OFFICE DESIGN, PLANS & SPECIFICATIONS - PPUC for Proposals PUC16-004: PREPARATION of NEW PPUC OFFICE...

2016

[RFP: PUC16-004]

Project: PREPARATION of PPUC NEW OFFICE DESIGN, PLANS &

SPECIFICATIONS

Issue Date: February 23, 2016Closing Date: March 21, 2016

Request for Proposals

PUC16-004: PREPARATION of NEW PPUC OFFICE DESIGN, PLANS & SPECIFICATIONS

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TABLE OF CONTENTS

I. EXECUTIVE SUMMARY………………………………........................ 3

II. PURPOSE …….……………………………………………………….... 3

III. BACKGROUND……………………..…………………………………. 4

IV. SCOPE OF WORK……………………………………………………... 8

V. PROPOSALS DETAILS………………………………………………... 9

VI. PAYMENT TERMS ………………………………………………………... 12

VII. EVALUATION AND SELECTION PROCESS …………………………… 12

VIII. GENERAL EVALUATION CRITERIA ……………………………….. 14

IX. CONTRACT CLAUSES …………………………………………………………. 17

X. CONTACT DETAILS ……………………………………………………………… 18



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I. EXECUTIVESUMMARY

The Palau Public Utilities Corporation (PPUC) is soliciting Technical Expertise for the preparation of new PPUC office design, plans and specifications. Interested contractors can submit sealed proposals beginning February 23, 2016 and no later than March 21, 2016, 4:00pm Palau time. Sealed proposals will be accepted at address [P.O. Box 1372, PPUC Main Office, 2nd Floor--Oldiais Building--Koror, Palau 96940]. A pre-bid conference shall be conducted at the PPUC Main Office conference Room on March 07, 2016 at 10:00AM. If you have any inquiries please contact Sofronio “Pons” Mahor at (680) 488-5320/3870 or e-mail to [email protected]. Further details and information such as the scope of work, work duration, payment terms, contract clauses, and other relevant details relating to the RFP are provided below and in the following pages.

II. PURPOSE

Through this Request for Proposals (RFP), PPUC is seeking proposals from qualified professional architectural firms to demonstrate qualifications, experience, and propose approach for architectural design and construction management for one project: a new office building that will accommodate the Electrical Power and Water services main administration office personnel. The selected architect shall provide preliminary designs and cost estimates, final design services, and construction management services for the Facilities as further described herein. PPUC intends to pursue an expeditious scoping, design, and construction schedule to best take advantage of available financing, and thus is seeking innovative, cost-effective solutions for the project. Responses to this RFP should include details about qualifications and related experience as described herein. They should also include a proposal for a recommended approach



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to the projects and preliminary conceptual design for the Facilities, but do not need to include detailed designs. PPUC intends to compare and evaluate all qualifying submittals and select the most qualified architect based on proposal content, responsiveness to County goals and the results of an oral presentation to County representatives. This is a RFP only and should not be interpreted as a solicitation for services or as a contract for services. Submittals should be comprehensive, concise, and directly responsive to the goals and format as outlined in this RFP. Innovative and creative solutions are encouraged.

III. BACKGROUND

A. PPUC

The Republic of Palau comprises of 350 tropical islands and islets located in the westernmost part of Micronesia about 600 miles (960 kilometers) East of Mindanao, Philippines and some 800 miles (1,280 kilometers) southwest of Guam. Palau lies between 8°10’N/3°N Latitude and 132°45’/134°25’E Longitude. The main group of Palau Islands is dominated by the 150 square mile island of Babeldaob—Palau’s largest land mass.

On June 06, 2013, Republic of Palau Public Law (RPPL) 9-4, merged the National

Government Water and Wastewater Operations together with the Electrical Operations forming the new Palau Public Utilities Corporation (PPUC.)

PPUC is currently renting a two storey office building with an approximate office floor area of 6,350 square feet. To date there are 64 employees who are using this building, including one (1) conference room, one (1) cashier department, one (1) IT Control Room and with six (6) comfort rooms.

Another building in Malakal, Koror is currently used by PPUC WWO Department as an office with an approximate office floor area of 7,050 square feet. To date, there



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are 32 employees who are using this office building, including one (1) board room with conference room, one (1) warehouse for WWO and two (2) comfort room.

DESCRIPTION OF THE PROJECTS See SECTION C below for preliminary conceptual information about the project site. PPUC Admin and Finance Building (EPO/WWO): 1. Location:

Malakal Koror before the Malakal Harbor. To be located on a site between the existing Malakal Customs Office and the existing 680 Bedochel Auto Shop across NECO Yamaha.

2. Elements:

Office Building Chemical and Equipment Storage Building Asphalt Parking Landscaping Parking yard enclosed by chain link fencing

All utilities are present at the property.

Needs identified by PPUC:

1. External: Office should have an adjacent paved car parking facility (sealed) sufficient to park at least ten (10) vehicles for PPUC customer use. And adequate nearby off-street parking should be available for at least thirty six (36) vehicles for staff use plus twelve (12) for customer.

2. Internal: a) Building is to be adequately climate controlled. b) Building is to have back-up generator. c) Building is to have back-up water supply.



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d) Building should have adequate restroom facilities for the anticipated staff numbers. e) Building should include a staff room and conference room, in addition to employee offices and or workspaces. f) Building should provide a mix of enclosed offices and open workspace areas. g) Building interior must be suitable standard for a corporate head office. f) Office building should be energy efficient.

3. Usable Area: The usable interior office area should be at least 14,400 square feet.

4. Staffing: The expected number of staff to be accommodated is 74 to 86.

5. Design shall follow latest U.S. Uniform Building Code, used for Guam Architectural.

6. Design Wind Speed 120MPH.

7. Energy efficient building with a PV Panels on propose roof.

8. Seismic zone per State of Hawaii standards.



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C. EXISTING PROPOSED PROJECT SITE:



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IV. SCOPE OF WORK Program Goal: PPUC will rely on the recommendations of the architectural/ engineering firm to assist PPUC develop design proposals for the construction of this new office building. MAJOR ELEMENTS OF THE WORK PPUC anticipates that a full complement of professional services shall be provided by the architect selected for this project. These services shall include, but not necessarily be limited to, those outlined below:

A. Evaluation of PPUC requirements and of the proposed sites. This includes assessment of all existing PPUC administration offices.

B. Evaluation of National, State and local requirements and standards, including National and State zoning and other requirements.

C. Preliminary design services. D. Preliminary cost estimates. E. Final design services. F. Preparation of plans and specifications for construction bidding. G. Final cost estimate. H. Assistance with bidding. I. Construction management J. Assist PPUC with selection and procurement of furniture, fixtures and

equipment. CONSIDERATIONS The selected architect shall:

A. Determine any requirements for the proposed Facilities necessary to meet the requirements of the respective State’s zoning and other standards for the project. (Design should follow latest U.S. Uniform Building Code – similar to Guam)



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B. Conduct scoping meetings with PPUC and other building tenant representatives

to determine space requirements, design parameters, and other related needs. C. Provide minimum of three (3) preliminary design options of the building and

type of construction to be reviewed by the client and one will be selected for detail design and preparation of workmanship and material specifications and other construction documents.

D. Complete all design work in conformance with applicable National and State ordinances, zoning and other requirements, all applicable building codes and all state, national and local ordinances, laws, rules and regulations. The project must be designed using energy efficient and minimum-maintenance materials and equipment.

E. Be responsible for knowing and utilizing all applicable National, State and local ordinances, laws, rules and regulations.

F. Design the Facilities to promote compatibility with the existing buildings in the area. Site utilization for the area must be considered in all plans for the site.

G. Be responsible to provide all legal support for their work and comply with all laws.

H. Utilize innovative and economical design solutions.

This request for technical expertise will include construction assistance as needed for procurement, review technical submittals, respond to Requests for Information, and to visit the site. Site visit will be to review progress and render an opinion on workmanship. Assume one site visit during construction and one upon Substantial Completion. Consultant will serve as PPUC approved inspector during the construction work.

V. PROPOSAL DETAILS:

To facilitate review of the proposals, PPUC is asking each Offeror to submit its proposal(s) in conformance with the following:

All requested documentation must be included. The proposal must include (in the following order):



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A Transmittal letter stating the respondent’s intent to participate in the contract. The letter of transmittal shall be on official business letterhead and shall include the following:

A. A statement that the respondent will comply with all terms and conditions as indicated in the RFP.

B. A statement indicating whether the respondent is a corporation or other legal entity.

C. A statement of affirmative action that the respondent does not discriminate in its employment practices with regard to race, color, religion, age (except as provided by law), sex, marital status, political affiliation, national origin, or handicap.

D. A certification statement to the effect that the person signing the proposal is authorized to do so on behalf of the respondent.

E. Names of the key contact persons with their title and telephone numbers. Also, indicate first and second back-up contact persons if the person signing the proposal is not available to take a call from PPUC.

F. Name and complete mailing address of the respondent along with telephone number and fax number.

G. Proposal, including at least the following sections: 1. Introduction:

This section should consist of a cover letter, an executive summary (two pages maximum) and an organizational chart showing the team involved including individual members, all organizations, relationships, and breakdown of responsibilities.

2. Proposer Qualifications:

This section should describe the architect’s experience on similar projects, including the individual involvement on the specific projects described. Project information, such as photographs and floor plans for the identified projects, should be briefly included.

Resumes of principals and other key staff scheduled to participate on the projects should be included. For all major participants, note the approximate full time equivalent hours to be devoted to the project. Provide a minimum of three



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references, including name, address and telephone number, of persons who can attest to performance on relevant projects.

3. Proposal:

This section should cover such things as the approach to the RFP; the proposed schedule of the work; the project strategy; the methodology to be used to control costs, maximize construction economy and insure operational effectiveness; identify outputs to be delivered; and identify advantages of the proposal to PPUC.

B. Proposal Submission

The proposals shall be sealed in a package and should include: 1. The Offeror’s information (i.e., Name, Address, and Contact)

on the outside package 2. The RFP# on the outside of the package that should be

submitted NO LATER THAN 04:00 PM of the CLOSING DATE-Palau Time.

a. [Note: The RFP # and Project Name should be in big fonts.]

b. The sealed package should include the original

proposal(s) for each or all packages plus six (6) copies and one (1) soft copy.

c. Fee proposal in separate sealed envelope.

The PPUC shall have the full right and authority to use any and all information contained in the RFP submittals for any other purpose it deems appropriate in its sole discretion, unless the offeror clearly specifies the information in the offeror’s RFP which shall be used only for the limited purpose of evaluating the RFP, and so specifies in writing such information with the following statement: “This particular data/information furnished in connection with our proposal shall not be disclosed to any third party or for any pursuch data to the extent provided in the contract or as ordered by the Court.



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All responses to the RFP will be held by PPUC in strict confidence until the contract to the successful offeror has been executed, whereupon PPUC shall have ownership rights to all proposals received, as constrained.

VI. PAYMENT TERMS A. Payment terms shall be determined as follows:

a) After an agreement is entered into, and upon completion of all required work or a

specified portion thereof, the Architect shall submit to PPUC an invoice for payment.

b) Following receipt of Architect’s invoice and upon certification by PPUC that the specified work has been completed, the Architect shall be paid by PPUC within thirty (30) days of said certification.

c) Partial or progress payments, if any such are made, shall not relieve Architect of performance or obligations under this Agreement, nor shall such payments be viewed as approval or acceptance of work performed.

d) Payments may be withheld from the Architect by PPUC in order to protect The Corporation from loss due to:

1. Defective work not remedied. 2. Liens or claims filed or reasonable evidence of probable filing. 3. The Architect’s failure to promptly pay subcontractors or suppliers for

labor and/or materials accepted by the Architect. 4. Damage to another contractor. 5. Failure to perform.

VII. EVALUATION AND SELECTION PROCESS

A. Criteria Each proposal will be evaluated initially by a specially convened committee in line with the criterion set forth in this section. All proposals and their separate components will be subjected to the same evaluation criteria and process.



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The following criteria (NOT in any particular order) will be used to evaluate proposals:

PROPOSAL EVALUATION WORKSHEET

Proposer: __________________ Evaluator: __________________ Date: __________

CRITERIA SCORE (0-5, see below)

COMMENTS

Qualifications and Experience

Scope of Work Technical Approach

Maintenance of Design Schedule

Cost Consciousness

Responsiveness of Proposal

Total Score

Scoring will be based on a scale of zero to five, with five being the highest possible and zero being the lowest. 5 – Excellent, exceeds requirements 4 - Above average, exceeds minimum requirements in some areas 3 – Acceptable, meets requirements of RFP 2 – Fair, partially unresponsive 1 - Inadequate, fails to meet requirements 0 – Nonresponsive, not addressed in proposal



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VIII. GENERAL EVALUATION CRITERIA

A. All requirements identified in this RFP must be satisfied in order for the proposal to quality for consideration. PPUC desires to receive proposals from architects who can demonstrate operational and technical qualifications and capabilities.

B. All proposals will be evaluated by representatives of PPUC to identify the proposal that best meets the needs of the Utility as set forth in the RFP. A point based system will be used to evaluate all proposals. The evaluation categories and their relative weights are listed on the Proposal Evaluation Worksheet. A brief description of each component includes:

1. Qualifications and Experience. This category deals with the architect’s performance on similar prior projects, and the experience level of key personnel proposed for this project. Experience relates to the overall assessment of the architect’s assigned personnel. Evaluation will be based on resumes that are provided, direct contact with identified current and previous clients, submitted information in response to the RFP and on the evaluation team’s assessment of the various factors.

2. Scope of Work. Technical Approach. This category represents an evaluation of the work plan submitted and the approach to be used to meet the PPUC’s needs.

3. Maintenance of Design Schedule. This category deals with the methodology for tracking, managing and projecting progress of the work and the ability to prepare documentation that will satisfy all approvals without delay. A timely schedule and demonstrated ability to meet the time needs of the PPUC will be considered.

4. Cost Consciousness. This component pertains to a demonstrated ability to bring in projects on budget and to the overall sensitivity to minimizing total projects costs including construction, maintenance, and energy usage.

5. Responsiveness of Proposal. Response to the overall proposal will be evaluated for logic, order, level of appeal, design, responsiveness,



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innovation, solutions, accuracy, timeliness of submission and inclusion of required documents.

C. The evaluation of proposals will be conducted in two steps. The proposals will be evaluated in terms of the proposer’s ability to satisfy the requirements outlined in the RFP. The top scoring architects will be invited to participate in oral interviews to determine the most advantageous proposal to PPUC. At the conclusion of these interviews, one architect will be selected and a contract consistent with this RFP will be executed by both parties.

CONDITIONS

A. Assignment of Contract The contract shall not be assigned to any party without the prior written consent of PPUC.

B. RFP Modification

This RFP does not commit PPUC to award a contract, to pay any costs incurred in the preparation of the proposal under this request, or to procure or contract for services. PPUC also reserves the right to accept or reject any or all proposals received under this request, to negotiate with qualified offeror, or to cancel in whole or in part this RFP, if it is in the best interest of PPUC to do so. Offerors under this RFP may be required to participate in negotiations and to submit any price, or technical revisions to their proposals as may result from the negotiation process.

C. No Liability

Neither PPUC nor any of its employees, agents or advisors will have any liability whatsoever, in contract, tort, by statute, in equity or otherwise, for any cost, loss, liability, claim or expense suffered or incurred by any Offeror or any other person arising directly or indirectly from or in relation to this RFP process and in particular in relation to the preparation of a proposal.



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Offerors must examine this RFP and make all investigations considered necessary (including information provided by PPUC in relation to this RFP) before submitting a proposal. Neither PPUC nor any of its employees, agents or advisors makes any representation and will have any liability as to the accuracy or sufficiency of or for any errors or mis-descriptions in this RFP.

D. Proposal Errors

All information provided by an offeror in its proposal is warranted by the offeror to be complete and accurate in all material respects. PPUC is under no obligation to check any proposal for errors. Acceptance of a proposal that contains errors will not invalidate any contract formed on the basis of that proposal.

E. Performance Bond and Payment Bond Performance bond for this project will be waived.

F. Transfer of property All proposals shall become PPUC property.

G. Conformity The PPUC procurement regulations shall apply to all proposals and bids and all winning Offerors and contractors shall be bound by them.

H. Inquiries Any inquiries, requests, clarification, or additional information pertaining to this RFP shall be made in writing, by email or fax through the contacts provided.



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IX. CONTRACT CLAUSES A. All contracts shall, at a minimum, contain the following clauses:

1. Governing Regulations

2. Penalties for Violation of Regulations

3. Contract Disputes

4. Gratuities

5. Kickbacks

6. Representation of Contractor Concerning Contingent Fees

7. Changes

8. Stop Work Order

9. Termination for Defaults or Convenience

10. Approvals, Certificates, Permits and Licenses

11. Laws and Regulations

12. PPUC’s Right to Inspect

13. Commencement of Work

14. Liquidated Damages

15. Schedule

16. Clear Title

17. Taxes

18. Force Majeure

19. Relationship

20. Assignment

21. Subcontracts

22. Contracting Officer

23. Entire Agreement



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XI. CONTACT DETAILS

Kione J. Isechal PPUC CEO/General Manager Tel: (680) 488-5320 Fax: (680) 488-4499 Email: [email protected]

Tmetuchl Baules PPUC Administrative Director PPUC General Administration Tel: (680) 488-5320 Fax: (680) 488-4499 Email: [email protected]

Hasinta Idechong Acting PPUC Chief Financial Officer PPUC Accounting and Finance Division Tel: (680) 488-5320 Fax: (680) 488-4499 Email: [email protected]

Sofronio Mahor PPUC CPO /Civil Engineer PPUC General Administration Tel: (680) 488-3870 Fax: (680) 488-3878 Email: [email protected]



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