R E Q U E S T F O R
P R O P O S A L S
T E N A N T / O P E R A T O R
2 0 1 S . B A S Q U E A V E .
F U L L E R T O N C A 9 2 8 3 3
A S T A T E A N D N A T I O N A L L Y
R E G I S T E R E D H I S T O R I C S I T E
THE HUNT
LIBRARY
Community &
Economic
Development
C i t y o f F u l l e r t o n
3 0 3 W . C o m m o n w e a l t h
A v e n u e , F u l l e r t o n C A 9 2 8 3 2
C r e a t i v e .
C u r i o u s .
I n n o v a t i v e .
U n i q u e l y F u l l e r t o n .
DRAFT
The City of Fullerton is located 22 miles southeast of metropolitan Los Angeles, in the center of North Orange County. Fullerton is a full-service, general law city that was incorporated in 1904. Fullerton is renowned for its unique mix of residential, commercial, industrial, educational, and cultural environments and is known for being “The Education Community”. Fullerton has 52 City parks, a museum, a cultural center, a public library, a golf course, and 29 miles of recreational trails. Fullerton provides an outstanding quality of life for both residents and businesses. At 22.4 square miles, Fullerton is also one of the largest cities in Orange County by area and is the sixth most populous.
201 S. BASQUE AVE. FULLERTON CA 92833
C I T Y B A C K G R O U N D
The City of Fullerton (City) is accepting proposals from qualified Tenants/Operators to provide tenancy and operation of the City-owned building (“Building”) located at 201 S Basque Ave, Fullerton, CA 92833. The building is located northwest of South Pacific Drive and West Walnut Avenue. The site is a historic landmark which has been registered on the State and National Historic Resources List. The building was designed by architect William Pereira and donated to the City in 1962. The City seeks a highly qualified tenant to utilize the historic space in a manner in line with the community’s interests and expectations.
The Hunt Library building is a historically significant property which has retained community interest in its preservation following a 2013 closure due to financial hardships. The property is city-owned, and would require a qualified operator to address specific community programmatic goals, which include, but are not limited to: A Creative Community Space, A Welcoming Space for the Public, A Site Which Encourages Curiosity, A Site that Serves as a Hub for Activities, Programs, Events, and Classes. Furthermore, the location should facilitate greater literacy throughout the community broadly.
N O T I C E O F R E Q U E S T F O R P R O P O S A L S
THE HUNT LIBRARY
1 DRAFT
Experience managing a 10,000+ square foot facility
Provide excellent property management of the facility.
Meet the community identified interests through various means including possibly through the provision of programming or services with a focus on literacy and a library portion.
Explain how community needs will be addressed throughout the operation of the site.
Cover costs to operate utilities, security guard service, and maintenance.
Define and identify any needed capital repairs for the necessary services provided by the propsal.
Demonstrate dedication to protect historical nature of building.
No alterations to the exterior of the building will be permitted.
Mitigation to vandalism required.
Ensure that no additional buildings are added to the site.
Provide a library-style feature which will be a prominent aspect of the facility and service. (City Library Staff Will Operate) Provide various community programming options for the city’s diverse population.
There will be a MANDATORY WALKTHROUGH of the Building at 201 S Basque Ave, Fullerton, CA 92833 on Thursday, XXX, xx of 2022 (between the hours of 10:00 a.m. and 12:00 p.m.). Only those Proposers that attend the mandatory walkthrough will be eligible to submit Proposals. Accordingly, each Bidder is advised to consult the City’s website for updates.
F I N A N C I A L S T R E N G T H
Liquidity and Corporate Solvency
If Non-Profit, Demonstration of Strong Donor Base.
A Better Business Bureau or Qualifying Charity Rating.
If Public Firm - Debt to Equity Ratio of Less than 2.0
At least $1M Cash on Hand For Tenant Improvements
R E Q U I R E M E N T S F O R Q U A L I F I E D P R O P O S A L S
G E N E R A L R E Q U I R E M E N T S
M A N D A T O R Y W A L K - T H R O U G H
2SECTION A
DRAFT
S C O P E O F S E R V I C E S / S C O P E O F W O R K The Scope of Services shall include, but not be limited to the following services outlined below.
The Tenant/Operator will work with the Library and various departments to identify and approve proposed activities. The Library and Community Development departments will jointly ensure that community interests are considered when reviewing qualified proposals.
3 F A C I L I T Y O P E R A T O R & T E N A N T E X P E C T A T I O N S
S I T E O P E R A T I O N S & W O R K I N G H O U R S Proposals should provide clear working hours for the facility which should align with the public interest in using this facility at peak hours. Working hours should be defined as generally being available from 9AM to 5PM, but subject to flexibility upon receipt of proposed site usage. The site should remain open to the Public and the City whenever possible. The City will coordinate with the selected candidate to identify the best scheduling opportunity for openings and closures. Park land next to the site must be open to the public during the day and closed to the public in the evenings. Attached Exhibits demonstrate the site area for the park land.
F L E X I B L E & A D A P T I V E S I T E R E U S E The facility is a 10,500 square foot facility with a variety of conference rooms and features which can be utilized in creative and effective ways. It is expected that proposals demonstrate creative and adaptive use of the facility, as well as experience in managing such large properties. Adaptive reuse projects retain unique and authentic characteristics that cannot be manufactured in new construction. Successful implementation of adaptive reuse development, blends modern technology with historic structures, creating an atmosphere and sense of place that is impossible to imitate. While the site was predominantly utilized as a library, and a main aspect of the future use must remain in that realm of service, the site has significant potential for creative placemaking and improved public use in other ways as well. Conceptual usages can range from education to innovative office space, community cultural arts and more. Tenants should be aware that no modifications to the exterior of the building shall be made, and no additions shall be made to the property. The site is registered on the list of national and historic landmarks, it first appeared on the list in 2019. 1 .
2 .
SECTION B-1
DRAFT
4 L I B R A R Y U S A G E A S P E C T & C A L I F O R N I A B U D G E T
A C T C O M P L I A N C E
The Hunt Library received two grants in budget appropriations from the California State Library during budget years 2019 and 2021. Proposals should understand that any programs undertaken at the facility which would utilize funding (if available) must be done in a compliant manner with the intent of the CA State Library grant. The city is currently utilizing the grant funds to rehabilitate the building, including necessary upgrades for code compliance. Supplemental improvements consist of a new roof, security fences and gates, water and sewer lateral lines, and reconfiguration of the parking lot and lighting. 5 .
M A I N T E N A N C E & V A N D A L I S M M I T I G A T I O N The tenant/operator must operate a first-class facility which is regularly maintained and the interior and exterior both remain consistent with its historical registry status and intentional creative placemaking public reuse intent without expense to the City. The facility closed its doors in 2013 and has had some vandalism incidents in the past. The operator should take great care and work with community partners and law enforcement to mitigate vandalism and protect the integrity of the facility, this shall be accomplished through a well developed security plan. All utilities, security guards, and maintenance costs are to be incurred by the tenant/operator. The City's position is that a facility which is occupied and regularly busy will not experience high vandalism.
C O L L A B O R A T I O N & A D A P T I V E P L A N D E V E L O P M E N T Proposals shall present plans for site use that are clear and well defined. Plans should address all aspects of the outlined scope of work and should be available for flexible commentary and feedback through engagement with the staff and community members. The goals of the site use should be addressed throughout the proposal in a clear and concise manner. Once the site is open, collaboration with City staff is expected to achieve shared goals.
D E M O N S T R A T I O N O F E X P E R I E N C E I N H I S T O R I C A L
S I T E R E P U R P O S I N G
Proposals should demonstrate experience in repurposing of historical buildings, and such history should be referenced by successful projects. Referenced projects should also include similar levels of community engagement and collaboration across different groups and individuals. Projects that highlight state and local partnerships for a cultural center are highly desirable. 3 .
4 .
6 .
SECTION B-1
S C O P E O F S E R V I C E S / S C O P E O F W O R K C O N T .
DRAFT
5 7 . R E C O R D S R E T E N T I O N
The selected Proposer shall keep complete and accurate accounting records, which shall be subject to City review at reasonable times to determine the nature and amounts of income from the activities on the Property. The records may be periodically audited by the City.
8 . R I G H T T O A S S I G N A N D S U B L E T
The selected Proposer may not assign the Lease or any interest therein and may not sublet any portion thereof without prior written approval from the City.
Approval may be conditioned upon the proposed assignee agreeing to revisions to the Lease, to reflect market conditions or the City requirements that are then in effect. Also, no assignee will be approved who is not at least comparable to the original selected operator in financial and professional capabilities to operate the Property, as determined by the City.
SECTION B-1
S C O P E O F S E R V I C E S / S C O P E O F W O R K C O N T . 9 . E A S E M E N T S A N D R E S E R V A T I O N S
City reserves the right to grant and use easements or establish and use rights- of-way over, under, along and across the Property for utilities, thoroughfares, or access as it deems advisable for the public good. City has the right to enter the Property for the purpose of making repairs to or developing municipal resources and services. However, City shall not unreasonably or substantially interfere with Lessee’s use of the Property and will reimburse Lessee for physical damages, if any, to the permanent improvements located on the Property resulting from City exercising the rights reserved in this portion of the scope.
Such reimbursement may include a reduction in the Rent proportionate to the amount of physical damage as determined by City.
1 0 . V E H I C L E S & E Q U I P M E N T U S A G E
No vehicles shall be allowed to park on the property or at any entrance to the property before 5:00AM unless explicitly authorized by the City. No construction or maintenance, large equipment, or other machinery shall be utilized during the hours before 8:00AM.
1 1 . O C C U P A N C Y T H R E S H O L D
Any proposed occupancy over 300 may trigger substantial additional requirement/improvements to the building and surrounding site. The tenant is responsible for all associated costs and permitting if occupancy exceeds 300.
DRAFT
6 1 2 . P U B L I C A C C E S S R E G U L A T I O N S Public access to the Property and the surrounding park shall be prohibited after daylight hours.
Visible signage may need to be created and installed on the property to advise the public that the property and surrounding area is open to the public during daylight hours only.
Motorized vehicles shall be allowed only where designated or directed by the Lessee. Due to safety considerations, certain areas of the Property must necessarily be limited to use by the Lessee, its agents, and its invitees only.
The public should not be permitted in hazardous areas without prior authorization from the Lessee.
Notwithstanding any of the above, the Lessee may restrict public access to the Property during certain special events (i.e., charity fundraisers sponsored by the Lessee, charity fundraisers sponsored by groups other than the Lessee, cultural arts, etc.). Such restrictions may be necessary in order to ensure that only ticketed spectators are allowed to attend special events.
The general public shall have access to the Premises for the uses allowed under this Lease during Lessee’s hours of operation. The general public shall not be wholly or permanently excluded from any portion of the Premises. Lessee may apply reasonable restrictions, on a nondiscriminatory basis, for the general public’s use of the Premises consistent with the allowed uses. Lessee shall comply with the following, and all in conformity with the Agreement:
SECTION B-1
S C O P E O F S E R V I C E S / S C O P E O F W O R K C O N T . 1 3 . O W N E R S H I P O F I M P R O V E M E N T S
Any and all improvements, except trade fixtures, installed on the Property during the term of the Lease shall become the property of the City, at the City's option, upon termination or expiration of the Lease. If the City elects, all improvements shall be removed from the Property at the termination or expiration of the Lease, at the selected Proposer’s sole cost and expense. The selected Proposer must remove all trade fixtures and personal property upon termination or expiration without cost to the City or damage to the Property.
1 4 . N E G O T I A T I O N O F L E A S E R A T E S
Lease rates shall be negotiated and may vary based on nature of services provided as well as level of Tenant Improvements to the site. Market rate lease rates as well as Consumer Price Index (CPI) are factors in lease negotiations for this historic site.
DRAFT
A D D E N D A
Clarifications - Should a Proposer require clarifications of this RFP, the Proposer shall notify the City in writing in accordance with the Section below. Should it be found that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter Errors in RFP - If a proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, the bidder should immediately provide the City written notice of the problem and request that the RFP be clarified or modified. Without disclosing the source of the request, the City may modify the documents prior to the date fixed for submission of proposals by issuing an addendum to all potential bidders. If prior to the date fixed for submissions, a bidder knows of or should have known of an error in the RFP but fails to notify the City of the error, the bidder shall bid at their own risk, and if awarded the contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.
Any changes to the requirements will be made by written addendum to this RFP and posted on the City’s website and public purchase site. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. City will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Proposers shall acknowledge receipt of addenda in their proposals.
R E Q U E S T F O R I N F O R M A T I O N
All written questions and/or contacts with City staff/representative regarding this RFP are to be directed to the following:
City of Fullerton – Purchasing
Attn: Karen Chung, Buyer
303 W. Commonwealth Avenue
Fullerton CA, 92832-1775
Submitting Questions
All questions must be submitted and must be received by the City no later than 5:00 pm PST, July, 13, 2022.
I N S T R U C T I O N S T O P R O P O S E R S
7 E X A M I N A T I O N O F P R O P O S A L D O C U M E N T S By submitting a proposal, Proposer represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the City’s objectives.
SECTION C-1
DRAFT
R E Q U E S T F O R I N F O R M A T I O N
Requests for clarifications, questions and comments must be submitted through the City’s eProcurement Portal via Public Purchase, a third-party website that hosts the City’s eProcurements. Registration is free and you can select to receive automatic bid notifications from the City.
Questions submitted via mail, phone, or email will not be accepted.
City Responses
Notification of responses from the City will be posted to proposing firms no later than close of business on September 24, 2022 on the City’s Bid & RFP webpage at
www.cityoffullerton.com/bids as well as on the City’s
eProcurement Portal via the Public Purchase website.
General Inquiries
General questions on Professional Service RFPs and/or contacts with City staff/representative regarding this RFP are to be directed to the following:
City of Fullerton – Purchasing
Attn: Karen Chung, Buyer
303 W. Commonwealth Avenue
Fullerton CA, 92832-1775
Phone: 714-738-6533
Email: [email protected]
I N S T R U C T I O N S T O P R O P O S E R S C O N T . 8SECTION C-1
DRAFT
9 S U B M I S S I O N O F P R O P O S A L S
Proposals can be dropped off at the address below or sent via delivery using the U.S. Postal Service or other means:
City of Fullerton – Purchasing Department
RFP #xxx Tenant/Operator 201 S. Basque Ave
303 W. Commonwealth Avenue
Fullerton CA, 92832-1775
California Public Records Act (CPRA)
All Proposals submitted in response to this RFP become the property of the City and under the Public Records Act (Government Code Section 6250 el.
Seq.) are public records, and as such may be subject to public review.
However, the proposals shall not be disclosed until negotiations are complete and recommendation for selection is made to the City Council.
If a proposer claims a privilege against public disclosure for trade secret or other proprietary information, such information must be clearly identified in the proposal. Note that under California law, price proposal to a public agency is not a trade secret.
I N S U R A N C E R E Q U I R E M E N T S
Lessor shall procure and maintain throughout the duration of this agreement,
insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Lessor’s operations, occupancy of and use of the leased premises. Lessor shall provide current evidence of the required insurance in a form acceptable to the City and shall provide replacement evidence for any required insurance which expires prior to the completion, expiration or termination of this Agreement.
Nothing in this section shall be construed as limiting in any way, the Indemnification clause contained in this agreement or the extent to which Lessor may be held responsible for payments of damages to persons or property.
SECTION C-2
I N S T R U C T I O N S T O P R O P O S E R S C O N T .
DRAFT
1 0
I N S U R A N C E R E Q U I R E M E N T S ( C O N T . ) Commercial General Liability (CGL): Insurance Services Office Fom1 CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
Workers' Compensation insurance as required by the State of California, with Statutory Limit s, and Employer's Liability Insurance with limit s of no less than $1,000,000 per accident for bodily injury or disease. (This applies to Lessor with employees).
Property insurance against all risks of loss to any tenant improvements or betterments, at full replacement cost with no coinsurance penalty provision.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
If the Lessor maintains broader coverage and/or higher limits than the minimums shown above, the City re quires and shall be entitled to the broader coverage and/or the higher limits maintained by the Lessor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions:
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status:
The City, its officers, officials, employees, and volunteers are to be covered
as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Lessor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Lessor’s insurance (at least as broad as ISO F01m CG20 10).
SECTION C-2
I N S T R U C T I O N S T O P R O P O S E R S C O N T .
DRAFT
1 1
I N S U R A N C E R E Q U I R E M E N T S ( C O N T . ) Primary Coverage:
For any claim s related to this contract, the Lessor's insurance coverage shall be primary insurance coverage at le as t as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Lessor' s insurance and shall not contribute with it.
Legal Liability Coverage:
The property insurance is to be endorsed to include Legal Liability Coverage (ISO Form CP 00 40 04 02 or equivalent) with a limit t equal to the replacement cost of the leased property.
Notice of Cancellation:
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation:
Lessor hereby grants to City a waiver of any right to subrogation which any insurer of said Lessor may acquire against the City by virtue of the payment of any loss under such insurance. Lessor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.
Acceptability of Insurers:
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M.Best's rating of no less than A: VII, unless otherwise acceptable to the City.
Self-Insured Retentions:
Self-insured retentions must be declared to and approved by the City. The City may require the Lessor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City.
SECTION C-2
I N S T R U C T I O N S T O P R O P O S E R S C O N T .
DRAFT
1 2
I N S U R A N C E R E Q U I R E M E N T S ( C O N T . ) Verification of Coverage:
Lessor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before occupying the premises. However, failure to obtain the required documents prior to the work beginning shall not waive the Lessor' s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements at any time, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
SECTION C-2
I N S T R U C T I O N S T O P R O P O S E R S C O N T .
DRAFT
1 3
A D D I T I O N A L I N F O R M A T I O N P R I O R T O S U B M I T T A L Pre-Contractual Expenses
City shall not, in any event, be liable for any pre-contractual expenses incurred by Proposer in the preparation of its proposal. Proposer shall not include any such expenses as part of its proposal.
Pre-contractual expenses are defined as expenses incurred by Proposer in:
1. Preparing its proposal in response to this RFP;
2. Submitting that proposal to the City; and
3. Negotiating with the City any matter related to this proposal; or any other
expenses incurred by Proposer prior to date of award, if any, of the Agreement.
Joint Offers
Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. City intends to contract with a single firm and not with multiple firms doing business as a joint venture.
I N S T R U C T I O N S T O P R O P O S E R S C O N T .
SECTION C-3
R E Q U I R E D P R O P O S A L C O N T E N T
O V E R A L L P R E S E N T A T I O N
Although no specific formatting is required by the City, this section is intended to provide guidelines to the consultant regarding features which the City will look for and expect to be included in the proposal.
Proposals shall be typed and submitted on 8 1/2 x 11" size paper, using a single method of fastening. Charts and schedules may be included in 11” x 17” format. Offers should not include any unnecessarily elaborate or promotional material. Lengthy narrative is discouraged, and presentations should be brief and concise. Links to sample work should be clearly labeled and identified in both the electronic and hard copy version of the proposal.
SECTION D
DRAFT
P R O P O S A L O U T L I N E T O B E S U B M I T T E D In order for a proposal to be submitted as complete, the following items must be included in full:
Cover Letter
The cover letter shall be addressed to Karen Chung, Buyer, and at a minimum, contain the following:
Identification of Proposer that will have contractual responsibility with the City. Identification shall include legal name of company, corporate address, telephone and fax number. Include name, title, address, email and telephone number of the contact person identified during period of proposal evaluation.
Identification of all proposed subcontractor including legal name of company, contact person’s name and address, phone number and fax number.
Relationship between Proposer and subcontractor, if applicable.
Acknowledgment of receipt of all RFP addenda, if any.
A statement to the effect that the proposal shall remain valid for a period of not less than 180 days from the date of submittal.
An authorized signature. Company personnel signing the cover letter of the proposal or any other related forms submitted must be authorized signers with the requisite authority to represent their firm and to enter into binding contracts.
Signed statement attesting that all information submitted with the proposal is true and correct.
R E Q U I R E D P R O P O S A L C O N T E N T
1 4SECTION D
P R O P O S E R Q U A L I F I C A T I O N S
The intent of this RFP is to evaluate the proposals, determine the Proposers that are in a competitive range, and select Proposers that will provide the most cost-effective professional tenant/operator services for the City DRAFT
1 5
M I N I M U M Q U A L I F I C A T I O N S :
Have at least ten (10) years of experience conducting the specific type of services required herein and have experience with at least three (3) other clients performing like services as described herein or have performed satisfactory tenant/operator service for a municipal government agency within the past (3) years.
Be capable of providing the required services beginning on or around the date of XXXX xx, 2022.
Have the necessary resources, knowledge, skills, and experience to provide the required services as described in the Scope of Services/Scope of Work.
Have financial stability and the necessary financial resources to provide the required services as defined by qualifying factors such as $1 million in cash on hand for tenant improvements, as well as demonstrated fiscal resilience.
This section of the proposal should establish the ability of Proposer to satisfactorily perform tenant/operator work by reasons of: experience in performing work of the same or similar nature; demonstrated experience working with local agencies and cities; strength and stability of the Proposer; staffing capability; work load; record of meeting schedules on similar contracts; and supportive client references. Equal weighting will be given to firms for past experience performing work of a similar nature whether with the City or elsewhere.
Provide a brief profile of the organization, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; number of employees.
(Provide a general description of the firm's financial condition, identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Proposer’s ability to complete the contract. City does not have a policy for debarring or disqualifying.
Describe the organization's experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this contract.
R E Q U I R E D P R O P O S A L C O N T E N T
SECTION D
DRAFT
1 6
M I N I M U M Q U A L I F I C A T I O N S ( C O N T ) :
Describe experience in working with the various government agencies that may have jurisdiction over the approval of the work specified in this RFP.
Please include specialized experience and professional competence in areas directly related to this RFP.
Provide a list of past joint work by the Proposer and each subcontractor, if applicable. The list should clearly identify the contract and provide a summary of the roles and responsibilities of each party.
A minimum of three (3) references should be given. Furnish the name, title, address, email and telephone number of the person(s) at the client organization who is most knowledgeable about the work performed.
Proposer may also supply references from other work not cited in this section as related experience
R E Q U I R E D P R O P O S A L C O N T E N T
SECTION D
P R O P O S E D S T A F F I N G & O R G A N I Z A T I O N This section of the proposal should establish the method that will be used by the Proposer to manage the contract as well as identify key personnel assigned. Proposed Staffing and Organization are to be presented by Proposer identified in the Scope of Services.
Provide education, experience and applicable professional credentials of Contract staff. Include applicable professional credentials of “key” Contract staff. Furnish brief resumes (not more than two [2] pages each) for the proposed key personnel.
Identify key personnel proposed to perform the work in the specified tasks and include major areas of subcontract work. Include the person's name, current location, and proposed position for this Contract, current assignment, and level of commitment to that assignment, availability for this assignment and how long each person has been with the firm.
Include an organization chart that clearly delineates
communication/reporting relationships among the staff, including sub consultants.
S E C U R I T Y P L A N D E V E L O P M E N T
Selected proposal should clearly identify a security plan which will prioritize vandalism mitigation and retain the site in a first-class manner while remaining consistently open and utilzied by the public.
DRAFT
1 7
P R O P O S E D S T A F F I N G & O R G A N I Z A T I O N ( C O N T ) :
Include a statement that key personnel will be available to the extent proposed for the duration of the contract, acknowledging that no person designated as "key" to the Contract shall be removed or replaced without the prior written concurrence of the City.
R E Q U I R E D P R O P O S A L C O N T E N T
SECTION D
D E T A I L E D W O R K P L A N & I M P L E M E N T A T I O N
S C H E D U L E
Proposer shall provide a narrative that addresses the Scope of Services and shows Proposer's understanding of City's needs and requirements.
Proposers Shall:
Describe the proposed approach and work plan for completing the services specified in the Scope of Services. The description of the proposed approach shall discuss the services in sufficient detail to demonstrate the Proposer’s ability to accomplish the City’s objectives.
(Describe the timeline/schedule for work plan for completing the services
specified in Scope of Services including amount of time and involvement of key personnel.
Identify team to be assigned for these services and qualifications of specific
individuals who will work on the project, including resumes.
Describe approach to managing resources, including a description of the
role(s) of any sub-consultants, if applicable, their specific responsibilities, and how their work will be supervised. Identify methods that Proposer will use to ensure quality,budget, and schedule control.
F I N A N C I A L Q U A L I F I C A T I O N S
Financial Qualifications proven through:
- Sources & Uses of Funds for Each Phase of Business program As Applicable - Proposed Monthly Cost of Maintenance
- Business Program Budget (Total Const & Operation Costs for Facility) - Business Program Operating Pro Forma
- At Least $1 Million Cash-On-Hand For Improvements
Demonstrate the requisite technical proficiency. Only Providers with verifiable
property management experience will be considered for award.
Retain a high level of financial strength and resilience to complete the performance of services through the term of the lease agreement.
DRAFT
1 8
W O R K S A M P L E S :
Proposer shall provide past work samples that are relevant and related to the Scope of Services. The Proposer shall:
Provide samples of work, queries, and reports from other related projects.
Provide samples of ongoing support and service agreements.
R E Q U I R E D P R O P O S A L C O N T E N T
SECTION D
R E Q U I R E D F O R M S :
The required forms to be submitted with the RFP packet are outlined below and available:
1. Attachment A: Non-Collusion Affidavit
2. Attachment B: Special Provisions
3. Attachment C: Exceptions
These forms do not need to be placed in any particular section within the RFP packet. However, they are required in order to submit a complete proposal.
Appendices
Information considered by Proposer to be pertinent to this Contract and which has notbeen specifically solicitedin any of the aforementioned sections may be placed in a separate appendix section. Please note that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief
I N C O R P O R A T I O N O F P R O P O S A L
This RFP and the proposer’s response, including all promises, warranties, commitments, and representations made in the successful proposal will become binding contractual obligations and will be incorporated by reference in any agreement between City and Proposer.
The selected consultant shall enter into an agreement with the City based
upon the contents of the RFP and the consultant’s proposal. The City’s standard form of agreement is included at the end of the document. The consultant shall carefully review the agreement, especially with regard to the indemnity and insurance provisions.
F L O O R P L A N
Concept floor plan, images, photographs, and maps to convey the vision for the Site and total proposed business program.
DRAFT
1 9
E V A L U A T I O N A N D A W A R D
SECTION E
E V A L U A T I O N C R I T E R I A
City will evaluate the offers received based on the following criteria:
Qualifications of the Organization- Technical experience in performing work of a similar nature; experience working with public agencies; strength and stability of the organization; and assessment by client references.
Financial Qualifications - A clear demonstration of financial strength through provided documentation. Capability to cover various Tenant Improvements to the site with cash on hand is critical.
Property Management Approach - Qualifications of proposed key personnel; logic of organization; and adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City’s needs.
Detailed Work Plan - A thorough understanding of the City's requirements and objectives; logic, clarity, specificity, and overall quality of work plan. This also includes a review of the security plan provided.
E V A L U A T I O N P R O C E D U R E
An Evaluation Committee will be appointed to review all proposals. The committee will be comprised of City staff and may include outside personnel.
The committee members will review and evaluate the proposals and provide its recommendation to the City Council for final action.
Right to Reject Proposals - The City reserves the right to reject any and all proposals, to waive any non-material irregularities or informalities in any proposal, and to accept or reject any item or combination of items.
N O T I F I C A T I O N O F A W A R D
Proposers who submita proposal in response to this RFP shall be notified regarding the Proposer(s) awarded a contract. Such notification shall be made within seven (7) days of the date the contract is awarded DRAFT
T E R M I N A T I O N
If in the opinion of the City Manager or his designee, Tenant fails to perform or provide prompt, efficient operation of the site, the City of Fullerton City Manager or his designee must have the right to terminate or cancel the Agreement upon thirty (30) days written notice. Furthermore, the City may pursue termination without cause under the same noticing timeframe.
These rights are in addition to any other rights that City may have available.
E X E C U T I O N O F A G R E E M E N T
If a Proposer is not able to execute an agreement within 10 days after being notified of selection, City reserves the right to select the next most qualified proposer or call for new proposals, whichever City deems most appropriate. (Sample template of agreement is attached).
2 0
E V A L U A T I O N A N D A W A R D
SECTION E
S P E C I A L T E R M S & C O N D I T I O N S
Audit Requirements
City reserves the right to periodically inspect and audit the selected tenant/operators accounting procedures and supporting documentation in conjunction with the performance of the outlined services. - City will notify Tenant in writing of any such requested audit. - City will inspect and audit in a reasonable manner and at City’s expense. - Tenant must fully cooperate with any such audit(s).
- City will notify Tenant in writing of any exception taken as a result of an audit. - If an audit, in accordance with this article, discloses overcharges (of any nature)
by Provider to City of the value of that portion of the Agreement that was audited, the actual cost of City’s audit must be reimbursed to City by the Tenant.
A W A R D
After conclusion of the evaluation period, a notification of intent to award may be sent to any Proposer selected.
Award is contingent upon the successful negotiation of final contract terms and the approval of City. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, City may negotiate
a contract with the next best qualified Proposer or withdraw the RFP. In the event City does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation of City.
The term of the contract is for three (3) years with two (2) one (1) year extensions. Prices are firm fixed prices during each contract period.
DRAFT
C U R R E N T S I T E P L A N
* R E S T R I C T E D* R E S T R I C T E D
F O R L I B R A R YF O R L I B R A R Y
U S E O N L YU S E O N L Y
* L I B R A R Y E X C L U S I V E A R E A U S E
A section of the library facility is to be regularly used for library-like services as identified in the floorplan above.
Beyond this area, all other areas such as the exhibit/display zones, multipurpose spaces, classrooms can be utilized by the tenant for their specific needs as long as these uses are within code and eligible for the site. 2 1
DRAFT
C U R R E N T S C H E D U L E
2 2
DRAFT
A T T A C H M E N T A : N O N - C O L U S I O N A F F I D A V I T 2 3
DRAFT
A T T A C H M E N T B : N O N - C O L U S I O N A F F I D A V I T 2 4
DRAFT
A T T A C H M E N T C : E X C L U S I O N S
2 5
DRAFT