RFP for Professional Svcs. for Design/Build Tenant Imp.

REQUEST FOR PROPOSALS
(RFP)
Professional Services for
BRIDGING DOCUMENTS AND OWNER'S REPRESENTATIVE
SERVICES
DESIGN-BUILD TENANT IMPROVEMENT PROJECT FOR 140
MARINE VIEW AVE., SOLANA BEACH CA
Contract No. J-2600
Santa Fe Irrigation District
5920 Linea del Cielo
Rancho Santa Fe, CA 92067
Issue Date: August 18, 2026
Proposals Due Before 2:00 PM on September 18, 2026

REQUEST FOR PROPOSALS
FOR
PROFESSIONAL SERVICES
FOR
BRIDGING DOCUMENTS AND OWNER'S REPRESENTATIVE SERVICES FOR
DESIGN/BUILD TENANT IMPROVEMENTS
1. INTRODUCTION
The Santa Fe Irrigation District ("District" or "SFID") invites qualified firms to submit proposals
to provide Owner's Representative ("OR") services for tenant improvements at 140 Marine View,
Solana Beach, California. The building consists of approximately 16,000 square feet of office
space; however, District anticipates it will only utilize approximately 10,000 for its own
administrative/customer service functions. Remaining space is anticipated to be leased to another
future tenant with minimal improvements to the future tenant space.
This Request for Proposal (RFP) describes the scope of services, minimum qualifications,
submittal requirements and evaluation process. The District seeks to retain a qualified OR to act
as the District's advocate and primary point of coordination throughout design, permitting,
procurement, construction, and closeout, protecting the District's interests with respect to budget,
schedule, quality, and contractual compliance.
The District intends to select the firm whose qualifications, experience, project approach, and
demonstrated ability provide the best and highest value to the District.
1.1. E-Notification Information
Notifications regarding amendments or other information regarding this RFP will be automatically
distributed via firms who sign up through SFID's website at Notify Me * Santa Fe Irrigation
District, CA * CivicEngage (sfidwater.org) for the Request for Proposal for Bridging Documents
and Owner's Representative Services for Design/Build Tenant Improvements, at no cost. A
link to the RFP can be found on the SFID website at www.sfidwater.org and selecting
"Bids/Projects" at the top of the page. Select "Listing of Capital Improvements Projects" and the
Request for Proposal for Bridging Documents and Owner's Representative Services for
Design/Build Tenant Improvements. Please note that each consultant will be required to
acknowledge receipt of Addenda in the proposal.

1.2. Due Date and Delivery
Electronic proposal shall be marked "Request for Proposals for the "Request for Proposal for
Bridging Documents and Owner's Representative Services for Design/Build Tenant
Improvements" must be received via email to mpotter@sfidwater.org on or before:
Time: 2:00 p.m.
Date: Friday, September 18th, 2026
Proposals received after this time will not be accepted. Faxed proposals will not be accepted.
1.3. Questions Concerning Proposals
Requests for interpretation, clarification and/or explanation regarding any aspect of this RFP must
be received in writing, via email, by SFID no later than 12:00 P.M., Pacific Standard Time (PST),
Monday, September 14, 2026. Questions must be sent to the attention of Marissa Potter, Director
of Engineering Services, via e-mail to mpotter@sfidwater.org. Questions submitted via e-mail
shall contain the following title in the Subject line: Request for Proposal for Bridging
Documents and Owner's Representative Services for Design/Build Tenant Improvements -
RFP Question.
Questions will not be accepted by telephone. Any questions received after this date may not
receive a response. Written responses to questions will be sent to all Proposers.
1.4. Pre-Proposal Meeting
A non-mandatory pre-proposal meeting will be held on Thursday, September 10th, 2026, at 10:00
am at 140 Marine View Ave, Solana Beach, CA 92075 . Proposers are encouraged to attend. Due
to scheduling, individual site visits following the pre-proposal meeting may not be accommodated.
2. PROCUREMENT AUTHORITY
This solicitation is issued pursuant to the California Public Contract Code, Government Code
provisions governing the procurement of architectural and engineering professional services, and
all other applicable federal, state, and local laws governing the procurement of professional
consulting services by California special districts.
Nothing in this RFP obligates the District to award a contract or to reimburse any proposer for
proposal preparation costs.
3. PROJECT DESCRIPTION
The District has purchased 140 Marine View, Solana Beach, CA for the purpose of relocating its
administrative function from its current location. The District intends to construct tenant

improvements to accommodate administrative offices, customer services counter, training center
and Board room for public meetings. The project generally includes new offices and workstations,
Board room, conference room, HVAC and electrical modifications, low voltage/IT infrastructure,
site security upgrades, backup power supply and necessary ADA improvements (if any).
140 Marine View was last renovated in 2014. Tenant improvement plans are included for reference
as Attachment A. The District purchased the building including all furniture, fixtures and
equipment (FF&E). It is the District's intent to utilize all existing equipment and maintain the
current general aesthetic as possible.
The estimated construction budget range for the tenant improvement work is anticipated to be
between $2-$3M, exclusive of Owner's Representative fees, permitting, and furniture/equipment.
The District anticipates delivering the Project using a design-build method. The District intends
to take full occupancy of the new location late Summer/early Fall of 2027.
4. SCOPE OF SERVICES
The selected Owner's Representative shall provide the following services, at a minimum. Because
the Project will be delivered design-build, a single Design-Builder will hold both the design and
construction contract; the Owner's Representative's role is to protect the District's interests
independently of the Design-Builder throughout procurement, design validation, GMP
negotiation, construction, and closeout.
4.1 Pre-Procurement / Owner's Project Requirements
* Confirm space programming, staff/user requirements.
* Review existing conditions reports, surveys, and as-built drawings.
* Assist in developing the project budget and preliminary project schedule, including an
appropriate design-build contingency strategy.
* Assist the District in developing the Owner's Project Requirements (OPR) and bridging
documents or performance-based criteria (e.g., a criteria architect's basis-of-design package)
sufficient to define the District's design intent, quality standards, and performance
expectations for solicitation of Design-Build proposals.
* Advise the District on whether to engage criteria/bridging architect independent of the
Design-Builder and assist with that procurement, if applicable.
4.2 Design-Builder Procurement
* Assist the District in developing the RFQ/RFP for the Design-Builder consistent with
applicable public contracting requirements for design-build procurement (e.g., best-value or
qualifications-based short-listing, followed by technical and price proposals, prevailing wage,
DIR registration, if applicable).

* Coordinate the procurement process, including pre-proposal conferences, addenda,
shortlisting, interviews, and technical/price evaluation of Design-Build proposals.
* Assist the District in evaluating proposed Guaranteed Maximum Price (GMP) or lump-sum
proposals, including reasonableness of the Design-Builder's basis of design, allowances,
exclusions, and contingency.
* Provide a recommendation of award to the District with supporting analysis.
4.3 Design Validation and GMP Development
* Represent the District in design workshops and progress design reviews with the Design-
Builder; verify that the evolving design remains consistent with the OPR, bridging documents,
budget, and schedule.
* Coordinate and facilitate District review and comment at each design milestone the Design-
Builder produces (e.g., design development, 100%/construction-level documents), flagging
any deviation from the District's approved basis of design.
* Independently evaluate the Design-Builder's proposed GMP (or GMP updates as design is
finalized) for reasonableness and advise the District prior to GMP acceptance.
* Monitor the Design-Builder's compliance with contracted scope, fee, and schedule; review
Design-Builder invoices for accuracy prior to District payment.
* Coordinate permitting strategy and monitor plan check / entitlement progress with the
applicable jurisdiction, recognizing that the Design-Builder typically holds primary
responsibility for permitting under this delivery method.
* Identify and elevate budget, schedule, scope, or design-quality risks to the District with
recommended mitigations, including any conflicts between the Design-Builder's cost-driven
design decisions and the District's performance requirements.
4.4 Construction Phase
* Serve as the District's primary point of contact and coordination with the Design-Builder and
any District-retained criteria architect or independent testing/special inspection consultants.
* Attend and, where appropriate, facilitate weekly Owner-Design-Builder progress meetings;
prepare or review meeting minutes.
* Monitor construction progress against the GMP schedule; flag delays and recommend
recovery actions.
* Review and track RFIs, field design changes, and change order/GMP modification requests;
provide independent evaluation of cost and schedule impacts and a recommendation to the
District prior to District approval, since the Design-Builder's self-performed design creates an
inherent incentive to minimize design effort - a risk the Owner's Representative should
specifically monitor.

* Review Design-Builder pay applications for consistency with work completed and the
accepted schedule of values prior to District payment.
* Monitor quality control and coordinate District-retained independent inspections and testing
(special inspections, commissioning, etc.) separate from the Design-Builder's own quality
control program.
* Maintain and provide the District with regular (at minimum monthly) written project status
reports covering budget (including GMP contingency drawdown), schedule, and key issues.
4.5 Closeout
* Coordinate substantial completion inspection and punch list preparation and verification,
independent of the Design-Builder's self-certification of completion.
* Coordinate collection of close-out documents from the Design-Builder: as-builts, O&M
manuals, warranties (design and construction), commissioning reports, and lien releases.
* Coordinate move-in logistics and furniture, fixtures and equipment (FF&E) installation with
District staff.
* Support the District through final acceptance, retention release, resolution of any GMP
reconciliation/shared-savings provisions, and final Board reporting, as needed.
4.6 General / Administrative
* Maintain a project budget tracking log reflecting approved budget, committed costs, pending
changes, and remaining contingency.
* Maintain a master project schedule and update the District on critical path items.
* Prepare materials and, if requested, attend and present at Board or committee meetings.
* Comply with all applicable public agency procurement, public records, and open meeting
requirements.
5. MINIMUM QUALIFICATIONS
Proposers must demonstrate, at a minimum:
1. A minimum of [5] years of experience providing owner's representative, project management,
or construction management services for commercial or institutional tenant improvement
projects.
2. Experience with public agency clients and familiarity with public contracting requirements
(e.g., competitive procurement, prevailing wage compliance) is strongly preferred.
3. Assigned key personnel with direct, hands-on experience managing projects of comparable
scope and complexity to this Project.

4. No unresolved conflicts of interest with respect to the Project, the District, or anticipated
design/construction consultants.
5. Ability to carry insurance coverage as described in this proposal, if applicable, to be added as
an additional insured or provide a payment/performance bond as required by the final
agreement.
6. PROPOSAL CONTENTS
Proposals shall include:
A. Cover Letter
Include:
* Firm name
* Address
* Contact information
* Authorized representative
* Statement of commitment
B. Firm Qualifications
Include:
* Firm history
* Areas of expertise
* Organizational chart
* Office locations
* Available resources
C. Relevant Experience
Provide descriptions of at least five comparable projects including:
* Owner
* Project size
* Construction value
* Delivery method
* Services provided

* Project schedule
* Client references
D. Project Team
Identify:
* Principal-in-charge
* Project manager
* Lead architect
* Technical specialists
* Owner's representative staff
* Subconsultants
Include resumes.
E. Project Approach
Describe:
* Understanding of project objectives
* Bridging document methodology
* Quality assurance procedures
* Communication plan
* Risk management approach
* Schedule management
* Cost control methodology
F. Project Schedule
Provide a proposed schedule for:
* Bridging documents
* Procurement support
* Design review
* Construction support
* Closeout

G. Fee Proposal
Provide:
* Hourly rates
* Cost proposal
* Reimbursable expenses
* Optional services
* Fee assumptions
7. EVALUATION CRITERIA
Proposals will be evaluated by the District based on the following weighted criteria. The District
reserves the right to request interviews, or additional information from one or more proposers
before final selection.
Evaluation Criterion Weight Points
Firm and key personnel qualifications, relevant
experience with public agency tenant improvement / 30% 30
office build-out projects
Understanding of project scope, approach, and proposed
20% 20
work plan
Relevant experience of proposed Owner's Representative
20% 20
/ project manager assigned to this engagement
References and past performance on comparable projects 15% 15
Fee proposal and value (not scored on lowest cost alone) 15% 15
TOTAL 100% 100
Note: Consistent with standard public agency practice for professional services procurements, cost
is one factor among several and is not the sole determinant of award. The Agency intends to select
the proposal that provides the best overall value to the Agency.

8. ANTICIPATED PROCUREMENT SCHEDULE
Milestone Date
Release of RFP Thursday, August 20, 2026
Pre-Proposal Meeting (non-mandatory): Thursday, September 10, 2026 @ 10am
Question Deadline Monday, September 14, 2026
Proposal Due Date: Friday, September 18, 2026
Proposer Interviews (if required) Wednesday, September 23, 2026
Recommend Contract Award to Board of
Thursday, October 15, 2026
Directors
9.0 CONFLICT OF INTEREST
Proposers must disclose any existing or potential conflict of interest, including any financial,
contractual, or business relationship with the District, its Board members, staff, or any firm
reasonably anticipated to pursue selection as the Design-Builder for the Project. Because the
Owner's Representative is intended to serve as an independent check on the Design-Builder's
design and cost decisions, firms that are affiliated with, or intend to team with, a prospective
Design-Builder on this Project will be disqualified from providing Owner's Representative
services to avoid a conflict of interest. Proposer must submit a disclaimer statement disclosing
financial interest, ownership, or remuneration of any type which may be required on the Project.
This disclaimer must be included in the Proposal Letter required in Section 6.
10.0 ACKNOWLEDGEMENT OF CONTRACT AGREEMENT
The Consultant shall enter into a contract with the SFID by signing the SFID's Professional
Consulting Services Agreement. A sample copy of the Agreement is attached in Attachment B.
The proposed consultant shall certify that it takes no exception(s) to this RFP including but not
limited to the SFID Standard Professional Services Contract, presented in Attachment B. If the
proposed consultant does take exception(s) to any portion of the RFP, the specific portion of the
RFP to which exception(s) is taken shall be identified and explained.