request for statement of qualifications and proposal (rfq ... · of 2015, with an additional 17,000...

SONOMA COUNTY JUNIOR COLLEGE DISTRICT

Districtwide Master Planning

&

Facilities Condition Assessment

Request for Statement of Qualifications and Proposal (RFQ/RFP)

Proposal #16-014

Issued By:

Sonoma County Junior College District

1501 Mendocino Avenue

Santa Rosa, CA 95401

Statement of Qualifications & Proposal Due Date:

Wednesday October 21, 2015, 2:00pm PST

SCJCD Master Planning & Facilities Condition Assessment

BACKGROUND INFORMATION

The Sonoma County Junior College District (“SCJCD,” the “District” or the “College”) is among the largest and fastest

growing community college districts in California. The District is a comprehensive, fully accredited two-year college

offering academic transfer programs, associate degree and workforce programs, certificates, community education and

corporate training. In 2013 and 2014, SCJCD was designated as one of the “Great Colleges to Work For” by the

Chronicle of Higher Education.

The District is comprised of the Santa Rosa Junior College campus and the Southwest Center in Santa Rosa, the Petaluma

Campus in Petaluma, the Shone Farm in Healdsburg, and the Public Safety Training Center in Windsor; all of which are

located within Sonoma County. Approximately 19,000 credit students are enrolled in credit classes for the fall semester

of 2015, with an additional 17,000 enrolled in community education.

The District is a publicly supported, two-year community college that provides students with the tools necessary to gain

employment in the 21st century work environment, transfer to four year institutions, gain additional training and

certifications in Career Technical Education, and offers programs in ESL and basic skills. The College is a designated

Hispanic Serving Institution (“HSI”) and engages a diverse community of individuals, businesses and institutions within

the County. The District provides quality education opportunities for the successful development of knowledge, skills

and attitudes for a rapidly changing world at a reasonable price.

In 2014 the District completed and adopted a strategic plan which formed the basis for the Educational Plan, also

completed in 2014. One of the seven strategic goals was to improve the facilities and technology and to that end, the

District was successful in passing a locally funded capital improvement bond in November 2014. The first step in

implementing the bond program is for the District is to hire a Districtwide Facilities Master Planner to provide services

as described in this Request for Qualifications and Proposal (RFQ/P).

To learn more about the District, visit our website at http://www.santarosa.edu/

ARTICLE 1 – RFQ/P OVERVIEW and STATEMENT OF QUALIFICATIONS NOTIFICATION

The Sonoma County Junior College District (the District) invites submission of a “Statement of Qualification and a

Proposal” (SOQ/P) from qualified firms interested in providing Architectural, Engineering and related services to

develop a data-driven and visionary Facilities Master Plan for the District, summarized as follows:

1. A comprehensive facilities condition assessment (building and building systems) for each of the District sites;

2. A review and analysis of demographic trends within the county and academic programs of the District (including

a review of the Strategic and Educational Master Plans) in order to coordinate the facilities master plan with the

District’s annual “5 year capital outlay plan” submitted to the State;

3. Architectural and Landscape plans, identifying building and landscape plaza locations, circulation paths and

other visual “nodes,” and the development of a building program for each of the District’s buildings at each of

the District’s sites; and

4. “Districtwide Standards,” including the development and/or coordination of standards for buildings, landscape,

maintenance and operations, signage and wayfinding, ADA and universal access, and IT and Media Services

(classroom media, including A/V) and Sustainability.

These services are described in greater detail in this RFQ/P.

ARTICLE 2 – SCHEDULE, EVALUATION AND SELECTION PROCESS

SCHEDULE

Listed below are the dates and times by which stated actions must be taken or completed. If SCJCD determines, in its

sole discretion, that it is necessary to change any of the dates and times, SCJCD will issue a written Addendum to this

RFQ. All listed times are Pacific Standard Time.

http://www.santarosa.edu/


DATE / TIME ACTION

Friday, September 25, 2015

Friday, October 2, 2015 Legal advertisements for the RFQ/P

Monday, October 5, 2015, 2pm. Pre-Proposal Conference on the Santa Rosa campus, Bertolini Hall, Room

4643

Wednesday, October 14, 2015, 2:00pm

PST

Final day for Respondents to submit written questions to the District

regarding the RFQ/P.

Friday, October 16, 2015, 2:00pm PST

Final addenda (if any), responding to written questions emailed to

Respondents, this information will also be posted in the purchasing

webpage at: http://purchasing.santarosa.edu/current-solicitations

Wednesday, October 21, 2:00pm PST Deadline for Statement of Qualification and Proposals submission to

District Purchasing Office

Tuesday, October 27, 2015 (morning) OR

Wednesday, October 28, 2015 (afternoon) Interviews of shortlisted Respondents, location and time TBD

Friday, October 30, 2015 Final interview and selection, location and time TBD

Tuesday, November 10, 2015 Board Approval – Intent to award and notice to proceed

INSTRUCTIONS TO RESPONDENTS

Responses for RFQ #16-014, Districtwide Master Planning & Facilities Condition Assessment for the Sonoma County

Junior College District will be submitted by 2:00pm on Wednesday, October 21, 2015, addressed to SRJC – Purchasing

Department, 1501 Mendocino Avenue, Bailey Hall, Room 1318, Santa Rosa, CA 95401. Vendors will submit one (1)

original marked “original,” two (2) bound copies, and an electronic copy of the full proposal on a flash drive identifying

the company name. Late submittals will not be accepted and will be returned to the submitter unopened. Refer to the

section entitled “Vendor Proposal Information” for more specific instructions regarding the requirements of the response.

The submitted SOQ/P becomes the property of the District and the proposal will remain firm for 60 days or until the

Board approves the contract and the contract is signed by both parties. Respondents are responsible for all costs

associated with the preparation of the SOQ and time and material associated with required interviews. District staff will

review the SOQ/Ps and will determine which of those are best suited to work for the District. Firms deemed qualified

will be interviewed by a “shared governance” selection committee and finalists will be interviewed a second time by a

select group of staff and administrators. A recommendation will be made to the Board of Trustees for the award of a

contract to the team deemed best suited to complete the work in a manner that suits the best interests of the District.

The firm will submit a SOQ/P following the guidelines established in this document. The proposal portion of the SOQ/P

(i.e.: the Fee) will be submitted in a separate, sealed envelope.

INTERPRETATION OR CORRECTIONS

The District is not liable for the interpretation of the material contained in this document, or other errors or omissions

made by the Respondent in preparation of the SOQ/P. Addendums to this RFQ/P will be made in writing by the District’s

Purchasing Department and any person, firm or corporation submitting a SOQ/P is expected to have read and understood

all terms, conditions and requirements as set forth in the RFQ/P. Respondent agrees to conform in general to the terms

of the RFQ; the details of which will be set forth in a signed agreement mutually acceptable to and executed by the

District and the Respondent.

All written inquiries, clarifications and requests for changes or additional information must be received by the District

as stated in the schedule contained in this document. The District’s Purchasing Office will issue a response to all

questions by means of the addendum process. Requests and questions should be submitted in writing to:

Laura Rivera ([email protected]) Director of Purchasing; with a copy to

Leigh Sata, Director of Capital Projects ([email protected]); and

Tony Ichsan, Dean of Facilities ([email protected]).

http://purchasing.santarosa.edu/current-solicitations

mailto:[email protected]




In the written request, the Respondent must identify him/herself and provide the page number, section, and paragraph of

the issue in question. The Respondent may also recommend specific written changes to the specified condition(s) or

requirement(s), though the District retains the right to interpret and incorporate any changes to the document. Verbal

questions and responses are not binding.

From the date of issuance until a signed contract is executed, the Respondent must not discuss the RFQ/P with any

employee or representative of the District unless expressly requested to do so by the District in writing. Violation of this

restriction may result in a rejection of the Respondent’s SOQ/P. The written addendum process is the only binding

communication vehicle for this RFQ/P.

EVALUATION CRITERIA AND SELECTION PROCESS

All RFQ/Ps will first be evaluated by members of a technical evaluation committee. The technical evaluation committee

will consist of individuals who have experience with facilities planning, maintenance and operations. Up to five (5) teams

deemed most qualified to execute work will be invited to interview with the District’s selection committee. The selection

committee will consist of members representing various stakeholder groups in the College. The Selection committee will

recommend a short list of those deemed most qualified for a second and final interview. Dates for both interviews are

listed in the schedule and vendors are advised to hold those dates in the calendar. Specific instructions for the interviews

will be distributed to the selected teams; but be advised that the District will limit the size of team participating in the

interview and expects only those directly working on the project to participate. Non-working principals and business

development professionals will be excluded.

The most qualified vendors will be measured by their response to the following:

1. Experience of the firm and proposed staff with projects of similar size and scope (including outstanding

credentials working with community college educational program planning, long range planning and master

planning);

2. Experience in the preparation of data-driven and a visionary facilities master plan for educational institutions,

with an emphasis on community colleges;

3. Experience in the development of District Standards;

4. Experience with the California Community College capital outlay process;

5. Expertise and experience with sustainable development and the creation of sustainability standards;

6. Experience with the development of Universal Access and ADA assessments and standards;

7. Experience working in a shared governance environment;

8. Experience developing a communications plan to keep the general public, internal constituents and other

interested parties informed;

9. Methodology used to complete the Facilities Master Plan and assessments;

10. Quality of the work plan and the ability to meet the milestone schedule, in a shared governance environment.

THE DISTRICT RESERVES THE RIGHT TO:

1. Reject any and/or all SOQ/Ps, should the District believe that none meet the best interests of the District.

2. Accept portions of the SOQ/P, should the District deem that the SOQ/P in whole does not meet the needs of the

District, but that a portion of the SOQ/P meets the best interests of the District.

3. Revise the RFQ/P by issuance of an addenda (one or more) in the event it becomes necessary to clarify or otherwise

modify the scope of the RFQ/P. Addenda will be provided to those that received the RFQ/P.

4. Cancel or re-issue the RFQ/P in whole or in part.

5. Negotiate terms and conditions with the respondent(s). Furthermore, the District may negotiate directly with any

sub-consultant deemed qualified to perform a specific portion of the work if a fair price cannot be reached with the

prime respondent.

6. Request additional references from the prime responder or any sub-consultant when deemed necessary to confirm

the qualifications, role or suitability of the responding team and/or staff.

7. Request additional information from the respondent(s) and contact additional resources beyond those listed in the

proposal.


ARTICLE 3 – PURPOSE AND SCOPE OF WORK

It is the District’s intent to contract with a single professional service provider who will perform the requested scope of

work. The successful Facilities Master Planner will be the contract holder and will be expected to coordinate the work

of their internal team, other District consultants and outside agencies, as necessary. The District reserves the right to

“assign” a separately selected vendor to the team when the District believes that it is in the best in interest of the District

to do so.

The selected Facilities Master Planner will be supported by the “2030 Plan Steering Committee,” the District’s advisory

committee consisting of representatives from the various constituents on campus. Additional ad hoc committees will be

formed as necessary to support the team.

The scope of work includes:

1. COMPREHENSIVE FACILITIES CONDITION ASSESSMENT

Under the direction of the District,

A. Provide a review of each of the existing buildings on each of the District’s teaching sites,

and provide a written narrative of:

a. Structural systems assessment;

b. Mechanical systems assessment;

c. Electrical systems assessment;

d. Plumbing systems assessment;

e. A/V and IT wiring/infrastructure assessment.

f. Roof assessment

B. Identify areas or systems that may result in operational cost savings, with an emphasis on those areas that may

lead to a short term return on investment. Coordinate this work with the District on such opportunities as energy

efficiency, renewable energy etc. that ultimately reduce the District’s GHG emission and carbon footprint.

C. Provide budget-level pricing required to mitigate issues identified in the assessment report including building

replacement or modernization costs, and infrastructure repair and replacement costs.

D. Coordinate the work with the District’s 5 year State capital outlay plan and assist in the development of a long

term replacement plan for buildings and/or equipment, based on their remaining useful life.

E. Provide a traffic flow and parking assessments, including a review of parking availability at peak times and during

“steady state,” and make recommendations on whether additional parking is needed.

2. DEMOGRAPHIC TRENDS AND CURRENT SPACE UTILIZATION


A. Review the District’s Strategic, Educational and Facilities Education Plans and confirm that the documentation

is adequate to form the basis for the Facilities Master Plan. Provide specific linkages, if necessary.

B. Develop and master plan that:

a. Ties to the Strategic and Educational Master Plans.

b. Reflects trends in the Sonoma County demographic data provided by the District’s Office of

Institutional Research and Planning (OIRP);

c. Reflects space utilization rates provided by the District with growth in areas identified in the data;

d. Ties to the pre-election project list, considers unfinished projects in Measure A, considers replacement

and modernization of projects of highest need based on the building assessments, and reflects projected

growth and program trends. Respondents are not responsible for generating the data.

C. Review the State’s Fusion database and confirm that the database accurately expresses the amount of space

utilized by the District. Coordinate work with the District’s Capital Outlay consultant. Include the following:

a. Analyze programmatic trends and existing space utilization;

b. Validate instructional programs at current locations;

c. Develop forecasts of educational programs and relate those trends to Districtwide facility requirements;

d. Provide a classroom capacity and furniture layout, for up to six (6) classrooms provided by the District.


D. Review the District’s 5 year State capital outlay plan and identify opportunities to leverage State funding

wherever possible. Coordinate the work with the District’s Capital Outlay consultant.

3. MASTER PLANNING SERVICES (ARCHITECTURAL AND LANDSCAPE)


A. Create a long-term facilities master plan that represents the long term needs of the District, including:

a. Identify buildings for replacement, modernization, demolition (including consideration of the total cost

of ownership) and identify potential swing space;

b. Identify sites for new construction;

c. Create building programs that are coordinated with the District’s 5 year State capital outlay plan,

d. Assist in the improvement of the campus landscape by identifying areas for outdoor teaching, quads and

courtyards, bicycle parking, clarify and strengthen circulation patterns within the campus and suggest

ideas to improve traffic safety;

e. Work with the District to reduce the use of potable water for irrigation.

f. Provide and coordinate site signage and wayfinding for pedestrian, bicycle and vehicular traffic on

campus;

g. Provide and coordinate a universal access and ADA transition plan;

h. Coordinate the District’s FFE program, provided by others.

i. Develop a comprehensive implementation and sequencing plan for Measure H projects, including but

not limited to modernization and construction of infrastructure, modernization, new structures, Prop 39

energy projects, maintenance projects, parking and circulation improvements and swing space.

B. The plan should identify development opportunities on all properties owned by the District, considering traffic

and pedestrian flow, parking and future building sites; and identify opportunities to encourage alternative modes

of transportation for commuting to campus.

C. Identify potential property acquisitions, as appropriate.

4. DISTRICTWIDE STANDARDS and OTHER SCOPE:

Under the direction of the District, provide the following:

A. Design Standards: Review and update the District’s design standards, including the preparation of a document

summarizing space standards for offices, instructional areas, administrative spaces and other areas as requested.

a. Review and update the District’s construction standards and master specifications.

b. Provide a “Style Guide” for future projects at each teaching site, to include material and finishes, color,

height and proportion, and other features as necessary

c. Develop Landscape standards for exterior furniture and fixtures, planting, irrigation and other exterior

guidelines as necessary for the success of the program.

B. Cost Estimating/Scheduling: Develop a plan for the renovation of existing buildings, including a master

schedule and cost estimates.

C. Cost Estimating/Scheduling: Develop a plan for implementation of new construction, including timelines and

cost estimates.

D. Sustainability Standards: Establish building standards from design through operations for new and modernized

buildings. Provide proposal for best practices (such as carbon neutral design, Xeriscape and other environmental

practices). Review and coordinate with the District’s existing “Greenprint” document.

E. Utilities and Sustainability: Evaluate the sufficiency of utilities supporting each campus... Provide

recommendations for improvements that will accommodate future growth, with a goal of reducing energy use

at each campus. Provide a budget for these improvements and work with the District to evaluate a cost-benefit

analysis of the proposed improvements.

F. IT and Instructional Media: Review and comment on the District’s existing IT and Media Services plan and

provide an updated version that incorporates best practices for Community Colleges.

G. ADA and Universal Access: Prepare a comprehensive master plan to mitigate and improve the campus in order

to meet and exceed existing access guidelines.

H. Traffic Study: Provide a traffic assessment at peak periods and at normal periods and provide a recommendation

for the flow of traffic on campus and whether additional parking is needed. Provide budget level information

on the cost and location of a new garage.


I. Health and Safety Plan: Work with the District and make recommendations for the improvement of health and

safety at each District site to meet regulatory compliance and District Policy.

J. Signage and Graphics:

a. Provide wayfinding and signage assessments for each campus with recommendations for improvements

for exterior and interior environments;

b. Provide an assessment and improvement plan for the District’s building naming and room numbering

protocol.

ARTICLE 4 – FACILITIES MASTER PLANNING MILESTONE SCHEDULE

Tuesday, November 10, 2015 Board Approval – Intent to award and notice to proceed

Friday, November 13, 2015 2030 Plan Steering Committee Meeting – Kick off and introduction of the

team to the District subcommittees. Present a work plan and schedule.

November 13 – December 11, 2015 Evaluation, Assessment and subcommittee meetings as appropriate

December 11, 2015

2030 Steering Committee – End of Year meeting. Report out on

subcommittee work and assessments, set calendar and goals for the coming

year.

January 2016 Kick off activity for coming year. Continue with subcommittee work.

February 2016 By consensus, identify a first project that may start right away.

March – May 2016 Continued work by 2030 Plan Steering Committee and subcommittees

June 2016 Draft Facilities Master Plan for presentation to Board of Trustees

July – September 2016 Develop implementation and spending plan

ARTICLE 5 – PROPOSAL INSTRUCTIONS

Responses to this RFQ/P should contain the following information in the order stipulated – this will assist the District

in reviewing the SOQs. Please provide two bound copies, one unbound “master copy” (for reproduction), and one

electronic copy (PDF) on a USB thumb drive. Responses are limited to thirty (30) pages, with printing allowed on

both sides of the page (suggested number of pages shown). Dividers between sections (without printing), a cover sheet

and back page will not count against the page limit. The SOQ should contain:

A. Cover Letter and Executive Summary on lead Firm’s letterhead (2 pages):

Provide an overview of the proposal and describe the general approach and methodology the firm will use to

complete the scope of work. Include a summary of services provided and an overview of the firm and team’s

experience. Also include a specific acknowledgement of each addendum, if applicable; and acknowledge that

the team is willing to sign the District’s professional service contract, attached to this document as Exhibit 1.

B. Introduction (2 pages):

Describe the design philosophy and expertise of the firm, describe the overall composition of the team and

describe how the team will work together to achieve a successful outcome. Highlight unique qualifications or

a unique approach that your firm and consultants may employ, demonstrating a particular expertise in the area

of facilities planning.

C. Qualifications of the submitting firm, sub-consultants and individual participants (12 pages total):


Provide an organizational diagram showing the composition of the entire team and the relationship of each

sub-consultant to the lead firm, and the role of each of the participating firms. For each of the firms:

1. Identify the Principal in Charge, Lead Designer, Project Manager and other team members as

appropriate and identify the main point of contact for the project;

2. Identify the company’s principal location of business and additional office locations, if applicable.

3. Identify the legal organization of each firm (LLP, S-Corp etc.), and describe the age of the firm, the

types of services provided, and the proportion of work that is related to educational planning and

design.

4. Provide a list of similar projects executed within the last 5 years and the role of the company in the

work listed. List the names of project team members participating in this SOQ and their roles in the

projects listed. A matrix summarizing the work and key players working on the project is acceptable.

If the work listed was undertaken with a previous employer, specifically state so, and describe the role

in the project.

5. Additional resume information on each team member may be provided as an appendix. Appendix

pages will not count against the 30 page limit.

6. Disclose any legal issues with the clients listed, both resolved and pending.

D. Approach and Methodology (8 pages total):

Describe specific techniques that the firm employs to achieve a data-driven, visionary master plan, which

establish priorities and set expectations with District Faculty, Students and Staff, and with the general public,

working in a shared governance environment. Provide:

1. A description of your approach to communication and describe how your team will reach out and

follow up with the various constituencies participating in the process;

2. A description of the process used to review and evaluate the Educational Master Plan, and how the

firm will work evaluate the District’s 5 year Capital outlay plan, in order to leverage local funds with

State funds.

3. A description of the process used to gain, evaluate and incorporate data generated by the District’s

Institutional Planning and Research Office to support the various projects, project types and locations.

4. A description of the firm’s approach to creating District Standards and describe how the team will

work together to create a comprehensive document, incorporating Sustainability, Accessibility, FFE,

Signage and Wayfinding.

E. Project Work Plan and Schedule (4 pages total):

Provide a work plan and schedule with enough information for the District to ascertain whether a data driven

master plan can be provided within the timeframe stipulated in the “Facilities Master Planning Milestone

Schedule.”

1. Provide an approach to organizing the 2030 Plan Steering Committee

2. Provide an approach to organizing the various ad hoc support committees.

F. References (2 pages):

Provide a minimum of three client references for similar work which is completed or in process within the last

five (5) years. For each reference, include:

1. Institution and client contact, title and contract information (email and phone)

2. Your firm’s role and whether the project is complete or ongoing

3. Relevance to this RFQ/P (brief description of work)

G. Appendix (pages do not count towards 30 page limit):

1. Samples of work

2. Additional resumes, if necessary.

ARTICLE 6 – ADDITIONAL CONSULTANT AND DISTRICT RESPONSIBILITIES

A. Administrative Standards by Consultant:

The Consultant will provide administration and technical direction in the management of the Project and will

be guided by the highest professional, technical and ethical standards. The Consultant will respond in a timely

manner to any reasonable request of the District in order to successfully complete the Project. If additional


services are required for completion of the work, the request must be made in writing before the work is

executed. If there is a disagreement about the scope of services, the Consultant will complete the work in a

timely manner and the contractual dispute resolution process will be followed.

B. Professional Management by Consultants:

The Consultant will provide a staff of capable employees who are experienced and qualified in the assigned

work and the Consultant’s personnel policies will be in compliance with applicable State and Federal laws.

Employees of the consultant must be respectful of the educational environment in which they will be working

and Consultants will be expected to coordinate their work with the District’s Director of Capital Projects (DCP)

in order to minimize disruption to Faculty, Staff and Students.

C. Regulatory Requirements for Consultants:

The Consultant’s recommendations will comply with Local, State, Federal and other regulatory agencies.

Should non-compliant code conditions be identified during the performance of the Consultant’s responsibilities,

the Consultant must inform the District in a timely manner.

D. Administrative Direction provided by the District:

The District has assigned the DCP to act as the single point of contact for all activities under the Measure H

bond.

E. The District will provide the following:

a. At the request of the Consultant, access to documentation that may benefit the planning effort, including,

but not limited to, demographic data, facility documentation, institutional planning documentation,

Measure A master planning information and Educational Master Plans.

b. Scheduling assistance with large group meetings and workshops.

c. Access to facilities during normal office hours.

END OF DOCUMENT


PROPOSAL FORM

(To be placed in separate, sealed envelope)

Facilities Master Planning and Facilities Condition Assessment

RFQ #16-014

By submitting this proposal vendor agrees to comply with the requirements as set forth in the RFQ/P Documents.

Cost Proposal: $ ________________________________ (inclusive of all services requested)

Describe services included in above:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

If not self-performing the work, list all sub-consultants, their work scope and price:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Proposal submitted by:

Company Name: _____________________________________________________________

Address: ___________________________________________________________________

City/State/Zip Code: __________________________________________________________

Company Representative Name: _________________________________________________

(This person is considered main point of contact for correspondence related to the RFQ/P)

Direct Phone Number of Representative: __________________________________________

Email of Representative: _______________________________________________________

Signature and Date: ___________________________________________________________

END OF DOCUMENT


SONOMA COUNTY JUNIOR COLLEGE DISTRICT

GENERAL TERMS AND CONDITIONS

1. CONFLICT OF INTEREST

District employees are prohibited from participating in the selection process when they have a financial or

business relationship with any private entity seeking to enter into a contract with the District. The District

requires compliance with all laws regarding political contributions, conflicts of interest or unlawful activities.

Vendor represents that it presently has no interest which would conflict in any manner or degree with the

performance of services contemplated by this Agreement, and Vendor further represents that, during the

performance of this Agreement, no such conflict of interest shall exist.

2. ACCEPTANCE PERIOD

Bidder agrees to a minimum of 60 calendar-day acceptance period from the date of public opening.

3. ACCEPTANCE OR REJECTION OF PROPOSALS

The District reserves the right to reject any and all proposals, or any or all items of any proposal.

4. PROPOSAL FORM REQUIREMENTS

All forms must be typed or written in ink; proposals must not be written in pencil. Mistakes may be crossed out

and correction inserted adjacent; but the correction should be initialed in ink by the person signing the proposal.

No corrections can be made after the time for submitting the proposals.

5. DISQUALIFICATION OF PROPOSERS

Bidders may be disqualified and rejection of Proposals may be recommended by the Purchasing Department

for (but not limited to) the following causes: Failure to use the forms furnished by DISTRICT, lack of

signature by an authorized representative on the Bid Response Form evidence of collusion among Bidders,

unauthorized alteration of forms, failure to submit requested documents, and failure to furnish proof of receipt

of any addendum pertaining to a particular project,. The DISTRICT reserves the right to waive any minor

informality or irregularity in a bid, or to reject all bids.

6. AWARD OF CONTRACT

This is a “best value” selection for professional services. The basis of award will be determined by the

District’s perception of “best value” and the ability of the vendor to meet the requirements of this RFQ/P and

additional addenda.

7. FEDERAL OR STATE REGULATIONS

The Vendor’s proposal and any contract entered into are subject to all applicable statutes of the United States or

of the State of California and all applicable regulations and orders of the federal and State governments now in

effect or which shall be in effect during the period of such contract.

8. NON-DISCRIMINATION

The Vendor shall not discriminate against any employee or applicant for employment because of sex, race, creed,

color, national origin, religion, age or non-job related handicap or disability. Failure to comply with these

provisions shall be considered cause for termination.

9. TERM OF CONTRACT

Any contract resulting from this proposal shall be in accordance with these conditions.

10. DEFAULT OF CONTRACT

In case of default of contract by Vendor, DISTRICT may procure the articles or services from other sources

and hold the Vendor responsible for any excess cost to the District.

11. GOVERNING LAW

All contracts resulting from award of this solicitation shall be governed by and construed in accordance with the


laws of California. No action involving this contract may be brought except in the Superior Court of the Sonoma

County, California, and no other place.

12. INDEMNIFICATION

Vendor shall indemnify and hold harmless to the full extent permitted by law, DISTRICT and its Board of

Trustees, officers, agents, employees and volunteers from and against any and all liability, loss, damage,

claims, expenses and costs in connection with any claim arising from the performance of the contract or the

work described in the contract, excepting cases involving the sole negligence or the willful misconduct of the

DISTRICT.

13. WARRANY OF TITLE

Vendor warrants that full and clear title to all work, materials and equipment shall pass and transfer to the District

free from any claims, liens or encumbrances when the District has accepted in writing such work, materials and

equipment. Vendor further warrants that no materials or equipment have been sold to the District under the

Contract that are subject to an agreement by which an interest therein or an encumbrance thereon is retained by

a supplier or anyone else. Risk of loss to all materials and/or equipment remains with the Vendor until such time

as the District has accepted the materials or equipment in writing.

14. MASTER PROVISIONS

a. Any material, item, or piece of equipment mentioned, listed or indicated without definition of quality, shall

be consistent with the quality of adjacent or related materials, items, or pieces of equipment on the Project

and in accordance with best practices.

b. Any method of installation, finish, or workmanship of an operation called for, without definition of standard

of workmanship, shall be followed or performed and finished in accordance with best practices and

consistent with adjacent or related installations on the Project.

c. Any necessary material, item, piece of equipment or operation not called for but reasonably implied as

necessary for proper completion of the work shall be furnished, installed or performed and finished; and

shall be consistent with adjacent or related materials, items, or pieces of equipment on the Project, and in

accordance with best practices.

d. Names or numbered products are to be used according to the manufacturers' directions or recommendations

unless otherwise specified.

15. MATERIALS

a. Unless explicitly stated otherwise, all specified equipment and material comprising the work of this

Contract, as being provided or furnished or installed, shall imply the inclusion of all components, hardware

and accessories, required for complete installation and satisfactory operation as intended by the

manufacturer. Wherever the method of installation of any material is not explicitly specified, the installation

shall be as recommended by manufacturer.

b. Wherever in the Contract Documents it is provided that the Vendor shall furnish materials or equipment for

which no detailed specifications are set forth, such materials or equipment shall be new and of the best grade

for the purpose for which they will be used when incorporated in the work.

c. None of the materials to be provided furnished or installed on this Project shall contain asbestos or any other

"hazardous substance" as that term is defined by federal or state law.

16. INSPECTION


a. All materials, equipment and workmanship used in the work of the Project shall be subject to inspection or

testing at all times and locations during construction and/or manufacture. The District's authorized

representatives shall have access to the work for the above purposes at all reasonable times and locations.

Any material or work found to be unsatisfactory or not according to the Contract Documents shall be

replaced with the correct material or work and the defective items promptly removed, all at the Vendor's

expense, when directed to do so by any of the above-named persons having authority over the work. The

cost of review time and analysis by the District consultants necessitated by incomplete or defective work

by the Vendor shall be charged to the Vendor.

b. Inspection and testing by the District or its representatives shall not relieve the Vendor from complying with

the requirements of the Contract Documents. The Vendor is responsible for its own quality control.

c. Whenever required by the District, the Vendor shall furnish all tools, labor and materials necessary to make

an examination of work in place by uncovering the same. Should such work be found unsatisfactory, the

cost of examination and reconstruction shall be paid by the Vendor. Should such work be found satisfactory,

the cost of examination and reconstruction of the work shall be paid by Change Order unless the Vendor

improperly covered the work before it could be inspected or tested.

17. LICENSES

Vendor and its agents shall possess and maintain in good standing a California Architectural and/or Engineering

license and any other applicable licenses related to the work performed.

18. CONTRACT REPRESENTATIVE

The Director of Capital Projects (DCP) with the assistance of the Purchasing Director for the District, will

address day-to-day issues and specific procedural and contractual matters. Vendors are expected to designate

and maintain comparable representatives with authority to carry out their duties.

19. ASSIGNMENT

The vendor shall not assign the contract in whole or in part without the express written consent of the DCP nor

shall the Vendor have the right to authorize or permit the use of DISTRICT facilities by third parties without the

express written consent of the DISTRICT.

20. TERMINATION

The contract or any portion of the contract may be canceled for convenience by the District by giving thirty (30)

days written notice to the vendor. In that event, the District shall pay Vendor for all services satisfactorily

rendered up to the date of termination.

21. APPROPRIATION OF FUNDS

Notwithstanding the provisions, terms and conditions of this solicitation, in the event any recognized funding

authority fails to appropriate sufficient funds to the DISTRICT to enable obligations to be fulfilled under the

award of contract, the DISTRICT will notify the Vendor by giving sixty (60) days written notice. The DISTRICT

will reimburse the Vendor for all services satisfactorily rendered through the end of the sixty (60) day notification

period.

22. FREIGHT TERMS

All shipments shall be made on an “FOB Destination” basis unless other arrangements are made prior to

shipment and authorized in writing by the Purchasing Department.

23. PREVAILING WAGES

Vendor shall comply with applicable prevailing wages requirements as required by state and federal law.


24. PAYMENT TERMS

The DISTRICT’s payment terms are 30 days from acceptance of the related invoice, unless otherwise stated.

Early payment discounts may be accepted at the discretion of the Director of Purchasing and arranged prior to

shipment of goods or the delivery of services.

25. BID PROTESTS

Any bid protest must be in writing and received by the District Office before 5:00 p.m. no later than three (3)

working days following bid opening and shall comply with the following requirements:

a. The bid protest must contain a complete statement of the basis for the protest and all supporting

documentation.

b. The party filing the protest must have actually submitted a bid for the Project. A Subcontractor of a

bidder submitting a bid for the Project may not submit a bid protest. A bidder may not rely on the bid

protest submitted by another bidder, but must timely pursue its own protest.

c. The protest must refer to the specific portion or portions of the Contract Documents upon which the

protest is based.

d. The protest must include the name, address and telephone number of the person representing the

protesting bidder.

e. The bidder filing the protest must concurrently transmit a copy of the bid protest and all supporting

documentation to all other bidders with a direct financial interest which may be affected by the outcome

of the protest, including all other bidders who appear to have a reasonable prospect of receiving an award

depending upon the outcome of the protest.

f. The bidder whose bid has been protested may submit a written response to the bid protest. Such response

shall be submitted to the District before 5 p.m. no later than two (2) working days after the deadline for

submission of the bid protest or receipt of the bid protest, whichever is sooner, and shall include all

supporting documentation. Such response shall also be transmitted concurrently to the protesting bidder

and to all other bidders who appear to have a reasonable prospect of receiving an award depending upon

the outcome of the protest.

g. The procedure and time limits set forth in this section are mandatory and are the bidder’s sole and

exclusive remedy in the event of bid protest. The bidder’s failure to comply with these procedures shall

constitute a waiver of any right to further pursue the bid protest, including filing a Government Code

claim or legal proceedings.

h. If the District determines that a protest is frivolous, the protesting bidder may be determined to be non-

responsible and that bidder may be determined to be ineligible for future contract awards by the District.

i. A “working day” for purposes of this section means a weekday during which the District’s office is

open and conducting business.

26. DEBARMENT/SUSPENSION STATUS

By signing the proposal form vendor certifies that it is not suspended, debarred or ineligible from entering into

contracts with the Executive Branch of the Federal Government, or in receipt of a notice of proposed

debarment from any state agency or local public body. Vendor agrees to provide immediate notice to

DISTRICT in the event of being suspended, debarred or declared ineligible by any state or federal department

or agency, or upon receipt of a notice of proposed debarment during the Term of the bid award.


27. EMPLOYMENT LAW

Contracts awarded as a result of this solicitation require compliance with federal, state and local laws in

regards to employee eligibility to work in the United States. Failure to comply may result in termination of the

contract.

28. PCI SECURITY COMPLIANCE

Applicable vendors must comply with the Payment Card Industry Data Security Standard (PCI DSS). The PCI

Data Security Standard requirements apply to all payment card network members, merchants and service

providers that store, process or transmit cardholder data. The requirements apply to all methods of credit card

processing; the most comprehensive and demanding of which apply to e-commerce websites, and retail POS

systems that process credit cards over the Internet. PCI official website at:

https://www.pcisecuritystandards.org

29. INDEPENDENT CONTRACTOR

Vendor employees and/or subcontractors shall not be treated or considered as employees of DISTRICT, it

being the intention of the parties that Vendor shall be and remain an independent contractor, and that nothing

contained in this solicitation and resulting contracts shall be construed inconsistent with that status. Vendor

covenants and agrees to save and hold harmless DISTRICT from and against any and all damages, claims,

costs or expenses whatsoever, due to the existence of any applicable labor/employment codes, ordinances, and

of any and all claims, costs and expenses in connection therewith under any claim or subrogation provided by

said applicable codes, ordinances or otherwise.

30. SUSTAINABILITY

The Sonoma County Junior College District is committed to minimizing the impact of procured goods and

services on the local environment by supporting sustainable economic and social and environmental practices.

It is important that Bidders show this commitment as well by offering sustainable goods and services

whenever available. The DISTRICT may request reports related to sustainability on all goods and services

provided under a bid. All electrical and electronic equipment shall comply with energy star ratings.

31. PUBLIC RECORDS

The Sonoma County Junior College District is subject to the provisions of the California Public Records Act

contained in Government Code sections 6250-6270. Documents received by the college are subject to release

in compliance with the above statutes.

32. COMPLIANCE WITH AMERICAN DISABLITIES ACT

All e-learning and information technology developed, purchased, upgraded or renewed by or for

the use of Sonoma County Junior College District shall comply with all applicable District

policies, Federal and State laws and regulations including but not limited to Section 508, Subpart B,

Subsection 1194.22, Guidelines A-P of the rehabilitation Act of 1973 as revised in 1998, World

Wide Web Consortium (W3C), Web Content Accessibility Guidelines 1.0.and all other regulations

promulgated under Title II of The Americans with Disabilities Act which are applicable to all benefits,

services, programs, and activities provided by or on behalf of the District.

END OF DOCUMENT

https://www.pcisecuritystandards.org/


EXHIBIT 1

AGREEMENT FOR ARCHITECTURAL PLANNING SERVICES

This Agreement (“Agreement”) is made this ____ day of ________, 2015, by and between the Sonoma County Junior

College District (“District”) and __________________________________, a duly qualified architect in the area of

facility master planning for California community colleges (“Consultant”).

District and Consultant hereby agree as follows:

1. Scope of Services:

Consultant agrees to provide services to District as set forth in Attachment A.

2. Contract Documents:

The contract documents consist of the Agreement for Consulting Services, the following General Provisions,

any attachments, and completed insurance forms.

3. Compensation:

As full compensation for all services contemplated by this Agreement, Consultant shall be recompensed as set

forth in Attachment B.

4. Term of Agreement:

The term of this Contract shall be from November 8, 2015 to September 30, 2015 inclusive, subject to the

provisions of Section 11 of the General Provisions.

In witness whereof, the parties hereto have executed this Agreement on the day and year first written above.

District: Consultant:

s/________________________ s/_________________________

_________________________ ___________________________

Name/Title Name/Title

___________________________

Architect License No.


GENERAL PROVISIONS

1. Consultant’s Warranty: District has relied upon the professional ability and training of Consultant as a material

inducement to enter into this Agreement. Consultant hereby warrants that all its work will be performed in accordance

with generally accepted professional practices and standards as well as the requirements of applicable federal, state and

local laws, it being understood that acceptance of Consultant’s work by District shall not operate as a waiver or release.

2. Status of Consultant: The parties intend that Consultant, in performing the services herein specified, shall act

as an independent consultant and shall have control of the work and the manner in which it is performed. Consultant is

not to be considered an agent or employee of District and is not entitled to participate in any pension plans, insurance,

bonus or similar benefits District provides its employees.

3. Conflict of Interest: Consultant represents that it presently has no interest which would conflict in any manner

or degree with the performance of services contemplated by this Agreement, and Consultant further represents that,

during the performance of this Agreement, no such conflict of interest shall exist. If Consultant participates in the

planning, development, or negotiation of a contract or other matter for the District, Consultant may not subsequently

acquire a financial interest in that contract in violation of Government Code section 1090.

4. Extra (Changed) Work: The parties expressly recognize that District and college personnel are without

authorization to either order extra (and/or changed) work or waive contract requirements. Failure of the Consultant to

secure proper authorization for extra work shall constitute a waiver of any and all right to adjustment in the contract

price or contract time due to such unauthorized extra work and the Consultant thereafter shall be entitled to no

compensation whatsoever for the performance of such work.

5. Nondiscrimination: Consultant shall comply with all applicable federal, state and local laws, rules and

regulations in regard to nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex,

marital status, age, medical condition, handicap or other prohibited basis. All nondiscrimination rules or regulations

required by law to be included in this Agreement are incorporated by this reference.

6. Transfer of Rights: Consultant assigns to District all rights throughout the work in perpetuity in the nature of

copyright, trademark, patent, right to ideas, in and to all versions of the plans and specifications now or later prepared

by Consultant in connection with the project, if any. Consultant agrees to take such actions as are necessary to protect

the rights assigned to District in this Agreement, and to refrain from taking any action which would impair those rights.

Consultant’s responsibilities under this contract include, but are not limited to, placing proper notice of copyright on all

versions of the plans and specifications as Consultant may direct, and refraining from disclosing any versions of the

plans and specifications to any third party without first obtaining written permission of District.

7. Ownership of Work Product: District shall be the owner of and shall be entitled to immediate possession of

accurate reproducible copies of any design computations, plans, correspondence or other pertinent data and information

gathered or computed by Consultant prior to termination of this Agreement by District or upon completion of the work

pursuant to this Agreement.

8. Indemnification:

(a) Consultant shall indemnify, defend with counsel acceptable to District, and hold harmless to the full extent

permitted by law, District and its Board of Trustees, officers, agents, employees and volunteers from and against

any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorney fees and

costs and fees of litigation) (collectively, “Liability”) of every nature arising out of or in connection with

Consultant’s performance of the project or its failure to comply with any of its obligations contained in these

contract documents, except such Liability cause by the active negligence, sole negligence or willful misconduct

of the District. This indemnification obligation is not limited in any way by any limitation on the amount or type

of damages or compensation payable to or for Consultant or its agents under workers' compensation acts,

disability benefit acts, or other employee benefit acts.


(b) Consultant shall be liable to District for any loss or damage to District property arising from or in connection

with Consultant's performance hereunder.

9. Insurance: With respect to the performance of work under this Agreement, Consultant shall maintain and shall

require all of its subcontractors, if any, to maintain insurance as indicated below:

(a) Required: Worker's compensation insurance with statutory limits as required by the Labor Code or the State of

California. The policy shall be endorsed with the following specific language: “This policy shall not be canceled

or materially changed without first giving thirty (30) days prior written notice to the District.”

(b) Required: Commercial or Comprehensive General Liability insurance covering bodily injury and property

damage using an occurrence policy form, in an amount no less than $1,000,000 per occurrence, $2,000,000

aggregate. Such insurance shall include, but not be limited to: premises and operations liability, independent

consultant’s liability, and personal injury liability.

(c) Required: Automobile liability insurance covering bodily injury and property damage in an amount no less than

$1,000,000 combined single limit for each occurrence. Such insurance shall include coverage for owned, hired,

and nonowned vehicles.

(d) Each such comprehensive or commercial general liability and automobile liability insurance policy shall be

endorsed with the following specific language:

(1) District, its officers and employees, is named as additional insured for all liability arising out of

the operations by or on behalf of the named insured in the performance of this Agreement.

(2) The inclusion of more than one insured shall not operate to impair the rights of one insured

against another insured, and the coverage afforded shall apply as though separate policies had been

issued to each insured, but the inclusion of more than one insured shall not operate to increase the limits

of the company's liability.

(3) The insurance provided herein is primary coverage to District with respect to any insurance or

self-insurance programs maintained by District and no insurance held or owned by District shall be

called upon to contribute to a loss.

(4) This policy shall not be canceled or materially changed without first giving thirty (30) days prior

written notice to District.

(e) Required: Professional Liability (Errors and Omissions) Insurance for all activities of the Consultant arising out

of or in connection with this Agreement is an amount no less than $1,000,000 combined single limit for each

occurrence endorsed with the following specific language: “This policy shall not be canceled or materially

changed without first giving thirty (30) days prior written notice to District.”

(f) Documentation: The following documentation shall be submitted to the District:

(1) Properly executed certificates of insurance clearly evidencing all coverages, limits, and

endorsements required above. The certificates shall be submitted prior to commencement of services

under this Agreement.

(2) Signed copies of the specified endorsements for each policy. Said endorsement copies shall be

submitted within thirty (30) days of execution of this Agreement.

(3) Upon District’s written request, certified copies of insurance policies. Such policy copies shall

be submitted within thirty (30) days of District’s request.


(g) Policy Obligations: Consultant’s indemnity and other obligations shall not be limited by the foregoing insurance

requirements.

(h) Material Breach: If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant

to this Agreement, the same shall be deemed a material breach of contract. District, at its sole option, may

terminate this Agreement and obtain damages from the Consultant resulting from the breach. Alternatively,

District may purchase such required insurance coverage, and without further notice to Consultant, County may

deduct from sums due to Consultant any premium costs advanced by District for such insurance. These remedies

shall be in addition to any other remedies available to District.

10. Method and Place of Giving Notice, Submitting Bills and Making Payments: All notices, bills and payments

shall be made in writing and may be given by personal delivery or by mail. Notice, bills and payments sent by mail shall

be addressed as follows:

District: Consultant:

Sonoma County Junior College District [Consultant name]

1500 Mendocino Ave., Santa Rosa, CA 95401 [Consultant address]

Telephone: TBD [Consultant telephone and fax numbers]

Attention: [TBD] Attention: [title]

When so addressed, shall be deemed given upon receipt via United States Mail, postage prepaid, provided it is forwarded

certified, or registered with proof of receipt. In all other instances, notices, bills, and payments shall be deemed given

at the time of actual personal delivery. Changes may be made in names and addresses of the person to whom notices,

bills and payments are to be given by giving notice pursuant to this paragraph.

11. Termination:

a) District may terminate this Agreement for any reason by giving ten (10) calendar days written notice to

Consultant. In the event District elects to terminate the Agreement without cause, it shall pay Consultant for the

reasonable value of services satisfactorily rendered to such date.

(b) If either party fails to perform any of its obligations hereunder, within the time and in the manner hereunder

provided or otherwise violates any of the terms of the Agreement, either party may terminate this Agreement by

giving written notice of such termination, stating the reason for such termination. In such event, Consultant

shall be entitled to receive payment for all services satisfactorily rendered provided, however, that there shall be

deducted from such amount the amount of liquidated damage, if any, sustained by District by virtue of any

breach of the Agreement by Consultant.

12. Due Performance: Each party to this Agreement undertakes the obligation that the other's expectation of

receiving due performance will not be impaired. When reasonable grounds for insecurity arise with respect to the

performance of either party, the other may, in writing, demand adequate assurance of due performance and until such

written assurance is received may, if commercially reasonable, suspend any performance for which the agreed return has

not been received.

13. Taxes: Consultant agrees to file federal and state tax returns and pay all applicable state and federal taxes on

amounts paid pursuant to this Agreement. In case District is audited for compliance regarding any applicable taxes,

Consultant agrees to furnish District with proof of payment of taxes on those earnings.

14. Dispute Resolution: The parties agree to make a good faith effort to resolve any dispute arising from or relating

to this Agreement through mediation prior to commencing litigation.

15. Choice of Law and Venue: This Agreement shall be governed by California law, and venue shall be in the

Superior Court of the County of Sonoma, California, and no other place.


16. Merger: This writing is intended both as the final expression of the Agreement between the parties hereto with

respect to the included terms and as a complete and exclusive statement of the terms of the Agreement. No modification

of this Agreement shall be effective unless and until such modification is evidenced by a writing signed by both parties.

17. Assignment/Delegation: Neither party hereto shall assign, sublet or transfer any interest in this Agreement or

any duty hereunder without written consent of the other, and no assignment shall be of any force or effect whatsoever

unless and until the other party shall have so consented.

18. No Third-Party Beneficiaries: There are no intended third-party beneficiaries to this Agreement.

19. No Waiver of Breach: The waiver by District of any breach of any term or promise contained in this Agreement

shall not be deemed to be a waiver of such term or promise or any subsequent breach of the same or any other term or

promise contained in this Agreement.

20. Force Majeure: If either party is delayed or hindered in or prevented from the performance of any act required

hereunder because of strikes, lockouts, inability to procure labor or materials, failure of power, riots, insurrection, war,

fire or other casualty, or other reason beyond the reasonable control of the party delayed, excluding financial inability

(“Force Majeure Event”), performance of that act shall be excused for the period during which the Force Majeure Event

prevents such performance, and the period for that performance shall be extended for an equivalent period. Delays or

failures to perform resulting from lack of funds shall not be Force Majeure Events.

21. Severability: If any provision of this Agreement is determined to be illegal, invalid, or unenforceable, in part

or in whole, the remaining provisions, or portions of the Agreement shall remain in full force and effect.

22. Headings: The headings in this Agreement are included for convenience only and shall neither affect the

construction or interpretation of any provision in this Agreement nor affect any of the rights or obligations of the parties

to this Agreement.

23. Execution in Counterparts: This Agreement may be executed in any number of counterparts, each of which

shall be an original, but all of which together shall constitute one instrument.

24. Authorization: Each individual executing this Agreement, or its counterpart, on behalf of the respective party,

warrants that he/she is authorized to do so and that this Agreement constitutes the legally binding obligation of the entity

which he/she represents.

25. Attachments: The following Attachments, attached hereto, are incorporated herein by reference:

Attachment A – Scope of Services

Attachment B – Compensation


Attachment A [Sample]

SCOPE OF SERVICES

Consultant shall provide services to the District as follows:

[To be based on services described in the RFQ/P].


Attachment B [Sample]

COMPENSATION

District shall compensate Consultant for the services described in “Attachment A,” provided pursuant to this Agreement

as follows: This stipulated sum contract, shall be in the amount of $_____________________, (_______thousand,

_______hundred, ____________ and 00/100).

Invoices may be submitted as the work progresses, based on the percentage complete for each task described in the

scope of work document.

Any changes to the scope and amount of this contract shall be agreed upon in writing, in advance of performing the

additional services. Those services and the additional cost to perform those services shall not be considered binding

until action has been taken by the District’s Governing Board.