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HomeMy WebLinkAbout03 - RFP - S Main RenovationE T ~( ~T~IV AGENCY 13®ARD MEETING DATE: AGENCY SECRETARY USE ®NLYe FEBRUARY 22, 2011 TITLE REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT SERVICES FOR SOUTH MAIN RENOVATION PROGRAM c f ~.~~- y ExE TIVE DIRECTC)R APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1s~ Reading ^ Ordinance on 2ntl Reading ^ Implementing Resolution ® Set Public Hearing For CONTINUED TO FILE NUMBER REC®MMEN®E® ACTI®N Authorize issuance of a Request for Proposals to qualified consultants to provide project management services to coordinate and implement a Building Renovation Program for the South Main Corridor. COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION ACTION At its regular meeting on February 1, 2011, by a vote of 6:0, the Community Redevelopment and Housing Commission approved the recommended action. DISCUSSION Since 1987, the Community Redevelopment Agency (Agency) has administered the South Main Facade Rebate Program to assist business and property owners along the South Main Corridor (Exhibit 1) in an effort to improve the Corridor's appearance. The program offers qualified applicants a cash rebate for improvements made to the exterior of their building. The rebates are calculated on a sliding scale with a maximum rebate amount of $16,900 per parcel with an additional $3,000 for signage and $2,000 for architectural design fees. Although successful, the current program has resulted in isolated improvements along the Corridor. In order to achieve a more consistent and noticeable improvement along the Corridor, it is proposed that a new building renovation program be introduced. It is modeled after a similar program in the City of Fontana that has been well received by property owners and merchants. The basic parameters of the program are: the Agency funds 100% of the cost to design and construct the exterior building improvements, including new facades, lighting, paint, signage and landscaping. In return, the property owner grants the Agency a fagade easement for ten years to ensure that the property is maintained in good order to protect the Agency's initial investment. Each year, 10% of the fagade property interest would be released to the owner, so at the end of the ten years the easement woulc no longer exist. The Redevelopment Commission also 3-1 RFP for Project Management Services for South Main Renovation Program February 22, 2011 Page 2 suggested the easement should address window displays and signage to the extent legally possible, as window "clutter" is an ongoing issue along the Corridor. Implementation of this program will require the services of a consultant to oversee the marketing, coordination with property owners, development of architectural concepts, preparation of construction drawings, and oversight of the construction of the improvements. The proposed Request for Proposals (RFP) (Exhibit 2) calls for an initial submission to outline the consultant's experience, their approach to the project, as well as a budget to oversee and manage the "model project" identified in the RFP. The consultant will then submit subsequent fee proposals to implement each phase of the project. There are approximately 425 buildings along the length of the Corridor. At an estimated cost of $80,000 per building, the model block identified in the RFP would cost approximately $560,000 to construct (seven buildings). The selected consultant will analyze the corridor and make recommendations as to where to begin, as well as suggest a phasing plan. There is currently a balance in excess of $8 million in the South Main Corridor fund, and it generates approximately $2 million annually. These funds must be spent within the boundaries identified on Exhibit 1 as a result of a legal settlement entered into when the South Main Project Area Plan was adopted in 1982. Over the years, the Agency has funded various public improvements along the Corridor, including street reconstruction, curbs, gutters, sidewalks, McFadden Avenue widening, and a gateway sign. Following the selected consultant's analysis of the Corridor and identification of an implementation plan, staff will return to the Agency with specific program parameters and a project schedule. The proposed program has also been presented to the Santa Ana Merchants Association for their review and input. Once the consultant is selected, there will be ongoing meetings with property owners and merchants to gain their input on project design and other technical matters. FISCAL IMPACT There is no fiscal impact associated with this action. `~~ ~ J Nancy T. Ed rds Assistant Director Community Development Agency CJN/NTE/GPL/mlr Exhibits: 1. Map 2. Request for Proposals 3®2 c~ .~ ,~ ~J .~ c~ EXHIBIT 1 c~ .~ 2 a-+ a~ c~ c~ ~+ to 3~3 THIS PAGE LEFT BLANK INTENTIONALLY 3-4 E(~l1EST' FOR POPO,4L Kev Issu Due c~apriela r. Lomeli Redevelopment Project Manager (714)647-5479 (714)647-6549Fax glomeli@santa-ana.org EXHIBIT 2 3-5 SOUTH MAIN CORRI®OR IJIL®ING RENOVATION PROGRAM REQUEST FOR PROPOSAL CITY OF SANTA ANA BUILDING RENOVATION PROGRAM South Main Corridor INTRODUCTION Since the City's first Redevelopment Project Area, Central City (Downtown), was adopted in 1973 (and subsequently expanded in 1975) tremendous strides have beeri'made throughout the city in creating new business opportunities, developing new venues' for visual, and performing arts, renovating commercial and industrial areas, enhancing residential neighborhoods through a variety of affordable housing programs, building new schools, as well as"upgrading infrastructure and roads. Today over 5,000 acres of the city are located within :six, redevelopment project areas. These areas are. Central City; Inter City; North Harbor; South Hacgor; South Main; and Bristol,Corridor. The Bristol Corridor Project Area was adopted in 1989, while the;pre~eding four areas were adopted in 1982. The Santa Ana Community Redevelopment Agency. is*successfully achieving its intended purpose in these areas, which is to act as a catalyst for new privat$,investment. II. THE PROJECT A settlement agreement was entered into following the,, adoption of the South Main Street Redevelopment Plan. It provides that 20% of the annual net.;tax increment generated by a certain ,,,. geographic area referred to as the "Corridor" (Attachment I) rrtu"st be set aside and used for public and private improvements'to enfiarie~ the Corridor. The Agency currently has $8 million of unspent funds in this account in addition to Elie approximate;$2 million deposited annually into this account. To date, a number of pulil~ic~mprovements have been~ddnstructed along the Corridor, including street reconstruction, new curbs, Butt"ers, sidewalks, street trees, banners, and a gateway sign. In addition, the Agency has implemented foC'some years; a"fagade rebate program which has had mixed results due to the length of`the Corridor aridscattered owher participation. The Corridor is a key link from the high,end,`mixed use development district referred to as MacArthur Place, arid`the Downtown. ''Th`e Agency"is desirous of concentrating its resources to enhance the visual appearance of the Corridor with a cohesive and comprehensive architectural design that reflects the history,,of this commercial district. To that end, the Agency is intending to fund all of the necessary exterior building improvements, including design, construction and oversight. The Agency would "own" the building fagade for a period of ten years. The Agency would design and construct the improvements and the property owner would receive back 10% ownership of the building fagade every year until total re'ovvnership in the tenth year. The property owner will be required to maintain the new improvements and would be subject to all City ordinances regarding signage, banners, temporary signs, and lighting. 2 3-6 III. SCOPE OF SERVICES The Agency seeks proposals from qualified firms to develop and implement the building renovation program. The Model Blocks have been identified as 200 and 300 South Main St. (west side of Main Street). The proposal response must include the following: ® Identify approach to the program. • Develop program parameters including detail on the far~ade easemerit acquisition process, contracting for architectural services, contracting for construction services, construction management and oversight, and community outreach. ® Identify and recommend location to begin Phase I, as well as provide a ;phasing plan. ® Prepare a program implementation plan. • Describe the proposed team needed to accomplish all aspects of the program. ® Develop and implement the initial public outreach,"'including bilingual translations. • Describe the approach for ongoing communityG`ommunica`tigns (property ov/ner~=businesses and tenants), including bilingual translations ~ ~'° • Prepare costs estimates for the Model Blocks and proposed Phase I detailing the various component costs; these costs should include projectll,;management, community interaction, owner meetings and construction oversight as well as ,an estimate of costs for actual architectural services and construction''cos#s. Based upon this,"detail, provide a generalized cost estimate for implementing the proi,)ramfio`r=the entire Corndoi'~, ~~~ o As part of construction costs, include the optipn of addfiig anti-graffiti measures that include security cameras and anti graffiti;filrn for vrindgws. • Prepare a detailed implementation schedule; for the Model'Blecks and proposed Phase I, and a generalized scheduleto implement the progi~m for the entire Corridor. • Identify other features to complement the building renovation program. This can include decorative street ligf3ts, enhanced crosswalks, sidewalks and street light banners. .r ® Develop an educati9nal program to assist businesses in implementing effective window displays. Consultant%costs would be based ;on assumptions of the Model Blocks Scope of Services and determined before proceeding to the`initial,and ensuing phases. IV. CONTENTS OF Proposals should contain the following elements: Cover Letter: The're`sponse should include the name, address, a-mail address, telephone and facsimile number of the primary contact person, and/or the person who will be authorized to bind the Consultant. If the Consultant is a corporation, then signatures of two specific corporate officers are required for the cover letter. The first corporate officer signature must be one of the following: 1) the Chairman of the Board; 2) the President; 3) any Vice President. The second corporate officer signature must be one of the following: a) Secretary; b) Assistant Secretary; c) Chief Financial Officer; d) Assistant Treasurer. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution or other documentation demonstrating the legal authority of 3 3-7 the signatory to bind the corporation. An unsigned Proposal or failure to comply with the corporate signature requirements, if applicable, is grounds for rejection. Proposed Scope of Services: Provide information as noted above. ®evelopment Team: Provide evidence of the Consultant's relevant experience with a building renovation program and, at a minimum, describe the following: • Experience working with local government (cities, counties,,and,, redevelopment agencies) in designing, developing and implementing a building renovation program. Such description shall include a list of local government agencies the Cons~lfant has +nrorked with, the type of project(s) done, and the dates the project(s) were completed. • Experience in property transactions, design development, and construction management. Experience in past community outreach efforts..- Schedule: Include a schedule showing the time require proposed Phase I. The schedule should reflect the major; ~ completed by which member of the consultant team. Assuri approved by the Agency on May 16, 201,1, with the con thereafter. The project schedule is to irieorporate key m development of architectural drawings and construction.sche Fee Proposal: Provide a budget to implemeri Include anot-to-exceed fee outlining specific schedule for all team members. -.Additionally Phase I and subsequent phases. Work must be for,corppletion of Model Blocks and eject milestones and list of tasks to be s-;chat the consultant contract would be ltaiit ,kickoff meeting to follow shortly stone~~~such as community outreach, Iles. /Iodel Blocks detailing the various components. dons ahd~ 2xclusions. Provide an hourly rate be a potential approach to estimating fees for leted under prevailing wage laws. References: Provide a minimum of three (3) public; sector references. Each of these references must be prepared to discus"s ahe;Gonsultant's ability~~`to take a project from design development to construction. ,Include the name of~the agency aldrg with the contact name, title, telephone number and e-mail:~ddress ~. V. Schedule ~~ TheA'gency's tentative.jsehedule for this RFP is as follows: Issue Request for Proposal February 22, 2011 Submit Proposal March 31, 2011 Consultant Iriteryiews ~ ~' TBD- third week of April Redevelopmerit Agercy award contract May 16, 2011 Proposal Submission' Instructions: Submission must include the original proposal and eight (8) signed copies. Send or deliver proposals to: Community Development Agency Attention: Gabriela P. Lomeli 20 Civic Center Plaza, M-25 Santa Ana, California 92701 4 3-8 Mandatory Pre Proposal Meeting will be held Date: Wednesday March 2, 2011 Location: City Hall, 2"d Floor Conference Room PROPOSALS ARE ®UE: March 31, 2011, 4:00 PM Pacific Time Any requests for clarification or other questions regarding this RFP shallbe sent via email to Gabriela P. Lomeli, Redevelopment Project Manager I, at glomeli@santa-ana.org no later than 4:00 p.m. on March 16. 2011. No other City/Agency staff should be contacted with questions concerning this RFP. VI. CRITERIA FOR SELECTION A committee will review and evaluate all complete Proposals received by'the,closing date in accordance with the criteria and procedures identified;in this RFP, The Consultantsel~ption will be based on the quality of the response, including thoroughness and applicability to the requirements of this RFP. The Agency may, at its option, request additional information; clarification of information, or interviews with Consultants before final selections are made. ;" Proposals will be evaluated on the basis of the response to alC;tequirements in this RFP. The following criteria shall be used in the evaluation-of Consultants.% No inference is to be drawn concerning relative importance of criteria based on fhe'order presented:;` • Scope of Ex development, resources, ex Community community gn Organization ® Model Blocks ~,ultant's previous~~experiehce~~n real estate transactions, design nagement, an<i~``community="o`utreach, and ability to bring together ability to assure timely completion of projects. (30%) fence: Consultant's experience in working with businesses and vices: .:The degree to which the Consultant can provide full .e. planriing, architectural, construction management, community Following fhe initial evaluation process;' Consultants may be required to participate in an on-site interview as"it,relates to requested services. Respondents shall not be allowed to alter or amend their Proposal throughthe use of the interview process. Proposals deemed to meet all minimum RFP requirements will be scored based on established criteria, which have been weighted and will be assigned points that measure the responsiveness to each identified criterion, The total number of points earned will be tallied for each proposal, and the proposals will be rank ordered, based on the Consultant's submitted written materials. Preference may be given to qualified Santa Ana firms. 5 3-9 VII. TERMS AND CONDITIONS This solicitation does not commit the Agency to award a contract, to pay any costs incurred with preparation of the proposal, or to procure or contract for services or supplies. The Agency reserves the right to accept or reject any or all submittals received in response to this request, to negotiate with a qualified source, or cancel in whole or part this process in its sole and absolute discretion. Subsequent to negotiations, prospective Consultants may be required to;~ubmit revisions to their submittal The Agency reserves the right to postpone selection for its own convenience, to withdraw this Request for Proposal at any time, and to reject any and all submittals, without indicating any reasons ..- for such rejection. As a function of this Request for Proposal,prooess, the Agency reserves the right to remedy any technical errors in the response to this RegUesffor Proposal and modify the published requested services. The Agency reserves the right to request that specific personnel with specific expertise be added to the project team, if the Agency.determines that specific ezpertise'is lacking. Proposals and other information will not be returned: ~' VIII. AFFIRMATIVE ACTION PROGRAM The City is an affirmative action/equal opportunity employer. Qualified firms, including businesses owned by women, minorities and disabled~-=persdns, are encouragedto,'submit bids or proposals. Contractors shall agree to comply with the City's ordinances and regulations regarding Affirmative Action and Equal Employment Opportunity. '` f ,, IX. PROPOSAL REJECTION ;, The Agency reserves the_,right to ;reject any or all ,proposals submitted and is not liable for pre- contractual expenses. Pre-contractual.expenses are defined as eXpenses~incurred by the offeror in: (a) preparing the proposal in respori`se to~this RFP; (b) submittingthat proposal to the Agency; (c) negotiating with the Agency iri any manner relafed to this proposal; or (d) any other expenses incurred by offer on or prior to date of :award, if any, of the,contracf. Offeror shall not include any such expenses as part of the bid in respohse<to this RFP. X. ACCEPTANCE OF Subsequent to they-selection' `of the awarded consulting firm, the contents of the proposal shall become a contractual pbligaton if a contract ensues. Failure of a consultant to accept this obligation will result in the cancellation of the contract award. XI. CERTIFICATE OF INSURANCE Proof of insurance is not required to be submitted with your proposal but will be required prior to the Agency's award of the contract. The Agency requires liability insurance, workers' compensation, professional liability and automobile insurance. 6 3-10 Attachment 1 0 A RTH R ®L 1 > ` _~~ (,ter 'q A~ SOUTH MAIN =~ ~ T~ ~~ REDEVELOPMENT PROJECT AREA Community Redevelopment Agency ~~~:`~ City of Santa Ana, California 3-11 THIS PAGE LEFT BLANK INTENTIONALLY 3-12