October 18, 2022
CITY OF ANAHEIM
COMMUNITY SERVICES DEPARTMENT
REQUEST FOR QUALIFICATIONS
ON-CALL MASTER CONSULTANT –
DESIGN, PLANNING & CONSTRUCTION SUPPORT SERVICES
PURPOSE
The purpose of this RFQ is to obtain Statements of Qualifications (SOQ) and Hourly Fee Schedules from firms interested in working as “On-Call” Master Consultants with the City of Anaheim, Community Services Department. Master Consultants work on a retainer basis and provide a variety of multidisciplined professional design, planning, and construction support related services for various capital improvement projects associated with parks and recreation, libraries, golf and neighborhood revitalization.
SUBMIT THE SOQ ELECTRONICALLY TO
Ana Straabe
Principal Project Planner
and
Emily Kiefer
Park Planning Management Assistant
Community Services Department
[email protected] and [email protected]
QUESTIONS AND CLARIFICATIONS DUE DATE
Friday, October 28, 2022
5:00 p.m.
SOQ DUE DATE
Friday, November 18, 2022
5:00 p.m.
Please confirm receipt of this RFQ.
2 INTRODUCTION
The City of Anaheim , Community Services Department (CSD), invites your firm to submit a Statement of Qualifications and an Hourly Fee Schedule to provide professional design, planning, and various construction support services for parks and recreation related capital projects throughout the City. The type of work that Master Consultants will typically perform include, but are not limited to, park planning and development; community meetings; master planning ; concept plans; trail design; nature areas/p ark designs; civil, structural, and electrical engineering; land scape architectural plans ; architectural plans ; historical lan dscape preservation/restoration ; building restoration/repurpose/remodel (community centers, gyms, restrooms, libraries, etc.); construction support services; geotechnical; environmental; and similar services, as requested. The CSD is looking for capable firms who can provide those skills in a timely and effective manner. A FIRM
IS NOT REQUIRED TO OFFER SUPPORT SERVICES IN ALL SUB -DISCIPLINES LISTED. Qualifications and experience in any of the disciplines in Table 1 and or sub-disciplines will serve to support the current needs . Please submit T able 1 with those disciplines checked off that your office wishes to offer as services as a Master Consultant for the City of Anaheim , Community Services Department.
It is the CSD ’s intent to have multiple consulting firms under contract to provide competent and experienced personnel to support a variety of activities on an “ON-CALL” basis, to work under the general supervision of a CSD representative. On occasion, the Master Consultants will be required to compete via proposal submittal for a specific project or assignment. CONSULTANTS SHALL
CLEARLY INDICATE THE SUB-DISCIPLINES FOR WHICH IT DESIRES TO BE
CONSIDERED ALONG WIT H THE SUPPORTING EXP ERIENCE AND
QUALIFICATION DOCUMENTATION.
Consultants may not be assigned new projects if it currently has a maximum of 3 unfinished / active projects with the CSD. Work performed by the Consultant that has not been specifically requested in writing, will not be compensated. All work shall be completed in a timely and expeditious manner.
This solicitation does not commit the CSD to pay any cost incurred in the preparation of a response.
In addition, the SOQ should be limited to 5 single sided pages, not including attachments or answers to Exhibit “A” Supplemental Questions . The CSD reserves the right to withdraw this solicitation at any time for any reason. All firms preparing a SOQ will be duly notified of any change in the status of this solicitation. The successful proposers/Consultants shall file insurance coverage and provide indemnification provisions and hold harmless clauses in favor of the City as described in Exhibit “B”.
ORGANIZATION OF REQUEST FOR QUALIFICATIONS
Responses to this solicitation shall contain the following in order to establish conformity:
• Scope of Services offered
• Minimum of five relevant projects and references for each
• Personnel for each scope of service, list experience and licenses
3 • Fee Schedule – provide a schedule of hourly rates, including overtime rates for applicable personnel classifications as well as reimbursable. Include this as an attachment; it will not be counted as part of the 5 page limit.
• Quality Assurance Program for the areas/su b-disciplines for consideration and any other information you deem pertinent.
• Answers to Exhibit “A” Supplemental Questions if applicable. Include this as an attachment; it will not be counted as part of the 5 page limit.
SCOPE OF SERVICES
The Consultant shall perform professional and technical support services on an “ on-call” basis.
Consultant personnel will be assigned to specific tasks and/or projects and will provide assistance to and work under the direction of a CSD representative. The Consultant is expected to establish and maintain a close working relationship with the CSD ’s staff throughout the project(s ), as assigned.
The specific scope of work for each project/task will be communicated via an e-mailed Request for Services (RFP) &/or determined at a meeting (either on-site or via teleconference) attended by the Consultant(s) and the CSD discussing the specific needs of the assignment. Following the RFP and/or meeting, the Consultant(s) will be expected to provide the CSD with a written proposed level of support along with an estimated cost.
The Consultant shall assign a Project Manager (single point of contact) to coordinate with the CSD.
The Consultant’s Project Manager shall be accessible during normal working hours. If at any time the level of performance falls below expectations, the CSD may release a Consultant’s employee and request another person be assigned as needed and shall be approved by the CSD prior to commencing any duties. The Cons ultant’s Project Manager shall be responsible for all matters related to the Consultant’s personnel and operations, including but not limited to:
1. Assigning lead and supporting personnel to projects on an as-needed basis;
2. Administering personnel actions;
3. Submitting resumes containing the qualifications and experience of Consultant’s personnel if required;
4. Responding to a variety of administrative requests from the CSD , i.e., billing questions, insurance renewals, etc.
A synopsis of support services to be provided by the Consultant is as follows:
• Construction Management support duties may include, but are not limited to:
o Project review tasks such as review of construction plans and specifications; review the contractor’s construction schedule and provide comments regarding logical and
4 efficient sequencing ; maintain project related administrative requirements , (e.g. working day statements, daily reports, emergency contact names and phone numbers, etc.);
o Construction site manage ment tasks such as draft letters; recommend contract change orders; recommend minor design changes ; review, log and process project submittals; review project schedules; analyze claims and make recommendations; create daily reports and weekly summaries; review contractor’s pay applications; coordinate and chair project meetings, author minutes of project meetings. o Owner’s representative tasks incorporate those of the construction site management as well as other management t ype tasks specific to the assignment and required by the City.
o Review of as -builts at time of construction site visits as well as provide CAD generated as-built plans from the contractors’ records.
• Environmental support duties may include, but are not limited to : CEQA and NEPA documentation development, biological assessments/reports, archeological and paleontological studies , and site monitoring. Work with agencies such as California Department of Fish and Wildlife, U.S. Fish and Wildlife Service, and US Army Corp of Engineers, etc. through permit process. Please review and answer Exhibit “A” Supplemental Questions as they pertain to your firm’s specialties.
• Design, Planning & Construction Documents support duties may include, but are not limited to: neighborhood planning services, conceptual designs, master plan development, construction plans and specifications, construction administration/management (see above), and construction inspection services . Please review and answer Exhibit “A” S upplemental Questions as they pertain to your firm’s specialties.
• General Civil Engineering Design support duties may include, but are not limited to :
Grading design and plans per survey, incorporation of geotechnical finding into plans and details, erosion control plans , WQMP (design includes – develop, submit and revise per reviewing agency comments), monitoring during the construction phase as well as providing design level services as field conditions or inspections dictate . Please review and ans wer Exhibit “A” Supplemental Questions as they pertain to your firm’s specialties.
• Geotechnical & Material Testing support duties may include, but are not limited to:
geotechnical investigation, analysis, recommendation and support to the design team .
Confirmation that designs are consistent with report, that construction processes achieve the minimum design levels and that all materials used in construction meet the minimum requirements of the design documents . Provide reports of all findings for desig n and documentation purposes. T est for hazardous materials in the soil or buildings as projects dictate, and general material s testing. Please review and answer Exhibit “A” Supplemental Questions as they pertain to your firm’s specialties.
• Constructability & Plan Check support duties may include, but are not limited to :
coordinating with CSD staff to review a variety of plans from various projects for conformity with applicable codes, related standards and other relevant City guidelines. This effort shall help to identify missing information necessary for construction or to complete the intent of the design concept. Additionally, this effort will include coordination of design professions
5 with the intent of eliminating discontinuity betwe en the various design disciplines . Please review and answer Exhibit “A” Supplemental Q uestions as they pertain to your firm’s specialties.
• Financial & Economic Services support duties may include, but are not limited to: Property cost Assessments and Dev elopment cost Assessments to assist the CSD in purc hasing properties and for developing Park in Lieu fee formulas.
• Other Services may include play ground inspections and certifications, grant writing, arborist services, graphic/interpretive design, and irrigation consultant services . Please review and answer Exhibit “A” Supplemental Q uestions as they pertain to your firm’s specialties.
CONSULTANT EVALUATION & SELECTION
A Review Panel, selected by the CSD, will evaluate the SOQs received. Reference checks will be conducted for the firms which demonstrate the best ability to meet the CSD’s needs. Upon the conclusion of thorough SOQ reviews and reference checks, the Review Panel will rank the Consultants based on the following criteria for the various sub-disciplines:
A. Ability of the Consultants to perform competently and proficiently in the sub-disciplines for which it is being considered, as outlined in the solicitation.
B. Qualifications of the specific individuals to actually perform the work or lead the Team or firm and supervise the work product in a particular sub-discipline.
C. Amount and quality of time the key personnel will be actively involved or supervising the Team and approving the work product.
D. Whether the fee structure is reasonable & competitive.
E. Experience: Demonstrated record of success by the Consultant on work in the various sub- disciplines previously performed for the City of Anaheim and/or other municipalities.
CONTRACT AGREEMENT
The successful Consultant(s) will be required to execute a Contract Agreement with the City (see Exhibit “B” for draft agreement) . T he Agreement term is for five -years, with no renewals. The CSD does not guarant ee, either expressly or by implication, that any work or services will be required nor provided under this Agreement. An annual escalation provision is included in the Agreement and is based on the CPI for this market area. The duration of services is anticipated between February 2023 and February 2028. Insurance certificate renewals must be submitted annually throughout the term of the Agreement.
Any increase in the scope of an assignment shall be approved in advance by the Community Services Director or representative in writing. No fee adjustment will be allowed unless said prior written approval has been issued.
6 This solicitation, the consulting firm’s response to this solicitation, and the agreed upon negotiated fee schedule will be incorporated into, and become a part, of the contract agreement. A copy of the City’s standard Agreement for Consulting Services is enclosed as Exhibit “B”.
INSURANCE AND INDEMNIFICATION
In the Agreement, the City will require the successful Consultant (s) to execute an indemnification and hold harmless clause in favor of the City per Exhibit “B”. Any exceptions to the insurance and indemnification requirements shall be conspicuously highlighted in the Consultant’s SOQ.
The successful Consultant(s) shall secure insurance coverage’s per Exhibit “B” prior to commencing any activities under th e Agreement, and maintain said coverage’s throughout the term of the Agreement. Please be sure to review the coverages as they have recently changed.
FEE SCHEDULE
The Consultant will be compensated on an hourly basis or a percentage of completeness if task is based on a lump sum fee. If requested The Consultant will provide a copy of their weekly/bi-weekly time sheet to the CSD. I nvoices shall be submitted monthly, or as progress is made, to the CSD .
Invoices are to be project specific and detailed for services rendered.
As part of your solicitation response, please provide a schedule of hourly billing rates for the proposed personnel, including overtime rates for weekdays, and Saturdays.
SOLICITATION RESPONSE
Statement of Qualifications are to be prepared in the prescribed format and submitted via e-mail no later than 5:00 p.m. on Friday, November 18, 2022 to Ana Straabe and Emily Kiefer as noted on the first page of this SOQ. Please submit any questions or clarifications by 5:00 p.m. on Friday, October 28, 2022.
The CSD reserves the right to reject any or all submitted SOQs, and no guarantee is made that any contract will be awarded pursuant to this Request for Qualifications . All costs incurred in the preparation of the SOQ and/or in the submission of additional information will be born by the respondent. All materials submitted in response to any part of this Request for Qualifications will become the sole property of the City, immediately after the due date and time have passed. Materials delivered to the City shall be subject to the California Public Records Act.
7 Table 1
Support Services Offered
Name of Firm:____________________________________________
Please include this table with your SOQ with services offered checked off in the box provided
This page is an attachment and will not be counted as part of the 5-page limit.
Construction Management:
Project Review
Construction site management
Owner’s representative
Geotechnical & Material Testing:
All hazardous materials testing
Soil testing
General material testing
Structural soil assessment and plan
review
Environmental:
CEQA & NEPA documentation
Permits
Biological assessments
Monitoring
Constructability & Plan Review:
MEP
Fire systems review
Architectural
Civil
Landscape
Street
LEED Commissioning Agent
Design, Planning & Construction Documents
Land Use Planning
Conceptual Plans
Civil Engineering
Architectural
Structural Engineering
Electrical Engineering
Plumbing Engineering
Mechanical Engineering
Landscape Architecture
Locally Native Plant Material
Sustainable Techniques
Cost Estimating
SWPPP/WPCP/WQMP
Audio/Visual Design
Fire Sprinkler/Alarm Design
Security Cameras / Security Alarm
Financial & Economic Services
Property cost assessments
Development cost assessments
Other Services
Grant writing
Arborist
Graphic/Interpretive Design
Irrigation Consultant