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Home My WebLink About8.2 CivicCtrModifDesign ~r' ? , .. CITY CLERK File # D~[Q][QJ-[3][Q] .... " AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 18, 1997 SUBJECT: Civic Center Modification Design Services Report Prepared by Greg Reuel, Economic Development Manager 5~ EXIllBITS ATTACHED: A) Request for Qualification and Cost Proposal RECOMMENDATION: ~ Authorize Staff to issue Request for Qualification for design services relating to space planning modification at the Civic Center. FINANCIAL STATEMENT: It is estimated that design services for the modifications at the Civic Center will be approximately $25,000. ......, '. DESCRIPTION: The Dublin Civic Center was completed in 1989 with a total space of 52,000 square feet. Housed within the Civic Center are the Departments of Administrative Services, City Manager/City Council, Parks & Community Services, Community Development, Public Works/Engineering, and Police Services. Currently, these Departments and public meeting space occupy 47,422 sq. ft. at the Civic Center, leaving approximately 4,500 sq. ft. vacant. Although the building was originally programmed and sized for growth of City Staff capable of serving a City with a population of 40,000 in the Year 2005, as a cost saving measure expansion. areas were constructed without interior improvements. A new programming study needs to be completed to evaluate 1997 space needs and to provide space planning of existing and vacant areas of the Civic Center that will accommodate these needs. New City personnel have created a shortage of current improved work space and with the growth of Eastern Dublin, the Civic Center expansion space is going to be needed to house staff that will be added in order to service the City's expansion. The selected architect will perform services that are outlined in the Request for Qualifications. It is . anticipated that an architect for this project can be selected in May under the following time schedule: . ------------------------------------------------------------------- :, . COPIES TO: ITEM NO. 8.J'l g/cc-mtgsl97-1 qtr/mar-97 /3-18-97 /318space .. '" TIME SCHEDULE FOR ARCHITECTURAL SELECTION 1. Take agenda item to City Council March 18, 1997 .> 2. Mail out RFQ to select list of Architecture Firms March 20, 1997 3. Conduct site inspection April 3, 1997 4. Due Date for RFQ April 10, 1997 5. Interviews April 17, 1997 6. Recommendation to City Council May 6, 1997 7. Negotiation of Contract May 8, 1997 Funds were appropriated in the 1996 CIP in the amount of $25,000 for the hiring of an architect to conduct a space planning assessment and develop preliminary designs and costs to modifY the Civic Center. Upon completion of this study, Staff will be prepared to present a cost estimate for the tenant improvement construction needed to modifY the Civic Center. A separate design contract would be requested at a later date to prepare working drawings and bid specifications for the proposed tenant improvement modification to the Civic Center. .,. . '0 -' -;.. - ~, .- ..' .'" . ~ REQUEST FOR QUAUFICATIONS City of Dublin Civic Center Project I. INTRODUCTION The City of Dublin is requesting a statement of qualifications and cost proposal from professional architects for the programming and space planning drawings to facilitate for growth at the Civic Center. II. BACKGROUND The Dublin Civic Center was completed in 1989 with a total space of 52,000 square feet. Housed within the Civic Center are the Departments of Administrative Services, City Manager/City Council, Parks & Community Services, Community Development, Public Works/Engineering, and Police Services. Currently, these Departments and public meeting space occupy 47,422 sq. ft. at the Civic Center, leaving approximately 4,500 sq. ft. vacant. The building was originally programmed and sized for growth of City Staff capable of serving a City with a population of 40,000 in the Year 2005. A new programming study needs to be completed to evaluate 1997 space needs and to provide space planning of existing and vacant areas of the Civic Center that will accommodate the City's needs into the future. III. SCOPE OF WORK FOR CIVIC CENTER PROJECT . Review of City of Dublin Civic Center programming document. Meeting(s) with Staff (six departments) to review prior programming of Civic Center space and to assess current space requirements of each City Department. Develop Master Space Planning document that outlines best use of Civic Center space for growth anticipated through the year 2005. This will include schematic design only with tenant improvement drawings nm being part of this contract. Development of a cost estimate and project phasing plan to provide the City with practical affordable options for completing the tenant improvements all at once or over a period of time. Development of a time schedule of completing above tasks. Assess parking needs for Civic Center and present design for accommodating future personnel growth at the Civic Center through the year 2005. At the conclusion of the project, develop final report and presentation to the City Council. . . . . . EXHIBIT A -1- \, IV. SUBMITTAL REQUIREMENTS Firms wishing to be considered for this project shall submit, as a minimum, the following: . A. Technical Proposal Consultant shall submit to the City ten (10) copies of a report containing the following: . A statement of relevant experience, both of the firm and personnel to be assigned to the project. . Specific projects the firm and assigned personnel have worked on within the past three years, with contact names and phone numbers of clients. . A list of subconsultants, if any, and their expertise relevant to this project. . A description of the methodology to be used in completing the tasks as outlined in the Scope of Services. . A schedule of delivering professional services. B. Cost Proposal Under a separate envelope marked "CIVIC CENTER PROJECr, please submit a cost proposal which will remain sealed until a consultant is selected. The attached format (City of Dublin Civic Center Expansion Project Design Services Cost Proposal) should be used for the Cost Proposal. :. Copies of proposals shall be submitted by 3:00 p.m., Thursday, April 10, 1997 Addressed To: Firms needing additional information are asked to call: Greg Reuel, Economic Development Manager Phone: (510) 833-6650 Fax: (510) 833-6651 As this is a sealed response, NO FAXES WILL BE ACCEPTED. ;'. '. -2- vt .. .. \t. A. " ' . 1. 2. . PROCEDURES AND EVALUATION OF PROPOSALS Evaluation Criteria Staff: Do the qualifications of key personnel to be assigned to the project coincide with project's requirements? Do assigned personnel have requisite education, experience, and professional qualifications? Familiarity with locality: Does the firm have familiarity with the City to successfully complete projects? How close are the firm's permanent offices to Dublin? Have they completed previous projects in the City? 3. Specific Management Approach: How will the firm apply its management techniques and resources to complete this project in a timely manner and within a stipulated budget? 4. Experience: Has the consultant demonstrated the ability to successfully provide services for projects of a similar complexity and nature as described herein? 5. Organization: Are the qualifications of the firm's personnel suitable for the project and does the firm's organizational structure show sufficient depth for its present workload? 6. Reputation: Are the firm's references from past clients and associates favorable, and does the firm show financial and operational stability? 7. Services Offered: Does the firm offer the breadth and quality of services required for the project? 8. Timing: What schedule is the architect committed to follow in order to complete the project in a timely manner? B. Procedures 1. A site inspection meeting will be held for all interested parties on Thursday, April 3, 1997 at 2:00 p.m. at the Dublin Civic Center. 2. Submittals are due to the City by Thursday, April 10, 1997 as outlined in the Request for Qualification. 3. -The submittals will be reviewed by City Staff. At completion of the review process, consultants will be ranked and the most qualified will be chosen from a UShort List." 4. Firms on the "Short List" mayor may not be asked to formally present their proposal in Dublin and respond to interviewer questions. This determination will be made by Staff following their review of the submittals. If interviews are held, they will be done on Thursday, April 17, 1997 between 9:00 a.m. -12:00 p.m. at the Civic Center. . 5. Staff will analyze proposals and make recommendations of the most qualified firm to the City Council on Tuesday, May 6, 1997. 6. The City will negotiate an agreement with approved design firm on May 8, 1997. 7. The City of Dublin reserves the right to reject any and all proposals. f/greg/rfp/cc-rfp -3- CITY OF DUBLIN CIVIC CENTER EXPANSION PROJECT DESIGN SERVICES COST PROPOSAL PHASE ESTIMATED HOURS COST Programming Master Space Plan Cost Estimate Final Report & Presentation to Council Estimated Reimbursable TOTAL COST $ Hourly Rates of Those to be Assigned to This Project Personnel Hourly Rate -4- - ,. ,"" . :,:.. :,:tt