27_002_RFP_Facility Assessment RFP_1.pdf

BIBB COUNTY PUBLIC SCHOOLS - REQUEST FOR

PROPOSALS

RFP # 27-002

RFP TITLE: Facility Condition Assessment

RFP Schedule - Action Date & Time

RFP Issued 08/24/2026

Pre Bid Meeting – ON TEAMS

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09/02/2026 @ 9 am, EST.

Deadline for Questions 09/08/2026 @ 8 am, EST.

RFP Due Date and Time 09/14/2026 @ 8 am, EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

Evaluation of Proposals TBD

Contract Negotiations TBD

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

Phone Number (478) 779-3526

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

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RFP Term

Bibb County Public Schools reserves the right to enter into a one time agreement with the option of renewal if deemed necessary.

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for the Facility Condition Assessment. All bids should be delivered via EUNA only.

Bids will be accepted prior to September 14th, 2026 @ 8 am, EST. at which time will they be opened and reviewed by the Procurement Office.

All bids will be evaluated as described in the attached document. Time is of the essence and any bids received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing

Department.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors Completing this bid should register online as well. Please visit the Bibb County

School District website, under Department, Procurement, Vendor Registration.

www.bcsdk12.net.

If you have any questions concerning this bid, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net. In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing

Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.

Your interest and participation in submitting a bid will be appreciated.

Dr. Elaine M. Wilson

Executive Director of Procurement http://www.bcsdk12.net/ mailto:Elaine.wilson@bcsdk12.net mailto:Elaine.Wilson@bcsdk12.net

I. Overview:

Bibb County School District (the “District”) is soliciting proposals from qualified professional firms to perform a comprehensive districtwide Facility Condition Assessment.

The selected firm will provide a practical, defensible, and actionable evaluation of District facilities to support capital planning, budgeting, prioritization, and long-term facility investment decisions. The District is seeking more than a facility inspection. The final product must serve as a strategic planning tool that identifies what needs to be addressed, why it is needed, when it should be addressed, and the estimated financial investment required.

All questions pertaining to this RFP should be emailed to the Procurement Director, Elaine M.

Wilson, elaine.wilson@bcsdk12.net. Please make sure that you put the Bid Number in the subject

(27-002). All questions and answers will be posted under the purchasing menu, located on the EUNA website.

II. Project Background and Purpose

The purpose of this RFP is to engage a qualified multidisciplinary firm capable of evaluating the physical condition, remaining useful life, deficiencies, and anticipated capital needs of District facilities. The assessment will provide District leadership and the Board of Education with consistent information for comparing facilities and developing future capital priorities.

The assessment shall include all District schools and other facilities designated by the District, except for six (6) schools that the District has determined will not be included in the condition assessment. The

District will identify the six excluded schools to the selected firm and/or through the final solicitation documents or facility list.

III. Minimum Firm and Project Team Qualifications

The selected firm must demonstrate the professional qualifications, staffing, experience, and capacity necessary to complete a districtwide K-12/public-sector facility assessment.

A licensed architect shall be assigned to the project and shall participate in the evaluation of applicable architectural, building envelope, accessibility, code-related, and facility conditions.

A licensed professional engineer shall be assigned to the project and shall participate in the evaluation of applicable structural, mechanical, electrical, plumbing, life-safety, site, and other engineering-related conditions.

The firm shall identify all key personnel, consultants, and subconsultants proposed for the engagement and describe their roles, licenses, certifications, and relevant experience.

mailto:elaine.wilson@bcsdk12.net

The firm should demonstrate prior experience completing facility condition assessments for K-12 school districts, governmental entities, or comparable public-sector organizations.

The firm must have sufficient capacity to complete fieldwork, analysis, cost estimating, reporting, and presentations within the proposed project schedule.

IV. Submission Instructions

Proposals must be submitted electronically to EUNA AKA BONFIRE (Utilizing the Portal

Below, Please NOTE no Paper Submissions will be accepted.

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

DUE DATE: 09/14/2026 @ 8 am, EST.

Scope of Services

The selected firm shall provide, at minimum, the following services. Facility

Condition Assessments

Conduct an on-site assessment of designated District facilities, including evaluation of:

➢ Roofing systems

➢ HVAC and mechanical systems

➢ Electrical systems

➢ Plumbing systems

➢ Structural components

➢ Building envelope

➢ Interior finishes

➢ Exterior conditions

➢ Fire and life-safety systems

➢ Accessibility/ADA considerations

➢ Security-related facility conditions

➢ Site conditions, parking, sidewalks, and drainage

➢ Athletic and support facilities, when applicable

➢ Other major building systems and components o The facility condition assessment shall cover all District schools and designated facilities except the six (6) schools specifically deemed by the district not to be included in the condition assessment. (Bernd Elementary, Williams Elementary, https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

Matilda Hartley Elementary, Skyview Elementary, Union Elementary, and

Ingram Pye Elementary.)

a. Existing Deficiencies

➢ Identify observable deficiencies and document:

➢ Description of the deficiency

➢ Location

➢ Current condition

➢ Recommended corrective action

➢ Priority level

➢ Estimated repair or replacement cost

➢ Supporting photographs, when appropriate

b. Remaining Useful Life

Evaluate major facility systems and provide an estimated remaining useful life and anticipated replacement timeframe.

c. Facility Condition Index

Develop a Facility Condition Index (FCI), or comparable industry-standard measurement, for each assessed facility to assist the District in comparing facility conditions and prioritizing future investments.

d. Cost Estimating

Provide planning-level cost estimates for recommended repairs, replacements, renovations, and improvements. Cost estimates should consider appropriate escalation and other relevant factors necessary for long-term capital planning.

e. Prioritization of Needs

Categorize identified needs according to urgency and recommended implementation timeframe:

Priority 1 – Immediate/Critical: Conditions requiring immediate attention because of safety, regulatory, operational, or significant facility concerns.

Priority 2 – Near-Term: Recommended improvements within approximately 1–3 years.

Priority 3 – Intermediate: Recommended improvements within approximately 4–5 years.

Priority 4 – Long-Term: Improvements that should be incorporated into the District’s longer-term capital planning.

f. Capital Improvement Plan

Develop a recommended multi-year Capital Improvement Plan that allows the District to evaluate and prioritize facility investments based upon:

Safety

Regulatory requirements

Facility condition

Operational impact

Educational impact

Remaining useful life

Estimated cost

Risk of deferred action

Long-term District priorities

g. Deliverables

At the completion of the project, the selected firm shall provide:

➢ Districtwide Executive Facility Assessment Report

➢ Individual Facility Assessment Reports

➢ Facility Condition Index for each applicable facility

➢ Detailed deficiency listing

➢ Photographic documentation

➢ Estimated repair and replacement costs

➢ Prioritized facility improvement recommendations

➢ Multi-year Capital Improvement Plan

➢ Electronic database or spreadsheet containing assessment information

➢ Executive presentation of findings and recommendations to District leadership and/or the

Board of Education

➢ All final electronic deliverables shall be provided in formats reasonably usable by the

District for future planning and analysis. The selected firm shall coordinate the final format and organization of reports, spreadsheets, databases, and presentation materials with the District.

V. Insurance Requirements

➢ The selected firm shall maintain insurance appropriate to the professional services performed under this engagement and shall provide evidence of coverage as required by the District prior to contract execution and throughout the term of the agreement.

➢ Professional Liability / Errors and Omissions Insurance applicable to architectural and engineering professional services.

➢ Commercial General Liability Insurance.

➢ Workers’ Compensation and Employer’s Liability Insurance, as applicable.

➢ Automobile Liability Insurance for vehicles used in connection with the project, as applicable.

➢ Specific coverage limits, certificate requirements, additional insured requirements, and other insurance terms shall be those established by the District in the final solicitation and resulting agreement. The proposer is responsible for ensuring that its architect, engineer, consultants, and subconsultants maintain all required professional licenses and applicable insurance coverage.

VI. Proposal Submission Requirements

➢ To facilitate a fair and consistent evaluation, proposals should be organized in the order below. Proposers should provide sufficient detail for the District to evaluate the firm’s qualifications, methodology, staffing, capacity, schedule, and cost.

➢ Executive Summary and understanding of the District’s objectives.

➢ Firm profile, qualifications, and relevant experience.

➢ K-12/public-sector facility assessment experience, including comparable projects and references.

➢ Proposed methodology and approach, including field assessment, data collection, quality control, FCI methodology, cost estimating, prioritization, and reporting.

➢ Project team organization, including the licensed architect, licensed professional engineer, project manager, cost estimator, and other key personnel or subconsultants.

➢ Resumes and current professional licenses/certifications for key personnel.

➢ Proposed project schedule and demonstrated capacity to perform the work.

➢ Description and sample(s) of proposed final reports, dashboards, databases, spreadsheets, or other deliverables, if available.

➢ Cost proposal, including all professional fees, travel, reimbursable expenses, consultant/subconsultant costs, and other anticipated project costs.

➢ Disclosure of any actual or potential conflicts of interest.

➢ Evidence of ability to meet the District’s insurance requirements.

VII. Evaluation Criteria

Evaluation Area Total Points = 200 Points

Firms Qualification and Experiences 20 Points

K-12 Public Facility Assessment Experiences 20 Points

Proposed Methodology and Approach 25 Points

Qualification of Proposed Project Team, including

Architect and Engineer 15 Points

Project Schedule 10 Points

Cost Proposal 10 Points

Total Evaluation Points 100 Points

A. Evaluation:

The contract, if awarded, will be awarded to the responsible bidder. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. Moreover, the Board will award the contract to the next most qualified bidder. Consequently, if the selected bidder is unable to execute a contract and provide delivery within the time parameters specified in this RFP.

B. INTERPRETATION/ADDENDA:

If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of

Procurement, Elaine M. Wilson, elwilson@bibb.k12.ga.us, please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

C. ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals. We ask that you have any other questions or concerns. Please mail the Procurement Office, utilizing the email procurement@bcsdk12.net;

please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner. We will stop taking all questions for this RFP on the date specified.

D. "Responsive" Bidder Criteria

• Capability of providing a report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District mailto:procurement@bcsdk12.net

E. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

F. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or

System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

G. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

H. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserve the right to reject any and all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

I. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with any and all other standards or regulations required by Federal, State, or

County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the

Board shall be supplementary to this section and not in substitution thereof.

J. BRAND NAMES: Where a brand-name or equal specification is used in a solicitation, the use of a brand name is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition.

If a vendor proposes an “equal” to scope of work/specifications, BCSD is the sole interpreter of the scope of work/specifications and sole judge as to whether the “equal” proposed complies with the scope of work/specifications

K. OFFEROR QUALIFICATIONS: The Evaluation Committee may make such investigations as necessary to determine the ability of the potential Offeror to adhere to the requirement specified within this RFP. The Evaluation Committee may reject the proposal of any potential Offeror who is deemed not to be a responsible Offeror or fails to submit a responsive offer.

L. NEGOTIATIONS: BCSD reserves the right to discontinue negotiations with any Offeror.

M. MULTI-AWARD: BCSD reserves the right to multi-award contracts as necessary for adequate delivery or service in accordance with State of Georgia laws and regulations.

N. AFTER AWARD: After final contract is negotiated, approved and awarded, all proposal documents pertaining to this procurement will be open to the public, except for the material, which is proprietary or confidential. The Procurement Department will not disclose or make public any pages of a proposal on which the Offeror has stamped or imprinted “Proprietary” or “Confidential” subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal.

Confidential data is normally restricted to confidential financial information concerning the

Offeror’ s organization and data that qualifies as trade secret in accordance with the

Uniform Trade Act.

The price of products offered, or the cost of services proposed shall not be designated as proprietary or confidential information.

O. ASSIGNMENT: It is mutually understood and agreed that the successful Offeror(s) shall not assign, transfer, convey, sublet or otherwise dispose of the purchase order, contract, or his/her right, title of interest therein, or power to execute such purchase order or contract to any other person, company or corporation without the previous written consent of

BCSD.

P. BCSD SCHOOL BOARD APPROVAL: The award of this contract is not final until approved by the BCSD School Board (if applicable) and/or contract is signed by both parties.

BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL

AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance

Corporation or other agencies as minority business enterprises. The Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract. Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least 75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

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 drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor 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.

CERTIFICATION OF NONCOLLUSION

By submitting a proposal the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

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.

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.

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.

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.

DEFINITIONS: Definition of Terminology: This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

• “Agency” shall mean Bibb County Schools District (BCSD)

• “Award of Contract” shall mean a formal written notice by BCSD that a firm(s) has/have been selected to enter into a contract for services.

• “Contract” shall mean an agreement for the procurement of items of tangible personal property or services. “Contractor” shall mean the successful Offeror.

• “Determination” shall mean the written documentation of a decision of a procurement manager including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

• “Desirable” the terms “may”, “can”, “should”, or “prefers” to identify a desirable or discretionary item or factor.

• “Evaluation Committee” shall mean a body constituted to evaluate proposals and make selection recommendation.

• “Finalist” is defined as an Offeror who meets all the mandatory specifications of the

RFP and whose score on evaluation factors is sufficiently high to qualify that Offeror for further consideration by the Evaluation Committee.

• “Mandatory” the terms “must”, “shall”, “will”, “is required”, or “are required”, identify a mandatory term or factor. Failure to meet a mandatory item or factor will result in the rejection of the Bidder’s bid.

• “Offer” – the term means “proposal”, “solution”, means all documents submitted to

BCSD responding to RFP.

• “Offeror”, “Bidder”, or “Proposer” is any person, corporation, or partnership who chooses to submit a proposal in response to this RFP.

• “Owner” shall be Bibb County School District

• “Purchase Order” shall mean the document, which directs a Contractor to deliver items of tangible personal property or services pursuant to an existing contract.

• “Request for Proposal” or “RFP” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

• “Responsible Offeror” shall mean an Offeror who submits a responsive bid and who has furnished, when required, information and data to prove that its financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible property described in the RFP.

• “Responsive Offer” or “Responsive Proposal” shall mean a bid, which conforms in all material respects to the requirements set forth in the RFP.