SOLICITATION NO: 15-1 REQUEST FOR PROPOSALS (RFP) FOR ARCHITECTURAL SERVICES FOR NEW ELEMENTARY SCHOOL #3 BIBB COUNTY SCHOOL DISTRICT 484 Mulberry Street Macon, Georgia 31201 July 18, 2014 TIMELINE RFP Released Date July 18, 2014 RFP Pre Bid Meeting RFP Question Deadline RFP Closing Time Tuesday, July 29, 2014 @ 10:00 AM 11:00AM Location: Morgan Elementary School, 4901 Faubus Avenue, Macon, Georgia 31204. Monday, August 11, 2014 at Noon Friday, August 15, 2014 at 2 PM Bid Closing Submittal Address: 484 Mulberry Street Macon, GA 31201. Suite 280 Include BID NUMBER 15-1 BCSD Architectural Services for New Elementary School #3 Page 1
TABLE OF CONTENTS 1 GENERAL INFORMATION AND PROPOSAL SUBMISSION... 3 1.00 IMPORTANT DATES... 3 1.01 INTRODUCTION... 4 1.02 GENERAL INFORMATION - SCOPE OF THE PROJECT... 4 1.03 COMPENSATION FOR SERVICES - FEE... 4 1.04 PREPARATION OF PROPOSALS... 5 1.05 REQUEST FOR PROPOSALS PROCESS... 2 1.06 QUESTIONS ABOUT THIS RFP... 3 1.07 OBTAINING DOCUMENTS... 3 1.08 ADDENDA... 3 1.09 OFFERORS PRE-BID CONFERENCE... 4 1.10 PROPOSAL DOCUMENT SUBMISSION... 4 1.11 DRUG-FREE WORKPLACE... 5 1.12 IMMIGRATION REFORM AND CONTROL ACT... 5 1.13 AUTHORIZED OFFICIAL... 6 1.14 NON COLLUSION.6 1.15 SOLICITATION TERMINATION... 6 1.16 RIGHTS AND REMEDIES... 6 1.17 CONTRACT TIMEFRAME... 6 1.18 RECEIPT OF ADDENDUM CLAUSE... 6 1.19 MINIMUM DESIGN REQUIREMENTS 2.00 BID FORM... 11 BCSD Architectural Services for New Elementary School #3 Page 2
1 GENERAL INFORMATION AND PROPOSAL SUBMISSION 1.00 Important Dates Proposal Publication Date: July 18, 2014 Pre-bid Vendor s Conference: All Written Questions Due Before: Answers to Questions Posted: Proposal Due, Date and Time: July 29, 2014 at 10:00 A.M. at Morgan Elementary School, 4901 Faubus Avenue, Macon, Georgia 31204. August 11, 2014 at 12:00 P.M. August 12, 2014 by 2:00 P.M. August 15, 2014 at 2:00 P.M. Notification of Shortlisted Firms (if necessary) August 21, 2014 by 4:00 P.M. Interviews August 25, 2014 (if necessary) Recommendation Presented to BOE NLT September 18, 2014 (All times listed above are local Eastern Standard times) **** All submissions/responses must be addressed to: **** Elaine M. Wilson, Procurement Director RFP #: 15-1 Bibb County School District 484 Mulberry Street, Suite 280 Macon, Georgia 31201 Projected Contract Award Date: Projected Contract Negotiations/Signing: Within the 30 days of Evaluation Within the 15 days of Award BCSD Architectural Services for New Elementary School #3 Page 3
1.01 INTRODUCTION A. The 2013 2018 Bibb County School District Local Facility Plan (LFP) includes the opening of four (4) new elementary schools. Elementary School #1 is the replacement of the existing Heard Elementary School on Houston Road. This project is currently under construction and will open in January 2015. Elementary School #2, located at the site of the former King Elementary School, will merge the King-Danforth and Jones Elementary Schools. It is scheduled to open in August 2015. Elementary School #3 will be constructed on the site of Morgan Elementary and will combine the Morgan population with portions of adjacent zones. B. The anticipated start date for construction is June 2015 1.02 General Information - Scope of the Project The District is requesting full design services for programming, design, cost estimating, preparation of construction documents, reproduction costs, bidding, bid evaluation, construction administration, periodic inspections by engineers employed by the Architect, final inspection and project acceptance. A Contractor will be hired early in the design process and will work collaboratively with the Architect and Owner during the planning and design phase. As part of your services, Bibb County may require your firm to participate in the selection process of the Construction Manager. In summary, the District is desirous that the successful design firm provide a full range of professional services, exclusive of special inspections, to assist in the successful completion of the project. Unless noted by the Architect, the District will assume that all costs to accomplish these goals are included in the RFP. Anticipated Project Dates Design Start 9/19/2014 Construction Manager Selected 10/2014 Start Demolition 5/2015 Start Construction 6/2015 Construction Complete 7/2016 1.03 Compensation for Services (Fee) The District intends to enter into a professional services contract with the successful design firm. Compensation for the design phase will be based on a percentage of the cost of the work for the necessary conferences, the preparation of estimates, preliminary studies, preliminary plans and specifications, the completion of working drawings, detailed specifications, large-scale and full-size detail drawings, and the drafting of advertisements for bids, form of proposal and contract. Compensation for construction administration (supervision of the work) will be based on a percentage of the cost of the work for supervising the construction of the work including the general BCSD Architectural Services for New Elementary School #3 Page 1
administration of the business relating to the contract; the issuance of certificates of payment; keeping of accounts; and approval of materials, equipment, and apparatus used in the work. The Architect shall exercise use of powers to require that the contractor complies with the contract documents and other requirements set forth in the construction contract and construction documents. 1.04 Preparation of Proposals 1. All proposals shall be printed in ink or typewritten. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the proposal shall initial all such corrections in ink. 2. An authorized officer of the company must sign all proposals. 1.05 Request for Proposals Process This solicitation is a Request For Proposal (RFP). In using this method for solicitation we are asking the marketplace for its best effort in seeking a best value solution to our requirements. The Offeror proposal(s) will be evaluated by a BCSD evaluation committee. Offeror(s) should make their best effort to satisfy the requirements with their best fixed price offer. Proposals will be evaluated according to the evaluation rubric shown below. The selected proposal that presents the best solution for the best fee value, based on the following requirements, to the Bibb County School District will then be presented as a recommendation to the Bibb County Board of Education for approval by September 18, 2014. Evaluation Criteria Design team s experience in designing similar type projects (experience information requested below should be specific to this type of project). i. Experience of the design firm ii. Experience of staff members that would be assigned to this project iii. Experience of consultants that would be utilized for this project. Proposed schedule for completing the design documents. Include all phases of design, including, but not limited to, appropriate timelines for Owner review and approval of each design phase. Points Available 35 20 Fee proposed for design and contract administration. 45 Total Points 100 BCSD Architectural Services for New Elementary School #3 Page 2
If approved by the Bibb County Board of Education, and if all other matters (insurance, bonds, etc.) are settled, a contract will be awarded accordingly. Further, the successful firm will be required to provide the type and amounts of insurance specified in the contract document. The District reserves the right to reject all proposals. The District 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, the District will enter into negotiations with a secondary design firm. 1.06 Questions about this RFP It shall be the Vendor s responsibility to learn all aspects of the RFP requirements. Should any details necessary for a clear and comprehensive understanding be omitted or any error appear in the RFP documents, or should the Vendor note facts or conditions which, in any way, conflict with the letter or spirit of the RFP documents, it shall be the responsibility of the Vendor to obtain clarifications before submitting a proposal. Questions concerning this design/document should be directed in writing only via mail, or preferably via e-mail (no telephoned or verbal questions will be accepted) to: Elaine M. Wilson, Procurement Director Bibb County School District 484 Mulberry Street, Suite 225 Macon, Georgia 31201 Office: (478) 779-3522 Fax: (478) 779-3531 Email: elaine.wilson@bcsdk12.net 1.07 Obtaining Documents All documents can be obtained in electronic format from the BCSD website or the Georgia Procurement Registry website: http://www.bcsdk12.net (See Bids and Proposals ) or: https://ssl.doas.state.ga.us/prsapp/pr_index.jsp 1.08 Addenda Addenda are any graphic or written instruments issued by Bibb County School District prior to the date for receipt of bids which modify or interpret the bidding document by additions, deletions, clarifications, or corrections. Addenda will be posted online. No addenda will be issued later than 72 hours prior to the time and BCSD Architectural Services for New Elementary School #3 Page 3
date deadline for receipt of bids except an addendum postponing or withdrawing the request for bids. Offerors are notified that they must thoroughly examine proposal documents which include, Cover Sheet, Table of Contents, Proposal Conditions, Additional Conditions, Specifications, Request for Sealed Proposal and Bidder s Checklist, together with Addenda thereto issued prior to the receipt of proposal. Any addenda issued in writing during the time of solicitation shall be included in the proposal, and each will be incorporated into the subsequent contract. Interpretations of proposal documents will be made by addenda only. The BCSD will not be responsible for any other interpretations or explanations whatsoever. 1.09 Offerors Pre-bid Conference Attendance Mandatory: Any Offeror who wishes to submit a response of proposal(s) must have at least one (1) representative present from the primary submitter at the Offerors Pre-bid Conference, mandatory as a minimum, in order to qualify in submitting their response(s) for consideration of award by the BCSD. As such, sealed responses of proposal from any and all vendors not physically present and therefore officially represented at this Offerors Pre-bid Conference will be disqualified from submission and will not be accepted. Joint ventures must be represented by at least one person from the primary vendor as such at this time. Offerors Pre-Proposal Conference: July 29, 2014 - at 10:00 A.M., at Morgan Elementary School, 4901 Faubus Avenue, Macon, Georgia 31204. 1.10 Proposal Document Submission All responses must be sealed, and must be received by the date and time listed in the Important Dates section of this RFP. *Required are: Five (5) comprehensive hard copies of the proposal being (one (1) original and four (4) additional hard copies); along with one (1) comprehensive electronic copy of the proposal; all of which are presented in MS Document or PDF format. The required Electronic copy must be submitted on Compact Computer Disc (CD or DVD), or on Memory stick*. Prior to said acceptance deadline, any and all appropriate proposal forms and any other documents submitted with the sealed proposal(s) must be inclusively mailed and/or directly submitted to: One (1) Original & Four (4) Copies*; + One (1) Electronic Copy* to: BCSD Architectural Services for New Elementary School #3 Page 4
Elaine M. Wilson, Procurement Director Bibb County School District Suite 225 484 Mulberry Street Macon, Georgia 31201 All proposals must be sealed and properly labeled as: RESPONSE TO: Bibb County Public Schools, RFP for Architectural Services for New Elementary School #3, RFP #15-1, Date: 8/15/14. All proposals, including attachments, supplementary materials, renderings, sketches, and other information shall, upon submission, become the property of the District and will not be returned to the proposer. No oral interpretations will be made to Offeror as to meaning of proposal documents. Requests for such interpretations shall be made in writing only to the office of the Administrator, Bibb County School District, 484 Mulberry Street, Macon Georgia 31201, or via e-mail. Failure on the part of the Offeror to do so shall not relieve them of the obligation to execute such work in accordance with a later interpretation by the BCSD. All interpretations made to the Offeror shall be made in the form of addenda to the proposal documents and sent to all Offerors. Offerors are strongly urged to make arrangements to visit and inspect the work site(s) prior to proposing if the configuration, structure, condition, etc. of the site(s) will influence the proposal for contract performance, scope of work, etc. 1.11 Drug-Free Workplace By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drugfree workplace will be provided for the consultant s employees during the performance of the contract. The Offeror also certifies that he will secure from any consultant who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror. 1.12 Immigration Reform and Control Act Offerors must abide by all federally mandated laws enforced by United States Department of Homeland Security which are established to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91. BCSD Architectural Services for New Elementary School #3 Page 5
1.13 Authorized Official It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror. 1.14 Non-Collusion The design firm guarantees that the proposal submitted is not a product of collusion with any other offer and 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. 1.15 Solicitation Termination In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential Offerors in relation to the solicitation. 1.16 Rights and Remedies The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 1.17 Contract Timeframe The contract timeframe will be for the duration of the project. 1.18 Receipt of Addendum Clause Proposers are encouraged to contact the Administrator prior to submitting a bid or proposal to determine if any addendum has been issued which they have not received. However, BCSD shall not bear responsibility for receipt of addenda by mail. If proposers do not acknowledge receipt of all addenda the bid or proposal may be determined to be non-responsive. 1.19 Minimum Design Requirements A. The Owner will establish the final programming requirements and details of the building upon selection of the Architect, however the following information is provided to establish preliminary parameters of the project for the purpose of this RFP. B. The current building(s) will be demolished. C. The new facility will provide classrooms and supporting spaces for a total of 750 students. BCSD Architectural Services for New Elementary School #3 Page 6
2.00 Proposal for Architectural Services RFP #15-1 Bibb County School District Architectural Services for New Elementary School #3 Contact Information: Name and Address of Design Firm: Contact name, Email address, phone number, fax number: Fee Information: The Stated Cost Limitation is $14,000,000. Proposed fee for design phase: (In the form of a percentage of construction cost) Proposed fee for construction administration: (In the form of a percentage of construction cost) Additional fees or charges (specify): Additional Services (If so requested by the Owner): Fees for additional services for the following positions: Fee/hour Principal Project Architect/Engineer BCSD Architectural Services for New Elementary School #3 Page 7
Senior CADD/Drafter Junior CADD/Drafter Secretarial/Clerical Construction Inspector/Construction Administration Consultants (specify): Schedule Information: Attach a detailed schedule indicating how the design team intends to meet the stated design schedule requirements. Firm s Experience/References Information: Attach a list of projects of similar scope completed by your firm during the past five (5) years. List completion dates as part of your project data. Team Members/Consultants Experience Information: Attach a document reflecting your proposed design team including the names of staff and proposed consultants. Identify specific experience each team member has in the design of the various elements of this project. (Signature of authorized representative) (Date) BCSD Architectural Services for New Elementary School #3 Page 8
OFFEROR S CHECKLIST PROJECT: PROPOSAL NO.: We have acknowledged receipt of addendum (addenda) (indicate #). Five (5) copies of all information requested have been provided. The proposal has been signed by an authorized principal or authorized official of the firm. No conditions, restrictions or qualifications have been placed by the company on this proposal that would have the proposal declared non-responsive. We are prepared to provide the insurance required in this solicitation. COMPANY NAME TYPE OR PRINT NAME OF PERSON COMPLETING CHECKLIST SIGNATURE OF PERSON COMPLETING CHECKLIST DATE COMPANY FEDERAL ID NUMBER COMPANY E-MAIL ADDRESS READ AND COMPLETE THIS CHECKLIST BEFORE SUBMITTING THE PROPOSAL. RETURN THIS CHECKLIST WITH YOUR PROPOSAL. BCSD Architectural Services for New Elementary School #3 Page 9