Centennial School District Phone: 215-441-6000 x11011 Business Office Fax: 215-441-5105 433 Centennial Road www.centennialsd.org Warminster, PA 18974-5455 REQUEST FOR PROPOSAL CONDITIONS AND SPECIFICATIONS ENGINEERING SERVICES RFP Number 2014-17 Submission Date and Time: January 3, 2014, 1:30 p.m. Destination for Delivery of Proposals: Centennial School District Attn: Christopher Berdnik Chief Financial Officer Administration Building 433 Centennial Road Warminster, PA18974-5455 Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer
REQUEST FOR PROPOSAL 2014-17 ENGINEERING SERVICES Intent Interested qualified engineering firms are invited to submit a proposal to provide the Centennial School District with engineering services from February 1, 2014 through June 30, 2017, in accordance with the specifications contained in the attached Instructions to Respondents. Response Date for Proposals Proposals shall be received sealed and plainly marked Engineering Services RFP No. 2014-17 in the office of the Mr. Christopher Berdnik, CFO, Administration Building, 433 Centennial Road, Warminster, PA 18974-5455, not later than 1:30 p.m. on January 3, 2014. Please include two copies of your proposal. District Contact Requests for any information concerning this solicitation are to be referred to Mr. Tom Golden, goldto@centennialsd.org or 215-441-6000 ext. 11023. Pre-Proposal Meeting There will be a meeting on December 17, 2013 in the Centennial School District Administration Building, 433 Centennial Road, Warminster, PA. Attendance is not mandatory; however this will be potential respondents primary opportunity to view the sites and to ask questions. Subsequent tours will only be scheduled if time permits. RFP Addenda In the event that modifications or additions to the RFP become necessary, such items will be posted on the legal notices page of the District s website (www.centennialsd.org). Supporting Documentation All documentation submitted with the proposal will become the property of Centennial School District. Informality of Bid and Acceptance, Rejection or Selection of Quotation The School District expressly reserves the right to reject any or all proposals (in whole or in part, with or without cause, even if all stated requirements are met), to waive any informalities or irregularities in the proposals, and to accept that proposal or that combination of proposals which is in the best interest of the School District, in part or in whole. The District reserves the right to negotiate terms and conditions. Acceptance by the District It is anticipated that the School Board will consider the proposals at the January 28, 2014 School Board Meeting. An interview by phone or in person with the review team may be required. In determining the award to the proposing engineering firms, the following will be considered: 1. Evidence in proposal that the submitting firm clearly understands the scope of the services to be performed; 2. Technical experience of the firm; 3. Qualifications of the firm s staff; 4. Size, structure and proximity of the firm; 5. Costs quoted to perform the specified services. Execution of this Request for Proposal The proposal must be signed by an official authorized to bind the respondent, and it must contain a statement to the effect that the proposal is firm for a period of at least 120 days from the date of receipt. Proposals must be accompanied by the RFP of the Centennial School District, which is to be incorporated therein by reference. The District shall review the proposals pursuant to the criteria stated herein.
INSTRUCTIONS TO RESPONDENTS A. Respondents may submit questions concerning this Request for Engineering Proposal (RFP) in writing to Mr. Tom Golden, Facilities Manager. Written questions and answers shall become public record and will be shared with all respondents who have received RFP s. After submission of proposals and closing thereof, no information will be furnished until an award has been made. B. A total of two (2) copies of each proposal are required. Engineering Services RFP No. 2014-17 must be clearly marked on the outside of the package. C. The Respondent s proposal must disclose his/her experience in as much detail as possible. D. The District reserves the right to make an award without further discussion of the proposals submitted. Therefore, the proposal should be submitted initially on the most favorable terms from both a price and experience standpoint. The District also reserves the right to reject any and all proposals received. It is understood that all proposals submitted will become a part of the official file on this matter without obligation to the District, and that all proposals and attachments shall become public record upon their receipt by the District. E. The District reserves the right to conduct personal interviews of any or all respondents prior to award. The District will not be liable for any costs incurred by the respondent in connection with such an interview. F. The District reserves the right to conduct pre-award negotiations with any or all respondents. G. Any proposal received after the time specified for receipt will not be considered. H. Proposals may be withdrawn or modified in person by a respondent or his/her authorized representative, provided his/her identity is made known and he/she signs a receipt for the proposal, before the time proposals must be received as stated previously in this RFP. I. If a service requirement cannot be performed by the respondent, then the term No Proposal should be entered on the Proposal form for that specific requirement. In the case of a No Proposal remark, the respondent should explain and may offer an alternative equivalent service. The District shall be the sole determiner of equivalence. J. For ease of comparison, each Proposal shall be organized in the following manner. Respondents are encouraged to tab sections for ease of review by District staff. 1. Summary Cover Sheet complete and return Summary Cover Sheet includes within these specifications. 2. Table of Contents 3. Letter of Transmittal - A brief letter (1-2 pages) to introduce the engineering firm to the District. It should briefly state the firm s understanding of the scope of service required and the respondent s commitment to accomplish the work. 4. Profile of Respondent - Submit a detailed description of the firm, including founding/incorporation dates, years of experience, specialties, etc. State the location of the office from which the work is to be done and the number of partners, managers, supervisors, seniors and professional staff employed at that office. Describe the range of activities performed by the office proposed to provide the engineering service.
5. Qualifications and Experience - Identify partners, managers, and supervisors who would work on the tasks needed for the Centennial School District, along with an organizational chart that indicates the reporting relationships of these personnel. Provide biographies of key personnel that include education and a complete professional history including duration of term in present position, current responsibilities, and experience with governmental engineering. Biographies may be included as an appendix. Include information regarding the firm s experience with other governmental agencies. Describe the computer capabilities of the office from which the work is to be performed, including software applications to be used. Please specify software version number. Include any other pertinent information respondent feels would be helpful in evaluating this proposal. 6. Scope of Work - Describe in full the scope of services to be provided by respondent as consulting municipal engineer. 7. References - Provide a client list of five similar school districts, counties or municipal governmental engagements performed during the past three years. The client list should include the name, address, title, and telephone number of the person providing the reference. 8. Professional Liability Insurance - Respondent must provide and maintain proof of professional liability insurance coverage. The minimum coverage requirement is $1,000,000 per occurrence. 9. Fees and Contracts - Provide fees, by hourly cost of each type of professional, and other fees. The basic form of the fee schedule shown in Appendix A must be used when quoting fees. K. The District will not be liable for any costs incurred in the preparation of proposals or attendance at an on-site visit. L. The submission of this proposal shall be prima facie evidence that the respondent has full knowledge of the scope, nature, quantity, and quality of the work to be performed, the detailed requirements of the specifications, and the conditions under which the work is to be performed. M. Respondent shall be expected to furnish the District with additional information as may be reasonably required. N. The District will not be responsible for any costs not included in the proposal and subsequent contracted-for costs. Understanding and Approach A narrative must be included to show the Respondent s technical understanding of the work to be done.
CONTRACT SCHEDULE A. Scope of Work The purpose of this contract is to obtain the services of an engineering firm, hereafter referred to as Contractor. The Contractor must be certified or licensed in the state of Pennsylvania. B Statement of Work The Contractor is to perform engineering as needed for the Centennial School District. Projects will include written specifications, as needed, for various potential projects including the following (at the sole discretion of the school district): 1. William Tennent High School, 333 Centennial Road, Warminster, Pa. a. Pave rear walkway from the back of the building and around the football stadium b. Repave B Lot 2. Klinger Middle School, 1415 2 nd Street Pike, Southampton, Pa. a. Replace auditorium seating and remove asbestos floor tiles and replace b. Remove asbestos window caulking around all windows and re-caulk c. Re-point exterior brick of building 3. Log College Middle School, 730 Norristown Road, Warminster, Pa a. Replace air conditioning chiller in boiler room b. Replace the mechanical components of the walk-in refrigerator/freezer c. Replace balancing tank for pool filtration system d. Replace air handler next to Room 55, 2 nd Floor 4. Willow Dale Elementary School, 720 Norristown Road, Warminster, Pa a. Replace old sanitary line from the building to the main sewer line servicing the building 5. Transportation Center /Bus Garage, 305 W. Street Road, Warminster, Pa. a. Grade and repave south and west sides of transportation lot b. Grade and pave around the maintenance building on the north side C. Period of Performance This contract will be effective for a period from February 2014 through June 30, 2017. D. Cost and Pricing Data Respondents are required, at a minimum, to submit cost proposals fully supported by cost and pricing data adequate to establish the reasonableness of the firm s overall proposal. State the hourly rate required by staff classification and the any other fees related to this service. All invoicing will be made monthly with net due in thirty (30) days.
E. Unacceptable Work If it is determined that the Contractor s engineering work was unacceptable, because it did not meet the Standards, Programs, Activities, and Functions, the Contractor may, at the written request of the District, be required, to re-engineer at its own expense and resubmit a revised report. Failure to submit acceptable work in a timely manner shall constitute sufficient grounds for the District to refuse payment and to pursue all lawful recourse. The Agreement may be canceled at any time upon one hundred twenty (120) days written notice by either party without cause. However, if the Contractor fails to comply with any of the terms specified in this Article, the District may terminate this contract without notice.
Summary Cover Sheet (Return this page as Page 1 of your Engineering Services Proposal) Name of Firm Address Contact Person Title Telephone Number Email 1A. Wm. Tennent High School - Pave rear walkway $ 1B. Wm. Tennent High School - Repave B lot $ 2A. Klinger Middle School Replace Auditorium Seating/asbestos floor tiles $ 2B. Klinger Middle School Remove Caulking/re-caulk $ 2C. Klinger Middle School Re-point exterior brick of building $ 3A. Log College Repair air conditioning chiller $ 3B. Log College Replace refrigerator/freezer components $ 4A. Willow Dale Replace old sanitary line from the building $ 5A. Transportation Center Grade and repave south and west sides of Transportation lot 5B. Transportation Center Grade and repave north side of Maintenance Building $ $ Additional Engineering Services engagement fees per hour Senior Engineer $ Project Engineer $ Engineering Technician $ Environmental Scientist/Planner $ Laboratory Director $ CAD Designer/Drafting $ Clerical/Word Processor $ Field Assistant $ Surveyor $ Survey Crew $ Transportation $ Printing $ OTHER: $ Signature Date Title or Office