P a g e 1 Request for Proposal Architectural/Engineering Services Adapt/SouthRiver CHC
RFP for Architectural/Engineering Services P a g e 2 Introduction (SRCHC), a Federally Qualified Health Center, is seeking proposals from qualified architectural/engineering firms to provide professional services relating to the planning, development, design and construction of new medical clinic space. This will include new clinical and administrative space for SRCHC, as well as general meeting space. The exact size of the facility is to be determined. The project is funded by both Federal and State monies and therefore, subject to predetermined disbursement criteria. The estimated budget for the project is to be determined. The clinic site is located at 671 SW Main Street Winston, OR 97496 and is owned by. The successful firm will be expected to assist with facility and capacity planning and prepare construction documents, specifications, and follow through the bidding and construction observation process to project completion, including through the warranty period. A separate RFP will be issued for project management. Scope of Services Architectural/engineering services shall include, but not be limited to: A. Schematic Design 1. Meeting(s) with the SRCHC Project Team (appointed by the CEO) to gain an understanding of the project and project constraints. Subsequent meetings will be scheduled as determined by SRCHC Project Team. 2. Preparation of schematic design and approved site plan, including: i. Approximate footprint, floor plan and general design features ii. External site features iii. Total project cost estimate, including site preparation B. Design Development 1. Based on the approved project schematic design (including site preparation) prepare design development, construction drawings, and contract documents 2. Prepare an interior design plan for the facility, including: i. Location and specifications of all interior furniture, free standing or built-in ii. All interior Signage specifying the sign system to be used, and identifying the number, location, and working function of all signs iii. Design and specification of all flooring, lighting, cabinetry, trim work, etc. iv. Meet with and coordinate the design with all regulatory agencies.
3. Meet weekly and as needed with the Project Manager P a g e 3 C. Contract Documents 1. Prepare project manual and bid specifications including: 2. Plans in AutoCAD format and specifications in Word format. Note: other industry recognized software applications for architectural/engineering design are acceptable. 3. Provide as-built documents in AutoCAD and Word format as applicable and pdf files of all documents to Adapt/SRCHC at the end of the project. D. Bidding 1. Assist CEO and SRCHC Project Team to review, assess, and using a specific criteria, choose one or more Contractors to complete the Project. E. Construction Observation 1. Coordinate with Contractor(s) and Project Manager for observation and inspection of the construction. 2. Review change orders. 3. Prepare necessary punch list and project close- out documents F. Warranty Period 1. Ensure compliance and enforcement of project warranty G. Regulatory Compliance 1. The architect/engineer will be responsible for ensuring that all applicable Federal, State, and local codes and regulations related to the facility design are met H. Project Communication 1. Throughout the project, the architect/engineer will make presentations and provide periodic updates to the SRCHC Project Team as requested, and will participate in presentations to the Board of Directors as requested by the CEO. I. Project Coordination 1. Conduct periodic cost estimates, and work closely with the SRCHC Project Manager, who will assist in coordination and provide oversight of construction activities
Instructions to Proposers P a g e 4 1. This request for proposals is being released on December 23, 2015. 2. Three copies of the qualifications / proposal must be received by 4:00PM Pacific Time on January 30, 2016 in the Administrative Offices of. 3. The outside of the envelope shall be clearly marked: Attention: Gregory Brigham, Ph.D., CEO PROPOSAL FOR ARCHITECTURAL/ENGINEERING SERVICES FOR 4. Due to the requirements of this request, faxed or emailed qualifications / proposals will not be accepted. Late qualifications / proposals will not be considered. 5. Questions regarding this Request for Proposal, or regarding submitted proposals, should be directed to Gregory Brigham, Ph.D. CEO, PO Box 1121 Phone: (541)672-2691, email: gbrigham@adapt-or.org 6. The CEO and SRCHC Review Committee will select the firms to be interviewed. Those firms selected to be interviewed will be informed of the exact time and place of the interview at a later date. The CEO and SRCHC Review Committee will make the final selection of the successful bidder. 7. Content of Proposals- The following content will be evaluated by the CEO and SRCHC Review Committee and be used as the basis for selecting firms to be interviewed and the final selection of a firm. Proposals shall be arranged in the following order and be organized for ease of understanding: Cover sheet with organization name, contact information Introductory Letter Executive Summary stating your understanding of the project and why your firm should be chosen General Information Section provides any additional information the proposer wishes the CEO and SRCHC Project Team to consider about the proposal.
Additional Instructions to Proposers P a g e 5 1. Architectural/Engineering Staff i. The proposal should clearly outline the background and experience of the firm and staff involved in the project. No change in personnel assigned to the project will be permitted without prior approval of the CEO and SRCHC Project Team. ii. Provide the following information for each proposed team member: Firm for which they work Job title for this project Specific duties assigned on this project Recent experience with community health center and/or medical office building construction/design 2. When describing recent experience, begin with the individual s most recent projects and include: project, location, size (cost and sq. ft., year completed, the individual s job title or responsibilities, and firm (if different from current) 3. List the projects that the team members have collaborated on in the past. Include: project, location, year, type of project. Also describe the steps you will take to insure that all aspects of the project will be well coordinated 4. Identify who will perform the architectural/engineering, mechanical, electrical and structural design components and how these will be integrated 5. Identify the team member s current projects and the project s stage of development 6. Assurance of Quality a. Describe methods you will use to ensure that the design and construction of the project will be completed on time and within budget b. Describe in detail the proposed on-site commitment during design and construction c. Describe what guarantees will be made for project construction and operation in compliance with all state, local, and Federal laws 7. References and Samples of Work a. Provide client references (name, address, email and phone number) for a minimum of two projects of a similar size and nature. References from local clients are preferred. b. Include the following items in your proposal: i. One set of photographs and/or drawings (no larger than 8 1 2 x 11 ) that illustrate two (2) previous design projects, as closely related as possible to the project. The photographs and drawings will be returned upon request at proposer s expense ii. One copy of a project manual for a similar project. This will also be returned upon
request at proposer s expense P a g e 6 8. Anticipated Timetable a. Provide an expected schedule with timetable for all elements listed in the Scope of Services. 9. Deviations a. List any deviations from this RFP and provide rationale 10. Project Cost Estimates a. Final architectural/engineering Service fees will be negotiated upon selection. However, in an effort to assure the full anticipated costs are understood, and to assure an accurate comparison with all submissions, all proposing firms must complete Attachment 1: Estimated Project Cost and provide it with their proposal. b. The total fee shall be all-inclusive and contain all personnel and site visits as required. It is assumed the fee will also include all other related reimbursements including but not limited to: travel, meals, consultants, phone, fax and printing up to bid documents. c. Proposers shall provide a statement summarizing the basis for any subsequent fees not estimated in Attachment 1 or variations form the estimated project cost. 11. Terms a. Legal Compliance: Work performed and plans produced shall comply with all state, federal and local laws, including but not limited to those related to building, environmental, statutory, legal process, OSHA and the Fair Labor Standards Act. b. Acceptance of Proposal: Adapt/SRCHC reserves the right to reject any and all proposals and to waive informalities, if, at its discretion, the interests of Adapt/SRCHC will be best served thereby. c. Adapt/SRCHC reserves the right to accept other than the lowest cost proposal, and to negotiate the specified dollar amount, or any portion of that amount. Adapt/SRCHC reserves the right to negotiate contract changes following the award. d. If there is any conflict between these documents and the proposal, these documents shall control. e. Adapt/SRCHC reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the proposal due date. Adapt/SRCHC reserves the right to stop the project after step A (Schematic Design) as described in the Scope of Services in this document, or at subsequent points if it is in the best interest of Adapt/SRCHC to do so.
f. No proposer shall have a right to make a claim against Adapt/SRCHC in the event Adapt/SRCHC accepts a proposal or does not accept any proposals. g. Validity of Proposals: Proposals must be valid for at least 90 days. 12. Insurance P a g e 7 The Contract shall be effective only upon approval by Adapt/SRCHC of acceptable evidence of the insurance required below, issued by insurers admitted within the State of Oregon. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract. Architect/engineer shall provide evidence of workers compensation insurance covering its employees, and evidence of general liability insurance naming the Board, its officers and employees as additional insureds under the policy, as follows: a. Workers Compensation insurance that meets statutory obligations b. Commercial General Liability insurance with limits of at least $1,000,000 general aggregate, $1,000,000 products completed operations, $1,000,000 personal and advertising injury, $1,000,000 each occurrence, $50,000 fire damage and $5,000 medical expense any one person. The policy shall be on an occurrence basis, shall include contractual liability coverage and Adapt/SRCHC shall be named an additional insured. This coverage shall be maintained for two years after final completion and acceptance of the Project by Adapt/SRCHC. a. Indemnification: Architect/engineer will take all precautions to protect the public against injury, and shall agree to indemnify, release and hold Adapt/SRCHC harmless from any and all claims or lawsuits that may arise from negligent acts, errors and omissions of the architect and/or its employees/contractors. b. Independent Contractor: Nothing in the contract award shall create an employee/employer relationship between Adapt/SRCHC and the architect/engineer. It is understood that the architect/engineer will be an independent contractor and not an Adapt/SRCHC employee. c. Assignability: Vendor shall not assign any interest in the contract and shall not transfer any interest in the same, whether by assignment or invitation, without the prior written approval of Adapt/SRCHC, provided, however, that claims for money due or to become due to the Vendor may be assigned to a bank, trust company or other financial institution, or to a Trustee in Bankruptcy without such approval. Notice of such assignment or transfer shall be furnished to Adapt/SRCHC. d. Nondiscrimination: Vendor will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, sex, national origin, sexual preference, disability, age, marital status, or status with regard to public assistance or as veteran. e. Payment: Payments shall only be made in accordance with the agreed upon
P a g e 8 Contract. No reimbursements will be made for any expenses incurred by the architect/engineer except for expenses specifically described in the contract. No payment will be made for any incomplete, inaccurate or defective work until same has been satisfactorily remedied at no additional cost to Adapt/SRCHC. All work andall related documentation records, etc., shall become property of Adapt/SRCHC. f. Billing: Billing for completed services shall be based upon the terms outlined in the final contract. g. Proposer Responsibilities: The architect/engineer is responsible for conducting necessary research, visiting the site and becoming familiar with conditions under which the work is to be performed. i. Adapt/SRCHC will not be responsible for any costs incurred by applicants in preparing proposals ii. Applicants are held legally responsible for their proposals iii. Applicants are not to collaborate, for the purpose of restricting competition, with other applicants or competitors in developing proposals 13. Addenda to RFP: Any changes, additions or clarification to the RFP will be made by written Proposal Addenda. a. Such addenda will be posted to www.south-river.org and will become part of the Proposal package, having the same binding effect as provisions of the original proposal. Proposers are responsible for checking the website periodically for information and updates. b. All addenda, amendments and interpretations of this solicitation shall be in writing. Adapt/SRCHC shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by Adapt/SRCHC in writing or in this RFP should be used in preparing Proposal responses. All contact that a proposer may have had before or after receipt of this RFP with any individuals, employees or representative Adapt/SRCHC, and any information that may have been read in any news media or seen or heard in any communication regarding this proposal should be disregarded in preparing proposal responses. c. Adapt/SRCHC does not assume responsibility for receipt of any addendum sent to proposers. d. A copy of all addenda issued must be signed and return with your proposal. Contract and Conditions: The selected firm will be required to enter into a contract with Adapt/SRCHC. The proposal should indicate if your firm has any problems with the draft contract language. Additional contract conditions may be required, depending upon the nature and extent of the services to be provided. Adapt/SRCHC reserves the right to negotiate a change or modification to any of the proposed contractual conditions.
P a g e 9 Attachment I: Estimated Project Costs Itemize your fees according to the following categories: Estimated Project Costs Cost Schematic Design $ Design Development Contract Documentation Bidding Construction Observation Warranty Period Total Estimated Project Costs (all- inclusive) $ Proposers may use the following space to provide additional estimated project costs and a brief explanation. Completed by: Mailing Address: Phone: Email Address: Signature: Printed Name: Fax: Title: Date: