2024 A-E RFP MR Kitchen.pdf

RFP 2024-100, 9/30/2024 Page 1 of 26 Architectural/Engineering Services

Ontario School District 8C

Issues the Following

REQUEST FOR PROPOSALS (RFP)

RFP Number 2024-100

Architectural/Engineering Services

Date of Issuance: October 1st, 2024 Proposals Due Date: October 25th, 2024

Single Point of Contact (SPC): Pam Suyematsu

Address: 195 SW 3rd Avenue, Ontario OR, 97914 Phone (voice): (541) 235-4006

E-mail: psuyematsu@ontario.k12.or.us mailto:psuyematsu@ontario.k12.or.us

RFP 2024-100, 9/30/2024 Page 2 of 26 Architectural/Engineering Services

Table of Contents -

Section 1: Purpose and General Information

1.1 Introduction

1.2 Schedule

1.3 Definitions

1.4 Scope of Work

1.5 Single Point of Contact

1.6 Pre-Proposal Conference

Section 2: Proposal Requirements

2.1 Administrative Proposal Requirements

2.2 Minimum Proposal Requirements

2.3 Technical Proposal Requirements

2.4 Price Proposal Requirements

Section 3: Solicitation Process

3.1 Procurement Authority and Method

3.2 Contractual Obligation

3.3 Questions, Modifications and Protests Relating to the RFP, Contract Provisions or

Specifications

3.4 Submission of Proposals

3.5 Withdrawal of Proposals

3.6 Opening of Proposals

3.7 Evaluation and Award

3.8 Public Information, Confidentiality, and Trade Secrets

3.9 Cost of Preparing Proposals

3.10 Reservation of Agency Rights

3.11 Contract Form

3.12

Section 4: Evaluation and Award

4.1 Evaluation Process

4.2 Evaluation of Minimum Requirements (Pass/Fail)

4.3 Evaluation of Technical Proposal (Scored)

4.4 Evaluation, Scoring and Ranking of Price Proposals

4.5 Ranking of Proposals

4.6 Award Notification and Process

Section 5: Attachments Attachment A: Proposal Cover Sheet Attachment B: Sample Form of Contract [23 pages]

Section 1: Purpose and General Information

RFP 2024-100, 9/30/2024 Page 3 of 26 Architectural/Engineering Services

1.1 Introduction

1.1.1 Overview, Objectives, and Background.

The Ontario School District (District) is inviting proposals from qualified firms to provide Architectural / Engineering Services for the renovation of a small kitchen and serving line. Key project includes:

• Asbestos flooring abatement and addition of slip proof floor covering: Current flooring in kitchen and store room will be removed and replaced with slip proof flooring

• Serving line: Addition of a new serving line that includes hot holding wells, hot holding and cold holding tabletop units.

• Addition of Rollup counter doors: the door will be in both the serving line and the tray return area.

• Walk in Freezer / Walk in Refrigerator: Remove existing units. Put in new units in a different location the units are larger in size and capacity.

This RFP seeks firms with a proven record in managing complex, phased projects and handling both new construction and renovation in an occupied school environment, particularly with a focus on safety, security, and the continuity of school operations. Must meet State of Oregon licensing requirements for services. Experienced with Federal, State and local code requirements for public school, food preparation and serving facility. Experience with meeting project time lines and schedule. Experience with service cost estimates and meeting those estimates.

1.1.2 Contract Term.

The Contract is anticipated to start June of 2025. The initial Contract term shall be completion 8/8/2025.

1.1.3 Method of Compensation.

The contract payment method shall be negotiated.

1.2 Schedule

Event Due Date RFP Release – Date of Issuance October 1st, 2024 MDT May Roberts Kitchen walk through (optional) October 7th2024 MDT3:00 p.m. MDT 590 NW 8th St Written Questions October 14, 2024 by 3:00 pm MDT Answers to Proposal Questions (approx.) October 21, 2024 RFP Protests Ends October 21, 2024 by 3:00 pm MDT RFP Closing October 25, 2024 by 3:00 pm MDT Opening of Proposals October 25, 2024 at 3:15 pm MDT Presentation / Demo / interview if applicable October 28, 2024 at 3:00 pm MDT Evaluation (approx.) October 29, 2024 Issuance of Notice of Intent to Award (approx.) October 30, 2024 Negotiations Complete (approx.) November 04, 2024 Award Protests End (approx.) November 04, 2024 by 3:00 pm MDT Contract Award (approx.) November 11, 2024 Contract Start November 11, 2024 Project final plan and document review February 10, 2025 Release for bid date February 24, 2025

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1.3 Definitions

For general definitions, see OAR 137-046-0110, which are incorporated by reference herein.

1.3.1 “Agency” means Ontario School District 8C (District).

1.3.2 “RFP” means this Request for Proposals.

1.3.3 “Scope of Work” means the general character of the Supplies and Services, the work’s purpose and objectives, and Agency’s expectations. Examples of expectations include, if applicable, a description of the purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop the Proposals.

1.3.4 “Statement of Work” means the specific provision in the final Contract which sets forth and defines in detail the agreed-upon objectives, expectations, performance standards, and other obligations.

1.4 Scope of Work

This SOW outlines the general responsibilities, deliverables, and coordination required between the district, the architect/engineer, and the CM/GC. The SOW is tailored to May Roberts kitchen project.

1. Project Overview The Ontario School District is undertaking a renovation of the May Roberts Kitchen project. This project will be completed under a collaborative delivery model that involves the District, a Construction Manager and General Contractor, and the selected architectural and engineering (A/E) firm. The A/E firm will be responsible for designing the facilities to meet the Districts kitchen needs, maintaining compliance with local, state, and federal regulations, and coordinating closely with the CM to ensure timely and cost-effective project delivery.

2. Objectives The primary objective is to design facilities that:

• Support the needs of the Ontario School District Nutrition Services Department.

• Meet the needs of the students, staff, and community.

• Are delivered on time and within budget.

• Maximize operational efficiency and sustainability.

• Maintain compliance with all applicable codes, standards, and safety requirements.

3. Scope of Architectural and Engineering Services A. Pre-Design Phase

1. Needs Assessment and Programming o Meet with the Ontario School District and GM to define project scope, goals, budget, and timeline.

o Conduct site visit to assess the existing facilities and infrastructure.

o Develop and document space requirements, adjacencies.

o Review District-provided standards and integrate them into the programming phase.

o Collaborate with District stakeholders, including Nutrition staff, administrators, and maintenance staff, to develop a functional program for this project.

2. Feasibility Studies o Analyze potential sites or existing building for their suitability, including zoning, utilities, environmental concerns, and access.

RFP 2024-100, 9/30/2024 Page 5 of 26 Architectural/Engineering Services o In collaboration with the CM/GC, provide a cost-benefit analysis of renovation versus new construction options as applicable.

3. Concept Design and Preliminary Budgeting o Prepare initial concept designs, including plans, elevations, and sections for review.

o Present design concepts to the District for feedback and revise as necessary.

o Provide an initial cost estimate in coordination with the CM/GC to ensure the design aligns with the budget.

B. Design Phase

1. Schematic Design (SD) o Develop schematic design documents that include site plans, floor plans, elevations, and building systems (structural, MEP – mechanical, electrical, plumbing).

o Collaborate with the CM to provide updated cost estimates and value engineering suggestions.

o Facilitate design review meetings with the District to solicit feedback and ensure alignment with goals.

o Receive formal approval from the District on Schematic Design Review

2. Design Development (DD) o Advance the schematic design into more detailed drawings, including detailed floor plans, sections, elevations, material selections, and system specifications.

o Coordinate with the CM to refine cost estimates and adjust the design to meet the budget if necessary.

o Incorporate feedback from District stakeholders and ensure compliance with educational goals, District standards, and regulatory requirements.

o Facilitate design review meetings with the District to solicit feedback and ensure alignment with goals.

o Receive formal approval from the District on Schematic Design Review

3. Construction Documents (CD) o Develop fully detailed construction documents, including specifications for materials, finishes, systems, and equipment. Specifications may be documented on plan.

o Ensure that the construction documents are coordinated between all disciplines

(architectural, structural, mechanical, electrical, and civil engineering).

o Submit construction documents for District review and regulatory approval.

o Coordinate with the CM to finalize the project schedule and construction phasing plan. Align design with potential phasing requirements.

C. Permitting and Bidding Phase

1. Permit Applications o Meeting with City officials to be done by District and CM.

o District and CM will prepare and submit all required documentation for building permits, variances, and other regulatory approvals.

o Address any comments or requests for information from local authorities. And work with the district and city officials to secure the final building permit o

2. Bid Support o Provide support during the bidding process.

o Assist in the review of bid packages, substitution requests, etc., in coordination with the CM to ensure they align with the construction documents and project scope.

o Provide recommendations to the district on contractor selection as needed.

D. Construction Administration (CA) Phase

1. Project Coordination

RFP 2024-100, 9/30/2024 Page 6 of 26 Architectural/Engineering Services o Provide oversight during construction to ensure adherence to the design intent, construction documents, and District standards. If required.

o Attend regular on-site meetings with the CM/GC and District representatives to review progress, address design-related issues, and respond to requests for information (RFIs). If required.

o Review and approve shop drawings, product data, and material submittals.

2. Change Order Management o Review proposed change orders in collaboration with the CM/GC and provide recommendations to the district. If required or needed.

o Ensure that any necessary changes are documented and reflected in as-built drawings.

3. Site Visits and Quality Control o Conduct regular site visits to verify that construction work meets the design and quality standards. To be done by district.

4. Final Inspection and Closeout o Develop and provide electronic copies of all discipline as-built drawings in AutoCad

4. Deliverables

• As noted above

5. Coordination and Communication

• The A/E team will coordinate with the District, as needed.

6. Schedule The A/E firm will work closely with the CM/GC and the District to develop and adhere to a detailed project schedule.

7. Compensation Compensation will be based on a mutually agreed-upon fee structure, typically a percentage of the total construction cost or fixed fees tied to project milestones.

8. Responsibilities of the District

• Provide existing facility documentation, including as-built drawings.

• Designate a point of contact for all project communication.

• Review and approve design submissions in a timely manner.

9. Additional Services Any services beyond the scope outlined in this document, such as unforeseen environmental studies or additional design services not included in the original project plan, will require a separate agreement.

The Ontario School District shall retain all rights to the Final Design Drawings.

Agency and the successful Proposer may negotiate a Statement of Work for the Contract.

The parties may agree to amend or modify the awarded Contract in accordance with OAR 137-048- 0320.

1.5 Single Point of Contact (SPC)

All questions, whether about the technical requirements of the RFP, contractual requirements, the procurement process, or any other aspect of the project or needed services, shall be directed only to the person listed on the first page of the RFP. The RFP document may be reviewed upon request at the address listed on the first page of the RFP.

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1.6 Pre-Proposal Conference

Agency shall hold a Pre-Proposal Conference to answer general questions and to clarify any program issues. Questions will be recorded by Agency and will be answered as set forth in Section 3.3. Verbal comments made by Agency at the Pre-Proposal Conference are not binding.

Pre-Proposal Conference Date: 10/07/2024 Time: 3:00pm MDT Place: May Roberts Kitchen 590 NW 8th St, Ontario, Attendance at the Pre-Proposal Conference is optional. An explanation of the solicitation shall be given. Attendees shall have the opportunity to ask questions of Agency program staff which may clarify Agency expectations.

The Pre-Proposal Conference is a forum in which potential Proposers may request in writing a change to the requirements contained in the RFP. Agency shall take all written requests to change requirements under advisement. Changes to the RFP, if any, shall be in the form of a written Addendum to the RFP. Verbal comments made by Agency at the Pre-Proposal Conference are not binding.

Section 2: Proposal Requirements

2.1 Administrative Proposal Requirements

2.1.1 Proposal Cover Sheet.

The Proposer shall sign and submit the Proposal Cover Sheet (see Attachment A). Proposals shall address the proposal and submission requirements set forth in the RFP and shall describe how the Services shall be provided. Proposals that merely offer to provide Services as stated in the RFP shall be considered non-responsive and shall not be further considered.

All Proposals shall follow the format described in this Section. Proposals shall respond to all elements of information requested, without exception. Proposal sections and pages shall be appropriately numbered.

2.1.2 Copies.

Submissions in response to the RFP shall contain 1 original, 4 copies of the proposal and all required supporting information and documents plus 1 electronic PDF version of the signed Proposal. The originals and all copies of the Proposal shall be submitted in a sealed envelope or box, labeled “Proposal to RFP #2024-100 ” and delivered to the SPC.

2.1.3 Financial Statement/Fiscal Stability.

Briefly describe Proposer’s experience with, and current strategies for, ensuring that the Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract term. Identify the individuals who have fiscal responsibilities. Any Proposer that has generated financial statements shall submit copies for the most recent period. If financial statements have not been generated, then Proposer may submit an audit or fiscal review by a certified public accountant, or if the Proposer is a “new” business, a copy of a business plan completed within the last year.

2.2 Minimum Proposal Requirements

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A Proposal shall meet the minimum proposal requirements described in the Proposal Cover Sheet, Attachment A.

2.3 Technical Proposal Requirements

The Proposal shall describe how the Proposer shall meet each of the technical requirements described in the Scope of Work in Section 1.4, including identification of key persons who shall perform the work and their background and expertise. This Proposal shall be evaluated as described in Section 4.

Written Response Requirements 120 Total Proposal Points

1. COVER LETTER Mandatory

2. PROPOSAL COVER SHEET Complete the Proposal Cover

Sheet included as Attachment A of the Request for Proposal

3. COMPANY PROFILE: Describe your firm’s past schoolwork history, size, resources, philosophy of service, volume of work, financial stability, and design techniques and methods.

4. PROJECT APPROACH: In your proposal, please provide a detailed description of your firm’s project approach for both new construction and renovation projects within the Ontario School District. This section should outline your methodology for understanding the district’s educational needs, integrating stakeholder input, and ensuring that designs meet both budgetary constraints and project timelines. Describe your approach to coordinating with the Construction Manager/ General Contractor (CM/GC) to enhance collaboration, manage value engineering, and ensure cost-effective solutions.

Additionally, include how you will address challenges specific to renovation projects and outline how you will blend new elements with existing structures to preserve continuity and meet current building codes. Include examples of innovative design solutions from similar projects that demonstrate your ability to meet these goals.

5. SCHEDULING: In your proposal, provide a detailed project design schedule for both new construction and renovation projects. Outline key milestones, including programming, schematic design, design development, construction documents, permitting, construction administration, and permitting. Highlight coordination with the CM/GC and district stakeholders to meet deadlines, and for renovation projects, address how you will minimize disruptions to school operations.

Include your strategy for maintaining the project timeline while allowing flexibility for adjustments as needed.

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7. PAST PERFORMANCE: Please provide a summary of your firm’s past performance on similar new construction and renovation projects, particularly those within the education sector. Highlight projects that demonstrate your ability to meet budgetary, scheduling, and quality goals while addressing the unique challenges of K-12 school environments. Include specific examples of successful collaborations with Construction Manager/General Contractor (CM/GC) teams, detailing how you ensured timely delivery, effective communication, and stakeholder satisfaction. Additionally, provide references from previous clients that can speak to your firm’s performance, design quality, and project management capabilities.

Preference will be given to firms with school construction knowledge and experience working on occupied campuses.

8. REFERENCES

In Attachment A, Proposers shall provide the names, addresses, telephone numbers, and contact information for three (3) customers for whom Proposer has provided within the last 5 years Services equivalent to those described in the RFP. Agency may use references provided as part of the proposal evaluation process as described in Section 4.

2.4 Price Proposal Requirements

Describe your proposed hourly fees, escalation rates, and expense structure. The unit rates provided shall be the basis for fee negotiations with the successful firm.

Outline separately, in not more than two (2) pages, a general budget for the Design Phase Activities. The budget is intended to be an outline of anticipated services and the number of hours expected to complete those services and not a specific fee proposal.

Price Proposals shall be addressed to the SPC and clearly referenced as “Price Proposal” to Request for Proposal RFP 01-OSD.” Proposer shall submit 1 original and two (2) copies of the Price Proposal plus 1 CD containing a pdf version of the signed Proposal.

Price Proposals shall be firm for a period of 120 days from the deadline for proposal submission.

Section 3: Solicitation Process

3.1 Procurement Authority and Method

Agency is conducting the RFP pursuant to its authority under ORS 279A.050. Agency intends to initially conduct a formal selection procedure pursuant to OAR 137-048-0220. See reservations of rights in Section 3.10

3.2 No Contractual Obligation

Agency is not obligated as a result of the submission of a Proposal to enter into a Contract with any Proposer, and has no financial obligation to any Proposer arising from the RFP.

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3.3 Questions, Modifications, and Protests relating to the RFP, Contract Provisions or Specifications

Protest procedures shall follow those set forth in OAR 137-048-0240.

3.3.1 Submittal of Questions and Requests.

Questions, including requests for explanations of the meaning or interpretation of provisions of the RFP, shall be submitted in writing, arrive by the date and time specified in Section 1.2, and be addressed to the attention of the SPC. Faxes (including Proposer’s fax number) and emails are acceptable. Send emails to the SPC email address indicated on the cover page with the following subject “RFP #2024-100 RFI”.

Note: with the exception of Negotiations of those terms permitted under Section 4.7, this is the Proposer’s only opportunity to request any change or protest any requirement of the RFP, including but not limited to the solicitation process, proposal requirements or terms and conditions. Proposals that take exception to the requirements of the RFP, including but not limited to the solicitation process, proposal requirements or terms and conditions shall be deemed non-responsive and shall rejected at the sole discretion of Agency.

3.3.1 Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications.

3.3.1.1 Procedure.

The appropriate means of seeking modifications to provisions of the RFP are through a written (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

3.3.1.2 Request for Clarification.

Any Proposer requiring clarification of any provision of the RFP, contractual terms or specifications may submit to the SPC a written request for clarification. To be considered, the request for clarification shall be received by the SPC by the deadline specified in Section 1.2 or any extension made by subsequent Addenda.

3.3.1.3 Request for Changes to RFP, Contractual Terms or Specifications.

Any Proposer may submit to the SPC a written request for changes to the RFP, contractual terms or specifications. To be considered, the request for changes shall be received by the SPC by the deadline specified in Section 1.2 or any extension made by subsequent Addenda. The request shall include the reason for requested changes, supported by factual documentation, any proposed changes and shall contain all other information required by ORS 279B.405 and OAR 137-048-0240.

3.3.1.4 Protest of RFP, Contractual Terms or Specifications.

Proposers may submit to the SPC a written protest of RFP, contractual terms or specifications. To be considered, Protests shall:

3.3.1.4.1 Identify the Proposer’s name and reference the RFP number;

3.3.1.4.2 Contain evidence that supports the grounds on which the protest is based and specify the relief sought, including a statement of the proposed changes to the

RFP 2024-100, 9/30/2024 Page 11 of 26 Architectural/Engineering Services process or RFP provisions, requirements or terms and conditions that the Proposer believes shall remedy the conditions upon which the protest is based;

3.3.1.4.3 Be signed by the Proposer’s authorized representative;

3.3.1.4.4 Be submitted to the SPC by the Solicitation Protest due date specified in Section 1.2; and

3.3.1.4.5 Be delivered or faxed to the SPC at the address specified on the first page of the RFP.

Agency shall not consider solicitation protests that do not meet the requirements of this Section. Agency shall resolve all solicitation protests in accordance with OAR 137-048- 0240. Agency is not responsible for the successful transmission of faxed protests.

Unless this specific due date is extended by Addenda to the RFP, Agency shall not consider solicitation protests to the originally-issued RFP submitted after the Solicitation Protest due date specified in Section 1.2. Please note: Late or electronically transmitted (emailed) protests will not be accepted.

3.4 Submission of Proposals

Proposals shall be received by the SPC no later than the closing date and time specified on the front page of the RFP. Proposals may be delivered via U.S. Mail or courier, or hand-delivered.

Proposals shall be sent to the attention of the SPC’s name. Late, faxed or electronically transmitted Proposals shall not be accepted.

3.5 Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time.

The Proposer shall submit a written request to withdraw, signed by the Proposer, on the Proposer’s letterhead, to the SPC at the address listed on the front page of the RFP.

3.6 Opening of Proposals

Proposals shall be opened and the names of all Proposers shall be read at the date and time listed in the Schedule, Section 1.2. Proposals will not be read aloud. Proposals shall be opened at the following location:

OSD District Office Board Room 195 SW 3rd Avenue Ontario, OR 97914

3.7 Evaluation and Award

The evaluation and award process is described in Section 4.

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3.8 Public Information, Confidentiality, and Trade Secrets

All Proposals are public information after the Proposals have been opened, and all protests are public information after the protest period ends. Proposals shall be opened by the SPC at the date and time listed in the Schedule, Section 1.2. Copies of Proposals, however, shall not be provided until the evaluation process has been completely closed and an award letter has been issued/a Notice of Intent to Award has been issued. Copies of public information may be requested by any person. Proposers shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." Agency shall take reasonable measures to hold in confidence all such labeled information, but the District shall not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

3.9 Cost of Preparing Proposals

All costs incurred in preparing and submitting a Proposal in response to the RFP are the responsibility of the Proposer and shall not be reimbursed by Agency.

3.10 Reservation of Agency Rights

Agency reserves all rights regarding the RFP, including, without limitation, the right to:

a. Amend, delay or cancel the RFP without liability if Agency finds it is in the best interest of the Agency to do so;

b. Reject any or all Proposals received upon finding that it is in the best interest of the Agency to do so;

c. Waive any minor informality or non-conformance with the provisions or procedures of the RFP, and seek clarification of any Proposal, if required;

d. Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

e. Negotiate a Statement of Work based on the Scope of Work described in Section 1.4 and to negotiate separately in any manner necessary to serve the best interest of the public;

f. Amend any Contracts that are a result of the RFP;

g. Engage consultants by selection or procurement independent of the RFP process or any

Contracts or agreements under it to perform the same or similar services; and

h. To extend any Contracts that result from the RFP without an additional RFP process for up to a total of 1 year, pursuant to OAR 137-048-0310.

Although price is a consideration in determining the apparent successful Proposer, the intent of the RFP is to identify a Proposal from a Proposer that has a level of specialized skill, knowledge and resources to perform the work described in the RFP. Qualifications, performance history, expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process. Due to the highly technical nature of some of these tasks, the Proposer with the lowest Price Proposal may not necessarily be awarded a Contract. Agency reserves the sole right to determine the best Proposal.

3.11 Contract Form

The District intends to utilize the Consensus Doc 840 Standard agreement Between Owner and Architect/Engineer standard contract form as a basis from which to secure the contract between the

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District and the Proposer. The contract may be subject to modifications as determined to be mutually agreeable. A sample will be supplied during the negotiation period with the selected candidate.

Section 4: Evaluation and Award

4.1 Evaluation Process

4.1.1 Evaluation Overview.

Agency shall conduct an evaluation of the Proposals received in response to the RFP.

Agency shall evaluate and score all Proposals on the completeness, quality, and applicability of their content in accordance with the following Sections:

4.2: Evaluation of Minimum Requirements (Pass/Fail) 4.3: Evaluation of Technical Proposal (Scored)

4.3.1: Evaluation of Presentations, Demonstrations and Interviews (Scored) 4.4: Evaluation, Scoring, and Ranking of Price Proposal 4.5: Reference Checks for the Proposer’s Company 4.6: Ranking of Proposals

Each Section is explained in more detail below.

4.1.2 Evaluation Committee.

Agency shall establish a selection committee. The Selection committee shall consist of:

Superintendent Director of Operations Director of Finance Nutrition Services Director CM Company Representative (advisory capacity only) Other persons as deemed necessary by the Superintendent

4.1.3 Disqualification.

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the proposal review and evaluation process shall result in proposal rejection.

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4.2 Evaluation of Minimum Requirements (Pass/Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum proposal requirements described in Section 2.2 of the RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined to responsive to the Minimum Requirements shall be considered for further evaluation in Section 4.3. See the Reservation of Agency Rights in Section 3.10.

4.3 Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals using the quantity and quality of information described in this Section. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation questions. Price proposal information shall not be available to the evaluation committee during this evaluation of technical proposals be scored after the completion of scoring for remaining categories. Price Proposal information must be submitted in a separate sealed envelope.

The evaluation committee may request additional clarification from Proposers for any portion of the Proposals. If a Proposal is unclear, Proposer may be asked to provide clarification. No new information or documentation may be submitted, however, and clarifications may not be used to rehabilitate a non-responsive Proposal. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written signed clarification(s) within 24 hours of request (Monday-Friday) following receipt of the request. Failure to provide clarification may result in a lower score. The evaluation committee shall assign points to its evaluation of each Proposal as follows:

Resources (25 Points) - Identify the organizational resources available that would be applied to accomplishing the project as described in Section 1.4. Name any associate firms or sub-consultants that will be working on the project and the length of time you have worked in association with these firms.

Describe the time and effort that your team will dedicate to the project and the frequency of your on-site scheduling. Elaborate on your expectations for your staff and sub-consultants concerning time management, quality control, and budget. Define any required resources or equipment that you anticipate the District may provide. Provide information regarding your ability to service the unique locale and climate conditions of the project and describe your familiarity with the area.

Design (25 Points) - Describe and illustrate your unique ability to design educational facility projects as outlined in Section 1.4. Provide examples of similar projects that you have completed and develop your reasons for the choices of design that you will also illustrate in the oral presentation.

Project Approach (15 Points) - Considering your experience, describe the sequence and methods that you employ to sustain successful building projects. Describe your proposed management techniques including but not limited to quality and cost control. Outline each major project phase and explain how you would manage building design and construction administration to meet the dates outlined within the preliminary project schedule. Exhibit any new or unique factors that you have discovered for implementing projects. Describe any requisites or expectations that you may require from the District.

Describe any claims, disputes, litigation, and arbitrations with architectural contracts within the last (5) years and the parties involved and resolution.”

Compensation Schedule (15 Points) - Provide (in a separate sealed envelope) an expected compensation schedule that tracks the projects as outlined in Section 1.4. Outline your methods for managing addendums, change orders, and soft costs that are project related, and their expansive impact

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Reference Checks (20 points) - Proposer shall provide References that can rate Proposer’s performance in these categories:

a. Customer service (up to 5 points)

b. Responsiveness (up to 5 points)

c. Experience (up to 5 points)

d. Problem solving (up to 5 points)

Agency reserves the right to request references in addition to those provided by the Proposer (References), to investigate any references whether or not furnished by the Proposer, and to investigate the past performance of any Proposer. Agency may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. Agency may postpone the award or execution of the Contract after the announcement of the apparent successful Proposer in order to complete its investigation. See other Reservation of Agency’s Rights in Section 3.10.

A minimum of 2 committee members may evaluate the References using a scale of 1 to 5, with 5 being the highest score. Each Proposer may receive a maximum of 20 points from evaluation of the References Points assigned by each evaluation committee member. Each average individual Reference score will then be added together and divided by the total number of References to determine the Proposers total Reference score.

The committee members may attempt to contact two sources for each reference given, for a maximum of 3 References. The committee may make up to three attempts to contact each of the reference sources. These attempts shall be made during normal business hours. If the three attempts are unsuccessful, the Proposer shall receive zero points for that Reference source.

Each reference that is contacted and questioned shall be asked questions from the categories above.

4.3.2 Evaluation of Presentations, Demonstrations and Interviews.

Agency may conduct and score presentations, demonstrations or interviews (collectively called “events”) at the discretion of Agency. If any events are conducted, the following procedures shall apply. Agency reserves the right to provide further procedures, or change any of the following procedures, and if it does so, Agency shall notify the Proposer of such further procedures or changes when it notifies the Proposer of the time and date of the event.

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The three (3) highest-scoring Proposers shall be invited to provide an event to the evaluation committee. Non-selected Proposers may submit a written protest within (5) business days after issuance of the interviewee selection notice. Protests shall be in accordance with OAR 137- 047-0720. All costs associated with the event are the responsibility of the Proposer. If applicable, Proposer shall provide all audio/visual equipment necessary for the event. Agency shall provide a room equipped with a network connection; Agency is not responsible, however, if this connection fails for any reason. Agency suggests that Proposer have a back-up event (visual aids, handouts) prepared in the event of connection failure. Agency reserves the right to not reschedule any event due to technical difficulties absent extraordinary conditions.

Each Proposer shall be given a maximum of 30 minutes for its event. Following the event, the Proposer shall allow a maximum of 30 minutes for the evaluation committee to ask questions.

We encourage each one of the presenters to speak and participate in the event. Questions and topics to be covered in the event shall include, but need not be limited to:

(Each response should take no longer than 5 minutes)

Question 1: Explain your availability and capability to perform the services described in the RFP.

Question 2: Describe the members of your team who will work on this project, each person’s responsibilities, and the experience each member would bring to this project.

Question 3: Describe your current workload and projects your firm is working on.

Question 4: The amount of our bond issue and the projects to be completed have already been determined. Describe how you would work with the Ontario School District and their construction manager to develop designs that would meet the budget parameters. Describe the role of your firm, the engineering firms, the District and if you would recommend other consultants be engaged for assistance.

Question 5: Describe your experience and strategy to sustainable design give specific examples of past work.

Question 6: Describe a project you have worked on in the past five years that is similar to the scope of work described in the RFP. Explain any issues that came up during construction and how they were resolved.

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Each member of the evaluation committee shall award points based on his or her assessment of how well the event covered each subject area (1-25). Price proposal information shall not be available to the evaluation committee during the event evaluation.

SCORING:

Evaluation points provided by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the demonstration. This average score shall be combined with all other scores to arrive at a total cumulative score.

4.4 Evaluation, Scoring, and Ranking of Price Proposal Methodology

The lowest Price proposal price or rate shall be awarded the maximum number of Price Points available under the RFP. Price Proposals with higher prices or rates shall be awarded a percentage of the maximum Price Points awarded based on the following formula:

(L/X)*Y = A where:

X = Price Proposal being scored L = Lowest Price Proposal among all Proposals A = Awarded points Y = Total Points Possible

If Agency requests clarification of any pricing information included in Proposer’s Price Proposal, Proposer shall provide the clarification within 1 business day (Monday through Friday, state-observed holidays excluded) or the Proposal may be rejected as non-responsive at the sole discretion of Agency.

4.4.1 Resident Preference.

Agency shall give preference to goods and services that have been manufactured or produced in the state if price, fitness, availability and quality are otherwise equal; and add a percent increase to the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which bidders resides.

4.5 Ranking of Proposals

The evaluation committee shall add together the points awarded to determine the total score and ranking of each Proposal.

4.5.1 Preference for Oregon Supplies and Services.

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-048-0230(2).

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4.5.2 Responsive and Responsible Determinations.

4.5.2.1 Responsive.

To be considered responsive, the Offer shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such evaluation, Agency may waive minor informalities and irregularities. Prior to award of a Contract, Agency intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in OAR 137-047-0500. In doing so, Agency may investigate Proposer and request information in addition to that already required in the RFP, when Agency, in its sole discretion, considers it necessary or advisable.

4.5.2.2 Responsible.

Agency reserves the right, pursuant to OAR 137-047-0500, to investigate and evaluate, at any time prior to award and execution of the Contract, the apparent successful Proposer's responsibility to perform the Contract. Submission of a signed Proposal shall constitute approval for Agency to obtain any information Agency deems necessary to conduct the evaluation. Agency shall notify the apparent successful Proposer in writing of any other documentation required, which may include but is not limited to: recent profit-and-loss history; current balance statements; assets-to-liabilities ratio, including number and amount of secured versus unsecured creditor claims; availability of short and long-term financing; bonding capacity; credit information; material; equipment;

facility and personnel information; performance record of Contract performance; etc.

Failure to promptly provide this information shall result in proposal rejection.

Agency may postpone the award of the Contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under OAR 137-047-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

4.6 Award Notification and Process

4.6.1 Award Consideration.

The Contract shall be determined by Agency in its sole and absolute discretion to be in the best interest of the District. Agency reserves the right to withdraw any and/or all items from award consideration.

4.6.2 Intent-to-Award Notice.

Agency reserves the right to announce its intent to award prior to Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on ORPIN or by letter or fax ("Intent-to-Award Notice") and on the District website. The Intent-to-Award Notice shall serve as notice to all Proposers that Agency intends to negotiate and to make an award.

4.6.3 Review of Proposal Files.

Proposers may have five (5) calendar days from the date of the Intent-to-Award Announcement within which to view the proposal files (by appointment).

4.6.4 Protest of Intent to Award.

Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest. Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based.

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4.6.5 Response to Intent-to-Award Protests.

Agency intends to respond in writing to properly-filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by Agency, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest an intent to award.

4.6.6 Insurance Certification.

The apparent successful Proposer shall provide all required proofs of insurance to Agency within seven (7) calendar days of request from the District. Failure to present the required documents within the seven (7) calendar-day period may result in proposal rejection. Proposers are encouraged to consult their insurance agent(s) about insurance requirements.

4.6.7 Negotiation.

In addition to negotiation of the RFP, Agency may commence serial negotiations with the highest ranked Proposer, as provided in OAR 137-047-0262(3), including the following terms and conditions:

4.6.7.1 Method of Payments

4.6.7.2 Term of Contract

4.6.7.3 Prices

4.6.7.4 Insurance

If necessary, Contract negotiations shall take place within 2 days of the award notification.

In the event that mutually agreeable terms cannot be reached within a reasonable time period as judged by Agency, Agency reserves the right to cancel the award with the Proposer, and to proceed to negotiate with the second ranked and then the third ranked Proposer.

4.6.8 Award.

After expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, Agency intends to proceed with the final award. Agency reserves the right to award a Contract to the responsible Proposer that has met the minimum proposal requirements (Section 2.2) and has received the highest total score for the technical proposal requirements and pricing (Sections 2.3 and 2.4) in accordance with OAR 125-247-[0260/261].

Section 5: Attachments Attachment A – Proposal Cover Sheet

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Attachment A - Proposal Cover Sheet

Proposer Information

Organization Name: __________________________________________________________

Primary Contact Person: ______________________ Title: ____________________________

Address: ____________________________________________________________________

City, State, Zip: ______________________________________________________________

Telephone: _______________ Fax: _______________

E-mail Address: ______________________________________________________________ Name and title of the person(s) authorized to represent the Proposer in any negotiations and sign any Purchase Orders that may result:

Name: _______________________________Title:____________________________________

Minimum Proposal Requirements: This Proposal:

-Includes current resumes for each of the Proposers Key Persons.

-Meets all Minimum Proposal Requirements described in Section 2.2;

-Addresses all Technical Proposal Requirements described in Section 2.3, including but not limited to Section 1.4, Scope of Work; and -Includes a Price Proposal described in Section 2.4 (separate from the rest of the Proposal).

Regarding Section 2.3.1, References, provide at least three (3) customer references with telephone numbers (please verify numbers) for the organization. Customer references shall be able to describe and verify the quality of your Services and customer service.

Reference 1:

Contact Person (Print): _________________________________________________________

Title: ________________________________________________________________________

Company Name: ______________________________________________________________

Telephone Number: (___) _________________________

Fax Number: (___) ______________________________

E-mail: ________________________________________ Reference 2:

Contact Person (Print): _________________________________________________________

Title: ________________________________________________________________________

Company Name: ______________________________________________________________

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Telephone Number: (___) _________________________

Fax Number: (___) ______________________________

E-mail: ________________________________________

Reference 3:

Contact Person (Print): _________________________________________________________

Title: ________________________________________________________________________

Company Name: ______________________________________________________________

Telephone Number: (___) _________________________

Fax Number: (___) ______________________________

E-mail: ________________________________________

Representations, Attestations, and Certifications: The undersigned further acknowledges, attests and certifies individually and on behalf of the Proposer that:

1. No attempt has been made or shall be made by the Proposer to induce any other person or organization to submit or not submit a Proposal.

2. Information and prices included in this Proposal shall remain valid for one hundred and twenty

(120) days after the proposal due date or until a Contract is approved, whichever comes first.

3. The undersigned recognizes that this is a public…