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HomeMy WebLinkAboutAward Ltr - Architect - Public Safety BldgsDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of Monday, July 28, 2008 Please see directions for completing this document on the next page. DATE: July 24, 2008. FROM: Susan Ross Property & Facilities 383-6713 TITLE OF AGENDA ITEM: Consideration of Signature of Notice of Intent to Award Contract for Architectural Services for the Public Safety Buildings Project. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Deschutes County issued a Request for Proposals (RFP) for architectural services for the Public Safety Buildings Project. This project includes new construction of an Oregon State Police/911 headquarters building, a mental health residential treatment facility, and tenant improvements of a County -owned building on Jamison Street to accommodate the offices of the Deschutes County Adult Parole & Probation Department. A selection committee was formed to review proposals and make a recommendation to the Deschute County Board of Commissioners, acting as the Contract Review Board. The selection committee is made up of the following members: - Becky McDonald, Deschutes County 911 Director - Tim Moor, Redmond Fire Chief & 911 Chair - Gary Keys, Oregon State Police Facilities Manager - Tom Barnes, Oregon State Police Forensics Lab Manager (Portland Lab) - Ken Hales, Deschutes County Community Justice Director - Susan Ross, Deschutes County Property & Facilities Director Proposals were received from 10 design firms. A selection committee ranked the proposals and shortlisted four firms to interview. After conducting interviews, the selection committee unanimously recommends that the team of LCA/Neal Huston be awarded the contract for design services for the Public Safety Buildings Project. This firm offers a vast history of experience. It has master planned and designed over 18 police facilities, 15 911/dispatch facilities, and 26 secure treatment facilities. This Notice of Intent to Award will contain a seven-day protest period which expires Monday, Augu:it 4, 2008. FISCAL IMPLICATIONS: The proposed contract with this firm will be $815,000. Proposers were required to submit the fee showing a breakdown of the various projects. This fee will be applied as follows: $675,000 OSP/911 Building 104,000 Mental Health Residential Treatment Facility 36,000 Jamison Building Tenant Improvements Appropriation is budgeted in funds 457, 458, and 459, which were established specifically to account for this activity. RECOMMENDATION & ACTION REQUESTED: Board signature of Notice of Intent to Award Contract to LCA/Neal Huston Architects. ATTENDANCE: Susan Ross DISTRIBUTION OF DOCUMENTS: Return original to Susan Ross for distribution. Must be returned same date of Board meeting because of notification requirements. July 28, 2008 Board of County Commissioners Sent via facsimile (541-208-344-9002 LCA) LCA Architects 1221 Shoreline Lane Boise, ID 83702 Neal Huston & Associates 19785 Village Office Court, Suite 102 Bend, OR 97702 1300 NW Wall St, Suite 200 • Bend, OR 97701-1960 [541 J 388-6570 • Fax [541) 385-3202 www.co.deschutes.or.us board@co.deschutes.or.us Tammy Baney Michael M. Daly Dennis R. Luke (541-389-1344 Neal H) & First Class Mail RE: Architectural Services Contract for Deschutes County Public Safety Buildings Project NOTICE OF INTENT TO AWARD CONTRACT On July 28, 2008, the Board of County Commissioners of Deschutes County, Oregon, considered qualifications of design firms for the above -referenced project. The Board of County Commissioners determined that the most qualified proposal was submitted by the combined architect team of LCA Architects and Neal Huston & Associates. The fee negotiated for this project is $815,000 plus reimbursables. This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative Rule (OAR) 137-047-0610. A copy of this Notice is being provided to each firm or person that submitted a proposal for the project. Any firm or person who believes that they are adversely affected or aggrieved may submit to the Board of County Commissioners of Deschutes County, Oregon, at the above address, a written protest of the County's intent to award within seven (7) days after the issuance of this Notice of Intent to Award Contract. The seven (7) day protest period will expire at 5:00 PM on Monday, August 4, 2008. Any protest must be in writing and specify any grounds upon which the protest is based. A copy of OAR 137-047-0610 is attached to this Notice. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, August 13, 2008, before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes Services Center, 1300 NW Wali Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes an Award of Contract without further action by the Board of County Commissioners unless the Board, for good cause, rescinds this Notice before the expiration of the protest period. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner If you have any questions regarding this Notice of Intent to Award Contract or the procedures under which the County is proceeding, please contact Susan Ross, Director, Deschutes County Property & Facilities Department, 1300 NW Wall, Bend, Oregon 97701, telephone (541) 383-6713 or FAX (541) 385-3202. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Dennis R. Luke, Chair Tammy (Baney) Melton, Vice Chair Michael M. Daly, Commissioner Enclosure: OAR 137-047-0610 cc w/enc: BBT Architects DLR Group GGL Architecture HD Architecture Ogden Roemer Wilkinson Peck Smiley Ettlin Pinnacle Architecture Steele Associates Waterleaf 137-047-0610 Notice of Intent to Award (1) Notice of Intent to Award. The Contracting Agency shall provide written notice of its intent to award to all bidders and proposers pursuant to ORS 279B.135 at least seven (7) days before the award of a contract, unless the Contracting Agency determines that circumstances require prompt execution of the contract, in which case the Contracting Agency may provide a shorter notice period. The Contracting Agency shall document the specific reasons for the shorter notice period in the procurement file. (2) Finality. The Contracting Agency's award shall not be final until the later of the following: (a) The expiration of the protest period provided pursuant to OAR 137-047-0740; or (b) The Contracting Agency provides written responses to all timely -filed protests denying the protests and affirming the Award. Stat. Auth.: ORS 279A.065 & ORS 279B.135 Stats. Implemented: ORS 279B.135 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05 Repealed Rules 137-046-0500 Repealed Rules As required by Or Laws 2003, chapter 794, section 334, OAR 137-030-0000, 137-030-0005, 137- 030-0006, 137-030-0008, 137-030-0010, 137-030-0011, 137-030-0012, 137-030-0013, 137-030- 0014, 137-030-0015, 137-030-0020, 137-030-0030, 137-030-0035, 137-030-0040,137-030-0050, 137-030-0055, 137-030-0060, 137-030-0065, 137-030-0070, 137-030-0075, 137-030-0080,137- 030-0085, 137-030-0090, 137-030-0095, 137-030-0100, 137-030-0102, 137-030-0104, 137-030- 0105, 137-030-0110, 137-030-0115, 137-030-0120, 137-030-0125, 137-030-0130, 137-030-0135, 137-030-0140, 137-030-0145, 137-030-0155, 137-035-0000, 137-035-0010, 137-035-0020, 137- 035-0030, 137-035-0040,137-035-0050, 137-035-0060, 137-035-0065, 137-035-0070, 137-035- 0080, 137-040-0000, 137-040-0005,137-040-0010, 137-040-0015, 137-040-0017, 137-040-0020, 137-040-0021, 137-040-0025, 137-040-0030,137-040-0031, 137-040-0035, 137-040-0045, 137- 040-0500, 137-040-0510, 137-040-0520, 137-040-0530, 137-040-0540, 137-040-0550, 137-040- 0560, 137-040-0565, 137-040-0570, 137-040-0590 are repealed effective March 1, 2005. The repealed rules will continue to apply to the solicitation of Public Contracts first advertised, but if not advertised then entered into, before March 1, 2005. Stat. Auth.: ORS 279A.065 & OL 2003, Ch. 795, 334 Stats. Implemented: ORS 279A.065 & OL 2003, Ch. 795, 334 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05