Mathews Facilities Study 12-24 (002).pdf

INFORMAL SOLICITATION

FACILITIES ASSESSMENT

Issue date December 3, 2024.

Electronic Proposals will be received until January 31 at 4:00 p.m.

Late proposals will not be accepted.

Proposals shall be submitted to:

David S. Daniel, Ed.D, Superintendent, Mathews County Public Schools Phone: (804) 725-3909 Email: ddaniel@mathews.k12.va.us

Name and Address of Firm/Individual Submitting Proposal:

Date:

Name of Firm By:

Signature In Ink Address of Firm

Print/Type Name Address 2 of Firm

Telephone: Fax:

E-mail

Mathews County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against any Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by law relating to discrimination in employment.

TABLE OF CONTENTS

TABLE OF CONTENTS

SCHEDULES

NOTICE

SUMMARY

SCOPE OF WORK

REQUIREMENTS

QUESTIONS

AWARD OF CONTRACT

REFERENCES

PRICE AND SERVICES

SCHEDULES

Issue Date December 3, 2024

Request for Information by January 10, 2025, at 4:00 p.m.

Proposals Due by January 31, 2025, at 4:00 p.m.

Consultant Selection February 11, 2025

Board Approval of Contract February 18, 2025

NOTICE

INVITING PROPOSALS FOR FACILITIES ASSESSMENT

Notice is hereby given that the School Board of Mathews County Public Schools (District) will receive up to, but not later than, January 31, 2025, at 4:00 p.m. proposals for a Facilities Assessment as outlined in this RFP. Proposals may be delivered to the Mathews County Public Schools School Board Office located at 63 Church Street, Mathews, VA 23109 or emailed to David S. Daniel, Ed.D. at ddaniel@mathews.k12.va.us. The District reserves the right to reject any and all proposals and to waive any informalities or irregularities in the bidding.

SUMMARY

The District is requesting proposals from qualified consultants to provide a district-wide facilities assessment, including physical and space needs analysis, cost estimates, and prioritization information for any recommended improvements, renovations, or construction of the operations, instructional, and athletic facilities. The assessment shall identify facility needs for the next 20 years. This plan will be utilized to guide planning, operations, and financial decisions regarding District facilities improvements and program initiatives.

Mathews County incorporates over 252 square miles on the east coast of Virginia and is home to approximately 8,500 people. Mathews County Public Schools provides quality educational services to approximately 780 students in grades PK-12. Currently, the division operates three schools, Mathews Elementary School (K-4), Thomas Hunter Middle School (5-7) and Mathews High School (8-12). MCPS has experienced twenty years of declining enrollment with aging school facilities. Mathews Elementary School was constructed in 1996 and last renovated in 2017. Thomas Hunter Middle School was placed into service in 1954 and was last renovated in 1986. Mathews High School was placed into service in 1939 with its last major renovation occurring in 2000.

SCOPE OF WORK

The District is seeking proposals from qualified professional firms to provide an assessment of our schools and accompanying athletic facilities with estimated costs for renovating or replacing parts of our facilities. The assessment should include an overview of the school district and include specific components: facility standards based on existing and/or future needs, facility condition and suitability assessments of all schools and support buildings, capacity and utilization analyses, and enrollment projections. Among other things, the assessment needs to include the following information:

1. Assessments of each facility, including operating condition, disability requirements, mechanical/electrical equipment condition, fire/life/safety issues, security, athletic facilities, utility infrastructure, educational suitability, space utilization, and technology infrastructure. Consultant shall conduct site inspections and review a recently completed investment grade energy audit.

2. The consultant shall work with the District to define the specific types and characteristics of spaces for the assessment. Evaluate how facilities meet standards and support specific functions, including both instructional areas (i.e., classrooms, labs, media center, gym) and other supporting areas (i.e., administration, clinic, counseling, cafeteria, playgrounds, etc.).

3. Identify expansion, remodeling, new schools, athletics facilities and site acquisitions needed to meet the projected student enrollment and the instructional goals of the education and athletics program.

4. Identify opportunities for combined schools or closures.

5. Identify missing, current, and future facility gaps.

6. Identify and quantify all deficient conditions in terms of deferred maintenance, preventative maintenance, and code compliance (including building and fire/life safety code noncompliance issues). Define clearly and accurately the cause or nature of each deficient condition and propose methods of correction for each deficient condition.

7. Provide cost estimates for correction of each project identified by industry standards, published construction and facilities maintenance cost estimating data that includes appropriate adjustments for local labor and material costs.

REQUIREMENTS

1. Qualification requirements: All firms submitting proposals for consideration must be licensed by the Commonwealth of Virginia and have a proven track record for developing public school space needs studies.

2. Project schedule: Offeror shall include a proposed project schedule with his/her proposal.

This will be a factor in the award decision.

QUESTIONS

Questions concerning general and/or technical details of the project, or this Solicitation, shall be submitted via email to:

David S. Daniel Ed.D, Division Superintendent Email: ddaniel@mathews.k12.va.us

AWARD OF CONTRACT

MATHEWS COUNTY PUBLIC SCHOOLS, in its sole opinion, reserves the right to reject any and/or all proposals, to waive informalities and to negotiate a Contract with the selected Offeror(s). MATHEWS COUNTY PUBLIC SCHOOLS reserves the right, in its sole opinion, to reject any proposal it believes would not be in MATHEWS COUNTY PUBLIC SCHOOLS’ best interest.

REFERENCES

Provide the current name, address, and telephone number of at least five (5) references the Offeror has served either currently or in the past three (3) years; preferably those where one or more of the proposed project team members provided the same or similar services as requested herein. Indicate the Scope of Services provided to each reference.

PRICE AND SERVICES

The total cost for all services provided for under this AGREEMENT is Dollars ($ ). MATHEWS COUNTY PUBLIC SCHOOLS will pay CONTRACTOR ($ ) payable after successful completion of, and acceptance by Mathews County (in their sole opinion), of the work.