Original Opportunity #: RFP-40-2021
Issued by: Multnomah County
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s Due Date: Dec 23, 2020 4:00PM (Pacific Daylight Time) add to calendar
Status: closed
Posted: Nov 21, 2020

Description

PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held virtually December 3, 2020 at 9:30 AM to answer questions about the project and electronic submittal instructions. Join the Google Meeting at https://meet.google.com/bvb-rqso-fsw or Phone Number: +1 669-220-6043 PIN: ‪233 050 618#. Join by either the Google Meeting or phone number, but not both. Attendance is: OptionalSERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEWThe Multnomah County Library District (Library) is seeking Proposals from which it may purchase executive-level capital projects program management services for the Library Capital Bond Program (LCBP) to build and renovate Library properties.  The execution of the work under the Library Capital Bond Program is anticipated to occur over the course of approximately 8 years.Major service components include:Managing the overall Library Capital Bond Program, which will include multiple design and construction projects, and supporting the development and implementation of a Program Management Office (PMO); Managing staff related to the PMO; Coordinating Executive Steering Committee meetings to ensure that the steering committee is informed and that any decisions that can not be made at the project level are elevated and resolved; Developing and presenting reports and information for stakeholder and oversight groups including public advisory groups, the LCBP Executive Steering Committee, and the Multnomah County Board of County Commissioners, as well as building relationships with said groups; and Ensuring that all projects are delivered on time, on budget, and provide value to Multnomah County residents. INTRODUCTION AND PROGRAM HISTORYMultnomah County Library District developed a framework for long term space planning in 2017. The library worked to develop plans for implementing recommendations from the framework that resulted in the Multnomah County Board of County Commissioners referring a ballot measure to fund 8 years of capital projects in June 2020. In November 2020, Multnomah County residents approved this bond measure to fund projects that will:Build a new East County Flagship library; Rebuild and expand four Destination libraries; Renovate and expand three Neighborhood libraries; Increase efficiency and reduce handling costs by converting to an automated materials handling system, like that of most modern public libraries. This involves establishing a systemwide books and materials sorting and distribution center and installing automated materials handling equipment across the system. Connect all libraries to gigabit speed internet service; Increase accessibility of buildings, services and technology for people with disabilities; and Improve seismic readiness: all newly constructed buildings will be built to “immediate occupancy” seismic standards to serve as community anchors after a major seismic event and renovated buildings will continue to meet current “survivability” standards. The program management services provided will include a full-time Library Capital Bond Program Manager that will:Oversee the management of the Program Management Office, ensuring project delivery best practices are consistently adhered to across multiple projects; Provide support and guidance to the LCBP Executive Steering Committee by managing meetings and escalating decisions that can not be resolved at the project or PMO level; Provide information and reports to the Library Director for the community oversight committee; Provide updates and briefings to the Board of County Commissioners on the progress, challenges and achievements of the Library Capital Bond Program; Build relationships with internal and external stakeholders; and Provide overall coordination of Owner’s Reps firms’ contributions that may be hired to assist with the execution of individual capital projects. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONSThe goal of this Library Capital Bond Program is to ensure the completion of the work outlined in the ballot measure. The LCBP Manager will work with a variety of stakeholders and oversight groups to manage these capital projects. The LCBP Executive Steering Committee has adopted the following values for these capital projects:Public safety: Library buildings will be built to support community resilience in response to emergencies. Accessibility for all: Library buildings will incorporate universal design principles and other strategies to make them accessible and usable by everyone.  Equity: Library buildings will reflect equity through community input, design and project decisions. The project will center race and culture in design, implementation, and procurement processes.  Community partnership: Library buildings will reflect the cultures and priorities of our communities and focus on fulfilling patron needs. We prioritize community and patron-focused input.  Flexibility today and for the future: Library buildings will be models of flexible space, adaptable to changing needs and uses throughout the day and over the course of many years as community needs, technology and library service models evolve. Accountability:  Library buildings will be built to create maximum value for taxpayers by making sure projects are appropriately scoped and delivered on time and on budget. We work with oversight entities to ensure transparent processes and proactively expose problems with projects.   Sustainability: Library buildings will be sustainably built. We will use sustainable techniques, tools, materials and practices throughout and after construction. Innovative and inspirational design: Library buildings will have innovative and inspirational design. We will work with our stakeholders to achieve unique designs for our buildings and spaces. Multnomah County’s Office of Diversity and Equity has established a guidance document for incorporating Culturally Specific and Responsive Services into the procurement and contracting processes. Proposed services which involve communities of color should incorporate the County’s values around racial equity in service delivery.FUNDINGFunding for these services will be budgeted annually in the Library District Capital Fund. Awarded Proposer may submit Cost of Living Adjustments in writing annually upon the anniversary of the resulting executed contract. Rates must be in alignment with the Consumer Price Index Western Information Offices Data Tables or up to a 3% annual increase, whichever is less.SCOPE OF SERVICESMultnomah County Library District is seeking a Library Capital Bond Program Manager, assigned by and supported by a firm specializing in such work, that will be responsible for the overall success of the Library Capital Bond Program and oversight of the Project Management Office, see Buyer Attachments.The primary responsibilities for this position include:Serves as the primary point of contact to the LCBP Executive Steering Committee and the Board of County Commissioners, when appropriate;  Ensures the PMO efforts strategically align with the goals of the program as established by the Executive Steering Committee;  Responsible for ensuring the PMO is nimble and adjusts/evolves as needed to ensure maximum success of the program and its multiple projects;  Focuses on strategic planning, program risk management and accountability, culture of innovation and excellence, stakeholder communication and timely/effective decision-making; Oversees and manages the managers, employees and work of the LCBP; Oversees and contributes to budget planning for the LCBP; Oversees the execution of project budgets by implementing risk management practices across all projects and actively monitoring the budgets of individual projects, escalating issues as appropriate to the steering committee; and Escalation point for LCBP projects and the associated vendor risks and issues. Required skills and experience:Strong demonstrated executive-level political savvy, leadership, collaboration, and communication skills. Ability to work in a fast-paced, high-pressure, and highly-political environment.  Ability to work under pressure and maintain a calm project work environment. Professional level presentation development and delivery skills. Strong, proven construction project management and people management skills, required. Large-scale construction project management experience including management of a portfolio of campus-type construction projects, a capital bond program, and/or overseeing the management of simultaneous construction projects spanning different locations, required. Ability and desire to promote equity and inclusion, and experience promoting collaborative project delivery best practices. Experience with Construction Management/General Contractor (CM/GC) project delivery, target-value design, and guaranteed maximum price contracts. Owner's Representative experience for a government bond construction program, preferred. Multnomah County Library District, through the sourcing event, is engaging the expertise, experience, judgment and personal attention of a key person to perform the Scope of Services. Proposer will be selected partially based upon the specialized qualifications of the key personnel being proposed.Awarded Proposer shall not delegate performance of any management powers or other responsibilities that the key person is required to provide to another personnel within their firm without first obtaining the written consent of the Library.  Awarded Proposer shall not re-assign or transfer key person to other duties or positions such that the key person is no longer available to provide the Library with their expertise, experience, judgment, and personal attention without first obtaining Library's prior written consent to such re-assignment or transfer. In the event that the Awarded Proposer requests the Library to approve a reassignment or transfer of a key person:Awarded Proposer shall provide a resume for the proposed replacement candidate(s) which demonstrates that the proposed replacement candidate(s) qualifications are equal to or better than the qualifications of the key person being replaced. Library shall have the right to review the proposed candidate's qualifications, interview the candidate(s), and either approve or disapprove the proposed candidate(s) as a key person.  Any key person substitute or replacement must be approved in writing (e-mail is acceptable) and approved candidate shall be deemed to be a key person. Awarded Proposer shall remove and replace key person if so directed by the Library, in writing, and following discussion with the Awarded Proposer. Awarded Proposer shall have a reasonable time period within which to find a suitable replacement candidate. In the event that the Library requests a reassignment or transfer of a key person:Awarded Proposer shall provide a resume for a proposed replacement candidate(s) which demonstrates that the proposed replacement candidate(s) qualifications are equal to or better than the qualifications of the key person being replaced. County shall have the right to review the proposed candidate's qualifications, interview the candidate(s) and either approve or disapprove the proposed candidate(s) as a key person.  Any key person substitute or replacement must be approved in writing (e-mail is acceptable) and approved candidate shall be deemed to be a key person. FISCAL REQUIREMENTS AND REPORTINGThe LCBP Manager will work with the capital program Finance Committee and the Multnomah County Chief Financial Officer to review capital program finances, develop reports for stakeholders and oversight groups, and identify financial concerns for the LCBP Executive Steering Committee.PERFORMANCE MEASURES/PERFORMANCE CONTRACTINGPerformance will be measured based on the following components:An effective Program Management Office is established and maintained throughout the duration of the Library Capital Bond Program. Major program milestones are delivered on time and to the satisfaction of program stakeholders. Capital projects are delivered on time and on budget. Capital projects reflect the public engagement feedback in the design of new and renovated library projects. Capital projects meet all targets for equity, inclusion, and the goals of public project labor agreements. Executive stakeholders are provided the information they need to monitor and make timely decisions about the program throughout its duration. CONTRACT NEGOTIATIONMultnomah County Library District will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring Proposal. The Library may, at its option, elect to negotiate general contract terms and conditions, staff assigned, services, pricing, implementation schedules, and such other terms as the Library determines are in the Library’s best interest. If negotiations fail to result in a contract, the Library reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.PANDEMIC PRECAUTIONSDuring all time periods involving a health pandemic, the Awarded Proposer should ensure reasonable precautions are taken at the work site such as, but not necessarily limited to, requiring mask wearing, social distancing where possible, employees staying home if sick, and self temperature checks prior to arrival on site. A pandemic safety plan will be negotiated with the Library during contract negotiations. Awarded Proposer must be in compliance with all federal, state, county, and city mandates. https://www.myoregon.gov/2020/03/25/rules-and-resources-for-oregon-construction-workers-and-contractors/CONTRACT AWARDThrough this RFP process, the Multnomah County Library District is seeking to award one contract. Award will be made to the responsive and responsible Proposer whose Proposal is determined, by the Library, to be the most advantageous to the Library based upon the evaluation process and evaluation factors described in this RFP.The Multnomah County Library District reserves the right to select Proposers who have submitted a proposal scoring fewer points than a higher scoring proposal based on the Proposer’s ability to best meet the Library’s programmatic needs. If a Proposer who has submitted a Proposal that has scored fewer points is recommended for selection, the Multnomah County Board of County Commissioners must approve the award.The Awarded Proposer, including its subsidiaries, MAY NOT respond to any future sourcing events that arise out of the Library Capital Bond Program and MAY NOT SERVE as a consultant to any organization submitting responses to any sourcing event arising out of the Library Capital Bond Program.Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERMThe contract term shall be for two (2) years. The Multnomah County Library District shall have the option to renew this contract for up to eight (8) additional one (1) year periods.COMPENSATION AND METHOD OF PAYMENTThe Multnomah County Library District will pay a monthly fee upon receipt of an accurate and acceptable invoice for services rendered; the invoice should reflect the hours worked during the billing period. Payment terms are Net 30 days after receipt of an accurate and acceptable invoice. Notwithstanding any foregoing, payment is subject to County’s determination that the services claimed have been delivered satisfactorily in accordance with the terms of the contract.INSURANCE REQUIREMENTSAwarded Proposer will be required to provide the insurance described below and in Exhibit 2 of the Sample Multnomah County Services Contract.Minimum insurance requirements: Type of Insurance   Amount  Per Occurrence  Aggregate  Professional Liability             $1,000,000. $1,000,000. $2,000,000. Commercial General Liability  $1,000,000. $1,000,000. $2,000,000. Commercial Automobile Liability  $1,000,000. $1,000,000. $2,000,000. Workers Compensation           $500,000. Required

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

Bid Document File Size Notes

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About Multnomah County

We partner with COBID (Certification Office for Business Inclusion & Diversity) to ensure that supplier diversity is practiced and is a priority in our purchasing and contracting. Supplier Diversity means we are proactive in encouraging or mandating the use of COBID Certified Firms for contracts or subcontracts with the County.


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