RFP 24 _ 500664 Standby Mechanical Engineerin.pdf

DEKALB COUNTY

DEPARTMENT OF PURCHASING AND CONTRACTING

January 29, 2024

REQUEST FOR PROPOSALS (RFP) NO. 24-500664

STANDBY MECHANICAL ENGINEERING

AND ENERGY SUPPORT SERVICES (MULTIYEAR)

Senior Procurement Agent: Brenda H. Redus

Email: bredus@dekalbcountyga.gov

Mandatory DeKalb First LSBE

Meeting:

(Bidders must attend 1 meeting on either of the dates listed.)

Pre-Proposal Conference: (Optional)

January 31 or February 7, 2024

Meetings are virtual and held at 10:00 a.m. and 2:00 p.m.; access at the below link:

ZOOM Conference: Utilize the link supplied on our webpage https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program

February 6, 2024 at 10:00 AM

Virtual Meeting: ZOOM Link below:

https://dekalbcountyga.zoom.us/j/88139738652.

Deadline for Submission of Questions: February 12, 2024, 5:00 pm

Deadline for Receipt of Proposals: February 29, 2024, 3:00 pm

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP TO THE

DEPARTMENT OF PURCHASING AND CONTRACTING OF DEKALB COUNTY

GOVERNMENT ON OR BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND

STRICTLY THE RESPONSIBILITY OF THE RESPONDER.

mailto:bredus@dekalbcountyga.gov https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program https://dekalbcountyga.zoom.us/j/9333908091

TABLE OF CONTENTS

Section Title Page

I. Introduction

II. Statement of Work

III. Proposal Format

A. Cost Proposal

B. Technical Proposal

C. Local Small Business Enterprise Ordinance

D. Federal Work Authorization Program

IV. Criteria for Evaluation

V. Contract Administration

A. Standard County Contract

B. Submittal Instructions

C. Pre-Proposal Conference and Site Visit

D. Questions

E. Acknowledgement of Addenda

F. Proposal Duration

G. Project Director/Contract Manager

H. Expenses of Preparing Responses to this RFP

I. Georgia Open Records Act

J. First Source Jobs Ordinance

K. Business License

L. Ethics Rules…………………………………………………………….13

M. Right to Audit…………………………………………………………..13

Cooperative Procurement…………………………………………………..13

VI. Award of Contract

Attachment A. Cost Proposal .................................................................. 15-16

Attachment B. Proposal Cover Sheet

Attachment C. Contractor Reference and Release Form

Attachment D. Subcontractor Reference and Release Form

Attachment E. LSBE Opportunity Tracking Form ................................. 20-28

Attachment F. Responder Affidavit

Attachment G. First Source Jobs Ordinance Information & Exhibits .... 30-33

Attachment H. Sample County Contract ................................................ 34-56

DeKalb County Department of Purchasing and Contracting

Maloof Administration Building, 1300 Commerce Drive ve, 2nd Floor, Decatur, Georgia 30030

January 29, 2024

REQUEST FOR PROPOSALS (RFP) NO. 24-500664

STANDBY MECHANICAL ENGINEERING

AND ENERGY SUPPORT SERVICES (MULTIYEAR)

DeKalb County Government (the County) requests qualified individuals and firms with experience in providing

Mechanical Engineering and Energy Support Services and Consultation, to maximize the efficiency of Facility

Management HVAC Systems, Equipment, and Facility comfort and operational efficiency on an as requested basis. Respondents shall demonstrate the ability as a licensed mechanical engineering firm, to provide HVAC and DDC control consultation, manipulation, troubleshooting energy conservation alternatives and HVAC design support. Respondents are also expected to demonstrate their business practice and experience in integrating a complete sustainability, energy management and sustainability commissioning program.

I. INTRODUCTION

A. DeKalb County Government (the County) Department of Facilities Management is soliciting Request for

Proposals (RFP) from qualified Mechanical Engineering firms knowledgeable in providing assessments of equipment conditions functionality and energy management, with the objective of insuring that the County has the ability to repair, replace or redesign as necessary any obsolete or inefficient systems. Consultant shall satisfactorily demonstrate significant experience in working with municipalities and/or governmental agencies in conducting on site visits & reviews of equipment; verifying and validating floorplans and equipment inventory and functionality; design, assessments, inspections, on a local area scale. Consultant must demonstrate the ability to meet the following minimum criteria to be considered responsive to the RFP.

B. The successful firm(s) will provide the above services and demonstrate the ability to meet the following minimum criteria to be considered responsive to the RFP:

The Proposer shall demonstrate knowledge, skills, abilities and experience in the following areas:

1.1 Proposer shall provide a Project Manager and Principle-in-Charge who has a minimum of five (5) years' experience providing Facilities Related Planning, Design, Engineering, and HVAC Assessment services.

1.2 Proposer shall provide a team directory showing each team member and include the following for each team member listed: firm name; corporate home office location; address, phone number and e-mail addresses.

1.3 Proposer shall provide an organizational chart which clearly indicates each discipline, company name, principal-in-charge, and project manager(s) assigned with the overall project coordination.

1.4 Proposer must have, at a minimum, five (5) years relevant experience conducting analysis or process reviews for Professional Engineering Services related to Mechanical Engineering, and services for entities comparable in size and number of facilities, with DeKalb County in the past five (5) years.

C. The following Required Documents Checklist includes a list of attachments which must be completed and returned with Responder’s technical proposal:

Required Documents Attachment

Cost Proposal Form (1 copy, separate & sealed) A

Proposal Cover Sheet B

Contractor Reference and Release Form C

Subcontractor Reference and Release Form

(make additional copies as needed)

D

LSBE Documents – Exhibits A and B E

Responder Affidavit G

First Source Jobs Ordinance (with Exhibits 1 – 4) H

Exceptions to the Standard County Contract, if any

D. The services shall commence within ten (10) calendar days after acknowledgement of receipt of written notice to proceed. This is a multiyear contract (expected 5 years) to be utilized on an, as, if and when needed basis. Completion dates will be scheduled in accordance with the work assigned and coordinated through the County’s Project Manager.

E. The County anticipate multiple awards from at least one (1) to three (3) awardees.

II. STATEMENT OF WORK

The scope of services required by the County in connection with this request for proposal covers those services customarily provided to government entities by firms in the practice of rendering consulting services for Mechanical Engineering Services and Assessments. Work will vary based on the specific assignment and timing of the engagement. However, all work will be in the realm of Mechanical

Engineering services. Any County Department or agency may engage the scope of work. DeKalb County intends to engage a Mechanical Engineering firm to provide technical, professional and other services for various DeKalb County projects as broadly described in this RFP. The intent of this project is for one firm to provide some, all or any combination of the various and diverse technical, professional, mechanical engineering planning projects, and related projects for the County on an as needed basis. Whenever services are requested by the County the Consultant will submit a written proposal for the specific project based on the scope of services requested. The County may accept or reject the proposal, or decline such services when it is in the best interest of the County to do so. If the Consultant's proposal is accepted, the County may issue a Work Authorization and Notice to Proceed that specifies the "not-to-exceed" dollar amount of the Work Authorization with the begin and completion date. After having received the Notice to Proceed, including a written approval of the scope of services and estimate of fees for a specific project, the

Consultant shall provide the services required for the specific project in accordance with the contract and scope of service. The County may rescind a Notice to Proceed or Work Authorization at any time at the

County's convenience if it is in the best interest of the DeKalb County. When a Notice to Proceed is rescinded, the County will pay the Consultant for any authorized work that has been satisfactorily performed up to, and through the date of cancellation. In the event of cancellation, the Consultant will not be entitled to any additional compensation for unauthorized work or anticipated lost profits due to such cancellation. All work products for which compensation is received by the Consultant from the County shall be submitted to the County, as the property of the County. Further, all authorized work shall be submitted to the County before final payment is approved by the County. It is understood and agreed by the Consultant that services performed under the Scope of Services as stated in this RFP shall include, but not be limited to those services described below and to the extent desired by The County. Basic Services may include the provision of various professional services as hereinafter stated that include mechanical engineering, contract administration, prequalification, bidding, and construction inspection services incidental thereto. Services also include preparation of engineering studies, modeling process and hydraulics, energy analysis and assistance with regulatory requirements, citizen participation involvement, pre-design and pre-construction support and partnering. The County may request all, some, any combination of or none of the services identified in this Scope of Services. When the County desires any services contemplated under this RFP, the County will contact the Consultant and request a written proposal, estimate of costs and preliminary schedule for the work to be performed on each specific project based on the Scope of Services desired by the County. The following describes the varied tasks necessary to meet the requirements of this Request for Proposal:

• Onsite inspections to provide full assessment of equipment age and conditions;

• Providing specific technical expertise in enhancing equipment functionality and energy efficiency;

• Formulate a plan for facility improvements based on AABC Commissioning Group Standards for Retro-Commissioning.

• Create an engineering plan to reduce “customer complaints”, develop a strategy to improve client facility comfort and maintain set points in accordance with ASHRAE standards between 68-74 Degrees Fahrenheit;

• Provide Project Management for assigned equipment repairs, replacement or redesign;

• Make recommendation to improve (IAQ) Indoor Air Quality, in accordance with ASHRAE comfort and humidity standards for the Southeaster Continental United States.

• Conducting specific assessments under the supervision of the Construction Project Manager;

1. ENGINEERING STUDIES

Certain projects may be assigned to the Consultant that requires the only deliverable to be technical memorandums and/or final reports. Such projects will usually be for planning purposes or consist of an efficiency study. These projects will not require additional design, bids or construction services as outlined elsewhere in this document. Mechanical Engineering studies will require the use of engineering and scientific specialists proficient in the subject area of the project. These specialists will be considered local for billing purposes with no reimbursement for travel and lodging expenses. The Consultant will be required to maintain a project schedule and budget for each study assigned. A minimum of two (2) weeks shall be provided in the project schedule for County review of each deliverable unless otherwise directed by the County. Services may include, but not be limited to the following:

1.1 A kick-off meeting;

1.2 Progress meetings as determined by the County;

1.3 Information gathering;

1.4 Preparation of draft technical memorandums on specific subject areas of the project;

1.5 Review meetings and coordination of review comments;

1.6 Preparation of the final report; and

1.7 Presentation of the results at private and public forums when requested and directed by the

County.

2. CONSULTATIVE, INVESTIGATIVE, RE-DESIGN AND PRE-DESIGN SERVICES

The Consultant may be requested to provide various services including, but not limited to, the following:

2.1 Inspections, explorations, surveys, testing or other services concerning the collection, analysis, evaluation and interpretation of data leading to specialized conclusions and recommendations;

2.2 Feasibility studies on proposed projects, including studies of clients' needs, analysis of conditions or methods of operation, development of alternative concepts, economic analyses, environmental studies and site location studies;

2.3 Development of preliminary design reports, including outline specifications, preliminary cost estimates; and

2.4 Schematic design and design development for revamping building equipment projects.

3. PROJECT MANAGEMENT SERVICES

The Consultant may be required to provide Project Management Services including, but not limited to the following:

3.1 Meeting the County requirements related to the project intent, quality, schedule and budget;

3.2 Assisting in the selection of consultants;

3.3 Performing conceptual studies including economic feasibility;

3.4 Planning, scheduling, monitoring, controlling, estimating, budgeting and cash control for specific projects;

3.5 Mechanical Engineering and design;

3.6 Installation management;

3.7 Commissioning testing and start-up of new facilities and or equipment;

3.8 Quality assurance;

3.9 Project closeout, energy improvements;

3.10 Maintaining a document tracking and control system through the duration of the project; and

3.11 LEED certification.

4. DETAILED DESIGN SERVICES

The Consultant may be requested to perform Detailed Mechanical Design Services (utilizing the County’s

Standard Specifications and Details where applicable) based on previously established project requirements.

These services may include, but not be limited to the following:

4.1 Development and preparation of detailed calculations, mechanical engineering designs, drawings, cost estimates, technical specifications, and special conditions for use with the

County standard contract documents;

4.2 Resolving detailed problems;

4.3 Developing specifications and making equipment recommendations;

4.4 Coordinating mechanical engineers and/or other design service groups; Preparing, or collaborating with others responsible for preparing, estimates of the cost of the work;

4.5 Providing assistance and advice to the County in bid evaluation and contract award preceding construction, renovations or re-design;

4.6 Developing additional standards for use in the project and for separate submittal to the County for incorporation into the County's standard specifications and details in the absence of such;

and

4.7 Maintaining a document tracking and control system.

5. CONTRACT ADMINISTRATION AND GENERAL REVIEW DURING

RENOVATION/CONSTRUCTION

The Consultant may be requested to provide these services to assist the County in construction administration and engineering review following award of this contract and during construction of a specific project. These services may include, but not be limited to the following:

5.1 Providing advice on the interpretation of contract documents to the County;

5.2 Issuing supplementary details and instructions as required;

5.3 Reviewing shop drawings for general compliance with design requirements and contract documents;

5.4 Reviewing contractor's progress claims, including the validity of additions or deletions;

5.5 Reviewing progress certificates and change orders for the client's acceptance;

5.6 Making periodic site visits to assess progress generally and conformity of the of the work contract documents;

5.7 Reporting to the County on the progress of construction;

5.8 Arranging for, and attending, regular site meetings;

5.9 Carrying out final review;

5.10 Participating in the testing and start-up at the conclusion of the construction contract;

5.11 Issuing a substantial performance and/or completion certificate to the County;

5.12 Ensuring that the contractor's as-built record drawings are accurate and up to date on a periodic basis and upon completion of the project; and

5.13 Maintaining the document tracking and control system.

6. ADDITIONAL SERVICES

The County may request additional services other than those specifically detailed in this RFP as "basic/services" and these requests will vary according to the County needs any given time. These service requests may include, but are not limited to the following:

6.1 Extended commissioning and start-up assistance for equipment or facilities;

6.2 Preparing plant specific operating and maintenance manuals;

6.3 Determining deficiencies during the warranty period;

6.4 Preparing the final acceptance document at the end of the warranty period;

6.5 Providing assistance in as-built drawing verification;

6.6 Facility requirements and utilization studies;

6.7 Feasibility studies for new, renovation and alteration projects;

6.8 Preparation of program documents;

6.9 Preparation of schematic, preliminary, design Development, contract documents, and specifications;

6.10 Studies and audits for compliance with federal, state and local regulations;

6.11 Services related to minor and/or new construction, renovation and alteration projects;

6.12 Additional services which may be required or requested;

6.13 Master Planning, building systems surveys;

6.14 Facility programming;

6.15 Cost estimates.

III. PROPOSAL FORMAT

Responders are required to submit their proposals in the following format:

A. COST PROPOSAL

1. The cost proposal must be submitted in a separate, sealed envelope with the responder’s name and RFP title “Standby Mechanical Engineering and Energy Support Services

(Multiyear) – RFP 24-500664” on the outside of the envelope.

2. The sealed envelope containing the cost proposal may be included in the sealed package containing the technical proposal.

3. DO NOT INCLUDE FEES OR COSTS IN ANY AREA OUTSIDE OF THIS COST

PROPOSAL. Including fees in any area outside of the Cost Proposal in its separate, sealed envelope shall result in Responder’s proposal being deemed non-responsive.

4. Responders are required to submit their costs on Attachment A, Cost Proposal Form.

Responder shall not alter the cost proposal form.

B. TECHNICAL PROPOSAL (NOTE: DO NOT INCLUDE ANY COSTS OF ANY KIND

IN THIS SECTION.)

1. Technical Proposals must be submitted in a sealed envelope(s) or box(s) with the responder’s name and “Request for Proposals No. 24-500664 for Standby Mechanical

Engineering and Energy Support Services (Multiyear)” on the outside of each envelope or box.

2. Responder shall complete Attachment B, Proposal Cover Sheet, and include this as the first page of the technical proposal.

3. Technical Approach:

a) Technical Approach: Respondents are expected to provide an overview of their capabilities and experience that speaks to their abilities as a licensed mechanical engineering firm, to provide HVAC and DDC control consultation, manipulation, troubleshooting and design support. Respondents are also expected to introduce their business practices and experience in integrating a complete sustainability, energy management and capability commissioning program in support of the County’s intent to be the ideal place to live and work and for its’ infrastructure to reflect that intent.

b) Respondents are expected to show proof of 10 consecutive years of professional engineering licensure within the State of Georgia. Additional engineer certification or advanced degrees from engineering schools, accredited by the Accreditation

Board for Engineering and Technology (ABET).

• Responders are required to describe the procedures and methods that will achieve the required outcome of the project as specified herein;

• Include a listing of the County’s responsibilities and the Responder’s responsibilities required to complete the project; and

• Provide a project schedule at the task level starting with the receipt of the Notice to Proceed and ending with project completion.

4. Project Management:

a) Describe how the project will be organized and managed;

b) Describe progress reporting procedures for the project;

c) Include the anticipated use of subcontractors or independent contractors; and

d) Describe the resources necessary to accomplish the purpose of the project.

e) Provide information on the Quality assurance processes you have in place.

5. Personnel: Minimum Qualifications:

a) Proposer shall provide a Project Manager and Principle-in-Charge who have a minimum of five (5) years’ experience working on projects of this size and complexity.

b) Proposer shall provide the resumes and license information for each of the key personnel proposed for this project, specifically those of the Project Manager and the Principle-in-

Charge, and all other personnel to be assigned to this project. The resumes shall reflect their responsibilities, previous and current; experience; education and professional history; and length of time employed by the firm as a full-time employee. Resumes shall be limited to no more than three (3) pages per person and be organized according to the following: • Name and title • Professional Background • Current and Past Relevant Experience • Relevant

Training and Education • Courses completed during the past five (5) ears • Previous Work

Experience in Mechanical, Electrical, Plumbing and Fire Protection Design Services and

Facility Assessments • Include two (2) references for each key personnel member on similar projects • Include the role and responsibilities that each key personnel member will perform on this project.

c) Proposer shall provide a Team Directory showing each team member and include the following for each team member listed: firm name; corporate home office location; address, phone number and e-mail address.

d) Proposer shall show the percentage of time key personnel will spend on this project during each phase of the project and provide information on the availability of all personnel proposed for this project assuming an NTP will be issued three (3) months from the date of proposal submittal. Response shall include a complete description of other commitments and anticipated completion dates for the personnel assigned to this project.

e) Proposer must have, at a minimum, three (3) years relevant experience conducting analysis or process reviews for Standby Mechanical Engineering Services for entities comparable to the size of DeKalb County. Such entities include cities and/or counties which provide appraisal and assessment of real and tangible business personal property. Limit your response to two

(2) pages and provide the following information per project:

• The name of the project, the owner, year performed and the project location. •

Facility description, a photo of the interior and exterior of the facility, indicate size, functions housed, completed cost, and, year completed.

• Services the proposing firm provided. • Indicate whether participation was as the prime or sub-consultant.

• A reference, including a contact name, addresses and phone number. This reference should be the owner’s staff member who was in charge of the project for the owner.

f). USGBC LEED: Submit project experience where LEED was initiated for design, engineering and construction. This information will be used to verify LEED experience if the County elects to pursue a Silver LEED rating for its projects. If no LEED experience, indicate

“None.”

• Indicate name of LEED Accredited Professional

• Indicate LEED project certified rating(s) achieved or submitted for.

Identify the individuals who will be part of the project team; provide detailed resumes of team members and subcontractors who will be directly working on the project. Include any outside personnel, such as subcontractors.

6. Organizational Qualifications:

a) How many years has Responder operated under current company name? If the responder has operated under other names, list names and dates of use.

b) Describe Responder’s experience, capabilities and other qualifications for this contract.

c) Has Responder ever been debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded by any Federal or local government department or agency from doing business?

7. Financial Responsibility:

Responder must provide financial statements for the last three (3) years that evidences the responder’s financial capabilities to perform the statement of work. (Audited statements are preferable but a minimum of balance sheet, income statement and cash flow statement may be accepted.) Provide year of incorporation (if applicable).

8. References:

d) Responder shall provide three (3) references for projects similar in size and scope to the project specified herein using the Reference and Release Form attached hereto as Attachment C.

e) Provide three (3) references for each subcontractor proposed as a part of the project team. The references shall be for the same or similar types of services to be performed by the subcontractor (including LSBE-DeKalb and LSBE-MSA firms) on projects similar in size and scope to the project outlined in this RFP. Use Attachment D, Subcontractor Reference and

Release Form. Make additional copies as needed.

9. Provide the following information: Are you a DeKalb County Firm? Yes/No.

C. DeKalb First Ordinance

1. It is the objective of the Chief Executive Officer and Board of Commissioners of

DeKalb County to provide maximum practicable opportunity for all businesses to participate in the performance of government contracts. The current DeKalb County

List of Certified Vendors may be found on the County website at http://www.dekalbcountyga.gov/purchasing/pdf/supplierList.pdf.

2. It is required that all responding Responders attend the mandatory LSBE meeting within two-weeks of the solicitation’s advertisement, and comply, complete and submit all LSBE forms with the Responder’s response to remain responsive. Attendance can be in person, via video conference and teleconference. Video conferencing is available through Skype/Lync. Instructions for attendance via video conference can be found on the County’s website at https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program.

http://www.dekalbcountyga.gov/purchasing/pdf/supplierList.pdf https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program

3. For further details regarding the DeKalb First Local Small Business Enterprise

Ordinance, contact our LSBE Program representatives, at

DeKalbFirstLSBE@dekalbcountyga.gov or (404) 371-4770.

D. Federal Work Authorization Program Contractor and Subcontractor Evidence of Compliance

All qualifying contractors and subcontractors performing work with DeKalb County, Georgia must register and participate in the federal work authorization program to verify the work eligibility information of new employees. Successful responder(s) shall be required to register and participate in the federal work authorization program which is a part of Attachment F, Sample County Contract. In order for a Proposal to be considered, it is mandatory that the Responder Affidavit, Attachment G, be completed and submitted with responder’s proposal.

IV. CRITERIA FOR EVALUATION

The following evaluation criteria and the maximum points stated below will be used as the basis for the evaluation of proposals.

A. Cost (10 points)

B. Technical Approach to the Project (15 points)

C. Project Management (10 points)

D. Personnel (20 points)

E. Organizational Qualifications (20 points)

F. Financial Responsibility (10 points)

G. References (5 points)

H. Local Small Business Enterprise Participation (LSBE) (10 points)

I. Optional Interview (5points) - bonus

V. CONTRACT ADMINISTRATION

A. Standard County Contract

The attached sample contract is the County’s standard contract document (see Attachment F), which specifically outlines the contractual responsibilities. All responders should thoroughly review the document prior to submitting a proposal. Any proposed revisions to the terms or language of this document must be submitted in writing with the responder’s response to the request for proposals.

Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to the

County, responders should review any proposed revisions with an officer of the firm having authority to execute the contract. No alterations can be made in the contract after award by the Board of

Commissioners.

B. Submittal Instructions

One (1) original Technical Proposal stamped “Original” and one (1) flash drive containing an identical copy of the Technical Proposal (do not include the Cost Proposal on the drives); and one (1) original

Cost Proposal – hard copy (see Section III.A. for additional instructions regarding submittal of Cost

Proposal) must be submitted to the following address no later than 3:00 p.m. on February 29, 2024.

DeKalb County Department of Purchasing and Contracting

The Maloof Center, 2nd Floor

1300 Commerce Drive

Decatur, Georgia 30030 mailto:DeKalbFirstLSBE@dekalbcountyga.gov

Proposals must be clearly identified on the outside of the packaging with the responder’s name and

“Request for Proposals (RFP) No. 24-500664 for Standby Mechanical Engineering and Energy

Support Services (Multiyear)” on the outside of the envelope(s) or box(es).

C. Pre-Proposal Conference (Optional)

A pre-proposal conference will be held on February 6, 2024 at 10:00 AM, via ZOOM Link:

https://dekalbcountyga.zoom.us/j/88139738652. Interested responders are strongly encouraged to attend and participate in the pre-proposal conference. For information regarding the pre-proposal conference, please contact Brenda Redus via email at bredus@dekalbcountyga.gov .

D. Questions

All questions concerning the Project and requests for interpretation of the Contract may be asked and answered at the pre-bid conference; however, oral answers are not authoritative. Questions must be submitted to Brenda Redus, via email to bredus@dekalbcountyga.gov , no later than 5:00 PM on February 12, 2024. Questions and requests for interpretation received by the Department of Purchasing and Contracting after this date will not receive a response or be the subject of addenda.

E. Acknowledgment of Addenda

Addenda may be issued in response to changes in the RFP. It is the responsibility of the responder to ensure awareness of all addenda issued for this solicitation. Please acknowledge the addenda and submit to the Department of Purchasing and Contracting as requested. Responder may contact Brenda Redus via email bredus@dekalbcountyga.gov to verify the number of addenda prior to submission.

Addenda issued for this project may be found on DeKalb County’s website, https://www.dekalbcountyga.gov/purchasing-contracting/bids-itb-rfps.

F. Proposal Duration

Proposals submitted in response to this RFP must be valid for a period of One Hundred Twenty (120) days from proposal submission deadline and must be so marked.

G. Project Director/Contract Manager

The County will designate a Project Director/Contract Manager to coordinate this project for the County. The successful responder will perform all work required pursuant to the contract under the direction of and subject to the approval of the designated Project Director/Contract Manager. All issues including, payment issues, shall be submitted to the Project Director/Contract Manager for resolution.

H. Expenses of Preparing Responses to this RFP

The County accepts no responsibility for any expenses incurred by the responders to this RFP. Such expenses are to be borne exclusively by the responders.

I. Georgia Open Records Act

Without regard to any designation made by the person or entity making a submission, DeKalb County considers all information submitted in response to this invitation or request to be a public record that will be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. §50-18-70 et seq., without consulting or contacting the person or entity making the submission, unless a court order is presented with the submission. You may wish to consult an attorney or obtain legal advice prior to making a submission.

J. First Source Jobs Ordinance

The DeKalb County First Source Jobs Ordinance requires contractors or beneficiaries entering into any type of agreement with the County, including purchase orders, regardless of what they may be called, for the procurement or disposal of supplies, services, construction projects, professional or consultant https://dekalbcountyga.zoom.us/j/9333908091 mailto:bredus@dekalbcountyga.gov mailto:bredus@dekalbcountyga.gov mailto:bredus@dekalbcountyga.gov https://www.dekalbcountyga.gov/purchasing-contracting/bids-itb-rfps services, which is funded in whole or part with County funds or County administered funds in which the contractor is to receive $50,000 or more in County expenditures or committed expenditures and recipient of urban redevelopment action grants or community development block funds administered in the amount of $50,000 or more make a good faith effort to hire DeKalb County residents for at least

50% of jobs using the First Source Registry (candidate database). The work to be performed under this contract is subject to the provisions of the DeKalb County First Source Jobs Ordinance. Please complete the First Source Jobs Ordinance Acknowledgement and New Employee Tracking Form included in Attachment H, First Source Jobs Ordinance (with Exhibits 1 – 4) and submit with the responder’s proposal.

For more information on the First Source Jobs Ordinance requirement, please contact WorkSource

DeKalb at www.worksourcedekalb.org or 404-687-3400.

K. Business License

Upon award of the contract, successful responder shall submit a copy of its valid company business license. If the responder is a Georgia corporation, responder shall submit a valid county or County business license. If the responder is not a Georgia corporation, responder shall submit a certificate of authority to transact business in the state of Georgia and a copy of its valid business license issued by its home jurisdiction. If responder holds a professional certification which is licensed by the state of

Georgia, then responder shall submit a copy of its valid professional license. Any license submitted in response to this requirement shall be maintained by the responder for the duration of the contract.

L. Ethics Rules

Bidders are subject to the Ethics provision within the DeKalb County Purchasing Policy; the

Organizational Act, Section 22A, the Code of DeKalb County; and the rules of Executive Order

2014-4. Any violations will be addressed, pursuant to these policies and rules.

To the extent that the Organizational Act, Section 22A, the Code of DeKalb County, and the rules of

Executive Order 2014-4 allow a gift, meal, travel expense, ticket, or anything else of value to be purchased for a CEO employee by a contractor doing business with the County, the contractor must provide written disclosure, quarterly, of the exact nature and value of the purchase to the Chief

Integrity Officer, if created, or the Finance Director or his/her designee. Every contractor conducting business with the County will receive a copy of these ethical rules at the time of execution of the contract.

M. Right to Audit

The County shall have the right to audit all books and records, including electronic records, relating or pertaining to this contract or agreement, including but not limited to all financial and performance related records, property, and equipment purchased in whole or in part with County funds and any documents or materials which support those records, kept under the control of the Contractor, including but not limited to those kept by the Contractor's employees, agents, assigns, successors and subcontractors. The County also has the right to communicate with Contractor's employees related to the audited records.

The Contractor shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of this contract and for seven (7) years after termination or expiration, including any and all renewals thereof. The books and records, together with supporting documents and materials shall be made available, upon request to the County or its designee, during normal business hours at the Contractor's office or place of business. In the event that no such location is available, then the books, records, and supporting documents shall be made available for audit at a time and location which is convenient for the County.

http://www.dekalbworkforce.org/

N. Cooperative Procurement

The County through P&C may permit piggybacks to this contract from other County, county, local authority, agency, or board of education if the vendor will extend the same prices, terms, and conditions to the County. Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following entry, renewal or extension of the contract. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

VI. AWARD OF CONTRACT

An evaluation committee will review and rate all proposals and shall determine if interviews are necessary.

If interviews are conducted, firms may be scheduled for an oral presentation to the evaluation committee, not to exceed one hour’s duration, in order to respond to questions from the evaluation committee relevant to the firm’s proposal.

The evaluation committee will make its recommendation for award to the DeKalb County Board of

Commissioners, who will make the final decision as to award of contract.

THE COUNTY RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS, TO WAIVE

INFORMALITIES, AND TO RE-ADVERTISE.

Sincerely, Brenda Redus, J.D., CPPO, CPPB

Senior Procurement Agent

Department of Purchasing and Contracting

Attachment A: Cost Proposal

Attachment B: Proposal Cover Sheet

Attachment C: Contractor Reference and Release Form

Attachment D: Subcontractor Reference and Release Form

Attachment E: LSBE Opportunity Tracking Form

Attachment F: Sample County Contract

Attachment G: Responder Affidavit

Attachment H: First Source Jobs Ordinance Information with Exhibits 1 - 4

ATTACHMENT A

COST PROPOSAL FORM

STANDBY MECHANIICAL ENGINEERING AND ENERGY SUPPORT SERVICES

(MULTIYEAR)

Responder: Please complete the attached pages of the Cost Proposal Form, and return them with this cover page. The cost proposal must be submitted in a separate, sealed envelope with the Responder’s name and “Request for Proposals No. 24-500664, Standby Mechanical Engineering and Energy Support Services (Multiyear)” clearly identified on the outside of the envelope.

By signing this page, Responder acknowledges that he has carefully examined and fully understands the Contract, Scope of Work, and other attached documents, and hereby agrees that if his proposal is accepted, he will contract with DeKalb County according to the Request for Proposal documents.

Please provide the following information:

Name of Firm: ___________________________________________________________

Address: _______________________________________________________________

Contact Person Submitting Proposal:__________________________________________

Title of Contact Person:____________________________________________________

Telephone Number:_______________________________________________________

Fax Number:_____________________________________________________________

E-mail Address:__________________________________________________________

Signature of Contact Person

Title of Contact Person

ATTACHMENT A-1

COST PROPOSAL FORM

The Cost Proposal Form shall be submitted in a separate sealed envelope, properly labeled as “Cost Proposal”.

HOURLY RATES

Function/Position:

Year 1 Year 2 Year 3 Year 4 Year 5

Mechanical Engineering

Services (Principal registered)

Project Engineer, Registered

Project Engineer, E.I.T.

Designer

Draftsman/CADD

Professional Energy

Consultant

Administrative/Clerical

All costs entered are to be expressed as hourly rates.

Company Name Date

Name of Authorized Representative Authorized Representative’s Signature

ATTACHMENT B

PROPOSAL COVER SHEET

NOTE: Read all instructions, conditions and specifications in detail before completing this Request for Proposal.

Please complete and include this cover sheet with your technical proposal.

Company Name

Federal Tax ID#

Complete Primary Address

County County Zip Code

Mailing Address (if different)

County State Zip Code

Contact Person Name and Title

Telephone Number (include area code)

Email Address

Fax Number (include area code)

Company Website Address

Type of Organization (check one)

Corporation Joint Venture

Proprietorship Government

Proposals for RFP No. 24-500664 Standby Mechanical Engineering and Energy

Support Services (Multiyear) described herein will be received in the Purchasing &

Contracting Department, Room 2nd Floor, The Maloof Center, 1300 Commerce Drive, Decatur, Georgia 30030 on February 29, 2024 until 3:00 p.m. (EST). Proposals shall be marked in accordance with Section V.B.

CAUTION: The Decatur Postmaster will not deliver certified or Special Delivery Mail to specific addresses within DeKalb County Government. When sending bids or time sensitive documents, you may want to consider a courier that will deliver to specific addresses.

Proposal Cover Sheet should be signed by a representative of Proposer with the authority to bind Proposer to all terms, conditions, services, and financial responsibilities in the submitted Proposal.

Authorized Representative Signature(s)

Title(s)

Type or Print Name(s)

Date

ATTACHMENT C

CONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type of service listed in the solicitation. Note: Additional pages may be added to insure ALL required information has been included.

Company Name Contract Period

Telephone Number (include area code)

Project Name

Contract Period

Contract Period

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signed_______________________________________ Title___________________________

(Authorized Signature of Proposer)

Company Name _____________________________________Date _____________________

ATTACHMENT D

LSBE SUBCONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type of service listed in the solicitation. Note: Additional pages may be added to insure ALL required information has been included.

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address County State Zip Code

Email Address Fax Number (include area code)

Project Name

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address County State Zip Code

Email Address Fax Number (include area code)

Project Name

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address County State Zip Code

Email Address Fax Number (include area code)

Project Name

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signed_______________________________________

Title___________________________

(Authorized Signature of LSBE)

Company Name _____________________________________Date

ATTACHMENT E

DEKALB FIRST LSBE INFORMATION

WITH EXHIBITS A – B

SCHEDULE OF LOCAL SMALL BUSINESS ENTERPRISE PARTICIPATION

OPPORTUNITY TRACKING FORM

The Chief Executive Officer and the Board of Commissioners of DeKalb County believe that it is important to encourage the participation of small and local businesses in the continuing business of

County government; and that the participation of these types of businesses in procurement will strengthen the overall economic fabric of DeKalb County, contribute to the County’s economy and tax base, and provide employment to local residents. Therefore, the Chief Executive Officer and the Board of Commissioners have made the success of local small businesses a permanent goal of DeKalb County by implementing the DeKalb First Local Small Business Enterprise Ordinance.

PROVISIONS OF DEKALB FIRST LOCAL SMALL BUSINESS ENTERPRISE (LSBE)

ORDINANCE

Percentage of LSBE Participation Required

20% of Total Award

Certification Designation Request For Proposals (RFP)

LSBE Within DeKalb (LSBE-DeKalb) Ten (10) Preference Points

LSBE Outside DeKalb (LSBE-MSA) Five (5) Preference Points

Demonstrated GFE Two (2) Preference Points

Certified Local Small Business Enterprises (LSBEs) located within DeKalb County and prime contractors utilizing LSBEs that are locally-based inside DeKalb County shall receive ten (10) points in the initial evaluation of their response to any Request for Proposal. Certified LSBEs located outside of DeKalb County but within the nine (9) County Metropolitan Statistical Area (MSA) consisting of

Cherokee, Clayton, Cobb, Douglas, Fayette, Fulton, Gwinnett, Henry and Rockdale Counties shall receive five (5) points in the initial evaluation of their response to any Request for Proposal. Prime

Contractors who demonstrate sufficient good faith efforts in accordance with the requirements of the ordinance shall be granted two (2) points in their initial evaluation of responses to any Request for

Proposal. Pro-rated points shall be granted where a mixture of LSBE-DeKalb and LSBE MSA firms are utilized. Utilization of each firm shall be based upon the terms of the qualified sealed solicitation.

Prime Contractor(s) deemed responsible and remains responsive to an Invitation to Bid (ITB) because they are either a certified LSBE-DeKalb or LSBE-MSA firm or has obtained 20% participation of an LSBE-DeKalb or LSBE-MSA firm, submits the lowest bid price shall be deemed the lowest, responsive and responsible bidder.

Prime Contractor(s) deemed responsible and remains responsive to an Invitation to Bid (ITB) and documented good faith efforts, submits a lower bid price than a Prime Contractor that achieved 20%

LSBE participation, or otherwise required benchmark, then the Prime Contractor who actually met the benchmark will be given the opportunity to match the lowest bid price of the Prime Contractor who only made good faith efforts. Prime Contractor(s) who choose not to match the lowest bid price, then the Prime Contractor who made the good faith efforts will be deemed the lowest, responsive and responsible bidder.

For all qualified sealed solicitations, the Director of Purchasing and Contracting, DeKalb County

Government, shall determine if the bidder/proposer has included written documentation showing that at least twenty percent (20%) of the total contract award will be performed by a certified LSBE. This written documentation shall be in the form of a notarized Schedule of LSBE Participation (Attached hereto as “Exhibit A”.) For all contracts, a signed letter of intent from all certified LSBEs describing the work, material, equipment and/or services to be performed or provided by the LSBE(s) and the agreed upon percentage shall be due with the bid or proposal documents and included with “Exhibit A”.

The certified vendor list establishes the group of Certified LSBE’s from which the bidder/proposer must solicit subcontractors for LSBE participation. This list can be found on our website http://www.dekalbcountyga.gov/purchasing-contracting/about-purchasing-and-contracting or obtained from the Special Projects LSBE Program team.

Prime Contractors failing to meet the LSBE benchmark must document and demonstrate Good Faith

Efforts in accordance with the attached “Checklist for Good Faith Efforts” portion of “Exhibit A.” The notarized Schedule of LSBE Participation shall be due and submitted with each bid or proposal. Failure to achieve the LSBE benchmark or demonstrate good faith efforts shall result in a bid or proposal being rejected. Prime Contractors that fail to attend the mandatory LSBE meeting in person or via video conference shall mean that the Prime Contractor has not demonstrated sufficient good faith efforts and its bid or proposal if submitted, shall be deemed non-responsive without any further review.

Upon award, Prime Contractors are required to submit a report detailing LSBE Sub-Contractor usage with each request for payment and not less than on a monthly basis. Prime Contractors shall ensure that all LSBE sub-contractors have been paid within seven (7) days of the Prime’s receipt of payment from the County. Failure to provide requested reports/documentation shall constitute a material breach of contract, entitling the County to terminate the Contract for default or pursue other remedies. LSBE sub-contractors must confirm payments received from the Prime(s) for each County contract they participate in.

For eligible bids/proposals valued over $5,000,000.00, the Mentor-Protégé provision of the Ordinance shall apply. Prime Contractors must agree to become mentors and take on an LSBE protégé in an effort to enhance the potential of future LSBEs. Qualifying projects shall be performed by both Mentor and

Protégé through a subcontract between both parties. This requirement is in addition to all other applicable sections of the DeKalb First Ordinance. Please review the ordinance, section 2-214 or contact the LSBE Program Representative for detailed information regarding this initiative.

http://www.dekalbcountyga.gov/purchasing-contracting/about-purchasing-and-contracting

EXHIBIT A

SCHEDU…