This is a service / maintenance or supply contract in Portland, Oregon. Contact the soliciting agency for additional information.

Question Submission Close Date 4/26/2021 4:00 PM PDT The Multnomah County Department of County Assets/Facilities and Property Management Division, on behalf of Multnomah County Library, is seeking Proposers from whom it may procure Owner's Representative Services for the Library Bond Capital Projects (the "Projects"). The intended project delivery vehicle will be a Construction Manager/General Contractor (CM/GC) process. However, a traditional Design/Bid/Build process may be considered, if deemed to be in the best interest of the County. The awarded Owner's Rep firm will be expected to work cooperatively with the Owner, CM/GC (or General Contractor if applicable), A/E Firm and other Trade Partners to manage the Project and throughout the life of the Project. See Project Timelines below for estimated design development and construction timelines. Diversity, equity and inclusion are a top priority for Multnomah County. The County welcomes bids from COBID-certified firms and will expect the selected Owner's Representative(s) to ensure that in all areas of the Library Capital Bond Program, these priorities are "front and center." The purpose of the solicitation is to secure a Proposal of qualification, as part of a multi-phase selection process, from Owner's Rep Service Providers who have prior experience in Owner's Rep Services for projects similar in scope, scale, and delivery methods. With only 0.33 square foot per capita, most Multnomah County libraries are cramped and crowded, with inadequate seating and no dedicated space for quiet reading or study. In Multnomah County, libraries regularly turn away patrons from children's reading programs and some libraries deny up to 70% of requests for public meeting room use due to lack of room availability. Only one library has a dedicated creative learning space offering 21st century tools. The lack of space is especially acute in East County, where 40% of the population has just 20% of library space. Multnomah County libraries are the 4th busiest in the nation, but rank 102nd in square footage. Many peer libraries nationwide and in Oregon offer their communities a full one square foot of space per capita, with plenty of room for study, collaboration, community conversation, creative learning, technology use and celebration of diverse community cultures - all the hallmarks of a 21st century library. With the passage of the Multnomah County Library capital improvement bond, the Library will be able to take its first step in expanding its footprint to better support the needs of the many communities within Multnomah County. The projects to be delivered under this program may include, in addition to "traditional" library spaces, the following types of features, based on input from local communities: flexible civic and performance spaces; expanded study space; dedicated teen space; video-conferencing facility; library of things; makerspace; audio and video production space; bike and stroller parking; sewing studio; sustainability improvements; space for artists in residence; space for cultural celebrations; demonstration kitchen; and small business incubator. The following values are of particular importance to the County and Library for the delivery of these projects: The Library's Mission, Priorities and Pillars include the pillars ensuring free access for all, being a trusted guide for learning, being the leading advocate for reading, and championing equity and inclusion. Priorities include: helping people find work and develop career skills; supporting education and learning for all ages; enhancing and diversifying virtual services; technology training, access, and assistance for all; and creating and maintaining safe and healthy spaces. Diversity, Equity & Inclusion is a key value of the County and the Library. All aspects of this work shall center equity, diversity and inclusion. Collaboration: the projects shall embody inclusive design that engages community members, and collaborative project delivery between the Library, County, design teams, and construction teams. The buildings must reflect the prominence and importance of Multnomah County's commitment to providing dignified services to all members of the community, while demonstrating fiscal responsibility to the taxpayers with the use of innovative durable spaces, sensible materials and systems, focused on efficiency, flexibility, and sustainability. The facilities must be flexible, efficient, durable, and economical to operate and maintain. New construction facilities are intended to be 80-year facilities. New construction facilities shall achieve LEED Gold Certification or better. The facilities shall strive to achieve Architecture 2030 goals (http://architecture2030.org/), 2009 Climate Action Plan (https://multco.us/climate-action-plan-0) and relevant portions of the material elements of the Living Building Challenge (http://living-future.org/lbc). The County seeks to conduct business with vendors who demonstrate responsible business practices through sustainability and social equity innovations while meeting all program requirements and County standards. Specifically, the Multnomah County Library capital bond project principles are paramount in delivery of these projects: Accountability: The library and its partners will construct buildings to create maximum value for taxpayers by making sure projects are on time and on budget. We work with oversight entities to ensure transparent processes and expose problems with projects. Equity: Library buildings will reflect equity through community input, design and project decisions. The project will center people and communities that have been historically marginalized and underserved in design, implementation, and procurement processes. Accessibility for all: Library buildings will incorporate universal design principles and other strategies to make them usable by everyone. 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. 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. 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. Sustainability: The library and its partners will use sustainable techniques, tools, materials and practices in the design, construction and operation of Library Capital Bond Program buildings. Community Resilience: The library and its partners will construct buildings to support community strength and well-being in response to emergencies. THE MULTNOMAH COUNTY LIBRARY CAPITAL BOND PROJECTS (the "Projects"), shall consist of the first phase of the overall portfolio of bond projects. The projects awarded under this RFP consist of: Midland: Renovation of 24,000 sf existing library and a roughly 6,000 sf addition on the existing site. Renovation is anticipated to be completed to life safety standards under the governing code at the time of construction. Holgate: A new 20,000 to 30,000 sf building on the site of the existing library (existing building to be demolished). Albina: Approximately 30,000 sf new library and library administration on the existing Isom/Knott Street site. The Knott Street building (historic and current home of Albina Library and formerly The Title Wave Used Bookstore) will be renovated. The Isom Building will be removed, and the garage will be renovated or removed. North Portland: Renovation of roughly 8,700 sf of existing library, and builds an approximately 1,500 sf addition, all on the existing site. Renovation is anticipated to be completed to life safety standards under the governing code at the time of construction. Among numerous other considerations, the Project shall: be designed and constructed in a manner that obtains the greatest long-term value for Multnomah County Library and its patrons; result in the prudent expenditure of public funds within the constraints of the Project program and budget; establish itself as a model of seismic resiliency and energy efficiency for Owner; prioritize long-term maintenance and operational efficiencies while providing inspirational design; and account for the weather and seasonal variations in Multnomah County and the Pacific Northwest in general. It is anticipated that project phases may overlap due to jurisdictional permitting package requirements and project schedules. Project Phases will include the following (see sample contract, attached in Buyer's Attachments for a more detailed scope): Phase 1- Project Management, Program Review, and Site Planning Phase 2 (optional) - Procurement Process/Documents and Management Phase 3 (optional) - Design and Construction Oversight Phase 4 (optional) - Long Term Asset Warranty The Proposer selected under this RFP will be expected to sign the Services Contract and will, at a minimum, perform the Phase 1 services scope of work set forth in that contract. Thereafter, the County retains the right to proceed with optional stages at its discretion. The Owner's Rep will be responsible for working with various County representatives, the A/E Service Provider, various consultants, Agencies of Jurisdiction, local community, and the CM/GC (collectively, the "Project Team") on this Project. The Owner's Rep will also be responsible for coordinating with the local community and agencies and jurisdiction. The selected Proposer is expected to possess strong experience in the following areas: Effective communication; Project management; Program review; Site evaluation and planning; Procurement process preparation and management; Design and construction oversight; Pay application and change order review and approval; Claim and/or dispute resolution; Managing deliverables; and Leadership and management of collaborative project delivery practices. The County intends to develop a collaborative team approach to manage all phases of the Project. Collaborative project delivery principles embrace a deeply collaborative process that enhances the integration of people, systems and processes, and harnesses the innovation and talents of all Project Team members, to eliminate waste and optimize Project outcomes and efficiencies through all phases of planning, design, procurement, construction and operations. In CM/GC project delivery, this is particularly important on projects of great complexity. CM/GC "Best Practices" require that all Project participants embrace the following principles of an integrated process for the management and execution of the Project: Mutual respect and trust; Mutual benefit and reward; Collaborative innovation and decision making; Early involvement of key participants; Early goal definition; Intensified planning; Enhanced communications; Open and transparent communication; Appropriate technology; High performance organization and leadership; Collaborate and incorporate designated trade partners to support CM/GC and Project Team; and Co-location of design and construction team. The Project involves multiple stakeholders, committees, groups and team members including but not limited to those detailed below. These stakeholders, groups and team members are subject to revision as determined by the Project Executive Sponsors. Board of County Commissioners (BCC) The BCC is composed of the elected Chair and four elected Commissioners of Multnomah County. The BCC, representing the Library District, is the Project owner and has the ultimate responsibility to taxpayers for the success of the Project. Project Executive Sponsors The project's Executive Sponsors include the Department of County Assets' Director (DCA Director) and the Multnomah County Library Director (Library Director). These two positions are responsible to the BCC for the delivery of the project and have oversight of the Steering Committee and the PMO, see descriptions below. Library Capital Bond Program (LCBP) Steering Committee: The LCBP Steering Committee is made up of the Project Executive Sponsors, as well as other key stakeholders from the Library, DCA and other County departments.The Committee is responsible for the oversight and direction of the LCBP. Groups 4 through 7 below are established or are anticipated to be established to assist the implementation of projects under the bond program: Program Management Office (PMO): The PMO will be responsible for overseeing the execution of the multiple projects under the Library Capital Bond Program. It will establish the community and staff engagement protocols for the projects, as well as guidelines and standards for project delivery, documentation, compliance and communication. It is led by the PMO Director, and two deputy directors, one each from the Library and the Department of County Assets. Project Management Team (PMT): The main responsibility of the PMT is to manage the Library Bond Projects. The PMT will be composed of County staff, Library staff, Owner's Representative, the A/E Service Provider and the selected CM/GC. The required members will generally be the lead manager of each staff plus any specialists significant to the current issues. Library Users Group (LUG): The Library will form a LUG with representatives from a broad range of stakeholder interests. The LUG's role is to provide user input about Project issues and needs. Technical Working Groups (TWGs): The County will form specialized TWGs composed of technical experts in specialized fields to advise the PMT and the County/Library on recommendations on specific issues. This may include County staff from the Library, Facilities and Property Management Division, and the Information Technology Division. E. Project Milestones Timeline Pre-Design Planning Phase RFP and Awards Community Engagement Program Development Schematic Design Phase Program Validation Detailed Design Establish Target GMP Finalize Design/Implementation Documents Construction Phase Bidding/Permitting Mobilization Excavation, Early Site Preparation Structure/Shell and Core/Interior Construction & Finishes Punchlisting and Substantial Completion Final Commissioning and Close out Final Certificate of Occupancy Owner transition, FF&E and Fit out Owner Move in "Go Live" Warranty Period F. Estimated Project Timelines Chart Legend: Gray = Procurement and Contracting Yellow = Community Engagement Green = Design Dark Blue = GMP Light Blue = Construction Fixed term with options. The contract term shall be five (5) years. The County shall have the option to renew this contract for an additional one (1) year period(s) until two (2) years after Final Completion. The Contractor shall be paid for the Work on the following basis: Per the fee structure, the basis of the contract will be a NOT TO EXCEED "NTE" FEE. The Proposer shall complete all Services and provide all deliverables as defined in the Contract. If the applicable compensation is exhausted, but Services and deliverables are not complete, the Proposer shall complete the Services and provide the deliverables to the County's satisfaction without additional compensation. The amount payable under the Contract may be adjusted by the County or renegotiated to: Reduce the NTE amount associated with tasks and/or deliverables that were not authorized by the County or not performed by the Proposer; Reduce the NTE amount commensurate with deductive amendments to reduce the risk associated with the project or to reduce the Scope of Work required under the Contract; Increase the NTE amount for additional tasks and or deliverables added to the Scope of Work via amendment to the Contract. Payments will occur only after the County has determined that the Proposer has completed and the County has accepted the required Services and deliverables for which payment is sought via a properly submitted and correct invoice. The County will pay the Proposer monthly progress payments for actual costs, up to the Contract NTE amount for the Proposer's acceptable progress on tasks and deliverables included with the invoice. Travel expenses: It is the policy of Multnomah County that all travel shall be allowed only when the travel is essential to the normal discharge of Consultant's responsibilities under the Contract. All travel shall be conducted in the most efficient and cost-effective manner resulting in the best value to the County. The travel must comply with all the requirements set forth in this section and must be for Official County business only. Personal expenses shall not be authorized at any time. All expenses are included in the total maximum Contract amount. Approved rates are in the Sample Contract in the Buyer's Attachments. The Method of Contractor Selection has not been determined at this time.