Learning Center Design-Build RFP Posted 01.15.25.pdf

REQUEST FOR

PROPOSALS (RFP) FOR

COQUILLE INDIAN

TRIBE – LEARNING

CENTER REMODEL

DESIGN-BUILD

Issue Date:

Wednesday, January 15, 2025

Proposal Due:

Tuesday, February 18, 2025

2:00 PM PST

Coquille Indian Tribe – Learning Center Remodel Design Build

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Table of Contents Part 1 Introduc*on

No*ce

Mandatory Pre-Proposal Mee*ng

Changes to RFP

Background

Purpose

Project Budget & Funding

Loca*on

Project Schedule

Tribal Building Code Ordinance

Design-Build Contract

Contract Requirements

Part 2 Scope of Services

Composi*on of Design-Build Team

Statement of Work

Phase Services:

Part 3 Submission Requirements

General

Content Specifica*ons

Proposal Prepara*on and Submission Instruc*ons

Part 4 Proposal Evalua*on and Award

Evalua*on Process

Evalua*on Criteria

Interviews

Award of Contract

Part 5 Clarifica*ons

Requests of Informa*on

Proposer Offer, Withdrawal, and Modifica*on

Part 6 Reserva*ons of Rights

Part 7 Learning Center Current Floorplan – Not to Scale

Part 8 Proposal Forms

ATTACHMENT A - PROPOSERS CERTIFICATION

ATTACHMENT B - Es*mated Fee and Reimbursable Expenses Proposal

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Part 1 Introduc&on

No&ce

THE COQUILLE INDIAN TRIBE DESIGN-BUILD SERVICES

REQUEST FOR PROPOSALS

LEARNING CENTER REMODEL PROJECT

Through this Request for Proposals ("RFP”), the Coquille Indian Tribe (“CIT”, “the Tribe”), is seeking competitive proposals from qualified and experienced individuals or firms (hereafter, "Proposers", “Contractor”) for the provision of design-build services for CIT’s Learning Center Remodel Project (“Project”). The purpose of this solicitation is to secure proposals from Design-Build Teams who have prior experience in planning, designing, engineering, and the construction of facilities of similar scope and scale. CIT will accept proposals until 2:00 p.m. PST on Tuesday, February 18, 2025.

Electronic copies of the RFP and all required forms and attachments may be obtained by emailing projects@coquilletribe.org.

One (1) digital copy shall be submitted via email to the contact listed below with the subject line to read:

Coquille Indian Tribe – Learning Center Remodel

Fauna Hill

Executive Director

Office of Strategic Operations

Coquille Indian Tribe projects@coquilletribe.org

Please note that no formal opening of the proposals will take place.

Proposals will be evaluated, and the successful consultant will be determined and approved by the Tribe. The Tribe reserves the right to reject any or all proposals, and to select the contractor and services that best meet the needs of

The Tribe.

Inquiries should be directed by e-mail to Fauna Hill, Executive Director, at projects@coquilletribe.org no later Friday, February 10, 2025, at 2:00 p.m.

Procurement Schedule: (dates are estimates and subject to change)

RFP Issued January 15, 2025

Bidder’s Conference January 28, 2025 @ 1:00 p.m. PST

Last Day for RFIs February 10, 2025 @ 2:00 p.m. PST

RFP Proposals Due February 18, 2025 @ 2:00 p.m. PST

Proposals Selected for Interviews* February 18, 2025

Interviews February 20, 2025

Notification of Award February 24, 2025

Phase I Start Date March 03, 2025

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

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Mandatory Pre-Proposal Mee&ng

CIT will conduct a Mandatory Pre-Proposal Mee*ng at 591 Miluk Drive, Coos Bay, Oregon, as outlined on the Procurement

Schedule. A minimum of one (1) representa*ve from each Proposer must be in aKendance for the Mandatory Pre-Proposal

Mee*ng. Failure of a Proposer to aKend this mandatory mee*ng will result in disqualifica*on of its Proposal. CIT representa*ves will aKempt to answer Proposers’ ques*ons and address their concerns at the Pre-Proposal Mee*ng.

However, no oral statements made by CIT staff will be binding unless confirmed by wriKen addendum. CIT will post such addenda, as considered necessary, in response to ques*ons arising at the Pre-Proposal Mee*ng.

Changes to RFP

Any change or clarifica*on of the Scope of Work, procurement process, contract terms and condi*ons, insurance requirements or any other maKer contained in this RFP will be issued in the form of a wriKen Addendum to this RFP. CIT will make a good faith effort to no*fy interested par*es of any addenda issued for this RFP. However, it is the responsibility of all par*es interested in this or any other CIT contract opportunity to refer to check for any addenda that have been issued for this or other contract opportunity, up to the solicita*on closing *me.

Background

The Coquille Indian Tribe (CIT) is a federally recognized Indian tribe that owns just over 11,000 acres of land located in

Coos, Curry, and Jackson coun*es of southwestern Oregon. CIT has nearly of almost 1200 enrolled members scaKered throughout the country. Approximately 60% of the popula*on resides in the state of Oregon and 33% reside in Coos

County.

The Coquille Indian Tribe has recognized the need for expanded childcare services for several years. In 2022, the Coquille

Indian Tribe’s Tribal Council approved a resolu*on that allowed the Tribe to form a Childcare Taskforce. This taskforce supported the Tribe in inves*ga*ng and assessing the opportuni*es, risks, strengths, weaknesses, benefits and costs to expand childcare services within its 5-country service area. The review of all educa*on programs operated under the

Culture, Educa*on and Language Service Department was completed which analyzed each program to determine whether it should be expanded and what programma*c changes and budgetary ac*ons needed to be taken to achieve equity and inclusion for all Tribal members, Tribal staff and community members who benefiKed from the current programs the Tribe offered, The work of the childcare taskforce caused the Tribal Council to approve the reinstatement of the LiKle Feathers

Childcare Program along with a Care Provider posi*on to meet the need of both Tribal members and Tribal staff who needed childcare services.

The Learning Center facility currently houses our Head Start, LiKle Feathers, ACer School and Summer programs.

Throughout the last several years, the u*liza*on of these programs has dras*cally increased due to the increased growth the Tribe has had. Enrollment eligibility into these programs includes Coquille Tribal members, children from other

American Indian and Alaskan Na*ve households, children who live inside the Tribe's Kilkich reserva*on, Tribal staff children, and low-income community member children. The increase in Tribal programs and services along with the con*nued need for childcare, has created a childcare disparity within the Tribe and our local community. The Tribe’s desire to meet this growing need and support economic sustainability and vitality through the expansion of childcare services, which can be completed through a planning and implementa*on process. The Learning Center facility is also u*lized by our Language Coordinator and Cultural Ac*vi*es Coordinator who provide cultural educa*on and hands on learning experiences for the children, including those who are enrolled in our LiKle Feathers program. Children are exposed to a variety of culturally relevant materials and educa*onal opportuni*es related to tradi*onal foods, tradi*onal resources and the ability to aKend specific cultural events outside the facility.

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Purpose

This project aims to:

• Expand childcare capacity to address the growing needs of Tribal members and the local community.

• Preserve and enhance culturally appropriate childcare and educa*onal services.

• Develop a phased approach to ensure project feasibility and maximize funding opportuni*es.

The project will consist of the design and remodel of approximately 11,400 square feet of the Learning Center located on the Kilkich trust lands in Coos Bay, Oregon to accommodate new offices, expanded classrooms, restrooms, and parent wai*ng area/lobby. This will include some demoli*on as well as dust and noise control poten*ally while business con*nues to operate in some parts of the building. Find the exis*ng floor plan in AKachment C.

Project Budget & Funding

The project is funded through a $75,000 planning grant from the Business Oregon Child Care Infrastructure Fund (CCIF) grant program, with a poten*al for addi*onal funding up to $2 million con*ngent on the successful comple*on of the design phase and phase 2 grant applica*on. It is expected that the design builder will play an ac*ve role in providing alterna*ves and op*ons to meet the Owner’s project needs and maximize the Owner’s return on their investment.

Loca&on

This project is located at 591 Miluk Drive, Coos Bay, Oregon, 97420.

Project Schedule

The following is the an*cipated project *meline. A preliminary schedule is outlined below. It is the intent to develop an overall project schedule with the input of the design build team. Dates are subject to change.

RFP Issued January 15, 2025

Bidder’s Conference January 28, 2025 @ 1:00 p.m. PST

Last Day for RFIs February 10, 2025 @ 2:00 p.m. PST

RFP Proposals Due February 18, 2025 @ 2:00 p.m. PST

Proposals Selected for Interviews* February 18, 2025

Interviews February 20, 2025

Notification of Award February 24, 2025

Phase I Start Date March 3, 2025

30% Design Documents March 28, 2025

60% Design Documents April 18, 2025

90% Design Documents May 9, 2025

Phase I Design Completion, including 100% construction set May 30, 2025

Phase II Construction Start [TBD, contingent on funding, likely mid-September 2025]

Phase II Completion [TBD, contingent on funding, likely mid-May 2026]

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

Tribal Building Code Ordinance

The project is located on federal trust land and project designs shall be in compliance with the CIT Building Code Ordinance which follows the Interna*onal Building Code in addi*on to Federal laws. The Tribe will contract for plan review and inspec*on services to evaluate and cer*fy whether facili*es constructed on Coquille Indian Tribe land in trust comply with applicable building codes and standards. The Tribal PermiVng and Planning Office will issue all permits. The Design-Builder

Page | 6 will schedule all such inspec*ons and will provide reasonable advance no*ce to the Owner and Building Inspector of the

*me of such inspec*ons.

Design-Build Contract

The successful proposer will be invited to enter into a Design-Build Agreement (the “Contract”) with CIT. The preferred format will be the Design-Build Ins*tute of America (DBIA) standard Design Build contract. CIT reserves the right to modify any contract term or condi*on prior to execu*on. The contract will become effec*ve upon execu*on by both par*es.

The agreement contains pre-construc*on and construc*on services, described further in the Scope of Services sec*on of this RFP. All construc*on work will be authorized by Guaranteed Maximum Price (GMP) amendments. Authoriza*on to proceed with a subsequent phase will occur only aCer CIT and the Design-Builder have successfully nego*ated the scope and cost of the contemplated GMP.

Proposers should state their willingness to execute a nego*ated agreement per this RFP. Proposers should expressly state their reserva*ons, if any, regarding the form of agreement and iden*fy changes, if any, in their proposal. Proposers should know that CIT will value specificity and clarity regarding both the reserva*ons expressed, the changes requested and their ra*onales.

Contract Requirements

The Design-Builder will be required to provide performance and payment bonds equal to 100% of both the pre-construc*on and construc*on elements of the contract.

Proposer will be required to furnish proof of the following types of insurance:

A. Insurance Coverages. The Proposer shall procure and maintain at its expense during the Period of Performance and thereaCer as required below the following insurance from one or more companies authorized to do business in the State of Oregon with a policyholder’s ra*ng of not less than A-IX in the most recent edi*on of Best’s Ra*ng

Guide. Except as approved otherwise by the Owner in advance, such insurance shall protect against claims which arise out of or relate to all of the Proposer’s services under the Agreement, whether performed by the Proposer or a consultant or a person or en*ty for which either of them may be responsible.

1. Workers’ Compensa6on Insurance, if required by law, with statutory limits.

2. Employer’s Liability Insurance, if employees are employed for other than secretarial or bookkeeping services, with a limit of not less than $1,000,000 each accident, $1,000,000 disease each employee and

$1,000,000 disease policy limit.

3. Commercial General Liability Insurance, applicable to all premises and opera*ons, including Bodily Injury, Property Damage, Personal Injury, Contractual Liability, Independent Contractors, Products and

Completed Opera*ons, Broad Form Property Damage (including Completed Opera*ons), and coverage for explosion, collapse and underground hazards, with minimum limits of not less than $1,000,000 per occurrence, $2,000,000 aggregate applicable specifically to the Project, $1,000,000 personal and adver*sing injury and $1,000,000 Products and Completed Opera*ons aggregate. Proposer shall no*fy the Owner, prior to signing the contract, of any “Residen*al Construc*on” exclusions and/or limita*ons of coverage that may be part of the Commercial General Liability Insurance.

4. Business Automobile Liability Insurance, applicable to owned, non-owned and hired automobiles, with a limit of not less than $1,000,000 combined single limit each accident.

5. Professional Liability Insurance, applicable to all acts and omissions of Proposer and its consultants at all

*ers, with limits of not less than $1,000,000 each claim and $2,000,000 aggregate.

B. Deduc6bles. The Proposer shall pay all deduc*bles on all policies required by Paragraph 1.

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C. Waivers of Subroga6on. The Workers’ Compensa*on and Employer’s Liability policies shall be subject to a waiver of subroga*on in favor of Owner and its members, directors, agents and employees, and the successors in interest of the foregoing.

D. Cross-Liability Coverages. The Commercial General Liability and Automobile Liability policies shall provide cross-liability coverages as would be achieved under the standard Interna*onal Organiza*on for Standardiza*on

(“ISO”) separa*ons of insureds clause.

E. Addi6onal Insureds. The Commercial General Liability and Automobile Liability policies shall name the Owner and its members, directors, agents and employees, and the successors in interest of the foregoing, as addi*onal insureds, using ISO addi*onal insureds endorsement CG 20 10 11 85 or a subs*tute providing equivalent coverages. Such coverages provided to the addi*onal insureds shall (a) be primary and noncontributory with respect to any insurance or self-insurance reten*on of the addi*onal insureds, including but not limited to any

Excess Liability coverage maintained by the addi*onal insureds, (b) provide the same types and extents of coverages as the coverages provided to the primary insured, and shall not be limited to the “vicarious liability” of the addi*onal insureds, (c) waive all rights of subroga*on against the addi*onal insureds, and (d) be maintained for the same dura*ons as the coverages provided to the primary insured, including but not limited to the con*nua*on of the Products and Completed Opera*ons coverage un*l ten (10) years aCer final payment to the

Owner’s prime contractor on the Project, and shall not be limited to “ongoing opera*ons”.

F. Dura6on of Coverages. The insurance coverages required by Paragraphs 1 through 5 shall be wriKen on an occurrence basis, except the Professional Liability Insurance. All other policies shall be in effect as of the date of commencement of the Proposer’s services under the Agreement. All policies shall be maintained and remain in effect un*l one (1) year aCer final payment to the Owner’s prime contractor on the Project and thereaCer when the Proposer is assis*ng or advising the Owner regarding the correc*on of defec*ve or nonconforming Work;

provided that the Products and Completed Opera*ons policy and the Professional Liability policy shall remain in effect un*l three (3) years aCer final payment to the Owner’s prime contractor on the Project. The Proposer shall no*fy the Owner, in wri*ng, of any claims against the Professional Liability policy and Commercial General Liability policy, in which event the Owner shall have the right to require the Proposer at its expense to obtain addi*onal

Professional Liability Insurance in order to restore the required coverage available for the Project.

G. Proof of Insurance. The Proposer shall file with Owner, upon execu*on of the Agreement, cer*ficates of insurance acceptable to the Owner as well as copies of all insurance policies, with all riders and endorsements, all separate exclusions, condi*ons and waivers, and all other amendatory documents aKached, evidencing the insurance required by this Exhibit E. These cer*ficates and policies shall contain a provision that coverages afforded under the policies will not be cancelled or allowed to expire un*l at least thirty (30) days’ wriKen no*ce has been given to the Owner. If any of the required coverages are to renew during the period when such coverage is to remain in effect or are required to remain in force aCer final payment to the Owner’s prime contractor on the Project, an addi*onal cer*ficate evidencing con*nua*on of such coverage shall be submiKed upon renewal or with the

Proposer's final invoice.

H. Effect of No or Insufficient Insurance. The Proposer’s failure to comply with the requirements of this Exhibit shall cons*tute a material breach of the Agreement en*tling the Owner to terminate the Agreement for cause. In the alterna*ve, the Owner in its sole discre*on may purchase the insurance required of, but not obtained or maintained, by the Proposer pursuant to this Exhibit E and charge such costs thereof to the Proposer. The Owner’s rights under this Paragraph shall be in addi*on to, and without waiver of, its other rights and remedies under the

Agreement or applicable law.

I. Limita6on of This Exhibit. Nothing in this Exhibit shall negate, abridge, or reduce the Proposer’s responsibili*es or liabili*es under the Agreement or applicable law, the meaning and effect of the provisions of this Exhibit E being limited to seVng out the Proposer’s express obliga*ons with respect to insurance.

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J. Professional Liability (aka "Errors and Omissions") insurance with a combined single limit of not less than

$1,000,000, on a claims-made basis, for indemnity of the insured for liability claims arising from or due to the negligence in the performance of professional services under an awarded contract.

As evidence of adequate insurance coverage and prior to contract execu*on, the selected Contractor(s) will provide to the

CIT cer*ficates of insurance lis*ng the “Coquille Indian Tribe” as a cer*ficate holder.

The cer*ficate(s) shall provide that Selected Contractor's insurance shall not be terminated or cancelled without thirty (30) days prior wriKen no*ce to CIT. Insuring companies or en**es are subject to CIT's acceptance and must be licensed to provide insurance in the State of Oregon. Contractor's insurance shall be primary insurance, and any commercial insurance or self-insurance maintained by the Coquille Indian Tribe and/or CIT shall not contribute to it.

Part 2 Scope of Services

Composi&on of Design-Build Team

When responding to this RFP, the Proposer shall iden*fy the Design-Builder, Architect(s), and sub-consultants as necessary to complete the programming phase of the work described in this RFP. At a minimum, the team should include engineering consultants for structural, mechanical, electrical, and plumbing. Other team members may be iden*fied aCer the scope of work is established. The Design-Builder will be responsible for engaging all sub-consultants and subcontractors necessary to complete the work. The Proposer must demonstrate to CIT that the proposed Team includes exper*se that is clearly relevant to the work contemplated for this project. The Tribe intends to use DBIA #530 – Standard Form of Agreement

Between Owner and Designer - Cost Plus Fee with an Op*on for Guaranteed Maximum Price. The design build scope of services will include but is not limited to:

A. Project planning; including programming, space planning, schema*c design and design development services, code and ordinance review and analysis, preliminary schema*c drawings, and concept alterna*ves; eleva*ons and sec*on alterna*ves; outline specifica*ons of key materials and systems.

B. Prepara*on of construc*on documents and phasing plans, including but not limited to providing floor plans, demoli*on plans, interior eleva*ons, interior par**on details, room finish schedule, door schedule, project specifica*ons; structural, mechanical, electrical, plumbing; evalua*ng materials, assemblies, and systems; and coordina*ng design review mee*ngs with CIT.

C. Design / build team to organize and distribute bid documents to obtain required subcontractor bids; advise CIT on selec*on of subcontractors to be used conduct a pre-bid conference; respond to contractor inquiries; prepare document addenda; receive, review, and summarize all subcontractor bid data.

D. Design-build contractor will be responsible for assuring adherence to all applicable federal procurement requirements.

E. Retain the services of and coordinate with structural engineer, mechanical, electrical, and plumbing (MEP) design professionals as required to execute the planned construc*on and services of other specialized professionals as required to perform the planned improvements.

F. Cost es*ma*ng and Guaranteed Maximum Price (GMP); prepare es*mates at the programming, schema*c, design development phase of design. Provide value engineering services as needed to maintain project budget. 100% of all savings generated will be returned to the Owner.

G. Building permits: Prepare and submit plans as required to obtain all necessary permit reviews and approvals for construc*on.

H. Construc*on administra*on, including but not limited to: reviewing material submiKals and system shop drawings;

conduc*ng regular site visits and providing on site construc*on oversight; coordina*ng and conduc*ng weekly job site mee*ngs; preparing minutes from job site mee*ngs; preparing clarifica*on sketches; reviewing and

Page | 9 responding to change orders; preparing applica*ons for payment; preparing and managing punch list items for incomplete work. Providing as-built construc*on documents in an electronic and hard copy format.

I. Project management and coordina*on including management of consultants, subcontractors, and coordina*on of any owner direct suppliers and/or contractors.

J. Interface with CIT for plan review & permiVng as required to complete the planned improvements.

Statement of Work

The selected Design-Build Team shall provide Programming and Design Services, and, upon No*ce to Proceed, Construc*on Phase Services as described in this RFP and within an agreed upon specified schedule and agreed upon GMA price and contract.

Phase Services:

Phase 1: Design Services

The selected contractor will:

• Collaborate with CIT staff and stakeholders to develop a conceptual design for the Learning Center remodel.

• Address programma*c needs for addi*onal childcare slots, culturally relevant educa*on spaces, and facility improvements, including increased security and fire, life, safety updates.

• Prepare cost es*mates, preliminary construc*on *melines, and value engineering op*ons to support CIT’s applica*on for addi*onal funding.

• Ensure compliance with Tribal and federal regula*ons, including the CIT Building Code Ordinance, Head Start facility requirements, and applicable childcare licensing requirements.

Phase 2: Construc6on Services

Phase 2 will proceed only if CIT secures addi*onal funding based on the completed design from Phase 1. Responsibili*es in this phase include:

• Finalizing construc*on documents and obtaining necessary permits.

• Providing all labor, materials, and supervision to complete the remodel.

• Coordina*ng construc*on ac*vi*es to minimize disrup*on to ongoing opera*ons.

• Ensuring compliance with quality standards, safety protocols, and project *melines.

Part 3 Submission Requirements

General

Proposals submiKed in response to this RFP shall be of sufficient length and detail to demonstrate the Proposer has a thorough understanding of the needs of the Project described in this RFP. Proposals should address the submiKal requirements of this RFP in a clear, succinct, and direct manner. Proposals submiKed in response to this RFP will be evaluated in accordance with the following SubmiKal Requirements and Evalua*on Criteria. Please organize the proposal corresponding to the order of the sec*ons below.

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Responses should be of sufficient length and detail to demonstrate the Proposer's understanding of the requirements described in Sec*on II of this RFP, "Scope of Services." Proposals shall include a proposed project schedule as part of the submiKal requirements of this RFP.

Content Specifica&ons

A selec*on commiKee will assess each proposal as to completeness, qualifica*ons, experience, project understanding, and approach. CIT may waive informali*es and accept any given proposal as submiKed and/or request further informa*on.

CIT’s decision will be final and is not subject to appeal. For the purposes of this RFP, the Design-Build Team may be composed of one or more team members. A team member is defined as a legal en*ty that undertakes some or all the obliga*ons outlined in this RFP.

Prerequisites: In order to be considered, Proposer must:

A. Be a legal en*ty that has the authority to transact business in the State of Oregon.

B. Provide adequate proof of insurance, as set forth in Sec*on I.8 of this RFP, “Insurance Requirements.”

C. Execute, provide, and comply with the Proposer’s Cer*fica*on (AKachment A).

D. Execute and provide Es*mated Fee and Reimbursable Expenses Proposal (AKachment B).

To be considered for selec*on, submit the below informa*on, clearly labeled, and in the following order. The consultant shall submit one (1) digital copy of the submission in pdf format.

1. Cover Le<er

Introduce your team and describe your business philosophy. Iden*fy the Design-Builder and the design professionals required to fulfill the iden*fied scope of services. Summarize in a concise manner the teams understanding of the scope of work and proposed approach, ac*vi*es, and schedule of deliverables to meet the scope of work.

The cover leKer should include a brief history of your firm(s), a short biography of the lead or primary person and descrip*on of the services your firm proposes to provide CIT. Addi*onally, include the mailing address, phone/fax numbers and email address of the individual signing the cover leKer, as well as contact informa*on for your firm's primary contact(s) for this RFP, if different.

2. Design-Build Team

A. Names and addresses of the Design-Build team, list past collabora*ons, present each firm’s history, including number of years in con*nuous opera*on, current staffing level, current workload, and capacity.

Include *meline for current and commiKed projects.

B. Narra*ve and/or graphic that iden*fies the key personnel from each firm at the corporate and field levels that will be assigned to this project during pre-construc*on and construc*on. Describe their relevant experience, responsibili*es, and approximate amount of team each will devote to this project during each phase.

C. Provide proof of valid State of Oregon licensure for all team members required to be licensed by state law.

D. State whether any member of the Design-Build team is currently, or has been during the last five years, involved in defending, nego*a*ng, media*ng, or li*ga*ng any claims or liens rela*ng to or arising from construc*on, design, or business ac*vi*es. Provide a brief descrip*on of the circumstances that led to the claim(s) and resolu*on(s).

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3. Experience of Design-Build Team

Describe the Team’s recent experience in providing design and construc*on services for at least three (3) but no more than four (4) built projects that are relevant to Health Care Design contemplated by this RFP. Though projects do not have to be Design-Build projects to be relevant, the commiKee may give more weight to projects that are

Design-Build or its equivalent. Work by any team member may be included; it is not necessary that team members worked together on porZolio projects. Include the following informa*on for each project: loca*on, *meframe, size, construc*on type, owner, and cost. Describe the contribu*ons made by the Design-Builder during the pre-construc*on phases on the highlighted projects.

4. Cost Proposal and Fee Schedule

Submit a fee proposal on the form provided as AKachment B in accordance with the instruc*ons provided below.

A. Preconstruc*on & Design Services Fee - Include all design and consul*ng services as required for programming, schema*c design, 50% design to final design, es*ma*ng and all other services required prior to the start of construc*on. State this fee as a lump sum.

B. Construc*on services fee as a percentage of construc*on cost, including all marks up and insurance costs.

C. Separate of the personnel included in the preconstruc*on services fee, list the hours for all reimbursable personnel and other management related costs that will be charged to the project along with the hourly rate, hours assigned and associated cost, assuming for purposes of this proposal only, a 3-month construc*on schedule.

D. Provide percentage for fee/mark up on change orders.

E. Provide evidence of bonding capability and the cost of the bond as a percentage of construc*on cost.

5. Tribal Preference/Tribal Employment

Any proposals submiKed by an Indian Owned Business (IOB) will be priori*zed. Design Builder shall work with CIT to set forth preferences in employment and contrac*ng u*lizing CIT owned business and qualified Tribal Members to provide labor and supplies for the construc*on of the project.

Proposal Prepara&on and Submission Instruc&ons

All proposals must comply with the following instruc*ons. Failure to comply with these instruc*ons will result in disqualifica*on of the proposal.

No*ce of the opportunity will be published on The Coquille Indian Tribe website

(hKps://www.coquilletribe.org/construc*on-project-bidding/), as well as the State of Oregon’s, OregonBuys site

(hKps://oregonbuys.gov/bso) and Quest CDN.

Proposal Due Date/Proposals must be received by CIT no later than 2:00 PM PST, Friday, February 18, 2025.

Proposals and ques*ons should be submiKed electronically and addressed to:

Fauna Hill

Executive Director

Office of Strategic Operations

Coquille Indian Tribe projects@coquilletribe.org

Respondents are responsible to ensure receipt of electronic submission by the specified due date.

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There will be no public opening of the proposals.

Part 4 Proposal Evalua&on and Award

Evalua&on Process

A Selec*on CommiKee will be formed to evaluate responsive proposals and shall apply the evalua*on criteria set forth below. The CommiKee will determine which proposals are in the compe**ve range. A Proposer that the CommiKee considers as not having a reasonable chance of being determined as a top ranked Proposer based on the proposal as submiKed will not be considered in the compe**ve range. The CommiKee may conclude that only one proposal is in the compe**ve range. The CommiKee may meet one or more *mes to discuss and rank proposals. CIT may in its sole discre*on find that proposals not adhering to all terms and condi*ons of this RFP, or that are otherwise non-responsive, be found to not meet the minimum requirements and may be rejected or given a low ra*ng in the evalua*on process.

The following process will be generally followed for the evalua*on and award of a contract:

A. Determine if proposals meet minimum requirements.

B. Evaluate proposals.

C. Determine which proposals are in the compe**ve range.

D. Interviews for Proposers* in the compe**ve range and final scoring.

E. Selec*on of candidate.

F. CIT Tribal Council approval of contract award.

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

Evalua&on Criteria

The Tribe will evaluate respondents based upon the written response to this RFP; consultant interviews; references; and any other information requested by The Tribe.

Criteria Description

Approach

Consultant’s understanding of and approach in providing RFP services. Responsiveness and completeness of the proposal and any value-added component. The degree to which the proposal offers a clear, comprehensive, and collaborative process and achieves the public participation goals of The Tribe.

Cost Overall cost, cost effectiveness, and resource allocation.

Engagement Experience Demonstrated qualifications and experience in this work, including the ability to involve and engage stakeholders in disparate geographies and under-engaged demographics.

Experience Working with Tribes

Demonstrated qualifications and experience working with other tribal communities.

Experience Designing Childcare and/or Early Education Facilities

Demonstrated qualifications and experience designing facilities for youth, including childcare and early learning facilities.

Project Management

Consultants experience with similar projects and references of its clients. Ability to perform and complete the work in a professional and timely manner.

Tribally Owned Business Preference is given to firm/consultant owned or operated by Coquille Tribal members or other tribal or indigenous owned businesses.

Women, Veteran, and

Minority-Owned Business

Preference is given to firm/consultant owned or operated by minority, veteran, or women-owned or designated DBE.

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CIT reserves the right to inves*gate the qualifica*ons of all Proposers under considera*on and to confirm any part of the informa*on furnished by a Proposer, or to require addi*onal evidence of managerial, financial, technical, or other capabili*es that are considered necessary for the successful performance of the work.

Interviews

During the review of proposals CIT may ask for addi*onal informa*on and request face-to-face interviews with the top three candidates. CIT will then make the final selec*on decision. At its sole discre*on, CIT may invite the Finalist

Proposer(s)' Key Personnel to interview with CIT staff, in person, via conference-call or another mutually agreeable medium, to clarify their proposal and determine the overall suitability of Finalist Proposer(s)' Key Personnel to the an*cipated project.

If requested, aKendance at such an interview is mandatory and failure to meet with CIT within a reasonable period of *me will be grounds for proposal rejec*on. Following the interview, CIT reserves the right to re-score the Finalist Proposer(s) or to use the original scores solely as the basis to determine the Finalist Proposer(s) and make an award determina*on based on the overall strength of the Finalist proposal and interview.

Award of Contract

A. CIT reserves the right to select for contract award the Proposer that offers the best overall value, benefit, convenience, and service to CIT, taking into account the cost. However, cost is only one of several evalua*on and selec*on criteria, and on its own, is not determina*ve of the best overall value, benefit, and service to CIT.

B. ACer comple*on of the evalua*on process, CIT will name an "apparent successful Proposer" and issue a "No*ce of Intent to Award" a contract to this Proposer.

C. The successful proposer will be invited to enter into a Design-Build Agreement (the “Contract”) with CIT. The Tribe intends to use DBIA #530 – Standard Form of Agreement Between Owner and Designer - Cost Plus Fee with an

Op*on for Guaranteed Maximum Price. CIT reserves the right to modify any contract term or condi*on prior to execu*on. The contract will become effec*ve upon execu*on by both par*es.

Part 5 Clarifica&ons

Requests of Informa&on

All requests for clarifica*on or change regarding any technical, procedural, contractual or insurance requirement(s), or any other maKer regarding this RFP must be submiKed in wri*ng via e-mail to projects@coquilletribe.org. All such requests for clarifica*on or change must be submiKed no later than February 10, 2025, at 2:00 p.m. PST. CIT will consider all *mely-received ques*ons and requests for change and, if reasonable and appropriate, will issue an addendum via e-mail to all recipients to clarify or modify this RFP.

Proposer Offer, Withdrawal, and Modifica&on

Any proposal submiKed in response to this RFP will be regarded by CIT as a binding offer by the Proposer to complete the work described above for a period of ninety (90) calendar days from the date proposals are due. This period may be modified upon the mutual agreement between CIT and Proposer. Proposals may be withdrawn or modified prior to the date and *me proposals are due by wriKen request. Proposals may not be withdrawn or modified aCer the date and *me proposals are due unless agreed to by CIT in wri*ng.

Part 6 Reserva&ons of Rights The Coquille Indian Tribe reserves all rights (which may be exercised by The Tribe in its sole discre*on) available to it under applicable laws, including without limita*on, and with or without cause and with or without no*ce, the right to:

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A. Cancel this RFP in whole or in part, at any *me before the execu*on of a contract by The Coquille Indian Tribe, without incurring any cost, obliga*ons, or liabili*es.

B. Issue addenda, supplements, and modifica*ons to this RFP.

C. Revise and modify, at any *me before the RFP submiKal due date, the factors and/or weights of factors The Tribe will consider in evalua*ng RFP submiKals and revising or otherwise expanding its evalua*on methodology as set forth herein.

D. Extend the RFP submiKal due date.

E. Inves*gate the qualifica*ons of any firm under considera*on and require submiKal confirma*on of informa*on furnished by a firm.

F. Require addi*onal informa*on from a firm concerning the contents of its RFP un*l such *me as The Tribe declares, in wri*ng, that a par*cular stage or phase of its review of the responses has been completed or closed.

G. Reject at any *me, any or all submiKals, responses, and RFP submiKals received.

H. Terminate, at any *me, evalua*ons of responses received.

I. Appoint an evalua*on commiKee to review RFP submiKals or responses, make recommenda*ons, and seek the assistance of outside technical experts and consultants in RFP submiKal evalua*on.

J. Hold interviews and conduct discussions and correspondence with one or more of the firms responding to this

RFP to seek an improved understanding and evalua*on of the responses to this RFP.

K. Seek or obtain data from any source that has the poten*al to improve the understanding and evalua*on of the responses to this RFP.

L. Waive deficiencies in an RFP submiKal, accept and review a non-conforming RFP submiKal or seek clarifica*ons or supplements to an RFP submiKal.

M. The Tribe is issuing this RFP in accordance with applicable laws that allows an agreement with a private en*ty that demonstrates proven experience and knowledge in master planning, project management, and effec*ve public involvement processes that will work closely with Tribal staff in the prepara*on of the plan.

N. The Tribe reserves the right to terminate this process or to cancel or modify this solicita*on process at any *me.

In no event will The Tribe or any of its respec*ve agents, representa*ves, consultants, directors, officers, or employees, be liable for, or otherwise obligated to reimburse the costs incurred in prepara*on for this RFP or any other related costs. The prospec*ve firms shall be fully responsible for all costs incurred in the prepara*on and/or presenta*on of the RFP submiKals. The RFP submiKals will become the property of The Tribe.

O. The Tribe reserves the right to reject any or all proposals submiKed or make modifica*ons to the scope of work, subject to appropriate nego*a*on, during the design process.

P. The final decision is the sole decision of The Tribe, and the respondents to this formal request have no appeal rights or procedures guaranteed to them.

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Part 7 Learning Center Current Floorplan – Not to Scale

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Part 8 Proposal Forms

(Page purposely leC blank)

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ATTACHMENT A - PROPOSERS CERTIFICATION

A. The undersigned acknowledges receipt of Addendum numbers ______ through ______ or N/A.

B. Proposer cer*fies it is an independent contractor as defined by ORS 670.600 and under penalty of perjury is, to the best of the undersigned's knowledge, not in viola*on of any local, state, or federal tax law.

C. Proposer cer*fies this proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corpora*on; Proposer has not induced any person, firm, or corpora*on to refrain from proposing; and

Proposer has not sought by collusion or fraud to obtain for itself any advantage over any other Proposer or over

CIT.

D. Proposer cer*fies that the firm has no business or personal rela*onships with any other company or person that could be considered a conflict of interest or poten*al conflict of interest to CIT.

E. Proposer agrees to make their proposal a binding offer to CIT for a period of ninety (90) calendar days from the date proposals are due.

F. The undersigned warrants that he/she is an authorized representa*ve of the Proposer; has read, understands and agrees to be bound by all RFP instruc*ons, specifica*ons, insurance requirements and contract terms and condi*ons contained herein (including all addenda issued for this RFP); that the informa*on provided in this proposal is true and accurate; and that providing incorrect or incomplete informa*on may be cause for proposal rejec*on or contract termina*on.

Legal Business Name:

Mailing Address:

Contact Person Printed Name & Title:

Phone Number: Email:

Federal Tax Iden*fica*on Number (FEIN):

State Contractor Registra*on Number: CCB No.

Architect License Name/No.:

Engineer License Name/No.:

Signature: Date:

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ATTACHMENT B - Es&mated Fee and Reimbursable Expenses Proposal

Preconstruc6on and Design services fee – lump sum $

Construc6on Services Fee as a Percentage of Construc6on %

(Including any general and professional liability insurance that would be charged to the project.)

Percentage mark-up on change order work %

(Including all overhead/profit and insurance costs.)

Payment Performance bond as a percentage of construc6on %

Project Personnel

List all project personnel you would assign to the project and associated costs for the dura*on of the project based on the schedule listed in the RFP. If a category listed below will not be assigned and/or charged as reimbursable to the project, please indicate so.

Personnel Total Hours Assigned Hourly Rate Total Cost

Project Execu*ve

Project Manager

Superintendent

Project Engineer

Es*mator

Other

Other

All others*

Total Reimbursable Personnel Cost: $ *Insert a list of ALL other an�cipated reimbursable personnel and the associated costs. If none are listed, it will be assumed that any other personnel working on the project are included in your fee.

Reimbursable Expenses

List the reimbursable expenses for the dura*on of the project based on the schedule outlined in the RFP.

Item Cost

Jobsite Office

Travel Expenses

Other*

Total Reimbursable Expense Cost: $ *Insert a list of ALL other an�cipated reimbursable expenses required and the associated cost.

Name of Company:

Authorized Signature: Date: