HomeMy WebLinkAbout8/2/2000 - STAFF REPORTS (35) DATE: August 2, 2000
TO: City Council
FROM: Procurement Manager, Director of Facilities and City Engineer
APPROVE RFP PROCESS TO SELECT DESIGN FIRM FOR RECREATION CENTER TO
INCLUDE NEW SKATE PARK AND SWIM CENTER IMPROVEMENTS
RECOMMENDATION:
That City Council approve staff's development and issuance of a Request for Proposal
(RFP) from experienced and qualified firms to provide professional design services for
development of a recreation center to include a new skate park, in conjunction with
previously planned improvements to the Swim Center.
BACKGROUND:
At the study session of July 12, 2000, the Director of Facilities presented a status report
on efforts to site and develop a skate park. Based on favorable responses from City
Council concerning the proposed site and conceptual project elements, staff looked to
develop a process to move the project forward most expeditiously.
Because an RFP process takes significant time to develop, issue, evaluate and award,
staff looked to see if a single firm could be identified as the recognized leader in design
of skate park facilities of similar size and complexity. Unfortunately from a standpoint
of project timing, this is not the case. At least four firms can be identified initially which
appear to be contractors. More than one of these firms have experience which includes
skate park design experience, coupled with swim center design experience.
Also to be considered is the fact that the informal information gathering process, which
has gotten us to the current point, has included inputs from these firms.
Staff therefore believes that an RFP process is required to move this project forward
and requests the City Council's approval of the process to advertise and circulate the
RFP. A draft public notice is attached for City Council review. A projected time line has
been developed as follows:
DATE ACTIVITY
July 31, 2000 Distribute advertisement and RFP Documents
September 1, 2000 Proposals received (Work Proposals)
September 6, 2000 Evaluation Committee convenes
September 7, 2000 Interviews scheduled, if required
September 8, 2000 Cost Proposals opened after ranking process is
completed
September 20, 2000 To City Council for review/comments and/or award
October 16, 2000 Start - Up of work (Design Work)
November 13, 2000 Conceptual Design Complete (Available for public
review/response and for fund raising efforts)
March 31, 2001 Completion Date of Project Design, including complete
plans, specifications and bid documents.
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APPROVE RFP PROCESS TO SELECT DESIGN FIRM FOR
RECREATION CENTER TO INCLUDE NEW SKATE PARK AND
SWIM CENTER IMPROVEMENTS
Notice that staff has moved expeditiously on this project and a proposed Minute Order
is attached that expresses Council's approval of this process.
Staff recommends that the evaluation committee include members of the community.
City Council may also wish to appoint City Council member(s) to the Proposal
Evaluation Committee.
HAROLD E. GOOD, CPPO DAVID BARAKIAN
Procurement Manager City Engineer
APPROVED: � '� %"� ��
�Gfty Manager OTT MIKE ELL
eirector of Facilities
Attachment: (1) Minute Order
(2) Draft Public Notice
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CITY OF PALM SPRINGS
REQUEST FOR PROPOSAL (RFP 01-01)
PROFESSIONAL ARCHITECTURAL/ENGINEERING AND DESIGN SERVICES
RECREATIONAL FACILITIES INCLUDING NEW SKATE PARK AND
SWIM CENTER IMPROVEMENTS
The City of Palm Springs, CA, requests proposals from qualified professional
architectural/engineering consultants to prepare plans, specifications and estimates (PS&E) and
contract bid documents for providing a 25,000 to 30,000 square foot skate park and modifications
to the existing mechanical systems such as filtration, pumping and chemical delivery systems of
the Swim Center, located in Sunrise Plaza Park between Ramon Road and Baristo Road, and
sharing certain designated facilities with the existing Swim Center.
The proposed improvements of the Swim Center includes upgrade of the filtration system,
modification of chemical delivery system, heating components, and other appurtenances, and
modification of the existing locker rooms, offices, and the addition of a snack bar and modifying the
entryway to service both the new skate park and Swim Center, also access to accommodate the
requirements for both facilities. Additionally, proposal is to include upgrades to existing lighting and
landscaping for both project areas. A map of the existing facilities is included in the Request for
Proposal package as Attachment "A".
SERVICES REQUESTED:
Services and products to be rendered in performing work associated with project development may
include, but may not be limited to:
• Meet with Parks and Recreation Commission and City Council appointed Sub-
Committee(s) to review and respond to public input
• Perform project management and schedule maintenance
• Perform appropriate engineering related field survey and base map preparation
• Perform utility coordination and obtain clearances
• Perform coordination with local, regional, state and/or federal agencies, as
necessary to ensure regulatory compliance
Prepare contract documents, bid documents, special provisions and engineer's
estimates of probable construction costs
PROJECT DEVELOPMENT PROCESS:
Generally, the project development process will be as follows:
1. Preliminary Phase - Conceptual Plans
A. Initial meeting between the consultant and City staff to identify project design
constraints and objectives;
B. Consultant will prepare preliminary concept drawings of the skate park and Swim
Center recreation facility as outlined in the project description and present to staff for review and
comment;
C. Based upon input received from staff, consultant will revise the concept plans
for approval by staff and presentations and revisions as required to obtain approvals from various
City's committees, commissions, and/or agencies
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2. Final Phase - Final Plans, Specifications and Estimates (PS&E)
A. Consultant will submit final plans based upon the approved concept plans.
B. Based upon comments received from the City, consultant will revise the Final
Plans, Specifications, and Estimates (PS&E) and resubmit;
C. Staff approved PS&E may be submitted to various City committees,
commissions and/or agencies for review and comment prior to final approval by the Palm Springs
City Council. Consultant will be expected to prepare any necessary supporting documents required
to obtain approvals;
D. Based upon comments received from the various Commissions and City Council,
consultant may be required to make additional corrections to the PS&E;
E. All approved plans will be provided to the City on compact disk in AutoCAD 14
format, as well as on "E" size Mylar and on 24"x36" bond format. The project specification
documents, including technical specifications, will be provided on 3 '/2" disks in Microsoft Word
2000 for Windows format. The Engineer's estimate will be provided in Quatro Pro 9.0 for Windows
format.
3. Bidding Phase:
The consultant will be expected to provide assistance in preparing the necessary
documents and coordinate advertisement of the project for bid. Technical support during the
bidding and award process will also be required.
4. Proposal Format:
Proposals (work proposal and cost proposal) are to be submitted in separate envelopes
clearly marked with the consultant's name, address and phone number. Only one proposal per
consultant will be considered.
Proposal packages are to be submitted to the City on/or before 2:00 P.M. Local Time,
Friday, September 1, 2000, Proposals received after the stated deadline shall not be accepted.
Proposal packages are to be delivered to Harold E. Good, Procurement Manager, City of Palm
Springs, 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262. Consultants are encouraged
to keep their proposals brief and relevant to the specific wok required. Proposals shall include the
following items:
1. Work Proposal (envelope 1) - submit 4 copies
A. Cover Letter
(1)The name, address and phone numberofthe consultant's contact person
for the remainder of the selection process;
(2) Any qualifying statements or comments regarding the consultant's
proposal, the information provided in the RFP or the proposed contract;
(3) Identification of sub-consultants and their responsibilities.
B. Statement of Qualifications
(1)A listing of proposed project personnel, including personal experiences
and individual resumes for prime and sub-consultants;
(2)Consultant's and sub-consultant's experience with similarwork, including
names and current phone numbers of reference for listed projects.
C. Project Understanding and Approach: A description of your project
understanding and how you will approach the project.
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D. Scope of Work Program:A description of the tasks, sub-tasks, and deliverables
that will be provided.
E. Project Schedule: A comprehensive Critical Path Method (CPM) Schedule is to
be submitted describing the nature and scheduling of proposed tasks and reflecting October 16,
2000, as the start date and an expected completion date based upon City Council's approval and
contract award. The Palm Springs City Council meets the 1st and 3rd Wednesday of each month.
The Palm Springs Planning Commission meets the 2"d and 4th Wednesday of each month. The
Parks and Recreation Commission meets the 3rd Wednesday of each month. The project schedule
should include all approvals expected during the project period.
2. Cost Proposal (envelope 2): The consultant is to submit a detailed cost proposal for all
services and materials anticipated in completing the project. Man-hours and extended billing rates
per classification of personnel will be indicated for each task and/or sub-task defined.
SELECTION PROCESS
Consultants will be required to attend a project field review meeting to be conducted at the
project site, located at the Palm Springs Swim Center,401 South Pavilion Way, Palm Springs, CA.
A tour of the existing Swim Center facility and adjacent proposed skate center site will be given at
10:00 A.M., Wednesday,August 23, 2000. Failure to participate in the field review meeting will be
cause to disqualify proposals.
Work Programs will be received by a Project Evaluation Committee. The Committee will
rank the consultants for contract negotiations based upon the materials submitted within the
Proposal. The Committee may choose to interview two or more closely-rated firms. Cost
proposals will be opened only after the ranking process is complete.
The City will open contract negotiations with the top ranked firm. The successful consultant
will be expected to enter into the attached Professional Services Agreement.
HAROLD E. GOOD, CPPO
Procurement Manager
Date: July 26, 2000
Date advertised in Desert Sun: July 31, 2000
MINUTE ORDER NO.
APPROVING STAFF'S DEVELOPMENT AND
ISSUANCE OF A REQUEST FOR PROPOSAL
(RFP) TO EXPERIENCED AND QUALIFIED
FIRMSTO PROVIDE PROFESSIONAL DESIGN
SERVICES FOR DEVELOPMENT OF A
RECREATION CENTER, TO INCLUDE A NEW
SKATE PARK, IN CONJUNCTION WITH
PREVIOUSLY PLANNED IMPROVEMENTS TO
THE SWIM CENTER.
I HEREBY CERTIFY that this Minute Order approving Staff's development and issuance of a
Request for Proposal (RFP) to experienced and qualified firms to provide professional design
services for development of a recreation center,to include a new skate park in conjunction with
previously planned improvements to the Swim Center,was approved by the City Council of the
City of Palm Springs, California in a meeting thereof held on the 2nd day of August, 2000.
PATRICIA A. SANDERS
City Clerk
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