3.0 SELECTION PROCESS 3.1 Submittal Selection Process Submittal Schedule Submittal Format.. 13

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1 Request for Proposals For VISITOR EXPERIENCE, LANDSCAPE ARCHITECTURAL, ARCHITECTURAL, AND ENGINEERING SERVICES FOR THE BALBOA PARK BOTANICAL BUILDING AND GROUNDS RESTORATION AND ENHANCEMENT PROJECT Distribution/Advertisement Pre-Proposal Conference Deadline to Submit Questions Deadline to Submit Proposal 12/01/15 - Tuesday 12/08/15 - Tuesday 10:30 a.m. 12/18/15 - Friday 12:00 p.m. 01/09/16 - Friday 12:00 p.m. Incomplete submittals, incorrect information, or late submittals shall be cause for disqualification. Copies received by and/or fax shall not be deemed as having been received. Contact: The Balboa Park Conservancy 1549 El Prado, Suite 1 San Diego, CA RFP-info@balboapark.org

2 Request for Proposals for Visitor Experience, Landscape Architectural, Architectural, and Engineering Services for the Botanical Building and Grounds Restoration and Enhancement Project TABLE OF CONTENTS 1.0 INTRODUCTION 1.1 Balboa Park The Balboa Park Conservancy The Botanical Building Purpose of Solicitation Project Completion Deadline Scope of Services SUBMITTAL REQUIREMENTS 2.1 Submittal Cover Table of Contents Cover Letter Statement of Understanding and Methodology Project Related Experience Project Personnel Organization Chart Disclosure of Interests by Respondent Insurance Requirements Indemnity Fee Schedule and Time Estimates SELECTION PROCESS 3.1 Submittal Selection Process Submittal Schedule Submittal Format DECLARATIONS AND ADDITIONAL INFORMATION 4.1 Prevailing Wages Conservancy Rights Pertinent to this Solicitation Disclosure by Conservancy Withdrawal of Solicitation Compensation Contact with the Conservancy Formal Approval of Contract Independent Contractor Status Quality Assurance Confidential Solicitation News Releases Examination of Solicitation Nondiscrimination Local Business and Employment. 16 2

3 Request for Proposals for Visitor Experience, Landscape Architectural, Architectural and Engineering Services for the Balboa Park Botanical Building & Grounds Restoration and Enhancement Project LIST OF EXHIBITS EXHIBIT A SITE MAP 17 EXHIBIT B SCOPE OF SERVICES FOR VISITOR EXPERIENCE, LANDSCAPE ARCHITECTURAL, ARCHITECTURAL & ENGINEERING 18 EXHIBITC SELECTION CRITERIA 22 EXHIBIT D DISCLOSURE OF INTERESTS ET AL. BY RESPONDENT 25 EXHIBIT E INSURANCE REQUIREMENTS 26 EXHIBIT F INDEMNITY 29 EXHIBIT G PREVAILING WAGE REQUIREMENTS 30 EXHIBIT H ARCHITECTURAL & ENGINEERING SERVICES CONTRACT 32 3

4 1. INTRODUCTION 1.1 Balboa Park Since its inception, Balboa Park has been a source of vision and inspiration for San Diego. The Park was created in 1868 when San Diego s civic leaders had the foresight to set aside 1,400 acres of land for a public park. This scrub-filled mesa overlooked the newly established downtown San Diego. Many years later, City leaders embarked on an ambitious plan to remake the center of Balboa Park and to host the 1915 Panama-California Exposition. Renowned architect Bertram Goodhue was hired to create a world-class attraction to entice visitors from around the world to come to San Diego. He designed a dream City of Palaces in the Spanish Colonial Revival style on the Park s central mesa that we know and cherish today. The Botanical Building was one of the few structures built for the Exposition intended to remain permanently on the site. 1.2 The Balboa Park Conservancy Balboa Park, like other public parks in the nation, has suffered from a sharp decline in public resources needed for ongoing maintenance and repairs. Recognizing that a new model was needed to sustain Balboa Park for future generations, the City s elected leaders, private philanthropic foundations, and the Balboa Park Committee (a mayoral advisory group overseeing Park planning) worked together to form the Balboa Park Conservancy (hereafter referred to as the Conservancy ). The Conservancy is based on a model similar to the Central Park Conservancy, which is the organization that rescued New York City s Central Park from a similar decline of public financial support. Formed specifically for Balboa Park, the Conservancy is a non-profit 501(c)3 organization responsible for raising funds, developing public-private partnerships, and collaborating with Balboa Park stakeholders to implement capital projects and to address deferred maintenance needs in the Park. In July 2014, the Conservancy merged with Balboa Park Central, which was established in 1923 and has operated the historic House of Hospitality since Since its inception, Balboa Park Central s focus has been on the visitor experience, marketing the Park, and collaborative programs. The merged organizations now operate under the name of the Balboa Park Conservancy. The combined resources and energy of the merged entities play an important role in keeping Balboa Park magnificent by sustaining and enhancing its beauty, and its historic, cultural, and recreational character for the enduring enjoyment of all. With its commitment to enhancing the visitor experience throughout the Park, the Conservancy will continue to operate its current programs, as well as the Balboa Park Central s programs. Those programs include the Balboa Park Visitors Center, Balboa Park Marketing, Balboa Park Family Days, Balboa Park December Nights and undertaking restoration and enhancement projects throughout the Park. For many of the Conservancy's programs and projects, including the Project that is the subject of this RFP, the City may require a Right of Entry Permit pursuant to which the City may grant to the permittee a non-exclusive right to enter upon the Permit Area, subject to required insurance 4

5 coverage s and other conditions specified in the Permit, in order to implement a specific Project Scope and Development Plans. The Conservancy is guided by the current Balboa Park Master Plan, the Central Mesa Precise Plan, and by the overarching intention to preserve Balboa Park for the enjoyment of generations of park patrons from both near and far. Throughout the spring of 2013, the Conservancy led a series of Collaborative Conversations during which more than 70 Balboa Park stakeholders, from both within Balboa Park and the surrounding communities, participated in providing valuable and specific advice regarding the Conservancy s criteria for prioritizing projects, the opportunities for impact and collaboration, and the ongoing development of the Conservancy and the Balboa Park community as a whole. As a result of that process, the Conservancy has selected the restoration and enhancement of the Botanical Building as its first priority project. The Campaign for the Botanical Building & Grounds Restoration Project will be the first of many efforts by the community of volunteers serving the Conservancy who plan to restore, preserve, and enhance the wide variety of public facilities in Balboa Park. The Conservancy s ability to accomplish its mission will depend largely upon attracting philanthropy, enhancing the park s public financial resources. Future capital improvement projects will retain a focus on three broad themes: Accessibility (e.g., visitor safety, way-finding, traffic and pedestrian circulation), Sustainability (e.g., flora, fauna, water, power), and Infrastructure (e.g., Park-wide Wi-Fi, gardens, historic buildings and facades, plazas). 1.3 The Balboa Park Botanical Building & Grounds The Botanical Building was one of four structures from the 1915 Exposition intended to remain permanent. (The other three structures intended to be permanent were the Spreckels Organ Pavilion, the California Building, and the Cabrillo Bridge.) Carleton Winslow designed the Botanical Building and Frank P. Allen supervised the construction. The Botanical Building was billed as the largest lath house in the world. It is 240 feet long, 60 feet wide and 80 feet tall. It is estimated that up to 750,000 people visit this iconic building each year, making it one of the top cultural attractions in all of San Diego County. A site map identifying the location of the Botanical Building is attached as Exhibit A. Plantings in the Botanical Building include more than 2,100 permanent varieties and fascinating collections. The Botanical Building also hosts several of the Park s most vibrant seasonal flower displays enjoyed by hundreds of thousands of families and individuals throughout the year. Over the years, significant changes were made to the building and grounds that altered its original appearance. Decorative arcades that flanked either side of the building s original entrance were removed; the north conservatory wing was demolished; and colored lighting elements installed during the 1935 California-Pacific International Exposition were eliminated. A garden pergola at the western terminus of the formal walkway was demolished and decorative light fixtures removed. Historic documents and plans can be found on the Conservancy website at: 5

6 Severe constraints in public funding have seriously impacted the visitor experience, building and grounds appearance, and infrastructure, in the following ways: Minimal wayfinding, interpretive and collections identification signage or programs; Minimal or missing visitor amenities including benches and drinking fountains; Mildew, dry rot, termites, weathering, and corrosion cause ongoing deterioration; Inefficient spray irrigation systems and hand-watering contribute to the deterioration of the wood superstructure; Framing, lath, and decorative molding elements are split and damaged by dry rot; Steel lag bolts are rusted through and failing, and corrosion is affecting the lower steel truss bases; Lath slats in the structure are loose and damaged; Plaster walls are cracked; Paint and stain finishes are faded and in need of refreshing; Public access is no longer allowed after dusk due to the limited interior lighting, and; Loss of historic exterior structural elements, light fixtures, and plantings. The purpose of this restoration and enhancement project is to restore the Balboa Park Botanical Building and Grounds to its original splendor creating a visitor experience that will enhance its place as a centerpiece of Balboa Park. As further outlined herein, the restoration and enhancement work will include: (a) Installation of interior and exterior LED lighting, including replacement of missing historic light standards and luminaires; (b) Replacement of the aging electrical system; (c) Replacement of existing irrigation systems with high-efficiency irrigation systems; and 6

7 (d) Reconstruction of the historic 1915 perimeter walls with arched windows and recreation of the adjacent garden Pergola; (e) Reinterpretation and enhancement of interior and exterior plant displays, landscapes, and turf areas. The extent of repairs and improvements will depend upon the Conservancy s ability to raise funds for the Project. Thus, scope scaling may be required should funding for the entirety of the Project not be obtained. 1.4 Purpose of Solicitation The Conservancy is accepting proposals from visitor experience planning, landscape architectural, and architectural/engineering teams to perform a building and site survey. The purpose of said survey is to determine the scope of work necessary for the Restoration and Enhancement of the Balboa Park Botanical Building and Grounds; to define and illustrate the visitor experience, visitor services, landscape architectural improvements; and to prepare plans and specifications for all aspects of the Balboa Park Botanical Building and Grounds Restoration and Enhancement Project (hereafter referred to as the Project ). In carrying out its Visitor Experience, Landscape Architectural, Architectural and Engineering Services, the Visitor Experience, Landscape Architectural, Architectural and Engineering team (hereafter referred to as the Team ) will be expected to assist the Conservancy s Construction Manager prepare bid packages for the engagement of a General Contractor for the Project, solicit bids from prospective General Contractors, and recommend a General Contractor to be engaged by the Conservancy for the Project. The Conservancy itself will contract directly with the General Contractor. The Construction Manager will be responsible for coordination between the General Contractor, the Team and all other specialty vendors, volunteers and others engaged in work on the Project. Visitor Experience Planning Botanical Gardens and public landscapes can be complex in that they serve a variety of different internal and external audiences. The Botanical Building and Grounds at Balboa Park have served as a horticultural focal point in Balboa Park since 1915 with changing seasonal plantings and some specimen plants kept on permanent display. Over the past several centuries, botanical gardens have held their collections at the core of their existence. However, in recent decades, and the 21st century in particular, this focus has shifted to the visitor and how the plant collections can be utilized to engage, enlighten and enhance their overall visitor experience. Understanding this audience-centered focus and leveraging this knowledge is key to creating more memorable and engaging visitor experiences. As a result, developing a comprehensive visitor experience plan is key to this visitor-centered approach. A botanical gardens experience that supports visitor engagement and continued loyalty requires examining every stage of the visitor experience from arrival through departure and beyond. Visitor experience plans - at their most holistic - can and do inform and impact all aspects of the visitor experience from the virtual world to signage and wayfinding, interacting with staff, connecting with plants, interpreting exhibits, amenities and beyond the visitor departure. 7

8 The Balboa Park Conservancy is looking for a consultative Team to provide a visitor experience and restoration plan for the Botanical Building and Grounds Restoration Project that will assist them with making the visitor experience a more dynamic, memorable and an overall satisfying experience in a fully restored and functional historic structure and landscape 8

9 The Team must be capable of executing the work described in the scope of services, including, but not limited to: (a) Work with stakeholders to define the visitor experience including programmatic, and interpretive plans; (b) Providing compelling graphics and written descriptions to illustrate concepts and provide conceptual cost estimates for purposes of fundraising and public outreach; (c) Evaluating and documenting current conditions; (d) Preparing a building and grounds Survey and Needs Analysis; (e) Reviewing historical drawings and documents; (f) Creating a complete Scope of Work; (g) Preparing plans and specification for, but not limited to, maintenance and repair, structural repairs, decorative/thematic lighting, interior and exterior landscape, and reconstruction of missing features; (h) Establishing procedures for the protection of existing plant life within and outside of the building throughout the course of the Project including a tree protection plan; (i) (j) Processing plans through the permitting and approval processes; Providing assistance in the pre-bid and bid evaluation process; (k) Monitoring compliance with the Secretary of the Interior s Standards for the Treatment of Historic Properties; and (l) Providing construction-monitoring services. 1.5 Project Completion Deadline It is the goal of the Conservancy to complete the renovation and enhancement of the Botanical Building no later than December 1, Scope of Services The Scope of Services for Visitor Experience, Landscape Architectural, Architectural and Engineering Services is set forth in Exhibit B attached hereto and incorporated herein by this reference. 9

10 2. SUBMITTAL REQUIREMENTS This section contains instructions on how to prepare and submit a response to this solicitation. Questions arising during preparation of a submittal shall be addressed only in writing to the Conservancy-designated representative. The respondent shall follow the format specified below. The contents of the submittal must be clear, concise, and complete. Each section of the submittal shall be tabbed and labeled in the order shown below. 2.1 Submittal Cover The submittal cover shall include the title, submittal due date, name, address, telephone number, fax number, and address of the principal contact. 2.2 Table of Contents The table of contents shall be complete and clear, listing headings and pages to enable easy reference. 2.3 Cover Letter The cover letter shall be brief. Any changes to the submittal format or deletions of requested material should be explained in the cover letter. The first sentence must state in boldface type: This submittal is in response to RFP for Visitor Experience, Landscape Architectural, Architectural and Engineering Services for the Botanical Building and Grounds Restoration and Enhancement Project. Additional required cover letter information: Identify the respondent s primary contact (include address, address and telephone number) who is responsible for all queries made during the intake and processing of the response; Identify the location of the office(s) housing individuals assigned to provide services; Provide the pertinent Federal Tax I.D. number; If proposing joint venture partners and sub-consultants, include company name(s), the types of services to be provided by each, and the primary contact for each; and The signatory shall be a person with legal authority to bind the prime, partners and subcontractors. 10

11 2.4 Statement of Understanding and Methodology The statement of understanding and methodology shall contain a written narrative that demonstrates the respondent s understanding of the solicitation and a methodology for implementing the Scope of Services. 2.5 Project-Related Experience This section of the submittal shall include examples of the respondent s experience specifically related to the Scope of Services. The examples presented by the respondent shall be listed in two categories: CATEGORY A. CATEGORY B. Experience Directly Related to Balboa Park, if any; and Other Related Experience. Examples in each category shall be listed consecutively, with the awarding and completion dates noted for each. For each listing, include the name(s) and telephone number(s) of the respondent s project manager and the client s project manager. When listing prime, joint venture partners and subcontractors, provide examples in the same manner described herein. Respondents must provide at least two (2) references from previous assignments with both telephone numbers and addresses. As more specifically set forth in Selection Criteria attached hereto as Exhibit D and incorporated herein by this reference, the Conservancy anticipates giving substantial weight to past experience with, or other bases demonstrating the respondent s understanding of, issues unique to the execution of projects within Balboa Park, including without limitation (a) its historic nature, (b) the involvement of a wide range of stakeholders, and (c) the permitting, approval and other governmental processes that must be followed in order to perform work within the Park. 2.6 Project Personnel This section shall identify the contact person with primary responsibility for this Project, the personnel proposed to work on this Project, and joint venture partners and sub-consultants. The persons listed will be considered committed to the Project with no substitutions without prior agreement with the Conservancy. A brief résumé for each professional and technical person assigned to the Project, including partners and/or sub-consultants, shall be submitted. 2.7 Organization Chart This section shall include an organization chart containing the names of all key personnel, joint venture partners, and sub-consultants with titles and their specific task assignments for this engagement. 2.8 Disclosure of Interests by Respondent All respondents shall complete and include in this section a statement of disclosure of (a) certain ownership interests related to its own organization, and (b) current service by specified persons, or service within the past one year, on the board of directors of the Balboa Park 11

12 Conservancy or any other nonprofit organization whose principal place of business is within Balboa Park, all as more specifically set forth in Exhibit E attached hereto and incorporated herein by this reference. 2.9 Insurance Requirements This section shall include a statement of the respondent s understanding and commitment, if selected, to meet or exceed the insurance requirements set forth in Exhibit F attached hereto and incorporated herein by this reference, at its sole cost and expense, prior to performing the Professional Services, throughout the duration of the Scope of Work and for twelve (12) months following completion of the Scope of Work Indemnity This section shall include a statement of the respondent s understanding and commitment, if selected, to indemnify and hold harmless the Conservancy and the City and all officers and employees of each entity from any and all liability, claims, costs (including reasonable attorneys fees), demands, damages, expenses and causes of action as defined in the Indemnity attached hereto as Exhibit G and incorporated herein by this reference Fee Schedule and Time Estimates Include spreadsheets, tables and/or bar charts that includes the following: Estimated timeline for each phase of work (A, B, C, D, and E) as defined in Exhibit B. Your firm s assigned personnel and hourly rates. A breakdown of estimated hours per month, by personnel category, and hourly rates along with monthly totals necessary to complete the tasks as defined in Exhibit B. Total compensation needed to perform the Scope of Services. 12

13 3. SELECTION PROCESS 3.1 Submittal Selection Process A Selection Committee will review the submittals and will determine whether (a) to award the contract based solely on the evaluation of the submittals, or (b) to conduct interviews and reference checks. The Selection Committee may "shortlist" the most qualified respondents. If a respondent is invited to an interview process, the designated lead contact person who will oversee the Project must attend the interview. Shortlisted respondents will be given at least five working days to prepare for the interview. Based on these evaluations a recommendation shall be made to the Board of Directors of the Conservancy for a final decision. 3.2 Submittal Schedule The solicitation, submittal intake, evaluation, and final selection will conform to the following schedule. Note: Dates are subject to change. Distribution/Advertisement: Pre-Proposal Conference: Deadline to Submit Questions: Deadline to Submit Proposal: 12/1/15 Tuesday 12/08/15 Tuesday 10:00 a.m. 12/18/15 Friday 12:00 p.m. 01/08/16 Friday 12:00 p.m. 3.3 Submittal Format The respondent shall submit one unbound original, three copies, and one high quality digital PDF file (on CD, or flash drive) delivered no later than the submittal deadline. Respondents should submit RFP responses marked or entitled, RFP for Visitor Experience, Landscape Architectural, Architectural and Engineering Services for the Botanical Building Restoration and Enhancement Project to: The Balboa Park Conservancy 1549 El Prado, Suite 1 San Diego, CA The respondent understands that incomplete submittals, incorrect information, or late submittals shall be cause for disqualification. Copies received by and/or fax shall not be deemed as having been received. 13

14 4. DECLARATIONS AND ADDITIONAL INFORMATION 4.1 Prevailing Wages Prevailing wage rates will apply to the construction phase of the Botanical Building Restoration and Enhancement Project. Compliance with State prevailing wage laws, including, but not limited to, those requirements set forth by Exhibit H and attached hereto and incorporated herein by this reference. 4.2 Conservancy Rights Pertinent to this Solicitation The Conservancy accepts no financial responsibility for any costs incurred by the respondent in the preparation of a response to this solicitation. All submittals become the property of the Conservancy and may be used in any way deemed appropriate. The Conservancy reserves the right to reject all submittals for any legally permissible reason without indicating reasons for said rejection. The Conservancy reserves the right to amend this solicitation by addendum. The Conservancy is bound only by what is expressly stated in this solicitation and any authorized written addenda thereto. Addenda will be posted on the Balboa Park Conservancy s website: It shall be the respondent s responsibility to check the website up to the final submittal date daily for any possible addenda. Submittals will be considered valid for 120 days after the submittal deadline. 4.3 Disclosure by Conservancy Because Balboa Park is so significant an asset within the San Diego region, the Conservancy considers it likely that one, or more, or all, of the respondents to this RFP may have past or present relationships of many kinds to Balboa Park. Such relationships may include, without limitation, work on past or present projects in the Park, past or present voluntary service on the boards of institutions in the Park (perhaps including service on the Board of the Conservancy itself), and past or present voluntary service on governmental bodies having some responsibility for governance of the Park. The Conservancy intends to require respondents to disclose certain relationships with Balboa Park as more particularly set forth in Exhibit E to this RFP. Persons and firms who have such relationships shall be eligible for selection as the Conservancy's design Team pursuant to this RFP, notwithstanding such relationships, conflicts or appearance of conflicts of interest by any person who is a member of the selected team. By responding to this RFP, each respondent shall be deemed to have waived all objections, based upon such matters, to the Conservancy's selection of a competing respondent who has made proper disclosures under Exhibit E. PROVIDED, HOWEVER, that the Conservancy shall not select, as its Visitor Experience planner, Landscape Architect, Architect or Engineer persons or firms pursuant to this RFP, any 14

15 person who is a member of the Board of Directors of the Conservancy at the time of selection (past membership shall not be a disqualification), or any firm at which a principal officer or controlling shareholder is a member of the Board of Directors of the Conservancy at the time of selection (again, past membership shall not be a disqualification). 4.4 Withdrawal of Solicitation The Conservancy reserves the right to withdraw this solicitation at any time without prior notice and makes no representation that any agreement will be awarded to any respondent. Additionally, the Conservancy expressly reserves the right to postpone opening responses to this solicitation for its own convenience, and/or to waive any informality or irregularity in the responses received. 4.5 Compensation The respondent agrees, if selected, that compensation shall remain firm and fixed and/or the Consultant s hourly billing rates shall remain the same throughout the term of the contract. 4.6 Contact with the Conservancy Any and all questions regarding the RFP must be submitted to the Balboa Park Conservancy VIA ONLY at: RFP-info@balboapark.org Include in the subject line: Question Visitor Experience, Landscape Architectural, Architectural & Engineering RFP. No questions may be submitted later than 12/18/2015 at 12:00 p.m.. Questions and answers will be posted on the Balboa Park Conservancy website at: 4.7 Formal Approval of Contract The respondent understands that issuance of this solicitation does not commit the Conservancy to award a contract, to pay any costs incurred in the preparation of a response to this solicitation, or to procure a contract for services. The respondent should note that the execution of any contract pursuant to this solicitation is dependent upon the approval of the Conservancy Board of Directors. A contract for Visitor Experience, Landscape Architectural, Architectural and Engineering Services is attached hereto as Exhibit I and incorporated herein by this reference. 4.8 Independent Contractor Status The respondent agrees, if selected, that he or she shall perform the services as independent contractor(s) and not employee(s) of the Conservancy or the City. Neither the Conservancy nor the City will be considered the employer or joint employer of the respondent, or the officer(s), employee(s), or agent(s) of the respondent. The respondent understands, if selected, the respondent shall have the sole responsibility for deciding the manner and means of providing the services, except as outlined in the final contract and its attachments or exhibits. 15

16 4.9 Quality Assurance The respondent understands that upon contract award, the Conservancy may evaluate performance on a periodic basis. Such evaluation will include assessing compliance with all terms stated in the contract and the Scope of Services. If deficiencies are determined, a report will be generated outlining improvement methods and corrective actions. If improvement does not occur, the Conservancy may terminate the contract, in whole or in part, or impose other penalties as specified in the contract Confidential Solicitation The Conservancy will not share the details of individual responses to this solicitation with competing respondents. As a general rule the Conservancy is not subject to public disclosure News Releases The respondent agrees that, if selected, the Conservancy will review and approve all news releases pertaining to this solicitation and/or subsequent agreement(s). All news releases will be submitted in writing to the Conservancy Board Chair for review and approval in a timely manner Examination of Solicitation The respondent understands that the information provided herein is intended solely to assist the respondent in submittal preparation. To the best of the Conservancy s knowledge, the information provided is accurate. However, the Conservancy does not warrant such accuracy, and any errors or omissions subsequently determined will not be construed as a basis for invalidating this solicitation. Further, by submitting a response to this solicitation, the respondent represents that it has thoroughly examined and become familiar with work required in the solicitation and is capable of performing quality work and to achieve the objectives of the Conservancy Nondiscrimination The respondent shall not discriminate in any manner against any person or persons on account of race, color, religion, gender, sexual orientation, medical status, national origin, age, marital status, or disability in the solicitation, selection, hiring or treatment of subcontractors, vendors, or suppliers; providing of goods, services, facilities, privileges, advantages, and accommodations; and the obtaining and holding of employment Local Business and Employment The respondent acknowledges that the Conservancy seeks to promote employment and business opportunities for local residents and firms on all Conservancy contracts. The respondent shall, to the extent legally possible, solicit applications for employment and proposals for subcontracts for work associated with this document from local residents and firms as opportunities occur. The respondent agrees to hire qualified local residents and firms whenever feasible. 16

17 EXHIBIT A SITE MAP 17

18 EXHIBIT B SCOPE OF SERVICES FOR VISITOR EXPERIENCE, LANDSCAPE ARCHITECTURAL, ARCHITECTURAL AND ENGINEERING SERVICES 1. Introduction The Balboa Park Conservancy ( Conservancy ) is accepting proposals from visitor experience, landscape architectural, architectural, and engineering teams to provide a visitor experience and interpretation plan, building and landscape survey, needs analysis, scope of work and production of plans and specifications to be incorporated into bid documents for the Botanical Building Restoration and Enhancement Project (the Project ). The consultant team shall be capable of managing all components of the needs evaluation, design, engineering, entitlement processing, on call construction monitoring during the Preconstruction Phase, Construction Phase and Close-Out (as detailed in Section 3 below), and applying expertise in overseeing conformance with the Secretary of Interior s Standards for the Treatment of Historic Properties. Key personnel proposed to work on this contract shall have experience in all of these categories in the past five years. A consultant team will be selected for the Project based on (a) its superior qualifications for the specific project, and (b) the competitiveness of the proposed cost to perform the entire scope of services (all tasks/deliverables). As previously noted, compensation shall remain firm and fixed and/or the consultant s hourly billing rates shall remain the same throughout the term of the contract. Balboa Park and the Botanical Building are owned by the City of San Diego (the City ). The Botanical Building is an open-air lath structure that was originally constructed in 1915 and has a footprint of approximately 11,200 square feet. In the late 1950s, a major project repaired woodwork, but removed most of the facade arches on the exterior of the building and demolished a substantial greenhouse wing that projected to the North. With the exception of those alterations, the building retains much of the original design. As a contributing building to the El Prado historic district, the restoration must conform to the Secretary of the Interior s Standards for the Treatment of Historic Properties. 2. Summary of Restoration and Enhancement Project The general Scope of Work shall include general maintenance and repair, structural repairs, decorative/thematic lighting, electrical and plumbing upgrades, interior and exterior plant displays and landscape upgrades, and reconstruction of missing historic features. It is the goal of the Conservancy to complete the renovation and enhancement of the Botanical Building and Grounds no later than December 1,

19 3. Scope of Work - Visitor Experience, Landscape Architectural, Architectural and Engineering Services The scope of work for the Project shall include, but not necessarily be limited to, the following five phases of activity -- Phases A, B, C, D and E -- and associated tasks: A. Visitor Experience Planning Develop a visitor experience plan working with key stakeholders including city staff, plant societies, plant and landscape industry professionals and armature horticultural enthusiasts. Prepare a plant collections policy identifying what will be in the plant collection, and the rationale as well as accession and deaccession policies. Graphics and conceptual cost estimates for fund raising purposes. B. Building and Grounds Survey, Needs Analysis, Historical Review, Scope of Work Perform a building and survey to measure and develop accurate 2D AutoCad record drawings of the landscape, planting collections, floor plans, elevations, and sections for use in this and future projects. Provide any special equipment required to perform the survey and inspections. Review historical drawings, photos, and documents. Develop signage/interpretive plan, needs assessment and complete Scope of Work. Coordinate work with the Conservancy s Construction Manager and verify scope and design with owner s objectives for intent, function, operations, maintenance and cost. C. Prepare Plans and Specifications C.1 Maintenance and Repair Plans for the Following Work: Repair or replace and secure all deteriorated or decayed trim, molding and lath. Repair damaged window frames. Repair damaged/cracked stucco at exterior. Reconfigure landscaping and irrigation to avoid direct contact with structure. Replace roofing above entry. Provide termite tenting and treatment. Replace exit fixtures to meet code. Comply with ADA thresholds and hardware update. Repair or replace interior walkways as needed. Repair or replace sinking planter boxes. Make west exit ADA compliant. Remove and replace all sill plates; add flashing/termite shields. Remove and repair damaged interior plaster at entry. Install protective coating on domes. Install new period-appropriate interior lighting, including pathway lights. Install period-appropriate light fixtures at the doorways. Inspect and repair interior area drains, as needed. Repair cupola spire, realign and re-solder copper. 19

20 Repaint entire building. Other necessary maintenance and repair items from survey and Scope of Work. C.2 Structural Repair Plans for the Following Work: Repair and replace decayed purlins and sill plates. Replace with Redwood or Alaskan Yellow Cedar. Glue and clamp split wood where possible. Replace corroded bolts and washers with stainless steel bolts per engineer. Remove corrosion from framing; treat with zinc-rich primer; and paint to match. Intervention at steel column bases (Engineer to assess). Prepare, prime and paint steel framing. (Possible lead paint). Other necessary structural repair items from survey and Scope of Work. C.3 Decorative/Thematic Lighting Plans for the Following Work: Install decorative/colored exterior high-efficiency spot and flood lights adjacent to the building. Install decorative/colored interior high-efficiency spot and floodlights. Upgrade electrical service to support increased loads, if required. Other necessary or recommended lighting components from survey and Scope of Work. C.4 Interior and Exterior Landscape Plans for the Following Work: Adjust or replace irrigation lines, heads, bibs and controllers, as needed, in order to improve water efficiency. Protect plant life within the building and exterior perimeter of the building. Other necessary or recommended interior and exterior landscape components from survey and Scope of Work. C.5 Reconstruction of Missing Feature Plans for the Following Work: Reconstruct 1915 facade arches on East/South/West facades. Reconstruct missing 1915 Garden Pergola and sculptures Reconstruct missing 1915 wood windows at arches. Reconstruct missing 1915 wood entry doors at south facade. Reconstruct missing 1915 wood barn doors at East and West facades. Remove non-historic spindle entry gates and windows. Remove non-historic stucco at lower East and West facades. Remove non-historic lath at lower walls where it conflicts with restored facades. Remove and relocate landscaping at location of facade arches. Replicate missing precast planters at South facade. Replace non-historic interior planter walls with cast-concrete walls or curbs, lined with waterproofing. Add drains as required. 20

21 Other necessary or recommended reconstruction of missing features identified in the survey and Scope of Work. D. Approval and Permitting Processes Submit preliminary plans for approval or comment to all applicable City departments, boards and committees. Perform ongoing coordination with the Construction Manager, Park and Recreation representatives as well as other agency representatives. Process plans through permitting processes. Provide oversight and coordination for construction plan check corrections; Coordinate with Construction Manager to update stakeholder groups. E. Bidding Assistance Assist the Construction Manager in preparation of the construction bid documents. Assist the Conservancy and the Construction Manager in identifying portions of work that could be considered as Additive Bid Alternatives. Assist the Construction Manager in responding to pre-bid questions and in evaluating bids as needed. F. Construction Observation and Closeout Monitor compliance with the approved plans throughout the course of the Project. Monitor protection of plant life within the building and exterior perimeter of the building throughout the course of the Project. Monitor compliance with the Secretary of the Interior s Standards for the Treatment of Historic Properties. In conjunction with the Construction Manager, monitor the General Contractor s maintenance of the as-built documents. Assist the Conservancy, the City and Construction Manager in determining the final acceptance date. 21

22 EXHIBIT C SELECTION CRITERIA The following factors will be used to evaluate all submittals. Criterion #1 Submittal Documents Is the submittal complete and well composed? Does the submittal conform to the organizational requirements described in the solicitation, including tabulation and categorical organization, clarity of writing, and cohesiveness of narrative, tables and images? Criterion #2 Understanding and Methodology Does the submittal demonstrate that the respondent understands the Scope of Services, proposes an exceptional methodology that will lead to success, and is able to demonstrate how its methodology has been successful in respondent s past experience? Criterion #3 Samples of Work and/or Project References Does the submittal include samples of work that specifically illustrate an understanding of the proposed work as well as a demonstrably successful project? If project reference checks are performed, do references confirm assertions written or verbal? Criterion #4 Experience and Understanding of Unique Issues Related to Balboa Park Projects Does the submittal demonstrate the respondent s past experience with, or other bases demonstrating the respondent s understanding of, issues unique to the execution of projects within Balboa Park, including without limitation (a) its historic nature, (b) the involvement of a wide range of stakeholders, and (c) the permitting, approval and other governmental processes that must be followed in order to perform work within the Park? Criterion #5 Project Personnel Experience and References Do proposed project personnel meet all specified criteria set out in the solicitation? Is the level of experience commensurate with the complexity of the Scope of Services? If personal reference checks are performed, do references confirm assertions written or verbal? Criterion #6 Competitiveness of Cost Proposal or Fee Structure Is the respondent s proposed cost to perform the project (or the respondent s hourly rates or fee structure, if applicable) competitive by industry standards? Does it provide the best value for the quality of services being rendered? The following adjectives will be utilized in the selection process. Respondents will be rated using one of these adjectives for each of the criteria. 22

23 Exceptional Exceeds requirements; has a high probability of an exceptional outcome; exhibits no significant weaknesses or deficiencies. Good Meets all and exceeds some requirements; has a high probability of an above average outcome; exhibits minor, correctable weaknesses; exhibits no blatant deficiencies. Fair Meets all requirements; will probably result in an average outcome; exhibits minor, correctable weaknesses; exhibits minor, correctable deficiencies. Marginal Meets most requirements; will probably result in a below average outcome; exhibits correctable weaknesses requiring clarification; exhibits correctable deficiencies requiring correction. Poor Fails to meet requirement; will probably result in an unacceptable outcome; exhibits too many weaknesses; exhibits too may deficiencies. 23

24 EXHIBIT D DISCLOSURE OF INTERESTS ET AL. BY RESPONDENT All respondents are required to complete the following statement of disclosure of certain ownership interests, and service on the board of directors of the Balboa Park Conservancy, or any other nonprofit organization whose principal place of business is within Balboa Park, on all contracts that will require discretionary action on the part of the Balboa Park Conservancy. The following information must be disclosed: 1. List the names of all persons having a financial interest in the respondent's business. 2. If any person identified pursuant to (1) above is a corporation or partnership, list the names of all individuals owning more than 10% of the shares in the corporation or owning any partnership interest in the partnership. 3. If any person identified pursuant to (1) above is a nonprofit organization or a trust, list the names of any person serving as a member on the board of directors of the nonprofit organization or as trustee or beneficiary or trustor of the trust. 4. List the names of any person identified pursuant to (1), (2) or (3) above who is currently serving, or who has served within the past one year, as a member on the board of directors of (a) the Balboa Park Conservancy, or (b) any other nonprofit organization whose principal place of business is within Balboa Park. For each such person, please identify the name of the organization and the term of such person's service on its board. 24

25 Disclosure Statement Definitions Person is defined as: Any individual, firm, co-partnership, joint venture, association, corporation, estate, trust, syndicate and any other group or combination acting as a unit. Financial Interest is defined as: Any interest as a result of which the owner currently receives or is entitled to receive in the future more than $5,000 per year; Any interest with a cost or present value of $5,000 or more; or Any interest representing more than 10% of a corporation, partnership, sole proprietorship, firm, enterprise, franchise, organization, holding company, joint stock company receivership, trust or any legal entity organization for profit; provided, however, financial interest shall not include: 1. Any interest of the spouse of an official or employee which interest is related to the spouse s independent occupation, profession or employment; 2. Any ownership through fair market value or inheritance of less than 1% of the shares of a corporation, or any corporate subsidiary, parent or affiliate thereof, regardless of the value of or dividends on such shares, if such shares are registered on a securities exchange pursuant to the Securities Exchange Act of 1934, as amended; 3. The authorized compensation paid to a public official or public employee for his office or employment; 4. A time or demand deposit in a financial institution; or 5. An endowment or insurance policy or annuity contract purchased from an insurance company. Authorized Signature of Firm Date Name of Respondent: By: By: 25

26 EXHIBIT E INSURANCE REQUIREMENTS Prior to performing the Professional Services, throughout the duration of the Scope of Work and for twelve (12) months following completion of the Scope of Work, Consultant shall, at its sole cost and expense, procure and maintain the following types and limits of insurance, containing the additional-insured endorsements and cancellation clause set forth herein. Consultant shall, at its sole cost and expense, procure and maintain the following types and limits of insurance, containing the additional-insured endorsements and cancellation clause set forth herein. Additionally, Consultant shall require that each sub-consultant procure and maintain the types and limits of insurance required by this Agreement prior to performing any services hereunder. The types and limits of insurance are as follows: Minimum Scope of Insurance Coverage shall be at least as broad as: Insurance Services Office Commercial General Liability Coverage (occurrence Form CG 00 01), or equivalent with waiver of subrogation in favor of the Conservancy and the City of San Diego (including operations, products and completed operations, as applicable), with a limit of not less than $2,000,000 combined single limits per claim and $3,000,000 general aggregate; $1,000,000 products/completed operations, covering claims of bodily injury or property damage arising out of the Contractor s work and activities occurring off the Project site. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Project/location or the general aggregate limit shall be $3,000,000. There shall be no modification to the CGL policy that would make the Contractor s CGL policy excess over or contributory with the policy or Owner s other insurance. Insurance Services Office Form Number CA covering Automobile Liability, Code 1 (any auto), or equivalent, with waiver of subrogation in favor of the Conservancy and the City of San Diego and with a limit of not less than $1,000,000 per accident for bodily injury and property damage. Workers Compensation and other employee disability benefits required by law(s) that are applicable to the Consultants work on the Project, with coverage no less than required by applicable state law with waiver of subrogation in favor of the Conservancy and the City of San Diego. Employers Liability Insurance with the following limits: $1,000,000 each accident; $1,000,000 policy limit bodily injury by disease; $1,000,000 each employee bodily injury by disease. 26

27 Errors & Omissions Liability Insurance appropriate to the Construction Manager's profession with a limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate Architects and Engineers coverage is to be endorsed to include contractual liability; to the extent such coverage is reasonably available in the market. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the Conservancy prior to the commencement of the Professional Services. Other Mandatory Insurance Provisions (i) The Commercial General Liability and Automobile Liability policies are to contain, or be endorsed to contain, the following provisions: a. THE BALBOA PARK CONSERVANCY AND CITY OF SAN DIEGO (AND EACH OF THEIR RESPECTIVE OFFICERS, OFFICIALS, EMPLOYEES, AND VOLUNTEERS) ARE COVERED AS ADDITIONAL INSUREDS WITH RESPECT TO: LIABILITY ARISING OUT OF WORK OR OPERATIONS, AND WITH RESPECT TO BOTH ONGOING AND COMPLETED WORK AND OPERATIONS, PERFORMED BY OR ON BEHALF OF THE CONSULTANT; AND AUTOMOBILES OWNED, LEASED, HIRED, OR BORROWED BY THE CONSULTANT. b. For any claims related to the Professional Services, the Consultant s insurance coverage shall be primary insurance as respects the Conservancy, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Conservancy, its officers, officials, employees, or volunteers shall be in excess of the Consultant s insurance and shall not contribute to it. (ii) Each insurance policy required by this Agreement shall be endorsed to state that either Party shall not cancel coverage, except after thirty (30) days prior written notice has been provided to the Conservancy. a. Acceptability of Insurers. All insurance required by express provision of this Agreement shall be carried only by California-admitted insurance carriers with a current A.M. Best rating of no less than A:VI., unless otherwise acceptable to the Conservancy. b. Waiver of Subrogation. Consultant hereby agrees to waive subrogation, which any insurer of Consultant may acquire from Consultant by virtue of the payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers Compensation policy shall be endorsed with a waiver of subrogation in favor of the Conservancy and the City of San Diego for all work performed by the Consultant, its employees, agents, and subconsultants. Verification of Coverage Before commencing any Professional Services, Consultant shall furnish the Conservancy with endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. ALL ENDORSEMENTS 27