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Request for Qualifications
Architectural and Engineering Services
Tahlequah Health Center
Tahlequah Health Center
Tahlequah OK, 74464
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Table of Contents
Description Page #
COVER PAGE 1
TABLE OF CONTENTS 2
INTRODUCTION 3
SECTION A: Definitions 4
SECTION B: Information and Solicitation Instructions 5 – 7
SECTION C: General Requirements of the Architect Engineering Firm 9 – 13
SECTION D: Scope of Services 14 – 19
SECTION E: List of Attachments 20
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RFQ for Architectural and Engineering Services
Introduction
Cherokee Nation Property Management, (CNPM), a business entity of the Cherokee Nation, a Federally
Recognized Indian Tribe, is seeking proposals from qualified architectural and engineering firms to provide
professional services relating to the planning, development, design and construction of a new medical
outpatient health facility. Cherokee Nation has been awarded an IHS joint venture for staffing and operation of
a new medical outpatient facility. The building will include new clinical and administrative space that meets
the DHHS/IHS/DES A/E Design Guide 2013 (Attachment 2) requirements for Cherokee Nation Health
Services (CNHS). The building will be designed to a minimum of LEED Silver certification or comparable.
The project will also require a connected multilevel parking structure. The estimated size of the facility is not
to exceed approximately 470,000 gross square feet as reflected in the List of Potential Programs/Departments
(Attachment 1). The project is funded by the Cherokee Nation and Cherokee Nation Businesses. The estimated
construction budget for the project is $150,000,000 to $175,000,000.
The clinic site is located east of the existing W.W. Hastings Hospital at 100 Bliss Ave, Tahlequah OK 74464
and is owned by Cherokee Nation but will be leased to CNPM. The site may be viewed by proposing firms.
Please notify CNPM Contracting Official, Sr. PM or Director of Construction to schedule a site visit.
Due to size and estimated budget, of the proposed facility, only qualified design teams will be considered for
award of A/E design contract.
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Section ADefinitions:
� CN – Cherokee Nation
� CNB – Cherokee Nation Businesses
� CNPM – Cherokee Nation Property Management
� CNHS – Cherokee Nation Health Services
� IHS – Indian Health Services
� Owner – Cherokee Nation Property Management
� A/E – Architect Engineer
� RFQ – Request for Qualifications
� RFP – Request for Proposal
� CNENT – Cherokee Nation Entertainment
� CM – Construction Manager
� JV – Joint Venture
� GMP – Guarantee Maximum Price
� BGSF – Building Gross Square Feet
� SD – Schematic Design
� DD – Design Documents
� CD – Construction Documents
� VE – Value Engineering
� PM – Project Management
� LEED – Leadership in Energy and Environmental Design
� CxA – Commissioning Agent
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Section B
Information and Solicitation InstructionsGeneral
�� The purpose and intent of this solicitation is to request qualifications for design and engineering
services for the new Tahlequah, OK Health Center.
� Once a determination of necessary qualifications has taken place, a “shortlist of qualified firms” will be
made.
� Qualifying firms selected for the “shortlist” will be required to provide a RFP with fixed fee based on,
but not limited to, the scope of work, design requirements contained herein, along with detailed space
requirements to be supplied later.
� The DHHS/IHS/DES A/E Design Guide 2013(Attachment 2) is to be used, in conjunction with the
project Scope of Services herein and List of Potential Programs/Departments (Attachment 1) as the
baseline design requirements of the Tahlequah Health Center.
� Any attachments to the A/E RFQ submission may be considered as part of future contract.
� Estimated construction schedule is 36 months.
� The Owner would consider a fast track design. Conceptual estimated design schedule is 12 months with
early bid packages for civil and parking garage at 10 months.
� A/E shall provide a cost estimate for FF&E planning services to be considered. The cost estimate
should be an individual cost not to be included in the estimated percentage fee for A/E services.
� There is no expressed or implied obligation for Owner to reimburse responding firms for any expenses
incurred in preparing proposals in response to this request.
� Owner reserves the right to retain all submitted proposals and materials.
� During the evaluation process, Owner reserves the right, where it may serve Owner’s best interest, to
request additional information or clarification from firms submitting proposals, or to allow corrections of
errors or omissions. Owner may make such investigations as (s)he deems necessary to determine the
ability of the prospective firm to perform the work, and the prospective firm shall furnish to Owner all
such information and data for this purpose as the Owner may request. At the discretion of Owner, firms
submitting proposals may be requested to make oral presentations as part of the evaluation process.
� Owner reserves the right to cancel this solicitation at any time and to reject any and all proposals, to waive
any and all proposal and qualification requirements and to negotiate contract terms with the selected firm,
and the right to disregard all nonconforming, non-responsive or conditional proposals.
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�� Questions related to this solicitation should be directed as follows:
Contracting Official:
Tina Jones, 777 W. Cherokee St. Catoosa, OK 74015
O :(918)384-7802, C :(918)729-9183
Indian Preference:In the awarding and the performance of the contract, Owner and prospective firm and its sub-contractors shall, to the greatest extent feasible, give preference to Indian–owned businesses, as evidenced by Indian-owned certification by the Cherokee Nation Tribal Enforcement Rights Offices (“TERO”).
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RFQ Proposal
A. General:
1. Develop and attach an organizational chart and a brief resume of proposed qualified design
team members with minimum five years of medical facility construction design experience
and applicable certifications. Proposed organizational chart of qualified design team members
should include prime and each consultant/entity expected to work on the project under
contract of the selected A/E firm.
2. The “shortlist” for the RFQ is to be determined by evaluation of qualifications and estimated
fee percentage based off the scope of work and design requirements related to IHS Joint-
Venture agreement.
3. It is mandatory that the proposing A/E team has experience designing in accordance with the
DHHS/IHS/DES A/E Design Guide 2013 (Attachment 2) or previous versions (within the past
10 years).
4. Proposing A/E firms shall submit a résumé of successful projects in the following categories:
a. All IHS JV Health facility design projects completed in the past 10 years.
b. All Hospital and/or Clinic projects in excess of 200,000 square feet designed in the
previous 10 years.
c. All Hospital and/or Clinic projects designed which exceed $100MM construction
valuation in the previous 10 years.
d. A statement defining your firm’s role in each of the aforementioned categories (i.e.
prime architect, joint venture, or supporting architect)
e. For each project identified in a and b above, provide the original Owner budget and final
cost (include construction and design costs as one value).
f. For each project identified in a and b above, provide the original design schedule and
actual design schedule after completion.
5. Proposing A/E firms must submit two original copies and one electronic copy of its Tahlequah
Health Center RFQ proposal.
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B. Proposal Preparation
1. Prepare an estimated percentage fee to submit with your RFQ proposal. Percentage fee shall be
based on a project size not to exceed approximately 470,000 gross square feet and estimated
construction budget amounts of $150,000,000 to $175,000,000.
2. Furnish a supporting narrative statement explaining in detail the method of estimating the
proposed fee percentage based off the scope of work and DHHS/IHS/DES A/E Design Guide
2013 (Attachment 2) and other factors deemed necessary to adequately evaluate the RFQ
response.
3. There will not be a formal in-person presentation for the RFQ proposal evaluation. A
presentation will be required for firms selected for the “shortlist” during RFP evaluations.
4. Furnish a narrative describing where the design headquarters will be located for duration of the
project and any potential concerns of location related to project site that will affect cost
estimate.
5. For the purpose of this RFQ, all items deemed necessary by the proposing A/E design team will
be assumed to be included in the estimated percentage fee.
6. In the case of multi-branch firms, joint ventures or affiliates, it is expected that all costs will be
included in the proposed estimate percentage fee.
7. Additional information may be requested for any proposed fee deemed to be excessive or may
not be considered for the “shortlist”.
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Section C
General Requirements of the Architect and Engineering Firm
SCHEDULE OF SERVICES
Except as otherwise specified herein, the A/E shall furnish the necessary personnel including, but not limited
to, all consultants (lighting, elevator, Graphics Designer, Landscape design, low voltage, LEED, Programmers
etc., unless provided in-house) materials, services, facilities, and otherwise do all things necessary for or
incidental to the performance of the work set forth in the Scope of Services and the Program of Requirements
(Attachment 1) Documents. Refer to I.H.S. Design Guide 2013 (Attachment 2) and this Section for
requirements on Services and Schedule.
A. Basic Services:
Phase I Pre-Design
Phase II Concepts
Phase III Schematics
Phase IV Design Development
Phase V 65%Construction Documents
Phase VI 100 % and Final Construction Documents
Phase VII Bid & Award Phase
Phase VIIIA Construction Contract Administration-
(Except Construction Field Observation)
Phase VIIIB Construction Field Observation - Other than Inspector
Phase VIIIC Construction Field Observation – Project Representative Services
Phase IX Warranty Phase Services
Warranty Inspection Trips:
Architectural Mechanical
Electrical Civil
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PERIOD OF PERFORMANCE/DELIVERABLES/DELIVERY SCHEDULE
A. The period of performance of the work shall be from date of execution by the Contracting Official
through completion of construction.
B. Furnish a schedule of deliverables, overall estimated performance period for A/E Services and
construction of the project. Schedules should be related to scope of work, building size and
estimated construction budget. The schedule shall include time frames for CN/IHS approval at
different design phases.
C. The preliminary construction schedule is 36 months.
ADDITIONAL SERVICES
When applicable, additional services may be required by the Owner and must be performed by the A/E.
These services will be identified and approved in writing by CNPM before commencement of work. If
work is completed without approval in writing by CNPM it will be at the cost of the A/E design team.
PROPERTY, EQUIPMENT, SUPPLIES, FACILITIES, PERSONNEL AND SERVICES
Except as otherwise specifically provided herein, all property, equipment, supplies, facilities, personnel, and
services required to perform the work shall be furnished by the A/E.
DESIGN GUIDES
A. Scope and Funding Limitations: Scope and funding limitations as established by the Program are set
forth in the criteria and definitive information furnished to the A/E. It is the responsibility of the A/E to
develop the design in such a manner as to ensure that construction can be completed within funds
allocated and in conformance with instructions contained herein and to allow for an award of a
Construction Contract within the amount of allocated funds, and to notify the Contracting Official
promptly of any problems in doing so.
B. Design Criteria
Available sources - Federal and Industry standards (latest editions in effect at the date of contract) are
adopted as design criteria for IHS facilities.
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C. A/E DESIGN GUIDE 2013
The DHHS/IHS/DES A/E Design Guide 2013(Attachment 2) is to be used as guidance in areas of
instructions/information not otherwise covered by the scope of work and to the extent it is not in
conflict with other provisions of the scope of services. (Section D, herein) The Design Guide will be
used to measure performance under this contract in matters not specifically covered herein. The A/E
Design Guide is used to describe most requirements to be performed by the A/E. If there are other
exceptions or clarifications necessary, it is the responsibility of the A/E firm to obtain a written
clarification.
DESIGN WITHIN AREA LIMITATIONS
The building is not to exceed approximately 470,000 gross square feet. The total building area as
designed shall not exceed the total floor area (i.e., Building Gross Square Feet, BGSF) previously stated
and in the approved List of Potential Programs/Departments. Also, deviations (not to exceed 10%)
from room sizes stated in the List of Potential Programs/Departments (Attachment 1), as may be
recommended by the A/E, will be considered on a case-by-case basis, and must be specifically
approved by the Contracting Official.
CONSTRUCTION MANAGEMENT SERVICES:
The A/E services are to provide for the accommodation of Construction Management Services which
will be provided by a separate contract. The changes which will be necessary in the normally furnished
A/E Services are as follows:
A. Cost estimating will be performed by the Construction Manager and cost associated with this
responsibility is therefore eliminated from the A/E scope of services. The A/E will be required to
participate with the CM and CNPM in the review of the cost estimates and is not relieved of the
responsibility to provide a design within the funding limitations. Cost estimates will be provided at the
Concepts, Schematics, Design Development, and 65% Construction Document Phase.
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The alteration of the normal sequence for producing the construction documents to a phased delivery
and separating the work into bid packages to produce the major benefits of the CM. CNPM, CM &
A/E shall make the determination of which design elements can be produced concurrently, rather than
sequentially, and which elements can be prepared in conceptual form in sufficient detail to allow the
CM to provide a Guaranteed Maximum Price (GMP) at the earliest date; however, in any event not
later than the beginning of the construction of the first bid package.The sequencing of the production of
the construction documents will necessitate some modification to the review schedules. These changes
will be jointly developed in conjunction with the A/E, CM, and CNPM.
B. It is anticipated the construction of the facilities will be phased by the production and bidding of at least
three major, separate bid packages. The elements of construction included in each bid package will be
determined jointly by the A/E, CM and CNPM; however, the following five packages are provided as a
possible division of this work.
1. #1. Site Work, Site Utilities, Demolition and Parking Garage
2. #2. Foundation
3. #3. Structural Frame and Elect, Mech. Equipment
4. #4. Roof, Doors, Windows and exterior Shell
5. #5. Balance of the Work
C. The A/E will be expected to work as a team member in developing the items to be included in each bid
package and in establishing a schedule for the production of the plans and specification with specific
dates established which will be necessary to afford the greatest timing advantage for the construction of
the facility.
D. The A/E will still be responsible for the interpreting the requirements of the drawings and
specifications. All requests for interpretations from sub-consultants to the A/E will be directed through
the CM. The A/E shall be responsible for preparation of all addenda necessary and will be issued by
the CM.
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E. Issuance of Invitation for Bids, and the evaluation and award functions will be performed by the CM
and CNPM.
F. The CM, CNPM and Owner’s 3rd party consultants will participate in the review of the plans and
specifications and provide consultation as required to construction materials and methods.
G. Once the CM has given the GMP based on assumptions and clarifications agreeable to the A/E and
CNPM, the A/E shall not change the scope or quality without the written approval of CNPM.
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Section D
Scope of Services
Services to be performed by the A/E:
1. GENERAL:
a) The A/E shall perform all professional services necessary to accomplish a complete and fully functional
design, development of the construction contract documents and provide Medical equipment and
furnishings planning for the Tahlequah Health Center.
b) The services shall include the various phases of work described herein:
c) The size of the planned facility is approximately 470,000sqft. The amount budgeted for construction,
site utilities and associated infrastructure, and parking garage is estimated between $150,000,000 to
$175,000,000.
d) The A/E and his consultants will be required to attend periodic meetings and work sessions in each
design phase (schedule TBD). The A/E shall document all review comments and distribute copies to
primary attendees.
e) The A/E shall prepare a conceptual plan that describes the desired functional relationships into a
minimum of three conceptual schemes.
f) The A/E Design Guide (Attachment 2) shall be used for all requirements except clarifications,
additions, etc. as noted below:
o Article 2.9. Metric-Delete requirement. (Convert all metric units to equivalent empirical Units
i.e. square feet).
o Article 2.7. Value Engineering will be accomplished by the A/E, CM, CNPM and the CNHS
representative jointly and in a cooperative manner.
o Article 2.8. Building Commissioning - By A/E.
o Article 3.1.11. A/E will develop title block for approval by CNPM and CNHS.
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o Article 3.2.2. Construction Manager will prepare boiler plate. A/E will review and coordinate
with other sections of the specifications.
o Article 3.2.5. The A/E shall coordinate all bid items and bid schedule with CNPM Project
Manager and the CM.
o Article 3.3. Cost estimate will be provided by the Construction Management Services. A/E and
CNPM will review, comment and provide justification for any differences.
o Article 4.1, Box 4A. The number of submittal stages and the number of copies required are as
follows:
PM CM IHS Staff Consultants TOTAL
PREDESIGN 1 1 0 3 2 7
CONCEPTS 1 1 0 3 2 7
SCHEMATICS 1 1 1 3 2 8
DESIGN DEV. 1 1 0 3 2 7
CONST. DOC. 65% 1 1 1 3 2 8
CD 100% REVIEW 1 1 1 3 2 8
CD 100% FINAL 1 1 1 1 1 5
RECORD DRAWINGS* 1 1 0 1 1 4
*3 Sets CD /DVD ROM Disk (drawings and specs)
o Article 4.4. & 8.1.2(2): Medical Equipment, Furniture and Fixture planning: The A/E will provide
a separate estimate with this RFQ submission for equipment planning service for consideration.
Estimate should be based off of previously completed projects of similar size and estimated budget. If
approved by CNPM, the A/E will provide a fixed fee for FF&E services in the RFP stage. During
concepts/schematics phase the A/E will develop a complete generic equipment list of all Groups I, II &
III Medical Services Equipment and Furniture utilizing the generic list provided in the Program
Documents.
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o Article 9.1.1.1(b), 10.1.1,11.2(2), 12.1(2). Medical Equipment/ Furniture Planning: The A/E will, in
consultation with CNPM and Cherokee Nation Health Services staff and consultant, refine the medical
equipment according to exact size, clearance requirements, and connections to building services
requirements. The A/E will provide manufacturer catalogue cut sheets and a purchase order ready for
requisition to the CNPM and Cherokee Nation Health Services in accordance with a schedule mutually
agreed upon.
o Article 9.2.7(d). The A/E will locate and verify that all equipment will not exceed capacities of stated
room sizes based on equipment list prepared in schematic phase.
o Article 4.9 Commissioning the CxA shall be contracted by the A/E.
o Article 7.1(8) & (10) Utilize Owner furnished site, topography and soil borings.
o Article 8.1(6)(b) A/E shall provide predesign and schematic geotechnical investigation.
o Signage: The A/E shall provide design services for all exterior and interior signage. System should
include major building and entrance signs, location maps, room names and numbers, concealed
equipment locators, crawl space reference signs, and equipment and system labels throughout the
building. Provide tactile locators, and warnings for the blind. All signage will be in both English and
Cherokee syllabary. Submittal of signage will be approved by CNPM and Cherokee Nation before
procurement.
o Article 11.1.2.1. The A/E shall prepare a presentation quality animation for review by Owner, CNHS
and CM included with the submittal of Schematic Design Phase featuring a 360 degree walk around
view of the building exterior due no later than 30 days after Schematic Design Phase submittal. The
A/E shall also prepare a presentation quality animation with the submittal of Design Development
Phase featuring a 360 degree walk around view of the building exterior as well as major interior spaces
due no later than 30 days after the Design Development Phase to be reviewed by the Owner, CNHS and
CM.
o The A/E shall contract the landscape design with a qualified Landscape Firm.
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o The A/E will provide Bidding documents suitable for reproduction in the form of electronic media to
the Construction Manager. The Construction Manager will reproduce and issue to the bidders.
Multiple bid packages are contemplated. See other sections for possible division of the work.
o The A/E shall provide design of water supply connections at two points (i.e., separate connections) and
a water loop around the project site. The A/E shall also provide for design of natural gas lines from the
project site to a point of connection to adequate supply.
o During Design Development and later design phases the room and space numbering will be for way
finding.
o Article 14.3.1. The number of field visits during construction to be included in base contract are
estimated as follows:
1. Architect Project Manager 2 per month
2. Structural Engineer 12
3. Mechanical Engineer 2 per month
4. Electrical Engineer 2 per month
5. Civil Engineer 12
Field visits for Project Closeout, i.e., necessary for punch list and verifying that punch list have been
satisfactorily completed are in addition to the above scheduled field visits.
� The Construction Management Services contractor will provide office space on-site for the Project Site
A/E Representative. The CM will provide office equipment, furnishings, utilities, & communications
for the A/E.
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DESIGN WITHIN FUNDING LIMITATIONS
a) The A/E shall accomplish the design services required under this contract so as to permit the award
of a contract at a price not exceeding the estimated construction contract price as set forth in Section
B (B) and Section D.1(c). When the Construction Management Services Guaranteed Maximum
Price proposal for the construction is received exceeding the estimated price, the A/E shall perform
such redesign and other services as are necessary to permit contract award within the funding
limitation. These additional services shall be performed at no increase in the price of this contract.
However, the A/E shall not be required to perform such additional services at no cost to CNPM if
the unfavorable bids or proposals are the result of conditions beyond its reasonable control, if
agreed and approved by CNPM.
b) The A/E will promptly advise the Contracting Official if it finds the project being designed will
exceed or is likely to exceed the funding limitations and it is unable to design a usable facility
within these limitations. Upon receipt of such information, the Contracting Official will review the
Construction Management Services revised estimate of construction cost. CNPM may, if it
determines the estimated construction contract price set forth in this contract is so low that award of
a construction contract not in excess of such estimate is improbable, authorize a change in scope or
materials as required to reduce the estimated construction cost to an amount within the estimated
construction contract price set forth in Section B (B) and Section D.1(c), or CNPM may adjust such
estimated construction contract price.
OWNERSHIP OF DOCUMENTS
All documents, including original drawings, final plans, and as-built plans shall be the property of the Owner.
GOVERNING LAW
The contract shall be governed by, enforced and construed in accordance with the laws of the Cherokee Nation.
Where the law of the Cherokee Nation is silent, the contract shall be construed in accordance with the laws of