LGSD LHS Front Entrance Remodel Design-Build RFP 2025-01-09.pdf

RFP 2025-001 Design-Builder for LHS Front Entrance Remodel La Grande School District #1

La Grande School District #1

Request for Proposals

“RFP 2025-001 Design-Builder” for La Grande High School Front Entry Remodel

Issued: January 9, 2025

Due: By 2 p.m. Pacific time, January 31, 2025

For further information contact:

Cassie Hibbert, Senior Project Manager, Wenaha Group, Inc.

chibbert@wenahagroup.com

La Grande School District #1 | RFP 2025-001 Design-Builder for La Grande High School Front Entrance Remodel

Table of Contents

Notice to Proposers

Procurement Timeline

Project Description

Communications with the Owner

Project Budget

Project Schedule

Owner’s Program and Scope of Services

Outline of the Design-Build Procurement Process

Proposal Content for Evaluation

Proposal Requirements and Contents

Attachments

Attachment A – Proposal Form

The following attachments are available at this Dropbox link:

https://www.dropbox.com/scl/fo/qj37ytut3kyg4ic1rgqcp/AE10Psi2hrvg2JJIJ45GZjw?rlkey=z7ox5633s5n uqgg793wdjo8ps&st=68llpsyk&dl=0

Attachment B – La Grande High School Admin Secure Entry – Proposed / Concept 1, dated 2/5/2024

Attachment C – La Grande High School, 2024 Reinspection Report – PBS Environmental, dated 10/22/2024

Attachment D – La Grande High School Existing Building Drawings

Attachment E – DBIA #530, Standard Form of Agreement Between Owner and Design-Builder – Cost Plus Fee with an Option for a Guaranteed Maximum Price

Note Attachment E will be issued via addendum https://www.dropbox.com/scl/fo/qj37ytut3kyg4ic1rgqcp/AE10Psi2hrvg2JJIJ45GZjw?rlkey=z7ox5633s5nuqgg793wdjo8ps&st=68llpsyk&dl=0 https://www.dropbox.com/scl/fo/qj37ytut3kyg4ic1rgqcp/AE10Psi2hrvg2JJIJ45GZjw?rlkey=z7ox5633s5nuqgg793wdjo8ps&st=68llpsyk&dl=0

The District may, for good cause, reject any or all proposals upon a finding it is in the public interest to do so and to rescind the award of any contract at any time before the execution of said contract by all parties with no liability against the District.

La Grande School District #1 Request for Proposals “RFP 2025-001 Design-Builder” for La Grande High School Front Entrance Remodel

La Grande School District #1 in La Grande, OR, is seeking a Design-Builder to design and construct a remodel and addition to the front entry of La Grande High School. This project will provide a main entrance in alignment with modern security best practices, as well as provide a secure connection between the 1950s and 1974 buildings.

NOTICE TO PROPOSERS

All solicitations shall be submitted to La Grande School District #1 in a sealed envelope and delivered to:

La Grande School District #1 Attn: George Mendoza, Superintendent

1305 N. Willow St.

La Grande, OR 97850

1. Sealed proposals will be received until: January 31, 2025 at 2 p.m. Pacific Time

2. The outside of the envelope shall be clearly marked:

“La Grande School District #1 – RFP 2025-001 Design-Builder”

3. A Mandatory pre-proposal meeting will be held on Tuesday, January 21, 2025 at 11 a.m.

Pacific time via Zoom. For log-in information, contact Cassie Hibbert, Wenaha Group Senior Project Manager, chibbert@wenahagroup.com.

4. All proposals shall be in the format requested and/or furnished by La Grande School District #1, herein after referred to as District, or they may be rejected by the District.

5. It shall be the proposer’s responsibility to ensure that the proposal is delivered to the District at the specified address above before the time and date set for proposal closing as noted in the solicitation.

6. District will not be responsible for proposals delivered to any location other than the District Office. Proposals delivered to another address will be considered non-responsive.

7. Each proposal package will consist of:

a. Proposal Form

b. Proposal

c. Contract comments (optional)

Proposal documents may be obtained via an email request to Cassie Hibbert, Wenaha Group Senior Project Manager, chibbert@wenahagroup.com or on the District’s website:

https://www.lagrandesd.org/

Proposers shall not contact any District staff or School Board members regarding this project once the RFP is issued and until a final selection and award is made. All questions shall be directed in writing to Cassie Hibbert, Wenaha Group Senior Project Manager, at chibbert@wenahagroup.com.

Procurement Timeline

The District reserves the right to modify this schedule at its discretion. Proper notification of changes in the response schedule will be made via addendum.

Project Description

La Grande School District #1 (“Owner”, “District”) invites written, sealed proposals for a Design- Builder to design and construct a remodel and addition to the front entry of La Grande High School.

This project will provide a main entrance in alignment with modern security best practices, as well as provide a secure connection between the 1950s and 1974 buildings.

Wenaha Group is assisting the District with the procurement for the Design-Builder. The District will directly manage the contract and activities of the Design-Builder team.

Communications with the Owner

Proposers are required to conduct the preparation of their Proposals with professional integrity and free of lobbying activities.

Communication with the District regarding this RFP shall be directed to Cassie Hibbert, Wenaha Group Senior Project Manager, at chibbert@wenahagroup.com. Proposers shall not contact any District staff or School Board members regarding this project once the RFP is issued and until a final selection and award is made.

Communication with the District about this project during the RFP phase may cause the firm involved to be disqualified from submitting under this Procurement.

Project Budget

The estimated budget for all Work to be provided by the Design-Builder under the Design-Build Agreement is $700,000. The successful Proposer will enter into a contract with the Owner for a Guaranteed Maximum Price (“GMP”) anticipated to be at or below the Project Budget.

Thursday, January 9, 2025 Issue Request for Proposal (RFP) Tuesday, January 21, 2025 Mandatory Pre-Proposal Meeting at 11 a.m. Pacific time via

Zoom Thursday, January 23, 2025 Last date to submit questions regarding the RFP Friday, January 31, 2025 Proposals due by 2 p.m. Pacific time Week of February 3, 2025 Evaluation Committee reviews proposals and selects top-ranked firm Monday, February 10, 2025 Proposer Interviews with District (if needed; at District’s discretion) Wednesday, February 12, 2025 Recommendation of selection to School Board Thursday, February 13, 2025 Notice to Proceed

Project Schedule

The Project schedule will be developed mutually by the Owner and Design-Builder following selection. It is the Owner’s expectation that all work will be complete and closed out by 12/31/2025 and that the High School summer break between June 5-August 24, 2025 will be utilized to the maximum extent possible for construction work.

Owner’s Program and Scope of Services

1. Reference Exhibit A, “Admin Secure Entry – Proposed, Concept 1” dated 2/5/2024.

2. The Design-Builder team will be responsible for the following project activities:

a. Investigate and review applicable state and local codes and regulations pertaining to the proposed Project;

b. Design of building additions and improvements to meet current codes;

c. Submission of land use application and fee, building permit application and fee, and SHPO clearance forms;

d. Payment of State of Oregon Public Works Fee;

e. Construction of building additions and improvements;

f. Project will be subject to Oregon BOLI Prevailing Wage rates based upon effective rates on the issuance of this RFP;

g. Design-Builder will be required to submit performance and payment bond immediately following School Board approval of cost proposal / GMP Amendment.

3. The District will be responsible for the following project activities and costs:

a. Purchase or acquisition of moveable furnishings (tables, chairs, shelving, etc.);

b. Builder’s risk insurance;

c. Utility connection fees.

Outline of the Design-Build Procurement Process

To be responsive to the RFP, Proposers must submit responsive Proposals and fully participate in the following RFP Procurement Process:

1. Mandatory Pre-Proposal meeting

a. A mandatory Pre-Proposal meeting will be held on Tuesday, January 21, 2025 at 11 a.m. via Zoom.

i. Contact Cassie Hibbert, Wenaha Group Senior Project Manager, at chibbert@wenahagroup.com to request the Zoom invitation.

b. Proposers may ask questions during the Pre-Proposal meeting; however, Proposers may not rely on any information provided orally during the Pre-Proposal meeting unless such information is provided in writing as an Addendum to this RFP.

2. Proposed changes in the Design-Build Contract Documents

a. Submission of a Proposal is a representation by the Proposer that it has reviewed the Contract Documents and that the Proposer is willing to perform the Work set forth in the Owner’s Program for the terms set forth in the Contract Documents.

mailto:chibbert@wenahagroup.com

b. Prior to the date set forth in the RFP procurement schedule, Proposers may propose changes to the contract documents, including but not limited to the Owner’s Program, Contract, insurance requirements, bonding requirements, etc. The Owner’s goals in requesting such proposed changes are 1) to discover provisions in the Contract Documents that unnecessarily increase the cost of the Project or complicate the performance of the Work; and 2) to identify contract provisions and commercial terms the design-builder intends to negotiate if selected. With any proposed change, Proposers must include the following information:

i. Document and section number

ii. Proposed alternate language

iii. An explanation for the requested change; and

iv. Any impact the requested change has on any commercial term

3. Proposal submission

a. Proposers shall submit the Proposal pursuing to the instructions set forth in this

RFP.

4. Interview

a. Interviews of Proposers will be at the District’s discretion. If interviews are conducted, the interview will be weighted 20 points.

5. Selection of Preferred Proposer

a. The Owner will evaluate each Proposer pursuant to the selection criteria and weights established herein. The Owner will determine the Preferred Proposer and notify all Proposers in writing of its determination. The “Preferred Proposer” is the Proposer that the Owner determines achieves the best overall ranking.

b. At the Owner’s discretion, the Owner will initiate negotiations with the Preferred Proposer. If the Owner cannot reach agreement with the Preferred Proposer, the Owner shall cease negotiations with the Preferred Proposer and provided that such negotiations are terminated in writing, shall initiate negotiations with the next Preferred Proposer. The Owner shall continue with this process with each such Proposer until it reaches agreement or cancels the procurement. Negotiations are at the Owner’s sole discretion. Proposers should not anticipate that any portion of the proposed Contract will be changed or modified. By submitting a Proposal, the Proposer represents and warrants that it will enter into the Contract provided by the Owner subject to the terms set forth in its proposal.

6. Selection De-Briefing

a. All Proposers may request a de-briefing from the Owner with respect to the procurement; however, Owner shall not conduct briefings until it has either reached an agreement on the Project or cancelled the procurement.

Proposal Content for Evaluation

Proposers shall provide the following information in the order listed below. Each point will be scored by the number of points listed next to the information the points listed are the maximum amount that can be given during evaluation.

1. Proposal Form (Attachment A) (yes/no) Includes acknowledgement of Addenda. Includes CCB number and Architect’s license number.

2. Cover Letter (0 points)

The Proposal must include a cover letter containing the name, address, telephone number, and e-mail address of the Proposer/Design-Builder and the principal contact person. The Letter of Interest shall also include the type of firm or organization (corporation, partnership, joint venture, etc.) that will serve as the prime contracting party. The Cover Letter may be a maximum of one (1) page.

3. Design-Builder Team (20 points)

At a minimum, identify the Key Team Members performing the functions identified below.

a. Person responsible for the overall management of the project and the Design-Build contract

b. Designer of Record

c. Person responsible for overall construction management (construction project manager)

d. Person responsible for on-site field supervision and direction and construction (site superintendent)

Provide the following information for all Key Team Members:

a. Identification of the individuals’ proposed Project Role

b. Key Team Member hourly rate

c. Individual’s resume, including:

a. Professional licenses, and/or certifications are relevant to the work associated with the Project

b. Availability to the project locale

c. Experience relevant to their proposed role on the Project

4. Similar Experience and Past Performance (20 points)

Provide examples of (3) three comparable projects. Include the following information:

a. Building use

b. Owner and contact information

c. Contract type (Design-Build, CM/GC, Design-Bid-Build)

d. Original and final contract amount

e. Project time frame and completion date

f. Project Location

g. Note which Design-Builder key team members contributed to project

5. Fees (20 points)

a. Fee. State the fee as a percentage of the direct construction costs. No other mark-up will be allowed. The fee shall include profit and overhead items such as general superintendents, project executives, payroll/accounting/data processing, bonuses, corporate safety officer, home office administration and payroll, corporate IT support, and computer software.

b. Bond rate: Provide the cost of the 100% Payment and Performance Bond as a percent of the direct construction costs.

c. Insurance Rate: Provide the cost of General Liability Insurance as a percent of the direct construction costs plus fee. See the contract exhibit for insurance requirements.

6. Justification (20 points)

Provide a demonstrated reason why your firm wants to assist La Grande School District on this project and why the District should place their trust in your firm.

An interview is optional at the District’s discretion. If interviews occur, they are worth 20 points.

Proposal Requirements and Contents

Proposals shall comply with the following, and where the Proposer is asked to provide information there shall be a full discussion (and attachments where necessary):

1. Format:

Proposals, including attachments, shall not exceed twenty (20) standard size (8.5” x 11”) pages (10 pages if double-sided), minimum 12-point font.

Divider sheets (if used), title page, cover letter, and proposal checklist/supplemental info for project checklist will not be included in the page count. The title page or cover letter must include the date, the solicitation name, the Proposer’s name, contact person, telephone number, email address and complete mailing and street address.

Proposers shall provide six (6) copies of the proposal. Proposer shall also provide one copy in PDF format on an USB storage device.

2. Acceptance of Proposal Specifications, Terms and Conditions:

The successful Proposer acknowledges and accepts that the specifications listed in this RFP and no others will control the pre-qualification process unless the successful Proposer expressly states, in whole or by reference, alternate terms or conditions which the successful Proposer wishes the Owner to consider. Any such alternate terms or conditions will constitute a variance and if found material, may subject the Proposal to rejection. Any referenced alternate terms or conditions shall be attached to the Proposal for consideration by the Owner.

3. Anti-Discrimination:

In connection with this RFP and in the performance of any subsequent contract, Proposers shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, sexual preference, and/or being physically challenged. Proposers shall take action to ensure that all applicants are treated equally during employment without regard to such status.

4. Compliance with Applicable Laws:

In connection with this RFP and the contract, Proposers shall comply with all applicable laws in all aspects in connection with the procurement process of this project and the performance of the contract whether such laws are stated herein or not.

5. Delayed Proposal Closing Time/Proposal Opening:

The time and date set for the proposal closing and proposal opening will advance to the same time on the District’s next business day in the event that other contingency causes the District to be officially closed at the time and date set for the proposal closing and proposal opening.

6. Form of Contract:

The form of contract between the Owner and Design-Builder will be a modified version of the DBIA #530, Standard Form of Agreement Between Owner and Design-Builder – Cost Plus Fee with an Option for a Guaranteed Maximum Price.

7. District’s Rights:

The District may investigate the qualifications of any Proposer under consideration, may require confirmation of information furnished by a Proposer, and may require additional evidence of qualifications to perform the work described in this RFP.

The District reserves the right, in its sole and absolute discretion and without recourse by Proposers, to take any of the following actions:

a. Reject any or all Proposals;

b. Issue a new RFP;

c. Cancel, modify, or withdraw the RFP;

d. Issue addenda, supplements, and modifications to this RFP;

e. Modify the RFP process (with appropriate notice to proposers);

f. Appoint a selection committee and evaluation teams to review RFPs and seek the assistance of outside technical experts in the response evaluations;

g. Hold meetings and exchange correspondence with the Proposers to seek an improved understanding and evaluation of the responses;

h. Seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses;

i. Waive minor irregularities in responses;

j. In the negotiations for the contract with the selected proposer to change the dates for performance from that set forth in Section III hereof; and/or

k. Refuse to issue a contract at all.

The District is not obligated to enter into any contract, and under no circumstances shall it have any obligation to pay for any costs or expenses incurred by any Proposer in the preparation or submission of a response to this RFP or in anticipation of a contract.

Proposers are solely responsible for all costs and expenses of any nature associated with responding to this RFP, attending briefing(s), providing supplemental information, and all subsequent costs and expenses. By submitting a response to this RFP, a Proposer disclaims any right to be paid for such costs by CTUIR or anyone else.

8. Investigation:

The Proposer shall make all investigations necessary to be informed regarding the service(s) to be furnished including reference checks, determination of financial ability and credit information (which may include recent income statements, balance sheets and ratios, availability of short-term financing, bonding capacity and credit information). Failure to promptly provide the requested information shall result in rejection of the firm’s proposal.

9. Late Proposals:

Proposals received after the time and date set for proposal closing will be returned to the proposer unopened.

10. Mistakes, errors and omissions in solicitation:

Any mistakes, errors and omissions in this solicitation must be reported immediately to Wenaha Group.

11. Publicity:

New releases relating to this RFP will not be made without prior approval by, and in coordination with, the District.

12. Written Questions, Comments and Addenda, Rules of Contact:

Questions and comments pertaining to this solicitation must be submitted in writing according to the Proposal and Award Timeline to: Cassie Hibbert, Senior Project Manager, Wenaha Group, Inc., chibbert@wenahagroup.com.

Proposers shall not contact any District staff or School Board members regarding this project once the RFP is issued and until a final selection and award is made.

If, in the District’s opinion, additional information or interpretation is necessary, such information will be supplied in the form of Addenda. Addenda shall have the same binding effect as though contained in the main body of the Request for Proposals. The successful Proposer shall acknowledge Receipt of all addenda issued, either with the proposal, or separately, in writing, prior to the time and date set for proposal closing. Addenda shall be sent within a reasonable time to allow prospective proposers to consider them in preparing their proposals.

ORAL INSTRUCTION OR INFORMATION CONCERNING THE REQUEST FOR

PROPOSALS OR THE PROJECT GIVEN OUT BY OFFICERS, EMPLOYEES OR AGENTS

OF THE DISTRICT TO PROSPECTIVE PROPOSERS SHALL NOT BIND THE DISTRICT

AND SHALL NOT BE RELIED UPON.

Attachment A – Proposal Form

Responses to the Request for Proposal must contain a signed copy of this page.

Firm Name: __________________________________________________________

The Undersigned offers and agrees to provide Design-Build Services for the La Grande School District – La Grande High School Front Entrance Remodel.

The Proposer understands that any false statement may disqualify this proposal from consideration or be cause for contract termination.

The proposer certifies that it does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, handicap, financial ability, age or other no-job-related factors.

Oregon CCB Number: _________________________ Expiration Date: ____________________

Architect’s Name and Oregon License Number: ________________________________________

Oregon Resident Firm Non-resident Firm

Corporation Partnership

Sole Proprietor Joint Venture

Other ________________________________

1. Has your firm ever been disqualified by a public entity from bidding or proposing on a project?

_________ (yes/no). If the answer is yes, explain the circumstances, project, contracting agency and date. State then reason for disqualification and if the disqualification has ended. Use additional sheets if required.

2. Has your firm ever been terminated from a public contract? __________(yes/no). If the answer is yes, explain the circumstances, project, contracting entity and date. State then reason for termination. Use additional sheets if required.

3. Has your firm ever been involved in litigation involving a public contract? Has a claim been made against any payment or performance bond taken out by your firm? Has a legal claim been made against your firm for alleged contract breach or substandard performance, or has a claim been made against your firm for dishonesty, fraud, or misappropriation in relation to a construction contract? __________ (yes/no). If the answer is yes, provide a full explanation on a separate sheet entitled “Claims”.

4. I acknowledge receipt of Addendum(s) _____________________________________

Firm Name: _____________________________________________ Phone: _______________________

Address: ________________________________________________________________________________

By (print): _______________________________________________ Title: _________________________

Signed: _________________________________________________ Date: _________________________

This form must be signed in ink and returned with the Proposal.