RFP - Ko-Kwel Wellness Center Eugene Phase II Remodel Design Build.pdf

REQUEST FOR

PROPOSALS (RFP) FOR

KO-KWEL WELLNESS

CENTER - EUGENE

PHASE II REMODEL

DESIGN-BUILD

Issue Date:

Thursday, June 27, Proposal Due:

Tuesday, July 30, 2024

2:00 PM PST

Ko-Kwel Wellness Center – Eugene Phase II Remodel

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Table of Contents Part 1 Introduc*on

No*ce

Mandatory Pre-Proposal Mee*ng

Changes to RFP

Background

Purpose

Project Budget & Funding

Loca*on

Project Schedule

Tribal Building Code Ordinance

Design-Build Contract

Contract Requirements

Part 2 Scope of Services

Composi*on of Design-Build Team

Statement of Work

Part 3 Submission Requirements

General

Content Specifica*ons

Proposal Prepara*on and Submission Instruc*ons

Part 4 Proposal Evalua*on and Award

Evalua*on Process

Evalua*on Criteria

Interviews

Award of Contract

Part 5 Clarifica*ons

Requests of Informa*on

Proposer Offer, Withdrawal, and Modifica*on

Part 6 Reserva*ons of Rights

Part 7 Conceptual Floor Plan

Part 8 Proposal Forms

ATTACHMENT A - PROPOSERS CERTIFICATION

ATTACHMENT B - Es*mated Fee and Reimbursable Expenses Proposal

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Part 1 Introduc(on

No(ce

THE COQUILLE INDIAN TRIBE DESIGN-BUILD SERVICES

REQUEST FOR PROPOSALS

KO-KWEL WELLNESS CENTER EUGENE

PHASE II REMODEL PROJECT

Through this Request for Proposals ("RFP”), the Coquille Indian Tribe (“CIT”, “the Tribe”), is seeking competitive proposals from qualified and experienced individuals or firms (hereafter, "Proposers", “Contractor”) for the provision of design-build services for CIT’s Ko-Kwel Wellness Center Eugene – Phase II Remodel Project (“Project”). The purpose of this solicitation is to secure proposals from Design-Build Teams who have prior experience in planning, designing, engineering, and the construction of facilities of similar scope and scale. CIT will accept proposals until 2:00 p.m. PST on July 30, 2024.

Electronic copies of the RFP and all required forms and attachments may be obtained by emailing projects@coquilletribe.org.

One (1) digital copy shall be submitted via email to the contact listed below with the subject line to read:

Emerald Brunett

Project Manager

Project Management and Planning

Coquille Indian Tribe projects@coquilletribe.org

Please note that no formal opening of the proposals will take place.

Proposals will be evaluated, and the successful consultant will be determined and approved by the Tribe. The Tribe reserves the right to reject any or all proposals, and to select the contractor and services that best meet the needs of

The Tribe.

Inquiries should be directed by e-mail to Emerald Brunett, Project Manager, at projects@coquilletribe.org no later than

July 23, 2024, at 2:00 p.m.

Procurement Schedule: (dates are estimates and subject to change)

RFP Issued June 27, 2024

Bidder’s Conference July 10, 2024 @ 1:00 p.m. PST – 2401 River Road, Eugene

Last Day for RFIs July 23, 2024 @ 2:00 p.m. PST

RFP Proposals Due July 30, 2024 @ 2:00 p.m. PST

Proposals Selected for Interviews* July 31, 2024

Interviews August 5 & 6, 2024

Notification of Award August 9, 2024

Project Start Date September 3, 2024

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

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Mandatory Pre-Proposal Mee(ng

CIT will conduct a Mandatory Pre-Proposal Mee*ng at 2401 River Road, Eugene, Oregon 97404 as outlined on the

Procurement Schedule. A minimum of one (1) representa*ve from each Proposer must be in aLendance for the Mandatory

Pre-Proposal Mee*ng. Failure of a Proposer to aLend this mandatory mee*ng will result in disqualifica*on of its Proposal.

CIT representa*ves will aLempt to answer Proposers’ ques*ons and address their concerns at the Pre-Proposal Mee*ng.

However, no oral statements made by CIT staff will be binding unless confirmed by wriLen addendum. CIT will post such addenda, as considered necessary, in response to ques*ons arising at the Pre-Proposal Mee*ng.

Changes to RFP

Any change or clarifica*on of the Scope of Work, procurement process, contract terms and condi*ons, insurance requirements or any other maLer contained in this RFP will be issued in the form of a wriLen Addendum to this RFP. CIT will make a good faith effort to no*fy interested par*es of any addenda issued for this RFP. However, it is the responsibility of all par*es interested in this or any other CIT contract opportunity to refer to check for any addenda that have been issued for this or other contract opportunity, up to the solicita*on closing *me.

Background

The Coquille Indian Tribe (CIT) is a federally recognized Indian tribe that owns just over 11,000 acres of land located in

Coos, Curry, and Jackson coun*es of southwestern Oregon. CIT has nearly of almost 1200 enrolled members scaLered throughout the country. Approximately 60% of the popula*on resides in the state of Oregon and 33% reside in Coos

County.

The mission of the Ko-Kwel Wellness Center is to foster and promote a “whole person” approach to wellness, health, and self-sufficiency, in a safe, tradi*onal, and culturally meaningful environment, to ensure the legacy of the Coquille Indian

People. We serve Coquille Tribal family members; American Indians and Alaska Na*ves; employees of the Coquille Indian

Tribe and its subsidiary en**es.

The Ko-Kwel Wellness Center is recognized by the Accredita*on Associa*on for Ambulatory Health Care Inc. (AAAHC).

Achieving AAAHC accredita*on demonstrates a high level of commitment and effort and demonstrates the Coquille Indian

Tribe Community Health Center’s dedica*on to providing quality health-related services. The Community Health Center ini*ally received accredita*on in 2001 and has subsequently passed na*onal reviews every three years since.

Purpose

The community has unmet needs, and the current facility is part of the barrier to service. Demand for Health services has diversified and grown, and we are diversifying and growing with it. The area is cramped and has limited capacity. Exis*ng space u*liza*on cannot effec*vely accommodate addi*onal service needs for pa*ents.

The Ko-Kwel Wellness Center in Eugene building was constructed in 1990 with a remodel at occupancy in 2021. Another remodel occurred in 2023 but was damaged by a flood before comple*on. The flood damage has been mi*gated and damaged materials have been removed. The new space will be designed to provide an expansion of services to include behavioral health providers, holis*c wellness providers, and substance use treatment.

The project will consist of the design and remodel of approximately 5,900 square feet of the Ko-Kwel Wellness Center in

Eugene, Oregon to accommodate new offices, exam rooms, restrooms, pa*ent wai*ng areas, recep*on, and large group rooms. This will include extensive demoli*on as well as dust and noise control while business con*nues to operate on the floor above. Conceptual Floor Plan included in Part 7 of this solicita*on.

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Project Budget & Funding

The total development budget is $1,600,000 and includes permits, FF&E, surveys, etc. It is expected that the Design-Build team will work in conjunc*on with the Owner to determine the scope of work that will meet the needs of the Tribe. It is expected that the design builder will play an ac*ve role in providing alterna*ves and op*ons to meet the Owner’s project needs and maximize the Owner’s return on their investment.

Loca(on

This project is located at the Eugene Ko-Kwel Wellness Center, located at 2401 River Road, Suite 101, Eugene, OR 97404.

Project Schedule

The following is the an*cipated project *meline. A preliminary schedule is outlined below. It is the intent to develop an overall project schedule with the input of the design build team. Dates are subject to change.

Posting RFP June 27, 2024

Bidder’s Conference July 10, 2024 @ 1:00 p.m. PST

Last Day for RFIs July 23, 2024 @ 2:00 p.m. PST

RFP Proposals Due July 30, 2024 @ 2:00 p.m. PST

Proposals Selected for Interviews* July 31, 2024

Interviews August 5 & 6, 2024

Notification of Award August 9, 2024

Project Start Date September 3, 2024

Design September & October 2024

Permitting November & December 2024

Construction Start January 2025

Substantial Completion/Occupancy April 2025

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

Tribal Building Code Ordinance

The project is located on federal trust land and project designs shall be in compliance with the CIT Building Code Ordinance which follows the Interna*onal Building Code in addi*on to Federal laws. The Owner will contract with a Building Official for plan review and inspec*on services to evaluate and cer*fy whether facili*es constructed on Coquille Indian Tribe land in trust comply with applicable building codes and standards. The Owner will contract with the Building Official for plan review and inspec*ons of the Work required by law, the Contract Documents or industry standards. The Design-Builder will schedule all such inspec*ons and will provide reasonable advance no*ce to the Owner and Building Inspector of the

*me of such inspec*ons.

Design-Build Contract

The successful proposer will be invited to enter into a Design-Build Agreement (the “Contract”) with CIT. The preferred format will be the Design-Build Ins*tute of America (DBIA) standard Design Build contract. CIT reserves the right to modify any contract term or condi*on prior to execu*on. The contract will become effec*ve upon execu*on by both par*es.

The agreement contains pre-construc*on and construc*on services, described further in the Scope of Services sec*on of this RFP. All construc*on work will be authorized by Guaranteed Maximum Price (GMP) amendments. Authoriza*on to proceed with a subsequent phase will occur only aDer CIT and the Design-Builder have successfully nego*ated the scope and cost of the contemplated GMP.

Proposers should state their willingness to execute a nego*ated agreement per this RFP. Proposers should expressly state their reserva*ons, if any, regarding the form of agreement and iden*fy changes, if any, in their proposal. Proposers should

Page | 6 know that CIT will value specificity and clarity regarding both the reserva*ons expressed, the changes requested and their ra*onales.

Contract Requirements

The Design-Builder will be required to provide performance and payment bonds equal to 100% of both the pre-construc*on and construc*on elements of the contract.

This RFP and the resul*ng Design-Build contract are not subject to federal or state prevailing wage rate requirements.

Proposer will be required to furnish proof of the following types of insurance:

A. Insurance Coverages. The Proposer shall procure and maintain at its expense during the Period of Performance and thereaDer as required below the following insurance from one or more companies authorized to do business in the State of Oregon with a policyholder’s ra*ng of not less than A-IX in the most recent edi*on of Best’s Ra*ng

Guide. Except as approved otherwise by the Owner in advance, such insurance shall protect against claims which arise out of or relate to all of the Proposer’s services under the Agreement, whether performed by the Proposer or a consultant or a person or en*ty for which either of them may be responsible.

1. Workers’ Compensa4on Insurance, if required by law, with statutory limits.

2. Employer’s Liability Insurance, if employees are employed for other than secretarial or bookkeeping services, with a limit of not less than $1,000,000 each accident, $1,000,000 disease each employee and

$1,000,000 disease policy limit.

3. Commercial General Liability Insurance, applicable to all premises and opera*ons, including Bodily Injury, Property Damage, Personal Injury, Contractual Liability, Independent Contractors, Products and

Completed Opera*ons, Broad Form Property Damage (including Completed Opera*ons), and coverage for explosion, collapse and underground hazards, with minimum limits of not less than $1,000,000 per occurrence, $2,000,000 aggregate applicable specifically to the Project, $1,000,000 personal and adver*sing injury and $1,000,000 Products and Completed Opera*ons aggregate. Proposer shall no*fy the Owner, prior to signing the contract, of any “Residen*al Construc*on” exclusions and/or limita*ons of coverage that may be part of the Commercial General Liability Insurance.

4. Business Automobile Liability Insurance, applicable to owned, non-owned and hired automobiles, with a limit of not less than $1,000,000 combined single limit each accident.

5. Professional Liability Insurance, applicable to all acts and omissions of Proposer and its consultants at all

*ers, with limits of not less than $1,000,000 each claim and $2,000,000 aggregate.

B. Deduc4bles. The Proposer shall pay all deduc*bles on all policies required by Paragraph 1.

C. Waivers of Subroga4on. The Workers’ Compensa*on and Employer’s Liability policies shall be subject to a waiver of subroga*on in favor of Owner and its members, directors, agents and employees, and the successors in interest of the foregoing.

D. Cross-Liability Coverages. The Commercial General Liability and Automobile Liability policies shall provide cross-liability coverages as would be achieved under the standard Interna*onal Organiza*on for Standardiza*on

(“ISO”) separa*ons of insureds clause.

E. Addi4onal Insureds. The Commercial General Liability and Automobile Liability policies shall name the Owner and its members, directors, agents and employees, and the successors in interest of the foregoing, as addi*onal insureds, using ISO addi*onal insureds endorsement CG 20 10 11 85 or a subs*tute providing equivalent coverages. Such coverages provided to the addi*onal insureds shall (a) be primary and noncontributory with respect to any insurance or self-insurance reten*on of the addi*onal insureds, including but not limited to any

Excess Liability coverage maintained by the addi*onal insureds, (b) provide the same types and extents of

Page | 7 coverages as the coverages provided to the primary insured, and shall not be limited to the “vicarious liability” of the addi*onal insureds, (c) waive all rights of subroga*on against the addi*onal insureds, and (d) be maintained for the same dura*ons as the coverages provided to the primary insured, including but not limited to the con*nua*on of the Products and Completed Opera*ons coverage un*l ten (10) years aDer final payment to the

Owner’s prime contractor on the Project, and shall not be limited to “ongoing opera*ons”.

F. Dura4on of Coverages. The insurance coverages required by Paragraphs 1 through 5 shall be wriLen on an occurrence basis, except the Professional Liability Insurance. All other policies shall be in effect as of the date of commencement of the Proposer’s services under the Agreement. All policies shall be maintained and remain in effect un*l one (1) year aDer final payment to the Owner’s prime contractor on the Project and thereaDer when the Proposer is assis*ng or advising the Owner regarding the correc*on of defec*ve or nonconforming Work;

provided that the Products and Completed Opera*ons policy and the Professional Liability policy shall remain in effect un*l three (3) years aDer final payment to the Owner’s prime contractor on the Project. The Proposer shall no*fy the Owner, in wri*ng, of any claims against the Professional Liability policy and Commercial General Liability policy, in which event the Owner shall have the right to require the Proposer at its expense to obtain addi*onal

Professional Liability Insurance in order to restore the required coverage available for the Project.

G. Proof of Insurance. The Proposer shall file with Owner, upon execu*on of the Agreement, cer*ficates of insurance acceptable to the Owner as well as copies of all insurance policies, with all riders and endorsements, all separate exclusions, condi*ons and waivers, and all other amendatory documents aLached, evidencing the insurance required by this Exhibit E. These cer*ficates and policies shall contain a provision that coverages afforded under the policies will not be cancelled or allowed to expire un*l at least thirty (30) days’ wriLen no*ce has been given to the Owner. If any of the required coverages are to renew during the period when such coverage is to remain in effect or are required to remain in force aDer final payment to the Owner’s prime contractor on the Project, an addi*onal cer*ficate evidencing con*nua*on of such coverage shall be submiLed upon renewal or with the

Proposer's final invoice.

H. Effect of No or Insufficient Insurance. The Proposer’s failure to comply with the requirements of this Exhibit shall cons*tute a material breach of the Agreement en*tling the Owner to terminate the Agreement for cause. In the alterna*ve, the Owner in its sole discre*on may purchase the insurance required of, but not obtained or maintained, by the Proposer pursuant to this Exhibit E and charge such costs thereof to the Proposer. The Owner’s rights under this Paragraph shall be in addi*on to, and without waiver of, its other rights and remedies under the

Agreement or applicable law.

I. Limita4on of This Exhibit. Nothing in this Exhibit shall negate, abridge, or reduce the Proposer’s responsibili*es or liabili*es under the Agreement or applicable law, the meaning and effect of the provisions of this Exhibit E being limited to seVng out the Proposer’s express obliga*ons with respect to insurance.

J. Professional Liability (aka "Errors and Omissions") insurance with a combined single limit of not less than

$1,000,000, on a claims-made basis, for indemnity of the insured for liability claims arising from or due to the negligence in the performance of professional services under an awarded contract.

As evidence of adequate insurance coverage and prior to contract execu*on, the selected Contractor(s) will provide to the

CIT cer*ficates of insurance lis*ng the “Coquille Indian Tribe” as a cer*ficate holder.

The cer*ficate(s) shall provide that Selected Contractor's insurance shall not be terminated or cancelled without thirty (30) days prior wriLen no*ce to CIT. Insuring companies or en**es are subject to CIT's acceptance and must be licensed to provide insurance in the State of Oregon. Contractor's insurance shall be primary insurance, and any commercial insurance or self-insurance maintained by the Coquille Indian Tribe and/or CIT shall not contribute to it.

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Part 2 Scope of Services

Composi(on of Design-Build Team

When responding to this RFP, the Proposer shall iden*fy the Design-Builder, Architect(s), and sub-consultants as necessary to complete the programming phase of the work described in this RFP. At a minimum, the team should include engineering consultants for structural, mechanical, electrical, and plumbing. Other team members may be iden*fied aDer the scope of work is established. The Design-Builder will be responsible for engaging all sub-consultants and subcontractors necessary to complete the work. The Proposer must demonstrate to CIT that the proposed Team includes exper*se that is clearly relevant to the work contemplated for this project. The DBIA or AIA standard Design Build contract will include a guaranteed maximum price. The design build scope of services will include but is not limited to:

A. Project planning; including programming, space planning, schema*c design and design development services, code and ordinance review and analysis, preliminary schema*c drawings, and concept alterna*ves; eleva*ons and sec*on alterna*ves; outline specifica*ons of key materials and systems.

B. Prepara*on of construc*on documents and phasing plans, including but not limited to providing floor plans, demoli*on plans, interior eleva*ons, interior par**on details, room finish schedule, door schedule, project specifica*ons; structural, mechanical, electrical, plumbing; evalua*ng materials, assemblies, and systems; and coordina*ng design review mee*ngs with CIT.

C. Design / build team to organize and distribute bid documents to obtain required subcontractor bids; advise CIT on selec*on of subcontractors to be used conduct a pre-bid conference; respond to contractor inquiries; prepare document addenda; receive, review, and summarize all subcontractor bid data.

D. Design-build contractor will be responsible for assuring adherence to all applicable federal procurement requirements.

E. Retain the services of and coordinate with structural engineer, mechanical, electrical, and plumbing (MEP) design professionals as required to execute the planned construc*on and services of other specialized professionals as required to perform the planned improvements.

F. Cost es*ma*ng and Guaranteed Maximum Price (GMP); prepare es*mates at the programming, schema*c, design development phase of design. Provide value engineering services as needed to maintain project budget. 100% of all savings generated will be returned to the Owner.

G. Building permits: Prepare and submit plans as required to obtain all necessary permit reviews and approvals for construc*on.

H. Construc*on administra*on, including but not limited to: reviewing material submiLals and system shop drawings;

conduc*ng regular site visits and providing on site construc*on oversight; coordina*ng and conduc*ng weekly job site mee*ngs; preparing minutes from job site mee*ngs; preparing clarifica*on sketches; reviewing and responding to change orders; preparing applica*ons for payment; preparing and managing punch list items for incomplete work. Providing as-built construc*on documents in an electronic and hard copy format.

I. Project management and coordina*on including management of consultants, subcontractors, and coordina*on of any owner direct suppliers and/or contractors.

J. Interface with CIT for plan review & permiVng as required to complete the planned improvements.

Statement of Work

The selected Design-Build Team shall provide Programming and Design Services, and, upon No*ce to Proceed, Construc*on Phase Services as described in this RFP and within an agreed upon specified schedule and agreed upon GMA price and contract.

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Part 3 Submission Requirements

General

Proposals submiLed in response to this RFP shall be of sufficient length and detail to demonstrate the Proposer has a thorough understanding of the needs of the Project described in this RFP. Proposals should address the submiLal requirements of this RFP in a clear, succinct, and direct manner. Proposals submiLed in response to this RFP will be evaluated in accordance with the following SubmiLal Requirements and Evalua*on Criteria. Please organize the proposal corresponding to the order of the sec*ons below.

Responses should be of sufficient length and detail to demonstrate the Proposer's understanding of the requirements described in Sec*on II of this RFP, "Scope of Services." Proposals shall include a proposed project schedule as part of the submiLal requirements of this RFP.

Content Specifica(ons

A selec*on commiLee will assess each proposal as to completeness, qualifica*ons, experience, project understanding, and approach. CIT may waive informali*es and accept any given proposal as submiLed and/or request further informa*on.

CIT’s decision will be final and is not subject to appeal. For the purposes of this RFP, the Design-Build Team may be composed of one or more team members. A team member is defined as a legal en*ty that undertakes some or all the obliga*ons outlined in this RFP.

Prerequisites: In order to be considered, Proposer must:

A. Be a legal en*ty that has the authority to transact business in the State of Oregon.

B. Provide adequate proof of insurance, as set forth in Sec*on I.8 of this RFP, “Insurance Requirements.”

C. Execute, provide, and comply with the Proposer’s Cer*fica*on (ALachment A).

D. Execute and provide Es*mated Fee and Reimbursable Expenses Proposal (ALachment B).

To be considered for selec*on, submit the below informa*on, clearly labeled, and in the following order. The consultant shall submit one (1) digital copy of the submission in pdf format.

1. Cover Le=er

Introduce your team and describe your business philosophy. Iden*fy the Design-Builder and the design professionals required to fulfill the iden*fied scope of services. Summarize in a concise manner the teams understanding of the scope of work and proposed approach, ac*vi*es, and schedule of deliverables to meet the scope of work.

The cover leLer should include a brief history of your firm(s), a short biography of the lead or primary person and descrip*on of the services your firm proposes to provide CIT. Addi*onally, include the mailing address, phone/fax numbers and email address of the individual signing the cover leLer, as well as contact informa*on for your firm's primary contact(s) for this RFP, if different.

2. Design-Build Team

A. Names and addresses of the Design-Build team, list past collabora*ons, present each firm’s history, including number of years in con*nuous opera*on, current staffing level, current workload, and capacity.

Include *meline for current and commiLed projects.

B. Narra*ve and/or graphic that iden*fies the key personnel from each firm at the corporate and field levels that will be assigned to this project during pre-construc*on and construc*on. Describe their relevant

Page | 10 experience, responsibili*es, and approximate amount of team each will devote to this project during each phase.

C. Provide proof of valid State of Oregon licensure for all team members required to be licensed by state law.

D. State whether any member of the Design-Build team is currently, or has been during the last five years, involved in defending, nego*a*ng, media*ng, or li*ga*ng any claims or liens rela*ng to or arising from construc*on, design, or business ac*vi*es. Provide a brief descrip*on of the circumstances that led to the claim(s) and resolu*on(s).

3. Experience of Design-Build Team

Describe the Team’s recent experience in providing design and construc*on services for at least three (3) but no more than four (4) built projects that are relevant to Health Care Design contemplated by this RFP. Though projects do not have to be Design-Build projects to be relevant, the commiLee may give more weight to projects that are

Design-Build or its equivalent. Work by any team member may be included; it is not necessary that team members worked together on porWolio projects. Include the following informa*on for each project: loca*on, *meframe, size, construc*on type, owner, and cost. Describe the contribu*ons made by the Design-Builder during the pre-construc*on phases on the highlighted projects.

4. Cost Proposal and Fee Schedule

Submit a fee proposal on the form provided as ALachment B in accordance with the instruc*ons provided below.

A. Preconstruc*on & Design Services Fee - Include all design and consul*ng services as required for programming, schema*c design, 50% design to final design, es*ma*ng and all other services required prior to the start of construc*on. State this fee as a lump sum.

B. Construc*on services fee as a percentage of construc*on cost, including all marks up and insurance costs.

C. Separate of the personnel included in the preconstruc*on services fee, list the hours for all reimbursable personnel and other management related costs that will be charged to the project along with the hourly rate, hours assigned and associated cost, assuming for purposes of this proposal only, a 3-month construc*on schedule.

D. Provide percentage for fee/mark up on change orders.

E. Provide evidence of bonding capability and the cost of the bond as a percentage of construc*on cost.

5. Tribal Preference/Tribal Employment

Any proposals submiLed by an Indian Owned Business (IOB) will be priori*zed. Design Builder shall work with CIT to set forth preferences in employment and contrac*ng u*lizing CIT owned business and qualified Tribal Members to provide labor and supplies for the construc*on of the project.

Proposal Prepara(on and Submission Instruc(ons

All proposals must comply with the following instruc*ons. Failure to comply with these instruc*ons will result in disqualifica*on of the proposal.

No*ce of the opportunity will be published on The Coquille Indian Tribe website

(hLps://www.coquilletribe.org/construc*on-project-bidding/), as well as the State of Oregon’s, OregonBuys site

(hLps://oregonbuys.gov/bso).

Proposal Due Date/Proposals must be received by CIT no later than 2:00 PM PST, Tuesday, July 30, 2024.

Page | 11

Proposals and ques*ons should be submiLed electronically and addressed to:

Emerald BruneL

Project Manager

Project Management and Planning

Coquille Indian Tribe projects@coquilletribe.org

Respondents are responsible to ensure receipt of electronic submission by the specified due date.

There will be no public opening of the proposals.

Part 4 Proposal Evalua(on and Award

Evalua(on Process

A Selec*on CommiLee will be formed to evaluate responsive proposals and shall apply the evalua*on criteria set forth below. The CommiLee will determine which proposals are in the compe**ve range. A Proposer that the CommiLee considers as not having a reasonable chance of being determined as a top ranked Proposer based on the proposal as submiLed will not be considered in the compe**ve range. The CommiLee may conclude that only one proposal is in the compe**ve range. The CommiLee may meet one or more *mes to discuss and rank proposals. CIT may in its sole discre*on find that proposals not adhering to all terms and condi*ons of this RFP, or that are otherwise non-responsive, be found to not meet the minimum requirements and may be rejected or given a low ra*ng in the evalua*on process.

The following process will be generally followed for the evalua*on and award of a contract:

A. Determine if proposals meet minimum requirements.

B. Evaluate proposals.

C. Determine which proposals are in the compe**ve range.

D. Interviews for Proposers* in the compe**ve range and final scoring.

E. Selec*on of candidate.

F. CIT Tribal Council approval of contract award.

*The Tribe reserves the right to select a consultant from submi�ed qualifica�on proposals alone.

Evalua(on Criteria

The Tribe will evaluate respondents based upon the written response to this RFP; consultant interviews; references; and any other information requested by The Tribe.

Criteria Description

Approach

Consultant’s understanding of and approach in providing RFP services. Responsiveness and completeness of the proposal and any value-added component. The degree to which the proposal offers a clear, comprehensive, and collaborative process and achieves the public participation goals of The Tribe.

Cost Overall cost, cost effectiveness, and resource allocation.

Engagement Experience Demonstrated qualifications and experience in this work, including the ability to involve and engage stakeholders in disparate geographies and under-engaged demographics.

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Experience Working with Tribes

Demonstrated qualifications and experience working with other tribal communities

Project Management

Consultants experience with similar projects and references of its clients. Ability to perform and complete the work in a professional and timely manner.

Tribally Owned Business Preference is given to firm/consultant owned or operated by Coquille Tribal members or other tribal or indigenous owned businesses.

Women, Veteran, and

Minority-Owned Business

Preference is given to firm/consultant owned or operated by minority, veteran, or women-owned or designated DBE.

CIT reserves the right to inves*gate the qualifica*ons of all Proposers under considera*on and to confirm any part of the informa*on furnished by a Proposer, or to require addi*onal evidence of managerial, financial, technical, or other capabili*es that are considered necessary for the successful performance of the work.

Interviews

During the review of proposals CIT may ask for addi*onal informa*on and request face- to-face interviews with the top three candidates. CIT will then make the final selec*on decision. At its sole discre*on, CIT may invite the Finalist

Proposer(s)' Key Personnel to interview with CIT staff, in person, via conference-call or another mutually agreeable medium, to clarify their proposal and determine the overall suitability of Finalist Proposer(s)' Key Personnel to the an*cipated project.

If requested, aLendance at such an interview is mandatory and failure to meet with CIT within a reasonable period of *me will be grounds for proposal rejec*on. Following the interview, CIT reserves the right to re-score the Finalist Proposer(s) or to use the original scores solely as the basis to determine the Finalist Proposer(s) and make an award determina*on based on the overall strength of the Finalist proposal and interview.

Award of Contract

A. CIT reserves the right to select for contract award the Proposer that offers the best overall value, benefit, convenience, and service to CIT, taking into account the cost. However, cost is only one of several evalua*on and selec*on criteria, and on its own, is not determina*ve of the best overall value, benefit, and service to CIT.

B. ADer comple*on of the evalua*on process, CIT will name an "apparent successful Proposer" and issue a "No*ce of Intent to Award" a contract to this Proposer.

C. The successful proposer will be invited to enter into a Design-Build Agreement (the “Contract”) with CIT. The preferred format will be either the DBIA or AIA standard Design Build contracts. CIT reserves the right to modify any contract term or condi*on prior to execu*on. The contract will become effec*ve upon execu*on by both par*es.

Part 5 Clarifica(ons

Requests of Informa(on

All requests for clarifica*on or change regarding any technical, procedural, contractual or insurance requirement(s), or any other maLer regarding this RFP must be submiLed in wri*ng via e-mail to projects@coquilletribe.org. All such requests for clarifica*on or change must be submiLed no later than July 23, 2024, at 2:00 p.m. PST. CIT will consider all *mely-received ques*ons and requests for change and, if reasonable and appropriate, will issue an addendum via e-mail to all recipients to clarify or modify this RFP.

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Proposer Offer, Withdrawal, and Modifica(on

Any proposal submiLed in response to this RFP will be regarded by CIT as a binding offer by the Proposer to complete the work described above for a period of ninety (90) calendar days from the date proposals are due. This period may be modified upon the mutual agreement between CIT and Proposer. Proposals may be withdrawn or modified prior to the date and *me proposals are due by wriLen request. Proposals may not be withdrawn or modified aDer the date and *me proposals are due unless agreed to by CIT in wri*ng.

Part 6 Reserva(ons of Rights The Coquille Indian Tribe reserves all rights (which may be exercised by The Tribe in its sole discre*on) available to it under applicable laws, including without limita*on, and with or without cause and with or without no*ce, the right to:

A. Cancel this RFP in whole or in part, at any *me before the execu*on of a contract by The Coquille Indian Tribe, without incurring any cost, obliga*ons, or liabili*es.

B. Issue addenda, supplements, and modifica*ons to this RFP.

C. Revise and modify, at any *me before the RFP submiLal due date, the factors and/or weights of factors The Tribe will consider in evalua*ng RFP submiLals and revising or otherwise expanding its evalua*on methodology as set forth herein.

D. Extend the RFP submiLal due date.

E. Inves*gate the qualifica*ons of any firm under considera*on and require submiLal confirma*on of informa*on furnished by a firm.

F. Require addi*onal informa*on from a firm concerning the contents of its RFP un*l such *me as The Tribe declares, in wri*ng, that a par*cular stage or phase of its review of the responses has been completed or closed.

G. Reject at any *me, any or all submiLals, responses, and RFP submiLals received.

H. Terminate, at any *me, evalua*ons of responses received.

I. Appoint an evalua*on commiLee to review RFP submiLals or responses, make recommenda*ons, and seek the assistance of outside technical experts and consultants in RFP submiLal evalua*on.

J. Hold interviews and conduct discussions and correspondence with one or more of the firms responding to this

RFP to seek an improved understanding and evalua*on of the responses to this RFP.

K. Seek or obtain data from any source that has the poten*al to improve the understanding and evalua*on of the responses to this RFP.

L. Waive deficiencies in an RFP submiLal, accept and review a non-conforming RFP submiLal or seek clarifica*ons or supplements to an RFP submiLal.

M. The Tribe is issuing this RFP in accordance with applicable laws that allows an agreement with a private en*ty that demonstrates proven experience and knowledge in master planning, project management, and effec*ve public involvement processes that will work closely with Tribal staff in the prepara*on of the plan.

N. The Tribe reserves the right to terminate this process or to cancel or modify this solicita*on process at any *me.

In no event will The Tribe or any of its respec*ve agents, representa*ves, consultants, directors, officers, or employees, be liable for, or otherwise obligated to reimburse the costs incurred in prepara*on for this RFP or any other related costs. The prospec*ve firms shall be fully responsible for all costs incurred in the prepara*on and/or presenta*on of the RFP submiLals. The RFP submiLals will become the property of The Tribe.

O. The Tribe reserves the right to reject any or all proposals submiLed or make modifica*ons to the scope of work, subject to appropriate nego*a*on, during the design process.

P. The final decision is the sole decision of The Tribe, and the respondents to this formal request have no appeal rights or procedures guaranteed to them.

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Part 7 Conceptual Floor Plan

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Part 8 Proposal Forms

(Page purposely leD blank)

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ATTACHMENT A - PROPOSERS CERTIFICATION

A. The undersigned acknowledges receipt of Addendum numbers ______ through ______ or N/A.

B. Proposer cer*fies it is an independent contractor as defined by ORS 670.600 and under penalty of perjury is, to the best of the undersigned's knowledge, not in viola*on of any local, state, or federal tax law.

C. Proposer cer*fies this proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corpora*on; Proposer has not induced any person, firm, or corpora*on to refrain from proposing; and

Proposer has not sought by collusion or fraud to obtain for itself any advantage over any other Proposer or over

CIT.

D. Proposer cer*fies that the firm has no business or personal rela*onships with any other company or person that could be considered a conflict of interest or poten*al conflict of interest to CIT.

E. Proposer agrees to make their proposal a binding offer to CIT for a period of ninety (90) calendar days from the date proposals are due.

F. The undersigned warrants that he/she is an authorized representa*ve of the Proposer; has read, understands and agrees to be bound by all RFP instruc*ons, specifica*ons, insurance requirements and contract terms and condi*ons contained herein (including all addenda issued for this RFP); that the informa*on provided in this proposal is true and accurate; and that providing incorrect or incomplete informa*on may be cause for proposal rejec*on or contract termina*on.

Legal Business Name:

Mailing Address:

Contact Person Printed Name & Title:

Phone Number: Email:

Federal Tax Iden*fica*on Number (FEIN):

State Contractor Registra*on Number: CCB No.

Architect License Name/No.:

Engineer License Name/No.:

Signature: Date:

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ATTACHMENT B - Es(mated Fee and Reimbursable Expenses Proposal

Preconstruc4on and Design services fee – lump sum $

Construc4on Services Fee as a Percentage of Construc4on %

(Including any general and professional liability insurance that would be charged to the project.)

Percentage mark-up on change order work %

(Including all overhead/profit and insurance costs.)

Payment Performance bond as a percentage of construc4on %

Project Personnel

List all project personnel you would assign to the project and associated costs for the dura*on of the project based on the schedule listed in the RFP. If a category listed below will not be assigned and/or charged as reimbursable to the project, please indicate so.

Personnel Total Hours Assigned Hourly Rate Total Cost

Project Execu*ve

Project Manager

Superintendent

Project Engineer

Es*mator

Other

Other

All others*

Total Reimbursable Personnel Cost: $ *Insert a list of ALL other an�cipated reimbursable personnel and the associated costs. If none are listed, it will be assumed that any other personnel working on the project are included in your fee.

Reimbursable Expenses

List the reimbursable expenses for the dura*on of the project based on the schedule outlined in the RFP.

Item Cost

Jobsite Office

Travel Expenses

Other*

Total Reimbursable Expense Cost: $ *Insert a list of ALL other an�cipated reimbursable expenses required and the associated cost.

Name of Company:

Authorized Signature: Date: