building shell
- Upgrade the electrical system
- Connect to City Sewer
- Create a refrigeration and freezer area adjacent to the kitchen
- Relocate and build ADA restrooms.
- Upgrade windows
- Upgrade the HVAC
- Deal with parking lot drainage
- Upgrade parking lot
Lower priority changes would be:
- Solar panels
- EV charging stations
- Permanent generator back up
- Accordion Wall in open area
- We have list of other possibilities
In Summary, we are looking for these renovations to be basic and easy to maintain. We look forward to receiving your proposals.
Thank You
Richard Shoemaker
Point Arena City Manager
ADDITIONAL INFORMATION
Interior Looking West
Interior Looking East
2016 Veteran’s Building Floor Plan (for reference only)
2015 Veteran’s Building Inspection Report (for reference only)
2007 Senior Center Feasibility Study (for reference only)
