ࡱ> { bjbjzz  OIDDDDDT0G%(%%%0'()FFFFFFF$I7LJFDz*0'0'z*z*FDD%%4G,,,z*vD%D%F,z*F,,@B% *BAFG0GZA8L+HL0BLDBz*z*,z*z*z*z*z*FF,z*z*z*Gz*z*z*z*Lz*z*z*z*z*z*z*z*z* :  Request for Quotations Personal Services Departmental Assessment Capital Construction (CAPCON) and Campus Planning and Real Estate (CPRE) Quotations due by: March 22, 2013 4:00 pm PST Contact: Darin Dehle Phone: 541-346-2282 Fax: 541-346-6927 Email: ddehle@uoregon.edu Department: Capital Construction Address: 1276 University of Oregon, Eugene Oregon 97403 Submittal Instructions: Enter the requested information on the Request for Quotations (RFQ) form, print and sign it. Prepare your complete response, including the RFQ form and any additional documents. Submit the complete response via email, facsimile or US mail to the department contact noted above. General Information: RFQ to provide personal services as described below in the Scope of Work, will be received by the State Board of Higher Education acting by and through the University of Oregon (University). Use this form to submit your signed quotation pursuant to the submittal instructions by the date and time shown above. Additional documents may be included as part of the response, provide all documents in Word format. If you do not use this form your quote may be deemed non-responsive. If you do not sign this Request for Quotations form or submit it to University by the due date and time, your quote will be deemed non-responsive and will not be considered for award. By providing a quote in response to this RFQ, Contractor agrees to the terms and conditions contained in this RFQ and further agrees to the Personal Services Contract Standard Contract Provisions found at  HYPERLINK "http://pcs.uoregon.edu/content/forms" http://pcs.uoregon.edu/content/forms. Any contract resulting from this RFQ will be subject to the Personal Services Contract Standard Contract Provisions. Quotations submitted that contain any exceptions or modification to the terms and conditions contained in this RFQ or the Personal Services Contract Standard Contract Provisions, may be deemed non-responsive by University in its sole discretion. If modifications to the Personal Services Contract Standard Contract Provisions are requested the sections and specific modifications must be provided. Separate terms to replace the Personal Services Contract Standard Contract Provisions in its entirety will not be considered. Quotes submitted in response to this RFQ will be retained by the University for the required retention period and made a part of the file or record that will be open to public inspection. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each page containing such information with the following legend: TRADE SECRET. The Oregon public records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies unless the public interest requires disclosure in the particular instance. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire response to this RFQ marked as trade secret is unacceptable, and all parts of such quote will be deemed available for public disclosure.  FORMCHECKBOX  Insurance Requirements: If checked, the specified insurance is required for any contract resulting from this RFQ. See Attachment D included in this RFQ, Personal Services Contract Insurance Requirements.  FORMCHECKBOX  Additional Terms and Conditions: If checked, this quotation is subject to additional University terms and conditions attached and titled:  FORMTEXT       Departmental Assessment Capital Construction (CAPCON) and Campus Planning and Real Estate (CPRE) Scope of Work: The purpose of the project is to analyze current Capital Construction operations, describe the context within which they occur, compare them to industry best practices, and identify potential areas of improvement. Topics covered in this review should include: organizational structure, capital project delivery processes, staffing levels, allocation of work / job descriptions, office procedures and policies, standard contracting and documentation practices, communication protocols, and software support. The scope of the review will cover the Capital Construction Department including Capital Constructions shared responsibility for managing major capital construction projects (over $1 million and/or including extensive user involvement, leased space or the Space Advisory Group) with the project planning group within Campus Planning and Real Estate (CPRE). A full analysis of the process under the direction of Campus Planning and Real Estate is not expected, however, a basic understanding of how the responsibilities are assigned between the two units will be needed to ensure a complete evaluation of the Capital Construction Department. In detail: Describe the context the Capital Construction Department functions within, in order to appropriately compare it to other Universities. Using interviews, email questionnaires or other techniques gather data from key UO administrators in the following areas and other areas which may be appropriate: Mission, size, and location of University and other aspects which define the Universitys nature. Organizational charts. Relationship of the Capital Construction Department to CPRE and assignment of shared tasks related to the delivery of major capital construction projects with the project planning section of the CPRE. Culture of decision making, how are decisions made within the University? University, state, and local policies which guide the work of the Department. Historic levels of funding for capital projects, capital repairs, deferred maintenance, etc. Future known trends (i.e. major changes in the context). Make a presentation, which includes printed handouts, of team delivery structures that represent best practices associated with higher education capital project delivery organizations; taking into account the context of the Department and what will work best for them, to Capital Construction Department staff and other invited UO administrators or staff. Provide best practice options characterizing the organizational structures Discuss the staffing approach to the delivery of projects including specific examples from representative projects. Discuss processes and roles within the structures so as to clearly define the team make up and responsibilities. Provide best practices review of capital project delivery processes within the industry for review and discussion. Analyze current UO staffing approach and provide recommendations for improvements in structure or delivery processes compared to these industry standards. Review CAPCON staffing levels in comparison to work volume both in project quantity and dollar value compared to higher education institutions working within similar contexts. Provide staffing level review for each area of the CAPCON department as compared to industry standards. Accounting Contracts Project Management Energy Systems Design Support/Documentation Project Management/Project Inspection Administrative staff Review departmental funding and chargeback practices established by the department. Compare chargeback rates to industry standards Compare centrally funded allocations for staffing compared to industry standards Review and provide feedback regarding the approach to which staff charge time directly to projects vs. which staff are centrally funded and provide free support to a project. Provide an analysis of the individual position descriptions within the department for: Overall workload, considering project volume. Responsibilities within a position description for fit and consistency of expertise. Appropriateness of authority within the position description. Appropriateness of reporting structure associated with the position. Review contracting and documentation procedures, practices and processes, comparing them to industry standards. Provide feedback on shortfalls in processes that could leave risk exposure. Provide process structures that would generate comprehensive coverage. Provide feedback on processes that seem unnecessarily lengthy and complicated. Provide suggestions for streamlining. Provide feedback on communication protocols used within each of these systems to determine effectiveness and appropriateness. Capital Project Software Evaluate the software applications used for the management of capital projects and contract management/storage. Provide an analysis comparing our software application usage to the best practices within the industry. Prepare a draft summary report documenting the context, the best practices identified, the review of staffing levels, the analysis of individual position descriptions, the review of contracting and documentation procedures, and the evaluation and recommendations about project software. Collect and review comments from draft report and modify report as needed. Provide final copy of report. Qualifications: Demonstrated experience providing assessments of Capital Construction and/or Capital Planning Departments at Higher Education Institutions. Submittals: Include a description of the Contractors experience performing projects similar in type and magnitude to the subject of this RFQ. Contractors must include a minimum of three project examples. Describe the approach your organization would propose as the optimal method to address the scope of work requested within this RFQ. Identify project elements dependent upon information provided by the University. Provide a proposed schedule for the project approach described above. The proposed schedule should include delivery dates for all project deliverables. The schedule should also identify University information delivery dates required to maintain proposed schedule. Provide a price for the delivery of the work reflecting or addressing all of the following: The RFQ scope of work. Proposed project approach. Proposed project timeline defined in your schedule. Provide a staffing proposal for the makeup of the staff that will be performing all parts of the assessment; Include their professional credentials, work affiliations and past history of performing this type of assessment. Include a list of three clients and contact information for whom similar assessments of Capital Construction and/or Campus Planning offices have been completed by the Contractor. These clients may be contacted by the University for an evaluation of Contractors performance. Please respond to the questions in the order of the above identified submittals. University prefers RFQ submittal documents do not exceed a total of 10 pages and also prefers RFQ responses be submitted via E-mail in a PDF format. Contractors Proposed Statement of Work (SOW) Details To streamline the quote and contracting review process, fill in the SOW details below. Project Name: Departmental Assessment CAPCON/CPRE FORMTEXT       Contractor Full Legal Name:  FORMTEXT       Contract Term:  FORMTEXT       Proposed Start Date:  FORMTEXT       Proposed End Date:  FORMTEXT       Price Quote for Services:  FORMCHECKBOX Fixed Fee:  FORMTEXT        FORMCHECKBOX Variable Fee  Define Structure (ie. Rate per hour or per deliverable):  FORMTEXT       Maximum Not to Exceed: $ FORMTEXT       Deliverables: Contractor will provide to University the following deliverables: No.Description of Deliverables/Tasks/MilestonesResponsible PartyDue Date or Estimated DurationFee/Rate 1. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  2. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  3. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  4. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  5. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  6. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  7. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  8. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT   FORMTEXT  9. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  10. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT   Additional Expenses:  FORMTEXT       FORMTEXT       Departmental Assessment Capital Construction (CAPCON) and Campus Planning and Real Estate (CPRE) Quote for Requested Scope of Work to be Completed by Contractor Check all items applicable to this Request for Quotation:  FORMCHECKBOX  Response included with submittal shall include the following: X Maximum 10 page response document which contains:  FORMCHECKBOX  Approach to Process  FORMCHECKBOX  Schedule  FORMCHECKBOX  Pricing  FORMCHECKBOX  Make up of Team  FORMCHECKBOX  References Contractor Full Legal Name:  FORMTEXT       Address:  FORMTEXT       Email:  FORMTEXT       Phone:  FORMTEXT       Fax:  FORMTEXT       Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Contractor agrees to furnish the above according to University s terms, conditions, and specifications. Representations and Warranties. By submitting this quote in response to this RFQ, Contractor represents and warrants that (1) prices quoted shall be firm for three months; (2) Contractor has the power and authority to enter into and perform the contract awarded as a result of this RFQ; (3) The individual signing for Contractor is authorized to execute this quote on behalf of Contractor; (4) Contractor is an independent contractor and not an employee, partner, or agent of University; and (5) Contractors name, as it appears in this quote, is Contractors legal name, as it will appear in the Contractors W-9, and if Contractor is an entity rather than an individual that the entity named in this quote is validly existing and in good standing. Signature:  FORMTEXT       Print Name:  FORMTEXT       Date:  FORMTEXT        FORMCHECKBOX  No Quote. Date Contacted:  FORMTEXT      Reason:  FORMTEXT       ATTACHMENT D PERSONAL SERVICES CONTRACT INSURANCE REQUIREMENTS (Only complete when insurance is required) During the term of this Contract, Contractor will maintain in full force at Contractor s own expense the insurance indicated below and fulfill the following requirements: 1. General Liability Insurance  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Contractor will obtain comprehensive general liability insurance with a broad form CGL endorsement or broad form commercial general liability insurance, with a minimum combined single limit of not less than  FORMCHECKBOX  $1,000,000 for each occurrence and $2,000,000 aggregate or  FORMCHECKBOX  $2,000,000 for each occurrence and $5,000,000 aggregate covering bodily injury and property damage, and will include personal and advertising injury liability, products liability, and contractual liability coverage for the indemnity provided under this Contract. It will provide that University and officers and employees are additional insureds but only with respect to the Contractor's services to be provided under this Contract (See Paragraph #4 of this Attachment). 2. Commercial Auto Liability Insurance:  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Commercial automobile liability insurance with a minimum combined single limit of $1,000,000 for each accident and $2,000,000 aggregate for bodily injury and property damage, including coverage for owned, hired and non-owned vehicles, as applicable. 3. Professional Liability Insurance: FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Examples to consider: attorney, physician, dentist, counselor, architects, etc. Professional Liability insurance with a combined single limit, or the equivalent, of not less than  FORMCHECKBOX  $1,000,000 per occurrence and $2,000,000 aggregate or  FORMCHECKBOX  $2,000,000 per occurrence and $5,000,000 aggregate. This is to cover damages caused by error, omission, or negligent acts related to the professional services to be provided under this Contract. 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