SAN JOSE EVERGREEN COMMUNITY COLLEGE DISTRICT REQUEST FOR QUALIFICATIONS & PROPOSALS RFQ/P X2016.0004 Programming Services for Evergreen Valley College Student Services Building Measure X2016 General Obligation Bond Program RFPQ X2016.0004 Page 1 Programming Services for Student Service Bldg. Sept. 5, 2018
SAN JOSE EVERGREEN COMMUNITY COLLEGE DISTRICT This packet includes the following documents: - Cover - Table of Contents - Intent - Notice to Bidders - Key Dates & Contacts - Overview of the District TABLE OF CONTENTS - Instructions for Submittal of Statements of Qualifications/Proposals - Overview of the Project - Scope and Schedule of Services Required - Contents of Statements of Qualifications/Proposals - Evaluation and Selection Process - Attachment A: Supplemental Project Experience Chart - Required Forms: - Business Enterprise Certification - Business Structure and Location - Certificate of Non-Discrimination - Insurance Certification - Proposal Form - Statement of Non-Collusion Form - W9 - Workforce Composition -Sample Independent Contractor Agreement form (included for informational purposes) In order to preserve uniformity and to facilitate the award of Pre-Qualified status, STATEMENTS OF QUALIFICATIONS AND PROPOSALS should be complete and concise and include all information requested in the order specified and on the forms provided herein. RFPQ X2016.0004 Page 2 Programming Services for Student Service Bldg. Sept. 5, 2018
SAN JOSE EVERGREEN COMMUNITY COLLEGE DISTRICT INTENT REQUEST FOR QUALIFICATIONS AND PROPOSALS The San José-Evergreen Community College District ( District ) invites professional firms to submit Statements of Qualifications and Proposals ( SOQ/P ) from qualified vendors, persons, firms, partnerships, corporations and organizations (collectively, vendors ) to perform the following work: PROGRAMMING SERVICES for STUDENT SERVICE BUILDING EVERGREEN VALLEY COLLEGE Services may include any or all of the following: reviewing relevant documents and market conditions; conducting visioning workshops; conducting interviews with faculty/staff/students; preparing spatial adjacency diagrams; and producing drawings and/or written reports documenting the program. It is the intent of the District to approve one firm to provide these services. Interested firms are invited to submit an original plus one (1) copy and one PDF electronic version of their SOQ/P by the Due Date and Time and on the forms provided herein to: SAN JOSÉ EVERGREEN COMMUNITY COLLEGE DISTRICT 40 S. Market Street, San Jose, CA 95113 Re: RFPQ X2016.0004 REQUEST FOR QUALIFICATIONS AND PROPOSALS for PROGRAMMING SERVICES for STUDENT SERVICES BUILDING FOR EVERGREEN VALLEY COLLEGE Attn: Purchasing Agent Cynthia Giesing This RFP/Q does not commit the District to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any SOQ/P or to cancel in part or in its entirety this RFQ/P. The District further reserves the right to accept the SOQ/P that it considers to be in the best interest of the District. Thank you for your interest in working with our District. Doug Smith Vice Chancellor of Administrative Services SAN JOSÉ EVERGREEN COMMUNITY COLLEGE DISTRICT Phone: (408) 274-6700 ٠ 40 S. Market Street, San Jose, CA 95113 RFPQ X2016.0004 Page 3 Programming Services for Student Service Bldg. Sept. 5, 2018
SAN JOSÉ EVERGREEN COMMUNITY COLLEGE DISTRICT NOTICE TO BIDDERS The San José Evergreen Community College District, 40 South Market St, San Jose, California 95113 hereby invites sealed STATEMENTS OF QUALIFICATIONS AND PROPOSALS for the following: Request for Qualifications and Proposals X2016.0004 Programming Services, Student Service Building, Evergreen Valley College STATEMENT OF QUALIFICATIONS AND PROPOSAL packets must be obtained from District Purchasing. To obtain a STATEMENT OF QUALIFICATIONS AND PROPOSAL packet, visit our website at: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids Completed STATEMENTS OF QUALIFICATIONS AND PROPOSAL shall be made on forms provided and shall be in accordance with STATEMENT OF QUALIFICATIONS AND PROPOSAL conditions and specifications prepared by the District. The District will receive sealed STATEMENT OF QUALIFICATIONS AND PROPOSAL with the RFQ/P number and name referenced on the outside at the District Purchasing Office, 40 S. Market St., San Jose, CA 95113, before 2:00 p.m. October 18, 2018 Advertise: September 12, 2018 Board of Trustees San José Evergreen Community College District RFPQ X2016.0004 Page 4
I. KEY DATES AND CONTACTS KEY DATES: Release of RFPQ documents: Sept. 5, 2018 Deadline for Questions: Sept. 25, 2018 Issuance of Addendum by District: Oct. 4, 2018 DUE DATE & TIME for Statements of Qualification & Proposals:Oct 18, 2018 2:00 pm Notification of selected firms for Interviews Oct. 31, 2018 Interviews (tentative date) Nov. 7, 2018 Board of Trustees Award Dec. 11, 2018 REQUIRED ELEMENTS FOR A COMPLETE SOQ/P: - Any Addenda to this RFQ/P (attached to front of SOQ/P); - Statement of Qualifications and Proposal, (as outlined in Section entitled Contents of Statements of Qualifications and Proposals ) which addresses all facets of this Request for Qualifications and Proposal. Include Attachment A, Supplemental Project Experience Chart, under the Experience Tab; - Fee Schedule (in separate sealed envelope); - Required Forms as listed in Table of Contents. DELIVER SOQ/Ps TO: District Purchasing Department San José Evergreen Community College District 40 S. Market St. San Jose, CA 95113 CONTACTS: Mark Newton, Design Manager, Brailsford & Dunlavey Email: mnewton@programmanagers.com Cindy Giesing, Purchasing Agent, District Email: Cynthia.giesing@sjeccd.edu DOCUMENTS: These RFQ/P documents and any subsequent addenda are posted on the District s website: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids RFPQ X2016.0004 Page 5
II. OVERVIEW OF THE DISTRICT The San Jose Evergreen Community College District (the District ) was established on July 1, 1964 and is located in Santa Clara County (the County ), approximately 5 miles south of the San Jose International Airport. The District encompasses approximately 303 square miles in the heart of Silicon Valley, including a portion of the City of San Jose and all of the City of Milpitas. The District operates San Jose City College and Evergreen Valley College (together, the Colleges ), each of which is fully accredited by the Accrediting Commission for Community and Junior Colleges (the ACCJC ). For fiscal year 2015-16, taxable property within the District had an assessed valuation of $124,107,781,822, and the District s projected full-time equivalent student ( FTES ) count was 11,840 students. The District is governed by a seven-member Board of Trustees (the Board ), each member of which is elected to a four-year term. Elections for positions to the Board are held every two years, alternating between three and four available positions. The District s administrative and financial staff includes, among others, a Chancellor and a Vice Chancellor of Administrative Services. Dr. Byron Breland currently serves as Interim Chancellor. Mr. Douglas R. Smith currently serves as the Vice Chancellor of Administrative Services. Opportunity, Equity, and Social Justice are the guiding principles of the San Jose - Evergreen Community College District. These principles are promoted through Board and Administration Policy (BP 6380 and AP 6380, respectively) which seek to promote participation by small disadvantaged vendors, businesses, and contractors. To clarify and strengthen the District s efforts in this regard, the Board commissioned the Board Ad Hoc Committee on Outreach. This Committee s Vision Statement is San José Evergreen Community College District implements a comprehensive and inclusive program to increase the opportunity and participation for small, ethnic, minority, women, disabled, veteran, LGBTQII owned businesses in its bond program and procurement of goods and services. The companion Value Statement is San José Evergreen Community College District prioritizes mindful and conscientious efforts to represent the demographics of the community in providing equitable and inclusive outreach opportunities to businesses with a commitment to the economic growth of all communities. Measure G and X are Proposition 39 general obligation bond measure totaling $268 million and $748 million respectively. Voters approved Measure G on November 2, 2010 and Measure X on November 8, 2016. The scope of both Measures G and X is to Upgrade computer, science, and allied health labs; Renovate math, science, and core academic classrooms; Modernize job-training and career-technical education classrooms and facilities; Upgrade deteriorated roofs, electrical, plumbing, heating, and ventilation; RFPQ X2016.0004 Page 6
Improve energy efficiency and reinvest the savings back into instruction; Create a jobtraining Center For Environmental Sciences and Green Technology; and Improve campus safety/security systems. Currently, there is a small remaining balance for Measure G projects and Measure X has recently issued the first bond sale. Additional information may be found on the Citizens Bond Oversight Committee page: http://cboc.sjebond.com/ RFPQ X2016.0004 Page 7
III. INSTRUCTIONS FOR PREPARATION AND SUBMITTAL OF STATEMENTS OF QUALIFICATIONS/PROPOSALS STATEMENTS OF QUALIFICATIONS/PROPOSALS Materials: This RFQ/P packet and all subsequent documents must be obtained from District Purchasing. To obtain an RFQ/P packet, visit our website at: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids ADDENDA: The District may issue Addenda clarifying or interpreting or making changes to the RFQ/P packet and/or the RFQ/P process. Such Addenda shall form part of the RFQ/P packet. It is the bidder s responsibility to assure that they receive any ADDENDA that are issued. The District will post all Addenda on the website with this RFQ/P packet: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids. In addition, firms who wish to be placed on an e-mail list to be advised of the issuance of Addenda and any other updates concerning this RFQ/P solicitation must email the Purchasing Agent identified on Key Dates and Contacts Page of this RFQ/P Packet to request placement on such an e-mail list. QUESTIONS: All questions must be e-mailed to Purchasing Agent identified on Key Dates and Contacts Page of this RFQ/P Packet. Questions must be received by the date noted under Key Dates. Answers will be researched and posted as Addenda on the District website: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids CONTACTS: To insure uniformity, firms interested in submitting a Statement of Qualifications and Proposal are directed not to make personal contact with members of the Board of Trustees or District Administration or campus personnel. All questions and contact in regard to this Request for Application for Pre-Qualification must be directed to the Purchasing Agent listed on the Key Dates and Contacts Page. STATEMENTS OF QUALIFICATIONS AND PROPOSALS FORMS: All items on all forms should be filled out completely. Numbers should be stated in figures and signatures of all individuals must be in long hand. RFPQ X2016.0004 Page 8
SIGNATURES: All STATEMENTS OF QUALIFICATIONS AND PROPOSALS must include a wet signed original signature of an authorized officer of the firm submitting the STATEMENT OF QUALFICATIONS AND PROPOSALS packet. A signature form ( Proposal Form ) is included in the RFQ/P Packet. CONTENT OF STATEMENT OF QUALIFICATIONS AND PROPOSAL: The STATEMENT OF QUALIFICATIONS AND PROPOSAL packet should be reviewed for accuracy before submission to the District. The District will not be responsible for errors or omissions in a STATEMENT OF QUALIFICATIONS AND PROPOSAL. Include all items listed as Required Elements For A Complete SOQ/P on the Key Dates and Contacts Page. Each firm submitting a STATEMENT OF QUALIFICATIONS AND PROPOSAL must include the signed original plus one (1) copy, and one (1) PDF version on a CD or thumb drive. All material submitted regarding this solicitation becomes the sole property of San José Evergreen Community College District and will not be returned to the Vendor STATEMENT OF QUALIFICATIONS AND PROPOSALS SUBMISSION: All STATEMENTS OF QUALIFICATIONS AND PROPOSALS must be received at the place and by the date and time listed on the Key Dates and Contacts Page of this RFQ/P Packet. NO LATE STATEMENTS OF QUALIFICATIONS AND PROPOSALS WILL BE ACCEPTED. Whether STATEMENT OF QUALIFICATIONS AND PROPOSAL packets are sent by mail or delivered in person, the Bidder shall be responsible for the delivery of the STATEMENT OF QUALIFICATIONS AND PROPOSAL to the place and by the date and time listed on the Key Dates and Contacts Page of this RFQ/P Packet. Any STATEMENT OF QUALIFICATIONS AND PROPOSAL received after the date and time listed on the Key Dates and Contacts Page of this RFQ/P Packet shall be refused and returned to the vendor unopened. NO STATEMENTS OF QUALIFICATIONS AND PROPOSALS SENT BY EMAIL OR FAX WILL BE ACCEPTED. RFQ/P name and number and vendor s name must be referenced on the outside cover of the sealed STATEMENT OF QUALIFICATIONS AND PROPOSAL. RFPQ X2016.0004 Page 9
. CHANGES OR WITHDRAWAL OF STATEMENTS OF QUALIFICATIONS AND PROPOSALS: Firms may withdraw their SOQ/P, either personally or by written request, at any time prior to the SOQ/P due date and time. Any request to withdraw an SOQ/P is effective only if received by the Purchasing Agent listed on the Key Dates and Contacts Page of this RFQ/P Packet on or before the SOQ/P due date and time. In no case may an SOQ/P be withdrawn after the SOQ/P opening date and time. Changes to an SOQ/P will not be allowed after SOQ/P due date and time. NON-DISCRIMINATION: It is the policy of the District that no person or Contractor shall be excluded from participation in, denied the benefits of, or otherwise be discriminated against in the award and performance of any District Contract on the grounds of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, sex or gender, gender identity, religion, sexual orientation, marital status, medical condition, veteran status, physical or mental disability, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics; and that barriers to effective participation traditionally encountered by minorities and females be minimized. DISTRICT RESERVED RIGHTS: This RFPQ does not commit the District to award a contract or pay any costs incurred in the preparation of an SOQ/P responsive to this request. The District reserves the right to accept all or part of any SOQ/P; to reject any or all SOQ/Ps; to amend the Request for Qualifications and Proposals and the RFQ/P process; to discontinue or reopen the process at any time; or to cancel in part or in its entirety this RFQ/P. The District reserves the right to waive minor irregularities in the solicitation process or in the SOQ/Ps. The District further reserve the right to accept the SOQ/P that it considers to be in the best interest of the District. DISCLOSURE OF INDEMNITY CONTRACT PROVISION as per Public Contract Code 20103.6: To the fullest extent permitted by law, except to the extent caused in whole or in part by indemnitee, the design professional shall indemnify, defend and hold harmless the District and its employees, officers, Trustees, agents, and representatives from any and all claims, demands, losses, responsibilities, or liabilities for: (A) injury or death of design professional s or the design professional s design consultants employees arising out of this Agreement; (b) injury or death of persons or damage to property, including the removal or replacement of in-place work during or after project completion; or (c) all other RFPQ X2016.0004 Page 10
proximately related costs or charges, to the extent the liabilities, damages, and losses are caused by willful misconduct, recklessness, or negligence, including concurrent negligence, of the design professional or a subcontractor or consultant of the design professional. The foregoing shall include without limitation, attorneys fees and costs incurred by the District, and shall survive the termination of this Agreement until any such claim, demand, loss, responsibility or liability covered by the provisions hereof is barred by the applicable statute of limitations. This indemnity agreement shall not be construed to limit the enforceability of other contractual provisions between the District and the design professional requiring cooperation with the District regarding any claim by a construction contractor and any contractual requirement concerning participation in any court proceeding or arbitration. It is the intent of the District that this indemnity agreement shall be in accordance with California Civil Code 2782.8 and shall apply to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional. RFPQ X2016.0004 Page 11
IV. OVERVIEW OF THE PROJECT Evergreen Valley College s bucolic campus opened in 1975 and is located in southeast San Jose, near the foot of the Diablo Mountain range at the intersection of Yerba Buena and San Felipe Roads. In recent years, EVC celebrated the grand openings of the Automotive Technology Building, MS3 Building (Math, Science, and Social Sciences), Fitness Center, Veterans Freedom Center, and Central Green. With the community s support through the passage of Measure X in November 2016, additional new construction is being planned at EVC, including the new Student Services Center. The project will be funded through the Measure X Bond Program passed in 2016 which authorizes the District to issue and sell up to $748 million in General Obligation Bonds to build new educational facilities and upgrade/repair existing facilities on Evergreen Valley College campus, San Jose City College campus, and District-wide projects. Master plan documents with project descriptions, preliminary schedule, and budget summary are available at: http://www.evc.edu/discover-evc/master-plan-bond-documentation The District is requesting a proposal for programming services to understand, define, and document the building program for the new Student Services Center at Evergreen Valley College. The scope of the project will include one building or a cluster of buildings intended to serve as a new gateway to the school. Located on the southwest edge of the campus, the building will consolidate student services that are currently scattered throughout the existing Student Services Building, the Admissions and Records Building, and other locations throughout campus. The new building will house those services, as well as job placement, testing, counseling, health services, and financial aid, among other programs. The estimated capacity for the Student Services Center is 53,605 ASF/62,453 GSF. Estimated budget for soft costs and construction costs is $65 million. RFPQ X2016.0004 Page 12
Programming should result in a detailed scope document and space allocations. The programming consultant will be required to review current and projected enrollment and space utilization of existing Student Services Building, Admissions and Records Building, and other programs scattered throughout campus, and identify any inefficiencies and space needs. The programming consultant will examine existing programs, and meet with administrators, faculty, and staff to understand the future function of this new building at EVC. Using this data and user feedback, the consultant will define a building program that outlines the quantity, size, and relationships of assigned square footage. The consultant will also examine whether programs are best accommodated in one building, or in a cluster of buildings on the available site. Vendor should expect, and address in cost estimate, the need to collaborate on a regular basis throughout the programming process with Program Manager, educational planning consultant, administrators, faculty, and facilities staff as needed to complete programming for the new Student Services Building. RFPQ X2016.0004 Page 13
V. SCOPE AND SCHEDULE OF SERVICES REQUIRED SCOPE: 1. Meet with Program Manager and educational planning consultant to develop Programming Schedule and agree upon schedule for deliverables needed to meet project deadlines. 2. Review existing reports, plans, building program, and educational program. Conduct utilization analysis to understand underutilized space and space needs. 3. Meet with administration, faculty, and staff to share trends in Student Services facilities and understand the direction of student services at EVC and to explore possible space configurations to meet the College s expectations. 4. Develop detailed building program identifying quantity and size of open offices, offices, conference rooms, public spaces, classrooms, labs, offices, and auxiliary learning areas. 5. Generate estimated ASF and GSF. 6. Document key spatial adjacencies, programmatic relationships, and planning ideas. 7. Work with Program Manager to develop Cost Estimates of proposed building program. 8. Provide materials to be used for Board Meetings, committee updates, and community outreach as needed. Provide periodic progress updates to committees, and presentations to committees and boards as required. SCHEDULE: a. Kick-off: 4 Weeks b. Information Gathering 8 Weeks c. Program Development 12 Weeks d. Program Documentation & Final Report 4 Weeks e. Board Report 2 Weeks RFPQ X2016.0004 Page 14
VI. CONTENTS OF STATEMENTS OF QUALIFICATIONS AND PROPOSALS REQUIRED FORMAT FOR STATEMENTS OF QUALIFICATIONS AND PROPOSALS: SOQ/P materials shall be 8 ½ x 11 format, preferably in portrait orientation, bound in a ring binder or spiral com-bound booklet, with a minimum size 11 font in the entire document. A maximum of ten (10) individual sheets, excluding cover, submittal letter, index sheets, or tab sheets, are allowed, including any sheet exhibits. Sheets can be double-sided. This may include a maximum of five (5) exhibits, no larger than 11 x 17 format. Although not required, vendors are permitted to include an Appendix of samples of past projects and other relevant supplemental material. The Appendix must be limited to ten (10) sheets total. Under no circumstances shall a submittal exceed twenty (20) sheets total. Tabbed dividers should separate and identify the response items described below, and be titled or numbered as indicated. SOQ/Ps must be limited to the sections and items identified below. Failure to comply with this requirement may result in disqualification of the entire submittal. SOQ/Ps that do not include all the elements specified, or which deviate from the proposed format and content as specified, may be deemed non-responsive by the Selection Committee and eliminated from further consideration. A qualifying SOQ/P must address all of the following points, in the following order: COVER Include the title, San Jose Evergreen Community College District, Response to Request for Qualifications and Proposals X2016.0004, for Programming Services for Student Services Building, Evergreen Valley College, date and contact information, including email addresses. SUBMITTAL LETTER The Submittal Letter shall be brief. Provide a brief introduction to the firm and include an expression of the prospective firm s interest, abilities, and qualifications for the work of the current solicitation with the District. If the vendor is proposing to co-respond with another principal vendor or vendors, the cover letter must briefly specify the type of services to be provided by each vendor, the proposed percentage allocated to that phase or function for the co-vendor, and how the co-vendors will ensure the coordinated and cost-efficient delivery of all services covered by the SOQ/P. The Submittal Letter must be over the signature of an officer of the lead firm. RFPQ X2016.0004 Page 15
The Submittal Letter will NOT be considered part of the maximum number of sheets for the SOQ/P. TAB 1: BUSINESS AND COMPANY INFORMATION Provide the following information about the firm as a whole. If submitting a co-proposal, provide the following information about both firms: - Legal name and address of company; - Legal form of the company (corporation, partnership, etc); - Names addresses, and phone numbers of corporate officers, or of all partners if a partnership; - The address, telephone number and facsimile number of the respondent s office that will be primarily responsible for providing services to the District for this Solicitation. Indicate whether firm is a Local Business Enterprise; - Information demonstrating the financial strength of firm, including net billings for the past three (3) years; - Size of firm, including number of employees and annual revenues. Indicate whether firm is a Small Business Enterprise; - General description of staffing resources, including total number of licensed professional staff employed; - Description of in-house resources such as computer capabilities and software applications relevant to this Solicitation; - Overview of the firm s history; - Number of years the firm has conducted business in California; - Information about the geographic area(s) in which the vendor has historically provided programming services. - Overview of firm s experience providing professional services to institutions of higher education; - Description of services the firm has performed in the prior five (5) years and currently performs in California. Identify services performed for (a) public section and public sector education institutions; and (b) public sector higher education institutions. - Any additional information relevant to the firm s identity TAB 2: EXPERIENCE OF FIRM Use this section of the proposal to indicate the areas of expertise the vendor has previously provided and how the vendor s expertise will enable the District to benefit from said expertise. RFPQ X2016.0004 Page 16
Describe the experience of the firm working on other California Community College projects under the same jurisdictions as this project. List all significant applicable projects completed in the past five (5) years that should be considered as similar services. As part of this response, outline which of the proposed team members worked on these referenced projects and if they worked together as a team. Describe the firm s experience working on similar Student Services Buildings in higher education. Describe which of the above referenced projects were completed by the proposed Team. Provide references to all relevant projects for which the firm has completed programming AND for which the budgeted construction costs are in excess of $65 million. TAB 3: REFERENCES OF FIRM Identify at least three (3) Community College Districts and/or K-12 School Districts and/or Public Sector Agencies to which the vendor has provided services as described in this RFQ/P under a direct contract with the District or Agency. For each Reference, include: - Name of District or Agency; - Type of Service Provided; - Dates services were provided; - Description of the Project; - Dollar amount of the project; - Two people whom the District may contact in relation to the vendor s work with the District or Agency. For each person, provide: o Name; o Position within the District or Agency while the vendor was providing services; o Current position; o Phone; o Email. TAB 4: PROJECT TEAM Identify the key personnel (professional and support staff) that would be assigned to the District for each phase of the work. Describe their respective roles and relevant licenses. Identify each member s experience working on similar projects (California community college capital construction programs, Student Services Buildings, similar sized projects, etc.). RFPQ X2016.0004 Page 17
Include brief resumes for key team members. Each resume must include: i) name and title; ii) project assignment or role the person will fulfill for this project; iii) years of relevant experience with the firm; iv) academic degrees; v) professional registrations, field of registration, and year acquired; vi) a synopsis of experience, training, or other experience which is applicable to this project. The selected vendor(s) shall employ, at its expense, professionals properly licensed and skilled in the execution of the functions required for programming services. TAB 5: PROJECT APPROACH SCOPE Describe the team s understanding of the project s scope of work as well as the team s ability to meet its intent and projected timeline. Describe the team s understanding of the latest innovations in Student Services programs, buildings, facilities, and design practices. STAKEHOLDER ENGAGEMENT Describe how the team will engage relevant stakeholders, including innovative or alternative value-added processes or approaches the firm has used which may be applicable to this project. Describe the team s approach to obtaining project performance criteria and expectations from a wide range of contingencies, analyzing the information, and providing feedback. Discuss the team s experience working with varied groups, including staff, students and administrators, and developing consensus from a range of opinions. SCHEDULE COMPLIANCE Explain the team s approach to working in an environment which will require multiple project criteria input and varied positions to obtain consensus and to work within a tight timeline to produce a meaningful baseline document that can be used for further project development. OUTREACH Describe the firm s inclusionary practices to allow equal opportunities for underrepresented groups within the firm and on the team. Explain the processes that will be used to meet or exceed the SJCCD Outreach Program for Qualified Businesses dated March 13, 2018. The Outreach Program for Qualified Businesses document is available on the District website: http://www.sjeccd.edu/administrativeservices/documents/outreach_program_f OR_QUALIFIED_BUSINESSES_BOARD-APPROVED3.13.2018.pdf RFPQ X2016.0004 Page 18
TAB 6: CAPACITY, ORGANIZATION, AND PROPOSED WORK PLAN Describe how the project team will be organized and how the firm will propose to outline the programming effort in a way that will ensure the timely completion of this phase of work. Explain past best practices and methods the firm has used to complete work on time. Based on the SCOPE AND SCHEDULE OF SERVICES REQUIRED (see earlier section above), provide a Proposed Work Plan. Include team members and their roles. Identify tasks, approximate staff hours, and calendar duration. TAB 7: ADDITIONAL INFORMATION Please answer the following questions: - Has the vendor been terminated, for cause or due to non-performance or failure to perform work, from a professional services contract with a California Public Agency within the past five (5) years? If yes, please provide a detailed explanation. - Has a California Public Agency taken legal action against the vendor in the past five (5) years? If yes, please provide a detailed explanation. - Has the vendor taken legal action against a California Public Agency in the past five (5) years? If yes, please provide a detailed explanation. Additionally, each vendor is encouraged to provide additional information, description of resources, special qualifications, or similar additional content which the vendor believes to be important for the District s consideration of the vendor s SOQ/P. FEE SCHEDULE (provide in separate sealed envelope) Understanding that fees are negotiable depending on the scope of the project agreed to by the District and successful vendor, provide a fully-loaded preliminary cost and fee summary for the work described in this RFQ/P. A preliminary fully-loaded cost and fee summary shall include: people cost (salary, fringe benefits), individual bonuses and car allowances, cell phones, insurance, home office expenses, overhead, profit, computers, office furniture and equipment, copiers and other related costs of doing business. The proposal can be in terms of a fixed fee or an hourly rate for each member of the team to be assigned to a project; also include any additional costs above the hourly rate as well as a not-to-exceed amount for each phase of the work identified in this RFQ/P. RFPQ X2016.0004 Page 19
VI. EVALUATION, SELECTION AND AWARD PROCESS EVALUATION The District s Selection Committee will evaluate the vendor s qualifications based on the statements required in this RFQ/P with particular emphasis on: - Description of the project approach; - Experience with similar project types; - The firm s capacity to do the work - The firm s alignment with the District s Outreach Program for Qualified Businesses The Outreach Program for Qualified Businesses document is available on the District website: http://www.sjeccd.edu/administrativeservices/documents/outreach_progr AM_FOR_QUALIFIED_BUSINESSES_BOARD-APPROVED3.13.2018.pdf As stated in BP 6380 and AP 6380, the District is committed to increasing opportunities for participation of businesses with one or more of the following characteristics: local, small, owned by women, minorities, veterans, religious minorities, disabled individuals, or members of the LGBTQIA community. The selection committee shall meet to evaluate proposals and select firm(s) to invite to interview. INTERVIEWS Should the Selection Committee request an interview, the following Key Personnel shall, at a minimum, be present: Principal; Lead Programmer/Designer; and Key staff to be assigned to project Invitations to interview will be extended to firms selected by the Selection Committee. The Invitation to interview will include, in addition to time and place, the Interview Agenda and any particular topics or subject matter which the Selection Committee may request that the firm address in their presentation/interview. AWARD The Selection Committee shall make a recommendation to the Board of Trustees to award the contract to the selected firm. A Notice of Intent to Award will be emailed to all firms who submitted SOQ/P s. The Board shall award to the selected firm at the next regularly scheduled Board meeting. RFPQ X2016.0004 Page 20
PROPOSAL PROTEST The following instructions must be followed by a vendor who wishes to challenge the District s selection and award of any contract pursuant to this Request for Statements of Qualification and Proposals: Any protest must be submitted in writing to the Vice Chancellor of Administrative Services, San Jose Community College District, 40 S. Market Street, San Jose, CA 95113, before 3:00 p.m. on the fifth (5 th ) calendar day following the District s notification of its intention to award a contract pursuant to this RFQ/P. Only vendors who submitted a proposal in response to this RFQ/P may file a protest. Protests must contain the following specific information: - Protestor s name, address, telephone number, and e-mail address; - Date on which protestor s Response was submitted to the District; - Protestor s specific detailed basis for the protest, which must be supported by facts and/or documentation. Protests based on hearsay, feelings or opinions not supported by facts will be deemed invalid. The District will review and evaluate the protest for validity, including, if required, review by outside counsel. The District and/or counsel will provide a response within three (3) business days of receipt of the protest letter. ASSIGNMENT PROHIBITED No contract awarded under this proposal shall be assigned without the express, prior written approval of the District. Any attempted assignment in violation of this provision may be voided at the option of the Board of Trustees. RFPQ X2016.0004 Page 21