City Hall Improvements ? Building 4 Front Counter Remodel CIP 2024-30 (Re-Bid)

REQUEST FOR PROPOSALS
For
DESIGN-BUILD CONTRACT
CITY HALL IMPROVEMENTS
BUILDING 4 FRONT COUNTER REMODEL
CIP 2024-30
RFP Issued | June 1, 2026
RFP #25/26 - 20096
Public Bid Opening | No
Pre-Proposal Meeting | No
Proposals Due | Thursday, July 2, 2026 at 5:00pm
Estimated Budget | $240,000
City of Santee
10601 Magnolia Avenue * Santee, CA 92071
(619) 258-4100
www.CityofSanteeCA.gov
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CITY OF SANTEE
REQUEST FOR PROPOSALS #25/26 - 20096
CITY HALL IMPROVEMENTS - BUILDING 4 FRONT COUNTER REMODEL
CIP 2024-30
TABLE OF CONTENTS
1 RFP Overview ................................................................................................................. 1
1.1 Purpose of RFP ......................................................................................................... 1
1.2 RFP Timeline ............................................................................................................ 1
1.3 RFP Coordination ...................................................................................................... 2
1.4 Proposal Preparation Costs ....................................................................................... 2
1.5 RFP Amendment and Cancellation ............................................................................ 2
1.6 Questions Pertaining to the RFP ............................................................................... 2
1.7 Proposal Submittal .................................................................................................... 3
2 Scope of Services .......................................................................................................... 4
2.1 General ..................................................................................................................... 4
2.2 Project Design ......................................................................................................... 12
2.3 Permits and Inspections .......................................................................................... 13
2.4 Utility Connections ................................................................................................... 13
2.5 Project Management ............................................................................................... 13
2.6 Use of Project Site ................................................................................................... 13
2.7 Proof of Performance .............................................................................................. 14
2.8 Project Submittals ................................................................................................... 14
2.9 Contract Closeout Submittals .................................................................................. 14
2.10 Warranty ............................................................................................................ 15
3 Proposal Submission Requirements .......................................................................... 16
3.1 General Instructions ................................................................................................ 16
3.2 Proposal Format ...................................................................................................... 16
3.3 Cover Letter ............................................................................................................ 16
3.4 Table of Contents .................................................................................................... 17
3.5 Section 1 - Executive Summary .............................................................................. 17
3.6 Section 2 - Company Background .......................................................................... 17
3.7 Section 3 - Company Qualifications, Licensure, and Experience ............................ 17
3.8 Section 4 - References ........................................................................................... 18
3.9 Section 5 - Implementation Plan ............................................................................. 18
3.10 Section 6 - Pricing ............................................................................................. 19
3.11 Guarantee .......................................................................................................... 20
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3.12 Bid Guarantee .................................................................................................... 20
3.13 CARB Compliance ............................................................................................. 20
4 Proposal Evaluation ..................................................................................................... 21
4.1 Evaluation Committee ............................................................................................. 21
4.2 Proposal Evaluation and Selection Process ............................................................ 21
5 General Conditions ...................................................................................................... 22
6 General Requirements ................................................................................................. 22
6.1 Collusion ................................................................................................................. 22
6.2 Gratuities ................................................................................................................. 22
6.3 Required Review and Waiver of Objections by Proposers ....................................... 22
6.4 Nondiscrimination .................................................................................................... 23
6.5 Proposal Withdrawal ............................................................................................... 23
6.6 Proposal Errors ....................................................................................................... 23
6.7 Incorrect Proposal Information ................................................................................. 23
6.8 Prohibition of Proposer Terms and Conditions ........................................................ 23
6.9 Assignment and Subcontracting .............................................................................. 24
6.10 Right to Refuse Personnel ................................................................................. 24
6.11 Proposal of Additional Services .......................................................................... 24
6.12 Licensure ........................................................................................................... 24
6.13 Prevailing Wage ................................................................................................. 24
6.14 Employment of Apprentices ............................................................................... 25
6.15 Consultant/Contractor Registration .................................................................... 25
6.16 Conflict of Interest and Proposal Restrictions ..................................................... 26
6.17 Contract Negotiations ........................................................................................ 26
6.18 Execution of Contract ......................................................................................... 26
6.19 Right of Rejection............................................................................................... 26
6.20 Disclosure of Proposal Contents ........................................................................ 27
6.21 Proprietary Information....................................................................................... 27
6.22 Severability ........................................................................................................ 27
6.23 RFP and Proposal Incorporated into Final Contract ........................................... 27
6.24 Proposal Amendment ........................................................................................ 27
6.25 Consultant Participation ..................................................................................... 27
6.26 Warranty ............................................................................................................ 28
6.27 Rights of the City................................................................................................ 28
6.28 Bond Requirements ........................................................................................... 28
6.29 Workers' Compensation ..................................................................................... 28
6.30 Time for Completion ........................................................................................... 29
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6.31 Liquidated Damages .......................................................................................... 29
6.32 Ineligible Contractors ......................................................................................... 29
EXHIBIT 'A' - BUILDING FOUR FRONT COUNTER IMPROVEMENTS PLAN ................... 30
EXHIBIT 'B' - EXISTING ELECTRICAL PANEL "P4A" ....................................................... 42
EXHIBIT 'C' - SAMPLE SOLID OAK VISION LITE DOOR................................................... 44
EXHIBIT 'D' - BID BOND ...................................................................................................... 45
EXHIBIT 'E' - NON-COLLUSION DECLARATION ............................................................... 47
EXHIBIT 'F' - PERFORMANCE BOND ................................................................................. 48
EXHIBIT 'G' - MATERIAL AND LABOR BOND .................................................................... 53
EXHIBIT 'H' - WORKERS' COMPENSATION CERTIFICATE .............................................. 58
EXHIBIT 'I' - WORKERS' COMPENSATION CERTIFICATE FOR SOLE PROPRIETORS .. 60
EXHIBIT 'J' - CARB FLEET COMPLIANCE CERTIFICATION ............................................. 62
EXHIBIT 'K' - CONCRETE STEPS M-26 (MOD) .................................................................. 63
EXHIBIT 'L' - PEDESTRIAN PROTECTIVE RAILING M-24 (MOD) ..................................... 64
ATTACHMENT 'A' - SAMPLE AGREEMENT
ATTACHMENT 'B' - GENERAL CONDITIONS
ATTACHMENT 'C' - SANTEE CITY HALL AS BUILT DRAWINGS
ATTACHMENT 'D' - MAGNOLIA VILLAGE AS BUILT DRAWINGS
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1 RFP Overview
1.1 Purpose of RFP
The City of Santee ("City"), is seeking proposals from qualified firms, contractors, design build
entities or consultants, hereinafter referred to interchangeably as "Firm," "Contractor," "Design
Build Entity," and "Consultant," to complete all design and construction services required for the
construction of City Hall Improvements - Building 4 Front Counter Remodel ("Project").
This Request for Proposals (RFP) describes the Project, the required scope of services, the
selection process, and the minimum information that must be included in the proposal. Failure to
submit information in accordance with the RFP requirements and procedures may be cause for
disqualification.
Interested parties shall submit a Proposal Submittal (See Section 1.8) to display the capabilities
in providing these services per the specifications outlined in this RFP. Based on this RFP, the
City intends to select one firm for agreement negotiations. If the City is unable to reach an
agreement with the selected firm, then the City has the option to negotiate with another. Award
of the contract, if any, will be to the firm whose professional qualifications, experience, and
proposed work plan demonstrates that it will competently satisfy the requirements described in
this RFP within the City's budget. Price will be a primary factor but will not be the sole
consideration for award. This RFP does not commit the City to award any contract, defray any
costs incurred in the preparation of a proposal pursuant to this RFP, or in any resulting
negotiations, or to procure contracts for work.
The successful Firm will be expected to execute the City's standard, template contract agreement
provided in ATTACHMENT 'A' - Sample Agreement and will be required to meet specific
insurance requirements and provide proof of Professional Liability and other required insurance
as specified in ATTACHMENT 'B' - General Conditions. All designers, contractors,
subcontractors, journeymen and apprentices working on the Project must be licensed and
registered with the State of California, as required. Additionally, the selected Firm and any
subcontractors must have, or will be required to obtain, a business license to work in the City of
Santee.
The City's estimated budget for the Project is $240,000.
1.2 RFP Timeline
Table 1, RFP schedule of Events, identifies the RFP schedule that will be followed; note that dates
are subject to change.
Table 1 - RFP Schedule of Events
RFP EVENT DATE/TIME
City Issues RFP
June 1, 2026
Deadline for Proposer Questions
June 18, 2026 at 5:00pm
City Responses to All Questions
June 25, 2026
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Deadline for Proposal Submission
July 2, 2026 at 5:00pm
(DELIVERED TO CLERK'S OFFICE)
City Completes Evaluations
July 9, 2026
Finalist Notified
July 10, 2026
Anticipated City Council Award (Tentative)
August 12, 2026
Notice to Proceed (NTP) Issued
September 1, 2026
Preliminary Design Completion
September 22, 2026
Project to be Fully Complete
January 27, 2027
1.3 RFP Coordination
All questions concerning this RFP must be submitted via email to the RFP Coordinator identified
below. The RFP Coordinator shall be the sole point of contact for this RFP.
Antonio Sandoval, E.I.T
Assistant Engineer
Email: asandoval@cityofsanteeca.gov
Proposer's contact with anyone else in the City is expressly forbidden and may result in
disqualification of the Proposer's bid.
1.4 Proposal Preparation Costs
The City will not pay any costs associated with the preparation, submittal, or presentation of any
proposal.
1.5 RFP Amendment and Cancellation
The City reserves the unilateral right to amend this RFP in writing at any time. The City also
reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued,
it will be posted to the City's procurement website, under the section titled Bid Opportunities.
Proposers bear responsibility for monitoring the City's procurement website for any related
procurement updates and will need to respond to the final written RFP and any exhibits,
attachments, and amendments.
1.6 Questions Pertaining to the RFP
Specific questions concerning the RFP should be submitted via e-mail to the RFP Coordinator
(See RFP Section 1.3 RFP Coordinator) no later than the "Deadline for Proposer Questions" as
identified in Table 1, RFP Schedule of Events. Proposer questions should clearly identify the
relevant section of the RFP and page number(s) related to the question being asked.
Copies of all questions and the City's responses will be posted to the City's procurement website.
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1.7 Proposal Submittal
Proposals must be submitted no later than the "Deadline for Proposal Submission" as identified
in Table 1, RFP Schedule of Events. Proposers assume the risk of the method of delivery chosen.
The City assumes no responsibility for delays caused by any delivery service. A Proposer's failure
to submit a proposal as required before the deadline may cause the proposal to be disqualified.
Proposers must submit in a sealed package:
One (1) original, signed master RFP Response.
Three (3) printed copies of the RFP Response.
One (1) USB drive containing electronic copies of all files submitted, including
complete set of documents covering the RFP response.
Proposals must be clearly identified "RFP - City Hall Improvements, Building 4 Front Counter
Remodel" and submitted to:
City of Santee
Office of the City Clerk
10601 Magnolia Avenue - Building 3
Santee, CA 92071-1222
All proposals must be received before the Deadline for Proposal Submission date as indicated in
Table 1, RFP Schedule of Events. Proposals received after this time and date may be returned
unopened. Postmarks will not be accepted as proof of receipt. If any portion of this RFP is
excluded, the proposer must clearly indicate such exclusions with their proposal.
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2 Scope of Services
2.1 General
The successful Firm shall provide all necessary design services, permitting, project management,
and construction services required for the City Hall Improvements - Building 4 Front Counter
Remodel located at 10601 Magnolia Avenue, Building 4, Santee, CA 92071. This project will
remodel the front counter area, install new front lobby door, modify existing cubicle spaces,
construct new cubicle spaces, install new casework, relocate existing and install new electrical
receptacles, relocate existing and install new telephone and data outlets, install new suspended
T-bar ceiling system, install new light fixtures, install new suspended T-bar ceiling registers, and
replace existing carpet and baseboard.
The City's As-built drawings (ATTACHMENT 'C' & 'D') for the project location are provided for
reference.
2.1.1 Demolition and Disposal
All construction debris generated during demolition of existing improvements shall be removed
from the project site at the end of each workday and legally disposed of. All metal, wood, copper
wire, and concrete shall be recycled at applicable recycling facilities to prevent unnecessary
material from entering landfills.
2.1.2 Construction Phasing
The construction of the proposed improvements identified in the Building Four Front Counter
Improvements Plan (Exhibit 'A'), shall be completed in two phases, in order to maintain the front
counter open to the public during construction. A temporary wall, identified on the Demo Plan
(Exhibit 'A', Sheet 2), shall be constructed prior to any demolition work starts to contain dust and
debris within the work zone and to dampen construction noise to adjacent workspaces/cubicles
in the building. The temporary wall shall effectively reduce construction noise to a level that does
not meet or exceed 85 dBA over an 8-hour time weighted average, in accordance with OSHA
noise exposure and hearing conservation guidelines. Noise sampling shall be completed prior to
construction begins to test the effectiveness of the temporary wall and modifications to the
temporary wall system shall be implemented accordingly. The temporary wall shall be maintained
throughout construction to ensure its effectiveness at reducing construction noise does not
diminish.
Work activities that are anticipated to generate noise at or above the 85 dBA limit over an 8-hour
time weighed average shall be scheduled for Fridays and weekends to minimize disruption to City
staff during construction.
The temporary access door identified on the demolition plan shall be utilized when construction
prevents access to the main entrance door. The temporary access door shall be installed with a
handle on both sides of the door. To be in compliance with site accessibility requirements during
construction, the door shall be maintained in an open position during City business hours, then
closed at the end of each working day, which will eliminate the need for a door closer. City
business hours are Monday through Thursday from 8:00AM to 5:00PM and Fridays from 8:00AM
to 1:00PM.
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2.1.2 Partition Walls
Partition walls shall be removed to the dimensions indicated on the Demo Plan (Exhibit 'A', Sheet
2). Any partition walls that are removed and were connected to an existing wall shall have the
existing wall patched to match the existing finish of the wall.
Partition walls shall be constructed to the height indicated on the Proposed Floor Plan (Exhibit
'A', Sheet 3). All partition walls shall be framed with 20 gauge, 4" galvanized steel studs, 1-1/4"
flange, spaced at 32" on center unless 6" studs are stated on the Proposed Floor Plan. The
partition wall shall be constructed in conformance with the partition wall detail (Exhibit "A", Sheet
4). The finish of the partition wall shall match existing, including but not limited to; drywall texture,
color of wall, plywood and oak board cap size and finish.
2.1.3 Non-Load Bearing Wall at Front Counter
Non-load bearing walls shall be constructed in conformance with the Non-Load Bearing Wall at
Front Counter detail (Exhibit 'A', Sheet 4). All non-load bearing walls shall be framed with 20
gauge, 6" galvanized steel studs, 1-5/8" flange, spaced at 16" on center. The non-load bearing
wall shall contain 20 gauge, galvanized steel spacer and bridging bars spaced maximum 48" on
center vertically or as recommended by manufacturer for design height of wall. The spacing and
bridging bar shall be Spazzer 9200 by Clark Dietrich or approved equal. The finish of the non-
load bearing wall shall match existing walls, including but not limited to; drywall texture, and color
of wall.
2.1.4 Site Painting
All existing and new gypsum finished walls and ceilings within the extents of the improvements
shall be painted to match existing wall and ceiling color. Paint shall match existing color and sheen
by taking an existing paint chip sample. The mixed paint shall be painted on a sample piece of
material and must be approved by the City prior to final application.
The paint shall be a low or zero VOC interior acrylic type paint system by Sherwin-Williams, Dunn-
Edwards, or an approved equal manufacturer. Paint coat system shall consist of one primer coat,
and a minimum of 2 finish coats.
2.1.5 Site Electrical
Electrical Panel:
There are two electrical panels that feed power to Building 4. The electrical panel room is located
approximately 125-feet west of the front lobby entrance and on the east side of the building. The
panel that feeds power to all receptacles, lighting, appliances, and miscellaneous equipment is
labelled "P4A". Panel "P4A" is a 225 amp, 120/208V, 3-phase panel with 42-spaces by Eaton. A
picture of the electrical panel is provided on Exhibit 'B". Slots 14, 16, and 18 on the panel are
currently being used for the electrical receptacles located in the front office area. Slots 36, 38, 40,
41, and 42 are currently empty spaces and can be utilized for additional electrical receptacles
loads as needed. Any circuit breakers added to the panel shall be compatible with the panel, and
a UL listed product that is the same manufacturer as the panel.
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