ESBD_393954_1738699259963_RFQ for Architect FINAL.pdf

REQUEST FOR QUALIFICATIONS

FOR

Comprehensive Master Plan Consulting Services

Issued February 4, 2025 by:

Jessie Campbell, Deputy CEO

West Texas Centers for MHMR 409 Runnels

Big Spring, TX 79720 Phone: 432-264-3242

Email: Jessie.Campbell@wtcmhmr.org mailto:Jessie.Campbell@wtcmhmr.org

TABLE OF CONTENTS

SECTION Page

1.0 Introduction and Background………………………………………………….………………..03

2.0 Bid Requirements ………………………………………………………………………………05

3.0 Evaluation and Award of Bids …………………………………………………………………08

4.0 Bid Form………………………………………………………………………………………..09

5.0 Acknowledgement and Execution of Offer…………………...….…………………………….11

6.0 Terms and Conditions…………………………………………………………………….…….12

SECTION 1.0 – INTRODUCTION AND BACKGROUND

West Texas Centers for MHMR (the Center) is seeking expressions of interest and statements of qualifications from a qualified individual or firm to provide professional architectural/engineering (A/E) services for planning and capital improvements for several new and existing sites of the Center. An individual or legal entity may submit a proposal. If Respondent is selected, respondent will provide programming documents, design and construction documents, and construction administration as the Architect of Record.

The intent of the project is to prepare a master plan for the three projects (description below) and then design and supervise construction the recommended components for the plan. The three projects are as follows:

1. The design of a new facility for a supported housing project. This facility should consist of 10-12 single occupant houses (400-500 sf each) and a centralized community center (1500 sf) to be constructed on an existing piece of land currently owned by the Center. The homes will follow a “tiny home” concept and be used for clients served in our mental health division. The community center will include meeting spaces, common areas and a laundry facility for campus residents.

Total project budget including planning and construction is $2,500,000

2. The design for major renovations and additions (1200 sf) to a currently operating jail diversion center. The jail diversion center should include an intake area, waiting room, offices and comfortable holding areas for clients who are dropped off. Total project budget including planning and construction is $750,000

3. The design for major renovations for a recently purchased vacant property (7100 sf) to be used for an Intellectual Developmental Disabilities (IDD) vocational service center. The vocational service center will include classrooms, large meeting spaces, a lunchroom space, music and art creative spaces and a secure outdoor space for our clients to access. Total project budget including planning and construction is $500,000

All qualified vendors are invited to submit a proposal. Every effort has been made to notify vendors within the Center’s service area. Vendors responding to this proposal must be in good standing with the Texas State Comptroller.

BACKGROUND INFORMATION

The Center is a unit of local government, as designated under the provisions of Chapter 534.001 of the Texas Health and Safety Code Ann., as amended, and serves as the designated local authority for mental health and intellectual and developmental disabilities for the established service area. The Center began operations on March 1, 1997 and continues to operate through a contractual relationship with the Texas Department Health and Human Services Commission.

We proudly serve the citizens of Andrews, Borden, Crane, Dawson, Fisher, Gaines, Garza, Glasscock, Howard, Kent, Loving, Martin, Mitchell, Nolan, Reeves, Runnels, Scurry, Terrell, Terry, Upton, Ward, Winkler and Yoakum counties.

The Center provides a wide array of services in approximately 35 sites across the service area to over 2300 individuals through the dedication of approximately 300 staff. Although administrative offices are located at 319 Runnels, Big Spring, Howard County, Texas, local offices are established throughout most of the catchment area.

PROJECT OBJECTIVES AND CRITICAL SUCCESS FACTORS

Following selection of the A/E, but prior to the execution of the prime contract, The Center will work with the selected A/E to identify qualified construction managers at risk and engage in a fair and competitive selection process to select one or more firms to provide the required services.

The A/E will provide full design and construction administration services for the total project and will manage a team of other professionals and specialists including, but not limited to, the following disciplines:

landscape architecture, structural engineering, civil engineering, MEP engineering, and other consultants as determined to be necessary to perform the scope described herein. The services requested shall be provided beginning on the last signature date of the executed contract and end on or about August 31, 2027.

The contract will have a defined base term and defined renewal periods that may be exercised at the sole discretion of the Center.

Collecting Statement of Qualifications in response to this RFQ is the first step in selecting an A/E firm.

This RFQ provides the information necessary for respondents to prepare and submit Statements of Qualifications for consideration and initial ranking by The Center. In the next step, The Center will determine an initial ranking of the respondents. If the initial ranking of respondents is reasonable conclusive, The Center may make a “most qualified” selection based upon the written Qualifications only.

If not, then The Center may conduct interviews with a “short list” of respondents.

The Center may select up to five (5) of the top ranked qualified respondents to participate in an interview to confirm and clarify the qualifications submitted and to answer additional questions. The Center will then rank the interviewed respondents to determine a single most qualified respondent.

After selecting the most qualified respondent, The Center will negotiate the detailed professional services to be provided by the A/E and suitable fee for those services. Potential respondents should be aware that, except in unusual cases, The Center does not consider billable time incurred while traveling to and from the Project site, The Center’s offices, or Board of Trustee meetings as necessary to the completion of the Project. Potential respondents whose offices are located such that time-consuming travel will be regularly in the performance of services for the Project should consider this policy when deciding whether or not to submit their qualifications.

PROJECT SCOPE:

The initial deliverable under the contract resulting from this RFQ is anticipated to be Schematic Design of the three separate projects, with certain enhancements to be described in the contract. Scope discussions with the selected respondent will be held to refine the desired deliverables. The schedule for the continuation of design after the Schematic Design phase, selection of a Construction Manager at Risk (CMR), and construction of the Project is not yet defined and will depend on a variety of factors. It is likely that the projects will be constructed in phases over a period of time but will be determined on time and material and weather and many variables from the construction portion which may be extended following the issuance of a Notice to Proceed under the contract resulting from this solicitation.

SECTION 2.0 – BID REQUIREMENTS

Please read carefully this entire dib document and specifications. Complete all forms and submit your response with all appropriate attachments.

2.1 Proposal Format

To fully and equitably evaluate each proposal, a standard reply format is required.

• Proposals must include a cover letter clearly stating the name of the vendor and the name, address, and telephone number of the proposer’s representative. The letter must state that the proposal is valid for at least 180 days from the submission date;

• Proposals must address each of the bid requirements as stated in this RFQ

• The Center reserves the right to reject any and all proposals, and to negotiate portions thereof.

• Proposals that address only part of the requirements contained in this RFQ will not be considered;

• The Center reserves the right to select any proposal, considering the quoted estimated fee and other factors;

• The proposer shall furnish additional information that the Center may reasonably require;

• The Center will not be liable for any cost incurred in the preparation of proposals.

2.2 Schedule of Proposal Submission

Activity Timeline

1 Mailing of individual hard copy notifications to known qualifying vendors. Request for Proposals package documents posted to the

ESBD

2/4/25

2 Proposals due 3/7/25

3 Evaluation of Proposals 3/7/25-4/10/25

4 Recommendation to Board of Trustees NLT: 4/11/25

5 Negotiate & execute Purchase Order NLT: 5/1/25

6 Letters of non-selection mailed NLT: 5/1/25

2.3 Delivery and Execution

To be eligible for consideration under this RFQ, a proposal shall be submitted by the stated deadline to ONE of the address’ below.

Mail or Hand Delivery Responses to the RFQ should be addressed to:

Jessie Campbell Deputy CEO

West Texas Centers for MHMR 409 Runnels/

Big Spring, TX 79720

Electronic Delivery Responses to the RFQ emailed to:

Jessie Campbell Deputy CEO

Jessie.Campbell@wtcmhmr.org

Proposals must be received no later than 5:00 p.m. on March 7, 2025. Proposals received after this time will not be accepted. Faxed Proposals will not be accepted.

2.4 Questions

There will not be a pre-proposal conference. Any person wishing to obtain additional information about the request for qualifications or about the operations of the Center may contact Jessie Campbell, at 432- 264-3242 or by email.

All questions submitted will be reviewed, consolidated, and answered in one addendum to the proposal.

The proposal and any addendums will be posted on the Texas Electronic State Business Daily website at:

Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) Website: www.txsmartbuy.com

Agency: WEST TEXAS CENTERS FOR MHMR – R1140 Search Type: Reports/Solicitation Posting

Description: Comprehensive Master Plan Consulting Servies Solicitation Number: ARC1001

It is the proposer’s responsibility to continually check the website for responses to questions and clarifications.

2.5 Open Records

The Center is a governmental body subject to the Texas Public Information Act. Bids submitted to the Center as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If the bidder believes that its response, or parts of its response, may be exempted from disclosure under Texas law, they must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the bidder must specify which exceptions to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception. The Center assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by bidders.

2.6 Tax Exempt

The Center is a tax-exempt entity and a registered 501(c)(3) entity. Bid prices should not include taxes.

Please include any charitable entity discounts provided on the Cost of Ownership Form (Attachment E)

2.7 Independence

The bidder must make a statement concerning the independence of the proposer, including direct and indirect financial interest, and the relationship of the proposed bidder’s officers and employees to employees of the Center and any of the board of trustees members. (See Attachment B for a roster of the Board of Trustees and Attachment C for Conflict-of-Interest Definition)

SECTION 3.0 – EVALUATION AND AWARD OF BIDS

The following criteria is to be used to document the Center’s evaluation of the proposers’ qualifications.

Points within the ranges specified are to be assigned to the below listed criteria as a means for quantifying the relative strengths and weaknesses of the various proposals. It should be understood that while the total score is a significant factor, the requester of the services reserves the right to consider other factors in making a final selection. Award of the contract may not be made to the vendor submitting the lowest priced proposal. The Center will choose the vendor which is deemed to be in its best interest as determined by the Center. By submitting its Qualifications in response to this RFQ, respondent accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” firm(s) will require subjective judgements by WTC.

3.1 Mandatory Criteria

Proposals will not be considered for further evaluation unless there is compliance with all of the following criteria. The proposer:

• Must be in good standing with the Texas State Comptroller;

• Must demonstrate independence by submitting a Bid Affidavit (Attachment D)

3.2 Technical Criteria

The following criteria will be used as the basis for evaluation of the technical criteria (0-45 points)

• Prior Texas state agency experience, references

• Location of the vendor

• Size and structure of the vendor

• Customer Service

• Comprehensiveness of the proposal

• Realistic time estimates of each major segment of the work plan

3.3 Cost Criteria

Proposals will be evaluated for the overall cost of the services to be rendered under the RFQ. (0-20 points)

3.4 Formal Interview

Formal interviews will be evaluated on the vendor’s ability to demonstrate capability of meeting all required elements of the RFQ. (0-35 points)

SECTION 4.0 – BID FORM

In this document the terms “you” and “your” refer to the vendor, and “we”, “our,” and “us” refer to West Texas Centers (the Center).

Bidder must answer all questions in this form and provide it as the bid response. A Microsoft Word version of the form is available upon request by emailing Jessie.Campbell@wtcmhmr.org. Provide brief, direct responses to all questions.

4.1 Company Overview

4.1.1 Please identify your company name, headquarters along with the name/headquarters of your parent company (if applicable). Provide the following:

• Name

• Address

• Phone Number

• Web Address

4.1.2 Provide a brief overview of your company and the history of your organization, including your mission statement.

4.1.3 What is the tenure of your organization’s management team?

4.1.4 What is the total number and average size of your active clients?

4.1.5 Do you have experience with any of Texas based community mental health centers? Please provide references for a minimum of three customers and include a Texas MHMR customer (if possible) and a customer that has received audit services in the past 12 months.

4.1.6 Provide evidence that your firm is eligible to do business in the State of Texas.

4.1.7 Submit a copy of current insurance certificate.

4.2 Executive Summary

4.2.1 A narrative description that provides a concise summary of the plan being proposed to meet the requirements of this solicitation, the Respondent’s approach to providing the requirements identified by the Center, and a description of what uniquely qualifies Respondent for this contract. The executive Summary should exclude any cost information.

4.3 Requirement Listing

4.3.1 For the prime architect, provide narrative, graphic and/or photographic documentation of at least five (5) relevant projects completed within the past ten years demonstrating proficiency in this project type. For each project, provide the following baseline information: name of client, project location, project size, project cost, project completion date, and names of subconsultants.

Describe the project scope and provide any additional information that is relevant to this solicitation, emphasizing the ways in which each project is like this Center project.

4.3.2 Describe the prime firm’s current workload (projects in design and in construction) and the plan to incorporate and manage this project so that the work can proceed in a timely manner. Include an example timeline for a standard work plan including key milestones and deliverables.

4.4 Additional Requirements

4.4.1 List names and qualifications of the staff members that will be responsible for each phase of your project. If specific staff members or teams are not selected yet, please describe your typical team structure.

4.5 Estimated Total Cost

The proposal should contain all pricing information relative to accomplishing the goals as described in this request for qualifications. Provide a clear breakdown of your fee structure, including any hourly rates, fixed fees, or contingency-based pricing. Outline your payment terms, including invoicing schedules and any applicable payment milestones.

If any additional information is needed to provide accurate pricing, please contact Jessie Campbell via email at jessie.campbell@wtcmhmr.org.

The Center will not be responsible for expenses incurred in preparing and submitting the technical proposal. Such costs should not be included in the proposal.

4.6 Schedules and Attachments

4.6.1 We provide the following:

• Audited financial statements emailed upon request

• Attachment B – Roster of Board of Trustees

• Attachment C – Conflict of Interest Definition

• Attachment D – Affidavit

4.6.2 You must include the following information with the bid:

• Completed Proposal valid for 180 days

• Signed Acknowledgement and Execution of Offer

• Signed and notarized Affidavit (Attachment D) mailto:jessie.campbell@wtcmhmr.org

5 Test

5.0 ACKNOWLDEMENT AND EXECUTION OF OFFER

• You confirm that the necessary experience, knowledge, skills, abilities, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFQ and the subsequent Contract.

• All statements, information, and representations prepared and submitted in response to the RFQ are current, complete, true and accurate. The proposer acknowledges that the Center will rely on such statements, information, and representations in selecting the successful bidder(s).

• By submitting this bid, you acknowledge that you agree with and accept all specifications in the bid except as you expressly qualified in the bid.

• Bidder acknowledges that the Contract may be canceled if any conflict of interest or appearance of a conflict of interest is discovered by the Center.

Vendor:__________________________________________ FEIN: ______________________

Address:________________________________________________

City, State, Zip:__________________________________________

Phone Number:___________________________________________

Email Address:___________________________________________

Signature of Vendor Official:_________________________________ Date:______________

Name (printed): __________________________________________

Title: __________________________________________________

PLEASE COMPLETE, SIGN AND RETURN WITH PROPOSAL. FAILURE TO SIGN AND

RETURN THIS EXECUTION OF OFFER WILL RESULT IN THE REJECTION OF THE

PROPOSAL.

6.0 TERMS AND CONDITIONS

ITEMS BELOW APPLY TO AND BECOME A PART OF PROPOSAL. ANY EXCEPTIONS

THERETO MUST BE IN WRITING.

6 Test

6.1 Proposal Requirements:

6.1.1 Rules, Regulations and Statutes: Proposer must comply with all rules, regulations and statutes relating to purchasing in the State of Texas in addition to the requirements of this form.

6.1.2 Unit Price: Proposers must price per unit shown. Unit prices shall govern in the event of extension errors.

6.1.3 Late or Unsigned Proposals: Late and/or unsigned proposals will not be considered under any circumstances. Person signing proposal must have the authority to bind the firm in a contract. The proposer is solely responsible for ensuring that the proposal is received prior to the specified due date and time.

6.1.4 Pricing Firm: Proposal prices are requested to be firm for the Center acceptance for 45 days from proposal opening date (unless otherwise stated in specifications). “Discount from list” proposals are not acceptable unless requested. Cash discounts are not considered in determining an award. Cash discounts will be taken if earned.

6.1.5 Tax Exempt: The Center is tax exempt as a unit of local government in the State of Texas under federal and state law. Do not include tax in the proposal.

6.1.6 Right to Accept or Reject: The Center reserves the right to accept or reject all or any part of any proposal, waive minor technicalities and award the proposal to best serve the interest of the Center.

6.1.7 Withdrawal: Any proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 180 days, to provide the commodity or service set forth in the specifications, or until a selection has been made by the Center.

6.1.8 Proposal Costs: Proposers electing to respond to this RFQ are responsible for any and all costs of proposal preparation. The Center is not liable for any costs incurred by a proposer in response to this RFQ.

6.1.9 Exceptions: If a proposer takes exception to any specification within this RFQ, they must notify the Center in writing prior to the scheduled proposal opening date and time.

6.1.10 Oral Statements: The Center will not be bound by any oral statement or representation contrary to the written specification of the RFQ.

6.1.11 Texas Public Information Act: Information, documentation and other material collected, assembled or maintained by the Center in connection with this solicitation or any resulting contract may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public Information Act”). If a proposer believes any information contained in the proposer’s response package contains any proprietary or confidential information the proposer must clearly mark the verbiage claimed to be proprietary or confidential. If a Public Information Act request for documents is filed, the Center will make best efforts to contact proposer prior to release of claimed proprietary information. If, at that time, the proposer still believes information provided is proprietary or confidential, the proposer shall timely notify the Center. Upon receipt of such notice, the Center will submit to the Attorney General’s Office the documents on which privilege is claimed, but will not be required to present any arguments in support of the proposer’s claim of privilege. It shall be the responsibility of the proposer to make arguments directly to the Attorney General’s Office.

6.2 Award of Contract

6.2.1 A response to this RFQ is an offer to contract based upon the best price, terms, and conditions and specifications contained herein. Proposals do not become a contract until they are accepted.

The contract shall be governed, construed and interpreted under the laws of the State of Texas, and the Center Policy as the same may be amended from time to time. Any legal actions must be filed in Howard County, Texas. Disputes concerning the terms of contracted services that cannot be resolved will be brought before an independent mediation center, whose decision will be binding upon both parties.

6.2.2 No Guarantee of Award: The Center makes no warranty or guarantee that an award will be made as a result of this RFQ. The Center reserves the right to accept or reject any or all proposals, waive any formalities or minor technical inconsistencies and delete any requirement or specification from this RFQ or the Agreement when deemed to be in the Center’s best interest.

The Center reserves the right to seek clarification of any item contained in Proposer’s proposal prior to final selection. Such clarification may be provided by telephone or personal meeting with or in writing to the Center, at the Center’s discretion. Representations made by Proposer within its proposal will be binding on Proposer. The Center will not be bound to act by any previous communication or response submitted by Proposer, other than this RFQ.

6.3 Cancelation of Contract – If contract is cancelled, for any reason, any prepaid fees shall be refunded on a pro-rated basis.

6.4 Conflicts – In the event of a conflict between standard proposal requirements and conditions and the attached detail specification, the detail specification shall govern.

6.5 Indemnification – The proposer shall defend, indemnify, and hold harmless the State of Texas, West Texas Centers for MHMR, all of its officers, agents and employees, and board of trustees members from and against all claims, actions, suites, demands, proceedings, costs, damages, and liabilities, arising out of, connected with, or resulting from any acts or omissions of proposer or any agent, employee, subcontractor, or supplies of proposer in the execution or performance of this RFQ. There shall be no provision contained in the RFQ or subsequent contract that waives or operates to abrogate any immunities to which the Center is entitled by law.