RFQ-19-08 On Call Architectural Services

Agency: City of Hermosa Beach
State: California
Type of Government: State & Local
NAICS Category:
  • 541310 - Architectural Services
Posted Date: Aug 12, 2019
Due Date: Aug 27, 2019
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RFQ-19-08 On Call Architectural Services - Due Tuesday , August 27, 2019 no later than 5:00pm

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City of Hermosa Beach
Civic Center, 1315 Valley Drive, Hermosa Beach, CA 90254-3885
August 6, 2019
REQUEST FOR QUALIFICATIONS (RFQ) FOR:
ON-CALL ARCHITECTURAL SERVICES
19-08
PUBLIC WORKS DEPARTMENT
NOTICE IS HEREBY GIVEN that the City of Hermosa Beach, Public Works Department is seeking
proposals from qualified individuals or firms to provide On Call Architectural Services for the City
of Hermosa Beach. Proposer(s) must have the expertise, experience and demonstrate resources
available to perform the work described in the RFQ. A copy of this RFQ may be found on the
City’s website at the following location: http://www.hermosabch.org/index.aspx?page=667 or
by emailing the project contact listed below.
Description of Project
City of Hermosa Beach is soliciting Statement of Qualifications (SOQs) from qualified
architectural firms or individuals to provide on-call services for various architectural projects.
On-call services are required for project types that may include recreation and community
centers, restroom facilities, public safety facilities, other municipal buildings, and various
structures. The City anticipates a contract start date of October 1, 2019 and term of the
agreement(s) shall be for two (2) years, with up to three (3) one (1) year extensions.
Approximately 30 days prior to the end of each term, a meeting may be held between the
consultant(s) and the City of Hermosa Beach staff to conduct a performance review, revise the
scope and/or language of the agreement, and confirm consultant rate schedules. The initial
agreement and each renewal will require City Council approval.
RFQ Timeline
RFQ posted
Deadline to submit written questions
Posting of responses to questions
Deadline to submit proposals
Interviews (for selected firms)
Tentative award
August 6, 2019
August 20, 2019
August 22, 2019
August 27, 2019 - 5 PM PST
TBD
October, 2019
Submittal Procedures
No proposals will be accepted after the listed date and time. All proposals must be clearly
marked with the project title and RFQ number and submitted in a sealed envelope to the City
Clerk Office of City of Hermosa Beach. Failure to identify the proposal on the envelope may
result in disqualification of the proposal. The format, content, and procedures for submitting a
proposal are provided in further detail within the RFQ.
Page 1 of 32
RFQ 19-08
City of Hermosa Beach
Contact
Please direct any inquiries regarding this RFQ to Romany Basilyous at rbasilyous@hermosabch.org
All questions regarding the content of the proposal should be submitted in writing to the listed
email address and sent no later than the date and time listed in the RFQ Timeline. Responses to
questions will be distributed to registered holders of this RFQ and posted to the City website.
Page 2 of 32
RFQ 19-08
City of Hermosa Beach
Table of Contents
Description of Project ............................................................................................................................1
RFQ Timeline ...........................................................................................................................................1
Submittal Procedures.............................................................................................................................1
1 Introduction ...........................................................................................................................................3
1.1 Invitation for Proposals.....................................................................................................................4
1.2 RFQ Timeline ....................................................................................................................................4
1.3 General RFQ Conditions .................................................................................................................4
2. Scope of Work ......................................................................................................................................8
2.1 City Location and Characteristics .................................................................................................8
2.2 Project Goals ....................................................................................................................................8
2.3 Relevant Plans, Policies, Programs, or Projects .............................................................................8
2.4 City Proposed Scope of Services ...................................................................................................9
3. Proposal Submittal Instructions .........................................................................................................11
3.1 Proposal Format .............................................................................................................................11
3.1.1 Hard Copy Proposals ..............................................................................................................11
3.2 Proposal Content ...........................................................................................................................11
3.2.1 Cover Letter .............................................................................................................................11
3.2.2 Firm Profile ................................................................................................................................12
3.2.3 Project Understanding and Approach to Scope of Work..................................................12
3.2.4 Project Management Plan.....................................................................................................13
3.2.5 Experience and Qualifications ..............................................................................................13
3.2.6 Required Forms........................................................................................................................14
3.2.7 Fee Schedule ...........................................................................................................................15
4. Proposal Evaluation and Selection ...................................................................................................16
4.1 Proposal Review Process...............................................................................................................16
4.2 Evaluation Criteria..........................................................................................................................16
5. Contract Expectations .......................................................................................................................18
5.1 Contract Period..............................................................................................................................18
5.2 Professional Services Agreement .................................................................................................18
5.3 Standards of Work ..........................................................................................................................18
5.4 Invoicing and Payment .................................................................................................................18
6. Attachments and Required Forms ....................................................................................................19
6.1 Maps ................................................................................................................................................19
6.1.1 City Map...................................................................................................................................19
6.2 Sample Professional Services Agreement ...................................................................................20
6.3 Required Forms...............................................................................................................................29
6.3.1 Certification of Proposal.........................................................................................................29
6.3.2 Non-Collusion Affidavit ...........................................................................................................30
6.3.3 Compliance with Insurance Requirements..........................................................................31
6.3.4 Acknowledgement of Professional Services Agreement...................................................32
1 Introduction
Page 3 of 32
RFQ 19-08
City of Hermosa Beach
1.1 Invitation for Proposals
The City of Hermosa Beach Public Works Department is seeking proposals from qualified
individuals or firms to provide On Call Architectural Services for the City of Hermosa Beach.
Proposer(s) must have the expertise, experience and demonstrate resources available to
perform the work described in the RFQ.
On-call services are required for project types that may include recreation and community
centers, restroom facilities, public safety facilities, other municipal buildings, and various
structures.
1.2 RFQ Timeline
RFQ posted
Deadline to submit written questions
Posting of responses to questions
Deadline to submit proposals
Interviews (for selected firms)
Tentative award
August 6, 2019
August 20, 2019
August 22, 2019
August 27, 2019 - 5 PM PST
TBD
October, 2019
1.3 General RFQ Conditions
The following instructions and conditions apply to this RFQ:
Pre-Contractual Expenses
The City of Hermosa Beach shall not, in any event, be liable for any pre-contractual expenses
incurred by any consultant. In addition, no consultant shall include any such expenses as part of
the price proposed. Pre-contractual expenses are defined as expenses incurred by bidders in:
• Preparing a proposal in response to this RFQ.
• Submitting that proposal to the City of Hermosa Beach.
• Negotiating with the City of Hermosa Beach any matter related to this RFQ, proposal,
and/or contractual agreement.
• Any other expenses incurred by the consultant prior to the date of an executed
contract.
Authority to Withdraw RFQ and/or Not Award Contract
The City of Hermosa Beach reserves the right to withdraw this RFQ at any time for any reason
without prior notice. Further, the City makes no representations that any agreement will be
awarded to any consultant responding to this RFQ. The City expressly reserves the right to reject
any and all proposals in response to this RFQ without indicating any reasons for such rejection(s).
Page 4 of 32
RFQ 19-08
City of Hermosa Beach
The release of this RFQ does not obligate or compel the City to enter into a contract or
agreement.
Authority to Revise RFQ and Request Additional Information
The City reserves the rights to amend the RFQ at any time, to determine the successful
respondent(s), and to reject any or all Proposals or their components. Should it be necessary for
the City to issue addendums to this RFQ during the proposal period, the City will notify the
known holders of this RFQ and post addendums to the City website. Proposals shall
acknowledge that the consultant is aware of all addendums which have been issued and has
incorporated their provisions in their proposal by completing the Certification of Proposal Form.
The City reserves the right, to request additional information or clarifications from consultants
where it may serve the City’s best interest.
Other Conditions
ADDITIONAL SERVICES. The Scope of Work describes the minimum work to be
accomplished. Upon final selection of the firm, the Scope of Work may be modified and
refined during negotiations with the City. Any proposer that provides additional services
can include those services in the proposal and list them as additional services.
AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally
authorized to bind the consultant to a contract for the execution of the work. Upon
request of the City, any agent submitting a proposal on behalf of a consultant shall
provide a current power of attorney certifying the agent’s authority to bind the
consultant.
AWARD OF PROPOSAL. City reserves the right to negotiate final terms with the selected
consultant, if any. Award may be made to the consultant offering the most
advantageous proposal after consideration of all criteria. Should the selection criteria be
requested, it shall be at the City’s discretion if the criteria is released prior to the final
selection being made.
COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, and other
laws relative thereto.
CONFLICT OF INTEREST. By signing the Certification of Proposal, the consultant declares
and warrants that no elected or appointed official, officer or employee of the City has
been or shall be compensated, directly or indirectly, in connection with this proposal or
any work connected with this proposal. Should any agreement be approved in
connection with this Request for Qualifications , consultant declares and warrants that no
elected or appointed official, officer or employee of the City, during the term of his/her
service with the City shall have any direct interest in that agreement, or obtain any
present, anticipated or future material benefit arising therefrom.
DISQUALIFICATION OF PROPOSER. If there is reason to believe that collusion exists among
the consultants, the City may refuse to consider proposals from participants in such
collusion. No person, firm, or corporation under the same or different name, shall make,
file, or be interested in more than one proposal for the same work unless alternate
proposals are called for. Reasonable grounds for believing that any consultant is
interested in more than one Proposal for the same work will cause the rejection of all
Proposals for the work in which a consultant is interested. Consultants shall submit as part
of their Proposal documents the completed Non-Collusion Affidavit.
EXAMINATION OF DOCUMENTS. It is the responsibility of the consultant to carefully and
thoroughly examine and be familiar with these RFQ documents, general conditions, all
forms, specifications, drawings, plans, and addendums (if any). Consultants shall satisfy
Page 5 of 32

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