Posted Purchasing Version~1.pdf

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Request for Qualifications

Architectural and Engineering Services

Retractable Dome – 50 Meter Pool

REQUEST FOR QUALIFICATIONS

RFQ # 02202024

RFQ CLOSING (DUE) DATE: March 8th, 2024, 12:00 PM, Local Time

NOLATE RESPONSES WILL BE ACCEPTED

SUBMIT TO:

Mt. Hood Community College

Attn: Mejdi Mahjoub Purchasing Agent

26000 SE Stark St. Rm 50 Gresham, Oregon 97030

Mandatory Pre-Proposal Meeting Interested parties are required to participate in a pre-proposal meeting on Friday Mach 1st, 2024 at 11:00 am at the Gresham campus 26000 SE Stark St. Please call (503) 491-6085 to confirm your attendance and receive location directions.

PROPOSALS DUE: March 8th, 2024 by 12:00 p.m. local time

Envelope(s) shall be sealed and marked with RFQ Project Title.

Submit one (1) original, 6 copies and (1) thumb drive with a digital copy

Questions should be submitted in writing at Mejdi.Mahjoub@mhcc.edu and will be answered by written addenda.

Timelines mailto:Mejdi.Mahjoub@mhcc.edu

RFQ Published 02-23-2024

Mandatory Pre-Proposal Meeting 03-01-2024 at 10:00 a.m. - Call to RSVP

Deadline for Questions 03-05-2024 at 9:00 a.m.

Proposals Due 03-08-2024 at 12:00 p.m.

Notice of Intent to award (tentative) 03-12-2024

The College reserves the right to adjust the above noted schedule as needed.

GENERAL INSTRUCTIONS AND CONDITIONS

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INVESTIGATION – The Proposer shall make all investigations necessary to be informed regarding the service(s) to be performed under this request for proposal.

SPECIAL CONDITIONS – Where special conditions are written in the Request for Proposal, these special conditions shall take precedence over any conditions listed under the Professional, Technical and Expert Service “General Instructions and Conditions".

CLARIFICATION OF REQUEST FOR QUALIFICATIONS –

Proposers who request a clarification of the RFQ requirements must submit questions in writing to the person(s) shown in the QUESTIONS section on the cover of this RFQ, or present them verbally at a scheduled pre-proposal meeting, if one has been scheduled. The College will issue a response in the form of an addendum to the RFQ if a substantive clarification is in order.

Oral instructions or information concerning the Request for Qualifications given out by College employees or agents to prospective Proposers shall not bind the College.

ADDENDUM - Any change to this RFQ shall be made by written addendum issued no later than 72 hours prior to the proposal due date. The College is not responsible for any explanation, clarification or approval made or given in any manner except by addendum.

COST OF PROPOSAL – This Request for Qualifications does not commit the College to pay any costs incurred by any Proposer in the submission of a proposal or in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the services to be furnished under the Request for Qualifications.

CANCELLATION - The College reserves the right to modify, revise or cancel this RFQ. Receipt and evaluation of proposals or the completion of interviews do not obligate the College to award a contract.

LATE PROPOSALS – Proposals received after the scheduled closing time for filing will be returned to the Proposer unopened.

REJECTION OF PROPOSALS – The College reserves the right to reject any or all responses to the Request for Qualifications if found in the College’s best interest to do so. At the College’s discretion, litigation between the College and a Proposer may be cause for proposal rejection, regardless of when that litigation comes to the College’s attention and regardless how the Proposer’s proposal may have been scored.

Proposals may also be rejected if they use subcontractors or subconsultants who are involved in litigation with the College.

Proposers who are concerned about possible rejection on this basis should contact the College before submission of a proposal for a preliminary determination of whether its proposal will be rejected.

BUSINESS LICENSE – Successful Proposer shall obtain a current Business License prior to initiation of contract and commencement of the work.

WORKERS’ COMPENSATION INSURANCE - Successful Proposer shall be covered by Workers’ Compensation Insurance or shall provide evidence that State law does not require such coverage.

CERTIFICATION AS AN EEO AFFIRMATIVE ACTION

EMPLOYER – Successful Proposers must abide by a policy of Equal Employment Opportunity Affirmative Action.

LOCAL CONTRACTING – If the final evaluation scores are otherwise equal, the College prefers goods or services that have been manufactured or produced by a Local Business. The College desires to employ local businesses in the purchase, lease, or sale of any personal property, public improvements or services. The College wants the residents of the State of Oregon to benefit from optimizing local commerce and services, and the local employment opportunities they generate.

RESIDENT RESPONDENT - Respondents will be required to attest as to whether they are resident or nonresident Respondents in accordance with provision of ORS 279C.365.

Please use the College’s form.

CONFLICT OF INTEREST – A Proposer filing a proposal thereby certifies that no officer, agent or employee of the College who has a pecuniary interest in this Request for Qualification has participated in the contract negotiations on the part of the College, that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer of the same request for proposals, and that the Proposer is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm.

AWARD – Proposer selection may include, but is not limited to, negotiation with the highest ranked Respondent, competitive negotiations, multiple-tiered competition designed to identify a class of Respondents that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked responders, or any combination of methods, as authorized or prescribed by rules adopted under 279A.065.

CONFIDENTIALITY – All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Oregon Public Records Act (ORS 192.410 et seq.), except such portions of the proposals for which Proposer requests exception from disclosure consistent with Oregon Law. Any portion of a proposal that the Proposer claims constitutes a “trade secret” or is “confidential” must meet the requirements of ORS 192.501, ORS 192.502 and/or ORS 646.461 et seq. If the entire proposal is marked as constituting a “trade secret” or being “confidential,” at the College’s sole discretion, such a proposal may be rejected as non-responsive.

The College has the authority to waive minor irregularities and discrepancies that will not affect the competitiveness or fairness of the solicitation and selection process.

These Professional, Technical and Expert Services Request for Proposal “General Terms and Conditions" are not to be construed as exclusive remedies or as a limitation upon rights or remedies that may be or may become available under ORS Chapter 279.

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PART I CONTRACT REQUIREMENTS

SECTION A GENERAL INFORMATION

The College is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposer(s)”, with demonstrated experience in projects of this type, size and complexity to provide Architectural and Engineering services for the site work evaluation and preparation for the installation of a manufactured DynaDome retractable structure for the MHCC Aquatic Center outdoor 50M pool located in Gresham, Oregon.

The MHCC outdoor 50M pool is an Olympic size pool that holds training and events for state and federal organizations. National level competitions have been held at the facility in the past. MHCC has a desire to allow for year around use and operation of this pool.

To accomplish this, MHCC has looked at a variety of designs and opportunities for having a flexible solution that allows for year-round use. The DynaDome retractable structure was selected through a competitive bid process and is currently in design with DynaDome architectural team.

The successful Proposer chosen by the evaluation committee shall provide all necessary architectural and engineering support for site work evaluation and scope development for contractor bidding, design development, construction documentation and construction administration services in coordination with MHCC to:

a. Design construction plans and specifications for the site work preparation for the placement of the DynaDome fabricated retractable structure.

b. Provide site lighting for security and safe use while minimizing visibility of light sources.

Provide lighting, which is dark-sky friendly.

c. Coordinate with the College Project Management team to prepare project proposals designed to meet permit requirements and the College’s desire for public involvement.

d. Complete a boundary and topographic survey of the site sufficient to meet all permit, land use, design and construction needs.

e. Complete a geotechnical analysis of the site sufficient to meet permit, design and construction needs. Ensure the building will meet the seismic requirements for an educational facility.

f. Attending public hearings and making presentations as needed, including presentations.

g. Assist in development of all planning and implementation steps to comply with environmental regulations. Complete the City and County application and submittal as necessary to meet all land use requirements.

h. Coordinate with DynaDome architectural team to gain insight on proposed design and provide feedback on any necessary site architectural/engineering needs that may modify DynaDome’ s final design. It is expected that the architectural and engineering teams will work in a spirit of cooperation to ensure the final designs match up for a successful project for MHCC. Please note that DynaDome will provide signed and sealed Structural Drawings for the Dome Structure and provide loads only for the associated dome footings that need to be designed by a local structural engineer. The Design Professional shall be responsible for providing Structural Engineering for any miscellaneous design features of the project aside from the Dome structure.

i. Services shall include code analysis and arranging preliminary meetings with local Authorities having Jurisdiction to confirm project requirements in terms of building code impacts, local zoning and development regulations, and local Health Department / Pool Code requirements.

j. The Proposer shall meet with the College to confirm all project criteria and design parameters / features to be included in the design (including but not limited to HVAC, lighting, electrical, life safety features, pool upgrades, etc.).

1. INTRODUCTION

2. BACKGROUND

3. SCOPE OF WORK

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k. The Proposer shall prepare complete Construction and Bidding Documents for the project including Architectural, Mechanical, Electrical, Plumbing, Fire Protection, and Fire Alarm, as required.

l. The Proposer shall assist the College with public bidding of the project (and/or selection of the CM at risk) in order to secure the services of a general contractor for the project.

January 2024 Selection of retractable cover for 50M pool - completed February 2024 Initiation of DynaDome architectural team – in progress March 2024 Architectural and Engineering firm engaged for site work May 2024 Site construction GC package completed for bidding

June/July 2024 GC selected for site work Aug 2024 Start of site construction Nov 2024 DynaDome team assembly of retractable structure Dec 2024 final Project completion / closure

The College reserves the right to adjust the above noted schedule as needed.

WORK REQUIREMENTS

a. The Proposer shall be licensed to practice architecture / engineering in the locale where the project is located.

b. The successful Proposer will promote a multi-disciplinary, integrated approach to design and construction that uses material, energy and water resources efficiently, minimizes site impacts, maximizes on-site storm water management, addresses the health issues relating to construction and indoor environments, and supports the use of “environmentally preferable” and local products while meeting the College’s fiscal and programmatic responsibilities.

c. Following an agreement to the fee negotiation period between the College and highest-ranking Proposer, the Proposer will be expected to enter into a not-to-exceed personal services contract.

d. The College has determined an anticipated cost for the requested services. After selection of the most qualified firm based upon the RFQ’s Evaluation Criteria, the fee negotiation phase of the procurement will begin and shall include the Proposer's true estimated cost to perform the work irrespective of the College’s budgeted funds for this work. The estimated total construction budget for this project is 7.5M. In addition to the new building, this figure includes site preparations, infrastructure, parking, landscaping, irrigation, and other necessary site improvements. The construction GMP must be within the estimated budget, which includes preconstruction services, estimated cost of the work, and CMGC fees. The estimated construction budget does not include A&E fees, furniture and equipment, owner contingency, SDCs, permitting, and other “soft costs” associated with the project.

e. The project will be designed and constructed through a combination of grant, bond, and direct college funding. As a result of a strict budget, the pre-construction design phase will need to value engineer as necessary to create a design within the funding available for construction. A Personal Services Contract with a not-to-exceed amount will be negotiated with the successful Proposer.

f. The College may require limited access to public work sites. The College may request, and the successful Proposer shall assist the Contractor to implement steps to ensure the security of the College Facility. Employees of the Proposer, Subconsultants and the Contractor may be subject to background checks. The successful Proposer’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel.

4. PROJECT SCHEDULE

SECTION B

1. TECHNICAL OR

REQUIRED SERVICES

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Services below follow typical alignment on construction project phases and can be modified upon agreement of both parties to align with the scope and timeline of this project. The goal is having all of the necessary components to properly design and document for a successful project.

a. Pre-Design: Program Development and Documentation Review

1. Review all available documents regarding previous studies and proposals. Some of the available studies may be preliminary in nature or incomplete and further investigation may be required for an adequate design response. Notify the Project Manager of the information needed.

2. Review the completed preliminary programming information and make recommendations for improvement. The tasks associated with the review/revision process may include identifying and recommending improvements to currently listed space usage; and preparing a revised program.

3. Prepare a more detailed project schedule from the preliminary project schedule required for this RFP that identifies the necessary major tasks and/or benchmarks during the design process.

Include the County’s design review process required for a building permit. Estimate the time required to accomplish each major task, including those associated with design review. The project schedule shall be updated throughout the design process.

4. Prepare a companion document that identifies potential risk issues that could negatively impact the project budget or schedule. The successful Proposer shall help develop strategies to mitigate these risk impacts. The risk assessment document shall be updated throughout the design and construction process.

5. Participate in a project kick-off meeting with the Project Team to formulate a design statement in which major project goals and the means of implementation are identified. The Project Team is at a minimum the A/E design team, the College’s Project Manager. Other College staff may also be included as members of the Project Team, as necessary.

b. Schematic Design Phase (SD)

1. Develop a well thought out, and complete preliminary Schematic Designs that satisfies the program requirements for the project. The successful Proposer will present to the full Project Team, with complete explanations for how each was derived. It is expected that alternatives will be provided and discussed. Include discussions of cost in relation to budget adherence in the presentation of each design. Show or otherwise describe preliminary selections of major systems and construction materials.

2. From the responses to the preliminary Schematic Designs, prepare a semifinal Schematic Design for the project and review it with the Project Team.

3. Provide design and project management services as required to assist and support the effort to obtain a building permit. The College will pay charges for the Planning Department land use permit and the Building Department plan check and building permit. Participate in any public meetings as required.

4. The successful Proposer may suggest additional appropriate green design strategies for consideration by the Project Team and shall report on implementation of green strategies at design meetings.

c. Design Development Phase (DD)

1. Upon approval of the Schematic Design by the College’s Project Management team, proceed with Design Development documents.

2. Conduct a Value Engineering Charrette as necessary to ensure the project will meet budget requirements and assist the College’s Project Management Team in the development of a construction phase scope.

3. Coordinate with the College’s Project Management team to provide input into project staging, building systems, materials, methods of construction, constructability, schedule, construction access and other elements that will affect project cost, quality and schedule.

4. Provide all documentation necessary to describe the scope, existing systems and new system relationships, appearance of the project, and all landscape, architectural, structural, mechanical and electrical systems by means of plans, sections, elevations, typical construction details, and equipment layouts.

5. In cooperation with the college, develop specifications that identify major materials and systems, and establish, in general, their quality levels.

2. OTHER

REQUIREMENTS

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6. Prepare a semi-final set of DD documents and review with the College’s Project Manager and Project Team.

7. Integrate information from the College’s Project Manager and Project Team review into final DD documents and present it to the Project Team.

8. Collaborate with Project team and develop cost estimates.

9. Obtain approval from the College’s Project Manager before proceeding with Construction

Documents.

10. Complete and file application for Land Use permit as necessary. Attend design, review and process meetings as previously described, and distribute meeting notes to attendees.

d. Construction Documents Phase (CD)

1. Provide Construction Documents, drawings and specifications, based upon the DD documents approved by the College, including all requirements that may be required as part of the land use approval.

2. These documents describe in adequate detail all aspects of the construction of the project. CDs should be clear and complete in order to keep change orders to a minimum.

3. CDs shall be submitted for review to the Project Manager at 50% and 95% completion.

At the time of submittals, the successful Proposer shall submit a list of issues needing resolution and what information is needed.

4. Successful Proposer shall submit a minimum of 4 drawing sets and specifications for review.

e. Bid Phase

1. The successful Proposer shall submit the final and complete CDs to the College’s Project Manager and shall be responsible for printing the number of sets determined by the Design Team to be necessary. Printing costs are to be paid by the College as a reimbursable expense to the Proposer.

2. The college, with assistance of the A&E team, will competitively bid out the site work construction scope.

3. The successful Proposer shall attend the pre-bid and pre-construction meetings.

4. Successful Proposer shall collaborate with the college on responses to any substitution requests and may be asked to respond to questions and to provide additional support during the bid phase.

f. Construction Administration Phase (CA)

1. The successful Proposer shall provide standard Construction Administration services including periodic site visits to review the progress of the work, review of contractor pay applications, submittals, and RFI’s.

2. The successful Proposer shall perform timely site visits and observe construction to the degree necessary and as required to ensure conformance with the CDs.

3. The successful Proposer shall attend weekly construction meetings and perform on-going A/E tasks (requests for information, review change order requests, assist in approving contractor payment applications using standard or agreed upon forms as required during construction as required to implement the project.

4. Work with the contractor to provide the College with a Traffic Control Plan that will protect the public from the potential impacts of construction access and schedule conflicts.

5. The successful Proposer shall prepare meeting notes for electronic distribution no later than 48 hours after the meeting. Meeting notes shall contain, at a minimum, adequate detail to document construction progress, action items, decisions, and risk issues that could negatively impact schedule or budget.

6. Provide a full record drawing set (“as built”) with latest AutoCAD release or compatible version, on compact disks (CD’s) and also provide copies of public utilities. Co-ordination with the contractor will likely be required; however, the successful Proposer will not be held liable for the accuracy of the information received from the Contractor and Subcontractors regarding the site and building improvements but shall to the best of their ability ensure that information is correct and true. These drawings will become the property of the College at the end of the project.

Successful Proposer shall be released from responsibility for future work done using these drawings not directly involving the successful Proposer. Drawing files shall conform to County standards and file naming conventions. Drawings illustrating as-built utilities shall be certified

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7. At the end of the CA phase, provide the College with all back-up documentation showing compliance to stated goals for sustainability and energy efficiency.

8. Provide an “Owner’s Manual” at project completion containing all site element sources, subcontractor and manufacturer contact information, manufacturer owner’s manuals, warranty information, as-built plans, and other relevant data.

9. Near the end of the project the Design Professional shall attend a final punch list walk-thru and then upon notice from the Contractor that the work is complete, attend a final completion walk-thru. The Design Professional shall issue the certificate of Substantial Completion and the certificate of Final Completion

a. The College has assigned a project manager to oversee the successful Proposer’s work and provide project and information support as needed.

b. College Facilities team will provide knowledge, information, available drawings, and support the project.

c. College Aquatics team will provide input and feedback on how the pool is used and any relative operational information.

d. College will provide Purchasing requirements and payment for A&E team, contractor, permit costs, and associated expenses.

e. The College will provide communications as needed through Facilities, or the Brand, Marketing, and Communications team.

f. The College Facilities representatives will attend Board or college meeting updates and will be the liaison for the Proposer and Contractor.

g. The College Facilities and Purchasing representatives will ensure that all college processes and regulations are communicated and met internally.

h. The College Facilities and Project Manager will provide direction and any communication or conflict resolution with the structure provider if needed.

The College anticipates having the successful Proposer begin work immediately upon contract execution with submittal of final deliverables to the College by the deadline specified herein.

Proposals containing earlier completion of deliverables are acceptable and highly encouraged.

The successful Proposer(s) shall agree to maintain continuous, uninterrupted coverage of all insurance as required by the College. Such insurance shall cover all activities of the Proposer arising directly or indirectly out of the Proposer’s work, including the operations of its subconsultants of any tier. An insurance company deemed acceptable by the College must underwrite coverage provided by the Proposer. The College reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without a 30-day written notice provided to the College. Any failure to comply with this provision will not affect the insurance coverage provided to the College. Certificates of such insurance shall be provided to the College prior to commencement of the work. No contract shall become effective until the required insurance certificates have been received and approved by the College. A renewal certificate shall be sent to the College 10 days prior to coverage expiration. The procuring of such required insurance shall not be construed to limit the Proposer’s liability hereunder. Notwithstanding such insurance, the Proposer shall be obligated for the total amount of any damage, injury, or loss caused by negligence or neglect of any consultant connected with the contract. The Sample Contract, attached as Exhibit B, contains the required limits and coverage for Commercial General Liability Insurance, Commercial Automobile Insurance, Workers’ Compensation Insurance and Professional Liability Insurance.

The Commercial General Liability Insurance and Commercial Automobile Insurance policies and other policies the College deems necessary shall include the College as additional insured’s.

4. PERIOD OF

PERFORMANCE

3. WORK PERFORMED BY

THE COLLEGE

6. INSURANCE

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PART II PROPOSAL PREPARATION AND SUBMITTAL

PRE-PROPOSAL MEETING/CLARIFICATION

A pre-proposal meeting and/or site visit is scheduled for this project on March 1st, 2024 This is a mandatory meeting; therefore, all Proposers are required to attend if they intend to submit a proposal. Proposals received from Proposers who do not attend this mandatory meeting will not be considered and will be returned to the Proposers unopened.

Questions and requests for clarification regarding this Request for Qualifications must be directed to the email listed below. The deadline for submitting such questions/clarifications is 9:00 a.m. March 5th, 2024. An addendum will be issued no later than seventy (72) hours prior to the proposal due date to all recorded holders of the RFQ if a substantive clarification is in order.

PROPOSAL SUBMISSION

Sealed proposals must be received no later than the date and time, and at the location, specified on the cover of this solicitation. The outside of the envelope shall plainly identify the subject of the proposal. It is the Proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time, and at the location specified. Proposals received after the specified closing date and/or time shall not be considered and will be returned to the Proposer unopened. The College shall not be responsible for the proper identification and handling of any proposals submitted to an incorrect location.

Proposals must be clear, succinct, and shall not exceed twenty (25) pages (8 1/2” X 11”) and use a font size for type no smaller than 12 pt. Section dividers, title page, and table of contents do not count in the overall page count of the proposal. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. Upon selection for an Oral Interview, Proposers may bring larger format presentation boards or alternate forms of presentation but all materials submitted shall be reproducible to 8 1/2 X 11 formatting and shall become the property of the College.

For purposes of review and in the interest of the College goals for sustainability that Proposers use submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled products and the College discourages but does not prohibit the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, and plastic or glossy covers or dividers. Alternative bindings such as reusable/recyclable binding posts, reusable binder clips or binder rings, and recyclable cardboard/paperboard binders are examples of preferable submittal materials. Proposers are encouraged to print/copy on both sides of a single sheet of paper wherever applicable; if sheets are printed on both sides, it is considered to be two pages. Color is acceptable, but black and white printing or copying should not lose content. All submittals will be evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The ability to follow these instructions demonstrates attention to detail.

Proposers must provide all information as requested in this Request for Qualifications (RFQ). Responses must follow the format outlined in this RFQ. Additional materials in other formats or pages beyond the stated page limit(s) may not be considered. The College may reject as non-responsive, at its sole discretion, any proposal or any part thereof, which is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposal responses shall be organized in the following manner and shall address each item listed in the Evaluation Criteria (Exhibit A):

1. Cover Letter

2. Background/ Experience (including experience with Pools & Retractable Domes)

3. Project Team (including Project Scope and team member responsibility)

4. Approach, Cost, Quality and Innovation / Schedule

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EVALUATION CRITERIA

By submitting a response, the Proposer is accepting the terms of this Request for Qualifications and its attachments.

In addition to the requirements listed to satisfy the evaluation criteria a cover letter shall be submitted.

The Cover Letter must include the following:

• RFQ project title

• name(s) of the person(s) authorized to represent the Proposer in any negotiations

• name(s) of the person(s) authorized to sign any contract that may result

• contact person’s name, mailing or street addresses, phone and fax numbers and email address

PART III PROPOSAL EVALUATION

SECTION A PROPOSAL REVIEW AND SELECTION

1. EVALUATION CRITERIA Each proposal shall be evaluated on the evaluation criteria, as shown in the Evaluation

Criteria attachment (Exhibit A).

2. PROPOSAL REVIEW An evaluation review committee will be appointed to evaluate the proposals received.

For the purpose of scoring proposals, each committee member will evaluate each proposal in accordance with the criteria and point factors listed above. The evaluation committee may seek outside expertise, including but not limited to input from technical advisors, to assist in the evaluation process.

The successful Proposer shall be selected by the following process:

a. An evaluation committee will be appointed to evaluate submitted written proposals.

b. The committee will score the written proposals based on the information submitted according to the evaluation criteria.

c. A short list of Proposers, based on the highest scores, will be selected for oral interviews.

d. Final scores, based on the same evaluation criteria, will be determined following the oral interviews.

All communications shall be through the contact referenced in the RFP.

The College has the right to reject any or all proposals for good cause, in the public interest.

At any point during the evaluation process, the College is permitted, but is not required to seek clarification of a proposal. However, a request for clarification does not permit changes to a proposal.

3. CLARIFYING PROPOSAL

DURING EVALUATION

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SECTION B CONTRACT AWARD

As a matter of qualifications-based selection (QBS) the College will attempt to reach a final agreement with the highest scoring Proposer. However, the College may, in its sole discretion, terminate negotiations and reject the proposal if it appears agreement cannot be reached. The College may then attempt to reach a final agreement with the second highest scoring Proposer and may continue on, in the same manner, with remaining proposers until an agreement is reached.

The proposal and all responses provided by the successful Proposer may become part of the final contract. The form of contract shall be the College's Standard Contract.

REVIEW:

Following the Notice of Intent to Award, the public may view proposal documents.

However, any proprietary information so designated by the Proposer as a trade secret or confidential and meeting the requirements of ORS 192.501, 192.502 and/or ORS

646.461 et seq., will not be disclosed unless the County District Attorney determines that disclosure is required. At this time, Proposers not awarded the contract may seek additional clarification or debriefing, request time to review the selection procedures or discuss the scoring methods utilized by the evaluation committee.

PROTESTS OF CONTRACT AWARDS:

Protests may be submitted to the College only for formal solicitations resulting in contract(s) only from those Proposers who would receive the contract if their protest was successful.

Protests must be in writing and received by the College within seven (7) calendar days, UNLESS OTHERWISE NOTED, following the date the College’s Notice of Intent to Award was issued. The protest must specifically state the reason for the protest and show how its proposal or the winning proposal was miss-scored or show how the selection process deviated from that described in the solicitation document. No contract will be awarded until the protest has been resolved.

Protests must be timely and must include all legal and factual information regarding the protest, and a statement of the form of relief requested. Protests received later than specified or from other than the Proposer who would receive the contract if the protest was successful will not be considered. The exercise of judgment used by the evaluators in scoring the written proposals and interviews, including the use of outside expertise, is not grounds for appeal.

The College may waive any procedural irregularities that had no material effect on the selection of the proposed contractor, invalidate the proposed award, amend the award decision, request the evaluation committee re-evaluate any proposal or require the College to cancel the solicitation and begin again to solicit new proposals. The College shall create a written opinion on the protest and forward the opinion to the Local Contract Review Board (Board of Education) for further action. In the event the College’s Board returns the matter to the evaluation committee, the College shall issue a notice canceling the Notice of Intent to Award.

Decisions of the Board of Education are final and conclude the administrative appeals process.

1. CONSULTANT

SELECTION

2. CONTRACT

3. AWARD REVIEW AND

PROTESTS

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Exhibit A

ARCHITECT AND ENGINEERING EVALUATION CRITERIA

Proposals will be evaluated on the basis of the below weighted evaluation categories from the Proposer provided documents:

Cover Letter Background / Experience Project Team Approach, Cost, Quality & Innovation / Schedule

A. Background / Experience 35% All of the elements of design services including;

1. Architecture

2. Civil Engineering

3. Structural Engineering

4. Mechanical Engineering

5. Electrical Engineering

6. Planning (land use permitting)

7. General Contractor Coordination and Integration

1. Provide a description of the proposing firm(s) which include(s) the type of work in which the firm specializes; the number of College facilities/projects designed within the last 10 years; any similar projects which included site work preparation for manufactured structures; experience with aquatics facilities; also describe the design style(s) that is emblematic of the firm’s work.

2. List the names of all persons with an ownership interest in the company(s), the primary bank, insurer, accounting firm, and legal office used by the contracting firm and include names and contact information for each.

3. State whether the firm is or has been named as a plaintiff, or defendant, in any mediation, arbitration, litigation or other legal action with an owner, client or contractor, in the previous 10 years, regardless of the outcome. State whether, during the last 10 years, the firm has made a settlement, or been ordered to make a payment to a plaintiff or claimant, or has been found in violation of a regulatory statute which has resulted in a fine, disbarment or other action by regulatory agencies (information required to be kept confidential in any settlement agreement need not be disclosed in the proposal).

4. List and briefly describe a minimum of five relevant College facilities designed by the firm within the last 10 years, with respective client references and their phone number, fax number, and E-mail addresses. Provide general contractor references for the respective projects with construction project manager names, including phone number, fax number, and E-mail addresses for each reference. List key personnel for each of those projects and indicate whether they are on the current proposing team for this project. Firms with more recent experience will be given preference.

B. Project Team 25%

1. Identify the project team, which includes all joint venture or partnering firms for this project. Include the project manager and key personnel that will be assigned to this project. Also include the specialty consultants, such as Healthcare Design consult or a consulting firm specializing in Aquatics facilities, and all other individuals on the team that include but are not limited to the engineering firm(s) that will support the completion of this project. Provide resumes of each member of the project team describing their educational background, percentage time commitments for this project, work history, and area of responsibility. Provide a statement of the team member’s particular expertise and experience on similar projects, and with an emphasis on similar College and facilities. List other current projects for these people and the beginning and anticipated end dates for those projects.

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2. Identify previous College aquatics or sports training facility projects completed by the same proposal team.

3. Provide a scope listing all staff that illustrates how the project will be managed with sufficient detail for all phases of design, permitting, integration and coordination with Construction contractors, construction phase administration, project closeout, and the preparation of as-built drawings.

C. Approach, Cost Control, Quality and Innovation/ Schedule 40%

1. Describe and provide examples of issues that could be a problem for building the project within budget and techniques or recommendations to address those issues. Similarly describe potential schedule issues and provide recommendations.

2. Describe your understanding of the project and explain your process and methodology of approach to help make the project successful. Describe innovative design, quality control, or process options that could be applied to this project.

3. Describe and provide examples of your firm’s experience and approach to working in coordination with other architectural firms for design considerations and coordinating within a single timeline or schedule.

4. Describe creative strategies that your firm(s) have used in supporting colleges in unique projects.

5. Describe and provide examples of your firm’s experience and expectations for local partnering, participation, and availability on this project.

NON-COLLUSION AFFIDAVIT

STATE OF OREGON )

COUNTY OF )

I, _________________________________________________________ after first being sworn, depose and say that in submitting the proposal to which this affidavit is attached, I certify that said proposal has been computed and determined independently, without collusion, and without any agreement, understanding or planned course of action with any other vendor of materials, suppliers, equipment or services described in the invitation to submit proposal. I further state that the contents of the attached proposal have not been communicated by the undersigned, its employees or agents, to any person not an employee or agent of this Respondent, or to its surety on any bond furnished with the proposal, and further that such information will not be communicated to any such person prior to the official opening of the proposal.

I further state that I sign this affidavit as a (sole proprietor, partner, officer of the bidding corporation), and that I am so authorized to sign, and I have fully informed myself regarding the accuracy of the statements made herein.

Dated this ________________ day of _____________, 20___

Signature __________________________________________

(Designate Capacity)

Subscribed and sworn to before me this _____ day of _____ , 20___

Notary Public, State of Oregon

My Commission Expires:

(Notarial Seal)

RESIDENT BIDDER

In compliance with ORS 279C.365 (h), Section 2, each bid must contain a statement as to whether the bidder is a resident bidder. This is defined by ORS 279A.120: “Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid and has a business address in this state.

______ Yes, I certify that I am a “resident bidder” as defined by ORS

279A.120.

_______ No, I certify that I am not a “resident bidder” as defined by ORS

279A.120.

Name Date