RFP for AE Design Admin2 Broadband 2025.docx

REQUEST FOR PROPOSALS

FOR

Architectural and Engineering Services

Siletz Admin2 Broadband Remodel

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 Public Works Department provides building maintenance services for the Tribe and will be administering this project. The project is the design to expand the mechanical room to accommodate large broadband equipment. Building is located at 197 SE Swan Ave. Siletz Oregon, 97380. 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.

Contact Person Submitter may direct questions regarding this RFP to:

CTSI Public Works Dept.

Attn: Syd Somes, Public Works Director P.O. Box 549 248 NE Cemetery Rd.

Siletz, OR 97380 Phone: (541) 351-0141 Email: sydneys@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 29 June 2025 @ 4:00 p.m. Pacific Time. Proposals shall be in envelopes & email subject line need to be marked “CTSI Siletz Admin2 Broadband A & E Services”. 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 Public Works Department.

Evaluation of Proposals, Negotiation Responses will be evaluated by an internal review committee of the CTSI Public Works 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.

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 Public Works 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 Public Works 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 or firm that can effectively and independently contract for Architectural and Engineering Services for redesigning a mechanical room to safeguard and redesign to house large broadband equipment. 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/or engineering service provider in the State of Oregon.

2. Submitter must be able to complete the project as defined in the executed Services Agreement Contract and in a timely manner.

3. 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. Each proposal shall be scored based on the points allotted to each criteria, 100 combined points maximum. The number of points assigned to a proposal does not necessarily determine the award of a contract; rather it establishes benchmarks to assist in the overall evaluation of the proposal.

Experience and Capability Maximum Points: 40

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 Maximum Points: 20

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.

Fees Maximum Points: 40

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 Public Works Department is requesting design of a Master Plan to expand mechanical room into existing areas of the building weather into the small kitchen to the south or into office spaces to the west. The project remodel shall be in an existing building in Siletz, OR. located and owned by the Confederated Tribes of Siletz Indians. Site address: 197 SE Swan Ave. Siletz, Oregon, 97380.

The anticipated structure will require the redesign of up to 1/3rd of the building to house broadband equipment and to safeguard said equipment from the hot water heater and the incoming water service line in the mechanical room.

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,. Plumb.

· Construction Documents; Bid Documents, Spec Book.

· Design surveying

· Compliance with Lincoln County and Building codes and Fire Code.

Geotechnical Investigation

The A/E firm should not need to perform geotechnical investigations.

Conceptual Design

The Awarded A/E firm shall submit a conceptual design report outlining the proposed design of the Siletz Admin2 redesign to house broadband equipment. 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 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:

· 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

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

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

A. Letter of Transmittal Include at least the following information:

a. Name, address and telephone number of Submitter and/or Submitting Firm;

b. 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;

c. Date of Proposal;

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

B. 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.

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

D. 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.

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

F. Disclosure: Please provide a statement disclosing:

a. 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

b. 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.

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

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

I. 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.

J. Proof of licensing.

K. Proof of Indian Preference.

Submission Procedures

A. 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.

B. Proposal must be delivered to:

Confederated Tribes of Siletz Indians Public Works Department Attention: Syd Somes, Public Works Department Director PO Box 549 248 NE Cemetery Rd.

Siletz, Oregon 97380 or By Email at sydneys@ctsi.nsn.us

C. The deadline for submitting a proposal is:

June 29, 2025 at 4:00 PM Pacific Time

D. Incomplete proposals shall not be considered.

E. 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.

Exhibit A

Fee Schedule for Professional Services and Expenses

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

Proposed Stipulated Sum amount $

Engineers/Consultants Fees

Geotechnical Engineer ____N/A____

Civil Engineer ____N/A____

Structural Engineer ___________

Architectural ___________

Surveying ____N/A____

Bid documents/Admin ___________

Electrical ___________

Mechanical ___________

Plumbing ____________

Landscape design ____N/A_____

Over Head and Profit ____________

Page 9 of 9 5/29/2025 image1.wmf oleObject1.bin