Iowa Public Employees Retirement System Request for Proposal Design and Construction Contract Administration Services

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1 Iowa Public Employees Retirement System Request for Proposal Design and Construction Contract Administration Services Request for Proposal Number: O IPERS will receive sealed proposals until 3:00 p.m., Central Standard Time, January 22, 2016 from qualified firms to provide Design and Construction Contract Administration Services for IPERS projects. Late proposals will not be considered. Date Proposals Due: January 22, 2016 Contract to Begin: March 1, 2016 For information regarding this notice, and throughout this competitive acquisition process, interested service providers shall only contact the issuing officer: ISSUING OFFICER Suzan Stuchel Iowa Public Employees Retirement System Operations Division IPERS Headquarters Facility 7401 Register Drive Des Moines, IA Phone No:

2 Iowa Public Employees Retirement System (RFP) Design and Construction Contract Administration Request for Proposal Number: O Contents Section 1 Introduction... 3 Section 2 Administrative Information... 7 Section 3 Technical Requirements of the RFP Section 4 Format and Content of Service Proposals Section 5 Evaluation and Selection Section 6 Contractual Terms and Conditions Appendix A Submittal Checklist Appendix B Proposal Certification Letter Appendix C Certification of Independence Letter Appendix D Certification Regarding Debarment Letter Appendix E Authorization to Release Information Letter Appendix F Envelope Template Attachment 1 IPERS FY2017 Capital Improvement and Maintenance Plan Attachment 2 Mandatory Requirements and Fee Information Attachment 3 Firm Experience Table Attachment 4 AIA B Terms and Conditions Attachment 5 IPERS Ethics Policy Attachment 6 Background Security Check Policy IPERS Service Providers 2 of 41

3 Introduction 1.1 Purpose The Iowa Public Employees Retirement System, (hereafter called IPERS) seeks one or more consultants to provide on-going design and construction contract administration services for all facility and property projects at our headquarters facility in Des Moines, Iowa. Specifically, IPERS desires to complete a broad range of currently identified facility and property projects in order to maintain and improve the property, conserve energy, and save money related to energy consumption. IPERS expects all of the projects to be designed and implemented together to ensure that where synergy and cost savings between projects can occur that IPERS is able to realize such savings. Also, such coordination will reduce the disruptions to IPERS business activities as these projects are accomplished. The initial term of the contract for all selected consultant(s) shall be for a period of two (2) years. Specific projects identified in this RFP shall be included in the initial contract for only one of the selected consultants. That consultant and any other selected consultants shall be available to perform design and construction contract administration services for any future IPERS projects. IPERS shall retain the right to negotiate with any consultant on contract for any future project specific work orders. IPERS provides no guarantee as to the number or dollar value of future project specific work orders. The initial contract term with each Consultant may be renewed for four (4) additional periods of twelve (12) months each, at the discretion of IPERS. The resulting outcome of this RFP will be a designated term contract between each selected consultant and IPERS. Please see Section 6, Contractual Terms and Conditions and Attachments 4, 5 and 6 for additional contract information. 1.2 Definitions For purposes of this RFP and the resulting contract, the following terms shall mean: (i) Consultant means the provider of the services under the Contract. (ii) Contract means the formal legal document(s) created in accordance with the provisions of Section 6 of this RFP and used to create an agreement for purchasing services solicited pursuant to this RFP. (iii) Contract Agreement Form means the document that contains basic information about the Contract, and incorporates by reference the Consultant s Service Proposal in response to the RFP, the applicable Contract Terms and Conditions, the final pricing documentation for services and any mutually agreed modifications, additions and deletions resulting from final contract negotiations. However, no objection or amendment by a Consultant to the RFP requirements shall be incorporated by reference into the Contract unless IPERS has accepted the Consultant s objection or amendment in writing. IPERS intends to utilize 3 of 41

4 appropriate AIA documents to define the specifics of each project and the related information. IPERS expects the consultant to generate draft and final AIA documents since IPERS does not have the necessary AIA software. (iv) IPERS means the Iowa Public Employees Retirement System as established in Iowa Code Chapter 97B. (v) RFP means this Request for Proposal (and any addenda thereto) that was issued by IPERS to solicit the services that are subject to the Contract. (vi) Service Proposal or Consultant s Response means the Consultant s proposal submitted in response to the RFP. 1.3 Overview of the RFP Process In order to determine whether a Consultant(s) is qualified to provide the requested services IPERS has decided to have the Consultants complete RFP section 3.3 to gather information on experience, history, qualifications and fee structure. Consultants will be required to submit their responses in hardcopy and electronically. Refer to Section 4 of this RFP for the media, format, and number of copies required in each case for submission. It is IPERS intention to evaluate proposals from all responsive and responsible Consultants, and award any contracts in accordance with Section 5, Evaluation and Selection. 1.4 Background Information IPERS annually produces a Capital Improvement and Maintenance Plan (Plan), see Attachment 1, which provides in detail the background, current status, and planned projects for our property and facility. IPERS utilizes this document to identify on-going operational needs and necessary maintenance. In addition, all upcoming facility improvement projects are listed in the plan. The FY2017 Capital Improvement and Maintenance Plan is the basis for and identifies all known projects which are under the scope of this RFP. Specifically, these are the identified projects listed under Division 1A of the Plan. IPERS expects all of these projects to be designed and implemented under the scope of the initial contract by one of the Consultants. Further details of each project may also be found in the other Divisions and sections of the Plan so it is important for the Consultant to thoroughly read the Plan to understand the full scope of the effort. Upon completion of the design phase and under the guidance of the consultant IPERS intends to issue one or more Request for Proposals (RFP) to implement all identified projects. The consultant is expected to provide all typical construction contract administration services during the RFP and contract phase and during the implementation phase of the project. 4 of 41

5 This RFP is designed to provide Consultants with the information necessary to prepare competitive service proposals. The RFP process is for IPERS benefit and is intended to provide IPERS with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Consultant is responsible for determining all factors necessary for submission of a comprehensive service proposal. The following sections contain information regarding required services Required Services It is important that sufficient information be included in the proposal to allow the evaluation committee to conduct a full evaluation of the qualifications of the prospective consultant. During the term of the agreement it is anticipated that the required services will generally include, but will not necessarily be limited to, the following: Design and Construction Contract Administration Prepare all design, specification, and construction documents; Ensure quality construction and/or installation of any improvements; Develop operational and maintenance procedures for peak efficiency of all equipment, and to provide training for equipment operators; Verify that the design intention is implemented correctly, with site visits and other means of quality control; Verify by nationally accepted standards that all the affected equipment and systems operate as specified and intended in the design; Provide bidding documents and distribute to prospective bidders in a mutually agreed upon quantity and manner; Attend and lead a pre-bid meeting, answer bidder s questions, and issue addenda, if required, in cooperation with IPERS; Assist IPERS in evaluating the bids and make a recommendation as to award of the construction contract; Attend and lead a pre-construction meeting, make site observation visits as negotiated, attend and preside over regularly scheduled construction meetings, prepare and distribute minutes of all meetings, and participate in a substantial completion inspection and a final completion inspection; Provide warranty phase services as agreed during contract negotiations; Review contractor payment requests; Provide shop drawing reviews; and 5 of 41

6 Develop a project punch list and record drawings in both hard copy and electronic format (AutoCAD). The awarded Consultant(s) shall provide services in general that include but are not limited to the following basic and other services: All work by the Consultant shall be closely coordinated with IPERS in providing preconstruction and construction phase services and other services described in this RFP and required by IPERS. In cooperation with IPERS, review current conditions, programs, reference existing drawings, and provide alternatives, recommendations and estimated costs for the work. Visit the site as necessary to gather information and verify existing conditions and work requirements. Meet all applicable code and regulatory requirements. Provide interim submittal documents for review by IPERS at mutually agreed upon intervals throughout the design and documentation phases of the project. Each submittal shall include an updated statement of probable cost to the level of detail appropriate and agreed to at the time of contract negotiations. Provide a 100% complete submittal of the contract documents, including an updated statement of probable costs, and meet with IPERS to review same. Develop project record documents in both hard copy and in electronic format as specified by IPERS and provide three (3) sets in reproducible form of the final drawings and specifications. Understand all applicable State of Iowa Building Code editions as adopted effective January 1, Negotiation of Project Specific Work Orders Specific projects identified in this RFP shall be included in the initial contract for only one of the selected consultants. That consultant and any other selected consultants shall be available to perform design and construction contract administration services for any future IPERS projects. IPERS shall retain the right to negotiate with any consultant on contract for any current or future project specific work orders. IPERS provides no guarantee as to the number or dollar value of future project specific work orders. Future projects will be identified on an as-needed basis. A proposed project description, budget, schedule and scope of required services will be developed for all projects. Specific conditions for each project specific work order will be negotiated as an individual project and will be based on the hourly rates, fees and other rates included in each consultant s response to this RFP. IPERS reserves the right to negotiate the work orders with one or more of the Consultants selected under this RFP before determining which Consultant will be awarded the work. 6 of 41

7 Section 2 Administrative Information 2.1 Issuing Officer The person identified below is the sole point of contact regarding the RFP from the date of issuance until selection of the successful Consultant. Suzan Stuchel Iowa Public Employees Retirement System 7401 Register Drive Des Moines, IA Phone No.: Restriction on Communication From the issue date of this RFP until announcement of the successful proposer(s) Consultants may only contact the Issuing Officer. The Issuing Officer will only respond to written questions regarding the procurement process. Questions related to the interpretation of this RFP must be submitted as provided in section 2.5. Verbal questions related to the interpretation of this RFP will not be accepted. Consultants may be disqualified if they contact any state employee other than the contact person about the RFP except that Consultants may contact the State Targeted Small Business Office on issues related to the preference for Targeted Small Businesses. 2.3 Downloading the RFP from the Internet This RFP and all addenda will be posted online at IPERS website, Consultants are advised to check this web page periodically for any issued addenda to the RFP, particularly if a Consultant obtained a copy of the RFP by download from the web page, as the Consultant may not automatically receive transmitted copies of any issued addenda. If the Consultant received this RFP as a result of a written request to the Issuing Officer, the Consultant will automatically receive notification of, or be transmitted by or fax, all issued addenda. Consultants are advised to check the web page, or contact the Issuing Officer, to make sure they are in receipt of all addenda that may have been issued leading up to the due date and time for receipt of proposals. 2.4 Procurement Timetable The following dates are set forth for informational and planning purposes; however, IPERS reserves the right to change the dates. If IPERS changes any of the deadlines for consultant submissions, IPERS will issue an addendum to the RFP. 7 of 41

8 Event RFP Notice posted on the Department of Administrative Service s website for Targeted Small Businesses. RFP will be posted on the IPERS website and the state bid opportunities website. Reference Room: IPERS will establish a reference room at the IPERS Headquarters facility where all documents related to any previous facility or property activity such as reports, drawings, blueprints, plans, previous bid documents, and any other related information will be made available to potential proposers. Pre-Proposal Conference: There will be a conference at the IPERS Headquarters facility at this date and time. Questions and requests for clarifications to the RFP shall be submitted in writing by prospective consultants to the Issuing Officer. Written questions and requests for clarification may be delivered, faxed or sent by and are due at this date and time. IPERS responses to written requests for clarifications and pertinent questions will be issued to all prospective consultants that requested from the Issuing Officer, in writing, copies of the RFP. Responses will be issued as addenda to the RFP and sent by fax or before 5 PM CST on this date. Consultants who obtained a copy of the RFP by download from the above specified website may not automatically be transmitted a copy of any addenda issued by the Issuing Officer, including an addendum with IPERS response to any received questions or requests for clarification. Consultants are advised to check the website for any addenda containing IPERS response to such inquiries. Date/Time (Central Standard Time) Friday, December 11 th, 2015 Tuesday, December 15 th, 2015 Monday, December 21 Wednesday, December 30, AM -3:30 PM Monday, January 4 th, PM Friday, January 8 th, PM Wednesday, January 13 th, of 41

9 Proposals are due at 3:00 PM CST. Proposals shall be delivered to: RFP-O Iowa Public Employees Retirement System 7401 Register Drive Des Moines, IA An original, one (1) hard copy, and one (1) pdf sent to the issuing officer. Proposals shall be available to be time-stamped at the IPERS Reception Desk on or before 3:00 PM on the proposal due date. Evaluation Committee reviews written proposals and selects short list of consultants for further consideration. Phone interviews with short listed firms may be conducted by the Evaluation Committee. Each interview will last no more than 60 minutes. Selection of consultant will be made by IPERS and a Notice of Intent to Award a Contract, identifying the selected firm(s), will be transmitted by the Issuing Officer to all firms that submitted a proposal. Target date for start of contract negotiations with selected firm. Friday, January 22 nd, PM Tuesday, January 26 th, 2016 Wednesday, January 27 th, 2016 Thursday January 28 th, 2016 Friday, February 5 th, 2016 Target date for fully executed contract. Thursday, February 25 th, Questions, Requests for Clarification, and Suggested Changes Consultants are invited to submit written questions and requests for clarifications regarding the RFP. Consultants may also submit suggestions for changes to the requirements of this RFP. The questions, requests for clarifications, or suggestions must be in writing and received by the Issuing Officer before the date and time listed in section 2.4. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFP, the page and section number(s) must be referenced. Written responses to questions, requests for clarifications, or suggestions will be sent or issued on the website on or before the date listed in section 2.4 to Consultants who received RFP s. IPERS written responses will be considered part of the RFP. If IPERS decides to adopt a suggestion, IPERS will issue an addendum to the RFP. 9 of 41

10 IPERS assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP. 2.6 Addendum to the RFP IPERS reserves the right to amend the RFP at any time by issuing an Addendum to the RFP. The Consultant shall acknowledge receipt of all such Addenda in its proposal. If an Addendum occurs after the closing date for receipt of service proposals, IPERS may, in its sole discretion, allow Consultants to amend their service proposals in response to IPERS' Addendum if necessary. 2.7 Service Proposal and Withdrawal of Service Proposal The Consultant may amend its service proposal at any time before the service proposals are due. The amendment must be in writing, signed by the Consultant and received by the time set for the receipt of service proposals. Faxed amendments will not be accepted. Consultants who submit proposals in advance of the deadline may withdraw, modify, and resubmit proposals at any time prior to the deadline for submitting proposals. Consultants must notify the Issuing Officer in writing if they wish to withdraw their proposals. 2.8 Submission of Service Proposals IPERS must receive the service proposal at IPERS Headquarters address identified in section 2.1 before the date and time listed in section 2.4. This is a mandatory requirement and will not be waived by IPERS. Any service proposal received after this deadline will be rejected and returned unopened to the Consultant. Consultants mailing service proposals must allow ample mail delivery time to ensure timely receipt of their service proposals. It is the Consultant s responsibility to ensure that the service proposal is received prior to the deadline. Postmarking by the due date will not substitute for actual receipt of the service proposal. Faxed service proposals will not be accepted. Consultants must furnish all information necessary to evaluate the service proposal. Service proposals that fail to meet the mandatory requirements of the RFP may be disqualified. Verbal information provided by the Consultant shall not be considered part of the Consultant's service proposal. 10 of 41

11 2.9 Service Proposal Opening The Issuing Officer will open service proposals after the deadline for submission of proposals has passed. The service proposals will remain confidential until the Evaluation Committee has reviewed all of the service proposals submitted in response to this RFP and IPERS has announced a notice of intent to award a contract to a selected Consultant(s). See Iowa Code Section However, the names of Consultants who submitted timely service proposals will be publicly available after the service proposal opening. The announcement of Consultants who timely submitted service proposals does not mean that an individual proposal has been deemed technically compliant or accepted for evaluation Costs of Preparing the Service Proposal The costs of preparation and delivery of the service proposal are solely the responsibility of the Consultant Rejection of Service Proposals IPERS reserves the right to reject any or all service proposals, in whole and in part, received in response to this RFP at any time prior to the execution of a written contract. Issuance of this RFP in no way constitutes a commitment by IPERS to award a contract. This RFP is designed to provide Consultants with the information necessary to prepare a competitive service proposal. This RFP process is for IPERS benefit and is intended to provide IPERS with competitive information to assist in the selection of a Consultant to provide services. It is not intended to be comprehensive and each Consultant is responsible for determining all factors necessary for submission of a comprehensive service proposal Disqualification IPERS shall reject outright and will not evaluate proposals for any one of the following reasons: The Consultant fails to deliver the service proposal by the due date and time The Consultant acknowledges that a requirement of the RFP cannot be met The Consultant's service proposal materially changes a requirement of the RFP or the service proposal is not compliant with the requirements of the RFP The Consultant s service proposal limits the rights of IPERS The Consultant fails to include information necessary to substantiate that it 11 of 41

12 will be able to meet a requirement of the RFP The Consultant fails to respond to IPERS' request for information, documents, or references The Consultant fails to include any signature, certification, authorization, stipulation, disclosure or guarantee requested in section 4 of this RFP The Consultant presents the information requested by this RFP in a format inconsistent with the instructions of the RFP or otherwise fails to comply with the requirements of this RFP The Consultant initiates unauthorized contact regarding the RFP with state employees The Consultant provides misleading or inaccurate responses There is insufficient evidence (including evidence submitted by the Consultant and evidence obtained by IPERS from other sources) to satisfy IPERS that the Consultant is properly qualified to satisfy the requirements of the RFP Nonmaterial Variances IPERS reserves the right to waive or permit cure of nonmaterial variances in the service proposal if, in the judgment of IPERS, it is in IPERS best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other Consultants, that do not change the meaning or scope of the RFP, or that do not reflect a material change in the requirements of the RFP. In the event IPERS waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP requirements or excuse the Consultant from full compliance with RFP requirements or other contract requirements if the Consultant is awarded the contract. The determination of materiality is in the sole discretion of IPERS Reference Checks IPERS reserves the right to contact any reference to assist in the evaluation of the service proposal, to verify information contained in the service proposal and to discuss the Consultant s qualifications and the qualifications of any sub-consultant identified in the service proposal Information from Other Sources IPERS reserves the right to obtain and consider information from other sources concerning a Consultant, such as the Consultant s capability and performance under other contracts, the qualifications of any subcontractor identified in the service 12 of 41

13 proposal, the Consultant s financial stability, past or pending litigation and other publicly available information Verification of Service Proposal Contents The content of a service proposal submitted by a Consultant is subject to verification. If IPERS in its sole discretion determines that the content is in any way misleading or inaccurate, the Consultant may be disqualified Criminal History and Background Investigation IPERS reserves the right to conduct criminal history and/or other background investigations of the Consultant, its officers, directors, shareholders, or partners and managerial and supervisory personnel retained by the Consultant or sub-consultants to the Consultant for the performance of the contract. The Consultant hereby explicitly authorizes IPERS to conduct the described investigations of all such personnel and affirms that authorization has been obtained from any sub-consultants and their personnel. IPERS and the selected Consultant(s) shall adhere to the IPERS Service Providers Background Security Check Policy as presented in Attachment Service Proposal Clarification Process IPERS reserves the right to contact a Consultant after the due date and time for receipt of service proposals for the purpose of clarifying a service proposal to ensure mutual understanding. This contact may include written questions, interviews, site visits, a review of past performance if the Consultant has provided services to IPERS or any other state entity or political subdivision wherever located in the state, or requests for corrective pages in the Consultant s service proposal. An individual authorized to legally bind the Consultant shall sign responses to any request for clarification. Responses shall be submitted to IPERS within the time specified in IPERS' request. Failure to comply with requests for additional information may result in rejection of the service proposal as non-compliant Disposition of Service Proposals All service proposals become the property of IPERS and shall not be returned to the Consultant at the conclusion of the selection process. The contents of all service proposals will be in the public domain and be open to inspection by interested parties subject to exceptions provided in Iowa Code Chapter 22 or other applicable law. 13 of 41

14 2.20 Public Records and Requests for Confidential Treatment IPERS may treat all information submitted by a Consultant as public information unless the Consultant properly requests that specific parts of the proposal information be treated as confidential at the time of submitting the service proposal. IPERS release of information is governed by Iowa Code chapter 22. Consultants are encouraged to familiarize themselves with chapter 22 before submitting a proposal. IPERS will copy public records as required to comply with the public records laws. Any request for confidential treatment of specific information must be included in the transmittal letter with the Consultant s service proposal. In addition, the Consultant must enumerate the specific grounds in Iowa Code Chapter 22 or other applicable law which support treatment of the material as confidential and explain why disclosure is not in the best interest of the public. Pricing information cannot be considered confidential information. The request for confidential treatment of information must also include the name, address, and telephone number of the person authorized by the Consultant to respond to any inquiries by IPERS concerning the confidential status of the materials. Any service proposal submitted which contains specific confidential information must be conspicuously marked on the outside as containing confidential information, and each page upon which confidential information appears must be conspicuously marked as containing confidential information. Failure to properly identify specific confidential information shall relieve IPERS personnel from any responsibility if confidential information is viewed by the public, a competitor, or is in any way accidentally released. Identification of the entire service proposal as confidential may be deemed non-responsive and disqualify the Consultant. If the Consultant designates any portion of the proposal as confidential, the Consultant must submit one copy of the service proposal from which the confidential information has been excised. This excised copy is in addition to the number of copies requested in section 4 of this RFP. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the service proposal as possible. IPERS will treat the information marked confidential as confidential information to the extent such information is determined confidential under Iowa Code Chapter 22 or other applicable law by a court of competent jurisdiction. In the event IPERS receives a request from a third party for information in a Consultant s proposal marked confidential, written notice shall be given to the Consultant seven calendar days prior to the release of the information to allow the Consultant to seek injunctive relief pursuant to Section 22.8 of the Iowa Code. The Consultant s failure to request confidential treatment of material will be deemed by IPERS as a waiver of any right to confidentiality, which the Consultant may have had. 14 of 41

15 2.21 Copyrights By submitting a service proposal, the Consultant agrees that IPERS may copy the service proposal for purposes of facilitating the evaluation of the service proposal or to respond to requests for public records. The Consultant consents to such copying by the Consultant s submission of a service proposal in response to this RFP, and warrants that such copying will not violate the rights of any third party. IPERS shall have the right to use ideas or adaptations of ideas that are presented in a service proposal submitted by any Consultant Release of Claims By submitting a service proposal, the Consultant agrees that it will not bring any claim or cause of action against IPERS based on any misunderstanding concerning the information provided herein or concerning IPERS' failure, negligent or otherwise, to provide the Consultant with pertinent information as intended by this RFP Presentations Consultants deemed to be best qualified to provide required services upon evaluation of all proposals may be required to make a presentation of their service proposal to the Evaluation Committee assembled to evaluate prospective Consultants. The presentation may occur at the offices of IPERS or other State offices, or at the offices of the Consultant, or by phone. The determination as to need for presentations, the location, order, and schedule of the presentations is at the sole discretion of IPERS. Any such presentation may include slides, graphics and other media selected by the Consultant to illustrate the Consultant s service proposal Evaluation of Service Proposals Submitted Service Proposals that are timely submitted and are not subject to disqualification will be reviewed in accordance with Section 5 of the RFP. IPERS will not necessarily award any contract resulting from this RFP to the Consultant offering the lowest cost to IPERS. Instead, IPERS will award the contract to the compliant Consultant whose service proposal IPERS believes will provide the best value to IPERS Award Notice and Acceptance Period Notice of intent to award the contract will be ed or faxed to all Consultants submitting a timely service proposal. Consultants may request a hard copy of the notice via US mail. Negotiation and execution of the contract shall be completed no later than the date listed in section 2.4. If the apparent successful Consultant fails to negotiate and deliver an executed contract by that date, then IPERS, in its sole 15 of 41

16 discretion, may cancel the award and award the contract to the remaining Consultant IPERS believes will provide the best value to IPERS Definition of Contract The full execution of a written contract shall constitute the making of a contract for the services requested by the RFP and no Consultant shall acquire any legal or equitable rights relative to the contract for such services until the contract has been fully executed by the successful Consultant(s) and IPERS Choice of Law and Forum This RFP and the resulting contract are to be governed by the laws of the State of Iowa. Changes in applicable laws and rules may affect the award process or the resulting contract. Consultants are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate Iowa forum Restrictions on Gifts and Activities Iowa Code Chapter 68B restricts gifts which may be given or received by state employees and requires certain individuals to disclose information concerning their activities with state government. Consultants are responsible to determine the applicability of this Chapter to their activities and to comply with the requirements. In addition, pursuant to Iowa Code section 722.1, it is a felony offense to bribe or attempt to bribe a public official. All awarded Consultant(s) must also abide by the IPERS Ethics Policy as presented in Attachment Appeals Filing an appeal. Any proposer that filed a timely proposal and that is aggrieved by an award made by IPERS may appeal the decision by filing a written notice of appeal with Chief Executive Officer (CEO) Donna Mueller, 7401 Register Drive, Des Moines, Iowa, 50321, within five calendar days of the date of award, exclusive of Saturdays, Sundays, and legal state holidays. IPERS must actually receive the notice of appeal within the specified time frame for it to be considered timely. The notice of appeal shall state the grounds upon which the vendor challenges IPERS award. Procedures for vendor appeal. The appeal will be treated as other agency action in accordance with Iowa Code chapter 17A and cases interpreting this Code chapter. The procedure for an appeal of other agency action is to allow the bidder an opportunity to be heard. To fulfill this obligation, the proposer has five calendar days from the date the notice of appeal was filed with IPERS to submit any written arguments and documents it wants considered related to the merits of the appeal. The 16 of 41

17 aggrieved proposer may, or may not, be afforded an opportunity to discuss the merits of the appeal with CEO Mueller over the telephone, or in person. CEO Mueller will issue a final agency decision related to the appeal. The exclusive means for a proposer to seek further review of the final agency decision shall be governed by Iowa Code 17A of 41

18 Section 3 Technical Requirements of the RFP 3.1 Overview This section contains the detailed technical and business requirements of this RFP. IPERS has determined that it is best to define its own needs, desired operating objectives, and desired operating environment. IPERS will not tailor these needs to fit a particular solution Consultants may have available; rather, Consultants shall propose to meet IPERS needs as defined in this RFP. These requirements are divided into two groups: Mandatory Requirements: A successful Consultant must be able to satisfy all these requirements to be deemed a responsive and responsible Consultant. Scored Technical Requirements: Proposals which pass the Mandatory Requirements Review will be reviewed by the Evaluation Committee for quality and completeness. Compliance with the Scored Technical Requirements is also mandatory. The successful Consultant shall be obligated to provide all services identified in this Section and subsection The successful Consultant shall also be obligated to provide all services specified in their response to this RFP. 3.2 Mandatory Requirements All items listed in sections 3.2.1, and are Mandatory Requirements. Consultant must mark either yes or no to each requirement in their response in the attached Excel document titled Attachment 2 Mandatory requirements and fee information.xls. By indicating yes, Consultants agree that they shall comply with that requirement throughout the full term of the contract, if the Consultant is successful. In addition, for specific requirements, Consultants shall provide specific references and supportive materials to verify the Consultant s compliance with IPERS requirements. Failure to provide this information may cause Consultants to be deemed non-responsive and their proposal eliminated from further consideration under this RFP. A pass/fail evaluation will be utilized for all Mandatory Requirements. To be deemed responsive and responsible and considered eligible for full evaluation of the proposal Consultants must agree to each Mandatory Requirement by marking yes to all questions. A no response shall deem a Consultant non-responsive and nonresponsible and thus ineligible for potential award of this contract. IPERS reserves the right to determine whether the supportive materials submitted by the Consultant demonstrate the Consultant will be able to comply with the Mandatory Requirements. If IPERS determines the supportive materials do not demonstrate that the Consultant will be able to comply with the Mandatory Requirements, IPERS may disqualify the proposal. 18 of 41

19 3.2.1 General Compliance Requirements # Question Yes/No The design and construction of IPERS-owned buildings shall conform to all applicable building codes and regulations, and with the federal Americans with Disabilities Act, including the Americans with Disabilities Act Accessibility Guidelines (ADAAG) The work performed by the consultant shall comply with all applicable Federal, State and Local regulatory requirements Consultant Qualifications Requirements # Question Yes/No Consultants, other than Sole Proprietorships and General Partnerships, shall be registered with the Office of the Iowa Secretary of State At least one principal of the selected Consultant firm shall have a minimum of five years of experience providing similar services for projects of a similar nature, complexity, and size as that required by this RFP The selected Consultant shall have sufficient qualified staff and/or consultants to provide the services required by this RFP The selected Consultant shall have the necessary resources and capabilities and the level of commitment to complete the required work in an efficient and timely manner, within the specified time period Performance Monitoring, Review, and Compensation Requirements (Accountable Government Act: Iowa Code Section 8.47) # Question Yes/No IPERS reserves the right to conduct periodic performance audits in all areas of services required by this RFP (i.e. reporting requirements) throughout the term of this contract at the discretion of IPERS Contract Administrators. Consultants shall provide all documentation necessary for the performance audit as requested by IPERS within 15 calendar days of request The Consultant shall notify IPERS Contract Administrators in writing of any unresolved disputes or problems that have been outstanding for more than five working days. Likewise, IPERS Contract Administrators shall notify the Consultant in like manner. 19 of 41

20 # Question Yes/No At the next scheduled meeting after which any party has identified in writing a problem, the party responsible for resolving the problem shall provide a report setting forth activities undertaken, or to be undertaken, to resolve the problem, together with the anticipated completion dates of such activities. Any party may recommend alternative courses of action or changes that will facilitate problem resolution. For as long as a problem remains unresolved, written reports shall identify: A. Any event not within the control of either party that accounts for the problem; B. Modifications to the Contract agreed to by the parties in order to remedy or solve the identified problem; C. Damages incurred as a result of any party's failure to perform its obligations under this Contract; and D. Any request or demand for services by one party that another party believes are not included within the terms of this Contract. 3.3 Mandatory Scored Technical Requirements All items listed below are Mandatory Scored Technical Requirements. They will be evaluated and scored by the Evaluation Committee in accordance with Section 5. All requirements must be met. IPERS seeks one or more consultants to provide on-going design and construction contract administration services for all facility and property projects at our headquarters facility in Des Moines, Iowa Project Team Consultant shall provide an overview of the team proposed to provide the services. Please include the following: A firm overview. Brief resumes of key personnel. The names and relevant specific experience of the project manager and other key personnel in providing services. Certifications or designations relating to design, energy efficiency, or other relevant requirements. Experience managing OEI grant funded or similar projects. For the Consultant and any outside sub-consultants, list office locations where the work will be performed, including size of staff. 20 of 41

21 Experience of team members working together to provide the requested services. Methods to be used in planning and coordinating the required services, including services to be provided by any proposed sub-consultants Services to be Provided and Availability Consultant shall provide an overview of the required services which includes the following: Provide a brief description of the approach and methods proposed to be used in providing all required services. Provide a brief description and proposed timeline of how design and construction contract administration work shall be accomplished for the projects listed in Division 1A of the FY2017 IPERS Capital Improvement and Maintenance Plan Firm Experience Complete the table in Attachment 3 Firm Experience Table describing the firm s experience. Also, provide three (3) case studies of projects similar in size, scope and/or requirements which have been completed by the Consultant. Include in the case studies the firm fees, total project costs and percent of total project costs received by the firm Fees, Reimbursable Expenses, and Hourly Rates for Applicable Personnel Consultant shall provide a proposed fee range covering all design and construction contract administration work for the projects listed in Division 1A of the FY2017 IPERS Capital Improvement and Maintenance Plan. This fee information shall be provided in Attachment 2 Mandatory requirements and fee information.xls. 21 of 41

22 Consultant shall also provide the following specific information in Attachment 2 Mandatory requirements and fee information.xls: Identify staff members and their appropriate job classification/title planned to be assigned to provide services. Average hourly fees for all involved employees. These hourly fees will be applicable to any services IPERS may require of the Consultant. Estimated range of costs for reimbursable expenses. Any additional cost information that may be applicable. 22 of 41

23 Section 4 Format and Content of Service Proposals 4.1 Instructions These instructions prescribe the format and content of the service proposal. They are designed to facilitate a uniform review process. Failure to adhere to the proposal format may result in the disqualification of the service proposal. A checklist of submission documents required is provided in Appendix A, Submission Checklist, for reference The service proposal shall be computer-generated or typewritten on 8.5" x 11" paper (double sided). Proposals shall address the specific RFP requirements and be no longer than 20 pages total. All questions posed in the RFP shall be answered clearly and concisely The hard copy of the proposal shall be sealed in an envelope. If multiple envelopes for each service proposal are used, the envelopes shall be numbered in the following fashion: 1 of 4, 2 of 4, etc. The envelopes shall be labeled with the following information: Design and Construction Contract Administration Proposal Number: O Suzan Stuchel Iowa Public Employees Retirement System 7401 Register Drive Des Moines, IA Consultant s Name and Address Consultant s Contact Person and Telephone Number IPERS will not be responsible for misdirected packages or premature opening of service proposals if a service proposal is not properly labeled. Please use the template in Appendix F as a guide for labeling your envelopes In addition to the PDF, (1) original Official Proposal and one (1) copy of the service proposal, in a sealed envelope, shall be timely submitted to the Issuing Officer. Clearly identify and label each proposal set, e.g., "Official Proposal," "1 of 4", 2 of 4", etc. Faxed proposals, or proposals provided on forms printed from the Internet shall not be considered. Prospective consultants shall be responsible for timely delivery If the Consultant designates any information in its proposal as confidential pursuant to Section 2.20 the Consultant must also submit one (1) copy of the service proposal from which confidential information has been excised. The confidential material must be excised in such a way as to allow the 23 of 41

24 public to determine the general nature of the material removed and to retain as much of the service proposal as possible Service proposals shall not contain promotional or display materials Attachments shall be referenced in the service proposal Economy of presentation - All questions posed in the RFP shall be answered clearly and concisely The Official Proposal package shall be received at the IPERS Reception Desk on or before 3:00 PM Central Standard Time on the Proposal due date. Normal business hours for IPERS are 8:00 AM to 4:30 PM, Monday through Friday, State holidays excepted. Prospective Consultants shall take notice of the due date listed in Section 2.4 PROCUREMENT TIMETABLE, to ensure their Proposal is received on or before 3:00 PM on the due date. 4.2 Service Proposal Requirements The following documents and responses shall be included in the service proposal in the order given below: Transmittal Letter/Statement of Interest The transmittal letter/statement of interest shall contain the following: Provide a positive statement of interest and of understanding and compliance with respect to Section 1 Introduction, Section 2 Administrative Information, and Section 6 Contractual Terms and Conditions. Identify a person, including mailing address, telephone number, fax number, and e- mail address to whom all further correspondence and/or questions should be addressed. Any request for confidential treatment of information shall be included in the transmittal letter in addition to the specific statutory basis supporting the request and an explanation why disclosure of the information is not in the best interest of the public. The transmittal letter shall also contain the name, address and telephone number of the individual authorized to respond to IPERS about the confidential nature of the information. A commitment to promptly starting the work when requested if a contract is awarded to your firm. The letter shall be signed by an individual with the authority to bind the Consultant to providing the services as proposed. Acceptance of the terms and conditions as noted in section of 41

25 A guarantee in writing of the availability of the services offered and terms proposed as noted in section Acknowledgement of any RFP amendment or addenda issued by IPERS prior to the proposal submittal date Table of contents The Consultant shall include a table of contents of its service proposal Executive Summary The Consultant shall prepare an executive summary and overview of the services it is offering Service Requirements The Consultant shall address each requirement in Section 3 of the RFP and explain how it will comply with each requirement. Proposals must be fully responsive to each requirement. Merely repeating the requirements may be considered non-responsive and may disqualify the Consultant. Proposals must identify any deviations from the requirements of this RFP or requirements the Consultant cannot satisfy. Any deviations from the requirements of the RFP or any requirement of the RFP that the Consultant cannot satisfy may disqualify the Consultant Background Information The Consultant shall provide the following general background information: 1. Name, address, telephone number, fax number and address of the Consultant including all d/b/a s or assumed names or other operating names. 2. Form of business entity, i.e., corporation, partnership, proprietorship, limited liability company. 3. State of incorporation, state of formation, or state of organization. 4. Identification and specification of the location(s) and telephone numbers of the major offices and other facilities that relate to the Consultant s performance under the terms of this RFP. 5. Local office address and phone number. 6. Number of employees. 7. Type of business. 8. Name, address and telephone number of the Consultant s representative to contact regarding all contractual and technical matters concerning this proposal. 25 of 41

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