GervaisPMRFQ - Revised 6.18.24.pdf

Gervais School District

REQUEST FOR QUALIFICATIONS

for Project Management Services

GERVAIS SCHOOL DISTRICT

290 First Street, Gervais, Oregon 97026

Proposals Due Date: June 24, 2024 July 1, 2024 Proposal Due Time: 12:00 PM Proposal Opening: Gervais School District

290 First Street, Gervais, Oregon 97026

Contact: Dandy Stevens, Superintendent Caryn Davis, Business Manager

Telephone: 503-792-3803, ext. 5010 or 5020 Email: dandy_stevens@gervais.k12.or.us caryn_davis@gervais.k12.or.us

Mailing Address: Gervais School District 290 First Street, Gervais, Oregon 97026

LATE PROPOSALS WILL NOT BE ACCEPTED

TABLE OF CONTENTS

SECTION PAGE

Title Page 1

Table of Contents 2

Legal Publication 4

SECTION I - Introduction 5

SECTION II – Proposal Process 8

SECTION III - Proposal Terms and Conditions 13

SECTION IV – Scoring Criteria 18

SECTION V – Award Process 20

APPENDIX

Appendix A – Scope of Work 21

ATTACHMENTS

Attachment 1 – RFQ Requirements Checklist 26

Attachment 2 – Proposal Certification 27

Attachment 3 – Proposer Residency Information 28

Attachment 4 – Certification Statement for Corp. or Inde. Contractor 29

Attachment 5 – Insurance Requirements 30

Attachment 6 – Workers Compensation Exemption Certificate 31

Attachment 7 – Affidavit of Non-Collusion 32

Attachment 8 – References 33

Attachment 9 – Financial Resources 35

Attachment 10 – Key Personnel Principals for Company 36

Attachment 11 – Project Management Services Agreement 37

Attachment 12 – Fee Schedule 45

Attachment 13 – Bond Project List 46

Attachment 14 – Response to Section IV 48

LEGAL PUBLICATION

REQUEST FOR QUALIFICATIONS

GERVAIS SCHOOL DISTRICT

PROJECT MANAGEMENT SERVICES

Notice is hereby given that Gervais School District is seeking proposals from qualified project management firms interested in providing services to assist staff in implementing projects that will be proposed to be funded by a $28.13 million bond levy and a $6 million OCSIM matching grant approved by voters during the May 21, 2024 elections. Additionally, an approved $250,000.00 CTE Revitalization Grant will be included in the list of projects.

The District placed a general obligation bond on the May ballot, Measure 24-498. The bond finances comprehensive renovations and upgrades across multiple buildings, encompassing interior and exterior improvements such as roof replacement, window replacement, HVAC and electrical system upgrades, as well as the construction of a new building with classrooms, cafeteria, and science labs. Additionally, the projects entail enhancing safety measures, creating secure entries, enlarging classrooms, and incorporating technology upgrades district-wide. The District is seeking to establish a pool of project managers to assist staff in the planning, design, bidding, and project supervision of the aforementioned projects.

Copies of the Request for Qualifications (RFQ) with a complete description of the project, requirements and specific conditions are available by emailing caryn_davis@gervais.k12.or.us or in person at the Gervais School District’s business office.

Sealed proposals will be submitted to Caryn Davis, Business Manager, Gervais School District, PO Box 100, GERVAIS, OR 97026, by 12:00 p.m. PST, on Monday, June 24, 2024. Electronic submissions are permitted, subject to the submission requirements set forth in the RFQ. Late proposals will not be accepted.

A MANDATORY Pre-Proposal Conference will be held at 2:30 p.m. on June 12, 2024, at GERVAIS School District Administrative offices located at 290 First Street, Gervais, OR.

All proposals shall be submitted as set forth in Section I – Instructions to Proposers. Proposers are responsible for submitting proposals in the manner, format, and to the delivery point required by the District. Proposals will be submitted and will be inspected for basic documents submitted. No reading of the proposals will be conducted or announcement of specifics will be discussed.

Attention is called to the provisions of the Oregon Statutes, Chapter 279. The bidder must indicate if bidder is a resident bidder as defined in ORS 279A.120 and if the contractor and subcontractors are licensed under ORS

701.005 – 701.055 and must otherwise comply with the provisions of Chapter 279 and the Model Public Contracting Rules promulgated by the Department of Justice under Oregon Administrative Rules Chapter 137, Division 48.

Gervais School District reserves the right to reject any or all proposals not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding of the District if it is in the public interest to do so. The District further reserves the right to cancel the RFQ at any time if doing so would be in the public interest as determined by the District.

Published: The Daily Journal of Commerce: 6/5/2024 Business Tribune in Marion County: 6/4/2024 Woodburn Independent: 6/5/2024 OregonBuys Online Database 5/31/2024 mailto:caryn_davis@gervais.k12.or.us

SECTION I. INTRODUCTION

1. Proposal Introduction

Gervais School District No. 1 is issuing a Request for Qualifications (RFQ) for Project Management Services.

GERVAIS School District

Community

Gervais, located four miles south of Woodburn and 15 miles north of Salem in Marion County and in the heart of the Willamette Valley, is a small rural town with limited services. The city proper is situated on only .39 square miles of land and a population count of 2,620 individuals.

Gervais School District No. 1 is a unified public school district that was originally formed in 1834. The District encompasses approximately 65 square miles of land. Instructional services are provided for students in kindergarten through grade 12. The district operates 3 schools (elementary, middle and high) serving 870 students. The District hosts a statewide online charter school, Frontier Charter Academy, with just under 400 students enrolled K-12. The district also participates in the statewide initiative “Preschool Promise” and hosts the largest single site in both Marion and Polk Counties. We served 57 children this year and anticipate this program will continue to grow.

Care and upkeep of the District’s aging facilities continues to be a financial and operational challenge.

The elementary school was built in 1934, the high school in 1963 and the middle school is two modular units assembled in 1999 and 2013. The district has not passed a bond since 1991 when funds were attained to build the current elementary school cafeteria and gym.

The Board of Directors for the Gervais School District is composed of five publicly elected community members who serve for four-year terms. The Board members are elected at large. Representatives from the Licensed and Classified Staff employee groups are selected by their representative organizations.

The School Board sets district policy to help the district achieve the goal of success for all students;

remain compliant with federal, state and local laws; and to maintain fiscal responsibility. The School Board also hires and supervises the superintendent, whose job is to run the day-to-day operations of the school district and provide educational leadership and vision for teachers and administrators.

Students

Number of Students per School

● Gervais Elementary School–375

● Gervais Middle School–175

● Gervais High School–320

● Frontier Charter Academy–400

(Enrollment data for 2023-24 school year)

Proposers may obtain one set of RFQ documents from the Purchasing Services office located at:

Caryn Davis caryn_davis@gervais.k12.or.us

GERVAIS School District Business Office P. O. Box 100 290 First Street

GERVAIS, Oregon 97026

SOLICITATION CLOSING: June 24, 2024 July 1, 2024, 12:00 p.m. Deliver to the Gervais School District Administration Office. See address above.

The successful proposer will be required to provide Worker’s Compensation coverage for employees.

Proposers are required to certify non-discrimination in employment practices and identify resident status.

Pre-qualification of proposers is not required. All proposers are required to comply with the provisions of Oregon Revised Statutes and the District Board Policy. Attention is directed to ORS 244, Government Ethics, 279.A. B. and C., Public Contracts and Purchasing; and State of Oregon Department of Justice Attorney General’s Model Public Contract Rules Manual specifically as set forth in Oregon Administrative Rules, Chapter 137, Division 48.

Gervais School District reserves the right:

● to reject any or all proposals not in compliance with public proposal procedures.

● to postpone award of the contract for a period not to exceed sixty (60) days from date of proposal opening.

● to reject any or all proposals or cancel the RFQ at any time if doing so would be in the best interest of the District.

● to waive informalities in the proposal.

● to select the proposal which appears to be in the best interest of the District.

Definitions

As used in this Request for Qualifications, unless the context requires otherwise:

Addenda: An addition to or deletion of, a material change in, or clarification of, the RFQ.

Award of the Contract: The decision by the District that indicates which Proposer the District has chosen to enter into an agreement with.

Contract: Once a Successful Proposer has been chosen, this is the agreement that the District and the Successful Proposer will enter into, at which point the Successful Proposer will become the Contractor. That agreement will include the Provisions of this RFQ and the Contract Provisions in similar form to those attached, and also any Appendices attached hereto, as well as the Provisions of the Proposal of the Successful Proposer, all of which will be incorporated therein in that Contract. That Contract will constitute the entire agreement between the parties. The Contract may also include any purchase orders, bonds, and addenda incorporated in the documents before their execution, and all other agreements of a supplemental nature, in writing, signed by both parties, entered into during the progress of the work.

Contractor: The Contractor is the Successful Proposer that signs, executes, and enters into a Contract with the District.

District: GERVAIS School District, its board of directors, departments, employees, and agents.

District Representative: GERVAIS School District’s Business Manager or Superintendent, or designee, acting as the administrator of the Contract and the primary District contact for the Contractor after the execution of the Contract.

Issuing Office: Gervais School District’s Business Office.

LRFAC: Long Range Facilities Advisory Committee

Limited Liability Entity: Any corporation, limited liability company, limited liability partnership, or other business entity that must register with a state agency in order to do business as that entity.

Notice of Intent to Award: A document proclaiming intent to award the Contract to a specified party.

OAR: Oregon Administrative Rules

ORS: Oregon Revised Statutes.

Proposal: A response to an RFQ, created and submitted by a Proposer, which outlines the qualifications the Proposer holds or the services the Proposer wishes to render to the District.

Proposer: Any corporation, limited liability company, limited liability partnership, other limited liability entity, company, partnership, firm, sole proprietorship, or individual that creates and submits a Proposal. A Proposer is a prospective Offeror / Contractor.

Provisions: Refers to all directions, terms, conditions, specifications, and requirements, etc., of the referenced subject.

Public Contract Rules: District Public Contract Rules adopted October 16, 2014.

RFQ: A Request for Qualifications. This is an official publication/statement by the District which outlines services of which the District is in need. It outlines the general needs and goals of the District, but the means and methods used to achieve those ends will generally be left up to each Proposer to suggest in the Proposal.

Successful Proposer: The Proposer whose service Proposal is accepted by the District, and upon acceptance, it is the Successful Proposer who is offered the Contract and who is obligated to sign the Contract for such services, thus becoming the Contractor Proposal.

SECTION II – PROPOSAL PROCESS

1. Proposal Procedures

a. Issuing Office

This RFQ document is issued by the Business Office of the Gervais School District and that office shall be the sole point of contact for this RFQ. Please contact the following person:

Contact Name: Caryn Davis Title: Business Manager GERVAIS School District Phone:(503) 792-3803 Ext. 5020 290 First Street Fax: (503) 792-3809 GERVAIS, Oregon 97026 caryn_davis@gervais.k12.or.us

b. Pre-Proposal Conference

A mandatory Pre-Proposal Conference will be held on June 12, 2024, at 2:30 p.m.. at the following location:

GERVAIS School District Administration Office 290 First Street GERVAIS, Oregon 97026

This meeting is designed to clarify the information that is contained in this RFQ and give an opportunity for questions and answers. At this meeting, floor plans of facilities, facilities assessment report and the LRFAC Report will be distributed. Tours of each building will also be conducted.

The Pre-Proposal Conference is mandatory. Representatives from the District will be present to answer questions.

c. RFQ Timetable. The District reserves the right to deviate from this schedule.

EVENT DATE TIME

Publication May 31, 2024 Mandatory Pre-Proposal Conference June 12, 2024 2:30 PM Inquires Deadline/RFP Protest Deadline June 17, 2024 June 24, 2024 4:00 PM Deadline to Withdraw a Proposal June 21, 2024 June 28, 2024 4:00 PM Submission Deadline June 24, 2024 July 1, 2024 12:00 Noon Interviews/Oral Evaluations (if required) June 26-27, 2024 July 8-9, 2024 Notice of Intent to Award June 30, 2024 July 10, 2024 Award of Contract July 9, 2024 July 18, 2024 (pending board approval at next regular meeting) Protest of Award Deadline July 8, 2024 July 17, 2024 4:00 PM Contract Execution Date July/August 2024 Project Start Date July/August 2024

All written inquiries or protests of the RFQ process must be received by the Inquiries Deadline as indicated above. Clarifications and responses to written inquiries or protests regarding this RFQ will be sent within one week of receipt of written inquiries or protests.

All protests of the Notice of Intent to Award of Contract must be received within seven days of the date of the Notice of Intent to Award above. The contract execution date is the date by which the successful Proposer must execute the Contract with the District.

The District may, at its discretion, schedule oral evaluations/interviews with the Proposers, and will contact any Proposers at that time.

d. Format Proposals

All Proposers must prepare their Proposals according to the format outlined in this RFQ and provide a response to the requirements. It is the sole responsibility of the Proposer to ensure that Proposals are received prior to the above stated Submission Deadline. All Proposers responding to this RFQ do so solely at their expense, and the District is not responsible for any Proposer expenses associated with the RFQ.

PROPOSALS MUST BE TIME STAMPED AT THE ISSUING OFFICE ON OR BEFORE THE

STATED DEADLINE. Any electronic submissions, as detailed below, will automatically be time stamped as of the date the electronic submission is received by the District. Any electronic submission received after 4:00 PM will be deemed received on the next following business day. A proposal received after 12:00 noon on June 24, 2024 July 1, 2024, will not be considered. The District will not consider late materials received after the Submission Deadline, and those materials will be not be opened and will be available for retrieval at the Proposer’s expense. If Proposer wishes, they may request to have the district shred the late Proposal.

i. The Proposal may be submitted physically or electronically. must be Physical submissions must be submitted with one original hard copy signed by the Proposer and marked "Original", together with six complete copies. All Proposals must be delivered in sealed container/envelopes and the response to Section IV, Evaluation Criteria, should not exceed 20 25 pages in length, inclusive of resumes, using minimum of 12 point font size (non-body text/graphics excluded). This page count maximum does not include cover page, table of contents, divider tabs, or the Attachments requested on page 26. Also included with the Proposal in the sealed container/envelope will be a flash drive with complete contents of the Proposal in a PDF format. Alternatively, the Proposal may also be submitted electronically via email to caryn_davis@gervais.k12.or.us. Electronic submissions must be in PDF format with all materials incorporated into one PDF document. Same page limitations as noted above. If sent electronically, the district will email back a notification that the Proposal was received. If sending via email, if Proposer does not receive an email within 24 hours or within 2 hours of the submission deadline, they should call 503-792-3803 ext. 5020 to research receipt or the need to resend.

ii. The Proposer’s name and address must appear on the outside of the container/envelope or the subject line of the submission email (for electronic submissions). In addition, the words, "Project Management Services" as well as the title of the Proposal must be clearly written on the outside of the container/envelope or the subject line of the submission email (for electronic submissions).

iii. Proposers mailing Proposals should allow additional mail delivery time and send by certified mail to insure receipt of their Proposals to the issuing office by the submission deadline.

iv. Proposals not arriving by the Submission Deadline will not be considered. Time extensions will not be granted. The District will not accept faxed Proposals.

v. Materials should be prepared simply, economically, and neatly. Special bindings, colored displays, and other similar accouterments are not desired. Proposers are encouraged to be complete and concise. Attachments are limited to the required submittals included within the RFQ. Any additional documents should be minimized and may not be considered in our evaluation of proposals.

vi. This RFQ document is not to be distributed or made available by the Proposer to anyone outside their company. The RFQ document is to be received only by the Issuing Office, or the District cannot ensure delivery of Addenda to all holders of the document.

vii. In order to simplify the review process and to obtain the maximum degree of comparability, each Proposal shall include the required information as listed in Attachment 1, Request for Qualifications Requirements Checklist, responses must be in the same order as listed.

viii. Include a fee schedule with all pricing information as Attachment 12. Include hourly rates or unit cost rates on the fee schedule and should be inclusive of the costs and expenses for which the District will be responsible as a fee range the District will use as basis for contract negotiations.

ix. The District is committed to fostering diversity, sustainability and recycling and to supporting women, minority and small business enterprises.

e. Erasures

Any and all erasures or corrections in the Proposal documents must each be circled and initialed by the Proposer.

f. Signature

Any signature or initialing relating to this RFQ certifies that the individual signing or initialing has read and fully understands all provisions. Anything relating to this RFQ shall be deemed to have been properly signed or initialed if the procedures below are adhered to:

i. In the case of an individual Proposer, by each such individual Proposer.

ii. In the case of a partnership, the name of the partnership must appear directly above the initial or signature, and the initial or signature must be that of one of the authorized partner(s) of said partnership, signing for and in the name of the partnership. In addition, the names of all partners shall be stated in the document.

iii. In the case of a Limited Liability Entity, the entity's name shall be subscribed to by the president or other authorized managing officer, and the name of the office held in (or the capacity in which they act for) such corporation shall be listed under the signature of such officer.

iv. All signatures must be in ink.

g. Proposal Withdrawals

A Proposal may be withdrawn in person with proper identification, or by issuing a written request on company letterhead, signed by an authorized representative, and received by the District prior to 4:00 p.m., local time, on June 21 June 28, 2024.

h. Sufficiency

Please provide all requested and required information. Proposals which do not provide all information as required by this RFQ will be rejected.

i. Certificate of Compliance and Contract Offer

The Proposal Certification (Attachment 2) must be signed before any Award of the Contract will be made. A Proposal will not be considered for any Award of the Contract where the Certificate has been deleted or modified or not properly signed prior to the Date of Notice of Intent to Award as specified above.

All Proposers who submit a Proposal must agree that the Provisions of this RFQ and attached copy of the Contract Provisions are acceptable and that, within ten (10) days after receipt of a Notice of Intent to Award, any Proposer to whom a Contract is awarded will sign the Contract including those Provisions. The District reserves the right to negotiate a final contract that is in the best interest of the District. Any objections to such Provisions must be stated in writing and received by the Issuing Office prior to the Deadline to Withdraw.

j. Rejection of Proposals

The District reserves the right to cancel the procurement or to reject any and all Proposals if it is determined to be in the interest of the District to do so. The information obtained will be used to help determine the suitability of the proposed products and services. The District reserves the right to waive any informality or irregularities should such action serve the interest of the District.

Non-acceptance of any Proposal will not imply any criticism of the Proposal or convey any indication that the Proposal or proposed products or services were deficient. Non-acceptance of any Proposal may mean that another Proposal was deemed to be more advantageous to the District or that no Proposal was deemed acceptable

Proposals will be evaluated and, unless all Proposals are rejected, an Award of the Contract will be made based upon the evaluation process outlined within this RFQ. The evaluation may result in the Award of the Contract being made other than to the lowest priced Proposal.

2. Proposal Requirements

a. Required Qualifications

Proposers shall provide information on five current or recent (within the past five years) local customers for whom services of a comparable size and scope have been provided. This information must be provided on the forms provided in Attachment 8. References contacted will be asked the same questions related to their satisfaction with the services performed by the Proposer.

This does not limit the District’s ability to make inquiries to other customers.

b. Cost Data

Fees will not be scored, however, all hourly rates and an estimated fee range shall be provided and used as the basis of contract negotiation. Any proposals not submitting pricing information in accordance with this RFQ will be rejected. The Proposer is required to provide a detailed summary of any expenses, costs and fees for the project described in this RFQ. A total price range for the projects as described in this RFQ shall be quoted and shall include all costs for which the District shall be responsible and used as the basis of contract negotiations after award.

c. Taxes

District is tax exempt. All taxes will be the responsibility of Proposer.

d. Payment

Unless otherwise provided in the terms and conditions of this RFQ or of the Anticipated Contract provisions, payment will be made 45 days after receipt of invoice and acceptance of goods and/or services provided under this RFQ.

3. Public Information and Trade Secrets

a. All Proposals and related materials shall be kept by the District for a period of six years and will be considered public information.

b. Proposers who have concerns about revealing trade secrets or other proprietary information within their Proposal must preface each page of sensitive material with the following text: "This data constitutes a trade secret under ORS 192.501(2) and shall not be disclosed outside the District or duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate the described products/services or in accordance with Oregon Public Records Law, ORS Chapter 192.

This restriction does not limit the District's right to use information contained herein if it is obtained from another source." All Proposers who respond to this RFQ authorize the release of all information on any page that does not contain text referenced above.

c. Oregon Public Records law exempts only bona fide trade secrets from disclosure, "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Non-disclosure of documents submitted with a Proposal and marked as a trade secret may depend on official or judicial determinations made pursuant to Oregon Public Records Law.

d. Cost or price information does not constitute trade secrets and must be open to public inspection.

4. Addenda

a. If it becomes necessary to modify, revise, or clarify any part of this RFQ, Addenda will be provided to all Proposers who completed a vendor registration for this RFQ through OregonBuys, or via email to caryn_davis@gervais.k12.or.us.

b. Proposers shall acknowledge receipt of all addenda in the appropriate area of the Proposal Form, Attachment 2, which must be returned as part of the Proposal requirements. All Addenda issued during the RFQ period are incorporated into the Contract resulting from this RFQ by this reference.

5. Inquiries and RFQ Request for Clarifications

a. This RFQ, the Anticipated Contract Agreement attached as Attachment 11, and all subsequent written modifications and Addenda issued by the designated contact for the District thereto are hereby designated as the sole reference and authority for the preparation of Proposals and take precedence over any other source, either verbal or written.

b. No District employee or officer is authorized to make any oral interpretation of any Provisions within the RFQ or Contract documents. The District will not be responsible for any oral remarks related to this RFQ. Prospective Proposers who are in doubt about or who have any objection to any aspect of this RFQ, the Anticipated Contract Provisions and all subsequent written modifications and addenda must submit a written objection or request for clarification by the Inquiries Deadline listed in the RFQ Timetable.

c. To be considered, prospective Proposer's written RFQ Request for Clarification must be submitted to the Issuing Office in writing by the Inquiries Deadline in the RFQ Timetable as follows:

RFQ Request for Clarification RFQ for Project Management Services Due no later than June 24, 2024 June 17, 2024, by 4:00 pm PDT.

RFQ Requests for Clarification may be submitted via email to Caryn Davis Email: caryn_davis@gervais.k12.or.us

d. The District's clarification to a prospective Proposer, whether orally or in writing, does not change the RFQ and is not binding on the District unless the District amends the RFQ by Addendum.

e. The District reserves the right to cancel the RFQ in lieu of clarification under, and in conformance with, OAR 137-048-0250.

6. RFQ Protests

a. A prospective Proposer may protest the procurement process or the solicitation document ("RFQ Protest") for a contract solicited under ORS 279C.100 to 279C.125, in accordance with this Section II.6 and the rules set forth in OAR Chapter 137, Division 28. Before seeking judicial review, a Proposer must file a written protest with the District and exhaust all administrative remedies.

b. RFQ Protest Submission Requirements. To be considered, prospective Proposer's written RFQ Protest must be submitted to the Issuing Office marked as follows:

RFQ Protest RFQ for Project Management Services caryn_davis@gervais.k12.or.us

c. Time Limitation on Protest. A RFQ Protest shall be presented to the District at least seven calendar days prior to proposal Submission deadline. The District will not consider a protest submitted after the time period established in this Section.

d. Right to Protest RFQ. The District will consider a RFQ Protest filed in compliance with the requirement of this Section II, No. 6 if it: 1) states the grounds that demonstrate how the process is contrary to law, or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 2) provides evidence or supporting documentation that supports the grounds on which the protest is based; and 3) states the relief sought by prospective Proposer.

e. District's Response to RFQ Protest. The District will issue a written disposition of the RFQ protest no less than 3 business days before proposals are due, unless a written determination by the District determines that circumstances exist that require a shorter time limit. If the District upholds the protest, in whole or in part, the District may in its sole discretion either issue an Addendum reflecting its disposition under OAR 137-048-0240 or may cancel the RFQ in the public interest under and in conformance with, OAR 137-048-0250.

f. Extension of Closing. The District may extend Closing if it determines an extension is necessary to consider and respond to a properly filed Protest under this Section II No. 6.

SECTION III – PROPOSAL TERMS AND CONDITIONS

1. Independent Contractor/Partnerships

Nothing in this RFQ shall be construed to create a partnership, joint venture or employment relationship between the parties. Contractor will not be, nor hold itself out to be, an officer, employee, agent of the District and will not make any such representations to third parties. Contractor acknowledges that Contractor's employees have no right to participate in District's employee benefit plans. Contractor further acknowledges that District is not responsible for the tax or other withholding of Contractor's employees.

2. Licenses

Contractor or Subcontractor shall demonstrate possession of any license necessary for performance of the work described under this RFQ.

If not licensed to do business in the State of Oregon, the Successful Proposer will register as a foreign corporation with the State of Oregon Department of Commerce prior to the Award of the Contract.

3. Minority, Women-owned, and Emerging Small Business

It is the practice of the District to achieve race and gender equity and to foster small business opportunity in the award and implementation of contracts and subcontracts. The mission is to build a diverse and prosperous group of community contractors and trained employees who can effectively compete in business, while obtaining quality goods and services in a competitive, efficient, and non-discriminatory manner.

Proposer will certify in its offer that Proposer has not and will not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a minority, women, or emerging small business enterprise certified under ORS 200.055.

4. Immigration Reform and Control Act

All Proposers shall comply with the provisions of the Immigration Reform and Control Act of 1986 regarding the verification of employment eligibility.

5. Cost of Proposal

The District will not be responsible for any costs associated with the development or submission of Proposals.

6. Contract

The contents of the Proposal of the Successful Proposer, along with this RFQ and Contract Provisions (similar in form to those attached) and any clarifications and addenda issued by the District, will become contractual obligations if the District accepts a Proposer's offer. The order of precedence for the Contract documents shall be the Contract, this RFQ, its attachments and any addenda, and the Proposal of the successful Proposer, unless otherwise indicated in the Contract.

If a Proposer has objections to the RFQ documents, terms or conditions, or Anticipated Contract terms or conditions, but fails to follow the RFQ Protest procedure described above, the only options available to the Proposer are to either accept all obligations, or to withdraw by the Deadline to Withdraw as indicated in the RFQ Timetable.

A Proposer that fails to object by the Inquiries Deadline and to withdraw its Proposal by the Deadline to Withdraw will be deemed to agree that, if chosen as the Successful Proposer, it will accept said obligations in a contract, purchase agreement, purchase order, delivery order, or similar acquisition.

Failure to do so may result in cancellation of the Award of the Contract, and may, at the sole discretion of the District, result in liability to the Proposer for whatever damages the District sustains as a result thereof.

The formation of the Contract shall not be complete and the District shall not be liable under it until it has been executed both by the Successful Proposer and by the District.

This Contract shall be for two (2) years and may be renewed for additional period(s), subject to agreement by the Parties prior to the expiration of the current term. The Contract term shall not exceed five (5) years.

7. Financial Interest, Fraud, and Collusion

A Proposer filing a Proposal thereby certifies that, with regard to this RFQ, no officer, agent, or employee of the District who has a pecuniary interest in this RFQ or Proposal has participated in the Contract negotiations on the part of the District, and that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer to this RFQ. Further, the Proposer certifies that with regard to this RFQ, the Proposer is competing solely on the Proposer's own behalf without connection with, or obligation to, any undisclosed individual, partnership, company, or Limited Liability Entity.

8. Duration of Offer

Proposal prices and Provisions shall remain firm for ninety (90) calendar days after the Submission Deadline indicated above. The Successful Proposer shall not alter the terms or price of their Proposal if said Proposal is accepted within ninety (90) days of the Submission Deadline indicated above. Price increases or changes in terms by others after the acceptance will not be considered. An Award of the Contract to any Proposer shall not constitute a rejection of any other Proposal and the District will remain free to accept other Proposals.

9. Risk of Loss and Damage

The Proposer will be liable for all damages arising out of the Proposer's negligence or fault in connection with this RFQ.

The District will not be responsible for the loss or damage of any items during the RFQ process, unless negligence on the part of the District has been established in a court of law.

10. Publicity

News releases by any Proposer pertaining to this RFQ or any Award of the Contract or other issue resulting from or related to it will be made only with prior written approval from the Issuing Office of the District.

Reservations

The District expressly reserves the following rights:

a. To reject all Proposals.

b. To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

c. To reject any Proposal not meeting any Provisions set forth herein.

d. To waive any or all irregularities in Proposals submitted.

e. To award any or all items or services contained in the Proposal.

f. To award to more than one Proposer

g. To consider the competency and responsibility of Proposers in making any Award of the Contract.

h. To re-award the Contract to another Proposer in the event any Proposer who is chosen by the District as the Successful Proposer defaults in executing said formal Contract within the time and in the manner specified in the RFQ documents.

i. To obtain clarification of any point in a Proposer's Proposal. The failure of a Proposer to make additional information available could result in the rejection of the Proposal. In addition, Proposers must be prepared to make presentations about their products and/or services at the District.

j. To obtain Proposals from other Proposers for specific jobs.

11. Ownership of Proposal Documents

All Proposals developed specifically for the District shall be the property of the District and all title and interest therein shall vest to the District. All Proposers, at their own expense, may and should retain a copy of their Proposal.

12. Sufficient Information

a. All Proposers represent and warrant that by responding to this RFQ they have been sufficiently informed in all matters relating to the performance of duties required by this RFQ and its attachments. Prior to submitting a Proposal, all Proposers shall make a careful examination of the RFQ Provisions, including but not limited to terms and conditions, including any specifications.

Failure to take these precautions will not release the Successful Proposer from performing the work in strict accordance with the terms of the Agreement.

b. Proposers are welcome and encouraged to make visits during the normal operating hours of the various facilities listed in this RFQ. Prior arrangements must be made with the person listed as the Contact on the front page of the RFQ. Proposers are strongly encouraged to view the GERVAIS School District for information about the District, facilities and long range facility planning activities and reports.

c. The District will not be responsible for any loss or for any unanticipated costs that may be suffered by the Successful Proposer as a result of the Proposer's failure to fully inform themselves in advance in regard to all conditions pertaining to the duties required. No statement made by any officer, agent, or employee of the District will be binding on the District.

d. Additionally, Proposers warrant that they have checked their Proposal for errors and omissions and that the prices stated in the Proposal are correct and as intended and are a complete and correct statement of prices for performing the duties specified herein.

13. Separate Contracts

The District reserves the right to enter into other contracts in connection with this RFQ. The Contractor shall afford those other contractors reasonable opportunity for the introduction and execution of their work, and shall properly coordinate all work efforts.

14. Headings

The Headings in this RFQ and all attached documents are for convenience only and do not establish any other meaning or interpretation.

SECTION IV – EVALUATION CRITERIA

(25 page response limit, see section II, i)

Proposals should be prepared simply and economically, providing straightforward, concise descriptions of qualifications and previous experience to satisfy the requirements of the RFQ. This section will be included as Attachment 14.

Written Proposals will be evaluated and scored. Contract award will be based on Proposer’s approach, qualifications, and experience as described below. The District may also choose to hold interviews with proposers.

COVER LETTER (Not Scored)h The cover letter shall not exceed one page in total length and must include:

∙ a statement that the Proposer accepts all terms and conditions contained in this solicitation, and;

∙ a brief introduction of your firm and identify the contact person and provide their contact information for matters relating to this RFQ.

REQUESTED RESPONSE INFORMATION

Proposers must respond to each of the following items. Responses should be in the order listed below. Concise and direct answers are encouraged.

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

1. WORK HISTORY AND SERVICE AREA (10 Possible Points)

Provide a general description of your firm, including its service area, volume of services, length of time in the industry, and financial stability. Preference may be given to firms who have worked for the District and in the Gervais area.

2. EXPERIENCE WITH OREGON K-12 PROJECTS (15 Possible Points)

Describe your firm's relevant Oregon experience as a project manager on educational projects in the last five years. Provide a description of at least five projects, each project valued at over $500,000. Experience in remodeling older buildings will be especially important.

3. PROJECT SCHEDULING AND COST CONTROL (10 Possible Points)

Describe your firm's approach and performance regarding cost control, adherence to project budgets, and compliance with work schedules.

4. PROJECT SCHEDULING (5 Possible Points)

Describe your firm's capacity to accomplish the work in the required time.

5. FIRM/TEAMS KNOWLEDGE AND EXPERIENCE (20 Possible Points)

a. Describe your firm’s knowledge of other factors relevant to the project design, construction and remodeling of school facilities.

6. REFERENCES (10 Possible Points)

Provide a reference contact person and phone number for every the five most recent, applicable, and/or similar to this project, school projects (over $500,000) your firm has completed in the last five years. References may be the same as listed on Attachment 8.

7. KEY PERSONNEL AND STAFFING (15 Possible Points)

a. Identify personnel who will have the responsibility for the district’s projects. Include names, titles, and experience. Provide a project organization chart showing proposed staffing for the work to be accomplished.

8. PROJECT LEADERSHIP (10 Possible Points)

a. Discuss how your firm will provide leadership for the project and will facilitate teamwork and communication among all the parties involved.

9. FEES AND COMPENSATION (not scored)

a. Will be reviewed post award

10. EQUITY IN PUBLIC CONTRACTING (5 Possible Points)

Describe any efforts used by your firm to solicit and use certified Minority/Women Business Enterprises (M/WBE), Emerging Small Business (ESB), or Disadvantaged Business Enterprises

(DBE).

Discuss your firm’s ownership status and employment practices regarding women, minorities and emerging businesses. Discuss how you include local businesses in the projects of their local schools.

If applicable, detail how your firm supports the following equity practices:

∙ Actively recruit, hire, and retain staff at all organizational levels that reflect the demographics of the area;

∙ Identify and counteract biased practices that perpetuate disparities and lead to disproportionate levels of success;

∙ Support employees to engage in culturally responsive practices and delivery of quality service.

(The Scoring Matrix is provided on the follow page.)

GERVAIS SCHOOL DISTRICT SCORING MATRIX

CRITERIA FOR SELECTION

PROJECT MANAGEMENT SCORING

NOTES

MAXIMUM

SCORE

Background

Firms work history and service area

Experience with Oregon K-12 Projects

Project Scheduling and Cost Control

4 Project Scheduling

Firm/Team Knowledge and Experience

References

Staffing

Key personnel and staffing

Project Leadership

Fees and Compensation

Schedule of billing rates n/a To be part of final negotiations

Other

Equity in Public Contracting

TOTAL

SCORES

SECTION V - AWARD PROCESS

1. Selection/Award Process

a. Evaluation Committee. A committee consisting of District staff will evaluate the Proposals.

Each member will evaluate all aspects of a proposed approach via a scoring system designed to be of internal assistance to the members of the evaluation team. Each Proposal will be scored based on the criteria and points listed herein. A possible 100 points may be accumulated.

b. Initial Scoring. Each of the evaluators shall independently assign a score to each of the written Proposals. Criteria scores will then be summed up. The highest scoring Proposals will be identified, and those Proposers may be invited to an oral evaluation with the evaluation committee.

c. Oral Evaluation/Interview. If it is determined to be in the best interest of the District, an oral evaluation will be scheduled on July 8th or 9th, June 26th or 27th, 2024 via Zoom or in person.

Listed individuals in the RFQ will be present at the oral interview. If a Proposer is unable to participate in an oral evaluation, the District reserves the right to remove that Proposer from consideration. Additional evaluation criteria and/or award of points may be considered during the oral evaluation phase. This may be conducted either in person or virtually.

d. Final Scoring. After the oral interview, scores from the written Proposal and oral interview, subject to the determined scoring methodology during the oral evaluation phase under 1.c.

above, will be summed, resulting in a final score. The award recommendation will be given to the Proposal(s) having the highest final score.

2. Criteria/Method of Award

a. Criteria. The specific criteria which will be used to determine how the best responsive, responsible Proposer will be selected are outlined in Section IV – Scoring Criteria.

b. The Contract resulting from this Proposal may be awarded on an all, part, or none basis. All required items must be offered in a Proposal in order for a Proposal to be considered. A Contract will not be awarded for specific items separately.

c. The Contract will be awarded to the highest ranking Proposal(s) under the foregoing criteria.

The District may award one or multiple contracts to qualified firms as a result of this RFQ process.

3. Notice of Intent to Award

a. The District will provide written notice of its Intent to Award to all Proposers at least seven (7) days before the Award of a Contract. The District's Award will not be final until the later of either: 1) the expiration of the Award Protest period provided for in Section II No.6 of this RFQ;

or 2) the District provides written decisions to all timely-filed protests denying the protests and affirming the Award.

b. The apparent Successful Proposer will be notified in writing of its apparent winning proposal, and a contract will be drawn that will include reference to this RFQ, its attachments and addenda, the Proposer's proposal, and any additional contract language that may be required by District or by law. All other Proposers will be notified that the apparent winning proposal has been selected.

4. Award Protest

a. An adversely affected Proposer may protest the Notice of Intent to Award the Contract for any and all contracts solicited under ORS 279C.100 through 179C,125.055 if the Proposer can demonstrate that it would be eligible to be awarded the public contract in the event the protest were successful. Before seeking judicial review of an Award of the Contract, an adversely affected Proposer must file a written protest with the District and exhaust all administrative remedies.

b. Right to Protest Award: In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must itself claim to be eligible for Award of the Contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Proposer must demonstrate that the reason for the Protest is that: (a) all higher-ranked Proposers are ineligible for Award of the Contract because their Proposals were non-responsive; (b) the District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFQ; (c) the District has abused its discretion in rejecting the Protesting Proposer's proposal as nonresponsive; or (d) the District's evaluation of the proposals or its subsequent determination of award is otherwise in violation of ORS Chapter 279A, 279B or 279C. In addition, the written protest shall specify the grounds upon which the protest is based and suggested changes that may remedy the defects. An issue that could have been addressed pursuant to an inquiry or request for clarification under Section II No. 5 or a protest of the RFQ under Section II No. 6 shall not be grounds for protest of award.

c. Award Protest Submission Requirements. To be considered, Proposer's written Award Protest may be submitted via fax but the protest must be sent to the Issuing office marked as follows:

RFQ Award Protest / RFQ for PROJECT Management Services.

d. Time Limitation on Protest: To be considered by the District, a written protest must be received by the District within seven (7) days after issuance of the Notice of Intent to Award Contract.

e. Authority to Resolve Protests: The Superintendent of the District, or such person's designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section V, No. 4.

f. Decision: If the protest is not settled or resolved by mutual agreement, the Superintendent of the District, or such person's designee, shall issue a written decision on the protest in a timely manner.

g. After the District has issued its response, Proposer may seek judicial review in the manner provided in ORS 279B.415.

h. Right to Cancel RFQ. The District reserves the right to cancel the RFQ in conformance with

OAR 137-048-0250.

APPENDIX A

SCOPE OF WORK

DESCRIPTION OF THE REQUESTED SERVICES

1. PURPOSE

The purpose of the services is to provide the district with assistance in managing the remodeling and construction of school projects as well as other capital improvements that will meet the appropriate needs and resources of the district.

2. MANAGEMENT OF THE PROJECT

The overall project will be managed by the superintendent or her designee. Day-to-day contact with the District will be through the business manager, superintendent or designee.

The District had established a Long Range Facilities Advisory Committee (LRFAC) to create framework of projects and the bond proposal.