GSC BR_89_2501Master Plan RFQ RFP.pdf

BR-89-2501 - Gordon State College Master Plan Consultant RFQ/RFP 1

Board of Regents of the University System of Georgia

Request for Qualifications (Step I) and Request for Proposals and Interviews

(Step II)

To Provide Professional Planning Consulting Services for

Project Number BR-89-2501

“Gordon State College Master Plan”

Gordon State College Barnesville, GA

Solicitation Date: 23 April 2025

Statements of Qualification Due: 19 May 2025, 4:00 PM EDT

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 2

CONTENTS

Step I - Request for Qualifications

1. Project Background 3

2. Project Overview, Fee, and Engagement/Completion Dates 3

3. Schedule of Events (Step I) 4

4. Submission of Questions and Requests for Clarification 4

5. Instructions for Preparing Statements of Qualifications 5

6. Submission of Qualifications 6

7. Qualifications Review Process 6

8. Finalist Notification 6

Step II - Requests for Proposals and Interviews (Qualified Finalists Only)

1. Schedule of Events (Step II) 7

2. Mandatory Site Visit 7

3. Submission of Proposal - Work Plan and Fee Allocation 7

4. Interview/Presentation Information 8

5. Selection Process 8

Additional Terms and Conditions 9

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 3

STEP I - REQUEST FOR QUALIFICATIONS

IMPORTANT -Read the document carefully, the selection requirements and procedures have changed!

The Board of Regents of the University System of Georgia (BOR) on behalf of Gordon State College (GSC) is soliciting statements of qualifications from firms interested in providing professional consulting services for the Gordon State College Master Plan (BR-89-2501). BOR (Owner) is releasing this Request for Qualifications (RFQ) to identify potential consultants. Respondents determined by the Owner to be especially qualified may be invited to offer proposals and interview. All respondents to this RFQ are subject to instructions communicated in this document, and should review the entire RFQ and follow instructions carefully. BOR reserves the right to reject any or all statements of qualifications.

1. PROJECT BACKGROUND

GSC was originally chartered as a secondary school in 1852, first offered two-year college instruction in 1928 and incorporated military training between 1936-1972. GSC became a USG Junior College in 1972, and obtained State College status and four-year degree programs in 2006. GSC’s three schools (Business and Professional Studies;

Education, Arts, and Humanities; Nursing, Health, and STEM) offer BA/BS degrees in 11 majors and AA/AS degrees in 8 majors.

The chart below tracks recent GSC enrollment trend data. Overall, FTE has declined 29% since peaking in 2018.

Enrollment among students taking at least one course in space on the Barnesville campus has fallen nearly 59% since 2015, while 100% online enrollment has risen over sixfold in the same period to 1,500 - nearly as many as the 1,578 on-campus HC enrollment in Fall 2024.

1,000

2,000

3,000

4,000

2015 2016 2017 2018 2019 2020 2021 2022 2023 2024

GSC Fall Semester Enrollment 2015-2024

FTE Enrollment HC Enrollment in space - Main Campus HC Enrollment - 100% Online

GSC’s Barnesville campus (235 acres, ~890K GSF) dates from the early 1900s, with six buildings (68K GSF) constructed 1908-1939, 11 buildings (216K GSF) built 1950-1985, and another 86K GSF added in the 1990s (including 145 dorm beds in 1995). Nearly 70% of the campus inventory (615K GSF) has been built since 2000, including 220K GSF of instructional/service facilities, significant additional housing (328K GSF/865 beds), and 67K GSF of student recreation/service space. GSC’s last campus master plan was completed in 2015, and its current strategic plan was completed in 2024.

2. PROJECT OVERVIEW, FEE, AND ENGAGEMENT/COMPLETION DATES

Preliminary Project Scope and the 2018 USG Master Plan Guidelines

In October 2018, the updated USG Master Plan Guidelines were implemented to describe data collection http://strategic plan https://www.usg.edu/assets/facilities/documents/2018-10-03_USG_Master_Plan_Guidelines.pdf

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 4 responsibilities and the general scope for master plans at institutions within the system. The GSC Master Plan process and scope will follow these guidelines, with the specific scope of work to be refined during contract negotiations with the selected firm.

The GSC Master Plan will largely rely on the university’s internally maintained data, including the room inventory and departmental office assignment information used for space utilization analysis, as well as planning-level building condition information, campus infrastructure studies, etc. Base building/room space inventory data, faculty/staff data and room-level analysis of scheduled instructional utilization for instructional spaces (110 general classroom, 211 instructional lab, 212 computer classroom, and 213 distance learning classroom) and will be provided by the system office at project commencement; however, consultants should be prepared to conduct additional analysis in alignment with USG approach and methodology.

USG’s approach to space utilization is outlined in the 2013 Space Utilization Study, wherein new methods and metrics were developed for the assessment of over 60 USG campuses and instructional sites during Fall semester 2012. High-level metrics and detailed specialty analyses are conducted for individual institutions and campuses as warranted for planning, capital prioritization, and decision support.

Project Fee, Engagement, and Completion

The budgeted fee for the project is $250,000, including all reimbursables. Finalist firms will be required to submit a detailed proposal for the anticipated allocation and deployment of the project fee in Step II.

Project contract execution will occur in June 2025, with initial project engagement anticipated in July 2025. The anticipated target date for project completion is August 2026.

3. SCHEDULE OF EVENTS (STEP I)

The following Schedule of Events represents the Owner’s best estimate of the procurement schedule. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

EVENT DATE TIME

a. Advertisement of RFQ 23 April 2025

b. Deadline for written questions/clarifications (see Section 5) 8 May 2025 1:00 PM EDT

c. Deadline for submission of qualifications 19 May 2025 4:00 PM EDT

d. Owner completes evaluation, post results, and issues notification to finalist firms 22 May 2025

4. SUBMISSION OF QUESTIONS AND REQUESTS FOR CLARIFICATION

It is the responsibility of each respondent to examine the entire RFQ, seek clarification in writing, and review its submittal for accuracy before submitting the document. Questions about any aspect of the RFQ or project shall be submitted in writing via email to USG Director of Planning Maura Ikharo (maura.ikharo@usg.edu). Please include “BR-89-2501 Consultant RFQ Questions” in the subject line of the message.

The deadline for submission of questions relating to the RFQ are listed in Section 4, Schedule of Events. All relevant questions and requests for clarification received by the Owner and the corresponding responses will be posted on the Georgia Procurement Registry as an addendum to the original solicitation for services.

https://www.usg.edu/facilities/assets/facilities/documents/USG_SpaceUtilizationInitiative_July2013.pdf

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 5

5. INSTRUCTIONS FOR PREPARING STATEMENT OF QUALIFICATIONS

Firms seeking consideration must submit a Statement of Qualifications pursuant to the instructions and specifications listed below. Statements of qualification shall be prepared and submitted electronically as a single PDF file formatted for printing to a standard 8.5" x 11" page size and a maximum overall length of 20 pages sequentially numbered, including any title pages, photo pages, or other pages with limited content. Statements of Qualifications must be responsive to all requested information, and be further organized and enumerated as outlined below:

A. Cover Letter

Provide a cover letter signed by firm principal which certifies the accuracy of the information submitted within the Statement of Qualifications.

B. Description and Resources of Firm(s)

B1 Basic prime firm information, including company name, address, primary contact, telephone number, email 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(s) separately and identify the office from which the project will be managed. Provide form of ownership, including state of residency or incorporation.

B2 Has the firm been involved in any litigation in the past five years? Describe your experience with litigation with Owners. List any active or pending litigation and explain.

B3 Has the firm ever been removed from a Consultant services contract or failed to complete a contract as assigned? (if yes, please describe.)

B4 Briefly describe the history and growth of the firm, including number of years in business and total revenue from the past three years.

B5 Describe the prime firm’s master planning services and provide general information about the firm’s personnel resources. Include, by discipline, the number of staff that are currently licensed/certified (AICP, AIA, ASLA, PE, etc).

B6 Describe the prime firm’s approach to subconsultant teaming. Identify confirmed and/or potential subconsultant firms, indicate their roles on the master planning team, and describe their past collaborations with the prime consultant and other subconsultants.

C. Experience and Qualifications

C1 Provide professional qualifications and description of experience for proposed planning personnel.

C2 Provide information on the prime firm’s experience on projects of similar type, size, function, and complexity.

Describe no more than ten (10) and no fewer than five (5) projects, in order of most relevant to least relevant, which demonstrate your firm’s capabilities to perform the project. For each project, the following information should be provided:

• Project name

• Client name

• Project location

• Project time-frame (including beginning and ending months and years)

• Brief project description

• Representative graphic deliverables

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 6

• Your firm’s role as prime consultant or subconsultant

• Project fee and (if applicable) your firm’s share of the fee

• Services performed by your firm

• Primary project personnel and their roles

• Owner’s current contact information for potential reference

D. Statement of Suitability D1 Provide any information that may serve to differentiate the firm from others in terms of suitability and unique qualifications for the project. Describe any services offered by the firm that may be particularly suitable for this project.

D2 Provide current and projected firm workloads to demonstrate adequate bandwidth for project success.

D3 Provide Minority/Woman-Owned Business Enterprise status, and any non-discrimination and affirmative action policies of the firm.

6. SUBMISSION OF QUALIFICATIONS

Statements of qualifications shall be submitted via email or other appropriate electronic file transfer mechanism to USG Director of Planning Maura Ikharo (maura.ikharo@usg.edu) by 19 May 2025 at 4:00 PM EDT. Submissions received after this time will not be considered.

7. QUALIFICATIONS REVIEW PROCESS

A selection of finalist firms will be made by a Selection Committee consisting of BOR and GSC representatives.

The Selection Committee will receive and review Statements of Qualification submitted in response to this RFQ and evaluate the submittals based on the following criteria:

• 15% Factor: Stability of the firm(s), including the firm’s history, resources, form of ownership, litigation status, etc.

• 50% Factor: Firm’s relevant project experience and qualifications, including the demonstrated ability of the firm in effective master planning for institutions/campuses that are comparable in scope, function, complexity, and size.

• 35% Factor: Suitability of the firm(s) to provide required services, including the firm’s apparent fit to the project, unique qualifications, resource bandwidth, etc.

8. FINALIST NOTIFICATION

Upon completion of the evaluation of Statements of Qualifications, the finalist firms will recieve written notification via email. The finalist firms will also appear on the USG website at https://www.usg.edu/facilities/external_partners/other_ project_selections and be posted at the RFQ solicitation on the Georgia Procurement Registry.

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 7

STEP II - REQUEST FOR PROPOSALS AND INTERVIEWS (QUALIFIED

FINALISTS ONLY)

1. SCHEDULE OF EVENTS (STEP II)

The following Schedule of Events represents the Owner’s best estimate of the Step II procurement schedule. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

EVENT DATE TIME

a. Notification of finalist firms 22 May 2025

b. Mandatory site visit for finalist firms N/A

c. Deadline for submission of proposal - work plan and fee allocation 30 May 2025 4:00 PM EDT

d. Interviews of finalist firms 5 June 2025 TBA

2. MANDATORY SITE VISIT

Not applicable for this selection.

3. SUBMISSION OF PROPOSAL - WORK PLAN AND FEE ALLOCATION

Proposals submitted by finalist firms shall be prepared pursuant to the instructions and specifications listed below. The Work Plan and Schedule element (described below in 3.A.) shall be prepared and submitted electronically as a single PDF file formatted for printing to a standard 8.5” x 11” page size and a maximum overall length of 15 pages sequentially numbered, including any title pages, photo pages, or other pages with limited content. The Anticipated Fee Allocation and Deployment element (described below in 3.B.) must be entered using the “GSC Master Plan Fee Allocation Template” Excel workbook provided to finalist firms.

A. Work Plan and Schedule

A1 Provide your team’s anticipated scope of services and work plan for the project, organized within the four-phase framework identified in the USG Master Plan Guidelines. The work plan and scope should include relevant tasks, anticipated stakeholder engagements (on campus and/or virtual), deliverables and key process milestones. Include mapping of how project work and responsibility will be assigned to individual team firms/members. The scope and work plan should convey your team’s master planning methods, priorities, and values.

A2 Provide a preliminary schedule (preferably in graphic form), also organized within the four-phase framework identified in the USG Master Plan Guidelines. The schedule should lay out the timing of proposed tasks, anticipated stakeholder engagements (on-campus and/or virtual), and deliverables. The schedule should be organized within the four-phase framework identified in the USG Master Plan Guidelines.

A3 Describe how your team integrates data into the planning process. Identify and describe which data sets are most critical to master planning, and how your team has addressed data deficiencies and/or has successfully advanced despite the deficiencies during previous projects.

B. Anticipated Fee Allocation and Deployment B1 Provide the anticipated allocation and deployment of the $250,000 project fee by project phase as specified in the USG Master Plan guidelines using the provided “GSC Master Plan Fee Allocation Template” Excel workbook. This template, which accommodates data for the prime firm and up to six subconsultant firms, http://USG Master Plan Guidelines http://USG Master Plan Guidelines

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 8 requires entry of: a) name, title, and hourly billing rate for each identified staff member; b) anticipated billable hours for each staff member by project phase; and c) the total anticipated reimbursable expenses for each firm. The fee data are calculated by pre-entered formulas. The template workbook will be distributed to finalist firms upon notification.

4. INTERVIEW/PRESENTATION INFORMATION

Consultant interviews will be conducted on 5 June 2025, with specific times to be provided at finalist notification.

Virtual Interview Format

Interviews will be a total of 45 minutes conducted virtually via Microsoft Teams, with 30 minutes allocated for team presentation and 15 minutes for Selection Committee questions and discussion. Consultant teams will have five minutes prior to the interview to connect to the meeting and set up and share digital presentation materials. The Selection Committee will consist of representatives from GSC and BOR.

Interview Requirements

The primary intent of the interview process is to provide the Selection Committee with in-depth and clarifying information about the firm and project team. Information provided should assist the Selection Committee in making an informed decision as to the proposer best suited for the work.

Interview presentations should focus on:

• Team members relevant experience and specific roles proposed in this project.

• The proposed schedule, scope, and work plan for the project.

• Notable and/or unique team characteristics and/or services to be offered within the proposed project.

Firms are discouraged from reviewing general company history and past experience as submitted in Statements of Qualifications unless this information is particularly relevant to the presentation. All key personnel should be present at the interview to demonstrate team dynamics and discuss how the team will successfully complete the project.

5. SELECTION PROCESS

The Selection Committee will determine the successful firm based on the following criteria:

• 20% Factor: Planning team qualifications and experience, including the quality and suitability of the proposed team;

demonstrated evidence of effective team collaboration; the team’s demonstrated ability to provide effective master planning services for comparable institutions; client assessments of the quality and value of those services, etc.

• 40% Factor: Master planning approach, including the overall quality and relevance of the proposed project scope and work plan, the extent to which the proposed allocation and deployment of the project fee resourcefully targets team resources across scope phases and components, and the extent to which the proposed project approach fulfills the intent of the USG Master Plan Guidelines while addressing system and institution issues and needs.

• 20% Factor: Presentation of team qualifications and planning approach during the interview, including the team’s collaborative effectiveness, the quality of verbal communication, the efficacy of presentation materials, the degree to which the focus is placed upon high-priority issues and information, etc.

• 20% Factor: Team Communications: Committee’s overall impression of the effectiveness of firm(s) and team member communication and presentation during the interview, and the team’s ability to effectively answer questions during the interview.

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 9

Upon completion of the evaluation and interview process by the Selection Committee, the firms will be ranked in descending order of recommendation. Negotiations will then be initiated with the top-ranked firm to finalize contract terms and conditions (including the project scope description and schedule). In the event that a satisfactory agreement cannot be reached with the highest ranking firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second-highest ranking firm and so on until a mutual agreement is established and the Owner awards a contract, which will be based on the BOR standard General Consultant Services Contract. The Owner does not intend to modify any language contained in the general terms and conditions of the contract, and any significant exceptions proposed by a firm could lead to the firm being deemed non-responsive.

ADDITIONAL TERMS AND CONDITIONS

It is the sole responsibility of the respondent to assure delivery to the noted locations by the specified deadlines; the Owner cannot accept responsibility for incorrect delivery, regardless of reason.

It is the responsibility of the Proposers to examine the entire Request, seek clarification in writing, and review their qualifications for accuracy before submitting a response. Once the deadline has passed, all submittals will be final.

RESTRICTION OF COMMUNICATION - From the issue date of this RFQ solicitation until a successful proposer is selected and the selection is announced, Proposers are not allowed to communicate about this solicitation or this Project for any reason with any members of the Selection Committee, the Institution, or BOR, except for submission of questions as instructed in the RFQ, or during the mandatory site visit (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer.

SUBMITTAL COSTS AND CONFIDENTIALITY - 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 “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

AWARD CONDITIONS - This request is not an offer to contract or a solicitation of bids. This request and any statement of qualifications or proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Owner and does not obligate the Owner to procure or contract for any services. Neither the Owner nor any party submitting a response will be bound unless and until a written contract, mutually accepted by both parties, is negotiated as to its terms and conditions and is signed by the Owner and a party containing such terms and conditions as are negotiated between those parties. The Owner reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached.

RECIPROCAL PREFERENCE LAW - For the purposes of evaluation only, a proposer that resides in the State of Georgia will be granted the same preference over proposers that reside in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State to proposers that reside therein. For the purposes of this law, the definition of a resident proposer is one who maintains a place of business with at least one employee inside the State of Georgia. A P.O. Box address will not satisfy this requirement.

JOINT-VENTURE PROPOSALS - The Owner does not desire to enter into “joint-venture” agreements with multiple

BR-89-2501 - Gordon State College Master Plan Consultant RFP/RFQ 10 firms. In the event two or more firms desire to form a collaborative project team, it is strongly recommended that one incorporated firm propose and maintain status as the contracted lead firm with the remaining firms participating as sub-consultants to the lead firm.

MINORITY AND SMALL BUSINESS ENTERPRISE - It is the policy of the State of Georgia that minority-owned business enterprises (MBE), woman-owned business enterprises (WBE) and small business enterprises (SBE), have a fair and equal opportunity to participate in the State purchasing process. Therefore, the Owner encourages all MBE, WBE and SBE to compete for contracts to provide goods, services, and construction, and encourages contractors to solicit MBE, WBE and SBE in procuring subcontractors and suppliers. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Owner supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. Contractors and subcontractors who utilize qualified minority subcontractors may qualify for Georgia state income tax credits for qualified payments made to minority subcontractors. See Official Code of Georgia Annotated (O.C.G.A.) O.C.G.A. Section 48-7-38. For more information, please contact:

The Governor’s Entrepreneur and Small Business Office

75 Fifth Street, Suite 825

Atlanta, Georgia 30308

Phone: 404.962.4071 http://www.georgia.org/Business/SmallBusiness/

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