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REQUEST FOR PROPOSALS

(RFP#03-18-19)

FOR ARCHITECTURAL SERVICES

BY

SANTA CLARA COUNTY OFFFICE OF EDUCATION

1290 Ridder Park, San Jose, California 95131

February 13, 2019

NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education (SCCOE) is seeking

proposals from qualified professional firms for architectural and design services for the Walden West

Outdoor Science School.

This Request for Proposals (RFP) describes the project, scope of services, submission requirements,

selection criteria and schedule.

Mandatory Job Walk: SCCOE will conduct a Pre-RFP work site job walk on:

9:30 AM, Thursday, February 28, 2019

Walden West

15555 Sanborn Road, Saratoga, CA 95070

Proposals must be received no later than 3:00 p.m., Monday, April 1, 2019. All responses must be in a

sealed envelope and have “WALDEN WEST RENOVATION PROJECT- RFP#03-18-19” clearly

marked on the outer most mailing envelope. Please submit four (4) original hard copies and one electronic

(CD or thumb drive) copy of the Proposal to:

Jas Sohal, Purchasing Manager,

Santa Clara County Office of Education,

1290 Ridder Park, San Jose, CA 95131

Proposals will not be accepted after the date and time stated above (postmarks not accepted.) Proposals

that do not meet the submission requirements specified herein will not be considered. The SCCOE

intends to enter into negotiations with the firm judged to be the best qualified, based on the selection

process, to establish a contract for architectural and design services. Issuance of the RFP does not obligate

SCCOE to enter into contract negotiations nor award a contract, nor is SCCOE liable for any costs

incurred by a firm in the preparation and submittal of its proposal for the subject work. The SCCOE

retains the right to award contracts for parts of this work to several bidders, or to re-solicit proposals.

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BACKGROUND

Santa Clara County Office of Education (SCCOE) is requesting Competitive Proposals from licensed

architectural firms (“Consultant”) for the development of the necessary design and construction

documents for our Walden West Outdoor Science School. Renovate multiple single story buildings,

approximately 20,000 square foot dormitories, restrooms, offices, multi-purpose room, and outdoor

meeting areas. Upon completion it is envisioned that the renovated buildings and outdoor space will

contain updated equipment, materials, and design that will ensure the state of the art facilities that will

meet the needs of an outdoor science program.

All elements of the construction process must meet Standard Terms and Conditions of the SCCOE, and

Federal, State, and local laws. Particular attention will be paid to experience with, and competence in,

architectural design and construction methodology that provide for a rapidly constructed, cost effective,

aesthetically pleasing structure suitable for the intended purposes in an outdoor campus setting.

PROJECT DESCRIPTION

SCCOE anticipates that the selected architect will begin design development in March 2019 and that the

project will break ground in September 2019 and will take approximately 24 months to complete.

Estimated project budget: $7.5 million dollars. Includes: construction, soft costs, and contingency

Project location: 15555 Sanborn Road, Saratoga, CA 95070. Please see attached map ‘Exhibit A’

Although not intended to be a comprehensive list, the following desirable characteristics have been

identified through initial planning and visioning work:

Although not intended to be a comprehensive list, the following desirable characteristics have been

identified through initial planning and programming work.

Dormitory Building A

New walls, windows, and doors

New bathrooms

New showers

New interior finishes

New roof

New HVAC

New plumbing

New electrical

Replacing all service panels

Shower Building B

Most walls to remain (some may need to move for ADA compliance)

New plumbing

New electrical

Fire sprinklers

New roof

Plumbing fixtures

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Bathroom/Shower room finishes

New windows and doors

Outdoor Area C

An outdoor tent shade structure (1,800 sq. ft.) that is also waterproof.

11,400 square feet of landscaping and site work including:

Fencing

Trees and shrubs (drought tolerant)

Permeable and non-permeable pathways

Campfire area for 220 participants

Retaining walls

ADA compliant pathways

Outdoor lighting

Incorporate a BBQ area near the Lodge/Cafeteria;

Incorporate a large multi-purpose room (72’ x 40’) for student activities;

14,000 square feet of paved fire road and turn around.

SCCOE representatives can provide clarification and direction at the mandatory job walk through.

SCOPE OF SERVICES

The Scope of Services presented below is intended only to illustrate the services likely needed.

The Santa Clara County Office of Education requires a licensed architect to provide complete design

services for the Walden West Renovation Project. The architect for the project will be working

collaboratively with SCCOE’s staff and facilities team. The selected architect shall conduct and

coordinate all tasks related to the design of the project.

In addition to the design of the facilities, the architect or appropriate representative shall attend all

necessary public and private meetings and make presentations, including presentations to SCCOE staff, as

necessary.

Any sub-consultants required to perform services shall work directly for the architect, and the architect

shall be responsible for directing and coordinating their work. The SCCOE will be responsible for hiring

a geological services for the project

A. Conceptual / Schematic Design

During this phase, the architect will meet with SCCOE staff, facilities team and other stakeholders to

receive their input. The architect will conduct an initial Schematic Design/Scope Validation work session.

Based on the input received, the architect will then develop a schematic design. The schematic design

documents shall incorporate the information gathered through existing information and site

measurements, and shall represent the scale and relationship of the project components. These documents

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shall be used to determine areas, area relationships, volume, or other units necessary to calculate the

project requirements. At a minimum, this will include the following:

1. Space plan including area square feet calculations

2. ADA analysis

3. Architectural drawings (site plan, floor plans, sections, elevations, etc.)

4. Proposed material boards (material samples, color strike offs, renderings, perspectives)

5. Preliminary landscaping and parking plans

6. Minimum of 3 renderings or a 3D model depicting overall look and feel of building and

interior

B. Design Development

Upon approval of the schematic design by SCCOE, the architect shall update all schematic design

documents, including estimated project construction cost, and prepare design development documents

consisting of drawings and other necessary documents which describe the size and character of the

interior design, the appropriate engineering for the project and all other systems and components which

are appropriate for the building. Detailed architectural drawings, including floor plans, roof plans,

elevations, sections, and schedules (windows, finishes, etc.) shall be provided. Architect shall provide

recommendations for furniture, fixtures, equipment and layout.

The architect shall prepare outline specifications, including an index and technical sections. The architect

shall conduct a meeting(s) with SCCOE team to review all documents.

C. Construction Documentation

Upon approval of the design development documents by SCCOE, the architect shall update all of the

design development documents, and prepare the construction documents. These documents shall include

plans and specifications that in detail set forth the requirements for construction. The architect shall

provide all drawings and specifications, including but not limited to civil, landscape, architectural,

structural, plumbing, HVAC, electrical, an index and construction documents. Structural, mechanical, and

electrical calculations and energy analysis shall be included. The architect shall provide a Letter of

Assurance attesting that the documents are complete and ready to bid. The architect will have the

construction drawings signed and stamped by a design professional, prepare the required documents for

Public Bid by qualified General Contractors, and lead SCCOE team in submitting these documents for all

permit applications and in obtaining the permits.

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D. Bidding Phase

The architect (with SCCOE’s input) shall prepare a complete set of Bidding Documents for Public Bid.

The architect shall be responsible for preparing any clarifications or addendums during the bidding

process. SCCOE shall arrange for the distribution of the construction documents to the general

contractors during the bidding process. The architect shall assist SCCOE in the review and evaluation of

the bids, if requested by SCCOE. Architect and consultants shall attend pre-bid conferences and site visits

with potential bidders, as requested.

The documents produced by the architect for the project shall become the property of the Santa Clara

County Office of Education.

All work shall, at all times, comply with applicable State, Federal, and local laws and requirements. The

architect shall comply with all insurance requirements of the Santa Clara County Office of Education.

E. Construction Administration & Inspection

The construction administration services provided by the Consultant will require at least one qualified

individual to provide construction oversight services.

The Consultant shall review and make determinations regarding contractors’ Shop Drawings, Submittals,

Requests for Information (RFI’s), product substitutions, change orders and other related documents.

The Consultant shall call and conduct bi-weekly or weekly (depending on need) construction meetings

during construction and prepare meeting minutes.

The Consultant shall review Contractor’s Payment Request for accuracy.

The Consultant shall review and negotiate construction change order requests and claims.

F. Final As-Built Drawings

The Consultant shall assist the general construction contractor in recording and maintaining a set of “As-

Built” drawings that will be finalized into a formal AutoCAD set and delivered electronically at the

completion of the project. An electronic copy of the construction specifications shall also be provided to

the SCCOE.

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SUBMISSION REQUIREMENTS

All proposals shall include the following information, organized as separate sections of the proposal. The

proposal should be concise.

1. Introductory Letter

The letter shall include the name of the firm, the firm’s principal place of business, the name and

telephone number of the contact person, mailing address, email address and company tax identification

number. The letter shall be signed by the individual authorized to bind the Consultant to the proposal. The

letter shall also include a statement identifying that the proposal shall be firm for ninety (90) calendar

days from the date of proposal submittal to permit staff evaluation and SCCOE award. Upon award, price

quoted will be in effect for the term of the agreement.

2. Project Understanding and Approach

Demonstration of the architect’s understanding of the project, including an identification of key issues

and critical items to be addressed. Briefly state the approaches and methodologies the architect proposes

to undertake. Discuss the methods of management, quality control, and coordination that will be used.

Note any innovative concepts or suggest changes to the scope of services listed in this RFP.

3. Experience/References

Representative Projects - List a minimum of five (5) projects, at least three (3) of which should be related

in scope, budget, program and complexity to the Walden West Renovation Project. For each project,

please include:

a) Completion Date

b) Name and Location

c) Budget

d) Graphic Description

e) Photographs

f) Total Square Footage

g) Client

Excellent references and a history of projects completed on time and within budget are requested. Provide

a minimum of three (3) client references, preferably from the Representative Projects list above.

References should include California cities or other large public sector entities. Provide the name, title,

organization, address, telephone number, e-mail, and a description of the project(s) that were completed

for each reference.

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4. Project Team

Provide a description of the architect’s proposed team, the organization, and general expertise. Include

specific experience of lead architect and team staff. Indicate the length of time the lead architect has been

employed by your firm. Will the lead architect attend weekly meeting or other team member?

Provide a listing of each key staff person that will be assigned to the project, their role, and background

information demonstrating their capabilities and qualifications to perform their assigned task. For each

individual, provide current professional registrations, related experience, educational background, and

years of service with the team. Expertise applicable to work specified in the scope of services should be

emphasized. All sub consultants should be included.

Is the principal or lead architect licensed to practice architecture in the State of California? Has the

principal or lead architect had their license to practice architecture suspended in the State of California? If

so, please explain.

5. Project Plan/Schedule

Provide a project work plan with as much detail as needed to describe how the required services and

scope of work will be performed. Include a proposed schedule, showing each task and the major

milestones for each. It is understood that the schedule may be modified during refinements of the scope of

services that take place with SCCOE team during contract negotiations.

6. Contract Terminations

If your firm has had a contract terminated within the last five (5) years, describe each such incident.

SCCOE will evaluate and at its sole discretion, may reject the proposal on the grounds of the past contract

terminations.

If the firm has not experienced any such termination for default or early termination in the last five years,

so indicate.

7. Legal Proceedings

Identify any completed, on-going, or pending legal proceeding (arbitration, complaint, or court action)

filed by an owner or contractor against your firm for any project in the past five (5) years.

8. Conflicts of Interest

Identify any individuals or entities associated with the architect who may have a conflict of interest with

any activity of this project. Provide detailed explanation.

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SCCOE will evaluate and at its sole discretion, may disqualify architects on the basis of conflicts of

interest.

If the architect has no such conflicts of interest, so indicate.

9. Fees

Submit information on your proposed fee based on the Scope of Services indicated above, including

anticipated reimbursable costs. Submit an hourly rate schedule by project staff and sub-consultants.

10. Insurance

Without in anyway limiting CONTRACTOR’s liability pursuant to the “Indemnification” section of this

Agreement, CONTRACTOR shall procure and maintain during the full term of this Agreement the

following insurance amounts, coverage and endorsements:

5.1 Commercial General Liability Insurance with limits not less than $1,000,000 (one million

dollars) each occurrence Combined Single Limit for Bodily Injury and Property Damage

(including coverage for claims of sexual abuse and molestation).

a. Each and every General Liability policy and endorsement shall include the following:

1) Name as Additional Insured the Santa Clara County Office of Education, its Board,

officers, employees, interns, volunteers, agents and representatives and invitees.

2) State that such policy is primary insurance to any other insurance available to the

Additional Insured, with respect to any claims arising out of this Agreement and that

such policies apply separately to each insured against who claim is made or suit is

brought.

3) If any policies are written on a claims-made form, CONTRACTOR agrees to maintain

such insurance continuously in effect for three years following completion of this

Agreement or extend the period for reporting claims for three years following the

completion of this Agreement, such that occurrences which take place during the

Agreement period shall be insured for three years following completion of the

Agreement.

5.2 Automobile Liability Insurance which shall include coverage for owned, non-owned, and

hired autos, with bodily injury and property damage liability limits not less than $1,000,000

per accident.

5.3 Workers’ Compensation Insurance, with Employer’s Liability limits not less than $1,000,000

(one million dollars) each accident. CONTRACTOR agrees to release, indemnify and hold

harmless SCCOE from all claims, fines, and actions, including any award by a Worker’s

Compensation tribunal or similar administrative body, or in a court of law, arising out of

claims by an employee or agent of CONTRACTOR or its subcontractor for work related

injuries arising out of the performance of this Agreement.

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5.4 Professional Liability (E & O) Insurance with limits not less than $1,000,000.00 (one million

dollars) each occurrence and in the aggregate. Coverage must at a minimum apply to negligent

Errors and Omissions arising out of professional services, performed under the contract, with

any deductible not to exceed $100,000 each claim. If the insurance is written on a claims-made

form, it shall continue for three years following termination of this Agreement. The insurance

shall have a retroactive date of placement prior to or coinciding with the effective date of this

Agreement.

11. Verification of Insurance Coverage

6.1 The CONTRACTOR shall furnish certificates of insurance to the SCCOE responsible

administrator for review and approval at the time of signing this Agreement. The Certificates

shall clearly indicate that the CONTRACTOR has obtained insurance of the type, amount and

classification required by these provisions, in excess of any pending claims at the time of

execution of the contract to the CONTRACTOR. CONTRACTOR shall maintain coverage with

equal or better rating as identified herein for the term of this contract. CONTRACTOR shall

provide written notice to the SCCOE Director of Risk Management of any material change,

cancellation and/or notice of non-renewal of the insurance within ten (10) calendar days of the

change. CONTRACTOR shall furnish a copy of the insurance policy or policies upon request of

the SCCOE Risk Manager within (10) ten calendar days of written request.

12. Indemnification

7.1 CONTRACTOR shall hold harmless, indemnify and defend SCCOE, its Board, officials,

agents, and employees harmless from any and all claims, losses and causes of actions which may

arise out of the performance of this Agreement as a result of any act of negligence or negligent

omission, recklessness, or intentionally wrong conduct of the CONTRACTOR or the sub-

contractor. The CONTRACTOR shall pay all claims and losses of any nature whatsoever in

connection therewith and shall defend all suits related to work performed under this Agreement,

in the name of SCCOE when applicable, and shall pay all costs, including without limitation

reasonable attorneys’ fees and appellate attorney’s fee, and judgments which may issue thereon.

The CONTRACTOR’s obligation under this paragraph shall not be limited in any way to the

agreed upon contract price, or the CONTRACTOR’s limit of, or lack of, sufficient insurance

protection and shall apply to the full extent that it is caused by the negligence, act, omission,

recklessness or intentional wrongful conduct of the CONTRACTOR, its agents, servants or

representatives.

SELECTION CRITERIA

An Evaluation Team will review and evaluate the proposals. Based on the evaluation of the proposals

submitted, the most qualified firms will be invited to make presentations to the Evaluation Team.

Evaluations will include, but are not be limited to the following criteria:

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Project Understanding and Approach

Factors to be considered include, but are not limited to, work methodology, management methodology,

project plan, and consideration of factors deemed essential for a successful project.

Technical Competence

Factors to be considered include, but are not limited to, experience, familiarity with similar projects, and

the qualifications of key personnel.

Record of Past Performance

Past record of performance will be determined from all available information, including contact by

SCCOE with consultant’s former clients. Factors to be considered include, but are not limited to, former

clients’ satisfaction with final products, cost control, work quality, completion of work on schedule,

quality of working relationship, and satisfactory resolution of issues that arise.

Capability to Meet Schedule

Factors to be considered include, but are not limited to, the size of staff assigned to the project and the

availability of those staff, given other commitments.

Overall Proposal Presentation

Factors to be considered include, but are not limited to, the thoroughness, responsiveness, completeness

and overall quality of the proposal.

After the presentations, SCCOE will make a selection and will negotiate a contract with the highest rated

architect. If agreement cannot be reached, negotiations with other architects in order of their respective

final ratings, will be conducted until a contract is reached.

SCCOE reserves the right to waive any irregularities or informalities contained within this RFP, accept or

reject any or all proposals received as a result of this request, negotiate with any qualified firm or to

cancel the RFP in part or whole. All proposals and material submitted will become the property of the

Santa Clara County Office of Education and will not be deemed confidential or proprietary.

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SELECTION SCHEDULE

The anticipated schedule for architect selection is given below. SCCOE reserves the right to make

changes to the schedule

February 19 & 26, 2019 Advertisement

February 28, 2019 Job Walk at Walden West at 9:30 am

April 1, 2019 RFP Due Date 3:00 pm

April 9, 2019 Presentation - Finalists

April 12, 2019 Selection of Architect

August 30, 2019 Construction Documents Due Date

Note: The dates of this schedule are approximate and may be subject to change.

Overall construction completion is approximately 24 months.

To ensure fairness in the architectural services selection process, all questions regarding the bidding

process shall be directed to Jas Sohal, Purchasing Manager (jas_sohal@sccoe.org) no later than

March 22, 2019 at 4:00 p.m. Any questions regarding the project scope of work may be direct to

Richard Reid, Manager of Construction and Facilities (richard_reid@sccoe.org). Responses to

questions will be posted on SCCOE’s website at www.sccoe.org/purchasing via addendum(s).

Consultants are responsible for checking the website for updates.

Attachments:

Exhibit A. Site Map

Legend

V 15555 Sanborn Road Saratoga CA95070 (Exhibit A)

Walden West Outdoor Science School

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