tanana chiefs conference

TANANA CHIEFS CONFERENCE

REQUEST FOR PROPOSALS

FOR

DESIGN SERVICES CHIEF PETER JOHN TRIBAL BUILDING HEATING VENTILATION, AND

AIR CONDITIONING UPGRADES

Issued By:

Tanana Chiefs Conference 122 First Avenue, Suite 600 Fairbanks, Alaska, 99701

TANANA CHIEFS CONFERENCE REQUEST FOR PROPOSALS FOR TCC CPJTB HVAC UPGRADE DESIGN SERVICES

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TABLE OF CONTENTS 1 INSTRUCTIONS TO PROPOSERS .....................................................................................4

1.1 Solicitation ....................................................................................................................4

1.2 TCC Contact Person .....................................................................................................4

1.3 Conflict of Interest and Restrictions ...............................................................................4

1.4 Proposer's Review and Substantive Questions .............................................................5

1.5 Proposer’s Review and Directional Questions ...............................................................5

1.6 Addendum to the RFP...................................................................................................5

1.7 Pre-proposal Conference ..............................................................................................5

1.8 Cancellation of the RFP ................................................................................................5

1.9 Service of Protest..........................................................................................................5

1.10 Proposal Withdrawal and Correction .............................................................................6

1.11 Multiple Proposals .........................................................................................................6

1.12 Disclosure of Proposal Contents ...................................................................................6

1.13 Retention of Proposals ..................................................................................................6

1.14 Cost of Proposal Preparation ........................................................................................6

1.15 Delivery of Proposals ....................................................................................................6

1.16 Media Announcements .................................................................................................6

1.17 Other Governmental Requirements...............................................................................6

1.18 Binding Contract ...........................................................................................................7

1.19 Concerns with the Special or General Provisions ..........................................................7

2 PROJECT BACKGROUND AND PURPOSE .......................................................................8

2.1 Background...................................................................................................................8

2.2 Purpose ........................................................................................................................9

2.3 Schedule .......................................................................................................................9

3 GENERAL CONDITIONS ....................................................................................................9

3.1 Supplies and Services...................................................................................................9

3.2 Professional Registration ..............................................................................................9

3.3 Quality Assurance / Quality Control...............................................................................9

3.4 Codes and Standards .................................................................................................10

3.5 Type of Agreement .....................................................................................................10

4 SCOPE OF Services ..........................................................................................................10


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4.1 Investigation and As-built Creation ..............................................................................10

4.2 Engineering Design .....................................................................................................10

4.3 Construction Drawings ................................................................................................11

4.4 Specifications ..............................................................................................................11

4.5 Class A Cost Estimate ................................................................................................12

4.6 Contract Price Schedule .............................................................................................12

4.7 Site Visits ....................................................................................................................12

4.8 Plans-in-Hand Meeting................................................................................................12

5 SCOPE OF WORK ............................................................................................................12

5.1 General Information ....................................................................................................12

5.2 Schematic Design Phase ............................................................................................13

5.3 Design Development Phase ........................................................................................13

5.4 Production Drawings Phase ........................................................................................14

5.5 95% Design Documents: .............................................................................................16

5.6 100% Design Documents ............................................................................................18

5.7 Construction Administration: .......................................................................................18

6 SUBMITTALS ....................................................................................................................19

6.1 Submittal Format and Quantity: ...................................................................................19

7 PROPOSAL CONTENT and requirements.........................................................................21

7.1 Table of Contents: .......................................................................................................21

7.2 Introduction: Brief introduction which includes: ............................................................21

7.3 Firm Profile: ................................................................................................................21

7.4 Professional Qualifications: .........................................................................................21

7.5 Project Understanding/Project Approach:....................................................................22

7.6 Past Performance: ......................................................................................................22

7.7 an/ai preference ..........................................................................................................22

7.8 fee proposal form ........................................................................................................22

7.9 Addenda Acknowledgment form .................................................................................22

8 PROPOSAL EVALUATION AND SCORING ......................................................................23 8.1 Evaluation Factors: .....................................................................................................23

9 PROPOSAL REQUIREMENTS ..........................................................................................24

9.1 Questions....................................................................................................................24

9.2 Proposal Submission Deadline ...................................................................................24


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9.3 Required Number of copies ........................................................................................24

9.4 Proposal Delivery Instructions .....................................................................................24

10 SELECTION PROCESS/SCHEDULE ................................................................................25

10.1 Anticipated Schedule for Contract Award ....................................................................25

10.2 Modification or Withdrawal of Proposals: ....................................................................25

10.3 Responsiveness and Responsibility of Proposers: ......................................................25

10.4 Waiver of Minor Informalities: ......................................................................................25

10.5 Discussions: ................................................................................................................26

10.6 Presentations: .............................................................................................................26

10.7 Site Inspections:..........................................................................................................26

10.8 Notice of Award:..........................................................................................................26

10.9 Informal Debriefing: .....................................................................................................26

11 ANTICIPATED CONTRACTURAL ARRANGEMENTS ......................................................26

11.1 Subcontracting ............................................................................................................26

11.2 Execution of Agreement ..............................................................................................27

11.3 Contract Management.................................................................................................27

11.4 DESIGN FEE PROPOSAL FORM ....................................................................................28

11.5 Addenda Acknowledgement form ...............................................................................29

Appendix A - Chief Peter John Tribal Building Floor Plan


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1 INSTRUCTIONS TO PROPOSERS

1.1 SOLICITATION

Tanana Chiefs Conference (TCC) is soliciting proposals and rate information for Architect and Engineer (A/E) services for the design of an upgraded HVAC System at the Chief Peter John Tribal Building. The design services will result in the provision of complete construction documents by the A/E Firm as described in Section 5, herein.

Proposal Submission Deadline: To be considered, Proposers must deliver a complete proposal package, in the requested format, and in the number of copies indicated below, no later than 11:00 am Alaska Time on December 15, 2021 and delivered to the following address: Tim Troppmann Tanana Chiefs Conference 122 First Avenue, Suite 600 Fairbanks, Alaska, 99701 Mark Submittals as follows: TCC CPJTB HVAC Upgrade Design Required number of copies: 4

1.2 TCC CONTACT PERSON

Any information required or questions regarding this RFP should be addressed and/or delivered to: Tanana Chiefs Conference Facilities Department 122 First Street, Suite 600 Fairbanks, Alaska, 99701 Attention: Tim Troppmann, Facilities Senior Project Manager (PM) E-mail Address: [email protected] Phone Number: 907.452-8251, ext. 3926

1.3 CONFLICT OF INTEREST AND RESTRICTIONS

If any Proposer, Proposer’s employee, subcontractor, or any individual working on the proposed contract may have a possible conflict of interest that may affect the objectivity, analysis, and/or performance of the contract, it shall be declared in writing and submitted to TCC within ten days of issuance of this RFP. TCC shall determine in writing if the


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conflict is significant and material and if so, may eliminate the Proposer from submitting a proposal.

1.4 PROPOSER'S REVIEW AND SUBSTANTIVE QUESTIONS

Proposers should carefully review this Request for Proposal (RFP) for errors, questionable or objectionable materials, and items requiring clarification. Proposer’s shall put these comments and/or questions in writing and submit them to the TCC’s contact person at least ten (10) calendar days before the due date of proposals. This will allow time for an addendum to the RFP to be issued, if required, to all recipients of the initial RFP.

1.5 PROPOSER’S REVIEW AND DIRECTIONAL QUESTIONS

If questions received involve no more than directing the questioner to a specific section of the RFP, questions may be responded to verbally, and do not require a written addendum.

1.6 ADDENDUM TO THE RFP

TCC reserves the right to issue written addenda to revise or clarify the RFP, respond to questions, and/or extend or shorten the due date of proposals.

1.7 PRE-PROPOSAL CONFERENCE

A pre-proposal conference will not be held unless extensive questions arise regarding the RFP.

1.8 CANCELLATION OF THE RFP

TCC retains the right to cancel the RFP process at any time if it is in the TCC’s best interest. TCC shall not be responsible for costs incurred by Proposers for proposal preparation.

1.9 SERVICE OF PROTEST

Protests shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Tanana Chiefs Conference, Facilities Department 122 First Street Fairbanks, Alaska, 99701


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The protest shall be received in the office designated not later than ten (10) calendar days after the basis of protest is known or should have been known, whichever is earlier.

1.10 PROPOSAL WITHDRAWAL AND CORRECTION

A proposal may be corrected or withdrawn by a written request received prior to the date of opening proposals.

1.11 MULTIPLE PROPOSALS

TCC shall not accept multiple proposals from the same Proposer.

1.12 DISCLOSURE OF PROPOSAL CONTENTS

A proposal’s content shall not be disclosed to other Proposer’s.

1.13 RETENTION OF PROPOSALS

All proposals and other material submitted become TCC’s property and may be returned only at TCC’s option.

1.14 COST OF PROPOSAL PREPARATION

Any and all costs incurred by Proposer’s in preparing and submitting a proposal are the Proposer’s’ responsibility and shall not be charged to the TCC or reflected as an expense of the resulting contract.

1.15 DELIVERY OF PROPOSALS

TCC assumes no responsibility or liability for the transmission, delay, or delivery of proposals by either public or private carriers.

1.16 MEDIA ANNOUNCEMENTS

Media Announcements: Any and all media announcements pertaining to this RFP require the TCC’s prior written approval.

1.17 OTHER GOVERNMENTAL REQUIREMENTS

It is the responsibility of the Proposer to indicate within their proposal the applicability of any other federal, state, municipal, or other governmental statutes, regulations, ordinances, acts, and/or requirements.


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1.18 BINDING CONTRACT

This RFP does not obligate TCC or the selected Proposer until a contract is signed and approved by both parties. If approved, it is effective from the date of final approval by the Contracting Officer. TCC shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract.

1.19 CONCERNS WITH THE SPECIAL OR GENERAL PROVISIONS

If a Proposer has concerns with either the Provisions of this RFP, they should put their comments and/or questions in writing and submit them to TCC’s contact person at least ten calendar days before the due date of proposals. This will allow time for an addendum to the RFP to be issued, if required, to all recipients of the initial RFP. TCC reserves the right to not award or cancel the award of the contract to a Proposer who will not agree to all of the Special or General Provisions.


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2 PROJECT BACKGROUND AND PURPOSE

2.1 BACKGROUND

Tanana Chiefs Conference (TCC) is a Tribal Organization as defined under the Indian Self-Determination and Education Assistance Act (ISDEAA), Pub. L. 93-638. TCC has assumed responsibilities and funding of the Secretary of the Department of Health and Human Services (DHHS), Indian Health Service (IHS), under title V of Pub. L. 93-638, and provides health services in the villages and communities through village and sub-regional clinics, community health aide program services, and thorough cooperating arrangements with other Tribal health organizations. The Chief Peter John Tribal Building was built in 1984 and is a Type II-A Sprinklered structure. The building is a 6-story structure with a basement.

The building has undergone numerous renovations where the addition of modern HVAC and mechanical components have been installed, including the primary AHU-1 (Haakkon 55,00CFM) in 2018. This AHU-1 replacement Project corrected a majority of the facility’s issues; nonetheless, the downstream HVAC system has been heavily modified over the years without much subject matter expertise. The resulting system is unbalanced due to changes in the duct work, broken and abandoned control valves, and split or obstructed registers. Interior architectural modifications, such as reconfigured floor plans, did not address the existing HVAC system in most cases. There is a mixture of finned tube radiation and ventilation heating throughout the building, specific to certain floors. In addition to the mechanical deficiencies, the BAS software, despite frequent upgrades and reprogramming, is antiquated and cannot overcome the intrinsic flaws in the HVAC system. The Facilities HVAC staff are forced to manually control the BAS to maintain temperature control. The assistance of BAS contractors is now a routine function of operations to constantly reconfigure and reprogram the BAS depending on changing seasons or emerging HVAC deficiencies. This project will compose of a design and investigation phase to as-built the system and redesign its components and controls, followed by construction phases to realign and rebalance the distribution network, replace inefficient and obsolete mechanical components, and install and update BAS controls and software.


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2.2 PURPOSE

The purpose of this RFP is to solicit proposals from qualified A/E firms for the provision of complete design development services in support of the proposed CPJTB HVAC Upgrade Project

2.3 SCHEDULE

Interested Proposers are requested to give careful consideration to their workload and capability of meeting Project schedules. It is anticipated that selection of an A/E design services firm will be complete and contract signed by January 10, 2022. Upon final negotiation of scope, schedule and level-of-effort for the Project, the firm should be prepared to begin work on the Project immediately thereafter.

This RFP outlines final A/E design services and associated support for construction of the CPJTB HVAC Upgrade Project. The work includes major milestones and target dates/duration, set out more fully in Section 6 herein. The completion milestone will result in a final stamped and bid ready set of plans.

3 GENERAL CONDITIONS

The following general conditions are pertinent to all design work phases. 3.1 SUPPLIES AND SERVICES

The A/E shall provide all manpower, equipment, and supplies to perform the requested services.

3.2 PROFESSIONAL REGISTRATION

All work shall be performed under the direct supervision of a professional architect-engineer licensed in the State of Alaska under whose discipline the work relates.

3.3 QUALITY ASSURANCE / QUALITY CONTROL

The A/E shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the A/E. The A/E shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

All documents will be subject to approval by TCC at draft and final stages. The documents will be reviewed for:

1. Accuracy, consistency, and completeness.


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2. Quality and effectiveness of any reorganizing, rewriting, refining, formatting, or

other substantive editing that is required. 3.4 CODES AND STANDARDS

All work shall be performed in accordance with local, state, and federal codes and standards. As provided in Section 5.3.4 herein, the A/E shall complete an analysis of all applicable codes and ordinances that may apply, and any regulations that affect design and construction, and any permits that will be required for the proposed facility.

3.5 TYPE OF AGREEMENT

Upon notice of Intent to Award by TCC, it is expected that the selected firm will review and sign TCC’s agreement for professional design services, which may be included with the RFP information. Interested A/E’s are expected to carefully review TCC’s agreement and advise TCC in the proposal if any of the terms or conditions of the agreement are objectionable. If any provisions are objectionable, the A/E must provide alternate terms and conditions which are acceptable to it. TCC reserves the right to reject any proposal that fails to indicate that the Proposer is willing to execute TCC’s standard form of agreement or fails to propose terms and conditions for the agreement that are acceptable to TCC.

4 SCOPE OF SERVICES

The A/E shall complete the following design development services. 4.1 INVESTIGATION AND AS-BUILT CREATION

The A/E shall investigate options for replacement or upgrading of the facility’s HVAC system, including all mechanical controls, and DDC. The investigation will produce a summary report that identifies the nature of the system’s deficiencies including all systems, controls, devices, accessories and materials near or beyond their useful life. The A/E shall create complete as-built drawings of the entire HVAC system to identify distribution duct size and location, hydronic piping size and location, mechanical controls accessories and devices, locations of VAV boxes, sensor and thermostat locations, control zones, heating terminal units, and HVAC control panels. Identify all systems, controls, devices, accessories and materials near or beyond their useful life.

4.2 ENGINEERING DESIGN

The A/E shall deliver engineering design to renovate the CPJTB HVAC system and associated controls in a logical sequence of construction phases. Construction will occur in two phases based on two consecutive annual funding cycles. Accordingly, two distinct plan and specification sets will be provided by the A/E for submission to the funding agency. We will expect a CPJTB HVAC Upgrades Phase 1 and CPJTB HVAC


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Upgrades Phase 2 plan sets. This is to satisfy the project cost cap requirement of eligible projects through the funding entity. All designs shall be accomplished by State of Alaska licensed or registered design professionals in accordance with applicable codes and accepted standards. All calculations necessary to support final engineering design shall be developed and submitted in legible format. The calculations must be complete to permit checking and review of critical design elements. The calculations shall be identified by project title, date, and the individual who performed and reviewed the calculation.

4.3 CONSTRUCTION DRAWINGS

The A/E shall complete bid-ready construction drawings for the proposed project. Drawings shall be developed at the conceptual, 35%, 65%, and 95% design phases. Construction Drawings shall be developed from approved preliminary design documents and they shall embody adequate architectural, mechanical, electrical, and control drawings as needed, with details, dimensions, notational information and other data to ensure that the Construction Contractor has a complete understanding of all elements of work. The Construction Drawings will be arranged such that construction can be bid and executed in two distinct phases. The construction drawings shall clearly communicate an optimal sequence of construction to allow the HVAC system to operate between two distinct construction phases. The phased construction will not result in interruption of the HVAC service between construction phases. The A/E will work directly with TCC to understand the funding opportunities and timelines.

Construction drawings shall adhere to uniform CAD standards. Final construction drawings shall be signed and sealed by the design engineer licensed in the State of Alaska under whose discipline the work relates.

4.4 SPECIFICATIONS

The A/E shall complete general requirement specifications (Division 1) and construction specifications (Divisions 2 through 49) to support all labor, material, and equipment needs for construction. Division 2 through 49 specifications shall be complete and thorough, covering all aspects of the project and shall define the required quality of the material and workmanship. Execution requirements shall be specific enough to produce the desired results and performance without unnecessarily limiting the Contractor in the choice of methods.

The A/E shall also submit product information or vendor cut-sheets in support of major systems, components, finishes, and equipment.


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4.5 CLASS A COST ESTIMATE

The A/E shall provide a Class A construction cost estimate for the project. The cost estimate shall be the best estimate available of construction costs based upon a competitive bid procurement.

4.6 CONTRACT PRICE SCHEDULE

The A/E shall complete a contract price schedule for the project. The contract price schedule shall have the same breakdown as the specification sections that have payment conditions and be commensurate with the Class A cost estimate. The A/E shall also submit a contract price schedule formatted for the project but without pricing to be used in the contract bidding process.

4.7 SITE VISITS

The A/E shall conduct site visits at the project site in Fairbanks as needed to appropriately perform the work laid out in Section 4. TCC will accommodate the A/E to insure access to the facility. It is anticipated that most site visits can be completed during normal business hours. Site visits in heavily occupied areas will need to be scheduled outside of normal business hours. The A/E shall prepare a Draft Site Visit Schedule and coordinate directly with TCC Facilities PM.

4.8 PLANS-IN-HAND MEETING

The A/E shall conduct a plans-in-hand meeting at TCC’s office in Fairbanks, AK, to discuss the TCC review comments at the Conceptual (including Investigation and As-Built Creation), 35%, 65%, and 95% design phases before proceeding with the next submittal. It is anticipated that these plans-in-hand meetings can be completed in 1 day, including travel time. The A/E shall write and submit a brief meeting report documenting their findings from the meeting. The A/E shall coordinate this meeting with TCC.

5 SCOPE OF WORK

5.1 GENERAL INFORMATION

5.1.1 Performance Period: The work shall be provided from approximately

January, 2022 through August, 2022.

5.1.2 Location: The design services contract described in this scope of work will be administered by TCC in Fairbanks, Alaska.

5.1.3 Project Identification: The project shall be referred to as CPJTB HVAC Upgrades and listed on all project correspondence and submittals.

5.1.4 Design Package Deliverables: Each design deliverable package shall carry forward, at a minimum, the requirements of the preceding design package.


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5.2 SCHEMATIC DESIGN PHASE

5.2.1 Project Management and Coordination: Planning and Project Management includes review of project documents to ensure compliance with the contractual requirements of the project. These items include but are not limited to project planning, budgeting, review of employee hours, preparation and review of billing statements (including sub consultants), coordination of meetings, etc.

5.2.2 Conceptual Design: The conceptual design shall include, but not necessarily be limited to, the building floor plan with minimum equipment and power requirements. Present baseline mechanical and climactic design criteria. Review and confirm the design package requirements for each design phase.

5.2.3 Conceptual Design and As-Built Review: The A/E shall provide the conceptual design package to TCC for review and approval and coordinate this plans-in-hand meeting with TCC. TCC will provide consolidated written comments on a digital Review Comments and Responses Form within 5 business days after the receipt of the complete submittal package.

5.3 DESIGN DEVELOPMENT PHASE

5.3.1 Project Management and Coordination (see 5.2.1)

5.3.2 35% Design Documents: The A/E shall provide, at a minimum, the following documents in the 35% design package.

5.3.2.1 Architectural Design

5.3.2.1.1 Building Site Plan

5.3.2.2 Mechanical Design

5.3.2.2.1 Legend, General Notes 5.3.2.2.2 Preliminary ceiling reflective plan

5.3.2.2.3 Preliminary Heating Plan

5.3.2.2.4 Preliminary Cooling Plan

5.3.2.2.5 Preliminary Ventilation Plan

5.3.2.2.6 Preliminary Equipment Layout

5.3.2.2.7 Preliminary Phase 1 and 2 demarcation plan


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5.3.2.3 Electrical Design

5.3.2.3.1 Legend, General Notes

5.3.2.3.2 Electrical Analysis and Design Criteria 5.3.2.3.3 Preliminary Site Plan- Electrical 5.3.2.3.4 Preliminary Floor plan - Electrical

5.3.3 Outline Specifications

5.3.4 Codes, Ordinances, Regulations, Permitting Analysis: The A/E shall complete an analysis of the applicable codes, ordinances that may apply, any regulations that affect design and construction, and any permits that will be required for the proposed facility. The A/E shall summarize these findings and present them in a narrative format.

5.3.5 35% Design Review Responses: The A/E shall provide the 35% design package to TCC for review and approval. The package shall include a complete submittal of all work completed under the Design Development Phase. TCC will coordinate the review and provide consolidated written comments on a digital Review Comments and Responses Form within five (5) business days after the receipt of the complete submittal package.

5.4 PRODUCTION DRAWINGS PHASE




5.4.2.1.1 Ceiling Demo Plan Phase 1 & 2 5.4.2.1.2 Ceiling Plans Phase 1 & 2 5.4.2.1.3 Preliminary New Work floor plan (if required) 5.4.2.1.4 Preliminary New work details (if required)

5.4.2.1.5 Phase Transition Plan (if required)


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5.4.2.2.1 Ceiling reflective plan

5.4.2.2.2 Heating Plan Phase 1 & 2

5.4.2.2.3 Cooling Plan Phase 1 & 2

5.4.2.2.4 Ventilation Plan Phase 1 & 2

5.4.2.2.5 Preliminary Control Plan Phase 1 & 2

5.4.2.2.6 Control Sequences

5.4.2.2.7 Equipment Layout

5.4.2.2.8 Enlarged Mechanical Plans

5.4.2.2.9 Preliminary Heating Details

5.4.2.2.10 Preliminary Cooling Details

5.4.2.2.11 Preliminary Heating Diagrams

5.4.2.2.12 Preliminary Cooling Diagrams

5.4.2.2.13 Preliminary Ventilation Diagrams


5.4.2.3.1 Site Plan 5.4.2.3.2 Preliminary Floor plan

5.4.2.3.1 Preliminary Controls Plans

5.4.2.3.2 Preliminary Control Station Layout

5.4.2.3.3 Preliminary Details 5.4.2.3.4 Preliminary Electrical Diagrams

5.4.2.3.5 Preliminary Controls Diagrams

5.4.2.3.6 Preliminary Panel Schedules

5.4.2.3.1 Preliminary Phase 1 and 2 demarcation plan


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5.4.3 Draft Technical Specifications A/E shall deliver a set of draft technical

specifications

5.4.4 Phase transition plan: Provide a narrative of the design elements necessary to enable continuous operation between and during construction phases.

5.4.5 Preliminary Cost Estimate: The cost estimate shall be detailed, arranged in the MasterFormat system of classification and numbering and include a line item description with rough order of magnitude material, labor, equipment, and transportation; overhead and profit; and contingency costs associated with each item.

5.4.6 65% Design Review Responses: The A/E shall provide the 65% design package to TCC for review and approval. TCC will provide consolidated written comments on a digital Review Comments and Responses Form within 5 business days after the receipt of the complete submittal package.

5.5 95% DESIGN DOCUMENTS:




5.5.2.1.1 New Work floor plan (if required) 5.5.2.1.2 New work details (if required)


5.5.2.2.1 Equipment Schedule 5.5.2.2.2 Plumbing plan

5.5.2.2.3 Floor Plan

5.5.2.2.4 Enlarged floor plan

5.5.2.2.5 Roof plan

5.5.2.2.6 Heating Details

5.5.2.2.7 Cooling Details


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5.5.2.2.8 Heating Diagrams

5.5.2.2.9 Cooling Diagrams

5.5.2.2.10 Ventilation Diagrams

5.5.2.2.11 Sections

5.5.2.2.12 Control Plan Phase 1 & 2 5.5.2.2.13 Control Layout and Sequence


5.5.2.3.1 Floor plan 5.5.2.3.2 Roof Plan 5.5.2.3.3 Enlarged Floor Plans

5.5.2.3.4 Controls Plans

5.5.2.3.5 Control Station Layout

5.5.2.3.6 Details

5.5.2.3.7 Electrical Diagrams

5.5.2.3.8 Controls Diagrams

5.5.2.3.9 Panel Schedules

5.5.2.3.10 Phase 1 and 2 demarcation plan

5.5.3 Technical Specifications

5.5.4 Update Cost Estimate: The A/E shall update the cost estimate per the 95% level documents.

5.5.5 95% Design Review Responses: The A/E shall provide the design package

to TCC for review and approval. The package shall include a complete submittal of all work completed under the 95% Design Phase. TCC will coordinate the review with the community and provide consolidated written comments on a digital Review Comments and Responses Form within 5 business days after the receipt of the complete submittal package.


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5.6 100% DESIGN DOCUMENTS

5.6.1.1 Final Design Corrections

5.6.1.2 Document Production and Distribution

5.6.1.3 Class A Cost Estimate

5.7 CONSTRUCTION ADMINISTRATION:

Construction Administration for this project is an exercisable option by TCC. TCC will make a determination after the design is completed to pursue this additional work with the A/E. CA services will be

5.7.1 Project Management and Coordination

5.7.2 Preconstruction Conference: The preconstruction conference will be completed in Fairbanks, at TCC’s discretion. This meeting will include TCC representatives and the A/E’s project Architect, Mechanical Engineer, and Electrical Engineer.

5.7.3 Respond to Document Clarifications or Variation Requests (DCVR’s): The A/E will be required to provide clarifications on design documents for TCC’s field crew during the construction process. The requests for clarifications must be reviewed and returned to TCC by the end of the following business day or preferably sooner. In most cases these requests will be delivered to the A/E by email transmission. Variations to the A/E’s design may be required to accommodate unanticipated conditions encountered in the field. The A/E shall review the request and provide changes to the drawings with adequate detail necessary for the construction to be completed properly in the field.

5.7.4 Construction Observations and Report: The Mechanical Engineer shall complete 3 site visits for each phase to review the construction in the field. The site visits shall be coordinated with the TCC project manager and shall be completed at major construction milestones. The Mechanical Engineer shall determine the milestones for the field review. The Mechanical Engineer shall complete a thorough report of the observations made during the trips and submit this report to the TCC project manager.

5.7.5 Record Drawings from TCC Furnished As-Builts: TCC will furnish redlined as-built drawings to the A/E for review and completion of record drawings. The preparation of the record drawings by the A/E shall be completed using AutoCAD and industry accepted practices. Any changes made to the drawings in completing the record drawings shall maintain the integrity and information


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provided on the original design. As an example, strike through shall be used to change a number and the original number shall not be erased.

5.7.6 Operation & Maintenance Narratives: The A/E shall provide detailed narratives for each system provided under this project. The narratives will be used by TCC to prepare an Operation and Maintenance Manual for the operator of the facility. The A/E shall provide these narratives no later than 60 days after the A/E receives notification that the pre-final inspection of the facility has been completed.

6 SUBMITTALS

6.1 SUBMITTAL FORMAT AND QUANTITY:

The A/E shall submit the following work products or submittals in a timely fashion to TCC.

PROJECT SUBMITTALS Electronic Format

Submittal Format

# to TCC

Investigation Report MS Word .pdf via email 1 As-Builts AutoCAD Files & pdf on disk 1 CONCEPTUAL DRAFT SUBMITTALS --- --- -- Construction Drawings 11x17 AutoCAD hardcopy paper 2 35% DRAFT SUBMITTALS --- --- -- Construction Drawings 11x17 AutoCAD hardcopy paper 2 Outline Specifications MS Word hardcopy paper 2 65% DRAFT SUBMITTALS --- --- -- Engineering Design Calculations Varies hardcopy paper 1 Construction Drawings 11x17 AutoCAD hardcopy paper 2 Draft Specifications MS Word hardcopy paper 2 Product Information Varies hardcopy paper 2 Class C Cost Estimate MS Excel hardcopy or .pdf 2 95% DRAFT SUBMITTALS --- --- -- Engineering Design Calculations Varies hardcopy paper 1 Construction Drawings 11x17 AutoCAD hardcopy paper 2 Specifications MS Word hardcopy paper 2 Product Information Varies hardcopy paper 2 Class B Cost Estimate MS Excel hardcopy or .pdf 2 FINAL SUBMITTALS --- --- -- Engineering Design Calculations Varies hardcopy paper 1 Construction Drawings 11x17 AutoCAD hardcopy paper 2 Construction Drawings 22x34 AutoCAD hardcopy paper 2 Construction Drawings AutoCAD Files & pdf on disk 1 Specifications MS Word hardcopy paper 2 Product Information Varies hardcopy paper 2 Class A Cost Estimate MS Excel hardcopy paper 2 All specs, estimates, product information Varies Files & pdf on disk 1


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6.1.1 Submittal Review: All submittals shall be carefully checked by the A/E’s Project Manager before submission to eliminate mathematical, technical, and reference errors, conflicts, and inconsistencies between submittals. TCC will review the submittals and consolidate written comments for the A/E (where applicable). The A/E shall address the TCC comments by providing a written response to each comment. If the comment or response is unclear, or if the direction is unresolved, the A/E shall not proceed with work until the issue is resolved in writing. If there are significant comments at the draft submittal phase or the A/E response does not appear to comply with the comments, the A/E may be asked to resubmit the draft submittals for additional review before the final submittal.

6.1.2 Submittal & Meeting Schedule: The A/E shall attempt to meet all target dates for submittals, meetings, and deadlines as outlined below. All durations or completion periods are listed in calendar days. All durations and completion periods are based on mutual acceptance of review comments and responses. These target dates shall be used by the A/E to develop their Submittal Schedule. Any significant deviations from these target dates shall be justified in writing by the A/E in their task order proposal cover letter.

SUBMITTAL - MILESTONE TARGET DATES - DURATION Issuance of NTP Estimate on January 12, 2022 Site Visit Estimate on January 19, 2022 Investigation Report and As-Builts Varies (generally 5 weeks for investigation,

2 weeks for drafting) Conceptual Submittals to TCC 2 weeks Plans-in-Hand meeting Within 1 week of draft submittals TCC Review Comments to A/E Within 1 week after receipt of draft

submittals A/E Responses to Comments Within 1 week after receipt of TCC

comments 35% Draft Submittals to TCC 5 weeks Plans-in-Hand meeting Within 1 week of draft submittals TCC Review Comments to A/E 1 week after receipt of draft submittals A/E Responses to Comments 1 week after receipt of TCC comments 65% Draft Submittals to TCC 7 weeks Plans-in-Hand meeting Within 1 week of draft submittals TCC Review Comments to A/E 1 weeks after receipt of draft submittals A/E Responses to Comments 1 week after receipt of TCC comments 95% Draft Submittals to TCC 4 weeks after A/E responses TCC Review Comments to A/E 1 weeks after receipt of draft submittals A/E Responses to Comments 1 week after receipt of TCC comments Final Submittals to TCC 2 weeks after TCC comments


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7 PROPOSAL CONTENT AND REQUIREMENTS

Proposal Format: Submit one (1) unbound original, four (4) hard copies, and one (1) electronic copy of the proposal. Proposals should be bound, printed on both sides of the paper when possible and organized according to the following outline. Proposals shall not exceed twelve (12) pages, exclusive of resumes and exhibits. These are the standard items TCC requests in a proposal, but these change to anything Proposer wishes seen and evaluated.

7.1 TABLE OF CONTENTS:

7.1.1 The proposal will have a table of contents with page numbers and pages numbered throughout the proposal.

7.2 INTRODUCTION: BRIEF INTRODUCTION WHICH INCLUDES:

• The Proposer’s name and address.

• Statement that indicates the proposal is valid for at least 90 days from the proposal submission deadline.

• Statement that indicates the Proposer’s willingness to perform the services described in this RFP.

• Provide a detailed and precise discussion, including examples and/or documentation, of meeting each Minimum Requirement, if any, established in the “General Information” section of this RFP. Limit discussion to the meeting of the Minimum Requirements.

• Proof of any other licenses and/or registrations as required by this RFP. • A statement that all staff and other resources which are required to perform the

services described in this RFP will be made available by your organization over the life of the anticipated contract.

• Completed and signed Representations and Certifications of Proposer. • Statement that the signatory has authority to bind the Proposer. • Signature of authorized individual.

7.3 FIRM PROFILE:

Provide a table or chart that shows organizational structure, chain of supervision, decision authority, and communications. Include both the respondent firm and any sub-consultant firms/subcontractors

7.4 PROFESSIONAL QUALIFICATIONS:

Professional qualifications of the firms proposed Project Manager, other key personnel, and/or team members necessary for satisfactory performance of required services. Include


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all personnel that will actively be involved with performing the work, to include a listing of all subcontractors, if any, with an explanation of purpose.

7.5 PROJECT UNDERSTANDING/PROJECT APPROACH:

Narrative submittal must concisely demonstrate an understanding of: • Project management plan; • Any understanding of the facility and its deficiencies • Proven ability to meet task deadlines; • Present Project review and quality control program, including how the firm validates

the accuracy and reliability of cost estimates, technical recommendations and innovations;

• Current policies, procedures, or systems for cost and schedule control. 7.6 PAST PERFORMANCE:

A/E firm to illustrate its demonstrated ability to manage and successfully complete projects of comparable design, scope and complexity, including experience of firm and key employees in providing architect and engineering design services to tribal organizations, including TCC, with particular emphasis on experience working with tribal organizations on the design of CPJTB HVAC Upgrades. For each project listed, provide information concerning: i) the type of project, price or budget range, name and location; ii) the original bid/proposal price and final contract price; iii) the original date scheduled for completion and the actual completion date; and iv) project references, name and contact information for the owner of the three most recent relevant projects your firm has completed. Provide phone numbers and emails for the named individuals.

7.7 AN/AI PREFERENCE

All qualified AN/AI (Alaskan Native or American Indian) owned businesses will receive a 10% preference. To qualify for the preference, the company must be greater than 50% owned by a member(s) of a federally recognized Alaska Native or American Indian Tribe and request the preference on the rate proposal form. TCC will make the final determination of eligibility

7.8 FEE PROPOSAL FORM

Complete the Design Fee Proposal Form in Section 11.4 of this RFP and include with the Proposal. Please submit Fee Proposal in a separate PDF File from Proposal so pricing can be reviewed separately

7.9 ADDENDA ACKNOWLEDGMENT FORM

Complete Addenda Acknowledgement Form in Section 11.5 of this RFP and include with the Proposal


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8 PROPOSAL EVALUATION AND SCORING

TCC expects to make a single award to the A/E firm that is deemed the best qualified to perform the work. The award criteria are intended to indicate the qualities TCC is looking for from an A/E firm. The quality of the proposal is not intended in any manner to constrain TCC’s discretion to select the A/E firm TCC determines will provide the best overall value to TCC concerning the Project.

Responsiveness: Prior to evaluation, each proposal shall be reviewed to determine whether or not it is responsive. Nonresponsive proposals shall be eliminated and will not be evaluated. Factors that may result in a proposal being declared nonresponsive are:

• Not providing evidence of meeting the Minimum Requirements. • Substantive and material conflicts of interest which were not declared and/or were

declared and determined to be significant enough that TCC requested the potential Proposer not submit a proposal.

• Substantive and material noncompliance to requirements of the RFP proposal submission guideline.

All qualified AN/AI (Alaskan Native or American Indian) owned businesses will receive a 10% preference. To qualify for the preference, the company must be greater than 50% owned by a member(s) of a federally recognized Alaska Native or American Indian Tribe and request the preference on the rate proposal form. TCC will make the final determination of eligibility Each technical proposal will be evaluated by the committee members and an average technical score will be assigned. Firms qualified for the preference adjustment will receive the preference and then be compared to non-preference qualified proposals.

8.1 EVALUATION FACTORS:

The evaluation factors and the value of each are:

Proposal Section Maximum Points

Professional Qualifications 30 Project Understanding/Project Approach 25 Past Performance 25 AN/AI Preference 10 Design Fee Proposal 10 Initial Proposal Score 100


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9 PROPOSAL REQUIREMENTS

9.1 QUESTIONS

Questions or requests for clarifications regarding the project or this RFP should be submitted in writing via email to Tim Troppmann [email protected] by 2:00 pm on November 22, 2022. Substantive issues will be addressed in a written addendum to the RFP and will be sent to all registered Proposers. Questions not submitted in writing to Tim Troppmann, or those submitted after the deadline will not be answered.

9.2 PROPOSAL SUBMISSION DEADLINE

To be considered, a complete proposal package in the format requested must be received by the Owner at the address shown below by 11am local time, December 15, 2021. Proposals received after this deadline will not be accepted and will be returned unopened to the responding individual or firm. No faxed, emailed or oral proposals will be accepted.

9.3 REQUIRED NUMBER OF COPIES

9.3.1 Four (4) copies and One (1) unbound original of the Proposal Form in a sealed envelope.

9.3.2 One (1) electronic copy of the Proposal.

9.4 PROPOSAL DELIVERY INSTRUCTIONS

Address or deliver sealed proposals to:

Tim Troppmann Tanana Chiefs Conference 120 First Avenue, Suite 600 Fairbanks, Alaska, 99701 RE: “TCC CPJTB HVAC Upgrade Design Services”

The sealed envelope shall reflect the following in the lower left corner:

Firm/Company Name Bid Form for: TCC CPJTB HVAC Upgrade Design Services Proposal due: December 15, 2021 @ 11:00 AM.

Email electronic copies to: [email protected]

mailto:[email protected]


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10 SELECTION PROCESS/SCHEDULE

TCC will issue a Notice of Intent to Award to the highest scoring, responsive, responsible Proposer whose Proposal, conforming to the RFP requirements, receives the greatest number of evaluation points, price and other factors considered, as outlined herein. This methodology permits award of a contract to a Proposer whose proposal does not offer the lowest price. Conversely, it also permits a properly justified award to a Proposer whose proposal does not receive the highest technical score.

10.1 ANTICIPATED SCHEDULE FOR CONTRACT AWARD

The procurement and performance schedule is anticipated to be as follows: Request for Proposals Issued November 11, 2021 Deadline for Questions November 29, 2021 @2:00pm Last Addendum Published December 3, 2021 Proposals Due December 15, 2021 @ 11am Notice of Intent to Award: December 22, 2021 Services Begin: January 10, 2022

10.2 MODIFICATION OR WITHDRAWAL OF PROPOSALS:

Modifications to or withdrawal of proposals may be allowed only if received prior to the deadline for receipt of proposals. No changes to or withdrawal of proposals will be permitted after the time for receipt of proposals specified in the solicitation.

10.3 RESPONSIVENESS AND RESPONSIBILITY OF PROPOSERS:

This solicitation is designed to provide TCC with evidence that the Proposer is responsive and responsible. All responses are subject to verification by TCC. Insufficient evidence to establish responsiveness and responsibility may result in rejection of the proposal.

10.4 WAIVER OF MINOR INFORMALITIES:

TCC expressly reserves the right to waive minor informalities, negotiate changes or reject any and all proposals and to not award the proposed contracts, if in its best interest. “Minor informalities” means matters of form rather than substance which are evident from the submittal or are insignificant matters that have negligible effect on price, quantity, quality, delivery or contractual conditions and can be waived or corrected without prejudice to the other Proposers.


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10.5 DISCUSSIONS:

As determined by the evaluation process, Proposer’s reasonably susceptible of award may be offered the opportunity to discuss their proposal with the contracting officer or evaluation committee and the proposal may be adjusted as a result of the discussion. Proposers may also be allowed to submit a best and final proposal as a result of the discussion.

10.6 PRESENTATIONS:

TCC reserves the right to require an oral presentation. As determined by the evaluation process, Proposers reasonably susceptible of award may be afforded the opportunity to give an oral presentation. If so afforded, Proposers will be notified in writing of the presentation’s requirements, date, time, location, and amount of time allowed for the presentation and/or questions and answer period. Time frames will be strictly enforced. The entire evaluation committee shall be present for oral presentations. All Proposer costs associated with attending an oral presentation shall be borne by the Proposer.

10.7 SITE INSPECTIONS:

TCC reserves the right to require a site inspection. Site inspections may be required of all Proposers or limited to those that, as determined by the evaluation process, are reasonably susceptible of award. If so afforded, Proposers will be notified in advance. All costs associated with the site inspection shall be borne by the TCC.

10.8 NOTICE OF AWARD:

After award of Contract all Proposer’s will be issued a Notice of Award containing the name(s) and address(es) of all Proposers and the recipient of the contract.

10.9 INFORMAL DEBRIEFING:

Any Proposer may request and receive an informal debriefing after the Notice of Intent to Award is mailed out. The debriefing shall be limited to the Proposer’s proposal, concentrating on the areas considered deficient or inferior. The merits of other proposals will not be discussed.

11 ANTICIPATED CONTRACTURAL ARRANGEMENTS

11.1 SUBCONTRACTING

Subject to the provisions of the TCC Contract, Proposers may use subcontractors to provide services required for contracts awarded as a result of this RFP.


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All subcontractors and their employees will be held to and must meet the same standards and requirements of the A/E Contractor and the contract specification. If subcontractors are proposed, the Proposer shall provide the subcontractor’s qualifications for evaluation as part of the proposal.

11.2 EXECUTION OF AGREEMENT

Within seven (5) working days after the Notice of Intent to Award is issued, the Contractor will provide insurance, license and signed contracting documents. The Contract will be fully executed when it is signed by an authorized representative of both parties.

11.3 CONTRACT MANAGEMENT

Should there be personnel changes during contract period, the A/E will provide updated contact information for the following personnel: • Contract Administrator – responsible for administering the contract • Contract Manager – responsible for the performance of the work TCC will provide updated contact information for the following personnel: • TCC Contract Administrator – responsible for administering the contract

TCC Contract Manager will be the Contractor’s primary contact for all technical questions, coordination and inspections.

All disputes and interpretations of the contract which cannot be settled by the A/E and the TCC Contract Administrator shall be forwarded to TCC Legal Department for a determination.


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11.4 DESIGN FEE PROPOSAL FORM

____________________________________ Design Firm ____________________________________ Address ____________________________________ City, State, Zip Code ____________________________________ Date ____________________________________ AK State Business License # Construction Documents (Lump Sum): ____________________________________________________ ($__________) Words Figure Construction Administration (T&E, Not to Exceed): ____________________________________________________ ($__________) Words Figure Total: ___________________________________________________ ($__________) Words Figure __________________________________________ Legal Name of Proposing Organization __________________________________________

By _________________ Date


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11.5 ADDENDA ACKNOWLEDGEMENT FORM

The Proposer acknowledges receipt of the following Addenda: Addendum No. ___________ Dated: _________ Initials:_________ Addendum No. ___________ Dated: _________ Initials:_________ Addendum No. ___________ Dated:__________ Initials:_________ __________________________ ________________________ Company Date __________________________ _________________________ Signature and Title Printed Name