REQUEST FOR PROPOSAL and QUALIFICATIONS ISSUE DATE: August 20, 2013
RFP and Q REF: Architectural Services
Architectural Services Capital Outlay Program Title of the Project:
State Entitlement Program Planning, Design, and Construction Administration Barrow County School System 179 W. Athens Street Winder, GA 30680 Phone: 770-867-4527 Fax: 770-307-3826 E-mail:
[email protected]
Proposals will be due Tuesday, September 10, 2013 no later than 2:00 PM at the address shown above Barrow County School System
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Request for Proposal and Qualifications for Architectural Services 1.
Request for Proposals: The Barrow County School System (BCSS) is soliciting competitive proposals from qualified architectural firms to provide: A. Planning, design, architectural and engineering services to support the projects proposed for completion within our fiscal year 2015 state capital outlay entitlement program. More specifically this involves: Bramlett Elementary School Building 2010 60,418 square feet 32 instructional units as well as support areas media, kitchen / cafeteria, gym, administration • • • • • • • • • •
ceiling grid and tile replacement painting interior / exterior restroom improvements (partitions, energy saving fixtures) re key door hardware energy management upgrades re lighting interior / exterior water source heat pump system replacement water heater replacement (2) canopy construction new serving line at cafeteria
Kennedy Elementary School Building 2010 58,492 square feet 32 instructional units as well as support areas media, kitchen / cafeteria, gym, administration • • • • • • • • • • • • • •
ceiling grid and tile replacement painting interior / exterior new carpet restroom improvements (partitions, energy saving fixtures) re key door hardware energy management upgrades re lighting interior / exterior replace fire alarm and intercom wiring water source heat pump system replacement new cooling tower water heater replacement (1) canopy construction new serving line at cafeteria new dishwasher at kitchen
Barrow County School System
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Yargo Elementary School Building 2010 60,418 square feet 32 instructional units as well as support areas media, kitchen / cafeteria, gym, administration • • • •
water source heat pump system replacement water heater replacement (2) canopy construction new serving line at cafeteria
Westside Middle School •
replace cooler / freezer at kitchen
Apalachee High School •
Add 20 tons of air at one particular wing of school currently served by water source heat pump units and cooling tower
A phased construction plan must be implemented in consultation with the Owner utilizing a summer and school holiday work schedule beginning in May of 2014 with completion of all scopes of work by the end of July, 2016. The overall construction budget for this project is estimated at $3,000,000 to $3,500,000. B. Assistance in identifying system wide renovation, modification, and new construction needs as projected over the next five years and submission of cost estimates to the State Department of Education (DOE) for same. Cost estimate information to be delivered to the DOE by the end of November 2013 using their already established templates. The BCSS is currently comprised of 14 facilities with a current student population of over 13,400. C. Interested firms should submit five (5) hard copies and one (1) electronic copy of their proposal to Director of Facilities, Mr. Joe Perno, 179 W. Athens Street, Winder, Georgia 30680 no later than 2:00 PM on Tuesday, September 10, 2013. Questions about the Project or this proposal request may be directed to Joe Perno, at 770-867-4527
[email protected]. D. All respondents to this RFP and Q are subject to instructions communicated in this document, and are cautioned to completely review the entire RFP and Q and follow instructions carefully. BCSS reserves the right to reject any or all proposals. 2.
Scope of Services: BCSS is requesting architectural services for: • • • • •
design preparation of construction documents coordination with DOE, local, and state authorities on plan submittals and reviews bidding and bid evaluation Limited construction administration comprised of review, response, and management of submittals / shop drawings, pay applications, and requests for information. Creation and
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• •
•
3.
management of supplemental instructions, change orders, punch lists, and close out documentation. Periodic site visits / inspections as necessary by the architect and / or engineer(s) employed by the architect including final inspections and those related to final project acceptance. Cost estimating Campus master planning for Russell Middle School including the necessary research to determine the most appropriate path for Barrow County Schools and its potential use of this facility as a 48 or 60 instructional unit building with appropriately sized support areas ie kitchen, cafeteria, art, music, media, gym, parking and drives as well as correct number of restroom fixtures and other building / site requirements as set forth in state DOE and local issuing authority guidelines. This 82,500 + square foot school is currently comprised of 43 instructional units as well as support areas media, kitchen / cafeteria, gym, administration, playfield, drives and parking areas. Unless noted otherwise by the proposing architect, BCSS will assume that all costs to accomplish these services are included in the architect’s proposal.
Schedule of Events: Estimated Schedule of Events a. BCSS issues public advertisement of Architectural Firm RFP and Q for a period of 21 days b. Deadline for submission of written questions from Architectural Firms c. BCSS to review proposals / qualifications, develop short list of firms, and conduct interviews of same. d. Provide interview summary information and staff recommendation to BOE for pre review e. Staff presents interview summary information and recommendation to Superintendent at BOE work session f. BOE meeting to vote on Architectural Firm recommended by Superintendent g. Successful Architectural Firm notified and contract for services executed h. Architect begins design work for FY ’15 state entitlement program, determination of system wide renovation / modification / new construction items associated with BCSS five year local facilities plan, and Russell Middle School campus master planning i. Architect submits estimate templates to State DOE for identified renovation / modification / new construction components of BCSS five year local facilities plan j. Architect completes Russell Middle School master plan k. Architect performs phased design and construction administration duties for those projects identified in FY ’15 state entitlement program
Barrow County School System
Projected Start Date 8.20.13
Projected Finish Date 9.10.13 9.3.13
9.11.13
9.13.13
9.17.13 9.24.13
10.1.13 10.2.13 10.3.13
11.29.13
3.1.14 10.3.13
Summer 2016
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4.
Compensation for Services (Fee): BCSS intends to enter into a professional services contract with the successful architectural firm. Compensation will be based on a schedule of hourly rates with a not too exceed maximum total project cost plus reimbursables. This hourly rate schedule and not too exceed maximum total project cost plus reimbursables must include all necessary services to cover those items detailed within this RFP and Q and more particularly sections 1. and 2. of this document within the timeframe established in section 3.
5.
Evaluation Criteria and Selection Procedures: The Architectural Selection Committee (ASC) will evaluate proposals received ranking the proposers from highest to lowest, select the apparent successful proposer, and recommend a mutually acceptable contract to the Superintendent and BOE for final approval. The following criteria will be used to evaluate the proposals submitted in response to this Request for Proposal and Qualifications (RFP and Q): a. 10 Points – Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, insurance information including coverage limits and a 5-year claims/litigation history for both General Liability and Professional Liability insurance coverage, financial information and other evidence of stability to include: 1. Minimum of ten (10) years in business under current name 2. Main office where work for this project will be completed shall be a permanent office located in the state of Georgia within a seventy five (75) mile radius of the BCSS central office. This office shall have been in existence for no less than ten (10) years. 3. Architect of record registered in the State of Georgia working in this main office b. 40 Points – Experience of the architectural firm and any consultants that would be utilized for this project as it relates to (see page 8): i. Ability in terms of workload and availability of fully qualified personnel, equipment, and resources as assigned by the firm to perform the necessary services, within budget, ontime and in accordance with the general timeline indicated within the Schedule of Events section. ii. Past performance references and years of school design experience with comparable projects, including size, nature, managing multiple projects, complexity and satisfaction of owners with the desired outcome as reflected in evaluations of previous clients, which may include the Barrow County School System, and other professionals with whom the firm has worked, with respect to factors such as: • •
Number of similar projects undertaken over the past 5 years; Specific project experience associated with the State Department of Education’s state entitlement and five year local facilities plan programs;
c. 40 Points – Schedule of hourly rates and not-to-exceed maximum total project cost proposed for design, construction administration, cost estimating, and campus planning. Barrow County School System
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6.
General Conditions for Proposals Failure to read the Request for Proposal and Qualifications and comply with its instructions will be at the architectural firm’s own risk. All prices and notations must be printed in ink or typewritten. Errors may be crossed out and corrections printed in ink or typewritten, adjacent to the corrected error. The person signing the proposal must initial all corrections in ink. Corrections or modifications received after the closing time in this RFP and Q will not be accepted. The proposal must be signed by a designated firm representative or officer who is authorized to bind the architectural firm contractually. Submission of a signed proposal to BCSS will be interpreted to indicate the architectural firm’s willingness to comply with all terms and conditions set forth herein.
7.
Proposal Submission: Proposals must be submitted in an envelope clearly bearing the name of the architectural firm, address, and title of the project. The proposer must submit five (5) hard copies and one (1) electronic copy of the completed proposal. The submission format should include all information as called for throughout this document but more specifically that information called for in section 5, “Evaluation Criteria and Selection Procedures” and page 8, “Proposal for Architectural Services Associated with State Entitlement Program Planning, Design, Construction Administration, and Cost Estimating.”
8.
Please complete the form on page 8 and include it in your submission. Proposals must be delivered to the Director of Facilities at the offices of the Barrow County School System, 179 W. Street, Winder, Georgia, 30680 no later than 2:00 P.M. local time on September 10, 2013. PROPOSALS RECEIVED After 2:00 P.M. WILL NOT BE CONSIDERED. THERE WILL BE NO EXCEPTIONS.
9.
Award: BCSS reserves the right to reject all proposals. BCSS also reserves the right to waive any irregularity, informality, or technicality in the proposals in its best interest, and is not obligated to award a contract based upon the lowest priced submission. If terms cannot be mutually agreed upon with the highest ranked proposer, BCSS will enter into negotiations with the second ranked architectural firm.
10.
Written Agreement: The successful architectural firm will be required to enter into an owner-architect agreement, including the Mandatory Addendum to the Owner / Architect Agreement, as written by the State of Georgia.
11.
Omissions: Should the RFP and Q not contain sufficient information for the proposer to obtain a clear understanding of the services required by BCSS, or should it appear that the instructions outlined in the RFP and Q are not clear or are contradictory; the architectural firm may obtain written clarification from BCSS no later than September 3, 2013. The architectural firm shall include a copy of the written clarification with its submission.
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12.
Cost of Developing Proposals: All costs related to preparation of the proposal and any related activities are the sole responsibility of the proposer. BCSS assumes no liability for any costs incurred throughout the entire selection process.
13.
Proposal Ownership: All proposals, including attachments, supplementary materials, renderings, sketches, and other information shall, upon submission, become the property of BCSS and will not be returned to the proposer.
14.
Non-Collusion: The architectural firm guarantees that the proposal submitted is not a product of collusion with any other offer and that no effort has been made to fix the proposal price of any offer or to fix any overhead profit or cost estimate of any proposal or its price.
Barrow County School System
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Proposal for Architectural Services Associated with State Entitlement Program Planning, Design, Construction Administration, and Cost Estimating Contact and rates Information: Name and Address of Architectural Firm:
Contact name, Email address, phone number, fax number:
Schedule of hourly rates and not-to-exceed maximum total project cost plus reimbursables
Team Members/Consultants Experience Information: Provide a document indicating who from your firm will be the single point of responsibility for this project. Also include information with respect to any consultant(s) to be utilized for mechanical, electrical, plumbing, kitchen, etc. Provide a one page resume of the architectural firm’s single point of responsibility and proposed consultant(s) along with a commitment to provide the staff needed to design, manage, and complete the project within the timeline provided. Firm’s Experience/References Information: Attach a list of projects of similar scope completed by your firm during the past five (5) years including contact names, construction manager, etc. with phone numbers and addresses. For one of the stated projects, please provide an example of your firm’s reports generated to keep BCSS informed of the progress (status) on the project. Do the reports include the performance against the project schedule timeline, cost, progress and concern statements, etc.? Additionally, supply a copy of an example of a RFI, CPR, CO as well as other documents the Architect deems appropriate to describe the documentation process used for educational projects.
____________________________
_______________________
(Signature of authorized representative)
(Date)
Barrow County School System
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(Exhibit A) CERTIFICATION FORM I, ____________________________________, being duly sworn, state that I am _______________________________ (title) of __________________________________ (firm) and hereby duly certify that I have read and understand the information presented in the attached Request for Proposal and Qualifications and any enclosure and exhibits thereto. I further certify that to the best of my knowledge the information given in response to the Request for Proposal and Qualifications is full, complete and truthful. I further certify that the proposer and any principal employee of the proposer have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings. I further certify that the proposer has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the proposer is not now under consideration for suspension or debarment from any such agency. I further certify that the proposer has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the proposer in not now under any notice of intent to default on any such contract. I acknowledge, agree and authorize, and certify that the proposer acknowledges, agrees and authorizes, that the BCSS, by means that either deems appropriate, determine the accuracy and truth of the information provided by the proposer and that the BCSS may contact any individual or entity named in the response to this Request for Proposal and Qualifications for the purpose of verifying the information supplied therein. I acknowledge and agree that all of the information contained in the Request for Proposal and Qualifications is submitted for the express purpose of inducting the BCSS to award a contract. A material false statement or omission made in conjunction with this Request for Proposal and Qualifications is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this Proposal thereby precluding the firm from doing business with, or performing work for the Barrow County School System. In addition, such false statement or omission may subject the person and entity making the Proposal to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. 16-1020, 18 U.S.C. 1001 or 1341. __________________________________ Signature
Sworn and subscribed be me This _______ day of ____________. 20____.
_____________________________________ NOTARY PUBLIC My Commission Expires: ________________
_________NOTARY SEAL
