HomeMy WebLinkAbout2017-09-19; City Council; Resolution 2017-188RESOLUTION NO. 2017-188
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA AUTHORIZING THE RELEASE OF A REQUEST FOR
PROPOSALS FOR CITY HALL SCOPING AND SPACE PLANNING ANALYSIS
SERVICES
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad conducted at goal settings workshop in
January of 2016 and February of 2017, and established a City Council goal to develop a plan for a new
city hall that will be a point of pride for residents while greatly improving efficiency and effectiveness
by centralizing an employee base that is currently spread throughout many city facilities; and
WHEREAS, the city desires to release a Requests for Proposals ("RFP") and receive proposals
from qualified consultant teams for city hall scoping and space planning analysis services; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows that:
1. The above recitations are true and correct.
2. The City Council hereby authorizes staff to release the RFP, attached hereto as
Attachment A, for solicitation of proposals for city hall scoping and space planning analysis services.
3. Staff is directed to return to City Council for authorization to exclusively enter into a
professional services agreement with the staff recommended RFP respondent.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City of Carlsbad on the 19th day
of September 2017, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
ATTEST:
(SEAL)
Attachment A
Sept. 19, 2017 Item #2 Page 4 of 15
{city of
Carlsbad
California
REQUEST FOR PROPOSALS
Scoping & Space Planning Analysis
to be Utilized in the Development of a
Concept and Plan for a New City Hall
Pre-proposal Meeting
9:00-10:00 a.m. on , 2017
in the City Council Chamber
Responses Due by _____ 2017 at 4:00 p.m.
DELIVER TO:
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
City Manager's Office
Attn: Curtis M. Jackson, Real Estate Manager
The City of Carlsbad encourages the participation of minority and women-owned businesses
Sept. 19, 2017 Item #2 Page 5 of 15
Proposal Process and Key Dates
Pre-Proposal Conference
There will be an optional pre-proposal conference:
[DATE].
City of Carlsbad
Council Chamber
1200 Carlsbad Village Drive
Carlsbad, CA 92008
This meeting will be an opportunity for interested firms to ask clarifying questions. We
encourage you to come in person, but if you can't make it, we understand. If you have
questions about this RFP, please email Curtis M. Jackson, Real Estate Manager, at
Curtis. jackson@carlsbadca.gov.
We will get answers back as quickly as we can and will do our best to respond prior to the
submittal deadline. We cannot guarantee that we will respond prior to the submittal deadline
to questions submitted after DATE. Answers will be provided to all bidders who have registered
on the city's ebid board (LINK). No other officer, agent, or employee of the city is authorized to
provide information about this RFP, and with the exception of the pre-bid conference, all
information will be provided in writing.
Submittal Deadline
Proposals must be received by the following date and time:
DAY, DATE, TIME
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
City Manager's Office
Attn: Curtis M. Jackson, Real Estate Manager
curtis.jackson@carlsbadca.gov
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Sept. 19, 2017 Item #2 Page 6 of 15
Introduction
What services will city governments provide in the future and how will those services be
delivered? How will community members interact with their city government in the future?
How will employees deliver the best value to taxpayers? How can a new city hall, as an integral
component of a larger civic center campus, enrich the Carlsbad community and reflect its
values? These questions and others are central to the exploration of our new city hall.
The City is considering the replacement and consolidation of its existing city hall administrative
offices, council chambers, Faraday Administration Center building, and Parks & Recreation
administration facilities. As such, the City is seeking proposals from qualified professionals to
conduct a Scoping & Space Planning Analysis ("Analysis"), to include conceptual site planning
and architectural massing studies, and initial estimated construction cost estimates for a new
and appropriately sized city hall.
The location of the proposed new city hall has not been finalized; however, the City intends to
utilize information from this Analysis to assist in the selection of a suitable location for a new
city hall. The location selected shall be large enough to accommodate a city hall, but also to
allow for the development of a place-making civic center campus that would include other city
or civic facilities, such as a library, cultural arts space, community meeting space, plazas, and
gathering spaces.
The City is seeking proposals from multidisciplinary teams who want to help create a civic place
that will epitomize our mission: to enhance the lives of all who live, work and play in our city by
setting the standard for providing top quality, efficient local government services. Our desire is
to have our new city hall inspire city leaders, employees, and volunteers by embodying the
values of our organization: character, innovation, stewardship, excellence, empowerment and
communication. And, it will inspire residents, businesses, and visitors by reflecting the values
our community has expressed are the most important to the future of their city:
• Small town feel, beach community character and connectedness
• Open space and the natural environment
• Access to recreation and active, healthy lifestyles
• The local economy, business diversity and tourism
• Walking, biking, public transportation and connectivity
• Sustainability
• History, the arts and cultural resources
• High quality education and community services
• Neighborhood revitalization, community design and livability
What this new city hall will look like, what it will include, what size it will be, where it will be
and how it will function are questions we'd like help exploring and answering.
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Sept. 19, 2017 Item #2 Page 7 of 15
About Us
Ideally situated between San Diego and Los Angeles, the City of Carlsbad features a great
climate, beautiful beaches and lagoons, abundant natural open space, world-class resorts,
family attractions, well-planned neighborhoods, and a thriving corporate sector. Covering
nearly 40-square miles, the City of Carlsbad is approaching build out and is currently home to
about 113,000 residents. Thanks to an award winning growth management program, the city's
infrastructure and services have kept pace with development, enabling the city to maintain an
excellent fiscal position and quality of life.
Our Current Administration Facilities & Locations
As our organization has grown to accommodate the city's increasing population, we have
utilized an evolving array of administrative facilities. The city has nearly 700 full time staff and
300 part time/seasonal workers who work out of multiple locations. The new city hall is
anticipated to include staff from the following locations:
City Hall: 1200 Carlsbad Village Drive
City Council, City Manager's Office (City Clerk, Communications,
Real Estate), City Attorney's Office, Housing & Neighborhood
Services Department
Faraday Administration Center: 1635 Faraday Avenue
Administration Services (HR, Finance, IT), Public Works (CIP,
Environmental Management, Transportation), Community &
Economic Development (Plan_ning, Building, Engineering, Land
Development Engineering, Economic Development, and
Development Services)
Parks & Recreation Administration: 799 Pine Avenue
Parks & Recreation administrative staff.
16,500 sq . ft.
68,000 sq. ft.
10,000 sq. ft.
The City is also currently in the process of designing and developing a new Maintenance and
Operations Center (MOC), which will house Public Works field staff, Carlsbad Municipal Water
District, Utilities, and Parks Maintenance, and their associated staffs (not a part of this project).
The Project
The Carlsbad City Council has identified developing a plan for a new city hall as one of the city's
major goals to be achieved in the next three to five years. Although the City Council did not
prescribe a specific approach, size, or location for a new city hall, respondent teams can follow
these assumptions:
• Having the city's administrative workforce, elected officials, city council chamber, and
public meeting space in one location would result in more efficient and effective
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Sept. 19, 2017 Item #2 Page 8 of 15
provision of services and a better customer experience. (These functions are primarily
housed at City Hall and the Faraday Administration Center today.}
• A new city hall, as an integral component of a larger civic center campus, should provide
opportunities for place-making and enhanced civic engagement.
• A new city hall shall be designed and located such that it is accessible, safe and secure,
modern, energy-efficient, smart, and flexible enough to serve the community for the
next fifty years and supports the city's Climate Action Plan goals and sustainability
values.
• Some city functions would remain in separate facilities (Safety Center complex, including
a new Maintenance and Operations Center (not a part of this project}, three city
libraries, community centers, etc.}.
Potential City Hall Locations
The city owns four properties that could be selected as the location for a new city hall, as an
integral component of a larger civic center campus (or, if not selected, could be sold/leased to
generate funds to construct the new city hall}:
• Existing City Hall Property: The current city hall property is 11.09 acres, is located on
the NE corner of Carlsbad Village Drive and Pio Pico Drive directly east of the Interstate
5 Freeway. In addition to city hall and the city council chamber, it includes the Cole
Library building, Fire Station No. 1, Elmwood House (communications staff}, parks
maintenance facilities, and a community garden, as well as vacant parcels. The
cumulative total square footage of buildings on the property is approximately 55,000
square feet. If the existing City Hall property were selected, the city would have the
opportunity to create a cohesive and unique "civic center" campus around the existing
and future Cole Library, Fire Station No. 1, and adjacency to the Village and freeway.
• Pine Avenue Community Park/Senior Center (western parking lot}: The Pine Avenue
Community Park/Senior Center property is 11.56 acres, is bounded by Pine Avenue,
Harding Street, Madison Street, and Chestnut Avenue, and is developed with 46,300
square feet of buildings housing the Senior Center and soon to be completed
community recreation center, along with a multi-purpose field, park and picnic areas,
ornamental gardens, and parking lots. If the Pine Avenue Community Park/Senior
Center property were selected, the city would have the opportunity to realize a unique
"civic center" campus around the existing Senior Center, Community Rec Center, and
park facilities within the historic heart of the city's two oldest neighborhoods, the
Village and Barrio.
• Farmers Property: The Farmers Property is 13.51 acres, is located on the SW corner of El
Camino Real and Faraday Avenue, and consists of three separate parcels, one of which is
a 5.1 acre vacant parcel. The property is currently developed with a 128,846 square
foot, three-story office building on a 6.95 acre parcel and a 6,100 square foot single-
story office building on a 1.46 acre parcel. If the Farmers Property were selected, the
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Sept. 19, 2017 Item #2 Page 9 of 15
city would have the opportunity to create a new and unique "civic center" campus in
the geographic center of the city on a prominent and visible corner.
• Faraday Administration Center Property: The Faraday Administration Center property is
7.25 gross acres, but only approximately 3.5 acres in net size. It is located at 1635
Faraday Avenue across from the city's Zone 5 Park. The property is developed with a
68,000 square foot office building. The existing net acreage of the Faraday
Administration Center property is likely not large enough to easily accommodate
additional building square footage and parking. In order to construct a viable city hall
within a "civic center" campus, 7.8 gross acres of the undeveloped portion of the
adjacent private property to the south might need to be acquired. Combined, the two
properties comprise an estimated 8.12 net buildable acres.
The Problem to Solve
Residents, business owners and others wishing to obtain services or information from the city
are faced with a confusing and inefficient array of buildings located throughout the city, many
of which are in need of significant maintenance and modernization. City Hall, which is the
center of city leadership, was built in the 1960s and falls short of meeting the needs of a
modern, efficient, customer-oriented building.
Several times a year, the City Council chamber cannot accommodate all the people who want
to come participate in their local government meetings. The Faraday Administration Center is
located approximately five miles from City Hall. Customers and employees lose valuable time
driving between facilities to accomplish their business needs. Opportunities for collaboration
and coordination among employees are also limited due to the separate locations.
Meanwhile, technology is rapidly changing the way we deliver our services and how community
members want to interact with their city. Carlsbad prides itself on providing a high level of
service in a very personal way. How can the city maintain this "high touch" customer service
experience when customer transactions are increasingly done online? And, how does this
trend affect our future facility needs? How can city facilities enable us to meet the future needs
of our community in the most efficient and effective manner.
Scope of Work
We are looking for a professional team with the experience and ability to conduct a scoping and
space needs analysis, adjacency study, locational assessment, initial architectural massing
plans, conceptual site planning, and estimated project budgets. This would include, although
not be limited to, the following areas of expertise:
• Data based forecasting of social, business and government trends affecting local cities
like Carlsbad
• Space planning and sizing
• Space adjacency analysis
• Efficiency analysis
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Sept. 19, 2017 Item #2 Page 10 of 15
• Parking needs analysis
• Conceptual site planning (city hall and civic center campus concepts)
• Architectural massing (city hall)
• Place making
• Community gathering places
This project will require a comprehensive analysis of all the above stated factors that would
inform the decisions associated with a city hall project.
Deliverables
Space Planning Analysis
Conduct an analysis of the city's space needs for the functions listed in this request for
proposals (those currently housed at City Hall, the Faraday Administration Center and Parks &
Recreation Administration). This analysis should consider:
• Site surveys to understand business operations and existing site conditions
• The current and evolving city organizational culture
• Social, business and government trends affecting city hall space needs
• Specific city workplace needs, trends and forecasts
• Input from city operational managers (city manager, department/division heads),
including adjacency analysis
• Workforce projections to the year 2035
• Study of recent and equivalent city halls/civic centers at other local government
municipalities and their standards and requirements
• Summary of non-governmental buildings that could serve as our inspiration
• City Council chamber needs and options
• Meeting room needs and options (staff and public)
• Space adjacency analysis
• A spatial efficiency study (employee/resident/customer time and cost savings due to
consolidation of work functions)
• Parking needs analysis
• Occupancy summary and recommendations report
• A description of all assumptions utilized for the projected space needs.
Deliverable 1: A report, for review and approval by the city, summarizing the analysis and
providing recommendation(s) on the amount, types, and spatial location of internal city hall
space needed to achieve the project's goals.
Site Criteria
Based on the space planning analysis, develop criteria for site selection that addresses the
project's goals, including, but not limited to:
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Sept. 19, 2017 Item #2 Page 11 of 15
• Spatial efficiency {employee/resident/customer time and cost savings)
• Ability to respond to unforeseen changes in workforce needs/flexibility
• Ability to accommodate a new city hall {building and parking), as an integral component of a
larger civic center campus
• Opportunities for place-making, community gathering places, and enhanced civic
engagement
• Ease of access for all users
• Synergistic opportunities {how does location support other city goals, values, needs)
• Opportunity costs {how the site could be utilized if not for a city hall)
Apply the criteria to the four available city properties listed in this request for proposals.
Deliverable 2: A draft of recommended site selection criteria, including any minimum threshold
criteria and proposed weighting, for review and approval by the city. A final report showing if
and how each city site meets the criteria.
Conceptual Site Planning and Architectural Massing
Develop initial architectural massing plans {for city hall), and conceptual site plans {for city hall,
and for larger civic center campus), for each viable city property, including:
• Block plans to depict specific locations for each department within building{s) on site.
• Rough volume visualization & initial architectural massing
• Occupancy/stacking plan to provide alternatives for departmental occupancy
{approximately three)
• Provision of parking {surface or structured)
• Conceptual site plans (for city hall, and how city hall could be incorporated into a larger,
place-making civic center campus to include plazas and gathering places)
• Construction cost estimates
Deliverable 3: A written report, to include conceptual site plans and architectural massing plans
that address the information above and a "best professional recommendation" for the
preferred city hall location based on the entirety of the analysis completed and the input
received.
Public Input
The scope of work in this request for proposals is primarily technical in nature. Drafts of each
project deliverable will be presented to the City Council for review and discussion, which will
provide an opportunity for public input. If directed by the Council, city staff are prepared to
gather additional input from the.public during the preparation or after the technical analysis is
complete.
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Sept. 19, 2017 Item #2 Page 12 of 15
Submittal Requirements
Submittals should be no more than 20 pages in length, not including the fee proposal. Please
include the following sections in your proposal, in this order, staying within the page limits
listed:
Cover Letter (2 pages)
A cover letter telling us why you think your team is the best fit for this project.
Respondent(s) Description (4 pages)
An overview of the company(ies) proposing on this project, including:
• Company name(s)
• Prime and subcontractor designations
• Areas of specialty relevant to this project
• Role(s) on this project
• Location of office where the majority of the work will be done
Team Member Experience (1 page per person)
Please tell us about the individuals you propose to work on this project:
• Name, title and company name of each team member
• Role on this project and the percentage of time that each team member will spend on
the project
• Years of relevant experience
• 3-5 related projects completed by each team member including:
o Project name and location
o Relevancy to our project
o Project objective
o Project outcome
o Start date, completion date, budget
o Client name, email and phone number
• Educational and vocational training and certifications
Scope of Work (1-10 pages)
A detailed scope of work addressing how you will complete this project and why you have
chosen this approach and strategy. Please address the specific tasks and deliverables listed in
this RFP.
Timeline
A timeline showing major milestones and deliverable dates. The city would like all work to be
completed within 9 to 12 months from notice to proceed. Please include in your timeline your
expectations of city staff (timelines for review, etc.).
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Sept. 19, 2017 Item #2 Page 13 of 15
Fee Proposal (as many pages as are needed)
Detailed fee proposals for the scope of work should be included as a separate attachment to
your contract. Please include the following information in your fee proposal:
• Hourly rates of each individual who will work on this project.
• Total hours and cost per person for each project task, broken down into time and
materials.
• Time and materials costs for project management, travel, service fee mark ups on
expenses, if any, and any other costs that would be incurred for this project.
• Total cost.
Executed Professional Services Agreement
A statement accepting in full the terms of the attached professional services agreement
("Exhibit A"), or a detailed written explanation of any exceptions.
Format
Please make your proposal easy to read by following these guidelines:
• Minimum 12 point font size and 1 inch page margins
• Liberal use of headings, subheadings and bulleted lists
• Minimal use, if any, of graphics, photos and other visuals
• Use standard 8.5 x 11 paper and spiral/coil binding. If oversized sheets are needed for
the timeline or fee proposal, please include these sheets in the back of the proposal.
• Provide the following:
o 1 original
o 6 full copies
o 1 PDF (maximum of 4MB) provided via email
Delivery Instructions
Proposals must be received by 4 p_.m, DATE, at the following address:
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
City Manager's Office
Attn: Curtis M . Jackson, Real Estate Manager
cu rtis.jackson@ca rlsbadca .gov
Selection Process
Proposal Evaluation
Following timely receipt, an evaluation of each submittal will be conducted by a selection panel
of city staff within 30-days. The evaluation will include all of the requested information and will
be scored according to the table below:
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Sept. 19, 2017 Item #2 Page 14 of 15
Qualifications and Experience of the Project Team 20 pts.
Project Work Plan, Strategy, Approach 20 pts.
Similar Project Type Experience 20 pts.
Thoroughness and Quality of the Qualifications Statement 15 pts.
Unspecified, non-monetary, Value-added offerings 10 pts.
Evaluation Subtotal 1: 85 pts.
Fee Proposal 15 pts.
Evaluation Subtotal 2: 100 pts.
Oral Interview (if required) 50 pts.
Evaluation Subtotal 3: SO pts.
TOTAL POSSIBLE SCORE 150 pts.
Top scoring respondent(s) may be invited to attend an oral interview. Following review and
analysis of the proposals (and potential oral interviews), staff will recommend selection of a
consultant team to the City Council. In the event that an agreement cannot be reached with
the highest-ranking respondent, the city will terminate negotiations and have the option to
enter into negotiations with the next highest-ranking respondent. The city is not required to
accept the low bid in this procurement process. Instead, we are looking for the best value,
which takes into account the qualifications and experience of the project team and the overall
quality of the proposal, as well as the cost.
Please note that the city reserves the right to take any or no action based on responses to this
Request for Proposals, including the acceptance or rejection of proposals and the inclusion and
deletion of any combination of the work items for the project.
Special Conditions
Nondiscrimination Requirement
By responding to this RFP the respondent represents that it and any person or entity affiliated
by it, does not and will not discriminate against any employee or applicant for employment
because of race, religion, sex, color, national origin, sexual orientation, ancestry, marital status,
physical condition, pregnancy or pregnancy related-conditions, political affiliation or opinion,
age, or medical condition. Any subsequent contracts or agreements shall contain similar
language and requirements pursuant to California law.
Reservations
Notwithstanding the issuance of this RFP and any responses thereto, the city reserves the right
to not select any of the respondents that submit proposals in response to this RFP.
Public Record
All proposals submitted in response to this RFP become the property of the city and are public
records and, as such, may be subject to public review.
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Sept. 19, 2017 Item #2 Page 15 of 15Right to Cancel The city reserves the right to revise or cancel, for any reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. Additional Information The city reserves the right to request additional information and/or clarification from any or all respondents to this RFP. Conflict of Interest The respondent, if selected, shall be required to file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. Scope Changes All changes in proposal documents shall be through written addendum. Verbal information obtained otherwise will not be considered in the award process. Proposal submittals must acknowledge all addenda. Proposals failing to do so may be considered as non-responsive by the City and eliminated from further consideration. Proprietary Information Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Proprietary information submitted in response to this RFP will be handled in accordance with applicable city procurement regulations and the California Public Records Act. If you have proprietary information, products or services, please identify them in your proposal. Responsive Materials Ownership All materials submitted regarding this RFP become the property of the City. Responses may be reviewed by any person after final selection has been made. The City has the right to use any or all system ideas presented in reply to this request, subject to the limitations outlined in proprietary information above. Disqualification of a respondent does not eliminate this right. 12