509j RFP for PM for JSCD509J 2021 Bond - Copy~1.pdf

REQUEST FOR PROPOSAL

JEFFERSON COUNTY SCHOOL DISTRICT 509J

for

PROJECT MANAGEMENT SERVICES

For the Management of the 2021 Bond Program

TO: Prospective Providers to the Jefferson County School District 509J

SUBJECT: Request for Proposal for providing Project

Management Services for the District’s 2021 Bond Program

ISSUE DATE: December 1, 2021

ISSUED BY: Jefferson County School District 509J

CONTACT FOR RFP: Simon White or Stacie Holmstrom at

GOBondQuestions@509j.net

PROPOSALS DUE: December 30, 2021 at 5:00 PM. PST.

mailto:GOBondQuestions@509j.net

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For the Management of the Jefferson County School

District 509J 2021 Bond Projects

TABLE OF CONTENTS

Page I. Introduction

A. Request for Proposals Advertisement 3 B. Project Overview 4

II. Selection Process A. Selection Overview 4 B. Schedule for Selection 5

III. Services to be provided A. Description of Services 6

IV. Proposal Requirements A. Submittal Requirements 7 B. Detailed Proposal Requirements 8 C. Interview Information 10 D. Proposal Evaluation Criteria 10 E. Final Selection 11

Attachment A - Certification Attachment B – Project List

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I. INTRODUCTION

A. REQUEST FOR PROPOSALS ADVERTISEMENT

For the Management of the Jefferson County School District 509J Bond Program

Date of Issue: December 1, 2021 Mandatory Pre-Proposal Meeting: 9:00 AM PST, December 20, 2021

Closing Time and Date: 5:00 PM PST, December 30, 2021

PUBLISHED NOTICE

REQUEST FOR PROPOSAL

The Jefferson County School District 509J Board of Directors requests proposals from experienced Project Management firms to assist in the management, planning and design of various projects for all District facilities. The School District is located in Madras Oregon and all but two of the facilities (Warm Springs K-8 and Metolius Elementary) are within the city limits of Madras. It is the intent of the School Board to enter into a contract with the selected firm to provide the necessary management functions for the entire bond program. The contract will include a maximum fee for the entire scope of the work. Firms responding to this request will be evaluated based upon their qualifications, prior experience, proposed schedule and plan for completing the work, associated fees, and other relevant factors.

Electronic copies of the Request for Proposal document may be obtained by connecting to https://colbisecurebids.com/o/509j/GOBond2021-#1. Proposals are due prior to 5:00 P.M. PST, December 30, 2021. Proposals received after the specified time will not be considered. The District may interview one or more of the top finalists. Interviews are tentatively scheduled for Friday, January 7, 2022.

This solicitation does not obligate the Jefferson County School District 509J to pay any costs incurred in preparation or presentations, or to select any proposer who responds. The District reserves the right to reject any proposal not in compliance with all prescribed requirements and may reject for good cause any or all proposals upon a written finding that it is in the public interest to do so.

Published: December 1, 2021 https://colbisecurebids.com/o/509j/GOBond2021-#1

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B. PROJECT OVERVIEW

The following is an overview of the minimum requirements for the project:

The project will include, but not be limited to, assisting the District in planning and implementing the projects included in the bond including improving health, safety and security by installing, replacing, and upgrading security systems, asbestos abatement, filtration, heating and cooling improvements; updating and repairing aging facilities by replacing roofs, improving energy efficiency, ADA improvements and by expanding vocational and early learning opportunities by updating spaces and adding additional early learning classrooms. Total Project Budget for this scope of work is $28 million.

District’s Contact Simon White

II. SELECTION PROCESS

A. SELECTION OVERVIEW

On November 2, 2021, the voters in the Jefferson County School District 509J voted for a $24 million General Obligation Bond for the District to implement several capital improvements to the buildings within the District. That revenue, plus another $4 million from State matching funds will allow us to completed many needed repairs and upgrades to the buildings in the District. The list of those projects is attached to this Request and marked as Exhibit B. To properly implement the program, the Jefferson County School District 509J’s Board of Directors has determined that it is in the best interest of the District to hire a professional Project Manager to manage this bond program.

The Request for Proposal is issued as per ORS 279C.120. The selection process will be conducted in a fair and impartial manner, where several qualified individuals will evaluate proposals and presentations. The selection process has three major parts: 1) Proposal evaluation and ranking; 2) interviews and selection; and 3) contract negotiation.

If the District is unable to successfully agree upon contract terms for the entire project with the selected Project Management Firm, the District reserves the right, in the exercise of its sole discretion, to re-open the selection process by entering into a contract with the next ranking finalists. The District reserves the right to reject any or all proposals.

Protest procedures are set forth in OAR 137-048-0240. A proposer may file a written protest or make a written request that the District Administration change any RFP procedure, provision, or specification. ANY PROTEST OR REQUEST FOR CHANGE

MUST BE DELIVERED IN WRITING TO JAY MATHISEN, SUPERINTENDENT, AT

THE OWNER’S ADDRESS 445 SE BUFF STREET, MADRAS, OREGON ON OR

BEFORE DECEMBER 22, 2021 AT 5:00 PM PST. The purpose of this protest/request for change procedure is to permit the District time to correct, prior to the submission of proposals, specifications or procedures that may be improvident, unlawful, or which may unnecessarily restrict competition. This requirement is intended to eliminate, by permitting corrections prior to the submission of proposals, the waste of resources and delay that may result from the untimely detection of errors in the RFP, possible protests, and possible

Page | 6 rejection of proposals. The District will consider each protest or request, amend the RFP accordingly if warranted, and will notify in writing each prospective proposer of any change. No amendment of this RFP shall be effective unless made in writing and signed by the Superintendent.

This solicitation does not obligate the District to pay any costs incurred in preparation of proposals or presentations, or to select any proposer who responds. The District reserves the right to reject any proposal not in compliance with all prescribed requirements and may reject for good cause any or all proposals upon a written finding that it is in the public interest to do so.

The selection process is as follows:

1. Publish notice of the RFP in Daily Journal of Commerce.

2. Convene an evaluation committee made up of five to nine qualified members representing the District and the general public to evaluate all proposals.

3. The evaluation committee ranks the proposals and will schedule interviews with the top ranked proposers. Interviews, if necessary, will also bear on the firms’ rankings in the selection process, as will data obtained from references. The committee will make a recommendation to the District. The District will select the proposal that best meets the needs of the District.

4. The District will attempt to negotiate a satisfactory contract, including fee with the top ranked proposer. If negotiations are not successful, wihin a reasonable amount of time, the District, at its sole discretion, may then negotiate with the second ranked proposer, and so forth. The District reserves the right to reject any or all proposals that do not satisfy project requirements.

B. SCHEDULE FOR SELECTION

The milestones for the selection process are set forth below. The dates are approximate but will be followed to the extent reasonably possible. The purpose of this schedule is for proposer information only. Required dates for submittals and any other activities are provided elsewhere in this Request for Proposals:

Project Milestone Completion Date

Advertise RFP December 1, 2021

RFP document available December 2, 2021

Mandatory Pre-proposal conference 9:00 AM PST, December 20, 2021

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Deadline for questions 5:00 PM PST, December 22, 2021

Deadline for proposal protests 5:00 PM PST, December 22, 2021

Issue addenda December 23, 2021

Proposals Due 5:00 PM PST, December 30, 2021

Notification of interviews January 5, 2021

Interviews January 7, 2021

Notice of Selection January 14, 2021

III. SERVICES TO BE PROVIDED

A. DESCRIPTION OF SERVICES

1. Develop and document a comprehensive project management plan, including schedules for each project and how it relates to each of the buildings. The schedule should contain the priority for each project. The schedule should contain milestones identifying the work to be performed by the design team and the District.

2. Consult with the District and assist as required in the selection of consultants and contractors necessary for the project. Advise owner of observations regarding deficiencies in the performance of consultants and contractors.

Confirm that contractors have prepared adequate safety plans.

3. Consult with the District in refining the project budget and establishing and maintaining a detailed cost model for the work as the design evolves.

4. Assist in life cycle value analysis from drawings, specifications, other design standards and criteria, and alternative designs as may be requested by the District.

5. Assist the District and advise as to the construction delivery system that is in the best interest of the District and the project.

6. Maintain all documentation related to the project using an electronic filing system.

7. With the District, develop a strategy for obtaining land use approvals and permits in a timely fashion. Meet with building and other regulatory officials as appropriate.

8. Review the plans and specifications on a continuous basis and advise the District whenever the estimated costs are tending to exceed line items from the model budget. In a timely fashion, provide the District with alternatives that will bring the project cost within budget, without compromising the scope agreed to in the outline specification. Continually update the project cost and identify opportunities for

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9. Review architectural, civil, mechanical, electrical and structural plans as they are developed and make value engineering and constructability recommendations.

10. Review all design and specification documents for completeness, proper details, compliance with program and master plan requirements and adherence to codes or applicable agency requirements.

11. Assist the District and the Design Team to prepare and put out to bid early bid packages as determined appropriate.

12. Work with the District’s Director of Operations and Maintenance Supervisor in all aspects of project.

IV. PROPOSAL REQUIREMENTS

A. SUBMITTAL REQUIREMENTS

1. Date, time, and location: Interested firms must submit their proposals no later than

5:00 PM PST, December 30, 2021. Proposals shall be uploaded to:

No Facsimile (FAX) transmitted proposals will be accepted.

2. Late submission: A proposal shall be considered late if received at any time after

5:00 PM PST December 30, 2021. Proposals received after the specified time will be rejected.

3. Number and Form: Proposers shall submit their proposal to https://colbisecurebids.com/o/509j/GOBond2021-#1. The proposals shall be tabulated in separate sections in response to the detailed proposal requirements.

Proposals are limited to twenty (20) pages single sided and minimum 12 font print (not including a cover letter, proposal section dividers, resumes of proposed personnel, and Attachment A). No other material should be submitted.

6. Modification or Withdrawal of Proposal: Prior to the date and time designated for receipt of proposals, any proposal may be modified or withdrawn by notice to the party receiving proposals at the place designated for receipt of proposals. Such notice shall be in writing over the signature of the proposer and shall be delivered on or before the date and time set for receipt of proposals.

7. Written Questions and Addenda: Questions regarding the information contained in this request for proposal must be submitted to Simon White at GOBondQuestions@509j.net. All questions must be submitted in writing and received by the specified date and time. No oral questions will be accepted other than at the pre-proposal conference.

mailto:GOBondQuestions@509j.net

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All questions received will be answered by in a FAQ on the https://colbisecurebids.com/o/509j/GOBond2021-#1 site. Anonymity of the source of the specific questions will be maintained in the written responses.

8. Pre-Proposal Conference: An informational Mandatory pre-proposal conference will be held at 9:00 AM PST, December 20, 2021. The pre-proposal meeting will be the proposer’s main opportunity to discuss the projects with the District. An addendum will be issued following the meeting to formalize any District responses to proposer questions.

B. DETAILED PROPOSAL REQUIREMENTS

Every proposal must reply to each of the following items. Responses must be in the same order listed below. Concise and direct answers are encouraged.

By listing individuals in the proposal, the firm guarantees that these individuals will be available to work on the project for the time necessary to complete the necessary work. The District reserves the right to approve or reject any changes to the proposed personnel. The District further reserves the right to request a substitution of personnel if deemed to be in the best interest of the District.

1. Background

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

Include annual volume figures for the past five years.

b. Provide a resume of all personnel listed to be involved with this work.

2. Experience

a. Provide a listing, in chronological order and in chart format, of your firm’s last completed public projects similar in nature to these projects (provide a list of at least 4). Information on these projects should include the following:

1) Name of the Owner, contact person, and current phone number

2) Location of the project and completion date

3) A brief description of the projects

b. Provide a listing, in chronological order and in chart format, of your firm’s experience with K-12 public building construction (emphasis should be placed on projects where students and staff were present during construction). Information about the project should follow the format and include the same information required by 2a. above.

3. Staffing

a. Provide a project organization chart showing your proposed staff for this project, including all professional staff in the following areas: project management; corporate oversight and administration.

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b. Include resumes for all individuals listed in the chart. State the proposed percentage that each person will work on these projects during the Planning & Design Phase and the Construction Phase. The resumes must include each individual’s education, work history, length of tenure with the firm, and prior experience with similar projects and any experience working with public or private sector.

c. For those individuals that are not full time, describe how and when they will work on the project, as well as which other project responsibilities fill their time. Additionally, describe the prior experience, if any, of the team members working with each other on projects (please be specific) and what roles they will fill on the proposed team for this project.

4. Approach

a. Describe how your firm will approach to the management of this Program.

How will you ensure that the District’s needs are adequately met? Describe your management information controls, forms, and/or procedures proposed for the Program.

b. At a minimum, discuss your firm’s planning, scheduling, phasing, and project monitoring skills and processes.

5. Local Conditions

a. Describe your firm’s knowledge and experience with the labor market and building conditions in Central Oregon.

6. Fees and Compensation

a. Provide an approximate fee for managing the Redmond Bond Program assuming the effort will require thirty months to complete. List the rates for each member assigned to the Program.

b. Provide a list of items that are not included the fee but are considered as reimbursable.

7. References

Provide seven professional references from at least three similar projects, including the project name, the name of the owner, a contact name and phone number. Every key project team member listed in 3b above must be represented in at least two of these references.

C. INTERVIEW INFORMATION

1. Interview(s) of the top ranked firm(s) will be held, if required, on January 7, 2021.

The firm(s) will be notified of the time and place for interviews on January 5, 2022.

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The proposed Project Manager and/or any key staff listed in the proposal must be present at the interview. Interview criteria will be provided to the firms being selected for an interview at least 24 hours prior to interview. At the time of notification, any required supplemental information will be provided to the firm(s).

The proposer must address any exceptions at the time of interview.

D. PROPOSAL EVALUATION CRITERIA

Criteria

1. Firm’s experience and qualifications

Weight 15%

Reference 1a, b, & 2a

2. K-12 experience 20% 2b

3. Qualifications, experience and commitment of proposed personnel

25% 3a, b, & c

4. Proposed approach

20%

4a & b

5. Local knowledge 5% 5a

6. Fee and cost 15% 6a & b

100%

Reference checks shall not be scored individually but will be used to supplement the scoring considerations of all categories.

E. FINAL SELECTION

1. The top ranked firm, or up to three firms if the scoring is very close, will be invited to interview. The interview process will be used to supplement and clarify the information contained in the proposal. Based upon the proposal scoring, as modified by the interview, and the results of reference checks, the firms will be given final ranking by the evaluation committee.

2. The District reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each firm being interviewed will be notified at least 24 hours prior to the interview of the revised criteria.

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EXHIBIT 1

RFP: Project Management Services

Providing incorrect information may be grounds for proposal rejection or contract cancellation.

SIGNATURE OF INDIVIDUAL (Signed by individual)

X_________________________________ ________________________________ (Print or Type Name)

Address___________________________ City/State/Zip_____________________

Telephone (___) ____________________ Company________________________

SIGNATURE OF PARTNERSHIP (Signature of one Partner required) Names of Partners: (Please Print) Name of Partnership:

___________________________ Address__________________________

___________________________ City/State/Zip_____________________

___________________________ Telephone (___)___________________

X_______________________ (Signature)

(Print or Type Name)

SIGNATURE OF CORPORATION (Signature as Indicated)

Address__________________________ _______________________________ (Corporate Name)

City/State/Zip____________________ ________________________________ (Signature of Officer or Agent

Telephone (___)__________________ ______________________________ (Print Name & Title of Officer or Agent)