201 S. BASQUE AVE.
FULLERTON CA 92833
A STATE AND NATIONALLY
REGISTERED HISTORIC SITE
THE HUNT
LIBRARY
C o m m u n i t y &
E c o n o m i c
D e v e l o p m e n t
City of Fullerton
303 W. Commonwealth
Avenue, Fullerton CA 92832
Creative.
Curious.
Innovative.
Uniquely Fullerton.
PARTNERSHIPOPPORTUNITY
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.
201 S. BASQUE AVE. FULLERTON CA 92833
C I T Y B A C K G R O U N D
N O T I C E O F P A R T N E R S H I P O P P O R T U N I T Y The City of Fullerton (City) is seeking proposals from qualified organizations to partner with the City to provide tenancy and operation of the City-owned building located at 201 S Basque Ave, Fullerton, CA 92833, commonly known as the Hunt Library. The building is located north 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 HUNT LIBRARY
1 A C O M M U I T Y F O C U S E D P R O J E C T
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.
to address specific community programmatic goals, which include, but are not limited to:
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.
Proposers may schedule site visits to view the site when available. Site visits can include walkthroughs for the entirety of the property. Considerations should be made during major construction of the facility.
FINANCIAL STRENGTH
Liquidity and Corporate Solvency
If Non-Profit, Demonstration of Strong Donor Base.
REQUIREMENTS FOR QUALIFIED PROPOSALS
GENERAL REQUIREMENTS
SITE VISITS
2SECTION A
SCOPE OF SERVICES/SCOPE OF WORK
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 FACILITY OPERATOR & TENANT EXPECTATIONS
SITE OPERATIONS & WORKING HOURS
Proposals should provide clear working hours for the facility which should alignwith the public interest in using this facility at peak hours. General operationsshould be focused around community and programming needs. The site shouldremain open to the Public and the City whenever possible. The City willcoordinate with the selected candidate to identify the best schedulingopportunity for openings and closures.
FLEXIBLE & ADAPTIVE SITE REUSE
The facility is a 10,500 square foot facility with a variety of conference roomsand features which can be utilized in creative and effective ways. It is expectedthat proposals demonstrate creative and adaptive use of the facility, as well asexperience in managing such large properties. Adaptive reuse projects retainunique and authentic characteristics that cannot be manufactured in newconstruction. Successful implementation of adaptive reuse development, blendsmodern technology with historic structures, creating an atmosphere and senseof place that is impossible to imitate. While the site was predominantly utilizedas a library, and a main aspect of the future use must remain in that realm ofservice, the site has significant potential for creative placemaking and improvedpublic use in other ways as well. Conceptual usages can range from education toinnovative office space, community cultural arts and more. Tenants should beaware that no modifications to the exterior of the building shall be made, and noadditions shall be made to the property. The site is registered on the list ofnational and historic landmarks, it first appeared on the list in 2019.
1. 2.
SECTION B-1
4 4.
MAINTENANCE & VANDALISM MITIGATION
The tenant/operator must operate the Hunt Library building and grounds as afirst-class facility which is regularly maintained and the interior and exteriorboth remain consistent with its historical registry status and intentional creativeplacemaking public reuse intent without expense to the City. The facility closedits doors in 2013 and has had some vandalism incidents in the past. Theoperator should take great care and work with community partners and lawenforcement to mitigate vandalism and protect the integrity of the facility, thismay be accomplished through a well developed security plan. All utilities,security guards, and maintenance costs are to be incurred by thetenant/operator. The City's position is that a facility which is occupied andregularly busy will not experience high vandalism.
COLLABORATION & ADAPTIVE PLAN DEVELOPMENT
Proposals shall present plans for site use that are clear and well defined. Plansshould address all aspects of the outlined scope of work and should be availablefor flexible commentary and feedback through engagement with the staff andcommunity members. The goals of the site use should be addressed throughoutthe proposal in a clear and concise manner. Once the site is open, collaborationwith City staff is expected to achieve shared goals. Proposals may consideradditional partners to achieve a shared vision for the site.
DEMONSTRATION OF EXPERIENCE IN HISTORICAL
SITE REPURPOSING
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. 5.
SECTION B-1
SCOPE OF SERVICES/SCOPE OF WORK CONT.
6. RECORDS RETENTION
The selected Proposer shall keep complete and accurate accounting records,which may be subject to City review at reasonable times to determine the natureand amounts of income from the activities on the Property. The records may beperiodically audited by the City.
7. NEGOTIATION OF LEASE RATES
Lease rates shall be negotiated and may vary based on nature of servicesprovided as well as level of Tenant Improvements to the site. Market rate leaserates as well as Consumer Price Index (CPI) are factors in lease negotiations forthis historic site.
REQUEST FOR INFORMATION
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
303 W. Commonwealth Avenue
Fullerton CA, 92832-1775
Phone: 714-738-6533
INSTRUCTIONS TO PROPOSERS CONT. 5SECTION C-1
SUBMISSION OF INFORMAL PROPOSALS
Proposals can be dropped off at the address above or sent via delivery using the U.S. Postal Service or other means:
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.
6 INSURANCE REQUIREMENTS
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.
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.
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.
SECTION C-2
INSTRUCTIONS TO PROPOSERS CONT.
7 INSURANCE REQUIREMENTS (CONT.)
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).
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 paymentof 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.
SECTION C-2
INSTRUCTIONS TO PROPOSERS CONT.
8 INSURANCE REQUIREMENTS (CONT.)
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.
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 CircumstancesCity 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
INSTRUCTIONS TO PROPOSERS CONT.
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.
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 should be included in full at a minimum:
Cover Letter
The cover letter shall be addressed and at a minimum, contain the following:
R E Q U I R E D P R O P O S A L C O N T E N T
9SECTION D
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 or feasible.
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.
10 MINIMUM QUALIFICATIONS:
Applicants should have around 10 years of experiencing conducting similar services and programming in-line with what has been listed here. Additionally it is preferred that applicants have 3 years of experience dealing with local governments in operation of similar sites.
The City has a strong desire to enter into an agreement with a candidate who has strong knowledge of Fullerton and its community across its many represented demographics and cultures.
Proposals should give a brief profile of the organization, including the types of services offered, history of organization, employees, etc.
Proposals should provide a general description of the firm's financial condition.
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.
REQUIRED PROPOSAL CONTENT
SECTION D
PROPOSED STAFFING & ORGANIZATION
This section of the proposal should establish the method that will be used bythe Proposer to manage the contract as well as identify key personnelassigned. Proposed Staffing and Organization are to be presented byProposer identified in the Scope of Services.
Provide education, experience and applicable professional credentials ofstaff.
Identify key personnel proposed to perform the work in the specified tasksand include major areas of subcontract work. Include the person's name,current location, and proposed position for this Contract, currentassignment, and level of commitment to that assignment, availability for thisassignment and how long each person has been with the firm.
Include an organization chart that clearly delineatescommunication/reporting relationships among the staff, including subconsultants.
SECURITY PLANNING & PRIORITIZATION
The selected proposal should clearly identify plans to ensure security of thesite as well as maintain facility safety as a major priority in operations. 1 1
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
The most effective proposal will identify a work plan for completing their specific programming as well as activities in a reasonable manner and through partnership with the City and other community stakeholders.
An implementation schedule should be provided alongside a demonstration of quality assurances for the services and programs provided.
F I N A N C I A L Q U A L I F I C A T I O N S
Sources & Uses of Funds for Each Phase of Business program Proposed Monthly Cost of Maintenance
Business Program Budget (Total Const & Operation Costs for Facility) Business Program Operating Pro Forma
Sufficient Cash-On-Hand to collaborate with the City on site improvements.
Firms should be generally well capitalized and have financial capacity to operate the site. Some examples of ways to demonstrate this could be:
Retain a high level of financial strength and resilience to complete the performance of services through the term of the lease agreement.
W O R K S A M P L E S :
Proposer should provide past work samples that are relevant and related to the Scope of Services.
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.
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 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. Carefully review the agreement, especially with regard to the indemnity and insurance provisions.
12EVALUATION AND AWARD
SECTION E
EVALUATION CRITERIA
City will evaluate the offers received based on the following criteria:
Qualifications of the Organization- Technical experience in performing workof a similar nature; experience working with public agencies; strength andstability of the organization; and assessment by client references.
Scope of Services - A thorough understanding of the City's requirementsand objectives; logic, clarity, specificity, and overall quality of work plan.
Financial Qualifications - A clear demonstration of financial strengththrough provided documentation. Capability to cover various TenantImprovements to the site as feasible is an important aspect of the proposal.
Property Management Approach - Qualifications of proposed key personnel;logic of organization; and adequacy of labor commitment and resources tosatisfactorily perform the requested services and meet the City’s needs.
CURRENT SITE PLAN
*RESTRICTED*RESTRICTED FOR LIBRARYFOR LIBRARY USE ONLYUSE ONLY *LIBRARY EXCLUSIVE AREA USE
A section of the library facility is to be regularly used for library-like servicesas 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 theirspecific needs as long as these uses are within code and eligible for the site. 13