RFP Architectural Services _ Northwoods Gymna.pdf

Architectural Services

2021 Capital Improvement Program

Request for Proposal Number:

25-023

Design of Gymnasium at Northwoods Academy

(Pre-K and Kindergarten)

Procurement Department

Bibb County School District

4580 Cavalier Drive

Macon, GA 31220

Phone: 478 779-3522

E-mail: Elaine.Wilson@bcsdk12.net

Release of RFP: 02/12/2025

Pre-Bid Date: 02/26/2025 @ 9 AM, EST

Questions Due: 03/04/2025 @ 9 AM, EST

Close Date 03/12/2025 @ 9 AM, EST

Proposals will be due

03/12/2025 @ 9 AM, EST

VIA BONFIRE ONLY

Mandatory Pre-Proposal Conference will be held on 02/26/2025@ 9 AM mailto:Elaine.Wilson@bcsdk12.net

Request for Proposal (RFP) for Architectural Services

1. The Bibb County School District (the District) is soliciting competitive sealed proposals from architectural firms (proposers) to provide architectural services outlined in the “Scope of

Services” section of this request. This RFP includes architectural services for the design of gymnasium for Northwoods Academy (Pre-K and Kindergarten).

2. Objective and Background:

The District intend to perform construction of a gymnasium for Northwoods Academy. This facility is located at 709 Pierce Avenue, Macon, GA 31204.

The estimated anticipated start date for the renovation project is July 1, 2025.

3. Scope of Services:

The District is requesting full architectural services for developing specifications, programming, design, cost estimating, preparation of construction documents, reproduction costs, bidding, bid evaluation, construction administration, periodic inspections by engineers employed by the architect, final inspection, and project acceptance. The design firm must have extensive experience in the design of School Facilities, (i.e., a minimum of 3 in the last 5 years.) The anticipated bid date for this project will be 03/12/2025. As part of your services, in summary, the District is desirous that the successful architectural firm provide a full range of professional services, exclusive of soils test and special inspections, to assist in the successful completion of the project. The District will assume that all costs to accomplish these goals are included in the RFP.

4. Compensation for Services (Fee):

The District intends to enter into a professional services contract with the successful architectural firm. Compensation for the design phase will be based on a percentage of the cost of the work or the stated cost limitation, whichever is less, for the necessary conferences, the preparation of estimates, preliminary studies, preliminary plans and specifications, the completion of working drawings, detailed specifications, large-scale and full-size detail drawings, and the drafting of advertisements for bids, form of proposal and contract.

Compensation for construction administration (supervision of the work) will be based on a percentage of the cost of the work or the stated cost limitation, which is less, for supervising the construction of the work including the general administration of the business relating to the contract; the issuance of certificates of payment; keeping of accounts; and approval of materials, equipment, and apparatus used in the work. The architect shall exercise use of powers to require that the contractor complies with the contract documents and other requirements set forth in the construction contract and construction documents.

5. Evaluation Criteria and Selection Procedures:

a. Fee proposed for design and contract administration.

b. Proposed schedule for completing the design documents. Include all phases of design, including, but not limited to, appropriate timelines for Owner review and approval of each design phase.

c. Design team’s experience in designing similar type projects (experience information requested below should be specific to this type of project).

i. Experience of the architectural firm in designing similar school facilities.

ii. Experience of staff members in the designing similar school facilities that would be assigned to this project

iii. Experience of consultants in the design of school facilities that would be utilized for this project. If no consultants will be used, list the in-house staff that will be used for each component of the design for this project.

d. Design approach & methodology.

i. Provide a quick narrative and/or illustration showing the design approach and methodology that would be recommended for this project. Provide a list of benefits and advantages that would be realized as part of this design approach and methodology.

An evaluation team selected by the District’s Superintendent, or his designee, will evaluate proposals received, select the apparent successful proposer(s), negotiate with the architectural firm(s) to establish the value of compensation and other relevant issues, and will recommend a mutually acceptable contract(s) to the Superintendent and the Bibb County Board of

Education for final approval.

6. General Conditions for Proposals:

Failure to read the Request for Proposal and comply with its instructions will be at the architectural firm’s own risk.

All prices and notations must be printed in ink or typewritten. Errors may be crossed out and corrections printed in ink or typewritten, adjacent to the corrected error. The person signing the proposal must initial all corrections in ink.

Corrections or modifications received after the closing time in this RFP will not be accepted.

The proposal must be signed by a designated firm representative or officer who is authorized to bind the architectural firm contractually. Submission of a signed proposal to the District will be interpreted to indicate the architectural firm’s willingness to comply with all terms and conditions set forth herein.

7. Proposal Submission:

The bid is due VIA Bonfire ONLY, please DO NOT send an EMAIL…..

8. Award:

The District reserves the right to reject all proposals. The District also reserves the right to waive any irregularity, informality, or technicality in the proposals in its best interest, and is not obligated to award a contract based upon the lowest priced submission. If terms cannot be mutually agreed upon, the District will enter into negotiations with a secondary architectural firm.

9. Written Agreement:

The successful architectural firm will be required to enter into an owner-architect agreement in the form of STANDARD FORM OF CONTRACT FOR ARCHITECTURAL SERVICES

BETWEEN THE BIBB COUNTY BOARD OF EDUCATION AND THE ARCHITECT, as amended by the BCSD.

10. Omissions:

Should the RFP not contain sufficient information for the proposer to obtain a clear understanding of the services required by the District, or should it appear that the instructions outlined in the RFP are not clear or are contradictory, then the architectural firm may obtain written clarification from the Director of Procurement, Dr. Elaine Wilson-Beverly

(elaine.wilson@bcsdk12.net) at least 72 hours prior to the required time and date for proposal submission. The architectural firm shall include a copy of the written clarification with its submission.

11. Additional Information:

For additional information regarding the services specified in this request for proposal, contact the Director of Procurement, Dr. Elaine Wilson-Beverly

(elaine.wilson@bcsdk12.net), 4580 Cavalier Drive, Macon, Georgia, 31220, Phone 478-779-

A mandatory pre-proposal conference will be held on _02/26/2025 @ 9 AM, EST in the offices of the Distribution Center located at 4580 Cavalier Drive, Macon, Georgia 31220 to provide opportunity for questions to be asked and further details of the project may be discussed. Attendance at this conference is mandatory for those submitting proposals.

12. Cost of Developing Proposals:

All costs related to preparation of the proposal and any related activities are the sole responsibility of the proposer. The District assumes no liability for any costs incurred throughout the entire selection process.

mailto:elaine.wilson@bcsdk12.net

13. Proposal Ownership:

All proposals, including attachments, supplementary materials, renderings, sketches, and other information shall, upon submission, become the property of the District and will not be returned to the proposer.

14. Non-Collusion:

The architectural firm guarantees that the proposal submitted is not a product of collusion with any other offer and no effort has been made to fix the proposal price of any offer or to fix any overhead profit, or cost estimate of any proposal or its price.

15. Utilization of Minority and Small Business Enterprise:

The BCSD encourages the use of small, local, and minority consultants in all projects to the extent such firms are available and qualified to provide the services required.

16. Addenda:

Offerors are notified that they must thoroughly examine proposal documents together with addenda thereto issued prior to the receipt of proposal.

Any addenda issued in writing during the time of solicitation shall be included in the proposal, and each will be incorporated in the subsequent contract. All addenda must be acknowledged with the proposal. Failure to acknowledge addenda may result in the rejection of your firm’s proposal.

If any person or firm contemplates submitting a proposal and is in doubt as to the meaning of any part of the solicitation documents, they may submit a written request to the Director of

Procurement Department for interpretation. Requests must be submitted in writing not-less-than 72 hours prior to the proposal due date/time and addressed to the Director of

Procurement. Written requests may be submitted via e-mail to: elaine.wilson@bcsdk12.net

Interpretations of proposal documents will be made by addenda only. The BCSD will not be responsible for any other interpretations or explanations.

17. Detailed Scope of the Project:

Scope of Work for the construction of a gymnasium at Northwoods Academy. It is the intent of the BCSD to have a high-performance buildings with sustainable design. The program development services for this project shall begin immediately upon acceptance of this proposal. Design must be completed by May 1, 2025, and a plan must be submitted, in order for construction to begin by July 1, 2025. Construction must be completed no later than

December. The program for the design should include the following:

Gymnasium for Pre-Kindergarten and Kindergarten students built to

Georgia Department of Education Standards. Northwoods Academy has a capacity of 275 student stations.

Proposal for Architectural Services

RFP # Construction of Gymnasium at Northwoods

Academy

Contact Information:

Name and Address of Architectural Firm:

Contact name, Email address, phone number, fax number:

Fee Information (Northwoods Academy):

Proposed fee for design phase:

(In the form of a percentage of construction cost)

Proposed fee for construction administration:

(In the form of a percentage of construction cost)

Additional fees or charges (specify):

Additional Services (If so requested by the Owner):

Fees for additional services for the following positions:

Fee/hour

Principal

Project Architect/Engineer

Senior CADD/Drafter

Junior CADD/Drafter

Secretarial/Clerical

Construction Inspector/Construction

Administration

Consultants (specify):

Schedule Information:

Firm’s Experience/References Information:

Attach a detailed schedule indicating how the design team intends to meet the stated design schedule requirements.

Attach a list of projects of similar scope completed by your firm during the past five (5) years.

Team Members/Consultants Experience Information:

Design Approach & Methodology:

(Signature of authorized representative) (Date)

Proposer shall submit three (3) copies of proposal to:

Dr. Elaine Wilson-Beverly

Director of Procurement

Bibb County School District

4580 Cavalier Drive

Macon, GA 31220

Attach a document reflecting your proposed design team including the names of staff and proposed consultants. Identify specific experience each team member has in the design of the various elements of this project.

Provide a quick narrative and/or illustration explaining the design approach that would be utilized for this specific project, making sure to highlight the advantages that this approach will bring to the project.

OFFEROR’S CHECKLIST

PROJECT: Design Services for Gymnasium at Northwoods Academy

PROPOSAL NO.:

❑ We have acknowledged receipt of addendum

(addenda):

❑ One original and three (3) copies of all information requested have been provided.

❑ The proposal has been signed by an authorized principal or authorized official of the firm.

❑ No conditions, restrictions or qualifications have been placed by the company on this proposal that would have the proposal declared non-responsive.

COMPANY NAME

TYPE OR PRINT NAME OF PERSON COMPLETING

CHECKLIST

SIGNATURE OF PERSON COMPLETING CHECKLIST

DATE

COMPANY FEDERAL ID NUMBER

COMPANY E-MAIL ADDRESS

READ AND COMPLETE THIS CHECKLIST BEFORE SUBMITTING THE PROPOSAL