Facilities Assessment RFP.docx (1).pdf

Request For Proposals (RFP): Facility Assessment and Pre-Bond/Planning & Communication Services

1. RFP Timeline

Issue Date: 09/03/2025 Request for Information: 09/16/2025 3:00 pm Proposal Due Date: 09/23/2025 3:00 pm Potential Interview at Board of Education Meeting: 10/20/2025 Project Award: 10/20/2025 Project Commencement: 11/01/2025

2.General description This RFP is to contract professional services from qualified Architectural/Engineering (A/E) and Construction Management (CM) firms to provide professional services either in partnership or individually to complete district-wide facilities assessments and future Bond Planning. Selected firms will use the assessments to develop a master plan for district projects, cost estimating, and provide pre-bond services for the district.

Midland Public Schools (MPS) may choose a proposed partnership of A/E+CM, CM+A/E, or select firms individually for these services to create the project team.

MPS will issue separate A/E – CM RFP’s for projects resulting from the assessments and a successful bond campaign.

Costs for the preparation of the proposals in response to this solicitation are the sole responsibility of the Architect/Engineer, Construction Manager, or parties responding.

This RFP does not commit MPS in any way to select a preferred bidder, or to proceed to negotiations for a contract, or to award any contract.

3. Overview of Midland Public Schools (MPS)

Midland Public Schools (MPS) is the largest school district in Midland County, serving over 7,400 students across twelve places of learning. Consistently ranking among the top school districts in Michigan, MPS is dedicated to fostering academic excellence in a supportive and engaging environment from pre-kindergarten through high school graduation. Students benefit from a wide range of high-quality academic and extracurricular opportunities, including award-winning STEM and robotics programs, comprehensive music and performing arts, and competitive athletics. MPS also provides advanced placement courses, dual enrollment opportunities, and career and technical education pathways, enabling students to earn college credit and industry certifications while still in high school.

The district encompasses nearly 80 square miles and maintains twelve school buildings and multiple support facilities. These include six elementary schools, two middle schools, two high schools, an early childhood center, and administration, transportation, and operations facilities.

Collectively, MPS maintains more than 1.5 million square feet of space and operates with an annual general fund budget of approximately $100 million. With nearly 1,000 staff members, MPS is one of the region’s largest employers and a cornerstone of the Midland community.

In May 2025, MPS presented a $285 million comprehensive bond proposal to modernize facilities, address aging infrastructure, and invest in the future of learning. While the proposal was not approved by voters, the district remains committed to exploring sustainable solutions to ensure safe, modern, and high-quality learning environments for all students.

4. Scope of work

a. Assessment and pre-bond services Midland Public Schools may consider a future bond election, possibly as soon as November 2026. The successful firm will be required to complete a facility assessment, identifying all infrastructure and programming needs within the District that will be correlated to the results of MPS’s strategic planning. Prioritization of projects will be based on needs identified by those assessments. It is expected that the selected firm(s) will lead the assessment process and consult when needed to provide estimated costs, potential timelines, and feasibility analysis.

This assessment may also be used to determine future Sinking Fund projects.

The required assessments are as follows:

1. Architectural infrastructure needs such as exterior envelope, doors, windows, flooring, ceilings, equipment including casework, gymnasium & interior athletic facilities, and other fixed equipment. Assessment to include floor plan(s) denoting items/areas of improvement.

2. Roofing conditions.

3. Pavement condition and site circulation improvements. Study to be completed by a civil engineer. Study to include a color-coded assessment of all paved (asphalt and concrete) areas along with a resulting matrix showing the number of SF at each condition level, as well as schematics for proposed circulation improvements.

4. Playground and drainage improvements. Study to be completed by a certified playground inspector.

5. Outdoor athletic facilities.

6. Electrical upgrades, including equipment replacement and upgrades for energy savings.

7. Mechanical/plumbing upgrades, including equipment replacement and upgrades for energy savings.

8. Building and site security and safety.

9. Furniture, fixtures, and equipment improvements.

10.Technology infrastructure and instructional technology upgrades.

11.Transportation and fleet condition.

12.Assessment of enrichment spaces such as performing arts, physical education, STEM spaces, visual arts, athletics, fitness, career technical, and media centers.

13.Programmatic needs such as change in curriculum or grade level configurations.

14.Building capacity and enrollment needs factoring in projections provided by MPS.

15.Long-range planning looking at building life cycle costs to determine if any facilities should be considered for replacement.

The assessment needs to be rated and quantified (cost and quantity) by component (i.e., safety, doors, windows, playgrounds, etc.) and timing of need (immediate, 1-3 years, 4-6 years, and 7-9 years). Upon completion of the assessment, the successful firm will lead MPS through the process of understanding the needs and work with a selected committee to develop a desired building program.

b. Development and committee process services:

1. Understand the history and financial position of the district.

2. Conduct visioning sessions with the administration and other committees to share trends and other current designs for K-12 facilities.

3. Site visitations to MPS schools and to other school districts.

4. Produce a culminating document and floor plans that outline all identified needs, including infrastructure and program improvements.

5. It is anticipated that MPS will enlist a committee of staff and community members to determine the final program. The selected firm(s) will guide the committee through a multi-meeting process to assist them in understanding the different components of the study, their costs, and will facilitate the process for setting priorities of the committee/District.

6. Determine how building programs will be funded using bond funds only or bond and sinking fund monies.

7. Assist in conducting public surveys.

8. Develop a final program for submission to the Department of Treasury for approval.

c. Campaign Services

1. Develop campaign activities and create a schedule for them to occur during the campaign phase.

2. Conduct meetings with community groups.

3. Assist MPS in all forms of communication.

4. Prepare written and graphic campaign material for distribution and display.

5. RFP Costs:

Costs for the preparation of the proposals in response to this solicitation are the sole responsibility of the Architect/Engineer and will not be paid for by MPS.

This RFP does not commit MPS in any way to select a preferred bidder, or to proceed to negotiations for a contract, or to award any contract. By submitting a Proposal and participating in the process as outlined in this RFP, prospective bidders expressly agree that no contract of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written contract.

Perspective bidders shall disclose in their proposal any actual or potential conflicts of interest and existing relationships they may have with MPS, its Board of Education, or staff.

MPS reserves the right to, at any time, reject all Proposals and to terminate this RFP process.

6. Submission of Proposals:

Please provide one electronic copy of your proposal and video summary on a flash drive, along with six printed hard copies, all delivered to:

Midland Public Schools ATTN: Facility Assessment RFP 600 E Carpenter St Midland, MI 48640

Explanation or clarifications regarding the meaning or interpretation of this RFP may be sent via e-mail to Sarah Duley at duleysj@midlandps.org. Interpretations or clarifications considered necessary by the District in response to questions will be returned by addendum to all prospective bidders. All questions should be sent by Tuesday, September 16, at 3:00 PM.

Responses to this Request for Proposal (RFP) that do not meet the submittal requirements outlined in Section 7 or that are received after the deadline will not be considered. Delays caused by any delivery, courier, or mail service(s) will not be grounds for an extension of the bid submission deadline. Proposals will be considered only in their entirety. MPS reserves the right to reject any or all proposals without qualifications, and to negotiate specific requirements and costs using the selected proposal as a basis. MPS reserves the right to accept the bid that it feels is in the best interest of the District.

Submittals will not be considered from firms that are not properly licensed and/or registered within the State of Michigan.

Evaluation criteria include, but are not limited to, the following:

1. Experience and results in providing similar services for other K-12 educational entities.

2. Qualifications and relevant experience of key team members.

3. Availability.

4. Familiarity with local conditions, codes, and practices.

5. Scope understanding.

6. Project approach and methodology.

7. Responsiveness, relevance, and readability of submittal.

8. Fee schedule.

MPS intends to select Architects/Engineers on the basis of capability and qualifications, capacity, availability, personnel assigned, relevant experience, and proposed compensation.

MPS intends to review the RFP packages submitted, narrow them to the highest evaluated proposals, and invite those firms to present to the Board of Education and respond to questions.

The District reserves the right to waive any irregularities in the RFP packages or process to suit its own needs. MPS reserves the right to select the most qualified firm(s) based on the submittals and the best interests of the District.

Firms that submit packages will be notified of the selection results. Final recommendation of any select firm is subject to the approval of the MPS Board of Education.

7. Proposal Requirements:

1. Firm name(s), address, contact information.

2. Office location and contact information.

3. Firm’s history for the last 5 years providing assessment and campaign services, including passage rates.

4. List professional services outside your team you propose to provide that are not available within your firm(s).

5. For each in-house team member who will be actively assigned to the project, please provide their name, project role and responsibilities, qualifications, and project experience.

6. Describe your firm’s approach to delivering the services outlined.

7. Provide an organizational chart showing all the team members and the flow of information.

8. Provide 1 example on a flash drive of recent studies similar to the deliverable you expect to provide to MPS.

9. Multiple examples of campaign information. Include items that are building-specific and general district-wide information.

10.Provide a complete timeline for the entire process from assessment to vote day.

Estimate the number of committee meetings you feel we will need to get to a final program.

11.Provide 3 references of K-12 Districts where you have completed a study and a successful campaign.

12.Include a separate fee proposal sheet with payment terms outlining the total cost to MPS for the entire process outlined in your proposal.

13.Completed Familial Disclosure Form.

14.Completed Iran Economic Sanctions Act Certification.

15.A video or digitally narrated presentation summarizing the proposal, not to exceed 20 minutes. This video should be included on the submitted flash drive.

Iran Economic Sanctions Act Certification

I am the ____________ (insert title) of _________________________ (insert bidder company name), or I am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid for the provision of services to Midland Public Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

Signature _____________________

Affidavit of Bidder-Compliance with School Safety Initiative Legislation

The undersigned, the owner or authorized officer of _____________________________(the “Bidder”), certifies to Midland Public Schools (the “School District”), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”.1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within 3 business days to the School District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code2 or a substantially similar law, and to immediately report to the School District if that person is subsequently convicted, plead guilty or plead no contest to that crime.

BIDDER: ___________________________

By: __________________________

Its: __________________________

Affidavit of Bidder –Familial Relationships Form

The undersigned, the owner or authorized officer of ________________________ (the “Bidder”), pursuant to the familial disclosure requirement provided in the Midland Public Schools__ (the “School District”) advertisement for fencing bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the bidder(s) or any employee of _________________________________, and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER: ___________________________

By: ___________________________

Its: ___________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF ____________)

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public ______________ County, Michigan My Commission Expires:___________ Acting in the County of :___________