Request for Proposals (RFP)

Architecture and Engineering (A&E) Services tailored to the Confederated Tribes of

Siletz Behavioral Health two-campus, four-building project. This includes key details necessary for compliance, competitiveness, and clarity for professional firms responding.

Confederated Tribes of Siletz Indians

Request for Proposals (RFP)

Architecture and Engineering Services

Two-Campus, Four-Building Project

Release Date: [07/01/2025]

Proposal Due Date: [08/29/2025]

Contact for Questions & Submission:

Ian Keene Planning Director

Planning Department

Email: iank@ctsi.nsn.us

Phone: 541-444-8323

I. Introduction

The Confederated Tribes of Siletz Indians (CTSI) invites qualified architecture and engineering (A&E) firms to submit proposals for full professional services for a two-campus building development. The project includes the design and engineering of four buildings—three approximately 1,000 square feet each, and one approximately 5,000 square feet—distributed across two parcels within the Siletz Tribal area in Western

Oregon.

The selected firm will provide comprehensive A&E services from project conception through construction administration.

mailto:iank@ctsi.nsn.us

II. Project Overview

Project Scope:

Total Buildings: 4 o Three Buildings: ~1,000 sq. ft. +/- each o One Building: ~5,000 sq. ft.

Location: Two campus sites owned by the Siletz Tribe (exact locations to be disclosed during site visit or RFP award) in Siletz, OR 97380

Purpose: Intended uses may include community services, health programs, administrative offices, and/or storage facilities

Sustainability: Emphasis on sustainable design and efficient energy systems, including potential for solar integration and grid tie-in

Schedule: Design to begin in Fall 2025, with construction targeted for Spring–Fall

III. Scope of Work

The selected firm will be responsible for providing, but not limited to, the following services:

1. Site Evaluation and Analysis

2. Schematic Design & Design Development

3. Construction Documents and Specifications

4. Cost Estimating and Value Engineering

5. Assistance with Permitting & Code Compliance

6. Bidding Assistance

7. Site Visits

8. Coordination with Tribal Staff, Planning Department, and other stakeholders

9. Optional Services: Civil engineering, environmental review, energy modeling, and/or survey

The CTSI Planning Department is requesting design of Architectural/Design and

Engineering plans alongside potential environmental review with a Master Plan to build four buildings coinciding on two parcels (as described above) in Siletz, OR 97380. The project shall be four completely new buildings in Siletz, Oregon located and owned by the Confederated Tribes of Siletz Indians.

The structures will require the design of three single family dwellings of approximately 1000 sq ft a piece, and one larger administrative/residential mixed use transitional housing complex at apprioximately 5000 sq ft.

The A/E firm’s work shall involve, at the minimum, the following: Complete

Construction Drawings, Civil, Structural, Architectural, Mechanical, Electrical, digital/fiber/network, and Plumbing.

Construction Documents; Bid docs, specifications book, design surveying, et al..

Compliance with Lincoln County, local building codes and appropriate fire code.

Geotechnical Investigation where applicable (Possible at Judd) Conceptual

Design

The Awarded Architectural Firm shall submit a conceptual design outlining the proposed design of the four buildings/ The report will describe site plans, floor plans, elevations, construction materials, special considerations, outline specifications, and any other data pertinent to the proposed design of the facility.

The report will include drawings in sufficient detail to allow review by all involved parties. The A & E firm will meet with the involved parties for the purpose of design review and finalization. The Consultant will meet with CTSI

Planning and Behavioral Health Departments personnel and possibly Tribal

Council to discuss design review and for Council approval of Conceptual

Design. The final designs will be subject to administrative review.

IV. Proposal Requirements

All proposals must include the following sections:

1. Cover Letter

2. Firm Overview o Legal name, address, contact info, year established o Number of staff and disciplines

3. Project Team o Resumes of key personnel o Experience with tribal or rural community development

4. Relevant Experience o Up to five (5) relevant projects (with photos or renderings if available) o Include square footage, cost, and client references

5. Project Approach o Proposed approach to this specific project o Timeline and design process

6. Fee Proposal o Lump sum or cost-plus estimate o Breakout by task or phase (preferred) o Hourly rates and reimbursables

7. Proof of Insurance and Licensure o Professional liability, general liability, workers' comp o Current Oregon licensure for architects and engineers

V. Evaluation Criteria

Proposals will be evaluated using the following criteria:

Criteria Points

Experience with similar projects 25

Qualifications of key personnel 20

Project understanding and approach 25

Cost proposal and value 20

Tribal Preference 10

Total Possible 100

VI. Project Timeline (Estimated)

Milestone Date

RFP Issued [07/01/2025]

Site Visits (if any) [07/17/2025]

Questions Due [07/24/2025]

Proposals Due [08/29/2025]

Review & Selection [09/05/2025]

Contract Execution [10/01/2025]

Project Kickoff [10/11/2025]

VII. Submission Instructions

Proposals must be submitted in PDF format by email to behavioralhealthtlcprojects@ctsi.nsn.us with the subject line:

"RFP – A&E Services: TLC Two-Campus Siletz Building Project"

Alternatively, hard copies (3) may be mailed to:

Confederated Tribes of Siletz Indians

Ian Keene – Planning Department

P.O. Box 549

Siletz, OR 97380

All proposals must be received no later than [08/29/2025]. Late submissions will not be considered.

VIII. Additional Information

CTSI reserves the right to reject any or all proposals.

Selection is subject to availability of funds.

Minority-owned, women-owned, and tribally-owned firms are strongly encouraged to apply.

Firms may be invited for an interview or presentation.

The Confederated Tribes of Siletz Indians (CTSI) is a sovereign Tribal government located in Siletz, Oregon. CTSI is governed by procurement policies as outlined in the

Operations Manual. There are times when Requests for Proposals (RFP’s) will be issued.

When they are, they will be available here and on Oregon Buys.

All RFP’s will contain some common requirements. These include:

REQUEST FOR PROPOSALS -

Architectural and Engineering Services -mailto:behavioralhealthtlcprojects@ctsi.nsn.us

CTSI Siletz Area TLC Behavioral Health Program Campuses

Part I: Background and General Information

Introduction

The Confederated Tribes of Siletz Indians (“CTSI”) is a sovereign Tribal government located in Siletz, Oregon. The Siletz Tribal Planning and Behavioral Health

Departments provide oversight/project management/geospatial services and construction/oversight services for the Tribe and will be administering this project. The project is the design to expand the Transitional Living Facilities for the Tribe. The parcels are located at the following (off Judd Rd and Molalla St. in Siletz) https://propertyweb.co.lincoln.or.us/Property-Detail/PropertyQuickRefID/R508693 and - https://propertyweb.co.lincoln.or.us/Property-

Detail/PropertyQuickRefID/R402725

The CTSI is particularly interested in those firms with experience in sustainable design and energy efficiency.

Purpose

The purpose of this Request for Proposals (“RFP”) is to solicit proposals, in accordance with the CTSI Procurement Policy, from qualified persons and firms who by reason of their skill, knowledge, and experience are able to furnish project specific Architectural and Engineering Services for CTSI. The Minimum Qualifications and Requirements for this RFP are outlined below.

The information within this RFP is furnished to acquaint you with the intentions of

CTSI in regards to this building project. You are strongly encouraged to make your own, independent judgment of site conditions, Tribal requirements, and contract requirements to determine your proposal decisions. CTSI is not liable for the accuracy or relevance of information contained herein or through other project specific communications.

https://propertyweb.co.lincoln.or.us/Property-Detail/PropertyQuickRefID/R508693 https://propertyweb.co.lincoln.or.us/Property-Detail/PropertyQuickRefID/R402725 https://propertyweb.co.lincoln.or.us/Property-Detail/PropertyQuickRefID/R402725

Contact Person

Submitter may direct questions regarding this RFP to:

CTSI Planning Department

Attn:

Ian Keene, Planning Director

PO Box 549

107 SE Swan Ave

Siletz, OR 97380

Phone: (541) 444-8323

Email: Iank@ctsi.nsn.us

Proposal Submission

The original and one (1) copy of the proposal must be received by the contact person at the above address or email no later than __08/29/2025__@ ____5__p.m. Pacific Time.

Proposals shall be in envelopes & email subject line need to be marked “CTSI Siletz

TLC Campus”. Proposals will be reviewed after the deadline established for receipt of proposals. Proposals will not be opened publicly and will not be available for public inspection until after the award of the contract.

Proposal Tenure

All proposals shall include a statement that the proposal shall be valid until contract award.

Incurred Expenses

CTSI shall not be responsible for any expenses incurred by Submitter in responding to this RFP. All costs incurred by Submitter in the preparation, transmittal or presentation of any proposal or material submitted in response to this RFP will be borne solely by the Submitter.

Cancellation of Requests for Proposals or Rejection of Proposals

CTSI may cancel this RFP at any time for any reason. CTSI may reject any and/or all proposals for any reason as determined by CTSI Planning Department.

Evaluation of Proposals, Negotiation

Responses will be evaluated by an internal review committee of the CTSI Planning and

Behavioral Health Department staff using the criteria listed in Parts II and III below, with final selection to be made by the CEO and/or Tribal Council of CTSI.

mailto:Iank@ctsi.nsn.us

CTSI shall award the contract to the Submitter whose proposal is deemed to be most advantageous to CTSI. CTSI may provide any Submitter whose proposal is reasonably likely to be selected, in CTSI’s discretion, an opportunity to discuss and revise their proposals prior to award for the purpose of obtaining final and best offers. Proposals shall be evaluated on the criteria listed in Part III below.

Award Notice

CTSI Planning and Behavioral Health Department shall provide written notice at the request of Submitter of the project award. The award shall be contingent upon successful negotiations of a final contract between CTSI and the Submitter whose proposal is awarded by CTSI Planning and Behavioral Health Department.

Contract

The awarded proposal Submitter is responsible for obtaining, editing, modifying, etc. a standard American Institute of Architects, Architectural and Engineering Services

Agreement Contract between and to the mutual satisfaction of CTSI and the Submitter.

Contract Term

The successful Submitter will enter into a contract with CTSI for services to be performed. The term of the contract shall begin as soon as the contract is awarded and signed, and be completed as required by the contract. The proposed completion date must be clearly defined in the Bidders Proposal and will be included in the terms of the contract. This RFP, the proposal submitted by the successful Submitter, and the fee structure of the submitted proposal, shall define the terms by which the successful

Submitter shall perform the services contemplated by the RFP.

Contract Fee Structure

The fee structure of the Contract will be a “stipulated sum” (firm fixed price) amount.

This stipulated sum amount will be reflected from within the proposal submitted and may be used in the process of determining the successful submitter. Other amounts defined in the fee structure will include any and all amounts that may be in addition to the stipulated sum amount. Sufficient information will be provided in the proposal and contract to define and justify all costs associated with the stipulated sum amount as well as any other, anticipated or not anticipated, costs.

Proposal Confidentiality

Except in response to inquiries from the Contact Person as part of the evaluation process, until the award is made and notice is given to all Submitters, no employee, agent, or representative of a Submitter shall make available or discuss its proposal with any officer, member, employee, agent or representative of CTSI other than the Contact

Person.

Until the award is made and notice of award is given, CTSI will not disclose the contents of any proposal or discuss the contents of any proposal with any Submitter or potential Submitter, so as to make the contents of any offer available to a competing or potential Submitter.

Responsibility of Submitter

If a Submitter who otherwise would have been awarded a contract is found not to be a responsible Submitter, a determination setting forth the basis of the finding that the

Submitter is not a responsible Submitter shall be prepared and the Submitter shall be disqualified from receiving the award. A Responsible Submitter means a Submitter who submits a proposal that conforms in all material respects to the requirements of this RFP and who has furnished, when required, information and data to prove that the

Submitter’s financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services described in this RFP. The unreasonable failure of a Submitter to promptly supply information in connection with an inquiry with respect to responsibility is grounds for a determination that the Submitter is not a responsible Submitter.

Grievance

To be filed under CTSI’s Procurement Policy, “Appeals and Remedies”. Copies available upon request.

Code of Conduct: No Tribal Council member or employee of CTSI shall have any direct financial interest in any contract with the Submitter nor shall any contract exist between

Submitter or its affiliate with Council or staff that could give rise to any claim of conflict of interest. Any violation of this provision will render the contract void, unless it is approved by Tribal Council after full disclosure.

Submitter shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract.

Upon request by CTSI, Submitter shall disclose information relating to conflicts or potential conflicts of interest.

Certification of Compliance with Equal Employment Law

Successful Submitter will be required to comply with applicable state and federal laws, regulations, and executive orders relating to equal employment opportunity and affirmative action.

Part II: Minimum Qualifications and Requirements

CTSI is seeking a person(s) and/or A&E/Construction firm that can effectively and independently contract for Architectural and Engineering Services, Project management and Construction for designing and building two separate TLC campuses that includes four total dwellings as described above. In addition, only those Submitters who meet the following minimum criteria are eligible to submit a proposal pursuant to this RFP:

1. Submitter must have proven experience from within the last three years as a licensed Architectural and Engineering/Design firm/Construction Management/ provider in the State of Oregon.

1. Submitter must be able to complete the project as defined in the executed

Services Agreement Contract and in a timely manner.

1. Submitter must provide proof of professional liability insurance or comparable protection with the limit of $1,000,000 per claim at the time of contract award.

Part III: Evaluation Factors

CTSI shall award the contract to the Submitter whose proposal is most advantageous to

CTSI.

Proposals meeting minimum qualifications shall be evaluated on the three criteria listed below.

Experience and Capability

Submitter’s skill, knowledge and experience in similar Multi-family housing development projects. Relevant experience and qualifications of person(s) who will perform the actual work will be considered under this evaluation factor. If applicable, this rating will focus on those persons assigned to the CTSI contract, rather than the characteristics of the Submitter firm. Additional criteria that may be considered for points include but are not limited to design, engineering, energy efficiency, scheduling, regulatory compliance, sustainable design, and experience with and understanding of working within federal and tribal grant and regulatory requirements and inspection scheduling.

Indian Preference

Indian owned companies will be given preference in the selection process. Companies claiming Indian preference must furnish adequate proof of 51% Indian ownership with proposal to be so considered. The Contractor is required to comply with all applicable

Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe.

As well as the “stipulated sum amount”, a listing of cost of services per unit provided by the Submitter will be used to evaluate the fee criteria. This may be stated in terms of a range with a maximum and minimum price for labor, materials and equipment of differing configurations.

Part IV: Services to be Performed

The CTSI Planning and Behavioral Health Departments are requesting design of a

Master Plan to develop and expand a behavioral health campus on two separate parcels. The project remodel shall be in an existing building in Siletz, OR. located and owned by the Confederated Tribes of Siletz Indians. Site address: Parcels: Judd Road and Molalla St.

A/E firm shall submit two options on the entire remodel project.

Scope of Work:

The A/E firm’s work shall involve, at the minimum, the following tasks:

• Complete Construction Drawings, Civil, Structural, Architectural, Mech., Elec,.

Plumbing.

• Construction Documents; Bid Documents, Spec Book.

• Design surveying

Compliance with Lincoln County and Building codes and Fire Code. Detailed drawings and specifications setting forth requirements of the project; Bid schedule, bidding information, and bid forms; Description of Bid Items, The Conditions of the Contract and the form of “Agreement between Owner and Contractor” Prevailing Wage determinations. Any other documents or items necessary for the project to “go out to bid”, and any revisions needed after Tribal/Legal review

Geotechnical Investigation

The A/E firm should not need to perform geotechnical investigations at site of three residential (Molalla, while Judd Rd. location is possible)

Conceptual Design

The Awarded A/E firm shall submit a conceptual design report outlining the proposed design of the Siletz TLC Campuses. The report will describe site plans, floor plans, elevations, construction materials, special considerations, outline specifications, and any other data pertinent to the proposed design of the facility. The report will include drawings in sufficient detail to allow review by all involved parties. The A/E firm

Consultant will meet with the involved parties for the purpose of design review. The

Consultant will meet with CTSI Planning, Behavioral Health, and Public Works

Department personnel and possibly Tribal Council to discuss design review and for

Council approval of Conceptual Design.

Construction Documents

The A/E Consultant shall submit construction documents based on the approved conceptual design documents, review comments, field surveying, and local building codes and conditions.

The construction documents shall conform to Federal, State, Local, and Tribal Laws.

The project specifications shall include general provisions that will be subject to review and/or alteration by CTSI and Tribal Council.

Construction documents shall include, but not be limited to, the following:

A minimum of three sets of construction documents will be provided to CTSI. All construction documents will become the property of CTSI.

Part V: Proposal Format and Instructions to Submitter Page

Proposals submitted to CTSI Planning Department must, at a minimum, contain the following information and shall be organized as follows:

Letter of Transmittal Name, address and telephone number of Submitter and/or Submitting Firm;

A signature of the Submitter or of any partner, officer or employee who certifies that he or she has the authority to bind the Submitter;

Date of Proposal;

A statement that the Submitter proposal is valid for ninety (90) days after the deadline for submission of proposals.

Include at least the following information:

• Names and resumes of the key personnel including support staff to be assigned to the account. Resumes describing the qualifications of personnel to be utilized in the performance of this contract must show, at a minimum, the person’s name, education, position, and total years and types of experience relevant to the performance of the contract.

• References. Provide names of at least three references of persons who have worked with the same primary personnel proposed.

• Submitter’s proposal for delivering services for one or more of the programs in which services would be provided, including organization of responsibilities, work plan, approach and the availability of personnel for consultation and discussion as necessary to serve the needs of CTSI.

• Costs: Exhibit A “Fee Schedule for Professional Services and Expenses” must be included in this proposal.

Disclosure: Please provide a statement disclosing: Any political contribution or gift valued in excess of $2,500.00 (singularly or in the aggregate) made by the Submitter or on Submitter’s behalf to any elected

Official of the State of Oregon in the last three years: and

Any current or proposed business transaction between Submitter and any

CTSI member, officer, employee or their employer or other potential conflict which may give rise to a claim of conflict of interest. Submitter shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract.

• Litigation. Please describe any material, current or pending litigation, administrative proceedings or investigations that could impact the reputation or financial viability of your firm.

• Sample Report. Please include a sample of the report you would deliver to CTSI after an inspection.

• CTSI requires that Submitter be an Equal Opportunity Employer. Provide a statement that Submitter complies fully with all government regulations regarding nondiscriminatory employment practices and provide a copy of any written EEO, ADA or affirmative action policies presently followed by

Submitter.

• Proof of licensing.

• Proof of Indian Preference.

Submission Procedures

• In accordance with the Proposal Submission section in Part I above, one (1) signed original and one (1) copy of the Proposal must be submitted to the

Contact Person by the submission deadline.

• Proposal must be delivered to:

Confederated Tribes of Siletz Indians Behavioral Health and Planning Department

Attention:

Ian Keene, Planning Director

PO Box 549

107 SE Swan Ave

Siletz, Oregon 97380 or

By Email at iank@ctsi.nsn.us

• The deadline for submitting a proposal is:

___8/29___, 2025 at ___5___ PM Pacific Time

• Incomplete proposals shall not be considered.

• Discussion may be conducted with Submitter(s) to provide clarification before award of contract. Any and/or all proposals may be selected and/or rejected with or without such discussion.

mailto:iank@ctsi.nsn.us

Exhibit A

Fee Schedule for Professional Services and Expenses

Attach this page (or duplication) to your proposal. Fill all applicable spaces.

Engineers/Consultants Fees

Geotechnical Engineer ________

Civil Engineer _______

Structural Engineer ___________

Architectural ___________

Surveying _______

Bid documents/Admin ___________

Electrical ___________

Mechanical ___________

Plumbing ____________

Landscape design _________

Over Head and Profit ____________

Project Scope and Deliverables

Scoring Criteria

CTSI will give a tribal preference as follows: ten points to enrolled Siletz tribal member owned businesses, and five points to businesses owned by enrolled members of other federally recognized Indian Tribes.

Evaluation Criteria

Conflict of Interest Provision

Requirements for compliance with Equal Employment Law

Requirement for No Waiver of Sovereign Immunity

Minimum Business Qualifications and Proposal Requirements

Proposal Format and Instructions to Submitters

Submission Procedures and the Contact Person

CTSI will give a tribal preference as follows: 10 points to enrolled Siletz tribal member owned businesses, and 5 points to businesses owned by enrolled members of other federally recognized Indian Tribes.

While CTSI intends to award a successful bidder for all RFP’s, CTSI is under no obligation to award a contract to any Submitter. Within CTSI’s sole discretion, for any reason whatsoever, CTSI may cancel this RFP and may reject any proposal or other material submitted in response to this RFP.

(Request for Proposals | Confederated Tribes of Siletz Indians) https://ctsi.nsn.us/request-for-proposals/