Loading...
HomeMy WebLinkAbout8.3 Library Design RFP ~. r . CITY CLERK File # D~~~-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 15,1998 SUBJECT: Request for Authorization to Distribute a Request for Proposals for the Design of the Civic Center Library (Report prepared by: Jeri Ram, Senior Planner)~ EXHIBIT ATTACHED: 1) Request for Proposals (RFP) RECOMMENDA TIO~: 1) Receive presentation from staff / r 2) Appoint City Council Member to the Screening Commitee 3) Deliberate 4) Authorize Staff to Initiate Process to Hire a Consultant Team FINANCIAL STATEMENT: Distributing a Request for Proposals will initiate the process to hire a consultantteam to design the library. There is no financial impact to the City by initiating the process. Once the City has proposals from qualified teams, staffwill prepare an analysis for the City Council of the financial impact to the City. . DESCRIPTION: The Request for Proposals will begin the design process for the Library. The purpose of a Request for Proposals is to solicit proposals for a consultant team to design the new Dublin Civic Center Library. BACKGROUND: In September 1998, the City Council approved the Library Planning Task Force Report. In the Report, the Task Force recommended that a 37,000 square foot library be built at the Civic Center. The Task Force determined that a central facility constructed at the Civic Center would best serve all the residents of Dublin. PROCESS: The Request for Proposals (RFP) has been designed to solicit proposals from a team of consultants to design the new Library. It is anticipated that the teams would be comprised of architects, landscape architects, engineers, library space planners, and interior designers. e----------------------------------------------------------------~----------------------------------------------------------------------------- COPIES TO: 6 ITEM NO. 0..8 The Table below summarizes the process and timing to hire the consultant team: . SEQUENCE OF EVENTS TO HIRE CONSULTANT TEAM EVENT City Council Meeting - Authorizing Request for Proposals and Appointing City .councilmember to Screening Committee Request for Proposals Circulated Proposals due to the City Screening Committee Review of Proposals Interviews of Consultant Teams by Screening Committee Negotiations and Reference Checks City Council Meeting awarding Contract TIME FRAME December 15, 1998 December 15, 1998 - January 20, 1999 January 20, 1999 January 21 - February 10, 1999 February 17, 1999 - February 22, 1999 February 23, 1998 - March 8, 1999 March 16, 1999 Screening Committee: Staff is proposing that a Screening Committee is formed to review the Proposals and interview selected consultant teams. It is recommended that the Screening Committee be comprised of one City Councilmembee three members of City Staff (the City Manager, Project Manager, and Director of Parks & Community Services), an Engineering Consultant, and a member of the Alameda County Library Administrative Staff. A ward of Contract: Once the Screening Committee has completed its ranking of the Consultant teams, negotiations have concluded and references have been checked, staff will return to the City Council for the award of the contract. It is anticipated that the award ofthe contract will be at the March 16, 1999, City Council meeting. RECOMMENDATION: It is recommended that the City Council receive a presentation from staff, appoint a City Councilmember to the Screening Committee, deliberate and authorize City staff to distribute the Request for Proposals (Exhibit 1). G:\Cit)" Library\CCSRFPDec 15 e 2 :. . . REQUEST FOR PROPOSALS FOR CITY OF DUBLIN NEW CIVIC CENTER LIBRARY ~ Summary Description: Key Dates: Proposals Due: Presubmittal Conference: Interviews: The City of Dublin is requesting proposals from qualified; interested teams comprised of a Building Program Planner (library space planner), Architect, Interior Designer, Landscape Architect, and Engineer to design a new 37,000 sq.ft. library to be built at the Civic Center. January 20, 1999, by 5:00PM (faxes not accepted) Jeri Ram, AICP Senior Planner Community Development Department 100 Civic Plaza Dublin, CA 94568 January 5, 1999, at 2:00PM Regional Meeting Room Dublin City Hall 100 Civic Plaza Dublin, California Week of February 17, 1999 Regional Meeting Room 100 Civic Plaza Dublin, California Award of Contract: March 16, 1999 Screening Committee: Contact: Members of City Staff, Alameda County Library Staff, and one City Councilmember Jeri Ram, AICP, Senior Planner Project Manager, City of Dublin (925) 833-6610 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 2 . . TABLE OF CONTENTS I. DESCRIPTION OF PROJECT AND BACKGROUND page 3 II. SCOPE OF SERVICES TO BE PERFORMED page 5 III. ORGANIZATION OF PROPOSAL page 10 IV. CITY CRITERIA page 13 V. PROPOSAL REQUIREMENTS page 14 VI. OVERALL TIMING page 15 VII. LIMITATIONS page 15 VIII. CONSTRUCTION MANAGEMENT page 16 IX. OTHER CITY REQUIREMENTS page 16 . X. CO NT ACTS page 16 . 12/09/98 . . . CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 3 -A-- I. DESCRIPTION OF PROJECT: The City of Dublin will be building a new civic center library to meet the current and projected future needs of the citizens of Dublin. A City Task Force determined that a central facility constructed at the Civic Center would best serve all the residents of Dublin. The Task Force has recommended that the City construct a 37,000 square foot building to include: + 34,000 square feet of dedicated library space + 600 square feet for Friends of the Library storage and workspace + 2,400 square feet for community meeting rooms. The plan is to construct the entire 37,000 sq.ft. building initially and phase the furnishing of the library to occupy 20,000 sq.ft. in the year 2003. The remainder of the library would be furnished in the year 2010 to meet the projected City build out population of 58,000. The Friends of the Library and meeting room spaces would be furnished and occupied during the initial stage. The City of Dublin wishes to retain a qualified team of professionals to develop a detailed Building Program, design the facility, plan for the furnishing of the library, prepare contract documents and carry out normal oversight activities during the construction of the library. The assembly of an appropriate design team will be the responsibility of each proposer. The City believes that the following professionals may be required: + Library Building Programmer + Architect + Landscape Architect + Interior Designer + Structural Engineer + Mechanical Engineer + Civil Engineer . Cost Estimator A site plan is provided on the following page for your reference. Existing improvements on the site include City Hall (with the City's central police station> and parking. Adjacent to the City is the Dublin Sports Grounds. The Library could be sited anywhere within the City Hall site, keeping in mind the existing improvements. The City Hall site is approximately 13.28 acres. 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 4 ~... I_~"'" ..~ J \ I I \ \ .. i .i ~ "\ \y ......z ~-- SITE PLAN "\, -- c c: to ,.... Z en "tI o ::0 -l en Q ::0 o C z c en 12/08/98 . o c OJ r n < - C") C") m z -I m :::0 . . . .CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 5 . II. SCOPE OF SERVICES TO BE PERFORMED: A. Overview: The City envisions the project to proceed in the following phases: 1. Detailed Building Program Development 2. Conceptual design alternatives 3. Schematic design 4. Design development 5. Contract documents 6. Construction administration B. Work Scope: The Consultant team will be expected to fully outline their proposed scope of work in response to this Request for Proposals. However, for guidance, the City's expectations are as follows: Phase One: Detailed Buildinq Proqram Development: The Building Program Consultant will complete the draft Building Program and it will be reviewed and approved by the City Council prior to the remainder of the team beginning design work. No other work shall commence on this project without prior approval of City Project Manager. The following items should be included as part of the scope of work for the Building Program Consultant: 1. The Building Program Consultant shall prepare the library building program, using demographic data and information provided by the City Staff, the community, and Alameda County Library Staff to outline space requirements, functional relationships between various program areas, furnishing and equipment requirements, building and technology infrastructure requirements, mechanical system requirements, and all other program information necessary for library design success. The building program must be a two-phase program, to enable the library to be internally expanded in the year 2010. The ability of the library to expand with future technological innovations will be of key importance. The report will need to be clear, useful to both City and Library Staff and architect, well organized, and serve as a reference throughout the design and building process. 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 6 I . 2. The Consultant shall, in coordination with City Staff and Alameda County Library Staff, design and facilitate public input sessions for Building Program development. Successful public input sessions will gather data from library users, special populations (elderly, disabled, children, young adults), and special interests (Friends groups, businesses, etc.; be widely publicized and well-attended; and provide data which improves both the quality/breadth of the Program and its match with community needs. The Consultant shall prepare meeting notes and an analysis of the sessions. 3. The consultant shall, in coordination with the City Staff and Alameda County Library Staff, design and conduct Alameda County Library Staff input sessions for Program development. Sessions should include at least two (initial and final review) one-on-one sessions conducted in person with the Community Library Supervisor, Adult Program Librarian, Children's Program Librarian, Young Adult Program Librarian, and Library Circulation Supervisor. Sessions should also include at least one group session each conducted with the Circulation, Children's and Adult Reference Staff. Each session should include City and County Library Staff. Telephone conversations with the City . Project Manager and Alameda County Library Staff are expected to be extensive throughout the program development. 4. At least two drafts (administrative drafts - 10 copies ea.) of the Building Program shall be submitted for Staff review prior to submittal of the final draft. The consultant will deliver Final Draft copies of the ~ Building Program at completion of the administrative review stage. - Fifteen bound, and one photo ready copy shall be delivered for public review and City Council action. 5. After completion of the Final Draft Building Program, the consultant shall appear before the City Council to present and defend the conclusions reached. Additional presentations, if deemed necessary by the City's Project Manager, shall be at additional cost. A successful presentation will convey the quality of research, extent of public input and appeal of features proposed, in order to support the conclusions reached. After City Council approval 15 bound copies and one unbound camera ready copy of the final Building Program shall be submitted. 6. After approval of the Building Program by the City Council, the consultant shall provide additional consulting services to the City on a . time and materials basis to provide input and advice regarding the proposed architectural design of the library. 12/09/98 . . . .CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 7 .-- Phase Two: Visioninq At a public hearing following the adoption of the Builiding Program by the City Council, the ArchiteCt will conduct a City Council Study session. The purpose of the Study Session will be to develop a "vision" for the Library. The Architect will elicit sufficient information from the City Council to provide direction in the development of the next three phases of design. Information should be gathered regarding design concerns, themes, materials, layout of the site, etc. The Architect should present the strategy for developing this vision with the Proposal. Phase Three: Conceptual Desiqn Alternatives The City wishes to evaluate alternative concepts for the site and building development prior to authorizing the consultant to proceed with the development of schematic designs. The City Council will review and approve the alternative concepts. These concepts should be developed based on the direction provided by the City Council in Phase Two, above. Alternative approaches will be considered, but the City currently anticipates that the Consultant will carry out the following scope of work: 1. Development of three (3) alternative concepts for the site and building development. Architect shall work closely with City and Library Staff to develop these alternatives. These concepts should include the following: a. Site plan showing the relationship to the building, to parking, service and other site features including existing buildings; b. Diagrammatic floor plans showing major library components (e.g., adult services, young adults, circulation, etc.) and their relationship to others. Plans should reflect the sizes established in the Building Program; c. Phasing concept plan to reflect the two-phase furnishing and occupation plan outlined above; d. Prepare a handout (for City Council) that includes graphics and evaluates the alternatives with advantages and disadvantages; e. Recommended concept, with ideas on architectural features that might be incorporated into the design. These features 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 8 1- . should elicit comment from the City Council on whether the design direction is appropriate. 2. Presentation of the concept alternatives to the City Council for their review, selection and direction before proceeding with the schematic design. Phase Four: Schematic Desjon A schematic design shall be prepared based on the alternative selected by the City Council. The City Council will review and approve the Schematic Design. The schematic design process shall include: 1. Building plans showing all Program spaces, walls, windows and structural supports and furnishings; 2. Building sections showing building volumes; 3. Building Elevations; 4. Materials Board; . 5. Description of mechanical and structural systems; 6. Review by City and Library Staff, as well as the Building Program Consultant initially and prior to completion of the schematic design; 7~ Preparation. of a schematic level cost estimate. 8. Preparation of presentation materials for City Council, as well as reduced handouts; 9. Presentation of the schematic design to City Council for their approval. Phase Five: Desion Development The Architect will prepare design development drawings and outline specifications to include all building systems, security systems, energy management, telecommunications, materials, computers, furnishings and site development. The design development package will be approved by the City Council. The design development drawings should include, but shall not be limited to: . 12/09/98 . . . "CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 9 -6. 1. A site plan for the library, associated landscaping and parking areas. The site plan should integrate successfully with the existing buildings and landscape of the Civic Center, providing vehicle and pedestrian connections between public spaces. The site plan should provide for adequate parking for the new building use. 2. Design of the interior of the library by the Architect or.lnterior Designer (following the building space plan), shall include floor plans, wall and floor coverings, public display areas, furnishings, lighting, special needs areas, which may include: children's room, senior areas, study areas, etc, depending upon the outcome of the Building Program. Interior color schemes, concepts and cut sheets shall be presented to the City Council with the Architect's preliminary design and cost estimate. 3. In consultation with the City, Library Staff and Library Building Program Consultant, an interior phasing plan shall be refined based on the approved Building Program. This phasing plan shall be presented to the City Council with the Architect's design development drawings. 4. A landscape plan that includes the area surrounding the building, parking areas. The landscape plan should be of a quality and design that integrates the new building into the Civic Center Campus. The preliminary design shall include rough grading for the entire site, a plant palette, theme and any special features, such as public art, focal points, etc. The landscape plan shall be included in the design development drawings cost estimate noted above. 5. Two cost estimates for the design development drawings shall be prepared, one for the Phase 1 construction and another for the Phase 2 build out (in 2010 dollars). Phase Six: Contract Documents The architect will prepare construction documents based upon the approved design development drawings and cost estimate approved by the City Council for Phase One of the project. Construction documents shall include all site work as well as construction documents of the building. City shall review and approve construction documents and estimates at 50%, 80% and 100% completion points. The Architect will assist the City in obtaining and evaluating competitive bids for the facility and furnishings. , 2/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 10 .~ . Phase Seven: Construction Administration The Architect shall provide normal construction administrative seNices including, but not limited to, interpretation of the contract documents, review and approval of shop drawings, periodic site visits and review at contractor request for payment. III. ORGANIZATION OF THE PROPOSAL: The organization of the proposed scope of work is described in this section of the Proposal guidelines. This format must be followed by all potential consultants. A. Introduction A general introduction and description of the proposed approach and methodology shall be provided. The introduction should include a statement on the team's approach to design problem solving as applicable to the Dublin Civic Center. The format of the introduction and description . of the approach is at the discretion of the consultant. 8. Plan of Studv/Scooe of Work Describe the work program to accomplish the approach described above. The work program should address issues identified in the Project Description and shall provide a detailed description of the work to be accomplished. The organization of the specific work activities in the plan of study should be broken down into tasks, subtask, and the anticipated result or output as follows: TASK: An overview of a related group of subtasks or activities. Normally one or two sentences. SUBTASK: A detailed description of the work, including the methodology to be performed. Generally one to ten paragraphs depending upon the complexity of the activities described in the subtask. OUTPUT: A description of what the result of this particular activity or subtask is. Generally one sentence. . 12/09/98 . . . . CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 11 -e- The task, subtask, output format for all the work activities should be repeated throughout the plan of study until all the proposed work has been described in detail. C. Cost: The cost for the work activities of the work program (task, subtask, output = $$) noted above under "B" (scope of work), should be provided in two separate sealed envelopes. 1. Provide one sealed envelope with the cost for proposed work activities (task, subtask, output = $$) under the Building Program. This envelope will be opened and reviewed during the initial review of the proposal. 2. Another sealed envelope should be provided with the cost for work activities (task, subtask, output = $$) for the remainder of the team's proposal (with everything but the Building Program scope of work costs). 3. Following the tentative selection of the consultant team, the sealed envelope for the Architect, Landscape Architect, etc., that contains the cost for each task will be opened. The City will begin negotiations for the final fee for the work, utilizing fees submitted by the other consultants as a basis for determining a reasonable cost for the work. The City reserves the right to terminate negotiations with the selected consultant if consensus cannot be reached on the appropriate fee, and begin discussion with the next ranked consultant. D. Proiect Schedule: Describe the time schedule for each proposed task and subtask described above. Proposed work periods and completion dates, as well as the anticipated meeting dates should also be identified. Provide a Gantt Chart (or other timeline method) that will be used to internally direct this program. E. Subconsu~ants: List all subconsultants proposed for this project. Include their resumes, qualifications and specific responsibilities. F. Relevant Experience: 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 12 ..e- - . Provide the name and background information of each member of the team who will do the actual design work and who will work with the City on a regular basis. Additionally, provide the names and background of all other professional Staff that will be working as part of the design team. An organizational chart should be included as well as resumes for each partiCipating Staff person. Provide the relevant previous experience of the lead person for the project. Do not include work done by the firm that the lead person did not have a primary role in designing. List at least three complete projects of a similar scope and nature to this proposal that the lead person from each firm had primary design responsibilities including: 1. Project address; 2. Reference (with telephone number) 3. Year of Completion; and 4. Brief written description of the project. . G. Project Reports: The following list indicates the number and types of reports, or plans that the City will require for this project: 1.- Ten copies of two administrative draft Building Programs; 2:- Fifteen bound copies and one reproducible of one final draft Building Program; 3. Fifteen bound copies and one reproducible copy of the Final Building Program; 4. Onsite improvement plans shall be prepared at a scale of 1" = 20', Architectural plans shall be prepared at a scale with sufficient detail to show the elements of the building. The consultant shall supply the City with a mylar and an electronic file of the final design of the building. 5. Sufficient sets of plans for City Council review for each alternative, schematic set and preliminary set of plans. Color presentation set of elevations, a rendering and floor plans for the design development plans for City Council Meeting. 6. Ten copies of each set of construction drawings and estimates will be req u ired. 7. The consultant shall prepare technical specifications for inclusion in the City's standard bid documents. Specifications shall be supplied on . 12/09/98 . . . ~CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 13 A.- both a camera-ready hard copy and a diskette in Microsoft Word 97 format. 8. The consultant shall supply the City with a mylar and an electronic file of the as built onsite engineering improvement plans of the site within one month of completion of construction; and 9. The consultant shall supply the City with a mylar of the as built architectural drawings, to be submitted within one month of completion of construction. H. Statement of Offer and Sionature: The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 60-day period. IV. CITY CRITERIA The City's criteria in selecting a design team will include but not be limited to: . The team's background and capabilities, including each firm's history and areas of specialization, or particular expertise. . The background of the individuals who will do the actual design work and who will work with the City on a regular basis. . The background of all consultants on the team who are proposed to assist in the development of this project. . The relevant previous experience of the lead person for each firm in the team; . The team's experience in designing public libraries (or of a similar scope for a Landscape Architect); . The team's expertise in working with citizen groups; . The team's proven techniques for managing architectural, library space planning and engineering design and production including interdisciplinary coordination, client involvement and project cost control; and . The team's ability to meet the City's schedule. 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 14 .~ . v. PROPOSAL REQUIREMENTS: A. Criteria for Proposal Acceptance Primary consideration will be given to the general appropriateness of the proposal of the project, the technical competence and creative ability of the consultants (as described in the proposal) and the firm's willingness to work closely with City Staff. The City reserves the right to reject all proposals that are inappropriate or inadequate. Selection of a Consultant will be based on the content of the written proposals received by the Project Manager. Additional materials may be submitted at the time of the interview. The selected Consultant will be notified by letter of the selection. The contract will be awarded only to a responsible Consultant. In order to qualify as responsible, a prospective Consultant must meet the following standards, as they pertain to this Request for Proposal. 1. The Consultant must have adequate technical and financial resources for performance, as well as adequate equipment, or have the ability to obtain and to manage such resources and equipment as required during the performance period of the proposed contract. . 2.-- The Consultant must have the necessary experience, organization, technical qualifications, skills, and facilities or have the ability to . obtain and to manage them (including any subconsultant requirements). 3. The Consultant must be able to comply with the proposed or required performance schedule for this project. 4. The Consultant must have a satisfactory record of contractual performance. 5. Each Consultant firm must be able to provide insurance coverage as follows in conformance with the City of Dublin's requirements: a. General Liability Insurance: b. Automobile Insurance c. Workers Compensation Insurance d. Professional Errors and Omissions Insur. $1,000,000 $1,000,000 $1,000,000 $1,000,000 . 12/09/98 . . . CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 15 -6- 6. The Consultant must be otherwise qualified and eligible to receive an award under all applicable laws and regulations. B. Submittal of Proposal: One original (reproducible and submitted in loose-leaf, 81/2 X 11" format, with numbered pages) and five copies of the completed proposal must be received by the City of Dublin, Department of Community Development, 100 Civic Plaza, Dublin, CA 94568, by 5:00 PM on January 20, 1999. Faxes will not be accepted. All proposals, as well as any modifications, received at this office after the hour and date specified above, will not be accepted. All proposals will become the property of the City of Dublin and will not be returned. C. Review of Proposal/Selection for Interview: A Screening Committee which may include City staff, consultants, Alameda County Library Staff and City Council will review each proposal. Those Consultant Teams which most closely meet the needs of the City will be notified of an interview. Interviews are scheduled to take place during the week of February 17,1999. VI. OVERALL TIMING: The City of Dublin is desirous of completing the Library project not later than 43 months from start of contract. It is anticipated that the !,-ibrary Building Program Consultant will complete the draft Library Building Program (space plan) prior to the remainder of the team beginning work. The City will also expect that the Library Building Program Consultant will continue working on the Team throughout the project development. VII. LIMITATIONS: A. All reports and pertinent data or materials shall be the sole property of the City of Dublin, and may not be used or reproduced in any form without the explicit written permission of the City. B. The City reserves the right to extend the time allotted for the proposal, to examine verbally the bidder in person, and to request and best and final offer, should the City deem that it is in its best interests to do so. C. This request for a proposal does not commit the City to award a contract, or to pay any costs incurred in the preparation of the proposal. The city 12/09/98 CITY OF DUBLIN REQUEST FOR PROPOSALS PAGE 16 .., .. . reserves the right to accept or reject any or all proposals received as a result of this request for proposal, to negotiate with any qualified consultant, or to cancel this request in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions or their proposal as may result from negotiations. VIII. CONSTRUCTION MANAGEMENT The City intends to hire a separate Construction Management Firm to assist in construction management for the project. The Construction Manager will be hired by the City, when appropriate, to assist in any value engineering that may be necessary for the project. Construction documents will be submitted for the review and approval of the Construction Manager for the project. IX. OTHER CITY REQUIREMENTS The approval of this project will include environmental review. The City Staff will prepare all documents necessary to comply with the California Environmental Quality Act. . X. CONTACTS: The following list of names and telephone numbers may be useful in the preparation of your proposal: Jeri Ram, Senior Planner Project Manager, City of Dublin (925) 833-6610 Eddie Peabody, Jr., C.D. Director (Acting Building Official) (925) 833-6610 Lee Thompson, City Engineer (925) 833-6630 Dublin San Ramon Services District (Water and Sewer Purveyor) (925) 551-7230 Jim Ferdinand, Fire Marshal (925) 833-6606 . 12/09/98