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REQUEST FOR PROPOSALS (RFP)forPlanning, Design and Engineering Services for the ProposedRemodel and Expansion of the Bend Senior CenterProject Number - 047Project Name – Larkspur CenterDate of Issuance: May 16, 2016Proposals Due at 2:00 pm on June 17, 2016 at799 SW COLUMBIA STREET, BEND, OR 97702PROJECT MANAGERJim Figurski, FASLA541-706-6152jim@bendparksandrec.orgCONTRACT ADMINISTRATORDAVID L. CROWTHER541-706-6102COVER PAGE
Bend Park and Recreation DistrictRequest for Proposal (RFP) forPlanning and DesignBend Park and Recreation District is seeking proposals from all qualified licensed professionalsto provide all necessary planning, design, cost estimating and engineering services necessaryto refine the program and design reflected in the current master plan and backgrounddocuments.Sealed proposals will be accepted by David Crowther at the Bend Metro Park & RecreationDistrict Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until 2:00 pm,June 17, 2016, at which time the proposals will be opened and read. No proposals will beaccepted after this date and time.The proposals shall be submitted in a sealed envelope and marked:Proposer’s Name and RFP for Larkspur Center, Project #047A fee proposal for the scope of work shall be included in a separate sealed envelope, availablefor opening with the District if selected for contract negotiation. The envelope shall be clearlymarked:Proposer’s Name and RFP SCOPE AND FEE PROPOSAL for Larkspur Center, Project#047There will be a Non-Mandatory pre submittal meeting for all interested parties at 3:00pm onMay 27, 2016. Participants will meet at the main entrance of the existing Bend SeniorCenter at 1600 SE Reed Market Road, Bend, Oregon. Consultants are encouraged, but notrequired, to visit the site prior to submitting proposals. Please coordinate with the projectmanager listed on the cover sheet to arrange access.Request for Proposal documents, addenda, and notifications of results for this project may beviewed, printed or ordered on line from Premier Builders Exchangeat http://www.plansonfile.com, under the category of Public Works. Proposers are responsiblefor checking this web site for the issuance of any addenda prior to submitting a proposal.District encourages “Prime” proposers to register with Premier Builders Exchange as a planholder on this project. Register at plansonfile.com. Questions regarding registering with PremierBuilders Exchange should be directed to 541-389-0123, Fax 541-389-1549 or email atadmin@plansonfile.com.Proposals will be considered non-responsive if the proposal does not reflect all addenda.Background information, the 2011 Master Plan and other drawings are availableat ZYyEOgbDsa59ctZDWa?dl 0Technical questions regarding the project, or requests for clarification or change, should bedirected to Jim Figurski, FASLA, at 541-706-6152, or via email to jim@bendparksandrec.organd must be received by June 8, 2016.The District may reject any proposal not in compliance with all prescribed public contractingprocedures and requirements and may reject for good cause all proposals upon a finding of theDistrict that it is in the public interest to do so.RFP #047INVITATION TO SUBMITLarkspur Center
Table of ContentsSection 1. Purpose and General Information . 31.1.Introduction . 31.1.1.Overview, Objectives, and Background. 31.1.2.Project Term . 41.1.3.Budget . 41.2.Schedule . 41.3.Definitions . 41.4.Solicitation Process. 51.4.1.Procurement Authority and Method . 51.4.2.Availability of Documents . 51.4.3.Reservation of District Rights . 51.4.4.Inspection of Proposals. 61.5.Single Point of Contact . 61.6.Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications. 61.6.1.Procedure . 61.6.2.Requests for Clarification / Questions . 71.6.3.Protests of RFP . 71.7.Submission of Proposals. 81.7.1.Withdrawal of Proposals . 81.8.Opening of Proposals . 81.9.Evaluation and Award . 8Section 2. Proposal Requirements . 82.1.Administrative Proposal Requirements . 82.1.1.Proposal Cover Sheet. . 82.1.2.Copies . 82.2.Technical Proposal Requirements . 92.2.1.Prime Consultant Staff . 92.2.2.Sub Consultant Staff . 92.2.3.Approach and Process.102.2.4.Experience .102.2.5.References .10RFP # 047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 1 of 20
Section 3. Evaluation and Award .103.1.Evaluation Process .103.1.1.Evaluation Overview .103.1.2.Evaluation Committee .113.1.3.Disqualification.113.2.Evaluation of Minimum Requirements (Pass / Fail) .113.3.Evaluation of Technical Proposal (Scored) .113.3.1.Scoring .123.3.2.References .123.4.Evaluations of Presentations, Demonstrations and Interviews .123.5.Ranking of Proposals .133.6.Award Notification and Process .13Section 4. Scope of Work .144.1.Phase 1 – Project Scoping .144.2. Phase 2 – Schematic Design, Design Development, Construction Documents, Biddingand Permitting .154.3.Phase 3 – Services During Construction .19Section 5. Attachments .20RFP # 047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 2 of 20
Section 1.Purpose and General Information1.1. Introduction1.1.1.Overview, Objectives, and BackgroundBend Park and Recreation District (“District”) is seeking professional services to providethe necessary planning and design services to deliver the proposed scope of work(see Section 4) for the Larkspur Center Project located at 1600 SE Reed MarketRoad, Bend, Oregon.Proposals shall be based on the “Scope of Work” described in section 4 below.The District’s goal for the project is to seek professional services for the design of a /39,000 square foot expansion of the Bend Senior Center. The working name for thisproject is Larkspur Center. This name will be used to describe all work related to theexpansion and remodel of the Bend Senior Center.A Master Plan for the facility was completed in 2011 (see below). The Master Plan callsfor a new entrance into the facility, remodel of the existing kitchen, lobby space,concession sales, reception and registration area, fitness facilities, storage, office space,activity/therapeutic pool, a multi-purpose gymnasium and complimentary outdoor spacesparking, and park improvements. The master plan, partial site survey, park site map,recreation program summary and other background documents can be foundat: ZYyEOgbDsa59ctZDWa?dl 0Since the completion of the Master Plan, staff at the District completed a programmingexercise to identify the types of recreation programs that are to be offered at LarkspurCenter and to identify space needs to support the program. The results of this exercisechanged the configuration of some spaces and added a small amount of additionalspace to the facility. The existing Master Plan does not account for the change in spaceneeds or site work identified on the programming exercise.The Bend Senior Center (Larkspur Center) originally opened in November 2001. A 3,600square foot event room was added in June 2004. The current facility is 14,000 squarefeet of which only 7,500 square feet is functional program space. Program spaces aredivided into a large event room and several smaller rooms that were originally designedfor specific activities (i.e. library, computer lab, arts and crafts, billiards, and cards).In March of 2011, the District convened a Vision and Planning Committee to developbroad recommendations for future planning of programs, services and facilities at theBend Senior Center. As a part of the process, committee members developedrecommendations for the renovation of the existing facility and priorities for a futureexpansion. Limited modifications to the existing facility were completed in June 2015;therefore, work in this area will be limited to integration of the existing facility into the /39,000 square foot expansion.RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 3 of 20
The District worked with consultants and a committee of citizens and staff to develop theMaster Plan based on the original Vision and Planning Committee recommendations, aswell as information gained from the 2012 Recreation Needs Assessment andCommunity Survey.1.1.2. Project TermThe project is anticipated to start by August of 2016 with Phase One and Phase Twocompleted eighteen (18) months following a Notice to Proceed. The District anticipatesthat Phase Three (Services During Construction) will be completed eighteen (18) monthsfollowing a Notice to Proceed to the selected contractor.1.1.3. BudgetThe District’s estimated budget for the work described in section 4, Scope of Work, is 1,450,000.The total project budget is 16.5 million, including the estimated design budget above;this budget includes, but is not limited to, costs for Construction, Permitting, ConstructionServices, and other costs borne by the District.1.2. ScheduleEventRFP Release, (Date of Issuance)Due DateMay16, 2016Pre-Proposal Meeting (Non-mandatory)May 27, 2016Written Questions Due ByJune 8, 2016Answers to Questions Issued ByJune 13, 2016RFP ClosingJune 17, 2016Opening of ProposalsJune 17, 2016Review of RFPsJune 24, 2016InterviewsJuly 11-15, 2016Notice of Intent To AwardJuly 18, 2016Award ProtestsJuly 18 – 22, 2016NegotiationsJuly 24-29, 2016Notice of AwardAugust 9, 2016Notice to ProceedAugust 13, 20161.3. DefinitionsFor general definitions see OAR 137-048-0110, which are incorporated by reference herein.RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 4 of 20
“District” shall mean Bend Park and Recreation District.“BPRD” shall mean Bend Park and Recreation District.“RFP” shall mean this Request for Proposal.“Scope of Work” shall mean the general character of the supplies and services, thework’s purpose and objectives, and the District’s expectations. Examples ofexpectations include, if applicable, a description of the proposed purchase,specifications, tasks (obligations), deliverables, delivery or performance schedule,and acceptance requirements. The Scope of Work helps the prospective Proposersdevelop their Proposals.“Statement of Work” shall mean the specific provision in the final Contract whichsets forth and defines in detail the agreed-upon objectives, expectations,performance standards, and other obligations.“Business Manager or Project Manager” shall mean the person the District hasdesignated as the single point of contact for this RFP.1.4. Solicitation Process1.4.1. Procurement Authority and MethodThe District is issuing the RFP pursuant to its authority under Bend Park and RecreationDistrict Resolution 386. The District intends to use the Formal Selection Methodpursuant to OAR 137-048-0220.Proposers responding to the RFP do so solely at their own expense. The District is notresponsible for any Proposer costs or expenses associated with the RFP.1.4.2. Availability of DocumentsThe RFP, including all addenda, attachments, and notifications of results for this RFP,may be viewed, printed or ordered on line from Premier Builders Exchange athttp://www.premierbx.com, then click on Public Works Projects. Proposers areresponsible for checking this web site for the issuance of any addenda prior tosubmitting a proposal. The District encourages Prime Proposers to register with PremierBuilders Exchange as a plan-holder for this project. Register at plansonfile.com. If youhave questions contact Premier Builders Exchange at 541-389-0123, Fax 541-389-1549or email at admin@plansonfile.com.Proposals will be considered non-responsive if the proposal does not reflect all addenda.1.4.3. Reservation of District RightsDistrict reserves all rights regarding the RFP, including, without limitation, the right to: Amend, delay or cancel the RFP without liability if District finds it is in the bestinterest of the District or the public to do so;Reject any or all Proposals received upon finding that it is in the best interest ofthe District or the public to do so;RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 5 of 20
Waive any minor informality or non-conformance with the provisions orprocedures of the RFP, and seek clarification of any Proposal, if required;Reject any Proposal that fails substantially to comply with all prescribed RFPprocedures and requirements;Negotiate a Contract based on the Scope of Work described in Section 4 and tonegotiate separately in any manner necessary to serve the best interest of thepublic per OAR 137-048-0220 (4)(a)(G);Amend any Contracts that are a result of the RFP;Engage consultants to perform the same or similar services; andTo extend any Contracts that result from the RFP without an additional RFPprocess for up to five (5) years, for the circumstances described in OAR 137-0480310.The intent of the RFP is to identify a Proposal from a Proposer with the level ofspecialized skill, knowledge and resources to perform the work described in the RFP.Qualifications, performance history, expertise, knowledge and the ability to exercisesound professional judgment are primary considerations in the selection process. TheDistrict reserves the sole right to determine the best Proposal for the District’s needs.1.4.4. Inspection of ProposalsAfter the evaluation/selection and negotiation process is complete, Proposals will beopen to inspection in accordance with ORS 279C.410. If a Proposal contains anyinformation that may be considered exempt from disclosure under Oregon PublicRecords Law, ORS 192.410 through 192.505, the Proposer must clearly designate theportions of its Proposal that Proposer claims are exempt from disclosure, along with ajustification and citation to the authority relied upon. Application of the Oregon PublicRecords Law shall determine whether any information is actually exempt fromdisclosure. Identifying the Proposal in whole as exempt from disclosure is notacceptable. If the Proposer fails to identify the portions of the Proposal that the Proposerclaims are exempt from disclosure and the authority used to substantiate that claim, theProposer is deemed to waive any future claim for non-disclosure of that information.1.5. Single Point of ContactAll technical questions about the requirements of the RFP, scope of work, or evaluationprocess shall be directed to the Project Manager listed on the cover page. Non-technicalquestions, contractual requirements, or the procurement process, shall be directed to theContract Administrator listed on the cover page of the RFP.1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications1.6.1. Procedure Any Proposer may submit to the Contract Administrator a written request forchanges to the RFP, contractual terms or specifications. The request shallRFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 6 of 20
include the reason for requested changes, supported by factual documentation,any proposed changes and shall contain all other information required by OAR137-048-0240.Requests for modifications to this RFP may be requested in writing, as follows:(a) request for clarification; (b) formal submittal of requests for changes to theRFP, contractual terms or specifications; or (c) formal submittal of protests of theRFP, contractual terms or specifications.Envelopes containing requests for clarification, requests for change, and protestsshall be marked as follows:o Request for Clarification / Change / Protesto RFP Numbero Project NameEnvelopes must be received by the Business Manager prior to the date and timespecified in Section 1.2. This deadline may be extended by Addendum. Norequests for clarification, requests for change or protests regarding the RFP,contractual terms or specifications shall be considered if received after the dateand time specified in this Section or the date specified in a subsequentAddendum.1.6.2. Requests for Clarification / Questions Questions, including requests for explanations of the meaning or interpretation ofprovisions of the RFP, shall be submitted in writing, and must arrive in the Districtoffice by 4 pm Pacific Standard Time, as specified in Section 1.2. Faxes(including Proposer’s fax number) and emails are acceptable. Questions shall bedirected to the Single Point of Contact per 1.5 above.1.6.3. Protests of RFP Proposers may submit to the Business Manager a written protest of RFP,contractual terms or specifications. To be considered, Protests shall:o Identify the Proposer’s name and reference the RFP numbero Contain evidence that supports the grounds on which the protest is basedand specify the relief sought, including a statement of the proposedchanges to the process or RFP provisions, requirements or terms andconditions that the Proposer believes shall remedy the conditions uponwhich the protest is based.o Be signed by the Proposer’s authorized representativeo Be submitted to the Business Manager to the address listed on the coverpage by the solicitation protest due date specified in section 1.2.The District shall not consider solicitation protests that do not meet therequirements of this Section. The District shall resolve all solicitation protests inaccordance with OAR 137-048-0240.RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 7 of 20
1.7. Submission of Proposals Proposals shall be received by the District representative listed on the Invitation toSubmit no later than the closing date and time specified at the address listed on thesame. Proposals may be delivered via U.S. Mail, courier or hand-delivery. Mailedproposals shall be sent to the attention of the BUSINESS MANAGER. Late, faxed orelectronically transmitted Proposals shall not be accepted.1.7.1. Withdrawal of Proposals If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to theClosing date and time. The Proposer shall submit a written request to withdraw,signed by the Proposer, on the Proposer’s letterhead, to the BUSINESSMANAGER at the address listed on the Invitation to Submit.1.8. Opening of Proposals Proposals shall be opened and the names of all proposers shall be read at the dateand time listed in the Schedule, section 1.2. Proposals will not be read aloud.Proposals shall be opened at the location listed on the Invitation to Submit.1.9. Evaluation and Award The evaluation and award process is described in Section 3Section 2. Proposal RequirementsProposals shall address the proposal and submission requirements set forth in the RFP.Proposals shall respond to all elements of information requested without exception.Proposals that do not meet the requirements set forth in the RFP shall be deemed nonresponsive and shall not be further considered.2.1. Administrative Proposal Requirements2.1.1.Proposal Cover Sheet.The Proposer shall sign and submit the Proposal Cover Sheet (see attachment A).2.1.2. CopiesWritten proposals shall not exceed forty (40), 8.5 x 11 inch pages; if double sided copiesare provided this means twenty (20) sheets of double sided content, (excluding cover),bound. Use of recyclable materials is encouraged.Ten (10 print copies of which one is an original unbound copy and one digitalcopy in PDF format shall be submitted.RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 8 of 20
oThe electronic copy of the proposal shall be provided on a thumb drive, andshall be in a PDF format. All PDF files shall use compressed graphics forease of distribution via email.2.2. Technical Proposal RequirementsThe Proposal shall describe how the Proposer meets each of the technical requirementsdescribed in the Scope of Work in Section 4. This Proposal shall be evaluated as describedin Section 3.2.2.1. Prime Consultant Staff Identify prime consultant’s lead staff assigned to project, describing their specificroles, qualifications and experience with similar project types.(possible 35 points – See Section 3)oIt is expected that the successful proposer shall include professional teammembers experienced in architecture, aquatic facilities, concessions and foodservices, facility signage and way-finding, landscape architecture, civil, MEPand structural engineering, park and recreation programming, planning andtransportation, cost estimating and permitting of similar structures.oIt is also expected that proposals for the design and construction for theproposed facilities will include a detailed geotechnical analysis of the site.2.2.2. Sub Consultant Staff Identify lead staff for subconsultants assigned to project, including their role,qualifications and experience working together on projects of similar nature, with thepublic and public agencies. (possible 20 points – See Section 3)oThe successful proposer shall include a resume or bio for professional teammembers experienced in architecture, aquatic facilities, concessions and foodservices, facility signage and way-finding, landscape architecture,geotechnical analysis, architecture, civil, mechanical, electrical and structuralengineering, geotechnical, park and recreation programming, land useplanning, transportation planning, cost estimating and permitting of similarstructures (Land Use and Building permits).oThe District is interested in the experience of the team members assigned tothis project. Do not describe firm-wide experience not associated withassigned team members.RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 9 of 20
2.2.3. Approach and Process Describe your project approach and process anticipated to complete the project,including proposed communication plan (with BPRD) and a proposed projectschedule for all Phases. (possible 35 points – See Section 3)oProvide critical review of proposed scope of work, depicted in Exhibit A,Public Involvement Plan and proposed project schedule.oIdentify possible efficiencies and savings available from alternative workscopes.oIdentify possible efficiencies in proposed scope of work that would reduceoverall scope and fee.oIdentify additional or alternative work processes that would increase ordecrease scope or fee2.2.4. Experience Proposals shall demonstrate experience with communities of similar population,demographics, climate, permitting processes and specific populations affected byproposed scope of work. List experience specific to Central Oregon, if your firmhas relevant central Oregon experience. (possible 10 points – see Section 3)2.2.5. References References may be submitted for either the Prime Consultant or the SubConsultants and will be evaluated as part of the qualifications stated above for bothPrime and Sub Consultants. Reference statements will be included within the total allocated page count of theRequest for Proposals.Section 3.Evaluation and Award3.1. Evaluation Process3.1.1. Evaluation Overview The District shall evaluate and score all proposals on the completeness, quality,and applicability of their content in accordance with the following sections:ooooSection 3.2, Evaluation of Minimum Requirements (Pass / Fail)Section 3.3, Evaluation of Technical Proposal (Scored)Section 3.4, Evaluation of Presentations, Demonstrations and Interviews(Scored)Section 3.5, Ranking of proposalsRFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 10 of 20
3.1.2. Evaluation Committee The District shall establish an evaluation committee, which may consist of Districtstaff, land owner representative(s), government partners, and communitypartners, to review, evaluate and score each Proposal.3.1.3. Disqualification Any attempt by a Proposer to improperly influence a member of the evaluationcommittee during the proposal review and evaluation process shall result inrejection of that Proposal.3.2. Evaluation of Minimum Requirements (Pass / Fail)The evaluation committee shall review all Proposals on a pass/fail basis and determine ifeach Proposal meets the minimum Technical proposal requirements described in Section2.2 of this RFP. Proposer’s failure to comply with the instructions or to submit a completeProposal may result in the Proposal being deemed non-responsive. Only those Proposalsdetermined responsive to the Minimum Requirements shall be considered for furtherevaluation in Section 3.4. See the Reservation of District Rights in Section 1.4.3.3.3. Evaluation of Technical Proposal (Scored)The evaluation committee shall score all Proposals using the quantity and quality ofinformation described in this Section. Points assigned by each evaluation committeemember shall be added together and divided by the total number of evaluation committeemembers to compute an average score for the evaluation questions. Fee proposalinformation shall not be available to the evaluation committee during this evaluation oftechnical proposals.The evaluation committee may request additional clarification from Proposers for any portionof the Proposals. If a Proposal is unclear, the Proposer may be asked to provideclarification. No new information or documentation may be submitted, however, andclarifications may not be used to rehabilitate a non-responsive Proposal. Proposers shallremain available during the evaluation period to respond to requests for additionalclarification. Proposers shall submit written signed clarification(s) within 24 hours (MondayFriday) following receipt of the request. Failure to provide clarification may result in a lowerscore. The evaluation committee shall assign points to its evaluation of each Proposal asfollows:RFP #047REQUEST FOR PROPOSAL (RFP)Larkspur CenterPage 11 of 20
3.3.1. ScoringScoring Criteria Experience of lead designers and team with similar projecttypeExperience of design team working collaboratively withgeneral public, public agencies (permitting), and subConsultants.MaximumPoint Value35 points20 points Project Approach and Schedule35 points Demonstration of local knowledge and familiarity with
REQUEST FOR PROPOSALS (RFP) for Planning, Design and Engineering Services for the Proposed Remodel and Expansion of the Bend Senior Center Project Number - 047 Project Name - Larkspur Center Date of Issuance: May 16, 2016 Proposals Due at 2:00 pm on June 17, 2016 at 799 SW COLUMBIA STREET, BEND, OR 97702 PROJECT MANAGER Jim Figurski, FASLA
