RFP 22-010 Architectural Design Services - Instructions For Proposers Part 1-4 With Exhibits A - B - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Architectural Design Services RFP No. 22-010

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

(QUALIFICATIONS BASED SOLICITATION)

RFP #22-010

ARCHITECTURAL DESIGN SERVICES

Date Issued: August 9, 2022

Pre-Proposal Conference: August 24, 2022 1:00PM PDT * Non-Mandatory *

Requests for Question Deadline: August 26, 2022 4:00PM PDT

Response to Questions: August 31, 2022 5:00PM PDT

Proposal Closes & Responses Due: September 14, 2022 4:00PM PDT

Project Manager: Steve Dickey, Director of Technology & Program Management

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301

TABLE OF CONTENTS

RFP 22-010

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 9

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..……

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...…18

6. PART 4 – EVALUATION OF PROPOSALS …………………………………………….5

7. EXHIBIT A – FTA CONTRACT CLAUSES ………………………………………..…. 31

8. EXHIBIT B – FORM OF CONTRACT .…………………………………………………50

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS (RFP)

(QUALIFICATIONS BASED SOLICITATION)

RFP No. 22-010

Issue Date: August 9, 2022 Proposal Due: September 14, 2022 Time: 4:00 PM PDT

SAMTD OVERVIEW

Salem Area Mass Transit District (SAMTD) is the public transportation agency operating fixed-route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses (Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303 z

SECTION 1: INTRODUCTION

SAMTD is soliciting Requests For Proposals for Architectural related services pursuant to 49 U.S.C. § 5325(b) and the “Brooks Act” 40 U.S.C. §§ 1101-1104. This solicitation requests Proposals for general architecture services on project support for specific projects identified in Part 2 of this solicitation. This is a qualifications based solicitation. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation. No set amount of work is guaranteed.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – November 1, 2022 (estimate)

• Substantial contract completion by – October 31, 2025 (estimate)

• Final contract completion by – October 31, 2029 (estimate – if all 4 option years are executed)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Technical Qualifications Response shall be submitted in a sealed envelope / container to the following address and clearly marked “RFP 22-010 Architectural Design Services – Technical Qualifications”.

Pricing Response shall be submitted in a separate sealed envelope to the following address and clearly marked “RFP 22-010 Architectural Design Services – Price Proposal”.

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the technical response and proposal documents in a sealed container. One (1) copy must be unbound for ease of photocopy reproduction.

One (1) copy of the price proposal in a separate, sealed envelope marked, “Price Proposal.”

(See Price Proposal Form Exhibit #13). No mention of the price proposal shall be made in the response to the technical qualifications of this qualifications based solicitation.

* See Item #6 below for acceptable alternative methods of submission.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive. The price proposal shall be submitted in a separate electronic file contained on the USB flash drive and named “RFP 22-010 Exhibit 13 Price Proposal – (Proposer Name here)”.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 procurement@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

a. Technical response and proposal documents shall be in an electronic file named “RFP 22-010 Technical Response – (Proposer Name here)”.

b. Required forms, Exhibits (excluding Exhibit 13) and documents shall be in an electronic mailto:procurement@cherriots.org file named “RFP 22-010 Required Exhibits and Documents – (Proposer Name here)”.

c. The Price Proposal Exhibit 13 shall be in an electronic file named “RFP 22-010 Exhibit

13 Price Proposal – (Proposer Name here)”.

SAMTD will also accept an electronic formatted version (USB flash drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Daylight Time, September 14, 2022.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Drawings And Specifications - Proposer may not take exception to, or modify any part of, the Drawings or Specifications.

D. Right of Rejection / Cancellation and Irregularities / Cost of Proposal - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items. SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest. Under no circumstances will SAMTD be liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein shall not be accepted without a prior extension of the closing date or time by SAMTD. Requests for extensions of the proposal closing date or time may be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the due date and time for Proposal submittal. Proposals may be withdrawn by Proposer before Proposal due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with PART 1, Section 3, subsection 13 of this RFP.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in the Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in PART 1, Section 3, subsection 1.A of this RFP, of any ambiguity, inconsistency, or error that it may discover upon examination of the Proposal documents within the time limits for Requests for Clarifications in Section 13.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

http://www.cherriots.org/en/about-us/procurement

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for SAMTD’s review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of

Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. Organization & Format. Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. See PART 1, Section 3, subsection 1.A.6 for alternate methods for submitting electronic files.

C. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

D. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

E. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

F. Proposer must submit the most recent two (2) years of audited financial statements. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, handling, and storage of materials; (2) the availability of labor, material, equipment, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and (7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations for work performed on site.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal pricing amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

B. Travel Costs. Any travel costs associated with the Proposal shall be incorporated into the Price

Proposal. This includes lodging, meals, transportation, and tips. SAMTD shall not pay travel costs.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following the issuance of the Notice of Intent to Award of resulting Contract, SAMTD will provide the following information to interested parties upon request:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer;

C. A summary of the evaluations; and D. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after the Notice of Intent to Award.

SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. Proposal is prepared and submitted in accordance with PART 1, Section 3, subsection 2

“Preparation of Proposal”.

5. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

6. The proposal is accompanied by a proposal guarantee, if required. Note: not required.

7. Complies with the State of Oregon and Federal requirements as applicable.

8. Demonstrated ability to comply with schedule.

9. Demonstrates performance of similar projects relative to size, schedule, etc.

10. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, and meeting the other requirements established in PART 4 and the other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Contract Award. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction) Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposers must comply with the applicable Prompt Payment Act provisions, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

Compliance with requirements of the prevailing wage law in ORS 279C.800 through ORS 279C.870 is required.

The Davis Bacon Wage Act and the Oregon BOLI January 1, 2022 for Region 3 – Polk County rates apply.

The higher of either the Federal or State applicable rate as of that date prevails and these shall be the wage rates to be paid for the duration of the Project.

10. APPLICABILITY OF RESULTING CONTRACT

The Oregon Standard Specifications for Construction General Conditions, will be incorporated by refer-ence into the successful bidder’s contract. All bidders represent that they are familiar with the terms of this document and that they will cooperate with SAMTD in all respects to achieve compliance with the resulting Contract.

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings, and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 22-010

ARCHITECTURAL DESIGN SERVICES:

Date Issued: August 9, 2022 Pre-Proposal Conference: August 24, 2022 1:00PM PDT (Mill Creek Conf. Rm.)

(Pre-Proposal Conference is * Non-Mandatory *) Requests for Question Deadline: August 26, 2022 4:00PM PDT Response to Questions: August 31, 2022 5:00PM PDT Proposal Closes: September 14, 2022 4:00PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of a Proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposers determined to be Responsive to solicitation requirements.

Proposer may submit questions, request clarification, or request a change to the RFP and contract documents by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in PART 1, Section 3, subsection 1.A.(4) or via email procurement@cherriots.org.

The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, the Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, RFP and /or Contract change requests must be received by August 26, 2022 at 4:00 PM Pacific Daylight Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on August 24, 2022 at 1:00PM in person and via Teleconference. Suppliers who are considering proposing for this solicitation are strongly encouraged to attend. Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person:

Salem Area Mass Transit District Location: Mill Creek Conference Room 555 Court Street NE, Suite 5230

• To participate via teleconference:

To access via video:

https://meet.google.com/tpt-snbg-zvv

To access via telephone:

(US)+1 413-418-4969

PIN: 271 787 876#

15. SITE VISITATION & VIEWING

“Reserved” for this solicitation.

END OF PART 1

mailto:procurement@cherriots.org https://meet.google.com/fgr-tjdk-dkh?hs=122&authuser=0

PART 2

SCOPE AND SPECIFICATIONS

Architectural Design Services Multiple Project Contract

2.1 PURPOSE

A. Intent of RFP

SAMTD is requesting proposals from qualified architecture firms to perform general architectural services for a variety of projects. SAMTD plans to negotiate a contract with the Most Qualified Proposer (Contractor) who shall be responsible for providing a variety of services including, but not limited to, those listed in Part 2 of this solicitation.

No set amount of work is guaranteed.

Regardless of the resulting Contract, SAMTD shall maintain its right to consult with or hire another firm, if it chooses to do so, and SAMTD is not required to notify Contractor.

B. Completed Projects

SAMTD has successfully contracted with Architectural firms to perform work on a variety of projects including but not limited to:

1. Keizer Transit Center Construction

2. Keizer Transit Center Signalized Intersection Project

3. Courthouse Square Remediation

4. Bus Stop Improvement Program

C. Anticipated Projects

Following is a partial list of projects that SAMTD anticipates starting and/or completing during the duration of the Contract with the successful Proposer (Contractor). Projects may vary from what is stated and are not guaranteed. All, some, or none of the projects may be started and/or completed.

Prioritizing the projects and developing a timeline will be done by SAMTD with the Contractor. The projects below appear in no particular order of importance:

1. East Salem / Chemeketa Community College Transit Center

2. New Comprehensive SAMTD Administration, Operations, and Maintenance Fa-cility Study

3. Del Webb perimeter fence, gated access, and security enhancements project

4. New Maintenance Supervisor’s Office Space

5. Ancillary Architectural Design Services for small projects in support of the pro-jects identified above and initiated during the term of the contract.

2.2 SCOPE OF SERVICES

The Contractor will be responsible for providing Architectural services commonly expected of licensed and experienced firms in the architecture field. All work submitted to SAMTD shall be approved by an Architect licensed in the State of Oregon.

The Contractor shall be available to meet remotely and/or onsite for specific site meetings within the greater Salem, Oregon (a distance within 40 driving miles of Salem, OR), within one day notification with no additional expense to SAMTD beyond the contracted mileage rate.

SAMTD intends for the architectural services Contractor to provide the following services at minimum:

A. Meet with SAMTD staff to consult on anticipated projects and provide a Task Pro-ject estimate for providing the services necessary for each anticipated project.

B. Contractor shall be fully capable and qualified to update SAMTD’s facility drawings and transfer the same into Auto Cad (or equivalent) computer software.

C. Contractor shall have at a minimum the capabilities to design projects described in this

RFP. Capabilities should include, but are not limited to:

• Landscape and Building Architecture

• Construction Management

• Sustainable Design

• LEED design

• Preparation of Plans and Specifications

• Preparation of Estimates and Costs for Construction Projects

• Construction Inspection

• Providing management assistance for facilities, equipment installation, mainte-nance, and repair

• Experience with local building codes and ordinances

D. Contractor shall support District contracted professional project management services.

E. Contractor shall have proficient knowledge of, and current experience with, Davis Bacon and prevailing wage requirements.

F. For each project, the Contractor shall provide the following services:

• Consult SAMTD staff on design alternatives including evaluations of alternatives.

• Prepare technical specifications including all design work and preparations of drawings to be included as the scope of work for all construction bid documents.

• Preparations of pre-bid cost estimates for each project and any significant modifi-cation to the project scope.

• Preparation of reports or correspondence regarding the project per SAMTD re-quest.

• Word process and publish project manuals and drawings.

• Attend pre-bid meetings and address issues related to the technical specifications and drawings.

• Prepare technical documents as part of addenda to bid documents for SAMTD to distribute to bidders.

• Prepare documents as required to respond to protest of technical specifications or drawings.

• Prepare documents required to certify building LEED status as requested.

• Investigate bids submitted and assist with reference checks on bidders, if requested by SAMTD.

• Review bids and recommend firms for contract award as part of the District’s Evalu-ation Committee.

• Perform on-site inspections with SAMTD staff and meet with prime and subcontrac-tors as required.

• Assist as needed with the final inspection with SAMTD staff and contractors; project close out.

• Assist with the preparation and issuance of punch list(s).

• Attend meetings with SAMTD staff and contractors as necessary, including but not limited to pre- construction, progress, and project close-out meetings.

• Provide written documentation of each project to SAMTD at project close.

2.3 PROJECT MANAGEMENT

A. The Contractor shall name a Project Manager to act as the single-point-of-contact with

SAMTD for the resulting Contract. All work products and correspondence regarding the project shall be submitted to SAMTD’s Director of Technology and Program Manage-ment.

B. SAMTD’s Director of Technology and Program Management will be the point of contact to initiate work on any project. SAMTD’s Director of Technology and Program Manage-ment may designate a Project Leader on a per project basis. Architectural projects will be issued on a task order basis.

C. The specific scope of work furnished by the SAMTD’s Director of Technology and Pro-gram Management will be used by the Contractor to develop a cost proposal based on rates established in a contract between SAMTD and the Architectural firm. SAMTD’s Di-rector of Technology and Program Management in conjunction with SAMTD’s Procurement and Contracts Manager will then negotiate a firm price for the cost of the required Architec-tural services. After an agreement is reached on the project’s scope of work and cost, the Procurement and Contracts Manager will issue a Task Order for the project.

D. The Task Order may be modified based on changes in the scope of work. All changes shall be submitted in writing to SAMTD’s Procurement and Contracts Manager, as well as SAMTD’s Director of Technology and Program Management.

E. Authorization to Proceed. Work will not commence until the written notice-to-proceed is issued by SAMTD and received by the Contractor. All work will be completed within the allotted time. No payments can be made for work accomplished outside the limits of the timelines set up by the task order.

F. Requests for payment by the Contractor shall include a detailed documentation of charges and shall be submitted directly to SAMTD’s Director of Technology and Pro-gram Management for review, approval, and processing.

2.4 DESIGN WITHIN FUNDING LIMITATIONS

SAMTD may require the Contractor to design a project so that construction costs will not exceed a contractually specified dollar limit (funding limitation). The amount of the construction funding is to be established during negotiations between the Contractor and SAMTD, prior to issuance of SAMTD’s task order for the project. If the price of construction proposed in response to an SAMTD solicitation exceeds the construction funding limitation established during negotiations with the Contractor, the Contractor work cooperatively with SAMTD to determine if a lower cost design is feasible, and if it is feasible, for redesigning the project within SAMTD’s funding limitation. If the cost of proposed construction is affected by events beyond the Contractor’s reasonable control (e.g., if there is an increase in material costs which could not have been anticipated, or an undue delay by SAMTD in issuing a construction solicitation), the Contractor shall not be obligated to redesign at no cost to SAMTD. If the Contractor’s design fails to meet the contractual limitation on construction cost and SAMTD determines that the Contractor should not redesign the project, a written statement of the reasons for that determination shall be placed in the contract file.

2.5 RELEASES, LICENSES, PERMITS

It is the Contractor's responsibility to obtain all releases, licenses, permits and other usage authorizations for all matters within its ordinary sphere of activity, including photographs, copy-righted materials, artwork or any other property or rights belonging to third parties obtained by the Contractor for use in performing services for SAMTD, and shall save SAMTD harmless from all claims, demands, expenses (including reasonable attorney's fees), liabilities, suits, and pro-ceedings (including any brought in or before any court, administrative body, arbitration panel or other tribunal) against or involving SAMTD on account of or arising out of such use. SAMTD shall obtain the same for any such items obtained by SAMTD which are used by the Contractor and shall hold harmless from all claims, demands, expenses (including reasonable attorneys' fees), liabilities, suits, and proceeding (including any brought in or before any court, adminis-trative body, arbitration panel or other tribunal) against or involving SAMTD on account of or arising out of any assertions, claims, slogans, headlines or the like made for any SAMTD prod-ucts, as well as for all claims, demands, expenses, liabilities, suits and proceedings as able set forth arising out of the nature or use of SAMTD 's products.

2.6 CONTRACTOR INELIGIBLE FOR CONSTRUCTION CONTRACT AWARDS

No contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the SAMTD General Manager and Board of Directors.

2.7 CONTRACTOR CONFLICTS OF INTEREST

A. There must be no conflict of interest on the part of the Contractor. The Contractor must ensure that there is no real or perceived conflict of interest of their other clients at any time during the life of the contract. If the Contractor has any clients which would be perceived as improper in its alliance to SAMTD at the time of award of Contract, or obtains any such client through the life of the Contract, the Contractor shall promptly notify SAMTD of such clients.

B. The Contractor will be afforded the opportunity to present comments and explain any efforts that it intends to take to mitigate any conflict of interest. However, SAMTD shall have the final determination as to any activity which constitutes a conflict of interest pur-suant to these provisions. The decision by SAMTD shall be final and without recourse.

C. Failure of the Contractor to appropriately disclose, eliminate or mitigate conflicts of in-terest shall constitute a material breach of the Contract and be subject to termination as provided in the resulting contract terms and conditions.

2.8 CONTRACTOR’S PERSONNEL

A. The Contractor’s personnel shall have the requisite certifications, skills, and experience to perform their designated tasks. Workers must be proficient in the operation and safe use of equipment, methods, and techniques. The Contractor shall be responsible for providing the training and level of supervision required for the personnel. Untrained per-sonnel shall not perform work on SAMTD properties. The Contractor will meet with SAMTD Project Manager or designee prior to the start of the Contract upon request to review SAMTD procedures, rules, and regulations.

B. The Contractor shall ensure that a service supervisor is assigned to SAMTD’s account that is responsible for the work performed. The name and contact phone number of the supervisor shall be provided in writing to SAMTD’s Procurement and Contracts Manager.

The supervisor shall have full authority to act for the Contractor on all contract matters relating to the routine operations of the Contract.

C. All personnel assigned to work on SAMTD premises must abide by all SAMTD policies and guidelines for health, security, and safety.

D. SAMTD reserves the right to refuse entry or require removal of any Contract employee from the SAMTD facilities for violation of SAMTD ordinances, or policies addressing safety, security, and non-discrimination. It is the Contractor’s responsibility to ensure that the removed employee is prohibited from servicing SAMTD's account and ensuring that there are no service interruptions.

E. Persons who are not employed by the Contractor or who are not performing work under the Contract shall under no condition accompany any of the Contractor’s employees onto SAMTD’s premises without prior written authorization from SAMTD.

F. In the interest of safety and security, all personnel assigned to work on SAMTD premises must be able to speak, read, and understand English, or have a qualified interpreter present.

2.9 COOPERATION

The Contractor shall cooperate with SAMTD and other vendors and contractors on the premises and shall so carry out their work with such a manner that other cooperating vendors and contractors shall not be hindered, delayed, or interfered with in the progress of their work, and so that all such work shall be a finished and complete job of its kind.

2.10 WORK DURATION

The work on this contract will be subject to supplements and funding from projects for specific work tasks as needed for a period of three years, plus an additional four, one year contract options at SAMTD’s discretion.

END OF PART 2

PART 3

PROPOSAL FORMS

EXHIBITS 1-14

SALEM AREA MASS TRANSIT DISTRICT EXHIBITS

The following items must be included in your proposal in order to receive consideration. Failure to complete all forms included in this package may result in your proposal being ruled nonresponsive. Nonresponsive Proposals will not be considered for a contract award. Please sign and date each form and/or certification.

Proposer Sample Invoice (Please provide)

Proposer Financial Statements

Exhibit #1 – Proposal Form

Exhibit #2 – Acknowledgement of Addenda to RFP

Exhibit #3 – Non-Collusion Affidavit

Exhibit #4 – Organizational Conflict of Interest

Exhibit #5 - DBE Participation Commitment Statement

Exhibit #6 - DBE Letter of Intent

Exhibit #7 - DBE Affidavit

Exhibit #8 - DBE Unavailable Certification

Exhibit #9 - Contractor’s Representations & Warranties Certification

Exhibit #10 - Federal Debarment & Suspension Certificate

Exhibit #11 - Certification Regarding Lobbying

Exhibit #12 – Buy America Certification

Exhibit #13 – Price Proposal Form

Exhibit #14 – References

EXHIBIT #1

PROPOSAL FORM

The undersigned (“Proposer”), upon acceptance by SAMTD, agrees to furnish all labor, freight, transportation, materials, equipment, services, supplies, and other work in accordance with the Request For Proposals No. 22-010, entitled ”ARCHITECTURAL DESIGN SERVICES,” as issued on August 9, 2022.

PROPOSER: The undersigned certifies as follows:

1. That he/she has read and understands all requirements and specifications of the Request For Qualifications (RFP) (including any exhibits also posted); and

2. That he/she agrees to all requirements, specifications, terms, and conditions of the Solicitation referenced above; and

3. That he/she will furnish the designated item(s) and/or service(s) as Proposed in the Proposal; and

4. That he/she certifies under penalty of perjury that Proposer is, to the best of his/her knowledge, not in violation of any Oregon tax law; and

5. That his/her company has been certified as one of the following registered business classifications:

DBE ______ MBE _______ WBE _______ ESB _______ Veteran-Owned _______

Corporation ______ Other, identify: ______________________________________________

Resident Proposer (Oregon): _____ Yes _____ No

6. Federal Tax I.D. Number: D&B (Dun’s) Number:

Firm's Name:

Firm's Address:

Contact Person E-mail

Authorized Signature Date

Telephone Number Fax Number

Name of Project Manager and Title

7. Accounts Receivable Address, if different from above:

Proposer understands and agrees that, by his/her signature, if awarded the contract for the project, he/she is entering into a contract with SAMTD that incorporates the terms and conditions of the entire Request For Qualifications package.

Proposer understands that this Proposal constitutes a firm offer to SAMTD that cannot be withdrawn for one-hundred twenty (120) calendar days from the date of the deadline for receipt of Proposals. If awarded the contract, Proposer agrees to deliver to SAMTD the required insurance certificates within ten (10) calendar days of the Notice of Award.

IMPORTANT: This form must be signed below by an authorized representative of the proposing firm, to authenticate the Proposal.

Authorized Signature: Date:

Printed Name:

Title:

EXHIBIT #2

ACKNOWLEDGMENT OF ADDENDA

The following form shall be completed and included in the Proposal.

Failure to acknowledge receipt of all addenda may cause the Proposer to be considered nonresponsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal.

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated

Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated

Contractor Name:____________________________________________________

Signature of Authorized Representative:______________________________ ____

Printed Name:__________________________________Date:________________

Title/Position:_______________________ _______________

EXHIBIT #3

NON-COLLUSION AFFIDAVIT

I state that I am (the sole owner) (a partner) (an officer) (an agent) of ________________________, and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers.

I am the person responsible in my firm for the price(s) and the amount of this offer.

I state that:

1. The price(s) and amount of this offer have been arrived at independently and without consultation, communication, or agreement with any other contractor, Proposer, or potential Proposer.

2. That neither the price(s) nor the amount of this Proposal, and neither the approximate prices(s) nor approximate amount of this Proposal, have been disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed before the Proposal opening/closing.

3. No attempt has been made or will be made to induce any firm or person to refrain from Proposing on this contract, or to submit a Proposal higher than this Proposal, or to submit any intentionally high or competitive Proposal or other form of complementary Proposal.

4. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other form of competitive Proposal.

5. , its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to Proposing on any public contract.

I state that understands and acknowledges that the above representations are material and important, and will be relied on by Salem Area Mass Transit District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Salem Area Mass Transit District of the true facts relating to the submission of Proposals for this contract.

Signed Date _____________________________

Printed Name and Title ______________________________________________________

EXHIBIT #4

ORGANIZATIONAL CONFLICT OF INTEREST

AND AVOIDANCE / MITIGATION PLAN

This disclosure statement outlines potential organizational conflicts of interest, either real or apparent, which as a result of activities or relationships with other persons or entities, such person or entity:

1. Is unable or potentially unable to render impartial assistance or advice to Salem Area Mass Transit District; or

2. Is or might be otherwise impaired in its objectivity in performing the contract work; or

3. Has an unfair competitive advantage.

SECTION I. List potential organizational conflicts of interest. An organizational conflict of interest exists where other activities, relationships, or contracts of a contractor inhibit, affect, or prevent the contractor from rendering impartial assistance or advice to SAMTD; a contractor's objectivity in performing the contract work is or might be otherwise impaired (e.g., a contractor assisting with a design might have a financial interest in a product or system that could be utilized in implementing that design); or a contractor has an unfair competitive advantage which might be gained through its involvement in writing, or reviewing the solicitation and contract documents, including the scope or specification except as part of a general industry review.

SECTION II of this disclosure statement describes the management plan for avoiding or neutralizing the potential Organizational Conflicts of Interest as described in SECTION I of this disclosure statement. I acknowledge that Salem Area Mass Transit District may require revisions to the management plan described in SECTION II of this disclosure statement prior to approving it, and that Salem Area Mass Transit District has the right, in its sole discretion, to limit or prohibit my involvement in the Project as a result of the potential conflicts of interest described in SECTION I of this disclosure statement.

SECTION Ia – Name of Person or Firm Potentially Conflicted SECTION Ib – Current Project Name and Scope of Work SECTION Ic – Future Project Name and Description of Potential Conflict of Interest SECTION II - Plan for Managing Potential Conflicts of Interest

Signed Date _____________________________

Printed Name and Title ______________________________________________________

EXHIBIT #5

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION

COMMITMENT STATEMENT

AGENCY GOAL: 2.49%

SAMTD hereby notifies all Proposers that it is the policy of SAMTD to ensure nondiscrimination on the basis of race, color, sex, or national origin in the award and administration of contracts.

Proposers are urged to obtain Disadvantaged Business Enterprise (DBE) participation on this project, although there is no specific DBE contract goal for this project.