REQUEST FOR PROPOSALS FOR CLERK OF THE WORKS SOUTHERN COLUMBIA AREA SCHOOL DISTRICT INVITATION The Southern Columbia Area School District (SCA) invites proposals for services to be performed under an employment agreement or contract with SCA by an individual or construction firm familiar with school construction issues including design of mechanical systems and construction procedures as governed by statutes of the Commonwealth of Pennsylvania and the Pennsylvania Department of Education. To request a Clerk of the Works RFP, please contact: Southern Columbia Area School Distinct Attention: Daniel C. Rodgers, CPA 800 Southern Drive Catawissa, PA 17820 Phone: 570-356-3502 Fax: 570-356-2892 Email: drodgers@scasd.us All responses to this proposal must be submitted by no later than 4:00 p.m., February 26, 2010
I. BACKGROUND SOUTHERN COLUMBIA AREA SCHOOL DISTRICT PUBLIC ANNOUNCEMENT REQUEST FOR PROPOSALS FOR CLERK OF THE WORKS SERVICES The Southern Columbia Area School District (SCA) is planning to undertake the following projects: Renovations and additions to Southern Columbia Area High School Renovations to Southern Columbia Area G.C. Hartman Elementary School SCA is soliciting the Request for Proposals (RFP) for Clerk of the Works Services for the duration of these projects which is estimated as a sixteen (16) month contract term. II. SCOPE Of SERVICES REQUIRED Generally, the below services will be required by SCA in the foreseeable future. Additional related services may also be required. A. CLERK OF THE WORKS At such time as the Contract Documents for the project(s) are advertised for public bids, the individual or firm shall assume all responsibilities as Clerk of the Works, as described in Appendix A of this RFP.
III.SUBMITTAL OF PROPOSAL A. The SCA requires each Offeror responding to the RPF to submit one (1) original and five (5) copies of a written proposal addressed as follows: ATTENTION CLERK OF THE WORKS SERVICES PROPOSAL Daniel C. Rodgers, CPA 800 Southern Drive Catawissa, PA 17820 All proposals must be received by 4:00pm February 26, 2010. B. WRITTEN QUESTIONS Only written questions (including e-mails and faxes) received by the SCA by 3:00 p.m., Tuesday, February 23, 2010, will be addressed. Any questions concerning this Request for Proposals should be directed to: Daniel C. Rodgers / 570-356-3502 / drodgers@scasd.us C. SCA will endeavor to provide copies of addenda to all potential offerors who requested an RFP. However, it will be the responsibility of each offeror to make inquiry as to the existence and content of addenda. Addenda will become part of the RFP, and SCA will hold all offerors responsible for that information regardless of any claimed circumstances. D. The Offeror may withdraw its proposal by written request prior to the deadline for receiving proposals. After that time, SCA will open proposals for review and those proposals cannot be withdrawn for a period not to exceed sixty (60) calendar days from the deadline date. E. SCA reserves the right to accept or reject any or all proposals, to waive technicalities, and to award the contract to the most responsive proposal that best meets the needs of SCA. SCA will review the proposals for compliance with submission requirements. Proposals that do not meet the submission requirements set forth above will be determined as nonresponsive.
IV. FORM OF PROPOSAL Each proposal should include: A. STATEMENT OF OFFEROR S QUALIFICATIONS AND EXPERIENCE The Offeror should include the legal name of the Offeror and the location of the Offeror s principal place of business. SCA requests the Offeror to provide a brief biographical summary of the principal partners of the firm as well as the individual(s) who would primarily serve in each requested service type. The brief biographical summary should include the abilities, qualifications and experiences of the above-mentioned firm members. The Offeror should include three (3) appropriate references from clients with similar types of needs including, if available, governmental, non-profit or housing authority entities. SCA requests the Offeror to provide the client s name, a contact person, address, telephone number as well as the length and nature of the professional relationship with that entity. SCA encourages the Offeror to detail its qualifications and experience in the principal types of services identified above. B. FEE SCHEDULE PROPOSED The Offeror is required to specify hourly, billable rate charges for each individual and support staff that will likely provide professional services to SCA. If there are any other related costs foreseeable by the Offeror as reimbursables, or if the Offeror proposes to provide services on a retainer or other basis, the Offeror should note them in this Section. C. OTHER At the Offeror s option, the Offeror may include any relevant information not specifically requested above to the Offeror s submission. V. QUALIFICATIONS The qualifications SCA is seeking include the following: A. Clerk of the Works B. Familiarity with issues governing the construction of Pennsylvania Public Schools. C. Proof of professional liability insurance (If Applicable). D. Confirmation that the Firm / Individual consistently runs conflict checks and that the firm / individual is free from potential conflicting interests from business foreseeably conducted by SCA.
VI. METHOD OF SELECTION SCA will review and screen all written proposals based on minimum qualifications and criteria for selection. SCA may conduct competitive negotiations with one (1) or more Offerors. The award of contract will be based on the proposal evaluation, oral interview or respondents determined to be competitive (at the option of SCA), negotiation and recommendation to the SCA Board of Directors for approval. VII. CRITERIA FOR SELECTION A. The Offeror s provision of qualifications that SCA is seeking as set forth in Section V above. B. SCA will evaluate the elements of the Offeror s response according to the below objective criteria: 1. Appropriate Clerk of the Works Experience 2. Capacity to Handle the Variety of Foreseeable Issues 3. Proposed Fee Schedule VIII. PROCUREMENT SCHEDULE February 16, 2010 February 23, 2010 February 24, 2010 February 26, 2010 February 27, 2010 March 1, 2010 March 8 or 15, 2010 RFP issued and available. Final day to submit written questions (e-mail or fax acceptable) by 3:00 p.m. local time. SCA issues responses to questions. Proposals due by 4:00 p.m. local time. SCA completes proposal reviews, reference checks and initial ranking. Oral interviews (at the option of SCA). Firm presented to the School Board for approval. (If Desired)
IX. GENERAL A. All proposals and material contained therein shall become the property of SCA upon submittal. B. Regardless of outcome, the Offeror shall not hold SCA responsible for any expense in the preparation of its RFP or in negotiating toward a contract. C. SCA will reject the proposal of any Offerer who is debarred by the Pennsylvania Department of Education. D. The determination of the criteria and process whereby proposals are evaluated, and the decision as to who shall receive a contract award, whether or not an award shall be made as a result of the RFP, or the length of time needed for deliberation, shall be at the sole discretion of SCA. E. SCA reserves the right to reject any and all proposals for any reason at its sole discretion. --End of RFP--