REQUEST FOR PROPOSAL #22-062
TO DESIGN-BUILD-FINANCE-OPERATE-MAINTAIN
A NEW POLICE STATION
RIALTO, CALIFORNIA
APRIL 2022
Closing Date: TBD
PREPARED BY:
OFFICE OF THE CITY MANAGER
150 S. PALM AVE.
RIALTO, CALIFORNIA 92376
Request for Proposals
Development of a New Police Station
REQUEST FOR PROPOSALS
INTRODUCTION
The City of Rialto (the “ City”), is accepting development proposals from qualified Respondents (“Developers”) to propose, plan and develop a new state-of-the-art and first- class Police Station to replace onsite the City’s existing Police Station located at 128 N.
Willow Ave. (the “Project”) . The City’s existing Police Station was completed on November 10, 1973, and is an approximately 18,000 square feet single- story concrete block structure with a basement that includes a firing range.
The Police Department in 1973 consisted of 39 sworn officers and six civilian employees, serving a population of just over 30,000 citizens. Today, the sworn staffing of the Police Department has more than tripled to 126 members. The number of civilian personnel has increased to over 55 members, bringing the total number of department personnel to 181.
With the addition of part -time personnel, the Department exceeds 205 total employees.
The main police building is unable to accommodate the quadrupling of staff since 1973.
Only 120 of the Department’s 181 full-time personnel work out of the main police building.
To address the overflow of personnel, three modular buildings have been added on the Police Station property to house the following units:
• Traffic Bureau – 13 Sworn, 11 Civilian employees
• Investigations Bureau – 15 Sworn, 3 Civilian employees • Community Service Bureau – 5 Sworn, 2 Civilian, 4 Contract (SWAG) employees • Personnel and Training Unit – 2 Sworn, 1 Civilian Employee • Logistics – 1 Sworn employee
• Animal Control – 5 Civilian employees
The three modular buildings trailers provide approximately 6,800 square feet of additional space.
Additionally, in 2008, the City constructed a new approximately 27 ,000 square feet two- story structure as the Police Department’s Annex located at 429 W. Rialto Ave. The Property and Evidence Unit functions out of the Annex . The Annex also serves as the only meeting/training room for t he Police Department, and houses evidentiary vehicles, animal refuse, traffic trailers, and vehicles and equipment used for Inland Valley SWAT.
The Rialto Police Department currently has 195.5 full-time equivalent allocated positions that includes: 1 Chief, 2 Captains, 6 Lieutenants, 12 Sergeants, 12 Corporals, and 92 Officers. The Police Department has a 911 dispatch center that includes 1 Supervisor and 15 Dispatchers. Staffing includes other various administrative, technical and part- time staff.
Request for Proposals
Development of a New Police Station
Reconstruction of a new Police Station is overdue and there is an urgent need to consolidate all the various office spaces into a larger facility that will address current space needs as well as flexibility for future increases to staffing that will be required to fully serve the Rialto community at build-out with 150,000 residents. It is anticipated that the Police Department organization will grow in size to 150 sworn staff and 75 civilian staff.
To meet the needs for the Police Department, a new Police Station is desired. Specific organizational challenges caused by the shortage of adequate office space include the following:
• Lack of lockers and locker room space
• No conference/meeting rooms
• Overcrowded dispatch center with no space for a real-time crime center • Overcrowded briefing room
• No training room
• No dedicated report writing room (currently using briefing room) • Outdated detention cells/arrestee intake area
• Lack of storage space (currently using firing range)
• Lack of restroom facilities, both male and female
• No emergency operations center/community meeting room • Lack of an elevator to access the lower level of the police facility
The City (not the Successor Agency) is the owner of the 3.73 acre parcel on which the Police Station is located, as shown in Exhibit “A” , (the “Property”). The City will accept proposals for the Project that generally includes the following:
• Selection of Temporary Facilities and Short -Term Lease for relocation of Police Department operations during construction
• Coordination of relocation of Police Department operations, including its 911 dispatch center
• Design-Build-Finance-Operate-Maintain of a two -story concrete tilt -up building of 100,000 square feet (with final sizing to be determined in the project programming phase) for a new Police Station on the Property and to potentially consolidate the operations of the Police Department Annex located at 429 W. Rialto Ave. • Design-Build-Finance-Operate-Maintain of a concrete parking structure as necessary to accommodate required on-site parking
• Completion of outfitting and tenant improvements
• Long-term property management and maintenance
The selected Developer will submit to the City a site plan proposal including but not limited to building concepts, parking, access and egress, landscape, and all infrastructure improvements with the goal of maximizing the Property for its highest and best use. Note, the City owns the existing solar p anel system located on- site subject to debt service Request for Proposals
Development of a New Police Station
payments, and the site plan will need to incorporate relocation of the solar panel system into the building design.
The selected Developer shall have experience in developing similar governmental buildings (including Police Stations or similar public safety facilities ), building site acquisition, planning, construction, operating, maintaining, leasing, and management.
The selected Developer will lease the City -owned land and design, finance and develop the project in conjunction with the City in accordance with Government Code Section 5956. The selected Developer will be required to execute a Ground Lease for the Property and coterminous Facility Lease of the new Police Station and related improvements, with mutually agreed terms and conditions , and provide a City approved site plan depicting the Project to be developed.
The selected Developer will provide a long-term facility lease to the City which will provide for a turn-key delivery of the project. The facilities lease will provide for the City to pay a competitive modified gross lease rate and provide the City with the option to purchase the building and improvements during the lease term and/or provide that at the end of the lease term (not to exceed thirty years), the City will own the project/facility for one dollar.
In addition, the Developer will plan and construct the required parking facilities and landscape areas on the site for use by the public and police staff.
The Developer will have experience in site acquisition/leasing, financing, design, planning, entitlements, the California Environmental Quality Act (CEQA), construction and managing real estate projects with governmental tenants on a long term basis.
Developers proposing projects must meet the criteria in this Request for Proposal set by the City and must comply with CEQA, secure entitlements, obtain all permits, complete the Design-Build-Finance process for the new Police Station, and provide for professional long term property management.
PROJECT DEVELOPMENT GOALS
The City has established the following development goals for the scope of the Project:
1. Development of a new Police Station that will provide the greatest value to the City.
2. Smooth and efficient temporary relocation of existing Police Department operations, including the existing 911 dispatch center, to a site selected and leased by the selected Developer and as approved by the City.
3. Achieve the programming, planning, design, construction, outfitting and tenant improvements of the new Police Station on the Property reflecting current building design trends and incorporating the latest technology.
Request for Proposals
Development of a New Police Station
4. Initiate the planning and construction of the new Police Station on the Property , including parking structure if required, and complete the Project within two years commencing upon fully executed Ground Lease and Facility Lease agreements.
REAL ESTATE AGREEMENTS
It will be necessary for the Developer to execute Real Estate Agreements with the City to move this Project forward. Execution of a Ground Lease, Facility Lease, and related agreements will be required. These agreements will be provided by and through the City and will be subject to City Council approval.
Ground Lease / Facility Lease
Execution of a long -term Ground Lease for the Project will be required to provide the Developer with control of the Property and as a basis for obtaining the necessary financing for the Project, and the terms and conditions to Design-Build-Operate-Maintain the Project and will include a performance schedule. The desired term of the Ground Lease is for thirty (30) years. The Ground Lease will require ground rent monthly payments by the Developer to the City together with annual rental adjustments. The Ground Lease document will provide the timing and other requirements for the development of the project. The Developer will be requested to submit a financial proposal as part of this Request for Proposals to the City specifying the amount of ground rent payable to the City and key ground lease terms.
Execution of a long term Facilities Lease between the Developer and the City w ill be required in which the Developer leases to the City and the City pays monthly rent to the Developer. The desired term of the Facilities Lease is for thirty (30) years. The monthly rent shall be payable on a modified gross basis and shall be based on the overall cost of the Project, and monthly operating costs as reimbursement to Developer for its operating expenses (maintenance, custodial, utilities, etc.) including the cost of the tenant improvements.
The Facilities Lease shall include an option for the City to purchase the building and improvements on an annual basis after ten (10) years from lease commencement for a specified amount and at the end of the Facilities Lease for one dollar. The lease wil l specify that in the event the City exercises its option to purchase the building and improvements, upon the closing of escrow, the Ground Lease shall terminate. The Developer will be requested as part of this RFP to submit a financial proposal setting forth the key terms of the Facilities Lease. The Developer will be required to submit evidence of its ability to finance the project.
Separately, a short -term lease of temporary facilities for relocation of the Police Department operations during construction of the Project will be required to be negotiated by Developer at a site approved by the City, with the cost of the short-term lease inclusive in the overall cost and financing of the Project.
Request for Proposals
Development of a New Police Station
The Ground Lease and Facility Lease agreements will provide that the Developer shall design, entitle, permit, finance, construct, operate, and maintain (as Landlord) the Project and all related improvements, including a new park ing garage if required. A Project budget will be established by line item to list all P roject costs including the project contingency, overhead costs, and profit margin.
PLANNING AND CONSTRUCTION OF THE PROJECT
The Developer shall take all necessary actions to complete the design, entitlements, planning and construction of the new Police Station core, shell, fit -out and tenant improvements and all aspects of the Project, including the temporary relocation of Police Department operations during construction. The Developer shall complete and procure all entitlements and complete all improvements. Developer shall comply with the California Environmental Quality Act and all applicable laws to secure permits and certificate of occupancy for the new Police Station and related improvements.
The Developer shall also design and construct a new parking garage if necessary to accommodate on-site parking in accordance with minimum parking standards applicable to the facility. Any parking structure proposed should be built grade level and above with no underground parking, unless Developer identifies cost savings resulting from underground parking.
The Developer should consider and develop the new Police Station with sustainability features and with a LEED rating of silver or higher.
All improvements and facilities shall comply with the Americans with Disabilities Act.
The improvements will be subject to the provisions contained in the California Labor Code (commencing with Section 1720) relating to general prevailing wage rates and other pertinent provisions.
SUBMITTALS OF PROPOSALS
Submittals to the City from Developers must address four categories: Qualifications of the Developer; Ground Lease Proposal; Design, Construction, Project Management and Property Management.
QUALIFICATIONS OF THE DEVELOPER
Any Developer selected for t his Project must possess extensive knowledge and experience in the development, planning, construction, leasing, and property management of governmental buildings. In addition, it is desirable that the Developer be experienced in the design and implementation in police station or similar public safety facilities site planning. Also, the Developer selected must demonstrate long- term experience working with all governmental agencies involved leading to successful completion of projects.
Request for Proposals
Development of a New Police Station
It is critical that the Developer demonstrate their ability to secure suitable financing for the Project. Developers shall provide their qualifications including, but not limited to, the following:
1. Experience of the Developer in the Design- Build-Finance-Operate-Maintain (P3) development of new governmental buildings, including police stations , acquisition of land and/or ground leasing, development, planning, construction, leasing and management of governmental building projects. The Developer shall provide a list of completed projects and/or buildings owned including references.
2. Qualifications of Developer Team including Architect, Contractor and those who will actively participate in the project development and/or management of the new Police Station, including resumes.
3. Financial Statements for the past five years.
4. Evidence of the Developer’s ability to finance the Project, i.e., a letter from Developer’s lending institution, loan approval, etc.
SUBMITTAL OF GROUND LEASE / FACILITY LEASE PROPOSAL
Developers shall submit a Ground Lease/Facility Lease Proposal as the core of their response as follows:
1. Letter of Intent. The Ground Lease Proposal may be in the form of a Letter of Intent.
2. Site Plan Proposal. Developers shall submit a site plan proposal which shall include the following:
a. A conceptual plan and description. Although a single concept is acceptable, one or two alternative layouts are desirable. Desired features of the plan are as follows:
i. Public access and entrance plaza
ii. Site orientation with onsite surface parking or parking structure iii. Sustainability, LEED, CalGreen
3. Discussion of the logistics in temporary relocation of existing Police Department operations, including options for temporary siting and short -term leasing of available space not more than two miles from the existing Police Station. Discussion should address the technical challenges in relocating an active 911 dispatch center.
4. Proposers should include and be prepared to discuss initial programming expectations for a Police Station serving a community anticipated to grow to 150,000 residents and confirm initial sizing of the new Police Station incorporating the Police Station Ann ex and a new shooting range to replace the existing one in use . Architectural concepts Request for Proposals
Development of a New Police Station
should consider the expectation of a concrete tilt -up core and shell with the intended use as a state-of-the-art first-class Police Station.
5. Description of the type of building proposed, open space, landscape areas and parking facilities. The City is open to building design specifications based upon the Developer’s experience in the Design-Build-Lease of similar governmental buildings.
If concrete tilt- up core and shell c onstruction is not recommended for financial reasons, an explanation shall be provided with justification for an alternative building type.
6. Ground Lease/Facility Lease Proposal. Developers shall submit a Ground Lease/Facility Lease Proposal to City that sets forth competitive monthly lease payments subject to annual escalator formula. The Facility Lease shall be considered a modified gross l ease and shall include provis ions for acquisition of the leased premises by the City for $1 at end of lease term, and opportunities for early termination and acquisition of the leased premises at the City’s discretion. The term of the Ground Lease and coterminous Facility Lease shall be for a period as proposed by the Developer, and that provides for competitive market rate lease payments paid by City to Developer to finance the overall cost of this Design-Build-Lease Project.
7. Evidence of the Developer's ability to finance the Project in the form of a letter from Developer’s lending institution, or Loan Approval letter.
DESIGN AND CONSTRUCTION - PROJECT MANAGEMENT
Developers shall submit information as follows:
As requested, Developers shall submit a resume of the proposed architect and contractor for the P roject which shall include past Police Station or similar public safety facilities development projects completed and professional references. It is highly desirable that the architect and contractor have experience in designing and constructing this type of governmental facility.
Indicate the method of project management and provide a project timeline schedule.
Summarize ability to collaborate with Government Agencies to complete projects and provide examples. Include summary of formal presentations made to governmental agencies.
Describe actions to be taken to comply with the California Environmental Quality Act and any related environmental issues.
PROPERTY MANAGEMENT
Developers shall submit their property management experience history and provide a fundamental property management plan for the building proposed including the following:
1. Portfolio size of governmental properties managed including the following:
Request for Proposals
Development of a New Police Station
a. Total annual budget of portfolio managed, including year-end financial results. b. Occupancy level of buildings.
c. Total number of tenants in portfolio.
d. Percentage of portfolio developed versus acquired as existing.
2. Summary of property management experience including list of properties managed.
3. Resume of key property management employees.
4. A Management Plan for property management operations at the new Police Station.
5. Demonstrate methodology to achieve cost savings on operating expenses.
REQUESTS FOR INFORMATION (RFI) - QUESTIONS AND ANSWERS ON THE RFP Firms, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any C ity employee, commission member, committee member, council member, or other City employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below may be cause for rejection of a proposal.
All questions, technical or otherwise, pertaining to this RFP must be sub mitted electronically via the Q&A tab of this RFP 22- 062 on the PlanetBids website (search for RFP 22-062):
https://pbsystem.planetbids.com/portal/28159/bo/bo-search
Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP . The deadline for all questions is (TBD). Questions received after this date and time may not be answered.
Only questions that have been resolved by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.
There will be Pre -Proposal Conference held on ( TBD) at 10:00 A.M. to provide an opportunity to potential Developers interesting in submitting a Proposal to visit the secured sites of the Police Station and Annex facilities. The Pre- Proposal Conference is non-mandatory, but it is strongly encouraged that all potential Developers attend it as there will not be another opportunity to visit these facilities.
DEADLINE FOR SUBMISSION OF PROPOSALS:
All proposals must be received via the City’s electronic bidding system through PlanetBids:
https://pbsystem.planetbids.com/portal/28159/bo/bo-search Request for Proposals
Development of a New Police Station
The deadline to receive proposals is: (SPECIFY DATE AND TIME).
The receiving time of the PlanetBids system will be the governing time for acceptability of Proposals. Late proposals will not be accepted and will be considered non- responsive.
REVIEW OF SUBMITTALS BY CITY
The City will review the submittals and establish a short list of potential Developers based on the following:
1. Direct applicable experience in planning new governmental buildings, including police stations and similar public safety facilities.
2. Direct applicable experience in acquiring and/or ground leasing, developing, improving, renovating, leasing, and managing projects of the size and type proposed.
3. Qualifications of the principals/respondents.
4. Economics and property aspects favorable to the City.
5. Other information based on the criteria requested in this Request for Proposal.
After review by the City , each Developer will be notified, and a short list of selected potential Developers established.
PROCEDURE AFTER NOTIFICATION
After notification, the City will coordinate a panel interview with a short list of potential Developers to evaluate their qualifications and experience and other factors to complete the Project. The interview will be by an Evaluation Panel established by the City. Selected potential Developers will be evaluated based on the various criteria, including a determination of greatest overall value to the City for the best proposed project. After the interviews and submittal of all requested materials to the City , an award will be made to the final selected Developer to commence with the Project.
Upon completion and execution of acceptable Real Estate and related agreements by the Developer, the agreements shall then be forwarded to the City Council for approval.
AWARD OF CONTRACT:
It is the City’s intent to award a contract to the Developer that can best provide all the services identified in the RFP document at the greatest overall value to the City for the best proposed project. The decision of the City Council will be final.
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Development of a New Police Station
RESPONSIBILITY OF PROPOSER:
All firms responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted a proposal without an authorized signature, falsified any informati on in the proposal package, etc.), the proposal shall be rejected.
PUBLIC RECORD:
All documents submitted in response to this solicitation will become the property of the City of Rialto and are subject to the California Code Section 6250 et seq., commo nly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, may be made public after the review process has been completed, negotiations have concluded and a recommendation for award has been officially agendized for City Council consideration, and/or following award of contract to a specific firm, if any, by the City Council.
COST RELATED TO PROPOSAL PREPARATION:
The City will not be responsible for any costs incurred by any firm responding to this RFP in the preparation of their proposal or participation in any presentation if requested, development of any technical proposal if requested, or any other aspects of the entire RFP process.
BUSINESS LICENSE:
The selected firm will be required to be licensed in accordance with Title 5 of the City of Rialto Municipal Code, entitled “Business Licenses and Regulations”.
PROPOSAL INFORMALITIES OR DEFECTS:
The City of Rialto reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to seek new RFP’s, as best serves the interests of the City.
INVESTIGATIONS:
The City reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this RFP to perform all of the services related to the Project and the firm shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out and to complete the Project contemplated therein.
Request for Proposals
Development of a New Police Station
PROPOSALS TO REMAIN OPEN:
Firms responding to this RFP shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals.
SIGNED PROPOSAL AND EXCEPTIONS:
Submission of a signed proposal will be interpreted to mean that the firm responding t o this RFP has hereby agreed to all the terms and conditions set forth in all the sheets which make up this Request for Proposals. Exceptions to any of the requirements contained in the RFP documents will not be accepted.
Request for Proposals
Development of a New Police Station
Exhibit “A”
EXHIBIT “A”
That certain 3.73 acre parcel of land located at the northwest corner of Rialto Avenue and Willow Avenue identified by Assessor’s Parcel Number 0130-191-11 described as Parcel 1 of Parcel Map 13781 recorded in San Bernardino County records in Book 167, Page 11 of Parcel Maps. The Property is generally depicted below.