REQUEST FOR PROPOSALS PROFESSIONAL DESIGN DEVELOPMENT SERVICES FOR PHASE 1 CENTRAL PARK MASTER PLAN IMPROVEMENTS

Transcription

1 REQUEST FOR PROPOSALS PROFESSIONAL DESIGN DEVELOPMENT SERVICES FOR PHASE 1 CENTRAL PARK MASTER PLAN IMPROVEMENTS CITY OF SAN MATEO, CALIFORNIA PARKS AND RECREATION DEPARTMENT 330 W. 20TH AVENUE SAN MATEO, CA The City of San Mateo hereby requests proposals for Landscape Architectural, Architectural and other specialized professional Design Development services for implementation of the initial improvements included in the Phase 1 implementation of the Central Park Master Plan Update. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section III, "SCOPE OF SERVICES," of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the City of San Mateo no later than 5:00 p.m. on Friday, May 10, 2019 as outlined below: Central Park Phase I RFP c/o Department of Parks and Recreation San Mateo City Hall 330 W. 20th Avenue San Mateo, CA Each proposer shall submit five (5) bound sets and one (1) PDF copy on a USB drive of the proposal in accordance with Section V, "PROPOSAL REQUIREMENTS," of this notice. We look forward to your participation in this project. Inquiries and/or responses may be directed to: Dennis Frank, Park Planning Administrator dfrank@cityofsanmateo.org Sheila Canzian, Director of Parks and Recreation scanzian@cityofsanmateo.org

2 CITY OF SAN MATEO PARKS AND RECREATION DEPARTMENT REQUEST FOR PROPOSALS PHASE 1 CENTRAL PARK MASTER PLAN IMPROVEMENTS DESIGN DEVELOPMENT TABLE OF CONTENTS I. Project Overview. Page 1 II. Project Background Pages 1-3 III. Scope of Services Pages 3-10 IV. Responsibilities of the City Pages V. Proposal Requirements Pages VI. Consultant Selection Criteria. Pages VII. Payment. Page 13 VIII. Estimated Timetable. Page IX. Notice to Proposers Pages 14 Appendices: I. Existing Topographical and Tree Survey II. III. Existing Project Site Information Document Standard Consultant Agreement The following Documents can be found at Park-Master-Plan : I. Central Park Master Plan Update 2018 II. Mitigated Negative Declaration

3 CITY OF SAN MATEO PARKS AND RECREATION DEPARTMENT REQUEST FOR PROPOSALS I. PROJECT OVERVIEW DESIGN DEVELOPMENT PHASE 1 CENTRAL PARK MASTER PLAN IMPROVEMENTS The City of San Mateo invites proposals from qualified design professionals to prepare Design Development Documents in keeping with the approved Central Park Master Plan Update and Mitigated Negative Declaration adopted by the City Council in March The Design Development document will be used as a basis for preparing Construction Documents for the initial first phase improvements under a separate RFP process by the City. II. PROJECT BACKGROUND In 1922 the City of San Mateo purchased the 16.3-acre Kohl estate, creating the city s first municipal park, Central Park. Although San Mateo is home to over 30 parks, Central Park is known as its signature park due to its history, location, size, and variety of amenities. It contains a number of historic elements from the original Kohl estate, including a wrought iron fence, a pumphouse and an imported cast-iron dog statue. The alignment of the main pathway system throughout most of the park remains nearly intact from its estate days. Its location, adjacent to both downtown San Mateo and residential neighborhoods, creates a unique setting that makes it both a functional and symbolic link, ideal for use as both a special event venue as well as a place for family outings. The play area currently is the most popular play area in the City and is a destination playground on the Peninsula.. One of the main attractions is the existing children s train which will remain in place. The objective, therefore, is to preserve and enhance the reputation of the play area, its adjacent picnic areas and its setting among the many established trees and historic features. In preparation of this proposal staff has prepared the following initial guidelines: Play structures, equipment and features should consist primarily of unique and innovative custom-made designs mixed to a lesser extent with other interesting off-the-shelf designs of significant play value. Staff has identified the play area at Beresford Park in San Mateo as well as Magical Bridge Playground at Mitchel Park in Palo Alto as good representations of 1

4 the right blend of custom designed structures and interesting off the shelf components. Due to the high maintenance costs and difficulty in meeting stringent health requirements associated with re-circulatory water systems, no water features should be incorporated into the play area. The possibility of providing a water source for enhancing the use of sand for play needs may be considered.. Provide protection against heat that can be generated from the sun s reflection on surfaces and to provide ample shade during the late morning and afternoon hours within play areas, picnic areas and sitting areas. Minimize the use of resilient rubber surfacing materials and select play surfaces, such as engineered wood fiber material that are more cost effective and provide a more natural look. Incorporate design features that are consistent with the unique and historical nature of the park. Insure that designs address the unique play needs of the various ages, abilities and disabilities of those who live in the community. The Master Plan also indicates: That the play areas shall consist of a blend of traditional and natural play elements. That pathways will be provided to connect the newly defined interior spaces to the main exterior pathway and to provide a loop within the play area for children on bicycles. That a new restroom be provided along with adequate storage facilities to serve the play area, event lawn and the tennis courts. That up to 40 picnic tables be provided consisting of a mixture of individual and small group areas to expand picnicking and family gathering potential of the play area. The existing children s train and existing trees in the play area and along El Camino Real are to be protected in place as well as the two existing entries from the El Camino Real sidewalk and the Kohl fence which runs along the border of the park adjacent to El Camino Real. The Central Park Master Plan Update includes further information about the history and description of the existing park, the proposed improvements and phasing. Information regarding required mitigation measures to which the future designs need to conform are included in the Mitigated Negative Declaration document. Both of the above documents can be found using the following link: 2

5 The existing topographical and tree survey for the park which was completed in 2014 by RRM Design Group and was used for the development of the Master Site Plan is included in Appendix I. It is highly recommended that potential responders become familiar with all of the relevant documents. III. SCOPE OF SERVICES For the purposes of this RFP, phasing items 1.1 Turf Removal and 1.5 Fallen Hero Memorial identified in Master Plan s Phase I phasing plan (page 66) are excluded from the initial implementation of Phase I improvements and the scope of work. Phasing items 1.2 New Restroom #1 (including storage), 1.3 Remodel Playground, and 1.4 Build Picnic Areas per the master plan are the initial implementation improvements items to be included in the scope of work along with appropriate site furnishings, planting areas, pathway/accent lighting, signage storm drainage considerations per Storm Drainage section on page 56 and those items identified in the description of the play area on page 40 of the Master Plan document. An Existing Project Site Information Document which includes a site plan describing the existing information, the limits of work, and photo viewpoint locations along with site photos is included in Appendix II. The scope of services requested includes the following phases of work: 1) Project Initiation 2) Research and Analysis 3) Initial Community Outreach 4) Design Alternatives Development 5) Final Design Development The Consultant shall be responsible for and shall act as prime coordinator for all subconsultant services needed to complete the work and shall allow sufficient time to review and correct the work of sub-consultants prior to submission to the City. All meetings that Consultant is required to attend shall also include sub-consultants as appropriate. 3

6 Task 1: Project Initiation Phase 1.1 Meet with city staff project team to discuss design objectives and issues and develop and finalize a detailed work plan and schedule which at a minimum will establish meeting and presentation schedules and clarify roles and responsibilities of both staff and consultant teams. Deliverables: a) Meeting and One (1) PDF copy of meeting notes submitted via . b) One (1) PDF copy of final work plan and project schedule submitted via Task 2: Research and Analysis Phase 2.1 Examine the following information: a. Adopted master plan to get a broad understanding of overall design for the park with particular attention to the area of Phase One work. b. The approved Mitigated Negative Declaration including required mitigations measures applicable to initial implementation of Phase 1 improvements. c. Design and As Built Drawings that the City has on file regarding the location of all existing improvements including but not limited to the irrigation system, domestic water lines, electrical lines, drain lines and other subsurface utilizes, and section depths for pathways. d. Conduct a thorough site examination to field verify that all features of the topographical and tree survey are accurate with special attention to tree information (locations of trunks, surface roots and tree canopy). e. Determine subgrade elevations beneath surface play area sand and wood fiber material as well as the depth of bark beneath trees and picnic areas. 2.2 Update the existing topographic and tree survey based of examination of the site. 2.3 Determine whether any of the intended improvements will be subject to Mitigation Measures MM CUL-1 and MM CUL-3 of the ISMND. If so, prepare a separate scope of work for professional services for City review prior to engaging a consultant qualified to prepare such reports. 4

7 2.4 Engage the services a qualified Geotechnical Engineer to field investigate and provide a geotechnical report that examines the existing subsurface soils relative to the design of the restroom/storage building, playground structures and overall sitework, and provides preliminary geotechnical design recommendations for footings and foundations types. 2.5 Engage the services of a certified Arborist to ensure the preservation of the existing park s setting among its established tree cover by: a. Evaluating the existing trees, their condition, per the City s method of evaluation for development projects. b. Evaluating the existing Master Plan s site plan schematic design to determine if the existing design is compatible with objective to ensure the preservation of the existing park setting among its established tree cover or and if not recommend adjustments to the design that will accomplish that objective. c. Evaluating impacts of the proposed master plan s site plan improvements over laid onto the updated topographic and tree survey information and making recommendations for maximum depth of excavation to achieve subgrades for all improvements that are within the drip line of trees along with recommended techniques to minimize such excavation and if necessary adjustments the master plan s site plan overlay design. d. Providing recommendations for the accommodation of underground improvement for irrigation, electrical, water lines, drain lines and other utilities within the drip line of trees. e. Meet with City staff to present the conclusions from the field examination, evaluations, investigations, recommendations, reports and other required deliverables and to receive input on the how to proceed with the next phase of work. Follow up meeting with the submission of meeting notes. Deliverables: a) One (1) hard copy, (1) PDF print ready copy and one (1) AutoCAD version 2016 copy of updated topographic and tree survey within the project limits at 20 scale. 5

8 b.) One (1) electronic version, PDF print ready copy of Geotechnical Investigation and Report. c) One (1) electronic version, PDF print ready copy of Arborist Report on trees, construction impacts and recommendations. d) One (1) electronic version PDF print ready copy of an Evaluation Report including site plan overlay of proposed schematic Master Planned improvements onto updated topographic and tree survey that either confirms that the existing design is compatible with the objective to ensure the preservation of the existing park setting among its established tree cover, or if not compatible, include notations of problematic areas of concern and provide an alternative overlay showing recommended adjustments to the schematic Master Planned design to meet the same objective. . e) Presentation to staff and one (1) PDF copy of Meeting Notes submitted via Task 3: Community Outreach Phase: Based on the approved conclusions and direction received from the Research and Analysis Phase, design and execute a public outreach strategy that maximizes input from children, parents, and the general public in attractive, interactive and useful ways. This may include: 3.1 Meet with staff to discuss consultant s specific ideas relative to the design for public outreach strategy and advertising. Based upon direction provided, prepare a written plan that identifies the various methods, strategies, materials, time frame, target audiences, etc. that will be deployed during the Community Outreach Phase. At a minimum, the plan must include: a. One or more on-site workshops that presents successful play area design features within the City of San Mateo and beyond; conceptual ideas for both custom and pre-designed play features that support the project goals; and a means for receiving useful feedback. b. Preparation of an interactive website with a link from the City s website that provides sufficient background information on the project,, workshop design ideas, and opportunities for community members to provide useful feedback and suggestions. 6

9 3.2. Provide all visual presentations, content and graphic design for print and social media campaigns as well as any other support materials needed to execute a successful public relations campaign. 3.3 Upon conclusion of public outreach events and public input period, analyze all public input received and submit a report that includes the raw data, the analysis and conclusions applicable to the Design Alternatives Development Phase. Deliverables: . a) Meetings and One (1) PDF copy of notes from each meeting submitted via b) One (1) PDF copy of Final Public Outreach Strategy. c) One (1) PDF report summarizing public input. Task 4: Design Alternatives Development Phase: 4.1 Based on staff input received from the conclusion of the Research and Analysis Phase and the, Community Outreach Phase, proceed to develop two conceptual alternative site plans at 20 scale showing proposed improvements including the restroom and storage building; play area boundaries, play equipment and features, including features identified as meeting the needs of those with special abilities; shade structures; picnic areas, tables and other appropriate site furnishings; general layout of pathways; security and accent lighting;, locations for passive turf and other landscaped planting areas including any additional trees. The use of a variety of play elements is encouraged including tall structures as well as intimate areas for more passive play. Provide professional quality colored 3D simulations via the use of Sketch Up and/or other sophisticated 3D drawing programs in conjunction with appropriate extensions and plugins for each of the alternative designs from various viewpoints to capture all design elements shown in the site plans,. 4.2 Engage with staff or, if necessary, outside professionals, that in either case, are experienced in accurate cost estimating for municipal park and play area projects to prepare a preliminary cost estimate for each of the design alternatives. The estimator shall be made aware of and take into consideration all the information produced to date by the Consulting team. The cost estimates should include itemized and/or unit pricing where appropriate, general conditions and mobilization, estimating contingencies, 7

10 change order contingencies and any costs necessary to meet any of the Mitigation measures, if needed. 4.3 Submit all drawings and documents described above to City staff for review. Upon notification from staff (two weeks after such submittal) meet with City staff to present, review and receive input on the alternative designs and documents. 4.4 Revise above designs and documents as required for presentation purposes to the public at a Park and Recreation Commission Meeting (date to be determined by City) and present Alternative designs to Park and Recreation Commission via a Power Point presentation, color rendered drawings on presentation boards or additional materials, as needed. The goal of the meeting is to obtain input from both the public and Commission on the alternative designs and obtain consensus from the Commission on either a preferred alternative or a mix of preferred design features within each alternative to include in a final design. Follow up the meeting with the submission of meeting notes describing input received and consultants understanding as to the final direction towards a final design. Deliverables: a. One (1) hard copy and (1) one electronic version copy of all plans and documents as noted above. b. Presentation Boards of drawings and other information such as photos from catalogs or other sites that represent the various design elements used. c. One (1) copy of Power Point Presentations (draft and final) and one (1) PDF copy of meeting notes from meetings with staff.. d. Presentation to Park and Recreation Commission and one (1) pdf copy of Commission Meeting Notes submitted via . Task 5: Final Design Development Phase 5.1 Based on the input received from the Park and Recreation Commission and approval of the Meeting Notes by City staff on the previous phase, as well as any recommendations received to insure compliance with ISMND mitigation measures MM CUL-1 and MM CUL-3 (if warranted)_ prepare final drawings and updates to all documents reflecting the final design as described previously for the Alternative Design Phase unless other modifications have been directed by City staff. 8

11 Provide a detailed design at ¼ scale for the restroom and storage building to include floor plan, elevations and cross sections. Provide other information such as photos from catalogs or other sites that represent the various design elements proposed. 5.2 Submit all drawings and documents described above to City staff for review. Upon notification from staff (two weeks after such submittal) meet with City staff to present, review and receive input on the documents. 5.3 Revise above documents as required for presentation purposes to the Park and Recreation Commission Meeting (date to be determined by City) and present Final designs to Park and Recreation Commission via a Power Point presentation as well as presentation boards. Goal of meeting is to obtain concurrence from the Park and Recreation Commission regarding the final design. 5.4 Assuming concurrence on the final design from the Park and Recreation Commission is received, present the final design to the City Council at a study session (date to be determined by City) in the same manner as it was presented to the Park and Recreation Commission. The goal of the meeting is to obtain the City Council concurrence with the design. 5.5 Select and re-organize pertinent drawings and documents previously prepared and prepare additional documents as required to submit and obtain a complete planning application for a Site Plan and Architectural Review (SPAR) approval from the Planning Division on the restroom and storage building. This shall include the preparation of additional site plans showing the location of the restroom in the context of the entire site and an enlarged site plan drawing at 10 scale showing the restroom and storage building and its immediate surroundings. The Consultant shall review and conform to the procedures and submittal requirements for the submission of such a planning application. City staff will assist in the preparation of the actual application form. (Submit this item of work as an extra.) The Planning Application submittal requirements can be found in the Planning Application Guide at the following link: Application-Guide---JULY Engage with signage professionals as required to develop informational and rules of conduct signage for the play area, regulations for the proposed picnic areas and informational signage for the restroom/storage building. This shall include meetings 9

12 with City staff most familiar with the existing rules and who are responsible for the programming of these areas. The signage design shall be compatible with existing rules and regulation signs within the park and shall include proposed verbiage. Signage to be reviewed at a staff level. Deliverables: a. One (1) hard copy and one (1) (PDF) copy of final design drawings including signage locations and final updates to all documents as previously described for review to staff as well as well as one (1) copy of revised drawings and documents based on staff input. b. One hard copy and (1) (PDF) copy of reduced final design drawings and documents to 11 x 17 sheets to be used as attachments to staff reports to the Park and Recreation Commission and City Council. c. Colored presentation boards of design drawings at full scale previously described for Park and Recreation Commission and City Council meetings. d. Presentation to Park and Recreation Commission and one (1) (PDF) copy of meeting notes submitted via . e. Presentation to City Council and one (1) (PDF) copy of meeting notes. f. One hard (1) copy and (1) one (PDF) copy updated drawings and documents to be submitted to for Planning Application review of the Restroom and Storage Building along with twenty (20) hard copies of reductions as required by the Planning division, if required g. Colored presentation board of drawings for the Restroom at full scale as previously described for the review by the Development Review Board, if required. h. Presentation to the Development Review Board and one (1) PDF copy of meeting notes, if required. i. One (1) copy of signage plan at 20 scale and one (1) PDF copy showing locations of all signage along with details drawings at 1 scale of each sign type shown in place. IV. RESPONSIBILITIES OF CITY The City shall: 10

13 A. Provide a Project Manager B. Provide copies of all existing site maps, studies, plans, and other background data. C. Review all deliverables and provide input and direction to Consultant. D. Coordinate, notice, and schedule all public meetings, and meetings with City s boards, commissions, and City Council. E. Prepare all administrative reports to the Commissions and City Council. V. PROPOSAL REQUIREMENTS Submit your proposal in two formats: Five (5) bound sets of 8-1/2 x 11 size sheets for the text, and 11 x 17 size sheets for any fold out drawings and one (1) USB electronic version. Do not include generic copies of your firm s marketing and public relations materials unless they are relevant to this project. A. Proposed Project Team Members A brief description of the primary consultant and in-house expertise as well and as subconsultant team members along with an organization chart of the project team. Describe the role and relevant background experience of the primary individuals involved in the project, qualifications of key personnel and their responsibilities and reasons for selecting sub-consultant firms. Clearly identify the project manager and primary day-to-day contact individual, if different B. Statement of Understanding Provide a brief discussion of the approach to the performance of the work requested that illustrates the consultant s understanding of the nature of the work being requested. Consultants may suggest alternatives to the proposed tasks or deliverables that improve upon achievement of the project objectives. C. Scope of Work Expand upon the Scope of Work section included in the RFP and present a detailed scope discussing the approach, methodology, personnel assigned to these tasks, proposed project time line and any other deliverables. D. Relevant Examples of Previous Work 11

14 Provide no more than three (3) representative examples of your firm s work on a project which is similar to the Design Development services involved in this project. Include narrative, graphic and/or photographic examples which highlight the relevant projects. Include the project name; project description; location; role and level of involvement of the prime firm as well as any sub-consultants; design and/or construction dates of completion; and client references with name, phone number and e- mail address. E. City of San Mateo Standard Consultant Agreement Identify any concerns with the terms and conditions of the City s Standard Consultant Agreement, including Insurance and Indemnification provision. F. Time and Materials Proposal Provide in a separate sealed envelope the project costs broken down by task, including quantity of hours and hourly rates for consultant and sub-consultant including mark ups for each classification of employee and a Not to Exceed figure for all work to be performed. Identify a list of expenses which the consultant and sub-consultants are to be reimbursed and as well as the charge rates including mark ups from subconsultants. VI. CONSULTANT SELECTION CRITERIA Once all proposals have been received, City will review and evaluate them according to the following criteria: A. Evaluation Criteria 1) Firm s Experience with Similar Projects: Technical experience in performing work of a closely related nature, experience working with public agencies, record of completing work on schedule and within budget. 2) Staff and Project Experience: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment. 3) Project Understanding: Demonstrated understanding of the project requirements and thoroughness of response. 4) Consultant s Methodology: Degree of creativity and innovation demonstrated with respect to community outreach as indicated in the Scope of Work, design and within the context of preserving the existing park setting among its established trees, preservation 12

15 of the park s historic features and the importance of shade and other values expressed in the Scope of Work. 5) Client References: Level of satisfaction based upon client references. 6) Resource Allocation and Cost: Reasonableness of the total price for the work and how the costs have been allocated to specific tasks. B. Evaluation Procedure A review panel consisting of the City staff will review all the proposals submitted and establish a list of finalists based upon the responses to evaluation criteria. Those finalists will then be invited to an interview process consistent with the estimated project timeline. The individual or composite ratings and evaluation forms prepared by review board members will not be revealed. Those firms elected to participate in the interview process will be provided a specific script and schedule prior to the interview. VII. PAYMENT The method of payment Design Development Services to the successful proposer for the Design Development Services shall be on a time and materials basis with a maximum not to exceed fee as determined through final negotiations. This figure shall include all direct and indirect costs plus profit and overhead and markups on subconsultants and shall include all reimbursable costs for services and deliverables identified in the Scope of Service unless otherwise stated as extra services. Progress payment shall be made by City on a monthly basis only for services rendered and upon submission of a payment request upon completion and City approval of the work performed for the month. The consultant shall include a breakdown by individual hours spent and for each employee including subconsultants and shall include a breakdown on all reimbursables expenses and rates. VIII. ESTIMATED TIMETABLE Week of April 8, 2019: RFP distributed to a limited amount of landscape architectural professionals and posted on City website 13

16 April 19, 2019: Submission deadline for written questions. City responses will be posted on the City s website no later than April 26 May 10, 2019, 5:00 p.m. Proposals Due Week of May 28, 2019 Interviews with highest ranked proposers Approval of Contract by City Council-June/July 2019 IX. NOTICE TO PROPOSERS This Request for Proposals does not constitute a contract or offer of employment. The cost of preparation of proposals shall be the sole obligation of the consultant. All proposals, whether accepted or rejected, shall become the property of the City. The City reserves the right to reject any and all proposals. Elements and/or tasks may be added or deleted at the discretion of the City pending negotiation of the scope of work and compensation. All completed deliverables of services shall become the property of the City at the end of the project. The City of San Mateo assumes no responsibility for late proposals and it is the sole responsibility of the consultant to ensure that the proposal is received at the specified address prior to May 10, No electronic proposals will be accepted. Late responses, including responses postmarked after May 10, 2019, will not be accepted and will be returned unopened to the applicant. Proposals must have at least a 90-day price guarantee period. 14