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Architectural Services RFP21-007 Extended 4/27/2021

Click here for the entire RFP21-007

4. SCOPE OF WORK

General: The architectural firm being selected through this Request for Proposal process will enter into an agreement with the Spokane Tribe to provide architectural services related to projects at various stages from pre-design to post-construction. The level of service requested will vary based on the scope of any given project.
Based on the requirements of the Tribe the selected firm shall provide architectural services meeting all standards and codes used in design for basic services as required on projects as follows:
1) Pre-Design Evaluation
2) Cost Estimating / Condition Survey and Report
3) Schematic Design
4) Design Development
5) Contract Documents
6) Bidding/Award
7) Construction Administration
8) Resident Project Representation (RPR)
9) Commissioning
The Architect shall:
1. Review existing drawings, plans, and actual conditions, and advise the Tribe on issues of concern in regard to design, equipment selection, material selection, cost estimation as well as cost (life-cycle) analysis.
2. Provide schematic and design development, bid documents, and a detailed cost estimate at each phase, which may include:
a) Attend coordination meetings
b) Provide progress prints/cost estimates (labor and materials) at appropriate intervals
c) Include elevations of exposed mechanical or electrical units, and/or three-dimensional renderings (as requested)
Provide architectural design drawings which shall include all components and accessories
3. Assist in the bidding phases:
a) Attend pre-bid and pre-construction meetings
b) Answer questions/clarifications during bidding
4. Review and evaluate submittals and claims for extra costs.
5. Inspect the construction site and actively participate in on-site construction meetings. Advise the Tribe regarding interpretations of contract documents and payments to contractors.
6. Conduct and assist the Tribe for substantial completion by preparing a punch list and conducting a final inspection.
Detail/Phases:

1.Pre-Design Evaluation

Consult with the Tribe and other necessary and appropriate government units, utilities, organizations, and persons in order to ascertain project requirements and review the program prepared by the Tribe, recommending any necessary revisions.

2. Cost Estimating / Condition Survey and Report

Investigate, analyze and measure the existing facilities to the extent necessary to determine the information necessary for project work. Measure and verify floor plans and equipment locations in the existing building. Review existing system replacement studies (if applicable), analyze building components, heating/cooling load requirements, City floor plans and drawings (as available) and make system recommendations. Prepare drawings and a report summarizing existing facilities and their condition. Prepare probable construction cost estimates to assist the Tribe in the preparation of Capital Improvement Program requests for internal use. As part of the investigation, identify and document issues pertaining to any future project (accessibility, operations impact, etc.). Assist in the identification of grant or alternate funding opportunities including preparation of documents required for compliance at request of the Spokane Tribe.

3.Schematic Design

Upon receipt of written notification to proceed, prepare schematic designs for review and approval by the Tribe. The schematic drawings shall show project design features. A detailed cost estimate separating labor and materials shall accompany the schematic drawings for each design option developed. Life-cycle cost estimates to be provided upon request. Advancement to next design phase pending Tribal review of report, comments and Notice to Proceed.

4.Design Development

After the approval of the final schematic design submission, the Tribe shall issue a written order to proceed with the Design Development phase. Submit detailed design drawings showing the general design, outline specifications, revised cost estimates, material cut sheets and material selection. If alternate layouts, design, work items and materials exist, the alternatives are to be prioritized with a recommendation of the best alternative with selection rationale outlined. Provide architectural design drawings which shall include all components and accessories, including system elevations (when applicable) in relation to project. Prepare a list of all permits, licenses, review, and approvals as required. Advancement to next design phase pending Tribal review of report, comments and Notice to Proceed.

5.Contract Documents

Perform the final design and the preparation of detailed contract documents in accordance with applicable City, County, State, and Federal regulations (“codes”) for all elements of work including architectural plans, custom details, phasing plans and structural and/or engineering modifications, as needed. Provide design progress reviews with the Tribe and other authorities as required (typically at 50% and 95% completion). Provide progress prints, specifications and revised cost estimates at specified intervals for the Tribe’s review and approval. Provide for approval by the Tribe, the Contract Documents including bidding forms, the Contract Agreement, and General Conditions, using standard City Contract Conditions, project specifications and working drawings for the Project. The bid documents are to conform with Tribal Standards wherever applicable.

6.Bidding / Award

The Architect is to assist the City in pre-bid and pre-award meetings, obtaining bids, and reviewing and recommendation awards, evaluating alternate bids, and preparing a construction contract, as well as: Assist in the evaluation of product or systems substitutions. Prepare addenda for City advertisement/issuance.

7.Construction Administration

Provide during the construction contract to be entered into by the Tribe for the construction of the project, to the satisfaction of the Tribe, periodic architectural services to verify adherence to the design and to assist in the administration of the construction until final completion and acceptance by the Tribe.
Conduct a preconstruction conference after receipt of a written request to do so from the Tribe. Such preconstruction conference shall include at least the Architect, or its authorized representative, the contractor(s), authorized representatives of the City, as well as representatives of any other public or private agencies which the City determines should be in attendance. At the preconstruction conference, the Architect shall:
Observe that all necessary permits and licenses have been obtained prior to work commencement.
Raise for discussion and decision, the manner in which the construction will be administered by itself and the Tribe, the scheduling of construction, and any and all other issues or questions which in the opinion of the Architect or the City must be settled before the start of construction. Before convening the preconstruction conference, the Architect shall confer with an authorized representative of the Tribe concerning the agenda and who is to attend.
Prepare and distribute minutes within a specified time following the meeting.
Throughout all Phases, prepare and update on an interval that is mutually agreed upon, an Estimate of Construction Cost consistent with the Tribe’s funding requirements in a format acceptable to the Tribe. The Estimate of Construction Costs shall document approved change orders (CO’s) and any and all anticipated changes to the construction cost on an individual prime contract basis and indicate contingency balance.
Recommend necessary or desirable changes (adds and credits) to the Tribe, review requests for changes, assist in negotiating Contractor’s proposals, submit recommendations to the Tribe. If they are accepted, review change orders for the Tribe’s authorization. There shall be no change in the scope of the work or in materials specified by the Architect until approval for such change has been given in writing by the Tribe.
Determine, based on the Architect’s inspections and the contractor’s applications for payment, the amount owing to the contractor and will issue certificates for payment in such amounts. By reviewing and approving a certificate for payment, the Architect will also represent to the Tribe that, to the best of its knowledge, information, and belief, based on what its observations have revealed, the quality of the work is in accordance with the Contract Documents. Review and make recommendations to the Tribe on any claims received from contractors.
Make visits to the job site (at a frequency dictated by specific project) during power service cut and rerouting for the purpose of clarifying or interpreting any phase of the work and monitoring job progress, where necessary and/or requested. Conduct and attend on-the-job field meetings (at a frequency dictated by specific project) to review procedures, progress, scheduling, contractor compliance and other issues. Provide and distribute minutes of these meetings to the Tribe and to parties designated by the Tribe within a specified time period. Where field condition differs from contract documents or disputes arise, the Architect shall resolve issues satisfactorily to the Tribe.
Issue punch list(s) and re-inspect as necessary, coordinate warranty submissions with manufacturers. Following the contractor’s completion of the punch list, conduct final inspections in conjunction with the Tribe. The Architect shall create a “closeout” checklist for each contract and shall monitor the closeout process as part of the Certificate of Substantial Completion of the work. The approval of the Tribe, or other Agency approvals, shall be required as a condition for the acceptance of the work by the Tribe.
Furnish to the Spokane Tribe, based on marked up prints, drawings and other data furnished by the contractor, a set of reproducible drawings showing all construction (elements/systems) as actually built. Provide the Tribe with Auto CAD files in a format acceptable to the Tribe and one set of reproducible drawings. Secure and transmit to the Tribe all required guarantees, affidavits, releases, bonds, and waivers and other closeout documents.

8.Resident Project Representation (RPR)

If requested, furnish during the construction period, a full-time or part-time Resident Project Representative, as required under the supervision of a licensed professional engineer or licensed architect of the Architect. The qualifications of the personnel shall be subject to approval by the Tribe.
Prepare a daily diary or log book, recording the hours worked on the job site, weather conditions, list of visiting officials, daily activities, decisions, manning levels by trade, observations in general, and specific observations in more detail (as in the case of observing test procedures). At the completion of the Project, the aforementioned diary or log (or certified copy) shall be delivered by the Architect to the Tribe.

9.Commissioning

The Commissioning agent will develop and coordinate the execution of the testing plan, observe and document performance of the improvements, system integration and functionality in accordance with the documented design. This shall include testing and observing the operation and function of all components and controls involved in the new systems, including an assessment of responsible parties for correcting any problems and errors in the system.
The agent will also review submittals, and start up procedures, witness testing of selected pieces of the system, oversee training and system documentation and review, and approve Operation and Maintenance Manuals from the contractor for completeness. The agent will provide the Tribe a written Final Commissioning Report