REQUEST FOR PROPOSALS
FOR ARCHITECTURAL SERVICES
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
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.
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.
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 interior finishes
Replacing all service panels
Shower Building B
Most walls to remain (some may need to move for ADA compliance)
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:
Trees and shrubs (drought tolerant)
Permeable and non-permeable pathways
Campfire area for 220 participants
ADA compliant pathways
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
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
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
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.
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