Request for Proposal East Tower Nursing Unit and Infrastructure Upgrade Grossmont Hospital June 21, 2007 The Grossmont Healthcare District (GHD) will accept proposals for Architectural and Engineering services for renovation of nursing units and supporting infrastructure for the East Tower until 3:30 p.m., Tuesday July 24, 2007 at the office of: Barry Jantz, Chief Executive Officer Grossmont Healthcare District 9001 Wakarusa La Mesa, CA 91942 The project site is the East Tower located at Grossmont Hospital in La Mesa, California, a facility owned by the Grossmont Healthcare District. Hospital operations at this site are conducted by Sharp Grossmont Hospital as part of the Sharp Healthcare system. The construction budget for the project is $25,397,000 and the anticipated construction start could be as early as July 2008. Technical questions about this Request for Proposal (RFP) should be directed to Dan McDaniel, Director of Campus Planning and Facility Development, at 619-740-4917, 619-461-7191 fax, or by email at dan.mcdaniel@sharp.com.
RFP - East Tower Nursing Unit and Infrastructure Upgrade ii Contents 1 Selection Schedule 1 2 General Project Information 1 2.1 Background............................. 1 2.2 Project Objectives......................... 2 2.3 Special Conditions......................... 2 2.4 Anticipated Scope of Services................... 2 2.4.1 Schematic Design..................... 2 2.4.2 Cost Estimating...................... 3 2.4.3 Equipment Planning.................... 3 2.4.4 Design Development.................... 4 2.4.5 Interior Design....................... 4 2.4.6 Construction Documents................. 4 2.4.7 Construction Administration............... 5 2.4.8 Related Services by Owner................. 5 2.5 Project Delivery Method...................... 5 3 Proposal Requirements 6 3.1 Pre-Proposal Meeting........................ 6 3.2 Special Submittal Requirements and Conditions......... 6 3.3 Format Details........................... 7 4 Evaluation Criteria 8 4.1 General Firm Information..................... 8 4.2 Firm Experience.......................... 8 4.3 Team Member Experience..................... 9 4.4 Approach to the Project...................... 9 4.5 Firm and Team References..................... 9 4.6 Budget Performance on Similar Projects............. 9 4.7 Quality................................ 10 5 The Selection Process 10
RFP - East Tower Nursing Unit and Infrastructure Upgrade 1 1 Selection Schedule Request for proposal issued June 21, 2007 Pre-Proposal meeting June 29, 2007 Proposals submission deadline July 24, 2007 Interview Firms August 16, 2007 Select top 3 firms August 23, 2007 2 General Project Information 2.1 Background With 481 licensed beds, Grossmont is the largest and most comprehensive hospital in San Diego s East County. The number of licensed beds is expected to increase well beyond 500 beds by 2008. In early 2003, the hospital began an update of its Master Facility Plan. The need for additional beds and a new Emergency Department were the top priorities identified in the Master Plan as Phase I. Consisting of a new emergency department and 24 intensive care beds, Phase I was constructed as a part of the new Emergency Department and Critical Care Tower (ED/CCU) project. Phase I was completed in the fall of 2004. Phase II, scheduled to start construction in 2007, will include the build out of the remaining three floors of the building and will add an additional 90 beds. Additional components of Phase II of the master plan include: Modernizing portions of Grossmont Hospital s diagnostic and treatment facilities, including surgery, cardiology, laboratory and pharmacy. Modernization and expansion of the Central Utility Plant East Tower nursing unit and infrastructure upgrades, the subject of this RFP With this RFP, the Grossmont Healthcare District is seeking proposals for Architectural and Engineering Design services for nursing unit renovations and related infrastructure upgrades to the East Tower at Grossmont Hospital.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 2 2.2 Project Objectives The existing levels 2,3,4 and 5 of the East Tower are the focus of this nursing unit upgrade. The east tower was constructed in 1974 and meets SB 1953 SPC 4 requirements. The floor area at each level is approximately 16,000 square feet (sf). Major components of the work at each level include the replacement of patient utility management head-walls and the conversion of 4 semi-private patient rooms into 4 ADA compliant private rooms, each with its own ADA compliant toilet/bathroom. The entire nursing unit at each level, including entry corridors and elevator lobbies will received upgraded lighting and finishes. The infrastructure portion of this project will involve mechanical, electrical, and plumbing (MEP)upgrades as well as modernization of existing elevator cars and elevator controls. The MEP scope of work will also include required NPC 3 and NPC 4 upgrades. 2.3 Special Conditions Relationship to Other Projects It is assumed that the construction work on the nursing floors that results from this design engagement will be done sequentially, with one floor at a time being vacated of patients. The construction work on each floor will need to be complete, signed off by OSHPD and DHS, and back in service before construction work can begin on the next floor in sequence. To make the bed reduction on each floor practical, the build-out of the three floors of the ED/CCU tower will need to be complete and operational. It is anticipated that these floors will be fully operational by late summer 2008. 2.4 Anticipated Scope of Services Functional and Space Programming: In addition to user required space changes, the work product of this phase will include the identification of required code mandated upgrades as well as a study of possible packaging of required construction to minimize OSHPD review time and operational impact. It may be possible that portions of the work of this engagement can be accelerated; for example the upgrade to the east tower elevators. 2.4.1 Schematic Design Once the various options as to packaging of work have been thoroughly explored, the design team will update any required changes to the program and
RFP - East Tower Nursing Unit and Infrastructure Upgrade 3 will prepare a Schematic Design Concept package as follows. The Schematic Design Concept package should include site and floor plans and a written narrative that defines the architectural and engineering systems for the proposed project. The site plan (if site modifications are involved) should indicate the building footprint, orientation, access drives, service areas, and required parking serving the facility. The floor plans will interpret the space program into diagrammatic, floor-by-floor, room-by-room layouts. They will indicate the arrangement of all functional spaces, corridors, and infrastructure support areas. Recommendations for future phases of development should also be shown. The A/E (Architect/Engineer) will utilize the Schematic Design Concept drawings, narratives, and budget estimate to finalize the Schematic Design Phase of the project. The A/E will further develop structural, mechanical, and electrical systems to determine any additional impact on the initial concept. The A/E will make adjustments and refinements to the floor plans to accommodate these elements in keeping with the intent of the original Schematic Design Concept. 2.4.2 Cost Estimating The A/E will prepare the first construction estimate based on the Schematic Design Concept Drawings. At the completion of each phase thereafter, the design team will provide an updated construction estimate. Note that estimates are to be provided by firms having at least 5 years of experience in estimating healthcare construction projects. 2.4.3 Equipment Planning In concert with a hospital based equipment coordinator, the A/E will be asked to provide medical equipment planning expertise. Based on the approved Schematic Design Concept drawings, the A/E will interview user groups from the owner and assist with the selection of medical equipment and systems. The A/E s equipment planner will tour the existing facility with the hospital based equipment coordinator to inventory existing equipment and identify equipment that may be reused. Following determination of the equipment to be re-used, the A/E will prepare an equipment budget for new and refurbished equipment including applicable tax, freight, storage, and installation costs. Utilizing this information, the equipment planner will develop equipment planning and specification documentation (Architecturally Significant Equipment Schedule) indicating all utility
RFP - East Tower Nursing Unit and Infrastructure Upgrade 4 and rough-in requirements for the equipment or system. This information will be used by the A/E to complete the construction documents. In addition, after the assessment and interview process, room-by-room equipment reports will be utilized to complete the equipment planning portion of the project. 2.4.4 Design Development Following the completion of the Schematic Design drawings, critical input will be integrated into the project with respect to operational and technology needs and preferences. The A/E will attend interactive work sessions with the owners representatives to obtain information about casework, equipment, finishes, furnishings, phasing issues, communications, and medical systems. This information will be documented, reviewed, and approved by the owner before being incorporated into the Design Development documents by the A/E. After the interactive review session, the A/E will further define, fix, and describe the character of the project, including the interior and exterior finish selections. Mechanical, electrical, plumbing, and fire protection systems will be further defined. The A/E will attend review sessions with the owners representatives to resolve issues regarding cost, quality, aesthetics, building maintenance, and operational concerns. 2.4.5 Interior Design Interior design will be required of the A/E as an integral part of all design and document development phases. These interior design services will include the selection of materials, finishes, color, new furniture, and artwork. Presentation boards indicating finishes and colors will be submitted to the owner for review and approval. 2.4.6 Construction Documents Following the owners approval of the Design Development documents and updated budget, the A/E will prepare the Construction Documents. During this phase, the A/E will attend reviews of the Construction Documents with the owner to resolve any outstanding issues and/or OSHPD review comments. Construction documents will include the required phasing and sufficient documentation to secure all required approvals for construction from OSHPD in a timely manner.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 5 2.4.7 Construction Administration The design team will provide extensive project administration and leadership throughout the construction period. Some or all of the following services may be included. OSHPD Certifications Owner furnished items seismic anchorage design and calculations Structural design and calculations for Contractor requested design issues Final Agency Inspection Equipment Invoice Processing Equipment Expediting Construction Change Orders Contractor s Payment Request Review Cost Reporting System Telecommunications Procurement Telecommunications Planning 2.4.8 Related Services by Owner Geotechnical services, land surveying, and materials testing will be provided by the owner. 2.5 Project Delivery Method Once the project is approved for construction by OSHPD, the anticipated delivery method will be a continuation of the traditional design, bid, build process. It is anticipated that the bid documents will be used for competitive bidding.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 6 3 Proposal Requirements 3.1 Pre-Proposal Meeting An on site briefing will be held on June 29 at 2:30 pm in the Grossmont Hospital auditorium. This meeting is not mandatory but is offered as a source of information to interested firms. On site parking for this event is not available so attendees are encouraged to use public transportation. For those choosing to drive, it will be necessary to park at the Grossmont Hospital remote employee parking site. This site is where Coleman College was formerly located and the address is: 7380 Parkway Dr. La Mesa, CA 91941 From there, attendees will ride the hospital shuttle to the hospital, approximately 3 miles away. Two shuttles will run every 15 minutes. 3.2 Special Submittal Requirements and Conditions 1. GHD reserves the right to accept, reject, or discuss any proposal or offer presented in response to this RFP. However, GHD will not pay the offeror s proposal preparation expense. Any an all costs incurred by any offeror in responding to this RFP will be at the sole expense of the offeror. 2. GHD will make every effort to protect the proprietary data of the offeror. However, GHD cannot be held responsible for any inadvertent disclosure of such data. 3. GHD reserves the right to cancel or revise this RFP, in part or in its entirety. If GHD cancels or revises the RFP, all firms will be notified in writing. 4. GHD reserves the right to request additional information and/or clarifications from any or all firms who respond to this RFP. 5. GHD has established an Independent Citizen s Bond Oversight Committee (ICBOC)to monitor GHD s adherence to the covenants of the general obligation bond issue ( Proposition G approved June 6, 2006), which may provide the funding for all or part of tasks described in this RFP. Offerors are cautioned that contacts with individual members of the ICBOC or with individual members of the Grossmont Healthcare District Board
RFP - East Tower Nursing Unit and Infrastructure Upgrade 7 are considered to be improper and must be avoided. Inquiries and questions of any sort must be directed solely to: Barry Jantz, Chief Executive Officer Grossmont Healthcare District 9001 Wakarusa La Mesa, CA 91942 6. Offerors are requested to limit their proposals to fewer than 50 pages, exclusive of specifications, drawings and/or photographs incorporated into their offerings. Photographs and graphics included should help describe the quality of each project (see subsection 4.7). Unnecessarily elaborate folders or bindings may be construed as lack of cost consciousness on the part of the offeror. 3.3 Format Details Overall Organization: For efficiency of review, proposal data must be organized in the same order as listed below in section 4, Evaluation Criteria. Page Numbers: The page number limitation of 50 pages means 50 pages of content. An individual page of paper with narrative front and back will count as 2 pages of content. The following items will not be counted in the 50 page total: Proposal covers Table of contents Section divider tabs Photographic images, provided that text on or adjacent the images is minimal and for identification only. However pages with narrative text flowing around smaller photos will be counted against the page total. Font: Font size should be a minimum of 11 point. The size and the style choice for the font should support ease of review. Font size for text in footnotes or text whose purpose is to identify charts and graphic images may be smaller than the main text.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 8 Page Size: 8.5 x 11. Page Orientation: Portrait Binding: Spiral bound. Page Numbers: Required 4 Evaluation Criteria 4.1 General Firm Information Name of firm Contact information, including primary contact individual Number of years the firm has been in continuous practice Total number of employees (If the firm has more than one office, list the number of employees in each office and designate the office where the majority of the work effort will take place) Number of employees by discipline or expertise. Include numbers of registered professionals In the case of a proposal being submitted by a prime and sub-consultants, include the information as listed above for each sub-consultant. 4.2 Firm Experience Similar Projects - List no more than ten projects of similar scope to the proposed East Tower Nursing Unit project. Briefly describe the project, including size,and location. Organize the projects by completion date, starting with the most recent. Other Projects - List other projects that demonstrate the firms experience in complex healthcare projects. Organize the list by date. List non OSHPD projects in a separate list.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 9 4.3 Team Member Experience List the following for each team member: Accurate description of proposed project role Educational credentials Number of years of experience in healthcare design in California Number of years of experience in healthcare design overall Number of years with present firm Specific project experience with similar projects where the team member played a significant role. Office location Information and experience requirements in this section of the proposal are applicable to the key design team members representing the architects and engineers as well as for any specialty design or planning consultants that may be listed as part of the team. Key team members are those who will have substantive input to the project. 4.4 Approach to the Project Include your general approach to a project of this nature. Include any project specific steps you might take based on the information presented herein. 4.5 Firm and Team References For each team member, list at least one contact on the project owner s team for each of the projects listed above in the Similar Projects lists. Include name, address, telephone and email contact information. 4.6 Budget Performance on Similar Projects For each project in the Similar Projects list, include the actual construction cost compared to the original budget.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 10 4.7 Quality Describe your teams quality control measures. Explain how the firm expands its knowledge base through experience. Include photographs that help describe the overall quality of the space, technical solutions and details of the completed projects. 5 The Selection Process The selection will be made in two stages. For the first stage, a selection committee with representatives from GHD, Grossmont hospital administration, and clinical user groups will independently review each proposal.this committee, known as the Source Selection Board, (SSB) will focus its review on the material listed in the Evaluation Criteria section, however the overall responsiveness of the proposal will also be evaluated. The SSB will utilize a matrix that will include a specific reference for most of the evaluation criteria. This matrix will be used to record a score for each criteria. The weighting of the individual criteria has not yet been finalized, but interested firms should expect that the experience categories, and in particular, actual team member experience, will be among those factors most heavily weighted, closely followed by Budget Performance and Quality. The results of this first evaluation will be summarized and presented to the final selection authority. This group, known as the Source Selection Authority, (SSA) will review the rankings supplied by the SSB and will develop a short list of firms for further evaluation. The core membership of the Source Selection Authority will include the Senior leadership of the Grossmont Healthcare District and Sharp Healthcare. Scores from the first round will not be carried forward into the second round, so each firm will enter this second round of evaluation on an equal footing. GHD anticipates that the short list of firms will include at least three firms to be invited back for further consideration. The evaluation format may be an informal round table discussion or may involve a formal team presentation by each candidate team. In the case of a formal presentation, each firm will be allowed 45 minutes to make a presentation, followed by a 20 minute question and answer session. The interview or formal presentation will likely have participants from both the SSB and the SSA.
RFP - East Tower Nursing Unit and Infrastructure Upgrade 11 At the conclusion of each presentation or round table discussion, the SSA will employ a matrix of criteria for scoring each team. This matrix will be similar to the one used in the initial round. (end of Request for Proposal document)