OSD_LMS-Seismic-Engineering-Services-RFP FINAL.docx

OAKLAND SCHOOL DISTRICT

REQUEST FOR PROPOSALS FOR ENGINEERING SERVICES

Lincoln Middle School Seismic Rehabilitation

CONTRACT ADMINISTRATOR:

Oakland School District Amber Soterion Business Manager Phone: 541-459-4341 x4002 Fax: 541-459-4120 Email: amber.soterion@oakland.k12.or.us www.oakland.k12.or.us

ISSUE DATE: NOV 08, 2021 RFP CLOSING (DUE) DATE NOV 30, 2021

NO LATE RESPONSES WILL BE ACCEPTED

SUBMITTAL LOCATION

Oakland School District Office Attention: Amber Soterion

Introduction:

Oakland School District (the “District”) is seeking proposals from firms for the architectural, structural, mechanical and electrical design for the Seismic Rehabilitation of Lincoln Middle School (the “Project”), located at 931 Old Town Loop, Oakland, OR 97462. In December 2020, the District applied for and received a Seismic Rehabilitation Grant (“SRG”) for the project through the Infrastructure Finance Authority: Business Oregon, based on the application prepared by Holmes Structures. The intent of this RFP is for the consultant to provide an integrated design solution for the Lincoln Middle School building. As part of this grant, a preliminary rehabilitation feasibility report was prepared for the project and is enclosed. The District was awarded $2,335,707 for the design and construction of Lincoln Middle School Seismic Rehabilitation.

Project Description:

Lincoln Middle School was originally constructed in 1953 as a single-story structure with a later addition in 1970. The school is roughly U-shape in plan and has been separated into three “building parts” for the SRG application. Building Parts A & B were both constructed in 1953 and are Building Part C was constructed in 1970. Building Part A is approximately 161 feet by 71 feet in plan and is a one-story unreinforced masonry structure. Building Part B is approximately 107 feet by 57 feet in plan and is a taller one-story URM structure housing the gymnasium. Building Part C is approximately 151 feet by 72 feet in plan and is a single-story reinforced masonry structure. The structural system does not appear to have been substantially altered since the time of original construction.

The roof structure of the school consists of straight sheathing at the roof diaphragm for both Building Parts A & B. Building Part C consists of plywood decking.

The District intends to use either the typical Design-Bid-Build procurement project delivery method or the CM/GC procurement project delivery method for this Project. Pre- Design/Schematic Design would begin immediately upon award and approval of the resulting design contract. Construction is anticipated to start in June 2022 with the Project completion expected by September 2022. The site may be vacated during the construction period.

Scope of Work:

Perform a seismic evaluation of the building, per American Society of Civil Engineers (“ASCE”) Standard 41-17 “Seismic Evaluation of Existing Buildings”. Develop rehabilitation and mitigation strategies per ASCE Standard 41-17 and the 2019 Oregon Structural Specialty Code (“OSSC”). It is the wish of the District to rehabilitate the building to meet the rehabilitation objectives as noted in the available engineering report completed by Holmes Structures.

Based on research and evaluation efforts performed during the Seismic Rehabilitation Grant (“SRG”) in preparation for the project, the structural improvements listed in the enclosed evaluation report should be considered for the existing structure. Preliminary rehabilitation drawings (enclosed) were prepared to assist in defining the necessary scope of potential rehabilitation work for this structure. The following is a potential list of seismic rehabilitation

9/20/2021Lincoln Middle School Seismic Rehabilitation Engineering Services RFP Nov 8, 2021 required to seismically rehabilitate the building to meet the requirements outlined in the SRG applications.

· Add plywood sheathing and strengthening at the roof diaphragm as req’d (including strapping, cross ties and chords)

· Provide new shear walls for in both directions

· Provide in-plane and out-of-plane connection strengthening

· Provide new out-of-plane wall bracing for thin unreinforced CMU block walls

· Brace/anchor nonstructural elements

The scope of work also includes the following services:

· Provide engineering, architecture, and project management service as required for Seismic Rehabilitation Grant Program (SRGP).

Selection Process:

This Request for Proposals (“RFP”) and the selection process will be conducted pursuant to the terms of this RFP, the Oregon Attorney General's Model Rules for Consultant Selection, OAR Chapter 137, Division 48, and the District’s applicable Board Policies.

Compensation:

Compensation will be based on a total “not-to-exceed” amount for services and reimbursable expenses, with “not-to-exceed” maximums for the following individual phases of the design: Pre-Design/ Schematic Design, Design Development, Construction Documents, Bidding, and Construction Administration services, including record documentation. The amount of compensation will be negotiated with the Apparent Successful Proposer.

Proposal Requirements:

The Proposer and all firms, subsidiaries and individuals providing professional services shall be currently licensed to practice in each of their respective areas of professional expertise in the State of Oregon and shall comply with all State of Oregon Architect and Professional Engineer licensure requirements.

The submittal must include the following, in addition to what is required to comply with the Evaluation Criteria below:

· The firm’s name, address, and phone number.

· The name of the contact person within the firm and his/her email address.

· Brief resumes of key staff the firm proposes to provide services on this project, along with specific projects each of these persons has worked on in the past three years.

· The name and Oregon registration number of the Professional Engineer who will serve as the Engineer-of-Record.

· The construction cost and building area (in gross square feet) of each reference project.

· Date of completion of each reference project.

· Location of each reference project.

· The function of each reference project.

· The construction delivery method used for each reference project.

· Whether the project was completed on schedule and within the budget or not.

If awarded the Contract, the Proposer must accept, as Contract performance obligations, the duty to actively pursue the plans as set forth in the Proposer’s response.

Evaluation Criteria:

Please indicate in writing the following information about your firm’s ability and desire to perform this work. Firms will be rated based upon the weight assigned to each item as noted in parentheses at the end of each statement below.

A. EDUCATIONAL FACILITIES RENOVATION EXPERIENCE. Describe your firm’s recent (past five years) experience designing renovations for education facilities, working within a campus, and implanting the campus’s design criteria. Include at least three (3) relevant projects completed by the firm with photographs or illustrations. Project information shall include project size, construction type, building uses, construction budget, construction delivery method, and project timeline/completion date. The District strongly encourages ESB/MBE/WBE businesses for the District contracts and projects. Identify if firm is an ESB/MBE/WBE business. (25)

B. SUBCONSULTANTS. Identify the sub consultants and their key personnel for this project. Describe their recent (past ten years) experience, and their specific role in designing similar facilities. Identify if sub consultants are ESB/MBE/WBE businesses. (10)

C. PERFORMANCE RECORD. Past record of performance on contracts with governmental agencies, including school districts, with respect to such factors as project cost control, quality of work, ability to meet schedules, and contract administration. Three (3) references must be provided, preferably for projects of similar type and size. (15)

D. SEISMIC REHABILITATION GRANT PROGRAM EXPERIENCE. Past performance on projects funded by the Seismic Rehabilitation Program. Provide examples of lessons learned and examples of how your firm has worked with Owners and Contractors to minimize surprises during seismic rehabilitation projects. (20)

E. PROJECT APPROACH. Describe what special services, systems, or qualifications the firm has that would benefit the District in this project. The Proposal shall also provide a proposed schedule for the project. (15)

F. PROJECT COST MANAGEMENT. Describe how your firm ensures quality control throughout the design and construction process. (5)

Evaluation Process:

The selection committee will score each submittal based on responses to the evaluation categories. Submittals will be rated based upon the weights assigned to each item as noted in the parentheses at the end of the categories.

The RFP also requires reference information for your firm. The District will utilize this information and any other independently obtained references that can provide background on the firm. This information will not be separately scored, but results obtained from these and/or other reference checks will be utilized in evaluating and scoring in the other categories and in the final ranking.

The evaluation committee will meet and use the individual evaluation committee member rankings as a beginning of their discussion. The discussion of the responses will include firm strengths and weaknesses and the individual evaluation committee member scorings. The committee reserves the option to interview finalists as ranked from the results of the evaluation committee discussion and scoring.

Selection Procedure and Timetable:

ORPIN will black-out and is no longer be available as of June 16, 2021, after that date the only online access will be the OregonBuys webpage at oregonbuys.gov, Open Market Bid S-P10001-00001193.For this reason, any addenda or posted questions to answers will only be posted to OregonBuys’ website. It is the proposer’s responsibility to check this website frequently for any updates.

The selection procedure described below will be used to evaluate the capabilities of interested firms to provide the professional services to the District for this Project.

Proposer, Award posted on Oregon Buys

Submission:

Submit one unbound original of your written proposal with wet signature, along with an electronic version on thumb drive, to be received by the closing date and time listed in this document to:

Amber Soterion Oakland School District

Oakland, OR 97462 Phone: 541-459-4341 Fax: 541-459-4120

Your response must be contained in a document not to exceed fifteen (15) single-sided pages including pictures, charts, graphs, tables and text the firm deems appropriate to be part of the review of the firm’s response. Resumes of key individuals proposed to be involved in this project are exempted from the 15-page limit and should be appended to the end of your response. No supplemental information to the 15-page Proposal will be allowed. Appended resumes of the proposed key individuals, along with a transmittal letter, table of contents, front and back covers, and blank section/numerical dividers, etc., will not be counted in the 15-page limit.

Information shall be presented in the same order as the above evaluation criteria. The response should be submitted in an unbound format. The basic text information of the response should be presented in standard business font size (minimum 10-point), and reasonable (prefer 1 (one) inch) margins. Your response must be signed by an officer of your firm with the authority to commit the firm.

The District may reject any submittal not in compliance with all prescribed public bidding procedures and requirements and may cancel this solicitation or reject for good cause, all responses upon finding by The District that it is in the public interest to do so.

Please note that throughout this Project, the District will not accept responses or queries that require the District to pay the cost of production or delivery.

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

Questions:

All questions and contacts with the District regarding any information in this RFP must be addressed in written form to the Contract Administrator at the address, email or fax listed in this document.

Solicitation Protests:

Respondents may submit a written request for clarification or change or protest of solicitation provisions and specifications and contract terms and conditions (including comments on any specifications that a firm believes limits competition) to the Contract Administrator at the address, email or fax listed in this document. Such requests and protests must be received no later than 5:00 pm, November 18th, 2021. Such requests or protests must state the reasons for the request or protest and any proposed changes to the solicitation provisions and specifications and contract terms and conditions.

Failure to file a protest by this time will be deemed a waiver of any claim by a respondent. The District will issue a written disposition of each such protest no less than three (3) business days before proposals are due. If the District upholds the protest, in whole or in part, the District may, in its sole discretion, issue an addendum reflecting its disposition or take other appropriate action.

Change or Modification:

Any change or modification to the specifications or the procurement process will be in the form of an addendum to the RFP and will be made available to all firms via email from the Contract Administrator. No information received in any manner different than as described herein will serve to change the RFP in any way, regardless of the source of the information. Any request for clarification or changes or protest of anything contained in an addendum must be received by the date and time stated in the addendum, or they will not be considered.

Selection Protests:

Any respondent to this RFP who claims to have been adversely affected or aggrieved by the selection of a competing respondent may submit a written protest of the selection to the Contract Administrator at the following address within seven days after notification of that selection:

Amber Soterion Business Manager Oakland School District PO Box 390 Oakland, OR 97462 Phone: 541-459-4341 Fax: 541-459-4120 Email: amber.soterion@oakland.k12.or.us

Any such protests received by the Contract Administrator after the seven days will not be considered. The protest must state clearly the basis (or bases) for the protest and any legal authority in support thereof. At the request of the protester, a hearing will be conducted before District staff. At such hearing, the protester and other interested parties will have the opportunity to appear and make an oral presentation of the basis for protest. The Business Manager will either uphold or deny the protest. If the protest is denied, the District will proceed to award the Contract as planned. The selection decision notification will be made by the Contract Administrator via email.

Proprietary Information:

The District will retain this RFP 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 part of a file or record, which will 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 with the following legend: “This data constitutes a trade secret under ORS 192.501(2), and must not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bone fide trade secrets, and the exception from disclosure applies only “unless the public interest requires disclosure in the particular instance”. Therefore, 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.

To facilitate public inspection of the non-confidential portion of the response, material designated as confidential must accompany the response, but must be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment will be publicly available regardless of any designation to the contrary. Any response marked as a trade secret in its entirety will be considered non-responsive and will be rejected.

Project Contract:

The District is seeking to award a contract to an architecture firm for schematic design, design development, construction documents, bidding, and construction phases. The successful proposer is required to provide and execute a contract satisfactory to the District.

Certification of Compliance with Tax Laws:

By submission of your proposal, the signatory (a duly authorized representative of the submitting firm) must certify that the firm is not, to the best of their knowledge, in violation of any Oregon tax law. For purpose of this certification, “Oregon Tax Laws” means a state tax imposed by ORS 320.005 to 320.150 and 403.200 to 403.250, ORS Chapters 118, 314, 316, 317, 318, 321 and 323; the elderly rental assistance program under ORS 310.630 to 310.706; and local taxes administered by the Oregon Department of Revenue under ORS 305.620.

Insurance Provisions:

During the term of the resulting contract, the successful proposer will be required to maintain in full force, at its own expense, from insurance companies authorized to transact business of insurance in the state of Oregon, each insurance coverage/policy as set forth in the contract.

ESB/MBE/WBE:

The District is committed to increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses, and the District strongly encourages its consultants to utilize these businesses in providing services and materials for the District contracts and projects.

Additional Requirements:

Pursuant to OAR 580-061, by submitting a proposal, the proposer certifies that the proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts.

Pursuant to OAR 580-061-0040, Proposers are hereby notified that policies applicable to consultants and contractors have been adopted that prohibit sexual harassment and that proposers and their employees are required to adhere to the District’s policy prohibiting sexual harassment in their interactions.

Exhibits:

Exhibit A - Lincoln MS - Seismic Evaluation Report, December 9, 2020 prepared by Holmes Structures

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