Final DBC RFP FP-2024-08 N&D Bldg Envelope Renewal.pdf

North & Daugherty Hall Envelope EOU Project Number FP-2024-08 July 8, 2024

RFP FP-2024-08

REQUEST FOR PROPOSAL FOR

DESIGN BUILD SERVICES

Eastern Oregon University Facilities & Planning Department

REQUEST FOR PROPOSALS #FP-2024-08

North & Daugherty Halls Envelope

ISSUE DATE: July 8, 2024

SITE WALK & MEETING: PROPOSAL DUE DATE & TIME

Tuesday, July 30, 2024 at 1:00 PM Tuesday, August 20, 2024 at 1:00 PM via email

Meet at Lawn on North Side of North Hall submission to ProposalsFP@eou.edu

One University Blvd, La Grande, OR 97850

REQUEST FOR CLARIFICATIONS OR CHANGE OR PROTEST BID DOCUMENTS:

Must be received in writing by August 6, 2024, 5:00 PM

PROJECT NUMBER #FP-2024-08

Eastern Oregon University is seeking Design Build Proposals for the Project described below pursuant to this

REQUEST FOR PROPOSALS (RFP). By submitting a Proposal, the Offer represents that they have carefully read the terms and conditions of this RFP, including all attachments and addenda, and agrees to be bound by them.

Contract Administrator RFP Proposal Administrator

Sarah Hollenbeck, Capital Projects Manager Lowann Vanleuven, F&P Business Manager

EOU Facilities & Planning Department EOU Facilities & Planning Department

Phone: (541) 962-3181 Phone: (541) 962-3020

Email: shollenbeck@eou.edu Email: ProposalsFP@eou.edu

It is the Offeror’s responsibility to continue to monitor the ORPU.org website for Addenda. Failure to acknowledge any Addenda in the Transmittal Letter may cause your Bid to be considered non-responsive.

EOU Policy 3.15.01 – Procurement and Contracting of Goods and Services govern this solicitation unless otherwise referenced in this or stated.

North & Daugherty Building Envelope Renewal

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TABLE OF CONTENTS

Page

REQUEST FOR PROPOSAL

Table of Contents ................................................................................................................................. 2 of 86

Section 1 – General Information .......................................................................................................... 3 of 86

Section 2 – RFP Procurement Process ............................................................................................... 5 of 86

Section 3 – Documentation Requirements .......................................................................................... 9 of 86

ATTACHMENTS

Attachment A – Owners Program ...................................................................................................... 16 of 86

Attachment B – Contract Documents ................................................................................................. 21 of 86

EOU Agreement Between the Owner and Design Builder .......................... 21 of 86

EOU General Conditions between Owner and Design Builder ................... 51 of 86

Exhibit A – Insurance Requirements .................................................... 82 of 86

Attachment C – Certa Building Enclosure Condition Assessment ............................. Under Separate Cover

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1. SECTION 1: GENERAL INFORMATION

1.1. Background: Eastern Oregon University was founded in 1929 as a teacher’s college and today serves as a center for education, culture, and scholarship in rural areas of Oregon. At EOU students receive personal attention from their professors while building strong relationships with peers and mentors.

We humbly acknowledge the indigenous peoples—the Cayuse, Umatilla, Walla Walla, and Nez Perce— who originally inhabited the land of Eastern Oregon University. We pay tribute to their rich traditions, languages, and stories. Their enduring connection to this land, its waterways, and the community is recognized, and we extend our sincere respect to these original guardians of Northeastern Oregon.

1.2. General

This RFP is a is the first in a two-step procurement process for the selection of the design build team. This

RFP incorporates the terms, definitions, and schedules and any Addenda issued thereto; however, to the extent that the RFP conflicts with and any Addenda thereto, the RFP shall prevail and shall be considered an addendum to previously published information. Offerors must submit their Proposals pursuant to the schedule set forth in this RFP. This RFP is not an offer to enter into a contract but is merely a solicitation of entities interested in submitting a Proposal to the Owner for the Project. Exhibits remain current and valid.

1.3. General

Programming, Design, and Construction services for the replacement of building envelopes (siding and windows) of North & Daughtery Halls student dormitories at the Eastern Oregon University campus.

1.4 Preliminary Project Description & Goals

North and Daughtery Halls are two identical dormitories constructed in 2005 each dormitory is approximately 45,000 sf. The envelope system is a mix of fiber cement penal, lap siding-clad exterior walls and vinyl windows set into a punched opening with dual pane insulated glazed units.

In 2022, EOU conducted building enclosure condition assessment which revealed a number of issues such improper construction techniques used during initial construction, aging materials, wear tear and damage to siding panels, windows, and damage to transitions at various building materials. See Full report from Certa in Appendix C

EOU’s approach to construction involves collaboration and we request that proposers assess their readiness for this level of cooperation. The successful proposer will need to commit to achieving the best possible solution given the budget and constraints.

In the past EOU procurement processed EOU has asked for teams propose on somewhat developed solutions, this is not the case for this project. EOU is seeking a team with whom we can partner to develop the ultimate solution for this project. This project involves significant impacts to student housing and as team we have to come up with a solution that monetarily quantifies all impacts on student experience, for an open discussion on how best to balance cost and minimize student experiences. All solutions .

1.4. Project Funding & Budget

This project is funded by Auxiliary Residential Hall funds. The total DBC budget this project is currently

$2,500,000.00 over three Fiscal Years (FY) 2025 to 2026. See Section 1.6. This budget includes all programming, design, and construction costs including materials and labor, costs, escalation, the DB fee, July 8, 2024

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general conditions costs, reimbursable expenses, payment and performance bonds and the design building contingency.

1.5. Design Standards

EOU is seeking the DBC to develop design standards that meet cold environments and current building codes.

1.6. Design Build Methodology

EOU intends for the initial contract to include programming and pre-design phase services only with final design and construction services being added via pre-construction services amendment(s), Early Work amendment, and/or a Guaranteed Maximum Price (GMP) amendment with the selected DBC firm.

The Programming and Pre-design phase will develop and quantify feasible, geographically tailored alternatives, along with their implementation timelines, including up to three fiscal years (July 1 to June

30). These options will be evaluated by the base cost and the added value each alternative brings to the student experience. Consequently, the selected approach may not necessarily be the one with the lowest cost if a slightly higher investment significantly enhances the student experience and useful life.

The chosen alternative will then be advanced for pre-construction and construction services.

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1.7. Design Build Project Schedule

The following is a revised Procurement Schedule. The Owner reserves the right to modify the schedule via

Addenda.

Table 1.1 –Procurement Schedule

Date Activity

July 8, 2024 Issue RFP

July 30, 2024 Pre-Proposal Conference & Site Walk Through – 1:00 PM

August 6, 2024 Last Date for Clarifications, Change, or Protest

August 8, 2024 Final Addendum Issued (If necessary)

August 20, 2024 Written & Price Proposals Due Date

August 27, 2024 Estimated notification of finalists

September 3, 2024 Finalists Site Visit and Proprietary Meetings (If necessary)

September 30, 2024 Final Presentations

October 10, 2024 Notice of Intent to Award

November 1, 2024 Estimated Contract Execution

September 11, 2026 Final Project Completion

1.8. Owner’s Program

1.8.1. Attachment A to this RFP is the Owner’s Program. The Owner’s Program describes the Project scope and contains the Owner’s Project goals and objectives as well as the performance criteria for the Project. This Owner’s Program will become part of the Contract Documents as defined in

Section 2.1 of the Agreement between the Owner and Design-Builder and part of the Basis of

Design Documents in Section 1.2.3 of the Owner’s General Conditions of Contract Between

Owner and Design-Builder. All submittals from Offerors must be consistent with and designed to achieve the criteria set forth in the Owner’s Program.

1.8.2. Offerors shall be entitled to reasonably rely on the accuracy of the information represented in the design or prescriptive specifications set forth in the RFP and their compatibility with other information set forth in Owner’s Program for the purposes of developing the Offerors Written and

Price Proposals. However, the selected Design-Builder will be required to perform an independent evaluation of all information provided by the Owner, including but not limited to such design or prescriptive specifications to validate the information and prototype information provided by the

Owner. Further, regardless of the inclusion of design or prescriptive specifications, the selected

Design-Builder shall remain responsible for meeting the performance requirements of the Project, including but not limited to the requirements that the Project meet the Basis of Design Documents as well as all applicable Legal Requirements. Provided the selected Design-Builder complies with all requirements set forth in the Contract, including but not limited to those regarding notice of claims to the Owner and identification of differing site conditions, and only to the extent that the Contract

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allows the selected Design-Builder to an adjustment in the Contract Price and Project Schedule, the selected Design-Builder will be entitled to an adjustment in the Contract Price and Project Schedule.

Such adjustment shall be limited to the extent Design-Builder’s actual documented costs or the critical path of the Project Schedule have been adversely impacted by materially inaccurate design or prescriptive specifications that are inconsistent with meeting the Project’s performance requirements.

1.8.3. The Owner assumes no responsibility for conclusions or interpretations made by the Offeror based on the information provided by the Owner. Oral statements made by the Owner representatives are not binding on the Owner unless the Owner confirms the statements and changes by written

Addendum to the RFP. In the event of a conflict between codes, industry standards and the Owner’s

Program, the most stringent requirements shall apply and Offerors shall submit their Proposals based on the most stringent requirements.

1.9. Contract Documents

Attachment B to this RFP is the proposed Contract forms between the Owner and Design-Builder. The

Contract includes the following documents:

1.9.1. Agreement Between Owner and Design-Builder – Cost Plus Fee with an Option for a Guaranteed

Maximum Price.

1.9.1.1. Exhibit A of the Agreement – Design Builders Insurance Requirements.

1.9.2. Owner’s Program, Basis of Design Documents: Plans, Specifications, Design Review Comments, electronic Revit files, topographic survey (including data and TIN). Refer to Attachment C

2. SECTION 2: RFP PROCUREMENT PROCESS

To be responsive to the RFP, Offerors must submit responsive Proposals and participate fully in the following

RFP Procurement Process

2.1. Non-Mandatory Pre-Proposal Conference & Site Walk Through

2.1.1. The Non-Mandatory Site Walk Through will be held on July 16, 2024 at 1:00 PM and will begin at the north lawn, on the north side of North Hall.

2.1.2. Offeror will have an opportunity to view the following aspects of the Project during the non -mandatory Site Walk Through.

• Review of the existing buildings envelope systems.

• Site/location ingress and egress.

• Possible lay-down, stock piling area, and haul off routes.

• Other items that each Offeror may need to observe to develop an Alternative/Design

Technical Concept, Written Proposal, and Price Proposal.

2.1.3. Offerors should be prepared to do the following at the Site Walk Through.

• Meet at the north lawn on the north side of North Hall.

2.1.4. Offerors may have up to three (3) people at the Site Walk Through.

2.1.5. Offerors must follow the procedures set forth herein prior to attending the Site Walk Through.

EOU does not have any security or badging requirements.

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2.1.6. Offerors may ask questions during the Site Walk Through; however, Offerors may not rely on any information provided orally during the Mandatory Site Walk Through unless such information is provided in writing as an Addendum to this RFP.

2.2. Proposed Changes in the Design Build Contract Documents

2.2.1. Submission of a Proposal pursuant to this procurement is a representation by the Offeror that it has reviewed the Contract Documents, including but not limited to the Owner’s Program, and the

Offeror is willing to perform the Work set forth in the Owner’s Program and generally overall for the terms set forth in the Contract Documents.

2.2.2. Prior to the date set forth in the schedule, Offerors may propose changes to the Contract

Documents. The Owner’s goals in requesting such proposed changes are: i). to discover provisions in the Contract Documents that unnecessarily increase the cost of the Project, not adequately protect risks via insurance or sureties, uncover contract provisions that are not insurable, or complicate the performance of the Work, and ii). to identify contract provisions and commercial terms the Design-Builder intends to negotiate if selected. Therefore, with every proposed change, Offerors must include the following information:

• The document and section number;

• Proposed alternate language;

• An explanation for the requested change; and

• Any impact the requested change has on any commercial term in the Contract Documents or

Owner’s Program.

2.2.3. The Owner reserves the right to reject any and all proposed changes and to accept any proposed change to the Contract Documents via Addendum to the RFP. The Owner also reserves the right to negotiate such provisions with the selected Offeror. If a suggested change is rejected, the selected

Offeror may negotiate the same change during contract negotiations without bias.

2.3. Alternative Technical or Management Concepts

2.3.1. Prior to the date set forth in the schedule, Offerors may confidentially submit Alternative Technical or Management Concepts (“Alternative Concepts” or “ATCs”) that are not consistent with the

Owner’s Program. The Owner’s goal in requesting Alternative Concepts is to encourage innovation by Offerors to better meet the Owner’s Project Objectives

2.3.2. ATCs should meet or exceed the performance requirements set forth in the Owner’s Program;

however, Offerors may submit ATCs that contain solutions that are substantially equal to the performance requirements set forth in the Owner’s Program if the solution provides a guaranteed cost savings for the Project. ATCs that merely cut a portion of the scope of Work or provide a lesser standard of performance or materials are not considered ATCs, unless the Offeror can fully explain how the Design Build Budget limitations affect the ATC while still obtaining building occupancy and limit disruptions to future improvements as future funding may become available.

2.3.3. Offerors must identify the portion of the Owner’s Program that is inconsistent with the solution presented in the ATC. By identifying any cost savings as a result of the Owner’s acceptance of the

ATC, the Offeror guarantees the cost savings to the Owner if the ATC is accepted.

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2.3.4. The Owner reserves the right to consider Alternative Concepts and accept or reject such Alternative

Concepts in whole or in part. If the Owner accepts an Alternative Concept that is contrary to the

Owner’s Program, the Owner shall issue an Addendum to this RFP altering that portion of the RFP that is inconsistent with the accepted Alternative Concept. Such Addenda will be issued prior to the date set forth in the schedule.

2.3.5. The Owner will make an independent determination with respect to the extent to which the

Alternative Concept is consistent with the Owner’s Program as well as any changes necessary to the Owner’s Program to allow the Owner to accept the Alternative Concept. Notwithstanding any consideration, acceptance, or rejection of an Alternative Concept as part of the procurement, the

Owner reserves the right to consider such Alternative Concepts during the performance of the

Project and amend the Owner’s Program to include the Alternative Concept.

2.3.6. If an Offeror claims that any portion of a submitted Alternative Concept is proprietary or confidential information, the Offeror shall identify that portion of the Alternative Concept that it considers to be proprietary. The Owner will consider the request to keep such information proprietary but reserves the right to make its own determination regarding the proprietary nature of the Alternative Concept. If the Owner disagrees with the Offerors designation of the information as proprietary, the Owner will provide written notice to the Offeror and an opportunity to withdraw or modify the proprietary information prior to disclosure.

2.4. Written Proposal

Offerors shall submit the Written Proposal pursuant to the instructions set forth herein at or before the time set forth in the schedule. Offerors are encouraged to focus on the concerns of the Owner as set forth below in submitting their Proposal.

2.5. Price Proposal

2.5.1. Offerors will submit Price Proposals pursuant to the Procurement Schedule and pursuant to the instructions set forth in Attachment C. Price Proposals shall be based on the RFP and Contract

Documents as amended by Addenda. The intent of the Price Proposal is to:

• Establish a Fee to conduct all services necessary for the Design-Builder to furnish complete the Construction Documents and to develop an Guaranteed Maximum Price (GMP)

Proposal for reinstallation.

• Establish and estimate to remove the Grand Staircase in accordance with the Archaeological permit, Basis of Design Documents, and with limited disruption to the adjacent building renovation and residential stakeholders. The removal may be contracted via an Early Work

Amendment is necessary.

Offerors shall keep all elements of their Price Proposals open for ninety (90) days after submission of their Price Proposal. Offerors shall be entitled to rely on the written information provided by the

Owner in the RFP and any Addenda in developing their Price Proposal; however, the selected

Design-Builder will be required to validate all Project information as set forth in the Contract

Documents. By submitting a Price Proposal, the Offeror represents and warrants that it will enter into a negotiated Agreement set forth in Attachment B.

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2.6. Selection of Preferred Offeror

2.6.1. The Owner will evaluate each Offeror pursuant to the selection criteria and weights established herein. The Owner will determine the Preferred Offeror and notify all Offerors in writing of its determination. The “Preferred Offeror” is the Offeror that the Owner determines achieves the apparent “Best RFP Ranking.”

2.6.2. At the Owner’s discretion, the Owner will initiate negotiations with the Preferred Offeror. If the

Owner cannot reach agreement with the Preferred Offeror, the Owner shall cease negotiations with the Preferred Offeror and provided that such negotiations are terminated in writing, shall initiate negotiations with the next ranked Offeror. The Owner shall continue with this process with each such Offeror until it reaches agreement or cancels the procurement. Offerors should not anticipate or expect that any portion of the proposed Contract will be changed or modified. By submitting a

Proposal pursuant to the RFP, the Offeror represents and warrants that it will enter into contract negotiations provided by the Owner subject to the terms set forth in its Proposal.

2.7. Selection De-Briefing

2.7.1. All Offerors may request a de-briefing from the Owner with respect to the Procurement; however, the Owner shall conduct no such de-briefings until it has either reached an agreement on the Project or canceled the Procurement.

3. SECTION 3: DOCUMENTATION REQUIREMENTS

3.1. Submittal Process

3.1.1. Offerors must submit the Written Proposal and Price Proposal electronically. Hard copy submittals will not be accepted. Submissions must be delivered through email in searchable PDF format, to

Lowann VanLeuven, ProposalsFP@eou.edu, (office 541-962-3020) and must be electronically received by 1:00 PM Pacific Time, Tuesday, August 20, 2023. Email subject line must include the titles listed below for the Written Proposal and Price Proposal.

3.1.2. The Written Proposal and the Price Proposal shall be submitted in separate emails, and the emails shall include the following titles in the subject line, as applicable:

a. “Written Proposal: RFP #FP-2024-08”

3.1.3. The Written Proposal and the Price Proposal shall be submitted in separate emails, and the emails shall include the following titles in the subject line, as applicable The Owner will use the time stamp on the submittal e-mail to determine timeliness.

3.1.4. Offerors are responsible for ensuring timely delivery of submittals Offerors should telephone and confirm electronic receipt of the completed email document(s) before the time and date above.

Proposals delayed or lost by email filtering systems or failures, may be considered at EOU’s sole discretion.

3.1.5. Formatted in searchable .pdf format.

3.1.6. Late submittals will not be evaluated.

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3.2. Evaluation and Ranking of Offerors

The written response to this RFP is the first in a two-step process for the selection of a design build team for this project. The proposals that are received in response to this RFP, which is Step 1 will be evaluated by the EOU selection committee with the top ranking firms being invited to advice further in evaluation steps, which is Step 2 including participation in a property discussion with EOU a site visit and a formal presentation to the EOU selection committee.

Step 2.1 Proprietary Meetings: Each finalist will have separate 90 minute proprietary meeting with the EOU selection committee. The goal for the meeting is for the finalist to ask the selection committee questions in order to better understand EOU’s priorities and goals as it relates to the project. This meeting will be the only opportunity for the finalists to seek further clarification for

EOU about the project and the presentation content. No evaluation will be made by the selection committee based on the is meeting. This meeting will be held in person at the EOU campus.

Step 2.2 Presentations: A formal presentation to the EOU selection committee will occur approximately 4 weeks after the proprietary meeting. The presentations will be held in-person at the EOU campus. The presentations will be limited to 120 minutes per finalist with 15 minutes reserved for a question and answer period.

After the presentations are completed, the members of the EOU selection committee will discuss the strengths and weaknesses of the finalists. The members of the EOU selection committee will score the finalized based on the information they have received, where presented and heard during the presentations.

Optional reference checks may be done to aid in final scoring. Upon completion of final scoring, negotiations may commence with all finalists submitting responsive proposals or all finalists in the competitive threshold. Final scoring of the presentations will be separate and not cumulative from the short-listing. To select and evaluate Offerors, the evaluation criteria will be given the following relative weights:

Table 3.1 – Proposal Scoring

Written Proposal Total Score Available: 90

Points

Cover Letter 5 points

Experience with Similar Projects and Delivery Method 10 points

Overall Management Approach 10 points

Project Controls, Cost Tracking, and GMP Development 15 points

Collaboration and Integration 5 points

Project Execution Plan 15 points

Total Score Available: 30 Points

The Price Proposal with the most competitive fees will be awarded the maximum points available. Other Offeror’s will receive a score that is calculated by dividing the most competitive fee by their fee and multiplying the result by the total score available. The Owner has the final authority to determine the best interest of EOU and may reject any or all

Written/Price Proposals.

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3.3. Submittal Format Requirements

All submittals shall comply with the following format requirements:

3.3.1. Organized in accordance with the RFP.

3.3.2. When printed, shall be limited to the page limitation set forth in the instructions for each section.

3.3.3. The only documentation that is not included in the page count is the following:

a. Cover Letter

b. Appendices (must be less than 10 pages each appendices). Note that EOU is not interested in marketing material or verbose appendices. Including appendices that do not clearly and concisely enhance the proposal will likely negatively impact the overall Written Proposal.

c. Table of contents or tabs will not be counted against the page count as long as these items are used exclusively for organization and contain no substantive written or graphic content.

3.3.4. The written proposal may not be any longer than 50 pages. If the page limit is exceeded, the

Owner, at its sole discretion, reserves the right to remove pages from the sections of any non-conforming submittals to bring each non-conforming submittal within the page count requirement.

3.3.5. A “page” shall be defined as one single-sided piece of paper that has words, charts, tables, pictures, or graphics. Pages shall be 8.5 x 11 inches, with the exception of two (2)pages, which may be presented in 11 x 17-inch format; however, larger pages may only contain graphics and/or designs and may not be used for an Offeror’s narrative.

3.3.6. The font on any portion of the submittal, including graphics, should be no smaller than 10 point.

3.4. Cover Letter (5 Points)

Offeror’s must include a cover letter that includes the following: (1) name, address, telephone number, and e-mail address for each Proposed Design-Build Team Member. Note that changes to the Proposed

Design-Build Team continue to be subject to the and Offerors should include an explanation justifying the changes to the Proposed Design-Build Team. The cover letter shall be a maximum of two (2) pages.

3.5 Experience with Similar Projects and Delivery Method (10 Points)

3.5.1 Provide your teams previous experience with higher education design and construction as well as your experiences within a student occupied building. Expand on the features of these projects including how the design fit the university and what lesson you took away form that effort. Explain how any student or staff feedback influenced your project.

3.5.1.1 Provide a brief description of each of your firm’s history with design build contracting and collaborative project delivery. Provide any projects where your firms have worked together and details about the approach that taken regarding the level of collaboration and integration of the teams. Provide background of the project and hurdles that where encountered how they were overcome and how the collaboration of the team supported the project goals, budget and schedule. Include an owner contact for projects referenced.

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3.5.2 Overall Management Approach (10 Points)

Describe the Offeror’s overall management approach to the Project. In responding to this evaluation factor, Offerors should address the following:

a. What strategies will the Proposed Design-Build Team employ to achieve a thorough and clear understanding of the Owner’s goals and objectives?

b. Based on the information provided in the RFP, and Confidential Individual Meetings, what is the Proposed Design-Build Team’s current understanding of the goals and objectives of this

Project?

c. Identify three (3) key challenges to the Project, and for each challenge identified,

• Propose a strategy to mitigate the potential negative impacts of the challenge.

• Identify any unique approaches, strengths, and/or differentiating resources (including specific Key Team Members) that will assist the Proposed Design-Build Team to implement the strategy and assist the Owner in achieving its goals.

3.5.2.1 A/E Team Approach.

The Owner recognizes the importance of the entire design-build team, including specialty design-build subcontractors. For those subcontractors and subconsultants not proposed as part of the Design-Build Team,

a. Describe the Design-Build Team’s overall approach to subcontractor and subconsultant procurement for the Project.

b. Identify the challenges in the selection of subcontractors and subconsultants for the

Project and how the Design-Build Team will address those challenges.

c. If applicable, describe in detail the Design-Build Team’s approach to early subcontractor involvement, including proposed design-build and design-assist subcontractors, and identify which scopes of Work are candidates for design-build or design-assist subcontracts.

3.5.2.2 Subcontractor Procurement Approach.

The Owner recognizes the importance of the entire design-build team, including specialty design-build subcontractors. For those subcontractors and subconsultants not proposed as part of the Design-Build Team,

a. Describe the Design-Build Team’s overall approach to subcontractor and subconsultant procurement for the Project.

b. Identify the challenges in the selection of subcontractors and subconsultants for the

Project and how the Design-Build Team will address those challenges.

c. If applicable, describe in detail the Design-Build Team’s approach to early subcontractor involvement, including proposed design-build and design-assist subcontractors, and identify which scopes of Work are candidates for design-build or design-assist subcontracts.

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3.5.2.3 Quality Assurance/Quality Control (“QA/QC”).

Provide the following information regarding the Proposed Design-Build Team’s approach on

QA/QC. Include the following information:

a. The overall approach to both design and construction QA/QC;

b. The Proposed Design-Build Team’s processes and tools to facilitate QA/QC; and

c. The reporting and functional relationship(s) between the Quality Management personnel and the Proposed Design-Build Team as a whole.

3.5.2.4 Safety.

Describe the Design-Build Team’s commitment to safety and what innovations the Team will bring to the Project to enhance safety.

3.5.2.5 Information provided in response to this section of the RFP will be scored based on the following:

• The Proposed Design-Build Team’s understanding of the delivery method;

• The degree to which the Proposed Design-Build Team understands the Owner’s goals and objectives with respect to the Project; and

• The strength of the Proposed Design-Build Team’s management plan for the Project, including not only the specific topics and specialized components outlined in the

RFP but also any other component or element that the Proposed Design-Build Team deems essential to the success of the Project.

3.5.3 Project Controls, Cost Tracking, and GMP Development (15 Points)

3.5.3.1 Describe the Design-Builder’s processes and tools for monitoring, reporting, and managing cost, including but not limited to:

a. Design to budget control and reporting processes.

b. Scope, cost, and schedule baseline development and management/change control processes and the participation and interaction among the scheduling and estimating teams, project, design, construction, and operations management teams to execute these processes.

c. Risk management processes and how quantified risk cost and schedule values are factored into the cost and schedule baseline, projected cost and schedule performance, and cash flow reporting.

d. Cash flow reporting processes and basis for monthly cash flow estimated values.

e. Process to plan, track, cash flow, and correctly bill per funding requirement

f. Document control system integration with work breakdown structure and responsibility assignment matrix or organizational structure.

g. The Design Builder’s ability and strategy to offset price increases with scope modifications instead of project budget increases. Note: Contract change orders are

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contractually required to submit potential scope modifications to offset the change order cost, refer to Attachment B.

3.5.3.2 What are the primary challenges with respect to project cost controls on this project and how will those challenges be addressed?

3.5.3.3 Describe the Design-Builder’s processes and tools for developing a Guaranteed Maximum Price and addressing such issues as:

a. The optimum time to establish the GMP and how the GMP will be calculated;

b. How the Design-Builder proposes to deal with unknown issues such as contingencies, allowances, and escalation factors;

c. The Design-Builder’s conceptual estimating process;

e. Input from specialty contractors;

f. The primary challenges in establishing the GMP; and

g. The differentiating resources of the Proposed Design-Build Team that will meet the challenges of establishing the GMP.

3.5.3.4 The information provided in response to this Section of the RFP will be evaluated based on the following considerations:

a. The robust nature of the Proposed Design-Build Team’s plan for tracking and measuring the metrics for the Project, including but not limited to costs and schedule;

b. The Proposed Design-Build Team’s plan to collaborate in the development and communication of budget, costs, and schedule to the Owner; and

c. The differentiators outlined by each Offeror regarding their resources & approach

3.5.4 Collaboration and Integration (5 Points)

One of the primary goals for the Project is to create a highly functioning, collaborative, and integrated team as early as possible and to incorporate the Owner’s staff and consultants as part of that team.

3.5.4.1 Explain the Design-Build Team’s approach to creating a collaborative environment for the Project.

3.5.4.2 Describe how the Design-Build Team will engage the Project Stakeholders and incorporate their input into the Project.

3.5.4.3 Provide the Design-Builder’s approach to conflict resolution between the Owner and the Design-Builder and among members of the Design-Build Team.

3.5.4.4 The information provided in response to this Section of the RFP will be evaluated based on the following considerations:

a. The strength and viability of the Design-Build Team’s plan to communicate and collaborate with the Owner, including not only the specific topics on which the

Owner has requested discussion but any other topics that the Proposed Design-Build

Team deems essential to the success of the Project;

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b. The ideas and innovations submitted by the Design-Build Team that will enhance and foster collaboration and integration; and

c. The differentiating resources that the Design-Build Team will bring to the Project and how those differentiating resources will enhance the Project.

3.5.5 Project Execution Plan (15 Points)

Provide a proposed work plan and schedule for accomplishing the project that achievable by your firm. Explain your approach to this project that will maximize the opportunities that the design build process brings to the project. How will your firm connect the preconstruction decisions to the design and construction documents and then to the field? Describe the tools and methodology for the development of the baseline schedule including durations, sequencing and logic, and skilled labor availability for determining manpower projections.

3.6 Presentations and Reference Checks (60 Points)

3.6.1 Presentations (50 Points)

EOU is seeking to utilize the presentations to determine the apparent successful proposer. The presentations will have an agenda generally set by the proposer, but must also address questions provided by EOU. EOU intends for these presentations to be an open dialog between EOU and each proposer and will demonstrate the overall project execution. Proprietary discussions will also be part of this interactive dialog. Information regarding the proprietary discussions and presentations is contained this the RFP. EOU reserves the right to revise this information, in that the case, the owner will provide the new information to the short-listed firms following the initial review and scoring. Final scoring of the presentations will be separate and not cumulative from the short-listing. Scoring of the presentations will be based on upon the finalists addressing specific topics provide by EOU and the overall dialog. These specific topics will be provided to the finalists at a later date.

3.6.2 Optional Reference Checks (10 Points)

In addition to responding to the evaluation criteria above, provide the names, addresses, phone numbers and email addresses of (3) references. Please don’t include references from any firms or individuals included in your design build team for this proposal or any EOU personnel. EOU may check these references associated with past work of your firm.

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ATTACHMENT A – OWNER’S PROGRAM

Eastern Oregon University (EOU), Oregon’s Rural University, is located in La Grande, Oregon (population 13,200) and has approximately 1,450 students living on campus. The campus is approximately 108 acres and is situated south of downtown La Grande.

1. Section 1: Project’s Functional & Performance Requirement

1.1. Owner’s Vision

EOU’s vision is to renew the building envelopes, including the windows of the North & Daugherty Halls.

Phasing is an option if funding is inadequate.

1.2. Owner’s Project Goals and Objectives

Maintain a safe, injury free work site and implement Quality Assurance and Quality Control (QA/QC) throughout the project.

Establish a collaborative relationship between the Owner and Design-Build Team to deliver a quality design and construction, on-time and within budget.

Minimize impacts to the Owner’s students, faculty, and staff through close coordination with the Owner.

1.3. Owner’s Constraints

Budget constraints may limit the ability to renew the building envelope in one phase.

2. Section 2 Project Budget

2.1. Project Design-Build

The Project Design Build Budget is $2.5 Million Dollars ($2,500,000) and those funds are available for all

Design Build cost and fees to design, permit, and construct the Project over three fiscal years. FY25 (July

1, 2024 to June 30, 2024) has a Programming and Pre-Design phase service budget of $300,000.

3. Section 3 – Design Build Contractor’s (DBC) Scope of Work

The following is an anticipated preliminary scope of work that may be modified during contract negotiations with the selected DBC:

3.1. Site Investigations, BECA, The Owner has conducted extensive investigations and design services prior to this Design Build. The

DBC shall become familiar with all available information, including building envelope condition assessment, existing conditions, and the site. .

3.2. Programming & Pre-Design Services

The DBC The Programming and Pre-design phase will develop and quantify feasible, geographically tailored alternatives, along with their implementation timelines, including up to three fiscal years (July 1 to

June 30). These options will be evaluated by the base cost and the added value each alternative brings to the student experience. Consequently, the selected approach may not necessarily be the one with the lowest cost if a slightly higher investment significantly enhances the student experience and useful life.

The chosen alternative will then be advanced for pre-construction and construction services.

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3.3. Construction Document Development

The DBC will take the chosen alternative in Section 3.2 and prepare final sealed and signed construction documents (CD’s).

Prepare and conduct project schedule, conduct regular biweekly design meetings discussing progress to a solution the Owner can afford.

Develop a Guaranteed Maximum Price (GMP) Proposal when CD’s are at a sufficient level.

3.4. Permits, Reviews, and Approvals

The CD’s shall be reviewed by Owner and the Owner’s Historic Architect for conformance with SHPO permit requirements and that the DBC is develop a solution that the Owner can afford. At a minimum the

CD’s shall be reviewed when 90% complete and prior to signing and sealing the plans and specifications.

The CD’s shall be reviewed by the City of La Grande any other regulatory agencies whose approval is necessary for the reinstallation of the Grand Staircase. The DBC shall submit plans and applications to regulatory agencies, the Owner will pay for the plan review or permit fees separately.

3.5. Construction Administration

Provide construction administration and observation associated with the site improvements including, pre administration and observation associated with the site improvements including preconstruction conference, weekly site observation and meetings for processing pay requests.

Provide interpretations of prepared drawings and specifications, shop drawing review and approval as well as preparation of change orders and construction change directives for Owner’s review, approvals, or denials.

3.6. Construction Activities

Provide construction activities for demolition of the Grand Staircase in accordance with permit requirements, with the Owner providing archaeological monitoring, on a Cost Plus Basis.

Provide construction activities for installation of the Grand Staircase in accordance with permit requirements, in a GMP.

3.7. Construction Closeout

Prepare Record Drawings, establish warranties and guarantees, project closeout, punch-list documentation and resolution, final inspection and acceptance, O&M manuals, and permit and project closeout.

3.8. Relationship with the Owner and Design Build Contractor

The DBC and the Owner accepts a relationship of trust and confidence between the DBC and the

University. The DBC agrees to furnish their best skill and best judgement in furthering the interests of the

Owner and the Project. The DBC shall furnish efficient design services, engineering reviews, business administration, field supervision and shall use their best efforts to perform the work in the best and most expeditious, economical manner consistent with the interests of the Owner, and in strict conformity with the contract document, including reasonable implications therein.

3.9. Project Delivery

At all times and project stages the DBC Team shall act in the best interest of the Owner and use their efforts to deliver the project in an expeditious and cost-effective manner consistent with the Owner’s

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project requirements, time constraints, and budget. The DBC shall develop a contractually obligated overall schedule and will be responsible for the methods of construction, safety, scheduling, and coordination of all Work in addition to miscellaneous contracts required for completion of the project within the determined budgets limits and schedule.

The Owner expects all parties on the project to work closely together and deal appropriately with project conditions to finish the job successfully. A spirit of cooperation, collaboration, and a commitment among professional design and construction service provides to work in the best interest of the project is of the utmost importance.

3.10. Quality Assurance/Quality Control (QA/QC)

The DBC shall submit a QA/QC Plan for both design and construction to the Owner for review and approval prior to the start of design phase services. Along with the QA/QC Plan submittal, the Design and

Quality Assurance Manager shall meet with the Owner to present the QA/QC Plan for both design and construction related scenarios.

3.11. Stormwater Management Plan and Erosion Sediment Control Plan

The DBC shall develop a Stormwater Management Plan (SWMP) and Erosion and Sediment Control Plan

(ESCP) and both must be prepared in accordance with local and state regulations. The SWMP and ESCP must be design and stamped by a licensed Oregon Professional Engineer. The DBC will be responsible for compliance with construction related permit conditions and shall assume all obligations and cost incurred by complying with all terms and conditions of the permits. Any fines associated with permit or regulatory violations shall be the responsibility of the DBC and at no cost to the Owner.

Any land disturbing activity greater than 1-acre must have coverage under the Oregon Department of

Environmental Quality (ODEQ) General Construction Permit or 1200-C Permit program. The DBC has the sole responsibility and authority to secure the required construction related permits and shall comply with all terms and conditions of the permit(s). Any fines associated with permit or regulatory violations shall be the sole responsibility of the DBC and at no cost to the Owner.

3.12. Work Restrictions

Unless otherwise approved in writing by the Owner, no restrictions to the northeast, south, and west access of Inlow Hall shall occur. The DBC can restrict the northwest access. The DBC shall be responsible for developing staging/work limits within the EOU campus and the public right-of-way. Any staging/work limits within the public right-of-way requires a City permit and traffic control that will maintain safety in a campus and residential environment

Work on weekdays shall commence no earlier than 7:00AM including warming up equipment and shall cease no later than 7:00PM during weekdays. Work on weekends shall commence no earlier than 8:00AM and shall cease no later than 5:00PM. No work shall occur on a Holiday that is on a weekend. Holiday work on a weekday shall be on a case-by-case basis.

3.13. Work Space

The Owner will not provide workspace for the DBC Team. The selected DBC Team is responsible for providing its own workspace. A trailer can be placed on the project location as long as it does not interfere with ongoing operations and functions of EOU or the adjacent residents.

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3.14. Agency Coordination

The DBC shall conduct all required agency coordination related to the design and construction of the project, except that of environmental and cultural clearances. All meetings shall include an EOU representative and the DBC shall including EOU on all correspondence with Agencies.

3.15. Purpose of the Design Build Contract with a GMP

The DBC will assemble and lead the project Design Build Team consisting of the contractor, the A/E and other consultants. It is the responsibility of the DBC to provide the necessary services and work to design and construct the project within the Design Build Budget.

Preconstruction Services

During the pre-construction services, the DBC will utilize their skills and knowledge of construction to manage the design process and the design professional, develop schedules, prepare construction cost models/estimates, conduct value engineering studies/analysis, study labor conditions, identify and address constructability issues, address space requirements and planning criteria from the Owner’s functional and performance requirements, and advise on the sequencing of construction work for the project – all to enable the DBC to furnish the Owner with a GMP.

Cost of the Work

The DBC will be paid for DB services via a Cost plus Fee, with a Guaranteed Maximum Price (GMP). It is

EOU’s intent to pay for preconstruction services, demolition service, and a fee limit to develop a GMP on a

Cost Plus Fee basis. The GMP will then be established and if accepted, the Agreement will be amended to add the final GMP Proposal.

Each Preferred Offeror shall provide a price limit in the Price Proposal to provide services necessary to enable the DBC to complete demolition of the grand staircase, preconstruction final design services, and a fee to furnish the Owner with a GMP Proposal.

At no point shall the price limit to furnish the Owner with a GMP Proposal and the GMP Proposal exceed the two million five hundred thousand ($2,500,000), with FY being limited to $300,000. The GMP

Proposal shall include a controlled construction contingency to protect the DBC against risks assumed in providing the GMP for the Project. The Owner and the DBC acknowledge that the contingency is included to adjust the estimate for eventualities, which have not been taken into precise account in establishment of the GMP.

The GMP contingency is not allocated to any particular item of the Cost of the Work, and is established for the DBC’s use as may be required for increased in costs incurred in the Work from unforeseeable causes or details not capable of reasonable anticipation. It is understood that the GMP contingency is the maximum sum available to the DBC to cover costs incurred as a result of such unanticipated causes or details, and that cost overruns in excess of the amount in the GMP contingency will be borne by the DBC.

The GMP contingency may be applied to at any time within the Cost of the Work…