CITY OF SAN CLEMENTE
Beaches, Parks & Recreation Department
100 N. Calle Seville
San Clemente, CA 92672
(949) 361-8237
REQUEST FOR PROPOSAL
SAN CLEMENTE MUNICIPAL GOLF COURSE
COMPREHENSIVE MASTER PLAN
October 16, 2023
PROPOSALS DUE:
November 22, 2023, by 2 p.m.
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
OCTOBER 2023
ATTACHMENT 4
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
OCTOBER 16, 2023
Prospective Contractors:
The City of San Clemente (City) is interested in receiving proposals from Professional Services Contractors (Contractors) for the conduct of a San Clemente Municipal Golf Course Comprehensive Master Plan Update, property located at 150 Avenida Magdalena, as described in detail in the attached Request for Proposal (RFP).
Schedule of Events from Issuance of the RFP to Award of Contract:
Issuance of RFP October 16, 2023
Site Visit (Optional) October 26, 2023, 9 a.m.
Questions Due November 1, 2023
Submittals Due November 22, 2023, 2 p.m.
RFP Review by Selection Committee
Interviews (Tentative) December 4-6, 2023
Contract Award at City Council December 19, 2023
City Point of Contact:
The sole source of contact regarding this RFP is Samantha Wylie, Beaches, Parks & Recreation Director. Individuals or firms interested in submitting a proposal are asked not to contact other members of the City of San Clemente staff or Councilmembers in connection with the RFP before the announcement of the consultant selected.
Proposals, questions, and all correspondence related to this RFP are to be submitted confidentially to the following mailing address or via the e-mail listed below:
Beaches, Parks & Recreation Director
City of San Clemente
100 N. Calle Seville
San Clemente, CA 92672
(949) 429-8875
[email protected]
Proposal Closing Date: Monday, November 22, 2023, 2 p.m.
Please e-mail your proposal to Samantha Wylie at [email protected] no later than November 22, 2023, at 2:00 p.m. Proposals received after this time will not be accepted.
Sincerely,
Attachment 1: Project Location Map
Attachment 2: Statement of Non-Collusion
Attachment 3: Sample Professional Services Agreement
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
SAN CLEMENTE MUNICIPAL GOLF COURSE COMPREHENSIVE
MASTER PLAN UPDATE
Background about the City and the project, as well as information about the Scope of Work to be undertaken, are discussed in this section of the RFP.
A. INTRODUCTION
The City of San Clemente is seeking proposals from qualified contractors to provide all personnel, materials, and services required to complete a study to develop a comprehensive plan for the San Clemente Municipal Golf Course (the “SCMGC”). The awarded Consultant shall provide a comprehensive review of all SCMGC operations including financial status and capital projects to determine the SCMGC’s sustainability over the next ten years. The study and resulting plan shall include realistic projections of revenues and expenses. These estimates will be supported by a thorough market and facility analysis. The resulting plan will identify best practices in course management, potential new/enhanced revenue streams, and other options that will improve the quality of service and play for SCMGC users.
B. BACKGROUND
The City of San Clemente is a California municipality located on the coast of Southern California, between Los Angeles and San Diego, in Orange County. The City has a population of approximately 65,000 residents in an 18 square-mile area.
The City provides various services to its residents. Services include, but are not limited to, general governmental services, beaches, parks and recreation, water/wastewater, public works, and solid waste collection.
The SCMGC is an 18-hole championship golf course. Built by renowned Golf Course Architect William “Billy” Bell on land donated by city founder Ole Hanson, the course consisted of nine holes on opening day in 1930, with what is now the back nine being added in 1955. Municipally owned and operated since its inception, the SCMGC is aptly known as the “Pride of the Pacific.” The course hosts roughly 90,000 rounds per year.
The SCMGC Pro Shop and Starter Office are currently operated by a long-term contractor, Dave Cook through a license agreement with the City. This agreement is set to expire in 2026. The banquet, restaurant, and event operations are currently managed through a concessionaire agreement with Z Golf Services (DBA
Wedgewood). The maintenance of the course is managed by city personnel under the direction of the Maintenance Manager and Golf Manager, in the Public Works Department.
The SCMGC Master Plan was last updated in 2002 and included the reconstruction of the clubhouse and pro shop and design updates to the driving range and parking lot.
The City is seeking a consulting firm to conduct a Master Plan update to SCMGC.
This plan shall be a comprehensive review of all operations including the financial status and capital projects to determine the SCMGC’s sustainability over the next ten years along with realistic projections of revenues and expenses. These estimates will be supported by a thorough market and facility analysis. The study will identify best practices, potential new/enhanced revenue streams, and other options that will result in continuing as a self-sustaining enterprise fund. Identify all capital projects, scope, and cost estimates that will be required for successful golf club operations over the next ten years.
C. PROJECT OBJECTIVES
The City intends to contract with a professional golf landscape architect firm or other qualified design consulting company to develop a master plan update for the San Clemente Municipal Golf Course. The plan should include public review and comment, which will ultimately be refined to one final conceptual plan, which might reasonably be anticipated to be built. The conceptual plan shall include different phases and shall be accompanied by a cost estimate and summary report. The design shall include access and parking for vehicles and alternative modes of transportation; ADA compliance; lighting that is sensitive to neighboring properties; and other factors that are identified in the data collection and public input process.
The project budget is $60,000.
D. PROJECT ORGANIZATION AND SCOPE OF WORK
The scope of services requested includes the following:
A. Hole-by-hole analysis and recommendations.
B. Building assessment and recommendations.
C. Irrigation systems analysis and recommendations.
D. Practice area recommendations.
E. Tree assessment and recommendations.
F. Pro Shop and Starter Office assessment and recommendations.
G. Restaurant and event services assessments and recommendations.
H. Staffing and Equipment evaluation
F. DELIVERABLES
The contractor is responsible for the following deliverables in keeping with the schedule described in subsection G below. The contractor is responsible for the following deliverables:
1. Site plan, plan base specifications, and special provisions for the course (18- hole) design, and element construction.
2. Analysis of all operations and findings to support recommendations for continued sustainable operations in all aspects of course functions.
3. Detailed estimate of any future construction cost(s).
4. Summary Report. The final plan shall be accompanied by a written report summarizing site conditions, key findings, justification for design and design elements, identification of major obstacles to development, necessary permits and approvals, detailed estimate of cost, and phasing options. Studies and reports used to develop the conceptual plan should be included in appendices to the summary report.
G. SCHEDULE
The following are key dates for the San Clemente Municipal Golf Course Comprehensive Master Plan Update. Schedule may be subject to change based on stakeholder/community feedback through public comment periods.
Issuance of RFP October 16, 2023
Site Visit (Optional) October 26, 2023, 9 a.m.
Questions Due November 1, 2023
Submittals Due November 22, 2023, 2 p.m.
RFP Review by Selection Committee November 27-30, 2023
Interviews (Tentative) December 4-6, 2023
Contract Award at City Council December 19, 2023
Meeting with Stakeholders January 15-26, 2024
Golf Course Committee Review #1 March 7, 202
Golf Course Committee Review #2
(Optional)
As needed
City Council Plan Review/Adoption May 21, 2024
H. PROPOSAL SELECTION
Proposals will be reviewed and scored by City staff and a selection of proposals will be invited to interview with the master plan steering committee to determine the winning proposal.
Proposals will be scored according to the following factors:
1. Consultant Qualifications with Similar Projects and the Project Area - 35%
2. Scope of work, methodology, public engagement, and scheduling - 35%
3. Overall Quality, Completeness, and Clarity in the Proposal - 15%
4. Consultant Costs and Fee Schedule – 15%
The City will select one or more Proposers and invite them for an interview prior to awarding the contract. In this process, the City may ask the respondents to give an oral presentation of their respective proposals. The purpose of this oral presentation is to provide an in-depth analysis of certain qualifications, experience in performing similar services, and an opportunity for the Consultant(s)/Teams to clarify or elaborate on their qualifications without restating the proposal. The interview and presentation are merely to present facts and explanations to City and allow them to ask targeted questions. The day and time will be notified to the proposers at least one week before the meeting. Each interview will last 45 minutes and will be comprised of a presentation and Q&A. Interviews may be held via Zoom or in-person depending on preference of the Consulting Firm.
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
SAN CLEMENTE MUNICIPAL GOLF COURSE
COMPREHENSIVE MASTER PLAN UPDATE
INSTRUCTIONS AND CONDITIONS
The following instructions and conditions apply to this RFP:
A. GENERAL CONDITIONS
1. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Professional Services Contractor (contractor) in:
• Preparing a proposal in response to this RFP
• Submitting that proposal to the City of San Clemente
• Negotiating with the City of San Clemente on any matter related to this RFP, proposal and/or contractual agreement
• Any other expenses incurred by the contractor prior to the date of an executed contract
The City of San Clemente shall not, in any event, be liable for any precontractual expenses incurred by any contractor. In addition, no contractor shall include any such expenses as part of the price proposed to conduct the scope of work for this project.
2. Authority to Withdraw RFP and/or Not Award Contract
The City of San Clemente reserves the right to withdraw this RFP at any time without prior notice. Further, the City makes no representations that any agreement will be awarded to any contractor responding to this RFP.
The City expressly reserves the right to postpone the opening of proposals for its own convenience and to reject any and all proposals in response to this RFP without indicating any reasons for such rejection(s).
3. Pricing Approach
The City of San Clemente intends to award a fixed-price contract for the conduct of this project. In no event shall the City pay an amount in excess RFP - INSTRUCTIONS AND CONDITIONS Page 6
of the dollar value negotiated in the contractual agreement with the successful contractor.
4. Right to Reject Proposals
The City of San Clemente reserves the right to reject any or all proposals submitted. Any award made for this engagement will be made to the contractor which, in the opinion of the City, is best qualified to conduct the project.
5. Proposal Evaluation Criteria
Proposals will be evaluated on the basis of their response to all provisions of this RFP. The City of San Clemente may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance:
a. Previous experience
b. Demonstrated record of success on work previously performed for the City or similar work performed for others
c. Project Lead
d. Educational background of project lead and staff
e. Staff to perform work within the specified time
f. Methodology proposed to accomplish the work
g. Ability to make effective public presentations of the report and/or design required
h. Ability to work effectively with City staff, other public agencies, and related parties as directed during the course of the design, study, or other services
i. Pertinent new ideas which may be presented during the course of the selection process
j. Adequate knowledge of local conditions
k. Availability, experience and knowledge of all subcontractors hired to complete the job or study
RFP - INSTRUCTIONS AND CONDITIONS Page 7
l. Additional work performed by the contractor which may have a direct and substantial physical relationship or conflict to the proposed project m. Retention of original contractor on projects modified due to the original contractor’s detailed knowledge of the work or on the grounds of cost n. Previous history of completing projects within budget and design estimates
o. Ability to furnish adequate and effective construction supervision p. Consideration for contractors currently working with a major developer in the City for work within or adjacent to the major development project B. PROPOSAL FORMAT AND CONTENT
Proposals should be typed as brief as possible. They should not include any elaborate or unnecessary promotional material. The following order and content of proposal sections should be adhered to by each contractor.
1. Cover Letter
A cover letter not to exceed three pages in length should summarize key elements of the contractor’s proposal. The letter must be signed by an individual authorized to bind the contractor. The letter must stipulate that the proposed price will be valid for a period of at least 90 days. Indicate the address and telephone number of the contractor’s office located nearest to San Clemente, California, and the office from which the project will be managed.
I. Background and Approach
The Background and Approach Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished.
II. Methodology(ies)
This section should clearly describe the methodology or methodologies you plan to use to carry out the specific work tasks described in the Work Plan.
III. Work Plan
RFP - INSTRUCTIONS AND CONDITIONS Page 8
Describe the sequential work tasks you plan to carry out in accomplishing this project. Indicate all key deliverables and their contents. Identify how much of the work will be done on site.
IV. Project Organization and Staffing
Describe your approach and methods for managing the project.
Provide an organization chart showing all proposed project team members. Describe the responsibilities of each person on the project team. Identify the Project Director and/or Manager and the person who will be the key contact with the City of San Clemente. Indicate how many hours each team member will devote to the project by task, along with a statement indicating the availability of the members of the project team for the duration of the project. Include resumes for each member of the project team. Include information and staff support required from City personnel. If utilizing a City-paid intern is possible to address data collection or routine work assignments, identify that opportunity and related cost savings.
V. Related Experience
Describe recent, directly related experience. Include on each listing the name of the client; description of the work done; primary client contact, address and telephone number; dates for the project; name of the Project Director and/or Manager and members of the proposed project team who worked on the project, as well as their respective responsibilities.
At least three references should be included. For each reference, indicate the reference's name, organization affiliation, title, complete mailing address and telephone number. The City of San Clemente reserves the right to contact any of the organizations or individuals listed.
VI. Project Schedule
Provide a schedule for completing each task in the work program, including deadlines for preparing all project deliverables.
VII. Cost Data
Indicate the total cost for which you will conduct the project by phase.
Identify by project team member: name, classification, and the number of hours each member will spend on each work task.
RFP - INSTRUCTIONS AND CONDITIONS Page 9
Indicate separately, total cost for fees and expenses, including any proposed fee discount.
VIII. Statement of Compliance
Contractors must submit a Statement of Compliance with all parts of the Request for Proposal and Draft Agreement terms and conditions, or a listing of exceptions and suggested changes, along with a description of any cost implications or schedule changes the exceptions and/or changes cause. The Statement of Compliance must declare either:
A. This proposal is in strict compliance with the Request for Proposal and Draft Agreement and no exceptions to either are proposed; or
B. This proposal is in strict compliance with the Request for Proposal and Draft Agreement except for the items listed.
For each exception and/or suggested change, the contractor must include:
1. The suggested change in the RFP or rewording of the
contractual obligations.
2. Reasons for submitting the proposed exception or
change.
3. Any impact the change or exception may have on
project costs, scheduling or other considerations.
IX. Other Information
Include any other information you consider to be relevant to the proposal.
X. Consultant agrees that in carrying out its responsibilities under this agreement, and in particular with regard to the employment of persons and sub-contractors working on the project, it will not discriminate on the basis of race, color, creed, national origin, religion, sex, age, or handicap. In the event any of the work performed by consultant hereunder is sub-contracted to another person or firm (with approval of the City as required herein), subcontract shall contain a similar provision.
RFP - INSTRUCTIONS AND CONDITIONS Page 10
SUMMARY OF MAJOR COMPLIANCE REQUIREMENTS
The following highlights the key compliance elements contained in the City contract:
Meetings
This is a suggested schedule which is open to discussion.
1. Attend bi-weekly progress meetings with the City's Project Manager.
2. Attend monthly meetings with Project Team.
3. Conduct general meetings (2 - 3) open to employees, boards, and commissions for overview and discussion of study.
Reporting
1. Project report to City Project Manager including:
• Monthly report to Department Heads.
• Summary of work completed during previous two weeks.
• Discussion of any significant problems encountered or issues arising during the project.
• Percentage of project completion by work task.
• Explanation of variance between actual work task completed vis-a-vis the work plan.
2. Oral briefings/summary of project findings for presentation to City Project Manager.
3. Copies of the Draft Final Report, including Executive Summary, findings for presentation to City Project Manager.
4. Oral presentation of findings and recommendations to the City Council, City Manager, and employee groups.
Insurance Coverage
Prior to commencement of any project activities, consultant is to secure worker's compensation insurance, so as to be in compliance with State statutes and comprehensive RFP - INSTRUCTIONS AND CONDITIONS Page 11
general liability insurance, including auto and contractual liability coverage, in an amount not less than $1 million.
ATTACHMENT 1
“PROJECT LOCATION MAP”
Golf Maintenance
Shop/Yard Pro Shop &
Restaurant
Driving Range
ATTACHMENT 2
“STATEMENT OF NON-COLLUSION”
The proposal is submitted as a firm and fixed request valid and open for 180 days from the submission deadline.
This proposal is genuine, and not shameful or collusive, nor made in the interest or on behalf of any person not herein named: the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal and the proposer has not in any manner sought by collusion to secure for himself or herself an advantage over any other proposer.
In addition, this organization and its members are not now and will not in the future be engaged in any activity resulting in a conflict of interest, real or apparent, in the selection, award, or administration of a subcontract.
Signature of Authorized Representative Date
Name and Title of Authorized Representative