Architect RFP.pdf

LINCOLN COUNTY SCHOOL DISTRICT

REQUEST FOR PROPOSALS FOR

MISCELLANEOUS ARCHITECTURAL SERVICES

Issue Date: June 10, 2025

A. INVITATION:

Lincoln County School District is seeking Proposals from Oregon Registered Architects to provide architectural and engineering services related to miscellaneous projects involving new construction, and the renovation and maintenance of existing educational facilities in Lincoln City, Newport, Toledo, Waldport, Oregon.

Copies of the Request for Proposals (RFP) are on file and may be obtained free of charge from Rich Belloni, Facilities Director at Lincoln County School District, 1212 NE Fogarty SW, Newport, Oregon 97365; by calling (541) 336-2058; or by e-mail at rich.belloni@lincoln.k12.or.us

All Proposals must be received no later than July 2, 2025, 4:00 p.m. local time. Proposals not received by that time will be returned unopened.

All Proposals shall be submitted in sealed envelopes and plainly marked on the outside as "Proposal for Lincoln County School District Miscellaneous Architectural Services", and with the name of the proposer.

Lincoln County School District is an equal opportunity employer. Lincoln County Schools do not discriminate on the basis of an individual’s race, color, religion, sex, sexual orientation, national origin, disability, gender identity, marital status, familial status, veteran’s status, and pregnancy or age or because of the race, color, religion, sex, national origin, disability, marital status or age of any other persons with whom the individual associates.

All Proposals submitted shall contain a statement as to whether the Proposer is a resident or non-resident Proposer as defined in ORS 279C.365.

Lincoln County School District reserves the right to waive any and all informalities and irregularities, reject any Proposal not in compliance with all prescribed public procurement procedures, and reject, for good cause, any or all Proposals upon a finding of the District that it is in the public interest to do so.

B. SUBMITTAL OF PROPOSALS:

Submit 5 bound signed originals and one USB stored copy to:

Lincoln County School District ATTN: Rich Belloni Facilities Director 1212 NE Fogarty

Newport, Oregon 97365

Within a sealed envelope clearly marked with the words:

"Proposal for Lincoln County School District Miscellaneous Architectural Services", and with the name of the Proposer.

Proposals shall be delivered in person, by USPS, UPS, or by Federal Express, only.

Not later than:

July 2, 2025; 4:00 p.m. local time.

Delivery is the sole responsibility of the Proposer. Proposals not received by the time stated above will be returned unopened.

Any questions regarding this Proposal are to be directed to Rich Belloni, Facilities Director, Lincoln County School District:

Phone: (541) 336-2058 e-mail: rich.belloni@lincoln.k12.or.us

No pre-proposal meeting will be conducted.

C. DESCRIPTION OF SERVICES:

Scope of Projects Constructing, equipping and furnishing three new approximately 10,000 sq. foot performing arts auditoriums in Toledo, Newport, and Waldport with classroom instructional space.

Statement of Work The consultant(s) chosen shall work in cooperation with LCSD’s Project Manager to provide architectural & engineering services for planning, design and construction administration as requested. These services will include civil, structural, mechanical, electrical, plumbing, fire alarm, telecom, security, etc. as appropriate to the various projects. Some or all of the projects may involve the CM/GC method of construction contractor selection.

D. DESCRIPTION OF PROPOSED PROJECTS:

The following projects have been identified at this point in time, based upon conceptual planning completed by the District. These conceptual drawings can be found at:

https://lincoln.k12.or.us/bond/

Newport High School:

New campus building in Newport, Oregon; consisting of an approximately 10,000 sq.ft.

performing arts facility with classroom space.

Toledo High School Addition:

Addition to an existing high school in Toledo, Oregon; consisting of an approximately 10,000 sq.ft. performing arts facility with classroom space.

Waldport High School:

New campus building in Waldport, Oregon; consisting of an approximately 10,000 sq.ft.

performing arts facility with classroom space.

Miscellaneous Remodeling and Maintenance Projects:

It is anticipated that there will be a budgetary allocation for miscellaneous facility improvements throughout the District.

There is a high probability that other projects will require architectural services. Proposers should not base their proposal on the possibility of other projects.

E. PROPOSAL CONTENT:

Please organize your Proposal in the following format; and limit your entire Proposal; including cover letter and Attachment A; to no more than 50 single-sided or 25 double- sided 8-1/2" x 11" pages. Section divider pages which include only the section number and/or title are excluded from the page limit. The minimum text font size shall be 12 point. All Proposals shall be bound.

1. Cover letter.

2. Attachment A Proposal Form, signed by a Principal of the firm.

3. General Firm Description.

4. Resumes of Architectural Team Members:

Provide resumes of key project personnel of the Prime Architect.

5. Capabilities:

A. Educational project experience.

B. Experience with projects on the Oregon Coast.

C. Experience with local governmental approvals in Lincoln County.

D. Experience with energy-efficient and sustainable design.

E. Cost control methods and change order history.

F. Capacity.

G. References: Provide contact information for client representatives of each project included in Section 7, and, at Proposer's option, up to 5 letters of reference from past project clients.

6. Proposed Consultant Team:

Provide general firm descriptions, representative project descriptions, and qualifications of key project personnel for the following:

Civil engineer Structural engineer Mechanical engineer Electrical engineer Acoustic engineer Landscape architect Cost estimating consultant

Include a summary of the prime firm's experience in working with each consultant listed, with specific reference to educational and/or coastal projects. Please limit your response to no more than one page per consultant discipline and 7 pages total for this section.

7. Representative Project Descriptions:

Provide a general description and photographs or renderings of past or current projects which are representative of the prime architect's experience. Educational projects and projects on the Oregon Coast are of greatest interest. Please limit your response to this section to no more than 20 projects and 20 single-sided or 10 double-sided pages.

8. Project Approach:

Explain your approach to Phase One of this project. Include examples of any past involvement in similar bond planning projects.

F. SELECTION PROCESS:

The following steps shall be taken to analyze and rank the proposals and finalize the selection process:

1. Written Proposals submitted to the District will be evaluated by a review committee.

2. Interviews will be conducted with top-ranked finalists.

3. Proposers will be ranked by the review committee in order of their capabilities to perform the requested services.

4. Area interviews may be conducted.

G. SELECTION CRITERIA:

Points will be awarded by the review committee as follows:

Criteria:

Education project experience with Lincoln County School District 20 Project Approach 20 Community engagement / multi-use design 20 Collaborative design or architectural collaboration 20 ADA and universal design in performance spaces 20 Representative project descriptions and references 15 Experience with projects on the Oregon Coast 15

Experience with local governmental approvals 15 Cost control methods 15 Experience with energy-efficient and sustainable design 10 Operational efficiency and long-term maintenance 10 Proposed consultant team 10

Maximum subtotal: 190

Interview: 100

Maximum total: 290

H. FORM OF AGREEMENT:

The Contract form will be AIA Document B101 - 2017; Standard Form of Agreement Between Owner and Architect; including Exhibit A, Initial Information.

The minimum Professional Liability Insurance Coverage limit shall be $2 million.

I. FORMAL PROTEST PROCEDURE

Vendors who feel they have been unfairly considered for a contract, should file a formal protest (by email) with the Facilities Director (Rich Belloni) within seven (7) calendar days of Notice to Award. The protest shall include specific charges, with appropriate details, and shall include the name of the person making the protest and include a statement that this is a formal protest.

Once a formal protest is received, the Facilities Director shall conduct a review of each charge within the protest. A written response to each charge, along with any appropriate documentation, will be developed and reviewed with the LCSD Facilities Director and/or the LCSD Superintendent.

Upon review, the Superintendent and/or Facilities Director will issue a final decision regarding whether or not the protest was substantiated, or affirm the previous findings. The investigation will be completed in a timely manner (ordinarily, within ten (10) business days of the formal protest being received), and vendors protesting will be notified by email or in writing of the final decision.

SUPPLEMENTAL INSTRUCTIONS TO PROPOSERS

1. DEFINITIONS

Hereinafter Lincoln County School District shall be referred to as "the District or LCSD”.

Persons, firms, agencies, partnerships or companies submitting responses to this invitation shall be referred to as "Proposers" and the successful Proposer to whom the work is awarded shall be referred to as "Contractor" or "Vendor" or "Supplier". "Proposal Documents" and "invitation" shall mean this Request for Proposals (RFP) in its entirety.

2. PROPOSER'S REPRESENTATION

Proposers, by the act of submitting their Proposals, represent that:

a) They have read and understand the Proposal Documents and their Proposal is made in accordance therewith;

b) They have familiarized themselves with the local conditions under which the work will be done to their satisfaction;

c) Their Proposal is based upon the requirements described in the Request for Proposal Documents without exception (unless exceptions are clearly stated in the response).

3. CONDITIONS OF SUBMITTAL

By the act of submitting a response to this invitation, the Proposer certifies that the Proposer and each person signing on behalf of any Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the LCSD School Board or other District officer, employee, or person, whose salary is payable in whole or in part by Lincoln County School District, has a direct or indirect financial interest in the proposal, or in the services to which it relates, or in any of the profits thereof other than as fully described in the Proposer's Transmittal Letter submitted in response to this invitation.

4. ADDENDA

a) Addenda shall be mailed or delivered to all who are known by the District to have received a complete set of Proposal Documents.

b) No addenda shall be issued later than four days prior to the date set for receipt of Proposals except an addendum, if necessary, postponing the date for receipt of Proposals or withdrawing the invitation.

c) Each Proposer shall ascertain, prior to submitting a Proposal, that the Proposer has received all Addenda issued, and receipt of each Addendum shall be acknowledged in the appropriate location on the Proposal Form.

5. COST OF RFP AND ASSOCIATED RESPONSES

This RFP does not commit the District to paying any costs incurred by any Proposer in the submission or presentation of a Proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary.

6. RIGHT TO CLARIFICATION AND ADDITIONAL RESEARCH

a) The District reserves the right to obtain clarification of any point in a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal.

Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal.

b) The District may obtain information from any legal source for clarification of any Proposal or for information on any Proposer including, but not limited to, the Proposer's clients, police files, insurance files and agencies, credit bureaus and professional organizations. The District need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received.

c) The District may perform, at its sole option, investigations of the highest ranked Proposer. Information may include, but shall not necessarily be limited to, credit history, recent financial statements, current litigation, bonding capacity and related history, contracting references, etcetera. All such documents, if requested by the District, become part of the public records and may be disclosed accordingly. If the District finds that a Proposer is unable to demonstrate financial responsibility in accordance with ORS 279B.110 in the sole judgment of the District, then that respondent will be declared a non-responsible Proposer and the subject Proposal shall be rejected in accordance with ORS 279B.060. Following such declaration, a new highest ranked Proposer shall be designated and investigations to assure that respondent's financial responsibility shall be undertaken.

7. REJECTION OF PROPOSALS

The District reserves the right to reject any or all Proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to:

a) Failure of the Proposer to adhere to one or more of the provisions established in this RFP;

b) Failure of the Proposer to submit a Proposal in the format specified herein;

c) Failure of the Proposer to submit a Proposal within the time requirements established herein;

d) Failure of the Proposer to adhere to ethical and professional standards before, during or following the proposal process.

The District may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all Proposals upon a finding of the District that it is in the public interest to do so.

8. MODIFICATION OR WITHDRAWAL OF PROPOSAL

a) Submitted proposals can be changed or withdrawn by sending a signed written notice or email to the District before the submission deadline. Do not include financial or other key proposal details in the withdrawal notice.

b) Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with these Instructions to Proposers.

9. PROPOSAL OWNERSHIP

a) All Proposals submitted become and remain the property of the District and, as such, are considered public information and subject to public disclosure within the context of the Federal Freedom of Information Act and Oregon Revised Statutes.

b) Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the District shall make available to any person requesting information through the District's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so.

10. PREVAILING OPINION

Should any doubt or difference of opinion arise between the District and a Proposer as to the services to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the District shall be final and binding upon all parties.

APPENDIX A PROPOSAL FORM

The Proposer makes the following statements and representations as part of the proposal:

PROPOSER LOCATION

(To be Used for All Legal and Contractual Correspondence)

PROPOSER NAME:

PROPOSER ADDRESS:

E-MAIL:

TELEPHONE:

GENERAL INFORMATION

1) Federal ID Number (or Social Security Number)

2) How long has the Proposer been in business? Under which names?

3) Proposer is a subsidiary of, or is wholly owned by:

4) If a corporation, list the date, state and type of incorporation.

5) List the names of Firm Principals.

6) Has the Proposer been the subject of any legal action as plaintiff or defendant regarding architectural or engineering services for projects completed during the past 15 years? If yes, describe action and outcome.

7) Oregon Resident Proposer as defined in ORS 279C.365 (circle response):

YES / NO

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

NONE 1 2 3 4 5 6 7 8 9 10

The undersigned hereby submits this Proposal to furnish all material and labor as indicated and agrees to be bound by the Request for Proposal documents and this Proposal Response.

CERTIFICATIONS

Non-Collusion The undersigned Proposer hereby certifies that it, its officers, partners, owners, Providers, representatives, employees and parties in interest, including the affiant, has not in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, potential Proposer, firm or person, in connection with this solicitation, to submit a collusive or sham Proposal, to refrain from Proposing, to manipulate or ascertain the price(s) of other Proposers or potential Proposers, or to secure through any unlawful act an advantage over other Proposers or the District.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, Providers, representatives, employees or parties in interest, including the affiant.

Conflict of Interest The undersigned Proposer, and each person signing on behalf of the Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the Lincoln County School District Board of Education or District officer, employee, or person, whose salary is payable in whole or in part by Lincoln County School District, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof.

SIGNATURE BLOCK

Company Name:

Signer's Mailing Address:

Signer's City/State/Zip:

Signer's Telephone Number:

Signer's Name (Printed):

Signer's Title:

Signature:

Date:

END OF DOCUMENT