ࡱ> loky Cbjbj ;r{{e;+. . 8tHLZ<((;;;;;;;$>4Af;;4;4R;;35ʃ2JXj;4;<<Z<S48AA05A5;;Z<A. N:  Design Services for Student Recreation Center Conceptual Design SOUTHERN OREGON UNIVERSITY REQUEST FOR PROPOSALS (OUS Retainer Only Registered Firms) CONTRACT ADMINISTRATOR: Southern Oregon University Drew Gilliland Director, Facilities Management and Planning Phone: (541) 552-6233 FAX: (541) 552-6235 Email:  HYPERLINK "mailto:gilliland@sou.edu" gilliland@sou.edu OUS Business Opportunities Website http://www.ous.edu/bapp/bopps/ ISSUE DATE: October 4, 2012 RFP CLOSING (DUE) DATE: October 17, 2012, 4:00 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 architectural conceptual design for a Student Recreation Center expansion adjacent to the current McNeal Pavilion. The students of Southern Oregon University voted in the Fall of 2011 to assess themselves fees for the construction of Student Recreation Center. The OUS system will provide matching dollars to bring the total project to approximately $20 million available for design and construction. The McNeal Pavilion is scheduled for approximately S15 million for deferred maintenance and seismic upgrades. Although the original concept was to construct a Student Recreation Center independent of all other facilities; the university would like to investigate the potential for greater overall value if the Student Recreation Center and McNeal Pavilion were connected. Architectural firm selected will receive no greater or less consideration when design architect is selected for design of Student Recreation Center at a later date The anticipated scope of services includes: Recommend and implement a communications strategy to Assist Student Recreation Center Design Team in engaging and soliciting feedback from the students (meetings, charette, etc.) . Review McNeal Hall Drawings, current McNeal configuration and conditions, City of Ashland planning department requirements and Building Code limitations. Provide conceptual exterior elevations of what connected and stand alone facilities may look like. Provide conceptual floor plans of what connected and stand alone facilities may look like. Provide cost advantages and disadvantages to all scenarios. 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 in total. A maximum of $20,000 has been budgeted for all programming and conceptual design costs, including reimbursable costs. 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 licensure requirements. To be considered for this project, the proposer must have completed at least one conceptual design exercise which resulted in architectural drawings and visual concepts of a project on similar size and complexity within the past 5 years. 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; Examples of projects that highlight the firms ability to perform this exercise. 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; A proposed schedule for with a completion date no later than February 1, 2012. Provide in writing certification that your firm is not in default on any State of Oregon taxes (Tax Certification Statement). 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 experience with working with student groups to design university facilities in general and campus recreation facilities in particular. (20) Describe the process and techniques you will employ to include student and staff participation and feedback. (20) Describe in general the type and approximate number of meetings, charette, surveys, etc. that you would utilize to ensure buy-in for the proposed designs. (20) Fee proposal (10) Evaluation Process: The evaluation committee will meet and review all proposals and select firm that best meets the needs of the university using the above criteria. 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. October 5, 2012 Issue RFP October 10, 2012 @ 4:00 PM Written Questions Due October 11, 2012 @ 5:00 PM Addendum Published October 17, 2012 @ 4:00 PM Proposals Due October 24, 2012 @ 4:00 PM Award Notification October 26, 2012 Contract Finalized Nov 1, 2012 Initial Meeting with the Student Recreational Center Team. 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 two (2) copies of your written proposal, along with an electronic version in PDF, 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 seven (7) 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 7-page limit and should be appended to the end of your response. No supplemental information to the 7-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 7-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; however, emailed proposals in pdf format will be accepted if sent prior to deadline. 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 no later than Wednesday, October 10, 2012 at 4:00 PM. 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 must be made in writing and presented 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 concerning the protest 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. Architects Agreement: SOU is seeking to award an Architects Agreement to an architectural firm for conceptual design services only. The successful proposer will be issued a supplement to their OUS retainer agreement. Certification of Compliance with Tax Laws: By submission of your proposal, the signatory (a duly authorized representative of the submitting firm) certifies 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, insurance as listed in the OUS Retainer Agreement. Insurance certificates from companies authorized to transact business of insurance in the State of Oregon are required at the date of contract execution. 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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