1288 Hawthorne Architect Solicitation. July 2021.docx

Mid-Willamette Valley Community Action Agency Inc. (MWVCAA) Request for Quotes for Architectural and Related Services for the Remodeling of the Site located at 1288 Hawthorne Street NE, Salem, OR 97301

Contact: Ashley Hamilton at 503 302-8818 or email at Ashley.hamilton@mwvcaa.org for a walk-through appointment. Proposals are due by 5:00 p.m. on August 9, 2021. Proposals can be mailed to:

MWVCAA Arches Program Attn: Ashley Hamilton 2475 Center St NE Salem, Oregon 97301

Proposals can also be emailed to Ashley at Ashley.hamilton@mwvcaa.org

The mission of the Mid-Willamette Valley Community Action Agency, Inc. (MWVCAA) is providing vital services and resources; meeting the needs of our community.

DESCRIPTION OF THE PROJECT

MWVCAA has recently acquired the “Super 8 Motel” located at 1288 Hawthorne NE in Salem, Oregon. Our goal in making this purchase is to convert this building into a usable working transitional shelter for individuals and families in our community that are in need of this service. Our intention is to be able to house people in need of this service and use it as a first step in assisting them in finding more permanent living quarters. We are seeking written quotes for Architectural and Related Services for the repurposing remodel of this building. The project is generally envisioned to be architectural in nature, but may also need to provide other special consultants, testing, inspection, or other services related to the architectural services.

The architectural consultants will perform architectural services, which may include but are not limited to, providing problem definition and analysis, design plans and specifications, cost estimating, contract documents, bidding services, and construction contract administration services through completion of construction and the warranty period.

The architectural consultants will be the prime consultant and perform project design for infrastructure, buildings, parking lot, and structures; including contractor management, project cost estimating, building and site infrastructure condition assessments, feasibility studies, and seismic assessments. As the prime consultant it may be necessary for the architectural consultant to hire sub-consultants for specialized services. Sub-consultants may include but are not limited to civil engineers, structural engineers, mechanical engineers, and electrical engineers.

DESCRIPTION OF THE FACILITY

MWVCAA has acquired the Super 8 Motel site to convert it to a transitional shelter site to be used by the Arches Project program of MWVCAA.

The Super 8 Motel is located at 1288 Hawthorne Ave NE Salem, Oregon. The Property consists of approximately 1.65 acres (71,874 SF) with one (1), 3-story structure totaling approximately 34,305 square feet and 80 guest rooms with lobby, registration desk, business office, and meeting room, as well as, other support areas plus an indoor heated pool. The building is rectangular in shape, wood-frame, built in 1988.

REMODEL PROJECT REQUIREMENTS

The remodel will be subject to Davis-Bacon Act (DBA) requirements. The Architect that is hired for this project will be instrumental and expected to be a part of the bidding and hiring process for the Prime Contractor. The Prime Contractor should have a strong knowledge and experience with the Davis Bacon Act. The Prime Contractor will be responsible for all compliance with the DBA by the Contractor and his employees, as well as, any subcontractors or others that are contracted or hired for this project by the Prime Contractor. Elements of compliance with the DBA include, but are not limited to, Davis Bacon prevailing wages, agreed upon by MWVCAA and the Prime Contractor; weekly payments to workers during the project timeline, documented by weekly payroll sheets for positions covered by DBA using the Standard DBA forms; signage required at the work areas; and documentation of worker interviews by MWVCAA, per DBA rules and regulations. Before MWVCAA can issue payments for services rendered, it must be in possession of the weekly payroll sheets for the time of the services being billed.

MWVCAA expects to issue direct payments only to the Architect entity and the Prime Contractor. The Prime Contractor will be responsible for making payments to any sub-contractors or employees working under their supervision. Any exceptions to this procedure will need to be approved by MWVCAA, ahead of time. For exceptions, the Architect entity or the Prime Contractor will provide detailed receipts and payment will be issued accordingly.

Billings to the Prime Contractor will be reviewed and approved by the Architect entity, prior to being submitted to MWVCAA for direct payment. Currently, MWVCAA’s payment system is through computer generated paper checks, although it reserves the option to change to ACH payments, if the option becomes available.

Since the building is being repurposed, we anticipate that portions of the renovation will take different timelines and priorities. We would like the design and construction itself to be designed in Phases, to meet our immediate needs by priority and for us to be able to anticipate and schedule the full use of completed spaces as they become completed and available.

Remodel requirements include acquisition of necessary permits, working with Marion County Public Works, the City of Salem, and other governmental agencies to ensure compliance with all federal, state, and local regulations; collaboration with in-house facilities professionals and managers in the design and construction phases of the project; project management of contractors and sub-contractors in accordance with Davis-Bacon and other federal, state, and local regulations; utilization of small/emerging, minority or women-owned, veteran or disabled contractors whenever feasible and possible; incorporation of energy-saving, sustainable practices and materials whenever feasible and possible.

SCOPE OF WORK

Building Remodel/Repurposing:

· All windows in the building are old, drafty and some don’t have locking mechanisms. All windows need to be replaced with more energy-efficient and upgraded windows.

· All living units must meet A.D.A. compliance for bathroom facilities.

· Installation of kitchenettes & required plumbing/electricity for all living units.

· All carpet flooring must be replaced with laminate flooring for hygienic and ease of cleaning and maintenance.

· The check-in lobby at front entrance needs a clean, welcoming, remodel facelift.

· Some of the existing spaces need to be repurposed for staff office spaces. Currently, the anticipated number of staff that will work in the building is 18.

· HVAC systems must be in running efficiently or replaced by new systems with the latest energy/code requirements.

New Construction:

· Repurpose the indoor swimming pool space into a fully functional commercial grade kitchen for the preparation of 3 daily meals per person being housed in the facility. More detailed specifications for the kitchen will be provided as the project gets under way. * Below is a sample of elements that may or may not be elements of the kitchen.

· Construction of a Bed Bug Sauna Room capable of terminating bed bugs from linens, towels, etc., as part of the hygienic and laundering process of unit components.

· Construction of a fully functional elevator for accessibility to all floors.

*Construction of a commercial grade kitchen suitable for cooking daily breakfast, lunch and dinner per housed guests. Purchase and installation of the kitchen equipment will be coordinated by an in-house specialist and is not included in this RFP.

· Plumbed for Natural Gas

· Convection Oven

· Commercial Steamer

· Steam Jacketed Kettle

· Commercial Hood

· Fire Suppression System

· Grease Trap

· Commercial Dishwasher

· Stainless Steel Counters

· Walk in Cooler and Freezer

· Storage room for food

· Large double doors for food delivery

· Small office area for kitchen staff

· Sinks

1. Hand washing sink

2. Vegetable / Fruit Prep Sink

3. 3 floor sinks

4. Three-compartment sink next to dishwasher

5. Mop sink

IMPORTANT DATE

Non -Mandatory Pre-Proposal meeting and walk through: August 2, 2021. Written quotes are due: August 9, 2021.

Inquiries relating to the RFP process, administration, deadline or award, including technical inquiries shall be directed to the following Sole Point of Contact:

Ashley Hamilton, ARCHES Program Director 2475 Center St NE Salem, Oregon 97301 Telephone: (503) 302-8818

FAX: (503)585-9118

ashely.hamilton@mwvcaa.org

Proposers may submit questions in writing to the contact person above. Email messages are acceptable. All questions must be received no later than three (3) days prior to Proposal deadline. Substantive questions and answers will be made available to all interested parties recipients.

PROPOSAL CONTENTS

To be considered for review the Proposal must contain information addressing the following criteria:

Pass/Fail Criteria Proposals not meeting ALL pass/fail criteria will be considered non-responsive and shall be rejected. Cover Sheet: Completed Cover Sheet (refer to Attachment A).

Proposal Format: The Proposal must be organized in accordance with the list of Proposal contents within this Section.

Legally Transacting Business in Oregon Proposers must be legally authorized to transact business in the State of Oregon and must be fully registered and licensed as required by Oregon law to perform the services, in order to submit a Proposal in response to this RFP.

For Informational Purposes:

Minority, Women and Emerging Small Business (MWESB) Participation Please describe if your firm is eligible for certification under the State of Oregon’s Office of Minority, Women and Emerging Small Business (“OMWESB”) certification process, as well as, Disability or Veteran owned businesses.

Scored Criteria

Background: Provide a brief description of your firm’s history and its capabilities.

Experience

Reference Checks for the Proposer’s Company

Proposer shall provide three (3) References that can rate Proposer’s performance in these categories:

a) Provide a listing of your firm’s last (3) completed projects of $200,000.00 or more. Information on these projects should include the following:

(1) Name of the project owner, contact person, and current phone number

(2) Location of the project and completion date

(3) A brief description of the job

(4) Amount of contract award

(5) Final contract amount and total amount of change orders

(6) Indicate whether the work was accomplished within the consultant’s original estimated budget and schedule, or needed to be revised. Briefly explain the reason for any revisions.

b) Provide a listing, in chronological order of your firm’s experience with projects involving other Community Actions or government funded entities’ construction or remodel. Information about the project should follow the format and include the same information required above.

Describe you firm/team’s current work load and capacity and its ability to commit staffing resources to this project.

Staffing

a) Provide a project organization chart showing your proposed Key Person(s).

b) Include resumes for key staff members that would be assigned to this project. The resumes must include each individual’s education, work history, length of tenure with the firm and prior experience with similar jobs.

Describe your firm/team’s experience in Equity, Diversity and Inclusivity Business Practices and Policies; provide a narrative description of your experience in promoting these practices with your employees, partners, contractors, subcontractors, or suppliers on previous projects.

Approach

a) MWVCAA requires that any Work or Change Orders be agreed upon and signed by the Architectural Firm and MWVCAA’s Executive Director or Assignee, before proceeding with work on these Orders. Describe how your firm will approach the management aspect of this project. Include how it will respond to requests for Work Orders that will need to be agreed to and begun within quick time frames. How will you ensure that MWVCAA’s needs are adequately met; i.e. management of construction costs, quality,

b) Describe your firm’s overall plan to accommodate the work flow and complete projects such as those generally outlined in this proposal. Discuss your plan for reviewing and defining problems (e.g. cementitious stucco water intrusion), the process for design, and administration of the contract during construction.

Price The Proposer’s price should include information indicating how the price was determined. For example, the Proposer should indicate the estimated number of hours by staff level, hourly rates, and total cost by staff level. Any out-of-pocket expenses should also be indicated.

PROPOSAL EVALUATION AND CONTRACTOR SELECTION

Proposals submitted on time will be reviewed against the Pass/Fail criteria. Proposals meeting those criteria will be forwarded to an evaluation committee for scoring against the evaluation criteria below and ranking.

Evaluation Factors Each Proposal must clearly address both the pass/fail and scored criteria. Evaluation factors and maximum points are presented below.

MANDATORY

INFORMATIONAL ONLY

MWESB Certification Information Only

SCORED CRITERIA

MWVCAA reserves the right to negotiate a final contract that is in the best interest of the agency.

The successful Proposer must have Workers’ Compensation Insurance covering work in Oregon in accordance with State of Oregon Law. The successful Proposer must also submit documents addressing other insurance required by law and normally required while conducting business contemplated in this announcement.

ATTACHMENT A

PROPOSAL COVER SHEET

Organization Name:

Primary Contact Person: Title:

Address: City, State, Zip:

Telephone: Fax: Email: Federal Tax ID#:

MWESB Certification: no yes: #

Name and title of the person(s) authorized to represent the Proposer in any negotiations and sign any Personal Services Contract that may result:

Name: Title:

Provide at least three references with telephone numbers (please verify numbers). References must be able to verify the quality of your previous work in the proposed area of work.

REFERENCE No. 1:

Organization Name/ Project:

Contact Person/ Title:

Contact Number:

REFERENCE No. 2:

Organization Name:

REFERENCE No. 3:

Organization Name:

By signing this page and submitting a Proposal, Proposer certifies that the following statements are true:

1. Proposer, acting through its authorized representative, has read and understands all RFP instructions, specifications, and terms and conditions contained within this RFP and addenda, if any.

2. Proposer certifies that its Proposal has been arrived at independently and has been submitted without any collusion designed to limit independent proposals or competition.

3. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin; Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

4. The Consultant will be required to complete an Agreement to Agree (as shown in the Form Agreement to Agree, Attachment B of this RFP).

5. Proposer accepts and is bound by all terms and conditions contained in the RFP, including Attachment B; Proposer has and will maintain the insurance requirements set forth in Exhibit 1-C of Exhibit 1 of Attachment B.

6. If awarded the agreement, Proposer will be authorized to do business in the State of Oregon at the time of award and will be and remain in compliance with all applicable State of Oregon professional registrations and licensure requirements.

7. The statements contained in this Proposal are true and complete to the best of the Proposer’s knowledge; Proposer accepts as a condition of the agreement the obligation to comply with the applicable state and federal requirements, policies, standards, and regulations. The undersigned recognizes that this is a public document and open to public inspection.

8. The Proposer acknowledges receipt of all addenda issued under this RFP.

Signature: Date:

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