Request for Proposals
Architectural/Engineering Services
for
Cherokee Nation
WW Hastings East Hospital
June 28, 2013
Table of Contents
I. Introduction
II. Definition of Terms
III. Preliminary Scope of Work
IV. Selection Process
V. A/E firm's Acknowledgements
VI. Information for A/E firms and General Conditions
Attachment A: Mandatory Proposal Response Form and Required Affidavits
Attachment B: Indian Preference Policy
Attachment C: Preliminary Site Map/Utility Plan
Attachment D: Professional Services Agreement
Attachment E: Past Performance Questionnaire
I. INTRODUCTION
Cherokee Nation Businesses, LLC a wholly owned Tribal company of the Cherokee Nation on behalf of Cherokee Nation Construction Resources, LLC (CNCR or CM), Construction Manager, is receiving proposals from qualified professionals that have the capability and experience to perform Architectural/Engineering services for the benefit of the Cherokee Nation. Refer to Attachment C for the site location of the proposed facilities. Contract award will be subject to availability of funds and satisfactory delivery of services. The contract will contain a cancellation clause in favor of the Cherokee Nation and CM. This solicitation is intended to result in a proposal that represents the best value to the Cherokee Nation and its citizens
II. DEFINITION OF TERMS
CM= Construction Manager-Cherokee Nation Construction Resources, LLC (CNCR)
Cherokee Nation or the Nation = Owner and its entities
A/E Firm = Firm responding to this solicitation for providing A/E services
III. PRELIMINARY SCOPE OF WORK
CNCR is receiving proposals from qualified professionals that have the capability and experience to perform Architectural/Engineering (A/E) services for the benefit of the Cherokee Nation. CNCR intends to select qualified design firms based on responses that will include a Qualifications Statement, Portfolio of recently completed similar projects, identification of key personnel, fee proposal, and Indian Preference. All services performed by the successful A/E firm shall be in compliance with all applicable codes.
All professional services shall be provided by firms licensed to perform such services in accordance with all applicable statutes and requirements. The A/E firm shall be solely responsible for all aspects of the design of this project. Nothing contained in this RFP or any contract shall create any contractual or business relationship between CM or the Nation and any Consultants, A/E firms or Sub-A/E firms proposed by the successful A/E firm. The A/E firm, by submitting a response to this RFP, acknowledges that any proposed Sub-consultants are entirely under its direction, control, supervision, retention and/or discharge. All work provided by CM-approved Sub-consultants shall be performed pursuant to appropriate written agreements between the successful A/E firm and the Sub-consultants, which shall contain provisions that preserve and protect the rights of CM and the Cherokee Nation.
The successful A/E firm shall not add, modify, or change any Sub-consultant without prior written approval by the CM, in response to a written request from the A/E firm stating the reasons for any proposed substitution.
At this time, CM anticipates the project will include the following preliminary scope of work:
New Cherokee Nation WW Hastings East Hospital in Tahlequah, Oklahoma
· 150,000 SF multi-level facility that will house:
o Emergency services (i.e., Urgent Care and Emergency Department)
o Primary Care
o Pediatrics
o Women’s Health
§ Outpatient Clinic
§ Obstetrics/Labor and Delivery
· 24 LDRPs
§ Newborn nursery
o Optometry
o Physical Therapy
o Podiatry
o Orthopedics
o WIC
o Behavioral Health (currently offsite)
o Dietitians
o Performance Improvement
§ Case Management
§ Quality Management (currently offsite)
o Medical-Surgical Unit
§ Consider expanding to 50 beds
o Critical Care
§ Intensive Care Unit
· Consider expanding to 16 beds
· Consider addition of chest pain evaluation unit (CPEU)-5 beds
§ Step-down Unit
o Surgical Services
§ Six suites with two additional suites dedicated to endoscopy
§ Space for the surgical technologist training program would be preferable; currently off-site
§ Outpatient Surgical Clinic
§ Wound Care
§ Healthy Eating for Life Program (HELP) Clinic
o Health Information Management
o Health Information Technology
o Pharmacy Services
§ Outpatient
§ Inpatient
o Contract Health Services (portions are offsite; would like to consolidate)
o Support Services
§ Materials Management
§ Facilities Management
§ Security
§ Physical Plant
o Dental Services
o Laboratory
o Radiology
§ Considering addition of magnetic resonance imaging (MRI)
§ Considering inclusion of nuclear medicine
§ Considering inclusion of interventional radiology suite/cardiac catheterization suite
o Cardiopulmonary Services
§ Includes several diagnostic modalities
· Pulmonary function testing
· Electrocardiograms (ECG)
· Electroencephalograms (EEG)
· Other considerations
o Pneumatic tube system throughout facility
o Lactation rooms (consistent with Baby-Friendly Status) in certain areas such as Pediatrics and Women’s Center
o Volunteer space
§ Information/Reception desk
§ Gift Shop
o Wellness/Fitness Center
o Community Gathering Room
o Safe Room or “hardened area”
· Design Requirements
o Anticipated construction cost is $240/SF. Construction costs shall be inclusive of the cost of all labor and materials supplied by the subcontractors. Construction costs should not include the cost of management and supervision of the construction process, land, architectural/engineering design, healthcare equipment, nor furniture.
o The design should merge modern healthcare with tribal/cultural themes.
o Design should allow for future expansion.
o Design should incorporate sustainable materials and energy efficient construction (LEED certification is not required)
o Design should be consistent with other Cherokee Nation Facilities
o Design should incorporate a central artery/corridor that naturally guides patients & visitors to their respective destination department.
IV. SELECTION PROCESS
The successful A/E firm will be selected through an RFP process that places emphasis on the following criteria:
· Similar project experience: A/E firm should have successful past experience in Health Facility Design.
· Ability of the design team to interpret the needs of the end-user through “programming” and transpose the information into a design that meets those needs while paying special attention to “patient flow” and maximum efficiency of space.
· Ability to integrate a theme into the design that celebrates the culture of the Cherokee Nation, but is unique to this facility.
· Ability to design within a specified construction budget.
· Ability to provide energy efficient building design.
· Ability to accelerate the design phase to meet schedule constraints.
· A/E Fee
EVALUATION CRITERIA
The award of a contract will be made to the responsible, responsive A/E firm whose proposal is determined to be in the best interests of the Cherokee Nation. Criteria to be considered by the CM in making its selection among proposals submitted include, but are not limited to the following (up to 100 pages):
· Architect’s Experience and References (20 points): The CM desires to engage a firm that possesses the experience necessary to realize the objectives set forth in the RFP. The A/E firm should submit this information on an AIA B305-1993. The A/E firm will be evaluated based on the following:
o Demonstrated experience in the design of projects similar to those outlined in this RFP.
o Knowledge of Cherokee Nation regulations and applicable local regulatory agencies. This can be demonstrated through the use of narratives as needed to indicate that the Respondent is familiar with CN regulations and local codes.
o References-For each reference listed in the section 6 of the AIA B305, the Respondent should provide a “Past Performance Questionnaire (Attachment E)”, filled out and signed by the person/firm providing the reference. In order to receive all points for this criterion, all ratings on the Past Performance Questionnaire(s) must be “Satisfactory” at minimum.
o Previous experience working with Native American tribes will be a plus.
· Portfolio (20 points): Respondents should submit a portfolio showing at least three (3) and no more than five (5) similar projects that best demonstrate A/E firms experience with Hospital design and ability to meet criteria outlined above. At least one (1) project should demonstrate the A/E firm’s ability to accelerate the design process. At least one (1) project should demonstrate the A/E firm’s ability to design within a specified construction budget.
· Architect/Engineer's Key Personnel (20 points): The CM desires that the Architect assigned to this project have personnel assigned to this project who have experience in designing similar healthcare facilities. The personnel so assigned should have the necessary experience and professional credentials for the role each such individual is assigned. At a minimum, the proposal should identify: 1) the principal-in-charge, 2) the design principal, 3) the design Architect, 4) proposed design/engineering consultants. An organizational chart may also be included to assist with describing the organizational structure. To receive points during the evaluation process for this criteria, the Respondent must provide resumes or other documentation for key personnel listed above. Each key person listed must have a minimum 7 years’ experience in design of similar facilities. A list of the design team's key personnel and resumes for each.
· Indian Preference (10 points): Proposals will be accepted from Indian and non-Indian firms. Indian preference will only be given to those firms certified as Indian-owned by the Cherokee Nation Tribal Employment Rights Office (TERO), P.O. Box 948, Tahlequah, Oklahoma, 74465. Proof of current certification must accompany all proposals. To receive points during the evaluation process for Indian preference, the bidder must demonstrate they will control, direct and perform at least 51% of the Scope of Services.
· Energy Efficiency in Design (10 points): Recommended energy efficient construction methods and materials. This may include diagrams or assembly sections that demonstrate the proposed energy efficiency.
· Fast track sign schedule (10 points): Provide a preliminary schedule for design phase that clearly indicates the following design submittal milestones. :
o Design charette or kick-off meeting
o 35% submittal
o 65% submittal
o 95% submittal
o 100% for-construction submittal
· A/E Fee (10 points): Provide a turn-key proposed fee inclusive of all the following:
o Architectural Design
o Engineering-Civil/landscaping, Structural, Mechanical, Electrical, Plumbing
o Offsite Utility Design-Refer to Attachment C Preliminary Site Map/Utility Plan. A/E firms should verify all utility locations with local authorities prior to bid.
o Low voltage-Data/communications, nurse call, PA system, access control, fire alarm, and
o FFE planning- This includes medical equipment to support the scope of services listed in section III, furniture, and IT/office equipment. The design firm will coordinate with the various CN departments to ensure all FFE requirements and planning are included in the design and specifications. Architect shall provide complete specifications, sufficient for procurement by CM, for all FF&E.
o Theming
o Estimated reimbursable expenses
o Construction administration
o TERO fees (1/2 of 1%) and $25.00 per day per non-Indian employee working on-site with this project.
o All other items necessary to provide 100% complete for-construction drawings.
NOTE: Geotechnical investigation and survey will be provided by CM and should not be included in fee.
Conceptual renderings and site plans are not required in this RFP response. The successful A/E firm will work closely with CM to provide a design that satisfies the needs of Cherokee Nation Health Services and conforms to design, programming, budget, and schedule requirements.
The CM intends to implement the project through a fast-track approach. The successful A/E firm will be responsible for developing drawing and specification packages that correlate with the CM’s bid packages. It is anticipated that a civil/sitework package will be issued upon receipt of the 65% drawing submittal. At which time, the CM will solicit bids from Subcontractors for this package and follow with construction shortly thereafter. Subsequent bid packages will promptly follow upon receipt of 100% for-construction drawings.
V. A/E FIRM'S ACKNOWLEDGEMENTS
By submitting a proposal in response to this RFP, the A/E firm understands, represents and acknowledges that:
· All information provided by, and representations made by, the A/E firm in the proposal are material and important and will be relied upon by the CM in awarding any contract;
· No employee of the CM has an ownership interest in the business or is an employee of the business; by returning signed and notarized copies of enclosed affidavits.
· The price and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other A/E firm or potential A/E firm;
· Neither the price nor the amount of this proposal have been disclosed to any other firm or person who is a A/E firm or potential A/E firm, and they will not be disclosed on or before the proposal submission deadline specified in the cover letter of this RFP;
· No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this solicitation, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal;
· The proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal;
· To the best knowledge of the person signing the proposal for the A/E firm, the A/E firm, Sub-A/E firms, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by federal, state, local or tribal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract;
· To the best of the knowledge of the person signing the proposal for the A/E firm and except as otherwise disclosed by the A/E firm in its proposal, the A/E firm has no outstanding, delinquent obligations to any federal, state, local or tribal entity, including but not limited to, any tax liability.
VI. INFORMATION FOR A/E FIRMS AND GENERAL CONDITIONS
CM is receiving proposals from qualified professionals that have the capability and experience to perform A/E services for the project as per the scope of work and terms and conditions contained in this Request for Proposal. The contract will contain a cancellation clause in favor of the CM. The CM will make this Request for Proposal and the successful bidder’s proposal a part of the contract.