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  • 1. STATE DESIGNER SELECTION BOARD RFP TEMPLATE As adopted by the State Designer Selection Board on June 17, 2008 and revised on September 19, 2008 Note to agencies: The items in GREEN font are to be completed by the Executive Secretary, anything in BLACK is the required language, and anything in RED must be completed by the agency. RED italicized items are examples (although not an exhaustive list of all possible options).
  • 2. Department of Administration, State Designer Selection Board Request for Proposals for Designer Selection for (Project 0x-xx) [TITLE] To Minnesota Registered Design Professionals: The State of Minnesota (State) through its State Designer Selection Board has been requested to select a design team for the above project. Proposals from interested firms must be received by, 12:00 p.m. CDT Monday, ……….. , 200x to: Bev Kroiss State Designer Selection Board Department of Administration Real Estate and Construction Services Administration Building, Room 309 50 Sherburne Ave. St. Paul, Minnesota 55155 651.201.2540 PROPOSALS RECEIVED AFTER THE SUBMISSION DEADLINE WILL NOT BE CONSIDERED. Questions concerning procedures, or schedule are to be referred to the Executive Secretary at 651.201.2540. Questions relating to the project are to be referred to the project contact(s) in Item 1.k. 1. PROJECT 0x-xx a. PROJECT DESCRIPTION: Agencies should describe the project in this section. An existing, predesign summary may be helpful in drafting a description, or the summary itself may be used as an attachment to this document. Include in the description anything that is unique to this project. Please include any appropriate site plans or drawings as an attachment. b. SCOPE OF SERVICES:
  • 3. Agencies should describe the scope of the services to be provided. The following are examples of what might be included: • Services for the design and construction phases of __________ in accordance with the Predesign Report dated ___________. • The project is currently funded for _____________. The scope of services includes Schematic Design and Design Development phase services. • It is the State’s intent, as construction funds become available, to contract with the selected designer through Supplemental Agreement to the original contract, for Construction Document, Bidding, Construction Administration, and Post-Construction phase services as required to complete this project • The selected design team shall provide the following services in accordance with the Basic Services Agreement, and Consultant Designers Procedures Manual (available at the Real Estate and Construction Services (RECS) website: http://www.admin.state.mn.us/recs/ ) • Design team shall have an Architect as Team Lead. c. SPECIAL CONSIDERATIONS: The agency shall include any special considerations that are required for the project. Examples may include: • Project phasing • Design phasing • Staffing • Building is occupied during construction • Security issues • Staffing d. REQUIRED CONSULTANT TEAM: The agency shall list with bullets which disciplines should be on the team – both required disciplines for the project and those that have even a remote chance of being needed. The following are examples of what might be included: • Architectural services • Structural engineering
  • 4. • Mechanical engineering • Electrical engineering • Civil engineering • Telecommunications and audio-visual design • Cost estimating consultant • Roofing consultant • Food service • Landscape architect • Specialty consultant • Security • Low voltage AV • Library • LEED/Sustainability/B3 • Fire protection e. SERVICES PROVIDED BY OTHERS: The agency should include a listing of what may be provided by others, examples include: The owner may contract directly for, or arrange to provide: • Site survey, geo-technical, environmental and material testing programs • Hazardous materials abatement survey • Construction Document quality control review consultation (if project continues into CD phase). • Construction testing, exterior envelope inspection (if project continues into CD phase). • Roofing consultant f. PASS/FAIL REQUIREMENTS: • The information on the Affirmative Action Data Page is complete and signed.
  • 5. • Affidavit of Noncollusion form is completed, signed, and notarized. • Location of Service Disclosure and Certification Form is complete and signed. • The responder’s proposal must be submitted on time. • The responder or a representative of the prime firm attended the mandatory meeting and has so stated in the affirmative statements. • The team lead/architect/project manager has had a minimum of X years prior experience in design and construction of similar facilities • Statement that proposal contents are true and accurate to the best knowledge of signatory • A statement of commitment to enter into the work promptly, if selected, by engaging the consultants and assigning the persons named in the proposal along with adequate staff to meet requirements of the work. • A statement indicating that the consultants listed have been contacted and have agreed to be a part of the team. • A statement indicating that consultants are willing to enter into a contract using the state’s contract forms and agreeing to their terms. • A statement regarding organizational conflicts of interest • Original Signature in ink of principal of prime firm g. PROJECT BUDGET/FEES: Agencies should describe the project budget and/or fees. The description should match the scope of services section. In other words, if this is a predesign, fees should be for the predesign. Examples include: • The estimated/anticipated/allocated/fixed project budget for all phases is $__________. • Based on the Predesign Report dated XXXXX, the estimated cost of construction was $______. • The design fee for full design services is estimated to be XXX% to XXX % of the estimated construction cost. (for phased projects) • Design fees for the Schematic Design and Design Development Phases are estimated to be XXXX% of the full design services fee. • Final total design fees are to be negotiated.
  • 6. h. PROJECT SCHEDULE: Phase One Begin Complete Schematic Design Design Development Construction Documentation Bidding Construction i. PROJECT PRE-DESIGN INFORMATION: The Predesign Report, dated _(date) by (name of consultant) is available for review at (website/location), and a copy will be provided to the selected designer. Contact (contact person) to view or obtain a copy. j. PROJECT INFORMATIONAL MEETING(S)/SITE VISIT(S): A mandatory informational meeting will be held on __________(date) at _______(time) CDT at the _________(address/location). The meeting will include a tour of the proposed project areas and a review of the scope of work. k. QUESTIONS REGARDING THIS PROJECT Questions must be received by ____________(name, email, fax) no later than (date/time) CDT to ensure an email/web response by (date/time) CDT. This is the only person authorized to respond to questions regarding this RFP. When faxing or emailing questions, please include the subject line, “RFP question from (firm name)”. Questions will be answered by (email/website addenda. – include website address here). Responders are responsible for checking the website daily for any updated information on this project that is posted. No member of the proposing firm or its sub-consultants shall discuss this Request for Proposal (RFP) or the project with any member of the requesting agency from the date of publication of this RFP in the State Register, other than the prescribed communication provisions set forth in this RFP. No member of the proposing firm or its sub-consultants shall have discussions regarding this RFP or project with any member of the requesting agency until after the completion of interviews for this project. Proposals shall be disqualified if discussions occur with the requesting agency outside the prescribed
  • 7. communications provisions set forth in the RFP. l. STATE DESIGNER SELECTION BOARD CONTACT Questions concerning State Designer Selection Board procedures should be referred to: Bev Kroiss (651) 201-2540 bev.kroiss@state.mn.us m. STATE DESIGNER SELECTION BOARD SCHEDULE: Mandatory Pre-Proposal Project Information Day,………….., 200x, time CDT Meeting and/or Site Visit: Project Proposals Due: Monday, ……..., 200x, by 12:00 p.m. CDT Project Shortlist: Tuesday, …….., 200x Project Information Meeting for Shortlisted firms: Day,………….., 200x, time CDT (At agency's discretion) Project Interviews and Award: Tuesday, ……..., 200x n. SAMPLE CONTRACT: Agencies should include their requirements for signing their contract. For example, The successful responder will be required to execute the Agency’s Basic Services Agreement, dated X, which contains the agency’s standard contract terms and conditions, and includes insurance requirements and compliance with Designer Procedures Manual (dated X), Design Guidelines (dated X), and Computer Aided Drafting (CAD) Guidelines (dated X). Copies are available on the RECS website http://www.admin.state.mn.us/recs/ . 2. PROPOSAL FORMAT a. X paper copies [ 8 copies (including the original) for the SDSB + agency's requirement] b. 2 electronic copies on CDs in .pdf format c. 8 ½ X 11, plastic comb bound or stapled only, portrait format, no plastic dividers or covers d. Maximum 20 faces (excluding cover letter, front and back covers, blank dividers, transmittal form, affidavit of non-collusion, affirmative action data page, location of service form, organizational conflict of
  • 8. interest statement, and immigration status certification) e. All pages numbered f. Font size no smaller than 10 point g. Responders are highly encouraged to follow the order of proposal contents found in section 3 of this RFP. 3. PROPOSAL CONTENTS a. TRANSMITTAL COVER: Firms are required to submit one (1) original transmittal form with their responses. The required form is attached and also available on the SDSB website at http://www.state.mn.us/sdsb , click on “Forms,” and then on “Proposal Transmittal Form.” Please attach the following to the Transmittal form: affidavit of non- collusion, affirmative action data page, location of service form, organizational conflict of interest statement, and immigration status certification. b. COVER LETTER: Single face cover letter, including: • Brief overview of proposal c. RESPONDER’S PROPOSAL: (BY SECTION) 1. INFORMATION ON FIRM (S) For prime firm and each consultant firm provide brief description including: • Name and location • Year established • Legal status • Ownership • Staffing by discipline, total staff, and how many employees are located in Minnesota • For each firm with multiple offices, briefly summarize which office will be the primary firm location, which office will do what parts of the project and how many employees in each office will be working on the project. 2. PROJECT TEAM a. Brief statement of team’s past or present working relationships b. For each team member provide:
  • 9. • Name and position in firm, include name of firm • Home base (if in multi-office firm) • Responsibility on this project • Years of experience • Relevant recent experience (if in another firm, so note) • Registration (including specialty if engineer) 3. TEAM ORGANIZATION If planning or design consultants are a part of the team, explain how they will be utilized (e.g. major role during design, absent during construction, etc). Matrix or chart is suggested. 4. PROJECT EXPERIENCE For architectural, planning, and/or landscape architecture firms, please provide examples of relevant projects recently completed or in progress including: 1. Photographs, sketches and/or plans 2. Name and location 3. Brief description (e.g. size, cost, relevance) 4. Firm of record indicating the role of each proposed team member on the relevant project. 5. Completion date or current status For engineering or technical firms, provide examples of relevant projects recently completed or in progress including the above. Photographs, sketches and/or plans are to be for only that portion of the work for which firm was responsible. For example, if the firm designed the mechanical system, then a photo of the mechanical system is appropriate, not an exterior building image (unless relevant to the system design). 5. APPROACH/METHODOLOGY Describe your understanding of the project, significant issues to be addressed and your specific approach to the planning, design and construction process for this project. 6. UNIQUE QUALIFICATIONS Briefly summarize your team’s unique qualifications for this project. 7. FEE CHART A list of all State and Minnesota State Colleges and Universities and University of Minnesota current and past projects and studies awarded to the prime firm(s) responding to this request for proposal during the four years immediately preceding the date of this request for proposal.
  • 10. Projects and studies shall be defined as those projects and studies (1) funded by the state legislature, by state/user agencies, MnSCU or University of Minnesota operating funds, or by funding raised from the private sector or individuals by state/user agencies, MnSCU or the University of Minnesota; (2) awarded as a result of the State Designer Selection Board process or awarded directly by state/user agencies, MnSCU or the University of Minnesota without employing the State Designer Selection Board process; or (3) related to design-bid-build or design/build project delivery systems. The prime firm(s) shall list and total all gross fees associated with the above projects and studies, whether the fees have been received or are anticipated. In addition, the prime firm(s) shall indicate the amount of fees listed which were paid, or are anticipated to be paid, to engineering or other specialty consultants employed, or anticipated to be employed, on the projects and studies listed pursuant to the above. The prime firm(s) shall subtract consultant fees from gross fees to determine total net fees using the format below. PROJECT (A) GROSS FEES (B) SUBDESIGNERS (C) NET TOTAL PORTION PROJECT FEE TOTAL The total shown in column (A) shall equal the sum of those shown in columns (B) and (C). 4. SELECTION CRITERIA In making its selection of designers the Board considers the criteria stated in Section 1, project description and the following, which are derived in part from Minnesota Statutes 16B.33 Subd. 4(a) and Minnesota Rules Chapter 3200.0700. The order of the criteria does not imply priority, nor are they necessarily weighted equally. Agency shall indicate if each of the selection criteria is of primary or secondary importance (with the exception of #6). 1. Qualifications and technical competence in the required field of design and prior performance of the team on projects for the state and others. This is demonstrated by experience of the proposed team on similar projects and by the proposed team's discussion in the proposal and in the interview. [Note: Unsatisfactory performance must be documented in writing from the Commissioner of Administration, the University of Minnesota or Minnesota State Colleges and Universities based on criteria set forth in Minnesota Statutes 16B.33 Subd 4(f).] (Primary OR Secondary) 2. Leadership, integration and cohesiveness of the proposed team, compatibility between the
  • 11. proposed team and the project stakeholders, and availability of appropriate personnel and capacity to accomplish the work within the required constraints. This is demonstrated by: A. The organization and work plan of the project team and commitment to assign and support the team members proposed. B. The team dynamics, previous experience of the team working together, and leadership style shown in the interview. C. The stakeholders' perception of the style demonstrated at the interview as well as previous positive working relationships. (Primary OR Secondary) 3. Ability to deal with aesthetic factors. This is demonstrated by experience of proposed team on similar projects. (Primary OR Secondary) 4. The proposed team's project understanding, the approach/methodology as it applies to this project, and the constraints and issues affecting this proposed project. This is demonstrated by the team's proposal and discussion in the interview. (Primary OR Secondary) 5. Unique qualifications of the proposed team. This is demonstrated by qualifications of the proposed team. (Primary OR Secondary) 6. The following 'fairness' factors are also considered: A. If certified as a Targeted Group/Economically Disadvantaged firm. For information regarding certification, contact the Materials Management Helpline at 651.296.2600, or you may reach the Helpline by e-mail at mmd.help.line@state.mn.us. For TTY/TDD communications, contact the Helpline through the Minnesota Relay Services at 1.800.627.3529. B. Geographic relationship of the designer's base to the project site. This is demonstrated by the location of the prime firm and/or its consultants with respect to the project site. C. Awards previously made to a designer by the state. This is in the interest of equitable distribution of commissions. Consideration is given to all state work awarded (by executed contract) to the prime firm during the past four years prorated based on the number of employees in the Minnesota office(s) of the prime firm. (Secondary)
  • 12. 5. NOTICES a. DISPOSITION OF RESPONSES All materials in response to this RFP will become the property of the State and will become public record in accordance with Minnesota Statutes 13.591 after the evaluation process is complete. If the responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minn. Stat. § 13.37, the responder must: clearly mark all trade secret materials in its response at the time the response is submitted, include a statement with its response justifying the trade secret designation for each item, and defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments or damages awarded against the State in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives the State’s award of a contract. In submitting a response to this RFP, the responder agrees that this indemnification survives as long as the trade secret materials are in possession of the State. The State will not consider the prices submitted by the responder to be proprietary or trade secret materials. Responses to this RFP will be open for public review in accordance with Minnesota Statutes section 13.591. b. CONTINGENCY FEES PROHIBITED Pursuant to Minnesota Statutes Section 10A.06, no person may act as or employ a lobbyist for compensation that is dependent upon the result or outcome of any legislation or administrative action. c. All costs incurred in responding to this RFP will be borne by the responder. This RFP does not obligate the State to award a contract or complete the project, and the State reserves the right to cancel the solicitation if it is considered to be in its best interest. d. Any changes in team members for the project require approval by the State. 6. CONTRACT REQUIREMENTS [The following is a list of requirements for Minnesota state agencies. The contract requirements may be different for the Minnesota State Colleges and Universities.] a. AFFIDAVIT OF NONCOLLUSION Each responder must complete the attached Affidavit of Noncollusion. This form is available at
  • 13. www.state.mn.us/sdsb , click on "Forms". b. CONFLICTS OF INTEREST Responder must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this request for proposals. The list should indicate the name of the entity, the relationship, and a discussion of the conflict. c. ORGANIZATIONAL CONFLICTS OF INTEREST The responder must include in their proposal a statement warranting that, to the best of its knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances that could give rise to organizational conflicts of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons, the responder is unable or potentially unable to render impartial assistance or advice to the State, or the responder’s objectivity in performing the contract work is or might be otherwise impaired, or the responder has an unfair competitive advantage. The responder agrees that, if after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to the Assistant Director of the Department of Administration’s Materials Management Division, 112 Administration Building, 50 Sherburne Avenue, St. Paul, MN 55155, which must include a description of the action which the contractor has taken or proposes to take to avoid or mitigate such conflicts. If an organization conflict of interest is determined to exist, the State may, at its discretion, cancel the contract. In the event the responder was aware of an organizational conflict of interest prior to the award of the contract and did not disclose the conflict to the contracting officer, the State may terminate the contract for default. The provisions of this clause must be included in all subcontracts for work to be performed similar to the service provided by the prime contractor (consultant), and the terms “contract,” “contractor (consultant),” and “contracting officer” modified appropriately to preserve the State’s rights. d. HUMAN RIGHTS REQUIREMENTS For all contracts estimated to be in excess of $100,000, responders are required to complete the Affirmative Action Data page and return it with the response. The form is available on the State Designer Selection Board website www.state.mn.us/sdsb , click on "Forms." As required by Minn. R. 5000.3600, “It is hereby agreed between the parties that Minn. Stat. § 363A.36 and Minn. R.5000.3400 - 5000.3600 are incorporated into any contract between these parties based upon this specification or any modification of it”. A copy of Minn. Stat. § 363.36 and Minn. R.5000.3400 - 5000.3600 are available on the website http://www.admin.state.mn.us/recs.
  • 14. e. WORKERS’ COMPENSATION AND OTHER INSURANCE By submission of a proposal, responder certifies that it is in compliance with all insurance requirements specified in the State’s Basic Services Agreement available on the RECS website at http://www.admin.state.mn.us/recs/ . f. LOCATION OF SERVICE CERTIFICATION AND DISCLOSURE The location of where the proposed work will performed by the vendor must be disclosed using the Location of Service Certification and Disclosure form found at www.state.mn.us/sdsb , click on "Forms." g. EMPLOYEE STATUS By order of the Governor’s Executive Order 08-01, if this contract, including any extension options, is or could be in excess of $50,000, Contractor certifies that it and its subcontractors: 1. Comply with the Immigration Reform and Control Act of 1986 (U.S.C. 1101 et. seq.) in relation to all employees performing work in the United States and do not knowingly employ persons in violation of the United States’ immigrations laws; and 2. By the date of the performance of services under this contract, Contractor and all its subcontractors have implemented or are in the process of implementing the E-Verify program for all newly hired employees in the United States who will perform work on behalf of the State of Minnesota. Contractor shall obtain certifications of compliance with this section from all subcontractors who will participate in the performance of this contract. Subcontractor certifications shall be maintained by Contractor and made available to the state upon request. If Contractor or its subcontractors are not in compliance with 1 or 2 above or have not begun or implemented the E-Verify program for all newly hired employees performing work under the contract, the state reserves the right to determine what action it may take including but not limited to, cancelling the contract and/or suspending or debarring the contractor from state purchasing. Complete the attached Immigration Status Certification form.
  • 15. [Project Name & #] Transmittal Form [company name] Date: Firm Name: Contact Person: Firm Address: Direct Phone: Phone Number: Email Address of Contact Person: Fax Number: Company Email address: Response includes: Transmittal Sheet - this page with the following attached to it: Affidavit of Non-Collusion Location of Service Form Organizational Conflict of Interest Affirmative Action Certificate Cover Letter (no more than one page) (XXX) Copies of Proposal: (each proposal is no more than twenty pages and includes:) Information on Firms Project Team Team Organization Project Experience Project Approach/Methodology Unique Qualifications Fee Chart (or statement of no fees in last four years) All pages are numbered Portrait format and stapled No plastic dividers or covers Does not exceed 20 faces (excluding blank dividers, front & back covers) Proposer certifies that no member of the proposing firm or its sub-consultants has discussed this Request for Proposal (RFP) or the project with any member of the requesting agency from the date of publication of this RFP in the State Register, other than the prescribed communication provisions set forth in the RFP. Proposer further certifies that no member of the proposing firm or its sub-contractors will have any discussions regarding this RFP or project with any member of the requesting agency until after the completion of interviews for this project. Proposer understands that its proposal will be disqualified if discussions occur with the requesting agency outside the prescribed communications provisions set forth in the RFP. The undersigned has read and agrees to the terms of the (State’s/MnSCU’s/U of M’s) contract terms, and is willing to sign the contract should it be offered to our firm. (Name of Firm) is committed to entering into the work promptly, if selected, by engaging the consultants and assigning the persons named in the proposal along with adequate staff to meet the requirements of the work. The consultants listed in this proposal have been contacted and have agreed to be part of the team. The proposal contents are accurate to the best knowledge of the undersigned. ___________________________________ _________________ Signature: Dated:
  • 16. State of Minnesota — Immigration Status Certification By order of the Governor’s Executive Order 08-01, vendors and subcontractors MUST certify compliance with the Immigration Reform and Control Act of 1986 (8 U.S.C. 1101 et seq.) and certify use of the E-Verify system established by the Department of Homeland Security. E-Verify program information can be found at http://www.dhs.gov/ximgtn/programs. If any response to a solicitation is or could be in excess of $50,000, vendors and subcontractors must certify compliance with items 1 and 2 below. In addition, prior to the delivery of the product or initiation of services, vendors MUST obtain this certification from all subcontractors who will participate in the performance of the contract. All subcontractor certifications must be kept on file with the contract vendor and made available to the state upon request. 1. The company shown below is in compliance with the Immigration Reform and Control Act of 1986 in relation to all employees performing work in the United States and does not knowingly employ persons in violation of the United States immigration laws. The company shown below will obtain this certification from all subcontractors who will participate in the performance of this contract and maintain subcontractor certifications for inspection by the state if such inspection is requested; and 2. By the date of the delivery of the product and/or performance of services, the company shown below will have implemented or will be in the process of implementing the E-Verify program for all newly hired employees in the United States who will perform work on behalf of the State of Minnesota. I certify that the company shown below is in compliance with items 1 and 2 above and that I am authorized to sign on its behalf. Name of Company: _____________________________________ Date: ___________________________________ Authorized Signature: _______________________________________ Telephone Number: ________________________ Printed Name: ___________________________________________ Title: ___________________________________ If the contract vendor and/or the subcontractors are not in compliance with the Immigration Reform and Control Act, or knowingly employ persons in violation of the United States immigration laws, or have not begun or implemented the E-Verify program for all newly hired employees in support of the contract, the state reserves the right to determine what action it may take. This action could include, but would not be limited to cancellation of the contract, and/or suspending or debarring the contract vendor from state purchasing. For assistance with the E-Verify Program
  • 17. Contact the National Customer Service Center (NCSC) at 1-800-375-5283 (TTY 1-800-767-1833). For assistance with this form, contact: Mail: 112 Administration Bldg, 50 Sherburne Ave. St. Paul, MN 55155 E-mail: MMDHelp.Line@state.mn.us Telephone: 651.296.2600 Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529

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