RCCH-029 - Request for Proposal

Maria Lanakila Parish - Design Consultant Services

RFP Number:  RCCH-029

RFP Name: Maria Lanakila Parish - Design Consultant Services (Redevelopment)

Site Address: 712 Waine'e St, Lahaina, HI 96761

Issue Date: April 1, 2025

Due Date: Submittals must be received no later than 6:00 pm Hawaii Standard Time Wednesday, April 30th, 2025. (Deadline extended)

Solicitation Overview

Background Information

Customer: Roman Catholic Church in the State of Hawaii (RCCH)

Just as Saint Damien and Saint Marianne ministered to the hungry, homeless, despairing, lost and forgotten here in Hawaii, so today the Catholics of the Diocese of Honolulu continue to reach out to everyone regardless of where they are in their journey of life.  We do this through our parishes, schools, social and healthcare services. Hawaii Catholics walk with all as brothers and sisters, together in our struggles and our triumphs, while facing a future not yet written. Through the gospel of love, we invite all to come and know the incredible, infinite love of Jesus Christ.

Today there are 66 parishes and 23 mission churches ministering to Catholics on six islands within the boundaries of the Diocese of Honolulu, making it "a diocese like no other, " as stated by Bishop Larry Silva in the Diocesan Road Map for Pastoral, Program and Facility Needs 2008-2013.

The Roman Catholic Church in the State of Hawaii (RCCH) includes Maria Lanakila Parish in West Maui which consists of Maria Lanakila Church in Lahaina, Sacred Hearts School in Lahaina and Sacred Hearts Mission Church in Kapalua.

The parish’s main property in Lahaina is on two adjacent parcels:

1. 712 Waine'e St, Lahaina, HI 96761 TMK 460100010000  

2. 712 Waine'e St, Lahaina, HI 96761 TMK 460100030000

The Maui wildfire disaster resulted in the full loss of several school buildings.  A Master Plan was completed as a first step in the redevelopment of the property.  The Master Plan showed what a "ideal" campus would look like.  It provided new church and school  facilities that would carry the parish forward for decades to come.   

Spaces that burned down

The parish will receive monies from insurance to almost fully reimburse replace the spaces that was lost from fire.  FEMA will provide mitigation grant funding to upgrade the spaces that was lost from fire to be more disaster and/or fire resistant.  

Spaces that did not burn down

The cost of additional facilities and replacement of facilities that did not burn down will be out of pocket.   Fundraising efforts have begun to raise the millions needed, but time is of the essence to bring the school back to its Lahaina campus.   

Due to these unique conditions, we are proceeding with a unique design strategy.  The work will be divided into 3 projects described below and each project may be awarded to a different architecture firm.  All consultants will be contracted under the architect unless an exception is approved by the Owner.

Project Manager:

MCYIA LLC is the Owner's consultant and is providing Project Management services on behalf of the Owner, including procurements and awards.

The project has a some complexities including but not limited to

• Schedule- Sacred Hearts School temporary campus is located at a property where the Owner agreed to delay redevelopment for a finite period to help the school out.  

• Permits and Approvals- Historic District #1 zone adds another layer to an already challenging jurisdiction

• Construction Costs- Already highest in Hawaii and continues to rise due to several factors including tariffs   

The complexities require the project manager to work closely with the design team to mitigate its effects.  As a result, the project will utilize partnering sessions with the first being near the start of the project with periodic followup sessions.  

• Partnering is a proactive management approach that establishes collaboration and commitment between two or more organizations for the purpose of achieving specific business objectives by maximizing the effectiveness of each participant’s resources.

• Partnering consists of a mindset, a commitment, and a process for successfully delivering the project in accordance with team goals—which are commonly identified in terms of scope, cost, schedule, quality, safety, and compliance effectiveness.

  • Partnering normally requires EACH project member to focus on the TEAM’s collective expectations and success.

  • Partnering does not replace the terms and conditions of the contract.

• Successful partnering requires individual “soft skills” (i.e. organization, communication, and problem-solving).  To maximize partnering success, senior management in all organizations must assign the most appropriate and experienced personnel with these crucial skills and the proper level of authority to work on this project.

Solicitation Timeline

Solicitation Issued - April 1, 2025

Proposal Due Date - Wednesday, April 30, 2025 at 6:00 PM HST

Anticipated Decision - Friday, May 2, 2025 or sooner

It is anticipated that the selected firm will start work immediately.

MCYIA reserves the right to amend or revise the timetable without prior written notice when it is in the best interest of the Owner.  If a component of the schedule is delayed, the following dates may or may not shift as a result. 

Registration and Questions

Offerors are encouraged to register their interest in this RFP to be notified of any addendums, clarifications or changes.  To register, please visit: https://reconstructmaui3.paperform.co/

Offerers need to complete and submit Appendix G Non Disclosure form to be e-mailed a copy of the Master Plan for School Option #2.  The Master Plan will only be released to architectural firms licensed to do business in Hawaii.  Completed forms should be e-mailed to peggy@mcyia.com.

Questions should be e-mailed to peggy@mcyia.com

 Scope of Services

We are seeking proposals from the following design consultants to design several new school facilities and new church facilities.  

• Landscape Architect 

• Interior Design

• Urban Planning

• Structural Engineering

• Environmental Engineering

• Geotechnical Engineering

• Civil Engineering

• Mechanical Engineering (or MEP)

• Electrical Engineering (or MEP)

• Fire Protection Engineering (or MEP)

• Kitchen

• Archeology

• Historic Preservation

• Permitting

• Acoustical

• Building Envelope / Waterproofing

• Accessibility

Pricing for the key components needs to be delineated in order to allocate to the correct funding source.  The parish is unsure how much they can fundraise for and as such is moving forward with several design options and phasing for both church and school facilities  

School Facilities 

1. School Base Design: As-Is Pre-fire condition (wood framed construction) updated to current code and standards.  The spaces damaged by fire include but are not limited to:

   1. classroom buildings primarily smoke damage (2 total)

   2. classroom building that burned down

   3. cafeteria building 

   4. multipurpose building for school offices, Early Leaning Center, housing for nuns with play outdoor structure 

   5. playgrounds

   6. maintenance area

   7. property fencing

2. Option #1: Base Design modified to be more fire resilient (concrete building)

3. Option #2: A bigger and better school built in phases.   In summary, the master plan replaces the two classroom buildings that survived the fire and adds several new spaces to the components in the Base Design to create an efficient 2 story layout.  The added spaces include but are not limited to:

   1. Replacement of classrooms (6 total)

   2. Classrooms for enrichment spaces (4 total)

      • Art

      • Drama

      • Hawaiian

      • PE

   3. Enrichment spaces (4 total)

      • STEM

      • Robotics

      • Music

      • Hula & Dance

   4. Gymnasium

Church Facilities

Rectory (Priest residence)

Church office

Welcome Center / Wildfire Memorial / Columbarium

Chapel

Project Breakdown

The work will be divided into 3 projects and each project may be awarded to a different architecture firm.   All consultants will be contracted under the architect for each project unless an exception is approved by the Owner.

• Project #1: School Base Design and Option #1 with Mitigation Option

• Project #2: School Option #2: Bigger and Better school

• Project #3: Church facilities

Phasing

For the school facilities, the parish will elect to either proceed with Project #1 as-is or Project #2 bigger and better.  If the parish elects to proceed with bigger and better, the project will be built in phases as funding is available.  Ideally all funding is available and the entire project proceeds as one large project.  Realistically, we will not have all the funding available when needed and the project will start construction with as many phases as money is available for and add future phases as additional money is raised.  

For the church facilities, the project will be built in phases as funding is available and space is available to do the construction as some church facilities require existing school facilities to be demolished. 

Additional Specifications

The design consultant shall:

Provide complete and comprehensive design services for their respective trade.

Meet the project objectives.  Any and all deviations require the consultant to obtain approval from the Owner in writing.

• Maximize Insurance claim proceeds

• Maximize FEMA funding included but not limited to Public Assistance funding, Hazard Mitigation Assistance funding and Bipartisan infrastructure law  

• Facilities designed and specified to cost effectively minimize operation costs, maintenance costs and utility costs.  

Start design with a kickoff “partnering” meeting with the Owner and all project design team members to review the project schedule and reinforce project goals and objectives.

Deliverables include but not limited to 1) building permit plan set and 2) as-built plan set

Support project team for all required permits, entitlements and other Government approvals

Submittal Requirements

Submission must provide the requested information in the following order: 

1. Cover Page, including:

   1. RFP Number and RFP Name on the front page

   2. Company Name, Address, Phone Number

   3. Proposal POC: Name, Telephone, E-mail

2. Technical Proposal, including:

   1. The offerer’s approach to design, to completing the Scope of Work and how it meets the Organization’s requirements with an emphasis on schedule.   

   2. The offerer’s approach to high Quality Control

      1. how the design and specifications is not over designed to minimize construction costs

      2. ensuring the design and specifications is complete without conflicts or omissions to minimize contractor change orders. 

      3. specifying products and materials that are the cost effective fit for the project.   

   3. Proposed schedule

   4. Permitting plan

      1. Identify all of the anticipated permits, entitlements and other approvals needed.  Provide strategy to obtain approvals ASAP in order to start construction ASAP. 

3. Proposed Management Plan, including: 

   1. Offeror’s Information 1) Name and all of the business’ DBA names.  If no DBA’s affirm as such  2) all business owners and officers in order to confirm that the offeror is not suspended or debarred to receive a federal award or contract.   3)  all dba’s, business owners and officers for each subcontractor in order to confirm that the subcontractors are not suspended or debarred to receive a federal award or contract.  If no DBA’s affirm as such.  Offerors can go to the SAM Website (https://sam.gov/) to conduct a search.

   2. All project team members whether primary or backup (include: name, role, education and experience).  

   3. Provide comments (if any) regarding contract agreement if and when provided.  If you have no comments, please affirm in your proposal.

4. Past Performance, including: 

   1. Provide description of 3 projects that demonstrate the company is qualified to perform the scope of work (include name of project, location, companies role and scope of work, year of contract completion)

   2. Affirm Offeror agrees to abide by all FEMA requirements related to this contract to allow the Owner to receive Public Assistance funding. 

5. References, including: 

   1. 3 current or past clients within the past two years, at least 1 working with the same proposed lead team member (include name, role, company, project, telephone, e-mail, list proposed company team members that worked on the project)

6. Price (Fixed Fee)

   1. Include pricing matrix - See Appendix H

   2. The price for each project shall be the all-inclusive cost, including General Excise Tax.  Any unit price shall be inclusive.

   3. Provide a maximum budget for reimbursables for each project

   4. Hourly rates for additional services.

   5. RFP’s will be issued for all subcontracted work to comply with FEMA requirements after architectural firm is contracted. Identify any and all consultants that may be needed for the project for design and approvals.  Provide a list of companies for each trade that you think we should consider inviting to provide a proposal.  The more the merrier with a minimum of three vendors for each trade.  Companies may be located anywhere in the U.S.      

7. Supplemental Information (optional), such as:

   1. Company website address and/or electronic promotional literature (optional)

   2. Please limit any supplemental information to a maximum of 3 pages in the main submission pdf file.  You may submit additional pdf files.

Solicitation Requirements

• The Owner is seeking partial reimbursement for costs using public funds by the Federal Emergency Management Agency (FEMA).  Therefore, all companies shall comply with FEMA procurement requirements outlined in FEMA’s Public Assistance Program and Policy Guide and 2 C.F.R. Part 200.

• This solicitation is for architecture services only with no subcontracted work.  Please identify any services that will be subcontracted.  For subcontracted services, the Project Manager will assist the company with issuing solicitations that complies with FEMA's requirements.  Selection will be on best value and the Owner and Company will make the selection together.

• All contracts and subcontracts are required to have federally required contract provisions in addition to FEMA-recommended provisions applicable to Public Assistance applicant contracts.  These provisions are provided in Appendix B.

• The winning Offeror will enter into a contract with RCCH using their form agreement which may be provided at a later date.

• All contractors will be required to sign the Assumption of Risk and Waiver of Liability Agreement found in Appendix D.

Updates to RFP

• Added Appendix I - Existing Drawings - (Most were lost in the fire - this is what is available.  The Owner makes no representations or warranties regarding their accuracy or completeness.)

• Added Option #3 for the high school portion of the New School Build and updated Appendix H - Pricing Matrix

• RFP Deadline has been extended to 6pm HST on Friday, April 18, 2025.

• Updated 4/15/2025:

  • Please see attached preliminary project schedule and design phasing for both as-is design and new school & church facilities.  Please note the projected schedule assumed a March 1st start date.  The start date is anticipated to be May 1st, so please adjust accordingly.

  • Additional clarification about the spaces included for each project - Please see the "School Facilities" section above.

• Updated 4/21/2025:

  • The new RFP deadline for proposals is Saturday, April 26, 2025 at 6pm HST.

  • There is an updated Phasing Plan - Appendix L reflecting the completion of the project in 8 phases.  Please refer to the "Phasing" section above for more detailed information.

  • There is an updated Pricing Matrix - Appendix H to reflect the project being completed in phases.

  • The Master Plan for the new school design has changed to include phasing.  Those who has signed the NDA will receive an updated copy.  If you need a copy of the Master Plan, please sign the NDA (Appendix G) and send it to us.

• Updated 4/23/2025:

  • The new RFP deadline for proposals is Wednesday, April 30, 2025 at 6pm HST.

Solicitation Documents

Appendix A - Historic District #1 Area 4 Zoning

Appendix B - FEMA Required Contract Provisions  

Appendix C - RCCH Standard Contract Agreement

Appendix D - RCCH Assumption of Risk and Liability Agreement

Appendix E- Maps of RCCH Lahaina properties

Appendix F - Proposal Evaluation & Award Procedures

Appendix G - RCCH Non-Disclosure Form

Appendix H - Pricing Matrix

Appendix I - Existing Drawings

Appendix J - School Base + Option 1: Base + Mitigation Design Schedule

Appendix K - Option 2 - New ELC-8th Grade School, Option 3 -  New High School, & Church Facilities Design Schedule

Appendix L - Updated Project Phasing Plan with 8 Phases