Request for Proposals #001-15/16-05.25.16

Palos Verdes Peninsula Unified School District Development of a Facilities Master Plan

I. INTRODUCTION The Palos Verdes Peninsula Unified School District (“District”; “PVPUSD”) seeks to identify, through this Request for Proposals (“RFP”), an experienced school planning or design firm (“Consultant”) who can provide expertise in the development of a Facilities Master Plan (“FMP”). The District is located in Palos Verdes Estates, California. The District has sixteen (16) schools serving 11,500 students in grades K-12, two (2) preschool programs service 377 students, and one (1) adult school. II. FACILITIES MASTER PLAN GOALS

Primary goals for the FMP include:

Project long-term demographics and enrollment Identify current and future facilities utilization levels and needs, including needs

related to fire and life safety, playground safety, structural, seismic, access compliance, energy, and infrastructure issues

Develop district-wide educational specifications that will meet both the short and long term educational and facilities goals of the district

Prepare a comprehensive list of projects to meet the projected needs of enrollment in the future

Prepare a comprehensive list of projects to support and enhance the District’s educational goals

Identify the cost of the comprehensive list of projects for prioritizing Present options to meet current and future educational initiatives

Define a strategy for implementation of short and long-term facilities projects Property appraisal and evaluation Completion of the FMP by April 25, 2016.

SCOPE OF SERVICES The services to be provided by the Consultant to PVPUSD include:

Developing a FMP by refining the District’s facility needs through site inspections, analysis of existing studies, best practices in other school districts and interviews/meetings with community leaders, parents and District staff. Modify facility needs, previously identified by the District, as needed. Ensure concentrated focus in: (1) conducting in-depth assessment of our facility infrastructure including but not limited to electrical, plumbing, heating, ventilation and air conditioning, roofing, energy management, technology infrastructure, (2) energy efficiency and Prop 39 funding, (3) transformative facility and technological enhancements in support of academic learning, (4) district athletic fields and facilities, (5) external and internal landscape of the school sites and (6) providing detailed, realistic project level cost estimations.

Issuing a FMP that prioritizes District needs, and provide prioritization lists at District

and school site levels. The important component of the FMP will be an extensive community involvement process to engage District staff, parents, teachers, and the community in the identification of issues, needs, and evaluation of options, proposal and priorities. Outreach activities and meetings will occur throughout the process in order to provide key input throughout the planning process. Consultant shall propose methods (e.g. interviews, survey, town hall meeting, and focus groups) and a schedule to obtain a requisite level of community input.

Working with District staff in developing educational specifications for the District’s

21st Century Schools, including career technical education. Determining specifications which will enhance District academics in the following areas as well as any other areas determined to be relevant: Classroom and facility modernization including classroom and campus

reconfigurations related to heating, ventilation, and air conditioning, lighting, flooring, walls, sound insulation, technology, etc.

Classroom and campus design, layout, and furniture that facilitates collaborative learning.

Developing specifications to enhance the safety and security of our facilities for

students and staff.

Conducting rigorous field investigations of PVPUSD sites and facilities to report deficiencies, including but not limited to the following conditions: (a) Building codes, (b) ADA compliance, (c) Fire and life safety, (d) Building integrity, (e) Mechanical, electrical, plumbing, structural and civil engineering systems, (f) Energy efficiency

and management, and (g) Facility infrastructure in support of PVPUSD’s 21st Century Schools.

Analyze and factor in environmental sustainability.

Developing a database of District properties including location, land area, site

improvements, square footage by use, site plans showing property line and adjacent areas for all sites.

Establishing cost estimates for identified needs. Provide detailed backup support.

Identify the source of these estimates and the construction cost escalation that may be applied for projected facilities, additions, upgrades and renovations. Explore and recommend viable cost reduction opportunities.

Working with District staff in prioritizing facility needs and gaining buy-in based on

community/student needs and financial constraints.

Developing enrollment projections based on valid assumptions that are explicitly stated and justified.

Analyzing, documenting and assisting the District in pursuing all potential funding

sources available to the District for use in completing the FMP and the projects described therein. These sources should include eligibility in the State School Facilities Program, Deferred Maintenance Program and other State Programs. Services will also include assisting the District in determining potential for local funding including general obligation bonds, community facilities districts, developer fees, and local grants. Should the District pursue grants, general obligations bonds, or other such funding mechanisms, services shall include providing assistance by preparing graphic images of conceptual designs, attending and presenting at community meetings, and providing the District with other information and materials as needed to prepare for applications and/or bond elections.

III. FORM OF SUBMITTAL

Proposals submitted must be presented in the following format. Proposals that do not follow this format will not be considered.

A. General

In order for RFP’s to be considered, said RFP must be clear, concise, complete, well organized and demonstrate both respondent’s qualifications and its ability to follow instructions. The quality of answers, not length of responses or visual exhibits is what is important in the RFP. Bidders who have not attended the Pre-Proposal Conference/Site Visits (see Milestone Schedule) will have their Proposals rejected and returned unopened.

Respondents shall submit one (1) electronic word or PDF file, one (1) unbound original plus ten (10) copies of the RFP in 12-point font and, with the exception of the unbound original, all copies shall be spiral bound into books of approximately 8 ½” x 11” format, not to exceed fifty (50) pages by April 25, 2016 at 3:00 P.M. Deliver one (1) electronic copy in word or PDF format to: Email: dodell@pvpusd.net Deliver one (1) unbound and ten (10) hard copies of RFP to: Lydia Cano, Deputy Superintendent Palos Verdes Peninsula Unified School District 375 Via Almar Palos Verdes Estates, CA 90274 In order to control information disseminated regarding this RFP, organizations interested in submitting proposals are not to make personal contact with the members of the Board of Education, Site Principals and District Administration with the exception of the individual(s) listed below: Debbie Wells, Director of Purchasing Telephone (310) 750-2051 – FAX (310) 377-7490 Email: wellsd@pvpusd.net Terry Kamibayashi, Director of Maintenance & Operations Telephone (310) 750-2049 – FAX (310) 541-7353 kamibayashi@pvpusd.net Lydia Cano, Deputy Superintendent Telephone (310) 378-9966, Ext 418 – FAX (310) 375-4140 dodell@pvpusd.net

B. Submittal Letter The cover letter shall be brief (one-page maximum). Include the RFP’s title and submittal due date, the name, address, fax number and telephone number of the responding firm (or firms if there is a joint venture or association). If the firm is proposing to co-respond with another principal firm, the cover letter must specify the type of services to be provided by each firm and the proposed percentage allocated to that phase or function for the co-respondent.

C. Table of Contents

Include complete and clear listings of headings and pages to allow easy reference to key information.

D. Description of Firm This section should provide information to the District regarding the size, location, nature of work performed, years in business, and approach that will be used in meeting the needs of the District.

E. Project Team

Please list the consultant(s) in your firm that would be involved in working with district staff in the development of the FMP. Further, include any consultants from other firms that will assist you in the FMP including engineers that your firm will use in completing the report, if any. The District requires that the proposing team include the following professional disciplines: civil, landscape, structural, planning, mechanical, and electrical, as well as a demographics consultant.

F. Background of Assigned Staff

Identify all personnel (in house and consultants) and provide a brief resume including pertinent experience of personnel who will be participating in this FMP project. Provide total number of professional staff employed by the firm. Identify persons that will be principally responsible for working with the District. Indicate the role and responsibility of each individual. Proposer shall have a minimum of five (5) years experience in preparing facilities/educational master plans, educational specifications, the analysis of school operations, enrollment projections and demographic data in identifying facility needs, and conceptual design scenarios/site plans.

G. References

Identify similar master plan projects that your firm has completed for California K-12 public schools. Further, use this section of the proposal to indicate the areas of expertise you have previously provided and how the firm’s expertise will enable the district to benefit from said expertise. Include the name of the district, the size of the district, when the study was completed and the name of the person and contact information.

H. Schedule

The RFP shall include a proposed calendar and schedule for this FMP project. Using the expertise of the firm and based upon the best information available at this time, the firm shall graphically demonstrate a schedule that depicts the number of days in duration and a start and finish date by phase. The schedule shall include the phases/tasks identified in the scope of services above. Specify the number of meetings recommended for each phase.

I. Project Plan and Methodology Provide a detailed initial schedule indicating how the firm will approach this project to provide the best value to the district and create a document that will lead the district’s facilities program through the next ten years. Include the process of how the firm would solicit information from school and community groups as well as a timeline for completion of the FMP development and approval process.

J. Experience with Funding Options and Cost Estimating

The RFP shall include the background, experience and success of the individuals/consultants involved in the team regarding prioritizing projects, estimating costs and successfully exploring alternative funding and financing.

K. Financial Stability

Submit evidence of financial stability. All financial information will remain confidential and is not subject to public disclosure, if so requested.

L. Insurance

Submit a certificate of insurance or a signed letter from the respondent’s insurance company indicating the ability to provide insurance as required.

M. Litigation History

Submit information concerning involvement in litigation, arbitration, or mediation pertaining to any error and omissions claim filed by the respondent or against the respondent in the last ten (10) years.

N. Other Relevant Information At its option, other pertinent information may be included as follows;

a. Describe any current, uncompleted projects, which demonstrate the respondent’s ability to satisfy the District’s expectations for this program.

b. Demonstrate efficient staffing and timely project completion within the allocated budget.

c. Description of community involvement. d. Description of any previous involvement with the District or any other school

districts. e. Any additional information or description of resources that are pertinent for this

project.

O. Fees Understanding that fees are negotiable depending on the scope of the project agreed to by the selected firm and district, identify and include a fixed fee for this Facility Master Plan study by Task and a total fee for this FMP. Also, identify any and all additional hourly rates for each phase of the master plan as identified in the scope of services above. Describe the scope that would apply and the additional hourly fee that would be charged.

P. CONTRACTS

 In accordance with Public Contract Code section 20103.6, the Respondent, upon selection, will be required to enter into a Facilities Master Planning Services Agreement which contains the following indemnity clause:

INDEMNITY BY CONSULTANT.

To the fullest extent permitted by law, CONSULTANT agrees to indemnify and hold the DISTRICT harmless from all liability arising out of:

a. Workers’ Compensation and Employer’s Liability. Any and all claims under Workers’ Compensation acts and other employee benefit acts with respect to CONSULTANT’s employees or CONSULTANT’s subcontractor’s employees arising out of CONSULTANT’s work under this AGREEMENT; and

b. General Liability. If arising out of, pertaining to, or relating to the negligence,

recklessness, or willful misconduct of the CONSULTANT, the CONSULTANT shall indemnify and hold the DISTRICT harmless from any liability for damages for (1) death or bodily injury to person; (2) injury to, loss or theft of property; (3) any failure or alleged failure to comply with any provision of law; or (4) any other loss, damage or expense arising under either (1), (2), or (3) above, sustained by the CONSULTANT or the DISTRICT, or any person, firm or corporation employed by the CONSULTANT or the DISTRICT upon or in connection with the PROJECT, except for liability resulting from the sole or active negligence, or willful misconduct of the DISTRICT, its officers, employees, agents, or independent consultants who are directly employed by the DISTRICT. The CONSULTANT, at its own expense, cost, and risk, shall defend any and all claims, actions, suits, or other proceedings that may be brought or instituted against the DISTRICT (other than professional negligence covered by Section c below), its officers, agents, or employees, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the CONSULTANT, and shall pay or satisfy any judgment that may be rendered against the DISTRICT, its officers, agents, or employees, in any action, suit or other proceedings as a result thereof; and

c. Professional Liability. If arising out of, pertaining to, or relating to the

negligence, recklessness, or willful misconduct of the CONSULTANT, the CONSULTANT shall indemnify and hold the DISTRICT harmless from any loss, injury to, death of persons, or damage to property caused by any act, neglect, default, or omission of the CONSULTANT, or any person, firm, or corporation

employed by the CONSULTANT, either directly or by independent contract, including all damages due to loss or theft, sustained by any person, firm, or corporation, including the DISTRICT, arising out of, or in any way connected with, the PROJECT, including injury or damage either on or off DISTRICT property; but not for any loss, injury, death, or damages caused by sole or active negligence, or willful misconduct of the DISTRICT. With regard to the CONSULTANT’s obligation to indemnify for acts of professional negligence, such obligation does not include the obligation to provide defense counsel or to pay for the defense of actions or proceedings brought against the DISTRICT, but rather to reimburse the DISTRICT for attorneys’ fees and costs incurred by the DISTRICT in defending such actions or proceedings brought against the DISTRICT that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the CONSULTANT.

MILESTONE SCHEDULE Description Date RFP Issue Date March 18, 2016 Two (2) Week Advertisement March `18 – 25, 2016 Mandatory Site Walks (2-3 days) March 30 - April 1, 2016 RFP Due Date (no later than 3:00 p.m.) April 25, 2016 District Screening of Proposals April 26 – 29, 2016 Notification of Top-rated Proposers for Interviews May 2, 2016 Anticipated Interview Date and Selection of Firm TBD Negotiate Contract TBD Board of Education Contract Approval May 25, 2016 Contract Execution May 26, 2016 Begin Contract Service Period June 1, 2016 FMP Draft Report to District Contact November 3, 2016 FMP Final Report Presentation for Approval by the Board November 16, 2016

IV. RIGHTS OF SELECTION AND ASSIGNMENT

The District reserves the right to: In its sole discretion, not select a Consultant pursuant to this RFP; Request additional

information from any proposer prior to its selection of Consultant; Select the Consultant that, in the District’s judgment, will best meet the District’s needs

(fees are an important factor, but will not be the sole factor in making the appointment); Consider information about any Consultant from other sources in addition to the

information submitted by the firm; and Negotiate the scope, schedule and cost of any proposal submitted, and enter into a

contract based on a revised proposal. VII. QUESTIONS AND COMMENTS Any questions related to this RFP should be directed to:

Lydia Cano Deputy Superintendent

Palos Verdes Peninsula Unified School District 375 Via Almar

Palos Verdes Estates, California 90274 (310) 378-9966, Ext. 418

VIII. ATTACHMENTS District Locations Map

LIST OF DISTRICT LOCATIONS 1 16 District Offices / Malaga Cove Cornerstone Elementary School 375 Via Almar 6069 Groveoak Place Palos Verdes Estates, CA 90274 Rancho Palos Verdes, CA 90275 21 4 Maintenance & Facilities (Warehouse) Dapplegray Elementary School 38 Crest Road West 3011 Palos Verdes Dr. North Rolling Hills, CA 90275 Rolling Hills Estates, CA 90274 18 10 Palos Verdes Peninsula High School Lunada Bay Elementary School 27118 Silver Spur Road 520 Paseo Lunado Rolling Hills, CA 90275 Palos Verdes Estates, CA 90274 11 7 Palos Verdes High School Mira Catalina Elementary School 600 Cloyden Road 30511 Lucania Drive Palos Verdes Estates, CA 90274 Rancho Palos Verdes, CA 90275 22 15 Rancho Del Mar High School Montemalaga Elementary School 38 Crest Road West 1121 Via Nogales Rolling Hills, CA 90275 Palos Verdes Estates, CA 90274 5 9 Miraleste Intermediate School Point Vicente Elementary School 29323 Palos Verdes Dr. East 30540 Rue de la Pierre Rancho Palos Verdes, CA 90275 Rancho Palos Verdes, CA 90275 13 3 Palos Verdes Intermediate School Rancho Vista Elementary School 2161 Via Olivera 4323 Palos Verdes Dr. North Palos Verdes Estates, CA 90274 Rolling Hills Estates, CA 90274 20 17 Ridgecrest Intermediate School Silver Spur Elementary School 28915 Northbay Road 5500 Ironwood Street Rancho Palos Verdes, CA 90275 Rancho Palos Verdes, CA 90275 6 19 Miraleste Early Learning Academy (MELA) Soleado Elementary School 6245 Via Canada 27800 Longhill Drive Rancho Palos Verdes, CA 90275 Rancho Palos Verdes, CA 90275 2 14 Valmonte Early Learning Academy (VELA) Vista Grande Elementary School 3801 Via La Selva 7032 Purpleridge Drive Palos Verdes Estates, CA 90274 Rancho Palos Verdes, CA 90275 12 8 Campo Verde Portugese Bend Corner of PV Dr. W. & Via Coronel Corner of Forrestal Dr. & Pirate Dr.

PALOS VERDES PENINSULA UNIFED SCHOOL DISTRICT

MAP

PALOS VERDES PENINSULA UNIFED SCHOOL DISTRICT MAP

1. District Offices / Malaga Cove        12.  Campo Verde  

2. Valmonte Early Learning Academy (VELA)    13.  Palos Verdes Intermediate 3. Rancho Vista Elementary        14.  Vista Grande Elementary 4. Dapplegray Elementary          15.  Montemalaga Elementary 5. Miraleste Intermediate          16.  Cornerstone Elementary 6. Miraleste Early Learning Academy (MELA)    17.  Silver Spur Elementary 7. Mira Catalina Elementary        18.  Palos Verdes Peninsula High School 8. Portugese Bend           19.  Soleado Elementary 9. Point Vicente Elementary        20.  Ridgecrest Intermediate  10. Lunada Bay Elementary         21.  District Warehouse / Facilities 11. Palos Verdes High School 22. Rancho Del Mar High School