COEUR D ALENE TRIBE. Citylink Transit REQUEST FOR PROPOSALS (RFP) FOR OWNER S REPRESENTATIVE SERVICES FOR

Transcription

1 COEUR D ALENE TRIBE Citylink Transit REQUEST FOR PROPOSALS (RFP) FOR OWNER S REPRESENTATIVE SERVICES FOR CITYLINK PASSENGER TRANSFER FACILITY (#ID-86-X003) AND CITYLINK BUS MAINTENANCE AND STORAGE FACILITY (#ID ) RFP APRIL 15, 2010 Proposals due no later than 5:00 pm Pacific, May 14, 2010.

2 I. INTRODUCTION AND GENERAL PROJECT DESCRIPTION Citylink Transit, operated by the Coeur d Alene Tribe under an agreement with Kootenai County, Idaho, operates a public transit system in Kootenai and Benewah Counties, Idaho. The Coeur d Alene Tribe has received grant funds from the Federal Transit Administration (FTA), including funds under the American Recovery and Reinvestment Act of 2009 ( ARRA ) for the construction of public transit system infrastructure for Citylink Transit. The Coeur d Alene Tribe ( Owner ) is soliciting proposals from interested, qualified professionals to provide Owner s Representative services to assist with the design and construction coordination of two projects: (1) a bus maintenance and storage facility and (2) a passenger transfer facility (the Projects ) for Citylink Transit located on the Coeur d Alene Reservation in Plummer, Idaho. Proposals must be received by 5:00 pm, May 14, Proposals must be submitted in electronic format (.pdf format preferred) to: Francis SiJohn, Project Manager: fsijohn2@cdacasino.com Information regarding the Projects can be obtained from the Project Manager. II. SCOPE OF THE OWNER S REPRESENTATIVE S SERVICES The Owner s Representative will work with the Project Manager, the design team, and the general contractor to administer the design and construction of the Projects in accordance with the contract documents, on schedule, on budget, and to a level of quality commensurate with the Owner s requirements. Owner anticipates entering into a design-build contract for the design and construction of the bus maintenance and storage facility. Owner also contemplates entering into separate architectural/design and general contractor contracts for the design and construction of the passenger transfer facility. Owner s Representative will perform all the necessary tasks required to supervise and document the design and construction of the Projects contracted for by the Owner, as assigned. Tasks include, but are not limited to, the following: 1. Assist Owner in selection of Architect, Engineer, and General Contractor for the Projects. 2. Supervise and monitor the general contractor and any subcontractors working on the Projects. 3. General project coordination. 2

3 Project budgeting work Report non-conformity with contract documents Recommend changes to submittals Recommend Owner action on change orders, RFIs, etc. Prepare periodic status reports Assist Project staff in their completion of ARRA reporting documents Coordinate FF&E Assist with dispute resolution Ensure that all building systems are functional and that the equivalent of a certificate of occupancy is received. Coordinate system commissioning work Coordinate transfer of building operations to Owner. 4. Attend design and construction team meetings, as necessary. 5. Assist in selection of plans reviewing and construction inspector, as assigned by Owner. 6. Coordinate visits by inspectors as assigned. 7. Pre-award cost estimating. 8. Close-out period Participate in inspections for substantial completion and warranty inspections. Coordinate and document receipt of warranties, O&M manuals, and asbuilt documents. 9. Warranty period Coordinate final project closeouts. Participate in inspections for final completions. III. PROPOSAL REQUIREMENTS In general, proposals must be clear, concise, and clearly follow the format stated in this RFP. Respondents must, at a minimum, include all the information sought in this RFP. Owner reserves the right to reject proposals which are non-conforming in any respect. The Owner also reserves the right to change the evaluation criteria or any other provision of this RFP, provided that all Respondents are notified of the change(s). This RFP does not obligate the Owner to award a contract or enter into a contract for Owner s Representative services, nor does it obligate the Owner to complete the Projects. The Owner reserves the absolute right to cancel this RFP or any other solicitation if it is considered to be in the Owner s best interest. 3

4 1. This document, including any attachments, constitutes a formal Request for Proposals (RFP) in a competitive procurement process. 2. Proposals must be provided in electronic format only; sufficient electronic signatures are: use of signature in transmittal letter, graphic representation of signature, or use of /s/ preceding Respondent s name. Proposals may be submitted by to the Project Manager or by delivery of a CD-ROM containing proposal documents. If by delivery of a CD, a hard copy of the transmittal letter is acceptable. 3. The Owner reserves the right to: a. Reject any and all proposals received in response to this RFP; b. Select, for contract negotiation, a proposal other than the one with the lowest cost; c. Waive or modify any informalities, irregularities, or inconsistencies in the proposals received and/or accept a late written modification requested by the Owner if the proposal itself was submitted on time and if the modification is more favorable to the Owner; d. Negotiate with more than one Respondent at a time; e. If negotiations fail to result in an agreement, terminate negotiations and select the next most responsive proposal, prepare and release a new RFP, or take any other action the Owner deems appropriate; f. Select more than one proposal; g. Conduct or decide not to conduct interviews, in the Owner s sole discretion. 4. Any verbal explanations of instructions or discussion of any aspect of this RFP provided to any Respondent before the award of a contract is not binding, nor does it form a contract of any kind. Respondents with questions regarding this RFP must submit them in to the Project Manager named in this RFP. 5. Respondents may propose additional tasks, activities, or alternative suggestions if they will substantially improve the results of the Projects. Any additional items must be separated and identified as such in the cost portion of the proposal. The Owner will select an Owner s Representative based on an evaluation of the Respondents expertise, skill, experience, and overall capabilities, including: 1. Construction Experience. History of extensive construction experience, including experience with design-build projects, cost estimating, SWPPP development and implementation, LEED-certified building practices, value engineering, and a demonstrated history of work on fast-track projects. (40%) 2. Cost Effectiveness. Demonstrated history of cost control on prior projects, including experience with value engineering, and demonstrated history of completing projects on or under budget. (30%) 4

5 3. Federal Project Experience. Extensive experience with federal contracting, preferably transportation and/or transit projects. (15%) 4. Communications Skills. Respondent should have the ability to work with a wide variety of people and have excellent written and verbal communication skills. The ability to communicate with transportation engineering and construction personnel as well as tribal governmental staff will be critical. (10%) 5. Tribal Experience. Familiarity with tribal governments, preferably consisting of a history of work on tribal governmental projects. (5%) Total: 100% Proposals will be scored based on the quality of responses and subject to the following factors considered for each element named above: Completeness, detail, and thoughtfulness of response Experience of the Respondent Approach and special services, benefits, or advantages to the Owner Cost in relation to level of service provided IV. PROPOSAL DEVELOPMENT AND SUBMITTAL REQUIREMENTS The proposal shall include the following minimum contents: 1. A statement of the objectives, goals, and tasks, to demonstrate the Respondent s view of the nature of the Projects. 2. Identification and description of the deliverables to be provided by the Respondent. 3. Schedule of costs and fees associated with the Services, in spreadsheet format. 4. List of principal employees. 5. Description of past contracts completed by the Respondent, including any previous experience with construction oversight or monitoring, experience on tribal projects, experience on transit projects, and experience on federally-funded projects, including a list of contacts for each past contract. 6. History of tribal contracts. 7. Certification of whether the Respondent is a disadvantaged business enterprise (DBE) as defined by 49 CFR Part A detailed cost and work plan identifying the major tasks to be accomplished and which will be used as a scheduling and management tool, as well as the basis for invoicing. Include a schedule of site visits. 9. Requirement attachments. 5

6 10. Required Respondent statements or attestations: a. Conflict of interest attestation Respondent must name all persons with which it has relationships that create, or appear to create, a conflict of interest with the work contemplated by this RFP. b. Related party attestation Respondent must name all persons connected with Citylink, the Coeur d Alene Tribe and Kootenai County to whom it is related. c. Certification that prices and costs have been arrived at independently and without collusion with any representative of the Owner or other Respondents. d. A statement that the Respondent s offer will be firm and binding, without any reference to the price stated, for 60 days from the due date of the proposals e. Certification that signer of proposal has the authority to bind the Respondent (if a corporate Respondent). f. Certification that Respondent will not use any funds for lobbying purposes. g. Certification that the Respondent is not a debarred, suspended or ineligible contractor for purposes of federal contracts. Proposals submitted in response to this RFP are irrevocable for 60 days following the due date of the proposals. Each proposal must be enclosed with a transmittal letter on the Respondent s official business letterhead. The letter shall transmit the proposal, identify all materials and enclosures being forwarded collectively as a response to this RFP, and must be signed by an individual authorized to commit the Respondent to the scope of work proposed. V. PROJECTS BUDGETS AND FEES 1. Bus Maintenance and Storage Facility (ID ) Estimated total Project cost is approximately $697,000. This cost includes: all professional consultants, Architect/Engineer and Owner s Representative fees and reimbursable expenses, site investigations and surveys, hazardous materials removal design and abatement, building and site construction, project management fees, construction inspection and testing, furniture, fixtures and equipment, contingencies, art, and inflation factors. The maximum Owner s Representative fees are anticipated to be no greater than 2% of the budgeted Project costs. The final contract amount will be negotiated with the selected Owner s Representative. 2. Passenger Transfer Facility (ID-86-X003) Estimated total Project cost is approximately $1,250,000. This cost includes: all professional consultants, Architect/Engineer and Owner s Representative fees and 6

7 reimbursable expenses, site investigations and surveys, hazardous materials removal design and abatement, building and site construction, project management fees, construction inspection and testing, furniture, fixtures and equipment, contingencies, art, and inflation factors. The maximum Owner s Representative fees are anticipated to be no greater than 2% of the budgeted Project costs. The final contract amount will be negotiated with the selected Owner s Representative. Respondent must obtain and provide evidence of satisfactory insurance coverage, to be determined during the contract negotiation. V. CONTACTS For Project information, contact: Francis SiJohn Project Manager P.O. Box 236 S. Hwy. 95 Worley, ID fsijohn2@cdacasino.com (800) fax: (208) VI. PROCUREMENT TIMETABLE RFP released April 15, 2010 Proposals due May 14, RFPs opened and evaluation begins May 15, Interviews, if any, held May 16-17, Award announced May 17, Anticipated award of Owner s Representative contract May 25,