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HomeMy WebLinkAbout4.06 RFP Civic Center Project od CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 25, 1986 SUBJECT Kolb Park Grant Application EXHIBITS ATTACHED 1) Application for Local Assistance Grant 2 ) Resolution Approving Application for Grant Funds Under the California Park and Recreational Facilities Act of 1984, Regional Competitive Program 3 ) Project Proposal 4 ) Notice of Exemption 5 ) Location Map 6) Site Masterplan 7 ) Cost Estimate 8) List of Available Funds 9 ) Parks Location Map RECOMMENDATION Adopt Resolution Approving Application FINANCIAL STATEMENT Refer to Exhibits 7 and 8, Cost Estimates and List of Available Funds DESCRIPTION On June 5, 1984 , the California Electorate voted in favor of Proposition 18, the California Park and Recreational Facilities Act of 1984 , providing for the sale of $370 million in bonds to assist with the development of parks . Proposition 18 provides for five separate local grant programs the largest of which is the Regional Competitive Program. Applications for the third and final funding cycle under the Regional Competitive Program are due by October 1, 1986. There is $5, 327 , 000 in available funds for our region which encompasses the bay area counties . Staff has reviewed the grant process and attempted to identify potential projects . Since this is a competitive program, only the best projects as measured against pre-established criteria, will be funded. Most importantly, the project should meet an identifiable recreation need within the community and every attempt should be made to achieve the greatest ratio of recreation benefits to project costs . Funds are available for development, rehabilitation and restoration projects . The types of projects most often funded are neighborhood, community and regional parks . Given this criteria, staff has determined that the most appropriate project would be the renovation of Kolb Park. At the regular meeting of April 28, 1986, the Council approved the masterplan outlining design criteria for the site . Additionally the City Council approved the 5-year Capital Improvement Program at their June 26, 1986 meeting, which provides for development of Kolb Park in Fiscal Year 1986-87 . The Murray School District has initiated the proceedings necessary to enable them to sell the City the property for the park under the Naylor Act . The final sale is pending approval of the State Department of Education. The total project cost, as shown in Exhibit 7 , is estimated to be $913, 120 . A breakdown of available funds is shown in Exhibit 8 . ----------------------------------------------------------------- ITEM NO.: 02-°°—/ 0 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 8, 1986 SUBJECT Request for Proposal: Civic Center Project Construction Manager/Inspector EXHIBITS ATTACHED Proposed RFP RECOMMENDATION U • Authorize Staff to proceed with circulation of the RFP and selection process . FINANCIAL STATEMENT: Undetermined. Staff will provide a proposed agreement based on proposals received. Costs will be paid from proceeds of the Civic Center Certificates of Participation. DESCRIPTION The City is embarking on the design and construction of the civic center process . To assure that the City ' s interests are closely monitored, it has been recommended that the City procure the services of a Construction Manager. Mr. Arnie Hollander, who prepared the 'Architectural Scope of Services for . the project outlined the advantages of having technical expertise available on this project. The time frame for the completion of the project is extremely tight , and among the responsibilities of this individual would be to assure that,.. critical deadlines were met. A professional Construction -Manager can save project monies during pre-construction and construction phases . The Construction Manager would provide technical expertise to City Staff during the design phase . This will be extremely helpful in reviewing recommendations of the Architectural Design Team pertaining to materials , machinery and equipment. During construction, the Manager will act as the City ' s representative to assure that the construction contractor is following the plans and specifications . This review and control is independent of the inspection process which will be conducted by the City' s Building and Safety contractor and any other public agencies having jurisdiction. The project will be coordinated internally through the City Manager ' s Office. It is proposed that the Assistant to the City Manager will have responsibility for the daily supervision and coordination of the project. This will involve the coordination and scheduling for both input and approval between City Council, City Departments, outside agencies, Design Team and the general public . It is recommended that a committee comprised of City Manager, Assistant to the City Manager, Building Official and City Engineer review the responses and provide a recommendation at the regular City Council meeting on October 13, 1986 . Staff recommends that the City Council authorize the circulation of the Request for Proposal and approve the selection process . COPIES TO: ITEM NO. 114. . REQUEST FOR PROPOSAL CONSTRUCTION MANAGER/INSPECTOR FOR CITY OF DUBLIN • CIVIC CENTER PROJECT I . PROJECT DESCRIPTION The City of Dublin desires to contract with a consultant to administer Construction Management Services for the Civic Center Project. Improvements consist of the construction of Administrative Offices, Police Services Facility and City.Council Chambers . The construction will take place on a 10 acre site and will also include parking and other site improvements . A preliminary estimate of the building program is 25, 000 square feet. The City anticipates that an architectural firm will be selected on September 8, 1986 . The design team will have the following responsibilities : 1 . Work with the City in identifying its future space requirements for not only present City services, but also services which the City will provide in the future. 2 . Prepare a site plan which identifies the location of not only the facility initially to be built, but also identifies the relationship of that facility to other potential uses on the site, as well as adjacent uses . 3 . Design_City Administrative Offices , a Police Facility and City Council Chambers . The proposed project coordination would include efforts to move the contract from design to bid to construction as quickly as possible, as well . as to assist the City Staff with all of the coordination efforts . The expertise of the Construction Manager will be utilized in the preliminary design and programming stages to review recommendations presented by the Design Team. The City has a short time frame for the completion of this • project and it is desirable to obtain occupancy no later than September 3 , 1988 . The City will assign a Staff member who will be a designated Project Coordinator and represent the City' s interests . This individual will act as liaison between outside parties and the individual City Departments which will have responsibility for providing input and review of various phases of the project. II . SCOPE OF WORK FOR CONSTRUCTION MANAGER, INSPECTION AND ADMINISTR2,TION In providing the services required by the City, the Construction Manager will act under the overall direction of the City Manager and the direct daily supervision of the agreement will be the responsibility of the Assistant to the City Manager. Page 1 The Construction Manager will work with the Design Team selected by the City during the preliminary phases of the project. The work will include a review prior to going to bid of the plans and specifications, to assure that they are in the best interest of the City. The Construction Manager will also assist the City in analyzing bids prior to going to the City Council for award. The individual selected shall become familiar with the plans and specifications so as to represent the City' s interests during . construction. SERVICES DURING PRE-CONSTRUCTION The City' s intent is to select a Construction Manager early in the development process . This will provide continuity and allow for input at critical decision points . The Manager will review recommendations by the design team on materials, equipment, design features, etc . , and provide the City with a recommendation or alternative . The Construction Manager will be working to advise the City whether the design recommendations are cost efficient in both short and long term. The design team will be providing a cost estimator who will produce construction estimates at various stages of the project. It is estimated that the actual construction period will last for approximately 12 months and will begin in July, 1987 . The City may elect to pre-bid specific elements of the project such as machinery and equipment, or site improvements . The purpose of this approach would be to assure that the project will proceed in a timely manner. During the pre-construction phase, the Construction Manager will become familiar with the plans, specifications and working drawings, assisting the City Staff in pteparing all the necessary details for calling and . advertising fore bids . During the bidding process, the Construction Manager will assist those contractors interested in bidding on the project so as to assure the greatest number of bidders . The Manager will assist City Staff with analyzing bids and helping with recommendations to the City Council . Once a bid is accepted, the Construction Manager will assist the contractor to start construction. The Construction Manager will also assist the City Departments as necessary and inspect all project plans prior to final approval . SERVICES DURING CONSTRUCTION The Construction Manager will represent the City during construction of the project. The Construction Manager will perform the following specific services : 1 . Coordinate the efforts with the architect, contractor and provide liaison to the City through the City ' s Project Coordinator. The degree of coordination between the architect and the Construction Manager will be defined in a comprehensive manner in the service agreements . 2 . Provide on-site coordination to assure that the project meets the plans and specifications and stays on schedule. Page 2 F 3 . Review, evaluate and furnish recommendations regarding contractor ' s performance, construction schedule and any other matters related to compliance with the contract. 4 . Provide a daily log of events and activities so as to secure the City' s interests and monitor work accomplished in accordance with the contract . 5 . Review and furnish recommendations with respect to contract correspondence, minutes of meetings and directives to be issued to secure the interests of the City. 6 . Review and make recommendations regarding payments to contractor including Change Orders, when applicable and recommendations regarding any proposed changes . 7 . Be on the site on a daily basis as necessary to secure the interests of the City. 8 . Attend all construction-related site meetings with the City ' s representatives, contractors and other meetings between related parties as required. Maintain separate notes on such meetings . 9 . Maintain for use of the City a current and complete set of plans and specifications . 10 . Review, coordinate and assist in the preparation of all payment requests and present to City for approval . 11 . Assist- in calling for inspections at the appropriate time and - assist with providing any information to the City Departments as required. 12 . With City Staff, direct and check out utilities operation system and equipment for readiness and assist in initial start-up and testing. III . CONSTRUCTION MANAGER' S RELATIONSHIP WITH THE CITY Construction Manager ' s services rendered will be those of an independent contractor and not those of an employee or officer of the City. The Construction Manager will be under the overall direction of the City Manager and direct supervision of the Assistant to the City Manager (Project Coordinator) . The responsibilities of the Construction Manager will be restricted to the interpretation and clarification of the plans and specifications, direction of the activities of inspectors under the Construction Manager' s jurisdiction, and maintenance of records necessary to ensure quality control and contract compliance. The responsibilities and the authority of the Construction Manager will not include the design of any facilities, the right to make any changes in the plans and - specifications without approval of the City or any material deviation from contract requirements . Except as expressly provided in the contract for professional services, the Construction Manager will not be empowered to act as agent for the City. Page 3 IV. CONSTRUCTION MANAGER' S FURNISHED SERVICES During construction, the City will provide secretarial services to • assist the Construction Manager, when necessary. The Construction Contractor will provide office space for the Construction Manager on the site, including telephone, workspace, utilities, etc . The Construction Manager will provide at its own expense all transportation necessary to performance of the services described herein.: V. CONSTRUCTION MANAGER' S PROPOSAL In submitting a proposal, please provide all of the information requested below in the given sequence. Please submit ten (10) copies of your proposal. 1. Name and address . 2 . A resume which includes special emphasis on experience in construction and construction management. The Construction Manager must_ have at least 5 years ' experience on major construction facilities . 3 . A financial statement. 4 . Your experience as a Construction Manager. 5 . Your experience in construction. 6 . A statement in no less than 1, 000 and no more than 1, 500 words on how you will undertake this assignment. The statement should stipulate why you feel qualified for this particular project. 7 . A representative list of projects the Manager has been associated with including the location, date construction began, total construction amount, type of project, name and telephone number and contact person of the responsible agency or company awarding the contract. Include a statement for each project, of the function performed by the firm or individual. 8 . Your total cost for the project. The City has a preliminary construction budget of $3 , 500, 000 - $5, 000, 000 for the project. An hourly and a daily fee schedule which will apply if the City requests any work beyond the scope of the contract, and a statement regarding any types of incidental cases anticipated in addition to those listed under Item IV above. 9 . Any additional material which you feel will aid the City in accurately determining your qualifications to perform the work as required. VI . EVALUATION OF PROPOSALS Your proposal must be received by the City Clerk' s office prior to 3 : 00 p.m. , on October 1, 1986 . If you have any questions regarding the proposal phase, contact Paul Rankin or Richard Ambrose at (415 ) 829-4600 . Page 4 E • City Staff will conduct a preliminary evaluation of the written proposals, and then schedule interviews with the individuals considered to be best qualified for this particular project. The interviews will be by a Selection Advisory committee, and a single individual will be selected. SCHEDULE OF PROCESS AND CRITERIA FOR SELECTION 1 . The City reserves the right to accept or reject any or all proposals, and to reject as unresponsive any proposal rot containing all of the information requested in these specifications . 2 . The City reserves the right to amend any aspect of the RFP process . 3 . Only those individuals invited to submit proposals will be - considered and each individual will be evaluated upon: a. Individual qualifications . b. Experience with similar projects in this geographical area. c. General accessibility and availability. d. The responsiveness of the proposal to the City' s specifications e. Cost. 4 . Each individual submitting a proposal agrees to undertake the service if se:,liected, and will not withdraw its proposal for a period of ' forty-five (45) days after the submittal date of October 1, 1986 . 5. The City is not liable for any cost incurred by any individual in the preparation of its proposal . 6 . A Pre-submittal Conference will be held in City Offices, 6500 Dublin Boulevard, Suite 101, on Friday, September 19 , 1986, to discuss the City' s Construction Manager concept and to answer any questions regarding the submittal of proposals . No proposal will be accepted until after the pre-submittal meeting. 7 . Your proposal must be delivered to the City Clerk by 3 : 00 p.m. , on Wednesday, October 1, 1986 . 8 . It is anticipated that interviews will be conducted the week of October 6th and that a recommendation will be presented to the City Council at their meeting on October 13 , 1986 . 9 . For additional information, contact: Paul Rankin, Assistant to the City Manager or Richard Ambrose, City Manager (415) 829-4600 Page 5 F •