RFP 24_752_037 Meeting Minutes_docx.pdf
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- Solicitation number
- PE-64410-NONST-2024-000000074
- Issued by
- Dekalb County, Georgia
About this file
The document is the Meeting Minutes from the Mandatory Pre-Proposal Conference for RFP No. 24-752-037 for Third Party Commissioning Services for the DeKalb County School District (DCSD) in Georgia. The RFP seeks proposals from qualified firms with experience providing high quality and cost-effective third party commissioning services in a K-12 education setting. Proposals are due electronically by 2:00 pm on Thursday, August 1, 2024. Respondents must register with the IONWAVE portal, upload all required documents, and click "Submit Response" to successfully submit a proposal. The selection process will determine the most advantageous vendor for the services, and any contact with DCSD personnel other than the Procurement Manager can result in disqualification.
The scope of work includes third party commissioning services for multiple concurrent projects at varying stages of construction, with the expectation that all major building system replacement projects will be at 30% construction document progress by September 1, 2024. There is no maximum page limit for the proposals, and the successful vendor will be required to attend up to 14 project team review meetings per project to coordinate and collaborate. Background checks will be performed on all personnel working on DCSD campuses at a cost of $45 per person, to be borne by the vendor.
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RFP No. 24-752-037 Request for Proposal for July 9, 2024
Third Party Commissioning Services
Meeting Minutes
RFP No. 24-752-037
Project Name: Request for Proposals for Third Party Commissioning Services DCSD Project Nos: N/A
Mandatory Pre-Bid Conference Meeting Pre Proposal Conference Meeting 1 Date Start End Prepared by Company 07/09/2024 10:00 AM 10:25 AM Angela Arlene-Myrick DCSD
Purpose Location Mandatory Pre-Proposal Conference for Request for Proposals for Live Video Third Party Commissioning Services Attended by the following:
T roy Byers CX Solutions, LLC Brandon Caves Andrews Hammock & Powell Inc.
John Skipper ICE East, LLC Jan Millikin TLC Engineering Solutions Brian Barnes Farnsworth Group, Inc.
Amy Pastor EXP U.S. Services Inc.
Edgardo Hernandez EXP U.S. Services Inc.
Michael E. Dudley LEAVY Engineering and Building Commissioning, LLC Jeff Morrison Control Concepts Inc.
Mike Parson Total Systems Commissioning, Inc.
Tabitha Bouchard Commissioning & Green Building Solutions Inc.
Phil Kang Workings Buildings Chris Szutz Raymond Jessica Gugliotta Raymond Megan Kelly Farnsworth Group, Inc.
Teressa W. Streeter Khafra Engineering Mel Butler ACERM E-SPLOST Program Director Carla Smith DCSD Vendor Services Executive Director Angela Arlene-Myrick DCSD Procurement Manager I T ijauna Naylor Smith DCSD Procurement Manager I Kehinde Bodunrin DCSD Procurement Specialist II Derron Tomlinson DCSD Procurement Specialist II
Introduction The DCSD Team introduced themselves. The list of names of everyone who registered for the mandatory Pre-proposal meeting was called to verify attendance.
I. Proposal Requirements
a. Proposals are to be submitted electronically on the DCSD website at https://dekalbschoolsga.ionwave.net/ by 2:00 pm on Thursday, August 1, 2024.
https://dekalbschoolsga.ionwave.net/
b. Respondents will be required to complete the following steps to successfully submit a proposal electronically:
Respondents are required to register using the IONWAVE portal and obtain a username and password.
Respondents will be required to upload all required documents identified under the Response Attachments tab.
After uploading all required documents, Respondents will need to click "Submit Response" under the Response Submission tab.
Once all of the required documents have been successfully uploaded, “Submitted” in green will appear next to Response Status.
Your response has not been successfully submitted if you see the following message next to Response Status: NOT SUBMITTED – To complete your response, you must click ‘Submit Response’ in the Response Submission tab.
Demonstration
II. Form of Contract
a. Continuing Contract for Professional Services (Appendix E).
III. Background Checks
Will take place at the DCSD Public Safety Office. Bidders were informed that background checks will be performed on each person doing any work on a DCSD campus. The price of the background checks is $45 per person at the expense of the vendor.
IV. Selection Process
a. See RFP Section XIII, QUALIFICATIONS FOR SELECTION AND THE SELECTION PROCESS. The responsible and responsive Vendor whose Proposal is determined to be the most advantageous to the District will be selected to perform Services for this project.
b. Any contact with any other DCSD personnel or representative other than the Procurement Manager, Angela Arlene-Myrick, can cause that firm to be disqualified.
V. Questions and Answers
a. All questions and Substitution Requests regarding this RFP must be directed in writing to the
Procurement Manager no later than Wednesday. July 17, 2024, at 2:00 PM.
Email: dcsd-op-bidquestion@dekalbschoolsga.org.
b. Final Addendum (if needed) will be issued on Wednesday, July 24, 2024, by 2:00 PM.
VI. Scope of Work Mr. Mel Butler discussed the scope of work for Third Party Commissioning Services.
Open Discussion
Q1. Is there an anticipated proposed schedule for each project? Is the intent to build all projects the same time?
A1. As mentioned, the projects are progressing essentially concurrently, and we hope to be able to provide a little more schedule information in an upcoming addendum. Presume that all projects will be at 30% construction document points by September 1, 2024. Not counting the two that are fully designed, the major building system replacement projects, the template projects #1, #2, and #3 one may assume. Approximately 30%CD progress through September 1st and will provide a more robust schedule from the procurement team.
mailto:dcsd-op-bidquestion@dekalbschoolsga.org
Q2. Is there a max number of pages for the proposal documents?
A2. No there is no maximum number of pages listed in the RFP.
Q3. RFP Section 2.9 references to “Attend up to fourteen (14) Project Team review meetings to coordinate and collaborate with the project team and discuss comments on plans and specifications.” Confirm if indicated quantity is per project or total lump sum.
A3. Yes, it is per project.
End of Addendum
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