RFP AE Term Contract dgs-30-304_07-22_rfp_ae_term (2).pdf

DGS-30-304

(Rev. 07/22) Page 1 of 9

REQUEST FOR PROPOSALS

REQUEST FOR PROPOSAL NUMBER

RFP 242-24-00001

FOR

TERM CONTRACT FOR PROFESSIONAL

ARCHITECT/ENGINEERING SERVICES

CLOSING DATE/TIME

March 7, 2024

2:00 PM

Denise Patesel, VCO, MBA

757-594-7809 denise.patesel@cnu.edu

(Rev. 07/22) Page 2 of 9

REQUEST FOR PROPOSALS

Issue Date: February 7, 2024 RFP#_242-24-00001_____________

Title: TERM CONTRACT FOR PROFESSIONAL ARCHITECT / ENGINEERING SERVICES

Commodity Code: PROFESSIONAL SERVICES 90607, 92500

Issuing Agency & Address: Commonwealth of Virginia

Christopher Newport University

Office of Procurement Services

1 Avenue of the Arts

Newport News, VA 23606

Location of Work: Christopher Newport University, Newport News, VA 23606

Period Of Contract: One Year with option for up to three (3) one year renewal options.

All inquiries for information should be directed to: Denise Patesel, VCO,. MBA, in writing via email, denise.patesel@cnu.edu. Questions using the form in Attachment D must be submitted no later than February 21, 2024.

NOTE: The offeror must have registered in eVA prior to the deadline for submission of responses to this RFP to be eligible for the award of this contract for professional services.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE; IF

PROPOSALS ARE HAND DELIVERED, DELIVER TO: Office of Procurement Services, 321 Hiden

Boulevard, 1st Floor, Suite 100 Newport News, VA 23606.

Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on

March 7, 2023 Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations. THIS FORM MUST BE

COMPLETED AND RETURNED WITH PROPOSAL

Name And Address Of Offeror:

_________________________________ Date: ____________________________

_________________________________ By_______________________________ (Signature in Ink)

_________________________________ Typed Name: _______________________

_______________________Zip: Title: ____________________________

FEIN/SSN # _______________________ Email Address:____________________

SCC #____________________________ Telephone No.( ) _________________

PRE-PROPOSAL CONFERENCE: A pre-proposal conference will not be held.

Christopher Newport University does not discriminate against faith based organizations in accordance with Code of Virginia § 2.2-4343.1 or against any contractor, bidder or offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by State law relating to discrimination in employment mailto:denise.patesel@cnu.edu

(Rev. 07/22) Page 3 of 9

TABLE OF CONTENTS

Section No. Description Page No.

I. Applicability of the A/E Manual 4

II. Purpose 4

III. Agency’s Right to Issue RFP’s and Project Orders 4

IV. Scope of Services 5

V. Participation of Small Businesses and Micro Businesses 5

VI. Proposal Requirements 6

VII. Evaluation and Award of Contracts 7

VIII. Fees 8

IX. Contract Term 8

X. Project Orders 9

XI. Attachments 9

A. Architectural/Engineering Firm Data Sheets, AE-1 through AE-6

(DGS-30-004)

B. Small Businesses and Businesses Owned by Women & Minorities

(DGS-30-360)

C. eVA Vendor Registration Requirements (DGS-30-385)

D. Question Submission Form

E. Campus Map

F. Proprietary and Confidential Information Form

G. Terms & Conditions of the A/E Term Contract eVA Vendor Registration: The bidder or offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA

Vendor Registration Form (DGS-30-384) are available for download at the following website:

http://forms.dgs.virginia.gov/ ] http://forms.dgs.virginia.gov/

(Rev. 07/22) Page 4 of 9

I. APPLICABILITY OF THE A/E MANUAL:

The rights and duties of the Owner and Architect/Engineers applicable to State projects are set forth in the Terms and Conditions of the A/E Contract (CO-3a) and the A/E Manual.

Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an agreement.

II. PURPOSE:

The Agency often needs professional architectural and/or engineering assistance for discrete, small projects such as investigations, studies, reports, design of small projects, and related services. The aim of this RFP is to contract with an A/E who will agree to be available to provide these services in a timely manner, thereby reducing the Agency's cost and time for advertising and developing numerous

RFP's, and generally to increase the Agency's efficiency in obtaining professional services.

The purpose and intent of this RFP is to solicit proposals for a Term Contract for such professional architectural and/or professional engineering services to be provided on an "as needed" basis pursuant to Project Orders issued during the contract term. The contract shall be renewable for a one year term, and, at the Agency's option, for up to a maximum of three (3) one year term renewals.

In addition to architectural services, firms that submit shall have the capability of providing access to the following services: Mechanical, Electric and Plumbing (MEP), Civil/Environmental, Structural and Surveying and any special consulting engineering services, as needed. The Agency reserves the right to select more than one firm to render these services from this RFP and to contract for like or similar services exclusive from this RFP. It should be noted that Request for Proposals for specific disciplines (such as MEP and Civil/Environmental) will be issued under separate RFP’s as required.

Actual design tasks will be described in individual project orders. An architectural/engineering firm assigned a project order by the Agency will be allowed to use its own work force or consultant(s) as proposed in the response to the RFP. The Agency reserves the right to assign projects to the firm(s) the Agency determines has the expertise, availability, and responsiveness in the best interests of the institution.

To achieve our goals, the Agency is interested in obtaining and reviewing qualifications of interested architecture/engineering firms which have demonstrated expertise in identifying and implementing cost-effective sustainable design elements (including LEED), components, and systems for maintenance, repair and renovation of aging, deteriorated, and obsolete buildings and systems. In addition, these firms shall have demonstrated how they have promoted integrated design practices while keeping in mind energy efficiency, future maintenance requirements, and evaluation for alternatives on a life-cycle cost basis.

III. AGENCY’S RIGHT TO ISSUE RFP’S AND PROJECT ORDERS:

The Owner reserves the right, at its sole discretion, to issue RFP's for similar work, for other disciplines or types of work, and for other projects as the need may occur. An A/E may have only one A/E Term

Contract in effect with an Agency or its subsidiaries or branches at any time.

The Owner also reserves the right to issue Project Orders to other A/E's under Term contracts at its sole discretion, based on its evaluation of each A/E's qualifications, expertise, current workload, (Rev. 07/22) Page 5 of 9 capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. The Owner also reserves the right under the provisions of this

Contract to issue a Project Order to the A/E to provide services of a similar type or discipline covered by this RFP to a subsidiary, branch or state agency in the same geographic area.

IV. SCOPE OF SERVICES:

The selected A/E shall furnish all expertise, labor and resources, in accordance with the requirements of the A/E Manual, to provide complete services necessary for Project Order(s) issued during the

Contract Term. The following generally summarizes the types of scopes of services that the A/E may be required to perform, depending on the individual Project Orders:

A. Provide evaluations, analysis, recommendations, cost and time estimates, reports, feasibility studies, preparation of schematic or preliminary designs, field inspections and investigations, and code compliance investigation for architectural projects, or structural engineering projects, or mechanical engineering projects, or civil engineering projects.

B. Develop a Preliminary Design submission consistent with the requirements of the A/E

Manual. Respond to all DEB and other review agency comments and resolve outstanding design issues prior to submission of construction documents.

C. Provide complete contract documents for small project designs in accord with the procedures of the A/E Manual for projects assigned by the Project Order.

D. Provide services to investigate problems and prepare recommendations for corrective action.

E. Prepare an A/E cost estimate for proposed projects..

F. Provide timely, cost effective professional design services under any or all for the architectural and engineering disciplines for multiple maintenance, repair, renovation and alteration projects and possibly new construction, ranging from a few thousand dollars to the maximum aggregate annual dollar limit of this contract. Individual project orders under this contract may require the A/E to provide services through any or all phases of a project;

planning, design, and construction. Work may include feasibility studies, design/specification services, bid services, construction costs and time estimates, and construction administration services.

G. Provide complete contract documents for project design, including roofing-related projects, in accord with the procedures of the A/E Manual for projects assigned by the

Project Order.

H. Other types of professional services of a nature consistent with the intent of the RFP.

Any project order for a feasibility study, programming, or bridging documents issued pursuant to the

Term Contract shall not include the right to extend the A/E's scope of services to include full design and construction period services and shall not be considered as preparation of an RFP for services.

The A/E completing such project order shall not be prohibited from participating in competitive negotiation procurement for such future services.

V. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed

(Rev. 07/22) Page 6 of 9 to continue and advance the following on a race and gender neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of

Small Business and Supplier Diversity).

Owner’s Small Business Participation Goal: %: 42%

VI. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate.

Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Respondent’s proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6. The proposal shall be bound, physically, in a single volume where practical. When submitted in paper format, one (1) manually signed original and six (6) copies of the proposal shall be submitted to the Agency.

In addition, one (1) flash or thumb drive in .pdf format of the entire proposal and one (1) redacted flash or thumb drive in .pdf format (marked redacted) of each proposal must be submitted to the agency. The redacted version of the proposal must have proprietary information deleted that has been marked as proprietary. Section numbers which are redacted should be identified as follows: Example: Section 3, paragraph B: “Redacted”. The redacted version of the proposal must be carefully edited, altered, and refined by the Offeror in order to protect and maintain complete confidentiality of protected information. Christopher Newport

University will not accept responsibility for any public disclosure of proprietary information that is a result of improper redaction by the Offeror. No other distribution of the proposal shall be made by the offeror

Attachment F, Proprietary and Confidential Information Form MUST be included with the proposal.

Reference the Opening Date, Opening Time and RFP number in the lower left hand corner of the return envelope or package.

D. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the

Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms

AE-1 through AE-6 shall be completed and included with the A/E’s proposal.

(Rev. 07/22) Page 7 of 9

G. Descriptions of these forms and instructions for completing the forms are included in the A/E

Manual. The AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5, AE-6 data forms are available for download from the DGS Forms Center website ( http://forms.dgs.virginia.gov ).

H. Offerors may be required to give an oral presentation of their proposal to the Owner to clarify or elaborate on the proposal. Such presentation will in no way change the original proposal.

The Owner will schedule the time and location of these presentations. Oral presentations are an option of the Owner and may not be conducted. Therefore, proposals should be complete.

VII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Expertise, experience, and qualifications of the

A/E's personnel in each discipline that may provide services relevant to the RFP. 25

2. Geographic location of the A/E's office where work will be performed in relation to the project location(s). 5

3. A/E's plan to respond to requests for services and 5 ability to complete any Project Orders in a timely manner - Current and Projected Workload

4. Expertise and past experience of the A/E in providing 15 services on other Term Contracts or on projects of similar size, scope and features as those required for the Scope of Services on this RFP.

5. A/E's experience (within the last 5 years) 20 in providing services in conformance to the

State's Construction and Capital Outlay procedures including

Codes, Standards, Accessibility and Building

Efficiency.

6. Use of small businesses and businesses 20 owned by women and minorities as consultants, subcontractors, suppliers or support services.

7. Size of the firm relative to the size of the project(s). 5

8. Financial Responsibility as evidenced by the 5

A/E carrying Professional Liability Insurance.

TOTAL – 100 POINTS

B. AWARD OF CONTRACT: The Agency shall engage in individual discussions and interviews with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services.

Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on http://forms.dgs.virginia.gov/

(Rev. 07/22) Page 8 of 9 their qualifications, performance data, and staff expertise relevant to the proposed contract.

At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Offeror ranked first to establish an acceptable

MOU, including marked up hourly rates considered fair and reasonable, and which compare favorably with the typical labor rates for the various A/E skill levels required for the work. A contract award will be made to that Offeror. The Agency may then issue the first Project Order provided the A/E accepts / agrees to the Project Order offered. If other interviewed Offerors were also determined to be qualified, negotiations may be conducted in order to establish acceptable MOUs with them as well in advance of awarding the other Term Contracts.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by §2.2-4342, Code of Virginia, as revised.

A/E Term Contracts are not exclusive. An Agency may issue separate RFPs for similar work and other projects as the need may occur. An Agency may issue Term Contracts to not more than four of the fully qualified and best suited firms interviewed from a particular A/E Term

Contract RFP advertisement and selection process. When multiple awards are made, the

Agency shall have established procedures for distributing the Project Orders among the Term

Contractors during the contract term.

VIII. FEES:

A. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various A/E classifications/disciplines/skill levels. These rates will be used by the Agency in arriving at lump sum fees and any hourly rate work that is authorized by the Agency for Project Orders issued under the Term Contract resulting from this solicitation.

B. If a Project Order is to be performed on a lump sum basis, the Agency shall determine a lump sum based on the Scope of Service required, the estimated man-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations.

C. Any individual Project Order fee shall not exceed $2,500,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $10,000,000.

IX. CONTRACT TERM:

Under this Contract, Project Orders may be issued up to one year following the date of execution of this Contract. The contract is limited to a term of one year or when the cumulative total project fees reach $10,000,000, whichever occurs first. This period shall be referred to as the "Contract Term." If a Project Order is issued during the Contract Term which, in the aggregate total of it, all previously issued Project Orders and any Change Orders to the previous Project Orders, reaches the $10,000,000 limit, then no further Project Orders may be issued during that Contract Term. It is understood that the A/E's Work under the Project Orders issued may not be completed during the Contract Term;

however, all terms and conditions of this Contract, including all rights and obligations, shall survive

(Rev. 07/22) Page 9 of 9 until the Work is completed, except the Owner's right to issue, and the A/E's right to accept, additional

Project Orders.

The Owner may, at its sole discretion, renew the Contract for additional Contract Terms provided the option to renew was indicated in the RFP. If the Owner exercises its option to renew, the next Contract

Term shall begin on the date the Owner notifies the A/E that the option to renew is being exercised and no earlier than one year from the beginning date of the previous term. A new aggregate limit of

$10,000,000 shall apply to the new Contract Term, without regard to the dollar amounts of Project

Orders issued during the previous Contract Term. Any unused amounts from the previous Contract

Term are forfeited, shall not carry forward to the next Contract Term, and the previous Contract Term shall be considered closed. However, all terms and conditions of the previous Contract Term, including all rights and obligations, shall survive until the Work of the previous Contract Term is completed, except the Owner's right to issue, and the A/E's right to accept, additional Project Orders

The Owner/Agency may, at its sole discretion, exercise the Contract Term renewal a maximum of 3 times.

X. PROJECT ORDERS:

The first Project Order may be issued at any time during the term of the A/E Term Contract. It will authorize the A/E to perform the Work for a lump sum amount or at the marked up hourly rates agreed to and set forth in the MOU attached to the A/E Term Contract. The maximum fee allowed by law for any Project Order is $2,500,000 which includes all fees and reimbursable expenses and contingencies.

It is understood that more than one Project Order may, at the Owner's sole discretion, be offered to the

A/E during the Contract Term. Although the potential exists for multiple project orders during the

Contract Term with aggregate fees up to $10,000,000, the Agency does not represent or guarantee that the A/E will receive any Project Orders.

XI. ATTACHMENTS – Submit Attachments A & B with Proposal

A. Architectural/Engineering Firm Data Sheets, AE-1 through AE-6

(DGS-30-004)

B. Small Businesses and Businesses Owned by Women & Minorities

(DGS-30-360)

C. eVA Vendor Registration Requirements (DGS-30-385)

D. Question Submission Form

E. Campus Map

F. Proprietary & Confidential Information Form

G. Terms & Conditions of the A/E Term Contract