REQUEST FOR PROPOSALS 795.pdf

Request for Proposal For

Architectural Selection for FFA LTC Classroom and Activity Center

Department of Education Hardinsburg, Kentucky

Solicitation No.: RFP-785-2300000337 Request for Proposal No.: RFP-795

Issued by The Finance and Administration Cabinet

Amanda Greer, Statewide Procurement Analyst II

Division of Engineering and Contract Administration 403 Wapping Street, 1st Floor

Frankfort, Kentucky 40601 Tel: (502) 330-8159 Fax: (502) 564-6822

Email: Amanda.Greer@ky.gov

REQUEST FOR PROPOSALS

TO PROVIDE PROFESSIONAL SERVICES

Architectural Selection for FFA LTC Classroom and Activity Center Department of Education Hardinsburg, Kentucky

RFP-795

Principal Design Professional: Architect

Project Name and Location: Architectural Selection for

FFA LTC Classroom and Activity Center Department of Education Hardinsburg, Kentucky

Project Budget: $6,000,000.00 Design and Construction

Requested by: Department of Education

Response Deadline (Proposals Due): April 27, 2023, 2:00 PM ET

Short List Meeting: May 2, 2023, 1:00 PM ET Virtual Meeting

Interviews (subject to change): May 12, 2023, 9:00 AM, 10:00 AM, 11:00 AM Virtual Meeting

If three or fewer firms submit responses to this RFP, all firms will be interviewed. The Shortlist and Interview dates may be moved.

Selection Process: SHORTLIST WITH INTERVIEWS - KRS 45A.825(8)

Selection Committee Members for this project: (Do NOT contact the Committee members)

Finance and Administration No. 1: Bill Novak Finance and Administration No. 2: Dwayne Brown User Agency No. 1: Josh Mitcham User Agency No. 2: Matt Chaliff At-Large: Mark Ryles

Technical Advisor for this project:

▪ Frieda Myers, Division of Engineering and Contract Administration

403 Wapping Street, 2nd Floor, Frankfort, KY 40601 Phone: (502) 782-0328, Email: Frieda.Myers@ky.gov

Requests for Information: Amanda Greer: Phone: (502) 330-8159. E-mail: Amanda.Greer@ky.gov

NOTICE: Any communication or discussion concerning this RFP with any Commonwealth of Kentucky personnel other than Amanda Greer may result in the firm’s response to this Request for Proposal to be determined to be non-responsive.

PROJECT DESCRIPTION

The Commonwealth of Kentucky, Finance & Administration Cabinet, Division of Engineering & Contract

Administration (DECA) is seeking professional design services for the Kentucky Department of Education

(KDE) - Future Farmers of America (FFA) to provide a new activity center.

FFA foresees an approximately 10,000 square foot multi-purpose activity center on the site where an existing 7,245 square foot building currently sits. The old structure will need to be removed to make way for the new. The purpose of this building is to provide indoor activity and classroom space to accommodate growth for programming at the Leadership Training Center. This building is to be a modern take on the classic design of the existing camp structures, that combines the look of our older buildings with their new Administration building.

The exterior of the building should marry the aesthetic of the old building with our Administration

Building. This would include a full front porch, with lodge-style timber bracing and posts, as well as stone accents that looks out onto the athletic field area. Siding materials should match the existing cabins and other buildings, possibly metal with wainscoting. Design to have as much natural light as possible, including the sides of the gymnasium. Roof material can be shingle or metal. The main entry into the building should be front and center from the existing parking lot.

For the interior, FFA would like an oversized front entry space with glass floor to ceiling, possibly including a custom stained-glass piece above the door. Floors could be stone, stone look or stained concrete. Interior to have exposed timbers, wood paneling, block and drywall. FFA would like a hotel inspired lobby with tall ceilings and second level windows for natural light. The front of the building should be an open area that can include business workstations, seating and a large stone chimney to match the one that is has been in the existing building space. Provide a registration/reception area and desk in the entry area.

Building to have a men’s and women’s public restroom to serve approximately 4 persons each.

Additionally, there needs to be adjacent but separate showers to be used by adult camp chaperones with approximately 3 or 4 stalls each. There should be multiple water bottle filling stations as well.

This open floor plan area should also include a dedicated area for our Camp Archives, this facility has been a CCC Camp and then FFA Camp since the early 1930’s. We would like one of these walls to be the home of a visual timeline that will be applied to the wall’s surface. There will need to be room for cabinetry to house items as well.

FFA would like to have 2 large classrooms (at least 24x40 each). Each can be split in two with a floating wall. They would also like a conference /board room style area for meetings (at least 16x24).

Design to also include a canteen/concession/kitchenette area that can be accessed from the inside and outside (ala raised door/sliding serving window, etc.) This room would need to be large enough to have refrigerators and freezer, cooking surfaces, preparation areas and storage.

The largest space in this building is a gymnasium that would be approximately 80ft wide by 100ft long.

FFA would like a standard sized basketball floor with the capability to run two courts perpendicular, similar to high school gyms. Utilize as much natural light in this space as possible. If possible, include multiple garage-style doors that could be opened on all sides to provide an outdoor feel when appropriate. The floor needs to be a durable all-purpose covering or industrial strength but not wood.

There is a need for a small, portable bleacher.

Storage will be important in this building and design team to include creative ways to maximize storage.

FFA should be able to tuck away any seating, furniture, etc. for special events and have ample storage for cleaning and maintenance supplies.

Additionally, FFA would like to have a welcoming concrete patio/courtyard area surrounding the exterior of the gym. It would include outdoor seating and lighting. This space would extend into the existing courtyard greenspace that stretches into the cabin area. It would also connect to the walking paths of the dining hall and classrooms on either side of the new building.

The building should be as energy efficient as possible for utilities including LED fixtures, energy saving appliances-HVAC-toilets etc. This building will need to meet the needs of today’s students, including Wi-Fi accessibility, charging stations, etc. Building to have monitors mounted throughout to display information, videos, etc. FFA also needs a public address system that will work inside the facility and extend outside into all directions of the campus as well.

This building should be handicap accessible in all spaces. There also needs to be a place in the building that is reinforced that can act as a safe space for severe weather.

CONSULTANT TEAM COMPOSITION

The consultant team shall include, at a minimum, the following professional design Disciplines/Expertise.

Disciplines/Expertise may reside in one or multiple persons/firms. The consultant team may include other expertise in additional to that listed below.

• Architect

• Mechanical Engineer

• Electrical Engineer

• Structural Engineer

• Civil Engineer

• Landscape Architect

• Food Service Consultant

INDICATION OF KENTUCKY REGISTRATION

This project requires the services of an Architect and/or Engineer registered in Kentucky. Respondents are to provide, in their response submittal, Kentucky Architectural Registration or Kentucky Board of Registration for Professional Engineers numbers for each Architect and/or Engineer that will be providing services for this project.

RESPONDENTS ARE TO PROVIDE REFERENCES

Respondents are to provide a minimum of three (3) references from similar projects. These references are to include: name of project, address of project, date project completed, Construction amount, current contact person and phone number.

PROJECT SCHEDULE

Schedule to be confirmed during design:

Phase A Sixty (60) days Phase B Thirty (30) days Phase C Ninety (90) days Phase D TBD during design process

SPECIAL NOTES

Respondent’s attention is called to the Requirement of Affidavits included in this RFP, must be submitted with each proposal. Failure to submit could result in your proposals not being scored.

A Federal Standard Form 330 Part II is not required to be on file but must be included in your proposal. The minimum submittal requirement is for a 330 Part II for the lead firm of the consultant team. A 330 Part II for each consultant team member is optional, but is often helpful to the Selection Committee in their review.

Use the latest version of the SF 330 Part II located at: Architect-Engineer Qualifications | GSA

REGISTRATION WITH SECRETARY OF STATE:

Domestic and foreign corporations shall be registered with the Kentucky Secretary of State and declared to be in “good standing” prior to award of contract. Offerors should verify status at the following website:

http://www.sos.ky.gov and click on “Business Services”. Failure to comply with this requirement within (5) days after notification may render your bid non-responsive.

REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN ENTITY:

Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity required by KRS 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030 unless the person produces the certificate within fourteen (14) days of the bid or proposal opening. Therefore, foreign entities should submit a copy of their certificate with their solicitation response. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010, the foreign entity should identify the applicable exception in its solicitation response. Foreign entity is defined within KRS 14A.1-070.

For all foreign entities required to obtain a certificate of authority to transact business in the Commonwealth, if a copy of the certificate is not received by the contracting agency within the time frame identified above, the foreign entity’s solicitation response shall be deemed non-responsive or the awarded contract shall be cancelled.

Businesses can register with the Secretary of State at Kentucky Business One Stop

REGISTRATION with eMars (eProcurement):

In order to receive a contract in the State’s electronic procurement system (eMars/eProcurement), a vendor/contractor shall be registered to conduct business therein. Business entities not already registered may register by visiting the eProcurement website at (Welcome to CGI Advantage Vendor Self Service Portal: Home (ky.gov)) and complete the registration information. The website has phone numbers and email addresses to facilitate answering any questions you may have with the registration or update process. Failure to comply with this requirement within (5) days after notification may render your submittal non-responsive.

All documents related to this project shall be submitted, transmitted, transferred, reviewed, approved or rejected, and/or otherwise processed using the Owner's Document Collaboration System (eCommunications) which is the Owner's web-based document collaboration system that shall be used by all project participants. No submission, transmittal, transfer, review, approval or processing shall be deemed Official without the use of this system.

PROPOSAL SUBMITTAL:

https://www.gsa.gov/forms-library/architect-engineer-qualifications http://www.sos.ky.gov/ https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474 https://onestop.portal.ky.gov/onestopportal/ https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

Proposals are only accepted electronically. Do NOT deliver or mail to the Bush Building as they will not be accepted. All forms in your proposal shall be completely filled out when your proposal is submitted. Proposals must be submitted electronically through MOVEit in order to be accepted. Instructions are attached. Consultants should load their Proposals under the corresponding RFP folder in order for it to be received. Proposers are encouraged to take a screen shot verifying proposal submittal or email the buyer for verification at Amanda.Greer@ky.gov. Only one proposal is to be submitted. This is a secure website, no one can see these proposals but the buyer. They are date and time stamped when submitted.

Consultants must load their Bid Documents under the corresponding RFP FOLDER in MOVEit prior to the closing time for it to be received. IF NOT UPLOADED IN THE CORRECT FOLDER before closing date/time IN MOVEit, THE

PROPOSAL WILL BE DEEMED NON-RESPONSIVE.

Use single page PDF format for proposals. Do not use book/dual-page view. Do not include blank pages. Upload proposal as a single PDF file.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TO PROVIDE PROFESSIONAL SERVICES COMMONWEALTH OF

KENTUCKY FINANCE AND ADMINISTRATION CABINET

I. STATUTORY AUTHORITY:

Selection of firms to provide professional services to the Commonwealth of Kentucky are governed by the provisions the Kentucky Revised Statutes, Section 45A from KRS 45A.800 to KRS 45A.835.

Procedural authority for this selection process can be found at KRS 45A.825 (8) (a-g).

A copy of the applicable Kentucky Revised Statutes may be requested from the office and address listed in Section IX, herein.

The Instructions set forth herein are applicable only to selections for professional services sought by the Finance and Administration Cabinet, and do not include any professional services selections made by the Transportation Cabinet.

II. RESPONSIVENESS:

The mission of the selection process is to provide a uniform methodology for the Commonwealth of Kentucky to procure professional architectural and/or engineering services.

The purpose of seeking responses is to afford the members of the Selection Committee the opportunity to fairly evaluate and compare your firm’s qualifications with the project requirements. Selections will be determined through the unbiased and independent interaction of the members of the Committee. Therefore, it will be in your firm’s best interest to be specifically responsive to the requirements of this solicitation. Given the number of selections presently being made within a short period of time, it will be in your firm’s responsibility to carefully consider how to fulfill this requirement. To that end, the Selection Committee is asking the Respondents to submit a cover letter setting forth the Respondent’s interest, capabilities, talents and expertise in complying with the project requirements.

The cover letter and Attachments are to be submitted and incorporated therein. The cover letter shall be using a minimum of 10 pt. Type and not exceeding four pages in length. This letter will serve as an introduction for the Selection Committee of the Respondent’s qualifications and capabilities. It is not meant to limit a Respondent’s submittal of other, supplementary and/or supporting information as described hereinafter. The imposed page limit will not be counted to include all Attachments, additional and/or supplementary information specifically sought by the Committee. Results of shortlist meeting and interviews will be sent by e-mail. Please include your e-mail address in your letter.

Respondents shall be limited to one (1) proposal per Respondent per Project. For the purposes herein, a “Respondent” means that legal entity which submits a proposal. Multiple Respondent proposals per Project will be deemed as being non-responsive.

The goal of the selection process is to match the requirements of the service to be provided with the most appropriate professional firm.

III. FIRM EXPERIENCE:

ATTACHMENT “A” - Provide a list of representative projects completed by your firm that would assist the Selection Committee’s consideration of the firm’s experience. While the number of projects presented is within your sole discretion, the list should focus on projects of similar scope and technical complexity sought by this solicitation. This list shall be appended to the cover letter and identified as Attachment “A”. The list of representative projects shall include the following specific information:

A. Project Name and Location:

B. Name and Address of Owner/Client:

C. Project Description (including cost, size and present status, i.e. completed, etc.).

IV. PERSONNEL AND EXPERIENCE:

ATTACHMENT “B” - Provide an explicit list of the proposed Project team that will be assigned to this Project, should your firm be selected. The list shall identify the principal in charge, project manager/captain, key professional and technical staff. The list shall include any special consultants and/or business entities that the submitting firm proposes to engage and use for the Project. This list shall be appended to the cover letter and identified as Attachment “B”. Individual resumes are to be included in the supplementary supporting information submitted by the responding firm and should be designed to demonstrate personal and professional qualifications, experience and training that would be germane to this Project. Provide a brief outline of each individuals anticipated duties relative to this Project.

Project team members identified in Attachment “B” shall include registration or certification number(s) or other information evidencing current professional licensure in the Commonwealth of Kentucky when law requires such licensing. Provide this information on the attached form entitled “Individual Registrations/Firm Permits”.

Additional relevant information may be submitted by the Respondent that might assist the Selection Committee in the assessment of your firm’s qualifications.

Any known, or anticipated, changes in the composition of the proposed Project team shall be made known to the Selection Committee Administrator, in writing, prior to the completion of the selection process. Non-compliance with this requirement may be deemed as sufficient reason for disqualification.

ATTACHMENT “B-1” - The utilization of minority owned design professional firms is encouraged, wherever possible, in the selection of architects and/or engineers to provide design professional services to the Commonwealth.

To that end, respondents shall undertake a full good faith effort to identify and incorporate minority business enterprises (MBE) firms as a part of their proposed design professional team.

For assistance with identifying potential small business vendors or subcontractors, contact the Cabinet for Economic Development’s Procurement Assistance Program at ced.kpap@ky.gov or call (800) 838-3266.

For assistance in identifying minority design professional firms, respondents may contact the Office of Equal Employment Opportunity/Contract Compliance, Phone: 502-564-2874. For the purposes of this submittal requirement MBE firms are those firms that have been certified by one of the following:

• Small Business Connection - Welcome (kentucky.gov)

• Minority & Women Business Enterprise Certification Program - Finance and Administration Cabinet (ky.gov)

• Kentucky’s Service-Disabled Veteran-Owned Small Business Certification Program - Finance and Administration Cabinet

• Certified DBE Directory | KYTC

• Finance and Administration Cabinet, Office of EEO/Contract Compliance: email Finance.ContractCompliance@ky.gov or call 502-564-2874

• Dynamic Small Business Search | FAI.GOV

• Supplier Diversity Management System | Louisville MSD (diversitysoftware.com) mailto:ced.kpap@ky.gov https://secure2.kentucky.gov/sbc/default.aspx https://finance.ky.gov/office-of-the-secretary/office-of-equal-employment-opportunity-contract-compliance/minority-and-women-business-enterprise-certification-program/Pages/default.aspx https://finance.ky.gov/office-of-the-secretary/office-of-equal-employment-opportunity-contract-compliance/minority-and-women-business-enterprise-certification-program/Pages/default.aspx https://finance.ky.gov/office-of-the-secretary/office-of-equal-employment-opportunity-contract-compliance/sdvosb/Pages/default.aspx https://finance.ky.gov/office-of-the-secretary/office-of-equal-employment-opportunity-contract-compliance/sdvosb/Pages/default.aspx https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/Certified-DBE-Directory.aspx mailto:Finance.ContractCompliance@ky.gov https://www.fai.gov/node/12198#:~:text=The%20Dynamic%20Small%20Business%20Search%20%28DSBS%29%20is%20a,Profiles%20registered%20in%20SAM.Gov%20%28System%20for%20Award%20Management%29.

https://louisvillemsd.diversitysoftware.com/FrontEnd/searchcertifieddirectory.asp

Evidence of respondent’s full good faith efforts is to be submitted as ATTACHMENT “B-1” briefly setting forth what efforts were made to seek and obtain the participation of a minority owned design professional firm on their proposed team.

V. QUALIFICATION REQUIREMENTS

Respondent shall be a lawfully qualified to do business with and within the Commonwealth of Kentucky.

A Federal Standard Form 330 Part II is not required to be on file but must be included in your proposal. The minimum submittal requirement is for a 330 Part II for the lead firm of the consultant team. A 330 Part II for each consultant team member is optional, but is often helpful to the Selection Committee in their review.

Use the latest version of the SF 330 Part II located at: Architect-Engineer Qualifications | GSA

EQUAL EMPLOYMENT AND NONDISCRIMINATION

a. The Commonwealth of Kentucky is committed to a policy of providing equal job opportunities on public contracts and prohibiting discrimination based on race, creed, color, sex, age, religion, national origin, or disability in employment.

b. The utilization of minority Architects and Engineers and sub-consultants is encouraged, whenever possible, on public works contracts. For assistance in identifying minority consultants, respondents to this RFP may contact the Kentucky's Minority & Women Business Enterprise Certification Program, https://mwbe.ky.gov/.

c. Unless exempted in accordance with KRS 45.590, the provisions of KRS 45.560 to 45.640, known as the Kentucky Equal Employment Act of 1978, shall be binding upon the selected Architect-Engineer and the resulting contract shall contain the provisions set out at KRS 45.570(2).

d. Any respondent not exempted from the affirmative action or reporting requirements of KRS 45.560 to 45.640 shall, within five (5) calendar days after being selected submit to the Office of Equal Employment Opportunity and Contract Compliance, Finance and Administration Cabinet, through the purchasing agency, the information required by KRS 45.600, on forms provided by the purchasing agency, and submitted in the manner prescribed on the forms.

VI. SUPPLEMENTAL INFORMATION SUBMITTAL:

In order to give each candidate firm equal and fair opportunity for consideration by the Selections Committee, please supply the following specific information as part of your Project submittal:

ATTACHMENT “C” - Address of the office(s) where the principal amount of Work of this Project will be performed.

Brief description and percentage of the work product that will be performed in-house by the Respondent.

Brief description and percentage of the work product that will be performed by others, not in-house.

Concise and succinct evidence of the Respondent’s present manpower utilization, and/or a brief statement how the manpower requirements of this solicitation would be met.

A complete listing of the following work load:

E.1. Current contracts with the Commonwealth of Kentucky, Finance and Administration Cabinet.

Response is for Respondent firm only and does not include Consultants. (Include Project Name, Scope and present status of the Project.)

https://www.gsa.gov/forms-library/architect-engineer-qualifications https://mwbe.ky.gov/

E.2. Commonwealth of Kentucky contracts within the previous two years. Response is for Respondent firm only and does not include Consultants. (Include Project Name, Scope and present status of the Project.)

E.3. Contracts with other design consultants as a retained Consultant on Commonwealth of Kentucky

Contracts held by others for the above time periods. (Include Project Name, Scope and present status of the Project.)

VII. Access to Records

The contractor, as defined in KRS 45A.030 (9) agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this contract for the purpose of financial audit or program review. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61.878(1)(c). The contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

In the event of a dispute between the contractor and the contracting agency, Attorney General, or the Auditor of Public Accounts over documents that are eligible for production and review, the Finance and Administration Cabinet shall review the dispute and issue a determination, in accordance with Secretary's Order 11-004. (See attachment)

VIII. REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS:

Respondent’s attention is called to the Requirement of Affidavits included in this RFP, must be submitted with each proposal. Failure to submit could result in your proposals not being scored.

IX. RECIPROCAL PREFERENCE FOR KENTUCKY RESIDENT BIDDERS:

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

a. Is authorized to transact business in the Commonwealth; and

b. Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect (Pursuant to KRS 45A.480, the Commonwealth of Kentucky may not contract with any person not in compliance with Kentucky’s KRS Chapter 342 workers’ compensation insurance requirements)

(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference

Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder- affidavit form included. If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last 12 months may be found non-responsible and ineligible for award.

X. RESPONSE FORMAT, TIME AND PLACE:

One copy of the responses shall be complete and submitted to:

MoveIT – Instructions are attached.

Time will be local Frankfort time on the date established as the Response Deadline on the cover page of this solicitation. Any submittals received after the end of the solicitation period will not be given consideration.

XI. RESPONSE EVALUATION CRITERIA:

All proposal responses will be afforded equal consideration by the members of the Architectural/ Engineering Selection Committees as created by KRS 45A.810.

The Selection Committee will review your firm’s previously submitted qualifications for firm size, organization, professional capabilities, location(s), workload(s) and general experience.

All proposals received will be evaluated using a numerical rating system designed to afford each Selection Committee member a reasonable, individual, objective standard to equate the qualifications of the Respondents.

Criteria for evaluation is included in FAP 220-14-00.pdf (ky.gov). An evaluation form is included herein for your review. Evaluation factors will include the reciprocal preference for resident bidders as required by KRS 45A.494.

Each Selection Committee member will review, consider, evaluate and assign a numerical score to each proposal.

All proposals will be graded, then the three highest numerical scores will be ranked in order with the Respondent having the highest score in first place, the second highest score in second place, followed by the third highest score.

Each Committee Member shall then indicate, in writing, their choices for first, second and third place. Each named first choice firm will receive three points followed by each second choice firm receiving two points and each third choice firm receiving one point.

The selection process will then follow either KRS 45A.825 (7) – Short Listing Without Interviews or KRS 45A. 825(8) – Short Listing With Interviews.

Short Listing Without Interviews - KRS 45A.825(7): The Committee shall then determine which firm received the highest score based on the points associated with the ranking of each members first, second and third choices. The Committee will notify the Director of Engineering and Contract Administration of the firm receiving the highest score and the Director of Engineering and Contract Administration shall then begin negotiations with the top-ranked firm.

Short Listing With Interviews - KRS45A.825(8): The Committee shall then determine the firms receiving the three highest scores based on the points associated with the ranking of each members first, second and third choices. The Committee will reconvene at a second executive session meeting to interview the three finalists. The finalists will be interviewed as prescribed by the statute and each Committee member rank the firms in the same two-tiered scoring described above.

KRS 45A.825 (9) & KRS 45A.825 (10) set forth the remaining steps in the selection process.

INQUIRIES AND ELECTRONIC COMMUNICATIONS:

Any and all inquiries pertaining to this solicitation shall be addressed to the Selection Committee Administrator - Amanda.Greer@ky.gov.

https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Finance%20Policies/FAP%20220-14-00.pdf

Electronic information related to the advertisement and solicitation for professional services may be viewed at:

State Planroom - Finance and Administration Cabinet (ky.gov)

SPECIAL NOTICE:

Interested firms shall have no contact with any member of the Selection Committee about any matters relating to this solicitation. Any breach of this provision will be grounds for disqualification from the selection process.

SUBMITTAL CHECKLIST:

The following is a list of the required submittals for this solicitation:

Cover Letter Attachment “A” – FIRM EXPERIENCE Attachment “B” – PROJECT TEAM Attachment “B-1” – MBE PARTICIPATION Attachment “C” – WORKPLACE AND WORK LOAD Attachment “D” – FEDERAL STANDARD FORM 330 Part II Attachment “E” – REQUIRED AFFIDAVITS Attachment “F” – KENTUCKY PERMIT AND REGISTRATION FORM Attachment “G” – OFFICIAL SIGNATURE PAGE

END OF INSTRUCTIONS

ATTACHMENTS: REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS

KY PERMIT AND REGISTRATION FORM

OFFICIAL SIGNATURE PAGE

SELECTION COMMITTEE STANDARD GRADING FORM

Use single page PDF format for proposals. Do not use book/dual-page view. Do not include blank pages. Upload proposal as a single PDF file.

https://finance.ky.gov/department-for-facilities-and-support-services/office-of-facility-development-and-efficiency/division-of-engineering-and-contract-administration/Pages/state-planroom.aspx

Rev. 9-16-22

Required Affidavit for Bidders, Offerors and Contractors

(KRS 45A.110 & 45A.115)

Affidavit Effective for One (1) Year from Date of Execution

Instructions: Pursuant to KRS 45A.110 and 45A.115, a bidder, offeror, or contractor

(“Contractor”) is required to submit a Required Affidavit for Bidders, Offerors, and Contractors to be awarded a contract, or for the renewal of a contract. An authorized representative of the contracting party must complete the attestation below, have the attestation notarized, and return the completed affidavit to the Commonwealth.

Attestation

As a duly authorized representative for the Contractor, I swear and affirm under penalty of perjury, that that the Contractor has not knowingly violated campaign finance laws of the Commonwealth of Kentucky and that the award of a contract will not violate any provision of the campaign finance laws of the Commonwealth. For purposes of this attestation, "Knowingly" means that the bidder or offeror is aware or should have been aware of the existence of a violation. The bidder or offer understands that the Commonwealth retains the right to request an updated affidavit at any time.

Signature Printed Name

Title Date

Bidder or Offeror Name: __________________________________________________________

Address: __________________________________________________________

Commonwealth of Kentucky Vendor Code (If known): _______________

Subscribed and sworn to before me this _____ day of _______________, ____________.

State of: ___________________ Notary: ___________________________________

County of: _________________ My Commission Expires: _____________________ https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22348 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22349

Solicitation/Contract #: RFP-785-2300000337

REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS CLAIMING RESIDENT BIDDER STATUS

FOR BIDS AND CONTRACTS IN GENERAL:

The bidder or offeror hereby swears and affirms under penalty of perjury that, in accordance with KRS 45A.494(2), the entity bidding is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

1. Is authorized to transact business in the Commonwealth;

2. Has for one year prior to and through the date of advertisement

a. Filed Kentucky income taxes;

b. Made payments to the Kentucky unemployment insurance fund established in KRS 341.49;

and

c. Maintained a Kentucky workers’ compensation policy in effect.

The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

Signature Printed Name

Company Name

Address

Subscribed and sworn to before me by

(Affiant) (Title) of this _____day of ____________,20___.

(Company Name)

Notary Public

[seal of notary] My commission expires:

KENTUCKY PERMIT AND REGISTRATIONS

Provide the Kentucky Permit for any Firm providing Engineering Services as defined under KY Law

Firm Name Discipline Permit # Permit Expire Date

Provide the Kentucky Registration # of each individual listed in your proposal that is providing Architectural and/or Engineering services as defined under Kentucky Law.

Firm Name Individual Discipline Registration # Registration Expire Date

STATEMENT OF COMPLIANCE

I certify, under penalty of perjury, that I have provided all pertinent information required by this form and this information is true and accurate. I also certify that I have completely read and understand this form and will comply with these requirements during the life of any contract awarded.

AUTHORIZED SIGNATURE Printed Name

OFFICIAL SIGNATURE PAGE

MUST BE TURNED IN WITH THE PROPOSAL SUBMITTALS

IMPORTANT: MUST BE TYPEWRITTEN OR COMPLETED IN INK

Agent/Officer:

Signature:

Firm:

Address:

City, State, Zip Code:

Telephone Number:

E-mail Address:

Date:

FEIN or Social Security Number:

Ecommunications Contact:

Ecommunications Contact Email:

Type of Ownership:

Individual Sole Proprietorship Partnership/Joint Venture Corporation

List name of firm and primary individual performing the following work:

• Architect

• Mechanical Engineer

• Electrical Engineer

• Structural Engineer

• Civil Engineer

• Landscape Architect

• Food Service Consultant

ARCHITECT SELECTION COMMITTEE

INDIVIDUAL EVALUATION SUMMARY

Architectural Selection for FFA LTC Classroom and Activity Center Department of Education Hardinsburg, Kentucky

RFP-795

RFP GRADING CRITERIA: Firms will be scored on points available in each category.

WHOLE NUMBERS ONLY

FIRM:

Firm’s experience and capability to perform required services. (NOTE: Disciplines/Expertise may be combined in single firms where such expertise exists. Scoring shall be by discipline or expertise listed.)

Criteria Points Score

Architect 20

Mechanical Engineer 15

Electrical Engineer 10

Structural Engineer 10

Civil Engineer 5

Landscape Architect 5

Food Service Consultant 5

Related Experience 15

Work to be Performed in KY 5

Responsiveness to Proposal 10

Total 100

Reviewer:

ARCHITECT SELECTION COMMITTEE

SUPPLEMENTAL RANKING FORM

Architectural Selection for FFA LTC Classroom and Activity Center Department of Education Hardinsburg, Kentucky

RFP-795

RFP GRADING CRITERIA:

For the purpose of arriving at the best qualified firm for this Project, as set forth in the Selection process criteria for this Project, each voting member of the Selection Committee shall rank their first, second and third choices based on the numerical scoring on the Grading Sheet. Based on the following formula, the firm with the highest number of points will be considered the Committee’s collective first choice, etc. In the event of a numerical tie, consult the Selection Committee Member’s Guide.

Reviewer’s First Choice: 3 Points Second Choice: 2 Points Third Choice: 1 Point

This method of ranking will determine both the listing of the three firms to be interviewed as well as for determining which firm will ultimately be recommended for the Project.

REVIEWER:

FIRST CHOICE:

SECOND CHOICE:

THIRD CHOICE:

Reviewer Signature:

ONLY ELECTRONIC RESPONSES ARE PERMITTED

END OF RFP