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HomeMy WebLinkAboutRFP-2025-Civic Center Sustainability (signed) DEPARTMENT OF PUBLIC WORKS CITY OF DIAMOND BAR CALIFORNIA REQUEST FOR PROPOSALS FOR Diamond Bar Civic Center Sustainability Study APRIL 2025 1 of 6 CITY OF DIAMOND BAR REQUEST FOR PROPOSALS (RFP) Date: April 16, 2025 Department: Public Works Project Type: Diamond Bar Civic Center Sustainability Study Proposals Due: May 15, 2025 at 2:00 P.M. Project Contact: Nicholas Delgado, Management Analyst (909) 839-7088 / NDelgado@DiamondBarCA.gov INTRODUCTION Incorporated on April 18, 1989, the City of Diamond Bar (“City”) sets against a scenic mountain backdrop on more than 8,000 acres (12.5 sq. miles) of rolling hills and valleys in the East San Gabriel Valley region. Among the amenities that contribute to the high quality of life that is valued by residents are the family-friendly atmosphere; the well-maintained parks, trails, and roads; top-rated school Districts; and the unparalleled public safety services, which contribute to keeping Diamond Bar among the safest communities in the region for the past 30 years. BACKGROUND The City of Diamond Bar owns and operates the Civic Center facility located at 21810 Copley Drive, Diamond Bar, CA 91765 (Assessor’s Parcel Number: 8293-050-901). The site currently houses City Hall and Library operations. The existing electrical infrastructure is original to the facility and was not designed to accommodate future sustainability measures such as electric vehicle (EV) charging infrastructure or solar energy systems. Pursuant to Executive Order N-79-20 and the California Air Resources Board (CARB) Advanced Clean Fleets Regulation, public agencies are required to transition their fleets to zero-emission vehicles over the coming years. This regulatory shift necessitates significant planning and infrastructure upgrades to support EV charging stations, particularly for municipal fleet operations. To support this effort, the City was awarded funding through the federal Energy Efficiency and Conservation Block Grant (EECBG) program , administered by the U.S. Department 2 of 6 of Energy. The funding provides the City with the opportunity to evaluate and plan critical sustainability and energy efficiency improvements. The Diamond Bar Civic Center facility currently does not possess the electrical infrastructure to support these requirements. As such, a sustainability-focused evaluation is needed to assess current capabilities, forecast future demand, and identify necessary improvements to achieve compliance and meet long-term environmental goals. TO INTERESTED FIRMS The City of Diamond Bar is inviting qualified firms to submit proposals for the Diamond Bar Civic Center Sustainability Study. The purpose of this Request for Proposals (RFP) is to retain a qualified, professional, and responsive firm to evaluate the existing electrical infrastructure at the City’s Civic Center, forecast future energy demands, and identify improvements needed to support the City’s transition to sustainable technologies. These include, but are not limited to, electric vehicle charging infrastructure, solar energy systems, and battery storage. The study will also assess impacts on parking, ADA compliance, and provide conceptual design recommendations to guide future implementation. The results of this study will inform a future design project, anticipated to be included in the City’s FY 2026/27 Capital Improvement Program. This planned follow-up effort reinforces the City’s commitment to implementing the study’s recommendations and may offer consultants a potential opportunity for continued engagement in later project phases. This contract will be administered by the City’s Public Works Department. SCOPE OF SERVICES The selected consultant shall complete a Civic Center Sustainability Study that includes, but is not limited to, the following: 1. Electrical Infrastructure Evaluation a. Review and assess the existing electrical infrastructure serving the Civic Center, including the capacity of the main electrical panel and any subpanels. b. Evaluate the condition and code compliance of current electrical systems . c. Evaluate the interior and exterior lighting control system for efficiency, functionality, and integration with energy-saving technologies. d. Note: The City will provide available as-built plans of the Civic Center's electrical panel and parking lot to the awarded firm to assist in this evaluation. 3 of 6 2. Forecast of Future Electrical Demand a. Project future electrical loads based on: i. Electrification of the City’s fleet. ii. Installation of electric vehicle (EV) charging stations (fleet and public use). iii. Potential future expansion of facilities or amenities requiring power . iv. Integration of solar photovoltaic systems and battery storage. 3. EV Charging Infrastructure Planning a. Identify feasible locations for fleet and public EV chargers. b. Determine potential impact on existing parking layout, including parking loss and relocation needs. c. Evaluate ADA compliance and identify any necessary improvements or enhancements to accommodate EV infrastructure. 4. Sustainability Enhancements a. Provide feasibility analysis and conceptual recommendations for: i. Solar carports in parking areas. ii. Battery storage for backup power or peak shaving . iii. Renewable energy opportunities that enhance site resilience and reduce operating costs. iv. Improvements to the existing emergency backup generator system. 5. Infrastructure Recommendations a. Identify necessary improvements, upgrades, or replacements for the Civic Center’s electrical system to accommodate projected future demand. b. Recommend phasing strategies if immediate full-scale implementation is not feasible. 6. Conceptual Plan and Deliverables a. Provide a written Sustainability Study report summarizing all findings, analyses, and recommendations. b. Deliver a conceptual site plan (preliminary design) showing the potential locations of new electrical infrastructure, EV chargers, solar arrays, battery units, and revised parking/ADA configurations. c. The conceptual plan and study will be used by the City to develop a subsequent scope of work for design and engineering. OPTIONAL TASKS The following tasks are not mandatory for the base scope of work but should be addressed as optional services the consultant is capable of providing and may be authorized by the City at its discretion: 4 of 6 A. Utility Coordination and Incentive Identification • Coordinate with Southern California Edison (SCE) or other applicable utility providers to discuss electrical service needs and upgrade options. • Identify applicable funding opportunities, rebate programs, and technical assistance resources (e.g., CALeVIP, SCE’s Charge Ready Program, California Energy Commission grants). B. Financial Planning and Phasing Strategy • Develop a high-level cost overview of recommended infrastructure upgrades and sustainability improvements. • Suggest a phased implementation plan with priorities, estimated costs, and potential funding sources. • Provide optional financing or budget strategies to help the City pursue implementation in alignment with available resources. PROPOSAL CONTENT AND FORMAT 1. PROJECT TEAM: Please provide an organizational chart indicating principles and key project team members. Also, provide resumes of the key personnel involved with this contract including personnel from sub-consultants (if any). Identify the experience of the personnel assigned and briefly outline the responsibilities of each member. If any changes in personnel occur during the contract period, the consultant shall notify the City and furnish the same required information. 2. FIRM’S EXPERIENCE/REFERENCES: List three (3) public agencies where similar services are being provided. Provide the following information: agency name, project manager's name, and services provided. 3. PROJECT UNDERSTANDING: Describe the approach and methods that will be used to complete the work described in the scope of services. Provide enough detail to distinguish the various work required for each task. Also, identify any potential concerns or problems that your firm anticipates during the term of this contract. 4. SCHEDULE: Provide a proposed schedule to accomplish all of the required tasks. Be sure to include time for City review/approval milestones. The final study should be completed no later than January 2026 to ensure it can be programmed into the City’s FY 2026/27 Capital Improvement Program as a design project. 5. FEE PROPOSAL: Provide a “not-to-exceed” for each year to provide the required scope of services, and state the assumptions on which the estimates are based. 5 of 6 Also, provide the hourly rates of all personnel assigned to the contract. These rates may be used to negotiate additional design work at the City’s request. 6. AGREEMENT: Attachment 1 is a copy of the City’s Consultant Services Agreement. A statement must be made in the proposal that all terms and conditions are acceptable. No exceptions to this agreement are allowed. GENERAL TERMS AND CONDITIONS 1. Issuance of this Request for Proposals (RFP) and receipt of proposals does not commit the City to award an agreement. The City expressly reserves the right to postpone the bid opening date for its own convenience, to accept or reject any or all bids received in response to this RFP, to negotiate with more than one vendor concurrently, or to cancel all or part of this RFP. 2. The City reserves the right to reduce or revise elements of the scope of work prior to the award of any agreement. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any agreement will be awarded pursuant to this Request for Proposals, 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 agreement will be borne by the bidder. 3. Proposals shall be submitted on the forms supplied by the City of Diamond Bar and contained herein. 4. All proposals, bids, and quotes must be typewritten or written in ink. No erasures will be permitted. Mistakes may be crossed out and corrections made adjacent. Corrections must be initialed by the person signing the bid. 5. Proposals submitted may be withdrawn by written or email request received by the City before the hour set for opening. After such hour, it may not be withdrawn. 6. The City reserves the right to reject any or all proposals and to waive any informality or technical defect in a proposal. 7. All proposals must be signed by a responsible officer or authorized employee of the firm, giving the firm’s name and address. Obligations assumed by such signature must be fulfilled. 8. Submissions of a signed bid will be interpreted to mean that the bidder has thereby agreed to all of the terms and conditions set forth in the bid package. 9. CONTRACT PERIOD: The term of the contract will be until the completion of all services rendered. 6 of 6 10. INVITATION FOR INTERVIEW (OPTIONAL): Firm(s) selected for further consideration for all or parts of the tasks in the scope of work may be contacted to arrange for an interview with City Staff via a virtual meeting platform. Should a firm be asked to participate in the interview, the principal and personnel assigned to the City should be available to discuss the following: • Major elements of the proposal; and be prepared to answer any questions raised to clarify in detail, and • Satisfactory performance on similar past/current work and description of previously/current related experience for assigned personnel. 11. SELECTION PROCEDURE: Criteria for evaluation of proposals may include, but need not be limited to, the following: • Responsiveness and comprehensiveness of proposal. • Firm’s and assigned personnels’ experience with the City of Diamond Bar and other public agencies. • Quality of previous work performed by the firm. • Resources and fees required to perform the requested services. • The firm’s comments on the consulting services agreement. • References. 12. 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 proposal and may elect to make a decision without further discussion or negotiation. This solicitation is not to be construed as a contract of any kind. The City is not liable for any costs or expenses incurred in the preparation of the proposals. The right to issue supplementary information or guidelines relating to this request is also reserved by the City. All proposals submitted to the City in response to this RFP shall become property of the City. 13. FEE PROPOSAL: A fee proposal shall be submitted separately, including a detailed schedule with all proposed staff, the hours each person will devote to a given task, and all reimbursable services to complete work described in the proposed Scope of Service. The fee proposal(s) shall be uploaded on PlanetBids separately bearing the name, address, and telephone number of the individual or entity submitting the proposal. 14. INSURANCE: Proof of insurance requirements addressed in the professional services agreement of this Request for Proposal shall be submitted by the selected Consultant upon execution of the contract for submittal to the City Council. The selected Consultant must submit a "Statement Certifying Insurance Coverage" certifying that the required insurance coverage will be obtained by the Consultant, and that the Consultant understands said coverage is prerequisite for entering into 7 of 6 an agreement with the City. The Consultant is required to confirm with its insurance carrier that it can meet all the requirements for insurance. Failure to meet the insurance regulations as set forth shall result in the Consultant's disqualification. 15. AGREEMENT: A copy of the City’s consultant services agreement can be found as Attachment 1. A statement SHALL be made in the proposal that all terms and conditions including insurance requirements are acceptable. ATTACHMENTS SCHEDULE • ATTACHMENT 1 Sample Contract Agreement RFP SCHEDULE • April 17, 2025 Release of RFP • May 15, 2025 Proposals Due to the City • May 20-22, 2025 Invitation for Interview (Optional) • June 2025 Award of Contract SUBMITTAL OF PROPOSALS An electronic copy of the proposal, in PDF format, shall be uploaded onto PlanetBids on or before two o’clock (2:00) P.M. on Thursday, May 15, 2025. Only electronic proposals will be accepted. Use the link below to register: https://www.diamondbarca.gov/712/RFP-RFQ- BID-Opportunities. QUESTIONS Any questions can be posted within the Q&A Section in PlanetBids. Please post all questions no later than 4:00 P.M. on May 8, 2025. Sincerely, David G. Liu, P.E. Director of Public Works/City Engineer