BCSS APS _ CxA RFP _ 10_2026_008.pdf

March 30, 2026

Request for Proposals

Adairsville Primary School

Solicitation No: 10-2026-008

The Bartow County School System (BCSS) is soliciting competitive sealed proposals from firms interested in providing Building Commissioning Services for a new Primary School in Adairsville, GA.

Proposals must be returned in a sealed package marked on the outside with: Request for

Proposal – BCSS Adairsville Primary School Commissioning and Company Name. Proposals will be received until 2:30 P.M. local time on Thursday, April 30, 2026 at the BCSS Offices, 65 Gilreath Road, Cartersville, GA 30121. Any proposal received after this date and time will not be accepted. Proposals are legal and binding upon the bidder when submitted. One unbound original and three (3) bound copies without FEE SCHEDULE should be submitted and one form of electronic media in Adobe PDF format should also be submitted.

A mandatory pre-proposal conference is scheduled for 1:30 P.M. on Tuesday, April 14th at the BCSS Offices, 2220 Joe Frank Harris Parkway Bldg B, Cartersville, GA 30121 or this could be at the site. Questions regarding proposals should be directed to Tracey Moss at tmoss@croftae no later than 3:00 P.M. on April 21, 2026.

Successful firm will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best minimum rating of A.

The written proposal documents supersede any, verbal or written prior communications between the parties.

Selection criteria is outlined in the request for proposal documents. The BCSS reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest.

We look forward to your proposal and appreciate your interest in the BCSS.

David Van Hook

BCSS

Director of Maintenance and Construction

REQUEST FOR QUALIFICATIONS AND FEE PROPOSALS

Building Commissioning Services

BCSS, as “Owner” is seeking Statements of Qualifications and Fee Proposals from firms interested in providing building commissioning services. All respondents to this Request for

Qualifications/Proposals are subject to instructions and additional terms and conditions communicated in this document. BCSS reserves the right to reject any or all statements of qualifications, and to waive technicalities and informalities at their discretion.

I. GENERAL PROJECT INFORMATION

PROJECT DESCRIPTION

BCSS is planning to construct a new primary school for Preschool through 1st, for 600 students ranging between 90,000 and 95,000 SF. Ancillary spaces such as cafeteria, kitchen, media center and gymnasium will be sized for future growth and expansion needs. The new school is proposed to be located at 6780 Highway 140, Adairsville, GA 30103.

The site will provide separate bus and parent pickup locations. Parking will be provided for faculty, staff and visitors. Separate playgrounds for Pre-K, K-1st will be provided along with outdoor learning areas. All outdoor play and learning areas will be fully secured with fencing.

Site construction will include grading, paving, curb and gutter, storm drainage system, soil erosion and sediment control with detention pond system, grassing, sodding and landscaping.

Landscape islands will contain ground cover vegetation in lieu of mulching as much as possible.

The single-story building will support 42 instructional units including typical classrooms, exceptional education rooms, art, music, STEM lab, computer lab, media center and gymnasium.

Support spaces include kitchen and cafeteria/cafetorium, administrative offices, clinic, teacher workrooms, storage rooms, parent resource rooms, large maintenance/custodial room. Toilet batteries will be provided on each corridor and adjacent to cafeteria. A janitor closet and faculty restroom will be provided at each toilet battery along with drinking fountains.

The building envelope will consist of a slab on grade with a structural system that could vary from structural steel, load-bearing concrete masonry unit (CMU) to tilt-up cast-in-place concrete panels. The building exterior will consist of air barrier, rigid insulation, brick masonry, manufactured stone masonry, metal wall panels and aluminum storefront windows. The roof will primarily consist of standing seam metal roof panels at gabled roof areas along with either TPO or SBS modified bitumen roof membrane at low sloped roof areas.

The building interior will likely consist of SVT, LVT and/or LVP flooring. Carpet or a composite material textile may be considered where acoustics are a priority in administrative and media center areas. Ceilings will be 2x2 acoustical panel ceiling systems along with cloud accents and gypsum wall board (GWB) at focus areas. GWB is recommended for the toilet batteries. Interior partitions will be a combination of CMU and GWB.

Building systems - HVAC, Electrical and Plumbing:

The HVAC system for this project will utilize a central air-cooled chiller to provide chilled water for cooling to air handling units (AHUs) serving classroom wings, administrative areas, media center, cafeteria, and gymnasium, paired with a Variable Air Volume (VAV) air distribution system for precise temperature control and energy optimization. AHU equipment may be located on a mechanical mezzanine located above classroom corridors. High-efficiency condensing boilers will provide hot water for VAV reheat coils and AHU preheat coils. Variable-speed hot water pumps will deliver heating water to terminal units and AHUs. The Building Automation

System will be fully integrated DDC controls monitor and optimize chiller operation, AHU performance, VAV box modulation, and boiler sequencing.

Electrical scope will include electrical service supply and switchgear, LED lighting controlled with occupancy sensors with override switches. Low voltage systems will include data, interactive display boards, intercom/telecommunications, fire alarm, access control, intrusion and closed-circuit camera surveillance.

Plumbing scope includes water supply and sanitary waste systems, kitchen supply and waste systems, hot water system and gas piping for equipment. Fire Protection system will be required per NFPA 101 – 2024 edition.

Food Service scope includes equipment layouts and specifications for kitchen and serving areas.

The serving area includes two serving lines to support efficient, high-volume meal service and future growth. The kitchen will be planned to manage all production and support functions, with layouts focused on minimizing cross-traffic, supporting efficient batch production, and maintaining consistent throughput during peak service periods. Equipment will be selected and coordinated to balance versatility, durability, and utility efficiency, supporting long-term operational reliability and manageable operating costs.

PROJECT DOCUMENTS – OWNER PROVIDED

• Exhibit C – Boundary Survey. Showing approximate location of area for a building pad.

BUILDING COMMISSIONING SERVICES

The Owner desires commissioning for the project to ensure that the Mechanical, Electrical and

Plumbing (MEP) systems and the building envelope are complete and will function properly when installed or constructed and that the facility staff has adequate system documentation and training. Specific requirements of the Commissioning process and responsibilities, duties, and obligations of the Commissioning Authority (CxA) team are described herein, Commissioning

Tasks. To accomplish these tasks, the CxA shall be required to coordinate their activities with other entities.

The Commissioning process does not take away from or reduce the responsibility of the Design

Professional to provide a finished and fully functioning product. It is noted that the services of the

Design Professional (DP) or Construction Professional (CP) and various subcontractors are NOT provided for under this Scope of Work and the CxA is not responsible for providing their services. The CxA will not be responsible for design concept, design criteria, compliance with codes, design, or general construction scheduling, cost estimating, construction management, or construction supervision. The CxA may assist the Design Professional with design issues or problem solving, but ultimate responsibility for meeting the project objectives and requirements resides with the Design Professional.

COMMISSIONING TASKS

The following tasks (for MEP Systems and Building Envelope) will be accomplished by the CxA to provide Commissioning (Cx) during the following phases of the project:

DESIGN PHASE

• Conduct a Design Phase Cx kickoff meeting.

• Develop preliminary Commissioning Plan, provide DP with draft.

• Coordinate with the Design Professional to incorporate commissioning specifications/requirements into the construction documents.

• Conduct Cx design reviews of drawings and specs at each design phase milestone.

• Create commissioning deficiencies / issues log to be updated throughout Cx.

• Complete checklist verifying that CxA has received the latest version of design documents.

CONSTRUCTION PHASE

• Conduct a Construction Phase Cx kickoff meeting.

• Update commissioning plan as necessary.

• Review contractor submittals applicable to systems being commissioned.

• Develop Construction checklists for equipment and systems to be commissioned.

• Develop functional test procedures and documentation formats for all commissioned equipment and systems.

• Develop and maintain site observation reports.

• Prepare Cx progress reports.

• Hold construction phase Cx meetings in conjunction with construction progress meetings (OAC meetings)

• Maintain Cx deficiencies / issues log.

• Verify Cx deficiency corrections.

• Review Requests for Information (RFI’s) and changes for impacts on Cx

• Review completed copies of factory or contractor provided pre-start up and start up test forms.

• Perform on-site validation of successful completion of Functional Performance Test

(FPT)

• Maintain record of functional testing

• Witness the Test and Balance (TAB) testing for completeness and accuracy.

• Review TAB report

• Review Operation & Maintenance (O&M) manuals, as-built documentation, and training documentation

• Perform installation and walk-thru and prepare observation reports.

• Review equipment warranties

• Review and participate in contractor provided training program for agency maintenance personnel.

• Verify that requirements for staff training are complete.

• Develop a system manual for commissioned systems.

• For Envelope Cx the following activities will apply:

o Review of building envelope mock-ups (roof, skin, windows, etc) o Observe or conduct envelope tests (water, sealant tests, wind load, etc.)

o Attending installation meetings as needed (pre-roof, curtain wall, exterior skin, etc.)

o Conduct envelope inspections and prepare observation reports during installation.

OCCUPANCY AND WARRANTY

• Complete final Cx issues log that includes resolved and unresolved issues.

• Address concerns with operating facility and staff

• Verify the installation and performance of all commissioned systems no later than 10 months after material completion of the project

• Coordinate or witness deferred and seasonal testing and balancing (typically two seasons)

• Complete final Cx Report

(Final Commissioning Report to contain all relevant information, correspondence, tests, data, findings, and summary for the entire project. Typical reports include an executive summary, Cx plan, Cx specifications, issues log and other logs, updates, design reviews, submittal reviews, site observations, TAB reports, history of training, and reports for each commissioned system.)

CONTRACT TERMS & CONDITIONS

BCSS will utilize AIA Document C103-2015, Standard Form of Agreement Between Owner and

Consultant for the terms and conditions for this project.

II. SCHEDULE OF EVENTS

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are Eastern Standard Time. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

a. Owner issues RFP 3/30/26

b. Mandatory Pre-proposal Meeting 4/14/26 1:30 PM

c. Deadline for questions about the Statements of Qualifications 4/21/26 3:00 PM

d. Owner provides responses to questions from interested firms 4/24/26 5:00 PM

e. Deadline for submission of Statement of Qualifications & Fee Proposals 4/30/26 2:30 PM

f. Interviews, if required 5/19/26 TBA

g. Owner Notifies Selected Firm 6/16/26

Pre-proposal Meeting is mandatory. During this meeting project specific information will be clarified and discussed, and a visit to the site will take place immediately afterward.

III. SELECTION PROCESS AND EVALUATION CRITERIA

The Owner will receive and evaluate Statements of Qualifications and Fee Proposals to determine the firm that is most advantages to the BCSS. Selection of the CMAR will be a multi-step process

– an evaluation of qualifications and fee proposals and an interview.

Step I – Qualifications/Fee Proposal Review, is initiated with this RFP, which is issued for the purpose of acquiring Statements of Qualifications from prospective CxA firms. A selection of finalist firms will be made by a Selection Team consisting of representatives of BCSS. The

Selection Team will receive, and review Statements of Qualifications submitted in response to this RFP. To be deemed eligible for evaluation, firms must meet the following minimum qualifications:

Minimum Qualifications Required

• The firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority.

• The firm or its principals have not been terminated for cause or be currently in default on any public works contract.

• The firm must have current Commercial General Liability Insurance coverage with minimum limits of $1,000,000 per occurrence. Firm must also have current professional a liability coverage in the amount of at least $1,000,000 per occurrence. (The Owner reserves the right to require additional limits and/or coverage for actual contract.)

Criteria for evaluation of Statements of Qualifications and Fee Proposals.

0-15 Points: Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, litigation history, financials, etc.

0-30 Points: Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective commissioning of facilities comparable in complexity, size, and function, for Owners such as the BCSS and other similarly structured organizations. This includes relevant experience and qualifications of the CxA Team including their roles and responsibilities.

0-40 Points: Firm’s suitability to provide services for the project, including the firm’s apparent fit to the project type and/or needs of the Owner, any unique qualifications for the project, current and projected workloads, the proximity of office to project location, and special services for project-related concerns. The suitability and overall quality of proposed project management plan and approach.

0-15 Points: Firm’s Fee Proposal to provide preconstruction and construction services.

During the first phase of the evaluation, the Evaluation Team will have access to all proposal materials except the separately sealed Pricing. Proposals will initially be scored based on the technical criteria. The selection team may short list the highest scoring firms before opening Fee

Schedules. The number of respondents short listed will be at the discretion of the selection team.

BCSS reserves the right to negotiate price and scope of work with the consultant scoring highest in an attempt to reach agreement. If negotiations with the highest scoring consultant are unsuccessful, BCSS may then negotiate with the second highest scoring consultant and so on until a satisfactory agreement has been reached.

IV. SUBMITTAL OF QUESTIONS AND REQUEST FOR CLARIFICATION

Questions about any aspect of the RFP, or the project, shall be submitted in writing via email to:

Tracey Moss at: tmoss@croftae.com. The deadlines for submission of questions relating to the

RFP are the times and dates shown in the (Schedule of Events-Section II). From the issue date of this solicitation until a successful firm is selected and the selection is announced, respondents are not allowed to communicate for any reason with any members of BCSS.

V. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

Proposals must be returned in a sealed package marked on the outside with: Request for Proposal

– BCSS Adairsville Primary School Commissioning and Company Name. Proposals will be received until 2:30 P.M. local time on Thursday, April 30, 2026 at the BCSS Offices, 65

Gilreath Road, Cartersville, GA 30121. Any proposal received after this date and time will not be accepted. Proposals are legal and binding upon the bidder when submitted. One unbound original and three (3) bound copies without FEE SCHEDULE should be submitted and one form of electronic media in Adobe PDF format should also be submitted. FEE SCHEDULE should be submitted in a separately sealed envelope.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals such as “proprietary”, “confidential”, or any other designation of restricted use will not protect the information from public view. Subject the provisions of the Open Records Act the details of the proposal documents will remain confidential until final award.

VI. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS AND FEE

PROPOSALS

Submittals must be prepared in a manner that when printed would typically fit on standard (8 ½” x 11”) paper. Responses are limited to using a minimum of an 11-point font. (The entire response shall not exceed 50 pages. All pages count, no exceptions.) Emphasis should be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below. Each Statement of

Qualifications shall be prepared simply and economically, providing straightforward, concise delineation of respondent’s capabilities. The content of all statements of qualifications must be categorized and numbered, as outlined below, and responsive to all requested information:

mailto:tmoss@croftae.com

A. Description and Resources of Firm

A1 Provide basic company information: Company name, address, name of primary contact, telephone number, fax number, E-mail address, and company website (if available). If the firm has multiple offices; the qualification statement shall include information about the parent company and branch office separately. Identify office from which project will be managed and this office’s proximity to the project site. Provide ownership, including state of residency or incorporation, and number of years in business. Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), or other structure?

A2 Briefly describe the history and growth of your firm(s). Provide general information about the firm’s personnel resources; including disciplines, number of employees, locations, and staffing of offices.

A3 Has the firm been involved in any litigation in the past five (5) years? Describe your experience with litigation with Owners, Architects or Consulting firms and/or

Contractors. List any active or pending litigation and explain.

A4 List the firm’s annual revenue for the past 5 years and supply main financial and banking references.

A5 Has firm ever been removed from a Commissioning contract, had a contract terminated for default, or failed to complete a contract as assigned? Elaborate.

A6 Provie name of insurance carrier, types and levels of coverage, and deductible amounts per claim.

A7 Provide the firm’s federal employer identification number and a completed IRS Form

W9.

A8 Complete E-Verify Form (Exhibit A).

B. Experience and Qualifications

B1 Provide an organizational chart, professional qualifications and description of experience for the Commissioning team.

B2 Provide information on the firm’s commissioning experience with projects of similar type, size, function and complexity. Describe no more than ten (10) and no less than five

(5) projects, in order of most relevant, which demonstrate the firm’s capabilities to perform the anticipated services listed in this RFP for the project. For each project, the following information should be provided:

a. Project name, location and dates during which services were performed.

b. Brief description of project and physical description (buildings, square footage, number of stories, site areas, systems commissioned).

c. Exact services performed by your firm and relevance to services required for the incumbent project. List each similar service performed.

d. Owner’s stated satisfaction level in the commissioning and/or overall service of your firm (include letters or statements of reference).

e. Architect’s and Owner’s current contact information.

C. Statement of Suitability

C1 Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Provide evidence of the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project. Provide current and projected workloads, the proximity of office to project location, and any services offered by the firm that may be particularly suitable for this project.

C2 Provide firm’s overall CxA plan and approach for this specific project. Describe your anticipated level of management responsibility and accountability for project concerns.

Describe your approach to the design review. Describe your project reporting process and process for efficiently addressing and reporting discrepancies as well as your follow up procedures.

C3 Detail your proposed timeline covering the commissioning milestones throughout the commissioning process.

D. Fee Proposal – Unit Prices

D1 See Fee Proposal Form attached as Exhibit B. This form must be completed and submitted in a separately sealed envelope.

Exhibit A

Solicitation No: 10-2026-008-008. Commissioning Services for a new BCSS Adairsville Primary School at the property located at to be located at 6780 Highway 140, Adairsville, GA 30103.

CONTRACTOR AFFIDAVIT AND AGREEMENT

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 contracting with Bartow County School System

(BCSS) has registered with and is participating in a federal work authorization program* [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.

The undersigned 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 BCSS, 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 substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the BCSS at the time the subcontractor(s) is retained to perform such service.

The undersigned Contractor is using and will continue to use the federal work authorization program throughout the contract period.

EEV/Basic Pilot Program* User Identification Number

BY: Authorized Officer or Agent Date

(Contractor Name)

Contractor/Entity Name Title of Authorized Officer or Agent of Contractor

Contractor Address

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

Notary Public

My Commission Expires:

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the

“EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA)

Exhibit B

PROPOSAL FEE SCHEDULE

(Submit Proposal Fee Schedule in Separate Sealed Envelope)

1. COMMISSIONING FEE:

Commissioning Phases: TOTAL

Design Phase $

Construction Phase $

Occupancy and Warranty Phase $

TOTAL $

Legal Business Name

Federal Tax ID

Address

Representative Signature Printed Name

Telephone Number Fax Number

E-mail address

General Instructions for Proposers Page 10

Exhibit C – Boundary Survey