Request for Proposals for Program/Construction Management Services on the Gonzales Community Center Complex Project
INTRODUCTION
The City of Gonzales is located 17 miles south of Salinas and is in the heart of the 90-mile long Salinas Valley. The City of Gonzales has a rich history of deep community engagement and an ethos of engaging that is affectionally referred to as the Gonzales Way, Love-Care-Connect. In 2019 the city was one of five cities nationwide recognized as a Culture of Health Prize winner by the Robert Wood Johnson Foundation and only the fifth city in California to receive this distinction. In June 2023 the city was selected as one of ten cities in the United States as an All American City by the National Civic League.
The California Department of Finance population estimate for the city as of January 1, 2020 is 8,506. The city prides itself on being a net-importer of jobs due to the city’s Industrial Business Park attracting a variety of ag-related businesses. In addition to building the Community Center Complex, the city has several other major initiatives underway including:
• $30M wastewater system expansion to provide an additional 1.0 MGD of capacity related to the ag-wash water discharged from processing facilities in the City’s Industrial Business Park
• 750-acre annexation for residential and commercial development with the city’s Sphere of Influence, east of US101
More information about the city can be found at our website: www.GonzalesCA.gov
PROJECT
The site for the new facility is on Gabilan Court, a city-owned parcel along Fifth Street located just east of Fairview Middle School and across the street from Gonzales High School. The 3.30-acre site is adjacent to the Joint Use Gym that is a shared facility between the city and the Gonzales Unified School District. The prior use of the Gabilan Court parcel was a 24-unit Monterey County Housing Authority facility that was relocated to the intersection of Fanoe Road/Chardonnay Drive approximately 15 years ago.
Gabilan Court is an ideal site for the Community Center as it is near the center of town and very close to the high school, middle school, and elementary school. The Community Center Complex is comprised of the following elements:
1. Monterey County Library (to be relocated from the Gonzales Shopping Center)
2. Teen Innovation Center
3. Community Center with large multi-purpose room, fitness room, flexible meeting rooms, and a commercial kitchen
4. Courtyard, outdoor spaces, landscaping and on-site parking
The project will be designed and constructed through Design/Build contracting. In May 2021 Swinerton was selected to perform PM/CM Services for the project. During the summer and fall of 2021, after a robust community engagement effort by City staff, Swinerton and Group 4 Architects, a building and site program was developed, reflecting input from the community and City Council.
At the February 22, 2022 Council Meeting, the Design Criteria Documents (prepared by Group 4 Architects) were approved and the three top ranked Design/Build teams out of the seven teams that submitted Statement of Qualifications were “short-listed” to receive the Request for Proposal for the project. The Design Criteria Documents are comprised of 98 sheets of plans, a three volume set of technical specifications and other guidance documents.
On January 31, 2023 staff issued the Request for Proposals (RFP) to three “short-listed” Design/Build Teams (Contractor/Architect). At their June 5, 2023 meeting, the City Council awarded the Design/Build contract to the Otto Construction/WRNS team.
The Community Center Complex project will be funded by a variety of sources including the following:
• Measure X (local sales tax) expected to provide $7,500,000 of project funding. • $5.0 M State grant for the Teen Innovation Center secured by State Senator Anna Caballero
• Community Development Block Grant (CDBG FY 2022/23 and FY 2023/24) • County contribution to relocate existing library from the Gonzales Shopping Center • Two grants (Electric Vehicle Charging Station Grant from the California Energy Commission and Building Forward Library Infrastructure Grant Program) • Capital Campaign with a $10.0M goal with current pledges totaling $6.5M The project will be delivered in a phased approach due to the grant funding for the project that have deadlines for use of the funds. Phase 1 will be the Library, Teen Innovation Center, and most of the site improvements (ie, landscaping and parking).
Phase 2 will be construction of the Community Center.
The Otto Construction/WRNS team will design Phases 1 and 2 over the next ten months and construction of Phase 1 is expected to begin next April. Construction of Phase 2 will occur when the city secures the needed funding.
SERVICES
This Request for Proposals (RFP) is for Project/Construction Management Services for the City’s Community Center Complex Project which is being delivered through design/build contracting. The city is seeking the following services for this project:
1. Project Management
a. Provide and manage web based document management system (we are currently using ProCore). The city’s open to this or other platforms. b. Run internal coordination meetings (PM/CM staff and city staff) c. Arrange and chair DBE progress meetings
d. Track detailed action items (item status, ball-in-court, due date, etc) e. Utility provider coordination
f. Monitor design process including verify conformity to the approved Design Criteria Documents
g. Support the city’s Community Engagement efforts:
i. Make presentations to City Council and other city boards ii. Participate in periodic Community Townhall meetings iii. Bilingual staff person (English/Spanish) is desired for written materials and Townhall meetings
h. Update project schedule.
i. Monitor all expenditures and track various city monies and outside funding sources. Includes managing cash flow for various expenses. j. Ensure compliance with grant requirements including reporting k. Include monthly status reports with invoice
l. Collaborate with DBE team on value engineering of the design m. Review construction documents for quality assurance and quality control n. Coordinate Building Code Review between DBE Team and city’s building services consultant (4Leaf)
2. Construction Management/Inspection
a. Provide Construction Administration services such as the following:
b. Review and monitor RFI and process submittals for conformance to design criteria documents
c. Review DBE’s schedule updates. Track contract time
d. Coordinate Building inspections between DBE Team and city’s consultant e. Perform Site Civil inspections.
f. Coordinate specialty inspections
g. Labor compliance monitoring including Davis-Bacon wages and benefits h. Review and certify contractor progress payments
i. Prepare and/or review change orders or construction change directives j. Participate in punch walks of building and site
k. Inspect for substantial and final completion
l. Authorize minor changes that do not affect the contract time or price m. Arrange for commissioning of completed buildings
n. Close-out project including preparation for grant funding audits and obtain copies of O&M manuals and warranties
o. Recommend project acceptance
The city is interested in full PM/CM services for this important civic facility. Therefore, Proposers are encouraged to refine and expand on the above listed services in your proposal.
PROPOSAL CONTENT AND REQUIREMENTS
Your proposal should include the following:
Cover Letter - Provide the following information:
1. Firm name, office location(s), telephone numbers, and e-mail addresses of the main contact(s) including all principals.
2. Staff person(s) we should contact regarding the submitted proposal
3. Number of years the firm has performed the requested services
4. Firm ownership structure: sole-proprietor, partnership, corporation, other (please specify).
5. Indicate if your firm has any conflicts of interest related to working for the City of Gonzales and your other current contracts.
Technical Approach
1. Provide a detailed list of the services your firm can provide under this RFP
2. State why your firm is qualified to provide the specified services.
3. Describe how your team will deliver your services
Qualifications and Management
1. Present resumes for key project team members
2. Include an organization chart.
3. Describe how the project team will be managed
4. Describe the firm’s quality assurance efforts.
Relevant Experience
1. Present your firm’s relevant experience with public agencies contracts similar to the city’s project. Your qualifications package should include relevant experience with at least three different public agencies where these services were provided in the last five years.
2. Provide the major aspects of the scope and contract amount, the name of the public agency these services were provided for, and full contact information (address, phone, and email address) for the public agency’s project manager.
3. List proposed key personnel with their expertise, professional experience, training, certifications, office location and role they will play on the project.
4. Provide specific examples how the firm has successfully delivered program/construction management services to other public agencies over the last five years. This includes:
a. How does your firm adhere to agreed upon schedules?
b. What efforts are used to get projects back on track? c. How does your firm make efficient use of its personnel and resources? d. What techniques does your firm use to deliver quality services? e. Describe project involvement by the firm’s principals
f. What computer programs does your staff use to track various aspects (schedule, costs, scope creep) of a major project like the City’s? The proposal shall be limited to 30 pages excluding cover letter and resumes.
ESTIMATED FEE
Provide an Estimated Fee for Project and Construction Management services for the period of August 2023 through December 2025 (end of Phase 1 construction). The Estimated Fee shall essentially be a staffing plan for each month over this 29 month period. Include all direct and indirect costs (vehicles, mileage, software, etc).
The Estimated Fee and the firm’s Rate Schedule shall be submitted in a separate sealed envelope.
CONTRACT
The City’s standard consultant agreement is attached. Provide a statement of your ability to execute the city’s consultant agreement and include any desired revisions to the city agreement in the separate sealed envelope transmitting your Estimated Fee and the firm’s Rate Schedule.
RFQ SCHEDULE is:
Milestone Date
City Issues Request for Proposals 6/16/2023
Pre-Proposal Meeting 6/29/2023 at 10:30AM
Proposal Submittal Deadline 7/13/2023 at noon
City releases list of firms to be interviewed 7/14/2023 Interview short-listed firms 7/25/2023
City Council Meeting for approval of selected firm’s contract 8/07/2023
SELECTION PROCESS
City staff prefers firms with:
1. More than five years of providing the specified services
2. Knowledgeable and proactive staff with strong interpersonal skills
3. Staff with experience on Community Centers, Libraries and Teen Centers
4. Timely invoicing with detailed efforts listed by staff person Proposals submitted by the deadline will be evaluated based upon qualifications, experience, ability to perform and understanding of the services to be performed.
PROPOSAL SUBMITTAL
Deliver five printed and bound copies of the proposal materials to:
Patrick Dobbins, Public Works Director/City Engineer
City of Gonzales
PO Box 647
147 Fourth Street
Gonzales, CA 93926
Provide two separate sealed envelopes (Proposal in one envelope and the Estimated Fee and Rate Schedule in second envelope) inside one larger sealed envelope clearly labeled, “PROPOSAL FOR PM/CM SERVICES ON COMMUNITY CENTER COMPLEX PROJECT.” Include a thumb drive with PDF copies of the Proposal, Estimated Fee and Rate Schedule.
CONTACT INFORMATION
Questions regarding this RFQ shall be directed to:
Patrick Dobbins, Public Works Director/City Engineer
City of Gonzales
PO Box 647
147 Fourth Street
Gonzales, CA 93926
Phone: 831-675-5000
Email: [email protected]
Attachments
1. City’s Standard Consulting Agreement
2. Otto Construction’s schedule from their proposal
3. Select City Council reports on delivery of the Community Center Project References:
Articles regarding “the Gonzales Way”
https://www.zocalopublicsquare.org/2021/02/16/gonzales-california-microgrid-future-ofenergy/ideas/connecting-california/ https://www.zocalopublicsquare.org/2020/05/19/gonzales-california-central-coast-15-yearfight-universal-broadband/ideas/connecting-california/ https://www.zocalopublicsquare.org/2019/09/17/the-fabulous-fable-of-fabiolas-scholarshipfund/ideas/connecting-california/ https://www.zocalopublicsquare.org/2019/01/14/small-california-farm-town-puts-kidsfirst/ideas/connecting-california/