Fourth Street Clinic Announces RFP for Project Management Services

Issued: March 10, 2025
Response Deadline: March 31, 2025, 5 PM MDT
Electronic copies shall be submitted to:
Janida Emerson, CEO
emedina@fourthstreetclinic.org

PDF version of RFP can be found here

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SECTION 1: INSTRUCTIONS TO RESPONDENTS 

1.1 QUESTIONS 

Questions regarding the RFP should be submitted directly to Edelmira Medina at emedina@fourthstreetclinic.org. No phone calls. All questions shall only be sent directly to Edelmira Medina. Respondents shall not contact other Clinic representatives during the period of the RFP. Significant questions that arise subsequent to the issue of this RFP will be consolidated and answers will be provided to all respondents on record as receiving this RFP. All questions should be received three (3) working days prior to the RFP due date. 

1.2 SUBMITTING A RESPONSE 

All responses shall be addressed to Janida Emerson, CEO and submitted electronically to Edelmira Medina emedina@fourthstreetclinic.org.  Ten (10) printed paper submissions should also be delivered to Fourth Street Clinic (409 West 400 South) in the care of Edelmira Medina. Responses should not exceed 30 pages.  

1.3 ADMINISTRATIVE GUIDANCE 

The information provided in this RFP is designed to provide interested respondents with sufficient information to submit responses meeting minimum requirements, but it is not intended to limit response content or to exclude any relevant or essential data therefrom. Respondents are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. 

1.4 SCOPE OF TERMS & CONDITIONS 

Before submitting a response, the respondent shall understand all contract conditions referred to in this document, and any addenda issued before the RFP submission date. It shall be the respondent’s responsibility to ensure that the response includes all addenda issued prior to the RFP submission date. By submitting a response, the respondent acknowledges and accepts the Terms and Conditions described herein. 

1.5 RESPONSE PREPARATION COSTS 

Fourth Street Clinic is not liable for any cost incurred by the respondent associated with the preparation of the response or the negotiation of a contract for services prior to the issuing of the contract. 

1.6 RESTRICTIONS 

All respondents must clearly set forth any restrictions or provisions deemed necessary by the respondent to effectively service the proposed project. 

1.7 RFP RESPONSE & PRICING 

Any response submitted pursuant to this RFP shall constitute an offer by the respondent to Fourth Street Clinic. The representations submitted pursuant to this RFP shall be binding upon each respective respondent for (a) sixty (60) days from the submission deadline or (b) until the successful respondent and the Clinic enter into an agreement pursuant to this RFP, whichever occurs first. 

A respondent may withdraw or modify its response prior to the submission deadline as contemplated by Fourth Street Clinic. Any such withdrawal or modification must be in writing and must be signed by the same authorized officer or agent who originally signed the Bid Form. 

1.8 ADDENDUM TO THE RFP 

In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all respondents and potential respondents via email and posted on Fourth Street Clinic’s webpage (www.fourthstreetclinic.org). A statement issued in an addendum shall have the effect of modifying this RFP as outlined in said addendum. 

Any other communication, whether verbal or written, which is received by any representative of the respondent from sources other than the official addendum should be confirmed via written Q&A by the respondent with the RFP contact as being true and accurate prior to incorporating such information into its response. This refers to both formal and informal conversations and communications. 

1.9 ALTERNATE RESPONSES 

Respondents may submit more than one response, each of which must follow the criteria of Section 3 and satisfy the requirements of this RFP. If alternative responses are submitted, the respondent must explain the reasons for the alternative(s) and its alternative’s comparative benefits. Each response submitted will be evaluated on its own merits. 

1.10 DISCLOSURE OF RESPONSE CONTENT  

Under the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1993 and supp. 1996), as amended (“GRAMA”) certain information in the submitted response may be open for public inspection. If the respondent desires to have information contained in its response protected from such disclosure, the respondent may request such treatment by providing a “written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality” with the response (GRAMA, Section 63G-2-309). Pricing elements of any response will not be considered protected. All material contained in and/or submitted with the response becomes property of Fourth Street Clinic and may be returned only at the Clinic’s option. 

 SECTION 2: BACKGROUND AND PROJECT DESCRIPTION 

2.1 BACKGROUND 

Fourth Street Clinic helps individuals experiencing homelessness improve their health and quality of life by providing high-quality integrated health care. Fourth Street Clinic has been providing services from its current location on the corner of 409 West and 400 South since the early 90’s with the current need for services significantly exceeding what the facility can provide.  

2.2 PROJECT DESCRIPTION 

Fourth Street Clinic will be replacing their current facility with a new integrated care facility that will support and enable their vision of success, mission and values. The design concept for the new facility will: 

• Add new space to add integrated care teams, including behavioral health consultation rooms 

• Increase from 4 to 8 dental operatories 

• Add dedicated patient wellness space 

• Add patient restrooms including shower areas 

• Add space for physical therapy and radiology 

• Provide trauma-informed design 

• Increase administrative space 

• Significantly expand the current pharmacy footprint 

• Provide a dedicated EMS bay 

• Add additional storage space 

• Provide space for medical students/residents 

• Improve patient entry and waiting space 

• Expand parking 

The new design will house 10 primary care teams, 56 medical exam rooms, six behavioral health consultation rooms, eight dental operatories, a pharmacy, a lab, radiology, triage rooms and administrative offices. The site plan also includes 165 parking stalls for staff and patients.  

Current operations will need to remain uninterrupted throughout the construction of the new facility. Upon completion and occupancy of the new facility, the existing facility will be demolished and replaced with a parking structure to meet facility needs.  

First-floor – 28,216 square feet 

Second floor – 19,073 square feet 

TOTAL building area – 47,289 square feet 

(See RFP PDF for renderings)

Construction Timeline  

The new building will be approximately 47,289 square feet and 165 parking stalls with a budget of roughly $53 million. It is estimated that project duration, from design to completion, will be approximately four years, with 2.25 years for construction. The anticipated timeline is below: 

Phase I: Pre-Design – Mid to late 2025 

Phase II: Design – Late 2025 – early 2027  

Phase III: Construction – mid-2027 – 2030 

Phase IV: Close Out – 2030 

SECTION 3: SCOPE OF SERVICES 

The Project Manager (PM) shall provide support to the Clinic to manage the pre-design, design, construction, commissioning and close-out of the Project. The PM will provide support as needed to the Clinic to manage the project requirements and provide regular updates to key stakeholders, the Board and the public.  

The PM will work with the Clinic and any previously selected design team to define the project requirements and will provide a Project Management Plan (PMP) which will include, at a minimum: project goals, objectives, requirements and control procedures for documents, contractor management, risk management, safety, cost, schedule and quality. 

The PM will work with consultants and contractors retained by the Clinic and will fully integrate all work into a comprehensive program to be managed by the PM. It is expected that the PM will have an extensive background in large capital programs of similar size and scope with a demonstrated track record of success.  

The PM will assist in the selection of the Architect, Contractor and other Consultants required for the project, including but not limited to environmental, geotechnical, testing & inspections and commissioning. The PM will manage their contracts and services. 

The PM shall work as a third-party advisor to the Clinic and is expected to provide management and leadership services in a highly collaborative environment.  

The PM shall provide the following services, in addition to other tasks and activities identified by the Clinic.  

General Services 

1. Serve as the Clinic’s primary point of contact, managing communication between all project stakeholders. 
2. Develop a Stakeholder Steering Committee and provide regular project updates covering major activities, issues, budget changes, schedule status, and progress photos. 
3. Establish and oversee the project budget, including soft/hard costs and contingencies, with cash flow projections. 
4. Manage the master schedule, identifying milestones and critical paths to meet deadlines. 
5. Ensure adherence to qualitative and quantitative project expectations. 
6. Review and approve payment requests for all project vendors. 

Pre-Design Phase Services 

1. Review existing project materials and develop requirements, goals, and design guidelines. 
2. Create a Project Management Plan (PMP) detailing scope, objectives, budget, schedule, QA/QC plan, communication protocols, and transition plans. 
3. Determine the most suitable project delivery method that best aligns with the Clinic’s goals and requirements. 
4. Assist with the development of contracts and RFPs, including RFPs for the selection of the Architect, Contractor and additional consultants as required.  
5. Assist in developing and evaluating contracts, RFPs, and procurement documents. 
6. Coordinate with facility management for operations and maintenance inputs. 
7. Engage commissioning authorities and perform risk analyses with mitigation strategies. 
8. Take the lead on permitting, geotechnical evaluations & testing and utilities for the construction site.  
9. Develop a relocation plan for the users that identifies critical program elements and recommendations on how best to relocate them without interruption of service. The plan will include a budget and schedule outlining the move. 

Design Phase Services 

1. Oversee the design process, ensuring compliance with standards, codes, and budgets. 
2. Establish construction cost limits and guarantee maximum price agreements. 
3. Provide sustainability reviews in accordance with sustainability standards for design and construction requirements and ensure the project is on track with the goals set.  
4. Engage and coordinate additional consultants, contractors and utility providers. 
5. Perform cost and sustainability reviews at design milestones. 
6. Administer professional services contracts, monitor services and facilitate design reviews. 
7. Manage design schedules and provide furniture definition documents as required. 

Construction Phase Services 

1.  Provide construction administration and act as the Clinic’s authorized agent. 
2. Support procurement compliance and oversee weekly construction meetings, including meeting minutes. 
3. Maintain project documentation and monitor contractor and subcontractor safety programs. 
4. Review and process RFIs, submittals, and change orders. Review and process pay requests. 
5. Track schedules, contingency funds, and construction progress. 
6. Facilitate equipment training, inspections, and punch lists. 
7. Participate in and make recommendations on the issuance of certificates of substantial completion and conduct final inspections. 

  Close-Out Services 

1. Manage post-construction close-out, including as-built drawings, O&M manuals, warranties, and FF&E acquisition. 
2. Oversee project transition to operation, including security and maintenance handovers. 
3. Conduct 6-month and 11-month warranty inspections and ensure resolution of outstanding issues. 

*Please refer to the Draft Project Management Contract for further details on Scope of Services. 

SECTION 4: SUBMITTAL REQUIREMENTS 

4.1 FORMAT 

The respondent’s statement of qualifications shall be combined into one document and shall be limited to a 10-page maximum. A page is defined as a single-sided 8 ½” x 11” with a font size of 11 ppt or larger. The cover page and any tab divider sheets do not count toward the page maximum. The submittal must be organized in the following order:  

COVER PAGE: Should include the name and project number as well as the firm’s name. The cover page may have a picture on it with a brief description of the picture.  

TAB ONE: Letter of Introduction (5%) – Must include the point of contact information containing the name of individual authorized to represent the organization, email, phone number, and address.  

TAB TWO: Statement of Qualifications (20%) – Summary of the experience and qualifications of the firm, the project manager, and other critical members of the team. Describe the talents the team brings to the project, how their knowledge of the subject will benefit the process, how the team has been successful in the past, and how that relates to this project. Include resumes of team members illustrating relevant experience on similar projects. Include a statement regarding what distinguishes the firm from the other potential respondents.  

TAB THREE: Project Management Plan (25%) and Understanding of Project Needs (15%) – Firms will be required to develop and submit a plan demonstrating their approach to how they will manage their own responsibilities as well as managing the team while representing the Clinic’s best interests. The plan should demonstrate a thoughtful understanding of the Clinic’s goals and needs for this project. At a minimum, management plans should address the following: 

1. Budget Control 
2. Schedule Control 
3. Communication 
4. Value Added Ideas 
5. Risk Mitigation 

TAB FOUR: Cost Proposal (25%) – submitted as a % of the overall project cost or an hourly rate and estimated number of hours. We encourage non-profit pricing to be considered in all applications.  

TAB FIVE: Relevant Experience and References (10%) – The firm is required to provide a minimum of three (3) projects and references that include: 

1. Project Name – Name of the project 
2. Client – Name of agency that contracted for services 
3. Point of Contact – Name and contact information for the person who will be able to answer any customer satisfaction questions 
4. Date Complete – Date when work was completed 
5. Size – The size of the project in dollars and square feet 
6. Duration – The duration of the design and construction in months 

4.2 SCHEDULE 

• RFP issued – March 10, 2025 

• Last day for Clinic to issue any addenda – March 24, 2025 

• Last day to submit questions – March 26, 2025 

• Proposals due – March 31, 2025, before 5:00PM MST 

• Interviews – April 8 and 10, 2025 – exact times TBD 

• Contract award – No later than April 30, 2025 

SECTION 5: RESPONSE EVALUATION 

5.1 EVALUATION PROCESS 

All proposals submitted in response to this RFP will be evaluated in a manner consistent with the Clinic’s procurement policy, and as otherwise set forth in this RFP. For the purposes of this RFP, submissions will be received via a sealed bid process. Bids will be reviewed by an internal committee at the Clinic.  

As an initial step in the evaluation process, the Clinic shall review all proposals received by the submission deadline. Any timely but non-responsive proposals (i.e., those proposals not conforming to the requirements set forth in this RFP) will be eliminated. All remaining timely and responsive proposals shall then be cursorily reviewed by the Clinic to eliminate from further consideration those proposals which, in the sole discretion and judgment of the Clinic, fail to offer sufficient or substantive provisions that are required to warrant further consideration. The Clinic reserves the right to disqualify any proposal that significantly deviates from the terms, conditions, and specifications contemplated by this RFP. Any remaining proposals will then be reviewed and evaluated in detail according to the Submittal Requirements.  

At the conclusion of this initial evaluation phase, and at its sole discretion, Fourth Street Clinic may select up to three (3) finalists to conduct interviews. Respondents not selected as finalists will be notified at this time.  

5.2 AWARD OF CONTRACT 

Upon completion of the evaluation process contemplated by the Fourth Street Clinic and this RFP, the Clinic shall negotiate the final agreement fee with the top-ranked firm. Should the Clinic be unable to agree to a satisfactory contract with the top-ranked firm at a price that the Clinic determines to be fair and reasonable, discussions with that firm shall be formally terminated and negotiations will then be undertaken with the second ranked firm. 

**A draft contract has been included as an attachment for respondents to review. Please note any modifications to the contract as part of the response to this RFP.  

5.3 REPRESENTATIONS & WARRANTIES 

By submitting a proposal, each respondent represents and warrants that: 

5.3.1 Its proposal is made in good faith. 

5.3.2 Its proposal is not submitted in the interest of, or on behalf of, another person or entity. 

5.3.3 It has not directly or indirectly induced or solicited any other respondent to submit a bid other than in good faith. 

5.3.4 It has not directly or indirectly induced or solicited any other person or entity to abstain from submitting a proposal. 

5.3.5 It has not been sought by collusion to obtain for itself any advantage over other respondents or the Clinic. 

5.3.6 It shall not violate, or cause any other person or entity to violate, any Federal, State, or municipal law, including (but not limited to) the Utah Municipal Officers and Employees Ethics Act. 

5.4 TIMING 

The contract for services is anticipated to begin by end of April 2025. The service contract may be extended at the sole election of the Clinic and may be ended earlier at the election of the Clinic, with notice to the other party at least ninety (90) days in advance of the anniversary of this contract. 

5.5 RIGHT TO REJECT 

The Clinic reserves the right to reject any and all proposals and to waive any formality in the proposals received, to accept or reject any or all of the items in the proposal, and award the contract subject to this RFP, in whole or in part, if it is deemed in the Clinic’s best interest. The Clinic reserves the right to negotiate any and all elements of the proposals if any such action is deemed in the best interest of the Clinic. 

 5.6 ATTACHMENTS 

The following attachments have been included to assist with the RFP process: 

• Fourth Street Clinic Site Assessment

• Fourth Street Clinic Structural Feasibility Assessment

• Fourth Street Clinic Mechanical Feasibility Study

• Fourth Street Clinic Programming Report

• Fourth Street Clinic Feasibility and Programming Study

• Fourth Street Clinic Draft Project Management Contract

Wasatch Homeless Healthcare, dba Fourth Street Clinic
409 West 400 South, Salt Lake City, UT 84101
Office Ph #: (801) 364-0058
FourthStreetClinic.org