REQUEST FOR PROPOSALS
PRIME PROFESSIONAL SERVICES FOR RENOVATION OF SAGINAW CHIPPEWA TRIBAL COLLEGE
MAIN CAMPUS BUILDING
Request for Proposals Issued: February 25, 2022
Non-Mandatory Pre-Bid Conference on Site March 17, 2022 @ 2:00 p.m.
Deadline for Submittal of Proposals: April 1, 2022
I. INSTRUCTIONS
The Saginaw Chippewa Tribal College (SCTC) is seeking proposals from qualified consulting firms to assist in the renovation of Saginaw Chippewa Tribal College campus; located at 5805 East Pickard Street, Mount Pleasant, Michigan 48858.
Interested firms are invited to submit one original signed proposal and five (5) separate digital copies (individual CDs or flash drives) in PDF format. The proposal shall be made in the format provided and the complete proposal, together with any and all additional materials, shall be enclosed in a sealed envelope addressed and delivered no later than April 1, 2022 to the following address:
Saginaw Chippewa Tribal College Board of Regents
CAMPUS RENOVATION PROJECT
2274 Enterprise Drive
Mount Pleasant, Michigan 48858
This Request for Proposals (RFP) does not commit SCTC to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The College reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this RFP. The College further reserves the right to accept the proposal that it considers to be in the best interest of the College.
The services we require include: Educational Planning, Facility Evaluation, Building Utilization, Facility Space Programming, and Project Budgeting and Scheduling. The renovation is to be completed on the Isabella Reservation (Proper) of the Saginaw Chippewa Tribe of Michigan, which located in Mt Pleasant, Michigan.
All requirements must be addressed in your proposal. Non-responsive proposals will not be considered. All proposals, whether selected or rejected, shall become the property of the College. The Full RFP can be found on the following website www.Sagchip.edu/renovation Firms are responsible for checking the website periodically for updates or addenda to the RFP.
A non-mandatory Pre-bid walkthrough of the building is scheduled for March 17, 2022 at 2:00 p.m. All Interested Firms are encouraged to attend and gain greater knowledge of the project. Answers to all questions asked will be posted on the website listed above no later than March 23, 2021
Requests for Information
Questions related to this RFP should be submitted in writing to Amanda Flaugher via email at aflaugher@sagchip.edu no later than March 21, 2022.
II. BACKGROUND
Saginaw Chippewa Tribal College:
The SCTC is a two-year accredited institution, which was created as a non-profit corporation by the Saginaw Chippewa Tribal Council in 1998 and Chartered as a public institution. Since inception, the Saginaw Chippewa Tribal College has evolved into an accredited higher education institution as recognized by the Higher Learning Commission. The college offers 4 degrees, Associate of Arts Liberal Arts, Associate of Arts Native American Studies: Anishinaabemowin Concentration, History and Law, Arts
and Humanities, Associate of Arts Business, and Associate of Science General Science. Classes are offered in a variety of delivery modalities; face to face, hybrid, and online. The highest enrollment has been 189 and has sustained an average of 130 students per semester. The current leased campus of four (4) buildings in an industrial park have proven to be a limiting factor for ongoing student growth and development as well as a lack of solid consistent identity for the Tribal College. The recent purchase of a three (3) story 56,000 Square foot educational building located on 10 acres of land is the first step in the development of a more culturally relevant, modern, updated campus for the SCTC’s students, faculty, staff as well as the Tribal community at large.
III. PROJECT PURPOSE
The SCTC desires to renovate the recently acquired building to replace the leased buildings that it currently occupies. Renovation of the building will provide a radically improved academic community that will certainly provide the Saginaw Chippewa community an opportunity to engage in a more educationally and culturally relevant learning environment. It is our anticipation that the renovated campus will increase the student enrollment to at least double within the first few years of occupancy. Additionally, transition from a leased space to an owner occupied space will also save SCTC annually in recaptured lease dollars and help the College continue to invest for the future.
The renovated building is proposed to house updated facilities that include but are not limited to:
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Multiple academic classrooms
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Computer labs
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Science labs
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Tribal student library
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GED teaching/testing space
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Culturally inspired common spaces throughout
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Multiple meeting rooms and community space
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Student study spaces
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faculty offices
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Tribal college administrative offices
The selected firm will help develop conceptual planning options and engage the Capacity Planning Committee, the College staff/faculty and Board of Regents in a dialogue concerning the planning goals for building renovation and occupancy.
The College is looking for collaboration and assistance from qualified firms who can satisfactorily provide pre construction, design, bidding, and construction services partnering to bring the project to a successful conclusion.
IV. SCOPE OF WORK
The Saginaw Chippewa Tribal College is seeking to renovate a recently acquired educational facility to accommodate culturally inspired spaces that meet Covid social distancing requirements for staff, students, and visitors. The 3 story building has a uniquely designed center atrium and has undergone recent electrical, structural, and mechanical inspections as part of the purchase. These inspection reports are attached at the end of this RFP. The building has undergone multiple owners including;
business offices, a radio station, community college, truck driving school and the removal of a number of walls from a previous tenants. As such, the building is in need of extensive work on the interior and exterior. It is assumed that any proposal submitted will include, but shall not necessarily be limited to, the performance of all of the activities listed below. Proposals must clearly indicate any activities that have been deleted and/or added from the requested scope of services. References to the “Architect”, “Engineer”, “Designer or other similar term shall all be intended to refer to the entity submitting a response to this RFP.
Pre-Construction Services
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Consulting with, advising, assisting and making recommendations to the SCTC Capacity Committee on all aspects of the planning and renovations.
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Assist in developing a construction program and Project scope and in establishing an estimated cost of each desired improvement.
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Develop Preliminary Design including, but not limited to, Space Planning, Schematic Design and Design Development specific to the project.
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Final Design including, but not limited to, working drawings, specifications, cost estimates, prospective bidders lists, approvals (state and local authorities), technical addenda and clarifications for all of the following, as applicable for each particular aspect of the project
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Reviewing all plans and specifications and making recommendations with respect to construction practices, material and labor, time requirements for procurement and construction.
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Providing information to the Capacity Committee regarding the division of the work in plans and specifications for each subcontractor.
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Preparing and monitoring a progress schedule for renovations to include a necessary phasing plan of action to be maintained throughout the project.
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Meeting with the Capacity Committee to facilitate permitting during the construction phase of the project. Costs for permitting shall be included in the bid proposal under the contractors cost.
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Value-Engineering as necessary to keep the project within budget parameters.
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Providing the Committee with all finish materials quantities that the college will be purchasing and supplying to the contractor for installation.
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Bidding Services
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Complete Bid package of all required construction documents and specifications, including reproduction of the same.
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Develop necessary advertising for bid documents distribution.
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Assist with creating all possible contractor interest in bidding and performing this work
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Prepare and distribute construction documents to bidders.
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Participate in pre-bid conferences with all bidders for each division of work as needed.
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Assist in evaluating bids in each work category
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Participate in post-bid interviews with apparent low bidders.
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Develop award recommendation to Capacity Team
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Review all trade contracts and associated documents
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Assist Capacity team as to necessary building permits and other governmental agency approval applications.
Construction Services
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Provide on-site observation and supervision maintaining competent supervisory staff to coordinate and provide general directions of the work and progress of the contractors on the project.
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Observing the work as it is being performed for general conformance with working drawing and specifications. Prepare change order request and receive owner approvals.
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Review shop drawings and expedite the review process
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Maintaining job site records and attending progress meetings upon request.
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Developing a Construction Quality Control plan and reviewing the plan regularly to provide reports to the Capacity Committee upon request.
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Reviewing the safety programs of each contractor for conformance with the General Contractor’s and the College’s safety programs.
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Reviewing and processing all applications for payment by involved subcontractors and material suppliers in accordance with the terms of the contract.
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Making recommendations for and processing request for changes in work and maintain records of such changes for Capacity Committee for approval.
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Scheduling and conducting (including issuance of meeting minutes) job site meetings to ensure orderly progress of the work.
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Developing and monitoring the Project Schedule, coordinating and expediting the work of all contractors and providing weekly status reports to the Capacity Committee.
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Receiving all finish materials ordered by college as specified in the bid documents including responsibility to verify quantity received matches what is ordered, providing delivery receipt documentation to Owner, storing material as needed for the project, and providing all attic stock to the college at the end of the project. Upon receipt of the materials, General Contractor is responsible for securing materials and any damages, misplacement, or theft would be at the responsibility of the General Contractor.
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Ensuring a white glove clean is maintained and within the renovated space prior to turnover to the college.
V. CONTENTS FOR PROPOSALS
In order for proposals to be considered, said proposal must be clear, concise, complete, well organized and demonstrate both respondent’s qualifications and its ability to follow instructions. The quality of answers, not length of responses or visual exhibits, is important in the proposal.
The proposal shall be organized in the format listed below and shall be limited to 20 pages (excluding attachments and appendices). Respondents shall read each item carefully and answer each of the
following items accurately to ensure compliance with College requirements. Failure to provide all requested information or deviation from the required format may result in disqualification. Restate each item prior to addressing said item.
Instruction to Bidders
A. Submittal
Include the RFP’s title and submittal due date, the name, address, fax number, and telephone number of the responding firm. Include a contact person and corresponding email address. The letter shall state that the proposal shall be valid for 45 day period and that the staff proposed is available immediately to work on this project. The person authorized by the firm to negotiate a contract with Saginaw Chippewa Tribal College shall sign the cover letter.
B. Description of Firm
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Name of firms, address, telephone number, fax number.
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Name, title, phone and fax numbers of firm's contact person
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Provide an organizational description of your firm.
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Demonstrated experience in the design programming and planning for Community College projects.
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Provide a fee structure for: Architectural design, pre-construction service, construction management, and all other services.
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Describe your approach to the programming phase of this project. What process and tools will you utilize to develop program alternatives: How will you refine and transform those alternatives into a workable architectural program?
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Describe the work plan that you intend to use to complete the tasks listed in the Scope of Work. Note any changes or additions to the work descriptions that may be overlooked or which help clarify the work tasks
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Describe the unique or innovative programming approaches you have utilized on previous projects that may be applicable to this project.
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Describe the firms experience working with Native American communities and/or Tribal College’s. Discuss your firm’s experience using Eco friendly building materials, including references.
C. Organizational Structure
Describe your firm’s organizational structure. Supply the names of the professionals who will be responsible for this project. Please provide brief resumes for these individuals.
D. References and Description of Experience
This section should identify similar projects that the firm has completed as outlined in the RFP. Use this section to indicate the areas of expertise of your firm and how the firm’s expertise will enable the College to benefit from that expertise. Include the size of at least three (3) educational projects with similar demographics and student performance, along with the names of individuals familiar with your work that can be contacted by College staff. Identify any legal proceeding (arbitration, complaint or court action) filed by an owner against your firm for any project for which you provide architectural service during the last five years.
E. Project Overview
This section should clearly convey the consultant’s understanding of the nature of the work related to student academic performance and the general approach the consultant will use to complete the project. This section should include, but not be limited to, a discussion of the organization of the project and a summary of the proposed approach.
F. Detailed Work Plan
This section of the RFP should include a full description of each step your firm would follow in completing the project. The work description should be in sufficient detail to show a clear understanding of the work and proposed approach. This section should also include a description of the format, content, and level of detail that can be expected for each deliverable. A schedule showing the important milestones should also be included.
G. Cost Proposal
This section must provide a full description of the expected expenditures for the work described in this RFP. The cost proposal must include all consultant fees, preparation of deliverables, travel expenses, printing, etc.
VI. SELECTION CRITERIA
Consulting firms submitting proposals are advised that all proposals will be evaluated to determine the firm deemed most qualified to meet the needs of the College. The selection criteria will include, but not be limited to, the items listed below:
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Demonstrated understanding and responsiveness to the RFP.
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Proposals and experience of firm and personnel named in the proposal.
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Describe your company’s commitment to creating premier educational services.
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Project understanding and approach including an understanding of the College.
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Satisfaction of previous clients. Provide three (3) references that reflect similar demographics and student performance, and are similar to the work contemplated in this RFP. Include the scope of work for each reference.
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Oral interview.
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Completeness and quality of the proposal.
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Cost proposal.
VII. PROCESS FOR SELECTING FIRM?
A Selection Advisory Committee will select and rank in the order of their qualifications those companies deemed to be the most highly qualified to perform the required work.
The Selection Advisory Committee may choose to interview any, all, or none of the respondents as may be in the best interest of the College. If interviews are held, the College will notify those Firms selected as to the place, date, and time. The College will make investigations as necessary regarding the financial stability of any or all respondents and may require review by the Saginaw Chippewa Indian Tribe’s legal counsel. The names of all firms submitting proposals and the names, if any, selected for interview shall
be public information. After award, final ranking, committee comments, and evaluation scores, the contents of all proposals become public information. Firms that have not been selected shall be so notified in writing after the conclusion of the selection process. Late bids will be returned to the bidder unopened.
Process for RFP
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Schedule for Submission & Evaluation Process
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RFP distributed to vendors Deadline for RFP questions
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Deadline for RFP response to questions
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Proposals due
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Evaluation committee review
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Recommendations to Board of Regents
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Negotiate contract/provider signed contract
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Contract fully executed
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Anticipated earliest begin date
VIII. AWARD
Evaluation of Bid Proposals
Proposals will be evaluated based on the degree to which the proposed solution meets or exceeds the stated requirements, the perceived maintainability and supportability of the proposed solution, the acquisition cost of the proposed solution, recurring costs associated with the proposed solution, other capabilities provided by the proposed solution not addressed in this RFP, the delivery and implementation timeframe of the proposed solution, reputation of the vendor and products included in the proposed solution, and College experience with the vendor.
The order of the criteria listed is of no consequence. The weight to which each criterion is considered at the sole discretion of the College will be based on the following: Cost, Safety, Sustainability, Purchasing Power, and Technology.
Award of Contract
The award of the Contract will be made to the responsive Bidder whose bid conforms, as specified in this document, and that is most advantageous to the College, price, and other factors being considered. The College reserves the right to reject any and all bids or part thereof and waive any irregularities. Final terms of all contracts and agreements will be negotiated by the Saginaw Chippewa Indian Tribe’s legal counsel.
Timeline to Start Work
Start time shall be determined after Board of Regents Approval Estimated to be Early May 2022.
IX. ADDITIONAL RESOURCES (Click here to download the full document)
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Basic Building Information
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Existing floor plan of building
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Mechanical, Electrical, and Structural inspection reports