RFP Technical advice & support related to the new construction

Quinault Indian Nation
POST OFFICE BOX 189 * TAHOLAH, WASHINGTON 98587 * TELEPHONE (360) 276-8211
Request for Proposals
The Quinault Indian Nation (QIN) is pleased to present a Request for Proposal (RFP) to provide
technical advice and support related to the new construction of the Quinault Tribal Court. This is a
6,000 SF plus building on a site in the Taholah Village Relocation Area. The site has been cleared,
graded, stormwater system installedT, wBaDt er and utilities are also availaTbBleD. .T Thhe iasr icsh ait eticmtuer al firm,
sWeonrstihtigvreo uppr o(Ajerccth. iTtehcet) C hoanss ptrreupcatiroend mcoumspt lbeete c coomnsptlreutcetdio bny d trhaew sinugms mfoer rtsh ee nbdui 2ld0in2g7.. Q IN has
chosen the Construction Contractor, and construction will begin
Selected technical advice provider will, among other duties, ensure the following:
* Architectural Review for Special Tribal Criminal Jurisdiction Infrastructure
* Trauma-Informed Court Design: the spatial planning and privacy elements are baked into
the design; oversee continuity through construction and bring in a specialist if any gaps need
addressing
Provider wil l consult on Architectural and Design, Court Technology, and Technology Integration.
Provider will manage and oversee services for site development and construction of the
Courthouse.
This RFP presents our evaluation criteria and scoring for the submittals. Per QIN policy, preference
Rise gqivueens tt ofo bri dPdreorpso tshaalts are Indian-owned (See QIN Indian Preference Policy, attached).
Introduction
The QIN is seeking proposal for Technical Advisor and Construction Project Management (TA/PM)
to provide project management services including contract administration and cost, time, safety
and quality management of Project. The successful respondent will serve as the Technical Advisor
and perform the functions of an owner's representative found in standard AIA construction
contract documents. The successful respondent will maintain the responsibility for providing day-
to-day interface between the General Contractor, Architect, and Owner's operational personnel
tSherrovuicgehs t he life of the Project as described below.
A. Site Development/Construction Phase
The services requested are as follows:
1. Project Management. The TA/PM will expedite and improve the efficiency of the
site development and construction process through professional planning and
execution of the Project and inPdaivgied u1 aol fP 9r oject activities to ensure the scope, cost,

quality and time requirements. The TA/PM overall management responsibilities
inclu de:
* Serve as the Owner's Representative and coordinate with the Chief
Judge and Architect for contract management via AIA contract
forms. Maintain a daily construction log.
* On-site and off-site facilities - Develop a site logistics and phasing plan.
Ensure that the Contractor provides an on-site survey prior to construction
and provides the QIN with a copy. Ensure office space, storage,
environmental controls, work areas, parking, general access, and utilities are
provided for on-site. Coordinate QIN-purchased/acquired equipment and
materials.
* Coordination - Provide coordination of Project Team and
individual design professionals and contractors. Ensure on-site
work activities are coordinated with QIN functions.Maintain a
Request for Information (RFI) log and address Contractor
questions with Architect.
* Safety - The TA/PM will ensure that the Contractor presents their proposed
safety plan at the preconstruction conference. At this time, information
should be provided concerning emergency response plans and procedures,
safety meeting times and schedules, training requirements, site safety
surveys, accident investigations, reporting procedures, and transmittal of all
safety-related materials to all subcontractors and any lower tier. The
Contractor will be solely responsible for the enforcement of their safety plan
and practices. However, TA/PM will ensure that construction activities
planned for the near term will not jeopardize the safety of the general public.
* Meetings - Establish and conduct a pre-construction orientation
meeting. Establish construction meeting schedule for overall
Project management, and coordinate and conduct regularly
scheduled meetings to ensure coordination, schedule, cost, and
quality of work in progress. Coordinate:
* Special me etings as needed.
* To discuss and resolve Project issues. Ensure that
minutes are promptly prepared and distributed.
* Time man agement
* Monitor the Project master and construction
schedules and keep the Owner informed of
progress on a weekly and monthly.
* Budget an d cost management
* PPreagpea r2e oafn 9d manage the Project budget.

* Shop draw ings
* In collaboration with the Architect, monitor and
confirm that appropriate procedures are
established, implemented and followed for
expediting the processing and approval of Shop
Drawings, Product Data, Samples and other
submittals.
* Payment r equests
* Review and recommend approval of requests for
payment.
* Change or ders.
* Review and approve change orders.
* Quality ma nagement
* Perform ongoing quality assurance function
during construction.
* Owner-pu rchased materials and equipment
* Identify long lead items for pre-purchase and
coordinate purchase, scheduling, on-site delivery
and storage, and installation and testing of these
materials and equipment.
* Record dr awings
* Ensure records are maintained by the Contractor.
Review for completeness of final as-builts.
* Record ke eping
* Establish a systematic method for contract
document management.
* Management reporting - Keep Project Team and Owner
informed of construction progress and issues.
* On-site communication procedures to ensure effective
communication during site development and
constructi on:
* Project directory.
* Communications flow chart.
* Contractor correspondence files.
* Chain of responsibility and authority.
* SuPbamgei t3ta ol ff l9o w chart and logs.

* Field orders.
* Coordination meetings.
* Quality assurance/quality control.
* Substitutes.
* Directives and reports.
* Cost and schedule performance data.
2. Cost Management. The TA/PM will implement the cost management procedures
and monitor costs through the completion of construction. The TA/PM role
inclu des:
* Develop and monitor Project Budget and monitor Contractor's Cost Report to
ensure all project costs are tracked in a timely and accurate manner and
reported in regular updates.
* Advise Owner of cost variance and available means to mitigate variances.
Advise Owner on options with differing impact or consequences.
* Establish a schedule of values with the Contractor for payments.
* Establish and implement a change order control system using
Owner's process.
* Perform independent estimates for change orders to determine
reasonableness.
* Perform trade-off studies on materials, systems, equipment, work
practices, and accessories.
* Establish and maintain a detailed financial record system for
subsequent audits, claims, or investigations.
3. Time Management. The TA/PM will ensure that the approved Contractor's
construction schedule supports the master schedule and milestone dates. The
TA/P M will monitor the Contractor and master schedules as follows:
* At least weekly, review and assess the performance of the
Contractor and other members of the Project Team.
* Establish a systematic procedure for gathering and analyzing the
progress of the Project.
* Establish a regular schedule of Project meetings.
* Prepare a monthly narrative report for the QIN on the status of the
overall Project. Address progress to date and those areas or
activities having problePmags eo 4r roefq 9u iring management attention

and paying attention to the critical path and near critical path
activities.
* Clearly document and maintain time extension requests, including
those granted, pending, and denied.
* Prepare independent time impact analysis to substantiate time
changes for critical path activities.
* As necessary, recommend recovery of lost time or time delays and
develop a recovery schedule with the Contractor.
* In the event of Project claims, prepare reports and supporting
information to resolve the dispute or defend against the claim.
Upon request, make specific recommendations and work with
legal counsel to resolve the claim.
4. Quality Management. The PM/CM will assist the Project Team to ensure that
construction is completed in accordance with the requirements of the contract
documents and will obtain documentation to verify that such compliance was
achieved. The major elements of the construction phase quality management plan
are:
* Preconstruction conference
* Construction planning and scheduling
* Inspection and testing
* Ensure an initiation survey is completed prior to any excavation.
* Reports and record keeping
* Control of changes in the work
* Document control and distribution.
* Nonconforming and deficient work
* Final review, documentation, and punch list work completion
* Occupancy
* Substantial and final completion
* Final Acceptance
5. Project / Contract Administration. The TA/PM will ensure that documentary
evidence of proper contract implementation is managed, maintained, and focused
upon fulfilling the scope, cost, quality, and time requirements for all phases of the
Proje ct.
* Project s ite meetings
* The Program MPaagnea g5e orf w 9i ll assist the Project Team to

organize, conduct, and record regularly scheduled
meetings involving the Program Manager, the
Contractor, the Architect, and appropriate Owner staff.
The purpo se of the meetings is to:
* Review progress and discuss short-term
and long-range plans for Contractor.
* Discuss and resolve
scheduling/coordination problems.
* Obtain answers and clarifications to any
questions.
* Review and resolve monthly payment
requests, specifically noting concurrence
with the Architect on the Contractor's
invoices. Ensure proper format and
documentation is submitted.
* Coordinate long-lead procurement.
* Resolve any other issues brought to the
Project Team.
* Contract d ocumentation procedures.
* The Program Manager will establish
systems for receiving, handling, and
distributin g the following:
* Contract documents.
* Contractor requests for information.
* Change orders and construction
change directives.
* Submittals-receipt and approvals.
* Unforeseen conditions.
* Claims.
* Meeting minutes.
* Project reports.
* Daily Field Reports.
* Payment requests and payment
reports.
* Photographs.
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* Cash flow projections.
* Cost summary reports.
* Schedule variance reports.
* Special record keeping.
B. Commissioning and Close-Out Phase * As-built drawings.
1. Project Management. The TA/PM will manage an effective commissioning and
start-up program, schedule and participate in the occupancy permit process, and
close out all Project contracts.
2. Cost Management. The TA/PM will summarize the total Project cost in a final
report, listing all change orders and identifying any unresolved issues that may
have a cost impact.
3. Project/Contract Administration. TA/PM will perform the following activities
relat ed to administration:
* Maintenance manuals and operating procedures are obtained,
indexed, and organized for future maintenance.
* Spare parts and warranties are reviewed for contract compliance
and safely archived.
* Final permits are obtained and meet agency requirements.
* Move-in plan established.
* Start-up of major equipment and confirmation of performance is
verified.
* Punch list items completed.
* Final payment conditions met.
* Contract close-out.
* Close-out reports prepared.
* Contractor/subcontractor evaluation completed and submitted to
Owner.
Proposal Submittal
Firms are solely responsible for all costs incurred in the preparation and submittal of the RFP.
Submittal becomes the property of the QIN and will not be returned. Proposals will be ev Maluaayt 2ed2 ,
b2a0s2e6d, on the firm's experience of the assigned project manager and team. Site visit is optional by
appointment. Respondents shall submit three (3) copies of their response to this RFP by
Send your submittals to:
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Ms. Cora Pope, Finance Department
Quinault Indian Nation
PO Box 189
Taholah, WA 98587
bids@quinault.org
Proposals sha ll demonstrate that the firm has the professional capability and availability to
complete all the tasks in a satisfactory manner. Responses shall include:
1. The firm's legal name, address, telephone number and principal contact email
address.
2. The principal assigned to this project and a brief description of their qualifications
(experience, professional registration, education) and list of projects and date of
completion for projects similar in scope and experience working with Indian tribes.
3. A proposed work plan for services requested.
4. A proposed fee for services by phase based on the proposed services
requested/proposed work plan, hourly rates by team members proposed,
anticipated hours by team members proposed, and anticipated reimbursable costs.
5. Necessary or recommended subcontractors.
6. A minimum of three references that are knowledgeable regarding the firm's
performance on projects of a similar nature. The references shall be for projects of a
similar nature on which the Project Manager has performed.
Evaluation7 C.ritPerroioaf aonf din tshuer aSneclee cctoivoenr aPgreo aces srse quired in QIN Independent Contractor Agreement.
The* b asis of the award will be for the respondent receiving the most points based on the following
criteria:
*
Project Understanding, scope of work, work plan and schedule (30 points)
*
Qualifications/Experience of Project Manager (25 points)
*
Past performance/references (15 points)
Bid for Services (30 points)
Selection of the successful proposal shall, in part, be based upon the completeness of the submittal,
the quality and cost of the services, the reputation of the respondent, and the ability of the
respondent to meet all deadlines for delivery of the item(s).
Preference will be given to qualified Indian-owned Firms per the QIN's Indian Preference Policy.
Respondents must not have been suspended or debarred by the federal government. This RFP does
not commit QIN to award a contract, to pay any costs incurred in preparation of a response to this
invitation, or to procure or contract for services or supplies. Bidders will not offer any gratuities,
favors or anything of monetary value to any employee, officer, or agent of the Nation for influencing
favorable disposition toward either their proposal or any other proposal submitted as a result of
this RFP. All proposals submitted hereunder become the exclusive property of the QIN and will not
be returned.
The QIN reserves the right to accept or reject all or part of the proposal/bid, and to negotiate with
the respondents to ensure that the QIN receives appropriate deliverables within the required
timeframe.
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The successful respondent will sign the attached Standard Independent Contractor Agreement with
the QIN, provide a W-9, and obtain a Quinault Indian Nation business license, to include all
subcontractors doing work on the Quinault Reservation. The successful bidder will also comply
with all TERO requirements of the QIN, including submission of a TERO Compliance Plan.
Subcontracts must be approved by the Quinault Indian Nation.
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