ࡱ> y ~qbjbj ;{{Ri+. . 8xd5(<<<@5B5B5B5B5B5B5$7:ff5<<<<<f54{5b b b <F@5b <@5b b .|02R(/,5505:/;;$0;0,<<b <<<<<f5f5b <<<5<<<<;<<<<<<<<<. N:  SOUTHERN OREGON UNIVERSITY Architectural and Engineering Services for the Science Building Renovation REQUEST FOR PROPOSALS CONTRACT ADMINISTRATOR: Southern Oregon University Drew Gilliland Director, Facilities Management and Planning Phone: (541) 552-6233 FAX: (541) 552-6235 OUS Business Opportunities Website http://www.ous.edu/bapp/bopps/ ISSUE DATE: September 21, 2012 RFP CLOSING (DUE) DATE: October 26, 2012, 3:00 PM, Local Time NO LATE RESPONSES WILL BE ACCEPTED SUBMITTAL LOCATION Southern Oregon University Attention: Drew Gilliland Facilities Management and Planning 351 Walker Avenue. Ashland, Oregon 97520 Introduction: Southern Oregon University (SOU) is seeking proposals from qualified firms for the architectural, structural, mechanical, and electrical design for a deferred Maintenance/seismic remediation renovation of the Science Building (the Project), located on the SOU campus in Ashland, Oregon. Approximately $21 million has been budgeted for the total cost of this Project. The Science Building was constructed in two phases. The original (Science I) building was built in 1957-58 and includes two stories plus a partial basement. Science I is constructed with cast-in-place concrete walls and floors. The Science II addition was built in 1967-68 and includes four stories plus a mechanical penthouse on the roof. Science II is a cast-in-place concrete frame building with pre-cast exterior wall panels. The gross area of the entire Science I/II facility is approximately 103,000 square feet. While the Science facility has undergone some interior remodels and minor renovations over the years, there have been no additions to the building since the major (1968) Science II expansion. The mechanical, plumbing and electrical systems are substantially unchanged since they were originally constructed. The Science building houses the Departments of Biology; Chemistry, Physics, Materials and Engineering; and Environmental Studies. Some considerations for this renovation include: Equipment: Programs within these departments are lab- and field-based giving students hands-on-experiences with a vast array of equipment. Equipment ranges from microscopes to a nuclear magnetic resonance spectrophotometer. Special provisions are necessary to accommodate some of the highly sensitive pieces of equipment, which cannot be moved easily. Interactions: Faculty/staff-student, student-student, and faculty/staff-faculty/staff interactions are essential; therefore, open spaces for informal gatherings and lab facilities in close proximity to faculty offices are critical to the delivery of our programs. Rooms: As typical of science facilities, there are many specialized utility and equipment needs in various rooms. Rooms of various capacity sizes are necessary for scheduling, as well as, adaptable spaces to accommodate various teaching styles (e.g., lecture, small discussion, group work). Personnel: Science Hall houses approximately 9 staff and 26 faculty members. Course offerings: Laboratory facilities are most heavily used for courses during fall term (mid-September through mid-December), followed by winter term (January through March) and finally spring term (April through mid-June). Few lab-based Science courses are offered during the summer term (end of June through August), although some faculty rely on their spaces to conduct research over the summer. The Science building is one of the most heavily used buildings at SOU. Almost all undergraduate students have classes in Science at some point during their time on campus. The Science Building Committee is currently exploring options to use other facilities during the renovation period. Under consideration are both on and off-campus flex space, modular buildings, creative class scheduling, and other options to free up parts of the facility for construction. Even with temporary relocation of some programs and classes, it is very likely that the construction will have to be phased to keep SOU programs going during the renovation process. SOU is leaning towards using the Construction Manager/General Contractor (CM/GC) delivery method for this Project. A final decision on contracting method will be made jointly with the selected design firm. Pre-Design, programming, space planning and phasing design would begin immediately upon award and approval of the A/E contract. Phase I construction is anticipated to start in September 2013 with Project completion expected by August 2015. The anticipated scope of services includes: Evaluate elements to be included in the renovation design, including but not limited to: the HVAC system, energy conservation measures, laboratory infrastructure, lighting and controls, electrical service and distribution system, building envelope, plumbing and fixtures, and exterior finishes. Perform a seismic evaluation of the building, per American Society of Civil Engineers (ASCE) Standard 31-03 Seismic Evaluation of Existing Buildings. Develop rehabilitation and mitigation strategies per ASCE Standard 41-06 Seismic Rehabilitation of Existing Buildings and the 2010 Oregon Structural Specialty Code (OSSC). Develop a cost-benefit analysis matrix to assist the Owner and design team in selecting the most appropriate rehabilitation approach. Provide complete drawings and specifications to implement the selected seismic rehabilitation scheme. Develop HVAC system options, preliminary construction cost estimates, and life-cycle cost estimates for alternate systems. Provide complete drawings and specifications for the selected HVAC option. Assess existing conditions and departmental space allotments and evaluate options for promoting student faculty interactions and cross-department communication. Provide complete architectural drawings, details and specifications for the selected designs. Evaluate the existing electrical and low voltage systems. Advise the Owner and design team of the costs/benefits if any existing components are recommended to be retained and reused. Provide complete electrical and low voltage drawings and specifications per the OSSC, Oregon Electrical Specialty Code, National Electrical Code, and SOU data cabling standards. It is anticipated that the entire plumbing system will be replaced as part of this Project. Provide complete drawings and specifications to meet the OSSC, Oregon Plumbing Specialty Code, and SOU water efficiency guidelines. Design complete fire sprinkler and fire alarm systems to comply with all applicable building code and local jurisdiction requirements. Design energy efficiency upgrades to meet OUS requirements and State Energy Efficiency Design (SEED) program requirements. Provide SEED analysis services and coordinate submittals to the Oregon Department of Energy. Project to meet LEED-silver for existing buildings. Develop all construction documents required for competitive subcontractor bidding on a multiple phase project. Provide bidding and construction administration services. Coordinate submittals to the City of Ashland for all required Project approvals and permits. Implement design requirements for the State of Oregon 1% for Art Program. Implement State mandated 1% for renewable energy production requirements. Evaluate the existing Americans for Disabilities (ADA) infrastructure and code requirements and incorporate required ADA upgrades into the project. Assess existing conditions and departmental space needs. Evaluate options for increasing the efficiency and utilization of the building spaces. Since Project funds are limited, the following goals for the Project (in order of priority) have been established: Seismic remediation as required by building codes and generally accepted standards of professional practice. Energy efficiency upgrades to reduce utility consumption and increase occupant comfort. Replacement of building systems. Renovation of existing spaces to better meet SOUs needs and program requirements. Selection Process: This Request for Proposals (RFP) and the selection process will be conducted pursuant to the terms of this RFP and the Oregon University Systems Administrative Rule OAR 580-063-0020 through OAR 580-063-0025, relating to the selection of professional consultants. Compensation: Compensation will be based on a total not-to-exceed amount for services and reimbursable expenses, with not-to-exceed maximums for the following individual phases of the design: Pre-Design/ Schematic Design, Design Development, Construction Documents, Bidding, and Construction Administration services including record documentation. The amount of compensation will be negotiated with the Apparent Successful Proposer. SOU has allocated 5-7% of direct construction cost for all architectural and engineering services. Proposal Requirements: The Proposer and all firms, subsidiaries and individuals providing professional services shall be currently licensed to practice in each of their respective areas of professional expertise in the State of Oregon, and shall comply with all State of Oregon Architect and Professional Engineer licensure requirements. To be considered for this project, the proposer must have completed at least one university lab renovation within the last 7 years of comparable size and complexity. The submittal must include the following, in addition to what is required to comply with the Evaluation Criteria below: The firms name, address, phone number, and facsimile number; The name of the contact person within the firm, and his/her email address; A list of the firms key personnel who would be assigned to this Project, by discipline; The name and Oregon registration number of the Project architect who will serve as the Architect of Record; The names of additional Project architect(s) and designers the firm proposes to provide services on this project, along with specific projects each of these persons has worked on in the past five years; Illustrations or photographs of at least three (3) relevant projects completed by the firm and involving the above named individuals; and The construction cost and building area (in gross square feet) of each reference project; Date of completion of each reference project; Location of each reference project; The function of each reference project; Indicate whether the referenced project involved phased construction and indicate if the project was occupied by the Owner during construction; The construction delivery method used for each referenced project; Whether the project was completed on schedule and within the budget or not; If the project was not completed within the original budget provide a brief statement of the reason(s) for the increase in budget; Responsibilities of those involved on each reference project who would provide services on this project; Name, address and current telephone number of the owner representative most appropriate to discuss your firms performance on each reference project; A GAANT chart providing a proposed schedule for the Pre-Design/Schematic Design, Design Development, and Construction Documents phases of the project. Number of addendums published during the bid process for the projects referenced above. Explanations limited to two pages. Provide in writing certification that your firm is not in default on any State of Oregon taxes (Tax Certification Statement). The Owner would like to encourage that some of the services described in this RFP be awarded to firm(s) located in the Rogue Valley. Each Proposer must include in their proposal a plan to maximize local/Rogue Valley firms participation in the planned services. If Proposer is located outside of the Rogue Valley, the proposal should include a statement describing in detail which services will be subcontracted to a local firm(s), and, if possible, identify the firm(s). If awarded the Contract, the Proposer must accept, as Contract performance obligations, the duty to actively pursue the plan as set forth in the Proposers response. Evaluation Criteria: Please indicate in writing the following information about your firms ability and desire to perform this work. Firms will be rated based upon the weight assigned to each item as noted in parentheses at the end of each statement below. Describe your firms recent (past 8 years) experience designing renovations of science and education facilities, working within a campus, and implementing the campuss design criteria. Use specific examples. Include information about the size, construction type, building uses, construction budget, construction delivery method, and project timeline/completion date. Indicate whether any of the construction was phased and whether portions of the facility were occupied during the renovation process. (30) Identify the sub-consultants and the key personnel of the sub-consultants that you propose to use on this project. Describe their recent (past 5 years) experience, and their specific role in designing similar facilities. Identify your firms role in each of these projects (if applicable). Include information about the size, construction type, building uses, construction budget, and project timeline/completion date. (20) Past record of performance on contracts with governmental agencies and private owners with respect to such factors as cost control, quality of work, ability to meet schedules, and contract administration. Three (3) references must be provided, preferably for projects of similar type and size. (20) Provide rate schedule for all disciplines, including consultants, and reimbursable rates and strategies to minimize costs (i.e. scheduling travel 2 weeks ahead, tele-conferencing, etc.), provide examples. (20) Availability to and familiarity with the area in which the Project is located, including knowledge of design and construction techniques unique to the area. (5) Proposers plan to maximize local/Rogue Valley firms participation in the planned services. (5) Proposed cost management techniques to be employed. (5) Evaluation Process: This RFP is the first step in a two-step process in the selection of an Architect for this Project. The two-step selection process includes evaluation of the written responses to this RFP and then short-listing from three to five firms, who will each be invited to participate in an interview that is anticipated to be scheduled in November 2012 (times will be drawn at random). The selection committee will score each submittal on the basis of responses to the evaluation categories. Submittals will be rated based upon the weights assigned to each item as noted in the parentheses at the end of the categories. Each category is assigned a weight between 0 and 30. Each member of the evaluation committee will rank each firm in each category between 0 and 5, and multiply that number by the weight assigned to the category. The individual evaluation committee members will then total the weighted score from all of the criteria to obtain the total score. The result of this total score will be used to rank all respondents. The RFP also requires reference information for your firm. SOU will utilize this information and any other independently obtained references that can provide background on the firm. This information will not be separately scored, but results obtained from these and/or other reference checks will be utilized in evaluating and scoring in the other categories and in the final ranking. The evaluation committee will meet and use the individual evaluation committee member rankings as a beginning of their discussion. The discussion of the responses will include firm strengths and weaknesses and the individual evaluation committee member scorings. The evaluation committee discussion will result in the consolidated ranking from which the finalists for interviews will be selected. Interviews will include a presentation period for the proposers to highlight their proposal as well as respond to additional questions or information requested in advance by the evaluation committee, and then a separate Q & A session. The evaluation committee will meet and use the committee member rankings in their discussion. The discussion of the responses will include firm strengths and weaknesses and the committee member scorings. After all of the interviews and committee discussions are completed, the evaluation committee will select the Apparent Successful Proposer by ranking the proposers based on all information received, presented, found and heard. Selection Procedure and Timetable: The selection procedure described below will be used to evaluate the capabilities of interested firms to provide the professional services to SOU for this project. September 21, 2012 Issue RFP October 4, 2012 @ 3:30 5:00 PM Mandatory Pre-Proposal Meeting Science Hall Room 171 October 11, 2012 @ 10:00 AM Questions and solicitation protests due October 12, 2012 Owners written response to questions October 26, 2012 @ 3:00 PM RFP response due November 12, 2012 Notification of short-listed firms November 21, 2012 Interviews with Selection Committee December 4, 2012 Notice of Intent to Award December 11, 2012 @ 5:00 PM local time Selection Protest Deadline December 21, 2012 SOU Finalizes Contract Responsibility Evaluation: SOU will investigate a proposers responsibility in accordance with the requirements of Division 61 of Oregon Administrative Rules Chapter 580, and will consider information obtained from any source as part of its evaluation, at any time prior to execution of the contract. Submission of a signed proposal constitutes the proposers approval for SOU to obtain any information SOU deems necessary to conduct the evaluation including, but not limited to, credit reports and information discovered during reference checks. Financial Information: SOU will notify proposers, in writing, of any financial documentation required, which may include, but need not be limited to, recent profit-and-loss history; current balance statements; assets-to-liabilities ratio; including number and amount of secured versus unsecured creditor claims; availability of short- and long-term financing; bonding capacity and credit information. SOU may postpone the award or execution of a contract in order to complete its investigation and evaluation. Failure to promptly complete information requested will render the proposal non-responsive. Failure of a proposer to demonstrate responsibility will render the proposer non-responsive and will constitute grounds for proposal rejection. Submission: Submit Seven (7) copies of your written proposal, along with an electronic version on CD, to be received by the closing date and time listed in this document to: Drew Gilliland Southern Oregon University Facilities Management and Planning 351 Walker Avenue, Ashland, OR 97520 Phone: (541) 552-6233 FAX: (541) 552-6235 Email:  HYPERLINK "mailto:gilliland@sou.edu" gilliland@sou.edu Your response must be contained in a document not to exceed twenty (20) single-sided pages, including pictures, charts, graphs, tables and text the firm deems appropriate to be part of the review of the firms response, Resumes of key individuals proposed to be involved in this project are exempted from the 20-page limit and should be appended to the end of your response. No supplemental information to the 20-page Proposal will be allowed. Appended resumes of the proposed key individuals, along with a transmittal letter, table of contents, front and back covers, and blank section/numerical dividers, etc., will not be counted in the 20-page limit. Information shall be presented in the same order as the above evaluation criteria. The response should be submitted in soft-bound (comb or spiral, spiral preferred no three-ring binders) format with page size of 8 x 11 inches with no fold-outs. The basic text information of the response should be presented in standard business font size (minimum 10-point), and reasonable (we prefer 1 (one) inch) margins. Your response must be signed by an officer of your firm with the authority to commit the firm. SOU may reject any submittal not in compliance with all prescribed public bidding procedures and requirements, and may cancel this solicitation or reject for good cause, all responses upon a finding by SOU that it is in the public interest to do so. Please note that throughout this procurement, SOU will not accept responses or queries that require SOU to pay the cost of production or delivery. SOU is an AA/EEO employer. Telephone, facsimile, or electronically transmitted submittals will not be accepted. Responses received after the closing date and time will not be considered. Questions: All questions and contacts with the University regarding any information in this RFP must be addressed in writing, fax or email to Drew Gilliland at the address, email or fax listed in this document. Solicitation Protests: Respondents may submit a written request for clarification or change or protest of particular solicitation provisions and specifications and contract terms and conditions (including comments on any specifications that a firm believes limits competition) to Drew Gilliland at the address, email or fax listed in this document. Such requests and protests must be received no later than 10:00 A.M., October 11, 2012. Such requests or protests must state the reasons for the request or protest and any proposed changes to the solicitation provisions and specifications and contract terms and conditions. Change or Modification: Any change or modification to the specifications or the procurement process will be in the form of an addendum to the RFP and will be made available to all registered firms via email from Drew Gilliland. Addenda will also be posted on the OUS procurement website. No information received in any manner different than as described herein will serve to change the RFP in any way, regardless of the source of the information. Any request for clarification or change or protest of anything contained in an addendum must be received by the date and time stated in the addendum, or they will not be considered. Selection Protests: Any respondent to this RFP who claims to have been adversely affected or aggrieved by the selection of a competing respondent may submit a written protest of the selection to at the following address within 3 business days after notification of that selection. The selection decision notification will be made by Drew Gilliland via email to all registered proposers and posted on the OUS website. Protests will be direct to V.P. of Administration Craig Morris by fax 541-552-6337 within seven business days of notification of Award. Specific details as to what is being protested must be included. A decision will be made within 24 hours. Proprietary Information: SOU will retain this RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a contract. These documents will be made part of a file or record, which will be open to public inspection after responder selection and award, is announced. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each sheet with the following legend: This data constitutes a trade secret under ORS 192.501(2), and must not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. The Oregon Public Records Law exempts from disclosure only bone fide trade secrets, and the exception from disclosure applies only unless the public interest requires disclosure in the particular instance. Therefore, non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law. In order to facilitate public inspection of the non-confidential portion of the response, material designated as confidential must accompany the response, but must be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment will be publicly available regardless of any designation to the contrary. Any response marked as a trade secret in its entirety will be considered non-responsive and will be rejected. Project Termination: SOU is seeking to award an Architects Agreement to an architectural firm for programming, schematic design, design development, construction documents, bidding, and construction phases; however SOU reserves the right to terminate the Project or architectural agreement after completion of any phase in the Project. Architects Agreement: The successful proposer will be required to execute an agreement substantially similar to the sample Architects Agreement attached to this RFP. The attached Agreement further describes the services that will be required. Certification of Compliance with Tax Laws: By submission of your proposal, the signatory (a duly authorized representative of the submitting firm) must certify that the firm is not, to the best of their knowledge, in violation of any Oregon tax law. For purpose of this certification, Oregon Tax Laws means a state tax imposed by ORS 320.005 to 320.150 and 403.200 to 403.250, ORS Chapters 118, 314, 316, 317, 318, 321 and 323; the elderly rental assistance program under ORS 310.630 to 310.706; and local taxes administered by the Oregon Department of Revenue under ORS 305.620. Insurance Provisions: During the term of the resulting contract, the successful proposer will be required to maintain in full force, at its own expense, from insurance companies authorized to transact business of insurance in the state of Oregon, each insurance coverage/policy as set forth in the attached sample Architects Agreement. ESB/MBE/WBE: SOU is committed to increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses, and SOU strongly encourages its consultants to utilize these businesses in providing services and materials for SOU contracts and projects. Additional Requirements: Pursuant to OAR 580-061-0030, 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 580-061-0040, Proposers are hereby notified that policies applicable to consultants and contractors have been adopted by OUS that prohibit sexual harassment and those proposers and their employees are required to adhere to SOUs policy prohibiting sexual harassment in their interactions with members of SOUs community. 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