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Jail Construction Project User Representative Services
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Proposals must be submitted to: Lieutenant Deborah J. Bazan Jail Planning Unit San Mateo County Sheriff’s Office 400 County Center Redwood City, California 94063 |
REQUEST FOR PROPOSALS
This Request for Proposals (RFP) is not a commitment or contract of any kind. The County of San Mateo reserves the right to pursue any, or none of the ideas generated by this request. Costs for developing the proposals are entirely the responsibility of the applicants and shall not be reimbursed. The County reserves the right to select the proposal that is in the County’s best interest, to reject any and all proposals, to terminate the RFP process, and/or to waive any requirements of this RFP when it determines that doing so is in the best interest of the County.
(a) General Provisions Regarding Public Nature of Proposals.
Government Code Section 6250 et. seq., the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon written request, and that any citizen has a right to inspect any public record, unless the document is exempted from the disclosure requirements.
(b) Proposer’s Rights Regarding Confidentiality of Proposals.
The County of San Mateo cannot represent or guarantee that any information submitted in response to the RFP will be confidential. If the County of San Mateo receives a request for any document submitted in response to this RFP, it will not assert any privileges that may exist on behalf of the person or business submitting the proposal. Rather, the County of San Mateo will notify the party whose proposal is being sought. In the event that a party who has submitted a proposal wishes to prevent disclosure, it is the sole responsibility of that party to assert any applicable privileges or reasons why the document should not be produced and to obtain a court order prohibiting disclosure.
(c) County’s Rights Regarding Confidentiality of Proposals.
To the extent consistent with applicable provisions of the Public Records Act and applicable case law interpreting those provisions, the County and/or its officers, agents and employees retains the discretion to release or to withhold disclosure of any information submitted in response to this RFP.
SECTION 1. INTRODUCTION
San Mateo County is one of 58 California counties and one of nine counties in the San Francisco Bay Area. The County is located on a peninsula that is flanked by the Pacific Ocean on the west, the San Francisco Bay on the east, the City and County of San Francisco to the north, and the counties of Santa Clara and Santa Cruz to the south.
The County of San Mateo employs approximately 5,500 FTE positions at more than eighty locations with an annual budget of approximately $1.8 billion. The primary emphasis is on providing health services, human services, criminal justice, law enforcement, land use planning, parks and recreation, public works, libraries, and a wide variety of other services for the residents of the County.
A five-member elected Board of Supervisors serves as the governing body of the County, establishing policy and exercising legislative authority. A County Manager, appointed by the Board, serves as the chief executive officer of the County and is generally responsible for the County’s day-to-day operations.
San Mateo County has only one criminal court; the San Mateo County Superior Court. The court is staffed by 35 Superior Court judges who adjudicate all criminal charges and motions. The main courthouse is located at 400 County Center in Redwood City adjacent to the Maguire Correctional Facility. Three smaller facilities, one in South San Francisco and two in unincorporated San Mateo, also house courtrooms that handle juvenile, traffic and some misdemeanor cases.
Other key stakeholders in the San Mateo County criminal justice system include the Probation Department, Private Defender Program and the District Attorney’s Office. In addition to those governmental agencies, a number of community-based non-profits provide a wide array of additional services for the inmates housed in San Mateo County jails. These services include drug and alcohol rehabilitation, lifestyle choices education, literacy programs, outside employment assistance and other important services.
The San Mateo County Sheriff’s Office is managed by a Sheriff who is directly elected for a 4 year term. In addition to overseeing all adult correctional facilities in San Mateo County, the Sheriff is responsible for patrol services in both unincorporated areas of the County and contract cities, investigations, custody and security in the courts, and various administrative functions. The incumbent Sheriff is Greg Munks. Directly under his command are Undersheriff Carlos Bolanos and Assistant Sheriff Trisha Sanchez. Overseeing this Jail Construction Project User Representative Services RFP is the Jail Planning Lieutenant Deborah Bazan.
San Mateo County Sheriff Greg Munks is seeking responses from qualified firms and/or individuals, who have demonstrated the ability to oversee, manage, design, engineer or construct local correctional facilities or other public projects in California. The ideal firm or individual will have experience in construction management and the ability to represent the user (in this case, the Sheriff) in all phases of the project.
It should be noted that a needs assessment and a pre-architectural functional plan for the jail project have already been completed and are available for review on line at www.smc.sheriff.com
The County of San Mateo will evaluate qualifications based on materials submitted in response to this Request for Proposal (RFP). All interested individuals or firms should submit information in response to this RFP as specified in Section 3. The County will conduct a review of the responses received from this RFP. The information will be evaluated and a determination made which may result in the selection of the most qualified firm or individual to provide service to the County. Following a review of the submitted information, the Sheriff may request interviews with or additional information from one or more respondents.
SECTION 3. SCOPE OF WORK
The prospective User Representative must have 10 years minimum experience, managed over $200 million in contracted work on the government projects, experience in justice facilities and with Bay Area experience is welcome.
The User Representative will be highly skilled in construction technologies and practices, and will bring in hands-on experience to provide creative problem solving and cost effective solutions.
Respondents should submit any and all information they deem pertinent and germane to their qualifications as it relates to providing the services enumerated in this section. Information specifically pertaining to the respondent’s prior experience with assignments of a comparable type and scope, including the names and contact information of references, is required. The following outlines the main services being requested as part of this RFP:
v Assist the Sheriff, his Executive and Command Staff and the Jail Planning Unit in all aspects of jail planning, design and construction, with a clear emphasis on representing the best interests of the project user (the Sheriff) in a manner that promotes the safety of staff, the public and inmates. Project estimates and cost control; design, functionality and community integration are of utmost importance.
v Serve as a point of contact for the Sheriff and provide assistance managing all aspects of the Facility Development Process as recommended by the National Institute of Corrections.
v Review, comment and represent the Sheriff’s interests in all discussions concerning the project’s architectural concepts, designs, drawings, and site planning. This includes assisting the Sheriff with selection of the project delivery method, preparation of RFP for architect and engineer selection, legal staff interface; all construction bids (including analyses of the bids submitted, contract negotiations and review of a cost matrix); participates in all value engineering discussions; drawings, FFand E and material specifications; and all environmental requirements. This includes the approved Site Management Plan.
v Attends all critical project meetings as directed by the Jail Planning Unit. Provides oversight during construction of the project to ensure the interests of the Sheriff are included in all construction activities. This includes reviews of construction schedules, material testing, soils testing, field observations, safety program adherence, and review all change orders. At project completion, tasks will include assisting the Sheriff with a complete “Punch List”, testing of all mechanical and electrical equipment, and systems start up and commissioning, review all “As Built” drawings, ensure that all warranties are in place and catalog all user manuals, and assist in obtaining occupancy permits.
v Assist with the creation and maintenance of a thorough record keeping system for all documents relating to the project. Provide timely updates to include verbal briefings and formal written reports. These reports should include complete financial accounting of project costs, with particular attention to any potential project cost over runs, cost savings, contractor scheduling conflicts and value engineering proposals.
v Be available for possible out of state travel to view other correctional facilities.
v Assist with creation and implementation of transition plan for the new facility.
Submittals should not exceed 25 pages in length. This proposal should include the following:
1. Project manager resume
2. Hourly rates
3. Not to exceed estimated hours per week
4. Reimbursable allowance
SECTION 4. ADMINISTRATIVE REQUIREMENTS
4.1 General
Proposals shall be used to determine the applicant’s capability of rendering the services to be provided and the cost for the services. The County reserves the sole right to evaluate the contents of proposals submitted in response to this RFP and to select a successful respondent, or none at all. The County reserves the right to waive any requirements of this RFP when it is determined that waiving a requirement is in the best interest of the County. The proposal is to include contact information, including principle contacts and officers, main and local business addresses, tax identification number, voice and fax phone numbers and email address.
4.2 Proof of Insurance and commitment to agree to terms of county contract
Include a statement that if selected, your company is prepared to agree to and able to comply with all terms of the standard County long form agreement, attached hereto as Exhibit A.
Attach insurance certificates indicating liability insurance of a minimum of $1,000,000 for each of the following: comprehensive general, motor vehicle, professional and worker’s compensation.
4.3 References
Include two references from a local government agency and include the following information:
• Agency name
• Reference contact – name and title
• Telephone number
• Mailing address and e-mail
4.4 Proposal Format
4.4.1 General Instructions
To assure that misrepresentation of the proposed system does not occur, Proposers should seek clarification of any requirements that they do not fully understand.
Misunderstandings resulting in an improper response to Appendix A-1 will not be considered a valid reason to fail to supply all features indicated to exist by the Proposer. To be considered, proposals shall follow the format outlined in this section.
Each proposal shall consist of the following sections:
1. Proposer background information and/or professional resume
2. Signature Page
4.4.2 Proposal to be submitted to the County of San Mateo
1. Proposer Background Information (Appendix A-1, Form 1)
All pages in this section must be completed and submitted on the form provided or its copy.
2. Signature Page (Appendix A-1, Form 2)
An individual authorized to make financial commitments on behalf of the Proposer shall sign the proposal.
All proposals should be typewritten; have consecutively numbered pages; in a sealed envelope. No electronic proposals will be allowed.
The applicant must sign proposal. An unsigned proposal shall be rejected.
Submit one (1) original and three (3) copies. Submit proposal in a sealed package.
Proposal must be received by the final filing date and may be rejected after 4 p.m. on March 4, 2011. Address and mail or hand deliver proposals to:
Lieutenant Deborah Bazan
San Mateo County Sheriff’s Office
Jail Planning Unit
400 County Center
Redwood City, CA 94063
Telephone: 650-508-6721
Email: dbazan@co.sanmateo.ca.us
5. PROPOSAL SELECTION PROCESS AND EVALUATION
5.1 Final Filing Date
Proposal must be received at the County by 4:00 pm, February 25, 2011.
Notification of the announcement of standing will be done by mail. Please include your local business mailing address in your proposal.
5.2 Submittal of Questions
Applicants are encouraged to submit questions about this RFP. Questions are to be received at the County by February 21, 2011. Questions shall be mailed in writing or
e-mailed to:
Lieutenant Deborah J. Bazan
San Mateo County Sheriff’s Office
Jail Planning Unit
400 County Center
Redwood City, CA 94063
Additionally, respondents can attend an informational question and answer meeting with Sheriff’s Office personnel on Thursday February 17th, 2011 from 2pm to 4pm at 1390 El Camino Real Suite 100, San Carlos, Ca. 94070.
5.3 Evaluation Committee
An evaluation committee selected by the Sheriff’s Jail Planning Lieutenant will evaluate the proposals and the qualifications of applicants submitting proposals. The evaluation criteria include, but are not limited to those listed in Section 5, PROPOSAL SELECTION PROCESS AND EVALUATION and paragraph 5.4, Evaluation Criteria. The evaluation committee will submit to the Sheriff the results of the committee’s evaluation together with the committee’s recommendations of a proposal to be selected by the Sheriff.
5.4 Evaluation Criteria
• Completeness of proposer’s background in functional programming
• “Best overall fit” of proposer to Sheriff’s Jail Planning Unit
• Qualifications of staff
• Prior experience
• Project management plan
• References
• Cost of proposal
5.5 Cost Response
The County requires a fixed-price cost proposal that includes a detailed cost breakdown of line items, such as hours, tasks, staff and services. All project related costs are to be included in the cost proposal. No additional charges will be allowed.
5.6 Appeal
Unsuccessful proposers/consultants shall have five calendars days from the date of the County’s letter of rejections to submit a written appeal, addressed directly to Sheriff Greg Munks at 400 County Center, Redwood City, CA 94063. The written appeal should specifically address any perceived irregularities in the process and/or the RFP review committee’s recommendation. The committee will review the written appeal, and to present to the Sheriff the reason for the committee’s recommendations.
5.7 Inability to Negotiate a Contract
Following recommendation of the successful proposer or consultant, a period of contract negotiation and development will commence. Should the selected firm not, in the County’s determination, be prepared to negotiate in good faith; or should the selected consultant not be able to meet the County’s contractual terms and conditions which the County believes to be essential to a successful contract, the County reserves the right to terminate contract negotiations and begin contract negotiations with one or more than one of the remaining applicants.
APPENDIX A
TIME FRAME FOR RFP PROCESS
Sheriff Issues Request for Proposals February 4, 2011
Proposals due- 4pm March 4, 2011
Notification to consultants selected for interview March 15, 2011
Consultant interviews March 30, 2011
Contract Approval by Board of Supervisors April 12, 2011
APPENDIX A-1 PROPOSER RESPONSE PAGESFORM 1 PROPOSER BACKGROUND INFORMATION |
A. Company or Individual Information
Name: _______________________________________________
Local Address: _______________________________________________
Telephone Number (Voice):_________________________________________
Telephone Number (Fax): _________________________________________
E-mail Address: _______________________________________________
Attach Professional Resume
APPENDIX A-1 PROPOSER RESPONSE PAGESFORM 2, SIGNATURE PAGE |
PROPOSAL SUBMITTED BY:
Consultant NAME:
ADDRESS: ________________________________________________ ___ ___________________________________________________
BY: ______________________________________________
(Signature of Authorized Representative)
______________________________________________
(Print or Type Above Name and Title)
________________ ________________________
(Date) (Telephone)