Introduction: A. Scope of Work:

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1 Request for Proposal (RFP) goos olgi gowa Community Center- Landscape & Roof Gutters/Drains Klamath Tribes Housing Department (KTHD) RFP # 18-08KTHD-3landscaping Introduction: The Klamath Tribes Housing Department (KTHD) is requesting proposals from interested parties to provide Project Management services for landscaping and roof gutters and drains at the goos olgi gowa Community Center at Chokecherry Way, Chiloquin Oregon (corner of HWY 62 and S. Chiloquin Road). A. Scope of Work: Described below are the technical requirements for the material, product, or service to be procured, including the minimum essential characteristics and standards which it must meet to satisfy its intended use. The selected consultant will be contracted to perform project management services to include architectural/engineering design of the project and construction administration services through completion of the project. The project services may be performed in several phases and parties should respond accordingly and to the best of the proposer s ability. 1. Design Phase: Consultant will have an initial meeting with the Housing Director for timelines and design elements. Consultant to design and draft the preliminary drawings and layout of the landscaping project at the goos olgi gowa Community Center. Consultant to provide drawings or photographs of rain gutter and drains placement on the goos olgi gowa structure. Consultant will meet with Housing Director and staff to finalize the project and Scope of Work(SoW) for Design Phase 2. Bid Phase: Consultant to prepare the bid documents for the landscaping, gutter(s) and drain(s) project in accordance with the Klamath Tribes Procurement Policies, HUD regulations and the design(s) plan. Bid documents to be forwarded through the Grant and Contract Compliance office for review before the bid is let. All regulatory and statutory considerations required by the Tribes are to be included in the construction documents, a copy of which shall be provided by The Klamath Tribes Housing Department. Consultant will advertise for bids after Klamath Tribes has reviewed and approved. Conduct pre-bid conference and prepare written report. Review and respond to bidder requests for information (RFI). Consultant and KTHD Director will coordinate (RFI) for clarification and substitution requests. Preparation of addendums, if any. Conduct bid opening with KTHD staff and Grant and Contract Compliance Officer. Prepare written report of results and recommendations Perform bid review and advise The Klamath Tribes Housing Department of qualifications of prospective contractors and assist The Klamath Tribes Housing Department in evaluating competitive bids, contract negotiation, and award. Contract execution with general contractor (Notice of Intent to award, Notice of Award, Notice to Proceed, etc.). 3. Construction Phase: 1

2 General administration of the contract for construction shall include the following: a) Preparation of supplemental drawings as necessary. b) Review of contractor s schedule of values. c) Perform periodic site visits to review the progress and quality of work and to determine if work is proceeding in accordance with the contract documents. d) Review and respond to change orders, submittals, substitution requests, RFI s, and clarifications. e) Coordinate A&E substitution, RFI, and clarification review. f) Coordinate A&E construction and start-up observations. g) Review contractor s applications for payment, determine amounts owed to the contractor and issue certification of those amounts for payment by KTHD. h) Interview workers, collect certified payroll and deliver to KTHD. 4. Inspection Services: Ongoing inspection of landscaping, drain and gutter installation activities shall be conducted from start to completion of project. Consultant will assume responsibility to provide detailed inspections of the construction work as called for in the construction documents and shall provide written inspection reports on a weekly basis to KTHD. Inspections shall be performed for the following: a) Perform sprinkler system plumbing/fixture placement inspections. (assumes 3 visits) b) Perform drain/runoff placement inspections. (assumes 3 visits) c) Perform roof gutter installation inspections. (assumes 3 visits) d) Perform roof drain installation inspections. (assumes 3 visits) e) Perform final overall inspection for landscape, gutter and drain project and prepare report for KTHD that project is complete in accordance with bid and contract requirements. 5. Construction Materials Testing: Consultant shall perform specified inspections, sampling, testing of materials and methods of construction for the following: a) Compaction i. Base rock (assumes 2 trips for under sidewalks) ii. Trench backfill (assumes 3 trips for utilities) iii. Asphalt (assumes 1 trip) b) Concrete i. Flatwork (assumes 3 pours for sidewalks & curbs) 6. Construction Staking: Consultant shall perform for the following inspections: (assumes 1 trip) a) Sidewalks and slabs b) Curbs c) Fences d) Utilities 7. Project Closeout Phase: Upon completion of the project, the Consultant shall: a) Determine the date of substantial completion and final completion. b) Receive, review and forward to The Klamath Tribes Housing Department the specified written guarantees assembled by the Contractor. 2

3 c) Prepare pre-final and final punch lists. d) Certify project completion in compliance with the construction documents. e) Prepare record drawings. f) Prepare project closeout documents. g) Review and certify final payment application. 8. Warranty: One-Year Warranty Upon one year of the final project acceptance date the Consultant shall: a) Perform a one-year warranty walk through with the Owner and prepare deficiency letter to contractor. b) Certify deficiency correction and compliance with contract documents. The party must be respectful to the Klamath Tribes and their possessions at all times. The party is encouraged to ask questions at any time for clarification or ask for a meeting to clarify processes. B. Quality Requirements: The Klamath Tribes and Housing Department will award contracts to responsible prospective contractors who have the ability to perform successfully under the terms and conditions of the proposed contract. In determining the responsibility of a party, the Housing Department will consider such matters as the party s Integrity; Compliance with public policy; Record of past performance; Financial and technical resources Must have minimum of 3 years work experience in related field of Project consultant Architect/Engineer and Surveyor. 1. Must have a Degree or certification in Architect/Engineer or related field. 2. Must provide resume or job qualification papers showing 5 years experience in field. 3. Must provide 3 references for the last 5 relevant jobs completed (Name and number). 4. Must provide proof of being bonded from a Guarantee or Surety Company acceptable to the U.S. Government and authorized to do business in the State of Oregon. 5. Must not be debarred or suspended from doing business with the federal government. Preferred or If Applicable: 1. Provide Federal ID#, Social Security or TIN # and State Registry# or equivalent. 2. Provide certificate of insurance for general liability and automobile insurance. If selected, party will be required to provide information at time of contract signing. 3. Must provide proof to claim Indian preference (if applicable). 4. It is preferable if the party is registered with the System for Award Management (sam.gov). Cage Code is acceptable. C. Evaluation Factors and Scoring: 1. Selection Procedures: The Klamath Tribes Administration utilizes this formal advertising of Request for Proposals to award to the most highly rated proposal subject to negotiation of fair and equitable compensation. All timely responses to this RFP will be considered. Klamath Tribes Administration reserves the right to reject any and all proposals based on documented reasons including determining any or all proposals to be non-responsive. 3

4 2. Method of Review: The Klamath Tribes Administration and its authorized representatives will review all proposals received and may contact the party to request further information. The Klamath Tribes Administration may accept any given RFP as submitted or may negotiate with the party to establish terms most advantageous to the Tribes. The decision of the Klamath Tribes Administration shall be final and not subject to appeal. 3. Method of Scoring: All proposals received on time will be evaluated and scored as follows: a. (0-55 points) Proposal Preparation and Requirements. The RFP must fully demonstrate ability to carry out each requirement listed in this RFP. Non-disclosure of information may result in lower points. b. (0-35 points) Cost: Cost will be determined by formula method if possible. c. (0-10 points) References: A record of integrity, judgment, performance and timeliness in the execution of previous jobs will garner higher points. d. Indian preference: At minimum 15% of the evaluation points shall be granted to proposals that demonstrate entitlement to Indian Preference, which points shall not be available to non-indian proposals when using Method #3 of the Klamath Tribes Procurement Policy. e. In the case of duplicate proposals the earliest postmarked envelope will be awarded unless otherwise advised in writing by the applicant that the later proposal is the appropriate one to review. 100 TOTAL POINTS POSSIBLE (without Indian Preference) D. Instructions for Submitting Proposals: 1. Return proposal in an envelope clearly marked according to the following instructions below. One original and three (3) copies must be submitted. Alternate proposals will not be accepted. 2. Sealed Bids can be submitted in person, through US Postal Service, or by ground delivery to: The Klamath Tribes Administration Office Attention: Jackie Galbreath, Purchasing Agent P.O. Box S. Chiloquin Blvd. Chiloquin, OR RFP s submitted by or Fax will not be accepted. 4. On outside of sealed envelope write: goos olgi gowa Community Center-Landscape & Roof Gutter/Drain RFP #18-08-KTHD3landscaping & Company name 5. Questions on the RFP can be directed to Randee Sheppard, Housing Office Manager at (541) , ext. 163 or 4

5 6. Schedule of RFP activities : 06/29/2018 Advertise RFP # KTHD3landscaping 07/13/2018 9:00 a.m. Closing Date for RFP to be submitted via method outlined above. 07/13/ :00 a.m. Opening and review of RFP s submitted on time. 07/13/2018 RFP award announcements on or before date shown. E. Closing/Opening Date and Time and Method of Solicitation: 1. Proposals will be accepted at the address above up to 9:30 a.m. on July 13, All timely responses to this RFP will be considered. The Klamath Tribes reserve the right to reject any and all proposals including those proposals received after the closing date and time. If, at the time of the scheduled closing date, Klamath Tribes Administration is closed due to uncontrolled events or administration closures, proposals will be accepted until 4:00 p.m. on the next normal business day. 2. Proposals will be opened at 11:00 a.m. on July 13, 2018 at the Klamath Tribal Administration office, 501 S. Chiloquin Blvd., Chiloquin Oregon. If, at the time of the scheduled bid opening date, Klamath Tribes Administration is closed due to uncontrolled events or Administration closures, bids will be opened at 2:00 p.m. on the next normal business day. F. This RFP has been published by: X X Publication in a Newspaper of general circulation Direct solicitation of proposals from an adequate number of known sources Klamathtribes.org G. Indian Preference: 1. To the greatest extend feasible, preference and opportunities for training and employment shall be given to Indians, and preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned economic enterprises. 2. Certain federal laws allow for the application of a Tribal-specific preference, and where those laws apply the Tribes will provide preference for Klamath Tribal members or businesses owned by Klamath Tribal members. 3. Preference and opportunities for training and employment in connection with the administration of these activities shall be given to Indians and Alaskan Natives. 4. The Klamath Tribes Procurement Policy shall be followed for any individual/firm claiming Indian Preference. H. Assistance to Small and Other Businesses: In accordance with 2 CFR and the HUD Act of 1968, The Klamath Tribes shall make efforts to ensure that small and minority-owned businesses, women s business enterprises, labor surplus area businesses, and individuals or firms located in or owned in substantial part by persons residing in the area of a Tribal project are used when possible. Klamath Tribes Procurement policy shall be followed. I. Provisions: 1. All contractors must observe the Klamath Tribes Indian preference policy as set forth in the Klamath Tribes Procurement Policy. 2. The Klamath Tribes shall conduct all procurement transactions in a manner that provides fair and open competition. 5

6 3. The Klamath Tribes shall provide fair and equitable treatment for all persons or firms who are in the business of supplying goods and services. 4. The Klamath Tribes wish to assure that supplies, services, and construction are procured efficiently, effectively, and at the most favorable prices available. 5. The Klamath Tribes shall take reasonable affirmative steps to assure that DBE s, WBE s and MBE s are used when possible but without infringing on Indian preference where Indian preference is applicable. 6. The Klamath Tribes shall not use federal grantor funds to do business with any entity who is disbarred in accordance with the Federal Government Disbarment list. 7. Request for Proposals may be terminated by The Klamath Tribes Administration at any time for cause. 8. Each party submitting a proposal is certifying that he/she has not colluded with any other person, firm or corporation in regard to securing the services being solicited. 9. No employee, officer, or agent of the Klamath Tribes may solicit or accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subcontractors. 10. Negotiation: Provisions not addressed by this solicitation will be negotiated with the professional once a selection has been made. 11. Agreement: The selected professional will comply with Klamath Tribes Procurement Policies. 6

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