department of public works robinson park recreation center renovation – revised selection process...

Department of Public Works

Robinson Park Recreation Center Renovation – Revised Selection

Process for Design Services

November 4, 2013


2

Background

• September 16, 2013>Recommended City Council authorize design

contract with Gonzalez Goodale Architects RFP process reviewed at February 20 & June

25 Steering Committee & May 7 Human Services/ Recreation & Parks Commission meetings

17 proposals reviewed by staff panel representing 3 departments

4 top firms, including 2 Pasadena firms, interviewed by 4 staff & 1 Steering Committee member


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Background

• September 16 >City Council direction – modify RFP selection

process to include greater community participation

• September 24 Steering Committee meeting>Steering Committee discussion & public input >By October 3 – Committee members

independently review RFP Evaluation & Criteria Interview Criteria Other RFP language


4

Background

• October 22 Steering Committee meeting>Reviewed revised RFP based on Committee input>Majority of Committee agreed with changes to RFP>Committee voted 7 – 2 to keep community

engagement & outreach component within RFP Central leadership provides greatest

accountability Cannot be gap between outreach & design

personnel since design team must synthesize input received & express in building design

>By November 4 - Committee members provide suggested RFP language to staff

>Staff has incorporated these changes into final RFP


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RFP Selection Process - Revised

• Issue revised RFP to 17 firms that submitted proposals for project>Proposers may modify original proposals

including substituting sub-consultants & augmenting teams

>December 3 – submission deadline• Selection Committee

>3 City staff & 3 Steering Committee members 1 designated alternate from staff &

Committee>November 13 – Selection Committee will be

invited to attend mandatory pre-proposal conference


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Proposal Evaluation Criteria - Revised

Proposal Evaluation Criteria

Initial Weigh

t

Revised

Weight

Emphasis

Qualification based on overall professional & practical

experience

10 15 General experience

Specific experience in design & construction of community

centers

35 20 General experience

Specific experience of firm & key personnel in community

engagement process

5 15 Community engagement

• 3 revisions emphasize >Community engagement & outreach >General experience


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Interview Evaluation Criteria - Revised

• 1 new criteria & reallocation of points emphasize community engagement & outreach

Proposal Evaluation Criteria

Initial Weigh

t

Revised

Weight

Emphasis

Understanding of technical issues for design &

construction

12.5 10 Reallocation

Design approach 12.5 10 Reallocation

Project approach 12.5 10 Reallocation

Key issues & project goals 12.5 10 Reallocation

New – Panel questions regarding community

concerns

--- 10 Community engagement


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RFP Language - Revisions

• Numerous revisions emphasizing >Community engagement & outreach>Local hire>General experience>Steering Committee involvement


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• Community engagement & outreach revisions

RFP Section Revision Description

7 Adds goals for community engagement & outreach including participation, collaboration, consensus &

action

9A Publish meeting notices in Pasadena Journal & La Opinion

2 weeks prior to meeting dates

9A & 10A Submit final Community Engagement & Outreach Plan within 30 calendar days of Notice to Proceed

14F Proposal must include information about how proposer will attain community engagement & outreach goals

outlining task approach for first 30, 60 & 90 days


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• Local hire revisions


9A Requires 2 Local Subcontracting & Local Hiring community meetings with Purchasing Division staff during Construction Documents & Bidding phases

16 Must submit list of potential local hires & local hire plan for prime consultant & sub-consultants should

Proposer be awarded contract


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• General experience & Steering Committee involvement revisions


12A Architect must have successfully completed 2 public projects of comparable complexity with recreational use of minimum 10,000 SF in CA within last 10 years

(previously 8 years)

12A Architect must have successfully completed 2 community engagement processes of similar size & scope in CA within last 10 years (previously 8 years)

13A Establishes Selection Committee consisting of 3 staff &

3 Steering Committee members


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Recommendation

• Concur with staff on revised selection process for professional design services as recommended by Robinson Park Recreation Center Renovation Project Steering Committee as outlined in report & presentation