Southeastern Regional Medical Center Request for Proposal Architectural and Engineering Services Restoration of the A.J. Robinson Medical Clinic Phase I November 10, 2017 I. Introduction A. Project Description Southeastern Regional Medical Center s Board of Trustees has recently approved the restoration of the A.J. Robinson Medical Clinic. In October 2016, the Clinic was damaged by wind-driven rain and flooding from Hurricane Matthew. Southeastern Regional Medical Center is requesting architectural and engineering services for the recovery of the A.J. Robinson Medical Clinic. SRMC plans to enter an agreement with one firm with demonstrated expertise in design and construction management. This Respondent must demonstrate professional experience with local, state, and Federal regulations to provide design services and management services. SRMC also encourages respondents to include team members with relevant FEMA hazard mitigation expertise. The selected Respondent will provide all necessary documentation and design services including plans, bid specifications, Contract Documents, permits, approvals and construction management. These services will include site planning, design, and construction administration of the restoration project. Address of Proposed site: 800 MLK Drive Lumberton, NC 28358 B. Organization Description Vision Southeastern Regional Medical Center, in collaboration with its medical staff, will be recognized as the regional health care provider of choice. Mission Southeastern Regional Medical Center exists to provide quality regional health care in a safe, compassionate and efficient environment. Geographical Location The main campus of SRMC is located on 16 acres at 300 W. 27 th Street, Lumberton, North Carolina. This is a suburban area with SRMC s neighbors being medical office buildings, residences, an elementary school and a small shopping mall. Lumberton is located just off of Interstate 95 and is the county seat of Robeson County. Robeson County is fairly rural overall, with a 2010 population of 134,168 in an area of 951 square miles, the largest county by area in North Carolina. Within a few miles of the main campus, off of Fayetteville Road in Lumberton, are located WoodHaven Nursing and Alzheimer s Care Center, Southeastern Hospice House, and Gibson Cancer Center.
2 SRMC operates several primary care and specialty care clinics in Lumberton. Within Robeson County, SRMC also operates primary care clinics in Fairmont, Rowland, St. Pauls, and Red Springs, as well as an urgent care center in Pembroke. SRMC operates a mobile primary care clinic that visits numerous rural locations throughout the county. SRMC also operates five primary care clinics in three adjacent counties. These are in Maxton (Scotland County), Gray s Creek (Cumberland County), Clarkton, White Lake, and Bladenboro (Bladen County). Services Provided Inpatient Medical/Surgical ICU CVICU including Open Heart Surgery Intermediate Care Telemetry Obstetrics / LDR Intensive Care Pediatrics Newborn and Intensive Care Nursery Psychiatry Hospice Long Term Care (including 15-bed dedicated Alzheimer s unit) Inpatient/Outpatient Diagnostic and Treatment Imaging o X-ray o Nuclear Medicine o Ultrasound o Special Procedures o CT o MRI o PET Scan Laboratory Physical Therapy Occupational Therapy Cardiac Catheterization (diagnostic and PCI) Surgery Endoscopy Outpatient Facilities/Services 24/7 Emergency Department Cardiac Decision Unit Ambulance Service/Critical Care Transport Cancer Center (clinic, blood disorders, chemotherapy, radiation therapy) Sleep Lab Home Health Hospice Wound Healing Center (including 2 hyperbaric oxygen chambers) Home Medical Equipment
3 Occupational Health WORKS Cardiac and Pulmonary Rehabilitation Fitness Center Urgent Care Substance Abuse Treatment Primary Care Clinics Specialty Clinics (orthopedics, urology, OB/Gyn, gastroenterology, pain management, diabetes and arthritis) Community Health Education Center Community Health Services Diabetes Community Center Number of Licensed Beds SRMC has a total of 452 licensed beds broken down into the following categories. General Acute Care 292 Psychiatric 33 Long Term Care 115 Inpatient Hospice 12 Lean Principles Our mission statement makes clear our commitment to provide services in an efficient environment. We operationalize this commitment in a number of tactical ways - one of which is through the application of the fundamental principles of the Toyota Production System, also commonly referred to as Lean. In the design of new services and improvement of existing processes, we aim to continuously reduce activities that add no value to our customers (i.e., process waste). Our infrastructure to facilitate progress toward this goal is based on strategically focused Kaizen events; intensive projects to achieve a specific improvement or design goal. C. Selection Criteria and Process The selection criteria for the evaluation of this proposal include, but are not limited to: 1. Completeness of proposal. 2. Experience of the firm with similar or comparable projects. 3. Experience of the principals and individuals selected to be a part of the team to develop this project. 4. Review of similar projects done for health care facilities. 5. Cost effective approach. 6. References from similar projects done within the last sixty months. 7. Proposed Design Schedule. 8. History of Schedule Control, Budgetary Control, Change Orders, and means taken to resolve Design and Construction conflicts.
4 9. The experience of the firm employing Lean Principles on similar projects. 10. Proposed fees. D. Selection The selection process will consist of a review of the proposals by the Administrative Management Team of SRMC and selected others. The deadline for responding to the Request for Proposals is 5:00 p.m. Monday, November 27, 2017. Proposals received after that date will not be opened or considered. After Administrative review of the responses, a firm will be selected. This successful firm may be invited to present their credentials (presentation maximum 45 minutes) to SRMC s Administrative staff and Executive Committee of Board of Trustees. E. Selection for Engagement The Agreement for design and construction services to complete this project for SRMC will begin with the awarding of the engagement by the Board of Trustees, which is expected to be no later than mid December 2017. II. Qualifications This section is designed to elicit the unique qualifications and ability to design this project for SRMC. We prefer that you follow this outline, and tailor your responses to the series of questions asked below. A. Outline of Proposed Team 1. Project Team a. Identify all firms proposed to provide design or engineering services (if your firm will subcontract with other individuals or firms), and demonstrate whether each consulting firm or individual has prior working experience with your company. Include project references. b. Identify your firm s proposed personnel for this project. Include the same information for firms to be subcontracted, and individuals who serve as independent contractors, if applicable. Include the following: i. Principal-in-Charge ii. Project Manager iii. Project Architect iv. Project Designer v. Program Specialist vi. Project Engineer c. Describe how your firm will integrate the services of a consultant engineer, as necessary and if required, and identify these consultants. d. Include resumes of your staff members and identify experience that is directly related to this type of project.
5 2. Location e. Describe your staff s availability for this project, i.e., 100%, 50%, etc. Compare their respective percentage of time on this project versus their other current assignment. a. Provide information as to where your project team will be based. Provide the address, name of contact person, telephone number, and fax number for each firm or individual comprising your team. 3. State why you feel your team is especially well suited to provide the professional services required for these projects. a. Qualifications of the Organization i. Provide a summary of your firm s history, ownership, and organizational structure. ii. If not otherwise covered; explain briefly the particular distinctions of your proposed team. iii. State the proposed method of providing other required specialized services (which may not be included within your firm) to complete the plan. iv. Please state your firm s experience in working with the North Carolina Division of Health Service Regulations (NC-DHSR) including the Construction and Insurance sections. v. Please indicate your firm s experience regarding use of lean principles in the design process. 4. Provide appropriate information on a minimum of three similar projects completed in the last thirty-six months, and how each is similar or relevant to this proposed project. a. The scope and cost associated with these projects should be included. b. Include a list of references, with addresses and telephone numbers, for each of these projects. c. Include in this information, the schedules of those projects that reflect the actual completion time frames for the projects compared, to the original schedules set at the beginning of the projects. d. Provide evidence of adequate staff resources and an experienced project management team available to begin the project in early December 2017, and who would be committed to the project for its duration.
6 5. Other Requirements a. SRMC must meet certain Federal and State regulatory requirements for this project. The selected Respondent must comply with all contract conditions, as this RFP and resulting contract will be subject to the rules and requirements arising from the use of FEMA funding. b. Respondents should review all contract conditions and be familiar with all terms and conditions set forth therein prior to submitting your proposal. Planned construction must not interfere with the daily operations of the existing campus; thus, the Contractor must develop a detailed construction sequence and receive written approval from the hospital s executive and facilities management staff before project execution. III. Approach to Project A. Describe your firm s approach to a project of this magnitude through each of the required phases, and how you would involve and seek input from our Medical Center team. B. Demonstrate your firm s knowledge of similar projects that include efficiency of staff, conservation of resources, budgetary considerations and cost-effective design. C. Summarize any additional, pertinent information which may further establish your capabilities to complete this project. IV. Schedule A. Provide a schedule showing the proposed start date and completion date of the project. B. Assuming adequate client participation, what will you estimate as a reasonable time for: 1. Space Programming factoring in lean principles 2. Schematic Design factoring in lean principles (including assistance with zoning issue) 3. Site Issue Resolution 4. Design Development factoring in lean principles 5. Construction Documents 6. Milestone Schedule for approval by Owner C. Construction Schedule Please describe your firm s approach for: 1. Developing the Construction Schedule 2. Project phasing 3. Measures to shorten the duration of construction
7 V. Cost Control A. Explain your firm s approach toward contingency pricing and how you help ensure the credibility of estimates provided for these projects. 1. Describe your firm s process for minimizing design errors and the firm s willingness to accept financial responsibility for obvious design errors as opposed to payment from the contingency account. (We refer here to not charging the owner for obvious errors made by members of the design team.) 2. What is your firm s history related to its ability to meet an Owner s budget? VI. Construction A. Include descriptions of your firm s construction administration services to include on-site representation, quality control and experience of assigned personnel. B. Types of construction projects. 1. In coordination with a description of similar projects your firm has completed, include in the project descriptions what methods were employed in the construction process as follows: C. Project Completion a. Construction management b. Multiple contracts c. Single contracts Provide a list of all health care projects completed by your firm in the last five years. Include in this information: 1. The construction schedules for these projects that reflect the completion time frames for the projects compared to original schedules at the beginning of the projects. 2. Final project expense compared to the original budget. VII Compensation A. Proposed fees (full services) shall be presented as a percentage of construction costs. These fees will cover site planning, medical office shell building design, ambulatory surgery center fit-up design, and possible future fit-up designs. Fees will also include complete construction administration services. The successful
8 A&E will also be responsible for complete Interior Design Services. They will also be responsible for all finishes and corresponding color selection, all special systems, all equipment planning and installation, and coordination of furniture selection. Percentage fee may be converted to a lump sum fee once the project costs have been established. B. Indicate your fees for the architectural and engineering services as follows: This is a full-service contract. 1. Program Development (Refinement) including lean principles 2. Schematic Design including lean principles 3. Design Development- including lean principles 4. Contract Documents 5. Bidding Coordination 6. Construction Administration (including equipment installation coordination) 7. Total Fee(s) presented as a percentage of construction costs C. Define (if applicable) any reimbursable expenses which would be invoiced in addition to your fee. All information, both written and oral, obtained in compliance with requests for financial information, is confidential. VIII. Submission Information If you wish to respond to this Request for Proposals, please submit two hard copies and one electronic copy by 5:00 p.m., Monday, November 27, 2017 to: Ms. Karen Kay Manager of Design and Construction Southeastern Regional Medical Center P. O. Box 1408 300 West 27 th Street Lumberton, NC 28359 Phone: (910) 671-5675 Email: Kay01@srmc.org IX. Responsibilities This Request for Proposals does not commit SRMC to accept any proposals submitted, nor is SRMC responsible for any costs incurred by proposers in preparation of the responses to this RFP. SRMC reserves the right to accept or reject any or all proposals, to negotiate with the selected firm, or to cancel the RRP in part, or in its entirety. All proposals will become part of SRMC s official files, except the fee proposals which will be returned, upon request, or destroyed. All information, both written and oral, which is obtained in compliance with requests for financial information is confidential. We look forward to receiving your proposal.