RFP | 3029 Macdonald Avenue, Richmond – Institutional Renovation
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REQUEST FOR PROPOSAL
3029 Macdonald Avenue, Richmond - Institutional Renovation
June 21, 2022
Through this Request for Proposal (RFP), the nonprofit YES Nature to Neighborhoods (YES) seeks a qualified architect to design a 1,000 square foot addition and renovation to its existing, free-standing building located at 3029 Macdonald Avenue in Richmond, CA. Responses to this RFP are due by July 11, 2022 @ 5:00 pm.
Since its inaugural youth camping trip in 1999, YES Nature to Neighborhoods (YES) has grown into a dynamic leadership development organization that nurtures leaders of all ages and sets the pace in the movement to increase equity and inclusion in the outdoors. By connecting families with the healing power of nature and calling on the innate strength in each individual, YES has created a sea change in the City of Richmond. Over the past 22 years, a new generation of community leaders of color have come forward to reclaim their connection to the earth; discover a deeper sense of confidence and belonging; and build personal well-being and community power.
More than 6,000 youth and 1,500 families have experienced moments of awe, connection, and transformation through YES’s programs. YES achieves its mission through a holistic approach of nature-based immersion and intentional leadership development for youth and families. Its current 2020-24 strategic plan is completing the build out of both its 10-year Youth Leadership Pathway and Adult Leadership Pathway and recently hired multiple staff positions to help achieve its mission.
At the end of 2021, YES purchased its long-time community home base, a 2,200 square foot office building, 500 square foot multi-purpose room, and adjacent, 2,500 vacant side lot. The building, located directly across the street from Nicholl Park, Richmond’s largest and oldest city park, now allows YES to have a permanent home from which to offer its growing services to participants.
Planned renovations to accommodate an eventual staff of 20 include the build-out of up to three additional staff offices and conference room; the addition of a kitchen; the landscaping of an outdoor gathering space; possible second story to its free-standing multi-purpose room; as well as energy efficiency and disability access upgrades. Our vision is to be operating from an environmentally healthy, energy-efficient, and empowering new version of our home base by June 2024. This will support the achievement of YES’s vision by providing a stable platform from which the next generation of Richmond leaders can grow and by communicating to participants and staff alike that their presence and contributions are valued.
To support this effort, YES has contracted with a capital campaign consultant and outlined plans to mount a campaign which will cover the costs of renovations and upgrades to its existing space, the addition of approximately 1,000 square feet, and the outright ownership of the building. This spring, YES began Listening Sessions with its donor community with the goal of launching the quiet phase of the campaign to raise the construction portion of the funding later this year.
YES is seeking qualified architects and/or architecture firms to work with a project manager and building task force, composed of YES staff, volunteers, and board members. The ideal architect will have experience working on institutional projects previously, ideally nonprofits. We are looking for an experienced individual or firm that has a clearly defined process for engaging stakeholders in the visioning and design process. Ideally they are able to provide referrals to general contractors with whom they have worked before and whom they trust.
Part of the design process will include producing illustrated concept drawings that YES can provide to its donor community during Listening Sessions prior to the start of the schematic design phase. While we understand that some timelines may need to be flexible, the architect must prioritize this project and provide clear, timely, and effective communication at all times.
The renovations are expected to include reconfiguration of the building’s interior and an addition to accommodate the new building program. The scope may include limited exterior improvements (such as signage, paint, roofing, etc.) to reflect the new building program. Further study of building systems shall be conducted by the selected architecture/engineering team to assess the extent to which existing building systems (such as HVAC units and electrical switchgear) can be retained, and shall include a structural evaluation of the existing structure.
The target construction budget for this project is approximately $1.25M. YES expects to finance this project using a combination of its own funding, grants, donations, and possibly public financing.
Although YES desires to integrate sustainable building practices into the design and execution of the project, we do not anticipate submitting this project for LEED or GreenPoint Rated certification.
YES’s goal is to complete construction and take occupancy of the building by June 2024.
Additional information about the project including the Architectural Program, Space Concept Plan, and the Draft Architect & Engineering Schedule can be found in Attachment A: Project Information.
The selected firm (the “Architect”) is expected to provide full architectural and engineering services (including any required structural, mechanical, electrical, and plumbing engineering) throughout the Conceptual Design, Schematic Design, Design Development, Construction Documents, Bidding/Negotiation, Construction Administration, and Post-Construction phases of the project. The exact scope of work will be finalized through negotiations between YES and the Architect. The Architect must be legally licensed to practice Architecture under applicable laws in the State of California.
During the Conceptual Design phase, the Architect will assist YES in confirming a scope of work, and setting a target construction budget and project schedule.
The Architect will be requested to participate in the selection of a general contractor who will be retained during the design phase and participate in the design process. The architect will also be required to work with a YES-appointed project manager.
The Architect will assist YES in preparing applications necessary for building, planning, and utility service permits (PG&E, EBMUD).
The Architect will be responsible for ensuring that its design complies with the requirements of all applicable regulatory agencies including (but not limited to) the City of Richmond Planning Department, Building Services, Fire Department, and Public Works; EBMUD; and PG&E. The Architect may be called upon to provide letters, certifications, representations, and other information in connection with the project.
Please respond to this RFP by 7/11/22 @ 5:00 pm by submitting the information listed below:
The fee structure should assume full architecture and engineering services; please note which engineers/consultants are included in your assumptions.
YES reserves the right to disqualify firms from consideration if the information requested in this RFP, including all attachments, is not provided. Where applicable, please provide responses in the form and/or format requested.
Step 1: YES will review all responses and short-list no more than three applicants to proceed to Step 2.
Step 2: YES will interview short-listed firms. Following interviews, YES will conduct reference calls using the project contact information submitted in the qualifications package.
Step 3: YES will select one firm with whom to negotiate a contract.
Step 4: YES will initiate negotiations with the intent to enter into a design contract. In the event no agreement can be reached to the satisfaction of both parties, YES reserves the right to cease negotiation and commence negotiation with another firm.
RFP Issued: June 21, 2022
Walkthrough at Site: June 28, 2022 @ 11:00 am
Final Questions Submittal: July 1, 2022
Responses to Questions: July 6, 2022
RFP Responses Due: July 11, 2022 @ 5:00 pm
Short List Issued: July 15, 2022
Interviews & Reference Calls: July 18 -22, 2022
Firm Selected: July 25, 2022
Initiate Contract Negotiations: July 26 - August 5, 2022
Execute Agreement: August 5, 2022
Design Kick-Off: August 8, 2022
* See Attachment A for the full Draft Architect & Engineering Schedule that shows dates through the completion of the project.
Questions or clarification regarding the RFP should be submitted to Project Manager Mark Knoerr at [email protected].
Please submit one printed copy OR one digital copy of your completed proposal package to the following address:
YES Nature to Neighborhoods
Attn: Eric Aaholm, Executive Director
3029 Macdonald Ave.
Richmond, CA 94804
[email protected], with cc: to [email protected]
Qualification packages must be submitted no later than 5:00 pm on July 11, 2022; YES reserves the right to reject proposals submitted after this deadline.
Address: 3029 Macdonald Ave.
Richmond, CA 94804
APNs: 516-172-019-7
Existing Building Site Area: 5,000 sq. ft.
Adjacent Lot: 2,500 sq. ft.
Historic Classification: N/A
Current Use: Office, multi-purpose
Proposed Use: Office, multi-purpose
Target Completion Date: June 2024
Target Construction Budget: $1,250,000 (not including land or soft costs such as architecture, engineering, permitting or impact
fees, insurance or bonds)
Proposed Financing: Grants, Donations
Proposed Project Schedule: See Attachment A
ATTACHMENT A: PROJECT INFORMATION
(Includes YES Facility Architectural Program Narrative, Space Concept Plan, and Draft Architectural & Engineering Project Calendar)
INTERIOR SPACES
NOTE: Typical furnishing for each staff member as follows: (1) 2’6” x 5’ adjustable Stand-up desk: (1) chair; (1) two-drawer file cabinet
seating for 6-8 clients.
(1) filing cabinet
cabinet; bar sink; under-counter refrigerator; and large-screen monitor
EXTERIOR AREAS
Draft Architect / Engineering Project Calendar
| # | TASK | DATE |
| 1 | Issue RFP | 6/21/22 |
| 2 | Site/Building Walk Through | 6/28 |
| 3 | RFP Questions Due | 7/1 |
| 4 | RFP Answers Issued | 7/6 |
| 5 | RFP Due | 7/11 |
| 6 | Short List Issued | 7/15 |
| 7 | Reference Checks | 7/18-7/22 |
| 8 | Interviews | 7/18-7/22 |
| 9 | Select A/E Team | 7/25 |
| 10 | A/E Contract Negotiation | 7/26-8/5 |
| 11 | Execute A/E Contract | 8/5 |
| 12 | Design Kick-Off Meeting | 8/8 |
| 13 | Contractor Selection | 8/8-9/9 |
| 14 | Schematic Design (SD) Phase | 8/8-9/9 |
| 15 | SD Cost Estimate | 9/12-9/23 |
| 16 | SD Cost Review | 9/26-9/30 |
| 17 | 50% Design Development & Construction Docs Phase | 10/3-11/11 |
| 18 | 50% DD / CD Cost Estimate | 11/14-11/25 |
| 19 | 50% DD / CD Cost Estimate Review | 11/28-12/9 |
| 20 | Submit for Permit | 12/12 |
| 21 | 95% DD/CD Phase | 12/12 - 2/3/23 |
| 22 | 95% Cost Estimate | 2/6-2/17 |
| 23 | 95% Cost Estimate Review | 2/20-2/24 |
| 24 | Permit Comments | 2/27-3/24 |
| 25 | Permit Issuance | 3/27/23 |
| 26 | Final Bid Period | 3/27-4/7 |
| 27 | Construction Contract Negotiation | 4/10-4/21 |
| 28 | Construction Start | 4/24/23 |
| 29 | Substantial Completion | 4/12/24 |
| 30 | Final Punch List | 4/15 - 4/26/24 |
| 31 | Start-Up & Move-In | 4/29-5/10 |
| 32 | Open Facility | 5/13 |
| 33 | Grand Opening Celebration | 6/1/2024 |
ATTACHMENT B: FIRM PROFILE
Name of Firm:
Address of Firm:
Main Telephone:
Website:
Number of Staff:
Years in Business:
Single Point of Contact for this Architect Selection Process:
Name:
Title:
Email:
Telephone:
Current and valid license to practice architecture in the State of California: Name:
License #:
Is firm a registered LBE/SLBE? ☐ Yes ( %) ☐ No Is firm a registered MBE or WBE? ☐ Yes ( %) ☐ No
Has there been any legal proceeding (arbitration, complaint, or court action) filed against your firm in the past 5 years? (if yes, please attach an explanation) ☐ Yes ☐ No
Firm has, or can obtain, General Liability Insurance with limits no less than $1,000,000 per claim/$2,000,000 aggregate per project; and Professional Liability Insurance including Errors and Omissions coverage with limits no less than $1,000,000 per claim/$3,000,000 aggregate per project. ☐ Yes ☐ No
ATTACHMENT C: PROJECT TEAM
For each individual, provide a resume or bio including the following information: a. Name
Please list any engineers/consultants that you feel are appropriate to a project of this type, such as:
- Structural Engineer
- Electrical Engineer
- Mechanical Engineer
- Plumbing Engineer
- Civil Engineer
- Consultant/architect to advise on design of credit union, if applicable 16
ATTACHMENT D: PROJECT EXPERIENCE
Provide information for at least three projects completed by your firm that demonstrate your ability to successfully complete the proposed project. Projects submitted as experience must meet the following threshold requirements:
Project Architect proposed for the current project.
ATTACHMENT E: FIRM CAPACITY
List the current projects actively in design or construction by your firm. For each project, please include:
