Health and Human Services
REQUEST FOR PROPOSAL

OWNER: MILLE LACS BAND OF OJIBWE
43408 OODENA DRIVE
ONAMIA, MN 56359

DATE ISSUED: Wednesday June 7 2023

BID DATE: Thursday June 22 2023

PROJECT: Child Advocacy Center Renovation – Mainstreet Wahkon, MN

TO: Qualified Architectural Contractors

THIS IS NOT A CHANGE ORDER NOR A DIRECTION TO PROCEED WITH THE WORK DESCRIBED HEREIN.

A. Project Overview and Scope of Work

The Mille Lacs Band of Ojibwe is accepting lump sum bids the request for proposals (RFP) for qualified architectural firms to provide architectural services for the renovation of the Mille Lacs Band District IIa Child Advocacy Center. Once bids have been received and clarified, a contract will be submitted to the low qualified bidder for this project. See below for further info and bidding instructions. A mandatory pre-bid site visit will be held on: Thursday June 15th at 10:00 AM at the site. 251 N Main St, Wahkon, MN 56359. Bids will be due to the P.O. Box no later than 3:00 PM Wednesday 21, June 2023 and will be opened and read aloud on Thursday 22, June 2023 at 10:00 AM at the Mille Lacs Band Government Center Office of Solicitor General. See below for further info and bidding instructions.

• Design phase to begin in Summer 2023, following approval of contract.
• Biddable construction documents to be prepared for general contractor bidding in Mid-Summer of 2023
• Project to commence construction by Late Summer/Early Fall 2023.
• Approximately 5,000sf area to be remodeled.

A. Scope of Work:

o Project in general will consist of updates of interior space with some reconfiguration of existing space to maximize safety and efficiency for the Child Advocacy Center program. An addition to the front entrance creating a vestibule, standing reception space to check in, and two (2) secure doors that will allow for discretion when deciding to allow entry into the two different spaces – a waiting area and an office space. The building will include an office area with cubicle space for 8 staff on site. And the addition of a new restroom in the waiting room.
o Interior updates including new flooring throughout, new exit signage, all new exterior doors, all new interior doors, and infill wall at the bottom of the stair well to match new building standard. Updates to the building fire alarms, uniform restroom fixtures – sink, toilet, and dispensers, removal of showers, and updating the laundry room.
o Electrical and network updates and additions; Card Access system that is compatible with the current Health and Human Services building automation, Networking that is compatible, secure, and matching current HHS policy and health care standards (will require approval from HHS system management organization), update lighting and electrical fixture for energy efficiency, addition of a security system, addition of a camera system including full exterior view, key points on the interior and secure networking.
o Attendance at bi-weekly project meetings throughout construction to monitor progress and assist with any questions that may arise.

B. Architectural services to include:

o Complete Architectural, Structural, Mechanical/Plumbing, Fire Protection, Electrical (Including but not limited to: Lighting, Security Systems, and Communications), specifications ready for distribution to qualified and invited GC’s for bidding.

o Attendance at Building Committee meetings in planning/design stage (include 4 meetings in proposal including pre-bid meeting with GC’s). Meetings to be held at MLB Health and Human Services Building.

o Complete Construction Administration services throughout the construction process, including: technical submittal review, approval and tracking; RFI responses; ASI documentation, contractor proposal and payment application reviews, and building warranty period services.

o Attendance at bi-weekly project meetings throughout construction to monitor progress.

B. Bidding notes:

1. Submit a completed and signed MLB Construction Bid Form with total lump sum, not to exceed amount and separate line item pricing for Architectural, Structural, Mechanical, and Electrical Engineering.

2. Firms must be licensed with the Mille Lacs Band of Ojibwe. If you are not currently licensed with the MLBO, please submit a copy of your license application along with your proposal. Contact Elizabeth Thornbloom at the Business Regulations Office at (320)532-8274 or by email at EThornbloom@grcasinos.com with questions regarding licensing and for the license application.

3. Copy of current certificate of insurance for Commercial Liability of $1 million and Design Professional Liability of $2 million.

4. Copy of an authorized signature sheet if one is not already on file with the Mille Lacs Band.

5. List of previous projects / experience with facilities of this type / use.

C. Proposals are due in the PO Box by 3:00 PM on Wednesday 21 June 2023. A public bid opening will be held at 8:30 AM on Thursday 22 June 2023 at the Mille Lacs Band Government Center. Bid results will be made available to bidding firms following the bid opening.

All proposals must be mailed and labeled as follows:

Mille Lacs Band of Ojibwe
Commissioner of Health and Human Services
Sealed bid: Child Advocacy Center Renovation – Architectural Services
PO Box 509
Onamia, MN 56359

Please note that the bids submitted via mail to the P.O. Box. FedEx and UPS will not deliver to a P.O. Box and the Onamia post office will not accept hand delivered items. Please plan accordingly to ensure the timely receipt of your bid submittal.

The Band reserves the right to reject any bid that it is unable to collect at the Onamia post office by the bid deadline date and time, provided that the Band has made diligent and reasonable efforts to collect the bid. The Band reserves this right even in the event that the bid has been postmarked before the deadline.

PROPOSALS NOT SUBMITTED IN THIS MANNER WILL BE REJECTED.

Permit and Contractor Requirements:
Permits: Contractors are responsible to attain all necessary permits for all work, including Mille Lacs Band of Ojibwe (MLBO) Permits.

Contacts:
If you have questions or need additional information, please call Curtis Kalk Jr, Health and Human Services Facilities Director, at 1-320-532-4163 ext 8934 or 320-362-1657 or kurt.kalkjr@hhs.millelacsband-nsn.gov

HEALTH AND HUMAN SERVICES/FACILITIES DEPARTMENT RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS FOR ANY REASON.

1. Bids must be honored for 90 calendar days.

2. Anticipated project schedule is Summer/Fall for construction.

3. Contractor shall include 0.5% TERO tax fee in base bid. Contractor shall utilize FEDERAL Davis Bacon wage rates for construction of this project. Wage determination rates for Mille Lacs County will be provided in the first pre-bid addendum.

4. Project is sales tax exempt. Awarded contractor will be provided with the tax exemption form.

5. The Brown House facility is a service focused facility that operates during various hours, seven days a week. Plans will need to be made so there is as little disruption to the program as possible. Continuous cleaning operations, temporary barricades and other measures will need to be taken to limit disruption to daily building operations. Building access points will be discussed at the pre-bid site visit.

Specified Product Substitutions: All proposed product substitutions shall be submitted in accordance with the project specifications. Any approved substitutions, will be made available to all bidders via Pre-Bid Addendum.

Contacts:
Interested bidders shall contact Curtis Kalk Jr - HHS Facilities Director at 320.362.1657 or at kurt.kalkjr@hhs.millelacsband-nsn.gov to be included on the bidder’s list in the event that any addendums are issued for this project.

Mobilization:

1. The Contractor shall be capable of mobilizing his equipment and crews within seven days of the receipt of Notice to Proceed.
2. Contractor shall submit building schedule to Owner at the time of contract signature by the Contractor.
3. Contractor shall provide means and methods for all building phases of construction.

Bidding notes:

1. Submit signed proposal in lump sum (supply and install), not to exceed amount
2. All Contractors (including subcontractors) must comply with Commercial Davis Bacon wage requirements (Mille Lacs County).
3. All Contractors must provide the following along with their bid submittal:
   a. Completed and signed MLB Health and Human Services Bid Form
   b. A copy of Current MLB Vendor’s License (or a copy of the submitted application)
   c. A copy of Current Insurance Certificate
   d. A copy of Subcontractor/Material Supplier list
   e. A copy of Authorized Signature Sheet (submitted with first bid submittal)
4. All Contractors must comply with all Mille Lacs Band of Ojibwe American Indian Employment requirements (see 18 MLBSA § 5). Contact Lori Trail at (320) 532-4778.

All proposals MUST be mailed and labeled as follows:

Mille Lacs Band of Ojibwe
Commissioner of Health and Human Services
Sealed bid: Men’s Halfway House Renovation
P.O. Box 509
Onamia, MN 56359

Please note that the bids must be submitted via mail to the P.O. Box.
FedEx and UPS will not deliver to a P.O. Box and the Onamia post office will not accept hand delivered items. Please plan accordingly to ensure the timely receipt of your bid submittal.

The Band reserves the right to reject any bid that it is unable to collect at the Onamia post office by the bid deadline date and time, provided that the Band has made diligent and reasonable efforts to collect the bid. The Band reserves this right even in the event that the bid has been postmarked before the deadline.

PROPOSALS NOT SUBMITTED IN THIS MANNER WILL BE REJECTED.

HEALTH AND HUMAN SERVICES RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS FOR ANY REASON.

PERMIT AND CONTRACTOR REQUIREMENTS:
Permits: Contractors are responsible to attain all necessary permits for all work, including Mille Lacs Band of Ojibwe (MLBO) Permits.

Licensing:

1. Firms must be licensed with the Mille Lacs Band of Ojibwe. A copy of this license (or the license application) must accompany each bid. Licensing process can take several weeks. If you are not currently licensed with the MLBO, please submit a copy of your license application along with your proposal. Contact Elizabeth Thornbloom at (320)532-8274 or by email at EThornbloom@grcasinos.com with questions regarding licensing and for the license application.

Bonding Requirements:

Performance and Payment Bond: A performance and payment bond on the part of the contractor for 100 percent of the contract price shall be required. “Performance and Payment Bond” means a bond executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract.

Bid Bond: Provide a bid guarantee equivalent to 5 percent of the bid price. The bid guarantee must consist of a firm commitment such as bid bond, certified check, or negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of his/her bid, execute such contractual documents as may be required within the time specified after the forms are presented to him/her.