Legal Notices

REQUEST FOR PROPOSAL (RFP) FOR ARCHITECTURAL SERVICES I. GENERAL INFORMATION a. Purpose. This request for proposal (RFP) is to contract an architect to design and coordinate renovations at Camden-on-Gauley Medical Center, Richwood location, Inc. (hereinafter referred to as (COG), 10003 Webster Road, Camden on Gauley, WV. b. Who May Respond. Only architects who are currently licensed to practice in West Virginia may respond to this RFP. c. Proposal Submission. i. Closing Submission Date. Proposals must be submitted no later than 5:00 pm on November 30, 2021. ii. Inquiries or to schedule a pre-bid conference. Inquiries concerning this RFP should be made to: Teresa Kelly, CFO P.O. Box 69 Camden on Gauley, WV 26208 304-226-5725 ext. 139 Or e-mailed to: [email protected] iii. Conditions of Proposal. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offerer and will not be reimbursed by Camden-on-Gauley Medical Center, Inc. iv. Instructions to Prospective Architects. Your proposal should be addressed as follows: Teresa Kelly, CFO P.O. Box 69 Camden on Gauley, WV 26208 It is important that the Offerer’s proposal be submitted in a sealed envelope clearly marked in the lower left-hand corner with the following information: Request for Proposal Date of proposal SEALED PROPOSAL for Architectural Services Failure to do so may result in premature disclosure of your proposal. It is the responsibility of the Offerer to ensure that the proposal is received by Camden on-Gauley Medical Center, Inc. by the date and time specified above. Late proposals will not be considered. v. Right to Reject. COG reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be drafted based upon the factors described in this RFP. vi. Small and/or Minority-Owned Businesses. COG invites any eligible entity to consider this RFP and subsequent contracts. Efforts will be made by COG to utilize and contract with small businesses, women and/or minority owned businesses. An Offerer will qualify as a small business firm if it meets the definition of “small business” as established by the Small Business Administration (13 C.F.R. 121.201). vii. Notification of Award. It is expected that a decision selecting the successful architect will be made within two (2) weeks of the closing date for the receipt of proposals. Upon conclusion of final negotiations with the successful architect, all Offerers submitting proposals in response to this RFP will be informed, in writing, of the name of the successful architect. It is expected that the contract shall be for work performed within a specific time period. 11. DESCRIPTION OF ENTITY COG is a Federally Qualified Health Center with principal offices located in Camden on Gauley, WV. COG serves patients in Fayette, Lewis, Nicholas, and Webster counties in West Virginia. Ill. PROJECT SUMMARY COG recently received funding from the Health Resources and Services Administration (HRSA) in the form of a Capital grant. This new funding allows for COG to support construction, expansion, alteration, renovation, and other capital improvements to modify, enhance, and expand health care infrastructure. COG’S goal is to use this funding to: Design for altering and renovating an existing site at 16 W. Main Street, Richwood WV 26261- 1008. The site is 2,800 square feet and will include two dental operatories, five exam rooms, a laboratory, an x-ray room, a pharmacy, a patient consulting room, two waiting areas, two restrooms, a break room, and storage space are to include: renovation of the registration/check out area; expansion of existing clinical pharmacy consultation area; renovation of one or two restrooms to make them ADA compliant. IV. RESPONSIBILITIES Architect’s Responsibilities: a. The architect will review COG ‘s scope of work, budget, and schedule to reach an understanding of the project requirements. b. The architect will field measure and document existing conditions as required. c. The architect will assist COG in determining what, if any, consulting services are required for the project. d. The architect’s work is comprised of five (5) sequential design phases which are described in section V. SCOPE OF SERVICES. V. SCOPE OF SERVICES The Offerer shall be readily available to perform the following architectural services, within five (5) sequential design phases as requested by the Chief Executive Officer (CEO) and the project committee: a. Schematic Design (SD). The architect will create a thorough list of project objectives, measure the affected spaces, draw base plans, develop schematic design options in 2-D and 3-D, and review options with the Administration. The architect will meet with the Administration to review and collect complete information regarding desired size, function, and aesthetic of new or renovated spaces. b. Design Development (DD). The architect will be expected to refine and revise the design of the space. Once the Administration selects a design direction, the architect will add details and incorporate requested changes. These will then be reviewed in-person. The DD phase includes the following steps: architect revises drawings based on the Administration’s feedback from SD phase; architect reviews changes with the Administration. c. Pricing. The architect is responsible for obtaining preliminary pricing from professional contractors. The architect will produce pricing drawings, assist in contractor selection, distribute drawings, and receive estimates. Pricing drawings include: a narrative description of project scope; floor plans and 3-D views that describe extent of demolition and new construction; a list of specific products, fixtures, and materials to be included in the estimate as well as quantities of significant materials such as flooring, counter tops, and tile; Instructions for preparation and itemization of estimates to facilitate comparison. d. Construction Documents (CD). Once preliminary pricing is received, the Administration may wish to adjust the project scope to satisfy budget and time constraints. The architect is responsible for making sure changes are incorporated, and the final design is detailed. The architect will develop construction documents in accordance with the building codes and zoning ordinances having jurisdiction. The architect will decide which drawings are necessary for construction. These may include: site plan, ceiling plans, zoning and code information for permitting, door and window details, demolition plans, materials and fixtures lists, floor plans, construction details, sections general notes, interior and exterior elevations. e. Construction Administration (CA). The architect will act as COG’s advocate during construction by answering contractor questions, interpreting the construction documents, and assisting with final product, material, and color selections. CA phase will last for the duration of construction. VI. SCHEDULE/ TlMELINE Project Period: Start date 09/15/2021- End Date 09/14/2024 Hard deadlines will be determined. VII. BUDGET $650,850. Project budget will be refined with input from selected architect. VIII. COMPENSATION and PAYMENT Compensation and payment should be set by the Offerer. CO G reserves the right to negotiate with the Offerer on the structure of fees and payment schedule. See Section IX PROPOSAL CONTENTS, part b. Proposed Compensation for further details. IX. PROPOSAL CONTENTS The Offerer, in its proposal, shall, as a minimum, include the following: a. Architectural Experience and Qualifications. The Offerer should describe its architectural experience, including the names, addresses, contact persons, and telephone numbers of at least three clients, preferably including clients similar to COG. The Offerer should have experience in the following areas: non-profit and tax-exempt organizations; government grants and contracts; general business operation, health care organizations, health care compliance resources and regulatory agencies. The Offerer should describe their qualifications. Descriptions should include: i. Professional and educational background. ii. Prior experience of the architect with respect to the required experience listed above. b. Proposed Compensation. The Offerer’s proposed compensation should include Initial payment, consultation fees, additional service fees, reimbursable expenses fees and payment schedule. Include information on the hourly billing rates of the architect or other staff who is expected to work on this project and charges for expenses, if any. COG reserves the right to negotiate with the Offerer on the structure of fees and payment schedule. X. PROPOSAL EVALUATION/ CRITERIA for SELECTION a. Submission of Proposals. All proposals shall include an original and four (4) copies. b. Evaluation Procedure and Criteria. COG’s CEO and appropriate staff will review proposals and make recommendations to the BODs for final approval. The CEO and/or BODs may request a meeting with some qualified Offerers prior to final selection. Proposals will be reviewed in accordance with the following criteria: 1. Proposed approach to scope of work. 2. Level of experience of the individual identified to work on this matter. 3. The Offerer’s experience with similar organizations and services. 4. Response from references. 5. Cost. 6. Interviews, if conducted. 7. Education, years, and types of experience, and continuing professional education will be considered. LC-119455 11-04,11;2021