10.10.1965 ARMC EMERGENCY DEPARTMENT ICU EXPANSION RFP - FINAL R5.pdf

Rev. 4/2025 - Pro. Services

Request for Proposal No. 10.10.1965

ARMC EMERGENCY DEPARTMENT & ICU

EXPANSION FEASIBILITY STUDY AND MASTER

PLANNING

San Bernardino County Project and Facilities Management Department

620 South E Street San Bernardino, CA 92415

May 19, 2026

Purchasing Department

Request for Proposal ARMC Emergency Department & ICU Expansion Feasibility Study and Master Planning

No. 10.10.1965

SUMMARY OF THE RFP PROCESS

The purpose of this Request for Proposal (RFP) process is to ensure a transparent, competitive, and fair method for selecting a qualified consulting firm to deliver professional services to San Bernardino County.

Through the RFP process, the County invites multiple interested parties to submit proposals, which are then evaluated based on predetermined criteria. This approach encourages open competition, supports best value selection, and ensures the procurement process follows established public sector standards and accountability requirements.

SECTIONS OF THE RFP

I. INTRODUCTION

II. PROPOSAL TIMELINE

III. DEFINITIONS

IV. PROPOSAL CONDITIONS

V. QUALIFICATIONS

VI. SCOPE OF WORK

VII. PROPOSAL SUBMISSION

VIII. EVALUATION

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

RFP ATTACHMENTS

ATTACHMENT A – Cover Page ATTACHMENT B – Statement of Certification ATTACHMENT C – Consultant Information ATTACHMENT D – Certification regarding Debarment of Suspension ATTACHMENT E – Cost/Fee Proposal ATTACHMENT F – References ATTACHMENT G – Employment of Former County/District Officials ATTACHMENT H – Exceptions to RFP ATTACHMENT I – Public Records Act Exemptions ATTACHMENT J – Indemnification & Insurance Requirement Affidavit ATTACHMENT L – Conflict of Interest and Political Reform Act Obligations

RFP EXHIBITS

EXHIBIT A – ARMC Campus Plan EXHIBIT B – Emergency Department Expansion Study dated February 2010 EXHIBIT C – Sample San Bernardino County Professional Services Contract

Request for Proposal ARMC Emergency Department &

I. INTRODUCTION

A. Purpose The San Bernardino County Project and Facilities Management Department (County) is seeking Proposals from interested and qualified Proposers to provide professional consulting services for the Emergency Department and Intensive Care Unit (ICU) expansion at Arrowhead Regional Medical Center (ARMC). This is a campus-wide master planning and feasibility effort with the Emergency Department as the primary programmatic driver, and ICU and related services evaluated as secondary impacts. The title of the project may change at a later date; however, scope will remain consistent. The County intends to evaluate all responsive proposals and select one (1) firm based on the evaluation criteria set forth in this Request for Proposals.

B. RFP Contact All correspondence, including Proposals and questions (no bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Project & Facilities Management Attn: Arham Limoochi, Project Controls Manager 620 South E Street San Bernardino, CA 92415 Telephone: 909-387-5000 E-Mail: arham.limoochi@pfm.sbcounty.gov

Proposals will not be accepted by email or facsimile (not bid questions). Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved.

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section VI, Scope of Work. The Contract period will be for a maximum of six (6) months beginning approximately September 2026 and ending March 2027.

E. Location of Services Location where Services are to be provided, completed and managed is at Arrowhead Regional Medical Center, 400 N. Pepper Ave, Colton, CA 92324.

The Proposer must include in Proposal, Attachment E – Fee Proposal Sheet(s), all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned location.

F. Assistance to Proposers with Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

https://www.bing.com/ck/a?!&&p=5d487b8230a2a158b4335cbaf31e2990d20890529bc3536f0803b4262b974b03JmltdHM9MTc3MDU5NTIwMA&ptn=3&ver=2&hsh=4&fclid=046a372c-7c4d-689c-0a3e-21dd7da3696b&u=a1L21hcHM_Jm1lcGk9NTd-fkVtYmVkZGVkfkxhcmdlTWFwTGluayZ0eT0xOCZxPTQwMCUyME4lMjBQZXBwZXIlMjBBdmUlMkMlMjBDb2x0b24lMkMlMjBDQSUyMDkyMzI0JnBwb2lzPTM0LjA3MzY1MV8tMTE3LjM1MDY4Nl80MDAlMjBOJTIwUGVwcGVyJTIwQXZlJTJDJTIwQ29sdG9uJTJDJTIwQ0ElMjA5MjMyNF9-JmNwPTM0LjA3MzY1MX4tMTE3LjM1MDY4NiZ2PTImc1Y9MSZGT1JNPU1JUkUmcXB2dD00MDArbitwZXBwZXIrYXZlK2NvbHRvbitjYSs5MjMyNA&ntb=1

Request for Proposal ARMC Emergency Department &

II. PROPOSAL TIMELINE

Release of RFP May 19, 2026

Mandatory Virtual Meeting May 27, 2026 at 2:00 p.m.

Deadline for Submission of Questions June 5, 2026 at 5:00 p.m.

Deadline for Proposals June 17, 2026 at 5:00 p.m.

Interviews

Week of July 6, 2026

Date for Tentative Contract Award September 2026

In addition, shortlisted vendors will be required to participate in oral interviews and deliver presentations as part of the evaluation process. These sessions will provide an opportunity for vendors to showcase their solutions and answer questions from the selection committee.

Mandatory Virtual Meeting:

A mandatory Proposal conference will be held virtually as follows:

May 27, 2026, at 10:00 am PST

• Call In Number: +1 661-568-6806

• Phone Conference ID: 263 890 748#

• Meeting ID: 223 632 784 233 647

• Pass Code: NJ9Mz9Y4

• Link: Call In Number: +1 661-568-6806

• Phone Conference ID: 323 117 809#

• Meeting ID: 260 517 732 173 87

• Pass Code: SD3Sm93n

• Link:https://teams.microsoft.com/l/meetup-join/19%3ameeting_OThhMzdmY2QtOTg0MC00Yjk0LWE4YzQtYjY5NmQzYWE1NGVj%40threa d.v2/0?context=%7b%22Tid%22%3a%2231399e53-6a93-49aa-8cae-c929f9d4a91d%22%2c%22Oid%22%3a%22f75dd2c3-0e53-41d3-8f57-2f05b2ac8046%22%7d

Attendance at the conference is mandatory, and will be documented. No Proposal will be accepted from any Proposer who fails to attend the Proposal conference.

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Request for Proposal ARMC Emergency Department &

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Consultant: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request For Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contain or incorporates by reference to contractual terms and conditions applicable to the procurement.

Services: The requested professional services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by consultant who is performing services on behalf of Consultant under the Contract or under a separate contract with or on behalf of consultant.

Pro Forma: A planning and analytical financial model used to evaluate operational demand, utilization assumptions, and high-level financial implications of proposed facilities or services. For purposes of this RFP, the Pro Forma may distinguish between inpatient and outpatient volumes to inform space planning, phasing, and master planning decisions.

Functional Program: A written and quantitative description of a facility’s operational requirements, including space types, quantities, adjacencies, workflows, staffing considerations, and support functions, developed to inform planning and feasibility analysis prior to design.

Space Planning: The process of translating a Functional Program into conceptual spatial relationships, adjacency diagrams, block-and-stack plans, and preliminary layout concepts at a planning level, without advancing to architectural or engineering design.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in

Request for Proposal ARMC Emergency Department & writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a Proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counteroffer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness.

2. Are merely a matter of form or format.

3. Do not change the relative standing or otherwise prejudice other offers.

4. Do not change the meaning or scope of the RFP.

5. Are trivial, negligible, or immaterial in nature.

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the

Request for Proposal ARMC Emergency Department &

Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal, which can be determined by the county at its sole discretion. The evaluation by the panel may be adjusted as a result of clarifications under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code §7290.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to support legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the Public Records Act.

Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive

Request for Proposal ARMC Emergency Department &

Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies that at the time the Proposal is submitted, the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings

The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be requested to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration

Request for Proposal ARMC Emergency Department &

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

V. QUALIFICATIONS

A. Minimum Qualifications:

Proposer affirms that it meets the County’s minimum qualification requirements. At a minimum, Proposer should demonstrate ten (10) years of experience providing planning and programming services for hospitals or healthcare systems, This experience should include functional programming, space planning, and feasibility or campus master planning for acute-care facilities. Proposer should demonstrate experience with California OSHPD-1 regulated hospitals, including completion of at least three (3) recent comparable hospital programming or master planning projects. Proposer should also demonstrate experience developing planning pro-formas, space programs, block-and-stack analyses, and Rough Order of Magnitude (ROM) cost estimates, and the ability to evaluate campus-wide impacts within active hospital environments. Project Leads should have a minimum of seven (7) years of healthcare planning experience, including work on OSHPD-1 regulated facilities. The County reserves the right to verify qualifications and deem a Proposal non-responsive if minimum qualifications are not met.

B. Key Personnel Qualifications:

Proposer shall designate a Project Lead or Program Lead with seven (7) or more years of experience in healthcare facility programming, planning, or feasibility analysis; direct experience on at least three (3) HCAI/OSHPD-regulated acute-care hospital projects involving programming or early planning services;

demonstrated ability to facilitate clinical and operational user engagement; experience preparing functional program narratives, space programs, milestone schedules, and ROM cost estimates; and the communication and coordination skills necessary to effectively interface with hospital leadership and public-sector stakeholders.

C. Information About the Entity and Each of Its Members:

This part applies to the Entity as a whole and to each of its members and is for identification purposes only.

D. Relevant Project Experience:

For each of the project team members, provide a resume detailing their overall experience, educational background, licensing, and other general information, as well as prior experience relevant to their required project functions. These individuals must be committed to the indicated project roles and cannot be substituted without prior written approval from the County; any substitutions must have qualifications equal to or greater than those of pre-qualified individuals. Additionally, submit an organization chart for https://www.sam.gov/

Request for Proposal ARMC Emergency Department & the project that clearly shows the roles and relationships of all named individuals. Please explain the history and business relationship, if any, between the Entity’s lead contractor and the architect-of-record, as well as any prior working relationships between the Entity and other proposed team members, including specialty sub-consultants or major sub-contractors.

VI. SCOPE OF WORK

A. Project Summary

San Bernardino County is initiating a campus-wide master planning and feasibility study for ARMC, with a primary focus on evaluating the current and future needs of the Emergency Department (ED) and ICU. The study will assess existing conditions, projected demand, and operational constraints to determine the feasibility of expanding or reconfiguring facilities to support long-term healthcare delivery needs.

While the Emergency Department serves as the primary driver of this effort, the study will also evaluate the impacts of ED and ICU growth on other clinical and support departments, as well as campus circulation, parking, utilities, and infrastructure systems. In addition to the ED, the master planning effort may evaluate the potential expansion, relocation, or reconfiguration of other clinical service lines, including outpatient clinics, intensive care services, and interventional cardiology (cardiac catheterization laboratories), as driven by operational demand and campus-wide impacts.

The outcome of the study will be a comprehensive planning framework to support future capital planning, funding decisions, and procurement strategies.

B. Project Background

Arrowhead Regional Medical Center serves as a critical safety-net hospital for San Bernardino County and the surrounding region. It’s level 1 trauma center, and existing Emergency Department was originally designed to accommodate approximately 65,000 annual patient visits; however, due to regional population growth, ARMC’s focus as a tertiary-care receiving hospital, increased demand for indigent care, and economic conditions affecting access to healthcare coverage, the ED is now experiencing in excess of 90,000 patient visits per year, with expected volumes to surpass 100,000 or more in the coming years. In addition, ARMC receives over 700 critical care transport flights per year from area hospitals.

This sustained growth has exceeded the original design intent of the ED and has placed increased pressure on patient flow, capacity, and operational efficiency. To meet current demand, the ED has implemented operational adaptations within physical spaces that were not designed to support existing volumes or acuity levels. These conditions have also resulted in downstream impacts on other departments, including inpatient units, diagnostic imaging, surgery, interventional services, and ancillary support areas.

In addition to building and departmental constraints, ARMC is experiencing increased strain on campus-wide systems, including vehicular and pedestrian circulation, parking supply, emergency access routes, and site utilities. As the campus continues to evolve, a coordinated planning approach is required to ensure that future expansions are operationally efficient, financially feasible, and aligned with regulatory and environmental requirements.

As part of this effort, the planning analysis shall include planning-level equipment assumptions for major clinical areas where equipment materially affects space, infrastructure, or building systems, including imaging-intensive and interventional services.

Request for Proposal ARMC Emergency Department &

C. Project Deliverables

For clarity and alignment with budgetary considerations, the project deliverables are organized into two categories: (1) Base Scope, which includes the planning and feasibility services required to establish programmatic needs and campus fit, and (2) Add Alternate, which includes optional implementation, delivery, and procurement framework services.

The goals of the master planning and feasibility study include the following:

Base scope deliverables

- Evaluate the adequacy of existing facilities relative to current and projected Emergency Department demand

- Define functional, spatial, and operational requirements necessary to support ED and related service growth for campus transformation.

- Assess the impacts of ED growth on other clinical and ancillary departments, including outpatient clinics, intensive care services, and interventional cardiology

- Analyze campus circulation, traffic flow, parking demand, emergency access, and overall campus flow to support safe and efficient operations

- Evaluate site utilities and infrastructure capacity, including power, water, sewer, storm drainage, medical gas systems, emergency power distribution, and imaging-related shielding considerations, to identify constraints and planning-level upgrade needs

- Identify feasible expansion, reconfiguration, and phasing options that maintain uninterrupted hospital operations within an active acute-care environment

- Develop preliminary milestone schedules that include planning-level assumptions for HCAI review durations, regulatory approvals, and sequencing constraints

- Provide preliminary cost and schedule projections sufficient to support funding validation and executive decision-making

Add Alternate:

- Establish a defensible planning framework to guide future procurement and delivery.

- Evaluate and recommend an appropriate project delivery methodology for the proposed project including comparative analysis of risk allocation, schedule implications, HCAI regulatory considerations, cost control impacts, operational continuity within an active acute-care hospital environment.

- Identify required procurement sequencing under County public contracting requirements and provide clear rationale supporting the recommended delivery method.

- Develop a high-level implementation roadmap extending from completion of the feasibility phase through project closeout, including major decision milestones, environmental review assumptions planning-level HCAI review durations, procurement sequencing, design and construction phase assumptions, infrastructure upgrades, and operational phasing constraints necessary to maintain uninterrupted hospital operations.

- Evaluate and recommend an appropriate owner-side governance and delivery structure, including required program management, project management, construction management, and specialty consultant support necessary to successfully deliver the recommended project.

- Identify staffing gaps, required expertise, reporting relationships, and planning-level cost implications associated with the recommended governance framework.

Navid Sadeghi We need to clearly define the level of evaluation and engagement, as this will substantially influence the overall cost of the engagement.

Request for Proposal ARMC Emergency Department &

D. Assumptions

For purposes of this RFP, the following assumptions shall apply:

- This engagement is limited to project management advisory, project governance, developing road maps, functional programming, space planning, feasibility analysis, and campus master planning activities and preliminary cost and schedule.

- The study will be conducted at a planning and feasibility level and will not include detailed design, construction-phase services, or construction management.

- All planning deliverables developed under this effort will be intended for future procurement use and may be made available to subsequent proposers to ensure fair and open competition.

- Final deliverables shall include a consolidated digital report in PDF format, along with native working files (Word, Excel, PowerPoint, and PDF or CAD-based plan markups) sufficient to support future planning and procurement efforts.

E. Preliminary Project Delivery Schedule

- In addition to the feasibility phase schedule, Consultant shall develop a planning-level overall project delivery schedule extending through procurement, regulatory approvals, design, and construction, including planning-level HCAI review durations, procurement timelines, and critical path assumptions for executive planning and funding validation purposes.

VII. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph A - Purpose.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. For proposals submitted through ePro, the Proposer shall not include Attachment E, “Fee

Proposal Sheet(s)”, as part of the proposal submittal, but instead shall upload Attachment E as a separate attachment, clearly labeled. The proposal and Attachment E must be received (separately) on or before the Deadline for Proposals in the manner described in Section 1, Paragraph B. Failure to comply with this requirement shall disqualify the Proposer.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

Request for Proposal ARMC Emergency Department &

B. Proposal Format

Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

The proposal should be formatted to fit an 8.5 x 11 inch sheet of paper, with margins no smaller than ¾ inch on all sides. All text must be single-spaced, and the font size must not be less than 11 points.

Each page, including attachments, should be clearly and consecutively numbered. The proposal must not exceed fifteen (15) pages in length, exclusive of the cover page, table of contents, any supplementary attachment and reports.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following in Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or condition.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County with the entity number assigned to it by the Secretary of State.

b. Number of years that the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

d. List the qualification as outlined in section V.

Request for Proposal ARMC Emergency Department &

6. Licenses, Permits, and/or Certifications Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section XI. TERMS AND CONDITIONS Paragraph A, 21.

The Services requested under this RFP are professional consulting services only in support of the ARMC Emergency Department and ICU Expansion Feasibility Study and Master Planning. Services will include planning, evaluation, analysis, and development of feasibility recommendations. This RFP does not include construction, alteration, repair, maintenance, or other public works activities as defined by the California Labor Code. No physical work will be performed under this contract.

Accordingly, DIR registration is not required for the Services solicited under this RFP

7. Financials

Provide Proposer’s Annual Report for the previous two years. Proposer must also include independently audited financial statements for the most recent completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

8. Project Team Organization Chart Provide an organization chart illustrating the project team and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role is identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description

The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Work Plan and Schedule

Proposer shall provide two separate schedules as part of its proposal:

1. Feasibility Phase Schedule (Consultant Performance Schedule) - Proposer shall provide a detailed schedule for completion of the feasibility and master planning phase from Notice to Proceed through submission of final deliverables.

The schedule shall:

- Clearly state the total proposed duration of the feasibility phase

- Identify major task groupings and durations

- Identify interim deliverables and draft/final submission dates

- Identify stakeholder workshops and executive briefings

Request for Proposal ARMC Emergency Department &

- Include assumed County review periods

- Identify critical path activities

- Confirm that the feasibility effort can be completed within the County’s stated contract term

This schedule will be used to evaluate the Proposer’s understanding of scope and capacity to perform the Services within the stated timeframe.

2. Planning-Level Overall Project Schedule - Proposer shall describe its methodology for developing the preliminary project delivery schedule required under Section V and identify key assumptions that may influence total project duration.

11. Certification Regarding Debarment or Suspension

Complete Attachment D.

12. Cost Complete proposed pricing on Attachment E and the Proposer shall not include Attachment E, “Fee Proposal Sheet(s)”, as part of the proposal submittal, but instead shall upload it in a separate attachment, clearly labeled.

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

18. Conflict of Interest Complete Attachment L – Conflict of Interest and Political Reform Act Obligations.

19. Sample Report Submit a sample report to demonstrate reporting standards, approach, and ability to meet the RFP requirements.

VIII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the

Request for Proposal ARMC Emergency Department & required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories and may include additional specific criteria.

Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 40% Considerations:

• Proposer background and reputation

• Qualifications of the project team

• Experience with local approval agencies

• Experience with publicly bid projects

• Experience with similar services and entities

• Experienced in hospital planning pro-formas and programming, covering functional programming, space planning, feasibility and master planning for acute-care facilities, block-and-stack analysis, ROM cost estimates, and assessment of campus-wide impacts in active environments.

• Direct experience with California OSHPD-1 regulated hospitals

• Project Lead experience with healthcare facility planning experience, including OSHPD-1 projects

• Demonstrated ability to facilitate clinical and operational user engagement; prepare functional program narratives, milestone schedules, and ROM cost estimates

B. TECHNICAL REVIEW

Weight: 30% Considerations:

• Statement of understanding of the County’s needs

• Work plan

• Scheduling

• Quality control

• Adequacy of support staff and subconsultants

• Risk management

• Value-added aspects

C. REFERENCES

Weight: 10% Considerations:

• Satisfactory performance of similar work

• Demonstrated knowledge and expertise

• Work product

• Quality of interactions

• Capability of assigned team members

• Likelihood of continued use

D. INTERVIEW, PRESENTATION, OR DEMONSTRATION

Weight: 20% Considerations:

• Content conveyed or demonstrated in person to the evaluation panel

• Proposer demonstrated a clear understanding of the County’s needs

• General organization of the presentation or demonstration

Navid Sadeghi This should mimic the SOW

Navid Sadeghi Reduce the weight

Navid Sadeghi Reduced to 10% added 5 to technical review and 5 to qualification.

Request for Proposal ARMC Emergency Department &

• Proposer’s ability to answer questions posed by the County

• Proposer inspired confidence in the project plan or team

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the qualifications evaluation. A Facilitator will manage the integrity of the qualifications evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant documents to the evaluators including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the qualifications evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all scorings are finalized and documented, the Facilitator will create a final qualifications evaluation scoring worksheet and rank the proposals first, second, third, etc.

Following the qualifications evaluation and ranking of the proposals, the Facilitator will open all fee proposals.

The ranking of the proposals will not be altered once the fee proposals have been opened. However, the fee proposals will be used during negotiations with the selected Proposer(s).

IX. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals.

If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

Request for Proposal ARMC Emergency Department &

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest ranked Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations, a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Review of Financial Performance

As indicated in Section VII, Section B, financial information may be used to evaluate and select the Proposal(s) deemed to be in the County’s best interest. Alternatively, at the County’s sole discretion, the financial performance of the intended Consultant may be assessed prior to Contract award. Financial performance deemed unsatisfactory by the County may result in non-award or a recommendation for award to another Proposer(s).

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

X. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Director of Purchasing. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above.