Obrien Memorial Library RFP AE Services send.pdf

O’Brien Memorial Library AE Services RFP

O’Brien Memorial Library Project Request for Architectural and Engineering Services Proposals

Section 1 - Request for Proposals The O’Brien Memorial Library, henceforth referred to as OML, intends to select a qualified licensed professional, henceforth referred to as the PROPOSER, to provide architectural and engineering services for a new library in the community of Blue River, County of Lane, State of Oregon.

The services required by the PROPOSER shall include, but not necessarily be limited to:

• Programming Services. Short Programming phase services to confirm Program requirements.

• Schematic Design, including preliminary cost estimates

• Design Development phase services

• Construction Documents phase services

• Construction Bid oversight services

• Construction Administration services

• Post-Construction services

These required services shall henceforth be referred to collectively as the PROJECT.

OML intends to enter into a contract with the successful proposer using the AIA Owner/Architect Agreement B133-2019.

Section 2 – Project Description Historical Background We are building a library to replace the O’Brien Memorial Library that was destroyed in the Holiday Farm Fire over Labor Day 2020. Our goal is to replace the building with something more modern and functional. We need a facility that will expand to meet the needs of the community and to utilize the space efficiently. Our total project budget for this project is $1.4 million dollars.

New Project Site The OML purchased two new properties adjacent to the original site located in Blue River. This property is intended to house a lending library, office and meeting space, and provide a comfortable and welcoming environment for our patrons to read, work, study, and meet. The new site is tax lots 6800, 6900 and 7201 are approximately 30,000 SqFt/0 .72 acres.

Site Planning

• Site Context Planning. The site is in the town of Blue River. Access for equipment should be well planned to avoid conflicts with traffic and future development.

• Paved roads, aprons and parking areas. Paved access roads from adjacent roadways, aprons, and parking areas are needed to service the library staff and public visitors.

Building Planning The library design shall meet all current applicable Building Codes, be green energy compliant with current legislation; fire, flood and earthquake resistant.

The library is anticipated to be of single story design, plus or minus 2,500 SqFt, and to include, but not be limited to the following areas:

BUILDING SPACES

1. Stacks

2. Foyer to include seating with areas for historical display and small gifts.

3. Office for workers to complete library business with small standard kitchen appliances.

4. Meeting room, with ability to expand or contract depending on needed usage (one large meeting vs.a few small study groups, etc.)

5. Two ADA restrooms.

6. Storage room(s) for utilities, book storage, supplies, etc.

7. Front desk area for checking books in and out with ability to view most of library.

8. Children’s area to be separate from general stacks and visible to front desk

9. Room for comfortable seating around stacks and visible to front desk

On-site septic system is available. Blue River is exploring the installation of a community sewer system. Additional elements, as yet unidentified yet necessary for a complete, efficient, technologically current and code compliant library.

Section 3 – Scope of Architectural & Engineering Work

Programming Phase Assist the District in establishing a Program that will support the mission and fit the budget. Architect will deliver a Program document noting all spaces and key requirements for each space for Owner approval. This phase will also include some limited community engagement processes.

Schematic Design Phase Design team shall generate multiple Preliminary Design options for the PROJECT including, but not limited to, scaled site plans, floor plans, exterior elevations, and computerized 3D virtual modeling. Each of these options will meet OML’s approval for general space allotment, facility requirements, and architectural sensitivity to community standards.

Preliminary Design Analysis. PROPOSER shall review and analyze the Preliminary design options and report to OML, in writing, on their relative benefits and deficiencies along with any recommendations for changes and/or additions including design considerations for earthquake and wildfire related issues.

Preliminary Cost Estimates. PROPOSER shall generate, in writing, Preliminary Cost estimates of the Preliminary Design options generated including their separate and relative construction costs taking into account ORS 279C requirements regarding solicitation procedures and the payment of prevailing wages.

Final Design Phase.

Subsequent to approval, PROPOSER shall provide complete Final Designs services to OML including, but not necessarily limited to the following:

Final Design. PROPOSER shall generate Final Designs for the PROJECT as outlined in Section II and based on the final Preliminary Plans generated by OML and approved in the Preliminary Design and Pre-Bond Phases including, but not limited to, scaled site plans, floor plans, elevations, and renderings for OML approval.

Cost Estimates. PROPOSER shall submit to OML, in writing, revised Construction Cost Estimates based on the Final Design.

Copies. PROPOSER shall deliver to OML three (3) complete sets of all Final Design Documents. Two (2) sets shall be hard copy prints and one (1) set shall be in digital PDF format.

Construction Document Phase.

Subsequent to OMLs Final Design approval, PROPOSER shall provide complete Construction Document services to OML including, but not necessarily limited to the following:

Working Drawings. PROPOSER shall generate full and complete Working Drawings, compliant with all current building codes and sufficient for accurate contractor bidding and construction of the work for approval by OML. Special attention shall be given to meeting seismic, wildfire resistant, and green energy requirements as of 2022.

Engineering. PROPOSER shall provide all Engineering required by the PROJECT including, but not limited to civil, geotechnical, structural, mechanical, and environmental engineering.

Specifications. PROPOSER shall generate full and complete Specifications sufficient for the accurate bidding and construction of the PROJECT for approval by OML.

Prospective Bidders List. PROPOSER shall compile a List of Prospective Bidders to submit to OML.

Document Copies. PROPOSER shall deliver to OML at least three (3) complete sets of all Contract Documents. Two (2) sets shall be hard copy prints and one (1) set shall be in digital PDF format.

BOLI Notification. PROPOSER will assist OML in notifying BOLI of intent to construct as required by ORS.

Pre-Bid Phase.

PROPOSER shall provide Pre-Bid Oversight services to OML including, but not necessarily limited to, the following:

Meetings. PROPOSER shall attend meetings to develop goals, explain options, and help reach consensus on final plans.

Meeting Records. PROPOSER shall provide individual meeting minutes, as needed, for distribution to appropriate staff and Board members.

Cost Estimates. PROPOSER shall provide all necessary Cost Estimates to satisfy statutory requirements.

Document Copies. PROPOSER shall deliver to OML three (3) complete sets of all Pre- Bid Documents. Two (2) sets shall be hard copy prints and one (1) set shall be in digital PDF format.

Bidding Phase.

PROPOSER shall provide Bid Oversight services to OML including, but not necessarily limited to, the following:

General Bid Oversight. PROPOSER shall support the Contractor and oversee the bid process and work with OML to assure that all applicable provisions of Oregon’s Public Contracting Code, District Public Contracting Rules, and any other applicable funding requirements are met.

PROPOSER shall provide solicitation assistance to the Contractor including, but not limited to, responding to contractor bidder questions, production of addenda to Bid Documents, and review of Bids and protests from contractors.

Bid Packet. PROPOSER shall support the Contractor with the preparation of the Bid Packet including all necessary legal and Construction Documents required.

Bid Advertisement. PROPOSER shall assist OML and the Contractor with the advertising and solicitation of the Bids for creating contractor interest.

Pre-bid Conferences. PROPOSER shall participate in any Pre-bid Conferences.

Construction Bid Analysis. PROPOSER shall work with OML and the contractor to review Bids and shall make recommendations for the awarding of the Contract for Construction in each work category.

Permit Oversite. PROPOSER shall oversee and advise OML regarding all necessary Building Permits and other governmental agency filing requirements.

Document Copies. PROPOSER shall provide and distribute copies of all required Construction Documents to qualified Bidders and government agencies as needed for

Permit purposes. PROPOSER shall also deliver to OML three (3) complete sets of all Bid Documents; two (2) sets shall be hard copy prints and one (1) set shall be in digital PDF format.

Construction Phase.

PROPOSER shall provide Construction Oversight services to OML including, but not necessarily limited to, the following:

On-site Observation & Supervision. PROPOSER shall provide on-site observation and supervision of construction as required by the services listed and/or as requested by

OML.

Code Compliance. PROPOSER shall oversee and monitor compliance with Oregon Public Contracting Code, District Public Contracting Rule, and any bond requirements.

Contractor Clarifications. PROPOSER shall respond to contractor requests for clarifications.

Shop Drawings. PROPOSER shall review all Shop Drawings and Material Samples for compliance with Construction Documents reporting any discrepancies to OML.

Construction Document Revisions. PROPOSER shall provide Construction Document updates, revisions, and addendum as needed.

Change Orders. PROPOSER shall receive and evaluate requests for Change Orders and submit recommendations to OML for approval before issuing.

Scheduling. PROPOSER shall monitor construction progress and advise OML of any potential deviances from the original approved Construction Schedule.

Cost Control Oversight. PROPOSER shall review submissions by the Contractor that OML deems necessary and evaluate same on behalf of OML. OML shall be immediately notified of any items needing attention. Other items will be summarized and discussed in Semi-Monthly meetings. Submissions shall include, but not necessarily limited to, the following:

a. Contractor’s schedule of values

b. Contractor’s payment application and certification and BOLI documents, as required

c. Contractors’ sworn statements and waivers of lien, if applicable

d. Purchase order and disbursement summaries

e. Change order document

f. Budget cost summary reports

General Services. PROPOSER shall review submissions by the Contractor on behalf of OML. Submissions shall be reviewed for correctness and completion. Submissions shall include, but not be limited to the following:

a. As-built Drawings.

b. Manuals and Warranties.

c. Site Inspections/Punch Lists.

d. Repair/Change Order Work. PROPOSER shall oversee repair work for completeness, correction, and conformance with codes and regulations.

Meetings. PROPOSER shall attend meetings and provide progress reports to OML using the following general schedule:

a. Weekly. PROPOSER shall attend weekly meetings with OML staff and contractor(s).

b. Semi-Monthly. PROPOSER shall attend semi-monthly meetings with OML staff for the purposes of planning, coordination, and payments which shall include, but not necessarily be limited to status reports on the PROJECT, the budget, change orders, and allowances for reimbursable expenses.

c. As Needed. PROPOSER shall meet with the library representative, to discuss activities which may affect OML operations on an as needed basis.

Post Construction Phase Advice. PROPOSER shall provide OML staff with timely advice during the twelve-month adjustment period following occupancy.

Warranty follow-up. PROPOSER shall provide warranty follow-up assistance to OML for the time period covered by each individual warranty.

SECTION 4 - PRE-PROPOSAL MEETING

At the request of the library representative, we will hold a Pre-Proposal Meeting for prospective PROPOSERS to discuss the PROJECT and ask questions. Additional documents and information about the PROJECT may be available at the meeting. The meeting will be followed by a visit to the PROJECT site.

The time and place for Meetings is as follows:

Place: Living Waters Family Fellowship, 52353 McKenzie Highway, Blue River, OR 97413 (It is about I mile east of Blue River) Time: @ 1pm. On Wed. Feb. 16, 2022. A visit to building site will follow.

If severe weather or another emergency causes postponement of initial Pre-Proposal Meeting, an additional meeting will be scheduled within 10 business days. Notification will be sent via email. Answers to questions will be emailed to all RFP holders 10 calendar days after the meeting.

SECTION 5 - SUBMITTAL INFORMATION

All PROPOSERS should take note of the following general Submittal Information:

Additions and Modifications. OML may modify this RFP via Addenda at any time before the proposal due date. All Addenda and updates will be sent to PROPOSERS who have requested RFPs. Unless otherwise requested in writing, all Addenda and updates will be sent to the email address listed on the PROPOSERS initial application.

Receipt of all Addenda must be acknowledged, in writing, on submitted Proposals.

Expenses. PROPOSERS responding to this RFP do so solely at their expense. OML is not responsible for any PROPOSER’s expenses associated with responding to this

RFP.

Protests. PROPOSERS with Protests are directed to use the procedures set forth in ORS 137-048-0240. Protests and appeals will follow ORS 279C.110 and other applicable ORS requirements.

Submittal Requirements. Each qualified Proposal must include the information set forth in Section VII of this RFP entitled “Proposal Requirements” and address the criteria by which the Proposals will be evaluated and ranked, set forth in Section 7 of this RFP entitled “Proposal Evaluation.”

SECTION 6 - PROPOSAL REQUIREMENTS

All qualified Proposals shall include, at a minimum, the following items:

• Cover Letter. Each Proposal shall include an introductory or cover letter. PROPOSERS may use this section to introduce the Proposal and the key provisions of the Submittal.

• Authorized Representatives. PROPOSER shall list the name of the person(s) authorized to represent the PROPOSER in negotiating and signing any agreement which may result from the Proposal.

• Project Architect. PROPOSER shall list the name and qualifications of the individual who will serve as the Project Architect.

• Other Professionals. PROPOSER shall provide a list of the professionals who will assist the Project Architect in performing the Work including a current résumé for each describing qualifications, skills, and responsibilities. OML is interested in professionals with experience serving small rural libraries of comparable size to OML.

• Affirmation of Nondiscrimination. PROPOSER shall provide a copy of the firm’s policy of nondiscrimination in employment because of race, age, color, sex, religion, national origin, mental or physical handicap, political affiliation, marital status or other protected classes, and the drug-free workplace policy.

• Proof of Insurance. PROPOSER shall provide a certificate of coverage from Insurance carrier for a minimum of two million dollars coverage in professional liability insurance, comprehensive coverage, and automobile liability insurance as well as a certificate of coverage by Workers’ Compensation Insurance or an exemption.

• Natural Disaster Planning Expertise. PROPOSER shall address their expertise, or ability to access expertise, on designing for natural disaster threats such as earthquakes, floods and/or wildfire. PROPOSER should include references to any previous projects in which they have put into place any special design considerations to address such natural threats.

• Subconsultants. PROPOSER shall provide a list of the tasks, responsibilities, and qualifications of any Subconsultants proposed to be used on a routine basis along with proof of adequate professional liability insurance for any Subconsultants.

• References. PROPOSER shall provide the names and current phone numbers and contact information for the following types of references:

• General References. Individuals representing three (3) Owners, to be used as references. Describe the work performed for references. References from small library projects are preferred. Please verify that the references identified had direct contact with your proposed team members.

• Last Three Projects. The names, addresses and contact information for Owners of PROPOSER’s last three (3) projects including the number of Change Orders for each Project not initiated by the Owner.

• Professional Licensing. PROPOSER shall provide confirmation that PROPOSER is an Architect and/or Engineer licensed to provide proposed PROJECT disciplines within the State of Oregon.

• Personnel Commitment. PROPOSER shall provide an outline of Personnel they will make available for this PROJECT including their proximity to OML along with an affirmation of which personnel can respond to OML inquiries and/or be onsite within a maximum of 24 hours.

• Supporting Material. PROPOSER may provide supporting material that it believes will assist the Selection Committee in the decision process. Only relevant information should be submitted. Items that may be included in the Appendix as support material include: graphs and figures, additional references, project photos, and insurance certificates. If the consultant does not wish to include support information in the Appendix, they shall include a page indicating that “No additional support material has been provided.”

SECTION 7 - PROPOSAL EVALUATIONS

Evaluation Process Proposals will be screened pursuant to the following minimum qualifications:

• Professional Qualifications. Proposer is a licensed professional within the state of Oregon and can provide architectural and engineering services required by the project.

• Design Qualifications. Proposer can provide the design work needed by the project to the needs of OML and those required by the County and State.

• Financial Resources. Proposer has the financial resources for the performance of the desired services, or the ability to obtain such resources.

• Equal Opportunity Employer. Proposer is an Equal Opportunity Employer and is otherwise qualified by law to enter into the professional services agreement.

Once the initial screening process is completed, the remaining proposals will be evaluated under the criteria and weights accorded in Section 8 below, by an evaluation committee made up of the OML building committee.

OML is using a qualifications-based selection (QBS) process as mandated for contracts anticipated to exceed $150,000 (ORS 279C.110). As a result, selection of the most qualified candidate will be made without regard to the price of the services. If OML does not cancel the RFP, only after selecting the most qualified candidate will OML and the selected candidate enter contract negotiations for the price of the services shall direct negotiations toward obtaining written agreement on the proposer’s performance obligations, a payment methodology that is fair and reasonable to OML, and any other provisions OML believes to be in their best interest to negotiate.

If OML and the selected candidate are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to OML, OML shall, either orally or in writing, formally terminate negotiations with the selected candidate. OML may then negotiate with the next most qualified candidate. The negotiation process may continue in this manner through successive candidates until an agreement is reached or OML terminates the RFP.

It is the desire of OML to have a contract in place, for the services outlined in this RFP, no later than end of day March4, 2022

Evaluation Criteria. Proposals will be evaluated by OML using the following criteria:

• Cover Letter (Pass/Fail). PROPOSER provided a clear and complete letter of introduction.

• Capability and Availability (20 pts). PROPOSER demonstrated a capability and availability to perform the needed professional services described in this RFP.

• Public Project Experience (20 pts). PROPOSER demonstrated sufficient key staff experience with public projects of similar size and complexity to the PROJECT.

• Performance Record (20 pts). PROPOSER demonstrated ability to successfully complete similar services on time, within budget, and to the satisfaction of the owner.

• Understanding of Project (30 pts). PROPOSER demonstrated an understanding of each PROJECT category declared and demonstrated a knowledge of information specific to OML needs. PROPOSER demonstrated an ability to synthesize technical information and communicate this information in verbal, written or graphic form. PROPOSER described how their Project Team will interact with OML staff and what level of additional support will be anticipated or expected beyond those outlined in this RFP.

• Planning and Scheduling (20 pts). PROPOSER clearly relayed the methodology they would use in approaching the PROJECT and, at a minimum, provided an estimate of the amount of time needed to complete each major task along with a Preliminary Schedule of major elements.

• Code Familiarity (10 pts). PROPOSER’s familiarity with county, state and federal Permit procedures and Code Regulations.

• Project Proximity (10 pts). PROPOSER’s geographic proximity to the PROJECT site.

• Staff (20 pts). PROPOSER has adequately addressed the amount and type of resources and number of experienced staff they have within their firm available to perform the Architecture and related services described in this RFP within the applicable time limits. This includes the current and projected workloads of such staff and the proportion of time each staff member would have available for architectural or related services.

• Blue River Community Context. (15 pts). Proposer has described their understanding of the issues that are important to the Blue River Community and how those concerns might impact the development of the OML project.

• Interviews (15 pts). Results from PROPOSER’s interviews, if conducted. OML reserves the right to forgo the interview process with any/all PROPOSERS.

SECTION 8 - MISCELLANEOUS

OML Rights. OML reserves certain rights including, but not necessarily limited to:

Proposal Clarifications. OML reserves the right to seek Clarifications on any portion of a Proposal and/or request additional information OML deems reasonably necessary to allow OML to evaluate, rank, and select the most qualified PROPOSER to perform the services described in this RFP.

Proposal Rejection. OML reserves the right to Reject any or all proposals if doing so would be in the public interest, as determined by OML in its sole discretion.

Waiving of Minor Informalities. OML reserves the right to waive Minor Informalities contained in any Proposal, when, in OML’s sole judgment, it is in OML’s best interest to do so.

RFP Cancellation. OML reserves the right to cancel this RFP at any time if doing so would be in the public interest, as determined by OML in its sole discretion.

Contract Negotiations. OML reserves the right to Negotiate a final Contract that is in the best interests of OML and the public, as determined by OML in its sole discretion.

Award of Contract. OML reserves the right to award the Contract to any PROPOSER based on the evaluation criteria set forth in this RFP.

The Contract. The services and responsibilities set forth in this RFP, together with any other documents required herein, shall be included in the Contract executed by the successful proposer as indicated in the Contract form attached as Appendix A. Any open terms in the attached contract will be completed based upon OML negotiation and Awardee’s Proposal.

Proposer’s Intent. Submittal of a Proposal indicates a PROPOSER’s intent to execute the attached Contract and be bound thereby.

SECTION 9 - CONTACT INFORMATION

Direct all inquiries regarding the OML Project and this RFP to:

Priscilla Oxley Board President 5719 Avalon Aly Eugene OR 97402 Phone: 541-228-5385 Email: oxcart55@yahoo.com Aidan Wilson Treasurer, 55375 Delta Rd Blue River, OR 97413, aidanmwilson63@gmail.com, 619-919-7776.

SECTION 10 -APPENDICES

The following appendices are included in this RFP:

Appendix A: Architectural/Engineering Services Contract Appendix B Survey of the property mailto:oxcart55@yahoo.com mailto:aidanmwilson63@gmail.com