Community Development
REQUEST FOR PROPOSAL

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

*DATE ISSUED: October 30, 2024

BID DATE: December 4, 2024

PROJECT: D2 Isle Community Center and East Lake Community Center Feasibility Study

TO: QUALIFIED Consultants

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

Notice is hereby given that the Mille Lacs Band of Ojibwe, is issuing a Request for Proposals (RFP) to obtain the services of a firm to perform professional consulting services to prepare a Multi-purpose Community Center(s) Feasibility Study for our District 2. The study should provide direction to the Band on critical elements for 2 new multi-purpose community centers, or possible remodel and/or expansion of the 2 current facilities that would meet the needs of the Band. The RFP with submission instructions, general information, and all pertinent details can be obtained at the Band website www.millelacsband.com or by contacting MLB Director of Planning and Project Management via email: mike.moilanen@millelacsband.com.

Bids will be due Wednesday, December 4, 2024 at 3:00 PM. Bids received will be opened and qualified by the Mille Lacs Band of Ojibwe on Thursday December 5, 2024 at 10:00 AM.
No proposal will be accepted after the deadline for the receipt of proposals.
The Band reserves the right to reject any or all proposals, or to waive any informalities, irregularities, or defects in any proposal, should it deem to be in the best interest of the Band to do so.

A mandatory pre-bid site visit will be held on Wednesday November 20th, 2024 at 1:00pm at the Mille Lacs Band Public works building located at 43188 Timber Trails Drive, Onamia, MN 56359. Directions to location: From Jct. Hwy 169 & Mille Lacs County 25: Take Hwy 25 South approx. 3 Miles to the Site. There is a Wastewater Inc. sign at the entrance which is on the east side of the county road.

Work Scope Description
The Band is in the central portion MN. The Band staff serves 3 districts. The Districts comprise of
communities of approximately 4,000 residents. The Band maintains and manages nearly 2000 acres of land, 5 plus miles of trails, the 5 current community centers, ballfields, and numerous parks. Our District II East Lake Community Center is a multi-purpose building that was dedicated and constructed in 1996. The building includes office space, clinic and dental space, meeting rooms, kitchens, a gymnasium.

Our District II Isle Community Center is a multi-purpose building that was dedicated and constructed in 1996. The building includes office space, meeting rooms, a commercial kitchen, a gymnasium, and an exterior storage building. In a day in age where health and wellness are a major driving factor for quality of life in a community, the current Buildings is falling short of meeting the recreational needs of our Band. The D2 District Representative has been expressing the need for a Building expansion/renovation or the construction of a new stand-alone community center. Band staff and officials have taken some steps to identify potential future options but have yet to dive in headfirst and commit to any projects. The Band has identified the need and has outlined that a feasibility study needs to be conducted to help identify the best path forward to help satisfy the community’s recreational needs. The need for a feasibility study and the feedback from the public during the recent master planning process, has reconfirmed the need to pursue a multi-purpose community center. The selected consultant will need to analyze data and draft a final study results and making a final recommendation to the Chief Executive and Band Assembly on how to move forward. The consultant must consider the options regarding the current condition of the existing community centers within the District and consider the cost to reinvest in those buildings, possible decommissioning or repurposing of them to serve the needs of the community.

D2 Isle Community Center and East Lake Community Center Feasibility Study
The Band solicits proposals to obtain the services of a firm to perform professional consulting services to prepare a Multi-purpose Community Center Feasibility Study. The study should provide direction to Band staff and officials on critical elements for a multi-purpose community center or remodel/expansion that would meet the needs of the Band.

All persons or companies who download this RFP are requested to register their name and email address by sending an email to mike.moilanen@millelacsband.com . Any revisions to or corrections on this RFP, after it has been advertised, will be communicated to those registered RFP holders. Failure to register your contact information as described is at your own risk. A proposal will not be considered if it fails to include all requested information as detailed in this original RFP and any subsequent modifications.

Project Overview
The intent of this request is to obtain the services of a firm, hereinafter referred to as the “Consultant” to perform professional services for the Band, hereinafter referred to as the “Band.” The Band is looking for the services of a multi-disciplinary team with recreation facility design and construction plan experience is required to assist staff prepare for the elements outlined in this proposal. The Band is seeking a qualified Consultant to provide conceptual design, site assessment, cost estimation, and community engagement facilitation services for the development of a multi-purpose community center for the Band that could include community space, a fitness center, walking track, house/turf space, multi-purpose courts, splashpad, and public meeting/banquet space. The feasibility study shall explain the type, size, programs, costs, and strategic relationships required to potentially construct a multi-generational, multi-purpose community center. The Consultant shall have a proven track record of developing successful feasibility studies, market assessments, and program development documents in order to influence the design and construction of a multi-purpose community center.

This project will be known as the: D2 Multi-purpose Community Centers Feasibility Study
The Band requires the skills and competencies of a professional planning and design team to include the following expertise:

• Community Center Design: The team must include an individual(s) and/or firm
  with expertise in the planning, program development, design, needs assessments, and feasibility studies associated with community centers and fitness space.
• Project Business and Financial Analysis: The team must include individual(s) and/or firm with expertise in construction cost estimating, forecasting of operating and maintenance expenses, marketing analysis, and an understanding of government funding.

Overall Scope of Services
The final scope of services will be developed in collaboration with the selected consultant. Components of the services, at a minimum, will include:
1. Project Overview & Existing Information

• Project review, identify constraints, and parameters.
• Meet with the team and develop an outline of critical issues, concerns, and objectives for the project.
• Review existing demographic data and user data from user groups of the existing centers.
• Review of existing facilities/programs/services.
  2. Demographics and Market Analysis
• Service area identification.
• Complete a competitive market analysis, including rates, attendance numbers, and services offered.
  3. Community Engagement
• Develop and conduct a community wide online survey of potential users. Evaluate and interpret survey results.
• Conduct stakeholder interviews (4). Current facility users, potential users, potential partners, etc.
• Conduct focus group sessions (4). Identify key interest groups.
• Compile and interpret all information received.
  4. Programming
• Develop project component recommendation/prioritization/space needs.
• Develop an outline of potential programs, amenities, facilities, and other considerations that are desired.
  •• Develop operating structure and parameters.
  5. Site Analysis and Concept solutions
• Identify all possible sites, analyze each, recommend a site preference.
• Must consider modifications to existing facilities or potential new facilities.
• Develop site plan, spatial relation of components, phasing plan, conceptual plans.
  6. Operations Analysis
• Analyze the feasibility of the proposed concept(s) through the lens of long-term facilities
  operations and programming. Prepare an operating pro forma estimating the likely operating costs and revenues of facilities.
• Identify significant differences in cost between alternative concepts. Prepare an analysis of the relative strengths and weaknesses for each alternative.
• Develop reports addressing each: Attendance estimates, fee/rate structure, sources of income, operating cost projections, staffing levels/requirements, revenue generation projections, cost recovery level.
  7. Project Capital Cost Estimate
• Site limitations/opportunities
• Site prep/infrastructure costs
• Building construction costs
• Equipment costs
• Soft Costs, FFE costs
• Total Project cost estimate
  8. Funding Analysis
• Identify possible funding sources
• Determine possible funding scenarios for capital costs and operational costs
  9. Final Report
• Written final report
• Conceptual drawings
• Presentation of report to staff (1) and Band Assembly (1).

Proposals
The proposal shall contain the type of information summarized below. Additional information is
allowable, providing it is directly relevant to the proposed project.

Proposal Format
The submittal should follow the Table of Contents listed below:

1. General Firm Introduction (include your firm’s expertise on the subject of this project)
2. Project Understanding
3. Project Approach
4. Proposed Project Team and Experience. Highlight pertinent experience with Tribes.
5. Schedule
6. Statement of why your firm should be selected
7. Any Additional Information as Needed
8. Consultant Cost
9. Insurance Certificate
   A brief description of each section is as follows:
10. General Information - Give general information and a brief history of the consulting firm. State whether the Consultant is registered and licensed to perform work in the State of Minnesota. Include similar information on key sub consultants, if any, proposed for the project.
11. Project Understanding - Include a summary of the Consultant’s understanding of this project.
12. Project Approach - Provide specific approaches, methods, and assumptions that will be utilized to accomplish each work item.
13. Proposed Project Team and Experience
    • Identify the key project team members and describe their specific roles on the project. Include key team members from sub consultant firms, if any.
    • Describe relevant experience and provide information on at least three (3) reference projects completed in the six (6) years. Provide references and contact information.
    • Include one-page resumes only for key members of the project team, including field personnel.
14. Schedule - The project will begin as soon as a consultant is selected. The consultant is to propose a schedule that shows how this project will be delivered. The schedule should include a list of key tasks within each phase, key milestones, approximate dates, and deliverables.
15. Statement Explaining Why Your Firm Should be Selected to Perform Services for This Project - Several firms have been asked to respond to this Request for Proposal. Explain why your firm is the best qualified for this project.
16. Additional Information - Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP.
17. Total Consultant Cost
    The Consultant cost should be separated as follows:
    a. Not to exceed total cost.
    b. Hourly rates for all Consultant employees expected to work on this project. These rates shall be the agreed upon costs for any additional services requested by the Band, above what has been detailed in the RFP.
    c. Reimbursable costs including detail of service or item and applicable charge per unit.
    d. The proposal must include a statement as to the period during which the proposal remains valid. This period must be at least ninety (90) days from the date of the submittal.
    **Proposals that do not include a ‘Not to Exceed’ cost will be disregarded without further consideration.
    It is the responsibility of the proposing firm to accurately predict the amount of time they require for services.
18. Insurance Certificate - Indicate ability to provide all necessary insurance certificates.

Consultant Selection
Proposals will be reviewed and evaluated by Band staff and based on the following criteria:

1. Consulting firm and key project staff experience.
2. Proven track record in successfully completing similar projects on time and within budget
   (Successful experience of both the firm and the team members will be considered).
3. Proposed approach to completing the project.
4. Consultant’s familiarity with recreation facility and ice arena programming and architecture.
5. Proposed project schedule.
6. Proposed Consultant cost.

Following review of the proposals by the Band, only selected Consultants may be asked to make oral presentations of their proposals to Band representatives. Upon conclusion of the presentations, if requested, staff will select a Consultant to negotiate a contract as follows:

1. The Band shall not be liable for any expenses incurred by the Consultant prior to the signing of a contract including, but not limited to, the proposal preparation, attendance at interviews, and/or final contract negotiations.
2. The contract will be the Band’s standard consultant contract template.
3. The Proposal must be signed by an official authorized to bind the Consultant to its provisions that will be included as part of an eventual contract. The Proposal must include a statement as to the period during which the proposal remains valid. This period must be at least 90 days from the date of the submittal.
4. The Band reserves the right to reject any and all proposals or to request additional information from any or all the proposing firms.

Contract Terms and Conditions
Upon selection of a Consultant, an Agreement or Contract for Services shall be entered into by the Band and the Consultant. It is expected that the contract will provide for compensation for actual work completed on a not to exceed basis, with the following conditions.

1. Deletions of specific components, such as individual project meetings, will be at the discretion of the Band. Payment or reimbursement shall be made based on actual tasks completed on the project plus necessary subcontractor work (as applicable) and out-of-pocket expenses. Billing that exceeds the not to exceed amount will not be compensated unless a contract extension has been approved in advance by the Band Council.
2. The Band shall retain ownership of all documents, plans, maps, reports, and any and all data prepared under this proposal. In addition to being provided hard copies and digital documents throughout the project.
3. Project summaries shall be submitted with each invoice during the course of the project. Each summary shall detail the amount billed to date, outstanding work items with costs to completion, and timelines.

Contacts:
Interested bidders shall contact Mike Moilanen by email at mike.moilanen@millelacsband.com to be included on the bidder’s list in the event that any addendums are issued for this project.

COMMUNITY DEVELOPMENT/PROJECT MANAGEMENT RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS FOR ANY REASON.

COMMUNITY DEVELOPMENT WILL, TO THE GREATEST EXTENT FEASIBLE, GIVE PREFERENCE IN THE AWARD OF CONTRACT TO INDIAN ORGANIZATIONS AND INDIAN-OWNED ECONOMIC ENTERPRISES.

All proposals must be mailed and labeled as follows:
Mille Lacs Band of Ojibwe
Commissioner of Community Development
Sealed bid: D2 Isle Community Center and East Lake Community Center Feasibility Study
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. Do not require delivery signature.

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.

Licensing:
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 via email at EThornbloom@grcasinos.com with questions regarding licensing and for the license application.

SECTION II – BIDDING FORMS
Bidding Requirements and Contract Forms
COMMUNITY DEVELOPMENT
PROJECT MANAGEMENT

FY 2025 CONSTRUCTION BID FORM
REQUIRED FOR ALL BIDS

FIRM NAME: __

JOB/PROJECT: D2 Isle Community Center and East Lake Community Center Feasibility Study

LUMP SUM PRICE :

__$____
(Written Value) (Dollar Amount)

BID GUARANTEE PERIOD:
I agree to hold this bid open for a period of 90 days after the bid opening. If this bid is accepted I agree to execute a Contract and/or a Purchase Order with the Mille Lacs Band of Ojibwe along with furnishing all required bonding (if required) and insurances.

TERO COMPLIANCE:
I understand that this company, its subcontractors and all employees performing work on this project will be expected to comply with all Mille Lacs Band TERO Compliance Regulations. Upon being informed that I will be awarded a contract for this project, I will submit all required TERO Compliance Plans directly to the MLB TERO Office for review and approval.

Acknowledgement of TERO Compliance: _____

ATTACHMENTS REQUIRED: Failure to provide any of these attachments will result in bid disqualification.

• MLB BID FORM (MUST BE SIGNED)
• MLBO VENDOR LICENSE
  ° LETTER FROM BONDING SURETY
• COPY OF CURRENT INSURANCES
• COPY OF MINNESOTA CONTRACTOR’S LICENSE
• SUB-CONTRACTOR LISTS (Include values)

NAME: ____

TITLE:____

SIGNATURE: ___

DATE:____

FIRM NAME: ____

TELEPHONE:_____

ADDRESS: ____

EMAIL ADDRESS: ____