for Wahluke School District No. 73 411 East Saddle Mountain Drive Mattawa, WA 99349 Mailing address: PO Box 907 Mattawa, WA 99349 Submittal Deadline: Date: June 11, 2018 Time: 4:00 P.M.
I. Introduction Wahluke School District ( District ) is requesting proposals from project-management firms interested in providing pre-bond planning for its 2019 Capital Bond. Based on the results of any such bond measure and the provision of pre-bond project-management services, the District may continue its relationship with the selected firm to provide construction-management services during the design and construction phases of its potential capital facilities projects. The District will consider proposals from project-management firms to support the District s staff and consultants in selection and administration of preliminary design and other consultant contracts needed for implementation of pre-bond planning. The District reserves the option to request additional projectmanagement services from the selected firm, as the District determines required. Proposals will identify the qualifications and roles of persons to perform the requested services. The District intends to engage one selected firm. Selection of an organization to provide these services will proceed in the following manner: The District must receive proposals no later than June 11, 2018, by 4:00 p.m. PDT. An initial screening will follow, resulting in a short list of one or more qualified firms that may be selected for interviews. The District may conduct interviews with the selected firm(s), in accordance with a schedule to be determined by a Selection Committee, in order to select the best proposal, all factors considered. The District reserves the right to seek clarification(s) about proposals received. The District may award a contract based solely on the written proposals. However, the District may elect to engage in negotiations with a selected short list of firms, in order to improve the proposals and obtain terms suitable to the District. The District reserves the right to request post-proposal modifications. The District reserves the right to include in any contract with a selected firm a provision for additional project-management services to oversee the bond program through design and construction, where such provision will be contingent on agreement to terms regarding such continued work, financing of the bond program, and other factors determined by the District. Final selection of a firm will be based upon the criteria set forth below in Section IV. The District reserves the right to negotiate with the successful firm on pricing, scheduling, and other terms. The District further reserves the right to reject any and all proposals, and to reissue the request for proposals. All information must be submitted at the dates and times indicated herein to: U.S. mail: Mr. Travis Belisle, Director of Business and Operations Wahluke School District Page 2 of 8
PO Box 907 Mattawa, WA 99349 tbelisle@wahluke.net LAST DAY FOR QUESTIONS FROM PROPOSERS: June 7, 2018, by 2:00 p.m. PDT. Any questions or requests for clarification regarding this Request for Proposals during the submittal preparation period must be sent via email to the address stated above. II. Background In 2019, the District plans to put to the voters a Capital Bond Program ( Program ) to address growing capacity needs, aging facilities and infrastructure, security system improvements, and other critical capital facilities needs. The District is seeking professional services to assist in planning and development of the Program. III. Project Information Project-management services will be needed to oversee administration of pre-bond planning for the Program (in conjunction with District staff), including assistance with a Bond Advisory Committee, community outreach, program master schedule development, concept design, cost estimating, building assessments, standards development, and recruitment and selection of firms to provide design and other consultant services. The District may extend services to include administration of permitting, design, construction, commissioning, and occupancy for any projects that become part of the Program. Attachment A is a draft contract for project- and construction-management services and will be used as the starting basis for contract negotiations with the selected firm. The District anticipates contracting with the selected firm on a lump-sum basis, plus reimbursable expenses for the pre-bond planning. The District will have the option to extend project-management services as necessary to support later phases of the Program. The Pre-Bond Services are anticipated to occur between approximately July 2018 and February 2019. Post-Bond Services, if desired by the District, would occur during a period to be determined based on project characteristics. IV. Selection Process A. Method of Selection 1. An initial screening of the proposals will be conducted based on the criteria set forth below. Proposals that do not meet the criteria will not be considered further, unless the District waives any defects. 2. The District reserves the right to select a single firm for negotiation toward a contract based solely on the written proposals and to not enter into any further discussions or negotiations. Page 3 of 8
3. The District reserves the right to meet with responding firms and conduct interviews and/or negotiations based on the proposals in order to select the best proposal, all factors considered. As part of such negotiations, the District may require key personnel assigned to the contract to be present, and to discuss the firm s approach to management of the project. 4. The District will convene a Selection Committee to review proposals received. The Selection Committee will make recommendations to the Superintendent regarding a successful firm. 5. The District will select one successful firm based on the best interests of the District, all factors considered. The District reserves the right to reject any or all proposals, waive minor irregularities, and make the award in its best interest. Among the factors to be considered are the following: Qualifications (100 points) Professional qualifications (both of the key individuals and firm) necessary for satisfactory performance of required services (25 points); Specialized experience and competence with the District and other educational facilities (20 points); Capacity to initially staff with competent and experienced personnel for bond-planning services as well as capacity to provide full construction-management services upon bond passing if desired by the District (10 points); Past performance with the District or on similar contracts regarding bond planning, cost analysis, project management, quality of work, and compliance with schedules (30 points); Familiarity with the Washington State Environmental Policy Act ( SEPA ) and with Grant County permitting and approval processes (10 points). Willingness to accept the District s proposed contract terms (shown in Attachment A) (5 points) Based on the recommendation of the Selection Committee, the District will enter into contract negotiations with the selected firm. Final approval of the contract for services is subject to approval of the Superintendent and the Board of Directors. B. Schedule for Selection Process SCHEDULE Date May 28, 2018 June 7, 2018 June 11, 2018 June 12 14, 2018 June 15, 2018 June 19 20, 2018 June 20 26, 2018 Selection Process Advertisement for Request for Proposals Published Last day for Questions from Proposers (by 2:00 p.m. PDT) Proposal due by 4:00 p.m. PDT Initial screening Notifications of selected finalist(s) sent to firms Interview(s) (if desired by the District) Negotiation of contract Page 4 of 8
July 10, 2018 Approval of contract by Board of Directors The District may adjust the above schedule in its discretion. In the event of a schedule change after submission of proposals, the District will inform firms that have submitted proposals of the changes via email. C. Notifications The District will provide timely notifications of the following actions to firms responding to the Request for Proposals as follows: 1. Selection of short-listed firm(s) for potential interviews; 2. Firms not short-listed; 3. Interview dates (if desired by the District); 4. Selection of recommended firm; and 5. Approval by Board of Directors. D. District s Right to Reject The District reserves the right to reject any and all proposals and re-advertise the Request for Proposals at any time prior to approval of a contract with the selected firm by the Board of Directors. All costs incurred in the preparation of the Request for Proposals process will be borne by the proposing firm. Proposals submitted in response to this Request for Proposals will become the property of the District and be considered public documents under applicable Washington State laws; such documents are subject to disclosure in response to public records requests under the Public Records Act, Chapter 42.56 RCW. The District also reserves the right to modify the scope of services as a result of the written submittals and/or interviews. E. Compliance with Procedures The proposal of any firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive. Failure to comply with these procedures may result in the rejection of such proposal. V. Submittal Requirements A. The submittal requirements will be as follows: The proposing firm, joint venture, or other form of association ( firm ) will submit five (5) hardcopies and one (1) electronic copy via CD or USB flash drive of its proposal to provide the services. Each proposal is to be a maximum of ten (10) pages (8-1/2 x 11 ) single sided, not smaller than 12-point type, not including resumés. 1. The cover letter, table of contents, resumés, and tabs do not count toward the page limits. 2. Project cut sheets, including photos, are included in the page limits. Submittals exceeding the page limits may be considered non-responsive. Page 5 of 8
3. Please Note: In preparing the firm s submittal, the proposing firm will clearly identify the designated person of record responsible for any referenced project. If the proposing firm is representing an individual s experience while employed at another firm, the firm of record for the project and the individual s role will be clearly identified. B. Contents of the Proposal 1. Table of contents (maximum 1 page). 2. Separate section with a tab: Executive Summary. Provide a summary highlighting the firm s qualifications and special expertise to provide the services requested in the Request for Proposals. 3. Separate section with a tab: Company Profile. a. Identification of firm (or firms, if a joint venture or association) including address, telephone number, email address, and date firm(s) were established. b. Areas of specialization of the firm. 4. Separate section with a tab: Project Experience and Past Performance. a. List a maximum of five (5) recent K-12 programs which most closely relate to the firm s qualifications for this assignment: Brief description of program scope. Description of services provided. 5. Separate section with a tab: Project Approach. a. In narrative form, briefly discuss your approach and techniques proposed to execute pre-bond and or program-planning services and how to address District concerns. 6. Separate section with a tab: Team and Team Organization. In narrative form, briefly discuss how you propose to accomplish the work. Identify each of the key players and define their roles and responsibilities. Describe each key team member s relevant professional experience, certification, and education in resumé form. 7. Separate section with a tab: Availability and Capacity. Briefly discuss the availability of all key personnel for the scheduled time frame of the proposed project and identify their proposed location during provision of the requested services. 8. Separate section with a tab: References. Page 6 of 8
Provide the client name, address, email address, and client s project representative and telephone number for the firm s three most recent projects that most closely relate to the firm s qualifications for this project. 9. Separate section with a tab: Rates and Cost Estimate. Provide a list of rates based on the following roles: Program Manager Project Manager Construction Manager Project Controls Specialist Pre-Bond Specialist Project Administration Any other positions relevant to the scope of services outlined herein In addition, provide an estimate of the number of hours of work by each position for purposes of pre-bond planning, along with an estimate of other costs associated with pre-bond planning. VI. Contract and Contracting Provisions A. Standard Form of Contract The District s proposed contract for project- and construction-management services is included as Attachment A. The proposal should include any comments or requested changes. Please note: the District reserves the right to reject any firm that is not willing to accept the District s terms and conditions as noted in the standard form of contract. B. Protest Procedures 1. Any proposer who is aggrieved in connection with the solicitation or award of this contract may protest to the District in accordance with the procedures set forth herein. Protests based on the terms in this Request for Proposal, which are apparent prior to the date established for submitting the proposal, must be received seven (7) days prior to the submittal deadline. All other protests must be received within three (3) business days after the aggrieved person knows, or should have known, of the facts and circumstances upon which the protest is based; provided, however, that in no event will a protest be considered if all proposals are rejected or if the protest is received after the award for this contract. 2. In order to be considered, a protest must be in writing and will include: the name and address of the aggrieved person; the contract title under which the protest is submitted; a detailed description of the specific grounds for protest and any supporting documentation; and the specific ruling or relief requested. The written protest will be labeled Protest and be mailed to or delivered to: Mr. Travis Belisle, Director of Business and Operations Page 7 of 8
Wahluke School District PO Box 907 Mattawa, WA 99349 tbelisle@wahluke.net 3. Upon receipt of a written protest, the District will promptly consider the protest. The District may give notice of the protest and its basis to other persons, including proposers involved in or affected by the protest; such other persons may be given an opportunity to submit their views and relevant information. If the protest is not resolved by mutual agreement of the aggrieved person and the District, the District will promptly issue a decision in writing stating the reasons for the action taken. A copy of the decision will be mailed by certified mail, return receipt requested, or otherwise promptly furnished to the aggrieved person and any other interested parties. The District decision may be appealed to the Superintendent by written notice together with all supportive evidence, received at the address set forth above, not more than two (2) working days after receipt of the decision. The Superintendent s decision will be final on behalf of the District. 4. Strict compliance with the protest procedures set forth herein is essential in furtherance of the public interest. Any aggrieved party that fails to comply strictly with these protest procedures is deemed, by such failure, to have waived and relinquished forever any right or claim with respect to alleged irregularities in connection with the solicitation or award. No person or party may pursue any action in court challenging the solicitation or award of this contract without first exhausting the administrative procedures specified herein and receiving the District s final decision. 5. Any proposer submitting a proposal will be deemed to have accepted these procedures. - End of Request for Proposals - Page 8 of 8