RFP FP-2019-04B.pdf

Eastern Oregon University Facilities & Planning Department Page 1 of 9

Inlow Hall Phase II RFP April 6, 2022 #FP-2019-04B Cost Consultant RFP

EOU Inlow Hall Phase II

RFP #FP-2019-04B

Cost Consultant Services

ISSUE DATE: April 06, 2022

DUE DATE & Time: April 20, 2022, 3:00 PM

Eastern Oregon University is seeking Proposals for the Project described below pursuant to this

REQUEST FOR PROPOSALS (“RFP”). By submitting a Proposal, the Offeror represents that they have carefully read the terms and conditions of this RFP, including all attachments and addenda, and agrees to be bound by them.

OWNER:

Eastern Oregon University

One University Boulevard

La Grande, OR 97850

PROJECT:

Inlow Hall Phase II

Cost Consulting

OWNER CONTACT PERSON - Offerors shall submit the Proposal to:

Eastern Oregon University

Attention: Lowann Vanleuven (lvanleuven@eou.edu)

Business & Finance Manager

Facilities & Planning Office

One University Blvd.

La Grande, Oregon 97850

PROPOSAL DUE DATE AND TIME:

All Proposals must be submitted pursuant to the instructions below. The Proposal shall be emailed in searchable PDF format, to Lowann VanLeuven, lvanleuven@eou.edu, (office 541-962-3020) and must be electronically received by 3:00PM Pacific Time, April 20, 2022. The email subject line must include

“Inlow Hall Phase II Cost Consulting Proposal: RFP #FP-2019-04B”.

Offerors should telephone and confirm electronic receipt of the email document before the time and date above. Proposals delayed or lost by email filtering systems or failures, may be considered at EOU’s sole discretion.

Facilities & Planning Department

Eastern Oregon University Facilities & Planning Department Page 2 of 9

Inlow Hall Phase II April 6, 2022 #FP-2019-04B Cost Consultant RFP

INTRODUCTION & BACKGROUND

Eastern Oregon University (EOU), Oregon’s Rural University, is seeking proposals for Cost Consulting

Services for the Inlow Hall Phase II Project.

Inlow Hall is the oldest building on the EOU campus. Constructed in 1928, its original use included all aspects of campus functions, including classrooms, administration and a library. The building currently houses administrative offices, student services, the Welcome Center, distance learning and the Rural

Engagement and Vitality Center.

The Inlow Hall Phase 1 project took place in 2009 and included seismic upgrades to the basement and first floor, partial mechanical upgrades and improved space utilization on the first floor. Phase II will complete the seismic upgrades, bringing the building into compliance with ASCE 41 standards as well as meet the requirements further described in the Project Description.

CAPITAL PROJECT GOALS AND OBJECTIVES

The goals of the capital project are to:

● Complete the seismic and renovation improvements started in Phase 1.

● Address critical life/safety, access, deferred maintenance, and code issues in and around the building; including mitigating water intrusion in the roof and building envelope.

● Improve energy efficiency and thermal comfort for users:

o LEED certification is not required but LEED best practices should be implemented to meet energy reduction and efficiency improvements.

● Preserve the internal and external historic integrity of the building.

● Address underutilized and ineffective spaces, optimize classroom capacities and distance education technology.

● Strictly adhere to the project budget of $18.8M, which includes Owner and Contractor contingencies.

● Identify and determine required steps & approaches to minimize disruptions to student and administrative services and staff productivity during construction activities. EOU has very limited

“swing spaces”.

● Develop a common understanding of how to address the hierarchy of needs and minimize conflict from competing interests with limited resources.

o When budget constraints occur, how scope is reduced/modified for strict adherence to the project budget

▪ During design phase services

▪ During construction phase services

● Develop project delivery system(s) and/or and construction package(s) to minimize construction costs, minimize disruption of services, and meet or beat the grant agreement’s Project Closeout

Deadline.

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Cost Consultant RFP

IMPORTANT NOTICE

It will be the responsibility of potential proposers to refer daily to the Oregon Public Universities Shared

Resources website (www.orpu.org) to check for any available addenda, response to clarifying questions, cancellations or other information pertaining to this Request for Proposals (“RFP”).

CONSULTANT SCOPE OF SERVICES

Anticipated Design and Construction Scope

EOU has developed the renovation priorities as follows:

1. Building Envelope Upgrades & Mitigation

2. Roof Replacement

3. Mezzanine & Structural Upgrades

4. Seismic Upgrades

5. HVAC and Thermal Comfort Upgrades

6. MEP Equipment and Upgrades

7. New Electrical Feed from the Central Plant, LED Lighting & Controls, & Miscellaneous Upgrades including Low Voltage/Audio Visual

8. Basement and 2nd floor optimization and upgrades

9. Site work, landscaping, and irrigation upgrades

EOU and their A/E anticipate that the work above will be compiled in three separate bid/permit packages:

1. Demolition Plans

2. Interior Package

3. Exterior Package

These three packages will be designed in tandem and the Cost Consultant is expected to provide estimating services for all three phases.

Project Schedule

EOU and their Architect, Waterleaf Architecture, have developed the attached schedule (Attachment 4) which outlines the proposed durations of each phase and identifies when the Cost Consultant services are expected to be needed. The schedule dates are subject to change.

Expectations of the Cost Consultant

EOU is seeking to engage a team that demonstrates a successful track record of delivery in the following areas:

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Cost Consultant RFP

● Cost estimating for historic preservation and higher education renovation projects in Oregon. A consultant with overlapping experience in these two areas is preferred.

● The ability to analyze plans and identify gaps in design that will lead to unforeseen cost.

● The ability to identify opportunities for saving through the design process.

● Provides feedback on the completeness, clarity and adequacy of construction plans and specifications to improve accuracy of necessary means and methods and level of effort to improve accuracy during biddings and efficiency during construction.

● Has an in depth understanding of current construction market forces and material costs.

● Breadth of knowledge of the construction market and constructability process that will inform the owner and design team’s decisions for phasing packages and efficient construction.

● Has the ability to work with the Owner, Design Team and General Contractor to maintain the budget during design phases, preconstruction and bidding.

Proposers shall review this RFP and all attachments for additional details on EOU’s expectations of the

Consultant Team.

Anticipated Cost Consultant Scope of Services

The consultant shall develop an anticipated scope of services for the following tasks to implement the listed project priorities:

1. Review Inlow Hall on site conditions with EOU and A/E during Programming. Cost Consultant is required to be onsite with EOU and the A/E team to familiarize themselves with the building and project.

2. Schematic Design- Review the drawing and specification package for completeness based on current design phase and make recommendations to EOU on removing ambiguity and unforeseen costs. Full estimate and time for scope adjustment if needed. Include demolition, interior and exterior packages.

3. Design Development- Review the drawing and specification package for completeness based on current design phase and make recommendations to EOU on removing ambiguity and unforeseen costs. Provide a full estimate of demolition, interior and exterior packages and time for scope adjustment if needed. Review and compare cost estimate provided by CM/GC with

Cost Consultant’s estimate.

4. Contract Documents- Full estimate of all three packages and time included for scope adjustment if needed. Perform review of CD drawings and Specifications to identify missing information.

Make recommendations to EOU on how to “tighten up” the documents to remove ambiguity, potential unforeseen costs and improve accuracy of bidding. Review and compare cost estimate provided by CM/GC with Cost Consultant’s estimate. This phase will require an onsite visit to

EOU to discuss bids with EOU, Design Team and CM/GC. Allow time for assistance with Value

Engineering effort.

5. Bidding- Bid Reconciliation with CM/GC, A/E Team and Owner.

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Cost Consultant RFP

SELECTION PROCESS

The selection process will follow procurement per EOU Policy 3.15.01. The first step in the process is this

Request for Proposals (RFP). The second step in the process is the submission of Proposals by

Companies who wish to and are capable of performing the services EOU needs. The third step is a review and ranking of the Proposals by a selection committee. The fourth step is to recommend the highest-ranking firm for selection and contract negotiations.

EOU will seek to negotiate a contract and fee schedule with the highest-ranking firm. If unable to reach agreement, EOU will terminate negotiations and commence negotiations with the next highest ranked firm, and so forth.

The EOU Standard Consultant Agreement is included in Attachment 5. This will be the agreement the successful proposer enters into with EOU. Proposers should review the agreement to ensure they are able to meet the contract provisions and insurance requirements.

EOU reserves the right to reject any and all Proposals, and has the right, at its sole discretion, to accept the proposal it considers the most favorable, elect to conduct interviews if deemed necessary, the right to waive minor irregularities in procedures, seek clarifications, and negotiate a final contract that is in best interest of EOU. Proposals missing Proposal Content listed below will be considered Non-Responsive.

PROPOSAL CONTENT

Length & Format

EOU is not interested in boilerplate information or company brochures. All firms responding to this RFP shall provide relevant information that will be useful to the selection committee. Respondents are requested to use their discretion on the number of pages for the proposals. Proposals should be prepared economically and simply, use a minimum font size of 10-point. Emphasis should be on brevity, completeness, relevance, and clarity of content.

The focus of the proposal should demonstrate how your team best fits the expectations of the consultant team with the RFP and all attachments, and how that team will address the unique needs of the Inlow

Hall project. EOU is seeking an experienced consulting team that has a demonstrated deep understanding of the Project needs, how they will be addressed by the team, and how your team has a successful track record of meeting client’s expectations. Specificity toward Inlow Hall will garner more points than generalities. Note any items of concerns, issues, or modifications your team sees are necessary to better meet the project goals and objectives within the budget and timeline limitations.

Provide information that allows the selection committee to denote separation from other proposers.

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Cost Consultant RFP

Proposal Requirements

The proposal shall describe the company’s qualifications, abilities, resources, performance examples, and other information related to the company’s expertise, focusing on the company’s relevant experience with higher education projects and projects of similar size. Each proposal shall include the following sections:

A. Introduction Letter 0 Points

Summarize your team and areas of expertise, qualifications, special team members, and other information. Include Federal and State tax ID numbers, contact information for the proposed point of contact for the work and/or the proposed project manager.

B. Understanding & Approach 15 Points

Describe your team's understanding of the project and how your team will approach the project.

Including but not limited to:

● What unique things would your team bring to Cost Consulting?

● How will your team address Cost Consulting services and working with the A/E team, Owner and

CM/GC.

● Are there items that EOU is missing? Would you recommend a different approach than the one outline in this RFP?

● Provide any other information that demonstrates your team’s understanding, your approach and expertise, and how they differentiate from other proposers.

C. Project Manager & Key Personnel Qualifications 20 Points

The proposal shall identify the project manager and key personnel across the team who will work on this Project. Describe their expertise, relevancy, specific responsibilities, and other information that would help characterize each key team member. Other potential elements to this section include:

● Qualifications, registrations, certifications and Oregon licensures of all key personnel across the team.

● A description and track record of the key personnel’s ability to meet the expectations outlined in the RFP and attachments. What past projects have they completed that demonstrate successfully meeting similar expectations?

● What unique skills or abilities do any of the key personnel have to meet the stated needs and expectations of the Project?

● Provide any other information on key personnel that demonstrate how they differentiate from other proposers.

D. Proposed Scope & Fee Proposal 50 Points

Submit a scope and description of services your team will provide and fee proposal. Clearly describe any qualifications, exclusions, or suggested modifications from the RFP’s anticipated scope in your proposal. Provide a Not-To-Exceed (NTE) amount, including all reimbursable expenses.

E. Relevant Project Experience & Client References (2 pages maximum) 15 Points

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Cost Consultant RFP

Briefly describe similar projects executed by your team that demonstrate recent experience in providing similar services to universities or public entities within the last 10 years. Provide relevant budget information. Select three (3) Client References. For each reference, provide detailed descriptions including the name, address, and phone number of a person to contact regarding your performance on the project. When submitting projects your firm worked in an auxiliary capacity, joint venture or partnership, including the name of the lead firm.

SUBMITTAL INFORMATION

All Proposals must be submitted pursuant to the instructions below. The Proposal shall be emailed in searchable PDF format, to Lowann VanLeuven, lvanleuven@eou.edu, (office 541-962-3020) and must be electronically received by 3:00PM Pacific April 20, 2022. The email subject line must include “Inlow

Hall Phase II Cost Consulting Proposal: RFP #FP-2019-04B”. Offerors should telephone and confirm electronic receipt of the email document before the time and date above. Proposals delayed or lost by email filtering systems or failures, may be considered at EOU’s sole discretion.

REIMBURSEMENT

All costs for preparing the Proposals, attendance at interviews (if applicable), and other efforts and materials in pursuit of this RFP are the responder’s responsibility.

REJECTION OR ACCEPTANCE OF PROPOSALS

EOU expresses the right to:

1. Reject any and all Proposals.

2. Assign any work to any respondent that it enters into price agreement with based on EOU’s discretionary determination as to which responder is best suited to perform the work.

Publishing this proposal does not commit EOU to any contract, project award, or financial obligation to any of the respondents. EOU reserves the right to use whatever means it considers appropriate and prudent when selecting which firm is selected or determining when subsequent proposals are deemed necessary.

PROTESTS

Protests are subject to and must comply with EOU Policy 3.15.01.

PUBLIC RECORDS

Any information submitted through this RFP process shall be a public record. However, during the evaluation period, the proposals shall be considered confidential information. If any proposal contains

Eastern Oregon University Facilities & Planning Department Page 8 of 9

Cost Consultant RFP information that is considered a trade secret under ORS 192.501(2), each sheet containing proprietary information shall be marked as follows:

“This data constitutes a trade secret and shall not be disclosed except in accordance with Oregon Public

Records Law, ORS chapter 192.”

EOU accepts no liability for the inadvertent or unavoidable release of any confidential information submitted, and claims arising out of any public record request for such information shall be at the consultant’s expense.

Identifying the proposal in whole as a trade secret is not acceptable. Failure to identify a portion of the proposal as a trade secret shall be deemed a waiver of any future claim of that information as a trade secret.

TAX ID NUMBERS

Proposers must provide their Federal and State of Oregon Taxpayer ID Number.

LOCAL, STATE, AND FEDERAL

Work under this contract may be funded in part, or in its entirety, with federal, state, and EOU funds. The selected respondent(s) shall comply with all federal, state, and local laws, executive orders and ordinances applicable to work under this contract, including, without limitation to CFR 75.326-329. In addition, the responders agree to comply with: (i) Title VI of the Civil Right Act of 1964; (ii) Section V of the Rehabilitation Act of 1973, (iii) the Americans with Disabilities Act of 1991 and ORS 659.425, (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations.

Responder is subject to the Oregon Workers Compensation Law and shall comply with ORS 656.017, which requires provisions of Workers Compensation coverage for all employees working under any contract resulting from this RFP. The City’s programs, services, employment opportunities and volunteer positions are open to all persons without regard to race, religion, color, national origin, sex, age, marital status, disability or political affiliation.

TIMELINE

Post Request for Proposals April 06, 2022

Written Proposals Due April 20, 2022

Rank Consultants April 21-22, 2022

Begin Negotiations with Highest Ranked Company April 25, 2022

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Cost Consultant RFP

ATTACHMENTS

ATTACHMENT 1 - EOU 2021-2023 Capital Ask

ATTACHMENT 2 – EOU Project Scoping Document

ATTACHMENT 3 – Inlow Hall Phase I Plans

ATTACHMENT 4 – Project Schedule

ATTACHMENT 5 – EOU Consultant Services Agreement