23-726ControlledAccessLocks-Install.pdf

REQUEST FOR QUALIFICATIONS

RFQ Number and Name: 23-726 Controlled Access Hardware, Software, and Installation

DEADLINE: MARCH 9, 2023, 2:00 PM PT

The purpose of this Request for Qualification is to obtain competitive Offers from Firms and Individual Professionals interested in providing Douglas County School District #4, Roseburg Public Schools, with hardware, software, and installation services for controlled access locks as needed districtwide.

RFQ DUE IN THE ROSEBURG PUBLIC SCHOOLS, PURCHASING DEPARTMENT, 1419 NW VALLEY VIEW

DRIVE, ROSEBURG, OREGON 97471 – NOT LATER THAN 2:00 PM, THURSDAY, MARCH 9, 2023.

At which time and place they will be publicly opened.

RFQs shall be properly signed and returned in a sealed opaque envelope with the:

RFQ NUMBER, RFQ DUE DATE, and RFQ NAME CLEARLY MARKED ON THE OUTSIDE.

The district reserves the right to, (1) reject any RFQ not in compliance with all prescribed public bidding procedures and requirements, (2) add to the price bid by non-resident bidders an increase equal to the percent preference that the non-resident bidder’s home state would give their instate bidders, (3) reject, for good cause, any or all bids that are not in the best interest of the district.

DATE: February 8, 2023

DENNIS J. “DENNY” AUSTIN

PURCHASING SUPERVISOR

Phone: 541-440-4020 Fax: 541-440-4000 E-mail: daustin@roseburg.k12.or.us

Roseburg Public Schools Purchasing Department

1419 NW Valley View Drive Roseburg OR 97471-1798

Phone 541-440-4020 Fax 541-440-4000

REQUEST FOR STATEMENTS OF QUALIFICATION

FOR CONTROLLED ACCESS HARDWARE, SOFTWARE, AND INSTALLATION

1. PURPOSE OF RFQ:

1.1 The Douglas County School District No. 4 (District) is requesting Statements of Qualification (SOQ) from firms and individuals to provide hardware, management and control software, installation, and training for controlled point-of-entry locking systems for buildings, offices, and classrooms. The District will use the responding firms’ Statements of Qualification submitted to the District by the deadline for the following purposes:

1.1.1 To select qualified firms and/or individuals to provide the District with those services outlined in the Scope of Work (Attachment A) for upcoming security improvements of District facilities.

1.1.2 For development of a list of prequalified vendors from which to select as work moves from design to implementation.

1.1.3 To have a ready source for hardware, parts, and technical advice.

1.1.4 To provide options to the district when timing dictates immediate attention or multiple vendors may be needed due to workload.

1.2 This Request for Qualifications is intended to provide interested persons and entities with sufficient information to prepare and submit Statements of Qualification for the purposed stated in Subsection 1.1.

2. DEFINITIONS:

2.1 As used in this Request for Qualifications:

2.1.1 “Applicable Laws” means all codes, statutes, rules, regulations, orders, ordinances, and other legal requirements of federal, state, and local governmental bodies, agencies, and officers that affect the interpretation and implementation of this RFQ or the Section Rules.

2.1.2 “Assignment” means a discrete written agreement between the District and a contractor that authorizes the contractor to perform specific services which are within the general scope of services covered by a Contract, and which are subject to all or part of the provisions of the Contract.

2.1.3 “Addendum” or “Addenda” means a document or documents issued by the District which clarify, revise, or supplement the provisions of this RFQ.

2.1.4 “Board” means the School Board for the District.

2.1.5 “Claims” means and includes claims, actions, arbitration proceedings, administrative proceedings and other adversarial proceedings that have asserted, filed, prosecuted, or appealed by any person or entity against an Offeror or a client of an Offeror arising out of the act or omissions of the Offeror or a principal or a key employee of the Offeror.

2.1.6 “Consultant” means an engineer, architect, or other consultant with professional or technical expertise in a field related to the Services who may be engaged by an Offeror or a principal or a key employee of the Offeror.

2.1.7 “Contract” means a written contract between the District and a firm, person, or entity that establishes the requirements for services and the rights and obligations of the parties concerning the services.

2.1.8 “Document” means any book, paper, photograph, drawing, model, sound recording, machine-readable record or other material, which contains verbal, numerical or graphic information regardless of physical form.

2.1.9 “Key Personnel” means actual Project Team Members.

2.1.10 “Offeror” means any person or entity that submits a Statement of Qualification.

2.1.11 “Project” means a project for construction, reconstruction, or major renovation on real property. This RFQ addresses installation of cloud based locking systems retrofit to existing District facilities.

2.1.12 “Request for Proposals” and “RFP” mean a written Document issued by the District, pursuant to Section 6 of the Selection Rules, which solicits competitive written “Proposals.”

2.1.13 “Request for Qualifications” and “RFQ” means this document, Addenda, all exhibits attached to this document or Addenda, and other documents incorporated by reference in this document or Addenda.

2.1.14 “Statement of Qualifications,” “SOQ,” and “Response” include all documents submitted in response to this RFQ.

2.1.15 “Reviewers” mean officers, agents, and employees of the District, who are designated by the Board to evaluate Statements of Qualifications pursuant to the Selection Rules.

2.1.16 “Selection Rules” means the District’s Rules for Selection of firms to perform Personal Services.

2.1.17 “Services” means all labor, materials, personal services, documents, and other services and work products that will be furnished by a firm, person, or entity to the District.

2.2 Definitions contained in the Selection Rules will apply to words and phrases that are not defined in the RFQ, but definitions stated in Subsection 2.1 of this RFQ take precedence over contradictory definitions in the Selection Rules.

3. THE PROJECT:

3.1 The RFQ will be used to select a qualified firm or individual who has experience and expertise in the installation, maintenance, and training in the use of cloud-based point of entry locking systems. The successful offeror will,

3.1.1 Knowledge and experience with ProDataKey (PDK) locking hardware, management systems, software and training.

3.1.2 Assist the District in the selection of equipment that meets or exceeds specifications provided by the architect designing single-point-of-entry vestibules.

3.1.3 Attend, if called upon, school board meetings.

3.1.4 Provide management, and adherence to public entity rules and regulation.

3.1.5 Complete all installation and training of PDK locking systems and software.

4. SELECTION RULES:

4.1 The School Board of Roseburg Public Schools has adopted the Selection Rules pursuant to ORS 279A.065 (5). The Selection Rules supersede the model rules prepared by the Attorney General for screening and selection of consultants to perform specialized personal service contracts, School Board Policy DJAR 137-46-0345 and 137-46-0350. Any provisions of the model rules that are not replaced by comparable provisions in the Selection Rules have been omitted intentionally.

5. INFORMATION CONCERNING RFQ AND SERVICES:

Respondents are cautioned not to make any assumptions as to the implied meaning or intent of any part of this RFQ. Respondents should request clarification if needed. Offerors may submit comments on the RFQ, but the District is not obligated to reply to such comments.

6. SCHEDULE OF EVENTS:

6.1 The District expects Offerors to conform to the following schedule:

6.1.1 Statements of Qualifications (SOQ) are due and will be opened at 2:00 P.M. on Thursday, March 9, 2023.

6.1.2 The District may at their sole discretion contact references during their review of the SOQ as a part of the scoring, completing reference checks by March 14, 2023.

6.1.3 If the District elects to enter into a contract with a qualified firm without issuing a supplemental RFQ or RFP, the District will notify all Offerors and commence negotiations with the firm selected by March 16, 2023.

6.1.4 Interviews may be required after review of supplemental RFPs/RFQs and will be scheduled following all reviews.

6.2 Prospective Offerors who think that the schedule stated in Subsection 6.1 is unreasonable may request an extension. The District reserves exclusive discretion to grant or deny a request for extension.

6.3 The selection schedule and milestones stated in this RFQ are for the sole benefit of the

District. The District, at its discretion, may extend the selection schedule at any time during the selection process. Failure to select a Firm or Individual, or sign a Contract by the dates stated in this RFQ will not invalidate the selection process or the Contract.

7. ADDENDA:

The provisions of this RFQ cannot be modified by oral interpretations or statements. If inquiries or comments by Offeror raise issues that require clarification by the District, or if the District decides to extend the selection schedule or clarify, revise, or supplement any part of this RFQ, addenda will be provided to all firms who have received the RFQ. Receipt of an Addendum must be acknowledged in the Statement of Qualifications. All addenda will be published on OregonBuys.gov.

8. CANCELLATION OF RFQ:

The District may cancel this RFQ at any time if the District determines that cancellation would be in the public interest.

9. COST INCURRED BY OFFERORS:

The District will not reimburse Offerors for any costs incurred in preparation and presentation of their Statements of Qualifications.

10. FORM OF STATEMENT OF QUALIFICATIONS:

10.1 Statements of Qualification must be typed. Erasures or other changes must be initialed by the Person signing the Statement of Qualifications.

10.2 The Statement of Qualification must be signed in ink, and the name and title of the Person signing the Statement of Qualifications must be typed or printed below the signature.

10.3 The Statement of Qualification must certify that the Offeror is an independent contractor under the criteria stated in School Board Policy DJAR 137-46-0342.

10.4 A Statement of Qualification submitted by an Entity must be signed by an officer or agent who has authority to enter into contracts on behalf of the Entity and proof of such authority must be included with the Statement of Qualification.

10.5 The District is not interested in colored marketing data, but more concerned about specific experience and product details.

10.6 A Statement of Qualification submitted by a joint venture must be submitted in the name of the joint venture, and must be signed by:

10.6.1 Each individual participating in the joint venture, and

10.6.2 An authorized officer or agent of each Entity participating in the joint venture.

11. GENERAL CONTENT OF ALL STATEMENTS OF QUALIFICATIONS:

11.1 The District intends to place all Offerors who submit responsive Statements of Qualifications on a list of firms who are qualified and available to supply goods and perform services for the District. The list will be maintained in accordance with the Selection Rules.

11.2 State the legal name and business address of the Offeror and the name, address, and telephone number of a representative of the Offeror who is authorized to communicate with the District Superintendent or designee.

11.3 State the Offeror’s social security number or federal tax I.D. number.

11.4 If the Offeror is an Entity, or an Entity is participating in the Statement of Qualification:

11.4.1 Describe the Entity (e.g., partnership, corporation, limited liability company, limited liability partnership);

11.4.2 State the Entity’s federal tax identification number; and

11.4.3 Identify the state where the Entity was formed or is registered.

11.5 Statements of Qualifications must contain sufficient information for the District to determine which Offeror will be best suited to furnish the Services needed by the District. The Statement of Qualifications should provide a clear, concise description of the Offeror’s qualifications and ability to perform Services. The Statement of Qualifications must include the following information on the Offeror’s experience and qualifications:

11.5.1 The number of years the Offeror has been in business;

11.5.2 The names of the Offeror’s key personnel and brief biographical information including specific experience and the number of years they have been with the firm.

The District is only interested in the experience and knowledge of key personnel;

11.5.3 Confirmation that the Offeror has all licenses and certifications needed to provide the Services as required by the laws of the State of Oregon;

11.5.4 Experience, education, and other qualifications for performing listed Services.

11.6 The Statement of Qualifications must describe any Claims, as defined in Subsection 2.1.5, arising during the last five years that concerned services provided by the Offeror or the principals or key employees of the Offeror who will be assigned to provide Services to the District. Claims should be disclosed regardless of whether they involved litigation, arbitration, or other formal dispute resolution process. Describe the nature and the outcome or current status of each Claim, including any liabilities and expenses resulting from the Claim.

11.7 The Statement of Qualifications must state the Offeror’s standard hourly rates for Services and reimbursable expenses, travel, and mileage, including any multiples for subcontractor’s Services. The Statement of Qualifications should address any factors that will save costs for providing the Services.

11.9 The Statement of Qualifications may include substantive information concerning the Offeror that is not specifically requested by this RFQ if the Offeror believes that such information would be useful for evaluating the qualifications. A previous management project with associated activities, results and fees could be provided as an example.

12. SUPPLEMENTAL RFQ OR RFP:

A Statement of Qualifications for the project constitutes a preliminary offer to provide Goods and

Services. Although the Board may select a firm, person, or entity and negotiate a contract with them solely on the basis of the response to this RFQ, the Board reserves the right to issue a supplemental RFQ or an RFP to determine details necessary for making any final decision.

13. SUBMISSION OF STATEMENTS OF QUALIFICATIONS:

13.1 Statement of Qualifications may be mailed, delivered personally, or delivered by courier, and must be received no later than 2:00 P.M. on Thursday, March 9, 2023, to:

Purchasing Department Roseburg Public Schools 1419 NW Valley View Dr.

Roseburg, OR 97471

The time of receipt by the District will be determined by the clock in the Purchasing office.

Statements of Qualification submitted by facsimile will be rejected. An Offeror who mails a Statement of Qualifications should allow sufficient time for delivery by the time specified in this request. Statements of Qualifications received after the specified time will be rejected and returned unopened to the Offeror.

13.2 An original and three (3) copies of the Statement of Qualifications must be submitted in a sealed package or envelope with the name and address of the Offeror and a description of the contents clearly stated on the exterior.

13.3 Statements of Qualifications will be opened by the district immediately after the deadline for receipt of the Statements of Qualifications stated in Subsection 13.1. Persons who are present will be informed of the names of Offerors. No other information will be made available at that time.

13.4 By submitting a Statement of Qualifications, an Offeror acknowledges that:

13.4.1 The Offeror has read and understands this RFQ, and

13.4.2 The Offeror is familiar with the conditions that will affect the Offeror’s performance if the District selects the Offeror as the firm for the project.

14. WITHDRAWAL OF STATEMENTS OF QUALIFICATIONS:

Any Statement of Qualifications may be withdrawn by delivering a written request to the Purchasing Department. A request for withdrawal must be executed by a duly authorized representative of the Offeror.

15. EVALUATION OF STATEMENTS OF QUALIFICATIONS:

15.1 Statements of Qualifications for the project will be evaluated by officers, agents, or employees of the District in accordance with the Selection Rules and this section.

15.2 Statements of Qualifications that do not contain all information required by this RFQ or are otherwise non-responsive may be rejected or given a lower rating in the evaluation process.

15.3 The District reserves the right to waive defects in a Statement of Qualifications if the District determines that it is in the public interest to do so.

15.4 The Reviewers may request supplemental information from an Offeror concerning the Offeror’s ability to perform Services. The Reviewers may interview selected Offerors, but the Reviewers are not required to interview any Offeror or all Offerors. If an Offeror fails to provide supplemental information or attend an interview after receiving a written request from the Reviewers, the District may refuse to consider the Offeror’s Statement of Qualifications.

15.5 The District reserves the right to reject any Statement of Qualifications.

15.6 The evaluation of Statements of Qualifications will focus primarily on the qualifications of the Offeror as determined by information provided by the Offeror and information that the District obtains from third parties. The District reserves the right to consider any information that is pertinent to the Services and the Offeror’s qualifications.

15.7 The Offeror’s fees for the Services will not be the predominate factor in the selection process, but a Statement of Qualifications may not be considered if an Offeror’s fees are inordinate in comparison to the fees of similarly qualified competitors. The District is not obligated to contract with the “best qualified” Offeror, if a competent, suitable Offeror is able to provide the Services in a manner that is satisfactory to the District at a lower cost to the public.

15.8 The District will have exclusive discretion to determine the intent, purpose, and meaning of any provision in this RFQ. The District retains exclusive discretion to determine:

15.8.1 Whether a Statement of Qualifications is responsive and conforms to the provisions of this RFQ;

15.8.2 Whether an Offeror should be allowed to submit supplemental information;

15.8.3 Whether an Offeror will be interviewed;

15.8.4 Whether irregularities or deficiencies in a Statement of Qualifications should be waived; and

15.8.5 The importance that should be assigned to information and selection criteria considered by the Reviewers.

16. AWARD OF CONTRACT:

16.1 The contract will be tentatively awarded by letter to the Offeror who in the District’s judgment is best suited to provide the Services. Final award will be subject to negotiation and execution of a Contract or other agreement. If the District and the Offeror initially selected by the District are unable to successfully negotiate a Contract or other agreement, the District will make an offer to the District’s second choice. The process described in this subsection will be repeated until a Contract or other agreement is executed.

16.2 The District may defer awarding Contract for the project until after the Board determines whether the District has sufficient funds for that Project. The District will notify Offerors if award of the Contract is deferred under this subsection.

16.3 In accordance with SB 155 contractors providing services will be required to undergo a criminal history background check, will be required to complete sexual misconduct training, and will have their name submitted for an Oregon Department of Education background check and reporting.

17. REVIEW OF DOCUMENTS:

After the District signs a Contract with a firm, person, or entity to perform the Services, any Offeror may review the evaluation documentation at the Roseburg Public Schools District Administrative Offices, except for information that the District determines to be exempt from disclosure under ORS 192.345 (2). The District will endeavor to honor valid requests by Offerors for exemptions from disclosure, but the District reserves exclusive discretion to determine whether information qualifies for a statutory exemption.

ATTACHMENT A

SCOPE OF WORK

The firm will provide, under the direction of the Superintendent or designee, hardware, software, and installation of ProDataKey system (PDK) cloud-based point of entry locks. The District may add to or delete goods or services from the agreed upon specifications with notification to the vendor.

A. General Services:

Provide hardware and installation of locks and software as specified district facilities coordinator, safety coordinator or architect in charge of entry design. All hardware shall utilize cloud-based management as developed and manufactured by PDK. Vendor will provide all software update and technical support.

B. Required Response Elements

a. Price list of PDK hardware and software

b. Software licensing details

c. Standard hourly installation rate

d. Travel and mileage rate

e. Date of earliest availability to complete work

Evaluation Criteria:

Please indicate in writing the following information about your firm’s ability and desire to perform this work. Firms will be rated based upon the weight assigned to each item as noted in brackets at the end of each statement below.

• Describe your firm’s recent experience installing controlled point of entry systems at education facilities, working within a campus, and implementing the campus’ design criteria. Use specific examples. Include information about the size, , building uses, budget, and project timeline/completion date. [30 points maximum]

• Identify the sub-consultants and the key personnel of the sub-consultants that you propose to use on this project. Describe their recent experience, and their specific role in similar facilities. Identify your firm’s role in each of these projects (if applicable). Include information about the size, construction type, building uses, budget, and project timeline/completion date. [10 points maximum]

• Past record of performance on contracts with governmental agencies and private owners with respect to such factors as quality of work, ability to meet schedules, and administration. Three (3) references must be provided, preferably for projects of similar type and size. [20 points maximum]

• Past performance on public safety projects. [10 points maximum]

• Availability to and familiarity with the area in which the Project is located, including knowledge of design and construction techniques unique to the area.

[15 points maximum]

• Proposed cost management techniques to be employed. [10 points maximum]

• Proposed fee structure. [5 points]

Roseburg Public Schools