Invitation to Bid for AE Services 06.2024 ~1.docx

Invitation to Bid for Architect/Engineer Services

Introduction

Background: The Confederated Tribes of Siletz Indians (CTSI) Community Health Department in Siletz Oregon is requesting proposals for A/E Services for Tenant improvements to the Siletz Community Health Clinic (200 Ghee-Shut Road). The Clinic currently has approximately 7650 square feet of space that needs to be upgraded to offices and meeting rooms. The desired approach is for the selected A/E to help select and direct design/build efforts with a contractor to be selected later.

The selected A/E will be required to do the following:

1. Survey needs (work with staff to determine space needs)

2. Develop a concept design (35%)

3. Create a cost estimate

4. Create an RFP for Construction Services

5. Work with the selected Contractor to flesh out the design

6. Provide Construction Management during the build out

7. Ensure As-builts are created and provided to the Clinic Staff Design/Build Proposal: Prior to developing the invitation to bid for construction, the A/E shall perform a site visit(s) in order to establish all existing conditions, establish sufficient clarity and understanding of the scope in order to prepare a solid design/build concept and cost proposal. The concept design should consider available space required for program needs and potential future growth. The design/build proposal shall be based on unit, and/or square foot work items, using building construction cost database and other associated cost data bases mutually agreed upon with the contractor and CTSI Leadership. The A/E shall provide a site visit report which will be presented with the invitation to bid proposal for the construction services RFP.

The selected A.E will be required to complete phase I (tasks 1-4) and continue to be proactive in Phase II (tasks 5-7). The A/E will coordinate with awarded contractor to give notification of utility outages and system shutdowns (including HVAC, during asbestos abatement activities (if required), water mains for sprinkler work, etc.).

Meetings: A/E will include bi-weekly (every other week) progress meetings that will be required throughout the length of the project and hosted by the project manager with both CTSI leadership collaborating and awarded contractor to ensure design clarity and planning congruence through completion of project. Design Review Meeting locations shall be at office or Project Site. During Construction, Progress meetings will be held at project site and/or with teleconferencing if available.

Meeting Minutes: Project Manager shall prepare minutes of all meetings and all telephone conversations relating to this project and shall further distribute electronic copies to CTSI Leadership and construction awardee. Distribution of meeting minutes shall occur no later than three (3) working days after meeting occurs. CTSI Leadership shall always be provided copies regardless of attendance at meetings. Minutes of the meeting shall record all significant topics of discussion including, but no limited to, mutually agreed resolutions to project problems.

Invitation to bid: Construction project shall include, but not be limited to submittal register, baseline schedule, schedule of values, POS tenant improvement project predesign worksheet, proof of liability insurance (certificate), product information cut sheets, safety data sheets, air quality management plan, safety plans, waste management plans, work plan, quality control plan, testing, design submittals, Unit cost bid, and commissioning plan(if applicable). Construction submittals will include but not necessarily limited to individual product submittals, Requests for Information (RFI), Architect’s Supplemental Instruction (ASI’s), shop drawings, contract record drawings (as-builds) and O&M documentation, final testing and balancing reports, and warranties.

Design Development Level of Completeness: 35% of the design documents being completed and 65% of project design and shall be based on the project scope and shall be in accordance with all documents in attachment A. The submission requirements for each required design submission, including design analysis, 65%, 95%, and Back Check.

Purpose of the Invitation to Bid (ITB) CTSI is soliciting bids for A/E Services, (as specified in Attachment “A”). Attachment “A” describes an inclusive scope of work to be considered for a successful bidder.

Unrestricted Solicitation This solicitation is not restricted to Indian individual and/or Indian –owned economic enterprises and organizations but award is subject to Indian preference in accordance with the Tribal Plan of Operations. Bidders must submit evidence of eligibility for Indian preference with their bid or at any time prior, to 12/30 at 4:00 PM (close of bids) (see contract, below).

Contact The CTSI Chief Executive Officer is the authorized representative to conduct contract term negotiations, and all CTSI contracts are subject to legal review by CTSI attorneys.

Contract Terms The term of the contract regarding procurement process and all needed documentation shall be valid for now less than 60 days, from the start date as agreed by CTSI and successful bidder, understanding shipping and delivery of supplies to commence as soon as possible. The bidder’s proposal start/completion date must be clearly defined in the proposal bid. This ITB and the Bid submitted by the successful bidder, including the proposed bid price and completion date, shall define the terms by which the successful bidder shall perform the services contemplated by the ITB. As such, an ITB should include a proposed timeline for completion of the proposed services.

Contract Bid Price This contract will be for a “fixed sum not to exceed” amount. The bid submitted must clearly state the proposed “fixed sum, not to exceed” amount proposed. That amount will be used in the process of determining the successful bidder.

Contact Person Bidder may direct questions regarding this ITB to:

Attention: Miranda Williams Confederated Tribes of Siletz Indians Siletz Community Health Clinic PO BOX 320/200 Gwee Shut Road Siletz, Oregon 97380 541-444-9655

FAX: 541-444-9645

Office Siletz Community Health Clinic

BID submission The bids must be received by CTSI Siletz Community Health Clinic attention Miranda Williams at the above address no later than June 1, 2024 at 4:00 pm Pacific Time. Bids can be mailed or hand delivered in sealed envelopes, marked “Public Health construction project Attn: Miranda Williams-BID”. Bids will be opened and review will begin after the deadline established for receipt of bids. Bids will be opened publicly at the CTSI offices and will be available for public inspection after the award of the contract.

Bid Tenure All bids shall include a statement that the bid shall be valid until contract award by no more than ninety (90) calendar days from the bid due date.

Incurred Expenses CTSI shall not be responsible for any expenses incurred by bidder in responding to this ITB. All costs incurred by bidder in the preparation, transmittal or presentation of any bid or material submitted in response to this ITB will be borne solely by the bidder.

Cancellation of ITB or Rejection of Bids CTSI may cancel this ITB at any time for any reason. CTSI may reject and and/or all bids for any reason as determined by CTSI.

Evaluation of Bids, Awards Notice Health Director or designated representative will open the bids after the bid closing date. No bid received thereafter will be considered. Responses will be evaluated on the basis of price and responsibility (the criteria listed in Part II below), with final selection to be made by Tribal Council and/or the CTSI Chief Executive Officer as appropriate.

CTSI shall select the bidder whose bid(s) is deemed to be most advantageous to CTSI. If a bidder’s proposal is reasonably likely, in CTSI’s direction, to be selected, CTSI may provide the bidder an opportunity to discuss and revise their bid prior to award for the purpose of obtaining a final and best offer.

Award Notice CTSI shall provide written notice of the award to all bidders within 10 business days of the date of the award.

Bid Confidentiality Until the award is made and notice is given to all bidders, no employee, agent, or representative of a bidder shall make available or discuss its bid with any officer, member, employee, agent or representative of CTSI other than the Contact Person, except in response to inquiries from the Contact Person as part of the evaluation process. Until the award is made and notice of award is given to all bidders, CTSI will not disclose the contents of any bid or discuss the contents of any bid with any bidder or potential bidder. L

Irregularities in Bids CTSI may, at their discretion, waive technical irregularities in the bid format of any bidder selected for award, which do not alter the price, quality or quantity if the services offered.

Certification of Compliance with Law Successful bidders will be required to comply with applicable tribal, state and federal laws, regulations, and executive orders.

Protest To be filed under CTSI’s Tribal Plan or Operations ss2.019(C)(10)&(11). Available at http://www.ctsi.nsn.us/uploads/downloads/Ordinances/Tribal%20Plan%20of%20Operations%20FINAL%20Effective%201-1-12.pdf

Part II:

Evaluation Factors CTSI shall award the contract to the bidder whose bid is most advantageous to CTSI. Awards shall be made to the qualified Indian-owned economic enterprise or organization with the lowest responsive bid, if that bid is within the maximum total contract price established for the project, and the bid is within the range specified in Attachment “B” (referred to as the X factor). If equal low bids are received from qualified Indian-owned economic enterprises or organizations, award shall be made by drawing lots or similar random method. If no responsive bid by a qualified, Indian-owned economic enterprise or organization is within range, award shall be made to the lowest qualified responsive bidder.

Part IV: Bid Format and Instruction to Bidder Bids submitted to CTSI must, at minimum, contain the following information and shall be organized as follows:

1. Letter of Transmittal Include at least the following information:

1. Name, address and telephone number of Bidder.

1. A signature of the bidder or of any partner, officer or employee who certifies that he or she has the authority to bind the Bidder.

1. Date of Bids

1. A statement that the submitted bid is valid for 90 days after the deadline for submission of bids.

1. The firm fixed price bid to purchase and outfit/modify the equipment described in Attachment A, including fees, and taxes if applicable.

1. Equipment lists.

1. Documentation proving the equipment meet or exceeds the required specification.

1. Exact date of delivery from date of proposed acceptance.

1. Disclosure: Please provide a statement disclosing:

1. Any current proposed business transaction between Bidder and any CTSI officer,

1. Employee or any other Tribal entity which may give rise to a claim of conflict of interest. Bidder shall warrant that it had no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract.

1. Proof of Bidder’s rights to Indian Preference, if applicable.

1. Item(s) Space allocation consultation 35% of design for build out RFP for construction of build out Work to complete design with Construction Contractor Project management of the construction Project close-out

Proposal: $____________________

Submission Procedures

1. In accordance with the Bid submission section in Part 2 above, on signed original copy of the bid must be submitted to the Contact Person by the submission deadline.

1. Incomplete Bids shall not be considered.

1. Discussion may be conducted with Bidder to provide clarification, but bids may be selected or rejected without such discussions.

Appendices A Please provide a proposal NLT 7/15/2024 at 4:00pm for a scope including:

This invitation is for A/E Services to support the subject project. There are six phases to this Contract:

1 Prepare 35% concept design and cost estimate

2. Prepare Construction RFP 3 Assist with RFP Process

4. Work with selected Contractor to complete design 5 Provide Construction Management for Construction Phase of Project

6. Work with Contractor to ensure accuracy of As-builts

*Clinic blue prints with the specific area to do built out can be located in Attachment 1.

The second phase of this invitation is the management of the construction project, which includes establishing and maintaining collaboration between the construction awardee and the Confederated Tribes of Siletz Leadership team.

Appendices B General:

1. Utility Outages: Utility outage permits are required. The Project Manager is responsible for coordination and submitting all forms and sketches required for any outage. Utility, road and railroad closures require a minimum 10 working days advance written notice and will be subject to Area Office Approval. In the case of a road closures, a sketch shall be provided showing the closure location and all necessary signs and barricades. Necessary signage, barricades, flag persons, lights (including temporary traffic control lights), and markings for the safe movement of the public during construction shall be in accordance with the manual on Uniform Traffic Control Devices and shall be provided at no additional expense to CTSI.

1. Utility Providers: The Project Manager shall be responsible for the coordinating with the utility providers of water and wastewater, natural gas, and electrical power as applicable.

1. Extent of Utility Work: The Project Manager shall Provide (5) sets of drawings, each containing a list of each utility connection and/or upgrade required a site plan with marked existing utility primary lines, and the loads and requirements for each utility connection for CTSI.

Schedule:

All efforts shall be coordinated between Project Manager, CTSI, and Construction Contractor. Normal work hours shall be 0800 – 1600 hours, Monday through Friday, (The Project Manager may request to work weekend and holidays). No work shall be performed, and no person shall be allowed to enter the area, outside of normal working hours and federal holidays, without specific approval and/or knowledge of the CTSI Leadership for each day’s activities. Notification to work other than the hours indicated shall be submitted in writing for approval.

Appendices C

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