2-RFP Facility Assessment.pdf

REQUEST FOR PROPOSAL – FACILITY ASSESSMENT SERVICES

North Summit School District

Notice

The North Summit School District (hereafter referred to as “NSSD” or “the District”) is seeking proposals to provide facility assessment services from qualified consultants to assist NSSD with the preparation of a comprehensive facility assessment on the High School and attached Pool. The assessment will address the current state of the Facility and support the District’s goals and objectives to rank priorities and consideration for future facility investments and improvements.

Background

NSSD has been providing education to residents of North Summit County for over 100 years. NSSD has over 1067 students attending in person classes at 3 schools. NSSD also has an online school distance learning programs, and NSSD owns and operates an additional Administrative support building housing all the support and administrative functions of the district.

Purpose

The District intends to award a contract for services upon mutual agreement with the successful bidder. It is anticipated that this RFP may result in a contract award to a single contractor.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements, but it is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

NSSD will not be liable for any costs proposers may incur in the preparation or presentation of this proposal.

Timelines

Notification Date: 2/6/2026 Question Deadline Date – Online in UP3: 2/13/2026 at 3PM (MDT) Question Response Date - Online in UP3: 2/18/2026 Proposal Due Date: 3/23/2026 at 3 PM (MDT) Week of Interview/Demonstration Dates: Week of March 23rd Final Notification of Award: 4/8/2026

Proposal Process

Proposals shall be submitted with the information required in this RFP. Each section must be labeled, and in the order listed below. Failure to comply may deem proposals non-responsive. As a minimum, proposals must include the following.

Step 1: Cover Letter

The cover letter must consist of:

1. Identification of Proposer, including name, address and telephone number.

2. Name, title, address and telephone number of a contact person during the period of proposal evaluation.

Step 2: Technical Proposal

The Technical Proposal should include the following 4 items:

I. Qualifications, and related experience of the proposer. This section of the proposal should highlight the ability of the proposer to assist NSSD staff in in completing a Facility Assessment.

A. Experience in performing Facility Assessments.

1. Proposer shall describe their experience in developing Facility Assessments

a. Provide examples including minimum of (3) Facility Assessment efforts over the last Five (5) Years.

B. Demonstrated competence in facility assessments.

C. Strength and stability of the firm D. Ability to Support and provide training for NSSD Staff

II. Proposers are to provide strategies to develop a Facility Assessment.

Include your strategy for dividing this into the following categories:

A. Conduct in-depth facility assessments, including projected life span of each system and current condition:

1. Completion Timeline- 1-3 Months from Start- Approximately July/August 202

2. Facility Assessment

a. Develop building catalogue with drawings for each facility

• Some Existing Drawings are extant for the Facilities but should not be considered complete for purposes of the Assessment.

• The District agrees to make available existing drawings for review. Currently only the High School and Pool have been scanned

3. Facility Analysis for High School, include:

a. Structural tier 1 evaluation

b. Structural tier 2 evaluation if needed (provide a cost alternate)

c. Electrical, A/V, Technology Systems

• Electrical service and distribution, lighting and branch wiring, communications and security

d. Mechanical, Plumbing, Fire Protection, Controls

• HVAC: energy supply, heat/cooling generating systems, distribution systems, terminal

• and package units, controls and instrumentation, systems testing and balancing

• Fire protection: sprinklers, standpipes, fire protection specialties

• Plumbing: fixtures, domestic water distribution, sanitary waste, rainwater damage

e. Building code compliance

f. Safety and alignment with Utah State School Safety Standards

g. Equipment: commercial, institutional

h. Capacity

i. Learning Effectiveness

j. Site improvements: Site development, Landscaping, Hardscape, Irrigation Systems Condition

k. Utilities

l. Parking Availability and Quality

m. Building Lifespan

n. Facility Analysis for Existing Indoor Pool, attached to existing high school, include in addition to the above:

• Aquatic Systems

III. Proposers shall provide a brief profile of the individual or firm, the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; and number of employees. Proposers will list the Assessment Team, including First and Second Tier Design Consultants intended for the Assessment.

IV. Proposers will provide a minimum of three (3) references of Previous Clients that the District may contact for additional questions. The score of this section will be based on the responses to questions from the references provided.

Step 3: Proposer Demonstration/Interview Proposers meeting the minimum technical score (defined below), will be in invited to meet NSSD’s evaluation committee in person to demonstrate their plan for helping assist NSSD staff in the following phase:

1. Facility Conditional Assessment

Step 4: Cost Proposal

Pursuant to Utah Code Annotated (UCA) § 63G-6a-707(7a), the cost proposal will be evaluated independently from the technical proposal; and as such, must be submitted separately from the technical proposal. Offerors must not include costs or pricing data in their responses to the Technical Proposal.

Offeror must upload all completed Cost Proposal forms that are attached to this RFP. The cost proposal form is Attachment B. If an offeror fails to upload the completed cost proposal forms, then its proposal will be considered non-responsive and the proposal will be rejected.

Failure to submit cost or pricing data separately will result in your proposal being judged as non-responsive and ineligible for contract award.

Proposal Submission

Proposals must be submitted electronically, via Utah’s Public Procurement Place (U3P, formerly known as SciQuest) The RFP will end at the deadline. If an Offeror is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted, and the attempted submission will be considered late and ineligible for consideration.

Once the response has been submitted, Vendor will receive a confirmation that the response was successfully submitted. Vendors who fail to submit their response will not have their response reviewed and will be ineligible for further consideration under this solicitation.

Proposal Questions The Question-and-Answer period closes on the date and time specified in Utah’s Public Procurement Place (U3P, formerly known as SciQuest). All questions must be submitted through U3P during the Question-and-Answer period. Answers from the School District will be posted on U3P. Questions may include notifying the School District of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this RFP. Questions are encouraged.

Questions may be answered individually or may be compiled into one document.

Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this RFP. Answered questions and addendums will be posted on U3P.

Offerors should periodically check U3P for answered questions and addendums before the closing date. It is the responsibility of the Offerors to submit their proposals as required by this RFP, including any requirements contained in an answered question and/or addendums.

Addendum to RFP

If it becomes necessary to revise this RFP in whole or in part, an addendum will be posted on the Utah Public Procurement Place to all proposers of record who received the original RFP.

Evaluation of Proposals

Stage 1: Initial Review In the initial phase of the evaluation process, the conducting procurement unit will review all proposals timely received. Non-responsive proposals not conforming to RFP requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration.

Stage 2: Technical Proposal Evaluation Responsive proposals, meeting all Mandatory Minimum Requirements, will then be evaluated by an evaluation committee appointed by the conducting procurement unit against the proposal evaluation criteria noted in this RFP. Proposals will be evaluated against the evaluation criteria as follows:

● Responses to the qualifications and related experience of the proposer –20 Points

● Responses to the experience and/or strategies for developing a District Facility Assessment–

20 Points

● Responses to the profile of the individual or firm, – 10 Points

● Responses from references – 5 Points o Total Technical Proposal Points Possible = 55.

Offerors that achieve a minimum score threshold of 40 points out of a possible 55 will proceed to the Stage 3: Solution demonstration and the Final Stage: Cost Proposal Evaluation. Offerors with a score of less than the minimum required technical points will be deemed non-responsive and ineligible for further consideration. The evaluation score sheet has been attached to this RFP. The attached evaluation score sheet states the relative weight that will be given to each evaluation criteria. The evaluation committee, for this RFP, will tally the final scores for criteria other than cost to arrive at a consensus score by the following method: an average of the individual scores.

Stage 3: Solution Demonstration The Solution Demonstration with Offerors meeting the technical proposal evaluation minimum point threshold will be presented to the evaluation committee. A total of 20 demonstration points are possible. Offerors will be given 45 minutes maximum to demonstrate and discuss the proposed solutions with the evaluation committee. The committee will evaluate the proposer on how well they would assist NSSD staff in assessing the condition of the High School and Pool buildings..

Final Stage: Cost Proposal Evaluation Offerors meeting the technical evaluation minimum point threshold advance to the Final Stage:

Cost Proposal Evaluation. There is a total of 20 cost points possible in this stage. Points assigned to each Offeror’s cost proposal will be based on the lowest proposal price.

The Offeror with the lowest total cost will receive 25 points respectively, which totals 100% of the total cost points awarded. All other Offerors will receive a portion of the total cost points based on what percentage higher their total cost is than the total lowest cost. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price).

During the evaluation process, the evaluation committee may, with appropriate approval, request best and final offerors as provided for in section 63G-60-707.5 from responsible offerors who submit responsive proposals that meet minimum qualifications, evaluation criteria, or applicable score thresholds identified in the request for proposals.

Contract Award

The responsive and responsible offeror with the highest score justified by the procurement code will be awarded a contract. It is anticipated this RFP will result in a single contract award. It is anticipated that the time frame for completion of the work would be approximately seven (7) months and will begin after board approval, which is currently planned for April 8th, 2026.

Right of Rejection

NSSD reserves the right to reject any and all proposals or to wave any non-statutory informality.

The District further reserves the right to make the contract award deemed to be in the best interest of the District. The District’s decision to accept or reject the contract shall be final.

Firm Proposal

Proposals must be signed by an official of the firm, if the proposer is a company, authorized to bind the company to a contract. Conditions must be firm for a period of one hundred twenty (120) days from the due date of this RFP to allow for evaluation of the proposals.

Pricing Guarantee

Offeror must guarantee its pricing for one year.

If allowable under this RFP, a request for price adjustment must be made at least thirty (30) days prior to the effective date. A request for price adjustment must include sufficient documentation (market analysis) supporting the request. Any price adjustment will not be effective unless approved by the Tooele School District. A price adjustment will be guaranteed for the same length of time as the original price guarantee. The conducting procurement unit will be given the immediate benefit of any decrease in the market, or allowable discount.

Terms and Conditions

Any contract resulting from this RFP will include but not be limited to the Standard Terms and Conditions. The Standard Terms and Conditions have been attached in the Buyer Attachment section of this RFP.

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Offerors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Offerors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive. Offerors may submit questions during the Question-and-Answer period regarding the Standard Terms and Conditions.

NSSD may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

For any proposed change(s), Offeror must provide the State of Utah’s Standard Terms and Conditions for this solicitation in Microsoft Word format with redline edits. Additional terms or documents must be submitted in separate Microsoft Word documents. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatory required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). The District may reject a proposal if the offeror who submitted the proposal fails to sign a contract within 90 days after the contract award.

Protected Information

Pricing may not be classified as confidential or protected and will be considered public information.

Process for Requesting Non-Disclosure: Any Bidder requesting that a record be protected shall include with the bid a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Bidder provide a written Claim of Business Confidentiality at the time the information (bid) is provided to the state, and

● Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)).

● Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.”

An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and shall be considered non-responsive unless the Bidder removes the designation.

Redacted Copy: If a Bidder submits a bid that contains information claimed to be business confidential or protected information, the Bidder MUST submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

All materials submitted become the property of the District of North Summit. Materials may be evaluated by anyone designated by the District as part of the bid evaluation committee.

Materials submitted may be returned only at the District's option.

I (we) have read and understand the RFP documents. Furthermore, we are prepared to comply with all requirements contained therein.

Type of Organization:

(Corporation, Partnership, Individual, etc.)

SEAL (If a Corporation)

Respectfully Submitted, Name of Bidder

Title

Authorized Signature