HRCSD RFP pre-bond services 2024.pdf

REQUEST FOR QUALIFICATIONS FOR

CAPITAL PROJECTS PROGRAM ADVISORY SERVICES

HOOD RIVER COUNTY SCHOOL DISTRICT

HOOD RIVER, OREGON

Issued: November 1, 2024 Due: November 22, 2024, by 4:00 PM, PST

LABELING INFORMATION AND DELIVERY LOCATION:

Capital Projects Program Advisory Services Proposal Mark DeMoss, Chief Financial Officer

Hood River County School District 1011 Eugene St.

Hood River, Oregon 97031 mark.demoss@hoodriver.12.or.us

541.387.5010 mailto:mark.demoss@hoodriver.12.or.us

I. Advertisement

HoodRiverCountySchoolDistrict“District”isrequestingproposalsforPre-BondConsultingservicesfor creatingaCapitalProjectsProgram“Program”.ItistheintentoftheDistricttoselecta“Consultant”to assistwithleadingfacilitiescommittees,preparingtimelines,prioritizationofcurrentandfuturecapital projects, and preparing documents and strategies for potential bond or levy measures. The complete FRQ is available at Oregon Buys.

II. Introduction

The Hood River County School District (“District”)isrequestingproposalsfromconsultantsinterestedin providingplanningforitsCapitalProjectsProgram.Basedontheresultsofanysuchcapitalbondorlevy measure, and facilities planning services, the District may continue its relationship with the selected Consultant to provide Owner Representative project management services during the design and construction phases of its potential capital facilities projects.

The District will consider proposals from consultants to support the District in the implementation of facilities planning and the administration of preliminary design and other consultantcontractsneeded after completion of the planning effort. The District reserves the option to requestadditionalproject management services from the selectedConsultant,astheDistrictdeterminesarenecessary.Proposals will identify the qualifications and roles of persons to perform the requested services. The District intends to select and engage one Consultant.

III. Background

TheDistrictisconsideringrequestingcommunitysupportinthefutureforaCapitalBondtoaddressaging facilities and infrastructure, safety and security systemimprovements,andothercapitalfacilityneeds.

The District is seekingprofessionalservicestoassistwithplanning,implementationanddevelopmentof its short-term and long-term Capital Projects Program.

IV. Project Information

Pre-bond management services are needed to facilitate pre-bond planning in conjunction with District staff, with assistance from the District’s staff and the District’s Long Range Facilities Committee. Services will include facilities planning and community engagement, program master schedule development, concept design, cost estimating, building assessments, standards development, short- and long-range planning and prioritizing of facility projects, and recruitment and selection of consultants to potentially provide other services. The District may extend services to include administration of permitting, design, construction, commissioning, and occupancy for any projects that become part of the Program.

The District anticipates contracting with the selected Consultant on a lump-sum basis, plus reimbursable expenses for the services noted above. The District may extend project management services to support later phases of the Program.

V. Scope of Work

The District anticipates the following Project tasks:

● Engage a community and District staff-based committee in a facilities-planning process that supports current and anticipated educational programming and is reflective of key enrollment and utilization measures. Include data on both physical as well as functional adequacy against current and anticipated programming.

● Assist the District in establishing an overall management plan, proposing team member roles and responsibilities, and priorities and timelines.

● Facilitate meetings with District staff so that they gain an understanding of the District’s Facility Plan and the needed capital projects.

● Facilitate public meetings to engage the community in gaining an understanding of the District’s Facility Plan and the needed capital projects.

● Prepare a District facility timeline for the next 10 years.

● Assist the District with developing and analyzing a community survey. Other tasks as agreed upon between the District and the Consultant.

● Assist the District in the selection of an architect and/or general contractor that can best execute the District’s Facilities Plan developed as part of this effort.

Services are anticipated to commence in January 2025 and continue as needed into 2026. The District shall not be bound to continue work with the selected Consultant beyond the scope of work.

VI. Selection Process

A. Method of Selection

The District will convene a Selection Committee to review the proposals received and reserves the right to seek clarification(s) about the proposals.

The District may award a contract based solely on the written proposals. However, the District may request one or more consultants be interviewed for further evaluation.

TheDistrictmayelecttoengageinnegotiationswithaselectedshortlistofconsultants,inorder toimprovetheproposalsandobtaintermssuitabletotheDistrict.TheDistrictreservestheright to request post-proposal modifications.

The District reserves the righttoincludeinanycontractwithaselectedconsultantaprovision for additional project management services as identified in the facilities plan, where such provision will be contingent on agreement to terms regarding such continued work and other factors determined by the District.

An initial screening of the proposals will be conducted based on the criteria set forth below.

Proposals that do not meet the criteria will not be considered further, unless the District waives any defects.

The District reserves the right to select a single consultant for negotiation toward a contract based solely on the written proposals and not to enter further discussions or negotiations.

The District reserves the right to meet with responding consultants and conduct interviews and/or negotiations based on the proposals in order to select the best proposal with all factors considered. As part of such negotiations, the District may require key personnel assigned to the contract to be present, and discuss a consultant’s approach to project management.

The Selection Committee will make a recommendation to the Board of Directors regarding a successful Consultant. The District reserves the right to negotiate with the successful Consultant on pricing, scheduling, and other terms.

B. Initial Screening Criteria

Qualifications – (100 points)

Consultant Overview: Provide a brief narrative describingthe Consultant’s origin and experience providing services in the region.

Consultant’s Experience (25 points): This sectionshould detail the background and qualifications to establish the Consultant’s experience and performance in the management of projects similar to the District projects within the past ten (10) years. Please include answers to the following questions:

● Experience in supporting districts with programming and data-based facility master plans.

● Experience in creative financing solution development as part of the facility planning process.

● Experience in performing pre-bond and planning services.

● Experience in managing other projects similar in scope and type, including location of each project and contact information of client.

● Experience in managing projects on occupied sites.

● Experience working with School Districts in the State of Oregon.

● Explain your approach and expertise in providing project controls including schedules, budgets, invoicing and document controls.

Staffing (25 points): This section should containdetailed and specific discussion of the Consultant’s proposed management staffing and reporting relationships for this project.

● Capacity to staff with competent and experienced personnel for bond and facility planning services.

● Capacity to provide full project management services upon bond passing if desired by the District.

● Include names of key staff within your organization and all staff members assigned to this Project.

● Provide an organizational chart describing your organization as it relates to this Project. Provide resumes of all key staff, including their years of direct relatable experience in the industry, relevant project experience, and duties/responsibilities.

● Provide a list of all key staff and any sub-consultants to be utilized on the Project.

Outline the commitment of time (man-hours) spent on-site and throughout each phase of the Project.

Approach and Methodology (25 points): This sectionshould provide detailed discussion of the philosophy of management which you have applied to similar Projects, including a brief discussion of your involvement from the beginning of a Project through the completion of construction and warranty period of all projects.

● Address your approach to engaging students, staff and community as it relates to development of the facilities plan.

● Address your approach to development of the short- and long-range facilities plan.

● Address your approach in assisting in the selection, management and execution of services of both the architect and general contractor.

● Address your approach on how you may support the District’s desire to maximize the opportunity for local contractor and vendor involvement, when possible.

Past Projects (15 points): Present the pastperformancewiththeDistrictoronsimilarcontracts regarding facility and bond planning, cost analysis, project management, quality of work, and compliancewithschedules.Greaterweightwillbegivenbasedonsuccessfulpassageofbondsin the last three years.

References(5points):Providethree(3)referencesofpriordistrictswhereyouhavedevelopeda Facilities Plan and guided the District through the pre-bond planning, including selection and management of an architect and/or general contractor.

Additional Information (5 points): Describe any systemsor procedures utilized in managing school projects, as well as the nature of the system and/or procedures that provide the District management of time, cost, quality, and scope controls.

Insurance:The Consultant must demonstrate and maintaina minimum of $2,000,000 general liability insurance coverage for the duration of the Project by including an insurance certificate indicating the insurance company’s address and point of contact.

Based on the recommendation of the Selection Committee and approval by the Board of Directors, the District will enter into contract negotiations with the selected Consultant.

C. Schedule for Selection Process

Dates Selection Process

November 1, 2024 Advertisement for Request for Proposals Published

November 22, 2024 Proposal due on or before 4:00 P.M.

November 23-December 20, 2024Screening and Review. Interviews to be scheduled with bidders at the District’s discretion during this period.

January 8, 2025 Board approval of selected finalist

January 5, 2025 Notifications of selected finalist sent to Consultants

January 2 - 7, 2025 Negotiation of contract

January 8, 2025 Notice to Proceed

The District may adjust the above schedule. In the event of a schedule change after submission of proposals, the District will inform consultants that have submitted proposals of the changes.

D. District’s Right to Reject

PursuanttoORS279B.100,theDistrictmayrejectanyorallProposalsin-wholeorin-part,ormay cancel this RFP at any time when the rejection or cancellation is in the best interest of the District. The District is not liable toanyProposerforanylossorexpensecausedbyorresulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

All costs incurred in the preparation of the Request for Proposals process will be borne bythe proposing Consultant.

AllProposalssubmittedinresponsetothisRFPbecomethepropertyoftheDistrict. Bysubmitting a Proposal in response to this RFP, Proposer grants the District a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative worksofandtransmittheProposalsolelyforthepurposeofevaluatingtheProposal,negotiating anAgreement,ifawardedtoProposer,orasotherwiseneededtoadministertheRFPprocess,and to fulfillobligationsunderOregonPublicRecordsLaw(ORS192.410through192.505).Proposals, including supporting materials,willnotbereturnedtoProposerunlesstheProposalissubmitted late

E. Compliance with Procedures

Theproposalofanyconsultantfailingtosubmitinformationinaccordancewiththeprocedures set forth herein may be considered non-responsive. Failure to comply with these procedures may result in the rejection of such a proposal.

VII. Submittal Requirements

Proposals must be submitted via email to:

Mark DeMoss, Chief Financial Officer mark.demoss@hoodriver.k12.or.us

The District must receive proposals no later than November 22, 2024 on or before 4:00 P.M.

Proposals received after the time specified will be returned to the proposer via email.

This solicitation does not commit the District to pay any costs incurred in the preparation, presentation, or return of submittals, including interview time, or to select any Consultant who responds.

Inpreparingthesubmittal,theproposingconsultantwillclearlyidentifythedesignatedpersonofrecord responsible for any referenced project. If the proposing consultant is representing an individual’s experience while employed with another consultant, the consultant of recordfortheprojectandthe individual’s role will be clearly identified.

Any questions or requests for clarification regarding this Request for Proposals during the submittal preparation period must be sent via email tomark.demoss@hoodriver.k12.or.us

Compliance with Procedures

Theproposalofanyconsultantfailingtosubmitinformationinaccordancewiththeprocedures set forth herein may be considered non-responsive. Failure to comply with these procedures may result in the rejection of such a proposal.

VIII. Submittal Requirements

Proposals must be submitted via email to:

Mark DeMoss, Chief Financial Officer mark.demoss@hoodriver.k12.or.us

The District must receive proposals no later than November 22, 2024 on or before 4:00 P.M.

Proposals received after the time specified will be returned to the proposer via email.

This solicitation does not commit the District to pay any costs incurred in the preparation, presentation, or return of submittals, including interview time, or to select any Consultant who responds.

Inpreparingthesubmittal,theproposingconsultantwillclearlyidentifythedesignatedpersonofrecord responsible for any referenced project. If the proposing consultant is representing an individual’s experience while employed with another consultant, the consultant of recordfortheprojectandthe individual’s role will be clearly identified.

Any questions or requests for clarification regarding this Request for Proposals during the submittal preparation period must be sent via email tomark.demoss@hoodriver.k12.or.us

END OF DOCUMENT