835737archCarroll.pdf

July 22, 2026 (Revised July 31, 2026)

Request for Statement of Qualifications (RFSOQ) Architectural and Engineering Services for

Courthouse Annex Office Reconfiguration and Courtroom Renovation

Bid No. 11-F-2-26/27

Bid Due Date: August 18, 2026 @ 10:30am EST

1. Project Description

The County Commissioners of Carroll County (Owner) are inviting qualified Architectural and Engineering (A/E) firms to submit a Statement of Qualifications (SOQ) for comprehensive design and construction-phase services for the renovation and reconfiguration of an existing courtroom, Courthouse Annex Building space, and associated support areas.

The project consists of interior demolition, hazardous materials abatement, reconfiguration of partitions, and installation of new architectural, mechanical, electrical, plumbing, and structural systems to support modern courtroom operations. New interior construction will include walls, doors, ceiling systems, millwork, and seating. The design must optimize courtroom functionality, circulation, and operational adjacencies for users.

Approximately 10,500 square feet of additional renovation area is included to accommodate displaced staff during and after renovation work.

The selected A/E team must provide full design and construction administration services across all disciplines, including architectural, mechanical, electrical, plumbing, structural, interior design, cost estimating, and project manual preparation. Supplemental consulting firms must be identified in the SOQ.

2. Selection Process

The selection process will be a two-step procedure. The SOQ’s will be read individually by the members of the evaluation committee. The firms will be evaluated based on the evaluation criteria, provided below, and the three top-rated firms will be short-listed. The three short-listed firms will be asked to submit a Technical in response to the criteria listed in the Request for Proposal (RFP), the second step, issued by the county. The Technical Proposals will be evaluated based on the criteria in the RFP. Once the Technical Proposals have been completed, the technical scoring will be finalized by committee consensus.

These scores will be submitted to the Office of Procurement. Next, the highest ranked Firm will be required to submit their pricing as outlined in the RFP. The price proposal will be reviewed. After review, the Owner may begin negotiations with the highest ranked Firm. The Owner and Firm have up to three attempts to negotiate a contract. After three unsuccessful attempts have been made, the Owner has the right to terminate negotiations and move to the next highest ranked firm, request pricing, and begin negotiations. Once a successful negotiation has been finalized, that firm will be recommended for an award of the contract.

The contract award is based on the approval of the Board of County Commissioners. Award shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the County, based upon the evaluation factors set forth in the request for proposals. The County reserves the right to enter into a contract deemed to be in the best interest of the County.

All firms interested in this project must be able to provide full design, engineering and construction administration services to include architectural, civil, structural, electrical, interior design, project manual preparation, cost estimating and construction administration services. Services may be provided in-house or in conjunction with other consulting firms. Supplemental consulting firms need to be identified at this time.

Selection will be based on the entire architectural and engineering team.

3. Statement of Qualification Content and Evaluation Criteria

The SOQ should address the specific qualifications and experience of the architectural and engineering firm’s personnel and office that will be engaged in this project. Firms responding should be very precise in detailing their experience with projects of this type.

Information that is helpful in the evaluating process include: size of current and/or recently completed project(s) in terms of square feet and dollar amount, complexity of project(s), completion or anticipated completion date of project(s), firm’s level of involvement or responsibility on the particular project and a project reference who is responsive and capable of providing information on the firm’s quality of performance. Quality of Performance for references provided for Carroll County projects with agencies other than the Division of Building Construction as well as other entities outside of Carroll County Government will be determined from reference checks. Recent similar projects of this scope and scale should be highlighted. Individual offices of national or regional firms should confine their response to reflecting the experience and the qualifications of the personnel and office that will perform the work on this project.

Provide project Owner references for three (3) project relative to the scope of work listed in the RFSOQ, which were managed by the core team members proposed for this project and further demonstrate the strength of the proposed team members. Where your company provided services similar to the scope of work above, provide the following:

• Total square feet

• Year completed (design and construction)

• Length of project (design and construction)

• Project Cost

• Services provided

• Why you chose the 3 project references

The name, position, telephone number, and email address of a contact person in the client's organization who can discuss your company’s performance on those projects.

It is the firm’s responsibility to provide a responsive reference that can be reached for contact by Owner’s Representative within two (2) weeks. Lack of response from reference within the specified time period will result in an evaluation score of zero (0) for that reference.

Each reference will be totaled, then divided by the number of questions on the reference form to obtain an average of each reference. All the average references will be added together and divided by the number of references to obtain an overall average of the references. Points for references will be awarded as follows (see example). A total of three references will be submitted with the RFSOQ. A minimum of two references will be used in the scoring of the references with two highest scoring references being evaluated. If only one reference is received, the second reference will be scored as zero and used in the evaluation scoring/equation. The following table is an example of how the references will be scored:

4. Evaluation Criteria

The evaluation of the proposal will be in accordance with the following weighted criteria:

A. Firm’s experience

B. Team’s experience

C. Qualifications of Personnel to be Assigned to this Project

D. References

References

Reference

Reference

Reference

Question

Completed Work 4 5 5 Communication 5 3 5

Completed Work on Schedule 5 5 5 Completed Work on Budget 5 5 5

Change Order Requests 5 5 5 Hiring the Firm in the Future 5 5 5

Average = 4.83 4.67 5.00 Average of Three References = 4.83

Points Awarded = 5

A sample of the proposal evaluation scoresheet is provided below:

Specific management approach, technical approach, or solutions to the design problem are not sought in this document. These topics will be addressed in the second stage (RFP) of the selection process.

The county reserves the right to conduct any clarification process with any Contractor. This process will be facilitated by the Office of Procurement.

5. SOQ Submittal

The SOQ will be accepted electronically only through Public Purchase. The SOQ shall be submitted in one PDF document and must not exceed seven, one-sided 8.5” x 11” size sheets (minimum font size is 11 point). The firm’s title page/coversheet will not be included in this sheet count; however, no technical information shall be provided on this sheet. No other enclosures, attachments, brochures, photos, plans, etc. will be accepted. Bids submitted in any other manner will be rejected. The SOQ must be provided on or before August 18, 2026 at 10:30 AM EST.

Vendors must register at least five (5) business days in advance with Public Purchase to allow time for the registration process. The county will not accept SOQ’s in any other manner other than electronically through the Public Purchase E-procurement Platform. The county will not accept any proposals for failure to register.

6. Addendums

Addenda to Bids may occur at any time prior to the due date. The responsibility lies with the bidder to visit the Public Purchase web site to obtain addenda once they have downloaded a bid (solicitation) even though bidders will receive an e-mail from Public Purchase notifying them of addenda, per the explanation below from Public Purchase: Any change or addendum made to a bid will be listed at the bottom of the bid showing the information that was added or changed on the bid. Vendors who are invited to a bid or any vendor who has previously responded to the bid will be notified by email when a change or addendum is made. Vendors can also see which bids have recently been changed or had addenda added from the lists of bids on their home tab. The date of the last change or addendum on the bid is posted on the right-side column of your bid list.

7. Questions and Clarifications

Bidders must submit their questions through the Public Purchase web site, using the instructions below. Questions must be submitted five (5) business days prior to bid opening. Bidders may submit questions to the agency on specific bids. Click on the title of a bid, on the right of the bid page click [View/Ask Questions] to open a new page that lists all previous questions and answers. Click "Ask a Question," enter your question in the field provided and click "Save" to submit your question. Your question is immediately sent by email to the contact person for the bid. When your question is answered you will be notified by email, and the answer may be posted on the bid.

Tip: By using the "Questions" feature your questions and the agency's answers can be posted on Public Purchase making them available to all other vendors that are registered with the agency. If you would like to confidentially submit questions to the agency, contact the bid's main contact. It will be up to the discretion of the Buyer to decide if questions/answers are confidential.

8. Notice of Intent to Award

All of the Notice of Intent to Award and the Official Award notices will be posted on the Carroll County website. It is the bidder’s responsibility to frequently visit the Office of Procurement’s website to obtain up to date information.

9. The Americans with Disabilities Act

The Americans with Disabilities Act applies to the Carroll County Government and its programs, services, activities, and facilities. Anyone requiring auxiliary aid or service for effective communication or who has a complaint should contact The Department of Citizen Services, 410.386.3600 or 1.888.302.8978 or MD Relay 7-1-1/1.800.735.2258 as soon as possible but no later than 72 hours before the scheduled event.

10. Minority Business Enterprise Policy

The successful bidder shall make a good faith attempt to encourage bids and utilize certified minority business enterprises, as outlined in the Carroll County Minority Business Enterprise policy, dated 10/03/02. Contact the County Purchasing office at (410) 386-2181 for more information.

11. Employment of Aliens

All bidders, as a condition to do business with the County, are required to comply with all applicable laws and regulations relating to the employment of aliens. If it is determined that a bidder fails to comply with any such employment laws or regulations during the course of any County projects, such failure may constitute material breach of the bidder’s contractual relationship with the County, and the County may take all reasonable steps to terminate its relationship with the bidder (Resolution #719-08 – 2/7/08).

12. E-Verify

The use of the Federal Government program known as E-Verify was enacted June 14, 2011, by the County Commissioners of Carroll County, MD. Resolution No.840-2011. (1.) The County Commissioners believe it is in the best interest of Carroll County to require the use of a federal program known as E-Verify sponsored by the U.S. Department of Homeland Security to establish compliance with certain federal laws for all county-initiated service contracts and (2.) Whereas E-Verify will apply to all County initiated service contracts for vendors and contractors according to Resolution No. 840-2011.

14. Proof of Insurance

A. The Architect/Engineer must furnish certification of adequate liability insurance protection. This shall include insurance coverage for employees working on County property. Proof of insurance shall be submitted prior to execution of this contract.

The Architect/Engineer shall provide documentation of insurance satisfactory to the County’s Risk Manager.

B. The Architect/Engineer's Professional Liability policy:

1 . Shall be issued by an insurance carrier acceptable to the County’s Risk

Manager;

2. Shall be maintained as required by the County while this agreement is in force throughout performance of the Architect/Engineer's services and for five years after the end of such performance;

3. May be a claims-made policy. If the Professional Liability, Commercial General or other liability insurance purchased by the Architect/Engineer has been issued on a "claims made" basis, the Architect/Engineer must comply with the following conditions. The Architect/Engineer must:

(a) Agree to provide certificates of insurance evidencing the above coverages for a period of five (5) years after final payment for the contract. Such certificates shall evidence a retroactive date, no later than the beginning of the Architect/Engineer’s or sub- Architect/Engineer’s work under this contract, or

(b) Purchase an extended (minimum five (5) years) reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

4. Shall be evidenced by a certificate of insurance acceptable to the

Owner. All insurance policies required hereunder shall be endorsed to include the following provisions: "It is agreed that this policy is not subject to cancellation, non-renewal, material change, or reduction in coverage until 45days prior written notice has been given to Owner.”

Therefore, the words "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" are to be eliminated from the cancellation provision of standard ACORD certificates of insurance.

C. Certificates of Insurance: Prior to performance of services on the Project, the Architect/Engineer shall ensure that it’s required insurance coverage, and that of its consultants is in effect pursuant to this Contract for Architect/Engineer Services.

The Architect/Engineer agrees that the Owner shall have no responsibility to verify compliance by the Architect/Engineer or its consultants, contractors, subcontractors or suppliers with any insurance requirements. The Architect/Engineer must deliver to the Owner certificates of insurance or copies of policies for all required insurance coverage.

D. Effect of Insurance: Compliance with insurance requirements shall not relieve the Architect/Engineer of any responsibility to indemnify the Owner for any liability to the Owner as specified in any other provision of this Contract For Architect/Engineer Services and the Owner shall be entitled to pursue any remedying law or equity if the Architect/Engineer fails to comply with the contractual provisions of this Contract For Architect/Engineer Services. Indemnity obligations specified elsewhere in this Contract for Architect/Engineer Services shall not be negated or reduced by virtue of any insurance carrier's (i) denial of insurance coverage for the occurrence or event which is the subject matter of the claim; or (ii) refusal to defend any named insured.

E. Priority: Insurance coverage (including any deductible or self-insured retention) required from persons or entities other than the Owner or the Owner’s Related Parties shall be deemed primary to any coverage provided by the Owner or the Owner’s Related Parties.

F. Property Damage Disclaimer: The Owner shall not be liable, and shall provide no insurance, for any loss or damage incurred by the Architect/Engineer or its consultants, or by their agents and employees, to tools, machinery, equipment and other property owned by them, regardless of whether such losses are insured by them. The Architect/Engineer hereby releases and discharges the Owner and its Related Parties of and from all liability to the Architect/Engineer, and to anyone claiming by, through or under the Architect/Engineer, by subrogation or otherwise, on account of any loss or damage to such tools, machinery, and equipment or other property, however caused.

G. Specific Insurance Requirements: Architect/Engineer shall obtain, pay for and maintain insurance naming County as an additional insured and a loss payee in the following amounts:

H. Workmen’s Compensation Insurance: Architect/Engineer shall obtain Workmen’s Compensation Insurance as required by statute. The Workman’s Compensation coverage shall cover a sole proprietor, all employees, partners, officers, members, leased employees and any other person working for or with the Architect/Engineer.

Architect/Engineer shall provide County a certificate of Workers' Compensation insurance before beginning the Work. If Architect/Engineer fails to carry Workers ‘Compensation insurance, or if its policy lapses during the Work for any reason, Architect/Engineer shall indemnify County against any claims against County’s Workers' Compensation insurance policy.

I. Additional insurance requirements:

1. Architect/Engineer shall not begin work until Architect/Engineer has obtained the required insurance and it has been approved by the County. The County’s approval of the insurance shall neither relieve, limit, nor decrease Architect/Engineer's liability nor excuse Architect/Engineer for failing to comply with legally required coverage.

2. All Policies of insurance, with the exception of the Worker’s Compensation policy shall name Carroll County, and assigns, officers, directors, officials, members, agents, employees and volunteers as additional insureds (“Additional Insured Parties”) including completed operations as their interests may appear with regards to the general liability policy for work performed under the terms of this contract. This insurance for the additional insureds will be as broad as the coverage provided for the named insured architect/engineer. It will apply as primary and non-contributory insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured.

3. All policies of insurance, including Workers Compensation, will contain waivers of subrogation in favor of the Additional Insured Parties for recovery of damages to the extent these damages are covered by commercial general liability, commercial umbrella liability, business auto liability or workers compensation and employers’ liability insurance maintained per requirements stated above.

4. Each and every policy of insurance will expressly provide that it is primary coverage without any right of contribution, including deductibles, from any insurance carried by the Additional Insured Parties.

5. Each and every policy of insurance, to the extent that it or they provide the County with contingent and/or excess liability coverage with respect to their work or interest in the Project, will expressly provide that all provisions thereof, except the limits of liability and the liability for premiums, will operate in the same manner as if there were a separate policy of insurance covering each additional insured.

6. Insurance shall be procured from insurance companies authorized to do business in the State of Maryland and acceptable to the County. The insurance company providing coverage shall have an A.M. Best Rating of A- or better and a financial size of Class VII or better unless the County grants specific approval for an exception.

7. Coverage must provide for bodily injury, sickness, disease, sustained by any person, including death.

8. Property damage, including destruction of property including resulting loss of use, cleanup costs, loss of use of tangible property that has not been physically damaged or destroyed including diminution of value and Natural Resources.

9. The policy cannot contain exclusions for work performed by sub-consultants.

10. County may terminate this agreement if the insurance policy is cancelled at any time unless a new policy has been submitted to and approved by County before the cancellation of the first policy takes effect. If County terminates this agreement, Architect/Engineer shall be responsible to County for all damages incurred and the failure of insurance shall constitute a material breach.

Architect/Engineer shall maintain this policy until the County inspects and fully accepts the work completed performed under the terms of this contract and for five years after the end of such performance.

11. All deductibles or self-insurance retention levels (SIR) shall be noted on the Certificate of Insurance.

12. The project name, bid number or identifying description shall be included on the Certificate of Insurance.

15.Informalities

The County Commissioners reserve the right to waive any informality and to reject any or all submittals.

16.Indemnity

A Bidder who submits a sealed bid or proposal agrees to hold the Board of Commissioners of Carroll County, Maryland, harmless and free from all liability, loss, injury, and/or cost and expense which might be incurred by such Bidder in responding or as a consequence of its response to this bid and agrees to waive any and all claims for damages arising in connection with the procurement process contemplated by this bid.

17.Service Agreement

The successful bidder at the end of the two-step process shall enter into a Service Agreement. A sample copy will be provided in the RFP.

End of RFSOQ