The School Board of Polk County, Florida

Selection Process for Architectural & Engineering Services Continuing Contract Edition

TABLE OF CONTENTS

PROJECT DESCRIPTION

POLICY - COMPETITIVE SELECTION PROCESS

REQUIREMENTS OF DESIGN PROFESSIONAL (DP)

STATEMENT OF QUALIFICATIONS

INITIAL SCREENING CRITERIA (SHORT LISTING)

INTERVIEWS AND PRESENTATION (RANKING) .. ERROR! BOOKMARK NOT

DEFINED.

SELECTION PROCESS .........................ERROR! BOOKMARK NOT DEFINED.

SCHEDULE

GENERAL INSTRUCTIONS

TERMS AND CONDITIONS

TABLE OF EXHIBITS

EXHIBIT A – INITIAL SCREENING SELECTION EVALUATION FORM

EXHIBIT B – INTERVIEW & PRESENTATION EVALUATION FORM

EXHIBIT C – MINORITY/WOMEN BUSINESS QUESTIONNAIRE

AES Selection Process for Continuing Contract for Archt’l & Engineering Services 2.4rev. 12.18.2024

PROJECT DESCRIPTION

1.1 The Polk County School Board, Florida, herein after referred to as the School Board, is interested in entering into a contract with qualified Design Professional (DP) firms to provide Design Professional (DP) services for work of a specified nature as outlined in the contract required by the School Board. The specified services shall consist of providing Design Professional (DP) Services in the scope of services listed on the Public Announcement. The Design Professional (DP) is responsible for the successful, timely, and economical completion of each project.

1.2 The Contract shall be awarded in accordance with the requirements Florida Statue, F.S.§287.055.

1.3 Design Professional shall provide all types and manner of services related to architectural and engineering design, as required, and directed by the School Board.

1.4 Per F.S.§287.055(2)(g), this Contract shall be used for continuing contract projects in which the estimated construction cost does not exceed $7.5 million.

1.5 Projects awarded under this Contract may include but not be limited to: additions, renovations, remodeling, major repairs and system replacements, sitework improvements, and utility upgrades.

1.6 This selection is for a Continuing Contract for Architectural and Engineering Services.

Accordingly, it is the intent of the School Board to select more than one firm. Work will be assigned among the selected firms by utilizing a rotational methodology. The final rankings as approved by the School Board will be based on scores assigned during this selection process. The proposer ranked number one (highest score) will be offered the first project, provided it has demonstrated sufficient bonding capacity for the project. The volume of current projects with PCSB will also be taken into consideration. The remaining selected firm(s) will be offered the following projects according to their final ranking. If a firm does not accept an offered project, it will still be counted as a project for the purpose of offering future projects, and the firm will rotate to the bottom of the list. The assignment of work will be contingent upon acceptable fee negotiation. The School Board reserves the right to amend this methodology for assignment of work if it determines that such decision would be in its best interest. Such changes may include but not be limited to emergency situations, performance issues, workload concerns, specific experience, and increased/decreased work volume.

POLICY - COMPETITIVE SELECTION PROCESS

2.1 Any DP or individual desiring to provide professional services to the School Board must first be verified by the School Board as qualified. the School Board must find the DP or individual to be employed is fully qualified to render the required service. Among the factors to be considered in making this finding are the capabilities, adequacy of personnel, past record and experience of the DP or individual.

2.2 The School Board shall establish a Selection Committee. This Selection Committee shall be charged with the evaluation and ranking of prospective providers of professional services. The Selection Committee shall have a minimum of five voting members:

a. Assistant Superintendent, Facilities & Operations,

b. A minimum of three (3) representatives from Facilities,

c. A representative from the Office of Diversity Management.

(Other, non-voting advisory members of the Selection Committee may be appointed by the Superintendent. These non-voting members may be present at Selection Committee meetings and, at the discretion of the Selection Committee Chairman, provide comments and ask questions. The School Board Members may be invited to attend as a non-voting member.)

2.3 The School Board shall develop and maintain a process for the evaluation of statements of qualification. The Selection Committee shall consider such factors as the ability of professional personnel; whether the firm is a certified minority business enterprise;

past performance; willingness to meet time and budget requirements; location; recent, current and projected workloads of the firms; and the volume of work previously awarded to each firm by the School Board and other such factors which may be pertinent to the project.

2.4 It is the intent of the School Board to select and place the following number of Design Professional firms under contract:

2.4.1. Architectural Firms: no fewer than Three (3). The Selection Committee shall identify and conduct interviews with the top five (5) firms that were deemed to be the most highly qualified to perform the required services. In the event fewer than five (5) firms submit a Statement of Qualifications Booklet, all qualified firms will be interviewed.

2.4.2. Civil Engineering Firms: no fewer than Two (2). The Selection Committee shall identify and conduct interviews with the top four (4) firms that were deemed to be the most highly qualified to perform the required services. In the event fewer than four (4) firms submit a Statement of Qualifications Booklet, all qualified firms will be interviewed.

2.4.3. Mechanical/Electrical/Plumbing Engineering Firms: no fewer than Two (2). The Selection Committee shall identify and conduct interviews with the top four (4) firms that were deemed to be the most highly qualified to perform the required services.

In the event fewer than four (4) firms submit a Statement of Qualifications Booklet, all qualified firms will be interviewed.

2.4.4. Structural Engineering Firms: no fewer than two (2). The Selection Committee shall identify and conduct interviews with the top three (3) firms that were deemed to be the most highly qualified to perform the required services. In the event fewer than three (3) firms submit a Statement of Qualifications Booklet, all qualified firms will be interviewed.

2.5 The Selection Committee shall identify and conduct interviews with no fewer than three of the total DPs that were deemed to be the most highly qualified to perform the required services. The School Board shall send each DP who applied for consideration a letter with return receipt requested, notifying them of the DPs Short Listing finalists. The notification will include the following statement: "Failure to file a protest within the time prescribed in F.S.§120.57(3)(a), shall constitute a waiver of proceedings under F.S.

Chapter 120."

2.6 The Assistant Superintendent of Facilities & Operations or his or her designee will chair the Selection Committee(s). The committee(s) will be convened as required to evaluate submitted materials, conduct interviews, hear presentations, and consult staff and rank applicants. The Selection Committee shall report a consensus evaluation for each applicant, including a relative ranking for each weighted criteria.

2.7 The Selection Committee shall report a consensus evaluation for each applicant, including a relative ranking for each weighted criterion.

REQUIREMENTS OF DESIGN PROFESSIONAL (DP)

3.1 Firms must meet the following requirements:

3.1.1. Requirements of the REQUEST FOR QUALIFICATIONS (RFQ).

3.1.2. DPs must be experienced in providing architectural/engineering services for K-12 public school programs.

3.1.3. DPs must be authorized to do business in the State of Florida and must possess professional service registrations, and necessary licenses in accordance with applicable statutes, regulations, and rules.

3.1.4. Statements of Qualifications must be submitted to the School District on or before the time and date and at the place indicated in the RFQ.

3.1.5. Statements of Qualifications should be mechanically bound and should be limited to not more than 35 (8.5-inch x 11-inch) pages printed on one side, including covers and dividers. Oversized pages will be counted as two pages. Arial (11) should be used for the font and size.

3.1.6. Refer to "Public Announcement" for number of copies of the Statement of Qualifications that must be submitted.

3.1.7. Statements of qualifications which have not been received by the School Board on or before the scheduled time as set forth in the RFQ will not be considered.

3.1.8. The selected Architect/Engineers and their sub consultants will be required to meet the insurance requirements of the School Board.

3.1.9. The School Board designee shall negotiate a contract with one the listed DPs on the Short Listing. If a contract cannot be negotiated, then the School Board designee with go to the next firm on the Short Listing. The term of the contract shall be for 2 years with the option of a single 1-year renewal at the sole discretion of School Board.

3.1.10. Costs of participating in this selection process, including presentations to the Selection Committee or School Board, are solely those of the DP; the School Board will assume no responsibility for any costs.

3.1.11. Firms that apply shall be familiar with the most current applicable laws, rules and regulations including Florida Administration Code (F.A.C.) Rule 6A-2 and F.S.§287.055 Consultants Competitive Negotiation Act (CCNA), Florida Statutes (F.S.) Chapter 1013 and State Requirements for Educational Facilities (SREF), the Florida Building Code (FBC), and Life and Safety Code.

3.1.12. The Senior Director of Facilities or Director of Architectural Services & Code Compliance shall be charged with establishing a mutually acceptable compensation package for the requested services of a selected individual contract, entering into negotiations for fair and equitable compensation based on the standard Architect's Contract and the scope of work for a specific project. The agreed upon compensation for basic professional services shall be presented to the School Board with a recommendation for approval.

3.1.13. The School Board reserves the right to waive informalities and terminate the selection process.

STATEMENT OF QUALIFICATIONS

4.1 Required Information and Format:

4.1.1. The "Statement of Qualifications" must provide the required information in the following order and format. The "Statement of Qualifications" shall be tabbed and in the order listed below. All compliance information required per paragraph 4.1.4 shall be submitted in a separate envelope and shall not be bound in the Statement of Qualifications Booklet. (Only one original of the compliance information is required to be submitted.)

a. Table of Contents

b. Introduction

c. Related Experience – Architect/Engineer

d. Proposed Project Staff & Function – Architect/Engineer

e. Related Experience – Sub-Consultants

f. Current Workload Capacity

g. M/WBE Participation

h. Local Recognition

i. PCSB Volume of Work

4.1.2. Table of Contents

4.1.3. Introduction

Letter of introduction and interest signed manually in blue ink by an officer or partner of the responding DP. Letter shall include specific reason(s) why DP would be the best choice. Include the following contact information: Contact Person, Address, Phone Number and Email Address for the Contact Person.

Each applicant is to identify the type and scope of services being offered and the type and scope of assignments being sought. Documentation of qualifications shall be required. DPs will only be considered for assignments consistent with verified capabilities.

The signing of the letter of introduction by an officer or partner certifies that all information contained in the submittal and presented during the interview is to the best of their knowledge and ability true and accurate. Falsification or misrepresentation of any information shall result in the elimination of the submittal and disqualification from the process.

4.1.4 Compliance Information

This is a compliance section and carries no evaluation points. DPs must meet minimum criteria as specified to receive further consideration. DPs failure to comply with paragraph 4.1.4 in its entirety shall be disqualified. Submittals shall include the following:

a. The DP and their consultants must be properly registered, licensed and certified at the time of submission and be properly certified by the State of Florida Secretary of State to do business in Florida.

b. Provide a copy of certification for proper incorporation from the Florida Secretary of State.

c. State if Company is a corporation, joint venture or partnership.

d. DP and their consultants shall provide a copy of current Florida Professional Registration Certificate for each registered professional.

e. DP and their consultants shall state number of years in business.

f. State the location, address and telephone number of DP’s office.

g. DP and their consultants shall comply with F.S.§287.133 and provide a sworn statement regarding Public Entity Crimes as part of their submission.

h. DP and their consultants shall comply with F.S. Chapter 287.

i. The DP and their consultants must provide proof of Professional Liability Insurance.

j. DP and their consultants with fifteen (15) or more employees shall provide the company's Equal Employment Opportunity Plan.

SECTION 5. INITIAL SCREENING CRITERIA (SHORT LISTING)

5.1 Individual Review: Selection Committee members shall use Initial Screening (Short Listing) Selection Evaluation Form (Exhibit A) for the RFQ to document their review and evaluation of each proposal in accordance with the criteria listed below, within their respective areas of experience and knowledge.

5.2 Related Experience – Architect/Engineer (30%): Major consideration will be given to the successful completion of previous projects of the type as described in the Public Announcement. This may include evaluating the DP’s performance on previous projects.

5.2.1 List projects that best illustrate the experience of the DP who utilized their current staff which is being assigned to this project. (List no more than 10 projects and do not list projects that were not completed by DP or are more than ten years old starting from the date of current RFQ.) Include the following for each project. NOTE: DP MUST

DEMONSTRATE EXPERIENCE BY SHOWING THE SUCCESSFUL COMPLETION

WITHIN THE PAST TEN (10) YEARS OF AT LEAST TWO (2) PROJECTS OF SIMILAR

SIZE. THESE PROJECTS SHALL BE THE FIRST PROJECTS LISTED WITHIN THE

TEN (10) PROJECTS THAT MAY BE INCLUDED.

a. Name, location of the project and type of facility constructed.

b. The nature of the firm's responsibility on the project.

c. Project Owner’s representative name, address, telephone and email address.

d. Date project was completed or anticipated completion date.

e. Size of project (construction gross square feet).

f. Cost of project (construction cost).

g. Work for which firm's staff was responsible.

h. Present status of the project.

i. Firm's key professionals involved on the project and who of that staff would be assigned on the project covered by this RFQ.

5.3 Proposed Project Staff and Functions (30%): The quality, experience and quantity of staff and their functions will be evaluated by the committee. The committee will evaluate the firm's capabilities to provide a service based on the experience of individuals assigned to this project.

5.3.1. The DP shall provide a list of staff type and function.

5.3.2. Give brief resumés of key persons to be assigned to the project including, but not limited to, following:

a. Name and title.

b. Job assignment for the projects.

c. How many years with this firm. For sub-consultants, list prior projects your firm has worked with the sub-consultant.

d. How many years with other firms.

e. Experience including types of projects, size of projects (dollar value and square footage of projects), and specific project involvement.

f. How many years of direct experience on K-12 projects.

g. How many years of direct experience on similar type projects as described the Public Announcement.

h. Education

i. Active registrations, license and certifications.

j. The above-described information MUST be provided for EACH key person assigned to the project.

5.4 Related Experience –

For Architects’ who obtain Sub-consultants (25%): Major consideration will be given to the successful completion of previous projects comparable in design, scope, and complexity. This may include evaluating the DP's performance previous projects.

For Engineers contracting directly with the School Board and no consultants this percentage of 25% of section 5.4 sub-consultants will added to the 30% of section

5.2 Related Experience, which will be a total of 55%.

5.4.1. List projects which best illustrate the experience of the sub-consultant which utilized the current staff which is being assigned to this project. List no more than ten (10) projects and do not list projects completed more than six years ago.

Include the following for each project:

a. Name, location of the project and type of facility constructed.

b. The nature of the DP's responsibility on the project.

c. Project Owner's representative name, address, telephone and email address.

d. Date project was completed or anticipated completion date.

e. Size of project (construction gross square feet).

f. Cost of project (construction cost).

g. Work for which DP's staff was responsible.

h. Present status of the project.

i. DP's project manager and other key professionals involved on the project and who of that staff would be assigned on the project covered by this RFQ.

5.4.2. The ten (10) projects listed should reflect the consultant’s (all disciplines) experience on projects of similar size and scope.

5.5 Current Workload Capacity (5%): As part of the evaluation criteria, the committee will review the DP's and sub consultant's current workload provided in the submittal.

5.5.1. DPs shall provide a list of outstanding projects, client names, and status of completion, dollars committed on open projects, and overall workload with other Owners.

5.5.2. Describe how this project will fit in with current workload, both in terms of the DPs and their sub-consultants.

5.6 Minority/Women Business Participation (10%): The committee will evaluate whether a firm is a certified minority/women owned business (M/WBE).

5.6.1. Indicate if DP is a minority/women owned business and provide a copy of appropriate certification from the State of Florida, National Minority Supplier Development Council, etc.

5.6.2. Name DP’s minority/women owned sub-consultants and provide copy of appropriate State of Florida certification. Include description of proposed services Using Exhibit C, list M/WBE Participation.

5.6.3. Using Exhibit C, list M/WBE Participation.

5.7 Local Recognition (5 pts): Local recognition is 5 points of the total score. Local recognition is 5 points of the total score. For local recognition grading scale, refer to

Exhibit A. For a DP to claim local recognition it must conduct all business associated with the services rendered out of its office located in Polk County. These services include, but are not limited to, human resource services, accounts receivable, accounts payable, calculation and distribution of payroll. The office must be staffed and fully operational.

Failure to follow these requirements when listing a DP’s location shall result in disqualification.

LOCAL RECOGNITION SCORING POINT VALUE

Established in Polk County for more than 10 years 5 Established in Polk County for more than 1 year but less than 10 years 4 Established in adjoining county for more than 1 year 2 Established in State of Florida for more than 1 year 1 Established outside of the State of Florida for more than 1 year 0

5.8 School Board Volume of Work (5 pts): Data showing dollar amounts of contracts awarded by the School Board to Prime in the last two years (from the date submittals are due). For the purposes of this selection, the date awarded shall be the date the contract was signed by the Chair of the School Board. The chart below will be used to assign up to a maximum of 5 points based on the amount of contract amounts awarded by the School Board:

DOLLAR (FEES) AWARDED BY PCSB POINT VALUE

$0 - $100,000 5

$100,001 - $250,000 4 $250,001 - $400,000 3 $400,001 - $600,000 2

Greater than $600,001 0

5.9 Group Review: At a scheduled and publicly notified meeting, Selection Committee members shall meet and discuss the RFQ proposals. The goal of this review is to allow each member the opportunity to fully discuss the proposals and to bring forth any information known to him or her regarding reasons why a particular proposal should or should not be considered. At the conclusion of this meeting, each Selection Committee member shall review his or her evaluations, make any appropriate changes and submit his or her Proposal Evaluation Form to the Selection Committee Chairman or the Selection Committee Chairman's designee.

5.9.1. The Selection Committee Chairman or the Selection Committee Chairman's designee shall combine the evaluation scores submitted by all Selection

Committee members and shall develop a short list recommendation of no less than three (3) DPs based on the total evaluation scores received.

5.9.2. The Selection Committee Chairman or Selection Committee Chairman's designee shall forward the Selection Committee’s Short Listing recommendation to the Superintendent. The Superintendent, in his or her sole discretion, can either accept or reject the Short Listing recommendation. If the Superintendent accepts the recommendation, the selection process proceeds as noted below. If the Superintendent rejects the Short Listing recommendation, he or she, in his or her sole discretion, can proceed in any of the following methods: directing the Selection Committee Chairman to recommence the selection process at whatever stage the Superintendent deems appropriate (including the Individual Review stage as noted in paragraph 5.1 or Group Review stage as noted in paragraph 5.9); pursuing the project by any other alternative method permitted under Florida Law; or abandoning the project all together. If the Superintendent elects to pursue the project by alternative method or abandon the project, the School Board shall provide public notice of this decision by posting in the Facilities & Operations Department and notifying in writing those DPs who submitted RFQs.

5.9.3. Once the Selection Committee’s Short Listing recommendation has been accepted by the Superintendent, the Selection Committee Chairman or the Selection Committee Chairman's designee will notify all submitting DPs of whether or not they appear on the Short Listing and shall provide public notice of the short- listed DPs.

5.9.4. If deemed necessary by the Selection Committee Chair, the short-listed DPs shall then be invited for interviews before the Selection Committee, which will be scheduled at the Selection Committee’s convenience.

SECTION 6. INTERVIEWS AND PRESENTATION (RANKING)

6.1. At the scheduled interview, each short-listed DP shall provide additional information about its firm and operations as may be required by the School Board. This additional information shall include:

6.1.1. References (5%): The DP must demonstrate a positive relationship with prior clients on similar projects.

a. The DP shall provide names and contact information (phone number and email address) from previous Owners for three (3) projects that have been completed within the last five (5) years. It is the DP’s responsibility to make sure the contact information is correct and current. Failure of the School Board designee to reach a provided reference will result in a score of zero for that reference. The DP shall submit the above information at least seven (7) days prior to the presentation.

b. The School Board staff will provide input on a DP’s past work performance, number of warranty requests, responsiveness, change orders; ability to work with staff; timely completion of projects and information from the School Board contractor evaluation process if available.

6.1.2. Project Team (40%): The DP shall express the general and specific project related experience and capability of in-house staff and consultants and their functions as it relates to this project.

a. Organization Chart: Develop an organization chart as it relates to the project indicating key personnel and their relationship. It shall be understood that it is the intent of the School Board to insist that those key personnel indicated as the project team in this RFQ response actually execute this Project.

b. If a joint venture, or prime sub-consultant arrangement of two (or more) firms, indicate how the work shall be distributed between the associated firms.

Describe how the organizational structure will insure orderly communications, distribution of information, effective coordination of activities and accountability.

c. Demonstrate the experience of each proposed team member and note the level of experience on K-12 projects.

d. Demonstrate the experience of each proposed team member and note the level of experience with projects similar to those described in the Public Announcement.

e. Clearly demonstrate the role of each team member.

6.1.3. Overall Approach/Methodology and Knowledge (35%):

a. The DP shall demonstrate their understanding of remodel or renovation to existing buildings, how their experience relates to the various project types, what the key issues are to making a successful project of above said projects, and how they will manage those key issues.

b. The DP shall demonstrate their understanding of different types of building envelopes, mechanical systems and structural systems.

6.1.4. Schedule Adherence (10%):

a. DP thoroughly describes and provides detailed examples of meeting client schedules and how they can deliver final design documents working on a project that requires a compressed design schedule.

b. Describe potential items which may impact the schedule and describe how these will be managed

6.1.5. M/WBE Participation (10%):

a. If entered into, the Interview Phase, scoring from Section 5.6 will be carried over to the Interview Phase.

6.1.6. Local Recognition (5 pts):

a. Local recognition is 5 points of the total score. For local recognition grading scale, refer to Exhibit B. For a DP to claim local recognition it must conduct all business associated with the services rendered out of its office located in Polk County. These services include but are not limited to, human resource services, accounts receivable, accounts payable, calculation and distribution of payroll. The office must be staffed and fully operational. Failure to follow these requirements when listing a DP’s location shall result in disqualification.

LOCAL RECOGNITION SCORING POINT VALUE

DP established in Polk County for more than 10 years 5 DP established in Polk County for more than 1 year but less than 10 years 4 DP established in adjoining county for more than 1 year 2 DP established in State of Florida for more than 1 year 1 DP established outside of the State of Florida for more than 1 year 0

6.1.7. School Board Projects Awarded (5 pts):

a. The School Board projects awarded is 5 points of the total score.

b. Projects awarded reflect the number of School Board contract amounts awarded as Prime within two (2) years of the date the initial submittals were due. For the purposes of this selection, the date awarded shall be the date the contract was signed by the Chair of School Board.

PROJECTS AWARDED BY PCSB POINT VALUE

0 Projects 5 1 Project 4 2 Projects 3 3 Projects 2

4 or More Projects 0

c. For the purpose of this selection, the total of all contracts awarded to a firm as a PCSB Continuing Contract Architect & Engineer shall be counted as 1 Project.

6.2 Interview: The Selection Committee shall convene to separately interview the short-listed DPs. As part of its interview, and at the Selection Committee Chairman's discretion, each DP shall make a short oral presentation. Boards and easels will be allowed. Power Point assistance WILL NOT BE ALLOWED. Selection Committee members shall use the Interview & Presentation Selection Evaluation Form (see Exhibit B) to document their review and evaluation of each presentation, within their respective areas of experience and knowledge.

6.2.1. After the Selection Committee has interviewed all the short-listed DPs, it shall discuss the interviews and review each presentation. At the end of this discussion, Selection Committee members shall review their Presentation Evaluation Form, make any appropriate changes, and then submit the Presentation Evaluation Forms to the Selection Committee Chairman or the Selection Committee Chairman's designee.

6.2.2. The Selection Committee Chairman or the Selection Committee Chairman's designee shall combine the evaluation scores submitted by all Selection Committee members in their respective areas of experience and knowledge and determine the Selection Committee's ranking of the short-listed DPs based upon the total scores assigned to each DP. If the ranking results in a tied score, prior to submission to the Superintendent for approval, the total averaged score on the Selection Evaluation Form (Exhibit A) of the short-listing phase shall be used for each of the tied DPs in order to break the tie.

6.2.3. The Superintendent, in his or her sole discretion, shall either accept reject the results of the ranking recommendation. If the Superintendent rejects the results of the ranking recommendation, he or she, in his or her sole discretion, shall proceed with any of the following methods: directing the Selection Committee Chairman to recommence the selection and ranking process at whatever stage the Superintendent deems appropriate (including the Individual Review stage as noted in paragraph 5.1, the Group Review stage as noted in paragraph 5.9, or the Interview Process as noted in paragraph 6.1); pursuing the project by any other alternative method permitted under Florida law; or abandoning the project all together. If the Superintendent elects to pursue the project through an alternative method or abandon the project all together, the School Board shall provide public notice of that decision.

6.2.4. Once the ranking recommendation results are accepted by the Assistant Superintendent of Facilities & Operations, they shall request the Superintendent's approval of the Selection Committee’s ranking and authorization to begin fee negotiations for the subject project.

6.2.5. The Superintendent may reject all recommendations, accept the Selection Committee's recommendation, or convene a second interview with the short-listed DPs. If all recommendations are rejected by the Superintendent, either the subject project shall be terminated, or the School Board shall issue a new RFP or RFQ for the Continuing Contract projects. If the Superintendent elects to convene a second interview, then the School Board interview panel shall consist of the Superintendent and such other individuals as the Superintendent deems appropriate ("New Panel"). The short-listed DPs shall provide such additional information in such time and format as may be requested by the New Panel. The New Panel shall interview and rank the short-listed DPs using the Presentation Evaluation Form for the RFP or RFQ. The original rankings of the Selection Committee’s recommendations shall not be binding on the New Panel and it may issue the ranking completely independent from that made by the Selection Committee. The Superintendent shall either accept the ranking of the New Panel and forward such rankings to the School Board for approval or the Superintendent may reject such final rankings. If rejected, the Superintendent shall either terminate the subject project or require a new RFP or RFQ be issued for the project, which decision shall be publicly noticed. Upon the Superintendent’s approval of the Selection Committee’s recommendation or the New Panel's alternate recommendation, notice of the ranking of short-listed DPs shall be publicly noticed and a School Board resolution shall be prepared and put on an agenda for the School Board's review and approval.

SECTION 7. SELECTION PROCESS

7.1. Refer to Section 2. Policy – Competitive Selection Process, 2.2.

7.2. Other staff person(s) as deemed appropriate by the Superintendent in order to ensure that the Selection Committee includes persons with experience and knowledge in the contractual services being sought, for the purpose of evaluating and those elements of the responses that relate to the person(s) area of experience and knowledge.

7.3. The Assistant Superintendent of Facilities & Operations will convene meetings of the Selection Committee and serve as Chairman of the Selection Committee.

7.4. Other, non-voting advisory members of the Selection Committee may be appointed by the Superintendent. These non-voting members may be present at Selection Committee meetings, and at the discretion of the Selection Committee Chairman provide comments and ask questions.

SECTION 8. SCHEDULE

8.1. Pre-submittal conference attendance is mandatory. It is the DP’s responsibility to become fully informed as to the nature and extent of services required. The pre-submittal conference (time, date and location) will be posted on the Public Announcement. The RFQ will be reviewed and questions will be addressed.

8.2. Statement of Qualifications are to be submitted to the School Board of Polk County, FL, Senior Director of Facilities, 1909 South Floral Avenue, Bartow, Florida 33830.

8.3. The Selection Committee will convene at a place and time convenient to Selection Committee members to review and score all submittals. Based on evaluations of Statement of Qualifications, a minimum of three DPs may be interviewed, time and place to be determined.

SECTION 9. GENERAL INSTRUCTIONS

9.1. Submit in accordance with the requirements contained in this Request for Qualifications (RFQ). Submittals are to be clearly marked with RFQ description, the DP’s name, contact person and address on the outside of the package.

9.2. Furnish the appropriate number of copies as instructed in the RFQ

9.3. The response shall contain manual/original signature of an authorized representative of the responding DP.

9.4. Responses received after the receipt time noted in the RFQ will be returned to the proposer.

9.5. DPs responding to the RFQ shall be available for the presentations and interviews with the Selection Committee.

9.6. The contents of the proposal of a successful DP may become part of its contractual obligations.

9.7. Proposals shall respond to each item noted in sections 4 and 5 in the order noted. Identify responses with the same paragraph notation as contained in this RFQ.

9.8. Proposals shall be typed. All corrections made by the proposer prior to the opening shall be initialed and dated by the proposer. No changes or corrections will be allowed after proposals have been opened.

9.9. Any questions concerning the RFQ should be directed in writing to the Assistant Superintendent of Facilities & Operations and copied to the Director of Architectural

Services & Code Compliance as well. All requests for information shall be submitted no later than seven (7) days prior to the RFQ receipt date. Only the interpretation or correction so given in writing by the Senior Director of Facilities shall be binding, and prospective DPs are advised that no other source is authorized to give information concerning, or to explain or interpret the RFQ and the selection process. All such interpretations, clarifications, and supplemental instructions for the RFQ will be sent to all applicants.

9.9.1. Selection Committee members, School Board members and School Board personnel (except for the Senior Director of Facilities) are not to be contacted prior to the School Board's decision to approve or reject the final recommendation presented to it by the Superintendent. Failure to comply with this requirement will be grounds for disqualification.

9.9.2. Specifically, this NO-CONTACT PERIOD shall commence on the initial date of the advertisement for Request for Qualifications and continue through and include the date Polk County School Board makes its determination to approve or reject the final recommendations.

9.9.3. Questions may be addressed to the Senior Director of Facilities, during the NO-

CONTACT PERIOD.

9.10. Failure to meet any of these requirements will disqualify the DP from consideration.

SECTION 10. TERMS AND CONDITIONS

10.1. The School Board reserves the right to accept or reject any or all proposals in the best interest of the School Board. The School Board reserves the right to waive any formalities in this selection process.

10.2. It is mutually understood and agreed that the nature, amount, and frequency of the Services shall be determined solely by the School Board designee and does not represent or guarantee to any DP that any specific number of services will be requested or required of DP pursuant to this RFQ.

10.3. Proposals which do not comply with these instructions or that do not include the requested data shall not be considered.

10.4. The successful DP shall not discriminate against any person in accordance with Federal, State or local law.

10.5. Time is of the essence. It is the sole responsibility of the submitting DP to ensure proposals are received at the proper place on or before the time and date required, and in the format stated. Failure to meet this requirement will result in returning the RFQ. No consideration will be given to it.

10.6. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid/proposal on a contract to provide any goods or services to a public entity; may not submit a bid/proposal on a contract with a public entity for construction or repair of a public building or public work; may not submit bid/proposal on leases of real property to public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in F.S.§287.017 for CATEGORY TWO ($35,000.00) for a period of 36 months from the date of being placed on the convicted vendor list.

10.7. As provided for in F.S.§287.135, 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 F.S.§215.473 and §287.012 Definitions, is ineligible for, and may not bid on, submit a proposal for, on enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more.

10.8. EQUAL EMPLOYMENT OPPORTUNITY: "The School Board of Polk County, Florida does not discriminate in admission or access to or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, disability or any other reason prohibited by law." The School Board employee responsible for Equity & Compliance may be contacted at The School Board of Polk County, Florida Human Resources Services, 1915 S. Floral Ave., P.O. Box 391, Bartow, Florida 33831.

10.9. Any person who is adversely affected by the terms, conditions, or specifications set forth in this Request for Qualifications shall file a notice of intent to protest, in writing, within 72 hours after the solicitation document [RFQ] is posted, excluding Saturdays, Sundays, and legal holidays. A formal written protest shall be filed no later than 10 days after the notice of intent to protest is filed. The formal written protest must be accompanied by a bid protest bond in the amount of $1,000.00 cash or certified check. The notice of intent to protest and formal written protest shall be filed with the Senior Director of Facilities. The formal written protest shall state with particularity the facts and law upon which the protest is based. Failure to file a protest or failure to post the bond or other security within the time frames or in the manner described above shall constitute a waiver of proceedings under F.S. Chapter 120.

10.10. By making a submission, it is understood and agreed that the submitting entity consents to the School Board contacting any parties referenced in the entities’ response including, but not limited to, all project Owners and references herein.

10.11. By submitting a response to this RFQ, submitters acknowledge and agree that they have reviewed the standard form contract and have no objection to it. Further, if selected by the School Board, submitters acknowledge and agree that they will execute the standard form contract subject to the School Board's right to make revisions and modifications hereto prior to execution, where the School Board has determined, in its sole discretion that such revisions or modifications are in the School Board's best interest.

10.12. Gifts and Gratuities. No School Board employee may accept any gifts or other gratuities, the value of which exceeds Fifty Dollars ($50.00), excluding instructional materials, from any party or a representative of any party doing business with the School Board. Giving or granting such gifts and/or gratuities to School Board employees shall be reason to deny future opportunities for work as an architect/engineer.

Exhibit A – AES-002-01 Initial Screening (Short Listing) Selection Evaluation Form – Sample for reference only; do not use.

AES-002 Selection Process for Continuing Contract for Architectural & Engineering Services, Revision 2.3

EXHIBIT A – INITIAL SCREENING (SHORT LISTING) SELECTION EVALUATION FORM

Selection Committee Member Project Number

Name Project Name

Title

Signature

COMPLIANCE INITIAL SCREENING (SHORT LISTING)

ST

AT

E M

EN

T

O F

Q U

A

LI

FI

C

AT

IO

N S

Li ce ns es /C er tif ic at io ns

/R eg is tra tio ns

PU

BL

IC

E

N

TI

TY

C

R

IM

E

ST

A

TE

M

EN

T

FO

R

M

(P ar t I

I)

PR

O

FE

SS

IO

N

AL

L

IA

BI

LI

TY

IN

S

U R

AN

C

E

EQ

U

AL

E

M P

LO

Y

M

EN

T O

PP

O

R

TU

N

IT

Y

PL

AN

R

EL

AT

ED

E

XP

ER

IE

N C

E

PR

O

PO

SE

D P

R O

JE

C

T S

TA

FF

F

U N

C

TI

AP

PR

O

AC

H T

O T

H E

PR

O

JE

C

T

M /W

BE

P

AR

TI

C

IP

AT

IO

SU

BT

O

TA

L

IN

IT

IA

L

SC

R

EE

N

IN

G

LO

AL

R

EC

O

G N

IT

IO

N P

O

TS

PC

SB

V O

LU

M

E O

F W

O

K

TO

TA

L

IN

IT

IA

L

SC

R

EE

N

Local Recognition Scoring

POINTS

CRITERIA

DP established in Polk County for more than 10 years

DP established in Polk County for more than 1 year but less than 10 years

DP established in adjoining county for more than 1 year

DP established in State of Florida for more than 1 year

DP established outside of the State of Florida for more than 1 year

SCALE: Rate each applicant on a scale from 1 (lowest) to 10 (highest)

Using the ratings noted above, Selection Committee shall provide a numerical Evaluation of the Qualifying elements. Tabulation off all entries will provide a ranking of all Applicants.

ITEM

APPLICANTS Assigned

Weight 40% 40% 10% 10% 100% 5 Pts

Pts

Rating Weighted

Score ✔ ✔ ✔ ✔ ✔

Score ✔ v ✔ ✔ ✔

Exhibit B – AES-002-02 Interview & Presentation (Ranking) Selection Evaluation Form – Sample for reference only; do not use.

AES-002 Selection Process for Continuing Contract for Architectural & Engineering Services, Revision 2.3

EXHIBIT B – INTERVIEW & PRESENTATION (RANKING) SELECTION EVALUATION FORM

Se le ct io n C om m itt ee

M em be r

Pr oj ec t N um be r am e

Pr oj ec t N

Ti tle

Si gn at ur

IT

IA

L

SC

R

EE

N

IN

G

(S H

O R

T

LI

ST

IN

REFERENCES

PROJECT TEAM

OVERALL APPROACH/

METHODOLOGY & KNOWLEDGE

SCHEDULE ADHEREENCE

M/WBE PARTICIPATION

SUBTOTAL INTERVIEW & PRESENTATION

LOCAL RECOGNITION POINTS

PCSB VOLUME OF WORK

TOTAL INTERVIEW & PRESENTATION

Lo ca l R ec og ni tio n

Sc or in g

PO

IT

ER

IA

D

P es ta bl is he d in

P ol k C ou nt y fo r m or e th an ye ar s

P es ta bl is he d in

P ol k C ou nt y fo r m or e th an y ea r bu t l es s th an ye

P es ta bl is he d in a dj oi ni ng c ou nt y fo r m or e th an ye

P es ta bl is he d in

S ta te o f F lo rid a fo r m or e th an ye

P es ta bl is he d ou ts id e of th e

St at e of

F lo rid a fo r m or e th an y ea r

SC

AL

E:

R at e ea ch a pp lic an t o n a sc al e fro m

(l ow es

t) to

(h ig he st

U si ng th e ra tin gs n ot ed a bo ve , S el ec tio n

C om m itt ee s ha ll pr ov id e a nu m er ic al

E va lu at io n of th e Q ua lif yi ng e le m en ts

Ta bu la tio n of f al l e nt rie s w ill pr ov id e a ra nk in g of a ll

Ap pl ic an ts

IT

EM

AP

PL

IC

AN

As si ed

W ei gh t

5%

0%

Pt s

Pt at gh te d

Sc or gh te d

Sc gh te d

Sc gh te d

Sc gh te d

Exhibit C – AES-002-03 M/WBE Questionnaire – Sample for reference only; do not use.

AES-002 Selection Process for Continuing Contract for Architectural & Engineering Services, Revision 2.3

EXHIBIT C – MINORITY/WOMEN BUSINESS QUESTIONNAIRE

①

A re y ou a c er tif ie d

M /W

B E?

Ye o ffi ce

L oc at io n (C ity

C ou nt y)

Le ng th o f t im e at a bo ve lo ca tio n

②

A re y ou p ro po si ng to u til iz e an y

C er tif ie d M

/W B

E su b-co ns ul ta nt s fo r t hi s pr oj ec t?

Ye o

M

/W

BE

s ub

-c on su lta nt n

BE

s ub

-c on su lta nt o ffi ce lo ca tio n

(C ity

C ou

BE

s ub

-c on su lta nt le ng th o f t im e at a bo ve lo ca tio n

M /W

BE

s ub -c on su lta nt fe e o f t ot al fe e)

BE

s ub

-c on su lta nt ro

BE

s ub

-c on su lta nt n

BE

s ub

-c on su lta nt o ffi ce lo ca tio n

(C ity

C ou

BE

s ub

-c on su lta nt le ng th o f t im e at a bo ve lo ca tio n

M /W

BE

s ub -c on su lta nt fe e o f t

BE

s ub

-c on su lta nt

BE

s ub

-c on su lta nt n

BE

s ub

-c on su lta nt o ffi ce lo ca tio n

(C ity

C ou

BE

s ub

-c on su lta nt le ng th o f t im e at a bo ve lo ca tio n

M /W

BE

s ub -c on su lta nt fe e o f t

BE

s ub

-c on su lta nt

Si at ur