CAMPUS WIDE METERING AND DECISION THEATER Solicitation #1562

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1 CAMPUS WIDE METERING AND DECISION THEATER Solicitation #1562 Request for Proposals for Architectural/Engineering Consulting Services August 14, 2015 Mandatory Pre-Proposal Meeting** August 21, 10:00 am Market Center Building 1600 SW 4 th Avenue, Room 541 Portland, OR Proposal Due Date ** September 3, 2015, 1:00 pm Market Center Building 1600 SW 4 th Avenue, Suite 260 Portland, OR **Note: Parking is difficult to find at PSU. Please schedule your time accordingly. Contact: Stacey Balenger, Construction Contracts Supervisor (503) , All proposal documents are available at: Contracting and Procurement Services PORTLAND STATE UNIVERSITY 1600 SW 4 th Avenue Suite 260 PO Box 751 FAST-CAPS Portland, OR

2 TABLE OF CONTENTS SECTION 1 ADMINISTRATIVE INFORMATION INTRODUCTION SCOPE OF WORK Scope of Work INSURANCE, PROFESSIONAL REGISTRATION REQUIREMENTS MANDATORY PRE-PROPOSAL MEETING SCHEDULE QUESTIONS PROTESTS Solicitation Protests Selection Protest ADDENDA INCURRED COSTS PUBLIC RECORDS PROPOSAL SUBMISSION FORM OF AGREEMENT NON-RESPONSIVE PROPOSALS PROPOSAL VALIDITY PERIOD TERMS FOR PROPOSING... 6 SECTION 2 - PROPOSAL REQUIREMENTS PROPOSAL SUBMISSION Proposals must: Submission must include: EVALUATION CRITERIA Firm Background and Experience 25 Points Schedule 15 Points Budget 20 Points Overall Quality of the Proposal - 5 Points Equity and Diversity 10 Points Rates and Fees 20 Points... 9 SECTION 3 - EVALUATION AND SELECTION PROCESS EVALUATION CRITERIA SELECTION PROCESS SECTION 4 APPENDICES EDA STANDARD TERMS AND CONDITIONS EDA SAMPLE CONTRACT PSU CAMPUS MAP AS-BUILTS CAMPUS METERING STUDY AND CONSTRUCTION DOCUMENTS 11 SECTION 5 EDA APPENDICES (REQUIRED FORMS AND INFORMATION) CERTIFICATION REGARDING LOBBYING EDA REQUIRED SPECIFICATION DOCUMENTS REQUIREMENTS FOR AFFIRMATIVE ACTION (EEO) EDA PLANS & SPECIFICATIONS CHECKLIST 11

3 5.4.1 PLANS & SPECIFICATIONS CHECKLIST COVER LETTER FOR PLANS & SPECS SITE CERTIFICATE (SEE PROJECT SITE, ROW, AND EASEMENTS) COVER LETTER FOR SITE CERTIFICATE SITE CERTIFICATE FORM EDA SUMMARY OF CONSTRUCTION STANDARDS EDA CONTRACTING PROVISIONS FOR CONSTRUCTION PROJECTS 11 2

4 1.1 INTRODUCTION SECTION 1 ADMINISTRATIVE INFORMATION Portland State University (PSU) was awarded a $1.5 million grant from the Economic Development Administration (EDA) for vastly expanding campus utility metering and for the creation of a Decision Theater. As a part of this project PSU will also provide meters to the owners of three facilities not owned by PSU. The intent is for the utility data to be transmitted from existing and newly installed metering to visual displays within the new Decision Theater. The transmission of this data will be via a third-party service provider that specializes in this service. The Decision Theater will be utilized by the academic departments at PSU and is a key piece to the creation of an Energy Efficiency Certificate designed to fulfill the needs of local industry in the engineering, construction and sustainability sectors. The Project to which the work, covered by the Contract and the pursuant Construction Contract, pertains is being assisted by the United States of America through federal assistance provided by the U.S. Department of Commerce Economic Development Administration (EDA). Neither EDA, nor any of its departments, entities, or employees will be a party to the Contract. The EDA Contracting Provisions are included in the Contract and all subcontracts or related instruments pursuant to the provisions applicable to such federal assistance from EDA. The RFP and selection process is provided in the Oregon Administrative Rules for Professional Consultants, and Chapter 580 Division 061. This Request for Proposals ( RFP ) does not commit Portland State University ( PSU ) to enter into any agreement, to pay any expenses incurred in preparation of any response to this RFP, or to procure or contract for any supplies, goods or services. PSU reserves the right without liability to PSU, to cancel this RFP and to reject any proposal that does not comply with this RFP or applicable administrative rules, and to reject any and all responses received as a result of this RFP upon a finding that it is in the public interest to do so. 1.2 SCOPE OF WORK Scope of Work PSU is requesting the following consulting services based on the scopes of work A-D below. Architectural, Structural, Mechanical, Electrical and Plumbing construction drawing s prepared for city of Portland permitting and construction bidding purposes. Along with the final drawings PSU requests a 50% review set and 90% review set. Cost estimating during design to ensure grant funds are fully utilized. Along with a final estimate, PSU requests a 50% construction estimate and 90% construction estimate. Attendance of design meetings as required with PSU Capital Projects and Construction. Construction administration services including but not limited to RFI review, change order review, construction meetings, punch list and site observation reports. Assist PSU in selection of third-party metering software and service provider. Ensure all A/E services and documentation adheres to EDA requirements. Reference appendix for pertinent EDA information. 1

5 A. Meter Installations PSU Buildings The intent is to be able to meter the following utilities as applicable; building-wide: chilled water, steam, electricity, natural gas, domestic water and irrigation water. In some cases, more detailed sub-metering in particular portions of the building is required and will include piping and electrical infrastructure modifications to the building in order to isolate these areas of the building. The areas of work are as follows: Science Building One (SB1) Science Research and Teaching Center (SRTC) XSB Building (XSB) Millar Library (ML) King Albert (KNGA) Stephen Epler Hall (SEH) Lincoln Hall (LH) Cramer Hall (CH) Shattuck Hall (SH) Shattuck Hall Annex East Hall (EH) Native American Student Center (NASC) University Services Building (USB) Neuberger Hall (NH) Urban Center (URBN) PSU Bookstore located in (URBN) Market Center Building (MCB) Engineering Building (EB) Building addresses can be accessed here: In 2010 PSU conducted a campus-wide study to inventory what utilities we already have meters for and where we need to add new meters in order to track all building level utilities, please reference the appendix for this information. B. Meter Installations Non- PSU Buildings The following properties are not owned by Portland State University but are entities we have partnered with for this project. For these properties PSU is to only furnish the correct size/type meters and associated equipment, the property owners are to install them under a separate agreement with an installer selected by the property owner. The same building-level utilities are to be metered as the PSU-owned buildings as described under Section A. Awarded Consultant and PSU to work with property owners to obtain existing as-built drawings. 200 Market Building 200 SW Market St. Portland, OR

6 150 Harrison Building 150 SW Harrison St. Portland OR Parkside Center 2020 SW 4 th Ave. Portland OR C. Metered Data For all new meters installed under Section A above, this data is to be routed into PSU s Building Automation System (BAS). All required hardware, programming and instrumentation to be shown on the construction documents. For all new and existing meters installed under Section A above and for the new meters installed under Section B above, this data is to be routed into standalone software that is completely independent of PSU s BAS. All required hardware, programming and instrumentation should be shown on the construction documents as required. PSU requires that the awarded Consultant assists PSU Capital Projects and Construction and PSU Engineering Department in the selection of this software. PSU is interested in having data stored and managed off site by a third party and displayed in various forms on PSU s website and the Decision Theater. D. Decision Theater Room 123 of the Market Center Building (MCB) is where PSU s Decision Theater will be located. PSU will supply all furniture and media equipment for the new space. The awarded consultant will be asked to provide architectural, structural (if required), lighting, receptacle and HVAC construction drawings and specifications for the space. PSU to provide all applicable and required information to awarded Consultant in order to complete design. 1.3 INSURANCE AND PROFESSIONAL REGISTRATION REQUIREMENTS Due upon signing an Agreement: Agreements under $1M - General Liability insurance certificate $1M/$2M Agreements $25k and over - Auto insurance certificate $1M/$2M Worker s Compensation insurance certificate Professional Liability insurance certificate $1M/$2M The Consultant and all firms providing professional services shall be currently licensed to practice in each firm s area of professional expertise in the State of Oregon, and shall comply with all necessary licensure requirements. All insurance certificates must meet the requirements of the PSU Consultant Terms and Conditions, Section F.2. 3

7 1.4 MANDATORY PRE-PROPOSAL MEETING A mandatory pre-bid meeting will be conducted at the time and location listed on the cover page of this solicitation. Only bidders who have representatives (Prime or Subcontractor included in proposal) at the meeting shall be allowed to bid. Attendance will be documented through a sign-in sheet prepared by the OWNER representative. After the meeting there may be a walk through and examination of the site and conditions. Prime bidders or representatives who arrive more than 10 minutes after start of time of the meeting (as stated in the solicitation and by the OWNER representative s watch) or after the discussion portion of the meeting (whichever comes first) may not be permitted to submit a bid on the project 1.5 SCHEDULE Advertisement of Request for Proposals... August 14, 2015 Mandatory Pre-Proposal Meeting...August 21, 2015, 3:00 PM local time Questions Due... August 25, 2015, 5:00 PM local time Solicitation Protest Deadline... August 25, 2015, 5:00 PM local time Final Addendum Shall Be Issued By... August 28, 2015 Proposals Due...September 3, 2015, 1:00 PM local time The following dates are tentative and subject to change without notice: Anticipated EDA Contract Review Period... September 4, September 11, 2015 Notice of Intent to Award... September 14, 2015, 5:00 PM local time Selection Protest Deadline... September 21, 2015, 5:00 PM local time PSU Issues Agreement...September 22, 2015 Project Milestones 50% Document Review... October 30, % Document Review... November 24, 2015 Issued for Construction Set Complete... December 11, 2015 Construction Contract Executed/Start of Construction... February 12, 2016 Substantial Completion of Construction... July 22, QUESTIONS Prospective Proposers must submit questions or requests for clarification or change via to Questions must be received by the deadline indicated in Section 1.5. Questions and requests for clarification or change that are timely received will be answered via addenda. Any changes to the RFP resulting from such questions will be made only via addenda to the RFP. Responses from Owner not contained in an official addendum to the solicitation will not be binding on Owner. The final addenda, if any, will be released no later than the date specified in Section 1.5. Proposers are encouraged to check on the status of all addenda prior to submission of their proposal. 4

8 1.7 PROTESTS Solicitation Protests Prospective Proposers must submit protests of particular solicitation provisions, specifications, and/or conditions (including comments on any specifications that a firm believes limits competition) via to Solicitation protests must be received by the deadline indicated in Section 1.5. Solicitation protests must include the reasons for the protest and any proposed changes to the RFP. Protests will be answered directly with the protesting Proposer. Any changes to the RFP resulting from a protest will be made only via addenda to the RFP. Responses from Owner not contained in an official addendum to the solicitation will not be binding on Owner. Proposers are encouraged to check on the status of all addenda prior to submission of their proposal. Protests must fully specify the grounds for the protest and include all evidence that the protestor wishes PSU to consider and must otherwise comply with OAR Selection Protest Any Proposer who has proposed on this RFP and claims to have been adversely affected or aggrieved by the selection of competing Proposers may submit a protest via to Selection protests must be received by the deadline indicated in Section 1.5. Protests will be answered directly with the protesting Proposer. Selection protests must comply with and will be addressed pursuant to Oregon Administrative Rule ( 1.8 ADDENDA This solicitation will only be modified by documents issued as addenda by Owner. No other direction or comments received by Proposers, written or oral, will serve to change the solicitation document. 1.9 INCURRED COSTS Portland State University is not liable for any costs incurred by the design team in the preparation or presentation of their proposals. No billable work can proceed prior to negotiation and execution of Agreement and the Consultant s receipt of a Notice to Proceed PUBLIC RECORDS PSU will keep this RFP and each proposal received in response to it, together with all documents pertaining to the award of any contract, as part of the file or record that is open to public inspection. If a proposal contains any information that constitutes a trade secret under ORS (2), each sheet containing a trade secret must be marked with the following legend: This data constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter

9 The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure may apply unless the public interest requires disclosure in the particular instance. (ORS ) Therefore, nondisclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. These restrictions may not include cost or price information PROPOSAL SUBMISSION To be considered for selection, written Proposals must arrive at the location shown on the cover of this RFP and by the time specified in Section 1.5. Delivery is recommended. Proposers who must mail packages should contact for the proper address. It is the sole responsibility of the Proposer to ensure timely delivery. Late Proposals shall not be considered. Proposals will not be accepted at any other PSU location other than the address specified above. FAXED OR ED PROPOSALS WILL NOT BE ACCEPTED Proposers selected may be requested to provide additional information, either informally or via the interview process, to clarify their proposals and to ensure mutual understanding of the scope of the work requirements and schedule FORM OF AGREEMENT A sample copy of the EDA Sample Contract is attached to this RFP (Appendix 4.2). The Agreement will include the terms of this RFP and the EDA Standard Terms and Conditions (Appendix 4.1). PSU will enter into negotiations with the selected firm to determine final scope and description of services, schedule and cost and, if the negotiations are successful, will enter into an Agreement substantially similar to the attached sample agreement. The sample agreement attached to this RFP is subject to change by PSU. All Proposers must identify in their proposal any terms and conditions that they wish to negotiate. Failure to identify those terms they wish to negotiate may result in termination of negotiation with the selected firm. If the negotiations are not successful, PSU reserves the right to enter into negotiations with the next highest ranked Proposer NON-RESPONSIVE PROPOSALS Proposals which are incomplete, conditioned or qualified, are not in conformity with the law, contain a statement by the Proposer reserving the right to accept or reject an award or to enter into the Agreement, or include any other irregularity shall be rejected as non-responsive if the irregularity is material and may be rejected as non-responsive if the irregularity is not material PROPOSAL VALIDITY PERIOD Proposals submitted in response to this RFP shall be valid for 60 calendar days after the proposal submission deadline TERMS FOR PROPOSING By submitting a proposal, the Proposer certifies conformance to the applicable federal, state and local laws, acts, executive orders, statutes, administrative rules, regulations, ordinance and related court rulings concerning Affirmative Action toward Equal Employment Opportunities. All information and reports required by the Federal or Oregon State or local 6

10 Governments, having responsibility for the enforcement of the foregoing, shall be supplied to the Owner upon request for purposes of investigation to ascertain compliance with the foregoing. Pursuant to OAR , by submitting a proposal, the Proposer certifies that the Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts. Pursuant to OAR , Proposers are hereby notified that PSU has adopted policies applicable to consultants and contractors that prohibit sexual harassment and that Proposer and their employees are required to adhere to Owner s policy prohibiting sexual harassment in their interactions with members of Owner s community. The Owner is committed to ensuring equity and diversity in its procurement and contracting process and increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses. Therefore the Owner strongly encourages its contractors and consultants to use these businesses in providing services and materials for Owner contracts and projects. END OF SECTION 1 7

11 2.1 PROPOSAL SUBMISSION SECTION 2 - PROPOSAL REQUIREMENTS To be considered for selection, written Proposals must arrive at Portland State University, Contracting and Procurement Services by the date specified in Section 1.5. Delivery is recommended. Proposers who mail packages should allow ample delivery time to ensure timely arrival Proposals must: 1. Include responses to the requested information in Section Include name, address, and phone number for the main proposal contact person 3. Include page numbers and firm name on each page 4. Respond with information in the same order and headings as in Section Not exceed ten (10) double-sided 8 ½ x 11 pages in length for a total of twenty (20) pages. Ledger size 11 x17 pages may be used. Each side of an 11 x17 page counts as two (2) pages. Page count includes all sheets submitted except for a blank page. If proposal exceeds the page limit, only the allowed number of pages will be considered starting with the first page. 6. Be of a readable font size (such as Arial size 10) 7. Be stapled in the corner and printed on recycled paper Submission must include: 1. One (1) CD containing a PDF (Portable Document Format) version of the written proposal 2. Four (4) paper copies of the proposal 3. Items above submitted in a sealed envelope that includes Proposer name and project name 2.2 EVALUATION CRITERIA Firm Background and Experience 25 Points Describe your firm s history. Explain relevant experience particularly with working on projects of similar scope for public entities as well as any experience with Federal Grant funded projects. Information identifying the firm s strengths and weaknesses along with special capabilities that may be appropriate to this Project will assist in the evaluation Schedule 15 Points Describe how your team will accomplish this project within the stated schedule. Comment on the schedule. If you have methods of accelerating the stated schedule, please explain Budget - 20 Points Explain how your team will manage the design to meet the overall project budget of $1.5 million, including elements of the reconciled budgets prepared at various stages of the design. Give examples of your techniques and provide examples of your success rates (e.g., % under budget, % over budget) Overall Quality of the Proposal 5 Points Scoring is based on overall quality of the proposal and compliance with the requirements of the RFP Equity and Diversity 10 Points 8

12 PSU is committed to increasing contract opportunities for Minority, Women and Emerging Small Businesses (MWESB). PSU is seeking qualified firms that demonstrate a commitment to diversity in the workforce and in its contracting practices. Include a Management Plan for the project as follows: Include your firms plan to increase the diversity of a business workforce and to subcontract with or purchase from MWESB firms or businesses that have been historically underrepresented on public contracts. The Management Plan should also include your firms nondiscrimination practices, sub-consultant strategy, workforce diversity plan, and outreach plan to increase participation by MWESB firms. The Management Plan, except for any percentage goals to utilize MWESB firms, shall become part of the Agreement. Identify by name any MWESB sub-consultants, partners, or suppliers that you will utilize on this project team. Please include their specific role on the project. Substitutions of these sub-consultants or suppliers after award shall require PSU approval. Provide examples of your firms past performance in regards to workforce diversity and sub-consulting plans. Please include number and dollar amount of sub-contracts awarded, and any utilization percentages or other performance indicators Rates and Fees 20 Points In accordance with the requirements of PSU s EDA Grant the fee for basic services must be either a fixed price or a cost reimbursement with an agreed maximum to be eligible for EDA participation. The use of a cost-plus-a-percentage-of-cost and percentage of construction cost forms of compensation are specifically prohibited. Provide your fee for basic services and a complete rate schedule for your team and all sub-consultants. These rates are for information purposes only and shall be locked for the duration of the project. The proposer with the lowest fee for basic services will receive full points, higher cost proposers will receive proportionally lower points according to the formula: [1-(proposer s bid - low proposer s bid)/proposer s bid] x 20 pts. END OF SECTION 2 9

13 3.1 EVALUATION CRITERIA SECTION 3 - EVALUATION AND SELECTION PROCESS The evaluation criteria and maximum allowable points to be used in the evaluation process are as stated in Section 2.2: Item Criteria and Points Evaluated By Firm Background and Experience 25 Points Schedule 15 Points Budget 20 Points Overall Quality of the Proposal 5 Points Equity and Diversity 10 Points Rates and Fees 20 Points Total possible 95 points 3.2 SELECTION PROCESS Selection Committee Selection Committee Selection Committee Selection Committee MWESB Committee Calculation Proposals will be evaluated by a qualified committee. Evaluation Committee member names will not be announced prior to interviews. The Evaluation Committee will numerically evaluate the responses to the RFP based on the Evaluation Criteria. A Notice of Intent to Award may be released naming the top scoring firm or the highest scoring firms may be selected for final consideration through interviews and further investigation of references. The proposal packages will be evaluated as follows: A. Review for inclusion of all elements specified in Proposal Requirements Section 2. Any proposals which do not include all required elements may be rejected as non-responsive at Owner s discretion. B. Total preliminary point ratings will be given to each Proposer using the criteria specified in Section 2.2, items through C. The Proposer with the most cumulative total points (Section 2.2, items through 2.2.6) shall be issued a Notice of Intent to Award. END OF SECTION 3 10

14 SECTION 4 APPENDICES 4.1 EDA STANDARD TERMS AND CONDITIONS 4.2 EDA SAMPLE CONTRACT 4.3 PSU CAMPUS MAP 4.4 AS-BUILTS CAMPUS METERING STUDY AND CONSTRUCTION DOCUMENTS SECTION 5 EDA APPENDICES (REQUIRED FORMS AND INFORMATION) 5.1 CERTIFICATION REGARDING LOBBYING 5.2 EDA REQUIRED SPECIFICATION DOCUMENTS 5.3 REQUIREMENTS FOR AFFIRMATIVE ACTION (EEO) 5.4 EDA PLANS & SPECIFICATIONS CHECKLIST PLANS & SPECIFICATIONS CHECKLIST COVER LETTER FOR PLANS & SPECS SITE CERTIFICATE (SEE PROJECT SITE, ROW, AND EASEMENTS) COVER LETTER FOR SITE CERTIFICATE SITE CERTIFICATE FORM 5.5 EDA SUMMARY OF CONSTRUCTION STANDARDS 5.6 EDA CONTRACTING PROVISIONS FOR CONSTRUCTION PROJECTS 11

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