Request for Qualifications Long Range Facility Master Plan Services

Request for Qualifications Long Range Facility Master Plan Services Request for Qualifications Issued: September 15, 2015 Deadline for Submittal of Responses: October 6, 2015

REQUEST FOR QUALIFICATIONS/PROPOSALS (RFQ/P) SELECTION OF ARCHITECTURAL FIRM TO PROVIDE ARCHITECTURAL/ENGINEERING SERVICES FOR THE DEVELOPMENT OF A LONG-RANGE FACILITY MASTER PLAN IN THE FILLMORE UNIFIED SCHOOL DISTRICT The Fillmore Unified School District is seeking Statement of Qualifications (SOQ) from qualified consulting organizations to provide services necessary in the development of a Long Range Facilities Master Plan (LRFMP) with specific services as described in the contents of the RFQ/P. Qualified organizations are invited to submit an original plus five (5) copies of said proposal along with an electronic copy of the SOQ that meet the requirements described herein no later than 3:00 p.m. on October 6, 2015, to the following address: Fillmore Unified School District Attention: Andrea McNeill, Assistant Superintendent Business Services 627 Sespe Avenue Fillmore, CA 93015 This RFQ/P does not commit the Fillmore Unified School 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 or to cancel in part or in its entirety this RFQ/P. The District further reserves the right to accept the proposal(s) that it considers to be in the best interest of the District. Thank you for your interest in working with our District. Adrian Palazuelos, Ph.D. District Superintendent FILLMORE UNIFIED SCHOOL DISTRICT Page 2

INSTRUCTIONS FOR SUBMITTAL OF SOQ S I. GENERAL INSTRUCTIONS A. Submittal of SOQ S SOQ s should be reviewed for accuracy before submission to the District since said document may not be adjusted after submission to the District. The District will not be responsible for errors or omissions in any SOQ. The District reserves the right to reject any and all SOQ s, or to waive any irregularities, or informalities in the SOQ s. B. Signatures All SOQ s must include a signature of an authorized officer of the firm submitting the SOQ. A signature form has been included with this document. C. Disqualified SOQ s Any SOQ received after 3:00 p.m. on October 6, 2015 shall be refused and returned to the firm unopened. D. Withdrawal of SOQ s Firms may withdraw their SOQ, either personally or by written request, at any time prior to 3:00 p.m. October 6, 2015. Any request to withdraw a SOQ is effective only if received by before 3:00 p.m. on October 6, 2015 at the following location and addressed to: Fillmore Unified School District Attn: Andrea McNeill, Assistant Superintendent/CBO 627 Sespe Avenue Fillmore, California 93015 E. Copies of SOQ s Each firm submitting a SOQ must include the original plus five (5) copies of the original along with an electronic copy of the SOQ. F. Contacts In order to control information disseminated regarding this RFQ, firms interested in submitting SOQ s are directed not to make personal contact with members of the Board of Trustees and District Administration with the exception of the individual listed below: Andrea McNeill, Assistant Superintendent Business Services Fillmore Unified School District (805) 524-6018 E-Mail Address: amcneill@fillmoreusd.org Page 3

Any questions concerning this Request for SOQ's should be submitted by email to the above address no later than September 25, 2015. Responses to individual queries will be provided as soon as possible. An anonymous summary of all Q&A will be emailed to all interested Respondents after September 30, 2015. Respondents who wish to be placed on an email list to receive the summary Q&A and any updates concerning this Request for SOQ's should email amcneill@fillmoreusd.org to request placement on the email list. G. District Required Forms Your response must include the District Required Documents that are enclosed herein which include the Offer to Enter Into Contract; Terms and Conditions; Qualification Certification and Non- Collusion Affidavit. H. Rights of the District The District reserves the right to incorporate terms and conditions it determines to be proper or necessary into any contract negotiated as a result of a SOQ submitted in response to this RFQ. II. OVERVIEW OF THE DISTRICT The Fillmore Unified School District is located in northern Ventura County just below the San Cayetano Mountain peak in the Los Padres National Forest and within the Santa Clara River Valley. The District is located within a historic Ventura County agricultural and tree farming belt. The District is primarily served by state Highways 126 and 23. The District serves the communities of Fillmore, Bardsdale, Piru and a portion of the unincorporated portions of Ventura County. The District is located directly west of the fastest growing portion of Los Angeles County. The District is a K-12 school district and serves approximately 3,800 students in Grades TK through 12 th Grade. Approximately 56 percent of its students are Hispanic, 33 percent White, 4 percent Asian and the remainder of different nationalities. Close to 24 percent of the students qualify as English Learners and over 78 percent of the students qualify for free/reduced lunches based on current federal guidelines. Based on the State s new funding program referred to as the Local Control Funding Formula (LCFF), approximately 81 percent of the student population (unduplicated count) qualify for additional general fund revenue referred to as supplemental and concentration grants. The Districts operates 4 elementary schools, 1 middle school, 1 comprehensive high school, 1 alternative education high school, 1 agricultural center and district administrative and operation facilities. The District has an elementary school that is no longer used as an elementary school but houses its district administration offices and other non-grade level programs. Although all of its schools have been modernized, with the exception of Rio Vista Elementary School (an 8 year old developer built elementary school), its schools are relatively old and in need of renovation and upgrades. The residents of the District passed its most recent bond measure in 2004 in the amount of $10 million and all funds been basically expended with the largest portion of the bond devoted to a major addition to Fillmore High School and the construction of Mountain Vista Elementary School. Page 4

The district is governed by a five member Board of Trustees and is under the day-to-day leadership of Adrian Palazuelos, Ph.D., who was appointed District Superintendent effective July 1, 2014. III. DESCRIPTION OF SERVICES REQUIRED A. Selection of Qualified Organization It is the intent of the administration to recommend to the Board of Trustees an organization with the services necessary to provide the district with a comprehensive long range facilities master plan (LRFMP) that meets requirements of the district as described in the RFQ/P, has the ability to complete the LRFMP within an agreed upon timeline and at a competitive agreed upon fee. B. Background on the LRFMP 1. The Fillmore USD is seeking proposals to provide consulting services to prepare a LRFMP that will serve as a tool in guiding the District in planning the facilities for the next ten (10) years. The plan will address the long range and the short-term goals and objectives of the Board of Trustees and reflect the needs of the school community. The LRFMP will facilitate the Board of Trustees ranking of priorities and considerations in future facility investments and improvements. 2. The process in general is to assist the district administration in establishing educational specifications and facility standards against which to assess existing school facility needs, collect information and data indentifying the existing school and administrative/operation facility needs as well as working with district consultants to identify resources available to the district that will assist the Board of Trustees and district staff to identify facility priorities for the district. The selected consultant will work with a diverse Steering Committee of staff and community members to develop a LRFMP that meets the District s overall objectives. The LRFMP process should be progressed in a systematic process taking into consideration the completion of educational specifications, facility standards, enrollment trends, existing facility needs and State, federal and local funding opportunities. C. Scope of Services 1. Project Initiation/Review of District Information Initial meetings will be held with district staff to gather existing information the district possesses related to its facilities including, but not limited to, existing facility plans, former facility master plans, demographic studies, facility inspections required under the Williams Act, etc. In addition, this phase of the process will be used to establish a project schedule and to introduce the selected firm with the district staff and community steering committee that will be involved with the development of the LRFMP. 2. Educational Specifications The selected firm will assist the district in the development of educational specifications for our elementary (TK-5) schools, middle school (6-8), high school (9-12) and alternative education school. Page 5

3. District-Wide Facility Standards The selected firm will assist the district in the establishment of facility standards that will be used in the assessment of existing campuses and other district facilities in order to establish facility equity for both existing and new future facilities. 4. Existing Facility Assessments Based on existing information provided by the district staff (Williams Act surveys, technology plan, energy usage summaries, existing as-built plans including square footage per building, former facility master plans, etc.), the selected firm will complete an efficient assessment of existing district facilities that will be based on districtwide facility standards (see #2 above) and include involvement by district and school site staff. The final LRFMP will include information on the existing site as well as proposed renovation, repairs, improvements, etc and the estimated cost necessary for each site to meet district-wide facility standards. Attached as Exhibit A is a list of all existing school sites, district administrative facilities and other properties owned by the district. 5. Demographic Information The district is in the process of selecting a consultant to assist the District in the preparation of a 10-year enrollment projection for the district that includes future projected residential development and the need for new school facilities, if any, related to said development. It will be the responsibility of the selected firm to incorporate a summary of this study in the LRFMP document. 6. New School Facility Needs Based on the demographic report identified in No. 4 above, the selected firm will identify new school, additions to existing schools and other district needs, if any, in the LRFMP that will include an estimated future cost for said facilities. 7. Summary of Existing Facility and New School Estimated Cost The selected firm will include in the LRFMP a summary of the cost of the existing school facility needs as well as the estimated cost of new school facilities. 8. Financial Plan With the understanding that the facility needs of the district incorporated into the LRFMP will probably exceed the current and future funds available to the district, district staff in cooperation with a Financial Advisor, State and Federal Facility Eligibility Consultant and other consultants will provide the selected firm with financing options available to the district in the implementation of the LRFMP. It will be the responsibility of the selected firm to incorporate this information in the LRFMP document. The financing sources will include, but will not be limited to, current facility funds available to the district, general fund revenue dedicated to facility improvements, eligibility in the State School Facilities Program, energy funding opportunities from Proposition 39 funds, developer fees, developer fee mitigation agreements, possible future local school bond measures, etc. 9. Role of Selected Firm with Community Steering Committee It is the intent of the district to have an inclusive but streamlined process in the development of the LRFMP. The district will select 8 to 12 individuals who will represent the Board of Trustees, district administration, school sites, teachers, support staff, students, parents, community and public agencies as a Steering Committee. This group will meet often to review the master planning process and Page 6

provide direction to the selected firm and members of the master plan team. Responders to the RFQ should plan to meet with the Steering Committee a minimum of three (3) times from initiation to completion of the LRFMP. The communities that comprise the Fillmore Unified School District are very connected to the district and are active participants in the educational process. As part of the review of existing district facilities, the selected firm will work with district staff to conduct school site community meetings that will include school site staff as well as interested community members to elicit input from each of the district s elementary, middle and high schools. The purpose of these meetings will be to collect information regarding the desires and priorities of each respective community. The culmination of these meetings will provide critical information from the community, students, parents, site administration, teachers and support staff to guide the direction of the LRFMP. This information (notes, sketches and surveys) shall be documented and included as an appendix to the LRFMP. 10. Presentation to the Board of Trustees Upon completion of the draft LRFMP, the selected firm will be required to conduct a workshop with members of the Board of Trustees. The Steering Committee will be participants along with district administration in said workshop. Based on input from the Board of Trustees, the selected firm will be responsible for modifying the draft LRFMP to take into consideration direction received during the workshop. 11. The LRFMP Document The final LRFMP document developed by the selected firm is expected to be a plan document that clearly expresses to the Board of Trustees, district and school site staff and members of the community the facility needs of the district and possible funding opportunities to implement said plan. Because facility needs of the district change as demographics change and educational needs are modified, the document must allow the ability for the district to modify and adapt the plan to meet future changes internal and external to the district. In order for this document continue to meet the needs of the district, it must include electronic documentation that allows the district to plan and track the facility needs of the district as priorities change. IV. CONTENTS OF STATEMENTS OF QUALIFICATIONS General In order for SOQ s to be considered, said SOQ must be clear, concise, complete, well organized and demonstrate both respondent s qualifications and its ability to follow instructions. The quality of answers, not length of responses or visual exhibits is what is important in the SOQ. Respondents shall submit one (1) unbound original plus five (5) copies of the SOQ in 12-point font and, with the exception of the unbound original, all copies shall be spiral bound into books of approximately 8 ½ x 11 format, not to exceed twenty (25) pages. Further a CD or electronic version of the SOQ shall also be made available to the District at the time the SOQ is submitted. Although not required, firms responding to this RFQ are permitted to include an appendix limited to samples of past projects that will NOT be considered part of the twenty-five (25) page limit. Page 7

All respondents shall follow the order and format specified below. Each section of the SOQ shall be tabbed to correspond to the headers shown below: A. Submittal Letter The cover letter shall be brief (two pages maximum). Include the SOQ s title and submittal due date, the name, address, fax number and telephone number of the responding firm (or firms if there is a joint venture or association). If the firm is proposing to co-respond with another principal firm, the cover letter must specify the type of services to be provided by each firm and the proposed percentage allocated to that phase or function for the co-respondent. The submittal letter will NOT be considered part of the twenty-five (25) page limit. B. Table of Contents Include complete and clear listings of headings and pages to allow easy reference to key information. The table of contents will NOT be considered part of the twenty-five page limit. C. Description of Firm This section should provide the District information regarding the size, location, nature of work performed, years in business, and approach that will be used in meeting the needs of the District. D. Project Team Please list the consultant(s) in your firm that would be involved in working with district staff in the development of the LRFMP. Further, include any consultants from other firms that will assist you in the LRFMP including engineers that your firm will have to use in completing the report, if any. E. Background of Assigned Staff Identify all personnel (in house and consultants) and provide a brief resume including pertinent experience of personnel who will be participating in this LRFMP project. Provide total number of professional staff employed by the firm. Identify persons that will be principally responsible for working with the District. Indicate the role and responsibility of each individual. F. References Identify similar master plan projects that your firm has completed. Further, use this section of the proposal to indicate the areas of expertise you have previously provided and how the firm s expertise will enable the district to benefit from said expertise. Include the name of the district, the size of the district, when the study was completed and the name of the person and contact information. G. Schedule Keeping in mind the desire of the District is to have the LRFMP completed and approved by the Board of Trustees within five (5) months from the date the successful firm is appointed by the Page 5 8

Board of Trustees, the SOQ shall include a proposed calendar and schedule for this LRFMP project. Using the expertise of the firm and based upon the best information available at this time, the firm shall graphically demonstrate a schedule that depicts the number of days in duration and a start and finish date by phase. The schedule shall include the phases/tasks identified in the scope of services above. Specify the number of meetings recommended for each phase. Indicate how the firm will approach this project to provide the best value to the District and create a document that will lead the District s facilities program through the next ten years. Include the process of how the firm would solicit information from school and community groups. H. Project Plan & Methodology Indicate how the firm will approach this project to provide the best value to the district and create a document that will lead the district s facilities program through the next ten years. Include the process of how the firm would solicit information from school and community groups. I. Experience with Funding Options and Cost Estimating The SOQ shall include the background, experience and success of the individuals/consultants involved in the team regarding prioritizing projects, estimating costs and successfully exploring alternative funding and financing. J. Legal Issues Please respond to each of the following questions: Is there now pending any legal action pending against your firm by another public agency related to services, or lack thereof, provided by your firm? Have there been any settlements or judgments involving such actions within the last ten (10) years? Please describe each such settlement or judgment, including the nature of the action and the amount of recovery? Within the past ten (10) years has your firm ever had an architectural or construction related consulting agreement terminated by a California public agency? If yes, please identify the name of the public agency and the reason for the termination. K. Fees Understanding that fees are negotiable depending on the scope of the project agreed to by the selected firm and District, identify and include a fixed fee for this Long Range Facility Master Plan study by Task and a total fee for this LRFMP. Also, identify any and all additional hourly rates for each phase of the master plan as identified in the scope of services above. Describe the scope that would apply and the additional hourly fee that would be charged. L. Required Documents to be Included in the Statement of Qualifications (SOQ) Page 9

In order for an SOQ to be considered, it must include fully executed copies of the enclosed documents herein titled as follows: Offer to Enter Into Contract, Terms and Conditions, Qualifications Certification, Non-Collusion Affidavit. M. Other Each firm is encouraged to provide any additional information or description of resources that are pertinent for this project. V. SELECTION PROCESS A. Initial Screening Phase I The District Superintendent or his designee will appoint a Selection Committee composed of district staff and individuals experienced in the school facility industry to screen applicants and select firms for oral interviews. B. Oral Interviews PHASE II A panel composed of district staff as well as experts in the school facility industry and members of the community along with the District Superintendent or his designee will interview firms selected for oral interviews. Upon completion of oral interviews, the panel will select architectural firms to be recommended to be interviewed and possibly approved by the Fillmore Unified School District Board of Trustees. Target Date for Selected Firm Interviews: October 21, 2015 C. Appointment of Firm to Complete the LRFMP The Board of Trustees will review the recommendation of the oral interview panel and district superintendent and consider the appointment of the consulting firm to complete the LRFMP and consider the approval of an agreement with the selected firm. Target Date for Approval by Board of Trustees of Selected Firm: November 3, 2015 D. SELECTION CRITERIA Firms submitting SOQ s are advised that all SOQ s will be evaluated to determine the firm that will meet the needs of the District. Evaluation will include, but not be limited to the following criteria: - Understanding the goals of the district and this project. - Experience in the completion of a LRFMP. - Experience with school facility planning. - Familiarity with best practices in sustainable design and planning of school facilities including the Collaborative for High Performance Schools and the State High Performance Schools Grant program. - Familiarity with 21 st Century school environments. - The ability to provide high quality planning services in a cost effective manner. Page 10

- Skill in facilitating complex community and district involvement process. - Ability to complete the planning tasks within the time frame specified in this RFQ. - Creativity in problem solving and planning in districts with an enrollment of 4,000 students. - Experience in school districts with a diverse student population. - The ability to accurately estimate the scope of facilities design and construction work and associated costs. - Familiarity with the Fillmore Unified School District s programs and facilities. - Experience working with school districts, preferably in California. - Proposed method of charging fees and the total costs identified in the proposal. The Board of Trustees of the District reserves the right to accept or reject any or all SOQs, to select a qualified firm with or without interviews and to negotiate with any or more than one of the responsible submitters. Submitters shall be responsible for any and all expenses that they may incur in preparing proposals. Responses received from this SOQ will be used as the foundation for the development of an agreement and contract with specific provisions subject to review, negotiations, and approval of the Fillmore Unified School District Board of Trustees and District Superintendent or his designee. Page 11

EXHIBIT A Name of School / District Support Building Square Footage Acreage Year Constructed Fillmore High School 132,101 17 1909 Sierra High School 10,252 10 2010 Mountain Vista Elementary School 55,411 6 2005 Piru Elementary School 29,311 7 1957 Rio Vista Elementary School 48,875 8 2007 San Cayetano Elementary School 46,068 9 1950 Sespe Elementary School (currently being used for District Office) 42,020 8 1922 Office Building (Vest House) 4,951 1.5 Support Buildings (M&O, Transportation, District Storage) 18,072 1 School Farm 2,690 80 Page 12

PROPOSAL FORM The Board of Trustees of the Fillmore Unified School District will select an architectural firm for the completion of the LRFMP. Once appointed by the Board of Trustees, the selected firm shall be expected to enter into a contract with the District acceptable to both parties within 15 days following notification of being selected to complete the LRFMP with the understanding that the selection and contract is conditional on approval by the Board of Trustees. The following Offer to Enter Into Contract must be completed and included with responses to the RFQ in order for the proposal to be accepted by the District. As a final reminder, all proposals must be received in the Office of the Assistant Superintendent Business Services, Fillmore USD, 627 Sespe Avenue, Fillmore CA, 93015 no later than 3:00 p.m. on October 6, 2015. OFFER TO ENTER INTO Contract The undersigned hereby proposes to enter into an agreement with the Fillmore Unified School District and furnish services as outlined in the request for qualifications subject to the terms and conditions contained herein. Name and Address of Firm Signature of Authorized Officer or Employee of Firm Name Address City and State Signature Title Date Telephone Number Fax Number Email Address Page 13

TERMS AND CONDITIONS 1. INSTRUCTIONS AND USE OF FORMS. In order to preserve uniformity and to facilitate the award of contracts, Respondents shall complete and return the enclosed District-required forms with their responses. 2. ACCEPTANCE OR REJECTION OF RESPONSES. The District reserves the right to reject any and all Responses that are incomplete, contain errors, arrive after the due date/time or are submitted by unqualified vendors. The District reserves the right not to award a contract if the District, in its sole discretion, deems the responses received pursuant to this RFQ/P lacking in any respect or insufficient to meet the District's requirements and needs. 3. PROPOSAL PROTESTS. The following instructions must be followed by a Respondent who wishes to challenge the District s selection and award of any contract pursuant to this Request for SOQs: a) Any protest must be submitted in writing to Andrea McNeill, Assistant Superintendent Business Services, Fillmore Unified School District, 627 Sespe Avenue, Fillmore, CA 93015, before 3:00 p.m. on the fifth (5 th ) business day following the District's notification of its intention to award a contract pursuant to this RFQ/P. b) Only vendors who submitted a proposal in response to this RFQ/P may file a protest. c) Protests must contain the following specific information: Protestor's name, address, tele. no. and email 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. d) The protestor shall send a copy of the initial protest document and any attached documentation to all other parties that may be affected financially by the outcome. e) 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 ten (10) days of review of the protest letter. f) If upon review, the proposal protest is found to be frivolous or lacking validity, the protest will be rejected and the protesting party may be deemed ineligible to participate in future District bidding or contracts. 4. 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 the provision may be voided at the option of the Board of Trustees. Page 14

5. NO CONTACT WITH BOARD OF TRUSTEES. Respondents may not contact any member of the Fillmore Board of Trustees regarding this RFQ/P, unless specifically invited to an interview conducted by the Board. 6. NON-DISCRIMINATION. The Fillmore Unified School District does not discriminate in the selection, acceptance, or treatment of any contractor based upon race, color, national origin, religion, sex, sexual orientation, handicap, age, veterans status, medical condition as defined in Section 12926 of the California Government Code, ancestry, marital status, or citizenship, within the limits imposed by law. The District likewise prohibits discrimination by contractors and subcontractors, and may require the successful vendor(s) to give written notice of their obligations to labor organizations with which they have a collective bargaining or other agreement, in compliance with Government Code 12990. ACCEPTANCE OF TERMS AND CONDITIONS The undersigned hereby acknowledges receipt and acceptance of the above Terms and Conditions. Authorized Signature Date Printed Name Title Page 15

QUALIFICATION CERTIFICATION I, the undersigned, certify and declare, with specific reference to the California False Claims Act, Government Code sections 12650, et seq., that I have reviewed all of the information presented in this submittal and know its contents. The matters stated in the submittal are true of my own knowledge and belief, except as to those matters stated on information and belief, and as to those matters I believe them to be true. I declare under penalty of perjury that the foregoing is true and correct. Name: Signature: Title: Date: Page 16

NONCOLLUSION AFFIDAVIT TO BE EXECUTED AND RETURNED WITH PROPOSAL (Public Contract Code Section 7106), deposes and says that Authorized Representative he/she is of, Title Contractor/Company Name the party providing the foregoing proposal; that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the respondent has not directly or indirectly colluded, conspired, connived, or agreed with anyone else to put in a sham proposal; that the respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other respondent, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the respondent has not, directly or indirectly, submitted his or her price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member of agent thereof to effectuate a collusive or sham proposal. Signature Typed or Printed Name Page 17