REQUEST FOR PROPOSAL FOR A & E Services for the Spokane Tribe of Indians Health and Human Services Building PROPOSAL NO. FY2012/008 BY SPOKANE TRIBE OF INDIANS PURCHASING/PROPERTY DEPARTMENT 6195 FORD/WELLPINIT RD PO BOX 100 WELLPINIT WA 99040 KEY INFORMATION Contact Marnita Parr, CPP, CPPM Phone 509-458-6550 Opening Date March 5, 2012 Closing Date March 30, 2012 4:00 P.M. Return Location Purchasing/Property Manager Delivery Address 6195 Ford/Wellpinit Rd Wellpinit WA 99040 E-mail PO Box 100 Marnitap@spokanetribe.com
Introduction On behalf of the Spokane Tribe of Indians we hereby request Firm-Fixed Priced, proposals from qualified vendors for A & E Services for Renovation/improvements and Construction on the Health and Human Services Building. Costs for the A & E Services and construction are being paid from IHS, M & I Funds and will include all required federal regulations regarding A & E Services and Construction. Proposals may be mailed or hand-delivered to the address below, contain a firm-fixed priced, and contain all information requested by closing date and time. Proposer s are strongly encouraged to carefully read the entire request for proposal. The Spokane Tribe of Indians is a federally recognized Indian Tribe and is eligible for GSA and/or government pricing. The award will be made according to the listed evaluation criteria below. Notice: The Spokane Tribe of Indians has a TERO Ordinance please insure you make contact with the listed individual below in the TERO office for information regarding Indian Preference. RFP OPENING DATE: March 5, 2012 RFP CLOSING DATE: March 30, 2012 4:00 PM Pricing and Payments All pricing must be guaranteed for (160) days; however obligation of purchase can take place earlier. The location of the work to be completed is located on the Spokane Indian Reservation and refers to the WAC 458-20-192 codes for non-tax information on Indian Reservations. Please provide information for the primary contact at your company regarding questions on your proposal. For any questions regarding this project that is not answered in this RFP please contact the purchasing/property Manager at the above number. All technical questions will be forwarded to the proper individual for response and replied back to questioning vendor. All technical questions, and answers, will be forwarded onto all other vendors as requested. Contact Person Inquiries concerning the request for proposals and the subject of the request for proposals must be made to: Marnita Parr, CPP, CPPM, Purchasing/Property Manager 509-458-6550 Spokane Tribe of Indians P.O. Box 100 Wellpinit, WA 99040 Proposal Submission Proposal must be received in the Purchasing/Property Department, Spokane Tribe of Indians, P.O. Box 100, Wellpinit, WA 99040 on or before March 30, 2012 at 4:00 P.M. The SPOKANE TRIBE OF INDIANS reserves the right to reject any or all proposals submitted. Proposals submitted to STOI must, at a minimum, contain the following. Technical Proposal A master copy (so marked) of a Technical Proposal and three copies to include the following:
The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the firms. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this account. The technical proposal should address all the points outlined in the request for proposals excluding any cost information, which should only be included in a separate location in order to clearly identify cost. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer s capabilities to satisfy the requirements of the request for proposal. A signature of the vendor or of any partner, officer or employee who certifies that he or she has the authority to bind the vendor A statement that the vendor s proposal is valid for 160 days after the deadline for submission of proposals. Names and resumes of the key personnel including support staff to be assigned to the project. References. Please provide names of at least three references of persons who have worked with the same primary personnel as described above for the type of contract work in this proposal and 3 references of organizations that vendor has provided similar and/or like work. References should not be any Spokane Tribe of Indians personnel or programs. Proposal for delivering services, including organization of responsibilities, a general timeline (including at least proposed begin and end timeframe), work plan, approach and the availability of personnel for consultation and discussion as necessary to serve the needs of STOI. Any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Please provide a statement disclosing any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Vendor shall warrant; in writing, that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Vendor shall at all times conduct itself in a manner consistent with STOI s Code of Conduct. Vendor shall disclose information relating to conflicts or potential conflicts of interest. Litigation. Please describe any material, current or pending litigation, administrative proceedings or investigations that could impact the reputation or financial viability of your firm. THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT.
Cost Proposal The proposer shall submit one original dollar bid in a separate envelope with all cost broken out to show how the final fixed sum was reached. The fixed sum should be provided to show A&E services cost and any fees or other charges associated with it. The cost proposal must also include an estimated cost for demolition and construction renovation/improvements. The STOI is aware that the A&E Services provider will not have the exact dollar amount for all renovation/improvements costs; however, the estimated figure from the A&E vendor must be included for budgeting purposes. The "Fixed Sum" must be included in this proposal. Provide a breakdown of costs used to develop the fixed sum. Using your breakdown of costs, describe your proposed process for valuation of future tasks. Proposal Tenure All Proposals shall include a statement that shall be valid until a contract is award but no more than one-hundred (160) calendar days from the proposal ending date. Incurred Expenses STOI shall not be responsible for any expenses incurred by vendor in responding to this RFP. All costs incurred by vendor in the preparation, transmittal or presentation of any proposal or material submitted in response to this RFP will be borne solely by the vendor. All submitted proposals and/or information in their entirety will become property of the STOI. The Evaluation of Proposals Personnel from the STOI HHS Department, Purchasing/Property Department, and Administration Department, will evaluate each submitted proposal and make selection. The STOI will award the contract to the vendor whose proposal is deemed to be most advantageous to the STOI. Evaluation Factors Requirements listed below will be used in the evaluation factors listed below. It is imperative that all vendors contemplating submission of proposals and/or to be considered responsive meet all criteria below and/or pursuant to this RFP: Submitter must be able to describe the steps he/she would take in order to complete the project as defined. Submitter must include in any requests for bids the requirement of the awarded contractor to provide proof of general liability insurance or comparable protection with the limit of at least the total cost of the construction project with proposal submittal. STOI shall award the contract to the vendor whose proposal is most advantageous to the STOI. Proposals meeting qualifications shall be evaluated solely on the terms listed in the evaluation factors; in order. Proposals will be evaluated using five sets of criteria; however, criteria will not be awarded on points but on completeness and confirmation of each, in order. The following represents the principal selection criteria, which will be considered during the evaluation process.
Responsiveness, Reliability, Responsibly and Technical Qualifications Submitter s responsiveness, reliability, responsibility, technical qualifications, skill, knowledge, and experience in similar projects will be considered under this evaluation factor. This rating will focus on those persons assigned to the STOI contract, and on the characteristics of the submitter firm as a whole, if applicable. Fees and Delivery Timeline Cost provided by the submitter will be considered under this criterion. In addition, the promptness of delivery of services will be factored into consideration of cost for services. Evidence of Completeness and Quality of Final Report The extent to which the Submitter describes the steps he or she would take to perform required work to complete the entire project within the stated time frame in the proposer s proposal submission. Indian Preference Indian-owned and controlled companies will receive preference in accordance with 25 U.S.C. 450e(b)(7). Companies claiming Indian preference must furnish adequate proof of at least 51% Indian ownership and control with their proposal in order to secure Indian-owned points. A successful vendor will be required to comply with all applicable Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe. Submitter s References Submitter must provide 3 references providing names, addresses and telephone numbers for STOI to contact. How many years has your organization provided the type of service or material designated in the attached Scope of Work? Supplier Diversity Is your company at least 51% owned by a Native American, Minority or Woman owned (NA,M/WBE)? (Minority group members are United States Citizens who are African-American, Asian Indian American, Asian-Pacific American or Hispanic American). Ownership means the business is at least 51% owned by such individuals and, management and daily operations are controlled by them as well. Can your firm be classified as a Native American Enterprise? YES NO % Can your firm be classified as a Minority Owned Business? YES NO % Can your firm be classified as a Woman Owned Business? YES NO % Vendor s performance regarding NA, M/WBE placements will be considered as evaluative criteria for this and future contract awards. Vendor shall not discriminate against any subcontractors or employee regarding race, religion, color, gender, age, physical condition or national origin.
Award Notice STOI shall provide notice of the award to all vendors upon final approval and review of all submitted proposals. The award shall be contingent upon successful negotiations of a final contract between STOI and the vendor whose proposal is accepted by STOI. Added Information to Interested Vendors Proposals will be received by the Spokane Tribe (herein called the "TRIBE"), at the office of Marnita Parr, CPP, CPPM, Purchasing/Property Manager until 4:00 pm, March 30, 2012. All interested A&E vendors must contact the above Purchasing/Property Manager to schedule a review of site and needed work. During the on-site visit vendors will be responsible for taking and documenting all measurements of projects. The TRIBE may waive any informalities or minor defects or reject any and all proposals. Any proposal may be withdrawn prior to the above scheduled time. Any proposal received after the time and date specified shall not be considered. No proposer may withdraw a submitted proposal within 160 days after the actual closing date of the proposal. It is the TRIBE'S intent that construction of this project will begin as soon as possible after the opening to take advantage of preferred weather. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the PROJECT shall apply to the contract throughout. Each proposer is responsible for inspecting the site and for reading and being thoroughly familiar with all documents. The failure or omission of any proposer to do any of the foregoing shall in no way relieve any proposer from any obligation in respect to his proposal. The awarded vendor shall supply the names and addresses of major material SUPPLIERS and SUBCONTRACTORS when requested to do so by the TRIBE. SUMMARY OF WORK REQUIRED Sites and Scope: The location of work to be done is at the Health and Human Services Department at 6228 Old School Rd, Wellpinit WA. Walk-way The HHS departments exterior walk-way into the main entrance will need to be removed (cement and wood cover). The cement entry walk-way and cover will need to be re-done to extremely improve the cosmetic and safety of the entry. The cover over the new cemented walk-way improvement must be the same width as the walk-way and prevent water from dripping or accumulating onto area. All work must be according to all TERO, TOSHA, and ADA regulations and requirements. The area located in front of the handicap location must be improved from it s current condition. Interior The interior of the HHS building will have some extensive and some minor renovation/improvements. Some wall removal, door removals, new sections, painting, and other construction will be required. A detailed explanation will be discussed during on-site visit. The awarded A&E contractor will be required to provide all detailed information and develop, post, award, and contract the above work. The request for bid must be firm-fixed price; sealed-bid; for construction improvements to interested construction contractors. Posted construction bid shall require; at a minimum, all bidders to provide: all labor, materials, equipment and supervision necessary to complete construction which includes a final
walk-through with STOI designee, A&E contractor and/or any engineers to insure all work is complete and accurate. The awarded A&E Service provider will be required to develop, plan, organize, create, post, and award a contractor the bid to complete the project. The A&E service provider will insure all Federal procurement requirements and the Spokane Tribe of Indians purchasing/property standard operating procedures are followed. The awarded A&E Service provider will also be required to provide the Spokane Tribe of Indians purchasing/property manager copies of all correspondence, postings, agreements and/or contracts that are prepared, approved, and/or finalized through the project finalization. Contractors must comply with the Spokane Tribe's TERO Department. Contact Clyde McCoy, TERO Officer, 509-458-6529. Contractors must comply with the requirements of the Spokane Tribal Ground Disturbance Permit. Randy Abrahamson - THPO. 509-258-4060. Responsibility of Vendor Interested vendors will be required to purchase a STOI business license and may also be required to provide additional documents prior to finalization or initiation of contracts. Clyde McCoy, Manager STOI TERO Office P.O. Box 100, Wellpinit, WA. 99040 509-458-6529 Covenants Against Kickbacks All conditions regarding covenants against kickbacks under 48 CFR ch. 1-52.203-7 apply. Failure to abide by the provisions of this section may, without further notice, result in the immediate termination of any contract awarded. Reservations THE SPOKANE TRIBE OF INDIANS RESERVES: 1. The right to reject any or all quotes, to serve in the best interest of the Spokane Tribe. 2. STOI may cancel this RFP at any time for any reason. STOI may reject any and/or all proposals for any reason as determined by STOI. 3. The right to negotiate with all or one respondent when such action is deemed to be in the best interest of the Spokane Tribe. 4. The right to cancel any agreement, if in its opinion there is a failure at any time to perform adequately the stipulations of the Scope of Work, or if there is any attempt to willfully impose upon the Spokane Tribe services which are in the opinion of the Spokane Tribe of an unacceptable quality.