RFP 24-01 Professional of Record PES Seismic FINAL.pdf

CENTRAL POINT SCHOOL DISTRICT

REQUEST FOR PROPOSAL #24-01

PROFESSIONAL OF RECORD

PATRICK ELEMENTARY SCHOOL SEISMIC RETROFIT

Issued on

April 15, 2024

Jackson County School District No. 6 DBA Central Point School District No. 6

RFP Bids Due: May 15, 2024 @ 2:00 PM (PT)

Late Bids will not be accepted or considered.

Submit RFP Bids to: Michelle Keizer, Otak CPM (Owner’s Representative)

Email: Michelle.Keizer@otak.com

Mandatory Pre-Bid Meeting: April 24, 2024 @ 2:30 PM (PT) Patrick Elementary School

1500 2nd Avenue Gold Hill, OR 97525

RFP Questions and Protests due by: May 3, 2024 @ 2:00 PM (PT)

Final RFP Addendum Issued by: May 8, 2024 @ 4:00 PM (PT)

Estimated Notice to Proceed with Design: June 05, 2024

Estimated Project Substantial Completion: August 22, 2025

Submit RFP Questions and RFP Protests to: Michelle Keizer, Otak CPM (Owner’s Representative)

Email: Michelle.Keizer@otak.com

Submit Contract Award Protests to: Spencer Davenport, CPSD Chief Projects Officer spencer.davenport@district6.org mailto:Michelle.Keizer@otak.com mailto:Michelle.Keizer@otak.com mailto:spencer.davenport@district6.org

INTRODUCTION

In September of 2023, the Jackson County School District No. 6 (Central Point) (the “District”) was awarded a Seismic Rehabilitation Grant through the Infrastructure Finance Authority: Business Oregon. As part of this grant, preliminary rehabilitation feasibility reports and cost estimates shall be used to ensure the project is in compliance with grant requirements.

The District is seeking proposals for the architectural, structural, mechanical and electrical design for the Seismic Rehabilitation of Patrick Elementary School located at 1500 2nd Avenue, Gold Hill, OR 97525.

Notice is hereby given that proposals will be accepted by the Central Point School District at the District Office, located at 300 Ash Street, Central Point, OR 97502.

There will be a mandatory pre-bid meeting at the school. Please meet in front of the school by the office doors for entry.

The District intends to use the Construction Manager/General Contractor procurement method for this project. Pre-Design/Schematic Design would begin immediately upon award to produce the design documents needed for a CM/GC selection process by November of 2024.

Construction is anticipated to start in June of 2025, with the Project being substantially completed by August 22, 2025.

PROJECT DESCRIPTION

Patrick Elementary School was originally constructed in 1956 with later additions in the 1960’s.

Patrick Elementary Building Part ‘A’ was constructed in 1956 and is approximately 8,900-square-feet. It is a one-story structure with a straight sheathed roof diaphragm supported by glulam beams. The interior and exterior walls consist of reinforced concrete masonry (CMU). Interior CMU walls are partial height and stop above the ceiling level. The foundation consists of continuous reinforced concrete footings with slab-on-grade.

The gymnasium Building Part ‘B’ was constructed in 1960 and is approximately 9,000-square-feet.

It is a single-story structure with a straight sheathed roof diaphragm consisting of 2x decking over large glulam beams. The exterior walls consist of reinforced CMU with pilasters. Portions of the interior walls consist of reinforced CMU and wood framed walls. The foundation consists of continuous reinforced concrete footings with slab-on-grade.

SCOPE OF WORK

Perform a seismic evaluation and develop retrofit and seismic deficiency mitigation plans for the building. The seismic evaluation and retrofit shall be provided in accordance with the requirements of the Oregon Seismic Rehabilitation Grant Program (“SRG”), including the following performance levels as defined by American Society of Civil Engineers (“ASCE”) ASCE 41-17:

• School areas that may be used as emergency shelters shall be categorized as Risk Category IV and evaluated to meet:

o The Immediate Occupancy structural performance and Position Retention nonstructural performance level for the BSE-1E AND o The Life Safety structural performance and Hazards Reduced nonstructural performance level for BSE-2E.

Based on research and evaluation efforts performed during the Seismic Rehabilitation Grant (“SRG”) in preparation for the project, the structural improvements listed in the enclosed evaluation report should be considered for the existing structure. The preliminary findings should not be considered exhaustive.

The following is a potential list of seismic rehabilitation required to seismically rehabilitate the building to meet the requirements outlined in the SRG application:

• Provide a complete, well-defined load path by installing new elements and connections as needed to transfer inertial forces from all elements of the building to the foundation.

• Provide seismic isolation joint to avoid pounding of the taller structure into the lower structure. Provide all new gravity framing and lateral resisting elements as necessary to provide building separation.

• Provide new beam connections and ledgers that can accommodate the required differential out-of-plane movement while transferring gravity and inplane lateral forces as needed.

• Provide additional lateral resisting elements

• Install new out-of-plane anchorage.

• Install new hardware for transfer of seismic forces from diaphragm to shear walls.

• Install new steel strongback columns and steel spandrels to resist out-of-plane forces.

• Provide new continuous cross ties between diaphragm chords.

• Install new plywood diaphragm sheathing.

The scope of work also includes the following services:

• Provide engineering and architecture service required for Seismic Rehabilitation Grant Program (SRGP).

SELECTION PROCESS

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

COMPENSATION

Compensation will be based on a total “not-to-exceed” amount for services and reimbursable expenses, with “not- to-exceed” maximums for the following individual phases of the design:

Pre-Design/ Schematic Design, Design Development, Construction Documents, Bidding, and Construction Administration services, including record documentation. The amount of compensation will be negotiated with the Apparent Successful Proposer/Proposers.

PROPOSAL REQUIREMENTS

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

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

• The firm’s name, address, phone number, and e-mail;

• The name of the contact person within the firm and his/her email address;

• A list of the firm’s key personnel who would be assigned to this Project, by discipline;

• The name and Oregon registration number of the Project professional who will serve as the Professional of Record;

• The names of additional Project professional(s) the firm proposes to provide services on this project, along with specific projects each of these persons has worked on in the past three years;

• Illustrations or photographs of at least three (3) relevant projects completed by the firm and involving the above named individuals; and

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

• Date of completion of each reference project;

• Location of each reference project;

• The function of each reference project;

• The construction delivery method used for each reference project;

• Whether the project was completed on schedule and within the budget or not;

• Responsibilities of those involved on each reference project who would provide services on this project;

• Name, address and current telephone number of the owner representative most appropriate to discuss your firm’s performance on each reference project;

• A Gantt chart providing a proposed schedule for the Pre-Design/Schematic Design, Design Development, and Construction Documents phases of the project.

• Proposal must include acknowledgment of all addenda.

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

EVALUATION CRITERIA

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

• Quality of the proposal specific to the site. (15)

• Describe your firm’s recent (past ten years) experience designing renovations of education facilities, working within a campus, and implementing the campus’s design criteria. Use specific examples. Include information about the size, construction type, building uses, construction budget, construction delivery method, and project timeline/completion date. (10)

• Identify the sub-consultants and the key personnel of the sub-consultants that you propose to use on this project. Describe their recent (past ten years) experience, and their specific role in designing similar facilities. Identify your firm’s role in each of these projects (if applicable). Include information about the size, construction type, building uses, construction budget, and project timeline/completion date. (5)

• Past record of performance on contracts with governmental agencies and private owners with respect to such factors as cost control, quality of work, ability to meet schedules, and contract administration. Three (3) references must be provided, preferably for projects of similar type and size. (10)

• Relevant Seismic Rehabilitation Experience. (15)

• Pre-Design/Schematic Design would begin immediately upon award. Design documents must progress to help develop contractor pricing prior to the start of construction with structural permits approved by local agencies prior to planned construction start. Describe your current capacity to complete adequate design sets for CM/GC selection. (15)

• Proposed cost and time management techniques to be employed. (15)

• Describe a detailed concept of how you would manage this Project during the Pre-

Construction and Construction phases. How would you facilitate effective communication between the contractor and the District? (15)

EVALUATION PROCESS

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

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

The evaluation committee will meet and use the rankings as a beginning of their discussion.

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

SELECTION PROCEDURE AND TIMETABLE

The selection procedure and timetable described on page one will be used to evaluate the capabilities of interested firms to provide the professional services to the District for these Projects.

District reserves the right to deviate from this schedule.

RESPONSIBILITY EVALUATION

The District will investigate a proposer’s responsibility and will consider information obtained from any source as part of its evaluation, at any time prior to execution of the contract.

Submission of a signed proposal constitutes the proposer’s approval for the District to obtain any information the District deems necessary to conduct the evaluation including, but not limited to, credit reports and information discovered during reference checks.

FINANCIAL INFORMATION

The District will notify proposers, in writing, of any financial documentation required, which may include, but need not be limited to, recent profit-and-loss history; current balance statements; assets-to-liabilities ratio; including number and amount of secured versus unsecured creditor claims; availability of short- and long-term financing; bonding capacity and credit information.

The District may postpone the award or execution of a contract in order to complete its investigation and evaluation. Failure to promptly complete information requests will render the proposal non-responsive. Failure of a proposer to demonstrate responsibility will render the proposer non-responsive and will constitute grounds for proposal rejection.

SUBMISSION

Submit three (3) copies of your written proposal, along with an electronic version, to be received by the closing date and time listed in this document to:

Spencer Davenport • RFP 24-01 Central Point School

District Office 300 Ash St.

Central Point, Oregon 97502

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

Information shall be presented in the same order as the above evaluation criteria. The response should be submitted in softbound (comb or spiral, spiral preferred – no three-ring binders) format. The basic text information of the response should be presented in standard business font size (minimum 10-point), and reasonable (prefer one inch) margins. Your response must be signed by an officer of your firm with the authority to commit the firm.

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

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

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

QUESTIONS

All questions and contacts with the District regarding any information in this RFP must be addressed in written form to michelle.keizer@otak.com.

SOLICITATION PROTESTS

Respondents may submit a written request for clarification, change or protest of particular solicitation provisions and specifications and contract terms and conditions (including comments on any specifications that a firm believes limits competition) to the Contract Administrator at the address, email or fax listed in this document. Such requests and protests must be received no later than the date indicated on page 1 of this RFP. Such requests or protests must state the reasons (ORS rule not followed) for the request or protest and any proposed changes to the solicitation provisions and specifications and contract terms and conditions.

ADDENDA

Any changes and/or addenda to this solicitation will be posted on Oregon Buys. Statements made by the District’s representatives are not binding unless issued by written addendum.

Addenda will not be mailed out and it is the responsibility of the prospective Bidder to consult the website regularly until bid closing to avoid missing any addenda. Failure to acknowledge all addenda may result in declaration of your bid as non-responsive.

mailto:michelle.keizer@otak.com.

APPEALS AND PROTEST OF AWARD

Adversely affected or aggrieved Bidders shall have seven (7) calendar days from the date of the Intent-to-Award Announcement within which to file a written protest. All appeals must be in writing and physically received by the Spencer Davenport no later than 10:00 a.m. on the seventh (7th) calendar day after the date of the Intent-to- Award announcement or bid results are posted to the website.

APPEAL OF AWARD TO RFP NO. 24-01

Jackson County School District No. 6

Spencer Davenport 300 Ash St.

Central Point OR 97502

Protests submitted after that date will not be considered. Protests must specify the grounds upon which the protest is based.

In order to be an adversely affected or aggrieved Bidder, the Bidder must claim to be eligible for award of the Contract as the lowest responsible and responsive Bidder and that all lower Bidders are ineligible to receive Contract award.

An actual Bidder who is adversely affected or aggrieved by the award of the Contract to another Bidder may protest award, in writing, within the timeline established. The written protest shall state the grounds upon which the protest is based. No protest of award shall be considered after the deadline. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for appeal. No protest against award shall be considered because of the content of solicitation terms and conditions, contract terms and conditions or specifications after the deadline established for submitting protests of solicitation terms and conditions, contract terms and conditions or specifications.

PROPRIETARY INFORMATION

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

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

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

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

PROJECT AGREEMENT AND TERMINATION

The District is seeking to award a Professional Agreement to single or multiple firms for programming, schematic design, design development, construction documents, bidding, and construction phases. The successful proposer/proposers are required to provide and execute a Professional Agreement satisfactory to the District. The District reserves the right to terminate the Project or Professional Agreement after completion of any phase in the Project.

CERTIFICATION OF COMPLIANCE WITH TAX LAWS:

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

and local taxes administered by the Oregon Department of Revenue under ORS 305.620.

INSURANCE PROVISIONS

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

ESB/MBE/WBE

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

ADDITIONAL REQUIREMENTS

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

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

ATTACHMENT

Seismic Evaluation Report For: Patrick Elementary School

End of RFP

RETURN THIS EXHIBIT WITH PROPOSAL

EXHIBIT A

VENDOR INFORMATION

Company Name

Address

City, State, Zip _

Phone

Fax

E-Mail

Name (printed) & Title

Signature Date:

Proposals are to be received at the District Office of the Jackson County School District No. 6, 300 Ash St., Central Point, OR 97502 in a sealed package clearly identified as “RFP 24-01 Professional of Record”, and to the attention of Spencer Davenport, no later than 2:00 p.m., Wednesday, May 15, 2024. It is the responsibility of the sender to verify receipt of the Proposal by the District.

Oregon Revised Statutes (ORS) regulations governing public entities require that questions regarding this proposal need to be submitted in writing via e-mail, fax, and regular mail so that all potential vendors may be equally apprised of project parameters and any addenda.

EXHIBIT B

CERTIFICATE OF COMPLIANCE WITH TAX LAWS

CONTRACTOR DATA AND CERTIFICATION

Name (tax filing):

Address:

Citizenship, if applicable:

Non-resident alien yes no

Business Designation (check one):

Corporation Partnership

Sole Proprietorship Governmental/Non-Profit

Federal Tax ID# - - OR SSN - -

Above payment information must be provided prior to contract approval. This information will be reported to the Internal Revenue Service (IRS) under the name and taxpayer I.D. number submitted. (See IRS 1099 for additional instructions regarding taxpayer ID numbers.) Information not matching IRS records could subject contractor to 31 percent backup withholding.

Certification: I, under penalties of perjury, do hereby certify that (a) the number shown on this form is my correct taxpayer ID (or I am waiting for the number to be issued to me) and (b) I am not subject to backup withholding because (i) I am exempt from backup withholding or (ii) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified me that I am no longer subject to backup withholding.

I, the undersigned also (a) agree to perform the work required by Exhibit A in accordance with the terms and conditions (listed on the front and back side hereof and made part of this contract by reference); (b) certify under penalty of perjury that I/my business am not/is in violation of any Oregon tax laws; and (c) certify I am an independent contractor as defined in ORS 670.600.

I, the undersigned, being first duly sworn, hereby certify under penalty of perjury that I am authorized to act on behalf of [insert Proposer’s name] and to the best of my knowledge, _[insert Proposer’s name] is not in violation of any Oregon Tax Laws. For purposes of this Certificate, “Oregon Tax Laws” are those laws and programs listed in ORS 305.380(4), namely ORS Chapters 118, 314, 316, 317, 318, 320, 321 and 323 and Sections 10 to 20, Chapter 533, Oregon Laws 1981, as amended by Chapter 16, Oregon Laws 1982 (first special session); the elderly rental assistance program under ORS 310.630 to 310.706; and any local tax laws administered by the Oregon Department of Revenue under ORS 305.620. I will continue to comply with the tax laws of this state, or a political subdivision of this state, during the term of the public contract, and provide that my failure to comply with the tax laws, of this state or a political subdivision of this state, before I have executed the public contract or during the term of the public contract is a default for which the contracting agency may terminate the public contract, and seek damage and other relief available, under the terms of the public contract or under applicable law.

Contractor’s Authorized Agent:

Signature/Title

Print Name Date

Contractor:

Contact Person:

Phone:

Email Address:

EXHIBIT C

SIGNATURE PAGE

SIGNATURE OF FIRM’S DULY AUTHORIZED REPRESENTATIVE FOR THIS PROPOSAL MUST BE SIGNED IN INK BY AN AUTHORIZED REPRESENTATIVE OF THE FIRM; ANY ALTERATIONS OR ERASURES TO THIS PROPOSAL MUST BE

INITIALED IN INK BY THE UNDERSIGNED AUTHORIZED REPRESENTATIVE.

The undersigned agrees and certifies that they:

1. Have read and understands all Proposal instructions, specifications, and terms and conditions contained herein;

2. Are an authorized representative of the Proposer, that the information provided in this Proposal is true and accurate, and providing incorrect or incomplete information may be cause of Proposal rejection or contract termination;

3. Are bound by and will comply with all requirements, specifications, and terms and conditions contained herein;

4. Will furnish the designated item(s) and/or service(s) in accordance with the contract if awarded to Proposer.

5. Proposer will provide its Federal Tax Identification number or Social Security Number with Proposal submission.

6. The proposer hereby acknowledges the requirement to carry or indicates the ability, to obtain the insurance required by the contract documents. Indicate in the affirmative by initialing here: _

7. The proposer hereby acknowledges awareness of addendum posted to our website regarding this RFP Indicate in the affirmative by initialing here:

Authorized Signature

Title

Date

End of RFP