RFP for Architectual Design Services for John Day Building.pdf

OregonBuys #: S-63500-00007900 Design of the New John Day Office ODFW Tracking #: 835-417-22

FORMAL REQUEST FOR PROPOSALS

Professional Services and Related Services for the Design of the New John Day Watershed District Office

STATE OF OREGON ACTING BY AND THROUGH ITS DEPARTMENT OF

FISH AND WILDLIFE

RFP No: S-63500-00007900

Issuance Date: August 22, 2023

PROPOSALS DUE: October 12, 2023, NOT LATER THAN 3:00 PM (PST)

LATE PROPOSALS WILL NOT BE ACCEPTED

RFP Issue Date: See “Available Date” for this RFP in OregonBuys

Proposal/Quote Due Date: See “Bid Opening Date” and time for this RFP in OregonBuys

Purchaser/Single Point of Contact: See “Purchaser” and “Info Contact” for this RFP in OregonBuys

Single Point of Contact (SPC): Jake Howard

Address: City, State, Zip: 34 Fairview Industrial Drive SE Salem OR 97302

Phone: 503-947-6130

E-mail: jake.e.howard@odfw.oregon.gov mailto:jake.e.howard@odfw.oregon.gov

Table of Contents

1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

1.02 OREGONBUYS

1.03 OBTAINING RFP DOCUMENTS

1.04 RFP ATTACHMENTS

1.05 SOLICITATION SCHEDULE

1.06 PREPROPOSAL CONFERENCE

1.07 SINGLE POINT OF CONTACT (“SPC”)

1.08 STATEMENT OF DEI VALUES

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

2.02 APPLICABLE LAW

2.03 PROCUREMENT METHOD – PROFESSIONAL SERVICES

2.04 DEFINITIONS

2.05 PROPOSER CERTFICATION

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

3.02 SERVICES SOUGHT

3.03 CONTRACT PHASES

3.04 PERFORMANCE SCHEDULE

3.05 CONTRACT DURATION

3.06 FUNDING SOURCE

3.07 PROJECT REQUIREMENTS/DESIGN REQUIREMENTS

3.08 SILENCE OF SPECIFICATION

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 SOLICITATION PROTESTS AND RQUESTS FOR CLARIFICATION OR CHANGE

4.02 DISPUTES

4.03 COST OF PREPARATION OF PROPOSAL

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY INFORMATION

4.05 FIRM OFFER

4.06 PROPOSAL FORMAT AND CONTENTS

4.07 MODIFICATION OR WITHDRAWAL OF PROPOSAL

4.08 PUBLIC OPENING

5.00 EVALUATION AND SELECTION

5.01 RESPONSIVENESS REVIEW

5.02 CLARIFICATION OF RESPONSES

5.03 MINOR INFORMALITIES

5.04 POINT AND SCORE CALCULATIONS

5.05 RESERVED

5.06 INTERVIEWS AND PRESENTATIONS

5.07 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF APPARENT SUCCESSFUL

PROPOSER

5.08 SELECTION NOTICE AND PROTEST OF PROPOSER SELECTION

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 RESPONSIBILITY DETERMINATION

6.02 APPARENT SUCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.03 CONTRACT

6.04 SUBSEQUENT NEGOTIATIONS

7.00 CERTIFIED FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to 200.200; ORS 279A.105)

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B PROPOSER INFORMATION AND CERTIFICATION FORM

ATTACHMENT C LOCATION MAP AND PRELIMINARY BUILDING LAYOUT

ATTACHMENT D CERTIFIED DISADVANTAGED BUSINESS FORM AND OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY FORM

ATTACHMENT F [RESERVED]

1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

The Department of Fish and Wildlife (“Contracting Agency”) is seeking Proposals from Professional Services Consultants to provide Architectural and Engineering Services (“Services”) in support of the New John Day Watershed Office Project (“Project”). Contracting Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation pursuant to OAR 125-246-0170(2)(d)(R), and ORS 279A.050.(6)(c) for architectural and engineering (A&E) services.

The selected Consultant will undertake the design for the Project. Additional details on the Scope of the Services are described in the Section 3.02 (Services SOUGHT) section of this RFP, and in Exhibit A of the Sample Contract attached. The Project is described in more detail in Section 3.01 (Project Description) .

Owner anticipates the award of one (1) Contract from this RFP.

See Sections 3.05 (Contract Duration) and 6.03 (Contract) for information about contract terms and duration. Definitions are located in Section 2.04.

1.02 OREGONBUYS

1.02.1 Electronic Procurement System.

This solicitation is being conducted through OregonBuys, an electronic procurement as authorized by OAR 125-247-0330 (E-Procurement).

1.02.2 Registration Required.

All vendors must be registered in OregonBuys to do business with the state. Registration is free.

To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website (https://oregonbuys.gov/bso).

For registration assistance see vendor registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf)

Vendors are responsible for ensuring that their vendor registration and information are current and correct in OregonBuys. Contracting Agency shall not be responsible for defective registration or incorrect vendor information.

1.02.3 User Guides.

See (https://www.oregon.gov/Agency/Business/Procurement/Pages/HowTo.aspx) for quick reference information regarding common questions from vendors when using OregonBuys.

1.02.4 Electronic Signatures.

By submitting a Proposal to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with the Contracting Agency that signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email are https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

“Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

1.02.5 Failure of Electronic Procurement System

Per OAR 125-247-0330(6) in the event of a failure of an Electronic Procurement System that interferes with the ability of a Person to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Contracting Agency may cancel the procurement or may extend the date and time of receipt of Electronic Submittals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

1.02.6 Technical Difficulties; Late Submission

Larger files may take additional time to upload to OregonBuys. Proposers are responsible for allowing sufficient time to navigate the OregonBuys system, upload files, and finalize and submit its Proposal via OregonBuys prior to the Bid Opening Date.

If technical difficulties occur that are of no fault of the Proposer that prevent submission of a Proposal via OregonBuys, the Proposer may notify the SPC in writing, via email, immediately to describe the difficulties encountered and to seek SPC approval of an alternative submission method.

As circumstances warrant, SPC may, at its discretion, allow for an alternative Proposal submission method.

A Proposal received after the Bid Opening Date is considered late and late submissions due to any reason will not be accepted.

1.03 OBTAINING RFP DOCUMENTS

The RFP and attachments are published in the State of Oregon’s electronic eProcurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

1.04 RFP ATTACHMENTS

The following are attachments to this RFP:

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B PROPOSER INFORMATION AND CERTIFICATION FORM

ATTACHMENT C LOCATION MAP AND PRELIMINARY BUILDING LAYOUT

ATTACHMENT D CERTIFIED DISADVANTAGED BUSINESS FORM AND OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY FORM

ATTACHMENT F [RESERVED]

In addition to the provisions set forth and linked within the RFP, the RFP incorporates by this reference the information published on the OregonBuys “Bid Solicitation” page for this RFP, including but not limited to:

• Details entered in the Header Information section;

• All RFP attachments, “Amendments” (if any), and any other files linked in the File Attachments and Form Attachments subsections; and

• Information, if any, entered in the “Questions” and “Item Information” sections.

1.05 SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. “N/A” denotes that event is not applicable to this RFP.

https://oregonbuys.gov/

Schedule Item Date

Pre-Proposal Conference See Section 1.06.

Deadline for Proposer questions 10 calendar days prior to the Bid Opening Date in OregonBuys Bid Solicitation page for this RFP

Deadline for RFP protests 10 calendar days prior to the Bid Opening Date and time in OregonBuys Bid Solicitation page for this RFP

Proposal submittal deadline See “Bid Opening Date” and time in OregonBuys Bid Solicitation page for this RFP

Proposal Opening Thursday October 12, 2023, at 3:00 (PST)

Completion of Proposal evaluations Estimated 14 calendar days after Proposal Opening

Completion of interviews (if conducted) Estimated 20 calendar days after Proposal Opening

Intent to award notice Estimated 5 business days after all scoring complete

Deadline for selection protest No later than 7 calendar days after intent to award notice

*Negotiations completed Estimated 30 calendar days after intent to award notice

Contract execution Estimated within 7 calendar days of negotiation completion

* Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 6.03.02 Negotiations.

1.06 PRE-PROPOSAL CONFERENCE

Contracting Agency will conduct a pre-Proposal conference for this RFP. Contracting Agency has scheduled a pre-Proposal conference on September 12, 2023, at 2:00pm, to be held via TEAMS.

Attendance is mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written addenda issued by Contracting Agency.

1.07 SINGLE POINT OF CONTACT (“SPC”)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.08 STATEMENT OF DEI VALUES.

The State of Oregon is committed to DEI values in all procurement solicitations. See Executive Order No. 22- 15 for additional information.

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

Contracting Agency is conducting this RFP according to its authority under delegated authority pursuant to OAR 125-246-0170(2)(d)(R) and ORS 279A.050.(6)(c) .

2.02 APPLICABLE LAW.

This RFP and any resulting Contract are governed by Oregon Law. The Services subject to this RFP are “Professional Services” as defined in ORS 279C.100(2).

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2YyNWMwZjktZGE1OC00MWFmLWI2ZWItZDllN2YyMDA5NDQ0%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bf053dd9-6b73-4ef7-a5b7-dcbc926fc86d%22%7d https://www.oregon.gov/gov/eo/eo_22-15.pdf https://www.oregon.gov/gov/eo/eo_22-15.pdf

Specific laws and rules that govern the solicitation process are found in Oregon Revised Statues (ORS Chapters 279A and 279C), and Administrative Rules of the Oregon Department of Administrative Services (OAR Chapter 125 Division 246 and OAR Chapter 125 Division 248). The RFP and resulting Contract may be subject to other laws and rules.

2.03 PROCUREMENT METHOD – PROFESSIONAL SERVICES.

Contracting Agency is conducting this RFP in conformance with ORS 279C.110, OAR 125-248-0220. Formal Selection Procedure.

2.04 DEFINITIONS

In addition to terms defined elsewhere in this RFP, the following definitions apply to this RFP. Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

For purposes of this RFP:

“Amendment” as used in OregonBuys means “Addendum” or “Addenda”, as defined in OAR 125-246- 0110(1);

“Business days” means calendar days, excluding Saturdays, Sundays and all State recognized holidays;

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow.

“Calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

“Contracting Agency” means the Department of Wildlife;

“Days” means calendar days;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the constructed facility or other improvement that Consultant has been retained to design or provide services for;

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

“Proposers” – (referred to as “Vendor” in OregonBuys) All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience and project approach, without considering cost.

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal (referred to as “Bid Solicitation” in OregonBuys);

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Contracting Agency;

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

“Services” means the services to be performed under the Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provisions in the final Contract which set forth and define in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations;

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys;

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings.

Note: Though not defined, the terms “subconsultant” and “subcontractor” are used interchangeably in this document.

2.05 Proposer Certification

By participating in the procurement process and submitting a Proposal for Services, Proposer must abide by all requirements and provide all certifications listed herein and in the Proposer Information and Certifications Form (Attachment B). Any Proposal that is received conditioned on Contracting Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

This RFP includes two project phases. First, ODFW desires to engage a consultant to develop regional aesthetic design concepts for both Northeast and Southeast Oregon. Second, using the approved aesthetic design concepts for Southwest Oregon, Consultant will design the new office building for the John Day Watershed Office located in Pendleton, Oregon. ODFW desires a single-story structure at the location outlined in the preliminary layout developed by ODFW’s Engineering Section (See Attachment C). The total Project has an estimated budget of $275,000.00 dollars and is planned for completion of construction in 2024.

3.02 SERVICES SOUGHT

I. Regional Aesthetic Design Concepts. The Oregon Department of Fish & Wildlife desires to develop a distinctive look for Agency buildings. That appearance will be portrayed through exterior and interior architectural features to define a specific visual look to represent the Agency’s buildings. The intent is to choose specific colors, materials, aesthetic features, fixtures and finishes to create a specific branding to represent the Agency for new construction and remodels of existing structures. The inspiration of these features is to be rooted in the natural beauty of the State of Oregon, focusing on specific aspects of the key geographic areas or habitats of the State.

Consultant will develop aesthetic design concepts for two geographic regions of Oregon: Northeast Region and Southeast Region. Aesthetic design concepts must contain consideration of the unique visual features of the region. These concepts are to be used universally for the wide variety of buildings located in the applicable region that will be constructed or remodeled by ODFW, including large office buildings, storage buildings, residential homes, and fish hatchery buildings.

Consultant will visit sites in Northeast Oregon (John Day River, Wallowa Mountains, Ponderosa Pine Forest) and sites in Southeast Oregon (Smith Rock State Park, Steens Mountain, Deschutes River, Juniper/sagebrush habitat) and photograph and document aspects of the location that can be incorporated into the design. The colors, shapes, materials, textures, flora, fauna and distinguishing features shall be captured for use in the aesthetic design concepts for each region. The aesthetic design concepts must incorporate elements from the site visits to provide a clear association with the locations. For example, if an element is supposed to represent John Day River, it should be very clear the John Day River was the inspiration of that design element. Not all listed locations must be included into the regional aesthetic design concepts and Consultant will recommend those it identifies as the best fit.

Consultant will provide two concept boards representing the Northeast Oregon Region and the Southeast Region (four (4) concept boards total). Each concept board must contain samples of the chosen colors, textures, architectural features and depict architectural renderings of two example buildings (one office building and one residential home) that showcases the exterior and interior application of the aesthetic design concept.

ODFW and Consultant will meet and review the concept boards for each region and ODFW will choose a single concept board for the region. If ODFW is not able to choose a single concept board to move forward to final layout, ODFW and the design team will meet to discuss design details to develop another single concept board for the region. Once a single concept board is chosen, ODFW will provide feedback to Consultant’s design team. Consultant shall review that feedback and incorporate into a second version of the concept board, which will be reviewed by ODFW. The second version will be reviewed by ODFW, and additional comments will be provided. Consultant will incorporate comments and develop a third version for review and final approval by ODFW. The approved third version will be the final version, unless significant changes to color, concept or layout are determined in the second version review which ODFW determines require an additional round of review.

II. John Day Watershed District Building Office Design.

The Consultant will be responsible for entire design process for the new office and will utilize the preliminary layout to develop and complete the building design, including the building floor plan, accessibility, electrical, interior lighting, mechanical systems, HVAC, parking, storm water system, sewage system, site lighting, and landscaping/site irrigation (see Attachment C).

Design standards will follow the current codes adopted by the Oregon Building Codes Division, including the 2022 Oregon Structural Specialty Code, 2021 Oregon Energy Efficiency Specialty Code, 2021 Oregon Electrical Specialty Code, 2022 Oregon Mechanical Specialty Code and the 2021 Oregon Plumbing Specialty Code. Additionally, the requirements outlined in the Governor’s Executive Order 20-04 and the Department of Administrative Services Statewide Policy 107-011-010 shall be considered in the design of the building. Additionally, the design should include the following considerations:

A. Regional Aesthetic Design. Upon approval of the third version of the Northeast Region Aesthetic Design Concept in Phase I, Consultant shall develop example renderings of John Day Watershed Building to depict the application of the design concept. Additionally, example buildings will include a large office building, residential home, a storage building, and a hatchery hatch house. ODFW will provide example locations and pictures for the Consultant to consider when developing the renderings. The renderings shall depict the interior and exterior application of the design concept.

Upon approval of renderings, Consultant will develop plans, call outs, and specifications that can be incorporated into the final design of the John Day Watershed District Building Office. These plans, call outs and specifications should be prepared as a separate package to allow for easy application of the design concept into future construction plans and documents for buildings constructed by ODFW, including those in the John Day Watershed District.

B. Accessibility. The building is primarily used by agency staff, however some accommodations for accessibility need to be provided for the first floor in the event that public need to meet with staff in the office. Accessibility has to be provided from the existing parking area to the front door and to the various spaces on the first floor.

C. Interior Lighting. LED lighting will be used for interior lighting fixtures and lighting intensity will be designed to meet as outlined in the 2021 Oregon Energy Code for various spaces. The use of dimmer switches shall be implemented on all lighting controls. Lights shall be 5000K in color, unless designated otherwise during the design phase discussions with ODFW.

D. HVAC Design. The use of a heat recovery unit equipment is to be considered in the equipment layout. Specifically, a system that utilizes the Ventacity Heat Recovery Ventilator or approved equal shall be a part of the equipment package. The heating/cooling system shall be designed to have appropriate zoning according to the use of the building. A control package will be designed to maximize the efficiency of the heat recovery unit and the heating/cooling system.

E. Parking. The fencing will be 6’-0” ft tall, have an automatic opening gate, interior vehicle detector.

Also, site lighting that have 20 foot-candles of light intensity on the ground.

F. State Energy Efficiency Design (SEED) Program and LEED Considerations. It is the policy of the State that facilities to be constructed by authorized state agencies be designed, constructed, renovated, and operated so as to minimize the use of energy resources and to serve as models of energy efficiency. Successful proposer shall be responsible for providing a design consistent with the requirements of the SEED Program reducing building energy use 20% or more than the state energy code, pursuant to ORS 276.900 and OAR Chapter 330, Division 130. Additionally, ODFW is evaluating whether Gold level LEED certification will be achievable for the John Day Watershed Office. The Proposal shall include an outline of the necessary considerations for this evaluation as well as describe Proposer’s experience in this area.

G. Green Energy Technology and Climate Change Policy and Carbon Footprint Reduction Policy.

Successful Proposer shall be responsible for providing a design that includes green energy technology, based on an amount equal to at least 1.5% of the total contract price for the Project, and all necessary documentation, consistent with the Green Energy Technology requirements provided under ORS 279C.527 and ORS 279C.528. A solar system shall be designed to allow for the projected maximum daily power consumption of the building to be offset by the solar system. The Consultant shall coordinate with the city or county for permitting of the system as well as researching incentives and system requirements for the electric utility company for the site.

The Services and associated deliverables for the prospective Contract are further described in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment A).

3.03 Contract Phases.

Contracting Agency anticipates the contracted Services will be performed in the following phases in support of the Project:

I. Phase I - Regional Aesthetic Design Concepts (Northeast and Southeast Regions)

II. Phase II – John Day Watershed District New Office Building

a. Programming

b. Schematic Design

c. Design Development

d. Construction Documents

e. Bid Assistance

f. Construction Administration

3.04 Performance Schedule.

Design Kick-Off Meeting: November 1, 2023

Schematic Design: December 1, 2023

Design Development: January 5, 2024

Construction Documents: May 15, 2024

Bidding Assistance: September 30, 202

Construction Administration: November 2, 2024, through June 1, 2025

3.05 Contract Duration:

The resulting Contract is anticipated to be effective November 15, 2023 and terminate June 30th, 2025.

Contingent upon Contracting Agency’s need and Consultant’s performance, Contracting Agency may elect to amend the Contract for additional time as necessary. The successful Consultant shall perform its obligations through final completion of all Services required under the Contract, and through completion of all warranty work for the public improvement or public works Project, if applicable, unless the Contract is terminated or suspended.

3.06 Funding Source(s):

ODFW will utilize state bond money to fund the design of the project.

3.07 Project Requirements/Design Requirements

3.07.1 Use of Recycled Products

Successful Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services, pursuant to OAR 125-246-0321.

3.07.2 State Energy Efficiency Design (SEED) Program

See Section 3.02.II.F.

3.07.3 Green Energy Technology

See Section 3.02.II.G.

3.07.4 BUILD AMERICA/BUY AMERICA [RESERVED]

3.08 Silence of Specification

The apparent silence of this scope of work, any specifications and any supplemental specifications as to any detail, or the apparent omission from one of these areas of a detailed description concerning any point, shall be regarded as meaning that only the best commercial and industrial practice is to prevail and that only materials and workmanship of first quality are to be used. Services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Proposer, must be itemized in the Proposal.

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 REQUESTS FOR CLARIFICATION; SOLICITATION PROTESTS/REQUESTS FOR CHANGE

A. Requests for Clarification. Any Proposer may make a request for clarification of RFP terms or requirements or information. Requests for clarification must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Clarifications, whether verbal, in Writing, or included in an Amendment as a “clarification,” will be issued at the discretion of the SPC and do not change contractual terms, or procurement requirements. If a request for clarification raises an issue that Contracting Agency determines should be handled by formally amending the RFP, Contracting Agency will do so only by announcing such a change in an Amendment posted on OregonBuys, not through information identified as “clarification.”

B. Solicitation Protests/Requests for Change. Prospective Proposers may submit a written protest of anything contained in this RFP and may request a change to any provision, specification or Contract term contained in this RFP. Protests and requests for change of any provision, specification or Contract term must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Contracting Agency will not consider any protest to this RFP or request for change of any provision, specification or Contract term submitted after this deadline. Each protest and request for change must include the reasons for the protest or request (supported by factual documentation) and any proposed changes to this RFP provisions, specifications, or Contract terms.

Contracting Agency will resolve all timely protests submitted in accordance with OAR 125-248-

0240. Contracting Agency will address all timely submitted requests for change within a reasonable time following Contracting Agency’s receipt of the request and once addressed, will promptly issue a written decision on the request via OregonBuys.

The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of an amendment to this RFP, unless the amendment specifies a different deadline.

4.02 DISPUTES

In case of any doubt or differences of opinion as to the items or Service to be furnished hereunder, or the interpretation of the provisions of the RFP, the RFP on file with Contracting Agency shall govern and the decision of the State of Oregon shall be final and binding upon all parties.

4.03 COST OF PREPARATION OF PROPOSAL

Proposer is responsible for all costs incurred in Proposal preparation and participation in the Proposal evaluation, Award and Contract negotiation processes.

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY INFORMATION

This RFP, and one copy of every Proposal received in response to it, together with copies of all documents pertaining to the award of the Contract(s), shall be kept by Contracting Agency and made a part of Contracting Agency’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107.

If a Proposer believes that any portion of a Proposal contains any information that may be considered exempt from disclosure as a trade secret under ORS Chapter 192.345(2) or ORS 646.461(4), or under other grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer believes are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal, in whole, as a trade secret, confidential or otherwise exempt from disclosure is not acceptable. Proposers are cautioned that cost information submitted in response to an RFP is generally not considered a trade secret under Oregon Public Records Law. If Proposal fails to identify the portions of the Proposal that Proposer believes are exempt from disclosure, Proposer is deemed to have waived any later claim of an exemption or request for non-disclosure of that information.

Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Proposer is advised to consult with legal counsel regarding disclosure issues.

The State and Contracting Agency will not be liable for any disclosure or release of information that Proposer considers to be exempt from disclosure if required by applicable law or court order. The State and Contracting Agency shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

4.05 FIRM OFFER

Submission of a Proposal constitutes Proposer’s affirmation that all terms and conditions of the Proposal constitute a binding offer that shall remain firm for a period of no less than ninety (90) days from the Proposal Due Date and Time specified on the cover page of this RFP.

4.06 PROPOSAL FORMAT AND CONTENTS

All Proposal documents requiring Signature must be signed by an authorized representative of the Proposer. The Proposal documents received by Contracting Agency may contain “Electronic Signatures”.

Contracting Agency reserves the right at any time to require the submission of the hard copy originals of any documents included in the Proposal.

Proposals must be submitted through the OregonBuys system as described in more detail in section 1.02 of this RFP. No oral, telephone, e-mail or facsimile Proposals will be accepted.

Proposals must not exceed ten (10) pages. Any pages exceeding the maximum number of pages shall not be evaluated. If there is any question as to format requirements contact SPC for clarification, prior to submittal of the Proposal.

Proposer shall provide required information on the forms specified in this RFP. Any information Proposer submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on Proposer’s letterhead.

Proposals must be prepared providing a concise description of the Proposers’ ability to meet the requirements of this RFP. Emphasis should be placed on completeness, clarity and organization.

Proposals must be arranged and organized in separate sections according to the Proposal evaluation criteria requirements listed below in Section 5.04, Point and Score Calculations.

4.07 MODIFICATION OR WITHDRAWAL OF PROPOSAL

If a Proposer wishes to withdraw or make modifications to a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Proposal Due Date and time stated on the Cover Page for this RFP.

4.08 Public Opening

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.05. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time.

The public Opening will be held via virtual meeting and interested parties may attend the public Opening through the following link: TEAMS

5.00 EVALUATION AND SELECTION

Contracting Agency will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 125-248-0220 and this RFP.

Responsive Proposals (see Section 5.01) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the Evaluation Criteria set forth in section

5.04. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in this RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal.

The outcome of the Evaluation process may, in Contracting Agency’s sole discretion, result in:

(a) notice to Proposer(s) of selection for Contract negotiation and possible award; or (b) cancellation of this RFP and either re-issuance of this RFP in the same or revised form or no further action by Contracting Agency with respect to this RFP. Alternatively, Contracting Agency may determine it will take further steps to gather additional information for evaluation, (e.g. checking references, notice of interviews, requesting clarification).

Contracting Agency may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by Contracting Agency. Contracting Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals submitted in response to this RFP will become property of Contracting Agency and part of the public file.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZGZhYzE3NWEtYTAwZS00MDMxLTkwNjMtNDUwNmM1NTAzNjI4%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bf053dd9-6b73-4ef7-a5b7-dcbc926fc86d%22%7d

5.01 Responsiveness Review.

Proposals must be considered responsive for further evaluation. A Proposal received prior to the Bid Opening Date will be reviewed by the SPC to determine if it is responsive to the RFP requirements set forth in this RFP. If the Proposal is unclear, the SPC may request clarification from Proposer (See Section 5.02, Clarification of Responses). If the SPC finds the Proposal non-responsive, the Proposal may be rejected;

however, Contracting Agency may waive minor informalities (see Section 5.03, Minor Informalities).

5.02 Clarification of Responses.

Contracting Agency reserves the right to request clarification of any item in a Proposal to properly evaluate the Proposal. All requests for clarification and responses shall be in writing. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal. Clarifications cannot be used to supplement or rehabilitate a non-responsive Proposal. Except for requests and responses related to a clarification necessary to evaluate whether a Proposal has met minimum requirements, all requests for clarification and responses will be provided to each selection committee member.

5.03 Minor Informalities.

Contracting Agency, in its sole discretion, may waive minor informalities or allow a Proposer to correct them. Minor informalities are: (1) matters of form rather than substance when evident in the Proposal, or

(2) insignificant mistakes that can be waived or corrected without prejudice to other Proposers.

Examples of minor informalities include Proposer’s failure to:

• Submit the required number of originals or copies, or both, of Proposals

• Sign the Proposal in the designated block provided an authorized signature appears elsewhere in the Proposal evidencing an intent to be bound.

5.04 POINT AND SCORE CALCULATIONS.

Each Responsive Proposal will be evaluated and scored by an evaluation committee as set forth in this Section. Available points are shown in the evaluation criteria section below. Evaluation Committee members may change and Contracting Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below up to the maximum points available. The SPC will average all the evaluator scores for each evaluation criterion.

Evaluation Criteria 1.) Cover Letter

Available Points: 5

The Cover letter should address the Proposer’s willingness and commitment, if selected to provide the services offered and a brief description of why the Proposer believes it should be selected. The letter should include the name of the firm and the name, title, telephone number, and email address of the individual(s) authorized to represent the Proposer with respect to the RFP, Proposal, and any resulting contract negotiations. The letter must be signed by the Proposer, if an individual, or a legal representative of the Proposer’s entity authorized to bind the entity in contractual matters. The letter must include a statement that Proposer agrees to accept the terms and conditions of the contract provisions.

2.) Proposer Experience, Key Personnel and Qualifications

Available Points: 30

Proposer shall provide an overview of Proposer’s experience and qualifications with respect to the delivery of the Services described in this RFP. Proposer should list individual team members and subconsultant team members the Proposer proposes to assign to or utilize for the Services.

Proposer should provide relevant information for each of the proposed team members, including names of staff and position, professional qualifications, and relevant experience. Provide any applicable experience and certifications, and include a current resume for each (not to exceed two (2) pages each). (Note – Resumes are not included in the Proposal page count).

Proposer should also provide a list and description of similar projects that it has completed within the last five (5) years.

Proposer should provide a portfolio of three previous buildings that best highlight the concepts and design goals as outlined in the Scope of Work. The portfolio shall consist of photographs and verbal descriptions of the building to explain the design concept and the approach to the design.

3.) Understanding of Requested Services Approach and Implementation

Available Points: 25

Proposer shall describe its understanding of the intent and the requirements of the Services being requested in this RFP, the scope of the Services and its overall plan to complete the Services in support of the Project. Proposer shall prepare an example design concept for evaluation. The Proposer shall prepare a conceptual implementation of an architectural aesthetic design of a mock office building that utilizes the concepts outlined in this RFP.

Proposer should describe the firm’s management and organizational structure, and how that structure aids the delivery of the Services sought - including the firm’s chain of command.

Proposer should describe its methods of coordinating and expediting all elements to meet delivery schedules without sacrificing quality. Proposer shall describe its approach to adjusting schedules when needed or adjusting its level of effort in order to meet a schedule while staying within a stated budget.

Proposer should describe how subcontractors will be selected, utilized and managed to complete the projects. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines.

4.) Statement of Work

Available Points: 35

Using the baseline document found in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment A), Proposer shall provide a proposed Statement of Work. The Statement of Work should identify all work and services described in this RFP, including Section 3.02 (Services Sought) and should address all design considerations and requirements described therein.

5.) DEI Values and Practices

Available Points: 5

Pursuant to Executive Order 22-15, Contracting Agency is considering Proposer’s DEI values and practices as part of this evaluation. Please describe Proposer’s DEI values and practices. Note:

please do not include any information contained within the Certified Disadvantaged Business Form and Outreach Plan addressed in Section 7.0 and Attachment D to this RFP, as this evaluation criterion is separate and apart from that requirement. The Certified Disadvantaged Business Outreach Plan will not count towards the available points for this evaluation criterion.

6.) Required Forms:

Available Points: Pass/Fail

a. Proposer Information and Certifications Form (Attachment B to this RFP)

b. Certified Business Firm (“COBID”) Outreach Plan (Attachment D to this RFP)

c. Responsibility Inquiry Form (Attachment E to this RFP)

Note—Required forms are not included in the Proposal page count.

5.05 PRICE PROPOSAL EVALUATION. [Reserved]

5.06 INTERVIEWS and PRESENTATIONS

Contracting Agency, at its sole discretion, may arrange Proposer interviews. Proposers should be prepared to provide a brief presentation of their proposal, lasting no more than 10 minutes. Proposers will make a visual presentation of the firm’s overall approach. The presentation should include a highlight the firm’s design style and approach to aesthetics.

Proposers should also be prepared to respond to questions related specifically to their Proposals and other pertinent matters regarding the RFP.

Questions may be directed to the Proposer’s key Project staff regarding qualifications, experience and the firm’s overall approach. At a minimum, the project manager and the key individuals responsible for delivering the Services shall be in attendance.

Contracting Agency, in its sole discretion, may elect to conduct interviews via teleconference, video conference, or in-person. Contracting Agency will provide information regarding location, time, and format for the interview to Proposers at least seven (7) Days prior to interview.

The total maximum available interview points are 50 points.

5.07 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF APPARENT SUCCESSFUL

PROPOSER

The SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score. The scores for Proposer ranking and tentative award will be determined as follows:

• Total Evaluation Criteria Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators,

• Total Interview or Presentation Questions Score (if conducted) = Total of all evaluator scores for a given Proposer, divided by the number of evaluators.

• Final Score = Total Proposal Score, plus Total Interview (if conducted).

5.08 SELECTION NOTICE and PROTEST OF PROPOSER SELECTION

Contracting Agency will notify all Proposers, through OregonBuys, of its selection status.

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection via email to the Single Point of Contact identified in OregonBuys for this RFP no later than the date set forth in RFP Section 1.05, Solicitation Schedule. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services described in the RFP.

Protests based on terms or requirements contained in this RFP – are solicitation protests (Section 4.01B) that must be submitted during the solicitation protest period described in Section 1.05 and will not be considered in Selection Protests.

Contracting Agency will resolve all timely submitted protests in accordance with OAR 125-248-0240.

All costs of a protest shall be the responsibility of the protesting Proposer and undertaken at the Proposers expense. The State and Contracting Agency shall not be liable for the Proposer's costs or expenses incurred or related to filing the protest, on any basis, express or implied.

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 Responsibility Determination.

Prior to award, Contracting Agency will determine if an apparent successful Proposer is responsible, which may include investigation of references. Contracting Agency reserves the right to investigate references including others than those provided in the Responsibility Inquiry Form (Attachment E). Investigation may include past performance of any Proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers. At any time prior to award, Contracting Agency may reject a Proposer found to be not responsible.

6.02 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The highest-ranked Proposer who is found to be responsible and selected for a Contract award under this RFP will be required to submit, in addition to any information or certifications required pursuant to the Proposer Information and Certification Sheet (Attachment B), the following information to Contracting Agency within ten (10) calendar days of Selection Notice. Contracting Agency will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if Proposer is unable to provide this information within the timeframe or as otherwise deemed reasonable by the Contracting Agency.

6.02.1 Certificates of Insurance.

The apparent successful Proposer shall provide (electronically via email) Certificates of Insurance to Contracting Agency for levels of Insurance coverage shown in Exhibit C of the Sample Contract (RFP Attachment A). Apparent successful Proposers that have current Certificates of Insurance (with all required coverages and not specific to a particular project) on file with Contracting Agency will not be required to resubmit these. Contracting Agency may determine that project-specific insurance coverage is required on a case-by-case basis.

6.02.2 Business Registry Number/Registered Agent

If selected for Contract award, Proposer must be duly authorized by the State to transact business in the State before executing the Contract. Firms that contract with Oregon Department of Fish and Wildlife are responsible for compliance at all times with all applicable legal requirements regarding business organization, authorization and registration. The apparent successful Proposer(s) (unless you are an individual operating as your real and true name or otherwise exempt under applicable laws) shall submit a current Oregon Secretary of State Business Registry number. See process for obtaining a Business Registry number: https://sos.oregon.gov/business/Pages/register.aspx.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents:

https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx.

For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules (https://sos.oregon.gov/business/pages/laws-rules.aspx). The titles in this subsection are available on the Secretary of State’s Business site:

https://sos.oregon.gov/business/Pages/default.aspx.

6.02.3 W-9 Form

The apparent successful Proposer(s) shall provide their Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) if either of the following apply:

https://sos.oregon.gov/bu…