ATTENTION

If you download this RFQ from the website, it is your responsibility to advise the City of Monmouth that you have done so. This will allow us to add you to the Respondent's List, and advise you of any addenda issued for this Project.

Failure to do so may cause your submittal to be rejected as non-responsive.

To add your firm to the Respondent's List, email a signed copy of your firm's letterhead and include the name and email address of a contact person within your firm to:

Marty Wine, City Manager, mwine@ci.monmouth.or.us and

Michael J. Smith, Capital Planning & Construction Director, Western Oregon University smithmj@wou.edu

REQUEST FOR QUALIFICATIONS (RFQ)

For

GENERAL BUILDING CONTRACTOR (GC) SERVICES

For

City of Monmouth City Hall Replacement

ISSUE DATE: November 4, 2021

RFQ CLOSING (DUE) DATE: 3:00 PM, PST, NOVEMBER 19, 2021

SUBMITTAL LOCATION

Monmouth City Hall

Attention: Marty Wine, City Manager 151 Main St. W

Monmouth, Oregon 97361

TABLE OF CONTENTS

I INTRODUCTION

II PROJECT DESCRIPTION

III SELECTION PROCEDURE AND TIMETABLE

IV INSTRUCTIONS TO RFQ RESPONDENTS

V RESPONDENT QUALIFICATION CRITERIA

VI QUALIFICATION EVALUATION

VII FINANCIAL RESPONSIBILITY

VIII SUBMISSION DEADLINE

IX CONTACT INFORMATION

X CLARIFICATIONS AND CHANGES

XI SELECTION PROTESTS

XII PROPRIETARY INFORMATION

XIII CERTIFICATION OF COMPLIANCE WITH TAX LAWS

XIV APPENDIX

I INTRODUCTION

The City of Monmouth, hereafter referred to as the "Owner,” is seeking Statements of Qualifications from General Contractors interested in providing building construction services for the New Monmouth City Hall Replacement Project described below, hereafter referred to as "the Project.” A maximum of three (3) finalists will be selected to submit proposals in the second stage of the selection process based on the Evaluation Criteria provided in Section V. The Contractor ultimately selected for the Project will work with the Project team composed of City of Monmouth staff, Owner’s Representative, and the Project Architect through the completion of the Project. FFA Architecture+Interiors have been selected as the design firm for this project. Respondents must not contact FFA in reference to this project. Any communications about this project must be directed to the City representatives named on the cover page of this RFQ, only.

The RFQ finalists will receive a Request for Proposal (RFP). The RFP will request each candidate to provide other pertinent data, including the following cost and scheduling information:

Fee proposal for any pre-construction services, Fee for construction services (based on a percentage of construction cost) Project construction schedule detailing the sequence of work.

Selection of the General Contractor (GC) will be based on scoring criteria presented in the RFP.

Interviews may be conducted at the sole discretion of the Owner. While interview dates are included in the selection timetable below, the Owner reserves the option to waive the interview step.

Respondents to this RFQ must have recent experience on projects of similar size, scope, and setting.

Respondents must document their experience and skill in construction methods and techniques, schedule management, cost estimating, value engineering, constructability review, and local labor market conditions. In addition, the GC selected for this project must be familiar with the State of Oregon rules for procurement and subcontractor bidding, and they must be able to communicate construction-related aspects of the Project to all team members throughout the construction phases.

Only general contractors registered and in good standing with the Oregon Construction Contractors Board will be considered in the selection process. Statements of Qualifications from unregistered contractors will be deemed "non-responsive" and will not be evaluated or scored.

This Project is subject to BOLI prevailing wage rates and State of Oregon Public Contract Laws. In addition, all work on the Project must comply with all Federal, State, County, and City codes, regulations, ordinances, laws, and other rules and restrictions that may apply.

II PROJECT & SITE DESCRIPTION

The Project includes the demolition of the existing City Hall and Volunteer Hall, on a City of Monmouth-owned site at 151 Main St. West in downtown Monmouth on an approximately 1.1 acre site. The new 15,200-sf building is designed to replace the current two-story building where city services of Finance, Building, Community Development, and Administration departments are provided. The program of the building includes the two basic components of the two-story city hall building connected to the one-story municipal court/city council chamber. A public plaza is envisioned at the front of the new building. Monmouth expects Project phases to include the final design phase to complete construction documents for bid; construction bid (underway now through November- December 2021); moving 13 employees to temporary work locations at other city offices; demolition of City Hall and Volunteer Hall; and permitting and construction of the new City Hall on the site, through building occupancy. Building construction is expected to incorporate cross-laminated timber structural elements, and includes site work to fill and grade the existing site and tie in to existing utilities and city streets.

More background information about the City Hall design in its current phase can be found on https://tinyurl.com/MonmouthCityHall and provided upon request.

Monmouth has conducted geotechnical engineering investigation and Level 1 and 2 Environmental Site Assessment in February 2021. The City’s consultant found no evidence of environmental contamination on the property.

The estimated direct construction cost for the Project is approximately $8.0 million (at time of construction). Construction is scheduled to begin in January 2022, and will need to be substantially complete by February, 2023. This schedule is to be confirmed by the selected contractor. Bid packages separate from construction are anticipated for technology, audio-visual equipment, and furniture, fixtures and equipment (FFE).

III SELECTION PROCEDURE AND TIMETABLE

The responses to this RFQ will be evaluated by a committee comprised of representatives from City of Monmouth and their Owner’s Representative, in consultation with the Project Architect. On the basis of this evaluation, a maximum of three (3) firms will be selected as finalists. Final selection of the Project's General Contractor will be based on the committee’s assessment of the proposals submitted by finalists in response to the RFP, and on other information obtained from references and other sources. Finalists will be ranked in accordance with the selection criteria provided in the RFP. Cost and scheduling information will be weighted heavily. Interviews of two or more of the finalists may be conducted at the sole discretion of the Owner.

The anticipated timetable for this RFQ/RFP process is as follows:

November 4, 2021 RFQ posted

November 19, 2021, 3pm Responses to RFQ due 3pm to City of Monmouth

December 3, 2021 Complete RFQ reviews & notify finalists

December 10, 2021 Protest period ends; issue RFP to Finalists

December 27, 2021, 3pm RFP response due

January 5, 2021 Complete RFP reviews & notify interviewees (interview step is optional)

January 12, 2022 Protest period ends

January 13 - 14, 2022 Interview select candidates (optional)

January 17, 2022 Selection and notification of top candidate

January 24, 2022 Protest period ends; notify selected contractor

NOTE: This timetable is subject to change as necessary. Any changes will be documented as an amendment to this RFQ or in the subsequent RFP.

IV INSTRUCTIONS TO RFQ RESPONDENTS

Statements of Qualifications submitted in response to this RFQ should be contained in a tab divided, soft-bound (no three-ring binders) binder not exceeding 9 x 12 inches in size, not exceeding twenty (20) single sided pages including pictures, charts, graphs, tables and text that the firm deems appropriate to include in their response. The following items are exempt from the page limit noted above: cover letter, table of contents, completed “Form A’s” (see below), front and back covers, appended resumes of key personnel, and blank section/numerical tab dividers. No fold-out pages should be included in the document. No supplemental information to the Proposal will be allowed.

The information contained in the bound document should:

be signed by an officer of company with the authority to commit the firm;

acknowledge any addenda issued for this RFQ;

follow the Evaluation Criteria format outlined below;

use a font of a size and type that is easy to read; and provide side margins of not less than one (1) inch on pages primarily containing text.

City of Monmouth may reject any submittal not in compliance with the prescribed format described above. City of Monmouth may cancel this solicitation at any time if the City determines it is in the public interest to do so. Throughout this procurement, the City of Monmouth will not accept responses or inquiries that require the City to pay the cost of production or delivery. City of Monmouth is an EEO/AA employer.

Telephone, facsimile, or electronically transmitted submittals will not be accepted. Responses received after the closing date and time will not be considered.

V EVALUATION CRITERIA

Response to the criteria listed below will be scored to determine the finalists who will receive the RFP.

Please respond to each item as it relates to your firm, and your ability to perform the work.

Responses should be brief and concise following the numerical order provided below.

1) Firm Background (Weight 15)

Briefly describe your firm’s history and current status: years in business, office location(s), number of employees, area(s) of expertise. Include information identifying the firm’s annual volume and financial/bonding capacities. List services that your company could self-perform. Identify proportion of your company’s work that is public vs. private sector clients.

2) Workload (Weight 10)

Provide the status of your company’s current and projected workload, including schedule, dollar volume, and identify assigned personnel for the entire proposed schedule of this project. Discuss your capability to undertake this project relative to your bonding capacity and the workload of your key personnel.

3) Relevant Experience (Weight 30)

Describe your company’s experience with projects of similar size, scope, setting, and schedule, including the project delivery method and engaging subcontractors. The description should demonstrate experience with Monmouth project characteristics such as:

Small-scale, high craft, high-profile public projects

Use of cross-laminated timber in structural design, and the opportunities and constraints of mass timber construction

Projects in an urban constrained setting: a small site with limited space for construction staging Selective demolition that preserves natural and landscape elements Construction that incorporates photovoltaic (PV) panels

Using Form A (See Appendix), identify project(s) your firm has constructed similar to this project in terms of size and complexity. Include completion dates of all projects listed. Provide a 200-word description for recent, completed city hall or municipal building projects within the last 5 years.

4) Market Knowledge and Supply Management (Weight 15)

Explain how your knowledge and experience with local subcontractors and suppliers can benefit this Project. Specifically demonstrate your recent experience securing construction materials for the Project to deliver the project efficiently and effectively. Given current market supply and supply chain challenges, identify how you will acquire materials that may have a long lead time to secure.

5) Quality Control (Weight 15)

Identify several examples of how your firm ensures superior quality construction and service relative to other suppliers. Describe your approach to reviewing the documents during stages of construction and how you envision working with the Project Team (Owner, Architect, and Owner’s Representative) to deliver the project as designed.

6) Management Plan to Expand Opportunities for Historically Underrepresented Businesses (Weight 5)

Include a Management Plan to increase the diversity and local sourcing of the workforce, and to subcontract with, or purchase from, Historically Underrepresented Businesses. The Management Plan may include your firm’s nondiscrimination practices, subcontracting strategy, workforce diversity plan, and outreach plan that will increase participation by Historically Underrepresented Businesses. This may include a description of your firm’s past performance in regards to workforce diversity and subcontracting. The Management Plan will become part of the contract that results from the RFP.

7) Scope Interpretation and Response Presentation (Weight 10)

No materials or information should be submitted by Responders in regard to this evaluation criteria.

This is a reflection of clear understanding of the required scope of services and overall presentation of the response materials by the Owner and their representatives.

8) References (Not Scored)

Provide three (3) names, phone numbers, and email addresses of current or former client/project owners that may be contacted as references for your company for projects within the last five years.

Ensure current contact information is current and that the individuals identified had direct involvement with the referenced project.

VI EVALUATION PROCESS

Proposals will be scored on the basis of responses to the criteria described above. Each item will be scored from 0 and 5 (five=highest), multiplied by the “weight” assigned to the criterion.

Weighted scores will yield the total score for each firm. (A total of 500 points are possible.) The total score will determine the final ranking of all the candidate firms. From the top ranked firms, three (3) will be selected to submit a proposal and supporting documentation.

The reference information will not be separately scored, but information obtained from these and/or other reference checks may be used to evaluate and score the other criteria. Final selection of short-listed candidates will be based on all available information.

VII FINANCIAL RESPONSIBILITY

City of Monmouth reserves the right to investigate and evaluate, at any time prior to award and execution of the contract, the submitting firm’s financial ability to perform the anticipated contract.

Submission of a signed response will constitute approval for City of Monmouth to obtain any credit report information City of Monmouth deems necessary to conduct the evaluation. City of Monmouth shall notify the firms, in writing, of any other documentation required, which may include, but need not be limited to: recent profit-and-loss history; current balance statements; assets-to-liabilities ratio, including number and amount of secured versus unsecured creditor claims; availability of short and long-term financing; bonding capacity; credit information. Failure to promptly provide this information may result in rejection of the submission.

City of Monmouth may postpone the award or execution of a contract or selection of finalists in order to complete its investigation and evaluation. Failure of a firm to demonstrate financial responsibility shall will render the proposal non-responsive and shall constitute grounds for response rejection.

VIII SUBMISSION DEADLINE

Responses must be received by 3:00 PM, NOVEMBER 19, 2021. NO LATE RESPONSES WILL BE ACCEPTED. (See *NOTE below)

Submit four (4) copies of your Statement of Qualifications to:

Monmouth City Manager Marty Wine 151 Main St. W Monmouth, OR 97361

(*NOTE: If respondent relies on a commercial delivery service, e.g. UPS or FedEx, and their delivery is late, due to no fault of the respondent, proof of this contracted delivery must be provided and an electronic version of the submittal must be provided prior to the closing date and time, and all hard copies must be delivered before noon of the following day. If these steps are not taken, there is no other recourse for a late proposal and the proposal will be rejected.)

IX CONTACT INFORMATION

All questions and/or comments regarding this RFQ should be directed to the City of Monmouth project staff identified below. Do not contact other City of Monmouth representatives or staff in regard to this project.

Marty Wine, City Manager (Owner) mwine@ci.monmouth.or.us 503.751.0146

Michael J. Smith, Director, Capital Planning & Construction, Western Oregon University (Owner’s Representative) smithmj@wou.edu 503-838-8043

X CLARIFICATIONS AND CHANGES

If the information contained in the RFQ packet is unclear, incomplete, or contradictory, a written request for clarification should be submitted to the contacts listed on the RFQ cover page by November 12, 2021. A formal response, if appropriate, will follow to address the issues in question.

Any change or modification to the specifications or the procurement process will be in the form of an addendum to the RFQ and City of Monmouth will make a reasonable attempt to provide the amendment to any contractor who formally notified City of Monmouth City Manager with their request to be included on the Respondent’s List (per instructions on cover page of this RFQ). It is the responsibility of each respondent to visit OregonBuys or the City Hall Replacement web page regularly to find any addenda to this RFQ. Failure to do so may render that contractor’s submission as non-responsive. No information received in any manner other than as described herein will serve to change the RFQ in any way, regardless of the source of the information.

XI SELECTION PROTESTS

Any respondent to this RFQ who claims to have been adversely affected or aggrieved by the selection of a competing respondent has seven calendar days after selection notification to submit a written protest of the selection. Protests should be addressed to Marty Wine, Monmouth City Manager, 151 Main St. W, Monmouth, OR 97361.

XII PROPRIETARY INFORMATION

City of Monmouth shall retain this RFQ and one copy of each original response received, together with copies of all documents pertaining to the award of a contract. These documents will be made a part of a file or record, which shall be open to public inspection after responder selection and award is announced. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each sheet of such information with the following legend: “This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” Non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law.

In order to facilitate public inspection of the non-confidential portion of the response, material designated as confidential shall accompany the response, but shall be readily separable from it.

Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. Any response marked as a trade secret in its entirety shall be considered non-responsive and may be rejected.

XIII CERTIFICATION OF COMPLIANCE WITH TAX LAWS

By submission of a Proposal, the undersigned certifies under penalty of perjury that the undersigned is authorized to act on behalf of Contractor and that Contractor is, to the best of the undersigned’s knowledge, not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means a state tax imposed by ORS 401.792 to 401.816 and ORS chapters 118, 314, 316, 317, 318, 320, 321 and 323; the elderly rental assistance program under ORS 310.630 to 310.706; and local taxes administered by the Department of Revenue under ORS 305.620.

XIV APPENDIX - Form A is included in this RFQ as an Appendix.

REQUEST FOR QUALIFICATIONS

MONMOUTH CITY HALL REPLACEMENT

FORM A

mm/dd/yy mm/dd/yy

Project Name:

Location:

Owner:

Contact: Phone:

Architect:

Contact: Phone:

Contractor’s Personnel

Project Manager: _________________________________

Superintendent: __________________________________

Specific similarities to the Monmouth City Hall & Description of Project (200 Word Maximum):

Architect’s Construction Cost Estimate: ______________________________

Original Contractor’s Construction Cost Estimate: ______________________________

Total Cost of Change Orders: _______________________________

Number of Requests for Information (RFI’s): __________

Project Start Date:

Project Completion Date: