ESBD_File_344067_12.4.2023 RFQ AE FINAL DRAFT.pdf

2519 Scripture PO Box 2346 Denton, Texas 76201 Denton, Texas 76202

REQUEST FOR QUALIFICATIONS (RFQ)

ARCHITECTURAL & ENGINEERING SERVICES

DECEMBER 2023

I. INTRODUCTION

The Denton County MHMR Center (hereinafter referred to as “The Center”), has issued a Request for Qualifications (“RFQ”) through which it is requesting qualifications from Architectural & Engineering (A/E) Firms interested in preparing construction documents to design an additional square footage/workspace at our existing location (DOPC) at 2519 Scripture Street Denton, Texas 76201

The estimated project budget is $750,000. Budgets cost include construction cost, design fees, and all administrative expenses. The construction documents must be prepared by an architect and professional engineer registered in the State of Texas.

II. Center Background & General Information

Denton County MHMR Center or “Local Authority” (Local Mental Health Authority “LMHA and Local Intellectual and Developmental Disability Authority “LIDDA”) is the Texas Health and Human Services “HHS” designated authority established to plan, coordinate, develop policy, develop, and allocate resources, supervise, and ensure the provision of community based mental health and intellectual and developmental disability (IDD) services for the residents of Denton County, Texas. The Center receives funding from many diverse sources that enables it to provide a variety of services for people who have needs related to behavioral health and/or intellectual/developmental disabilities. A Board of Directors appointed by the Denton County Commissioners court governs The Center.

2519 Scripture Street Denton, Texas 76201 2509 Scripture Street, Suites 100, 101, 103, and 104, Denton Texas 76201

3835 Morse Street, Denton, Texas 76208 3827 Morse Suite 101, Denton, Texas 76208 and

1001 Cross Timbers Suites 1250 and 1040, Flower Mound, Texas 75028

(The Center is exempt from State and local sales tax and federal excise tax)

Pursuant to 25 Texas Administrative Code $ 412.5 and 40 Texas Administrative Code $2.55, the LMHA and LIDDA have the authority to acquire services to address needs of mental health and/or intellectual/developmental disabilities needs by certain procurement methods.

III. Mission Statement, Agency Principles, Vision, & Values

Mission Statement Denton County MHMR Center enhances the quality of Life of the individuals serves and their family members.

Diversity, Equity, and Inclusion At our Center, diversity and inclusion are an integral part of our mission and values. We strive to support an inclusive culture that celebrates, encourages, and supports our diverse staff and the community that we serve. When individuals feel respected and included, everyone can work collaboratively to create an innovative work atmosphere and a person-centered treatment environment for the individuals served and their families.

Our Guiding Principles Denton County MHMR Center we believe these principles should guide our interactions with our clients and with interactions between our staff.

Assume Good Intentions Create a Safe Space Understanding You is Important Good Ideas Can Come from

Anywhere at Any Time Share Knowledge and Resources Strive for Continual

Improvement

The Center’s Values are:

We respect each individual’s unique and special concerns by providing assistance to best fit their needs, that enhances their ability to live a full and dignified life, and that celebrates the contributions all individuals make to our community. Our core values are:

Individual Worth Compassion Integrity Dignity Community Inclusion Choice Opportunity

The Center’s Vision Statement is:

We envision a DCMHMR Center

That provides effective, comprehensive and timely services to any and all persons in need Where a qualified, motivated, and caring staff strive to make a difference in the lives of those they serve.

That offers state-of-the-art, high-quality facilities to assist individuals in living full and productive lives.

IIII. General Information

The Center is wholly committed to equal opportunity for all potential respondents and does not discriminate, limit, segregate, or classify any individual or vendor with respect to respondent’s compensation, terms, conditions, or award of contract because of race, color, religion, gender, national origin, age, disability, political affiliation, sexuality, or other classifier defined by Local, State, and Federal Law.

The Center reserves the right to modify the general description and scope of services contained in the RFQ by notifying potential applicants of any modifications.

If any of the provisions of the RFQ conflict with applicable laws, rules, regulations, and/or other codes of professional ethics, the latter shall prevail over the provisions of the RFQ.

The Center shall not reimburse potential contractors for any expenses incurred preparing applications in response to this request.

Any information that the respondent deems to be proprietary or otherwise confidential in the text of the application should be marked with red brackets or otherwise clearly designated as such. However, respondents are advised that The Center may disclose such proprietary information to appropriate parties if required to do so by applicable Texas open meetings and public record statues.

All questions and communications concerning the RFQ, and process must be made in writing to the Procurement Analyst & Contract Developer, only at the following email address, and before the “Question Submittal Deadline.”

contractsubmission@dentonmhmr.org NOTE: Subject line of the email must read, “Request for RFQ for Architectural; &

Engineering Services.”

NOTE: It is the Center’s intent to respond to all appropriate question or concerns received before the deadline.

The Center will collect all questions and communications and publish a response document, at the minimum, once a week until the “Question Submittal Deadline.” Upon publishing, documents will be sent to all known providers who have inquired about the RFQ and will be made public.

IV. Purpose of the RFQ

The purpose of the RFQ is to obtain an Architectural and Engineering (A/E) firm. The estimated project budget is $750,000. Budgets cost include construction cost, design fees, and al administrative expenses.

The construction documents must be prepared by an architect and professional engineer registered in the State of Texas.

V. Right to Reject Responses

The Center expressly reserves the right to reject any and all Responses submitted. The Center further reserves the right to negotiate with any Responder determined to have a reasonable change to being selected. All such Responders shall be afforded fair and equal treatment with respect to such negotiations. Responders that address only part of the requirement contained in the RFQ may not be considered. The Center may also choose to cancel the RFQ solicitation without awarding a contract.

VI. Conditions & Procedures for Submission of Response

Responses and any related material submitted in response to this RFQ become property of The Center and will not be returned. ANY INFORMATION SUBMITTED BY RESPONDERS THAT IS CONSIDERED

CONFIDENTIAL SHOULD BE CLEARLY MARKED AS SUCH IN RED ON THE PAGES WHERE THAT

INFORMATION IS CONTAINED. However, The Center is subject to the Texas Public Information Records Act as well as applicable federal Freedom of Information requirement and may be required to disclose some of all the information contained in the Responses.

All response to the RFQ must meet the following conditions to be considered:

A. Requirement for Response

a. Responses must include a cover letter clearly stating the name of the Responder and the name, address, email address, and telephone number of the Responder’s representative;

b. Responses should conform to the specifications and intent of all instructions and requirements of the RFQ. Reponses must address each of the components as stated in Section VIII (“Response Content”) of this RFQ;

B. Submission Deadline

a. Submit one (1) electronic copy of the Response. The Response must clearly indicate the Responder’s name.

b. All Reponses must be received by Randi Silar, The Center’s Procurement Analyst and

Contracts Coordinator, no later than 3:00 p.m. CST on December 19th, 2023 (the “Response Submission Deadline”) to be considered. Responses received after the Response Submission Deadline will not be considered. All Responses must be delivered electronically to Randi Silar, Procurement Analyst and Contract Coordinator at contractsubmission@dentonmhmr.org

C. The Center will determine the official time receipt of each Response using the time/date of receipt of the Response shown by The Center email server; upon request, a receipt shall be sent via electronic mail to the deliverer of the Proposal, which indicates the date and time it was received. Responses sent via any other method other than electronic mail as described above will not be accepted. Responses received after the Response Submission Deadline will not be considered.

Amendments/Withdrawals of Responses

a. Any corrections, deletions, or additions to the Responses must be made in writing and delivered by email to The Centers Procurement Analyst and Contracts Coordinator at contractsubmission@dentonmhmr.org prior to the Response Submission Deadline. The Responder shall submit substitute pages with an email documenting the changes and to which is attached to specific pages for substitution.

The person who submits the email must have authority at least equal to that of the submitter of the Response. A Response shall not be withdrawn or cancelled by the Responder unless the Responder submits an email to that effective prior to the Response Submission Deadline. The submitter of the withdrawal email must have authority at least equal in authority to the submitter of the Response.

b. Responder shall furnish such additional information that The Center may reasonably require.

c. The Center reserves the right to issue addenda prior to the Response Submission Deadline, in which case, all Responders known to have requested RFQ from The Center will be issued the addenda and provided an opportunity to respond. The addenda will also be posted on the State of Texas Electronic State Business Daily website at http://esbd.cpa.state.tx.us/. As well as The Center’s Website at www.dentonmhmr.org. Upon issuance, all addenda become an inseparable part of the RFQ, the requirements of which must be met for Response to be considered.

D. Assistance to Responders

Any questions concerning the RFQ specifications or process shall be directed via email to contractsubmission@dentonmhmr.org.

All questions must be received by The Center by 3:00 p.m. on December 12, 2023 (the “Question submission Deadline”). All questions received by the Question Submission Deadline will be responded to in a memo format, with such memo(s) made available at the Electronic State Business Daily webpage where this RFQ is found and as well as The Center’s website.

E. Oral Interview

The Center may require one or more Responders to make a representative available for an oral interview prior to approval of a Response. The Center will not be liable for cost incurred by the Responder in connection with such interview but will consider conducting the interview via a webinar or telephone if requested.

VII. Scoring, Evaluation and Award of Contract

The Center plans to select a Successful Responder on or before January 5, 2023, barring a decision by The Center to reject all Responses submitted, or any postponement of consideration of the Responses.

All proposals received by the RFQ submission deadline will be evaluated and scored by the RFQ committee according to criteria cited, and each aspect of service delivery as presented by the Responder.

A. Prime A/E Firm History and Past Performance – Approach to Project, Unique qualifications, 25 %

B. Ability to Meet the Established Schedule/Workload – 20% C. Competence and Qualifications – 25% D. References and Competence of Individuals Directly Responsible for Project – 25% E. HUB Certified/Local 5%

The Center may also request additional information from the proposer at any time prior to final approval of a selected proposal.

The Center may validate any information in a proposal by using outside sources or materials.

Selection of the Successful Responder will be based upon demonstrated competence and knowledge and qualifications.

Any Successful Responder’s Response must best meet the needs of The Center. The Center will make a good faith effort to contract with Historically Underutilized Businesses.

Successful Responder will be contacted regarding its proposed fee for the Architectural and Engineering Services. While proposed fees are NOT to be included in the Response, Successful Responder should be able to provide The Center with a copy of the proposed fee within (2) business days of request by The Center.

VII. Response Content

NOTE: NO DOLLAR UNITS OR TOTAL COST SHOULD BE INCLUDED IN THE RESPONSE

DOCUMENT

A. Background information

Provide background information about Responder, including:

1. Whether Responder is a national, regional, or local firm;

2. Whether Responder is currently under the terms of a public or private reprimand by the State of Texas or other state licensing authorities;

3. Whether Responder is subject to Texas franchise tax. If Responder is subject to Texas franchise tax, please attach certification that all such payments are current; and

4. Whether Responder is a certified HUB/MBE/WBE or HUB/MBE/WBE eligible.

IF Responder is a HUB/MBE/WBE, certification must be provided.

B. Brief History of the Prime Firm and consultant (s) for the project including when the firms were established, type of ownership and office locations. If more than one office is listed indicate the office that will manage the project. If the firm has changed name or ownership within the last (3) years, indicate the former name, including the Vendor Identification Number (VIN) or the Federal Employer Identification Number (FEIN)

C. Provide a statement on the availability and commitment of the Prime Firm’s and consultants assigned principal(s) and professional to undertake the project in accordance with the project planning schedule. Provide an Organizational Chart, including any Consultants and their qualifications.

D. Provide a list and description of a minimum of (5) similar and or relevant/projects.

Include references for previous projects

1. Facility Name & Address

2. Facility type & size – (Square Foot)

3. Facility representative responsible for daily management of these services

4. Name, Address, email address, title.

5. Type of Service (s) provided

6. Date of performance of services

7. Contract Amount

VIII. Prerequisites for Eligibility

A. The following eligibility requirement must be met by the proposing entity to be considered as a potential provider of the products or services requested through this RFQ. Copies of all necessary evidence to affirm eligibility must be included with proposal response.

B. All Professional and educational qualifications (e.g., licensures, permits, certifications, etc.,) as required by the State of Texas and/or other applicable licensing agencies, for licensing of all employees and subcontractors of respondent’s entity who will render the proposed services.

a. General Liability

b. Employers Liability

c. Professional Liability

d. Note: All such insurance shall be secured and maintained. The Center must be listed as an additional insured of a Contract is awarded.

C. W-9 Request for Taxpayer Identification Number and Certification.

D. Capacity to deliver requested services in a professional and timely manner.

E. The respondent shall have no conflict of interest and meets the standards of conduct requirement pursuant to 25. T.A.C { 1 (412)(B)(412.54) (c).

F. The respondent is not currently held in abeyance or barred from the award of a

Federal or State Contract.

G. The respondent is not delinquent in a tax owed the State under Chapter 171, Tax

Code, pursuant to the Texas Business Corporation Act, Texas Civil Statues, Article 2.45.

H. The respondent agrees that they will hold The Center harmless from any claim or liability arising from neglectful, or other act, of selected individuals the respondent delegates or assigns service provision under contract.