REQUEST FOR PROPOSAL Architectural Services

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1 REQUEST FOR PROPOSAL Architectural Services PLACE OF OPENING: TIOGA HALL ROOM 511 ADMINISTRATIVE SERVICES OFFICE SOUTHWESTERN OREGON COMMUNITY COLLEGE 1988 NEWMARK AVENUE COOS BAY OR DATE AND TIME OF OPENING: February 10, 2017 at 3:00 p.m. TO BE OPENED BY: JEFF WHITEY VICE PRESIDENT OF ADMINISTRATIVE SERVICES NO FAXED OR ELECTRONIC PROPOSALS WILL BE ACCEPTED ADMINISTRATIVE SERVICES TIOGA HALL, ROOM NEWMARK AVENUE COOS BAY OR Phone: Fax: Request for Proposal for Architectural Services Page 1

2 SOUTHWESTERN OREGON COMMUNITY COLLEGE REQUEST FOR PROPOSAL FOR ARCHITECTURAL SERVICES The Southwestern Oregon Community College District Board of Education is seeking proposals from qualified architects. The architect is a consultant to the Board of Education. The architect will be expected to provide the following: Services that involve remodeling, maintenance planning, grant funding proposal assistance, compliance issues, investigation, analysis of existing facilities, and services that may involve new construction. The College is in the process of developing and updating the facilities master plan which may or may not involve the awarded architect. For projects involving new construction, the College reserves the right and is not limited to: 1) Requesting architectural proposals for the new construction. 2) Requesting that the College Architect form a joint venture with another firm. 3) Retaining the College Architect for new construction. All sealed proposals must be received by February 10, 2017 at 3:00 p.m. Pacific time, at the College in the Office of Administrative Services, Tioga Hall, Room 511, 1988 Newmark Avenue, Coos Bay, OR Proposals must be clearly marked on the outside of the sealed envelope Architectural Service Bid. Proposers shall provide seven (7) copies of their proposal and all attachments. Proposals sent by Fax or other electronic means will not be considered. The submitted proposals shall become the property of Southwestern Oregon Community College District without obligation. The Board of Education or authorized representative of the Southwestern Oregon Community College District reserves the right to accept or reject any or all proposals not in compliance with all prescribed public procurement requirements, and to reject for good cause any or all proposals upon finding that it is in the public interest to do so. No proposal will be received or considered unless fully complete in the manner provided in the proposal documents and advertisement for proposals. TIME TABLE FOR SELECTION OF A COLLEGE DISTRICT ARCHITECT January 10, 2016 February 10, 2017 February 10- March 10, 2017 March 13, 2017 March 27, 2017 March 27, 2017 March 28, 2017 Advertisement of Request for Proposal Proposal due date Screening based on required qualifications and selection of finalists for Board of Education interview/presentation, if applicable 3 finalist firms notified of selection to present to Board of Education 3 finalist firms to present to Board of Education for minutes Board of Education selects finalist Selected firm notified/firms not selected notified Time-table may be subject to modification Request for Proposal for Architectural Services Page 2

3 INQUIRIES The request for proposal documents may be obtained from Jeff Whitey, Vice President of Administrative Services, Southwestern Oregon Community College, Tioga 511, 1988 Newmark Avenue, Coos Bay, Oregon , (541) Questions that arise during preparation of the RFP shall be submitted by to: Jeff Whitey, Vice President of Administrative Services OVERVIEW OF THE COLLEGE Southwestern Oregon Community College (Southwestern) is located within two miles of the Pacific Ocean in an area of scenic beauty and mild climate. Southwestern is an accredited public two-year institution with two separate campuses offering comprehensive programs in college transfer, professional technical training, continuing education and developmental learning skills. Formed in 1961, the College is a fiscally independent College District, governed by a seven member Board of Education. The Coos Bay campus has a total of 44 buildings, 19 of which are Student Housing. The Curry Campus is a two-story, 24,918 square foot "campus in a building". The facility has seven classrooms, and several support areas dedicated for tutoring, studying, testing, etc. The facility is also designed as a community hub for short-term training and conferences. The campus building and associated parking lot occupy roughly five acres of the site. I. APPOINTMENT POLICY The College architect will be appointed in accordance with Board of Education Policy 6031 Appointment of Board Consultants. The College architect will be appointed by resolution of the Board of Education. The initial appointment will be for three years. An additional two year appointment may be given for a total of five years. After the two year extension, Board policy requires that an RFP for architectural services be advertised. II. SUBMITTAL ACCEPTANCE Submittals will be judged on the completeness and quality of content as described in this Request for Proposals. Only those submittals that contain complete information as required by these specifications will be considered for evaluation. III. RIGHT OF AWARD OR REJECTION Submission of a response shall indicate to the College that the proposer accepts all the terms and conditions contained in this RFP and associated documents. It is understood that all submittals shall become a part of the public file on this matter without obligation to the College. The College may reject any submittal that does not comply with all the prescribed submission procedures and requirements in this Request for Proposal, and may reject any or all submittals, or any part of a submittal, upon a finding that it is in the public interest to do so. IV. RESPONSIBILITIES OF PROPOSERS Southwestern Oregon Community College follows the Oregon public contracting code, ORS 279 and related regulations, as modified by the College s local contract review board. Certain purchases go through a prescribed bid/quote/proposal process. (For the purposes of this document, bid, quote and proposal may be used interchangeably.) A Request for Proposal (RFP) allows the College to evaluate vendors proposals using criteria in addition to or instead of price. Request for Proposal for Architectural Services Page 3

4 As a bidder, you are expected to submit bids that are accurate, complete, and contain all terms and conditions which you feel are necessary. If, after submitting your bid you find changes are necessary, you may change or withdraw your bid any time up to the time of the bid opening. However, after the opening, the bid may not be changed or altered in any way. If accepted, your bid/quote/proposal is considered part of a binding contract that you, as the bidder, will be expected to honor. No bidder may withdraw his/her bid after the time set for the opening, or before award of the contract, unless said award is delayed for a period exceeding 60 days. If for any reason you do not perform, the College can be expected to take whatever action it feels appropriate, including but not limited to removal of your name from future bid lists. All proposals must be received in the Administrative Services office in Tioga Hall, Room 511, no later than the date and time of opening specified in this document. It is entirely the responsibility of the proposer to ensure that their proposal is received at the above location prior to the time of opening. Proposals which are received after the time of opening will not be considered and will be returned to the proposer, unopened. Submit only one proposal for consideration. Multiple proposals will be deemed non-responsive. Facsimile transmissions or electronic submissions will not be accepted. V. CONTRACT The architect contract shall commence July 1, 2017 through June 30, Contracts may be reopened by either party in October of any year. Before November 15, either party may give notice to terminate the contract effective June 30 of the next year. The Board of Education may take action to revoke the appointment of a consultant at any time upon affirmative vote of five (5) members of the Board of Education at a Board meeting. The successful proposal and all terms and conditions contained in this Request for Proposal will be made part of the contract. Each bidder, by the submission of a proposal, assents to each and every term and condition set forth anywhere in these specifications and agrees to be bound thereby. In the event that the contractor fails to carry out or comply with any of the terms and conditions of the contract, the College reserves the right to demand remedy of any failure or default within ten (10) days. In the event that the contractor fails to remedy the failure or default within the specified period, the College shall have the right to cancel and terminate the contract without additional notice. 1. All work, including but not limited to documents, drawings, papers, computer programs, and photographs, performed or produced by Provider under this contract shall be the property of College. 2. Contractor shall perform such additional work as may be necessary to correct errors in the work required under this without undue delays and without additional cost to the College. 3. The College will pay only for completed work that is accepted by the College. 4. Provider shall submit monthly invoices to the College for work performed. The invoices shall describe all work performed (including by which staff) and shall explain all expenses. Each invoice shall also include the total amount invoiced to date by Provider for specific project performed prior to the current invoice. Request for Proposal for Architectural Services Page 4

5 VI. INSURANCE REQUIREMENTS Proposer shall secure, at their own expense and keep in effect during the term of any contract, Workers Compensation Insurance in compliance with OR , which requires subject employers to provide Oregon workers compensation coverage for all their subject workers. A waiver of subrogation endorsement in favor of Southwestern Oregon Community College shall be added prior to the commencement of any work. Proposer shall secure, at their own expense and keep in effect during the term of any contract, occurrence form commercial general liability and automobile liability insurance for the protection of Contractor, College, its Board of Directors, officers, agents and employees. Coverage shall include personal injury, bodily injury (including death) and broad form property damage, including loss of use of property, occurring in the course of or in any way related to Contractor's operations, in an amount not less than One Million dollars ($1, ) combined single limit per occurrence. Southwestern Oregon Community College shall be added as an additional insured. Proposer may be required to provide College with evidence of professional errors and omissions liability insurance for the protection of Consultant and its employees, insuring against bodily injury and property damage and arising out of or resulting from Consultant's negligent acts, omissions, activities or services, in an amount not less than $1,000, per claim. 1. NOTICE OF CANCELLATION OR CHANGE There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days written notice from the Contractor or its insurer(s) to Southwestern Oregon Community College. 2. CERTIFICATES OF INSURANCE Where applicable, as evidence of the insurance coverage required by this contract, the Consultant shall furnish acceptable insurance certificates with additional insured and waiver of subrogation endorsements to Southwestern Oregon Community College prior to issuance of a Notice of Acceptance. Insuring Companies or entities are subject to Southwestern acceptance. If requested, complete copies of insurance policies, trust agreements, etc., shall be provided to Southwestern. The Consultant shall be financially responsible for all pertinent deductibles, selfinsured retentions and/or self-insurance. VII. PROHIBITED INTERESTS No official of the College who is authorized in such capacity and on the behalf of the College to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any furnishing of service for the College, shall become directly or indirectly interested personally in this contract or any part thereof. No officer, or employee, of or for the College who is authorized in such capacity and on behalf of the College to exercise any legislative, executive, supervisory, or other similar functions in connection with the services provided or in any part thereof, items, insurance contract, or any other contract pertaining thereto, shall become directly or indirectly interested personally in this contract or any part thereof. VIII. RESERVATIONS The Board of Education of Southwestern Community College herein expressly reserves the following rights: 1. To negotiate separately with any source whatsoever in any manner necessary to serve the best interest of the College. The College does not intend to award a contract solely on the basis of any response made to this request for proposals or in any way to pay for information solicited or obtained. The information obtained will be used in determining what seems to best serve the interest of the College. 2. To adjust the time table of this Request for Proposal. Request for Proposal for Architectural Services Page 5

6 3. To adjust potential addenda. 4. To seek clarifications of each proposal or request additional information necessary to permit the College to evaluate, rank and select the most qualified Responder. 5. To negotiate the statement of work within the Scope of Work section. 6. To reject any or all proposals as permitted by Oregon Statute, Oregon Community College Rules of Procurement or Administrative Rule. 7. To consider the competency and responsibility of bidders and of their proposed subcontractors in making the award. 8. To cancel the solicitation, if such cancellation would be in the public interest. 9. In the event only one proposal is received, the Vice President of Administrative Services may, at their election, return the proposal unopened. 10. To make the award based on its best judgment as to which contractor will provide services which best meet the College s needs and expectations. 11. Where applicable, to make such changes or corrections in plans, specifications, or quantities as it may deem necessary prior to the proposal opening. Consultants will be notified of such changes in writing by addenda ed to the address on file. 12. To cancel the contract upon written notice at any time the College, in its sole judgment, determines that the contractor is not meeting the needs of the College. IX. EQUAL EMPLOYMENT COMPLIANCE REQUIREMENT By submitting this proposal, the bidder certifies conformance to the applicable Federal Acts, Executive Orders and Oregon Statutes concerning Affirmative Action toward equal employment opportunities. All information and reports required by the Federal or Oregon Governments having responsibilities for the enforcement of such laws, shall be supplied to the College upon request for purposes of investigation to ascertain compliance with such acts, regulations and orders. X. INCURRED COSTS Neither the College nor its Board of Directors is liable for any costs incurred by a contractor in the preparation of the RFP or attending an oral interview/presentation. XI. AUDIT OF BOOKS AND RECORD The College, through its representatives, shall have access at all reasonable times to the books and records of the Contractor and subcontractors so far as they relate to the contract and the performance of the work. XII. DEPARTURES FROM TERMS OF CONTRACT No direction or approval given by the College or any representative of the College which deviates in any respect from the specifications or other contract documents shall be valid or recognized unless and until the same is reduced to writing and issued in the form of a written order over the signature of the Vice President of Administrative Services. XIII. SUBCONTRACTING All subcontracting shall be subject to the approval of the College. The Contractor shall be wholly responsible for the performance of all subcontractors and for their acts and omissions, and those of persons either directly or indirectly employed by them, to the same extent as for the acts and omissions of persons directly employed by the Contractor, and the fact that subcontractors are subject to the approval of the College shall not affect the Contractor s responsibility in this regard. Nothing contained in the contract documents shall be construed to create any contract between the College and any subcontractor. Request for Proposal for Architectural Services Page 6

7 Neither the Contract nor any interest of the Contractor therein can be transferred to any other person or persons without the written consent of the College, and any such attempted transfer shall be utterly void and may be treated by the College as a willful failure or refusal on the part of the Contractor to perform the Contract according to its terms and conditions. XIV. PROTEST PROCEDURES 1. SOLICITATION PROTEST Prospective proposers may submit a written protest, or request for change, of particular solicitation provisions, specifications or contract terms and conditions to the College no later than seven calendar days prior to the close of the solicitation. Such protest or request for change shall include the reasons for the protest or request, and any proposed changes to the solicitation provisions, specification, or contract terms and conditions. No protest against selection of a consultant, because of the content of solicitation provisions, specifications or contract terms and conditions, shall be considered after the deadline established for submitting such protest. 2. SELECTION PROTEST Every proposer who submits a response to an RFP shall be informed of the proposer to whom the contract has been awarded. A proposer, who has submitted a proposal and claims to have been adversely affected or aggrieved by the selection of a competing proposer, shall have seven calendar days after receiving the notice of selection to submit a written protest of the selection to the Southwestern Vice President of Administrative Services. To be adversely affected or aggrieved, a protester must claim that the protester was the highest ranked proposer eligible for selection, i.e., the protester must claim that all other proposers were ineligible for selection because their proposals were non-responsive or the proposers non-responsible. The College shall not consider a selection protest submitted after seven calendar days from the notice of selection. 3. PROTEST REVIEW The Vice President of Administrative Services shall have the authority to settle or resolve a written protest submitted in accordance with the Protest Sections above. The Vice President of Administrative Services shall promptly issue a written decision. 4. PROTEST SUBMISSION All protests submissions shall be clearly identified and submitted to: Southwestern Oregon Community College Attention: Jeff Whitey, Vice President of Administrative Services 1988 Newmark Avenue, Room 511 Coos Bay, OR XV. SCOPE OF WORK Scope of services may include the following: Schematic Design, Design Development, Construction Documents, Permitting, Bidding, Construction Administration, Record Documentation and Project Closeout. The work may encompass site planning and design of all site-specific functions such as utilities, roads, pathways, parking, landscaping, lighting, drainage and all other site requirements. The selected firm may be responsible for the preparation of complete contract documents and for construction contract administration. Additionally, the Architect may contract for any and all primary engineering and consulting services necessary to complete the work in a professional, legal and ethical fashion. Request for Proposal for Architectural Services Page 7

8 XVI. ADDITIONAL SERVICES Appearances before the Board may be required upon request. The proposal should contain a statement of how the College will be charged for additional services. XVII. VENDOR QUALIFICATIONS All prospective bidders must meet the following minimum qualifications: 1. A license to provide architectural services in the state of Oregon. 2. Five years of experience as a principal providing architectural services for projects with construction costs in excess of $10,000,000 involving moderate complexity of design for structural, mechanical, and electrical systems similar in scope to those on the College campus. 3. The ability to provide services on the College campus within a reasonable time request. XVIII. PERFORMANCE STANDARDS Demonstrated ability, experience, and willingness to: Design with consideration for aesthetics expression, health, safety, and efficient and economical operation; projects that may be constructed using outside contractors and/or College employees; Use materials and equipment most appropriate for a particular application for the coastal climate; Coordinate the components of a project to protect the College s interests and to execute any direct legal responsibility to the College, the contractor, the public, and the architectural profession; Provide consultation services which may include consultation for remodeling, maintenance, signing, security, planning grant funding proposals, ADA accessibility, and investigation of existing conditions or facilities. XVIII. ARCHITECT SELECTION CRITERIA The proposals will initially be screened by a committee of College employees and if the Board of Education desires, one or two Board members. The screening will identify the proposals that meet the minimum requirements. Depending upon the number of proposals received by the College, a second screening may evaluate the responses to the minimum requirements and to the stipulated performance responsibilities. This screening will identify finalists that will be invited to the Board of Education meeting for an interview/presentation. The finalists will be asked to appear before the Board of Education in OPEN SESSION for an interview/presentation. The Board of Education will select the architectural consultant. The presentation/interview will be approximately 15 minutes long. The interview/presentation format usually includes individual questions asked by the Board members and responses by the finalists and about five minutes for the finalist to give open remarks. Finalists may be asked to respond to additional written questions before the Board interview/presentation and oral questions during the interview. Request for Proposal for Architectural Services Page 8

9 The evaluation and selection criteria include: Experience with design and construction of higher education learning environments. Project experience of key personnel. Reference from clients for which the Responder or members of the Responder s project team have provided similar consultation services. The merits of the Responder s plan for providing services to the College. Cost effectiveness as provide by billing rates, and reimbursable fees. Weight Firm qualifications 20% Personnel performing services 30% Fees 30% References 20% XIX. GENERAL INSTRUCTIONS FOR SUBMISSION OF PROPOSAL Submit seven (7) copies of your proposal in a sealed envelope marked Architectural Services Bid. The submitted proposals shall become the property of Southwestern Oregon Community College District without obligation. Proposals must contain sufficient information for the College to determine which Proposers will be most qualified to furnish the Services that are contemplated by this RFP. The proposal must include the following information. Respondents selected for final evaluation may be required to make an oral presentation of their proposal to the Board of Education during an open Board of Education meeting on March 27, Submittals will be judged on the completeness and quality of content as described in this Request for Proposals. Only those submittals that contain complete information as required by these specifications will be considered for evaluation. The Board of Education will select the successful architectural firm based on the criteria under Architect Selection Criteria. XX. PROPOSAL CONTENTS In order to achieve a uniform review process and to obtain the maximum degree of comparability, it is requested that proposals be organized in the following manner. Architects responding to this RFP must respond to the questions below and in doing so provide enough information in order for the Board of Education to evaluate whether: 1. The respondent meets the minimum qualifications, and 2. The degree to which the respondent can accomplish the performance standards. Respondents are encouraged to submit any additional information that they consider helpful or appropriate for the Board of Education. All proposal information becomes the property of the College and will not be returned. 1. Title page shows the RFP proposal subject, date, the name of the proposal s firm, firm address, telephone number, fax number; name, phone number and address of contact person. 2. Table of contents that includes a clear identification of the material by section and by page number. Request for Proposal for Architectural Services Page 9

10 3. Letter of transmittal limit is two (2) pages. State the names, titles, addresses, and telephone numbers of the persons who will be authorized to make representations for the firm. State that the person signing the letter will be authorized to bind the firm, as to both work performed and the price charged. 4. Number of years of experience. 5. Names and professional vita of partners and principals that would provide services to the College. 6. Provide a narrative list about the firm s experiences that are applicable to the planning, design, and construction of facilities similar in size, design, and utilization to those on the College campus. Provide projects and construction costs that are evidence of the firm s experience and qualifications. Include information for the last five to seven years. Please provide the name and telephone number of a reference person for each project. 7. Provide a narrative about the firm s experiences that are applicable to services which may include remodeling, maintenance, security, planning, grant funding proposals, ADA accessibility, and investigation of existing conditions for facilities similar in size, design, and utilization to those on the College campus. 8. List clients for whom the firm has provided these services for at least twelve months. Include information for the last five to seven years. Please provide the name and telephone number of a reference person for each client. These may or may not be some clients listed for construction in question seven. 9. Is mechanical engineering and structural engineering provided by the firm s staff or subcontracted? If the engineering is subcontracted, provide information about the engineer(s) the firm would use for College projects. If the engineering is done by the firm s staff, please provide a description of the organization of the staff and the number of engineers that are available. 10. Describe the firm s familiarity with the College campus and the firm s knowledge of design, construction techniques, and maintenance needs that would be peculiar to the campus in its coastal environment. 11. For the projects listed in question six that went to bid, please provide the cost estimate and bid price in each instance and the percentage spread between the cost estimate and bid price. 12. Describe how the firm maintains cost controls and controls change orders as a project progresses. For each project in question six, give the total cost of the change orders and the percent of the cost to the original contract price for change orders that were not attributable to major changes in the program by the owner. 13. Describe how the firm would provide consultation and/or job supervision on the campus. Who would be involved? How long would it take after a phone call from a College representative to have a person on the College campus? Request for Proposal for Architectural Services Page 10

11 14. The proposal shall include an Architectural Services Proposal Fee Recap. Respondents are encouraged to submit any additional information that they consider helpful or appropriate for the Board of Education. On a separate sheet of paper please provide the firm s proposed fee structure. Please show fees or percentages separately for new construction, remodeling, and consultation. If per diem and travel costs are charged, are there hourly charges for travel to the College site? If yes, please describe how travel time is charged. Include in the fee structure a breakdown of fees for principal architect, project manager, clerical staff, etc. 15. Please send ten copies of the questionnaire responses. Please number the responses as the questions are numbered. You may attach additional information which would help the Board of Education make a decision. Please place the proposed fee structure on a separate page. Request for Proposal for Architectural Services Page 11

12 TO THE BOARD OF EDUCATION SOUTHWESTERN OREGON COMMUNITY COLLEGE 1988 Newmark Avenue Coos Bay OR The undersigned hereby proposes to furnish, within the time specified, the several items and/or services hereinbefore listed, to be delivered in accordance with the foregoing specifications hereto attached. Name of Firm or Individual Address of Firm or Individual City/State Southwestern Oregon Community College 1988 Newmark Avenue Coos Bay OR City/State Signature of Firm Representative or Individual Patty M. Scott, Ed.D. President (Typed or Printed Name) Tel FAX Southwestern Oregon Community College does not discriminate on the basis of race, color, gender, sexual orientation, marital status, religion, national origin, age, disability status, gender identity, or protected veterans in employment, education, or activities as set forth in compliance with federal and state statutes and regulations. Request for Proposal for Architectural Services Page 12

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