Request for Proposals Design Services for the Visitor Access and Engagement Project at Roy s Redwoods Open Space Preserve Marin County Parks & Open Space Preserve Woodacre, Marin County, CA November 12, 2018 INDEX I. Introduction II. Site Description III. Project Area IV. Project Goals V. General Scope of Services VI. Proposal Requirements VII. Selection Criteria VIII. Submission Process IX. Exhibit A Scope of Services Attachment 1 Fee Estimate Form I. INTRODUCTION The Golden Gate National Parks Conservancy (Parks Conservancy), the non-profit park partner to the Marin County Parks and Open Space District (MCP), is soliciting proposals from qualified firms to provide Design Services for the design of Visitor Access and Engagement at Roy Redwoods Open Space Preserve (Preserve), located along Nicasio Valley Road in San Geronimo Valley, Marin County, California (see San Geronimo Valley Watershed and Location map). Design Services to include, but not limited to, trail planning, landscape architecture, engineering, and interpretation. The scope of work includes conceptual site alternatives, schematic design, design development, and construction documentation for trail and associated visitor improvements. Design will be coordinated with concurrent restoration planning and design under development with the Parks Conservancy, MCP, and Prununski Chatham Inc. (PCI). Through this RFP process, the Parks Conservancy plans to select a firm based upon the criteria detailed in Section IV, and intends to award a Not-to-Exceed professional services contract. Work may be authorized in phases as deemed necessary to maintain the project schedule. II. SITE DESCRIPTION Roy s Redwoods is a 293-acre Marin County Open Space Preserve located within the San Geronimo Creek Watershed, a tributary to Lagunitas Creek that flows in Tomales Bay. The Preserve supports an abundance of wildlife and plant species, including the federally endangered northern spotted owl. The upper Larsen Creek Page 1 of 10
alluvial valley, on the west side of the Preserve, is home to an old growth redwood forest with dozens of individual trees boasting diameters between 95 and 145 inches. The Preserve also provides easy access for families, hikers, and other visitors to experience the wonders of the redwood forest up close. As a result of unmanaged visitor use within the terrace redwood grove, a sprawling network of social trails has developed through the alluvial valley of Roy s Redwoods and has resulted in habitat degradation and impaired hydrologic function. III. PROJECT AREA The project area is approximately 8 acres and contains the meadow and the terrace redwood stand. It is bounded by Nicasio Valley Road on the west and to the east by the steep slope redwood stand that follows the alluvial valley from the point where the Roy s Loop Trail bridges Larsen Creek to the head of the valley in the northeast. California bay woodland slopes border the site on the north. The terrace is relatively flat and accessible via the Meadow Trail, the Roy s Loop Trail, and the spider-web of social trails all of which connect to the Nicasio Valley Road trailhead. The terrace is home to several charismatic old growth redwood trees and as indicated by the social trail development and visitor use survey, it is the primary area of interest at Roy s Redwoods. Subsequently, it is also the most heavily impacted area within the Preserve. Page 2 of 10
IV. PROJECT GOALS A plan is needed to protect the diverse biological resources that the area offers, improve hydrologic function, preserve the rich history of the landscape, and provide access and amenities for visitors to enjoy the Roy s Redwoods into the future. A critical element to this plan is the design trail circulation system that achieves multiple benefits of habitat restoration, hydrologic restoration, and an immersive and sustainable visitor experience. Visitor Circulation The existing formal trail system at the Preserve does not include trails within the terrace redwood stand. However, visitor use at the Preserve is concentrated on several key destinations and informal routes within this terrace redwood stand. A trail circulation system that guides visitors through an engaging experience of the redwoods while maintaining the existing sense of discovery is desired. Circulation design should consider methods and materials appropriate to the sites character, level of use, and its setting of the old growth redwood forest in an alluvial valley. Circulation should also consider how visitors circulate through the entire Preserve and to trails on adjacent open spaces. Hydrologic Restoration The terrace redwood stand is located on an alluvial valley with a braided network of stream channels. Current visitor circulation to many of the key destinations involves informal wet-water crossings. PCI has developed several recommendations for hydrologic restoration of the site which include creek channel stabilization and bank stabilization. Any trail alignment(s) and/or structure(s) should work in concert with hydrologic restoration treatments. Page 3 of 10
Habitat Restoration The existing social trail network and visitor use at key destinations has resulted in soil compaction and denuded understory vegetation. Visitor circulation should be designed to support the decompaction and revegetation of designated sensitive resource areas and guide visitors to less sensitive key destinations. Access and Discovery Trail Develop a trail experience that meets the technical specifications of an Access and Discovery Trail per the Marin County Parks Inclusive Access Plan. The realignment of the Meadow Trail should be explored as well as alternative immersive experiences of the redwoods. Nature Play / Environmental Education / Interpretation The Preserve is commonly used by children and school groups as well as by adults as a place to play and explore in the redwoods which often results in disturbance to vegetation, soil compaction, and the removal of downed woody debris. Visitor improvements should consider a guided engaging and playful experience of the natural environment that is in balance with protecting habitat. The guided experience might integrate novel approaches to environmental education and site interpretation into designed landscape features. V. GENERAL SCOPE OF SERVICES The consultant shall provide all labor, supervision, equipment, supplies and materials, transportation, insurance, permits and professional expertise to perform the services described in the RFP and the resulting Contract Documents. These services include, but are not limited to, design services for the development of conceptual design alternatives for visitor experience improvements within the project area (see Figure 1) and to complete design development and construction documents for the preferred visitor experience improvements. A more detailed scope of services is described in Exhibit A, attached hereto and incorporated by this reference. VI. PROPOSAL REQUIREMENTS Optional Site Visit An optional site visit is scheduled (December 13, 2018, 9 a.m.) for all interested firms and their subconsultants. Please meet at the Roy s Redwoods trailhead at Nicasio Valley Road (approximately 0.5 miles from Sir Francis Drake Blvd.). Proposal Package Please limit your package to a maximum of 20 pages, not including resumes or references. Please include the following: 1. Cover letter signed by an authorized representative of your firm. 2. Primary contact with telephone, email address, web site address. 3. Federal Tax ID number. 4. The proposed principal, project manager, professional staff and list of subconsultants and their roles. 5. Resumes of the principal, project manager and firm descriptions for the subconsultants. 6. References. Please provide at least three references for projects completed in the past five (5) years that are similar in size and complexity. Experience Please provide information for no less than three (3) and no more than five (5) relevant projects. 1. Name and type of project. Page 4 of 10
2. Size/area. 3. Construction cost. 4. Year completed. 5. Design team and personnel. 6. Scope of design. Project Approach Describe your proposed approach. Include a detailed outline of work. Describe the principle activities and tasks your firm and sub-consultants will perform to fulfill the scope of services. Include your proposed schedule identifying critical path, project milestones and estimated duration for each of the tasks or phases described. In addition, please address the following: 1. Experience working on projects involving multiple agencies and stakeholders. 2. Experience working on trail projects that integrate hydrologic restoration and/or trail structures on an alluvial floodplain. 3. Additional studies or surveys required to complete design. Proposed Price Complete and submit Attachment 1, Fee Estimate Form. VII. SELECTION CRITERIA The successful firm will be selected based on relevant experience, qualified staff, and project understanding, and thoughtful approach. Among the considerations that will influence the selection process (not in order of importance), respondents will be evaluated for the following: 1. Extent and success of the firm s experience on projects of similar size and complexity. 2. Innovative problem solving; ability to provide value and alternatives. 3. Experience with multiple stakeholders and integration of community input. The Parks Conservancy will interview firms who have been short-listed by the selection committee. Interviews to include a presentation by the firm, discussions, and a question and answer session with the selection committee and other invited attendees. At least two of the firm s key personnel, including the Project Manager, should be present and actively participate in the interview. The Parks Conservancy will enter into contract negotiations with the selected firm. VIII. SUBMISSION REQUIREMENTS AND POINT OF CONTACT Proposals are due (5p.m. January 11, 2018) Please submit proposal electronically, and deliver 2 hard copies to: Rob LaPorte, Project Manager Golden Gate National Parks Conservancy Building 201, Fort Mason San Francisco, CA 94123 Email: rlaporte@parksconservancy.org Page 5 of 10
Point of contact for inquiries: Inquiries related to this RFP must be submitted in writing via email to Rob LaPorte at rlaporte@parksconservancy.org. The cut-off for inquiries will be close of business on December 18, 2018 to ensure that all inquiries and responses are distributed to all interested firms in a timely fashion. IX. REFERENCE DOCUMENTS The following digital reference documents are available at: https://parksconservancy.box.com/s/u4oj1kxfro99knkw77otfx2nt09ik7zo 1. Roy s Redwoods Site Analysis Technical Memo, Draft November 2018 2. Roy s Redwoods Hydrology Study, Prununske Chatham, Inc, Draft August 2018 3. Marin County Parks Inclusive Access Plan 4. Roy s Redwoods Project Area Topography Map Page 6 of 10
EXHIBIT A SCOPE OF SERVICES Visitor Access and Engagement at Roy s Redwoods Open Space Preserve INTRODUCTION Design services for visitor improvements at Roy s Redwoods Open Space Preserve. BACKGROUND Over the past year the Parks Conservancy has completed a series of technical and community workshops to understand visitor use and analyze the resources at Roy s Redwoods, with the primary focus on the alluvial valley and the terrace redwood stand. Concurrently, Prununske Chatham Inc (PCI) has studied the hydrology of the Preserve and has developed some recommendations for hydrologic restoration of the site. MCP has retained services of PCI to further develop these restoration designs which need to be coordinated with any proposed visitor improvements. As a result of unmanaged visitor use, a sprawling network of social trails has developed through the terrace redwood stand and has resulted in habitat degradation and impaired hydrologic function. Considering these significant resource issues, the Parks Conservancy is working with MCP in developing a plan with the goal of restoring the habitat and hydrologic function of the alluvial valley of Roy s Redwoods while providing a rich visitor experience with minimal visitor impacts. A key element to a successful plan is developing a circulation system that provides opportunities for visitors to interact with the old growth redwood forest without compromising its natural hydrologic processes. The design of the circulation pattern and visitor experience should also consider methods and materials appropriate to the sites character, level of use, and its setting of the old growth redwood forest in an alluvial valley. Please refer to the Site Analysis Technical Memo and the PCI Hydrologic Study for detailed discussion of existing site conditions. CONTRACTOR SELECTION General Contractor The Parks Conservancy does not intend to select a general contractor (GC) for the project at this time, but strong proposals will illustrate an understanding of constructability, costs, and maintenance considerations. Estimating services The consultant will engage the services of a cost estimator to provide all parties with probable cost information at pre-determined intervals during the course of the design process. SCOPE OF WORK Consultant will conduct the work based on the following criteria: 1. The selected firm will be the lead consultant (Consultant) responsible for the coordination of the work by other consultants on the project. The project sub-consultants (cost estimator, etc.) will be under contract to the Consultant. The Consultant s proposal shall identify the sub-consultants necessary to comprise the complete design team. 2. The Consultant will be responsible for guiding and documenting the design process and to develop a complete set of concept design, schematic design, design development, construction documentation and cost estimates, and construction document deliverables. Page 7 of 10
3. After reviewing the background documents, Consultant will conduct a site walk-through and coordinate a project team start up meeting to confirm project requirements, program priorities, schedule, deliverables and project management issues with the team. 4. The Consultant shall engage the services of a cost estimator to develop estimates of probable cost at specific stages of the project. 5. General Scope of Work of the project includes but is not limited to: project start-up, preparing conceptual design alternatives and costs, developing a preferred concept through schematic design and compliance, completing design development and construction documents. DETAILED SCOPE OF SERVICES The Conservancy seeks design services as follows: Schedule and Deliverables The Schedule, as indicated below, is the Parks Conservancy s estimated design phase duration and is subject to revisions based on the accepted proposal at project start up. Tasks are organized into two phases which will be authorized independently. Notice to Proceed will be issued in writing by the Parks Conservancy. Phase One. Startup to Schematic Design 1. Project Startup Attend project start up meeting and site visit to review existing conditions. Review of existing records, drawings, photographs, documentation, studies etc. to gain understanding of existing site context. Work with Parks Conservancy/MCP project team to clarify the project intent, scope, the schedule, and the project deliverables. Identify any data (studies and/or surveys) gaps and identify timeline for obtaining missing data during project design. Develop project program. Completed by: February 22, 2019 Deliverables: Confirmed project schedule and deliverables. Confirmed document sharing and communications procedures and formats, meeting minutes, project directory. Project program statement. 2. Conceptual Design Work closely with Parks Conservancy/MCP/PCI project team to prepare up to three conceptual site alternatives. Coordinate with Parks Conservancy/MCP project team to evaluate precedents (elevated trail structures, fencing/barriers, etc, interpretive elements) with One Tam partner staff at similar park sites. Up to three half day site visits in Marin. Page 8 of 10
Prepare Class D, rough order of magnitude, cost estimates for each conceptual alternative. Prepare illustrative plans and/or sketches for presentation and work with Parks Conservancy/MCP project team to present conceptual alternatives to stakeholders. In consultation with Parks Conservancy/MCP, choose a preferred conceptual site design for further development. Completed by: May 3, 2019 Deliverables: Conceptual Design Alternatives Documents (or at appropriate intervals as agreed upon by designer and project team) (2 sets of drawings and supporting materials in Parks Conservancy/MCP approved format, PDF of entire submission). 100% Conceptual Design Alternatives Documents (2 sets of drawings, supporting materials in Parks Conservancy/MCP approved format. PDF of entire submission). Class D Cost Estimates. Minutes of all team meetings to document planning and design discussion and decisions. 3. Schematic Design Develop the preferred concept site design into a schematic design. Review of schematic design drawing progress with the Parks Conservancy/MCP project team at regular intervals. Prepare illustrative plans and/or sketches for presentation to stakeholders. Prepare Class C construction cost estimate to evaluate any design alternatives. Completed by: July 26, 2019 Deliverables: 30%, 60%, and 90% Schematic Design Documents (or at appropriate intervals as agreed upon by designer and project team) (2 sets of drawings, specifications and supporting materials in Parks Conservancy/MCP approved format, PDF of entire submission). 100% Schematic Design Documents (2 sets of drawings, specifications and supporting materials in Parks Conservancy/MCP approved format. PDF of entire submission) Class C Construction Cost Estimate(s) Minutes of all team meetings to document planning and design discussion and decisions. Work with Parks Conservancy/MCP project team to coordinate applicable environmental documents. Phase Two. Design Development to Construction Documents 4. Design Development Refine the schematic design as necessary. Review of design development drawing progress with the Parks Conservancy/MCP project team at regular intervals. Preparation of the design documents and outline specifications. Prepare Class B construction cost estimate based on 100% Design Development Documents. Develop a strategy for phasing if appropriate. Design Development period: TBD pending CEQA compliance Deliverables: Page 9 of 10
50% Design Development Documents (or at appropriate review intervals as agreed upon by designer and project team) (2 sets of drawings, specifications and supporting materials in Parks Conservancy/MCP approved format. PDF of entire submission). 100% Design Development Documents: Developed and coordinated complete landscape design plans, elevations, and describing scope of work in entirety. Fully developed outline specifications and cut sheets/samples for proposed materials and products (2 sets of drawings, specifications and supporting materials in Parks Conservancy/MCP approved format. PDF and AutoCAD file transfer of entire submission). Class B Construction Cost Estimate. Minutes of all team meetings to document planning and design discussion and decisions. 5. Construction Documents Completion of the construction documents and technical specifications. Review of construction drawing progress with the Parks Conservancy/MCP project team at regular intervals. Prepare Class A construction cost estimate based on 100% Construction Documents. Meet with Parks Conservancy/MCP to review final construction documents and cost estimate and to coordinate bid package. Consultant will assist in assembling bid documents, including Division 1 specification sections provided by Parks Conservancy/MCP, development of a list of bid alternatives, and technical specifications. Construction Document period: TBD pending Design Development Deliverables: 30%, 60%, and 90% (or at appropriate review intervals as agreed upon by designer and project team) Construction Documents (2 sets of drawings, specifications and supporting materials in Parks Conservancy/MCP approved format. PDF of entire submission). 100% Construction Documents: Construction documents 100% complete, signed, stamped, dated and marked Issued for bid (2 complete full-size sets of drawings and specifications. PDF and AutoCAD file transfer of entire submission). Class A Construction Cost Estimate. Minutes of all team meetings to document planning and design discussion and decisions. REIMBURSABLE EXPENSES Consultant to include an estimate of the total amount of reimbursable expenses in their fee proposal. Reimbursable Expenses are in addition to compensation for Direct Labor as shown above and include authorized and allowable expenses incurred by the Consultant, its employees and sub-consultants directly related to performance of services under this Contract. Large scale printing is not expected to be the Consultant s responsibility. PDF and digital deliverables are encouraged unless requested otherwise. END Page 10 of 10