BHS Athletic Facilities RFP.pdf

Decatur County Schools 1417 Dothan Road Bainbridge, GA 39817

Request For Proposals

Title:

Design-Build Services for Bainbridge High School Athletic Facilities

By

Decatur County Board of Education

September 14, 2026

TABLE OF CONTENTS

Table of Contents 2

Timeline 3

RFP for Design-Build Services 4

Scope of Work 5

Proposal Format & Content 7

Evaluation Criteria 12

Exhibit “A” – D/B Fee Proposal 14

DESIGN-BUILD RFP TIMELINE

Date Action Item

September 14, 2026 Owner issues RFP

October 1, 2026, 10:00 am Mandatory Pre-bid Meeting and Site Visit

October 5, 2026 Deadline for written questions/requests for clarification

October 19, 2026, 11:00 am Deadline for submission of proposal

October 22, 2026 Board approves firm selected

Request For Proposals For

Design-Build Services

Notice is hereby given that Decatur County Schools shall receive sealed proposals for design-build services until 11:00 am EST on October 19, 2026 at the Decatur County Board of Education Office located at 1417 Dothan Road, Bainbridge, GA 39817. Proposals will be in accordance with O.C.G.A. 36-91-21 and the Request for Proposals (RFP) guidelines. All written questions should be emailed to Steve Caulder at scaulder@dcboe.com.

The Request for Proposals is available at the Decatur County Board of Education Office located at 1417 Dothan Road, Bainbridge, GA 39817 or may be viewed online on the Georgia Procurement Registry.

All submissions must include a proposal with the content and in the format described within the

RFP.

The District reserves the right to terminate this project prior to submissions being received, to reject any and all proposals, to waive informalities or irregularities in responses to this RFP, and to be the sole judge of the value and merit of the proposals offered.

A mandatory pre-proposal meeting will be held on October 1, 2026, 10:00 am. Interested bidders will meet at the Bainbridge High School, Performing Arts Building, 1 Bearcat Blvd, Bainbridge, GA 39819.

I. SCOPE OF WORK

The selected company will be required to perform basic architectural, engineering and construction services to be specified more fully in a contract agreement to be negotiated after selection. The contract agreement will provide for payment for phases of work completed with options to proceed through all phases or to discontinue work as the circumstances may dictate.

Upon the initial selection of a respondent based upon qualifications, with which negotiations shall proceed, a more detailed Scope of Work will be developed. Decatur Board of Education anticipates a contract which will include schematic design, production of contract design documents, and cost estimates for the project.

GADOE APPROVAL: The Design-Builder’s services shall include coordination of the design and construction documents through all required Georgia Department of Education (GADOE) review and approval processes. The Design-Builder shall coordinate with the Owner and GADOE, respond to GADOE comments, make required revisions, and assist in obtaining final plan approval prior to commencement of construction.

The construction work shall include, but not be limited to, the following:

a) Construct Multipurpose Facility

a. Demolition of existing high school tennis courts (location of new facility)

b. Small Vestibule Area

c. 6,500+ sq. ft. weight training area.

i. Rubberized Flooring

ii. Durable Wall Construction

d. Include (2) 700 sq. ft. dressing areas with attached restrooms.

i. Lockers

e. Multi-use room -

i. Synthetic Turf field area – Sized and striped for 60 Yard Football Field plus End Zone

ii. Durable Construction

iii. Fully Conditioned

iv. 25’ Side Interior Wall Height Minimum.

v. 40’ Interior Peak Height

f. Façade to be in harmony with surrounding buildings.

b) Construct Tennis Complex at Site of Existing Middle School Tennis Courts

a. Incorporate 8 Existing Courts

b. Add 8 New Courts

c. Provide Covered Spectator Seating

d. Provide Player Seating

e. Construct Concession/Restroom/Storage Building

f. Provide Decorative Entrance to Complex

g. Aesthetics to be in harmony with existing athletic facilities

c) Track Resurface

a. Remove failing track surface and replace with high-quality surfacing material.

b. Address existing drainage issues

d) Fieldhouse Renovation and Addition

a. Renovate Current Fieldhouse to Include the Following

i. Elevated Aesthetic Appeal

ii. Locker Room/Rooms to Accommodate 120 players

iii. Increase number of shower stalls

iv. Incorporate desk areas for 12 assistant coaches

v. Convert Locker Room to Team Meeting Space

vi. Repurpose existing spaces as advised by district staff

vii. Replace/Upgrade Mechanical Systems

b. Add to Current Fieldhouse

i. New Space to Include:

1. Nutrition Room

2. Physical Training Room

3. Large Equipment Room

ii. Space to be Connected to Existing Fieldhouse via a Breezeway

II. PROPOSAL CONTENT & FORMAT

Decatur County Board of Education (the Owner) requests proposals for design-build (D/B) services from qualified firms for the completion of all projects listed. The Owner’s objective is to select a single qualified Design-Builder to provide architectural, engineering, preconstruction, and construction services. The Design-Builder may perform these services through its own employees or through qualified consultants, subcontractors, or team members, provided all required services are performed by properly Georgia-licensed and authorized individuals and entities. Prime consideration will be given to a company with significant, current experience in the development, design, and construction of similar projects. The contract shall follow O.C.G.A 36-91-21 and RFP guidelines. Qualified Providers must submit four (4) hard copies of their proposals and (1) electronic copy on a memory stick or via email at scaulder@dcboe.com. The cost of preparing a response to this request, including site visits and design, will not be reimbursed by the Decatur County Board of Education. The Owner creates no obligation by issuing this Request for Proposals. Neither this request nor the response shall be construed as a legal offer.

Proposals must be submitted in the format outlined in this section. For each proposal, a checklist will be used in reviewing the proposal to determine if it is complete prior to actual evaluation.

The Owner reserves the right to eliminate from further consideration any proposal deemed to be substantially or materially unresponsive to the requests for information contained herein.

1) Table of Contents

A. Responses shall include a table of contents properly indicating the section and page numbers of the requested information.

2) Executive Summary

A. Responses shall include a concise abstract stating the respondent’s understanding of the project contained in no more than three pages.

3) Company Qualifications

A. Company Profile:

1) Provide general information on the responding firm to include: company name, address, telephone number, contact person(s) for this project.

B. Project Team:

1) List the lead personnel employed by the Qualified Provider involved in this project.

Include a resume for each person listing name, title, education, experience, work history, and responsibilities on this project. Identify specifically the type of work performed by each person and for how long.

2) Legal Grievances: The Qualified Provider shall describe in detail any litigation related to any construction projects, past or present, with an owner in the state of Georgia.

C. References:

1) Past performance is a critical component in the selection process of this project.

Therefore, each Qualified Provider must include a summary of all design-build contracts performed with K-12 school districts. Prime consideration will be given to Qualified Providers with extensive design-build experience with K-12 school systems. Include the following detailed information on (3) design-build contracts with K-12 school districts as available. Comparable design-build projects (3), not limited to K-12 schools, can be submitted for review.

a. School name, contact, telephone number

b. Description of scope of work

c. Start & completion date of the construction phase of the project

D. Certifications:

1) Include a copy of the certification(s) that proves the Qualified Provider holds a Georgia General Contractors License.

2) Provide evidence that the Design-Builder has or will have as part of its design-build team, a Georgia-licensed architect authorized to provide architectural services for the Project.

3) Identify all Georgia-licensed professional engineers who will provide engineering services for the Project, including license/registration numbers and proposed responsibilities.

4) Contractor Affidavit under OCGA § 13-10-91(b)(l)

5) IRS Form W-9

E. Insurance Certificate

1) The Qualified Provider shall include a certificate of insurance in the Proposal indicating its insurance coverage, and the Qualified Provider shall maintain such insurance in full force and effect at all times until the Work has been completed, in the following minimum amounts:

COVERAGES LIMITS OF LIABILITY

General Liability $1,000,000 General Aggregate $2,000,000 Product & Completed Operations Aggregate $2,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $1,000,000 Workman’s Compensation $1,000,000 Umbrella Policy in addition to individual coverage $10,000,000

4) Technical Approach

Section 4 should contain the following information about the respondent's technical approach to meeting the Owner's timelines and functionality objectives.

A. Needs & Solutions:

Include a “Needs & Solutions” section explaining facility needs and solutions the Qualified Provider recommends for all proposed improvements. The Qualified Provider needs to demonstrate a clear understanding of the existing conditions of the facilities.

B. Design Approach:

Include a detailed explanation of how architectural/engineering services will be implemented. This explanation should include the people, specific architectural/engineering services, timeline, and any external forces that could affect this project including coordinating the design and construction documents with GADOE and obtaining all required GADOE reviews and approvals before construction begins.

C. Project Management:

Describe your firm’s approach to managing the proposed project from contract award through the guaranteed phase. Include a resume of the project manager who will be responsible for the project. Include in your proposal an implementation plan, including completion dates, describing how the Qualified Provider intends to execute the project based on the date of contract award.

D. Contractor, Equipment, and Material Selection:

Describe the process that the Provider will utilize in obtaining their sub-contractor and equipment and material selections and what criteria will be used to make those selections.

E. Owner Training:

Explain the Qualified Provider’s plan for providing training and support services to the Owner. Describe the range of services being offered by your firm, such as maintenance, training, follow-ups, auditing, etc.

F. Additional Information:

Additional information about the Qualified Provider's technical approach to the project may be included in this section of the proposal.

5) Financial Aspects

The Owner will evaluate the proposed pricing structure, fee methodology, cost controls, and overall value offered by each Design-Builder. Because the final design and construction documents will not be complete at the time of initial proposal submission, the Owner is not requiring a firm total construction price at this stage. Instead, each proposer shall provide sufficient pricing information for the Owner to compare the cost of its design-build delivery approach and to establish the basis for a firm Guaranteed Maximum Price (GMP) after completion of design. Firms must use the attached "D/B Fee Proposal" (Exhibit A) for their fee proposal.

The Financial / Pricing Proposal shall include, at a minimum:

1. Phase 1 Design and Preconstruction Fee — A firm lump-sum fee for all design, architectural, engineering, estimating, permitting assistance, preconstruction, value-engineering, coordination, and other services to be performed before authorization of the Construction Phase.

2. Construction Fee / Overhead / Profit — A proposed percentage or other clearly defined fee to be applied to the Cost of Work during the Construction Phase. The proposer shall identify exactly what costs are included in this fee and what costs are excluded.

3. General Conditions — Identify proposed general conditions and project-management costs, including whether they will be a fixed amount, monthly amount, percentage, or other basis. Any assumptions regarding duration shall be clearly stated.

4. Bonds and Insurance — Identify the basis for calculating bond premiums, insurance costs, and any other construction-related costs proposed to be included in the GMP.

5. Allowances and Contingencies — Identify proposed allowances, contingencies, and other reserves and explain how each will be established, controlled, reconciled, and credited to the Owner when actual costs are less than the allowance or reserve.

6. GMP Process — Describe the proposed process and timing for developing the final GMP after completion of the design. The GMP shall be based on open-book, current-market pricing and shall constitute a firm price for the Construction Phase once accepted by the Owner.

7. Illustrative Pricing Example — For evaluation purposes, provide a hypothetical example showing how the proposer’s pricing structure would be applied to a $20,000,000 Cost of Work. The example shall show the Cost of Work, general conditions, design-builder fee/markup, bonds, insurance, allowances/contingencies, and resulting GMP so that proposals can be compared on a consistent basis. The example is for evaluation only and shall not establish the actual project price.

8. Cost-Control / Value Engineering — Explain how the Design-Builder will control costs during design, identify budget impacts early, perform value engineering, and maintain the project within the Owner’s approved budget.

9. Fee Changes — Identify any circumstances under which the Design-Builder’s proposed fees or markups could change between proposal submission and establishment of the GMP. Any such circumstances must be specifically stated.

The Owner intends to use the pricing information submitted with the proposal to establish the commercial terms of the Design-Build Agreement. Following completion of design and development of construction documents, the Design-Builder shall submit a detailed, open-book GMP supported by subcontractor/supplier pricing and the agreed fee structure. The

Owner will have the opportunity to review and accept the GMP before authorizing the Construction Phase, subject to the terms of the final Design-Build Agreement.

The Owner’s evaluation will consider not only the lowest apparent fee or markup, but the proposer’s overall pricing structure, transparency, competitiveness, cost-control approach, and anticipated total value to the Owner.

III. EVALUATION CRITERIA

The Owner will likely reject any proposal that does NOT meet the minimum criteria described in this RFP. For proposals meeting or exceeding the minimum criteria, the Owner will rate each proposal based on the weighted scoring criteria shown below. The Owner intends to award a contract to the Provider whose proposal is most advantageous to the Owner. The most advantageous proposal will be the proposal with the highest score.

A. Ability to Implement / Qualifications/project Team (35 points)

1. Reputation and experience of the Qualified Provider for implementing design-build contracts with scope of work similar to that being considered for this project.

2. Background and qualifications of the people responsible for implementing the design-build contract.

3. References from the company and people responsible for implementing the project.

More points will be given to respondents demonstrating strong capabilities, experience, and reputation on design-build contracts with other K-12 schools with similar scopes of work.

B. Design and Technical Approach (25 points)

1. Depth, breadth, quality, creativity, and detail of the firms proposed architectural/engineering approach.

2. Understanding of the current facility needs within the district.

More points will be given to proposals that include a detailed and sound technical approach to meeting the Decatur County Board of Education’s objectives.

C. Financial/Pricing Consideration (25 points)

1. Competitiveness of the Phase 1 design/preconstruction fee;

2. Construction fee, overhead, profit, and general conditions;

3. Transparency and competitiveness of the proposed pricing and markup structure;

4. Methodology for obtaining competitive subcontractor and supplier pricing;

5. Reasonableness of allowances, contingencies, bonds, insurance, and other project costs;

6. Effectiveness of the proposed GMP process;

7. Cost-control and value-engineering practices;

8. Overall anticipated cost and value to the Owner;

9. Any other financial considerations that demonstrate the proposer’s ability to deliver the project in a cost-effective and transparent manner.

D. Relevant Design-Build Experience / Past Performance /References (15 points)

Demonstrated ability of firm in effective design of similar facilities and management of construction of facilities comparable in complexity and function.

The Design Approach shall specifically describe the Respondent’s experience, if any, and proposed process for coordinating the design and construction documents with GADOE and obtaining all required GADOE reviews and approvals before construction begins, including management of comments, revisions, resubmittals, and related schedule impacts.

EXHIBIT A

D/B FEE PROPOSAL

D/B’S FEE: Provide a breakdown of all proposed construction management and design fees beyond direct subcontractor costs, including general conditions, reimbursables/general allowances, contingencies, etc.

with definitions of each.

1.

Basis of Fee. The D/B’s fee is the amount, established by and agreed to by both parties, which is the full amount of compensation due to the D/B as gross profit, and for any and all expenses of the Project not included and identified as a Cost of the Work, provided that the D/B performs all the requirements of the Contract Documents within the time limits established.

A. DESIGN FEE:

Design Fee. For the design consulting services provided by D/B/GC, the Owner shall pay to D/B a Design Fee:

TOTAL

Design Fee (fixed fee)

B. CONSTRUCTION FEE:

Construction Fee. Representing the Gross profit for the construction services provided by D/B, the Owner shall pay to D/B/ a Construction Fee.

TOTAL

Construction Fee (fixed fee or percentage)

2. D/B’S EXPENSES AND OVERHEAD COSTS (Preconstruction and Construction):

The D/B’s Overhead Costs. The maximum amount for the D/B’s Preconstruction Costs and Expenses and Construction Overhead Costs is inclusive of all direct and incidental expenses.

Maximum Preconstruction Costs and Expenses. $

Maximum Construction Overhead Costs. This can be a percentage for general conditions.

Total Maximum D/B Overhead Cost Allowance $

D/B Legal Name:

By Signature of D/B Officer:

Title of D/B Officer:

Date: