MiraCosta Community College District
Request for Proposals
RFP #05-13
District Executive Consulting Architect
SUBMITTAL:
Submissions must be received on or before:
2:00 PM Thursday, November 8, 2012
Any Request for Proposal received after the time and date stated above shall not be considered for
award.
INQUIRIES:
For any questions or clarifications relating to this RFP, please contact:
Kim Simonds
Buyer
MiraCosta Community College District
1 Barnard Drive
Oceanside, CA 92056
Phone: 760-795-6755
Fax: 760-795-6795
Email: ksimonds@miracosta.edu
Table of Contents
RFP #05-13 District Executive Consulting Architect
Table of Contents ............................................................................................................................................... 1
Calendar of Events ............................................................................................................................................ 2
Introduction ......................................................................................................................................................... 3
Scope of Work..................................................................................................................................................... 4
Submission Format ........................................................................................................................................... 5
Evaluation Process............................................................................................................................................ 6
Miscellaneous ..................................................................................................................................................... 7
Proposal Certification ....................................................................................................................................... 9
MCCD RFP #05-13 District Executive Consulting Architect
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Calendar of Events
RFP #05-13 District Executive Consulting Architect
Proposed Schedule: Subject to change and Subject to the passage of Proposition EE on November 6th
Last Day to Submit for Clarifications ........................................................................................................... November 5, 2012
Proposals Due ............................................................................................................................................. November 8, 2012
Review of Proposals/Short List ................................................................................................... Week of November 12, 2012
Oral Interviews (if requested) ...................................................................................................... Week of November 19, 2012
Selection of Firm ........................................................................................................................... Week of December 3, 2012
Board Approval of Contract ....................................................................................................................... December 11, 2012
Negotiation of Final Terms & Conditions .......................................................................................... December 12 – 14, 2012
Notice to Proceed (contract commencement date 1/2/2013) ................................................................... December 17, 2012
Clarifications
Requests by a Proposer for clarification must be received by the District prior to the deadline set forth in the RFP
Schedule for submission of RFP Proposals. Without limitation to the District's right to conduct Pre-Scoring Discussions,
Negotiations or Post-Scoring Discussions, requests for clarification received after that time will not be responded to. All
requests for clarification must be in writing and shall be delivered, by hand delivery, mail, fax or e-mail between the hours
of 8:00 a.m. and 4:30 p.m. and prior to the applicable deadline in the RFP Schedule to the following:
Kim Simonds, Buyer
MiraCosta Community College District
1 Barnard Drive
Oceanside, CA 92056
Phone: 760-795-6755
Fax:
760-795-6795
Email: ksimonds@miracosta.edu
Proposal Submission
Interested firms must submit seven (7) copies of their written statement of qualifications in binders or securely bound and
in electronic format on a CD ROM, DVD ROM or USB Thumb Drive to:
MiraCosta Community College District
1 Barnard Drive, Building T600
Oceanside, CA 92056
ATTN: Susan Asato, Director of Purchasing and Material Management
RESPONSES MUST BE RECEIVED BY PERSONAL DELIVERY, COURIER SERVICE OR BY U.S. MAIL AT OR
BEFORE 2:00 PM ON NOVEMBER 8, 2012 TO THE ABOVE LISTED ADDRESS. LATE SUBMITTALS SHALL BE
DEEMED NON-RESPONSIVE, AND THE DISTRICT SHALL REJECT ANY SUBMITTALS RECEIVED AFTER THE
DEADLINE STATED ABOVE.
MCCD RFP #05-13 District Executive Consulting Architect
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Introduction
RFP #05-13 District Executive Consulting Architect
On August 7, 2012, the Mira Costa Board of Trustees adopted a resolution to place a general obligation bond (Proposition
‘EE’) on the November 6, 2012 ballot for approval by the voters of San Diego County in the amount of $497 million. The
purpose of Proposition EE is to fund the Comprehensive Master Plan projects. The full Comprehensive Master Plan and
an Executive Summary can be found at www.miracosta.edu/ourplan. Additional information about Proposition EE can be
found at www.yesonEE.com. The program schedule is over a 10 year period.
The District intends to retain a Program Manager to provide program and project management services, to include project
programming, phasing, coordination and reporting. Although several project deliver methods will most likely be utilized,
the District is committed to some form of lease-leaseback and/or design build method to ensure early collaboration and
selection based upon qualification and performance by the design-build teams. The process for selecting the design-build
teams will require the District has well-defined architectural standards and guidelines. Developing and then applying
those architectural standards and guidelines through the 10 year period requires the District to have the services of an
Executive Consulting Architect. The Executive Consulting Architect will not be eligible to be a member of any design team
for any future specific projects.
MCCD RFP #05-13 District Executive Consulting Architect
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Scope of Work
RFP #05-13 District Executive Consulting Architect
There is not a specific and well defined scope of work. It is anticipated the role of the Architect would be organic and will
change over the various phases of the project as required by the personalities and challenges that are components of any
major construction program. It is also anticipated that the relationship would be a very person-centric relationship, so the
selection process will be very much focused on the individual architect, no an architectural firm.
Following are anticipated function of the position and characteristics of the relationship with the District:
1. Assist the District in the maintenance and updating of the District’s Master Plan to include the following:
a. Master Plan updates
i. Development / updating of District facilities goals and planning concepts
ii. Development of planning narratives and descriptions of facilities goals
iii. Survey and documentation of existing physical campus
iv. Survey and documentation of District stakeholders interests
v. Development of growth projections
vi. Development of Master Plan update documentation as required by for Board of Trustee approval
2. Assist the District in the development and then periodic oversight of compliance with design standards, criteria
and design guidelines to include the following:
a. Develops and documents conceptual site planning standards
i. Identify aspects of Master Plan that cannot change
ii. Identify aspects areas where the Master Plan may programmatically change
iii. Identify goals for specific areas within the Master Plan
iv. Develop narrative and specific documentation for the items above
b. Develops and documents conceptual architectural standards
i. Identify any architectural elements that are preferred or not acceptable
ii. Identify any architectural theme desired as part of the master plan
iii. Identify architectural palettes for color and landscaping
iv. Identify where within the Master Plan the pallets are appropriate
v. Develop narrative and specific documentation for the items above
3. Provide interaction with the District Community as needed to include the following:
a. Advises and makes recommendations when requested on specific Master Plan topics
b. Provides presentations to District staff, faculty and Board of Trustees on the Master Plan when requested
4. Consulting in the development of the process for the selection of professional consultants and contractors, such
as design build teams.
5. Monitoring the design processes as they move forward including maintaining coordination and positive working
relationships among the design teams.
6. Acting as a trusted advisor and confidant to the District’s senior administration.
7. Provide project design consistency, coordination and continuity through the life of the program.
8. Act as an unbiased, neutral advisor with no financial interest in any of the projects.
9. Provide the long-term oversight from a high level view of the program.
10. Be the design conscience of the program.
MCCD RFP #05-13 District Executive Consulting Architect
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Submission Format
RFP #05-13 District Executive Consulting Architect
1. Company name, primary contact name, contact information
2. Description of recent very similar projects that you have completed:
a. Location of project
b. Description of project and how it is similar (development of design criteria and standards, on-going consulting;
etc.)
c. Special challenges that were encountered and how they were overcome
d. Total cost of the project
e. Duration of the project
f. Contact information for owner’s representatives who were involved with the project
3. For each of the following questions please limit your response to no more than one page per question:
a.
b.
c.
d.
What special qualifications would you bring to the table?
What tasks or services do you think would be specifically included in the scope of work?
What, if any, tasks or services do you think would be specifically excluded in the scope of work?
In order for you to work with the district to develop a scope of work, what additional information would you
need from the district?
e. What techniques have you previously used to learn and understand the culture and sole of a complex
community such as a community college?
f. What techniques have you previously used to collegially coordinate among design teams comprised of highly
talented professional, most of who probably have strong egos and who feel passionate ownership of their
designs?
g. Provide the job titles, expected roles, and billable rates for staff who would work on this project; the inflation
factors for the first two years of the engagement; a listing of any additional costs you foresee would be billable
to the district in addition to the quoted billable rates.
MCCD RFP #05-13 District Executive Consulting Architect
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Evaluation Process
RFP #05-13 District Executive Consulting Architect
A. Evaluation Process
The District will screen all proposals for compliance with this RFP, and will select a group of finalists from among the
proposals submitted based upon, but not limited to, the following criteria. Proposals will be evaluated to assess the
degree to which the proposed price accurately reflects proposed performance.
1. Overall responsiveness of the proposal, clearly stating the understanding of the purpose, scope and
objectives.
2. Demonstration of a philosophy that has the best probability of melding with the District’s.
3. Technical expertise and viability of the firm.
4. Past performance of the Proposer on relevant similar work previously accomplished for California public
schools.
5. Client references and their satisfaction regarding prior projects.
6. Business Proposal - Proposer's compensation requirements and alternatives.
Firm personnel may be invited to participate in oral interviews; this should consist of the person who will be involved in
the project work. Following the interview, District staff may choose to negotiate a contract with one or more selected
firms.
The District reserves the right during the selection process to inspect the Proposer's activities and statements with
respect to this RFP to ensure the Proposer's competence and ability to perform the specified services. The Proposer's
proposal may be rejected if the above inspection discloses information demonstrating that the Proposer is not
qualified or able to perform the specified services.
MCCD RFP #05-13 District Executive Consulting Architect
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Miscellaneous
RFP #05-13 District Executive Consulting Architect
A. Indemnification
To the fullest extent permitted by law, and as a material part of this Agreement, the Respondent shall indemnify, hold
harmless and defend, the District, its Board of Trustees, officers, agents, employees and volunteers against any and
all liability, claims, damages, losses and expenses, including reasonable attorneys’ fees, arising from, pertaining to, or
resulting from all acts or omissions to act and performance of the Services of the Respondent or its officers, agents,
employees, volunteers, and subcontractor, excluding, however, such liability, claims, losses, damages, or expenses
arising from the District’s sole negligence, active negligence or willful acts.
In claims against any person or entity indemnified under this Section by an employee of the Respondent, a
Subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, the
indemnification obligation shall not be limited by a limitation on amount or type of damages, compensation or benefits
payable by or for the Respondent or a Subcontractor under Workers’ Compensation acts, disability benefits acts or
other employee benefit acts.
B. Insurance
The Proposer and its agents, and subcontractors shall, at their expense, maintain and comply with Insurance
Requirements. Insurance Requirements shall include:
(a) Commercial General Liability: minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate
annual limit for personal injury, bodily injury and property damage including products and completed operations.
(b) Business Automobile Liability: $1,000,000 per accident for bodily injury and property damage (any auto).
(c) Professional Liability: Professional Liability Insurance shall be maintained during the performance of this agreement
and for a period of five (5) years following Proposer’s completion of services under this agreement. Said Professional
Liability Insurance shall not have a retroactive date or, if a retroactive date is included, such retroactive data shall be
prior to the date that the Proposer first performs services pursuant to this agreement,
(d) Primary Coverage: The insurance provided herein is primary coverage with any insurance or self-insurance
maintained by the District excess over Proposer’s insurance and shall not contribute with it.
(e) Waiver of Subrogation: The Proposer agrees that in the event of loss due to any perils for which it has agreed to
provide Commercial General and Automobile Liability insurance, Proposer shall look solely to its insurance carrier(s) for
recovery and grants a waiver of any right to subrogation which any such insurer of the Proposer may acquire against
the District by virtue of payments of any loss under this insurance.
(f) Certificate of Insurance including Additional Insured: The Proposer shall furnish the District with original certificates of
insurance and amendatory endorsements effecting coverage required by this Agreement and indicating a thirty (30) day
cancellation notice or notice of reduction in coverage. Insurance shall name the District and its Board of Trustees,
officers, employees, agents and volunteers as Additional Insured under said policy (a & b) above.
(g) Workers’ Compensation Insurance: The Proposer and all of their officers, employees, agents, volunteers, and
subcontractors agree to:1) procure and maintain in full force and effect Workers’ Compensation and Employer’s
Liability insurance covering its employees and agents while these persons are participating in the scope of work
hereunder; (2) The Proposer shall require the insurer for the Proposer to agree to waive all rights of subrogation
against the District, its Board of Trustees, officials, employees, agents and volunteers for losses under the terms of
the insurance policy which arise from work performed by the Proposer. Said policy shall be endorsed as follows:
“This policy shall not be cancelled or allowed to lapse or materially changed without prior thirty (30) day written
notification to the District”.
(i) Material Breach: If the Proposer, for any reason, fails to maintain insurance coverage which is required above,
the same shall be deemed a material breach of contract. The Proposer shall, upon notice of such breach from the
District, have seven (7) working days to cure such breach. The District, at its sole option, may terminate this contract
and obtain damages from the Proposer resulting from this breach including the purchase of such required insurance
coverage. Without further notice to the Proposer, the District may deduct from sums due to the Proposer any premium
costs advanced by the District for such insurance. Other remedies remain available to the District.
MCCD RFP #05-13 District Executive Consulting Architect
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C. District Rights
The District reserves the right to accept or reject any and all submissions, or any portion or combination thereof, to
contract services with whomever and in whatever manner the District decides, to abandon the services entirely, to
award on the basis of the total submission, and to waive any informality or nonsubstantive irregularity, as the interests
of the District may require.
The District is not responsible for late delivery. It is the responsibility of the responding firm to ensure that the
responses are submitted on time to the proper location.
All responses sent to the District prior to recommendation for Board award or actual award of contract under certain
circumstances are sent as confidential documents. No part of the responses will be made public or shown to any
persons outside of the District and its screening and selection panels until after a recommendation for award has been
made to the District’s Board of Trustees, or until after actual award of contract under certain circumstances, at which
time all documents will be public record.
Respondent’s submission and any other supporting materials submitted to the District in response to this RFP will not
be returned and will become the property of the District unless portions of the materials are designated as proprietary
at the time of submission, and are specifically requested to be returned.
Neither this document, nor any submissions provided in response to the RFP requires the District to negotiate or
award an agreement with any responding firm or individual.
The District reserves the right to award a contract any time up to six months from the date of opening the
submissions. The award of a contract is at the sole discretion of the District acting through the Board of Trustees. The
District also reserves the right to contract independently with other entities/firms for any of the services listed herein,
as the need arises.
The District shall not be liable for any costs incurred in preparing and submitting responses to this RFP and makes no
representation that a contract will be awarded. Furthermore, the District reserves the right to add additional firms for
consideration of receipt of this RFP if it is found to be in the best interest of the District. All Respondents should note
that the execution of any contract pursuant to this RFP is dependent upon successful negotiation of terms and fees
and approval by the District’s Board of Trustees.
Prior to contract execution, proof of all insurances at the levels specified in the specific contract will be required.
The District reserves the right to amend this RFP by means of addenda.
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Proposal Certification
RFP #05-13 District Executive Consulting Architect
***This page should be included in Binder #1 with the Firm Information and the Technical Proposal.***
I,
, the
of the respondent, hereby certify under
penalty of perjury under the laws of the State of California, that all of the information submitted by the respondent in
connection with this submittal and all of the representations made herein are true and correct.
Executed on this
day of
, 2011 at
County, California.
Proper Name of Respondent
Address
Authorized Agent Name and Title
City, State, Zip
Authorized Agent Signature
Phone
E-mail address
Fax
MCCD RFP #05-13 District Executive Consulting Architect
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