REQUEST FOR PROPOSALS FOR CIVIC CENTER FACILITY MANAGEMENT SERVICES

CIVIC CENTER FACILITY MANAGEMENT SERVICES The City currently maintains a fully integrated Civic Center. The Civic Center includes 4 buildings - City Hall/ Community Policing Center, Community Center, Senior Center, Council Chamber/ Performing Arts Center, and a Parking Structure. The City is considering contracting with a firm to provide facility management services and is seeking adequate staffing to provide onsite operations, engineering, and facilities support. The services exclude Janitorial/Custodial, Landscaping, Landscape Maintenance and Arboriculture. This contract uses a “cost plus” pricing model where base hourly rates/pricing and base time and material costs will have a fixed percentage mark up to arrive at a total cost. The total cost shall include all costs to provide the labor, material, equipment and tools necessary to complete the work and no additional compensation shall be allowed. Although the selected firm will provide a proposal that includes costs for all items of work listed in the Maintenance Pricing Sheet, the City reserves the right to separately bid any item of work or portion thereof and have the work completed by a different firm. If the City chooses to separately bid any item of work or portion thereof to be completed by a different firm, there will be no change to the unit costs set forth in the Maintenance Pricing Sheet and the firm will only be paid for actual quantities performed. The successful proposer will be required to enter into an Agreement, which will include the requirements of this RFP as well as other requirements. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for Proposal. By submitting proposals, the proposer agrees to all of the terms of the RFP and Agreement The Lake Forest City Hall and Civic Center campus has specific hours of operation. City Hall and the Administrative Offices are open Monday through Thursday from 8:00am to 6:00pm and on Friday from 8:00 am to 5:00 pm. The Senior Center is open Monday through Friday from 10:00 am to 4:00 pm. The Community Center is open Tuesday through Friday from 8:00 am to10:00 pm and also on Saturday and Sundays from 10:00 am to 6:00 pm with the options for room rentals with extended hours until 12:00 am (Saturdays and Sundays). The Community Center is available for private rentals such as baby showers, banquets, birthday parties, business meetings, family events and weddings. The Performing Arts Center hosts City Council and Commission meetings on Tuesdays and Thursdays from 4:00 pm to 10:00 pm and local schools and theater companies are able to rent the facility for theatrical productions on Saturdays and Sundays with varied hours until 10:00 pm. The Policing Center operates 7 days a week and 24 hours a day, the Police Services Counter is open from 8:00 am to 4:00 pm Monday through Friday. General Building/Parking Structure Information City Hall Administrative Offices | Community Policing Building  53,500 total sf, Two Floors  Large areas of Open Office (approximately 4,000 sf per floor) for about 30 employees  Mix of Private Offices (POs)  Small POs are 150 sf. Medium are 245 sf. Large are 400 sf.  Mix of reconfigurable Conference Room sizes  Restrooms, 1918 sf. Council Chambers | Performing Arts Building  14,650 total sf. One Floor  200 Seats  Restrooms, 1879 sf. Senior Center Building  17,200 total sf, One Floor  Catering Kitchen  Restrooms, 1022 sf. Community Center Building  17,680 total sf, One Floor  Several small offices  Medium reconfigurable Conference Rooms  Reconfigurable Banquet Rooms using folding tables/chairs etc.  Exterior dining and lounge areas  Restrooms, 1097 sf. Parking Garage  109,340 sq. ft. / 308 parking spaces Two Levels  21 electric vehicle charging stations; 12 stations on first level and 9 stations on second level