Architect_Services_for_the_Center_for_Addictions_Triage_and_Treatment_(CATT)_Project_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

ARCHITECT SERVICES FOR THE CENTER FOR ADDICTIONS TRIAGE

AND TREATMENT (CATT) PROJECT

(NO. 2022.116-RFP)

FOR

Washington County, Oregon

RELEASE DATE: April 14, 2022 DEADLINE FOR QUESTIONS: May 6, 2022

RESPONSE DEADLINE: May 13, 2022, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/washington-county-or

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

I. Request for Proposal (RFP) w/Pre-Prop II. Introduction

III. Overview and Purpose IV. Successful Proposer Responsibilities V. Deliverables

VI. Proposal Content and Evaluation Criteria VII. Evaluation and Award Process

VIII. Instructions to Proposers IX. Terms and Conditions X. Vendor Submissions

Attachments:

A - 2022-PP-SERVICES-SAMPLE

B - INSURANCE REQUIREMENTS SUMMARY FORM PP

C - CATT - Intensive Services Concept Diagram D - CATT - Community Services Concept Diagram E - CATT - Intensive Services Cost Estimate F - CATT - Community Services Cost Estimate G - CATT - Executive Cost Summary H - CATT - Existing Building Drawings - Evergreen I - CATT - Existing Building Drawing - EYP J - CATT - Programming Area Matrix L - BIM Requirements

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

I. REQUEST FOR PROPOSAL (RFP) W/PRE-PROP

Washington County, Oregon is requesting proposals from qualified firms to provide Architect Services for the Center for Addictions Triage and Treatment (CATT) Project.

A pre-proposal conference will be held on Monday, April 25, 2022 at 2:00 pm. More information can be found in the Introduction Section of the Procurement Portal posting under Timeline.

Proposals must be received by 4:00 pm Friday, May 13, 2022.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on https://secure.procurenow.com/portal/washington-county-or. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposer is responsible for checking the site for any addendums before submitting their proposals.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Suzi Fulcher, Procurement Manager

Published: Thursday, April 14, 2022 OregonBuys

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

II. INTRODUCTION

The following instructions/terms and conditions apply to all solicitations to provide either goods or services to Washington County.

II.A Summary

Washington County is seeking proposals from firms to provide Professional Architectural and Engineering Services for the upcoming Center for Addictions Triage and Treatment (CATT) Project. The project consists of the design, construction documents, and construction administration for the renovation of two existing buildings on separate sites. Services will include but are not limited to; planning, programming, architectural design, construction documents, construction administration, and engineering services throughout the duration of the project.

Proposals submitted by qualified firms will be the primary basis upon which the Countywill rank the firms and select an firm for this project.

II.B Background

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries.

Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 1950 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

Washington County is located in the northwest portion of Oregon, covering over 726 square miles of urban, suburban, agricultural, forest, and mountain terrains. Over 600,000 people live within the county boundaries, which extend north and west from the City of Portland to the Northern Oregon Coast Range, and south to the Nehalem Mountains. The more densely populated eastern half of Washington County contains the largest cities- Beaverton and Tigard-and is a mix of suburban residential, light industrial and technological manufacturing, and commercial activity. The county seat, Hillsboro, is in the western half of the county, which is primarily rural, with farmland, forests, and mountains.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

Washington County has experienced substantial population and economic growth over the last several years, principally in the electronics and high-tech industries. Over half of Oregon’s population growth in the last five years occurred in Washington County.

Washington County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive officer. There are approximately 2,300 employees in all areas of County government engaged in providing the multitude of services required by its member cities, businesses, and general population.

II.C Contact Information

Suzi Fulcher Procurement Manager 155 N First Ave MS 28 Hillsboro, OR 97124 Email: suzi_fulcher@co.washington.or.us Phone: (503) 846-8734 Department:

Facilities

II.D Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

Date of Legal Advertisement April 14, 2022 mailto:suzi_fulcher@co.washington.or.us tel:(503)846-8734

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

Pre-Proposal Meeting (Non-Mandatory) April 25, 2022, 2:00pm Join Zoom Meeting https://us02web.zoom.us/j/87242189574

Meeting ID: 872 4218 9574 One tap mobile +12532158782,,87242189574# US (Tacoma) +13462487799,,87242189574# US (Houston)

Dial by your location +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 900 6833 US (San Jose) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) +1 646 876 9923 US (New York) Meeting ID: 872 4218 9574 Find your local number:

https://us02web.zoom.us/u/kbxbGdrxW

Question Submission Deadline May 6, 2022, 4:00pm

Submittals Due May 13, 2022, 4:00pm

Contractor Selection Date June 7, 2022

Contract Start Date July 1, 2022 https://us02web.zoom.us/j/87242189574 https://us02web.zoom.us/u/kbxbGdrxW

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

III. OVERVIEW AND PURPOSE

III.A Overview and Purpose

The Center for Addictions Triage and Treatment (CATT) is a project led by Washington County Behavioral Health Division to add critical infrastructure for substance use treatment in Washington County. This project has been developed through a community engagement process with over 200 community members, many with lived experience of having a substance use disorder, providing input into the design. More information about the project can be found on the CATT website at: www.co.washington.or.us/CATT.

CATT will consist of two separate buildings that offer services and supports to those struggling with substance use. One building, the Intensive Services Building, will be located in Beaverton and will offer residentially-based intensive treatment. The other building, the Community Services Building, is planned to be located in Hillsboro and will offer a variety of co-located outpatient supports and services.

At the center of the CATT project is the understanding that substance dependence is a medical condition, and that people can recover with the right supports and services. Services must be rapidly accessible, culturally responsive and client driven. Staff with lived experience of having a substance use disorder must be integrated throughout the program for it to be truly responsive to our community members.

III.B Key Philosophies

The following are core values for the CATT project. Building design should support and enhance these philosophies:

A. Lead with race and equity throughout the project development and implementation.

Prioritize culturally specific design features to ensure the program is responsive to our whole community. Include community members who represent a variety of cultures in planning, implementation and service delivery.

B. Services shall be based on a philosophy of hope and resiliency.

C. Natural supports are critical (i.e. family, friends, community) and should be engaged in service delivery wherever possible.

D. The center shall be established using trauma informed care principles. Design features must promote safety, health and a trauma-informed treatment environment.

E. Design space with flexibility in mind to accommodate changes in services and community need over time.

F. Adopt best practices for design and operations including the use of medication supported recovery throughout all services.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

G. Utilize and integrate nature and landscape with the building design as a force of healing.

III.C General Information

A. Preliminary cost estimations for each building site were developed by DCW Cost Management. See attached: CATT - Executive Cost Summary.

B. The project consists of two clinical programs - the Intensive Services program and the Community Services program. Each of these programs will operate out of a separate building.

C. The successful Proposer shall utilize a multi-disciplinary and integrated approach to design and construction that promotes energy and water conservation, addresses the health issues relating to construction and indoor environments, and supports the use of durable, low-maintenance materials.

D. Professional services required are likely to include: Program space planning, conceptual design, development of design and construction documents, building permitting with zoning conditional use process, cost estimating, and development of value engineering options, landscape design, structural engineering, MEP engineering, and commissioning.

III.D Intensive Services Building Usage and Features

A. The Intensive Services building program will consist of separate areas for residential treatment, assessment and triage, sobering, withdrawal management (detoxification), and stabilization. The service array will allow community members to stay at the facility while receiving treatment. People will be admitted into the program and stay onsite for anywhere between a few hours and 90 days, depending on their clinical need.

B. The Intensive Services site has been identified at 17911 NE Evergreen Parkway in Beaverton. The County currently owns the property which was used for a different service in the past. The property consists of one parcel totaling 2.00 acres in size, a split-level 24,000 square foot existing building, and several parking areas. Initial programming suggests that the Intensive Services facility needs to be expanded to roughly 36,000 square feet.

C. The site for this building is zoned Community Service (CS) in the City of Beaverton. The project will require a Conditional Use application as part of the permitting process and should be included as a project service.

D. A building condition report is attached for information: CATT - Building Condition Report - 17911 NE Evergreen Parkway.

E. Existing building drawings are attached for reference: CATT - Existing Building Drawings - Evergreen.

F. An initial cost estimate is provided in attachment: CATT - Intensive Services Cost Estimate.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

G. Initial modeling focused on key design features, however did not include substantial work on program layout or building expansion. Key building details are described below. See attached items: CATT - Intensive Services Concept Diagram and CATT - Programming Area Matrix.

H. Current site features to be retained or expanded include:

1. Public Entry – Covered

2. Outdoor Staff Area - Secure outdoor area adjacent to break room

3. Outdoor Patient Area - Secure outdoor area adjacent to break room

4. Public Parking Area - Standard public parking stalls and ADA van accessible stall(s)

5. Staff Parking Area - Secured with fence and electronic gate, standard parking stalls, and ADA stall with accessible aisle

6. Law Enforcement Entry – Covered

7. Staff Entry – Covered

8. Generator (existing)

9. Service Yard - Gated, loading into building

10. Trash Enclosure

I. Future State - Support for all programs operating in the building (appx 4,100 sq ft):

1. Reception

2. Intake

3. Assessment/Nursing Exam Room

4. Shared Staff/Nurses Station

5. Assessment and triage staff Team Room

6. Supervisory Offices

7. Executive Offices

8. Conference Room - Medium size

9. Lactation Room

10. Staff Break Room

11. Staff Restrooms

12. Staff Wellness Room

J. Future State - Sobering services (appx 5,600 sq ft):

1. Men's Dorm

2. Women's Dorm

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

3. Individual Flex Rooms

4. Restroom with Shower

K. Future State - Withdrawal management/detox and stabilization services (appx 6,000 sq ft):

1. Client Rooms - Single occupancy

2. Client Rooms - Double occupancy

3. Restrooms - Unisex with shower

4. Restrooms - Unisex with powder room

5. Dayroom/Common Room - Men's

6. Dayroom/Common Room - Women's

L. Future State - Two residential areas (appx 6,500 sq ft each):

1. Client rooms - double occupancy

2. Client rooms - single occupancy

3. Restrooms – unisex with showers

4. Dayroom/Common room

5. Group room

M. Future State - Support space (appx 6,500 sq ft):

1. Copy/Work Rooms

2. Main Kitchen

3. Dining room

4. Main Laundry

5. Client Storage

6. Client Bike Storage - long term

7. Staff Bike Storage

8. Decontamination - Hot box

9. Shower and Washer/Dryer

10. Supply Storage

11. Dry Storage/Emergency Supplies

12. Loading

13. Trash and Recycle

14. Mechanical/Electrical/Water

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

15. Server Room/Data/Telecom

III.E Community Service Building Usage and Features

A. The Community Services program consists of outpatient services provided by several providers. This program will include areas for outpatient substance and mental health treatment, a peer drop-in center, physical and dental health services, supportive housing services, and crisis services. The concept is to create a service mall, where an individual can have access to a broad array of supports, all co-located within a single building.

B. The Community Services site has been identified at 5250 Elam Young Parkway. The County is in the process of acquiring the property. The property consists of one parcel totaling 3.44 acres, an existing single level 42,000 square foot building, and a parking lot that wraps around the building. Initial programming suggests this building is adequately sized to house all the proposed services.

C. A building condition report was completed by LRS and their consultants and is attached for information: CATT - Building Condition Report - 5250 Elam Young Parkway.

D. Existing building drawings are attached for reference: CATT - Existing Building Drawing -

EYP.

E. An initial cost estimate is provided in attachment: CATT - Community Services Cost Estimate.

F. Initial modeling was completed including preliminary planning for space layout for the existing building that is under contract to purchase by the County. Key building details are described below. See attached items: CATT - Community Services Concept Diagram and CATT - Programming Area Matrix.

G. Current site features to be retained or expanded include:

1. Public Entry - CoveredExisting Building Drawings

2. Outdoor Staff Area - Secure outdoor area adjacent to lunch room

3. Public/Staff Parking Area - Standard public parking stalls and ADA van accessible stall(s)

4. Law Enforcement Entry - Covered

5. Staff Entry - Covered

6. Generator (existing)

7. Trash Enclosure

H. Future State - Shared Space & Support Services: (appx 11,700 sq ft)

1. Lobby & Reception (2)

2. Security/Control Room

3. Training Room, dividable

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

4. Meeting Rooms - Medium

5. Meeting Rooms - Small

6. Lactation Room

7. Public Restrooms - Men's

8. Public Restrooms - Women's

9. Public Restrooms - Unisex/Family

10. Janitor Closet

11. Cafeteria with Coffee Stand

12. Server/Data/Telecom Room

I. Future State - County Staff (appx 9,800 sq ft)

1. Lobby & Reception

2. Workstations (Open Office)

3. Private Offices (Standard)

4. Meeting Room - Medium

5. Meeting Room - Small

6. Staff Break Room

7. Staff Restrooms

8. Copy/Work Room/Storage

9. Emergency Preparedness Storage

10. Informal Huddle Spaces

J. Future State - Peer Drop-in Center: (appx 2,100 sq ft)

1. Lounge/Game Room

2. Resource Room

3. Private Office

4. Workstations (Open Office)

K. Future State - Outpatient Services (Integrated Substance Use and Mental Health) (appx 5,500 sq ft)

1. Reception

2. Prescriber Rooms

3. Treatment Rooms

4. Workstations (Open office)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

5. Private Offices

6. Record Storage

7. Secure Medical Storage

8. Copy/Work Room/Storage

9. Restroom

L. Future State - Crisis Services (appx 10,000 sq ft)

1. Reception

2. Prescriber Rooms

3. Treatment Rooms

4. Workstations (Open Office)

5. Private Office

6. Record Storage

7. Secure Medical Storage

8. Copy/Work Room/Storage

9. Restrooms

10. Law enforcement entrance

M. Future State - Building - Medical and dental services (appx 2,100 sq ft)

1. Reception

2. Exam Rooms

3. Office

4. Medical Assistant Station

5. LaboratoryRecord Storage

6. Clean Supply Room

7. Dirty Supply Room

8. Restrooms

N. Future State - Building – Supported housing services (appx 800 sq ft)

1. Office

2. Team room

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

IV. SUCCESSFUL PROPOSER RESPONSIBILITIES

IV.A Energy

A. The successful Proposer (Architect/Engineer/Consultant Team) shall meet the requirements of the Oregon Department of Energy 1.5 Percent for Solar Energy program for the installation of appropriate solar energy technology in the building.

B. The successful Proposer shall apply and register the project with Energy Trust of Oregon for their incentive program. Energy Trust representatives will assist the successful Proposer with technical advice and energy modeling assistance starting at or before the schematic design phase.

IV.B Meetings, Coordination and Documentation

Successful Proposer shall:

A. Organize meetings throughout the project with the Project Team, take and distribute meeting notes. The Project Team is at a minimum the successful Proposer’s design team, the Facilities and Parks Services Project Manager (PM), behavioral health personnel, a representative from Facilities Operations Maintenance division, and other interested parties designated by the PM.

B. The first meeting will be at the start of the project to discuss program requirements;

refine scope of work, schedule and budget; and discuss project management and collaboration expectations.

C. Additional meetings will occur during the Schematic Design phase, Design Development phase, at the end of 50% Construction Documents, and at the end of 90% Construction Documents, and throughout the construction phase. Coordinate with the PM throughout all phases of the project as needed.

D. All design drawings shall be saved in AutoCAD and Revit release 2021 or compatible version. See Construction Administration below for specific information regarding AutoCAD drawings, particularly regarding conformance to Facilities computer-aided drafting (CAD) standards and file naming conventions.

E. The County prefers to have this project designed and build using BIM standards. See attachment titled BIM Requirements.

F. Coordinate requirements for telecom/data infrastructure with County’s ITS division.

IV.C BIM Requirements

This project will require BIM as the tool to document construction drawings. See attachment titled BIM Requirements. This document defines essential requirements to developing a BIM for

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

The County’s operation and life cycle needs of the project. This document shall provide minimum requirements for developing a BIM process. The criteria in this document shall be rolled into the Architect’s BIM Execution Plan. The OVDR (Owner Visual Design Requirements) applies to all projects with a construction valuation over $300,000.

Revit Mission Statement

A. The County has developed this BIM Requirements to exploit Revit’s built in, and automated features. Our requirements aid in standardizing printed documents, facilitate development of a Record Model, and simplify data exchanges from Construction to Facilities Management. The County values the relationships we build with our AEC partners. This document aims to minimize any invasive constraints that could create avoidable complexity.

B. Revit is the preferred platform for BIM documentation and delivery; however, we recognize that not all partners have invested in this platform. IFC exports are accepted for delivering a BIM when Revit is not used. Please work with the County BIM Manager prior to project kick-off to request approval.

C. AutoCAD is no longer accepted for projects with a construction valuation of more than $200,000. Civil 3D documents are accepted.

D. Revit requires all partners to be on the same version and build for compatibility. As of 2021, Revit 2020 is the required platform build for all new projects.

IV.D Schematic Design (SD)

Successful Proposer shall:

A. Review all available plans and documents, previous studies, and other information related to the project.

B. Conduct a review of the existing conditions for each project component, conduct field measurements as needed, and generate drawings of base conditions as needed.

C. Develop design concept options that demonstrate design intents that integrate programming, space planning, architectural ideas, and user needs that will carry through the design process and form the built result. Clearly articulate, with words, sketches, and images, the design concepts that will be the foundation for the design of the buildings.

D. Generate a written Program Statement identifying project constraints, opportunities and proposed direction, based on program requirements and on information gathered during review of project documentation and existing conditions. Include any plans, elevation, perspective or details necessary to convey issues addressed in Program Statement.

E. Prepare a more detailed project schedule from the preliminary project schedule required for this RFP that identifies the major tasks and/or benchmarks during the design process.

Estimate the time required to accomplish each major task. Allow adequate time for County review at designated review benchmarks.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

F. Meet with Project Team to present and discuss Program Statement and project schedule.

Include discussion of cost in relation to budget adherence in the presentation of Program Statement.

G. Provide a preliminary cost estimate for review with project team.

IV.E Design Development (DD)

Successful Proposer shall:

A. Upon approval of Program Statement, proceed with Design Development documents.

B. Provide all documentation necessary to describe the scope, existing systems and new system relationships to direct construction using plans, sections, elevations, construction details, and finish schedules.

C. Develop specifications that identify major materials and systems, and establish, in general, their quality levels.

D. Prepare preliminary DD documents for County review.

E. Integrate information from the County review into final DD documents.

F. Provide a cost estimate for County review with value engineering (VE) options.

G. Obtain written approval from the County before proceeding with Construction Documents.

IV.F 50% and 90% Construction Documents (CD)

Successful Proposer shall:

A. Provide CD’s, drawings and specifications, based upon the DD documents approved by the County.

B. These documents shall describe in adequate detail all aspects of the construction of the project. CD’s shall be clear and complete in order to keep change orders to a minimum.

C. CD’s shall be submitted to the County for review at 50% and 90% completion. At the time of each submittal, submit also a list of issues needing resolution and what information is needed by the project team to move forward.

D. Provide a cost estimate for County review with VE options at 50% and 90% completion.

IV.G 100% Construction Documents (CD)

Successful Proposer shall:

A. Generate 100% complete Construction Documents (CDs) and a 100% complete cost estimate based on input from 90% review above.

B. Make application to the City of Hillsboro Building Department and City of Beaverton Building Department for building permits. Attend any pre-application meetings and other

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project visits to City(s) as required to complete plans and specifications as directed. Make changes to the permit set to address code-required changes identified during the permit process. The County shall pay application and permit fees.

C. Make all final changes to the Construction Documents to prepare them for bidding.

Facilities will provide all portions of Division 0 of the Project Manual and Division 1 of the specifications regarding Construction Contract compliance including General Conditions and Supplemental Conditions for the Contract for Construction, and Washington County Policies. Utilize the Construction Specifications Institute specification sections as needed, to ensure proper coordination with the County’s General Conditions and Supplemental Conditions for the Contract for Construction as directed by the PM.

D. Transmit hardcopy of 100% drawings and specifications to the County.

IV.H Contract Administration Phase (CA)

Successful Proposer shall:

A. Provide all architectural and engineering services during construction phases as required ensuring complete conformance to design documents. This includes, but is not limited to:

coordinate sub consultants; research and specify materials; attend minimum weekly on-site meetings; take and distribute meeting notes within forty-eight (48) hours of meeting;

observe construction for conformance with contract documents as necessary; respond to requests for information; prepare responses and architect’s supplemental instructions;

review change order requests and pay applications; review submittals; and provide project close-out documents.

B. Provide a full record drawing set (“as-built”) with AutoCAD release 2021 or compatible version for use in future projects and to establish a record of building envelope changes.

Coordination with the Contractor will likely be required; however, the successful Proposer will not be held liable for the accuracy of the information received from the Contractor and Subcontractors, but shall to the best of their ability ensure that information is correct and true. These drawings will become the property of the County at the end of the Project. Successful Proposer shall be released from responsibility for future work done using these drawings not directly involving the successful Proposer.

IV.I Work to be Performed by County or Others

The County will assign a project manager to oversee the successful Proposer’s work and provide support as needed. Specific duties the County/Others will perform include:

A. Provide all available documentation of drawings, existing reports regarding past investigations and studies related to the project. Such documentation may not provide sufficient information necessary for adequate design decisions.

B. Convene clinical subject matter experts to help inform design concept and clinical workflows.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

C. Provide all portions of Division 0 of the Project manual or specifications regarding Construction Contract Compliance, and the Washington County’s General Conditions and Supplemental Conditions for the Contract for Construction.

D. Reproduce and publicly distribute all bid materials, including the Project Manual and bid-ready Construction Documents.

E. Process all necessary County documentation such as, change orders and payment requests; and provide meeting and project coordination as necessary.

F. Information Technology Systems (ITS) technical staff for the design and installation of telecom, data, CCTV, fiber optic and other communication systems.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

V. DELIVERABLES

V.A Deliverables

Deliverables shall be considered those tangible resulting work products that are to be delivered to the County such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings, and reports.

1. Documentation as may be required for ODOE’s 1.5% for solar program.

2. Apply and register the project with Energy Trust of Oregon for incentives.

V.B Pre-Design Phase:

A. Program Development and Documentation Reviewer

B. Detailed project schedule.

C. Project kick-off meeting. This meeting will be prior to the eco-charette, conducted shortly after the Notice to Proceed.

D. Meeting notes for the project kick-off meeting distributed to attendees.

E. Anticipated time for Pre-Design: 1 month.

V.C Schematic Design Phase (SD):

A. Two fully developed schematic design options based on the final Program.

B. Preliminary cost estimate at end of SD, VE proposal if over budget, and simple LCA for major materials.

C. Anticipated time for DD phase: 2 months.

V.D Design Development Phase (DD):

A. Attend design, review and process meetings as previously described, and distribute meeting notes to attendees.

B. Cost estimate at end of DD with VE proposal if over budget.

C. Consult with Bureau of Technology Service technicians for the design of infrastructure necessary to support the installation of telecom, data, cable, CCTV and fiber optic communication systems in the building.

D. Anticipated time for DD phase: 3 months.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

V.E Construction Document Phase (CD):

A. Submit review documents at 50% and 90% complete.

B. Final cost estimate at 90% complete.

C. Submit applications to permit to all review authorities respond to check sheet comments and make changes to CD’s as required.

D. Anticipated time for CD phase: 5 months.

V.F Bid Phase:

A. Make final revisions to CD’s and prepare a Bid Set. Submit the final and complete CD’s unbound and transmit the final and complete CD’s to the Facilities Project Manager in PDF format. Washington County will make them available to prospective bidders.

B. Attend Pre-Bid meeting.

C. Review and respond to substitution requests and bid document clarification requests through the County Procurement Division; not directly to contractors/bidders.

V.G Contract Administration Phase (CA):

A. Attend Pre-Bid meeting and all subsequent weekly construction meetings, take and distribute meeting notes.

B. Review and approve all project documents from the construction Contractor and issue additional project information and documentation.

C. Successful Proposer shall provide Project Team design meeting minutes during design phases, construction meeting minutes, and site visit reports during the CA phase.

Proposer will provide full electronic record per Facilities CAD standards.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

VI. PROPOSAL CONTENT AND EVALUATION CRITERIA

PROPOSAL CONTENT

VI.A Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Page Count Proposal was within the page count and conformed to all instructiction in regards to submittal.

Pass / Fail 10 (100% of Total)

VI.B Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

1. Qualifications and Experience List qualifications and experience of firm.

Describe your firm/team’s experience with managing large complex capital projects.

1. Describe the qualifications of the firm/team’s key personnel and proposed staff including;

proposed roles, key staff experience working together on past projects, and key qualifications that make proposed team members an ideal fit for this project.

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

3. Describe two projects of similar scope, size and complexity. Provide the project start and substantial completion dates, bid cost and final cost. List your personnel involved in these projects. Provide client contact information.

4. Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.

5. Describe the firm’s internal procedures and/or policies associated or related to work quality and cost control. Describe the resource availability to perform the Work for the duration of the project. Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable.

Provide the same information for any sub-consultants to be utilized on the project.

6. Briefly describe other projects completed or in progress by your firm that demonstrate relevant experience, and that best characterize the firm’s capabilities, work quality and cost control.

Points Based 20 (17.4% of Total)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

2. Workforce Diversity

1. Does your firm hold State of Oregon COBID Certification, or a comparable Emerging Small Business, Minority Owned Business, Women Owned Business, Veteran Owned Business, or Disadvantaged Business certification from another State or Entity? If yes, indicate the state of certification, all certification types and your firm’s certification number.

2. Describe the diversity in demographics of the proposal team (yourself, your firm and/or any proposed subcontractors). Include race, gender, veteran status and disability. You may also include other measures of diversity. Describe the diversity and language capabilities of your agency’s personnel, particularly those who will be involved in outreach and information gathering.

3. Support: Describe specific examples of how you and/or your firm support workforce diversity within your firm and/or your local community.

Points Based 20 (17.4% of Total)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

3. Project Management

1. Describe your firm’s design and management philosophy; indicate what makes you uniquely qualified for providing the services of this RFP.

Outline your firm’s proposed project scope for the work, provide a proposed project schedule, including division of tasks, interim outputs (e.g.

schedule of drafts, meetings, progress reports, etc.).

2. Describe your firm’s approach in team coordination and alignment of project goals and objectives.

3. Describe your firm’s approach and experience in managing large complex projects and meeting overall program objectives to meet schedule, budget and County program requirements. Describe your firm’s approach in utilization of IPD and LEAN project delivery processes.

4. State your understanding of the issues affecting this contract and briefly describe how your firm will approach the project based on the information presented in this RFP. Outline your firm’s project management plan, including the approach to maintaining good communication and meeting deadlines.

5. Describe your management procedures that facilitate effective communication and successful completion of the project on schedule and at a reasonable cost. The contractor must show an ability to describe project progress with staff, and to provide an overall assessment of the project to Washington County or in a public meeting.

6. Briefly describe your quality assurance and cost control methods as it relates to the performance of the Scope of Work by members of the project team.

7. Describe the tasks that must be accomplished in order to complete the project. Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project. Identify the products or deliverables that would result from each task. Your firm should rely on its expertise and experience with similar projects to demonstrate how it will effectively complete the proposed project.

8. You may include the experience and expertise of major sub-consultants as well. If applicable, discuss any unique aspects of the project for which your firm is particularly well qualified, alternative approaches the County might wish to consider.

Points Based 30 (26.1% of Total)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

4. Project Team Provide a professional resume for the key personnel, including key personnel of any sub-consultants proposed to be assigned to the project.

1. In addition to the resumes, as part of the RFP response, describe their unique qualifications and relevant experience on similar or related projects.

2. Describe key personnel’s proposed roles and responsibilities including their proposed time commitment to each phase of this project.

Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm.

3. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to, and describe how those duties will accommodate the time required for this project. Identify who the second level production person will be and provide a description of their unique qualifications and experience as it relates to the project at hand.

Points Based 15 (13% of Total)

5. Project Cost/Budget

1. Provide an estimated percentage of construction budget and fee schedules for each consultant and their personnel. Provide estimated costs for completion of tasks detailed in the Project Schedule.

• The mechanical system commissioning fees shall include commissioning when construction is completed as well as a retro-commissioning after nine months to verify systems are functioning as designed.

Points Based 15 (13% of Total)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

6. References

1. Describe similar projects your firm has completed, with particular emphasis on jurisdictions with similarities to Washington County or projects similar to this one. List the Owners name, address, contact person, and telephone number for three (3) such projects.

References must be for services provided within the last five (5) years. For each project mentioned, include the following:

- Number of Requests for Information on each project and average answer time.

- If submitting projects for which your firm worked in a joint venture or partnership, include the name of the lead firm. Please remember that any extensive descriptions of vaguely related projects are discouraged and could negatively impact the overall outcome of the evaluation.

2. List any contracts terminated for cause within the same time period and include the reason why.

Points Based 15 (13% of Total)

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

VII. EVALUATION AND AWARD PROCESS

VII.A Clarifications

The County reserves the right to obtain clarification at any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of their proposal.

After evaluation, demonstrations, and or interviews have occurred, a single firm will be identified that is best able to provide the services to the County. The County reserves the sole right to determine the best Proposal. A notice of intent to award will be published and a recommendation will be presented to the County Administrator or Board of Commissioners for their consideration.

VII.B Interviews

Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores will be determined based on the points assigned to the interview process.

VII.C Product Demonstration

Washington County will require the highest scoring respondents to demonstrate the functionality of equipment/systems proposed based on a script provided by the County. The demonstration must be conducted with the products proposed and must demonstrate the functionality and speed as stated in the responder's Package. Electronic slide presentations are not an acceptable demonstration of a proposed system.

It is highly desirable that these occur at our own facility. However, providing the demonstration via a remote session with a conference call line is an acceptable method of providing this demonstration.

If the demonstration reveals variations from the responses to the RFP, Washington County reserves the right to adjust the scoring to reflect actual conditions of the proposed system. Final scoring will be calculated taking into account any adjustments that need to be made.

At the option of Washington County, and as a condition precedent to contract award, the respondent(s) may be required to demonstrate the functionality of the systems proposed on County equipment in our Controlled Test environment. This would be necessary to ensure that the proposed system is compatible with the County’s existing technical environment which includes “managed” workstations where end user workstations are set up in normal operation to prevent the end user from having the ability to change the computer’s registry and important system files on the station.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

Washington County is prepared to sign a Non-Disclosure Agreement and/or other agreement to remove any vendor supplied software and the return of all documentation if we decide to not enter into a contract due to incompatibility of vendor product and County standard technical environment.

Any associated costs for on-site responder demonstrations or compatibility test shall be incidental to the contract and those costs shall not be passed on to the County whether or not a contract is signed.

County employees may visit sites deemed similar to the County for the purpose of evaluating the fully installed product in an operational environment.

VII.D References

The County reserves the right to check references only on the highest scoring proposers or depending on the scoring differential just the highest proposer.

Questionnaires may be sent to customer references by Washington County or contacted by telephone. Secondary references may also be contacted.

VII.E Period Proposal Validity*

All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

VII.F Acceptance, Rejection and Cancellation of Award*

Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

This RFP does not commit the County to award a contract or to pay any costs incurred by respondents. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

VII.G Award Recommendation*

The notice of intent to award will be posted on the County's Procurement Portal website at least seven (7) days before the award of the contract. See PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD below for protest of award.

The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

VII.H Inspection of Proposals

Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published. Proposals will be provided via an electronic link.

Copies of material from proposal files may be obtained from the Washington County Procurement Division upon payment of a charges based upon the current County Fee Schedule.

Prepayment is required for providing materials from the proposal files.

VII.I Protests and Judicial Review of Contract Award*

Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed. A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

Delivery. A proposer must deliver a written protest to the Washington County Procurement Manager within seven (7) days after issuance of the notice of intent to award the contract.

Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

County Response. The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

VII.J Negotiation with Awarded Contractor(s)*

The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

VII.K Contract Term

The term of the contract will be Initial contract term will be three years, with the option to renew for up to five years..

The maximum term of the contract will be five years.

The estimated annual expenditure for the contract is approximately 1200000. Actual expenditures may be more or less depending on actual requirements.

VII.L Contractor's Responsibility*

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

Architect Services for the Center for Addictions Triage and Treatment (CATT) Project

VIII. INSTRUCTIONS TO PROPOSERS

VIII.A Deadline Disclaimer

It is the responsibility of the bidder to upload and submit electronic bids before the deadline date and time approaches as posted on the County's Procurement Portal.