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HomeMy WebLinkAboutDiamond Bar RFP Design Services 2-13-2023 REQUEST FOR PROPOSALS Design Services for (4) Projects: 1) Diamond Bar Center Entry Doorway and ADA Improvements, 2) Maple Hill Park Playground and Restroom Replacement, 3) Diamond Bar Center (DBC) Grand View Ballroom Lighting (GVBR) & Controls Upgrade (Design), and 4) City Hall Solar Evaluation Project. February 13, 2023 **Proposals are due on or before 3:00 p.m. on March 6, 2023 Page 2 RFP – Design Services Project February 13, 2023 To Interested Architectural or Engineering Firms: The City of Diamond Bar (City) Public Works Department requests proposals from qualified Architectural or Engineering firms to provide and manages the design services for four projects that are bundled into one design agreement. The City desires to engage a single entity to provide a complete range of professional consulting services to support its Project, as described below, as an extension of the City's staff. The full contracted scope of work shall be negotiated with the selected Proposer based on the services and fees proposed by the Proposer firm and/or required by the City. All of the projects will be separate individual projects and are expected to be ongoing at the same time, but will be awarded to one firm to provide all design services within one agreement. I. BACKGROUND The City will use general funds to design four component projects bundled into one design project. Due to the expedited nature of this project, once design specifications and construction documents are complete, the City may initiate the construction process during FY2022-23. Design Services consisting of (4) Component Projects and timeline for design completion: 1) Diamond Bar Center Entry Doorway and ADA Improvements - Cost estimate by April 2023 and 100% design by the end of June 2023. 2) Maple Hill Park Playground and Restroom Replacement - Cost estimate by April 2023 and 100% design by the end of June 2023. 3) DBC GVBR Lighting & Controls Upgrade (Design) - Cost estimate by April 2023 and 100% design by the end of June 2023. 4) City Hall Solar Evaluation Project - Full evaluation and recommendation by April 2023 and 100% design by the end of June 2023. The tentative project schedule is as follows: Proposals Due: March 6, 2023 Award of design: March 2023 Completion of design: June 2023 or sooner II. SCOPE OF WORK The City requires the services of a professional Architectural Consultant firm to prepare the Plans, Specifications, and Estimates for the aforementioned projects. The proposals shall identify each task to be included as part of the projects. Page 3 RFP – Design Services Project February 13, 2023 The component projects are: 1) Diamond Bar Center Entry Doorway – Located at 1600 Grand Avenue, the project includes the design of a new main entry with automatic doors, new door hardware for all external/internal doorways, and related ADA improvements at the Diamond Bar Center. 2) Maple Hill Park Playground and Restroom Replacement – Located at 1355 Maple Hill Road, the project includes the design of a new playground, removal and replacement of the restroom with a prefabricated restroom facility (including upgrades to the electrical & plumbing systems), and related ADA improvements. In addition, this project will require two public outreach meeting and three design concepts for the playground. 3) DBC GVBR Lighting & Controls Upgrade (Design) – Located at 1600 Grand Avenue, the project includes the design of new lighting controls and the replacement of the house lighting with new LED fixtures. 4) City Hall Solar Evaluation Project – Located at 21810 Copley Drive, the project includes the evaluation of the existing 50kw solar photovoltaic system for possible reuse after the City Hall roofing project, and design of a new rooftop or parking lot based solar photovoltaic system. At a minimum, each of the component projects shall consist of: A. Meet with City staff prior to the beginning of work to discuss background, scope, objectives, and other pertinent details of the project. The Consultant shall attend periodic meetings with City staff at various stages of the project as needed. B. Perform a complete field review and inventory of repairs required and review existing field conditions and information pertaining to this project, including the available improvement and utility plans from the appropriate agencies, and make recommendations for repair and/or rehabilitation based on the available construction budget. Review the four (4) component tasks the City has proposed to evaluate and recommend the best design. Provide a report of findings to the City. C. The Consultant shall prepare complete sets of Plans and Specifications for the four component tasks that are “turn-key” and ready for bidding. The Plans shall be prepared on 24” x 36” sheets. These plans shall include a map for each project site, and any other information required for the Contractor to complete the work. Page 4 RFP – Design Services Project February 13, 2023 The Consultant shall prepare and submit Cost Estimates in tabular form for each construction item showing quantity, unit price, and total cost. The Plans, Specifications, and Estimates shall be submitted via email. No paper copies are required for the review and approval process unless specifically asked for by the City. D. The Consultant shall use the Standard Specifications for Public Works Construction (latest edition) and the Standard Plans for Public Works Construction (latest edition), in conjunction with the City standard specifications and plans. E. Revise and/or change plans and related materials as required as a result of the review of the signed plans by affected utilities or because of errors or omissions in the plans and specifications. Such revisions shall be completed in a timely manner to avoid or minimize construction delays and shall not result in an increase in compensation from the City. F. Provide assistance during the bidding period. The Consultant shall provide technical assistance to staff and clarification to bidders should any questions arise during the bidding period. Should any changes be required to the plans and/or specifications during this phase, the Consultant shall make the necessary changes and provide those changes in the specifications or plans in a timely manner so that the City can issue an addendum. G. Provide consultation during construction. The Consultant shall provide any appropriate technical services, including but not limited to consultation, plan interpretation, and plan revisions resulting from changed conditions, excluding revisions required in Item F above. Such revisions shall be completed in a timely manner to avoid or minimize construction delays. III. PROPOSED FORMAT AND CONTENT FOR EACH PROPOSAL/QUOTE The Consultant shall submit a proposal containing the following sections: 1. Project Understanding. 2. Proposed Schedule. 3. Fee Schedule per project, and total not to exceed cost. 4. References. IV. CITY SUPPORT City support will include providing existing as builts or designs available for each respective task within this project, if available. Optional on site meetings will be scheduled for component projects 1 and 4 on February 22 and 23 at City Hall and Page 5 RFP – Design Services Project February 13, 2023 the Diamond Bar Center between 8am and 11am. Interested bidders may visit Maple Hill during open hours, which are sunrise to sunset. V. SUBMITTAL OF PROPOSALS Proposals will be received online via PlanetBids™. Consultants can register to receive RFPs from the City and submit proposals on the City projects at: https://www.diamondbarca.gov/712/RFP-RFQ-BID-Opportunities. The proposal shall be uploaded by the deadline specified on PlanetBids™. VI. SELECTION PROCEDURE Criteria for evaluation of proposals may include, but need not be limited to, the following: 1. Responsiveness and comprehensiveness of proposal. 2. Firm/assigned personnel’s experience with the City of Diamond Bar and other public agencies. 3. Quality of previous work performed by the firm. 4. Resources and fee required to perform the requested services. 5. Three (3) municipal References. VII. RIGHT TO REJECT ALL PROPOSALS The City reserves the right to reduce or revise elements of the scope of work prior to the award of a contract. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any contract will be awarded pursuant to this Request for Proposal, or otherwise. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the proposer. The City shall only provide the staff assistance and documentation specifically referred to herein. It shall not be responsible for any other cost or obligation of any kind that the proposing firm may incur. All proposals submitted to the City in response to this RFP shall become the property of the City. VIII. QUESTIONS If you have any questions regarding this request, please contact Mr. Anthony Santos, Assistant to the City Manager at (909) 839-7013 or asantos@diamondbarca.gov. Site walks can be scheduled by request. Page 6 RFP – Design Services Project February 13, 2023 Sincerely, David G. Liu, P.E. Director of Public Works/City Engineer