THE BOARD OF COUNTY COMMISSIONERS

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I ENDORSED lj Filed ICk...,_2~_ 1'9 2:.:-6 .~VELTRr

FOR THE COUNTY OF TILLAMOOK IN THE STATE OF OREGO County Cler.k

In the Matter of Declaring an Exemption for an )RFP on a Public Improvement Contract for the )Hospital Renovation Project Pursuant to ORS )279.015(2)(a) and (b). )

ORDER

#96- rgO

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This matter came before the Tillamook County Board of Commissioners at a regular meetingupon the request of Wendell Hesseltine, Administrator for Tillamook County General Hospital,seeking an exemption to the public contract requirements for a proposed RFP on the County HospitalRenovation Project.

The Board ofCommissioners being fully apprized of the representations of the above-namedperson(s), the records and files herein finds as follows:

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The Board of Commissioners has heretofore enacted Orders #96-47 and #96-61 for thepurpose of holding public hearings and calling a special election to be held September 17,1996 on a ten million ($10,000,000) dollar general obligation bond issue to financereconstruction, expansion and improvements to the Tillamook County General Hospital(hereinafter "the project").The hospital Administrator, in conjunction with county staff, has prepared a proposedRequest for Proposals (RFP) document to complete the project under a design/buildapproach.An RFP to award a public improvement contract may be issued only after a public contractingagency has made the findings required by ORS 279.015(2)(a) and (b).In undertaking this project it is paramount that both the design professionals and theconstruction contractors be experienced in the design and construction of hospitals for anumber of reasons including:(a) In order to achieve the best long term value for the county, the designers and buildersmust be intimately familiar with the complexities and intricacies of hospital design andoperations; and(b) In order to effectively and efficiently meet the health care needs of the county (vis-a­vis jail inmates that require hospital care) as well as the health care needs of local tax payerswho will fund the project, it is important that the project be completed in a manner that allhospital departments remain in operation throughout the construction.The proposed RFP provides a relatively practicable method of selecting a design/buildcontractor on the basis of qualifications rather than price.The design services performed by a low bid contractor are less likely to meet the county'sneeds and less likely to provide the best long term value than design services performed bya contractor whose design/build qualifications and project experience have been thoroughlyevaluated and determined through an RFP process, to be superior to the qualifications andexperience of all competing proposers.The proposed RFP places a cap of eleven million ($11,000,000) dollars on the totaldesign/build project costs and provides a selection and award process by which the county

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<,will negotiate an acceptable fee and scope ofwork with the top ranked firm. If an agreementon an acceptable fee and scope ofwork cannot be reached with the top ranked firm, then thecounty may either repeat this process with the next most qualified proposer or terminate theprocess. The proposed RFP provides a satisfactory means of soliciting the most qualifieddesign/build contractor while controlling project costs.

8. Based on the foregoing, the Board further finds that:(a) It is unlikely that granting an exemption to the proposed RFP document willencourage favoritism in the awarding ofpublic contracts or substantially diminish competitionfor public contracts; and,(b) The awarding ofpublic contracts pursuant to the exemption will result in substantialcosts savings to the county. NOW THEREFORE,

IT IS HEREBY ORDERED THAT an exemption as a public contract of the proposed RFP,attached hereto and incorporated here by reference, be and is hereby granted pursuant to ORS279.015(2)(a) and (b).

DATED THIS~L/tiDAY OF_"7f(:;..::;..:;..L~ 1~.lJ , 1996.

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THE BOARD OF COMMISSIONERSFOR TILLAMOOK COUNTY, OREGON

~,~~,Ken Burdick, Chair

TO FORM:

Abstain/absent/

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William . Sargent,County Counsel

Aye Nay

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-~tIo-~__ /- ,..--- ----'----

Josephine Veltri,County Clerk

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ATTEST:

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NOTICE OF REQUEST FOR PROPOSALS

Tillamook County General Hospital

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Tillamook County, owner of Tillamook County General

Hospital, a licensed 49 bed acute care hospital in Tillamook,

. Oregon is seeking proposals for a major remodeling/expansion

project. The facility was initially built in 1949 with

subsequent remodel projects in the mid-70s and mid-80s. The

Board of County Commissioners is seeking a proposal to furnish a

complete planning, design and construction package needed to

complete this project.

The Request for Proposal documents may be obtained from the

Tillamook County commissioners, 201 Laurel Avenue, Tillamook,

Oregon 97141 or by calling 503-842-3403. Questions concerning

the RFP material may be addressed to Wendell Hesseltine,

President of Tillamook County General Hospital, 1000 Third

Street, Tillamook, Oregon 97141 or by calling 503-815-2260.

Proposals not submitted strictly in accordance with the terms and

requirements of the request for proposal documents may be

rejected. The Board of County Commissioners reserves the right

to waive any irregularities in the submission of such proposals.

REQUEST FOR PROPOSAL

Tillamook County General Hospital

The Tillamook County Board of Commissioners does hereby,_solicit proposals to utilize the design/build concept foradditions and renovations to Tillamook County General Hospitalproject. Licensed as a 49 bed acute care hospital, the facilitywas built in 1949. Several remodeling and/or construction.projects have occurred over the years.

1. PURPOSE

The purpose of this Request for Proposal (RFP) is to enablethe Board of commissioners of Tillamook county to receiveinformation in an all-inclusive proposal. The design/buildproject proposal should include design development, schematicdesign and construction cost for project, as well as costs forpreparation of construction documents and construction includingcosts for all other fees, expenses and project components.

The proposal shall also include the following information:

A) A statement which clearly sets forth the qualificationsof the firm to provide the requested services,identifying backgrounds, experience and otherqualifications in providing services similar to thosesought by the County. Descriptions of comparableprojects should include square footage, cost andproject time.

B) Name and resume of personnel in the organization whowould be committed to this project.

C) A list of references who may be contacted in regard tothe qualifications of the responding firm. Referencesmust, at a minimum, include three former clients forwhom the respondent has provided services similar inscope to those sought here, including name, address,phone number, name of contact person and the amount ofthe contract.

D) A proposed time schedule and phasing plan for bothdevelopment and construction.

E) A detailed list of any outside associates andconsultants proposed for this project, includingqualifications of the individuals who would be assigneddirectly to this project.

F) Schedule identifying any functions, requirements andcosts that are the responsibility of theCounty/Hospital.

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2 • PROCEDURE

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Ten (10) signed written proposals and two sets of drawingsof each proposal submitted pursuant to this solicitation shall befiled with the Tillamook County Board of Commissioners, 201Laurel Avenue, Tillamook, Oregon, 97141, by hand delivery orcertified mail, to be received no later than 5:00 p.m., August23, 1996. Late proposals will not be accepted, opened orconsidered. Each proposal shall include the legal name of the

.proposer and a statement whether the proposer is a soleproprietor, a partnership, a corporation or other legal entityand shall be signed by the person or persons legally authorizedby the proposer to do so.

3. EVALUATION OF PROPOSALS

Proposals submitted will be distributed to members of theselection team for evaluation and recommendation. The Board ofCounty Commissioners will review and act on recommendations ofthe selection team at its regularly scheduled September 4, 1996,meeting.

4. SELECTION OF DEVELOPER

The "design/build" firm selection will be based upon thefollowing:

A) Recent experience in performing similar services andspecial knowledge pertinent to this project.

B) Qualifications of key personnel who will carry outproject assignments.

C) Understanding and approach to Scope of Service.

D) Demonstrates maximum quality for each dollar spent not toexceed eleven million dollars ($11,000,000).

E) Organizational structure, financial strength and overallcapabilities of the firm.

F) The professional quality of the project proposal.

G) Availability of personnel, equipment and facilities.

H) Personal interviews, if conducted.

I) The organization and scheduling of the projectrequirements.

J) special skills and/or innovative concepts for theproject.

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K) The education, experience and expertise of the firm'semployees.

L) The firm's experience and history of performance onsimilar projects.

A Contractor's License for the state of Oregon, aPerformance Bond to ensure completion and a PaYment Bond in theamount of materials and labor is required at time of contract.,Respondents shall be aware that the methods and proceduresproposed in the RFP could become contractual obligations. Uponreceipt of the proposal by the county Board of commissioners, theproposal shall become the property of the County withoutcompensation to the proponent for use or disposition by the Boardat its discretion.

5. FUNDING

Any letter of intent awarded pursuant to this RFP shall becontingent upon sufficient money and funding via a generalrevenue bond election. The earliest possible bond election wouldbe September 17, 1996. If sufficient funding or authority is notmade available, the project may be abandoned at the county's solediscretion and County would have no obligation or other liabilityas a result of this RFP or any notice of intent to award.

6. PUBLIC RECORDS/CONFIDENTIALITY

This Request for Proposal and one copy of each originalresponse received, together with copies of all documentspertaining to the award of a contract, shall be kept by TillamookCounty for a period of five (5) years and made a part of a fileor record which shall be open to pUblic inspection.

If the proposal contains any information that the proposerdoes not want disclosed to the pUblic or used by the County forany purpose other than evaluation of the offer, each sheet ofsuch information must be marked clearly with the followinglegend:

THIS MATERIAL IS TO BE HELD CONFIDENTIAL!

The NONDISCLOSURE FORM must be signed and attached to the RFPresponse. The above restriction may not include cost or priceinformation which must be open to pUblic inspection. The Countywill keep information confidential to the extent permissibleunder the law. All RFP responses shall be held confidential intotal, until the Board of Commissioners has approved arecommendation for the award of a contract.

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' .. , .The proposals received will be held confidential until a

recommendation for award has been approved by the Board ofCommissioners. Thereafter, all proposals will be available forpUblic inspection at the commissioners' Office.

7. ADMINISTRATION OF CONTRACT

services to be provided under this project shall beperformed by one firm that will plan, design, remodel/constructan operable acute care hospital. The following activities willbe required by the selected firm:

A) Hospital Department Needs Assessment: Traffic flowpatterns between significant departments and forindividual department service to the inpatient andaccess for the outpatient.

B) Architectural Design: The selected firm will berequired to design a remodeled and new addition(s) inaccordance with the projected needs on the TillamookCounty General Hospital existing site. The design ofthe facility will be required to comply with any andall municipal, state or federal codes. The hospitalfacility and all of its component parts must be ofcurrent architectural and engineering design standardsand technology. The proposed hospital design isexpected to contain services, consisting of but notlimited to:o SURGERY - (2) General ORs = 20'x20'

- (1) Orthopedic = 25'x25'- (1) Large OR for Orthopedic Surgery use- (3) positions for treatment spaced with

outpatient prep, hold and handicap toilet- Treatment/Endoscopy room with handicap

toilet- staff lounge- Male/Female dressing rooms- Equipment storage sized and located for a

future OR- Central sterile Supply- Anesthesiologist work area and office- (5) bed recovery (with one for isolation)- Supervisor's office- Nurse control area- Clean-up room- Janitor closet- Other code required support areas

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MEDICAL - Receptionist/SecretaryRECORDS - (3) Transcriptionists

(3) Clerks- Doctor's lounge/dictation area/toilet- Storage files sized appropriately for

hospital this size- Cabinet file area

EMERGENCY - Waiting area (seating for 15)ROOM - Registration/Information/Work area

- Vending machine space- Public toilets- Manager's office- Quiet room- Psych holding room- Triage- Nurse station- Patient toilet- (4) Exam Rooms including (1) with attached

handicap toilet- Decontamination/Treatment Room- (4) additional treatment spaces- Clean utility- Soiled utility- Medicine room- On-call room with bathroom and shower- Separate Ambulance and ER walk-in entrances

with canopies

LAB - Approximately 200 LF of work counters- Specimen processing space- Equipment/refrigerator storage space- Cardiopulmonary office

CARDIO- - Respiratory Therapy work area/clean storagePULMONARY room

- Respiratory Therapy clean-up- Combination EEG/stress/Pulmonary Function

room

RADIOLOGY - Radiologist office- Work area/film viewing- Film storage +/- 90 LF shelves- Manager's office- Equipment alcove- CT scan and control room- (2) Radiology Rooms with adjacent handicap

toilet and dressing- Dark room- Film processor area- Ultrasound with" handicap toilet~ Mammography

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RADIOLOGY(cont. )

OUT­PATIENTAREA

MAINENTRANCE

- Nuclear Medicine- Shelled space for future 1.0 Teslar Active

Shield MRI- Staff lockers/toilet room- Support space as required by code

- Waiting (seating for 25-30)- Public toilets- Reception/Case Management with (3) work

spaces- MUltipurpose testing room for EKG, blood

draw, breath analyzer and basic vitaltesting with adjacent handicap toilet fordrug screening

- Canopy for covered drop-off- Lobby (seating for 15-20)- Receptionist- (2) Admitting spaces/rooms- Work area- Finance counseling- Chapel- Gift shop- Gift shop storage

c)

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BUSINESS - (6) Work stationsOFFICE - Work room/mail room

- Business Manager's office- Space for (6) file cabinets- Copy/work area- Cashier

PHYSICAL - Reception area- Manager's office- occupational Therapy area (minimum 260 SF)- Exercise area (minimum 550 SF)- Therapist work area (4 stations)- Physical Therapy equipment storage- (4) curtained treatment spaces- Handicap toilet- Support space as required by code

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PATIENT ACCOMMODATIONS - All beds (Medical/Surgical,LDRP and ICU)

1) Medical/Surgical unit

- (30) Private rooms with toilet room andshower including one isolation room andone larger hospice room with space forfamily members

- Nurse station with (8) work stations- (3) separate nurse work stations with

+/- 5 LF countertop and cabinets. Eachstation will be equipped with a CRT

- (3) Pantry rooms- (2) Clean utility rooms- (2) Soiled utility rooms- Nurse's office (2 desks with file cabinet

space)- Medicine room- Equipment storage- Other support areas as required by code

Inpatient Physical Therapy exercise room- Conference room- Nurse report room- Nurse locker/toilet rooms- Nurse call system that ties to existing

Rawlands 3000 system

2) rcu

- (4) Beds (2 with toilet facilities)- Nurse station (3 work spaces)- Pantry- Medicine room- Clean utility- soiled utility- Family waiting (seating for 5-6) with

toilet- Other support areas as required by code

3) Obstetrics

(4) LDRP rooms with toilet room, whirlpoolbathtub in (3) rooms and handicap showerin 4th room

- (4) bassinet nursery- (1) isolation nursery- Nurse's station (5 work stations)- Soiled utility- Clean utility- Equipment storage- Nurse's locker room with toilet- Medicine room

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)

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3) Obstetrics (cont.)

- Pantry- Family waiting room with toilet- other support spaces as required by code

PHARMACY

ADMINIS­TRATION

- +/- 20 LF Unit Dose cabinet space- Pharmacy office- IV additive room

- Administrator's office- Nursing Director's office- Chief Financial Officer's office- (3) Secretary work spaces- Quality Resource area (2 desks, 1 office

with desk and space for minimum of 6 filecabinets)

- Pantry/work room- Accounting (2 work/desk areas with space

for 5 file cabinets and work table)- Board Room (minimum of 500 SF)

The minimum quality levels of proposed materials,equipment and major systems for all remodeled and newconstruction work shall meet or exceed all federal,state and local codes and regulations governinghospital construction. All improvements shall be ofequal or superior performance to what is currently inuse at the hospital and demonstrate a proven life/cyclevalue commensurate with nationally recognized andaccepted hospital standards.

In order for the owner to better understand theproposal, please describe in reasonable detail, thescope, qualifications, quality levels and/orassumptions regarding the following:

a) Occupancy and building construction classificationfor all new construction.

b) Gross square footage for new and remodeled spaces.c) site work requirements:

- Earthwork: scope, location, assumptions, etc.- site utilities; sanitary, storm water, electrical,

sewer, etc.- Paving;

· asphaltic; thickness and subgrade conditions· concrete; location, amount, finish· curbs; extruded vs poured in place· special materials

- site furnishings- Landscape; location, allowances, etc.

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d} structure:Load specifications for roof, mechanical areas,wind, seismic, etc.

- Foundations; type system proposedFloor slabs; type, thickness for slab on grade,elevated slabsSuperstructure; type, materials

e} Exterior construction:- Exterior materials and quantities- Roof type, insulation thickness

Mechanical screens- Entrances/storefronts (quantity, description,

location)· automatic doors· vestibules

- Windows· performance characteristics regarding wind

loads, leakage resistance, condensation· system description regarding frame type,

finishes, thermal break, fixed vs operable· glazing type

- Waterproofing; type, location, performancecharacteristics

- Insulation; type, location, nRn values, etc.f} Interior construction:

- Doors; type, finishes- Frames; type, gauge- Hardware; type, finish, grade- Wall and Corner protection; type, location,

quantity- Elevator; type, capacity, speed, # stops, finish

level, etc.g) Interior finishes:

- Ceramic tile; location, quantity- Resilient floors (VCT/sheet vinyl); typical

location, quality level- Carpeting; typical locations, quality character­

istics, allowancesAcoustical ceilings; type, location, quantity

- Hard ceilings; type, location, quantity- Special architectural features and finishes;

location, type, allowances- Paint/wallcovering; quality levels, locations,

allowances- Millwork; location, allowances, quality levels- Casework; quantity, locations, allowances

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h) Accessories/equipment:Describe all accessories and equipment that areincluded in the proposal including but not limitedto markerboards, tackboards, toilet partitions,cubicle curtains, flagpole, exterior signage, fireextinguishers, toilet accessories, exam roomaccessories, lockers, shelving, etc.

Radiation protection: describe how and whererequirements were determined

i) Mechanical systems:- Plumbing; type, location and quality of typical

fixtures- Valves; type and location of zone valves- Floor drains; quantity, location, etc.- Domestic hot water; describe system- Exterior hose bibs; quantity and location

j) Fire protectionk) Heating, ventilation and air conditioning; describe

system, type, size, location, operation, andcontrols

1) Electrical; describe any new electrical systemand modification/upgrades proposed with existingsystem:- Recepticals; quantity, allowances, etc.- Lighting; type, quantity and location of new

fixtures- Emergency lighting; type, location

SPECIAL PROGRAM REQUIREMENTS

1)

2)

3)

4)

5)

The project is intended to provide the finalcomponents for each department listed. If otherexisting departments must be relocated toaccommodate the proposed design, the departmentshall be relocated to meet existing spacerequirements and current codes. Costs for suchmoves shall be included in the final cost.

All inpatient beds must be located on one floor.

All departments must remain in operation duringconstruction.

A minimum of (25) Medical/Surgical beds and (4)IeU beds must be kept in operation during theconstruction process.

Provide new four stop 5000 Ib elevator.

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6) Provide new domestic water distribution piping,hot and cold water, on the first and second floorswith the exception of kitchen and dining rooms.This does not include run buts in chases toexisting fixtures.

7) All patient rooms to have air conditioning.

8) If any existing patient rooms are retained, theyare to receive new conditioned air (heating andcooling), new floors, ceilings, paint on threewalls and vinyl wallcovering on the foot of bedwall and new bed lights.

9) Replace all existing windows on east, west andnorth elevations.

10) Provide description and cost for adding thefollowing alternates:

a) Air condition the existing lower level HomeHealth, stress Lab and all rooms to the westof stress Lab, on the south side of the maincorridor with the exception of themen's/women's locker room and the first floordining room.

b) Air condition all third floor offices/rooms.

c) Replace or enclose the existing exposed exitstairway at the west side of the northeastwing.

11) Seismically upgrade the existing building.Upgrade shall be consistent with recommendationsmade by Thompson & LaBrie, consulting structuralengineers and current state codes. By doing so,the damage, if any, due to code prescribedearthquake intensity should be limited to arepairable mode. This retrofit is intended forall practical purposes to eliminate theprobability of collapse. Hospital will furnishcopies of the Thompson & LaBrie report anddrawings to those making a proposal.

12) Provide new 600 KW and 75 KW generators. Existinggenerators will be removed by the hospital afterinstallation of new equipment.

13) Provide new automatic detection and monitoringfire alarm systems for new and existingbuilding in compliance with applicable codes andgovernmental jurisdictions.

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14) Provide an outline specification describing typesof proposed materials and systems including numberof pieces and size of new major equipment, i.e.boilers, chillers, air handling units, etc.

15) All new or renovated corridors are to receivecarpet on floors, vinyl wallcovering, new lights,and ceilings.

Any new construction added to the building will bebuilt to current codes and standards. MUltiplerevisions to satisfy individual hospitaldepartments and the hospital as a whole should beanticipated. certain timeline issues might beadjusted to accommodate patient care and will bethe decision of the hospital.

C) Architectural and Engineering. These services willconsist of traditional full scope architectural andengineering services. This includes, but is notlimited to design services, preparation of contractdocuments, construction period services, investigationsurveys, evaluations, consultants, planning,programming, conceptual designs, plans andspecifications, interior design services and normallyrelated services.

o D) Construction. The construction must comply with uniformbuilding codes and all applicable federal, state,county and local hospital standards, statutes andordinances.

8. SPECIAL INSTRUCTION

(A All areas are finished (except mechanical/electrical) .(B) All proposals shall include Group I equipment only with

the exception of surgical lights and sterilizers.(C) Each new patient room shall be provided with oxygen,

vacuum and nurse call with provisions for telephone andTV.

(D) All proposals shall include piped medical air asrequired by code or other regulations and shall beindicated on the schematic plan.

(E) All proposals shall meet all codes and regulationsgoverning the licensing and operation of a health carefacility in the State of Oregon.

(F) All utilities assumed available at site, i.e.telephone, electric, water, sewer, etc.

(G) Landscaping is not included.

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(H) Identification and removal of hazardous materials isnot included.

(I) Survey of outboundaries, topography and site utilitiesshall be performed at the owner's expense.

(J) site investigation consisting of soil borings, soilengineering report and soil testing shall be at theowner's expense.

(E) Furnishing, erection, relocation or rough-in of x-rayequipment is excluded from the proposal.

(L) All interior and exterior space must be clean andclear for the readiment of occupancy and landscaping.

9. LUMP SUM COST

Each proposal shall include a lump sum cost for the designdevelopment, preparation of plans, specifications, constructiondocuments and construction. Proposals shall include a breakdownof costs for the completed project in the following categories:

Item Unit Item Item ItemDescription Quantity unit unit Total

Cost

New Building Addition

siteworkFoundationsStructuresExterior Wall SystemRoof SystemInterior FinishesMechanicalElectrical

subtotal

Renovate Existing Building

Structural/SeismicModifications

Exterior ImprovementElevatorsRoof SystemInterior FinishesMechanical

ModificationsElectrical

Modifications

subtotal

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c)

Estimatingcontingency

Total New & Renova­tion Construction

Direct Project Overhead Costs

Onsite generalrequirements

Permits allowanceTesting, balance,

special inspect.Liability InsuranceLocal fees and taxesContractor Fee

SUbtotal

Indirect Project Costs

Professional designand reimbursablesfees

Government AgencyFees

Low Voltage, NurseCall, security,telecom, etc.

Subtotal

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There shall be no financial obligation on the part of the countyor the hospital for any work done until complete working plansand specifications are accepted by the appropriate governmentalagencies and the hospital Board, and until the County has signeda fixed price contract. such contract shall be entered into on anegotiated basis, sUbject to all terms to be included therein,and shall be sUbject to the provisions of applicable regulationor statute of state, federal or local government.

10. LOCAL PROJECT MANAGER

Bidder agrees to operate under the direction of the localproject manager who is hired or appointed by the hospital.Bidder agrees to meet weekly with and. refer all matterspertaining to the work to that individual.

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11. ADDITIONAL INFORMATION OR QUESTIONS

If additional information is necessary to enable theproposer to prepare a proposal pursuant to this solicitation,written questions relating to such information must be in thehands of the County by 5:00 p.m., August 13, 1996. All suchquestions may be submitted to the Tillamook County Board ofCommissioners, 201 Laurel Avenue, Tillamook, Oregon 97141. Allinquiries and/or questions pursuant to this proposal shall be.submitted in writing to Wendell Hesseltine, in care of TillamookCounty Commissioners. Any vendor who contacts or receivesinformation from any other source risks disqualification forviolating a procedure established to ensure that relevant lawsare followed. Further, any vendor who relies upon informationobtained from an unauthorized source runs the risk of acting oninformation inconsistent with the views of the evaluation team.No oral questions or clarifications for interpretation will beaccepted.

Existing condition plans are available upon request.

12. TILLAMOOK COUNTY RESERVES THE RIGHT TO:

The County will be the sole jUdge in determining award ofcontract and reserves the right to:

Reject any and all Proposals received in response to thisRFP.Accept a Proposal and subsequent offers for contract fromother than the lowest cost proposal.Waive or modify any irregularities in Proposals received,after prior notification to the proposer.Consider modifications received at any time before theaward is made, if such action is in the best interests ofTillamook County or the pUblic.

13. ANTICIPATED RFP CALENDAR

Event

RFP releasedsite VisitProposals received (last day)Proposals evaluation beginsInterviews (if necessary)Notice of Award by CountyNotice to proceed within 15 days

of the Bond electionExecution of Contract

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July 12, 1996To be scheduledAugust 23, 1996August 26, 1996To be scheduled

September 11, 1996of approval

By March, 1997

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14. CONPITIONS BY THE COUNTY

,~ (A) .The County's Contract Administrator for this contract is1--/) Paul Levesque.

(B) Tillamook County or its agents are not liable for any costsincurred by Proposers prior to issuance of a contract.

(C) In the event it becomes necessary to revise any part of thisRequest for Proposal, addenda will be provided to allprospective proposers who have been issued RFP documentsthrough the Board of Commissioners' Office.

(D) In order to be considered for selection, Proposals mustarrive at the Board of Commissioners' Office in the manner,and on or before the date and time specified in the RFPsolicitation.

(E) The contents of the Proposal of the successful proposer willbecome contractual obligations if acceptance action ensues.Failure of the successful proposer to accept theseobligations in the contract may result in cancellation ofthe award.

(F) Proposals should be prepared simply and economically,providing a straightforward and concise manner that willsatisfy the requirements of the Request for Proposal.Emphasis should be on completeness and clarity of thecontent.

(G) This Request for Proposal and one copy of each originalresponse received, together with copies of all documentspertaining to the award of a contract, shall be kept byTillamook County for a period of five (5) years and made apart of a file or record which shall be open to pUblicinspection.

(H) This contract may be canceled at the election of TillamookCounty for any willful failure or refusal to faithfullyperform the contract according to its terms as hereinprovided.

(I) If a contract is awarded, it shall not be assigned in partor in total.

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15. SELECTION PROCESS

A selection committee, comprised of County staff, Board ofCommissioners and members of the Hospital Board and Staff will beassembled for the purpose of evaluating all proposals received bythe time and date set for receipt of proposals. The evaluationcriteria are listed above in item (4). The evaluation committeemay invite selected Proposers to present their Proposal and toanswer questions during an interview. However, the countyreserves the right to award a contract to the Proposer that hassUbmitted, based on the committees' sole determination, the bestwritten proposal without conducting an interview.

16. PROTESTS RELATING TO THIS REQUEST FOR PROPOSALS

Address any protests in writing via mail to the TillamookCounty Board of Commissioners at the address mentioned in Item 2above. Questions will be answered by the following procedureonly:

All protests of the RFP received will be documented,along with written responses and provided to all firmswho requested RFP documents. No further protests of RFPspecifications or contract terms will be addressed lessthan ten (10) calendar days prior to the required RFPsubmission date. Do not contact anyone else in CountyGovernment regarding questions or protest for proposal.Protests shall include the reasons for the protest orrequest, and only proposed changes to specifications orterms. No protest against award because of request forproposals, or contract terms shall be considered afterthe deadline established for submitting such a protest.

If a protest is received according to local rules,proposal opening date may be extended if Tillamookcounty finds an extension is necessary to allowconsideration of the protest and issuance of any addendato the RFP documents.

Envelopes containing protests of RFP specificationsshall be marked as follows:

RFP/Contract Specifications ProtestRFP Number or Other Identification

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17. AWARD PROCESS

CJ Protests of RFP specifications or contract terms shallfollow Tillamook County local Rule OAR 137-30-050 and all RFPdocuments' criteria. Tillamook County has adopted the OregonAttorney General's Model Public contracting Rules Manual (Ed.August 1995) as its local contracting rules. Tillamook Countywill consider the protest, grant or deny it (in whole or part),adopt written findings, and fashion on appropriate remedy.addressing the protest, e.g. issue an addendum clarifying theprotest issues. The protester and all other proposers whoprovide an address will be notified of Tillamook County'sdecision.

The RFP process is intended to select a specialist basedupon quality and value of professional services in a manner whichwill not inhibit competition, nor encourage favoritism, but whichwill result in a cost savings to the citizens of Tillamookcounty.

Negotiations will be initiated with the top ranked firm. Ifan agreement on an acceptable fee and scope of work cannot bereached with the top-ranked firm, this process may be repeated orterminated.

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18. PROTEST OF AWARD

written Notice to Proceed shall be Tillamook County's finaldecision if no written protest is filed with Tillamook Countywithin 14 days of the date of the notice. If a protest is timelyfiled, then the Notice to Proceed is a final decision only uponissuance of a written decision denying the protest and affirmingthe notice. The Notice to Proceed and any written decisiondenying a protest shall be sent to every bidder or proposer whoprovided an address.

Any written protest of the Notice of Award of Contract shallbe received by mail or personal delivery at the location forreceipt of RFP's no later than 14 days after the Notice of Award.

19. LIMITATIONS

RFP, production costs and any related expenses, inclUdingtravel and submission of the RFP, shall be entirely theresponsibility of the respondent.

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