27_010 TMS HVAC Modifications and Reroof.pdf

DOUGLAS COUNTY SCHOOL DISTRICT

REQUEST

FOR

SEALED COMPETITIVE PROPOSALS

FOR CONSTRUCTION OF:

TURNER MIDDLE SCHOOL

HVAC MODIFICATIONS AND REROOF

DOUGLASVILLE, GEORGIA

DOUGLASVILLE, GEORGIA

DCSD RFP Number:

27-010

Southern A&E Project Number:

01-782-168

TABLE OF CONTENTS

A. INVITATION TO PROPOSE

B. GENERAL INFORMATION

1. Proposal format

2. Responsibility

3. Required Bonds and Insurance

4. Taxes, Fees, Code Compliance and Licensing

5. Payment

6. References and Proprietary Information

7. Inquiries

C. SELECTION PROCESS

1. Proposal Evaluation

2. Optional Interviews

3. Negotiation and Signing of Contract

D. RESPONSE FORMAT AND CONTENTS

1. General Information

E. EVALUATION GUIDELINE FOR COMPETITIVE SEALED PROPOSALS

1. Purpose

2. Review process

F. EVALUATION CRITERIA

1. Firm History and Capability

2. Relevant Experience and Past Performance

3. Project Personnel Qualifications

4. Project Schedule

5. Financial Stability

6. Bid

REQUEST

SEALED COMPETITIVE PROPOSALS

A. INVITATION TO PROPOSE

The Douglas County School District is requesting proposals from interested and qualified Construction Firms for the construction of HVAC Modifications and Reroof for: Turner Middle School. The proposed budget is $4,200,000.00. Proposals and construction documents will be available on the Douglas County School District Euna/Bonfire portal, as well as, from Southern A & E, LLC (770) 819-7777.

The Douglas County School District plans to select the most qualified Construction Firm to enter into a contract for the construction for the above referenced project.

The contractor agrees to perform all work in compliance with O.C.G.A.13-10-91, Georgia Security and Immigration Compliance Act. The contractor shall state affirmatively that the individual, contractor, or corporation which is contracting with the Douglas County School District, has registered with and is participating in a federal work authorization program using any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security 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. See Attachment 4 that must be completed with proposal.

The contractor further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Douglas County School District, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10- 91 on the Subcontractor Affidavit provided in Rule 300-10-01-08 or a substantially similar form.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Douglas County School District at the time the subcontractor(s) is retained to perform such service.

There will be a Mandatory Pre-Proposal meeting held on Monday, October 19, 2026 at 11:00 am at Turner Middle School located at 7101 Turner Drive, Lithia Springs, GA 30122. Accommodations for a site visit for interested bidders will be discussed at the pre-proposal meeting. Proposals/Bids will not be accepted from General Contractors that do not attend the Pre-Proposal Meeting.

Responses must be received at the Douglas County School District Offices at 11490 Veterans Memorial Hwy., Douglasville, GA 30134 on or before 2:00 p.m. Eastern Standard Time on Monday, November 9, 2026, after which time and date they will no longer be accepted.

Late responses will be returned unopened and will not be considered. To be accepted, all responses must be submitted in a sealed package marked “Sealed Competitive Proposals for: HVAC Modifications and Reroof for Turner Middle School”. Eight (8) copies of each proposal and eight sealed bids must be forwarded or delivered to:

Mrs. Becky Eigel Assistant Director of Business Services

DOUGLAS COUNTY SCHOOL DISTRICT

11490 Veterans Memorial Hwy.

Douglasville, GA 30134

Oral or telegraphic (including FAX) responses are not acceptable.

Project selection timeline:

Public Advertisement: October 9, 2026 Mandatory Pre-Proposal Meeting: October 19, 2026 Proposals Due: November 9, 2026

Award if acceptable will be within 45 days.

Please direct all questions regarding this RFP and the program it represents through the DCSD Euna/Bonfire Portal. The portal can be accessed using this link: https://dcssga.bonfirehub.com/portal/?tab=openOpportunities

Accommodations for a site visit to inspect the site will be made by the Douglas County School District and is scheduled for Monday, October 19, 2026 following the mandatory pre-proposal meeting.

Contractors planning to attend the site visit will be escorted by representatives of the Douglas County School District and the Architect. It is the responsibility of the Proposer to attend and conduct the site visit necessary to familiarize themselves with existing conditions.

Proposal forms and construction documents may be downloaded from the Douglas County School District Euna/Bonfire portal. The portal can be accessed using this link:

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

Proposal forms and construction documents may also be examined at Southern A & E’s office at 7951 Troon Circle, Austell, Georgia 30168 or by calling 770-819-7777 to request a password and a link to Southern A & E’s online plan service to view the documents. Upon further request, documents may be downloaded for printing or hardcopies may be ordered through the online plan service. Only complete sets will be provided for downloading or as hardcopies. No deposits are required, and no refunds will be made. Construction documents will not be sent to plan rooms.

The Douglas County School District reserves the right to amend this RFP and other proposal documents prior to the proposal due date. All amendments and additional information will be e-mailed to proposers of record and posted to the Douglas County School District Euna/Bonfire portal, https://dcssga.bonfirehub.com/portal/?tab=openOpportunities . Proposers should check this web page frequently for new information.

Submission of a proposal authorizes the Douglas County School District to make inquiries concerning the proposer and its officers, agents, and representatives to any persons or firms deemed appropriate by the Douglas County School District.

Proposals are subject to the Georgia Open Records Act. The Douglas County School District cannot protect proprietary data submitted in proposals.

Submission of proposals indicates Proposer’s acceptance of the evaluation technique and Proposer’s recognition that some subjective judgments must be made by the Douglas County School District during the determination of ranking order and award.

The Douglas County School District reserves the right to waive any formalities and to select or reject any and all responses as a result of this Request for Proposal. The Douglas County School District is not liable for any costs incurred by any person or firm responding to this Request for Proposal.

The Douglas County School District also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining best and final offers. Selected proposers may be given an opportunity to participate in negotiations and submission of a best and final offer. The Douglas County School District shall not disclose the contents of proposals to competing proposers during the negotiations. Reference O.C.G.A. 36-91-21 for regulations for best and final offers.

B. GENERAL INFORMATION

1. Proposal Format:

Proposals must be submitted in the format outlined in this document. Prior to actual evaluation, each Proposal will be reviewed to determine whether or not it is complete. Proposals that do not contain the information requested will not be considered.

Proposers shall use the prescribed format to clearly indicate their experience and qualifications.

2. Responsibility:

The selected firm will be required to assume total responsibility for all services offered in his/her proposal.

The selected firm will be considered the prime contractor and the sole point of contact with regard to all contractual matters.

3. Required Bonds and Insurance:

The firm shall provide the Douglas County School District with the required bonds listed in the Bid Document Specification Section 00 10 00 - Instructions to Proposers.

Bid Security: A Bid Bond shall be included in the construction bid envelope. The Bid Bond shall be payable to Douglas County School District in the amount of Five Percent (5%) of the Bid Amount.

Contractor shall honor its proposal for 60 days following the opening of the proposals.

Performance and Labor & Material Payment Bonds: The accepted bidder (contractor) shall furnish a proper Performance Bond and Labor & Material Payment Bond covering the full amount of the Contract Price as security for the faithful performance of all work under the Contract and payment of all charges in connection therewith. The cost of these bonds shall be included in the contractor’s bid.

To adequately protect the interests of the Douglas County School District, the successful Proposer shall procure, and maintain in effect during the life of the agreement, the following insurance coverages:

Below is listed the insurance coverage which must be procured by the contractor at his own expense. The contractor agrees to follow instructions indicated in each case:

1. Workers Compensation:

a. Coverage A: State Statutory

b. Coverage B: Employers Liability:

$500,000.00 Each Accident $500,000.00 Disease Policy Limit $500,000.00 Disease Each Employee

2. Comprehensive General Liability (including Premises-Operations; Independent Contractors Protective; Products and Completed Operations; Broad Form Property Damage; X-C/U Explosion, Collapse and Underground Coverage):

a. General Aggregate: $2,000,000.00

b. Products/Completed & Operations Aggregate: $2,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000.00

e. Fire Damage - Any One Fire: $100,000.00

3. Comprehensive Automobile Liability:

a. Combined Single Limits: $1,000,000.00

4. Umbrella Excess Liability:

a. General Aggregate: $1,000,000.00

b. Products/Completed & Operations Aggregate: $1,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000.00

e. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors and Sub-subcontractors and covering the entire project including materials stored off site and materials in transit.

5. Environment Impairment Liability and/or Pollution Liability:

a. Per Occurrence: $1,000,000

All of the above policies must be occurrence based. The Douglas County School District shall be named as an additional insured on all policies. The policies shall contain provisions that the coverage provided by said policies shall be primary to any insurance maintained by the Douglas County School District. Said insurance shall in fact be primary to any insurance maintained by the school District.

4. Taxes, Fees, Code Compliance and Licensing:

The firm shall be responsible for the payment of any required taxes or fees associated with the contract.

The firm shall also be responsible for compliance with all applicable codes and statutes. All installation and construction work shall be done by sub-contractors licensed in the State of Georgia.

5. Payment:

Contractor shall submit monthly payment applications using AIA G702 and AIA G703 Continuation Sheets in addition to Georgia State Department of Education DE Form 0263, July 1982 Edition.

6. References and Proprietary Information:

Submission of a response authorizes the Douglas County School District to make inquiries concerning the Proposer and its officers to any persons or forms deemed appropriate by the Douglas County School District.

7. Inquiries:

Questions that arise prior to the proposal submittal date shall be submitted in writing through the Douglas County School District Euna/Bonfire portal.

C. SELECTION PROCESS

1. Proposal Evaluation:

Interested firms responding to this Request for Proposal must provide the information required to meet the criteria contained in “Response Format and Contents”. The evaluation committee will evaluate submittals and choose the most highly qualified firm. The following criteria will be considered in choosing the most highly qualified contractor:

1. Firm History & Information

2. Relevant Experience

3. Project Team

4. Financial Information

5. Project Approach & Schedule

6. Claims History

7. Local Participation.

8. Bid

2. Optional Interview:

The firm or firms chosen as a result of the Phase I evaluation process may, at the sole discretion of the evaluation committee, be asked to participate in oral interviews. Following these interviews, the evaluation committee will recommend a firm to Douglas County School District for review and approval.

3. Negotiation and Signing of Contract:

Upon completion of evaluations by the committee, and the determination that the project is feasible and acceptable to the Douglas County School District, a modified AIA A101 contract will be executed between the selected firm and the Douglas County School District.

D. RESPONSE FORMAT AND CONTENTS

1. General Information

Responses must be submitted in the format outlined in this section. Each response will be reviewed to determine if it is complete prior to actual evaluation. Failure to provide accurate, up-to-date responses to any and all portions of the RFP may result in disqualification without prejudice. The Douglas County School District reserves the right to eliminate from further consideration any responses that are deemed to be substantially or materially unresponsive to the requests for information contained in this section. The intent of the Douglas County School District is that all responses follow the same format in order to evaluate each response fairly. The Douglas County School District may, during the course of the evaluation process, request additional information to supplement and/or clarify the information provided.

Proposals will be evaluated in light of the material and substantiating evidence presented in the proposal, and not on the basis of what is inferred.

Any exceptions taken to the terms and conditions of this RFP must be clearly identified. If no exceptions are listed, it will be concluded that the proposer will meet, in every detail, the conditions stipulated in this RFP.

Proposals may be modified or withdrawn by written notice received prior to deadline for receipt of proposals. A proposal also may be withdrawn in person by a proposer or his authorized representative, provided his identity is made known and he signs a receipt for the proposal, but only if the withdrawal is made prior to the deadline set for receipt of proposals.

The proposal form shall be signed by such an officer, member, or person as is duly authorized to bind the contractor to a contract.

Each Proposer shall provide the Douglas County School District with eight (8) copies of his/her response. Begin each section and subsection as described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the Proposer indicated clearly across the bottom of each page.

Submission of a response authorizes the Douglas County School District to make inquiries concerning the Proposer and its officers to any persons or firms deemed appropriate by the Douglas County School District.

Questions that arise prior to the proposal submittal date shall be submitted in writing through the Douglas County School District Euna/Bonfire portal.

E. EVALUATION GUIDELINE FOR COMPETITIVE SEALED PROPOSALS

1. Purpose:

To evaluate, score and recommend the most qualified proposer who is capable of providing the best value to the owner. The committee approach for evaluating proposals provides opportunities for discussion of the listed criteria and expedites the selection process.

2. Review Process:

Evaluation criteria are defined in the RFP. Each committee member should assign a numerical value to each criteria section for each proposer.

The review committee, as a whole, will review all proposals. This review process is repeated until qualifications from all proposers have been reviewed. The committee will then begin the process of individually scoring qualification criteria 1 through 8 as outlined in the RFP. Each committee member will mark their scores on an individual score sheet (see example, Attachment 2).

After the committee completes scoring each Proposer’s qualifications, the sealed bids will be opened by the architect, read aloud and recorded on a bid tabulation sheet. The bid form can be found in the contract specifications. In evaluating the Proposer’s bid, the base bid amount may be reduced by deductive alternates, if any, taken in consecutive ascending order. Additive alternates, as selected by the Owner, will be used to determine the low bidder. If multiple individual and combined bids are requested, the Owner will accept the combination of individual or the combined bids that are deemed by the Owner to be in his or her best interest. The Owner reserves the right to accept any Bid, to reject any or all Bids, or to negotiate Contract Terms with the various Proposers, when such is deemed by the Owner to be in his or her best interest.

Bid scores will then be calculated for each proposer. Each proposer’s calculated bid score will then be added to each committee members’ qualification scores and totaled. Final Proposer scores from each committee member will be tabulated, added together and averaged to arrive at the final ranking. The proposal receiving the highest total score will be the successful proposer.

F. EVALUATION CRITERIA

1. Firm History & Information (25 points)

Briefly describe your firm’s organizational structure and history. Include the following information:

• Cover letter [limited to two (2) letter-size pages] at the beginning of the proposal. The cover letter shall include a project title, company information (including name, address, e-mail address, and telephone and fax number), names, email addresses and telephone and fax numbers of persons authorized to provide any clarifications required. The letter should express your organizations commitment to the following topics:

• Why you believe your firm is aptly suited to perform Construction services for Douglas County School District.

• What specific qualities/attributes you and your firm possess that would enable you to meet the Douglas County School District educational specifications and high expectations of service in a superior manner.

• Identify specific instances where other school Districts have benefited as a result of your association with their construction program.

• Comment on your firm’s qualifications, including general information and brief history of the firm, including a chronology of the firm’s origin through its current status and any changes in ownership or locale since its inception.

• Furnish an organizational chart for your firm specifically indicating those who will be involved in this program, the length of time that the current management team has been with the firm and the amount of involvement that senior management will devote to this project.

2. Relevant Experience (100 points)

Provide a list of all relative and similar projects completed in the past five (5) years within 100 miles of Douglas County and specifically identify the four (4) most recently completed Construction projects on the list. Include the following information:

• Project name and location

• General description (new construction, addition, renovation)

• Project’s original budget and final cost

• Percentage of change orders

• Project’s total square footage

• Project’s cost per square foot (indicate if $/sf includes site work)

• Project start and completion dates

• Scheduled duration vs. actual completion time

• Owner’s contact information

• Project architect’s contact information

3. Project Team (50 points)

Each Proposer shall attach a project staffing plan including the following:

• A project organization chart showing a graphic representation of the participants listed as members of the project team and their responsibilities in the program.

• Initial staffing showing the percentage of time each staff member is to be assigned to the project team.

• A one-page resume including education, experience and any other pertinent information shall be included for each team member assigned to the projects.

• A list of relevant projects that each team members has participated in during the past five (5) years.

Indicate the team member’s title and reference contact for each project.

• Describe your method of prequalifying and generating interest from qualified subcontractors.

4. Financial Information (25 points)

This category should be a measure of the proposer’s financial strength and ability to fund the District’s needs to manage the project.

Provide a financial statement for the firm, or firms and the annual volume of projects completed.

Provide a compliance letter from your bonding company showing consent to provide 100% Performance and Payment Bonds for your services as a Contractor.

Has the firm maintained sufficient reserves to complete the project? A higher Current Ratio (Current Assets/Current Liabilities) shows a company’s relative strength for short-term liquidity. Ratios in the Commercial Construction industry typically range from 1.3 to 1.5.

Does the firm have excessive debt-equity positions? This is also a good indicator. Debt-to-equity ratios tend to be from 1.5 to 2.2. A higher ratio means a company has used more debt to generate revenues and maintain their business.

Each Proposer shall provide a certificate of insurance detailing their firm’s present coverage and limits.

Insurance agent shall certify that they are licensed to perform business in the State of Georgia. The certificate of insurance should be addressed to Douglas County School District and be dated within 30 days of the bid date.

5. Project Approach and Schedule (100 points)

In school construction, opening on time is of paramount importance.

This category should not only compare each firm’s estimate of time to complete this project, but should be linked to their track record of estimate versus actual time on previous jobs as demonstrated in their proposal.

Provide a brief outline and description of your firm’s approach for these projects. The description should include, at a minimum, your approach to the following topics:

1. Schedule Control

a. Include a schedule for this project including pre and post construction activities.

b. Schedule Recovery

2. Budget

a. Change Order Management

3. Safety Program

4. Quality Control

5. Post Completion Activities

Briefly describe your greatest concern regarding delivery of this project.

6. Claims History (25 points)

List all litigations, arbitrations, and mediations in which the firm has been involved in the past five (5) years and indicate the disposition of each such claim, the name of the owner, and the nature of the claim.

7. Local Participation (25 points)

It is the intent of the Douglas County School District that local participants have a fair and equal opportunity to participate in the new construction projects and encourages participation in the Douglas County community as a whole. Therefore, the Owner encourages local businesses to compete for contracts to provide goods, services and construction, and encourages contractors to solicit local businesses and labor sources in procuring subcontractors and suppliers.

Provide examples and strategies the contractor plans to implement in order to support the Douglas County School District and the Douglas Community through local participation.

This desire on the part of the Douglas County School District is not intended to restrict or limit competitive bidding or to increase the cost of work. The Owner supports a healthy fee market system that seeks to include responsible businesses and provides ample opportunity for business growth and development.

8. Bid Form (150 points)

First, the goal of the “Competitive Sealed Proposals” selection process is to pick a General Contractor based primarily on qualification criteria (350 points) rather than solely on the bid (150 points) in order to have a qualified and compatible team member.

Secondly, significant consideration is given to the fact that the owner has limited resources and is concerned with the total cost of the project to Douglas County Schools.

The low bidder will receive the most points in this category (150 points). To determine each higher bidder’s score, divide the low bid by each ascending bid. That number is then multiplied by the total possible points to get each bidder’s score for this category.

Attachment 1

SAMPLE RATING CHART

Project: HVAC Modifications and Reroof for: Turner Middle School

Item Description Points Company X Rank/Score

Company Y Rank/Score

Company Z Rank/Score

1. Firm History & Information 25

2. Relevant Experience 100

3. Project Team 50

4. Financial Information 25

5. Project Approach & Schedule 100

6. Claims History 25

7. Local Participation 25

8. Bid 150

TOTAL 500

Attachment 2

PROPOSAL SCORING CHART

SEALED COMPETITIVE PROPOSALS

Project: HVAC Modifications and Reroof for: Turner Middle School Owner: Douglas County School District

Item

Description

Company(s)

(Pts) A

Score

B Score

C

Score

D

Score

E

Score

F

Score

G

Score

H

Score

1. Firm History & Capability

2. Relevant Experience 100

3. Project Team 50

4. Financial Information 25

5. Project Approach & Schedule

6. Claims History 25

7. Local Participation 25

8. Bid 150

Total Points 500

*The low bid will receive the most points, 150 points. To determine each higher bidder’s score, divide the low bid by each ascending bid. That number is then multiplied by the total possible points to get each bidder’s score for this category.

Award contract based on the best total score.

Attachment 3

CERTIFICATION OF INFORMATION PROVIDED

The information provided herein is accurate to the best of my knowledge and can be accepted by the recipient as a true representation of:

Firm Name:

Signed:

Position: _____________________________________________________

Date: _____________________________________________________

Attachment 4

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Douglas County School District has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 202 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,202 .

NOTARY PUBLIC

My Commission Expires: