RFP Technical advice & support related to the new construction
| Location: | Washington |
|---|---|
| Posted: | May 15, 2026 |
| Due: | May 22, 2026 |
| Agency: | Quinault Indian Nation |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP Technical advice & support related to the new construction
|
| Category: | Tribal Employment Rights Ordinance (TERO) |
| Status: | Open |
|
Attachment Preview
Quinault Indian Nation
POST OFFICE BOX 189 • TAHOLAH, WASHINGTON 98587 • TELEPHONE (360) 276-8211
Request for Proposals
The Quinault Indian Nation (QIN) is pleased to present a Request for Proposal (RFP) to provide
technical advice and support related to the new construction of the Quinault Tribal Court. This is a
6,000 SF plus building on a site in the Taholah Village Relocation Area. The site has been cleared,
graded, stormwater system installed, water and utilities are also available. The architectural firm,
Worthgroup (Architect) has prepared complete construction drawings for the building. QIN has
chosen the Construction Contractor, TBD and construction will begin TBD. This is a time
sensitive project. The Construction must be completed by the summers end 2027.
Selected technical advice provider will, among other duties, ensure the following:
•
Architectural Review for Special Tribal Criminal Jurisdiction Infrastructure
•
Trauma-Informed Court Design: the spatial planning and privacy elements are baked into
the design; oversee continuity through construction and bring in a specialist if any gaps need
addressing
Provider will consult on Architectural and Design, Court Technology, and Technology Integration.
Provider will manage and oversee services for site development and construction of the
Courthouse.
This RFP presents our evaluation criteria and scoring for the submittals. Per QIN policy, preference
is given to bidders that are Indian-owned (See QIN Indian Preference Policy, attached).
Request for Proposals
Introduction
The QIN is seeking proposal for Technical Advisor and Construction Project Management (TA/PM)
to provide project management services including contract administration and cost, time, safety
and quality management of Project. The successful respondent will serve as the Technical Advisor
and perform the functions of an owner’s representative found in standard AIA construction
contract documents. The successful respondent will maintain the responsibility for providing day-
to-day interface between the General Contractor, Architect, and Owner’s operational personnel
through the life of the Project as described below.
Services
The services requested are as follows:
A. Site Development/Construction Phase
1. Project Management. The TA/PM will expedite and improve the efficiency of the
site development and construction process through professional planning and
execution of the Project and individual Project activities to ensure the scope, cost,
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quality and time requirements. The TA/PM overall management responsibilities
include:
• Serve as the Owner’s Representative and coordinate with the Chief
Judge and Architect for contract management via AIA contract
forms. Maintain a daily construction log.
• On-site and off-site facilities - Develop a site logistics and phasing plan.
Ensure that the Contractor provides an on-site survey prior to construction
and provides the QIN with a copy. Ensure office space, storage,
environmental controls, work areas, parking, general access, and utilities are
provided for on-site. Coordinate QIN-purchased/acquired equipment and
materials.
• Coordination - Provide coordination of Project Team and
individual design professionals and contractors. Ensure on-site
work activities are coordinated with QIN functions. Maintain a
Request for Information (RFI) log and address Contractor
questions with Architect.
• Safety - The TA/PM will ensure that the Contractor presents their proposed
safety plan at the preconstruction conference. At this time, information
should be provided concerning emergency response plans and procedures,
safety meeting times and schedules, training requirements, site safety
surveys, accident investigations, reporting procedures, and transmittal of all
safety-related materials to all subcontractors and any lower tier. The
Contractor will be solely responsible for the enforcement of their safety plan
and practices. However, TA/PM will ensure that construction activities
planned for the near term will not jeopardize the safety of the general public.
• Meetings - Establish and conduct a pre-construction orientation
meeting. Establish construction meeting schedule for overall
Project management, and coordinate and conduct regularly
scheduled meetings to ensure coordination, schedule, cost, and
quality of work in progress. Coordinate:
• Special meetings as needed.
• To discuss and resolve Project issues. Ensure that
minutes are promptly prepared and distributed.
• Time management
• Monitor the Project master and construction
schedules and keep the Owner informed of
progress on a weekly and monthly.
• Budget and cost management
• Prepare and manage the Project budget.
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• Shop drawings
• In collaboration with the Architect, monitor and
confirm that appropriate procedures are
established, implemented and followed for
expediting the processing and approval of Shop
Drawings, Product Data, Samples and other
submittals.
• Payment requests
• Review and recommend approval of requests for
payment.
• Change orders.
• Review and approve change orders.
• Quality management
• Perform ongoing quality assurance function
during construction.
• Owner-purchased materials and equipment
• Identify long lead items for pre-purchase and
coordinate purchase, scheduling, on-site delivery
and storage, and installation and testing of these
materials and equipment.
• Record drawings
• Ensure records are maintained by the Contractor.
Review for completeness of final as-builts.
• Record keeping
• Establish a systematic method for contract
document management.
• Management reporting - Keep Project Team and Owner
informed of construction progress and issues.
• On-site communication procedures to ensure effective
communication during site development and
construction:
• Project directory.
• Communications flow chart.
• Contractor correspondence files.
• Chain of responsibility and authority.
• Submittal flow chart and logs.
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• Field orders.
• Coordination meetings.
• Quality assurance/quality control.
• Substitutes.
• Directives and reports.
• Cost and schedule performance data.
2. Cost Management. The TA/PM will implement the cost management procedures
and monitor costs through the completion of construction. The TA/PM role
includes:
• Develop and monitor Project Budget and monitor Contractor’s Cost Report to
ensure all project costs are tracked in a timely and accurate manner and
reported in regular updates.
• Advise Owner of cost variance and available means to mitigate variances.
Advise Owner on options with differing impact or consequences.
• Establish a schedule of values with the Contractor for payments.
• Establish and implement a change order control system using
Owner’s process.
• Perform independent estimates for change orders to determine
reasonableness.
• Perform trade-off studies on materials, systems, equipment, work
practices, and accessories.
• Establish and maintain a detailed financial record system for
subsequent audits, claims, or investigations.
3. Time Management. The TA/PM will ensure that the approved Contractor's
construction schedule supports the master schedule and milestone dates. The
TA/PM will monitor the Contractor and master schedules as follows:
• At least weekly, review and assess the performance of the
Contractor and other members of the Project Team.
• Establish a systematic procedure for gathering and analyzing the
progress of the Project.
• Establish a regular schedule of Project meetings.
• Prepare a monthly narrative report for the QIN on the status of the
overall Project. Address progress to date and those areas or
activities having problems or requiring management attention
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and paying attention to the critical path and near critical path
activities.
• Clearly document and maintain time extension requests, including
those granted, pending, and denied.
• Prepare independent time impact analysis to substantiate time
changes for critical path activities.
• As necessary, recommend recovery of lost time or time delays and
develop a recovery schedule with the Contractor.
• In the event of Project claims, prepare reports and supporting
information to resolve the dispute or defend against the claim.
Upon request, make specific recommendations and work with
legal counsel to resolve the claim.
4. Quality Management. The PM/CM will assist the Project Team to ensure that
construction is completed in accordance with the requirements of the contract
documents and will obtain documentation to verify that such compliance was
achieved. The major elements of the construction phase quality management plan
are:
• Preconstruction conference
• Construction planning and scheduling
• Inspection and testing
• Ensure an initiation survey is completed prior to any excavation.
• Reports and record keeping
• Control of changes in the work
• Document control and distribution.
• Nonconforming and deficient work
• Final review, documentation, and punch list work completion
• Occupancy
• Substantial and final completion
• Final Acceptance
5. Project / Contract Administration. The TA/PM will ensure that documentary
evidence of proper contract implementation is managed, maintained, and focused
upon fulfilling the scope, cost, quality, and time requirements for all phases of the
Project.
• Project site meetings
• The Program Manager will assist the Project Team to
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