Remodeling of a fire / police facility in Victorville, California. Conceptual plans call for the remodel of a 3,650-square-foot fire / police facility.

The City of Victorville (hereinafter referred to as City) is requesting sealed proposals from qualified Architect to perform the services to the City of Victorville per scope of services. This includes the conceptual redesign of Fire Station 311 and 313. Redesign of 311 includes improvement to the functionality of the second floor living quarters, including kitchen, day room, bedrooms, and restroom. Redesign of 313 includes remodel of the kitchen and restroom, addition of another restroom, three (3) bedrooms, and a gym. This phase includes a concept floor/site plan for each station to demonstrate the incorporation of all functions. Additionally, the Consultant shall submit all plans and documents required by the City of Victorville's Planning Pre-submittal Application. A complete list of required documents and application can be found on the City. Lastly, Consultant shall submit an estimated cost of construction for budgeting purposes The design should include the following goals: Fire Station 311 (16200 Desert Knolls Dr.) 1. Redesign of the day room and kitchen area to accommodate nine (9) Fire staff at any given time. 2. Specify kitchen appliances that will be used multiple times a day and will adequately serve the nine (9) Fire staff assigned to the station. 3. Redesign bedroom layout to maximize available space. 4. Design an HVAC system to provide conditioned air to all bedrooms. 5. Redesign restroom to maximize available space and accommodating nine (9) Fire staff at any given time. Fire Station 313 (13086 Amethyst Rd.): 1. Redesign of the kitchen to accommodate five (5) Fire staff at any given time. 2. Specify kitchen appliances that will be used multiple times a day and will adequately serve the five (5) Fire staff assigned to the stations. 3. Redesign the existing restroom to a single use, ADA compliant restroom including shower, sink, and toilet. 4. Redesign the captain's bedroom and existing gym area for the addition of three (3) bedrooms, a 450 sq. ft. (minimum) gym, and a men's restroom with two (2) showers, two (2) sinks, and two (2) toilets. 5. Incorporate a new 40' x 80' steel building to be erected on the property with appropriate utility connections. At least one conceptual design must focus on maximizing design goals within the specified areas of the existing building footprints. However, if the existing building footprints cannot feasibly accommodate all design goals, alternate conceptual floor/site plans may consider repurposing of other areas of existing buildings and/or an expansion of the building footprint. The conceptual floor plan and supporting documents are subject to review by City personnel, to include but not limited to Fire, Planning, Building, Executive Management, and City Council. Feedback regarding functionality and code compliance will then be provided in a cooperative setting and revisions based on feedback is expected. Final agreed upon conceptual design completes Phase A. Phase B (Optional): Phase B is "Optional" and may be exercised at the discretion of the City. The City may elect to move forward with construction at either Fire Station, or a both, to implement the final conceptual design from Phase A. This phase includes completion of a full plan package and specifications necessary for Construction Bid and required permits. This includes but is not limited to, remaining architectural plans, mechanical, electrical, plumbing, structural (if necessary), and all other plans, special studies, and environmental conformity for required compliance with local and state codes and obtain approval for permit issuance. The Consultant shall submit all plans and documents required by the Planning Department's, "Application for Planning Commission Action" and present the project to the Planning Commission A bid received from a Contractor who is not represented by a duly authorized agent at the prebid meeting and job walk shall be considered non-responsive and rejected from further contract award consideration Scope of Service PHASE A: Task 1 - Project Kickoff and Subsequent Meetings The Consultant shall meet with City staff to conduct introductions, discuss the scope of work and project schedule. The Consultant shall prepare and distribute a meeting agenda at least three (3) working days prior to all meetings, prepare and submit meeting minutes to the City within one (1) week after each meeting. Minutes shall contain a participant list, comprehensive notes, and action items. Subsequent meetings shall be scheduled monthly or bi-weekly throughout the design. Deliverables o Meeting schedules o Meeting agenda and minutes o Project design schedules/timeframes Task 2 - Project Development and Conceptual Design The Consultant shall review the City's General Plan, Fire Station Plans, and any supplemental planning documents, policies, and programs. The Consultant shall conduct a site and information assessment including Architectural, Survey, Civil, Structural and MEP analysis. The Consultant shall also observe the day-to-day operations and meet with the Fire Department management team to discuss the department goals and objectives. Based on the data collected from observations, discussions, document review, the Consultant shall develop three (3) conceptual designs for City review. City input is multi-layered and thus multiple revisions should be expected. After all parties review is complete, the Consultant shall prepare a final conceptual plan with required supporting documents. Deliverables o Prepare three (3) conceptual design options for each Fire Station. o Present designs to City personnel for input. o Prepare supporting documents required by the City's Planning "Pre-submittal Review" and meet with the department to discuss the project. o Prepare a construction cost estimate for each design option. o Prepare and present final concept to the City Council for approval. PHASE B (optional) Task 1 - Contract Document Preparation If the City elects to proceed with Phase B, Consultant shall develop construction plans and specifications. If required, the Consultant is responsible for subcontracting the necessary surveying services in preparation for construction design. Upon completion, submit plans through the City's Citizen Self-Service Portal and revise as necessary. The Consultant shall lead monthly or bi-weekly progress meetings throughout the design phases. The Consultant shall obtain a participant list, comprehensive meeting notes, and action items from each meeting. A revised construction cost estimate shall be prepared to ensure the project is within budget. Deliverables o Participate in progress meetings with City. o Prepare construction plans and specifications, at 30%, 60% and 90% design levels. The project plans shall include, but are not limited to the following: Civil Architectural Structural Mechanical, Electrical, and Plumbing Landscape o Survey as necessary for design and construction of the project. o Prepare all required supplemental reports as needed, such as geotechnical, environmental, electrical lighting, engineering, etc. o Prepare supporting documents required by Planning Application for Planning Commission Action and present the project to the Planning Commission. o Develop final bid set contract documents and submit to the City's Citizen Self-Service Portal. Revise as necessary. (Permit fees to be paid by the General Contractor). o Prepare a construction cost estimate based on final approved plans. Task 2 - Bid and Construction Services Provide Construction Administration Services by fully participating in the construction process, from construction bidding through completion and project acceptance. The Consultant shall provide bidding support, including attendance at the pre-bid meeting/job walk, responding to contractor requests for information (RFI's), issue Architect's Supplemental Instructions (ASI's), and attendance the pre-construction meeting. The Consultant shall remain available throughout construction to answer questions regarding the construction plans and specifications. Deliverables o Attend pre-bid, pre-construction, and construction meetings. o Respond to pre-bid requests for information. o Issue ASI's as necessary. o Respond to RFI's throughout construction. o Attend construction meetings as necessary. o Conduct site visits as necessary throughout construction. Task 3 - Project Management Services (Optional) If the Consultant offers Project Management Services, they may include it their proposal as an option. If this option is chosen, the Consultant shall take the lead on all Project Management duties including but not limited to coordination between the General Contractor (GC) and the City, review of deliverables and time constraints, tracking the GC's adherence to the construction schedule, review progress payments, coordinate suppliers and equipment orders, weekly progress reports to the City, coordination with the City if issues/barriers arise, manage RFI's, material/equipment submittals & shop drawings, potential change orders (PCO's), change orders (CO's) and coordinate/manage biweekly construction meetings. The Consultant shall prepare and distribute a meeting agenda at least three (3) working days prior to any meetings, prepare and submit meeting minutes to the City within one (1) week after each meeting. The Consultant shall obtain a participant list, comprehensive meeting notes, and action items from each meeting. Subsequent meetings shall be scheduled monthly or bi-weekly throughout the design. Deliverables o RFI, ASI, PCO, CO, and submittal & shop drawing management and tracking. o Prepare and submit weekly reports to the City. o Meeting schedules. o Meeting agenda and minutes. The City reserves the right to accept or reject any and all proposals and waive any irregularities or informalities in any proposals or in the proposal process. The City further reserves the right to award the contract to other than the ranked number one (1) Proposer if such action is deemed to be in the best interest of City. The award of the contract, if awarded, will be made within ninety (90) working days after opening of the proposals. The proposer's signature on the Cost Proposal Form shall constitute a commitment on the part of that Bidder to furnish the service as set forth in the Cost Proposal Form and the Specifications. The Cost Proposal Form, together with the Technical Provisions and Scope for the FIRE STATIONS 311 & 313 REMODEL DESIGN SERVICES, PROJECT CC24-120. RFP, proposed to be furnished, shall all be considered as part of the contract between the City and the Proposer to whom a Purchase Order is issued. Furthermore, the bidder to whom the contract is awarded shall provide the FIRE STATIONS 311 & 313 REMODEL DESIGN SERVICES, PROJECT CC24-120 as set forth herein. All Proposers shall complete and return one (1) original and four (4) copies of their proposal to City of Victorville, 14343 Civic Drive, Victorville, CA 92392, attention Purchasing. All proposals delivered in an express courier package shall be sealed in a separate envelope within the courier package. Any proposal found to be illegible or incomplete shall be considered for rejection. Whether sent by courier, mail, or by means of personal delivery, Proposers assume full responsibility for having their proposal deposited at the proper address and not later than the scheduled closing time. Faxed or emailed proposals or modifications will not be considered. More than one (1) proposal from an individual, firm, partnership, or corporation under the same or different names, will not be considered. 1. The documents listed on the Submission Certification form (see Section D) must be included with your proposal submittal for a proposing Consultant to be considered. 2. Proposers should send the completed proposal consisting of one (1) original and four (4) copies to the address noted in Section A, Paragraph C Inquiries, above. Any prospective Proposer desiring an explanation or interpretation of the solicitation, specifications, etc., must request it in writing, no later than July 2, 2024, 12:00 p.m. to allow a reply to reach prospective Proposers before the proposal submission date. In order to receive such information, Proposers must submit a request in writing to the individual identified below. Verbal explanations or instructions given during any phase of this solicitation will not be binding. Any information given a prospective Proposer will be furnished promptly as an amendment to the solicitation, if that information is necessary in submitting proposals or if the lack of it would be prejudicial to other prospective bidders. Inquiries regarding this solicitation should be directed to: Celeste Calderon, Finance Specialist Phone (760) 955-5082 E-mail: cmcalderon@victorvilleca.gov Please reference "Request for Proposal CC24-120" when contacting the City regarding this solicitation Proposals shall be firm offers, subject to acceptance or rejection for a period of up to ninety (90) days from the date of the proposal opening until proceedings are completed and an award is made. Proposer shall assume full responsibility for the effect of the waiting period on all proposal fees and terms. Staff will review proposals and select the firm(s) most qualified to provide the requested services. Staff may contact the firm(s) for additional information or clarification. Selection among the proposals received will be based upon the Criteria (see Section C); if the firm is qualified; has no conflicts of interest with the City; adheres to the RFP instructions; quality of work; if the firm has the expertise, experience, and staff; and cost (cost will not be the primary factor in the selection). Upon receipt, each Proposal becomes the sole property of the City and will not be returned to the Proposer. Each Proposer is solely responsible for the costs it incurs to prepare and submit its Proposal. The City reserves, in its sole discretion, the right to reject any and all Proposals, including the right to cancel or postpone the RFP or the Project at any time, or to decline to award the Agreement to any of the Respondents. The City reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The City reserves the right to reject any Proposal that is determined to contain false, misleading, or materially incomplete information. The method of Contractor Selection has not been Determined at this time.