Project Solicitations

     Published 17 January 2025

Architectural & Engineering Services
for New Construction
Submittal Deadline: February 21, 2025 | 3:00 PM MDT

GENERAL INFORMATION:

Purpose: This request for proposal (RFP) is issued by the Wind River Family & Community Health Care (hereinafter referred to as “WRFCHC”). WRFCHC is soliciting proposals from licensed architectural and engineering (A&E) firms to perform project design (schematics and specifications), estimate of project construction costs, oversee sealed bidding and process, perform construction administration, perform quality control inspection services, interface with owner and the project general contractor, approve contractor payment requests, and oversee the construction of the project to its completion. 

Issuing Organization: Since 2016 WRFCHC has operated independently from Indian Health Services, extending healthcare services to the Northern Arapaho and Eastern Shoshone tribes. The Mission of WRFCHC is to provide primary care, traditional healing, preventative care, and wellness promotion to all members of the community as intended by the creator. RFP Issued: January 21, 2025 

Due Date for Proposals: February 21, 2025 

Services Desired: WRFCHC is seeking a qualified individual/firm to provide the following: – Preliminary site layout, programming, schematic level building floor plans  and massing. 

– Project area is approximately 25,000sf based upon preliminary discussion. – The project’s anticipated budget will be $10.5 million. 

– Preliminary program is understood to be comprised of; youth activity room, gymnasium, arcade, tutoring rooms, support staff / administrative offices, multipurpose arts and music rooms, splash pad / potential water features, and other programmatic spaces as are determined in programming. 

– Services will need to be completed promptly to follow the grant application timeline. 

– Attend and facilitate regular or periodic meetings with the organizations Project Manager and other necessary personnel. 

– Prepare agendas, materials, and facilitate project team meetings. 

– Collect data that may be necessary for siting and programming, assessing alternatives and developing findings and recommendations. 

– Prepare Pre-Design Study that summarizes the alternatives considered, findings and recommendations, and presents one or more preferred alternative(s) for the planned facility. 

– Prepare architectural sketches and renderings and construction estimates in support of the  Pre-Design Study. 

Submittal Format and Content: 

Proposals must include the following: 

1. Cover or Transmittal Letter: Clearly identify the name, title, address, telephone number and email address of the team’s primary point of contact for the team in regard to this request, and also include the signature and statement of an official authorized to bind the prime consultant contractually and guarantee capacity to perform the services by the completion date. 
2. Project team Experience and Qualifications: Provide an executive summary of the Consultant’s history and relative qualifications. Include an executive summary of any proposed sub-consultants and the relative relationship with the prime consultant. 
3. Cost Proposal including: total estimated cost, hourly rates for services beyond scope of work, and cost of any additional expenses. 
4. WRFCHCS will not be responsible for expenses incurred in preparing and submitting the technical proposal responding to this RFP, and such costs should not be included. 
5. Work Plan 
6. Detailed audit plan including timeline, check-ins, and schedule of regular reporting to WRFCHCS 
7. Relevant Project Experience: Provide examples of relevant projects, including a brief description of the services or work performed by the prime consultant and its subconsultants, identify the project owner and contact information, and provide the approximate total cost of services provided and the estimated date of completion. 

Other Requirements: 

A successful proposal must comply and ensure subcontractor compliance with the Northern Arapaho Tribe Employment rights; WRFCHCS Procurement Policies; and all other applicable laws, rules, and regulations. 

General Conditions: 

Choice of Law- The contract regarding these services will be governed and construed in accordance with and pursuant of the codes of the Northern Arapaho Tribe. 

Non-Binding- WRFCHCS retains the rights to reject all submissions. Selection is also dependent on the negotiation of a mutually acceptable contract between the candidates and WRFCHCS. 

Compensation- The proposal should provide a cost of all work associated with the provision of these services. The final cost of services may be negotiated prior to awarding of the contract. 

Indian Preference- Pursuant to Section 7(b) of the Indian Self- Determination and Education Assistance Act [25 USC 450e(b)], as required by 24 CFR 1000.48, Indian preference will be exercised in the selection of proposals. Firms seeking Indian preference must submit proof of Indian ownership and control of the business entity with their proposal. 

RFP Issue Date: January 21, 2025 

RFP Due Date: February 21, 2025@ 3:00 p.m. M.D.T. TIME (Local Time) RFP Response Requirements: Proposal response shall be submitted in pdf format with no more than 20 pages, double sided with a minimum 10 pt font size. 

Selection Criterion: 

The selection of qualified Audit services will be based on the following evaluation criteria with the following established point rating for each category: 

• 0-30 Points: Qualifications and Work Plan 

Ability to fulfill scope of work in accordance with timeline. 

• 0-20 Points: Fee Structure 

Prepared Budget and costs, based on hourly rates and total estimated project cost ● 0-30 Points: Relevant Experience 

Past successful performance and experience providing design and architectural services to public health entities. 

• 0-20 Points: Certifications and Licenses 

Ability to exhibit competence and qualifications necessary to complete WRFCHCS Family Wellness Center 

= 100 Possible Points 

Additional Information 

The Northern Arapaho Indian Reservation covers 2.2 million acres and is shared by over 4,216 Eastern Shoshone and 9,862 Northern Arapaho. Situated around the city of Riverton, the reservation is bounded by Lander and Thermopolis. Ethete, WY serves as the tribal headquarters, housing approximately 1,561 residents and located just over a two-hour drive from Casper, WY, the state’s second most populous city. 

WRFCHC operates three clinics located in Arapaho, Ethete, and Riverton. Each clinic provides a range of medical services tailored to different age groups, including prenatal, pediatric, adult, and geriatric care. Additionally, dental, optometry, pharmacy, lab, x-ray, behavioral health, transportation, and public health services are available at varying degrees across the clinics. 

The Arapaho Clinic offers comprehensive medical services along with dental, optometry, pharmacy, lab, x-ray, behavioral health, transportation, and public health services. The Ethete Clinic provides medical care, pharmacy services, lab and x-ray facilities, behavioral health services, transportation, and public health services. Lastly, the Riverton Clinic offers similar 

medical services, including dental care for pediatric and orthodontic needs, along with optometry, pharmacy, lab, x-ray, behavioral health, transportation, and public health services. 

Beyond these clinic-based services, WRFCHC administers programs focusing on diabetes management, environmental health, substance abuse support, wellness initiatives, and youth-oriented services. 

WRFCHC has received acceptance into the IHS Joint Venture Construction Program. The current health system includes 3 clinics with over 400 employees serving ~8,050 Users. A site of opportunity has been identified through a land grant in nearby Beaver Creek, Arapahoe, WY which is 5.7 miles from Riverton, WY. WRFCHC leadership has requested the inclusion of this site during scenario modeling. Below is a link to a PDF containing the Wellness Center location and site map.

Wellness Center Location and Site Map

For additional information, or to answer any questions, Please contact Phyllis Gardner, Administrative Data Technician, phyllis.gardner@windrivercares.com or Aaron Brannan at 307-840-3005, or by email at aaron.brannan@windrivercares.com. 

Our selection committee will review all submitted proposals based on factors such as experience, expertise, proposed approach, and cost. For any clarifications or inquiries regarding this RFP, please contact Aaron Brannan Sr. or Phyllis Gardner by February 7 , 2025. 

Bids for the services specified herein will be received by Wind River Family & Community Health Care, at the above specified email, until the time and date cited. Late Bids shall not be considered. 

This RFP does not commit the Owner to award a contract, to pay any costs incurred in the preparation of the RFP, or to procure or contract for services or supplies. 

The information submitted by each contractor must be responsive to the requirements in this RFP. Failure to submit any of these items or any of this information may in the sole discretion of the Owner result in the Contractor’s Bid being deemed non-responsive. 

Submission Process: 

Firms/ Individuals wishing to submit proposals to Wind River Family and Community Health Care Systems may email proposals to WRFCHCS Business Operations Manager, Aaron Brannan, aaron.brannan@windrivercares.com by February 21, 2025@ 3:00 p.m. M.D.T. TIME (Local Time). All inquiries about the proposal process will be directed to Richard Brannan, WRFCHCS Chief Executive Officer. 

Contact Information: 

Any questions may be directed to Phyllis Gardner, phyllis.gardner@windrivercares.com or Aaron Brannan, aaron.brannan@windrivercares.com.