Marin County Juvenile Hall HVAC Systems Replacement

Agency:	Marin County
State:	California
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Feb 12, 2024
Due:	Mar 14, 2024
Publication URL:	To access bid details, please log in.

Category:	Professional Services
Location:	Juvenile Hall Facility 16 Jeannette Prandi Way San Rafael, CA 94903
Issue Date:	February 8, 2024
Project Description:	The purpose of this project is to address the need for the replacement of HVAC Units systems at the Marin County Juvenile Hall facility located at 16 Jeanette Prandi Way in San Rafael CA. The existing HVAC systems in the residential East and West wings, as well as those serving the Kitchen, have surpassed their life expectancy and are in urgent need of replacement.
Project Information:	Request for Proposal / Solicitation [PDF]
Submission Due By:	03/14/24 5:00 PM
Contact:	Paul Swallow
Delivery Address:	Submit paper proposals to Attn: Paul Swallow Capital Division 3501 Civic Center Drive, Suite 304 San Rafael, CA 94903

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DPW Project No. CAP 41C2401

REQUEST FOR PROPOSALS

For

MARIN COUNTY JUVENILE HALL HVAC SYSTEMS

REPLACEMENT

At the

Marin County, Juvenile Hall Facility

16 Jeanette Prandi Way, San Rafael CA

Issued February 9, 2024

Proposals Due:

Thursday, March 14, 2024

4:00 PM or Before

Contact:

Paul Swallow

Capital Planning & Project Manager

Marin County Department of Public Works

3501 Civic Center Drive, Room 304

San Rafael, CA 94903

(415) 473-2716

paul.swallow@marincounty.gov

I. Introduction/Background

Marin County Juvenile Hall HVAC Systems Replacement

Project 41C2401

The County of Marin is seeking to obtain the services of a qualified design firm to perform an

assessment, design, and Construction Design Support services for the Replacement of multiple

HVAC units [DH1][PS2]at the Juvenile Hall Facility.

The purpose of this project is to address the need for the replacement of HVAC Units systems at

the Marin County Juvenile Hall facility located at 16 Jeanette Prandi Way in San Rafael CA. The

existing HVAC systems in the residential East and West wings, as well as those serving the

Kitchen, have surpassed their life expectancy and are in urgent need of replacement.

This Request for Proposal is intended to provide a standard basis from which to evaluate

alternatives for the HVAC project by proposing the most appropriate and cost-effective Design. The

proposed Design must take into consideration all aspects of efficient HVAC functionality and

efficiency.

The project will include design/engineering drawings and specifications for the removal and

disposal of the existing units, any structural modifications required to support the placement of the

new units, reusing existing duct systems, balancing, and commissioning of each system. It is

anticipated this will also include removal and replacement of the roof structures on the East and

West wings to allow for access to the existing units and place the new units. The affected areas

include the Kitchen, Administration Offices, Classroom, Common area, North, East, South and

West Wings.

The successful Proposer must be prepared to start work immediately upon contract award.

II. Scope of Work

Design Assessment Services:

1. Attend on-site project assessment meeting. A minimum of One (1) should be

anticipated.

2. Review all available background materials, including photos, plans, reports, which have

cited and/or indicate documentation in the possession of the County regarding the

Juvenile Hall Facility.

3. Conduct field reconnaissance, survey, and inspect all existing conditions, which shall

include, but is not limited to Demolition and Replacement of HVAC units and associated

components.

4. Based on site observations and measurements, along with information contained on

original drawings, a preliminary partial plan shall be prepared.

5. Provide a “Recommendations Report,” listing the findings of the assessment,

inspection, and recommendations for replacement existing HVAC components, as well

as structural and aesthetic components.

Deliverables:

• Preliminary Partial Plan in 24x36 (D+) drawing size.

• Provide Recommendations Report electronic copy in Adobe Acrobat PDF and

AutoCAD.dwg format.

Page 1 of 9

Preliminary Design Services

Marin County Juvenile Hall HVAC Systems Replacement

Project 41C2401

1. Attend design review meeting. A minimum of One (1) should be anticipated.

2. Meet with County staff to review preliminary plan and establish what

systems/components would best meet the needs of the building while providing a cost-

effective replacement.

3. Provide preliminary schedule and ROM construction cost.

4. Any structural calculations/services required will be provided by and are the sole

responsibility of the design consultant.

Deliverables:

• Provide County a summary of preliminary plan meeting.

• Preliminary schedule.

• ROM Budget estimate.

Final Design Services

(will be considered completed upon close of bid period[IC3][PS4])

1. Attend design review meeting. A minimum of Two (2) should be anticipated.

2. Provide design development drawings and specifications that includes all required

disciplines at 70% and 100% for County review.

3. Include all County revisions and plan review comments into final drawings and

specifications.

4. Prepare final schedule and ROM estimates for all hard and soft project costs.

5. Complete final mechanical/plumbing/electrical/structural plans and specifications for the

entire project.

6. Coordinate and implement all services as required for a complete and biddable project.

Including but not limited to mechanical, plumbing, fire, electrical, carpentry, and general

build systems.

7. If needed, coordinate with County hired environmental Hygienist to include

environmental specifications into final set. (where required)

8. Perform Title 24 Energy Calculations. (where required)

Deliverables:

• Final cost estimate.

• Final plans in 24x36 (D+) drawing size as an electronic copy in Adobe Acrobat PDF

AutoCAD.dwg format.

• Incorporate County of Marin Division 0 and/or Division 1 Technical Specifications.

• Final specifications in MS Word 2000 or newer.

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Bid Support Services

Marin County Juvenile Hall HVAC Systems Replacement

Project 41C2401

1. Attend One (1) pre-bid site visit.

2. Answer pre-bid questions, clarify plans and specifications as needed.

3. Prepare all addenda as necessary; provide timely responses.

Design Support Services[IC5][PS6]

(will be considered completed upon close of project)

1. Attend one (1) on-site pre-construction meeting with contractor and construction

management firm, to review each work item, and construction quality control of the work.

2. The county plans to use the services of a construction management firm, collaborate and

assist construction management firm in the review and verifying of compliance of project

to design intent.

3. Review and address all Submittals, Requests for Information (RFI’s) and Change Order

Requests for the construction process.

4. Participate in Eight (8) site visits to observe installation progress and design adherence.

5. Provide a brief written report after each visit.

6. Provide recommendations on payment applications and change orders.

7. Participate in one (1) site walk after the installation has been completed.

8. Prepare a punch list/document listing non-conforming work that the contractor must

complete before final payment.

9. Participate in One (1) site visit to confirm punch list items have been completed, prior to

issuance of final payment.

10. Project closeout package review.

Deliverables:

• Site visit reports in MS Word v. 2000 (or newer) or Adobe Acrobat PDF.

• Punchlist in MS Word v. 2000 (or newer) or Adobe Acrobat PDF.

• Provide a final set of record design drawings. The design drawings shall be based upon

record drawings (redlines) received from the installation contractor, in Adobe Acrobat

PDF AutoCAD.dwg format.

• Review close-out documentation from the contractor, such as operation and

maintenance (O&M) manuals and as-built drawings.

• Prepare close-out letter to inform all parties of project completion.

III. MANDATORY Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held at the Juvenile Hall, located at 16 Jeanette Prandi

Way, San Rafael CA, on February 29, 2024, at 10:00 a.m. The purpose of the meeting is to

review and clarify project requirements.

Page 3 of 9

Marin County Juvenile Hall HVAC Systems Replacement

Project 41C2401

MANDATORY Background Check:

All attendees are required to be cleared prior to entering the Juvenile Hall facility, for the Pre-

Bid site visit. A clear image of the driver’s license of each attending individual must be

submitted by email to paul.aswallow@marincounty.gov on February 23, 2024 for

clearance processing. Failure to do so will exclude un-cleared attendees from entering the

facility.

IV. Qualifications

The consultant must possess a broad level of experience, as it relates to HVAC System

replacement, and for public sector clients. All firms receiving this request for proposal have

already demonstrated that they meet the following qualifying criteria:

• A professional firm whose sole source of income is derived from the professional services

they offer to the clients they represent.

• A professional firm without any affiliation with contractors, suppliers, manufacturers, or any

interest that could be construed as a conflict of interest to the proposed project.

• A professional firm that has experience delivering projects of similar scope and size. The

consultant should demonstrate successful and verifiable experience in providing such

services for similar public-sector HVAC projects and for public sector clients as described in

the Scope of Work section; and

• A firm that shall assign a project team possessing exceptional problem solving, interpersonal,

and communication skills.

V. Proposal Content and Format

This section covers the general and background information each firm is to provide when submitting

their proposal.

All information contained in the RFP response should be concise and responsive to the content of

this request. Less pages are better and please do not include complete firms project portfolio. All

information requested should be provided within a MAXIMUM of Fifteen (15) PAGES, not including

insurance certificates and fee proposal.

Submittals should be made by hard copy, printed on 8 ½ x 11” paper, utilizing both sides of the paper

where practical. Proposals should be stapled, not bound. Please provide three (3) copies of Section

1 documents, and one (1) copy of Section 2 and Section 3 documents. In addition, provide all

documents in electronic format on a CD or USB flash drive.

The proposal should be organized in the following format and must contain, at a minimum, all listed

items in the sequence indicated below. Within each section of the response, address the

requirements in the order in which they appear below:

Section 1: Proposal Cover Letter and References (3 copies)

Each proposal received must include a letter of submittal including the following:

• Identify the submitting firm; including the company name, business address, including

headquarters and all local offices and telephone numbers.

• Identify the name, title, telephone numbers, and e-mail address of the person or persons

authorized by the organization to contractually obligate the organization and to be contacted

for clarification of the proposal response.

• Identify the firm names of all proposed sub-consultants to be included on the project team,

and their intended roll.

• Statement of Understanding: Provide a statement demonstrating the proposer’s overall

understanding of the scope of services to be provided under this contract. Include general

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Marin County Juvenile Hall HVAC Systems Replacement

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