2025-Consultant-Architectural-Continuing_Services.pdf

School Board of Volusia County Florida Planning & Business Services

3750 Olson Drive, Daytona Beach Florida 32124

Request For Qualifications (RFQ) and Acknowledgement

ADVERTISEMENT DATE: PLANNING & BUSINESS SERVICES CONTACT:

November 7, 2024 Nancy VanDerSchaaf, Planning Technician

Email: PlanningServices@groups.volusia.k12.fl.us Phone: 386-947-8786 Ext. 50835

RFQ TITLE:

Architectural Continuing Services

FAC - RFQ NO. 2025-001

SUBMITTAL DUE DATE AND TIME:

December 16, 2024 at 3:00 PM

SUBMITTALS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

The School Board of Volusia County, Florida (also referred to as the BOARD or DISTRICT), solicits qualified Firms to submit for the above referenced service. All terms, specifications and conditions set forth in this solicitation are incorporated by this reference within your response. Submittals will not be accepted unless all conditions have been met. All submittals must have an authorized signature in the space provided below. To be considered, digital files must be uploaded in VendorLink; the file shall be combined PDF format as required in the RFQ; status shall be “Submitted”; “Draft” files will not be accepted. Submittals may not be withdrawn for a period of ninety (90) days after the submittal due date unless otherwise specified.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF TAB 1 YOUR SUBMITTAL. SUBMITTALS WILL NOT BE

ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE FIRM.

LEGAL FIRM NAME (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

FIRM NAME: _________________________________________________________________________________________________________

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

TELEPHONE NUMBER: _______________________________________

I CERTIFY THAT THIS SUBMITTAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER FIRM SUBMITTING A SUBMITTAL FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS RFQ AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS RFQ

FOR THE FIRM.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________________ PRINTED NAME: _____________________________________________

TITLE: ____________________________________________________ DATE: ______________________________________________________

EMAIL: __________________________________________________________________________________________________________________ mailto:PlanningServices@groups.volusia.k12.fl.us

Architectural Continuing Services

FAC - RFQ NO. 2025-001

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL CONTINUING SERVICES

TABLE OF CONTENTS

Request for Qualifications (RFQ) and Acknowledgement Table of Contents Legal Notice

I. GENERAL INFORMATION

A. Purpose B. Description C. Minimum Qualifications D. Selection Process

II. SUBMITTAL REQUIREMENTS

A. Submittal Information B. Schedule C. General Information D. Documents

III. EVALUATION CRITERIA

A. Shortlist Scoring and Submittal Criteria

Tab 1: Request for Qualifications (RFQ) and Acknowledgement form, Letter of Introduction, Addenda Acknowledgement and Table of Contents Tab 2: Insurance, Licenses, Certificates and Other Required Forms Tab 3: Location Tab 4: Current Workload Tab 5: Experience Tab 6: Past Performance Tab 7: Project Approach Tab 8: References

ATTACHMENTS

• FAC Document 620 - Standard Form of Agreement Between Owner and Architect, Architectural Continuing Services (Draft)

Legal Notice Request for Qualifications

Pursuant to Florida Statute 255.103 and 287.055, Consultants' Competitive Negotiations Act (CCNA) and State Requirements for Educational Facilities (SREF), the School Board of Volusia County, Florida hereby publicly announces the need to procure Architectural Services on a continuing basis.

A current Certificate of Qualification is required to meet the minimum qualifications necessary to be considered for architectural continuing services pursuant to this RFQ. The final anticipated Board meeting to certify as a qualified consultant is January 28, 2025. The Application for Certification as a Consultant anticipated deadline is January 10, 2025. Contact Planning & Business Services at (386) 947-8786, or via email at PlanningServices@groups.volusia.k12.fl.us for consultant qualification requirement.

Perspective Firms are encouraged to register for VendorLink. Solicitation information, RFQ and all other relevant documents are available in VendorLink at https://www.myvendorlink.com/common/default.aspx.

To be considered, digital file submittals must be uploaded in VendorLink no later than 3:00 PM on December 16, 2024; file status shall be “Submitted”, “Draft” files will not be accepted. The submitted file in VendorLink establishes the timely submission for this RFQ.

The School Board of Volusia County Florida reserves the right to waive any informality in the selection process and to reject any or all submittals in the best interest of the School District.

Address submittals to:

Nancy VanDerSchaaf, Planning Technician Planning & Business Services 3750 Olson Drive Daytona Beach, Florida 32124

The School Board of Volusia County, DeLand Florida Mrs. Jamie M. Haynes, Chairman https://www.myvendorlink.com/common/default.aspx

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL CONTINUING SERVICES

I. GENERAL INFORMATION

A. Purpose

1. This document shall provide the School Board of Volusia County Florida (also referred to as the BOARD or DISTRICT), with Architectural Continuing Services, pursuant to Florida Statute 255.103 and 287.055, Consultants' Competitive Negotiations Act (CCNA) and State Requirements for Educational Facilities (SREF), where the method of compensation is a Negotiated Fixed Fee, pursuant to contract provisions.

2. The selected firm(s) shall provide architectural continuing services for the School Board of Volusia

County Florida on an as-needed basis for various projects throughout Volusia County. It’s the District’s intention to select multiple architectural firms for continuing services.

3. Professional continuing services shall be provided in accordance with 287.055(2)(g) F. S.

B. Description

1. Architectural continuing services shall include services as described in the FAC Document 620, Standard Form of Agreement Between Owner and Architect, Architectural Continuing Services.

2. Architectural continuing services will be determined based upon specific requirements of the project as determined by the School Board representatives and/or designated architect/engineers that are involved with the project.

3. The location of specific project services to be provided under this contract will be at various District

Facilities throughout Volusia County Florida.

C. Minimum Qualifications A current Certificate of Qualification is required to meet the minimum qualifications necessary to be considered for architectural continuing services pursuant to this RFQ. The final anticipated Board meeting to certify as a qualified consultant is January 28, 2025. The Application for Certification as a Consultant anticipated deadline is January 10, 2025. Contact Planning & Business Services at (386) 947-8786, or via email at PlanningServices@groups.volusia.k12.fl.us for consultant qualification requirement.

D. Selection Process

1. Firm selection will be conducted in accordance with 287.055 F.S.

2. This Request for Qualifications (RFQ) is the first step in the selection process. A selection committee will evaluate the submittals of interested Firms. A short list of firms will be identified. A final ranking will be established by the selection committee which shall constitute its recommendation to the School Board to negotiate with the top ranked Firms to provide architectural continuing services.

3. The Selection Committee shall have a minimum of five members appointed by the superintendent/designee and may include representatives from the Facilities Services with experience in planning, architecture, site acquisition, construction, building maintenance and operations; site Administrator; finance representative or designee; a citizen member; and others as deemed appropriate.

4. Planning & Business Services will facilitate the process and be the point of contact for all issues. No attempt shall be made by Firms to contact or influence any committee member directly or indirectly.

The Selection Committee shall score the entire process.

5. Previous architectural services experience with occupied school campuses is preferred.

6. The School Board reserves the right to proceed to interview without further discussion of submittals received, operating strictly under the Consultants’ Competitive Negotiations Act (CCNA).

7. In the event shortlisted Firms are invited for interview, the person(s) who will be assigned to the contract must attend the interview as well as any others deemed necessary by the Firm. In accordance with CCNA, the School Board reserves the right to conduct or not conduct interviews at its sole discretion.

8. The final selection shall be based on the written submittal, responses of references and the interview

(if applicable). Firms shall be ranked in accordance with the CCNA provisions.

9. In accordance with CCNA, the School Board shall negotiate agreements with the top ranked Firms until an agreement has been reached or until impasse.

II. SUBMITTAL REQUIREMENTS

A. Submittal Information

1. To be considered, digital file submittals must be uploaded in VendorLink no later than 3:00 PM on December 16, 2024; the file status shall be “Submitted”, “Draft” files will not be accepted. The submitted file in VendorLink establishes the timely submission for this RFQ.

2. The School Board reserves the right to request clarification of information submitted and to request additional information.

3. In accordance with 120.57(3) F.S., with respect to a protest of the terms, conditions, and requirements contained in the solicitation, including any provisions governing the methods for ranking submittals, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. Failure to file a protest within the time prescribed in 120.57(3) F.S. will constitute a waiver of proceeding under Chapter 120, F.S.

4. Failure to file a protest within the time prescribed in 120.57(3), F.S. and District Policy 702, or failure to post the bond or other security as required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under Chapter 120, F.S.; and failure to follow any other requirements in the submittal protest procedures established by the School Board of Volusia County Florida shall constitute a waiver of all protest rights.

5. Shortlisting results, ratings and award recommendations shall be available via VendorLink.

B. Schedule

1. The Solicitation and Selection Schedule is tentative. Revisions shall be issued in a timely manner by addenda via VendorLink. Addenda shall be acknowledged by Firms within the submittal.

2. Solicitation and Selection Schedule

SOLICITATION SCHEDULE TIME DATE

a. RFQ Question Deadline: 3:00 PM November 20, 2024

b. Submittal Due: 3:00 PM December 16, 2024

c. Submittal Opening: 9:00 AM December 17, 2024 http://www.flsenate.gov/Laws/Statutes/2010/120.57

SOLICITATION SCHEDULE TIME DATE

d. Anticipated Consultant Certification Application Deadline: January 10, 2025

e. Shortlist Firms: 9:00 AM January 16, 2025

f. Anticipated Consultant Certification Board Meeting (approval): January 28, 2025

g. Anticipated Board Ranking Approval: February 25, 2025

h. Anticipated Award of Contract: June 24, 2025

3. The submittal opening, shortlisting and interviews (if applicable) will be held at Facilities Services, 3750

Olson Drive, Daytona Beach Florida on the designated dates and times indicated in the schedule above.

All visitors to Volusia County Schools facilities are required to check in with the receptionist.

4. Questions regarding this RFQ shall be submitted via VendorLink in the Questions & Answers section of the solicitation. Questions will be provided a written response by addendum via VendorLink in the Documents section of the solicitation.

C. General Information

1. Sealed Solicitation Requirements: the “Request for Qualifications (RFQ) and Acknowledgement”, cover sheet of this RFQ must be completed, signed, and returned with the Firm’s submittal. RFQ Acknowledgement shall be signed by a representative authorized to legally bind the Firm to the provisions herein. All responses shall be submitted electronically via VendorLink unless otherwise instructed. Additional submittal requirements may be defined herein. Unless otherwise specified, Firm(s) must use the form(s) furnished by The District. All responses shall be typewritten or filled in with pen and ink. Responses having erasure or corrections must be initialed by the Firm authorized representative in ink. All responses must be e-signed or signed in ink by an officer or employee having authority to legally bind the Firm. By signing, the Firm’s authorized representative attests that they fully understand there will be no recourse for negligence or oversight for not doing so. Responses received that fail to comply with these submittal requirements may not be considered for contract.

a. Electronic submittals, as described in this solicitation, are mandatory unless otherwise specified.

Responses must be furnished and uploaded in VendorLink no later than 3:00 PM, EST, on or before the due date specified on the cover sheet of this RFQ, to be considered. Responses shall be organized and shall include necessary information so as to be in full compliance with the RFQ. The District reserves the right to reject and not consider any submittal that is not submitted in accordance with the RFQ submittal requirements.

b. VendorLink help is available by calling (407) 222-1885, or via email at support@evendorlink.com.

c. Responses received by telephone, email, or facsimile machine shall NOT be accepted unless stated in the special conditions of this RFQ.

2. Firm’s Responsibility: it is the responsibility of the Firm to obtain all pages of the RFQ package and all attachments thereto, together with any addenda to the RFQ package that may be issued prior to the due date and time. Firm(s) are required, before submitting their response, to obtain and carefully examine the RFQ and to completely familiarize themselves with all of the terms and conditions.

Ignorance on the part of a Firm will in no way relieve them of any of the obligations and responsibilities which are a part of this RFQ.

3. Responses Received Late: it is the Firm(s) responsibility to assure that the submittal is uploaded in

VendorLink prior to the opening date and time specified. Any submittal received after the opening date and time will be rejected regardless of the circumstances.

4. In order to maintain fairness and transparency throughout the solicitation process, effective immediately, until the recommendation to award is submitted to the Board by the Superintendent, all communication to and from potential Firms must flow through VendorLink prior to the close of the solicitation. Communication after the close of the solicitation must flow through Planning & Business mailto:support@evendorlink.com

Services via email to PlanningServices@groups.volusia.k12.fl.us. Failure to do so may be cause for rejection of the Firm’s submittal and consideration of the Firm under this RFQ.

5. This contract shall provide the School Board of Volusia County Florida with continuing services for an initial two-year term; the School District reserves the right to renew the contract for a period not to exceed three (3) additional, one (1) year terms, not to exceed applicable law, and contingent upon mutual agreement. Renewals must be submitted in writing with the signature of the awarded Firm’s Authorized Representative. Renewals are contingent upon satisfactory performance evaluations by the District and are subject to the availability of funds as well as all qualifying documentation must be current and provided to the District. The School Board of Volusia County Florida intends to award multiple contracts to provide Architectural continuing services as deemed to be in the best interest of the School District.

6. This RFQ does not commit the District to award a contract; nor shall the District be responsible for any cost or expense incurred preparing and submitting a reply.

7. By responding to the RFQ, the Firms acknowledge that they have carefully reviewed the entire RFQ, including appendices and addenda, and furthermore specifically agrees that the associated Terms and Conditions are expressly acceptable without reservation.

8. Submittals become the property of the School Board and will not be returned.

9. By making a submittal the Firm agrees to comply with all applicable federal, state, and local statutes and regulations.

10. Jessica Lunsford Act – House Bill 1877: The state of Florida has passed a law stating that ALL Bidders visiting a school campus shall be in compliance with Florida House Bill 1877; the Jessica Lunsford Act, effective September 1, 2005, amended July 2007. The requirements of this Act can be viewed on the District’s web site, Jessica Lunsford Act (JLA) Volusia County Schools (vcsedu.org).

11. Pursuant to §119.0701 F.S. “Contractors” as defined by statute that enter into a contract for services with the District and are acting on behalf of the District are required to comply with public records laws and to specifically:

a. Keep and maintain public records required by the District to perform the services.

b. Upon request from the District’s custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; and

c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the District; and

d. Upon completion of the contract, transfer, at no cost, to the District all public records in possession of the contractor or keep and maintain public records required by the District to perform the service.

If the contractor transfers all public records to the school District upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request from the District’s custodian of public records, in a format that is compatible with the information technology systems of the District.

e. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS AT: CUSTODIAN OF PUBLIC RECORDS (386)-

734-7190 Ext. 20110 or 20138

PUBLICRECORDSREQUEST@VOLUSIA.K12.FL.US, 200 NORTH

CLARA AVE., DELAND FLORIDA, 32720.

f. Failure of the Contractor to abide by the terms of this provision shall be deemed a material breach of this agreement and the School Board of Volusia County, Florida may enforce the terms of this provision in the form of a court proceeding and shall, as a prevailing party, be entitled to reimbursement of all attorney’s fees and costs associated with that proceeding. This provision shall survive any termination or expiration of the contract.

12. The District is governed by the Public Records Law, Chapter 119, F.S. Only trade secrets as defined by Florida Statute, and financial statements may be exempt from disclosure. Any such confidential materials shall be segregated and clearly marked as “Confidential” and shall be provided to the District at the same time the Firm submits its response to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret.

13. In accordance with 287.135 F.S., the School District reserves the right to reject any or all offers, to waive informalities, and to accept all or any part of any offer as may be deemed to be in the best interest of the School Board “A company that, at the time of bidding or submitting a proposal for a new contract or renewal of an existing contract, is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to 215.473, is ineligible for, and may not bid on, submit a proposal for or enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more.” Section 215.473 F.S. defines a company to include “all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations that exists for the purpose of making profit.” By submitting a response to this solicitation, a Firm certifies that it and those related entities of Firm as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to 215.473 F.S. any Firm awarded a Contract as a result of this solicitation shall be required to recertify at each renewal of the Contract that that it and its related entities are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. The District may terminate any Contract resulting from this solicitation if Firm or a related entity as defined above is found to have submitted a false certification or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Notwithstanding the preceding, the District reserves the right and may, in its sole discretion, on a case- by-case basis, permit a company on such lists to be eligible for, bid on, submit a proposal for, or enter into or renew a contract, should the District determine that the conditions set forth in 287.135(4) F.S. are met.

D. Documents

1. To facilitate analysis of the qualifications package, the Firm shall prepare its qualifications package in accordance with the instructions outlined in this section.

2. A digital file must be uploaded in VendorLink no later than 3:00 PM on December 16, 2024; submittal file status shall be “Submitted”, “Draft” files will not be accepted. File shall be combined PDF format as required in the RFQ, Section III. Evaluation Criteria, organized by Tab with corresponding bookmarks for navigation.

3. The digital PDF file submittal shall be compatible for potential printing, utilizing letter size (8.5 x 11) pages, single-spaced, minimum font size of 10-point with one inch (1”) margins top and bottom and three-quarter inch (3/4”) side margins. Pages shall be numbered sequentially with section Tabs;

maximum number of pages not to exceed sixty (60). Covers and section tabs are not included as part of the page count.

4. Legible tables, charts, graphs, and figures may be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be legible and uncomplicated.

5. The District retains the right to waive any minor irregularity or requirement should it be judged in the best interest of the District.

III. EVALUATION CRITERIA

A. Shortlist Scoring and Submittal Criteria

1. Firms will be scored by Selection Committee members using Adjectival Rating of 0 – 5 multiplied by the weighted value assigned to each tabbed section, as defined here:

0 = Unsatisfactory: non-responsive to the criteria requirement.

1 = Marginal: fails to meet evaluation criteria; lacks essential information to support proposal;

contains significant weaknesses.

2 = Satisfactory: proposal is slightly below standard for evaluation; for the most part complies with standards.

3 = Meets Expectations: meets performance standards; may contain weaknesses which are insignificant and correctable.

4 = Exceeds Expectations: beneficially exceeds requirements; meets standards; comprehensive and complete without significant weaknesses; may lack some strengths, however, generally meets performance standards.

5 = Outstanding: beneficially exceeds standards; meets criteria without weaknesses or deficiencies; submittal is innovative, comprehensive and complete; meets or exceeds all performance standards.

2. It is the intent of the District to select a Firm with prior educational project experience. Firms will be evaluated not only on prior experience but also on their ability to address issues critical to the success of a Project, as outlined in this RFQ. The following must be submitted (in order by Tab) and are elements that will be used to evaluate the Firm’s qualifications.

Tab 1: Request for Qualifications (RFQ) and Acknowledgement form, Letter of Introduction, Addenda Acknowledgement and Table of Contents (non-scored)

1. Request for Qualifications (RFQ) and Acknowledgement form must be completed and signed by an authorized agent of the Firm.

2. A brief profile of the Firm, including a brief history of the company, location, and the length of company's existence shall be provided and addressed in a letter to Nancy VanDerSchaaf, Planning Specialist, Planning & Business Services.

3. Addenda Acknowledgements must be complete to include the signature of the Firm representative.

4. Table of Contents must be inclusive of each tab section within the submittal.

Tab 2: Insurance, Licenses, Certificates and Other Required Forms (non-scored)

1. Provide evidence of General Liability, Workers’ Compensation and Automobile Liability Insurance coverage, or proof of insurability for limits not less than $1,000,000. If available, a properly completed ACORD Form is preferable.

2. Provide a copy of the Firm’s current Certificate of Qualification as approved by the School Board of

Volusia County Florida. Firms in the process of qualifying as a consultant with the School Board shall include a letter stating such. Status of the Firm’s ability to certify at the anticipated January 28, 2025, Board meeting shall be confirmed by Planning & Business Services as part of shortlisting.

3. Provide a copy of the Firm’s Business Occupational License and all applicable current State of Florida professional registration license renewals for the Firm and Firm’s key professional personnel. Firm shall be properly registered to practice in the State of Florida with the appropriate state board governing the services offered. The Selection Committee may verify the current status with the appropriate state board.

Tab 3: Location (weighted value 5)

1. Due to the nature of a continuing services contract the Firm’s physical distance to the school district will have bearing on the selection.

2. Provide addresses, phone numbers and designated personnel emails for Firm’s office locations.

Tab 4: Current Workload (weighted value 15)

1. As part of the evaluation criteria, the Committee will review the Firm’s current workload provided in the submittal. List each and fee amount currently under contract.

2. Describe how the Firm will meet its current contracted obligations and the District’s continuing services contract, if selected.

Tab 5: Experience (weighted value 35)

1. Time in Business A. Length of time the Firm has been in business under current or any previous name.

2. Similar Contract Work

A. List Owner’s which the Firm provided architectural continuing services.

3. Current Professional Staff Personnel Resumes A. Firm shall provide detailed organization chart.

B. Provide resumes of key personnel, respective roles and function, education, training and experience in architectural services. Identify and highlight architectural services experience as related to educational facilities. Example of such detail:

a. Name and title

b. Job assignment for other projects

c. Number of years with this Firm

d. Number of years with other Firms

e. Education

f. Active registrations and certifications

g. Other experience and qualifications that are relevant to architectural services.

h. Provide supporting office location(s), address(es), email(s) and telephone number(s).

Tab 6: Past Performance (weighted value 25)

1. List all contracts the Firm has provided architectural services in the past five (5) years. The services shall be sufficiently comparable so that the District’s Selection Committee may conclude the Firm is familiar with and capable of handling architectural services on a continuing basis. Preference will be given to K- 12 contracted services.

2. List contracts in priority order with the most relevant contract first. For each contract, provide the following information:

a) Contracted name of Owner

b) Owner’s representative name, address, email and phone number

c) Identify the Firm’s key personnel assigned on each project

d) Describe scope of services and relevance to this RFQ

e) Differentiate the Firm’s architectural experience from individual staff experience by identifying an individual’s experience (gained at other Firms) separately from the Firm’s experience. This section should be clearly subdivided as follows:

1) Project Experience with Firm

2) Project Experience with other Firms

3. Describe in detail any projects within the last three (3) years where liquidated damages, penalties, liens, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened, or filed against the Firm.

4. Identify all litigation in which the Firm has been a party to legal action (including arbitration, administrative proceedings, etc.) or lawsuits during the last five (5) years involving a client for claims in excess of $100,000.00. Include a brief description of the dispute and its current status. Where the action or lawsuit has involved a guaranteed maximum price contract, please describe the circumstances giving rise to the dispute and the actions which your Firm took to attempt to settle the matter prior to and after suit being filed.

Tab 7: Project Approach (weighted value 20)

1. Explain the Firm’s approach to task management to include quality assurance, cost control, and reporting to the Owner’s Representative, and/or Project Management Team.

2. Firm shall present a plan setting forth the approach for implementing and carrying-out the required services to include information management systems, document control, records management, project status reporting and project administrative services.

3. Firm shall describe how the proposed organizational structure will ensure orderly communications, distribution of information, effective coordination of activities, and accountability.

4. Describe the methods the Firm will employ for the following tasks, taking into consideration the facility may be fully occupied during construction and the District may utilize the services of a Construction Management Firm:

a) Design Reviews and Coordination

b) Permitting

c) Scheduling, Phasing

d) Budget

e) Contract Administration

Tab 8: References (non-scored)

1. Provide a minimum of three (3) reference letters from Owner Representatives for projects that the Firm has provided / is providing architectural continuing services for public K-12 facilities that are similar in scope to this RFQ. Reference letters shall be current, dated within three (3) years of this solicitation.

The reference letter from the Owner Representative must be provided on company letterhead, and include details regarding the Firm’s role, level of service provided and how cost competitive the Firm was when negotiating cost proposals. Letters from School District of Volusia County staff shall not be considered. If data is available for previous architectural experience with Volusia County Schools, District staff will provide it.

The remainder of this page intentionally blank.

FAC Document 620

SCHOOL BOARD OF VOLUSIA COUNTY FLORIDA

Initial FAC Document 620 – Architectural Continuing Services Page 1 of 18

/ 620_Arch-ContServ_MASTER-DRAFT_2024-Sept-12

STANDARD FORM OF AGREEMENT BETWEEN OWNER and ARCHITECT

Various Projects County Wide, for a Two-Year Term

AGREEMENT

made as of the day of in the year of

BETWEEN the OWNER:

The School Board of Volusia County Florida 200 North Clara Avenue DeLand, Florida 32720

Document mailing address: 3750 Olson Drive, Daytona Beach Florida 32124 and the ARCHITECT:

(Name and address) for the following SERVICE:

Architectural Continuing Services Various Projects County Wide Two-Year Term

The Owner and Architect agree as set forth below.

Initial FAC Document 620 – Architectural Continuing Services Page 2 of 18

/ 620_Arch-ContServ_MASTER-DRAFT_2024-Sept-12

TABLE OF ARTICLES

1 CONTRACT

2 SCOPE OF ARCHITECT’S BASIC SERVICES

3 ADDITIONAL SERVICES

4 OWNER'S RESPONSIBILITIES

5 TIME AND ORDER OF ARCHITECT'S SERVICES

6 PAYMENTS TO THE ARCHITECT

7 CONSULTANTS’ COMPETITIVE NEGOTIATION ACT (CCNA)

8 CONTRACT REPRESENTATIVES

9 OWNERSHIP OF DOCUMENTS

10 INSURANCE

11 ARCHITECT’S RESPONSIBILITIES

12 PROHIBITION AGAINST CONTINGENT FEES

13 TERMINATION

14 LITIGATION AND MEDIATION

15 EXTENT OF AGREEMENT

16 ARCHITECT’S RECORDS

17 DESIGN CRITERIA AND TIME FOR COMPLETION

18 OTHER TERMS, CONDITIONS OR SERVICES

ARTICLE 1 CONTRACT

1.1 OWNER’S INTENT

1.1.1 The Owner desires to obtain from the Architect professional services necessary for the design and construction of various projects requiring architectural services in Volusia County Florida, the estimated total cost of each individual Project not to exceed the amount as defined in 287.055 (2)(g), F.S.

1.1.2 The Owner does hereby contract with the Architect for a term of two (2) years, expiring the thirtieth day of June of the second year from the date above, to perform the above-described services, and other required professional services on an as needed basis, as designated, authorized and or assigned by the Owner, and the Owner agrees to compensate the Architect for such services in accordance with the provisions contained in this Agreement.

1.1.3 The Owner may, as agreed by both parties, at a regular or special board meeting, renew this Agreement in single year increments not to exceed applicable law.

1.1.4 It is understood that the primary intent of this document is to assure that the Owner has the Architect "on call" with prior, mutually agreed upon conditions of service, and that the Owner has complied with all requirements of the Consultants Competitive Negotiations Act (CCNA), in the selection of the Architect and in negotiations for this Agreement.

1.1.5 The Architect shall acquire and maintain, throughout the term of this agreement, including renewals, a Certification of Qualification with the Volusia County School Board. Certification shall be renewed annually and requires approval of the School Board. The Application for Certification as a Consultant to Provide Professional Services is available via Volusia County Schools, Facilities Planning & Business Department.

1.1.6 The Architect acknowledges a professional duty of care in the performance of its duties under this Agreement. The Architect will exercise its best efforts to ensure faithful performance of the Construction Agreement by both the Owner and Contractor.

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ARTICLE 2 SCOPE OF ARCHITECT’S BASIC SERVICES

2.1 BASIC SERVICES

2.1.1 The Architect's basic services consist of: all services necessary to design, prepare construction drawings and specifications, and provide contract administration services for the construction of various Projects as described in the Design Criteria developed by the Owner for each Project. Such services shall include, but not be limited to, necessary conferences; preparation of a site plan, graphically depicting the complete use of the affected area; participation in a review of the educational or ancillary specifications and Project requirements;

preparation of conceptual drawings; preparation of Schematic Design, Design Development, and Construction Documents in compliance with educational or ancillary specifications and Design Criteria requirements including working drawings; specifications; large-scale and full-size detail drawings; for architectural, structural, electrical, civil, mechanical and landscaping work as those disciplines relate to the overall Project requirements;

estimates of cost of the work, assistance in the drafting of forms of proposals and contracts; assistance during bidding and award of contract(s); site visits and observation of the work; issuance of certificates of payments;

and the general administration of the construction contract work as more specifically set forth herein. Basic Services include the Architect reviewing applicable codes and regulations; verifying the Construction Documents comply with all applicable codes and regulations; and revising the Construction Documents requested by Governmental authorities or the Owner as needed to obtain governmental approvals.

2.1.2 The Architect shall design each Project in accordance with:

.1 The applicable edition of rules of the Florida State Board of Education, State Requirements for Educational Facilities (SREF), Administrative Rules for Educational Facilities, Section 1013 of the Florida Statutes, applicable building codes, including but not limited to all laws, regulations, or codes addressing storm water management, water wells, and sanitation.

.2 The Volusia County Schools Design Guidelines, current edition, Design Criteria developed by the Owner and any educational or ancillary specifications at the time each project is initiated.

The Design Guidelines are available on the Facilities Design and Construction website.

.3 During the design phase for each Project at existing facilities, the Architect shall review the “Survey Report for Asbestos-Containing Building Materials” and “Management Plan for Asbestos-Containing Building Materials”, on file in the Environmental Services Department, for the facility affected by each Project. Based upon said survey report the Architect shall present to the Owner a written report of this review. This report shall identify the location or locations within each Project area that contain any asbestos-containing building materials. In the event there are no locations within each Project area that have asbestos containing materials, a report will need to be submitted stating such. The Owner shall be responsible for abatement of any asbestos containing material.

.4 Review of the Americans with Disabilities Act Transition Plan Survey of Volusia County School Board Facilities, located in the Facilities Services Building Department, to identify and correct non-compliant areas within each Project.

2.1.3 The Architect shall not specify any asbestos containing materials or products.

2.1.4 Design Professionals acceptable to the Architect and the Owner shall be retained by the Architect, at the Architect's expense, as the Architect's consultants for the structural, mechanical, civil, electrical, landscape architect and such other portions of each Project where such services shall reasonably be required for the proper design, installation, or operation of such portions of each Project. Nothing in this paragraph, or elsewhere in this Agreement, shall relieve or absolve the Architect from liability for damages to the Owner resulting from any breach or default under this Agreement, or any willful or negligent act or omission of the Architect or any agent, or employee of the Architect, including, but not limited to, any engineer or other consultant employed hereunder by the Architect or any agent or employee of such engineer or other consultant.

2.1.5 The Architect and relevant consultants shall meet with School Board personnel, and any other governmental bodies deemed necessary by the Owner, at pre-design conferences to discuss details and material specifications for the Project. Final approval of all design and construction matters must come only from the Owner. To the extent necessary for each Project, the Architect shall provide water and sewer extension and water management review documentation through the Department of Environmental Protection, State of Florida, and the St. Johns River Water Management District; provide energy review (FLEET) analysis; and shall coordinate necessary utility modifications and confirm the modifications in writing with the local utility company.

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2.1.6 If a Project requires the services of a Special Inspector for threshold buildings, the cost of this service will be negotiated with the Architect as an additional service or will be provided by the Owner.

2.1.7 At the completion of Schematic Design, Design Development and Construction Documents the Owner may provide the Architect with a written list of proposed changes and or a redlined set of correction drawings and specifications. The redlined set shall be returned to the Owner. Should the Architect disagree with any correction requests the Architect shall identify such items in writing to the Owner.

2.2 PROJECT REQUIREMENTS

2.2.1 Each Project shall be designed to avoid construction costs exceeding the construction budget as set forth in the Design Criteria for each Project. This amount represents the Project construction budget.

2.2.2 The net and gross square footage of each Project, if any, shall be in accordance with the figures for net and gross area totals set forth in the Design Criteria for each Project.

2.3 EVALUATION OF BUDGET AND COST OF THE WORK

2.3.1 The Architect shall prepare a preliminary estimate of the cost of the Work. As the design progresses through the end of the preparation of the construction documents, the Architect shall update and refine the preliminary estimate of the cost of the work. If at any time the Architect’s estimate of the cost of the work exceeds the Owner’s budget, the Architect shall immediately notify the Owner in writing and make appropriate recommendations to the Owner to adjust project size, quality or budget and shall proceed no further without written direction of the Owner.

2.3.2 If the budget for the cost of the Work is exceeded by the lowest bona fide bid or negotiated proposal, the Owner shall:

.1 give written approval of an increase in the budget for the cost of the Work; and/or

.2 authorize rebidding or renegotiating within a reasonable time; or

.3 terminate in accordance with subparagraph 13.2; or

.4 assist in revising project scope and quality as required to reduce the cost of the Work.

2.3.3 If the Owner chooses to proceed under subparagraph 2.3.2.4, the Architect, without additional compensation, shall modify the documents for which the Architect is responsible as necessary to comply with the budget for the cost of the work.

2.4 SCHEMATIC DESIGN PHASE

2.4.1 The Architect shall review the program described in the Design Criteria as developed for each Project, to ascertain the requirements of each Project and shall review the understanding of such requirements with the Owner.

2.4.2 The Architect may conduct, at the Owner’s option, a Castaldi Analysis identifying all buildings eligible to be demolished on the campus. Architect shall provide a report documenting the results of the analysis to include building, site and systems condition assessments, F.I.S.H. report and workorder history. Architect shall assist the School District seeking Office of Educational Facilities, Florida Department of Education approval as defined in the Room Condition Change, Building Replacement/Raze, Procedures and Processes Instructions.

2.4.3 The Architect shall:

.1 visit the site with the Owner and investigate existing conditions and facilities; review drawings or other information furnished by the Owner and shall generally verify all such information as it relates to the Project; and

.2 provide a preliminary evaluation of the Project requirements and budget requirements, each in terms of the other; and

.3 prepare and submit to the Owner conceptual documents setting forth preliminary plans and systems. Preliminary selections of major building systems and construction materials shall be noted on the drawings or described in writing; and

.4 review with the Owner alternate approaches to the design and construction of the Project; and

.5 submit to the Owner a preliminary estimate of Construction Cost based on current area, volume or other unit costs.

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2.4.4 Schematic documents shall be complete upon written acceptance and approval of the Owner.

2.5 DESIGN DEVELOPMENT DOCUMENTS

2.5.1 Based on the approved schematic documents and any adjustments authorized by the Owner in the educational or ancillary specifications, Design Criteria or budget requirements for each Project, the Architect shall prepare, for review by the Owner, design development documents. The design development documents shall illustrate and describe the refinement of the design of each Project, establishing the scope, relationships, forms, size and appearance of each Project by means of plans, sections and elevations, typical construction details, and equipment layouts. The design development documents shall include specifications that identify major materials and systems and establish in general their quality levels.

2.5.2 The Architect shall:

.1 work with the Owner to identify the areas within the building design which offer the greatest potential for the elimination of unnecessary costs; and

.2 evaluate alternative systems and materials in terms of their feasibility and life-cycle cost; and

.3 develop selected alternative ideas in detail with emphasis on their technical durability and constructability; and

.4 retain an independent estimator when approved by the Owner in writing. When this service is required, it will be considered to be an additional service and not included in the basic services of the Architect; and

.5 advise the Owner of any adjustments to the preliminary estimate of construction cost; and

.6 provide to the Owner two (2) sets of dated plans, specifications and the facilities space chart prior to acceptance of design development documents by the Owner. Design development documents shall be complete upon written acceptance and approval of the Owner.

2.6 CONSTRUCTION DOCUMENTS

2.6.1 Based on the approved design development documents and any further adjustments in the Design Criteria or budget requirements for each Project, as authorized by the Owner, the Architect shall prepare construction documents for review by the Owner. The construction documents shall set forth in detail the requirements for the construction of each Project. The construction documents shall include drawings and specifications that establish in detail the requirements for the construction of each Project.

2.6.2 The Architect shall assist the Owner in the preparation of all construction contracts.

2.6.3 For standard bid and proposal contract projects, unless otherwise required by the Owner, the Architect shall include Owner furnished Division 0 documents as part of the Project Manual. No modifications to Owner provided documents are permitted without Owner’s written consent. Division 0 documents are utilized for each Project at the discretion of the Owner. Current Division 0 documents are available on the Owner’s website.

2.6.4 The Architect shall use the current Plans Cover and Title Block, applicable to the type of project, as provided by the Owner via the Owner’s website.

2.6.5 The Owner, at its discretion and direction, intends to utilize Procore Construction Management software platform which is licensed to the Owner. Access to the platform shall be provided to the Architect at no cost to the Architect.

.1 The Procore Certification Program, as applicable to the Architect’s software access, shall be provided to those deemed necessary by the Architect and Owner for each Project. The program is a self-paced webinar format intended to familiarize the user with the software. Time will be allotted to the Architect for this purpose.

.2 The Architect shall perform the following:

.1 upload pertinent documents and files within the Procore software as established by the

Owner; and .2 utilize Procore Tools to manage specific data based documents and information; and .3 collaborate and communicate with the Owner and Contractor within the Procore software; and .4 modify the drawings within the Procore software throughout the Project, as needed;

and

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.5 other Owner assigned and/or required Procore software processes necessary for the successful completion of the Project.

2.6.6 The Architect shall furnish the Owner with two (2) check sets of intermediate (50% complete) construction documents by all disciplines (plans and specifications) for review.