Jan 24

RFP – Design-Build Fisheries/Admin Office Building

Hoh Tribe Administration/Fisheries Office Building

The Hoh Tribe is soliciting architect/construction firms with expertise in providing Design-Build services to submit qualifications for the construction of a new Administration Building. The Design-Builder selected must have the ability to provide the full-range of services or to team with sub-consultants or subcontractors necessary to complete the preconstruction and construction phases of the Project.
The Hoh Tribe is requesting Bids for Proposal for the full architectural and engineering services to perform planning, design, site development, construction documents and construction administration for the scope of work the Administration/Fisheries Office Building. All potential offers are encouraged to review each section of the following document carefully, especially mandatory requirements.
This RFP may result in award of multiple contracts to the same architectural firm, if appropriate to support multiple cycles of funding associated with the complete development of the Proposed Administration Offices.
The Tribe has received approximately $1.6 million to construct our new offices. The facility will house offices for 30-60 employees, conference rooms, kitchen and break room, Fisheries research and testing labs, reception area,
The Design-Builder will be responsible to provide project leadership to accomplish the project design, project budget and project construction goals. This includes managing all facets of design and construction of the proposed office facility from conception to completion. Throughout the performance of the Design-Builder’s services on the Project, Project Manager shall provide guidance and management on behalf of the Tribe, and Design Builder will report to and work closely with the Project Manager.
We are seeking the design of an Administration Building with a number of desirable attributes including being:
Site-work as required for building;
• Functional Building that meets spatial needs and requirements, system performance as well as durability and efficient maintenance of building elements;
• Safe/secure physical and psychological well-being and comfort of the occupants, including building elements such as air distribution, lighting, workspaces, systems and technology;
• Cost-effective- selection of building elements on the basis of life-cycle costs (weighing options during concepts, design development, and value engineering) as well as basic cost estimating and budget control;
• Aesthetic-physical appearance and image of building elements and spaces as well as the integrated design process;
• Culturally appropriate – with Hoh Tribal décor, a talking circle and other suitable space for cultural activities, cultural images inside and outside signify Tribal importance of culture
• Sustainable – optimization of environmental performance of building elements and strategies, including optimized site/building potential, renewable energy, water conservation, enhanced indoor environmental quality, optimized operational and maintenance practices wherever possible;
• Design and development of a kitchen suitable for serving 200 people
Pre-Construction Activities:
• Budgeting: Working with project team which may include Hoh Tribal leadership, staff, legal counsel and other professional consultants engaged by the Tribe to develop a detailed project budget and design.
• Ingress/Egress: Work with Project Team to determine how ingress/egress plans may impact operations and what operation needs there may be necessitating specific ingress/egress plans and then working with the civil engineer/architect to provide a detailed construction budget. The Design-Builder will need to coordinate with the Project Manager and other Project team members to ensure there is no duplication of services and costs.
• Preliminary Project Design: Design-Builder should develop preliminary site plans showing the building and orientation, paving, vehicular circulation, ingress/egress and green spaces.
• Project Construction Schedule: Create a realist Construction Schedule for the Project.
• Project Management: Managing all aspects of the design and construction planning in accordance with all tribal ordinances and laws.
• Project Scoping: Working with the Project Ream to develop a detailed set of recommendations as to the size, scope and amenities. The Design-Builder should review all Environmental Review, existing studies and plans to determine their viability and make adjustments using the information gathered by the Project Team if needed.
• Permitting and Other Pre-Construction Activities: Provide all necessary services typically expected of a Design-Builder for the Project. Adequately communicate such activities to the Project Managers.
Construction Activities:
• Design: Perform all necessary final site plan and floor plan design services in concert with the Project Team, including but not limited to civil, architectural, structural, mechanical, electrical, plumbing, grading, storm water design, parking, landscaping, exterior lighting, and HVAC and Security design services.
• Ingress/Egress: Provide construction services in concert with the civil engineers/architect plans to execute the agreed upon and approved ingress/egress plans. The Design-Builder will need to coordinate with the civil engineer/architect and other Project ream members to ensure there is no duplication of services and costs.
• Permitting and Other Activities: Provide all necessary services typically expected of a Design-Builder for a like project adequately communicate status of such services to the Project Manager and Project Team.
• Construction: Provide all necessary construction and procurement activities adhering to the Construction schedule.
• Response: Provide a clear response in whole to this RFP.
• Communication and input: Maintain, throughout the course of the Project, satisfactory and timely communication with the Project Team. Specifically, providing timely progress reports to the Project Manager and nursing all coordination and other pertinent information is properly conveyed to the Project Manager and the Project Team as a whole.
• Confidentiality: Any and all reports, Project and/or construction documents shall become the confidential and proprietary property of, and are not to be communicated, transferred, or given over to any individual, entity, or organization without the expressed written consent of the Tribe or their appointed representatives.
• Implementation. The Design-Builder is responsible for implementing and facilitating decisions necessary and agreed to in order to continue the progress of the Project to accomplish the overall objectives. The Design-Builder shall work with the Project Team to ensure the timely completion of the Project and within the approved budget.
The Design-Builder must adhere to any applicable tribal, federal, law applicable to the Project.
• This invitation is unrestricted however preference shall be given to Indian Organizations and Indian Owned Economic Enterprises.
• Possess a minimum of 10 years’ experience in design, development and construction of office buildings.
• Ability to prepare budgets and projections.
• Ability to work will with tribal personnel, community members, vendors and the Project Team.
• Knowledge and understanding of tribal governments and tribal enterprises.
• Possess all necessary professional licenses.
Statement of Work: Must demonstrate a clear understanding of the issues directly relevant to the Design-Builder’s work, including the objective and scope of work.
Work Plan Summary: An outline summarizing the proposed Project consisting of tasks involved in the Project. The task descriptions should be in sufficient depth to afford the Tribe a thorough understanding of the proposed scope of work. This should include a description of the performance measurement techniques, data sources and analytical methods planned to be used in completing the Project.
Statement of Qualifications: Design-Builder must submit a statement of all similar projects conducted. The projects should be identified and the name of the client shown, including the name, addresses and phone number of the responsible official of the client company and the total cost of the project. This should include experience of core crew and subcontractors. This information will be considered confidential and shall not extend beyond the Tribe or its direct agents.
Statement of Potential Conflicts of Interest: The Design-Builder must disclose any contracts, services rendered, relationships, circumstances, or interests between the firm, its consultants, or subcontractors and other clients that could pose any conflicts of interests, influence judgment or impair objectivity, or give the appearance of such conflicts. If there have been no such relationships, a statement to that effect is to be included in the proposal.
Fee, Expense and Construction Cost Analysis: Please provide activities and describe any projected expenses and any expense multipliers that will be applied.
Time Estimates: A summary timeline indicating the total time required from date of commencement of the work until completion of the Project.
Statement of Confidentiality: During the course of the Project, the progress or preliminary findings of the Design-Builder shall not be disclosed to any party other than the Tribe or its assigned representatives and all findings shall be treated as proprietary information.
Incurring Costs: All liability for costs incurred by any individual or firm in preparing their proposal, expended during the selection process, or otherwise incurred prior to the receipt of an executed contract will be the responsibility of the individual or firm. Please include a statement acknowledging this in the proposal.
Professional Licenses: Please include a copy of all current professional licenses.
Suspension/Debarment: Please indicate, by answering, if your company or any person associated therewith in the capacity of owner, partner, director, officer or any position involving the administration of Federal or State funds:
a. Is currently under suspension, debarment, voluntary exclusion or determination of ineligibility by any federal, state or tribal agency.
b. Has been suspended, debarred, voluntarily excluded or determined ineligible by any federal, state or tribal agency within the past 3 years.
c. Does have a proposed debarment pending; or has been indicted, convicted ,or had a civil judgment rendered against it or them by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

All proposals received shall be subject to evaluation by the Tribe, the Tribe’s legal counsel, and the Tribe’s financial advisor. The following areas of consideration will be among those used in making the selection:
1. Understanding of the Tasks and Responsibilities: This refers to the Design Builder’s understanding of the Project objectives, and the nature and scope of the work involved.
2. Design-Builder’s Qualifications: This includes the demonstrated ability of the Design-Builder to meet the terms and requirements of the RFP in a qualified and timely manner. The Design-Builder should possess knowledge and background in accordance with the Scope of Work requirements.
3. Soundness of Approach: Emphasis here is on the techniques used, the sequence and relationships of major steps, the methods of performing the Project, and the thoroughness of task identification and development.
4. Fees, Expenses, Expense Multipliers, and Percentage for Profit and Overhead: This area will be weighed, but it will not be the sole determining factor. However, the Tribe encourages respondents to provide the most competitive but realistic pricing possible and to clearly identify how profit, expenses, expense multipliers, and overhead are charged.
5. Potential Conflicts of Interest/Independence: In order to ensure an independent Project and provide maximum credibility to the recommendations, proposals will not be accepted that could pose any conflicts of interests, influence judgment or impair objectivity, or give the appearance of such conflicts.
6. Native American Priority: Priority in selection will be given to Native American owned companies and companies with Native American employees.
7. Woman and Minority Owned Companies: Consideration will be given to those companies who have shown to be woman or minority owned.
8. Reference Checks: Current or past performance as determined by Reference Checks.
9. Prior Tribal Experience: Priority in selection will be given to companies with past experience working with tribes.
To be considered, proposals must be received no later than 4:00 PM PST on February 27, 2017. Design-Builders must provide an electronic copy of their responses by emailing Catherine Edwards at catherine.edwards@hohtribe-nsn.org. Please use the subject line: Hoh Tribe Admin/Fisheries Building RFP. Questions should also be directed to Catherine Edwards, by using the email above. Questions may be asked until the submission date. Please also submit three (3) hard copies of your materials by mailing them to the following address:
Hoh Tribe
PO Box 2196
Forks WA 98331
Attn: Catherine Edwards

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