RFP 24_752_037 Third Party Commissioning Serv.pdf

DeKalb County Board of Education Operations Division Sam A. Moss Service Center 1780 Montreal Road Tucker, GA 30084-6705

RFP No. 24-752-037 Third Party Commissioning Services Page 1 of 26

Request for Proposals (RFP) No. 24-752-037

For

THIRD PARTY COMMISSIONING SERVICES

Owner: DeKalb County Board of Education (the “Board”) Design and Construction Department Sam A. Moss Service Center 1780 Montreal Road Tucker, GA 30084-6705

Solicitation Timeline Summary (dates are subject to change)

EVENT DATE(S) TIME LOCATION

Solicitation Opens June 27, 2024 http://dekalbschoolsga.ionwave.net

Virtual Mandatory Pre- Proposal Conference

July 9, 2024 10:00 AM Via TEAMS

Mandatory Site Visits Not Applicable N/A Not Applicable

Final Questions Due July 17, 2024 2:00 PM dcsd-op-bidquestion@dekalbschoolsga.org

Final Addendum July 24, 2024 2:00 PM http://dekalbschoolsga.ionwave.net

Proposal Due Date & Time August 1, 2024 2:00 PM http://dekalbschoolsga.ionwave.net

Public Acknowledgement

August 5, 2024

5:00 PM http://dekalbschoolsga.ionwave.net

Selection Committee Evaluation

August 5-9, 2024

Anticipated Board Review and Approval

October 7, 2024

Anticipated Notice of Award October 14, 2024

Anticipated Notice to Proceed

November 2024

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TABLE OF CONTENTS

I. Advertisement for Sealed Proposals II. Definition of Terms III. Background IV. Purpose V. Communications with DCSD Staff VI. Prohibited Contacts VII. Questions and Answers……………………………………………………………………………………….7 VIII. General Terms and Conditions

A. Respondent Performance B. Addendums C. Non-Discrimination D. Drug-Free Workplace E. Smoke-Free Workplace F. Cost Incurred G. Insurance Requirements H. Indemnification I. Illegal Immigration Reform and Enforcement Act of 2011 J. Interviews K. Background Checks L. Term of Contract M. Cancellations N. Contract O. Permits and Applicable Law P. Suspension and Debarment Q. Non-Collusion R. Conflict of Interest S. Confidentiality and Non-Disclosure T. Business License U. Rights Reserved V. Taxes W. Respondent Failure X. Georgia Open Records Act Y. No Assignment of Award Z. Proposal Duration

IX. Project Description X. General Scope of Work .......................................................................................................................13-17 XI. Proposal Submission Requirements ....................................................................................................17-22 XII. Interviews & Presentation ....................................................................................................................22-24 XIII. Qualifications for Selection and Selection Process ..............................................................................24-25 XIV. Protest Procedures ..............................................................................................................................26-28

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Owner’s Standard Forms:

Attachment A: Commissioning Authority Checklist and Certification (2 pages)

Attachment B1: Corporate Certificate (1 page)

Attachment B2: Partnership Certificates (1 page)

Attachment B3: Entity Certificate (1 page)

Attachment C: Subcontractor Listing (1 page)

Attachment D: Offeror’s and Individuals’ Affidavit of NonCollusion (2 pages)

Attachment E: Conflict of Interest Disclosure Form (2 pages)

Attachment F: Consent to Release Information Form (1 page)

Attachment G: Not Applicable

Attachment H: Suspension and Debarment Certification (1 page)

Attachment I1: Price Sheet Sample Project #1-140,000 Square Feet (2 pages)

Attachment I2: Price Sheet Sample Project #2-300,000 Square Feet (2 pages)

Attachment I3: Price Sheet Sample Project #3-450,000 Square Feet (2 pages)

Attachment I4: Price Sheet Champion Theme School (2 pages)

Attachment I5: Price Sheet Nancy Creek Facility (2 pages)

Attachment J: Immigration and Security Certification (2 pages)

Attachment K: No Submittal Response Form (1 page)

Owner’s Appendices:

Appendix A: Owner’s Criteria and Narrative Scope (6 pages)

Appendix D: DCSD 2023-2024 and 2024-2025 School Calendar

Appendix E: Continuing Contract for Professional Services

Appendix F: Subcontractor Affidavit of NonCollusion

Owner’s Exhibits:

Exhibit A: Champion Theme School Plans Issued for Bid (189 pages)

Exhibit B: Champion Theme School Project Manual (826 pages)

Exhibit C: Nancy Creek Facility Plans Issued for Bid (93 pages)

Exhibit D: Nancy Creek Facility Project Manual (820 pages)

Exhibit E: Nancy Creek Architect Addendum No. 2 (4 pages)

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I.

ADVERTISEMENT FOR SEALED PROPOSALS

THIRD PARTY COMMISSIONING SERVICES

Proposals will be received electronically on the DeKalb County School District (“Owner”) website at https://dekalbschoolsga.ionwave.net until 2:00 p.m. local time on Thursday, August 1, 2024, for RFP No. 24-752- 037, Third Party Commissioning Services. The Owner shall not consider late proposals.

SCOPE OF SERVICES

The DeKalb County School District is seeking proposals from qualified firms who have experience in providing high quality and cost-effective methods to manage, operate and provide Third Party Commissioning Services in a K-12 education setting.

Request for Proposal (“RFP”) documents will be available Thursday, June 27, 2024, and may be obtained from the DeKalb County Board of Education website at https://dekalbschoolsga.ionwave.net.

VRTUAL MANDATORY PRE-PROPOSAL CONFERENCE

A virtual mandatory Pre-Proposal Conference will be held via TEAMS at 10:00 a.m. local time on Tuesday, July 9, 2024. Prospective bidders must provide the following information by 5:00 PM, EST on Monday, July 8, 2024:

1. Individual Name and Title

2. Company Name

3. Telephone Number

4. Email Address

This information must be sent to dcsd-op-solicitation@dekalbschoolsga.org. A meeting link will be sent to all those providing the above information no later than 9:30 AM, EST on Tuesday, July 9, 2024.

SCHEDULE FOR SELECTION (dates are subject to change) Virtual Mandatory Pre-Proposal Conference* July 9, 2024 @10:00 am Final Questions Due July 17, 2024 not later than 2:00 pm Final Addendum Issued (if necessary) July 24, 2024 not later than 2:00 pm Proposals Due August 1, 2024 not later than 2:00 pm Public Acknowledgement August 5, 2024 not later than 5:00 pm Anticipated Board Review and Approval September 9, 2024

*OPEN TO PUBLIC ATTENDANCE*

Meeting will be held via Microsoft Teams. Please refer to “Virtual Mandatory Pre-Proposal Conference” for instructions to receive meeting link.

Except as expressly provided in, or permitted by, the Proposal Documents, from the date of issuance of the RFP until final Owner action of approval of contract award, the Contractor submitting a Proposal shall not initiate any communication or discussion concerning the Project, the RFP or the Contractor’s Proposal or any part thereof with any employee, agent, or representative of the Owner. Any violation of this restriction may result in the rejection of the Contractor’s Proposal.

The Owner reserves the right to reject any or all proposals, and to waive technicalities and informalities.

https://dekalbschoolsga.ionwave.net/ mailto:dcsd-op-solicitation@dekalbschoolsga.org

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II. DEFINITION OF TERMS

Addendum - Written or graphic instruments issued prior to the date for opening of proposals, which modify or interpret the Proposal Documents by additions, deletions, corrections or clarifications.

Collusion - A secret agreement among bidders/offerors to circumvent laws and regulations when submitting bids and offers in an attempt to win contracts by illegal means or methods.

Contract - A formal written agreement between the owner and a vendor for providing goods and services.

DCSD – For the purposes of this proposal, DCSD shall mean “DeKalb County School District” and “The District”.

Lobbying – Lobbying is defined as any action taken by an individual, respondent, association, joint venture, partnership, corporation, and all other groups who seek to influence the decision of a Board Member or District Personnel, as it relates to formal solicitations.

Notice of Award – The written notice of the acceptance of the Proposal from DCSD to the awarded respondent.

Notice to Proceed – The written notice issued by DCSD to the awarded respondent authorizing them to proceed with the work and establishing the date of commencement of the contract time.

Owner – For the purposes of this proposal, Owner shall mean DeKalb County Board of Education.

Proposal – An executed offer submitted by a Respondent in response to a request for proposals and intended to be used as a basis for negotiations of a contract.

Request for Proposals (RFP) – The solicitation for services, including all supporting documents and attachments, used to obtain statements of qualifications from contractors or consultants and which provides for negotiation of all terms of the proposal, including price, prior to award.

Respondent – For the purposes of this proposal, any person, respondent, corporation or agency submitting a response to this Request for Proposal or their duly authorized representative. The word Respondent, proposer or offeror may be used interchangeably within the Request for Proposal.

Responsible Respondent – Respondent who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

Responsive Respondent – Respondent that has submitted a proposal that conforms in all material respects to the solicitation.

Scope of Work – Includes the Work, as the term herein defined, as well as the responsibility of the performing and complying with all incidental matters pertaining thereto, as set out in the Contract Documents.

Specifications – A description of what the Owner seeks to buy and what a Proposer must be responsive to in order to be considered for an award of a contract.

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III. BACKGROUND

DeKalb County School District currently enrolls about 93,000 students (October 2022) in 138 schools/programs: 118 neighborhood schools, 12 choice and specialty schools/programs (magnet, theme, special needs, etc.), and 8 DCSD-sponsored charter schools (that are operated by others).

The district owns 157 facilities: 130 school facilities, 5 support facilities, 5 stadiums, 11 vacant facilities or sites, and 8 properties leased to charter schools or other organizations. With over 15 million in building gross square footage, and 15,400 employees, DeKalb is the third largest system in the State of Georgia (in terms of students), with the largest number of school facilities in the State.

Since 1997, the Owner has utilized Education SPLOST (Special Purpose Local Option Sales Tax) funds as the primary funding source for its capital improvement programs (CIP). On November 3, 2021, the DeKalb County voters approved the Owner’s sixth E-SPLOST program. It is anticipated that approximately $742 million will be available to fund the district’s 2022-2027 Capital Improvement Program through the utilization of the approved E-SPLOST funds, in conjunction with the State of Georgia’s Capital Outlay Program.

A copy of the CIP Summary and more detailed information regarding the CIP can be obtained on the district’s website at www.dekalbschoolsga.org/e-splost/

IV. PURPOSE

The purpose of this RFP is to solicit proposals from qualified firms to provide professional building commissioning services for various school construction projects.

The scope of work for the RFP includes full professional building system commissioning services for various DCSD projects which will be identified upon successful completion of this solicitation and award of a contract.

The district reserves the right to award more than one contract to facilitate commissioning services for more than one project simultaneously.

V. COMMUNICATIONS WITH DCSD STAFF

The assigned contact persons for this RFP are Belinda Quillet, Procurement Manager and Angela Arlene- Myrick, Procurement Specialist, for the Operations Division. Mrs. Quillet can be reached at 678-676-1373 or by email at belinda_quillet@dekalbschoolsga.org. Mrs. Myrick can be reached at (678) 676-1554 or by email at angela_arlene-myrick@dekalbschoolsga.org. Prospective Respondents must limit their contact regarding this RFP to the assigned contact persons.

VI. PROHIBITED CONTACTS

Except with the consent of the proposal contact person, all proposers, including any persons affiliated with or in any way related to proposer, are strictly prohibited for contacting DeKalb County Board of Education members and DCSD employees or consultants on any matter having to do in any aspect with this RFP, other than as provided herein. Any and all contacts with such persons associated with DeKalb County School District shall be in writing, in appropriate circumstances or cases, as directed by the contact person above.

Except as expressly provided in, or permitted by, the RFP documents, from the date of issuance of the Request for Proposals until final DeKalb County Board of Education action of approval of contract award, the proposer submitting a bid shall not initiate any communication or discussion concerning this procurement with any employee, agent, representative or member of the Board of Education for DeKalb County School District.

http://www.dekalbschoolsga.org/e-splost/ mailto:belinda_quillet@dekalbschoolsga.org mailto:mariel_jennings@dekalbschoolsga.org

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Furthermore, no employee, officer, or agent of the DeKalb County Board of Education or DCSD may participate in the selection, award or administration of a contract if he or she has a real or apparent conflict of interest. Any violation of this restriction may result in the rejection of the proposal response.

VII. QUESTIONS AND ANSWERS

It is intended that this proposal be adequate for any vendor to respond the DeKalb County School District requirements. However, should proposers have questions, all questions should be submitted electronically via email to the Procurement Manager at dcsd-op-bidquestion@dekalbschoolsga.org. Questions submitted to any other mailbox, voice mail or email address will not be considered for response. The deadline for receipt of vendor questions is Wednesday, July 17, 2024, at 2:00 p.m. Questions received after the deadline time will not be considered. Questions received by the deadline time will be answered in writing and posted to the website http://www.dekalbschoolsga.ionwave.net no later than Wednesday, July 24, 2024, at 2:00 p.m. No response other than written, by the Procurement Manager, will be binding upon DCSD.

VIII. GENERAL TERMS AND CONDITIONS

A. Respondent Performance The successful Respondent is required to perform and fulfill all the undertakings, covenants, terms, conditions, and agreements of this RFP document and any negotiated contract(s). Failure of the Respondent to fully perform these obligations may result in cancellation of the award and contract.

DCSD will look to the Respondent and his/her identified personnel to coordinate and deliver the services described in this RFP. The obligations of the contract shall not be delegated to subcontractors or assigned to any third party.

B. Addendums All addendums related to this solicitation will be posted on the DCSD website at https://dekalbschoolsga.ionwave.net. It is the offeror’s responsibility to check the DCSD website for any addendums, responses to offeror questions or other communications related to this solicitation.

C. Non-Discrimination DCSD does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in any of its employment practices, education programs, services or activities.

DCSD supports an open, fair, and impartial free-market system which maximizes competition and seeks to include all responsible businesses and to provide ample opportunities for business growth and development. Minority businesses are encouraged and given the opportunity to bid on various projects;

however, all responses will be evaluated on the same criteria. It is not the intention or desire of DCSD to restrict or impede competition, nor to increase the cost of the work.

D. Drug-Free Workplace By submission of a response to this RFP, the Respondent certifies that he/she and his/her employees shall not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substance or drugs during the performance of the contract.

E. Smoke-Free Workplace By submission of a response to this RFP, the Respondent certifies that he/she and his/her employees shall not use tobacco products on DCSD property at any time during the performance of this contract.

mailto:dcsd-op-bidquestion@dekalbschoolsga.org https://dekalbschoolsga.ionwave.net/

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F. Costs Incurred DCSD is not liable for any costs incurred by a Respondent in preparing and/or submitting a response to this RFP or for any interview if requested. Any and all costs incurred by the Respondent in preparing and/or submitting a response to this RFP and interviewing with DCSD (if requested) shall be the sole responsibility of the Respondent and shall not be reimbursed by DCSD.

G. Insurance A Certificate of Insurance and/or ACORD form is required with solicitation submittal. Provision of Certificate of Insurance is a mandatory requirement (include with Required Forms). Proposals submitted with certificates of insurance will be considered conditionally responsive to the insurance and indemnification requirement. Final award of this RFP will be contingent upon receipt within five (5) business days of request for insurance documentation complete with the following requirements. In the event the awarded Respondent cannot produce insurance coverage acceptable to the DCSD within the time provided, DCSD reserves the right to award this solicitation to the next highest ranked offeror.

1) The Offeror shall procure and maintain throughout the term of this agreement a policy or policies of insurance providing coverage as set forth below that shall protect the Offeror and the Indemnitees from any claims for bodily injury, property damage, or personal injury which may arise out of Offeror’s operations under this agreement. The foregoing policies shall be obtained from insurance companies approved to do business in the State of Georgia and companies acceptable to DCSD. Offeror shall procure the insurance policy(ies) at the offeror’s own expense and shall furnish to DCSD a certificate of insurance containing the following:

2) The insurance requirements of this Contract are:

Type of Insurance Coverage Limits Worker’s Compensation Statutory

Employer’s Liability $1,000,000 annual aggregate

Comprehensive General Liability $2,000,000 annual aggregate Including Contractual Liability $1,000,000 per occurrence Bodily Injury, sickness or disease, death and Property Damage

Comprehensive General Liability $2,000,000 annual aggregate Bodily Injury and Property Damage $1,000,000 per occurrence Covering Owned, Hired and Non-Owned Autos

Professional Errors and Omissions $3,000,000.00 per occurrence

Excess/Umbrella Liability $5,000,000 per occurrence

The Offeror waives all rights, including rights of subrogation, against the Owner and its respective directors, officers, partners, Board Members, officials, agents, insurers, subcontractors, consultants and employees for damages covered by any type of insurance during and after the completion of the Work.

The DeKalb County School District and The DeKalb County Board of Education shall be included as an additional insured on the coverages specified in subparagraphs G.1. and G.2. above, and shall be indicated as such on certificates of insurance required herein.

These certificates shall contain a provision that coverages afforded under the policies will not be canceled, changed or allowed to expire until sixty (60) days after the Owner has received written notice evidence by return receipt of registered letter.

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H. Indemnification

The Offeror shall indemnify, defend, and hold harmless the DeKalb County School Board, the DeKallb County School District, DCSD, and their officials, officers, employees, agents, volunteers, and assigns (all of whom may collectively be referred to as “Indemnitees” throughout this RFP) from an and all claims, demands, suits, actions, legal or administrative proceedings, losses, liabilities, costs, interest, and damages of every kind and description, including any attorneys’ fees and/or litigation and investigative expenses, for bodily injury, personal injury, (including but not limited to offeror’s employees), or loss or destruction of property (including loss of use, damage or destruction of DCSD owned property) to the extent that any such claim or suit was caused by, arose out of, or contributed to, in whole or in part, by reason of any act, omission, professional error, fault, mistake, or negligence whether active, passive or imputed, of the offeror its employees, agents, representative, or their employees, agents, or representatives in connection with or incidental to offeror’s performance of the agreed-upon service regardless of whether such liability, claim, damage, loss, cost or expense is caused by an Indemnitee.

The Offeror shall also indemnify, defend, and hold harmless the Indemnitees from any and all cost, expenses, claims, demands, rights, liabilities and causes of action inuring to offeror from events over which the Indemnitees exercise no control, such as Acts of God, strikes or government restrictions.

The Offeror obligation to indemnify any Idemnitee shall survive the completion, expiration, or termination of offeror’s agreed-upon services for any reason.

I. Illegal Immigration Reform and Enforcement Act of 2011

The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement for all DeKalb County School District solicitations for physical performance of services (i.e. public works contracts).

Proposers must complete and/or have their subcontractors complete the following forms:

1) Immigration and Security Certification

2) Contractor Affidavit (Contractor Only)

3) Subcontractor Affidavit (Subcontractor Only)

4) Sub-Contractor Affidavit (Sub-Subcontractor Only)

The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor Affidavit, the Subcontractor Affidavit and the Sub-Subcontractor Affidavit are identified as Attachment J and included with this solicitation. The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor Affidavit, the Subcontractor Affidavit and the Sub-Subcontractor Affidavit must be completed, notarized and submitted with your proposal response.

IMPORTANT NOTICE: the omission of any of the required items listed above and identified as Attachment J included in this RFP shall cause the proposal submission to be declared non-responsive and to be rejected.

J. Interviews DCSD reserves the right to require Respondents to participate in one or more interviews with DCSD staff.

Respondents must be prepared to discuss the salient points of their proposal within two (2) normal working days of being asked to participate in interviews. There are to be no presentations, individually or collectively, without such invitation.

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K. Background Checks A criminal background check must be performed on all contractors, consultants, subcontractors, volunteers and vendors (hereinafter jointly referred to as "Individuals") who provide services on DCSD premises, supervise services on DCSD premises, or has contact with students. These Individuals shall undergo the same criminal background check, within the last 365 days, as required by DCSD employees.

Such background checks will be performed by DCSD at the expense of the Individual at a cost of $45.00 per individual. Additionally, any charges against the Individual, may be deemed unacceptable in DCSD’s sole discretion regardless of whether dismissed, expunged, sealed, removed from the record, treated as a “first offender” or dead docketed. Upon receipt and evaluation of DCSD’s background check results, DCSD may demand that the Individual have no contact with DCSD students or parents or provide services to DCSD premises. Any failure of the contractor to obtain a criminal records background check through DCSD, as stated herein, may result in termination of any resulting contract between contractor and DCSD.

L. Term of Contract The term of the Services contract shall be for one (1) year from date of award with four (4) one-year renewal options with the mutual approval of the proposer and the district under the same terms and conditions of this proposal.

M. Cancellations Awards, contracts, and extensions may be cancelled for convenience by DCSD at any time. In the event of termination of this contract by DCSD, the DCSD will be responsible only for those items and or services that have been delivered and accepted according to the bid specifications and will not be responsible for any claims for damages, including but not limited to, claims for list profits.

N. Contract Appendix E is DeKalb County School District’s Master Agreement for Third Party Commissioning Services between the DeKalb County Board of Education and the Service Contractor, which specifically outlines the contractual responsibilities. All responders should thoroughly review the documents prior to submitting a proposal. Any proposed revisions to the terms or language of this document must be submitted in writing during the question-and-answer period of the solicitation. Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to the DeKalb County School District, 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 DeKalb County School District.

O. Permits and Applicable Law Respondents shall at their own expense obtain all necessary permits, certifications, and licenses and shall comply with all applicable local, state, and federal laws, ordinances, rules, and regulations necessary to fully execute the requirements stated herein. Respondents shall maintain all such permits, licenses, certifications, and compliances in a current status throughout the course of the contract.

Respondents shall submit copies of permits, licenses, and certifications evidencing proof of the aforementioned immediately upon request of DCSD. Respondents shall be in compliance with registration with the Georgia Secretary of State’s office as applicable.

P. Suspension and Debarment By submitting this proposal, the offeror certifies that the proposing company and/or its principals have not been suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible or voluntarily excluded from participation in any transaction by any Federal or State department or agency and that the bidder complies with all applicable orders, rules and regulations related thereto.

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Further, by submitting this proposal, the offeror certifies that all lower tier participating individuals and/or company(s) and all respective principals of lower tier participants have not been suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible or voluntarily excluded from participation in any transaction by any Federal or State department or agency and that the bidder complies with all applicable orders, rules and regulations related thereto.

The certification placed herein is a material representation of fact upon which reliance will be placed as bid submissions are evaluated and any transaction is entered into. If it is later determined that the prospective offeror has knowingly rendered an erroneous certification, the DeKalb County School District may pursue all available remedies, including but not limited to suspension and/or debarment.

Q. Non-Collusion Respondents shall fully certify that they, as individuals or as officials of a business entity, have not entered into any agreement, participated in collusion, or otherwise taken any action in restraint of free and competitive responses to this RFP. Further, Respondents guarantee that their response is not made in conjunction with or on behalf of another party and that they have not been directly or indirectly induced in any manner or taken any action to result in a restriction of trade or in an unfair advantage.

R. Conflict of Interest Respondents shall disclose with their proposal the name of any officer, director, or agent who also is a DCSD employee or DeKalb County Board of Education member. Respondents shall also disclose the name of any DCSD employee or board member who owns, directly or indirectly, an interest in five percent or more in the Respondent’s company or any of its branches. Respondents shall certify that their response to this RFP is impartial, at arm’s-length, and free of any conflict of interest, unfair advantage, or personal benefit to any DCSD official.

S. Confidentiality and Non-Disclosure Information made available to Respondents by DCSD shall be used only for purposes related to responding to this RFP and shall not be used for any other purpose without the express written permission of DCSD.

Respondents to this RFP unequivocally agree to assume responsibility for protecting and safeguarding the confidentiality of DCSD records that are not public information. Such information may include but is not limited to student and human resource file contents.

T. Business License Respondents shall submit with their proposal, a copy of their valid company business license. If the Respondent is a Georgia corporation, Respondent shall submit a valid county or city business license.

If the Respondent is not a Georgia corporation, Respondent shall submit a certificate of authority to transact business in the state of Georgia and a copy of their valid business license issued by their home jurisdiction. If Respondent holds a professional certification which is licensed by the state of Georgia, Respondent shall submit a copy of their valid professional license. Any license submitted in response to this requirement shall be maintained by the Respondent for the duration of the contract. Provision of copy of business license is a mandatory requirement (include with Required Forms).

U. Rights Reserved DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or to reject all proposals submitted. DCSD reserves the right to award any resulting contract in the manner that is in the best interest of and most advantageous to DCSD. DCSD reserves the right to waive any technicalities or minor irregularities in responses received and to award the contract in the most beneficial manner for DCSD. The decision of DCSD shall be final. DCSD reserves the right to request and negotiate a “best and final” response from Respondents.

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V. Taxes Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption Certificate will be furnished upon request.

W. Respondent Failure

In the event services to be furnished by the successful Respondent should for any reason fail to conform to the scope of work contained herein, DCSD reserves the right to reject the services and further reserves the right to terminate the contract. Failure of the successful Respondent to perform contracted services may also result in the removal of that Respondent from doing business with DCSD for a period of not less than one year.

X. Georgia Open Records Act Without regard to any designation made by the person or entity making a submission, DeKalb County School District considers all information submitted in response to this invitation or request to be a public record that may be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. 50-18- 70 et seq., without consulting or contracting 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.

Y. No Assignment of Award The successful Respondent may not assign the award or contract to or subcontract with another party without the express written permission of DCSD.

Z. The Laws of the State of Georgia This RFP and subsequent agreements are subject to the laws of the State of Georgia.

IX. PROJECT DESCRIPTION

Projects that are intended to receive Commissioning services are as follows:

PROJECT #1

New School Construction - approximately 140,000 square feet.

PROJECT #2

New School Construction - approximately 300,000 square feet.

PROJECT #3

New School Construction - approximately 450,000 square feet.

PROJECT #4

Champion Theme Middle School: Major Building System Replacement (Mechanical/ Electrical)

PROJECT #5

Nancy Creek Facility: Major Building System Replacement (Mechanical/Electrical)

All projects will have sufficient design documentation available to allow for development of and implementation of a Commissioning Plan by the successful Commissioning Authority.

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X. GENERAL SCOPE OF WORK

The district intends to engage an independent Commissioning Authority to ensure that all energy-related and other building systems installed are in accordance with the contract documents, performing per the design intent and provide documented confirmation that the new facility systems fulfill the operational, functional, and performance requirements of the district, and that District Facilities staff has adequate system documentation and training for the selected construction project(s). The Commissioning Authority will coordinate and oversee functions related to equipment startup, system performance, testing and balancing, control system calibration, construction and system documentation, and training as per the Owner’s Project Requirements and this document, which-ever is more stringent.

It is expected that the Commissioning Authority will follow ASHRAE Guideline 0-2013 and ANSI/ASHRAE/IES Standard 202-2018 “Commissioning Process for Buildings and Systems.” These will serve as the backbone of the Commissioning process. Standard 202 will “provide the procedures, methods and documentation requirements for each activity for project delivery, from predesign through occupancy and operations.” Commissioning Authority shall provide guidance on how to substantiate and document the success of meeting criteria in the Owner’s Project Requirements.

The Commissioning Authority will serve as a key member of the Owner’s Project team working in concert with the Owner, architect of record, project manager, builder (likely CMAR), and sub-contractors in tracking, troubleshooting, and resolving issues that may arise. The commissioning team shall be led by a qualified, registered professional engineer eligible for registration in Georgia who will serve as the point of contact for the duration of the project and be actively involved in review & oversight of all aspects of the commissioning process. This person shall evaluate trends both at startup and post occupancy to ensure the systems are properly functioning. The commissioning team shall make suggestions as to operating parameters (post occupancy) to provide for optimum operation. The team shall have experience in commissioning zero energy buildings and/or buildings that have a target design EUI that the building must perform to.

General Services

The following generally highlights the services that the Commissioning Authority its sub-consultants will be required to perform:

A. Equipment and Systems to Commission

1. The specific equipment and systems that shall be commissioned include:

• HVAC Systems in their entirety (full sampling required but not during functional testing)

• HVAC Controls Systems in their entirety (full sampling required but not during functional testing)

• Plumbing Systems in their entirety (full sampling required but not during functional testing)

• Electrical Power Systems in their entirety (full sampling required but not during functional testing)

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• Metering devices including measurement and data collection.

• Lighting Control Systems including occupancy/vacancy sensors must be tested in their entirety.

• Automated solar shading devices and controls (full sampling required but not during functional testing).

• Integrated fire protection and life safety systems to ensure the proper operation and inter-relationship between systems.

• Building envelope systems to help ensure against bulk water intrusion, water infiltration, and air infiltration.

2. Duties and Responsibilities

The following tasks will be accomplished by the Commissioning Authority to provide Commissioning during the project:

Predesign & Design Phase

1. Participate in the Integrated Design Process (IDP) during all phases of design.

2. Coordinate and supervise the Commissioning work during design.

3. Review and comment on the Owner’s Project Requirements (OPR).

4. Maintain the OPR through the design process for the owner and modify it as directed by the owner through the Owner’s Representative.

5. Review the Basis of Design (BOD) and design documentation prepared by the design professionals and provide a report to the Owner of any discrepancies with the OPR and the commission ability of the proposed design.

6. Prepare Commissioning specifications for the construction bid documents for all systems and equipment that are to be commissioned.

7. Have the Commissioning specifications approved by the A/E team and included in the A/E construction specifications.

8. Prepare the Commissioning Plan.

9. Attend up to fourteen (14) Project Team review meetings to coordinate and collaborate with the project team and discuss comments on plans and specifications.

10. Review bids and contractor/subcontractor pricing associated with Commissioning activities and submit evaluations to the Owner.

Construction Phase

1. Conduct a kickoff meeting with the Construction Manager and subcontractors to discuss Commissioning scope, plan, and schedule.

2. Coordinate the Commissioning work with the Construction Manager to ensure that Commissioning activities are being scheduled into the master schedule.

3. Continue to update schedule and commissioning plan, and coordinate throughout construction with Construction Manager and subcontractors.

4. Submit final Commissioning Plan for construction with coordination and activities for review by the project team, and update commissioning plan as necessary.

5. Review all commissioned system shop drawings for commission ability.

6. Prepare pre-functional checklists to document installation.

RFP No. 24-752-037 Third Party Commissioning Services Page 15 of 26

7. Prepare draft functional tests for equipment and systems.

8. Submit test procedures to Designers and Contractors for review and comment on compliance with the Design Intent, appropriateness for startup, operations, and personnel/systems safety.

9. Based on the comments received, prepare final pre-functional and final functional test procedures for the equipment and systems, to include documentation formats for all commissioned equipment and systems.

10. Review completed copies of factory or contractor provided pre-start up and start up test forms

11. Review and approve Testing, Adjusting, Balancing (TAB) execution plan.

12. Review Requests for Information (RFIs) and changes for impacts on commissioning.

13. Perform twelve (12) on-site inspections and document each with a field observation report within two (2) days of the site visit.

14. Attend twelve (12) on-site meetings for review of progress, coordination, and issues resolution.

15. Maintain a deficiency log of any items found to be a problem, poorly installed, or a discrepancy and keep updated throughout commissioning activities as to status, actions taken and resolution of the issues. Distribute the deficiency log at least every two (2) weeks or make available online to all project team members (any cost associated with the online access is the responsibility of the Commissioning Authority).

17. Coordinate and supervise commissioning deficiency corrections.

18. Hold construction phase commissioning meeting in conjunction with on-site meetings.

19. Observe first pre-functional test of each type of system, including mechanical, controls, electrical, and specialty systems.

20. Obtain pre-functional checklists from Constructor with sign-offs that the systems have been checked out.

21. Observe TAB, including 25% check of diffusers, grilles, hoods, terminal devices, and equipment testing, and document findings.

22. Review TAB report.

23. Orchestrate the execution of the functional performance tests (FPTs).

The Construction Manager is responsible for conducting the tests, but the Owner expects the Commissioning Authority to be present and to document all functional performance tests. Functional testing shall include operating the system and components through each of the written sequences of operation.

24. Provide troubleshooting to assist in resolving control problems, as they are uncovered.

25. Keep a detailed log of testing for each piece of equipment. The log will document and maintain a record of each test including the associated equipment/system, the final status of the test and any issues identified and their resolution.

26. During testing, maintain a deficiency log of any items found to be a problem, poorly installed, or a discrepancy. Provide the log and test results to the owner, and GC with recommended actions in a timely manner (no more than two days after the test).

27. Coordinate retesting as necessary. One retest for each type of equipment will be provided as part of normal checkout. If the Commissioning Authority has documented the necessary pre-test requirements to the Contractors in advance of the test, then more than one retest will be considered work outside the normal scope of work.

RFP No. 24-752-037 Third Party Commissioning Services Page 16 of 26

28. Attend weekly meetings while on-site for functional testing.

Close-out Phase

1. Complete online sustainability forms associated with Fundamental Commissioning and upload all supporting documents, either as indicated on the form or requested by particular certification staff sufficient to earn this prerequisite.

2. Within two (2) weeks of the completion of Construction Phase commissioning services, prepare a Final Commissioning Report in electronic format (i.e., PDF) that is searchable, is appropriately bookmarked, and has hyperlinks to associate equipment to issues, checklists and tests. The report shall include an executive summary, list of participants and roles, brief building description, and the following sections at a minimum:

a. Equipment Summary including asset information

b. Design Review Reports

c. Submittal Review Reports

d. Field Observation Reports

e. Completed Pre-functional Checklists

f. Passed Functional Performance Test Results

g. TAB Report

h. Complete Deficiency Log sorted by Discipline

i. Open Deficiency Log sorted by Discipline

3. Prepare Facilities Requirements and Operations and Maintenance

Plan that contains the information necessary to operate the building efficiently. The plan shall include the following:

a. As-built sequence of operations

b. Building occupancy schedule

c. Equipment run-time schedules

d. As-built setpoints for all HVAC equipment

e. Design lighting levels for each space in the building

f. Minimum outdoor air requirements for each system

g. Systems narrative describing the mechanical and electrical systems and equipment

h. Preventive maintenance plan for building equipment described in the systems narrative

i. Commissioning program that includes periodic commissioning requirements, ongoing commissioning tasks, and continuous tasks for critical systems.

4. Provide a COBie-compliant file containing all of the commissioned equipment with the following asset information at a minimum:

a. Equipment Identification Tag

b. Associated System

c. Location (Room Name, Room Number, Floor)

d. Manufacturer

e. Model Number

f. Serial Number

g. Warranty Start Date

h. Associated Electrical Panel

i. Internal Motor Data, where applicable

i. Motor Manufacturer

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ii. Motor Model Number

iii. Motor Serial Number

iv. Motor Horsepower

v. Motor Frame Size

vi. Motor RPM

j. Filter Type, Size and Quantity, where applicable k. Belt Size and Quantity, where applicable.

The Owner will spot-check the accuracy of the data provided in the COBie file. If found to be incorrect, the Commissioning Authority shall re-verify the asset information for all the commissioned systems and equipment and provide an updated and correct file to the Owner.

XI. PROPOSAL SUBMISSION REQUIREMENTS

A. A virtual mandatory Pre-Proposal Conference will be held via Microsoft Teams at 10:00 a.m. EST on Tuesday, July 9, 2024. Prospective bidders must provide the following information by 5:00 PM, EST on Monday, June 24, 2024:

1. Individual Name and Title

2. Company Name

3. Telephone Number

4. Email Address

This information must be sent to dcsd-op-solicitation@dekalbschoolsga.org. A meeting link will be sent to all those providing the above information no later than 9:30 AM, EST on Tuesday, July 9, 2024.

B. Proposals must be received electronically at the website https://dekalbschoolsga.ionwave.net, no later than Thursday, August 1, 2024 at 2:00 PM local time.

Proposals are to be submitted electronically at http://www.dekalbschoolsga.ionwave.net.

The following steps must be completed 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.

• Proposal 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.

mailto:dcsd-op-solicitation@dekalbschoolsga.org http://www.dekalbschoolsga.ionwave.net/

RFP No. 24-752-037 Third Party Commissioning Services Page 18 of 26

C. The Offeror’s electronic proposal shall be submitted in the following order and format:

0. Letter of introduction and interest signed by an officer or partner of the responding firm. The letter shall include specific reason(s) why the firm would be the best choice for the services listed. Letter shall include name of entity submitting, contact name, phone number, e-mail address, fax number and address of firm submitting.

1. Table of Contents

2. Compliance Information

This is a compliance section and carries no evaluation points. Firms must meet minimum criteria as specified to receive further consideration. Proposals shall include the following:

2.1 Firms Overview

2.1.1 Provide a full and complete company profile to include, but not limited to Firm name, address of firm headquarters and branch office handling this project as well as related telephone and fax numbers.

2.1.2 State how many years in business under the name stated above.

Describe firm ownership, structure and history. Include type of legal entity (e.g., corporation, limited liability company, etc.). State or commonwealth of formation (i.e., where incorporated) and year of formation or organization. In case of a joint venture, provide the same information for each partner in the joint venture.

2.1.3 List the number of permanent employees and provide an organization chart of the firm. Also, list the employees you intend to assign to the project, include a paragraph which outlines their role and responsibility, relevant experience with similar type project, and certifications.

2.2 The Firm must be properly certified by the Georgia Secretary of State to do business in Georgia at the time of submission.

2.2.1 State the legal name of entity submitting and if Firm submitting is a corporation, joint venture, or partnership. Note: It is understood that if selected for this project the stated entity name will be used in all legal contracting documents derived from this selection.

2.2.2 Provide a copy of certification for proper incorporation or registration from Georgia Secretary of State. Provide a copy of current license for all key personnel assigned to the contract. In the alternative, joint ventures and partnerships should provide a copy of their joint venture or partnership agreement and certification from the Georgia Secretary of State establishing that each joint venture partner or partner is authorized to do business in Georgia.

2.3 The Firm must be properly registered, licensed, and certified at the time of submission:

2.3.1 Provide copy of current Georgia Professional Registration Certificate for contractor.

2.3.2 If Firm is a joint venture, provide a copy of the joint venture agreement that includes date of formation; name and address of each joint venture partner; the name and

RFP No. 24-752-037 Third Party Commissioning Services Page 19 of 26 address of the principals of each joint venture partner; and the percentage of interest of each joint venture partner and either:

a. Copy of current Georgia Professional Registration Certificate of the joint venture; or

b. A copy…