RFQ 25_004 CSD ECLC _ Administrative Support .pdf

Vision We strive to cultivate an educational foundation that empowers students to realize their full potential, thrive as productive global citizens, ignite positive change, and create a more just and equitable world.

TO: All Offerors

FROM: Lonita S. Broome, PhD Chief Financial Officer

DATE: October 2, 2024

RE: Request for Qualifications (RFQ) No. 25-004, Early Childhood Learning Center Design Consultant Services

City Schools of Decatur (“CSD”) invites you to submit a submittal furnishing and any all goods and/or services required for Early Childhood Learning Center Design Consultant Services.

Sealed Qualifications will be received subject to the attached terms specified in this solicitation. Submittals must be sent to the attention of City Schools of Decatur, Elizabeth Wilson School Support Center, Purchasing Department, Attention: Kattina Abram, 125 Electric Avenue, Decatur, Georgia 30030. Qualifications submittals will be received up to 1:30 p.m., local time (as per the CSD’s time clock) on Friday, October 25, 2024. Qualification Submittals must be time stamped by CSD in the manner described herein in order to be considered timely. Having the wrapper or envelope postmarked by Friday, October 25, 2024, does not meet the requirements of this Request for Qualifications. Delivering the document to a commercial delivery service is also not sufficient until the offer is actually received at the designated location.

All inquiries regarding this RFQ should be submitted in writing to Kattina Abram via email at csdpurchasing@csdecatur.net. Only questions received by Monday, October 14, 2024 at 12:00 p.m. local time will be considered and receive a response.

Qualification Submittals are subject to rejection if all requested information is not provided and returned with the submittal on or before time of submittal opening (Friday, October 25, 2024, 1:30p.m.).

QUALIFICATION SHALL BE SUBMITTED IN A SEALED ENVELOPE, ONE FLASH DRIVE AND FIVE (5) COPIES (ONE SUBMITTAL PER ENVELOPE), PLAINLY MARKED “REQUEST FOR QUALIFICATION NO.

25-004” ON THE OUTSIDE OF THE ENVELOPE, AS WELL AS THE DATE OF SUBMISSION. FOR

IDENTIFICATION PURPOSES, THE FIRM’S NAME AND COMPLETE ADDRESS SHALL BE CLEARLY

PRINTED OR TYPED ON THE OUTSIDE OF THE ENVELOPE.

VISIT OUR WEBSITE AT https://www.csdecatur.net/Page/3797

James Herndon Carmen Sulton Tracey Anderson Hans Utz Jana Johnson-Davis Chair Vice Chair Board Member Board Member Board Member

125 Electric Avenue ● Decatur. Georgia 30030 ● 404-371-3601 ● www.csdecatur.net mailto:csdpurchasing@csdecatur.net https://www.csdecatur.net/Page/3797 http://www.csdecatur.net/

SOLICITATION NO. 25-004

REQUEST FOR QUALIFICATION

FOR

EARLY CHILDHOOD LEARNING CENTER DESIGN

CONSULTANT SERVICES

FOR

CITY SCHOOLS OF DECATUR

CITY SCHOOLS OF DECATUR

ELIZABETH WILSON CENTER

PURCHASING DEPARTMENT

125 ELECTRIC AVENUE

DECATUR, GA 30030

TABLE OF CONTENTS

FOR

REQUEST FOR QUALIFICATION NO. 25- 004

EARLY CHILDHOOD LEARNING CENTER DESIGN

CONSULTANT SERVICES

TITLE PAGE NO.

TABLE OF CONTENTS 3

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW & PROCEDURES 4

SECTION II - SUBMISSION REQUIREMENTS 13

SECTION III – QUALIFICATIONS, EVALUATION, AND SELECTION PROCESS 17

SECTION IV – APPENDIX 19

APPENDIX A - GENERAL SCOPE OF SERVICES 20

APPENDIX B - ACKNOWLEDGEMENT OF ADDENDUM 24

APPENDIX C - REFERENCE SURVEY FORM 25

APPENDIX D - FIRM BUSINESS INFORMATION 26

APPENDIX E - CONTRACTOR SECURITY & IMMIGRATION COMPLIANCE AFFIDAVIT 27

APPENDIX F - DEBARMENT & SUSPENSION CERTIFICATE 28

APPENDIX G – OFFEROR’S EXCEPTIONS

APPENDIX H – OFFEROR’S MODIFICATIONS

APPENDIX I - OWNER DESIGN CONSULTANT AGREEMENT (Sample Template)

SUBMITTAL CONDITIONS

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

CSD is embarking upon the development of a new Early Childhood Learning Center to be located on property bounded by West Trinity Place, Electric Avenue, Chewning Way, and Commerce Drive. It is the desire of CSD to engage the services of a Design Consultant Firm to begin implementing the design of this new facility. CSD is seeking a Design Consultant Firm based on their qualifications and experience in the design and consulting of facilities with a similar scope of work.

The written requirements contained in this RFQ shall not be changed or superseded except by a written addendum or amendment from the City Schools of Decatur. CSD reserves the right to reject any and all submissions deemed to be non-responsive and also reserves the right to reject any and all qualifications, to waive any technicalities, informalities or irregularities and to ultimately award a contract to the firm that is deemed to have presented the best and most advantageous submittal for the School District, resulting from an evaluation process using criteria set forth in Section III of this RFQ.

1. INTRODUCTION

A. To be entitled to consideration, sealed submittals shall be presented in accordance with the instructions of the solicitation and within the time constraints specified.

B. Offeror(s) shall submit Five (5) sealed submittals, one (1) original, four (4) copies, and one

(1) flash drive to the attention of CSD Purchasing Department, Attn: Kattina Abram, 125 Electric Avenue, Decatur, Georgia 30030. Delivery of submittals shall be submitted via hand delivery or mail (i.e. commercial carrier or U.S. Postal Service) only to the above address ONLY between the hours of 8:00 a.m. and 4:00 p.m. Monday through Friday, excluding holidays observed by the Owner. Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring the required address information appears on the outer wrapper or envelope used by such a service. Submissions received after the said date and time will not be considered. Having the wrapper or envelope postmarked by October 25, 2024, does not meet the requirements of this Request for Qualifications. Delivering the document to a commercial delivery service is also not sufficient until the qualifications are actually received at the designated location

C. Submittals received after the data and time specified by the district’s time clock (1:30 p.m., local time on Friday, October 25, 2024) will not be considered. It is the Offeror’s responsibility to ensure that its submittals are submitted in a timely manner.

D. CSD reserves the right to accept or reject any or all submittals and to waive minor irregularities and technicalities. The judgment of CSD on such matters shall be final.

E. The terms Offeror, Bidder, Team, Vendor, and/or Contractor are synonymous in this document and refer to the person, entity or firm that submits the submittal in response to this RFQ.

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

2. REQUEST FOR QUALIFICATION PROCESS

This solicitation is a Request for Qualification (RFQ). The offeror provided submittal will be given an evaluation by a committee. If a firms’ submittal does not meet CSD’s standards of acceptance, the firm will not be recommended for further consideration in the categories indicated in their submittal. Offerors may be requested to provide additional information or clarifications during the evaluation process.

Results of the evaluations will be reported to the Purchasing Department. A list of recommended firms, and the category for which they are deemed to be qualified, will be presented to the City Schools of Decatur Board of Education for approval. If approved by the Board and other matters are agreed upon, the firm will become eligible for project assignments.

3. GOVERNMENTAL ENTITY

The governmental entity, the owner, for whom the work will be executed is:

City Schools of Decatur (CSD).

4. PREPARATION OF SUBMITTALS

a. All submittals shall be printed in ink or typewritten. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the submittal shall initial corrections in ink.

b. Specifications used are intended to be open and non-restrictive. Potential Offeror(s) are invited to inform the CSD Purchasing Department in writing whenever specifications or procedures appear not to be fair and open. Such information should be supplied as early in the procurement process as possible. Information received after 1:30 p.m., local time on Friday, October 25, 2024 will not be acted upon unless the CSD Purchasing Department rules that it is in the best interest of CSD to consider.

c. CSD will be the sole judge in making the determination as to the responsiveness and responsibility of the contractor.

d. Time of delivery is a part of the solicitation and an element of the contract that is to be awarded. If the contractor cannot meet the required delivery date, a submittal should not be submitted. Contractor may provide alternatives schedules and/or delivery dates in their submittals. Time shall be stated in calendar days. Failure to deliver in accordance with the contract award could result in the contractor being declared in default.

e. An authorized officer of the company shall sign all required documents.

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

5. TAXES

CSD is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in submittals. However, in the event taxes are required by state or federal law for the service or products outlined in this submittal, such taxes shall be the sole responsibility of the contractor unless otherwise stated in writing and agreed to by CSD.

6. CHARGES AND EXTRAS

Submittals shall define all pricing and all pricing must remain firm for the duration of the contract. Charges should include all miscellaneous charges including but not limited to insurance, license fees, permits, costs of bonds and any other cost. All additional work shall be clearly stated in the submittal.

7. ADDITIONAL INFORMATION/ADDENDA

Offeror(s) are notified that they thoroughly examine all submittal documents together with the Addenda thereto issued prior to the receipt of submittal.

Any addenda issued in writing during the time of solicitation shall be included in the submittal, and each will be incorporated in the subsequent contract.

If any person or firm contemplates submitting a submittal and is in doubt as to the meaning of any part of the solicitation documents, they may submit a written request via email at csdpurchasing@csdecatur.net

Interpretation of submittal documents will be made by Addenda only. Copies of addenda will be posted on the CSD Purchasing Department’s Website https://www.csdecatur.net/Page/3797 for all who have obtained a set of submittal documents from the Purchasing Department to use in preparation of submittals. CSD will not be responsible for any other interpretations or explanations. Where there appears to be a conflict between the RFQ and any addenda issued, the last addendum issued will prevail.

No oral interpretations will be made to Offeror (s) as to meaning of submittal documents.

Requests for such interpretations shall be made in writing via email. Failure on the part of the Contractor to do so shall not relieve them of the obligation to execute such work in accordance with a later interpretation by CSD. All interpretations made to the Offeror(s) shall be made via an addendum and sent to all offeror(s).

All inquiries regarding this RFQ should be submitted in writing to Kattina Abram via email at csdpurchasing@csdecatur.net. Only questions received by Monday, October 14, 2024 at 12:00 p.m. local time will be considered and receive a response.

mailto:csdpurchasing@csdecatur.net https://www.csdecatur.net/Page/3797 mailto:csdpurchasing@csdecatur.net

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

8. ADDITIONAL TERMS NOT BINDING

CSD shall not be bound by any terms and conditions included in any Offeror’s proposed contract(s), including but not limited to, terms and conditions related to any provided service or good, limitations of the Offeror’s liability or any other third party’s liability, limitation of warranties, packaging, invoices, service catalog, brochure, technical data sheet, electronic disclosures, electronic agreements, or other documents which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, CSD’s purchase order related to this solicitation or contract.

CSD encourages the submission of value added recommendations by Offeror, but discourages the submission of terms which negate or conflict with the terms and conditions of this solicitation (See Section 9 below). If Offeror has additional terms and conditions, including but not limited to supplemental contracts or purchase orders, that Offeror is proposing, then Offeror must provide a list of the documents and a copy of each document in the listed order, with the Offeror’s initial RFQ response. Additional documents proposed by Offeror may not incorporate other documents by reference – all documents Offeror proposes must be listed and attached to Offeror’s submittal. No additional terms, conditions or documents will be considered after the submittal due date unless specifically requested by CSD.

9. EXCEPTIONS AND PROPOSED CONTRACT MODIFICATIONS

The terms and conditions contained in this solicitation comprises the contract terms and conditions proposed by CSD. CSD does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements.

Offeror may lose up to 100 points for substantive modifications proposed by Offeror, which materially differ from the RFQ terms and are likely to, in the opinion of CSD, require substantial legal negotiations to resolve. In addition, failure to accept the RFQ terms and conditions may result in significant unacceptable delays in FCS’s ability to award a contract and may result in an Offeror’s submittal being deemed nonresponsive.

If an Offeror must take exception to the contract terms, the exceptions to the scope of work and/or technical requirements shall be clearly identified and specified on Appendix G with the detail of the exception. Similarly, if Offeror must propose modifications to the solicitation’s contractual terms, then Offeror must use Apendix H to specifically identify the contract provision Offeror seeks to modify, the reason for the porposed modification and Offeror must provide the specific contract language Offeror proposes to substitute in place of the provision. Offerors who submit a proposed or sample contract must still specifically identify each proposed modification using Appendix H. These forms shall be placed in the submittal immediately after the executive summary.

Proposed exceptions and proposed modifications must not conflict with or attempt to preempt the mandatory requirements of this RFP including the Owner Design Consultant Agreement.

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

No exceptions or proposed modifications will be considered after the submittal due date unless such modification is specifically requested by CSD. Offerors are cautioned to limit exceptions and proposed contract modification as they may be determined to be so material as to cause rejection of the Submittal as non-responsive. All exceptions and proposed modifications shall be evaluated in accordance with the appropriate evaluation criteria established by CSD, and may result in the Offeror receiving a less favorable evaluation than without the stated exceptions and proposed contract modifications. Exceptions and modifications which grant the Offeror an impermissible competitive advantage as determined by CSD in its sole discretion will be rejected.

If there is any question whether a particular exception or modification would be permissible the Offeror is strongly encouraged to inquire via written question to CSD prior to the deadline for submitting questions.

No exception or proposed contract modification shall be binding on CSD unless specifically accepted by CSD in writing and acknowledged by CSD as a change to the terms of the solicitation.

10. COMPLIANCE WITH LAWS

All good and/or services furnished shall comply with applicable Federal, State and Local laws, codes, rules, ordinances and regulations, including but not limited to all CSD policies, procedures, operating guidelines and/or regulations. Offeror must and shall comply with all applicable federal, state, and local laws, rules, and regulations, as the same may be amended or supplemented from time to time, including but not limited to those pertaining in any way to the privacy, confidentiality, security, management, and disclosure of CSD data, including student data, personnel information and other confidential information.

This section is not subject to exception or modification under the “Exceptions and Proposed Contract Modifications” as outlined in Paragraph 9 above.

11. PROTESTS

Protests dealing with the specification or the solicitation shall be filed not later than three (3) working days prior to submittal opening date. Other protests shall be filed not later than three (3) working days after submittal opening date, or if the protest is based on subsequent action of CSD, not later than three (30 working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. Protests are considered filed when received by the Chief Financial Officer, Lonita Broome,PhD., lbroome@csdecatur.net. Protests which are not filed in a timely manner, as set forth above will not be considered. Contractor agrees to pay for CSD’s reasonable attorney’s fee and expenses of litigation for any protest arising out of this solicitation in which CSD is a prevailing party.

Only contractors who participated in the solicitation are eligible to protest.

mailto:lbroome@csdecatur.net

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

12. PROCEDURES

A. PURPOSE/DESCRIPTION

The City Schools of Decatur (“CSD”), the OWNER, is soliciting Qualifications from organizations experienced in Architectural, Interior Design, Engineering (Civil, Structural, Mechanical, Electrical, Plumbing, Fire Protection) Third Party Estimating, and Community Interaction services.

B. SCOPE

GENERAL SCOPE OF SERVICES. Includes complete Design services; cost management; schedule management; low voltage design (in concert with CSD) , fixtures, furniture, & equipment design, coordination with CSD’s geotechnical & material testing consulting teams; community interaction including community meetings and presentations, CSD Board meetings; design document development utilizing Revit (BIM), submissions to GA DOE including but not limited to reimbursement submissions; permitting to all Authorities Having Jurisdiction, including, but not limited to; Decatur Building Inspections, Planning & Zoning and Fire Marshall, DeKalb Water Shed Management, State of Georgia; interaction with a Construction Management firm or team during a Pre-Construction and Construction phases, and full contract administration services.

It is the desire of CSD to utilize Construction Management at Risk (CMAR) as the construction delivery method for this project. Therefore, the Design Team may be required to work with the CM firm or team during a Pre-Construction Phase to identify and complete the work in packages to allow for phased submission to the Authority Having Jurisdiction (AHJ) over the projects for expediency of construction as long as prior approval from CSD is achieved. Each package should be permitted with the understanding each is in direct correlation, makes reference to, and is comprehensive of the previous packages. This method will allow construction to begin prior to the completion of 100% Construction Documents.

It is the objective of CSD to have their projects completed for as low a cost as practical without sacrificing the Owner’s requirements, Design Standards, and/or Long-term Operating / Life Cycle costs.

C. SUSTAINABILITY

1 In pursuit of high performing, healthy learning environments, City Schools of Decatur (CSD) is committed to incorporating environmentally sustainable practices in the planning, design, renovation, and/or construction of its facilities. This includes the conservation of energy and water, as well as natural and manufactured resources. CSD recognizes that high performing schools enhance learning, and it is our goal to maximize the educational experience of our students through industry standard sustainability strategies for optimizing energy efficiency, indoor air quality, acoustics, thermal comfort, and daylighting.

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

2. CSD facilities shall be designed, constructed, operated, and maintained in accordance with current green building standards. While Leadership in Energy and Environmental Design (LEED) certification is not a requirement for CSD projects, we recognize the sustainability principles of the U.S. Green Building Council's LEED for Schools program as the industry standard for construction and/or renovation of green K-12 schools. These and other related sustainability strategies should be incorporated into the planning, design, and construction practices of all CSD projects, subject to the availability of funds

D. INFORMATION TO OFFERORS

1. RFQ TIMETABLE:

The anticipated schedule for the RFQ and contract approval is as follows:

RFQ available Tuesday, October 2, 2024

Deadline for submission of questions Monday, October 14, 2024, at 12:00 (Noon) P.M. E.D.T

Deadline for receipt of Submissions Friday, October 25, 2024, 1:30 P.M. E.D.T

Anticipated Contract Award November 12, 2024 (Board Meeting)

E. NON-COLLUSION AFFIDAVIT

By submitting Submissions, the Offeror represents and warrants he or she has not directly or indirectly prevented or attempted to prevent competition by any means, has not prevented or endeavored to prevent anyone from submitting a response to this RFQ by any means and has not caused or induced another to withdraw a submission for the work. Prior to commencing the work, the successful Offeror shall be required to make an oath in writing to this affect. By submitting Submissions, the Offeror represents and warrants no official, employee or agent of Owner or Authority has been offered, has accepted, or has been contracted to accept, either directly or indirectly, any part of the pay or profit arising out of the contract(s) that may result from this RFQ.

F. COST INCURRED BY OFFERORS

All expenses involved with the preparation of Submissions, and any work performed in connection therewith are the responsibility of the Offeror(s).

SECTION I - REQUEST FOR QUALIFICATIONS, OVERVIEW AND

PROCEDURES

G. MINORITY BUSINESS POLICY STATEMENT

The Board of Education of the City Schools of Decatur does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, or gender identity in its employment practices, programs, activities, or student placement.

The City Schools of Decatur encourages Minority and Women Businesses to compete in the RFQ process and encourages all businesses to provide for the participation of MBE/WBE businesses through partnerships, subcontracts, and other contractual opportunities.

H. PROJECT ORGANIZATION

The Board of Education of the City of Decatur is the governing body of CSD and has authorized the district to administer this project.

I. CONTACT WITH CSD STAFF

Except for the submission of written questions directed to Kattina Abram, as previously set forth in this RFQ, on or after October 2, 2024, any contact made by an offerer with CSD Staff will result in immediate disqualification of said entity.

J. RFQ DOCUMENTS

The RFQ required documents/responses consist of the following Attachments:

a. General Scope of Services

b. Acknowledgement of Addendum Form

c. Reference Survey Form

d. Firm Business Information

e. Contractor Security and Immigration Compliance Affidavit

f. Debarment & Suspension Certificate

g. Owner Design Consultant Agreement (Sample Template)

K. DEFINITIONS

Vendor/Consultant - The Firm or Team submitting the submission and/or Firm or Team awarded the contract

L. NON-EXCLUSIVE RIGHTS

The contract is not exclusive. CSD reserves the right to select other Consultants to provide services similar to the services described in the request for Qualifications and the contract during the term of this contract.

M. NO MINIMUMS GUARANTEED

The contract does not guarantee any minimum level of purchases or use of services.

N. PERFORMANCE EXPECTATIONS

If the vendor has had a contract terminated for default during the past five (5) years, all such incidents must be disclosed. “Termination for default” is defined as notice to stop performance due to the vendor’s non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five (5) years, including the other party’s name, address, and telephone number.

Present the vendor’s position on the matter. CSD will evaluate the facts and may, at its sole discretion, reject the vendor’s proposal if the facts discovered indicate that completion of a contract resulting from this RFQ may be jeopardized by selection of the vendor. If the vendor has experienced no such termination for default in the past five (5) years, so declare. If the vendor has had a contract terminated for convenience, non-performance, non-allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address, and telephone number of the other contracting party.

O. CHANGE OF SCOPE

A contract amendment shall be executed and filed with CSD for all changes and/or additional work or materials in excess of the requirements covered in the contract. The contract amendment, when endorsed by the vendor and by CSD, shall become binding to both parties thereto.

P. GENERAL SCOPE OF SERVICES. (REFER TO APPENDIX “A”)

Q. CONTRACTOR AFFIDAVIT

The Vendor will be required to execute a Contractor Affidavit and require its subcontractors to execute Subcontractor Affidavits in accordance with O.C.G.A. § 13-10-91 (Security and Immigration Compliance).

SECTION II - SUBMISSION REQUIREMENTS

Submissions shall not exceed Fifty (50) typed pages. Font shall be no less than 11 point, and you may utilize double siding. All Submissions shall include the information indicated below and in the following order with individual Tabs for each section and sub section.

All Submissions received will become a part of the official contract file and may be subject to disclosure.

CSD is a governmental entity that is subject to the Georgia Open Records Act (“ORA”). After contract award, documents submitted to CSD in the bidding process are presumed to be subject to the ORA;

however, documents that an offeror contends contains specific trade secrets may be marked as trade secrets. An offeror is required to submit and attach to the specific trade secret record an affidavit affirmatively declaring the specific information in the records that constitutes a trade secret, as defined by Georgia law. If the offeror attaches such an affidavit and if inspection or copies are requested under the ORA, CSD will contact offeror to advise offeror that said documents have been requested and will be produced if CSD determines they do not constitute trade secrets. The offeror shall have the amount of time stated in the notice to seek legal remedy preventing the disclosure of the documents. If CSD has not received a valid judicial order or decree preventing the disclosure of the documents, they will be disclosed in accordance with the time requirements contained in the ORA.

QUALIFICATIONS:

All Submissions should include the information outlined below in the following order and separated by tabs:

1. A. Executive Summary & Statement of Interest - Briefly, explain why your firm or team is interested in the ECLC & Administrative Support Center project. This information shall include the following:

Number of projects the design firm or team does per year with a minimum fee of

$1,500,000.00 and the percentage this number represents as part of the overall number of design projects undertaken in a year.

Explain experience in working with the Georgia or other State DOE’s review and submittal.

Explain experience in managing K-12 Community Interaction Process / Forums.

Explain experience working with Municipalities, Counties, and State Agencies such as

GA DOT.

Explain experience delivering projects on time, within budget, and with high quality standards.

Provide design creativity, awards, or acknowledgements.

Provide examples indicating your ability to be flexible and fluid when it comes to changes in your design or processes.

Provide examples of 21st Century K-12 Design and Technological Systems.

Provide examples of delivering LEED Silver Certified or greater K-12 Facilities.

SECTION II - SUBMISSION REQUIREMENTS

B. Acknowledgement of Addenda: Include completed Acknowledgement of Addenda form, from Attachment “B” of this RFQ.

2. Firm Description and Information Basic company information Company name Address & Zip code E-mail address & Name of primary contact Telephone number Fax number Number of years in business DUNN and BRADSTREET Number Form of ownership, including state of residency or incorporation for each member of the Team, joint venture, or other structure? For joint venture teams that have not completed at least Two (2) relevant projects together, of similar nature, scope, schedule, and size as indicated in this RFQ, each firm should describe its qualifications separately but hold the unified submittal to the set page limit.

Succinctly describe the history and growth of each the firm or team.

Firm Business Information Form: Include completed form, from Appendix “D” of this RFQ.

3. Firm Financial Information (we do not require a full Financial Company Statement) Letter from Financial Institution indicating financial strength of the prime firm or member of the team to include as minimum financial ratios such as:

a) Utilization Rate - Defined as the ratio of direct labor costs to total labor costs.

b) Net Labor Multiplier – Net service revenue divided by direct labor costs. A firm with a higher net labor multiplier is generating more revenue from its direct labor costs. This could be due to pricing premium or to managing projects more efficiently through better staffing and execution.

c) Revenue Factor - A firm’s utilization rate and net labor multiplier each supply valuable information for judging how well a firm manages its labor costs and project performance. Taken together, however, they produce a reliable measure for determining a firm’s ability to manage its total labor costs effectively.

d) Overhead Rate – To calculate your overhead rate, divide all overhead costs—marketing and selling, general and administrative, indirect labor, payroll expenses, and any other expenditures that are not reimbursed or chargeable directly to a specific job— by direct labor costs. The proper calculation and monitoring of the overhead rate is vital both to determine the hourly rate to charge and as the basis of flat fee calculations.

e) Average Collection Period - The rate at which a company converts billings to cash—its average collection period (ACP)—is calculated by dividing accounts receivable by the average

SECTION II - SUBMISSION REQUIREMENTS

f) gross revenue per day generated by the firm. This gives the average number of days it takes a firm to collect its invoices.

4. Firm Current Legal Status Regarding litigation with owners, project managers, sub-contractors/consultants, and vendors:

a. List any active or pending litigation an owner, project managers, sub-consultants and vendors has against any member of the proposed team and explain.

b. List any active or pending litigation any member of the firm or team has against any owner, project manager, sub-consultants and vendors and explain.

Other than that just listed, has any member of the proposed firm or team been involved in any relevant litigation in the past five years? Explain.

Has any member of the proposed firm or team ever failed to complete any work awarded to it or has it been removed from any project awarded to the firm? Explain.

5. Debarment & Suspension Certificate:

Include completed form, from Appendix “F” of this RFQ.

6. Firm’s Relevant Project Experience and Reference Projects Relevant project experience includes similar building type and delivery method relevant to the types of projects to be constructed or renovations/additions on operating campuses. Of special interest will be firm’s experience with Georgia K-12 educational facilities, and experience with Sustainable Facilities. Experience in project phasing will be essential as well.

Describe no fewer than Four (4) and no more than Six (6) projects in order of most relevant to least relevant that demonstrate the firm's or team’s capabilities to perform the Project at hand. For each project, the following information should be provided:

The name of the organization to which the services were provided;

Project name Project location Dates during which services were performed Physical description (e.g., square footage, number of stories, site area, etc.)

Brief description of project Services performed Statement of performance versus owner expectations, including concept, cost, quality, and schedule One (1) representative photo of the project Owner Budget________ versus Delivered Cost__________ Owner Schedule______ versus Delivered Schedule_______

SECTION II - SUBMISSION REQUIREMENTS

7. Firm References For at least Four (4) of the maximum Six (6) projects listed in item #5 above, provide the following. Reference forms are to be completed by the client or person providing the reference.

Provide minimum of Four (4) Reference Survey Forms (See Appendix “C”) for references from Owner’s for whom the team has provided design professional services of a nature and quality similar to those described herein.

For item 6.b, provide the written statement from each Owner as to whether the project finished on time and on budget or if not why.

8. Team / Personnel Capability Provide general information about the firm's or team’s personnel resources, including classifications and numbers of employees and the locations and staffing of offices.

Provide an organizational chart of key personnel proposed for this project in the areas of Architecture, Interior Design, Engineering (Civil, Mechanical, Electrical, Plumbing, Fire Protection, Structural), Third Party Cost estimating, Community Interaction, and any other areas necessary to complete the projects.

Provide summary resumes / qualifications and description of experience of key personnel proposed for the projects.

The owner seeks a firm or team with experience on significant K-12 campus projects indicating it has successful completion of projects with difficult time constraints, and staff with sustainability experience. National reputation is not a major concern, but successful experience and delivery is.

9. Contractor Security and Immigration Compliance Affidavit. O.C.G.A. §13-10-91. Refer to

Appendix “E.” Must be executed and submitted with the Offeror’s proposal.

SECTION III - QUALIFICATIONS EVALUATION AND SELECTION PROCESS

A. EVALUATION CRITERIA

Based on the proposal format as outlined in Section II, the evaluation criteria in order of importance are as follows:

1. PROJECT TEAM: Management and Staffing Approach. CSD will assess the Firm’s ability to effectively manage personnel, provide experienced and qualified key personnel and respond rapidly to CSD’s Roofing needs. Qualifications of Key Personnel. CSD will assess the ability of the Firm to hire, retain and train qualified technical personnel similar to those required for these services.

2. QUALIFICATIONS AND EXPERIENCE of the Firm/Team and Proposed Staff assigned to similar Clients. Experience with Similar K-12 Clients. CSD will assess whether the Firm performed satisfactorily with similar Clients regarding ability to perform required services.

3. REFERENCES & REFERENCE PROJECTS including applicable past work with the Owner. CSD will assess customer satisfaction with the Firm with prior Clients. References are requested for validation of the information provided by the Firm.

B. PROPOSAL EVALUATION AND CONTRACT AWARD

1. Evaluation Committee The selection of the Design Consultant Firm (Team) will be made by an Evaluation Committee comprised of representatives of CSD and others, as appointed by the CSD Superintendent.

2. Initial Written Submittal The Evaluation Committee will receive and review submittals in an effort to determine compliance with this RFQ. Review of Submissions by Evaluation Committee members will be evaluated against a set of weighted criteria (See table below) to determine those firms qualifications that best suits the needs of CSD.

TABLE - Evaluation of Weighted Criteria The evaluation committee will evaluate the submissions of each firm or team based upon the criteria listed in the table below. The total item points will reveal the overall score the submission is to receive.

No.

Major Category

Max Points Criteria

1 Executive Summary & Statement of Interest

25 Introduction of team, team background if not single firm;

clarity in expressing interest, specific and compelling reasons why CSD is a good fit for the firm/team

2 Business Information 15 Basic company information; Form of ownership; history and growth of your firm(s)

3 Project Team / Personnel Capability

40 Depth of resources with experience and ability, qualified and available. Specific personnel experience with K-12 facilities. Qualifications and experience of proposed sub- consultants

4 Reference Projects 40 Firm’s experience providing similar services

5 Firm References 50 Quality of references from an Owner for the proposed team; Professional recognition of the firm through general acclaim, awards, publications, etc.

8 Firm Financial Information

20 See Section II, Item Number 3 in this RFQ

10 Responsiveness of Submittal

10 Extent to which the instructions in the RFQ were followed

Total Awarded Point TOTAL AVAILABLE POINTS: 200

SECTION IV – APPENDIX

A. General Scope of Services B. Acknowledgement of Addendum Form C. Reference Survey Form D. Firm Business Information E. Contractor Security and Immigration Compliance Affidavit F. Debarment & Suspension Certificate

G. OFFEROR’S EXCEPTIONS

H. OFFEROR’S MODIFICATIONS

I. OWNER DESIGN CONSULTANT AGREEMENT (Sample Template)

APPENDIX A

GENERAL SCOPE OF WORK

RFQ # 25-004

Early Childhood Learning Center Design Consultant Services

PART 1 – DESIGN CONSULTANT FIRM/TEAM’S - GENERAL RESPONSIBILITIES

1. Scope of Services include, but is not limited to:

Site analysis Complete design of all Master Planned Elements Development of a Phasing Plan tied back to CSD Budgets and Funding Plan.

Complete Community Interaction services Inclusion of Site & Building Safety & Security in all designs Prepare project schedule and monthly updates Provide necessary Insurance including Errors & Omissions for Design Suggest value engineering alternatives and incorporate same into documents once approved Management and execution of Design Phase Preparation of Applications seeking all required permits Coordination and Integration of input from Construction Manager (once brought on board) during Pre-Construction and Construction Phases Coordination and Integration of Construction Sequencing and Packaging once our

Construction Manager is brought on board.

Design layout of Fixtures, Furniture, & Equipment necessary for full operation of said facilities Full Contract Administration services during Construction Phase Coordination and integration of modifications to Building Information Model during

Submittal and work with Construction Manager as part of Close out to complete an As-Built Model (LOD 400 for Architectural, Structural, MEP)

Assistance to CSD in Close-out and Inspections during Post Construction Phase Use of Sustainable Practices and Systems in the design of said facilities Execute fully the requirements and intent of the RFQ

PART 2 – DESIGN CONSULTANT FIRM/TEAM’S - DESIGN RESPONSIBILITIES

1. The Design Consultant Team will be responsible for making all applications for various building and other development permits. This includes the preparation of applications, drawings, exhibits, surveys, design computation summaries, and other documents needed to file for and obtain all necessary permits and to satisfy the Owner and Jurisdiction that the intent of any RFQ is being met. Responsibilities shall include, but not be limited to:

Prepare a Complete Master Plan in accordance with requirements necessary to meet the Programmatic Requirements for the new Facility.

Prepare programming, conceptual design, schematic design, design development and construction documents in accordance with normal AIA Standards

Attend CSD Monthly Board Meetings to make Design Update Reports Submit drawings for review and approval by the proper local and/or state agencies and CSD’s Staff and make changes as required to obtain approval Coordinate topographic / utility locate / geotechnical services and others as necessary to facilitate design solutions.

Coordinate all aspects of the design Update the project’s schedule at least monthly Prepare and submit all documents necessary to obtain all required permits. All permit and other fees are the responsibility of the Construction Manger once they are brought on board.

Conduct, record, and distribute meeting minutes of design progress meetings with CSD’s Staff.

Prepare and submit a detailed Preliminary Design Estimate, (DD, SD), and Construction Documents Estimate of the construction cost for the Project based upon approved plans.

Utilization of Building Information Modeling as your Design Delivery System (Architectural, MEP, Fire Protection, Structural Models). This design Building Information Model will be provided to the Construction Manager to be utilized as their base Pre-Construction and Construction Model.

Coordinate design with DOE Requirements and attend all necessary meetings with DOE Representatives.

Prepare Exhibits, present, and / or host Community Forums to provide design updates to the Citizens of Decatur

Assist CSD in the integration of the CSD Design Standards for MEP within all Project Specifications and Contract Documents

Design and coordinate all related Low Voltage systems for project.

2. It shall be the Design Consultant Team’s responsibility to produce a design in accordance with all CSD Design Standards, applicable codes, rules, regulations, and sound design practice that is functional, buildable, and maintainable to the complete satisfaction of CSD, for a total cost (including all phases) within the allocated project budget.

PART 3 - DESIGN CONSULTANT FIRM/TEAM’S – PRE-CONSTRUCTION & CONSTRUCTION PHASE

RESPONSIBILITIES

1. Pre-Construction and Construction Phase for the project will commence with the selection and approval by the CSD Board of a Construction Manager and their team.

2. Scope of Services during the Pre-Construction and Construction Phase includes, but is not limited to:

Coordination of design intent with Construction Manager and their subs.

Coordination of design with Construction Packaging and GMP development and approval by CSD.

Development of a Confirmed Set that embodies all Permit Review and GMP Value Engineering and other modifications to the 100% Construction Document set.

Assisting Construction Manager who will be charged with the preparation of all necessary supporting documents for DOE Reimbursement, by providing CSD your review of the Construction Manager’s Application for Payment on a monthly basis.

Coordinate design intent of all Owner provided Fixtures, Furniture, and Equipment with Construction Manager who will be charged with their purchase and installation.

Attend and prepare reports and exhibits necessary to update the CSD Board at their Monthly Board Meetings when requested.

Provide Contract Administration inspections (Bi-Weekly) and issue your reports to the CSD’s Representative during construction.

Provide the Construction Manager with your Design Building Information Model for utilization of “Clash Detection” as a means of Cost Avoidance and Quality Assurance prior to approval of submittals and construction in the field.

Attend Construction meetings with CSD’s Staff; record and distribute minutes. It is the desire of CSD to have one monthly OAC meeting.

Assist the Construction Manager in the tracking and development of an As-Built Building Information Model during the construction phase.

PART 4 - DESIGN CONSULTANT FIRM/TEAM’S - POST CONSTRUCTION RESPONSIBILITIES

1. Develop a complete punch list as part of your Substantial Completion Inspections and then do a follow up to ensure that all items have been addressed prior to Final Completion. Assist the CSD Representative in receiving five (5) copies of a final report from the Construction Manager. This report is to include:

Copies of all meeting minutes Copies of all permits “Electronic version of As-built BIM Model LOD 400” and drawings prepared by the

CM/DB including (4 sets black line prints & 5 digital copies) Correspondence with regulatory agencies if any Warranties and guarantees Electronic Operation and maintenance Manuals on contained on (2) each external hard drives Statement certifying Project Completion Final Summary of all costs Complete all requirements of the RFQ Warranty Inspections Conduct Warranty Review/Facility Inspection one month prior to the end of the general warranty period with CSD and facility staff to identify and resolve outstanding warranty issues prior to the end of the warranty period.

Fixtures, Furniture, & Equipment

PART 1 – DESIGN CONSULTANT FIRM/TEAM’S GENERAL RESPONSIBILITIES

1. The Design Consultant will be required to assist CSD in overseeing the design and layout for all necessary Fixtures, Furniture, & Equipment for this project.

2. The Design Consultant will assist CSD so as to develop the necessary budget.

3. As the project enters the Pre-Design Phase, it will be the Design Consultant’s responsibility to work with CSD to develop final layouts. CSD will then identify specific brands and / or models and seek pricing from a FF&E Vendor.

4. Scope of Services include, but is not limited to:

Working with CSD to complete designs during Design Phase Coordination with Construction Manager (CM) during execution of the Procurement

Phase Coordination with CM during execution of all Construction Phase activities Coordination with CM during execution of the Post Construction Phase Execute fully the requirements and intent of the RFQ

Low Voltage / Technology

PART 1 – LOW VOLTAGE / TECHNOLOGY INTEGRATION DESIGN CONSULTANT FIRM/TEAM’S

GENERAL RESPONSIBILITIES

1. The Design Consultant will be required to assist CSD in overseeing the Infrastructure design for all necessary Low Voltage Systems for this project.

2. Scope of Services include, but is not limited to:

Working with CSD, to develop Low Voltage Infrastructure Drawings during the Design

Phase Coordination with Construction Manager during execution of the Procurement Phase Coordination with CSD during the buyout of LV Equipment to ensure Infrastructure is properly designed Coordination with CSD and CM during execution of all Construction Phase activities Coordination with CSD and CM during execution of the Post Construction Phase Execute fully the requirements and intent of the RFQ

APPENDIX B

Acknowledgement of Addendum

RFQ # 25-004

Early Childhood Learning Center Design Consultant Services

The Offeror has examined and carefully studied the Specifications and the following Addenda, receipt of all of which is hereby acknowledged:

Offerors must acknowledge any issued addenda. Submittals which fail to acknowledge the offeror’s receipt of any addendum would result in the rejection of the submittal if the addendum contained information which substantively changes the Owner’s requirements.

Addendum No. dated Acknowledgement

Addendum No. dated Acknowledgement Initial

Addendum No. dated Acknowledgement Initial

Addendum No. dated Acknowledgement Initial

Initial

APPENDIX C

Reference Survey Form

RFQ # 25-004

Early Childhood Learning Center Design Consultant Services

Offeror:

Project Name:

Project Completion Date: ___________ Offeror’s scope included: ________ Design / Pre-Construction

________ Construction – Post Construction

Please rate the Offeror ‘s performance from 1-5 on the following issues by circling the appropriate number where 1 indicates that you least agree with the statement and 5 indicates that you most agree with the statement.

Disagree Agree Completed work on time: 1 2 3 4 5 N/A A/E Services

Completed work within budget: 1 2 3 4 5 N/A A/E Services

Provided timely and accurate information: 1 2 3 4 5 N/A A/E Services

Worked well with Owner’s staff: 1 2 3 4 5 N/A A/E Services

Community Interaction / Forums: 1 2 3 4 5 N/A A/E Services

Oversaw Design Intent during Construction: 1 2 3 4 5 N/A A/E Services

Would use firm again: 1 2 3 4 5 N/A A/E Services

Completed by: Name: ____________________________________

Entity: ____________________________________

Address: ____________________________________

Telephone: ____________________________________

EMAIL Address:____________________________________

Signature: _______________________________ Date: ______________________ Thank you for your assistance.

APPENDIX D

VENDOR BUSINESS INFORMATION

RFQ # 25-004

Early Childhood Learning Center Design Consultant Services

1. Vendor Information: __________________________________________________________

2. Home Office Address:

3. Business Address:

4. Website Address:

5. Name, Title, Address, Telephone Number, FAX Number and Email Address of the person to be contacted concerning the proposal:

6. If Applicable, Name of the Parent Company:

7. Home Office Address, Telephone Number and Website Address of the Parent Company:

8. Describe the parent company’s relationship with the Vendor:

9. If…