REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL & ENGINEERING SERVICES FOR THE SANTA CLARA VALLEY MEDICAL CENTER BED POOL REALIGNMENT BACKFILL PROJECTS County of Santa Clara October 2015
SECTION TABLE OF CONTENTS PAGE I Request For Statement of Qualifications for A/E Services... 2 II Background, Project Description and Scope of Services... 3 Background... 3 Project Description... 3 Scope of Services... 4 Consultant s Minimum Qualifications... 4 Sub-Consultant s Minimum Qualifications... 5 III Submittal Requirements... 7 Section 1 Background... 7 Section 2 Organization... 7 Section 3 Qualifications... 7 Section 4 Technical Approach... 7 Section 5 Local Preference... 8 Section 6 References... 8 IV Consultant Selection Procedure & Criteria... 9 V Tentative Schedule... 11 ATTACHMENTS A. Sample Professional Services Agreement, 31 pages plus Exhibits. B. Insurance Exhibit B3-A, 4 pages. (Also noted as Exhibit C in the sample PSA.) C. Consultant s Relevant Experience, 1 page. D. Architect/Consultant Evaluations for the SCVMC Bed Pool Realignment Backfill Projects, 1 page. 1
SECTION I REQUEST FOR STATEMENT OF QUALIFICATIONS FOR ARCHITECTURAL & ENGINEERING DESIGN, MASTER PLANNING & RELATED PROFESSIONAL SERVICES The Santa Clara Valley Health & Hospital System (SCVHHS) Facilities Department of the County of Santa Clara (County) is seeking architectural & engineering design and master planning services for the Santa Clara Valley Medical Center Bed Pool Realignment Backfill Projects. It is mandatory that all Architects who intend to submit a proposal for this project must first be evaluated and approved by the County. To be considered for this selection, interested firms must submit five (5) hard copy sets plus one electronic copy in PDF format of their response to the County. The response excluding covers and separators must not exceed twenty (20) double-sided pages. The Selection Committee will focus on the technical substance of the responses. Standard promotional material will not be given any weight in the evaluation but will be counted in the twenty (20) page limit. Architects are advised to be specific describing their expertise and experience in master planning of hospital facilities. Hard copies of responses must be received no later than 4:00 PM on Friday, January 8, 2016 at the SCVHHS Facilities Department Office. Hard copy responses received after this date and time will not be evaluated or considered. Responses shall be addressed and mailed or handdelivered to: Alex Gallego, Director of Facilities Santa Clara Valley Health & Hospital System 800 Thornton Way, San Jose, CA 95128 Electronic copies of responses are to be emailed to the Project Manager, Marsh Mendez at marsh.mendez@hhs.sccgov.org preferably by 5:00 PM on the same day. The hard-copy response will be the determining factor whether a proposal has been submitted before the required deadline. Architects/Consultants wishing additional information on the Prequalification process may contact the County Project Manager, Marsh Mendez at marsh.mendez@hhs.sccgov.org or tel. (408) 885-5810. SCVHHS Facilities Department 2 SCVMC Bed Pool Realignment
SECTION II BACKGROUND, PROJECT DESCRIPTION AND SCOPE OF SERVICES A. Background The Santa Clara Valley Medical Center (SCVMC), located at 751 South Bascom Avenue in San Jose, California is a public hospital owned and operated by the County of Santa Clara. SCVMC is comprised of more than 50 buildings in a campus environment. The campus is inclusive of the main hospital, 3 parking structures and various medical and support service buildings. There are 574 licensed beds and the main hospital facility is classified as an Occupancy Type I in accordance with the California Building Code as adopted by the County of Santa Clara. The 574 licensed beds are located in various departments in several buildings. The buildings and the number of licensed beds in each building are listed below: Existing Building Licensed Beds Ancillary 6 Barbara Arons 50 Main Hospital 150 Old Main 73 Rehabilitation 180 West Wing 95 Total 554* * An additional 20 beds are currently inactive. The Santa Clara Valley Health & Hospital System (SCVHHS) Facilities Department is responsible for planning and executing projects that include new construction, remodeling, upgrading, repairing, expanding and modifying the various facilities on the SCVMC campus and the outlying Valley Health Center clinics throughout the County. B. Project Description After the SCVMC Sobrato Pavilion (Bed Building One) is completed, 168 licensed beds will be relocated to this new facility. The County has already determined the bed pool realignment plan following the activation of the Sobrato Pavilion. This realignment vacates spaces within existing hospital buildings under the jurisdiction of the Office of Statewide Health Planning and Development (OSHPD). The selected consultant may be tasked with the review and confirmation of work already performed related to this bed realignment plan. Backfill projects currently identified may include the following: 1. The relocation of Hospital Administration and Nursing Administration from the Old Main Hospital to the Rehabilitation Building. 2. The relocation of Physician work spaces within the Old Main Hospital to the Rehabilitation Building. SCVHHS Facilities Department 3 SCVMC Bed Pool Realignment
3. The relocation of other primarily office functions from the Old Main Hospital to other buildings on the SCVMC campus. 4. The relocation of various ancillary functions in the Old Main Hospital including but not limited to gastrointestinal, echocardiogram/electroencephalogram (EKG/EEG), bronchoscopy and renal dialysis to the Ancillary Building. 5. Upgrading existing intensive care unit (ICU) rooms and the conversion of ICU rooms to step-down rooms in the West Wing Building. 6. Upgrading existing medical and surgical rooms in the West Wing and the Rehabilitation Buildings. 7. Other projects may be identified if changes to the Program occur and if funding is available. C. Scope of Services A copy of the County s standard Professional Services Agreement (PSA) is included with this RFQ for reference in determining the basic terms of the contract and the expected level of service. Responsibilities, services and deliverables are covered under Part 5 of the PSA. While the County is interested in architectural firms that can perform the full range of services encompassing planning/programming, design, bidding support and construction administration, only a contract specifically for field verification, planning and programming services may be initially awarded. Coordination with other ongoing projects such as the SCVMC Burn Center Expansion and the SCVMC Women & Children s Center may also be required as part of the initial contract. The County in its sole discretion, reserves the right to terminate the work or assign the remaining work to others. D. Consultant s Minimum Qualifications To be considered for selection, the Architect as the prime consultant must meet the following minimum requirements: The Architect as the prime consultant must demonstrate an understanding of the functional relationships and utility requirements of an OSHPD 1 hospital facility. The Architect as the prime consultant must have a minimum of seven (7) completed projects under OSHPD oversight involving the planning and/or design of OSHPD 1 hospital facilities within the previous fifteen (15) years. The assigned Project Manager must be available to begin work on this project during the 2016 calendar year. The Project Manager must have a minimum of five (5) years experience as a Project Architect and as a Project Manager on at least two (2) projects. At least one of these projects shall be an interior modification/renovation/upgrade within an existing operating OSHPD 1 facility. SCVHHS Facilities Department 4 SCVMC Bed Pool Realignment
The assigned Project Manager must be knowledgeable of Local, State and Federal Codes, Standards and requirements applicable to county facilities, hospitals and clinics. The assigned Project Manager must have at least two (2) completed OSHPD 1 projects as the Project Architect. The Architect as the prime consultant must have the experience to critically evaluate space requirements and departmental needs to perform schematic design analyses and program validation, master planning, design development, construction documentation and in obtaining approvals from regulatory and permitting agencies including OSHPD, County and other governmental entities. The Architect as the prime consultant shall have demonstrated experience and knowledge of managing multi-disciplinary teams and coordination with special consultants, building inspectors and non-design professionals. The prime consultant and sub-consultant team members shall have a thorough understanding of the inter-relationships between all of the design disciplines necessary to develop accurate, complete and coordinated construction documents within the County s budget and schedule parameters. The prime consultant shall work with all sub consultants and shall have the primary responsibility for the quality of these documents. The prime consultant and sub-consultants shall describe (and provide examples of) their respective quality assurance programs and quality control measures. The Architect as the prime consultant must be licensed to practice Architecture in the State of California, specifically both the Project Architect and the Project Manager assigned to the project. The prime consultant must indicate they can meet the minimum insurance requirements as outlined in Attachment B of this RFQ. E. Sub-Consultants Minimum Qualifications All sub-consultants must be licensed to practice in the State of California in their respective disciplines. Structural, mechanical, electrical and telecommunications engineers/sub-consultants must have design and construction administration experience with major health care facilities and hospitals in the State of California. All other sub-consultants must have experience in their field with health care, commercial or institutional facilities comparable in size to the SCVMC facilities. SCVHHS Facilities Department 5 SCVMC Bed Pool Realignment
All sub-consultants must identify the specific personnel that will provide services on this project, in particular the Project Managers that will be assigned to this work, and present their qualifications and experience. The structural, mechanical, plumbing, electrical and telecommunications subconsultant s Project Manager must have the following qualifications: A minimum of five (5) years experience in managing the design and construction phases of public agency projects and of hospital (OSHPD 1) facilities. Demonstrated experience scheduling, value engineering, cost estimating and other necessary project management skills required for the management of these projects. Availability to begin working on these projects anytime in 2016. All sub-consultants are subject to County approval, in County s sole and absolute discretion. Changes in team members/sub-consultants after the contract has been signed will be subject to the written approval of the County following a favorable review of the qualifications of proposed replacement personnel. SCVHHS Facilities Department 6 SCVMC Bed Pool Realignment
SECTION III SUBMITTAL REQUIREMENTS Firms or persons responding to this RFQ must supply five (5) hard copies of their response plus one electronic copy transmittal. Hard copies are required to be bound/stapled and printed double-sided. Submittals must follow the outline indicated below and shall not exceed a total of twenty (20) double sided pages including all advertising, letters and other type of printed material. Submittals exceeding twenty (20) pages will not be evaluated. The following information is required: SECTION 1 BACKGROUND Legal name, mailing address and telephone and fax numbers of the principal office (corporate headquarters) and the local office. Year firm was established. Type of organization (partnership, corporation, etc.) Name, title, mailing address, telephone and fax numbers, and email address of the person to whom correspondence should be directed. Description of the range of services offered. SECTION 2 ORGANIZATION Provide an organizational chart showing the roles and responsibilities of the proposed staff and any sub-consultants. Describe how your firm is organized to provide the services required for these projects. SECTION 3 - QUALIFICATIONS Detail exactly how your firm, Project Manager and Project Team meet the minimum qualifications listed in this document. Provide the Resumes of the Project Manager and the Project Team, including the architectural staff to be assigned to this project. Provide a list of projects for which your firm, Project Manager and Project Team have provided services similar to those described above, in particular for publicly owned and/or hospital campus projects. SECTION 4 TECHNICAL APPROACH Describe how your firm will provide the architectural and engineering services for these project to SCVHHS. Explain the project management tools, techniques and documentation that you would use on these projects. Describe in detail the proposed role and responsibilities of each project team member. SCVHHS Facilities Department 7 SCVMC Bed Pool Realignment
Describe in detail your quality control / quality assurance program and your experience in mitigating coordination oversights and design conflicts. Describe the difficulties you might expect to encounter on these projects and the methods you would use to overcome those difficulties. Describe any potential design solutions or options for County consideration. SECTION 5 - LOCAL PREFERENCE Indicate whether the firm meets the Board s Local Business definition for purposes of Local Preference (Board Policy 5.6.5.2): A local business is a lawful business with a physical address and meaningful production capability located within the boundary of the County of Santa Clara. SECTION 6 - REFERENCES Provide a list of client references for similar hospital and master planning projects completed within the last fifteen (15) years. Client information must include current contact information, the position or responsibility the person held during the project, the frequency of contact with the consultant during the project and other relevant information. Provide a list of client references for any projects completed for or within the County of Santa Clara. Client information must include current contact information, the position or responsibility the person held during the project, the frequency of contact with the consultant during the project and other relevant information. Attachment C to this RFQ, the Consultant s Relevant Experience form shall be used to provide information on Projects listed in response to Section III. Attachment C inclusions do not count against the twenty (20) double-sided page limitation. Any Attachment C forms shall be submitted as attachments of the response to this RFQ. Each applicant shall bear all costs associated with their proposal. All submitted proposals shall become and remain the property of the County of Santa Clara. Proposals or additional information received after the submittal deadline will not be considered in the selection process. SCVHHS Facilities Department 8 SCVMC Bed Pool Realignment
SECTION IV CONSULTANT SELECTION PROCEDURE AND CRITERIA The method of selection will be in accordance with the County s Policy for Selection of Professional Consultants as adopted by the Santa Clara County Board of Supervisors in September 1994 and the County s Contracting Principles for Type I Services. A Facilities Review Board will be appointed by the Director of Facilities for SCVHHS. Identities of the Reviewers will not be disclosed before the interviews. The Review Board will evaluate the written responses and develop a short-list of consultants for interviews. Short-listed consultants will be invited for a forty five (45) minute oral interview. The oral interview will allow twenty five (25) minutes for presentations followed by twenty (20) minutes for questions and answers. Consultant s Project Team and Project Manager must attend the interview. Responses to this RFQ will be evaluated according to the following criteria: Fulfillment of the submittal requirements in Section III. Responses that do not meet the submittal requirements will be considered non-responsive and will be rejected. Criteria and weights as described in the attached Evaluation Form. Feedback from References. Consultants will be selected using this criterion. Consultants are urged to review the Evaluation Form and to include relevant information in their response to the RFQ. Responses with primary focus on technical substance will receive greater weight in this selection process. Consultants are advised to include in specificity the expertise, direct involvement and experience of the anticipated project team in completing past hospital projects especially any emergency department projects. Fees and contract negotiations are not within the purview of the Facilities Review Board. The Review Board will rank the interviewed firms and will submit their evaluation of the firms to the Director of Facilities and ultimately to the County Board of Supervisors. The top firms will be notified of their ranking shortly thereafter. The County reserves the right to do any of the following at any time: Reject any and all responses to this RFQ without indicating any reason for such rejection. Waive or correct any minor or inadvertent defect, irregularity or technical error in a response or the RFQ process, or as part of any subsequent contract negotiation. Extend any deadline specified in this RFQ. Negotiate with any or none of the candidate firms. SCVHHS Facilities Department 9 SCVMC Bed Pool Realignment
Terminate failed negotiations with a short-listed candidate without liability, and negotiate with other candidates. Disqualify any firm on the basis of real or apparent conflict of interest, or evidence of collusion. Modify in the final agreement, any terms and/or conditions described in this RFQ. Additionally, the County is under no obligation to award and/or enter into a contract with any firm. SCVHHS Facilities Department 10 SCVMC Bed Pool Realignment
SECTION V TENTATIVE SCHEDULE Issue RFQ December 2015 Deadline for submission of Responses January 2016 Oral Interviews and Selection by the Facilities Review Board March 2016 Contract Negotiations by the Director of Facilities April 2016 Award of Contract by the Board of Supervisors May 2016 Start Work June 2016 This schedule is tentative and included for general planning purposes only. The County reserves the right to amend the above dates, in its sole and absolute discretion. SCVHHS Facilities Department 11 SCVMC Bed Pool Realignment