TANANA CHIEFS CONFERENCE

Transcription

1 REQUEST FOR STATEMENT OF QUALIFICATIONS FOR ARCHITECTURAL AND ENGINEERING DESIGN SERVICES CHIEF ANDREW ISAAC HEALTH CLINIC EXPANSION Issued By: Tanana Chiefs Conference 122 First Avenue, Suite 600 Fairbanks, Alaska, Prepared By: Stephen Brum, P.E. December 21, 2018

2 TABLE OF CONTENTS 1 INSTRUCTIONS TO SUBMITTERS Solicitation SOQ Submission Deadline TCC Contact Person Conflict of Interest and Restrictions Submitter's Review and Substantive Questions Submitter s Review and Directional Questions Addendum to the SOQ Cancellation of the SOQ Service of Protest SOQ Withdrawal and Correction Multiple SOQs Disclosure of SOQ Contents Retention of SOQs Cost of SOQ Preparation Delivery of SOQs Media Announcements Binding Contract PROJECT BACKGROUND Background PROJECT SCOPE OF WORK Site Evaluation Renovation and Redesign of the Existing Clinic New Clinical Space Design Administrative Space Facility Operations Space Project Delivery Method SOQ CONTENT SOQ Format Table of Contents: Introduction Firm Profile Project Understanding/Project Approach... 7

3 4.6 Past Performance SOQ REQUIREMENTS Questions SOQ Submission Deadline Required Number of copies SOQ Delivery Instructions Modification or Withdrawal of SOQs Responsiveness and Responsibility of Submitters Waiver of Minor Informalities Discussions Presentations Site Inspections: Design Data and Documentation Informal Debriefing SOQ EVALUATION AND SCORING General Responsiveness Scoring: Alaskan Native or Alaskan Indian Preference Geographical Preference Outcome of the SOQ...11 APPENDICES None

4 1 INSTRUCTIONS TO SUBMITTERS 1.1 SOLICITATION Tanana Chiefs Conference (TCC) requests a Statement of Qualifications (SOQ) from qualified Architect and Engineer (A/E) firms for the design of an expansion of the existing Chief Andrew Isaac Health Center in Fairbanks, Alaska The intent of this SOQ is to select one A/E firm that has experience designing expansions and additions of healthcare related facilities that remain in operation during construction through a Construction Manager/General Contractor (CM/GC), or other alternative project delivery methods. Selection of consultants will be made by TCC after invitation to submit proposals in response to a subsequent request for proposal (RFP) including bids Each firm must register to be eligible to submit a submittal and receive addenda. Submittals from unregistered respondents will not be accepted. To register, contact Stephen Brum by at: Stephen.brum@Tananachiefs.org Include your firm name, address, telephone/fax number and name/ address of contact person Interested firms may view or download a copy of the complete SOQ from the TCC website at: SOQ SUBMISSION DEADLINE To be considered, Submitters must deliver a complete SOQ package, in the requested format, and in the number of copies indicated below, no later than 11:00 am Alaska Time on February 14th, 2019 and delivered to the following address: Steve Brum Tanana Chiefs Conference 122 First Avenue, Suite 600 Fairbanks, Alaska, Mark Submittals as follows: Chief Andrew Isaac Health Clinic Expansion Design SOQ Required number of copies: TCC CONTACT PERSON Any information required, or questions regarding this SOQ, should be addressed and/or delivered to: Steve Brum Tanana Chiefs Conference 1

5 122 First Avenue, Suite 600 Fairbanks, Alaska, Address: Phone Number: , ext CONFLICT OF INTEREST AND RESTRICTIONS If any Submitter, Submitter s employee, or any individual working on the SOQ may have a possible conflict of interest that may affect the objectivity, analysis, and/or assertions of the SOQ, it shall be declared in writing and submitted to TCC within ten days of issuance of this SOQ. TCC shall determine in writing if the conflict is significant and material and if so, may eliminate the Submitter from submitting a SOQ. 1.5 SUBMITTER'S REVIEW AND SUBSTANTIVE QUESTIONS Submitters should carefully review this Request for SOQ for errors, questionable or objectionable materials, and items requiring clarification. Submitter s shall put these comments and/or questions in writing and submit them to the TCC s contact person at least seven (7) calendar days before the due date of SOQs. This will allow time for an addendum to the SOQ to be issued, if required. 1.6 SUBMITTER S REVIEW AND DIRECTIONAL QUESTIONS If questions received involve no more than directing the questioner to a specific section of the SOQ, questions may be responded to verbally, and do not require a written addendum. 1.7 ADDENDUM TO THE SOQ TCC reserves the right to issue written addenda to revise or clarify the SOQ, respond to questions, and/or extend or shorten the due date of SOQs. Addenda will be posted at: CANCELLATION OF THE SOQ TCC retains the right to cancel the SOQ process at any time if it is in the TCC s best interest. TCC shall not be responsible for costs incurred by Submitters for SOQ preparation. 1.9 SERVICE OF PROTEST Protests shall be served to the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Steve Brum Tanana Chiefs Conference 2

6 122 First Avenue, Suite 600 Fairbanks, Alaska, The protest shall be received in the office designated not later than ten (10) calendar days after the basis of protest is known or should have been known, whichever is earlier SOQ WITHDRAWAL AND CORRECTION A SOQ may be corrected or withdrawn by a written request received prior to the due date of the SOQ MULTIPLE SOQS TCC shall not accept multiple SOQs from the same Submitter DISCLOSURE OF SOQ CONTENTS A SOQ s content shall not be disclosed to other Submitter s RETENTION OF SOQS All SOQs and other material submitted become TCC s property and may be returned only at TCC s option COST OF SOQ PREPARATION Any and all costs incurred by Submitter s in preparing and submitting a SOQ are the Submitter s responsibility and shall not be charged to the TCC or reflected as an expense of the resulting contract DELIVERY OF SOQS TCC assumes no responsibility or liability for the transmission, delay, or delivery of SOQs by either public or private carriers MEDIA ANNOUNCEMENTS Media Announcements: Any and all media announcements pertaining to this SOQ require TCC s prior approval BINDING CONTRACT This SOQ does not obligate TCC or the selected Submitter until a contract is signed and approved by both parties. If approved, it is effective from the date of final approval by the Contracting Officer. TCC shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. 3

7 2 PROJECT BACKGROUND 2.1 BACKGROUND Tanana Chiefs Conference (TCC) is a Tribal Organization as defined under the Indian Self-Determination and Education Assistance Act (ISDEAA), Pub. L TCC has assumed responsibilities and funding of the Secretary of the Department of Health and Human Services (DHHS), Indian Health Service (IHS), under title V of Pub. L , and provides health services in the villages and communities through village and sub-regional clinics, community health aide program services, and thorough cooperating arrangements with other Tribal health organizations The TCC Chief Andrew Isaac Health Clinic currently sits on an approximate 9.5 acre site to the west of Cowles Street and south of Airport Road. The building is approximately six years old and is a Leadership in Energy and Environmental Design (LEED) Gold Certified Facility. The 89,000 square foot (sf) clinic serves the interior of Alaska and needs additional facility space for the growing population. An adjacent, approximate 3.5 acre parcel, was purchased by TCC to accommodate the clinic s expansion. The estimated size of the new facility addition is approximately 64,000 sf. The estimate cost of the CAIHC facility addition is $80-90 million The facility addition will be owned and operated solely by TCC. The clinic will provide services through Health Resources and Services Administration (HRSA) and other Federal and State programs. The clinic must meet, at a minimum, current State of Alaska codes and Association of Academic Health Centers (AAAHC) accreditation standards. 3 PROJECT SCOPE OF WORK 3.1 SITE EVALUATION The existing 9.5 acre and adjacent 3.5 acre sites for the clinic expansion will be evaluated to identify optimal design criteria for arctic foundation, utility design, energy efficiency, and the incorporation of environmental and cultural design elements. 3.2 RENOVATION AND REDESIGN OF THE EXISTING CLINIC The A/E will evaluate the existing building to appraise the integration of existing and proposed, new, functional building systems such as HVAC and fire suppression. 4

8 3.2.2 Renovation and redesign of existing clinic administration, clinical, and facility spaces will be performed as needed to reconfigure, accommodate, and integrate the proposed, new, expansion design. 3.3 NEW CLINICAL SPACE DESIGN The A/E will design space in the expansion for the following clinical programs Audiology Computerized Tomography (CT) Scan General Radiology General Surgery Hematology-Oncology-Infusion Center Laboratory Occupational Therapy Orthopedics Ophthalmology Primary Care and Urgent Care Clinical Lease Space Physical Therapy Wellness Center 3.4 ADMINISTRATIVE SPACE Minimum administrative needs are expected to include a staff breakrooms, nurses stations, conference rooms, reception areas, and offices. Renovation and redesign of existing clinic administration spaces will be performed as needed. 3.5 FACILITY OPERATIONS SPACE Facility operational spaces include restrooms, shower rooms, janitorial rooms, storage/supply rooms, mechanical rooms, a communications rooms, facility work rooms, and hazardous materials storage space. 3.6 PROJECT DELIVERY METHOD The overall project delivery method will be Construction Manager/General Contractor (CM/GC)/Construction Manager at Risk with a Guaranteed Maximum Price (CM-R), or other alternative project delivery method. TCC has 5

9 not selected the project General Contractor (Contractor), or a contracted Project Manager (PM), at this time At or after the Conceptual Design phase, a CM/GC contractor will be selected to provide Pre-construction services. The Project Manager (PM) will work with the A/E and CM/GC contractor during Design Development and production of Construction Documents to assure that the scope of work and project budgets are aligned The TCC Contact Person, Steve Brum, is the current PM for the Project. A contracted PM Consultant may be retained during the design and construction phases. 4 SOQ CONTENT 4.1 SOQ FORMAT Submit one (1) unbound original, Ten (10) hard copies, and one (1) electronic copy of the SOQ. SOQs should be bound, printed on both sides of the paper when possible and organized according to the following outline. SOQs shall not exceed forty (40) pages, exclusive of cover, table of contents, tabs and/or divider pages. Submitter may add any additional content the Submitter wishes seen and evaluated. Submitters are encouraged to provide photos of the Submitter s project experience relevant to the clinical spaces identified in section One page is defined as one side of a standard 8%'' x 11" sheet of paper, 10 point type minimum. A limited number of larger sheets may be included if folded to the 8%'' x 11" format. Larger sheets will count as two pages. do not count against the maximums. 4.2 TABLE OF CONTENTS: 4.3 INTRODUCTION The SOQ will have a table of contents with page numbers and pages numbered throughout the SOQ. A brief Introduction will include the following The Submitter s name and address Statement that indicates the SOQ is valid for at least 90 days from the SOQ submission deadline Statement that indicates the Submitter s willingness to perform the services described in this SOQ. 6

10 4.4 FIRM PROFILE Statement that the Submitter is claiming Alaskan Native or Alaskan Indian preference The name and contact information of the individual who is authorized to make representations and commitments for your firm Statement that the signatory has authority to bind the Submitter Signature of authorized individual Provide a table or chart that shows your firm s organizational structure, chain of supervision, decision authority, and communications Describe your firm s history, specialization, location of offices, and number of staff Identify the firm s principals and their office locations. 4.5 PROJECT UNDERSTANDING/PROJECT APPROACH State your understanding of the services to be performed and why your firm is proposing these services Describe your firm s approach to designing Tribal health facilities Describe your firm s understanding in meeting the needs of TCC s growing and aging population and of providing a care environment reflective of a TCC patient s home community Describe your understanding of designing clinical spaces that encourage integrative care and optimize patients care experience Describe your firm's value engineering experience and how your firm worked with design teams to help reduce project construction and life cycle costs. 4.6 PAST PERFORMANCE A/E firm to illustrate its demonstrated ability to manage and successfully complete projects of comparable design, scope and complexity with the proven ability to meet task deadlines A/E firm to illustrate its demonstrated ability to provide A/E design services to tribal organizations, including TCC, with particular emphasis on experience working with tribal organizations on the design of health clinics Provide a summary of up to five health/medical projects similar in size or scope that your firm has managed in the last 1O years. 7

11 4.6.4 Provide a summary of projects your firm has managed in the last five years utilizing CM/GC or other alternative project delivery method For each health/medical project, list the project name, project scope, construction budget, construction period, delivery method, the role your firm played in the project and the names of your firm s project team members, the owner's name, and owner contact and current phone number. References will be contacted to confirm your company's record of conforming to contract requirements, schedules, cost control, forecasting, change orders, quality of workmanship, and reasonable behavior and commitment to customer satisfaction Specific experience in the clinical programs identified in Section 3.4 of this SOQ will be carefully evaluated. For each project listed, provide information concerning: i) the type of project, construction price or budget range, name and location; ii) the original design bid price and final contract price; iii) the original date scheduled for completion and the actual completion date. 5 SOQ REQUIREMENTS 5.1 QUESTIONS Questions or requests for clarifications regarding the project or this SOQ should be submitted in writing via to Steve Brum Stephen.brum@tananachiefs.org by 11:00 am on February 7th, Substantive issues will be addressed in a written addendum to the SOQ and will be available at: Questions not submitted in writing to Steve Brum, or those submitted after the deadline will not be answered. 5.2 SOQ SUBMISSION DEADLINE To be considered, a complete SOQ package in the format requested must be received by TCC at the address shown below by 11am local time, February 14th, SOQs received after this deadline will not be accepted and will be returned unopened to the responding individual or firm. No faxed, ed or oral SOQs will be accepted. 5.3 REQUIRED NUMBER OF COPIES Ten (10) copies and One (1) unbound original of the SOQ Form in a sealed envelope One (1) electronic copy of the SOQ. 8

12 5.4 SOQ DELIVERY INSTRUCTIONS Address or deliver sealed SOQs to: Steve Brum Tanana Chiefs Conference 120 First Avenue, Suite 600 Fairbanks, Alaska, RE: Chief Andrew Isaac Health Center Expansion Design SOQ The sealed envelope shall reflect the following in the lower left corner: Firm/Company Name SOQ for: Chief Andrew Isaac Health Center Expansion Design SOQ due: February 14th, 11:00 AM. electronic copies to: Stephen.Brum@Tananachiefs.org 5.5 MODIFICATION OR WITHDRAWAL OF SOQS Modifications to or withdrawal of SOQs may be allowed only if received prior to the deadline for receipt of SOQs. No changes to or withdrawal of SOQs will be permitted after the time for receipt of SOQs specified in the solicitation. 5.6 RESPONSIVENESS AND RESPONSIBILITY OF SUBMITTERS This solicitation is designed to provide TCC with evidence that the Submitter is responsive and responsible. All responses are subject to verification by TCC. Insufficient evidence to establish responsiveness and responsibility may result in rejection of the SOQ. 5.7 WAIVER OF MINOR INFORMALITIES 5.8 DISCUSSIONS TCC expressly reserves the right to waive minor informalities, negotiate changes or reject any and all SOQs and to not award the proposed contracts, if in its best interest. Minor informalities means matters of form rather than substance which are evident from the submittal or are insignificant matters that have negligible effect on price, quantity, quality, delivery or contractual conditions and can be waived or corrected without prejudice to the other Submitters As determined by the evaluation process, Submitter s reasonably susceptible of award may be offered the opportunity to discuss their SOQ with the contracting officer or evaluation committee and the SOQ may be adjusted as a result of the discussion. Submitters may also be allowed to submit a best and final SOQ as a result of the discussion. 9

13 5.9 PRESENTATIONS TCC reserves the right to require an oral presentation. As determined by the evaluation process, Submitters reasonably susceptible of award may be afforded the opportunity to give an oral presentation. If so afforded, Submitters will be notified in writing of the presentation s requirements, date, time, location, and amount of time allowed for the presentation and/or questions and answer period. Time frames will be strictly enforced. The entire evaluation committee shall be present for oral presentations. All Submitter costs associated with attending an oral presentation shall be borne by the Submitter SITE INSPECTIONS: A Submitter may conduct a site visit prior to their submission of a SOQ with written permission from the TCC Contact Person. Submitters are not authorized to engage TCC staff in discussion of the CAIHC expansion SOQ or any other matters pertaining to the Project DESIGN DATA AND DOCUMENTATION Pre-design documentation is not available for review during the SOQ solicitation INFORMAL DEBRIEFING Any Submitter may request and receive an informal debriefing after the Notice of Intent to Award is mailed out. The debriefing shall be limited to the Submitter s SOQ, concentrating on the areas considered deficient or inferior. The merits of other SOQs will not be discussed. 6 SOQ EVALUATION AND SCORING 6.1 GENERAL The SOQ criteria are intended to indicate the qualities TCC is looking for from an A/E firm and are not intended in any manner to constrain TCC s discretion to select the A/E firm TCC determines will provide the best overall value to TCC concerning the Project. Price is not an evaluation factor. There shall be no discussion of price in the SOQ. 6.2 RESPONSIVENESS Prior to evaluation, each SOQ shall be reviewed to determine whether or not it is responsive. Nonresponsive SOQs shall be eliminated and will not be evaluated. Factors that may result in a SOQ being declared nonresponsive are: Not providing evidence of meeting the Minimum Requirements; Substantive and material conflicts of interest which were not declared and/or 10

14 6.3 SCORING: were declared and determined to be significant enough that TCC requested the potential Submitter not submit a SOQ; Substantive and material noncompliance to requirements of the SOQ submission guideline. The evaluation factors and the value of each are: SOQ Section Maximum Points Firm Profile 10 Project Understanding/Project Approach 35 Past Performance 45 AN/AI Preference 10 Initial SOQ Score ALASKAN NATIVE OR ALASKAN INDIAN PREFERENCE All qualified AN/AI (Alaskan Native or Alaskan Indian) owned businesses will receive a 10% preference. To qualify for the preference, the prime consultant needs to be greater than 50% owned by a member(s) of a federally recognized Alaska Native or American Indian Tribe to qualify for the preference points. TCC will make the final determination of eligibility Each technical SOQ will be evaluated by the committee members and an average technical score will be assigned. Firms qualified for the preference adjustment will receive the preference and then be compared to nonpreference qualified SOQs. 6.5 GEOGRAPHICAL PREFERENCE There are no geographical preferences for the location of the design team. 6.6 OUTCOME OF THE SOQ TCC expects to issue a Request for Proposal (RFP) from the A/E firms that are deemed the best qualified to perform the work. The top ranked firm(s) selected will be asked to respond to a RFP which will include, at a minimum, a fee schedule, a description of key personnel, professional qualifications, and a demonstration of ability to accomplish the Work. THE END 11