HomeMy WebLinkAboutS14 - Stipend for City Hall Design CompetitionCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. m4
L
April 8, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Homer Bludau, City Manager
949 - 644 -3000 or hbludau @city.newport - beach.ca.us
SUBJECT: STIPEND FOR CITY HALL DESIGN COMPETITION
ISSUE:
Should the stipend be increased for each of the (up to) four firms that will likely be
selected by the Council to participate in the City Hall Design Competition?
RECOMMENDED ACTIONS:
Authorize a stipend of $50,000 per firm for the firms selected by the City Council to
participate in the City Hall Design Competition.
BACKGROUND:
The City, guided by the City Hall Design Committee, will soon issue a Request for
Qualifications (in draft form here — see Attachment A) for the design of the new City Hall
and related facilities (including the park). The process by which the Design Committee
and the Council will review designs includes a design competition.
According to the American Institute of Architects' (AIA) policy guidance on design
competitions, the cost of a design competition, which includes a stipend for participants
or prize money awarded to the winning design, ranges from about 0.5% to 2% of the
total project cost of the project being designed. Again according to AIA, "in general, the
amount ... should be sufficient to attract competitors."
At its February 26, 2008 Council meeting, the Council approved a design process that
included a recommended $25,000 stipend for each selected design firm. To attract
even more qualified firms, it's been proposed to raise this to $50,000.
Prepared & Submitted by
Homer L. Bludau, C,ty Manager
Attachments: A — RFQ (Draft)
City of Newport Beach
City Hall Design Committee
Newport Beach, California
DRAFT
Request for Qualifications
Architectural Design Competition
for a City Hall Master Planned Facility including
Building, Park, and Related Facility Components
ISSUE DATE:
April 11, 2008
RESPONSES DUE:
Thursday, May 15, 2008
5:00 p.m. PST
Newport Beach City Clerk's Office
City Hall Design RFQ - DRAFT
Page 2 of 8
Request for Qualifications
Newport Beach City Hall and Park Master Plan
Design Competition (and More)
The City of Newport Beach invites you to submit qualifications to participate in a design competition to
master plan the community's new City Hall, its surrounding parkand, and related amenities. The winning
architectural firm or team will have the opportunity to design the Newport Beach community's most
significant public building in generations.
I. INTRODUCTION
The voters of the city of Newport Beach, California ( "City") and the Newport Beach City Council have
selected a site in Newport Center for a new City Hall.
The community is excited to start master planning a City Hall and with a park, a joint use - parking facility
(parking related to the existing Newport Beach Central Library), and other amenities that will be part of
the property's development ( "Project "). The community envisions a design competition for qualified
architects to master plan the entire Project — resulting in a plan and design that is creative, timeless, yet
fully functional for parkgoers, library users and for the residents and staff who will use a working, active
municipal building.
The City Council has established a City Hall Design Committee ( "Committee "), consisting of four (4)
resident licensed architects and one (1) resident licensed landscape architect to circulate this RFQ and
judge the competition.
The Committee has prepared this Request for Qualifications (RFQ) to aid the Committee and City in the
selection of architectural firms (or firm -led teams) to participate in a design competition for the Project, in
accordance with the terms, conditions, and requirements set forth in this RFQ. The Committee envisions
that three to four firms /teams will be asked to participate formally in this competition, which is Phase I of a
three phase effort.
The Committee anticipates that the competing firms will be named formally in late June 2008 and have
until September 19, 2008 to submit their designs for review.
The successful firms must be prepared to, if selected as the winning design team, enter into a
Professional Services Agreement ( "PSK) to conduct all architectural design services from the Project's
concept through construction (Phases II and III).
The City Council has not determined a project budget as of yet, but based upon prior City Hall cost
analysis could be expected to exceed $
ll. PROJECT DESCRIPTION
The Project is the new Newport Beach City Hall and Master Plan for the roughly 19 acres of land depicted
on the next page (Exhibit A). The site includes the existing Newport Beach Central Library located at
1000 Avocado Avenue, a large middle parcel ( "Central Parcel" — a currently vacant 12 -acre site north of
the Central Library) envisioned for City Hall and much of the park, and the 3 -acre vacant parcel north of
San Miguel Road ( "North Parcel ").
• City Hall. City Hall is planned for the Central Parcel. The City believes that a revised needs
assessment will show an 80,000 to 90,000 SF need, including a community room(s) element and a
Council Chambers.
City Hall Design RFQ - DRAFT
Page 3 of 8
Parking Facility. As noted, the Project includes a 500 -space (estimated) parking structure on the
Central Parcel that will accommodate City Hall's needs plus address a shortage of existing parking
spaces at the Central Library.
• Park. The park elements of the Central Parcel and the North Parcel are envisioned to provide
recreation and relaxation opportunities for the residents of, and employees working in, the City, and
for visitors to City Hall and the Library. The City Council will establish potential limitations on the uses
of the Central and North Parcels by way of General Design Parameters; to be established by the City
Council prior to the selection of the firms to compete in the Design Competition.
Exhibit A
Site & Parcel Depiction
City Haft Design RFQ - DRAFT
Page 4 of 8
• Central Library. Integration of the existing Central Library into the Master Plan to create maximum
synergy between the City Hall, the Park and the Library complex. The City is prepared to consider an
additional entry to the library from the Central Parcel.
III. SCOPE OF SERVICES
The goal of this RFQ process is — in Phase I — for the Committee to identify and the City Council to select
up to four (4) architectural firms to develop and submit an inspiring yet functional design for the Project.
This will be a component of the larger effort to design, permit, and construct a City Hall, park, and parking
structure, integrating the Central Library into that design to the extent practicable. A single firm or team
will be selected at the completion of Phase I to move forward into Phases II and III.
Anticipated services in Phases I, II, and III shall include, but not be limited to, the following:
Phase I — Design Competition
To participate in the Phase I Design Competition, respondents should be prepared to:
• Review and utilize the City's existing and anticipated data about its space and parking needs for the
City Hall facility and the parking facility.
• Understand existing physical constraints, Council's General Design Parameters, all applicable codes
and laws, and other requirements affecting this project. The General Design Parameters, City Hall
Needs Assessment, competition rules, title report, soils report, boundary and topo map and an ALTA
survey will be provided to those selected by the City Council to participate in the Design Competition.
• Understand the context and goals of the Project, which as noted center around two new highly
significant public facilities (a City Hall and a park) in a central, high - profile location, and the existing
Central Library.
• Work within an open and public process led by the Design Committee, including attending relevant
Committee meetings when requested and dialoguing with the Committee.
• Develop and submit a creative, timeless, and fully functional design encompassing each element of
the Project within the timelines laid out within this RFQ and by the Committee. The elements of the
Project would include, but not be limited to: Site design (site plan), building design, integration of uses
and addressing water quality requirements.
• Ultimately, participate in public hearings before the City Council to discuss and potentially modify the
design plan, based upon public input and Council direction.
• If selected, advance forward into Phase 11 with a qualified, competent team that can complete all of
Phase 11 and Phase 111.
Phase II - Design Management Services
Phase II includes design professional services for the project from schematic design, design
development, and the production of construction documents. The selected firm will provide all design
work including building, structural design, site improvements, utilities coordination, park design and
building landscaping. Work scope in this phase includes:
• Coordinate with the City's Program Manager (PM) and other design team members in the delivery of
Architectural and Engineering (A&E) services during pre- construction (conceptual, schematic and
design development, construction document phases).
• Provide staff support, as required, to the City's Building Committee. The Building Committee, a
committee consisting of three City Council members supported by City staff, will begin overseeing the
Project effort when the Design Competition is complete. This staff support may include further
concept development, public outreach, and general communications.
• Prepare all conceptual, schematic, and design development plans for the Project.
• Coordinate with and assist the City's PM regarding CEQA compliance and environmental approvals
(the Project is not within the Coastal Zone, so Coastal Commission approval is not required), and
integrate CEQA and other environmental issues into the project.
• Integrate all applicable local and State codes and design standards within the project design.
City Hall Design RFQ - DRAFT
Page 5 of 8
• Incorporate operational efficiencies, energy conservation, and the US Green Building Council's
Leadership in Energy and Environmental Design (LEED) Building Rating System as requested by the
Building Committee. At the time of this RFQ, the City anticipates seeking LEED certification (at a
minimum) for the Project.
• Assure other principles of sustainable design, as may be directed by the Building Committee.
• Provide structural engineering, site civil engineering design services and landscape architect design
services for the project.
• Coordinate with the City's related specialty consultants such as geotechnical, traffic, noise, and other
related services.
• Design all aspects of the design development including all on -site improvements, all required off -site
improvements, all on -site and off -site utilities, and any other applicable improvements.
• Develop cost estimates throughout the design process and recommend design modifications
accordingly to seek to keep at or below the construction budget established for the Project.
• Participate in periodic design and constructability reviews.
• Participate in periodic Value Engineering as may be required to meet and maintain City budget
parameters.
• Assist the PM to develop Project Schedules.
• Prepare Construction Document (CD) plans and specifications for submittal to the appropriate City
departments and all necessary entities for review, approval, and permitting.
• Design and /or recommend selection of furniture, fixture and equipment (FF &E).
• Assure incorporation (and respond to) all Building Official and other permitting agency comments as
appropriate, and facilitate the permitting process.
Phase III — Construction Support Services
Phase III includes construction support services for the project during the construction process through
the installation of FF &E. Work scope in Phase III includes:
• Assist the PM in the public bidding and award process (in full compliance with the California Public
Contract Code).
• Provide full and complete construction observation and support services during construction ,
including
Periodic onsite review of construction activities
:• Attend regular construction coordination meetings
to Assist PM with quality assurance and quality control.
Assist PM with dispute resolution.
Submittal and shop drawing review.
4. • Respond to Requests for Information (RFI).
Assist PM in change order review and negotiations.
:• Coordinate the production of record (as- built) documents.
• Assist and advise the PM during the installation of FF &E and move in activities.
IV. SUBMISSION OF QUALIFICATIONS
The deadline for submitting a response to this RFQ is Thursday, May 15, 2008 at 5:00 p.m. PDT;
provided, however, the Committee reserves the right to extend this deadline or accept late submittals in
its sole discretion. Respondents shall submit 15 copies of their response. Please do not submit bound
copies or copies with covers. A proposal on white paper, connected with a buck clip, is appropriate for
ease of duplication.
The RFQ shall be delivered in a single package and plainly labeled as follows:
City Hall Design Committee
ATTN: City Clerk's Office
RFQ for Architectural Design & Professional Consulting Services
City Hall Design RFQ - DRAFT
Page 6 of 8
City Hall and Park Master Plan
The City of Newport Beach will accept responses on or before the date and time indicated above at:
Newport Beach City Clerk's Office
3300 Newport Boulevard
Newport Beach, CA 92663
V. RESPONSE CONTENT AND FORMAT
The Committee asks that interested firms submit their firm's qualifications package that shall include, at a
minimum:
Firm Organization. Credentials. and Background — include a brief profile of your firm and any team
member's firm. Identify the project team, including organizational chart and lines of authority and area of
responsibility.
Experience — include experience with at least three recent large scale projects of similar scope, preferably
with a public agency for a public building, including references with contact person and telephone
number, and participation of staff proposed for this Project. Provide evidence that the proposing firm and
its personnel and team members have expertise and experience in architecture, landscape architecture,
structural engineering, civil engineering and other related engineering services, project scheduling, cost -
benefit analysis, value engineering, LEED and sustainable design, and general administration of all
design construction components of the project. Identify the proposed key team members (and their
respective firms), and provide their qualifications, including individual experience with similar projects and
number of years with the firm. Provide resumes of each team member.
Design Competition Approach - Describe your firm's philosophy and approach to the Design Competition,
with an emphasis on how you will accomplish the stated goals and vision for the Project and retain the
Project's functionality.
Design Management Approach — In anticipation of your team's top placement in the Design Competition,
please describe your firm's philosophy and approach to accomplishing Phases II and III. Please address
the following areas:
• State the Architect's approach and intended scope of work and related professional services to
assure the timely and cost effective completion of the project.
• Discuss your approach to managing project design services, and coordinating with the City's team
including City Building officials.
• Describe your approach to assuring timely completion of this Project, including methods for schedule
recovery, if necessary.
• Describe your quality control and assurance program. Explain methods and practices used to ensure
quality control during the design phase of the project.
• Describe your approach in incorporating LEED and sustainable design into the project.
• Describe any unique qualifications as they pertain to this particular project.
Agreement to City Contract Terms and Ability to Obtain Insurance. In anticipation of Phases II and III:
Affirm your firm's ability to execute the City's standard Professional Services Agreement (PSA) for
project (see Appendix B to this RFQ). NOTE: The City is reluctant to make changes to the PSA. We
believe that the PSA represents a balanced and fair approach that has been acceptable to the
engineering and construction management industry.
Provide specific assurance regarding the Firm's ability to secure insurance that meets the City
requirements.
City Nall Design RFQ - DRAFT
Page 7 of 8
VI. STIPEND
The City will offer a stipend of $50,000 to each firm selected to compete in the Design Competition. This
stipend will be provided as follows:
• 10%a at the start of the Competition.
• 90% following the submission of a final, complete, and qualifying product to the Design Committee on
or about September 19, 2008.
VII. QUESTIONS REGARDING THIS RFQ
All questions pertaining to this RFQ must be provided in writing (using either U.S. mail or via e-mail) to:
City Hall Design Committee
In Care of. Dave Kiff, Assistant City Manager
City of Newport Beach
3300 Newport Blvd.
Newport Beach, CA 92663
(949) 644 -3002
dkiff ccDcity.newport- beach.ca.us
VIII. TENTATIVE PROJECT SCHEDULE
The preliminary schedule for Phase I of this effort is as follows:
• April 11, 2008 — RFQ issued.
• May 15, 2008 — RFQ responses due (5:00 p.m. PST at City Clerk's Office).
• May 16 to June 16, 2008 — Design Committee reviews responses to RFQ.
• June 16, 2008 - City Hall Design Committee recommends Architectural Firms for the Design
Competition to City Council.
• June 24, 2008 — City Council considers and approves Architectural Firms for the Design Competition.
• September 19, 2008 — Architects' Designs due.
• September 22 to November 3, 2008 — Design Committee holds public meetings to discuss and rank
design(s) to forward to the City Council.
• November 11, 2008 - City Council hears public input on recommended design(s). .
• November 25, 2008 — City Council selects design and awards design contract.
IX. SELECTION PROCESS & CRITERIA
This RFQ provides the information needed to prepare and submit qualifications for consideration by the
Committee. Experience, creativity, understanding Project goals and an ability to comply with and perform
all aspects of the Project's phases are part of the selection criteria for the design competition.
Following the competition, the Newport Beach City Council will consider and approve a final design and
design firm at a public meeting(s). The Design Committee's role is to prepare a Final Report that ranks
the four design teams' designs in the Committee's suggested order. The Committee will forward the
Report, including all designs, to the City Council.
Following direction given by the City Council, City staff will meet with the successful firm and negotiate the
final form of the contract. If good faith negotiations with the selected firm are unsuccessful, the City will
terminate such negotiations and undertake new negotiations with another firm after consultation with the
City Council. The City reserves the right to reject any or all proposals, at its sole discretion. Only the
Newport Beach City Council may authorize the contract award for this Project.
City Hall Design RFQ - DRAFT
Page 8 of 8
X. GENERAL INFORMATION
City's Reservation of Rights: The City may evaluate the proposals based on the anticipated completion
of all or any portion of the Project. The City reserves the right to divide the Project into multiple parts, to
reject any and all proposals and re- solicit for new proposals, or reject any and all proposals and
temporarily or permanently abandon the Project. City makes no representations, written or oral, that it will
enter into any form of agreement with any respondent to the RFQ for any project and no such
representation is intended or should be construed by the issuance of this RFQ.
Acceptance of Evaluation Methodology: By submitting its proposal in response to this RFQ,
respondent accepts the City's evaluation process and acknowledges and accepts that determination that
the process will require subjective judgments by the City.
No Reimbursement for Costs: Respondent acknowledges and accepts that any costs incurred from the
respondent's participation in this RFQ process shall be at the sole risk and responsibility of the
respondent.
Waiver of Claims: Each respondent, in submitting a proposal, is deemed to have waived any claims for
damage by reason of the selection of another proposal and /or the rejection of its proposal.
Agency Relationship and Duty: Following the Design Competition, the Architect shall serve as
surrogate City staff. The Project will be an "open book" project whereby the City may attend any and all
meetings, and the City or its designated auditors or accountants shall have access to any and all records
of the Architect and its Team, or maintained by the Architect relating to the Project. The Architect accepts
a relationship of trust and confidence between itself and the City, to furnish its best skills and best
judgment to cooperate with the City during. its design of the Project, to act as the City's Agent in the
project design, and in all ways to further the interests of the City and the Project. The Architect shall use
its best efforts to see to it that the work of the Project is done in the best and most expeditious,
economical manner consistent with the interests of the City, and in strict conformity with the contract
documents, including all reasonable implications of them.
Fixed Fee Professional Services: If the Architect is selected for Phases II and III, the following applies:
Because the Architect will only be providing professional services for the benefit of the City, based on a
fixed fee for such services, this procurement will be made in accordance with the provisions of Chapter 10
of the California Government Code, Sections 4526 to 4529.5, which requires that firms qualified to
provide such services be selected on the basis of demonstrated competence and qualifications for the
type of professional services required without regard to fees and, thereafter, who will negotiate a contract
with the City for those services at a fair and reasonable fee. The City will pay the Architect on a time and
materials basis with a Fixed, Not -to- Exceed Professional Services Fee for Phases II and III of the Project.
Such fee shall include all costs associated with the Architect and its team providing all services through
the completion of the project.
APPENDIX A — CITY'S STANDARD AGREEMENT FOR PROFESSIONAL SERVICES (PSA)