RFQ-Pathways_11-Classrm-Add_2548152_Final_VendorLink.pdf

School Board of Volusia County Florida Planning & Business Services

3750 Olson Drive, Daytona Beach Florida 32124

Request For Qualifications (RFQ) and Acknowledgement

ADVERTISEMENT DATE: PLANNING & BUSINESS SERVICES CONTACT:

September 19, 2024 Nancy VanDerSchaaf, Planning Technician

Email: PlanningServices@groups.volusia.k12.fl.us Phone: 386-947-8786 Ext. 50835

RFQ TITLE: Architectural Services Pathways Elementary

11 Classroom Addition – Project No. 2548152

SUBMITTAL DUE DATE AND TIME:

October 25, 2024 at 3:00 PM

SUBMITTALS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

The School Board of Volusia County, Florida (also referred to as the BOARD or DISTRICT), solicits qualified Firms to submit for the above referenced service. All terms, specifications and conditions set forth in this solicitation are incorporated by this reference within your response. Submittals will not be accepted unless all conditions have been met. All submittals must have an authorized signature in the space provided below. To be considered, digital files must be uploaded in VendorLink; the file shall be combined PDF format as required in the RFQ; status shall be “Submitted”; “Draft” files will not be accepted. Submittals may not be withdrawn for a period of ninety (90) days after the submittal due date unless otherwise specified.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF TAB 1 IN YOUR SUBMITTAL. SUBMITTALS WILL NOT BE

ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE FIRM.

LEGAL FIRM NAME (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

FIRM NAME: _________________________________________________________________________________________________________

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

TELEPHONE NUMBER: _______________________________________

I CERTIFY THAT THIS SUBMITTAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER FIRM SUBMITTING A SUBMITTAL FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS RFQ AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS RFQ

FOR THE FIRM.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________________ PRINTED NAME: _____________________________________________

TITLE: ____________________________________________________ DATE: ______________________________________________________

EMAIL: __________________________________________________________________________________________________________________ mailto:PlanningServices@groups.volusia.k12.fl.us

Architectural Services Pathways Elementary

11 Classroom Addition - Project No. 2548152

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL SERVICES

PATHWAYS ELEMENTARY

11 CLASSROOM ADDITION – PROJECT NO. 2548152

TABLE OF CONTENTS

Request for Qualifications (RFQ) and Acknowledgement Table of Contents Legal Notice

I. PROJECT AND GENERAL INFORMATION

A. Purpose B. Description C. Minimum Qualifications D. Selection Process

II. SUBMITTAL REQUIREMENTS

A. Submittal Information B. Schedule C. General Information D. Documents

III. EVALUATION CRITERIA

A. Shortlist Scoring and Submittal Criteria

Tab 1: Request for Qualifications (RFQ) and Acknowledgement form, Letter of Introduction, Addenda Acknowledgement and Table of Contents

Tab 2: Insurance Form and Certificate of Qualification Tab 3: Financial Strength Tab 4: Business Structure Tab 5: Experience and Past Performance Tab 6: Proposed Project Staff and Functions Tab 7: Project Approach Tab 8: Workload Tab 9: References

B. Interview Scoring Criteria Criteria 1: Project Understanding, Team and Community Engagement Criteria 2: Overall Design Concept Approach and Methodology Criteria 3: Cost Control and Constructability Criteria 4: Scheduling

ATTACHMENTS

• Aerial Map

• FAC 622 - Architectural Services Agreement (Draft)

Legal Notice Request for Qualifications

Pursuant to Florida Statute 255.103 and 287.055, Consultants' Competitive Negotiations Act (CCNA) and State Requirements for Educational Facilities (SREF), the School Board of Volusia County Florida hereby publicly announces the need to procure Architectural Services for Pathways Elementary, 11 Classroom Addition, Project No. 2548152, Ormond Beach, Florida. The estimated construction cost is $ 12,000,000.

A mandatory pre-submittal meeting, to describe the project more fully, will be held on October 1, 2024 at 9:00 AM at Facilities Services, 3750 Olson Drive, Daytona Beach Florida. All attendees must check in as a visitor in the building reception area. Due to conference room space restrictions, Firms are requested to bring no more than two

(2) representatives. The Firm’s representative shall be an authorized employee and shall sign-in the meeting accordingly. Only those Firms signed-in attendance at this meeting will be eligible to submit for this Project.

A current Certificate of Qualification is required to meet the minimum qualifications necessary to be considered for architectural services pursuant to the RFQ. The final Board meeting to certify as a qualified consultant is November 12, 2024. The Application for Certification as a Consultant deadline is October 23, 2024. Contact Planning & Business Services at (386) 947-8786, or via email at PlanningServices@groups.volusia.k12.fl.us for consultant qualification requirement.

Prospective Architectural Firms are encouraged to register for VendorLink. Solicitation information, RFQ and all other relevant documents are available in VendorLink at https://www.myvendorlink.com/common/default.aspx.

To be considered, digital file submittals must be uploaded in VendorLink no later than 3:00 PM on October 25, 2024; the file status shall be “Submitted”, “Draft” files will not be accepted. The submitted file in VendorLink establishes the timely submission for this RFQ.

The School Board of Volusia County Florida reserves the right to waive any informality in the selection process and to reject any or all submittals in the best interest of the School District.

Address submittal to:

Nancy VanDerSchaaf, Planning Technician Planning & Business Services 3750 Olson Drive Daytona Beach, Florida 32124

The School Board of Volusia County, DeLand Florida Mrs. Jamie M. Haynes, Chairman https://www.myvendorlink.com/common/default.aspx

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL SERVICES

PATHWAYS ELEMENTARY

11 CLASSROOM ADDITION – PROJECT NO. 2548152

I. PROJECT AND GENERAL INFORMATION

A. Purpose

1. This document shall serve to provide interested parties with specific information as to the Procedures for Selection of an Architectural Firm. Pursuant to Chapter 1013, Florida Statutes, the Florida Consultant’s Competitive Negotiation Act (CCNA), Section 287.055 Florida Statutes, and Rule 6A-2.0010, Florida Administrative Code. The School Board of Volusia County Florida will consider contracting of a single Firm to provide architectural services for the Project described in this RFQ.

2. In determining whether a Firm is qualified, the District’s Selection Committee shall consider availability, location, business structure, experience, past performance, proposed project staff and functions, workload, project approach, as well as other supporting factors such as evidence of insurance, references, and litigation.

B. Description

1. The School Board of Volusia County Florida is interested in contracting with a qualified professional architectural firm to provide services of a specified nature as outlined in the contract to be entered into, the form of said contract being attached hereto; said services consist of providing architectural services for Project No. 2548152, 11 Classroom Addition at Pathways Elementary, 2100 Airport Road, Ormond Beach, Florida.

The specified services shall include all types and manner of professional services related to architectural services including, but not limited to, complete architectural design services, school campus planning, landscape architecture, civil engineering, mechanical, electrical, fire protection, irrigation and plumbing engineering, construction administration, estimating and interior design.

The anticipated scope of the Project shall consist of a one-story, masonry construction, eleven classroom building to include restrooms, storage rooms and mechanical room, expansion of the parent drop-off / pick-up loop with associated site work. Prototype facility preferred.

The estimated construction budget is $12,000,000.

2. Firm shall be responsible for all services as set forth in the architectural services contract document;

draft document attached to this RFQ. The School Board reserves the right to negotiate contract terms with selected Firm prior to execution, at its discretion.

3. The size, scope, and complexity of the Project under this contract will be determined based upon specific requirements of the Project as determined by School Board representatives and/or designated architect/engineers that are involved with the Project.

C. Minimum Qualifications

1. A current Certificate of Qualification is required to meet the minimum qualifications necessary to be considered for architectural services pursuant to the RFQ. The final Board meeting to certify as a qualified consultant is November 12, 2024. The Application for Certification as a Consultant deadline is October 23, 2024. Contact Planning & Business Services at (386) 947-8786, or via email at PlanningServices@groups.volusia.k12.fl.us for consultant qualification requirement.

D. Selection Process

1. Firm selection will be conducted in accordance with Florida Statute, 287.055.

2. This Request for Qualifications (RFQ) is the first step in the selection process. The Public Submittal

Opening shall occur on October 28, 2024, at 1:00 PM at the Facilities Services building, Bid Room. A selection committee will evaluate the submittals of interested Firms. A shortlist of Firms will be identified. Shortlisted Firms may be asked to present their architectural qualifications and design approach by interview to the selection committee as part of the selection process. A final ranking will be established by the selection committee which shall constitute its recommendation to the School Board to negotiate with the top ranked Firm to provide design services for the Project.

3. The Selection Committee shall have a minimum of five members appointed by the superintendent/designee and may include representatives from Facilities Services with experience in planning, architecture, site acquisition, construction, building maintenance and operations; site administrator; finance representative or designee; a citizen member; and others as deemed appropriate.

4. Planning & Business Services will facilitate the process and be the point of contact for all issues. No attempt shall be made by Firms to contact or influence any committee member directly or indirectly.

The Selection Committee shall score the entire process.

5. The shortlisting shall occur November 8, 2024, at Facilities Services, 3750 Olson Drive Daytona Beach.

Firms in the process of qualifying as a Consultant with the Board will still be considered as long as Planning & Business Services can demonstrate the Firm has met the Consultant Qualification requirements for potential approval at the November 12, 2024, Board meeting.

6. Interviews of shortlisted Firms shall occur December 3, 2024, at Facilities Services, 3750 Olson Drive

Daytona Beach. Anticipated Board approval of the selected Firm is January 14, 2025.

7. In accordance with CCNA, the School Board shall negotiate a contract with the selected Firm until an agreement has been reached or until impasse.

II. SUBMITTAL REQUIREMENTS

A. Submittal Information

1. To be considered, digital files must be uploaded in VendorLink no later than 3:00 PM on October 25, 2024; status shall be “Submitted”, “Draft” files will not be accepted. The submitted file in VendorLink establishes the timely submission for this RFQ.

2. The School Board reserves the right to request clarification of information submitted and to request additional information.

3. It is the intent of the School District to utilize VendorLink to disseminate information for this request to include the RFQ, any/all addenda or subsequent information as applicable.

4. In accordance with Florida Statutes 120.57(3), with respect to a protest of the terms, conditions, and requirements contained in a solicitation, including any provisions governing the methods for ranking submittals, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Florida Statutes 120.57(3) will constitute a waiver of proceeding under Chapter 120, Florida Statutes.

5. In accordance with Florida Statutes 120.57(3)(a), “Failure to file a protest within the time prescribed in

Section 120.57(3), Florida Statutes and District Policy 702, or failure to post the bond or other security https://www.myvendorlink.com/common/default.aspx http://www.flsenate.gov/Laws/Statutes/2010/120.57 required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes”; and failure to follow any other requirements in the submittal protest procedures established by the School Board of Volusia County Florida shall constitute a waiver of all protest rights.

6. Shortlist and interview rating results, and award recommendation shall be available via VendorLink.

B. Schedule

1. The Solicitation and Selection Schedule is tentative. Revisions shall be issued in a timely manner by addenda via VendorLink. Addenda shall be acknowledged by Firms within the submittal.

2. Solicitation and Selection Schedule:

SOLICITATION SCHEDULE TIME DATE

a. Mandatory Pre-submittal Meeting: 9:00 AM October 1, 2024

b. Submittal Inquiries Deadline: 3:00 PM October 9, 2024

c. Application for Certification as a Consultant Deadline: October 23, 2024

d. Submittals Due: 3:00 PM October 25, 2024

e. Public Submittal Opening: 1:00 PM October 28, 2024

f. Short List Firms 1:00 PM November 8, 2024

g. Consultant Certificate of Qualifications to Board: November 12, 2024

h. Mandatory Site Visit (shortlisted Firms only): November 13, 2024

i. Interviews (oral presentations): December 3, 2024

j. Anticipated Board Approval of Ranking: January 14, 2025

k. Anticipated Award of Contract: March 11, 2025

3. The mandatory pre-submittal meeting, shortlisting and interviews will be held at Facilities Services, 3750 Olson Drive, Daytona Beach Florida on the designated dates and times indicated in the schedule above. The mandatory site visit, for the shortlisted Firms only, will be held at the Project site, 2100 Airport Road, Ormond Beach, Florida. All visitors to Volusia County Schools facilities are required to check in with the receptionist.

4. Questions regarding this RFQ shall be submitted via VendorLink in the Questions & Answers section of the solicitation. Questions will be provided a written response by addendum via VendorLink in the Documents section of the solicitation.

C. General Information

1. Sealed Solicitation Requirements: the “Request for Qualifications (RFQ) and Acknowledgement”, cover sheet of this RFQ must be completed, signed, and returned with the Firm’s submittal. RFQ Acknowledgement shall be signed by a representative authorized to legally bind the Firm to the provisions herein. All responses shall be submitted electronically via VendorLink unless otherwise instructed. Additional submittal requirements may be defined herein. Unless otherwise specified, Firm(s) must use the form(s) furnished by The District. All responses shall be typewritten or filled in with pen and ink. Responses having erasure or corrections must be initialed by the Firm authorized representative in ink. All responses must be e-signed or signed in ink by an officer or employee having authority to legally bind the Firm. By signing, the Firm’s authorized representative attests that they fully understand there will be no recourse for negligence or oversight for not doing so. Responses received that fail to comply with these submittal requirements may not be considered for contract.

a. Electronic submittals, as described in this solicitation, are mandatory unless otherwise specified.

Responses must be furnished and uploaded in VendorLink no later than 3:00 PM, EST, on or before the due date specified on the cover sheet of this RFQ, to be considered. Responses shall be organized and shall include necessary information as to be in full compliance with the RFQ. The District reserves the right to reject and not consider any submittal that is not submitted in accordance with the RFQ submittal requirements.

b. VendorLink help is available by calling (407) 222-1885, or via email at support@evendorlink.com.

c. Responses received by telephone, email, or facsimile machine shall NOT be accepted unless stated in the special conditions of this RFQ.

2. Firm’s Responsibility: it is the responsibility of the Firm to obtain all pages of the RFQ package and all attachments thereto, together with any addenda to the RFQ package that may be issued prior to the due date and time. Firm(s) are required, before submitting their response, to obtain and carefully examine the RFQ and to completely familiarize themselves with all of the terms and conditions.

Ignorance on the part of a Firm will in no way relieve them of any of the obligations and responsibilities which are a part of this RFQ.

3. Submittal openings shall be public at the date and time stated in the RFQ unless otherwise indicated.

4. Responses Received Late: it is the Firm(s) responsibility to assure that the submittal is uploaded in

VendorLink prior to the opening date and time specified. Any submittal received after the opening date and time will be rejected regardless of the circumstances.

5. In order to maintain fairness and transparency throughout the solicitation process, effective immediately, until the recommendation to award is submitted to the Board by the Superintendent, all communication to and from potential Firms must flow through VendorLink prior to the close of the solicitation. Communication after the close of the solicitation must flow through Planning & Business Services via email to PlanningServices@groups.volusia.k12.fl.us. Failure to do so may be cause for rejection of the Firm’s submittal and consideration of the Firm under this RFQ.

6. This RFQ does not commit the District to award a contract. The District is not responsible for any cost or expense incurred by any Firm in preparing and submitting a reply; nor for any cost or expense incurred by any Firm prior to the execution of a contract.

7. Submittals become the property of the Volusia County School Board.

8. By making a submittal the Firm agrees to comply with all applicable federal, state, and local statutes and regulations.

9. The state of Florida has passed a law stating that all Bidders visiting a school campus shall comply with

Florida House Bill 1877; the Jessica Lunsford Act, effective September 1, 2005, amended July 2007.

The requirements of this Act can be viewed on the District’s web site, Jessica Lunsford Act (JLA), Volusia County Schools (vcsedu.org).

10. Pursuant to §119.0701 Florida Statutes, “Contractors” as defined by statute that enter into a contract for services with the District and are acting on behalf of the District are required to comply with public records laws and to specifically:

a. Keep and maintain public records required by the District to perform the services.

b. Upon request from the District’s custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law;

c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the District; and

d. Upon completion of the contract, transfer, at no cost, to the District all public records in possession of the contractor or keep and maintain public records required by the District to perform the service.

If the contractor transfers all public records to the school District upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request from mailto:support@evendorlink.com the District’s custodian of public records, in a format that is compatible with the information technology systems of the District.

e. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS AT: CUSTODIAN OF PUBLIC RECORDS (386)-

734-7190 Ext. 20110 or 20138

PUBLICRECORDSREQUEST@VOLUSIA.K12.FL.US, 200 NORTH

CLARA AVE., DELAND FLORIDA, 32720.

f. Failure of the Contractor to abide by the terms of this provision shall be deemed a material breach of this agreement and the School Board of Volusia County, Florida may enforce the terms of this provision in the form of a court proceeding and shall, as a prevailing party, be entitled to reimbursement of all attorney’s fees and costs associated with that proceeding. This provision shall survive any termination or expiration of the contract.

11. The District is governed by the Public Records Law, Chapter 119, Florida Statutes (F.S.). Only trade secrets, as defined by F.S., and financial statements may be exempt from disclosure. Any such confidential materials shall be segregated and clearly marked as Confidential and shall be provided to the District at the same time the Firm submits its response to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret.

12. In accordance with section 287.135 of the Florida Statutes, the School District reserves the right to reject any or all offers, to waive informalities, and to accept all or any part of any offer as may be deemed to be in the best interest of the School Board “A company that, at the time of bidding or submitting a proposal for a new contract or renewal of an existing contract, is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, is ineligible for, and may not bid on, submit a proposal for or enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more.” Section 215.473 defines a company to include “all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations that exists for the purpose of making profit.” By submitting a response to this solicitation, a Firm certifies that it and those related entities of Firm as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473. Any Firm awarded a Contract as a result of this solicitation shall be required to recertify at each renewal of the Contract that that it and its related entities are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. The District may terminate any Contract resulting from this solicitation if Firm or a related entity as defined above is found to have submitted a false certification or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List.

Notwithstanding the preceding, the District reserves the right and may, in its sole discretion, on a case-by-case basis, permit a company on such lists to be eligible for, bid on, submit a proposal for, or enter into or renew a contract, should the District determine that the conditions set forth in Section 287.135(4) are met.

D. Documents

1. To facilitate analysis of the qualifications submittals, Firms shall prepare qualifications submittals in accordance with the instructions outlined in this section.

2. A digital file must be uploaded in VendorLink no later than 3:00 PM on October 25, 2024; status shall be “Submitted”, “Draft” files will not be accepted. File shall be combined PDF format as required in the mailto:PUBLICRECORDSREQUEST@VOLUSIA.K12.FL.US

RFQ, Section III. Evaluation Criteria, A. Shortlist Scoring and Submittal Criteria; organized by Tab with corresponding bookmarks for navigation.

3. The digital PDF file submittal shall be compatible for potential printing, utilizing letter size (8.5 x 11) pages, single-spaced, minimum font size of 10-point with one inch (1”) margins top and bottom and three-quarter inch (3/4”) side margins. Pages shall be numbered sequentially with section Tabs;

maximum number of pages not to exceed sixty (60).

4. Legible tables, charts, graphs, and figures may be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be legible and uncomplicated.

5. The District retains the right to waive any minor irregularity or requirement should it be judged in the best interest of the District.

III. EVALUATION CRITERIA

A. Shortlist Scoring and Submittal Criteria

1. Firms will be scored by Selection Committee members using an Adjectival Rating of 0 - 5 multiplied by the weighted value assigned to each tabbed section, as defined here:

0 = Unsatisfactory: non-responsive to the criteria requirement.

1 = Marginal: fails to meet evaluation criteria; lacks essential information to support proposal;

contains significant weaknesses.

2 = Satisfactory: proposal is slightly below standard for evaluation; for the most part complies with standards.

3 = Meets Expectations: meets performance standards; may contain weaknesses which are insignificant and correctable.

4 = Exceeds Expectations: beneficially exceeds requirements; meets standards; comprehensive and complete without significant weaknesses; may lack some strengths, however, generally meets performance standards.

5 = Outstanding: beneficially exceeds standards; meets criteria without weaknesses or deficiencies;

submittal is innovative, comprehensive and complete; meets or exceeds all performance standards.

2. It is the intent of the District to select a Firm with prior educational project experience. Firms will be evaluated not only on prior experience but also on their ability to address issues critical to the success of a Project, as outlined in this RFQ. The following must be submitted (in order by Tab) and are elements that will be used to evaluate the Firm’s qualifications.

Tab 1: Request for Qualifications (RFQ) and Acknowledgement form, Letter of Introduction, Addenda

Acknowledgement and Table of Contents (non-scored)

1. Request for Qualifications (RFQ) and Acknowledgement form must be completed and signed by an authorized agent of the Firm.

2. Letter of Introduction shall include a brief profile and history of the Firm, project team location, corporate structure, ownership interest and the length of company's existence. Include the name, title, email and phone number of the person responsive for the Firm for this RFQ. Provide the specific office location where services will be provided to the District; include address, phone number(s) and email(s) of the personnel who will be key to any part of the construction documents and project administration. Address the letter to Nancy VanDerSchaaf, Planning Technician, Planning & Business Services.

3. Addenda Acknowledgements must be complete to include the signature of the Firm representative.

4. Table of Contents must be inclusive of each tab section within the submittal.

Tab 2: Insurance Form and Certificate of Qualification (non-scored)

1. Attach evidence of General Liability, Workers’ Compensation and Automobile Liability Insurance coverage, or proof of insurability for limits not less than $2,000,000. If available, a properly completed ACORD Form is preferable.

2. Provide a copy of the Firm’s current Certificate of Qualification as approved by the School Board of

Volusia County Florida. Firms in the process of qualifying as a consultant with the Board shall include a letter stating such. Status of the Firm’s ability to certify at the November 12, 2024, Board meeting shall be confirmed by Planning & Business Services as part of shortlisting.

Tab 3: Financial Strength (non-scored)

1. The Firm’s financial capability is to be expressed in a financial statement; audited financial information current within the past twelve months, such as a balance sheet and statement of operations indicating the Firm’s resources and the necessary working capital to assure financial stability through the completion of the Project. A certified audit is preferred; however, the Firm’s most recent tax return and balance sheet will be accepted. The statement may be labeled Confidential. Disclose any material changes in the business operations of the Firm, including without limitation any pending bankruptcy proceedings, bankruptcies, receiverships, mergers, acquisitions, stock acquisitions or spin-offs that have occurred within the last three (3) years and any material pending or threatened litigation. If appropriate, discuss the impact of these changes on the Firm’s financial or managerial ability to perform the noted tasks under this Contract. Provide the name, title, address, email and phone number of the financial officer of the Firm responsible for providing this information.

2. Acceptable for the Firm to state as Tab 3 that Financial Strength information is Confidential and has been submitted separately.

3. The Firm must upload the financial information as required above, as an independent PDF, in VendorLink by the same due date and time as the submittal.

Tab 4: Business Structure (weighted value 10)

1. Corporation, Joint Venture or Partnership: submit a copy of records from the Florida Department of State, Division of Corporations, indicating when the corporation organized. Provide corporate number, date and status of the most recent annual report. Firms submitting as joint venture shall submit a copy of the joint venture agreement. If a joint venture or prime/subconsultant arrangement of two (2) firms, indicate how the Work will be distributed between the partners.

2. Time in Business: length of time the Firm has been in business under current or any previous name.

3. Capabilities: size, resources and capabilities of responding entity.

a. Organizational structure of business entity for this program (partners, associates, consultants, subcontractors, other participation).

b. Indicate the depth of staff and capabilities from within the organization that can be drawn upon as needed, to include management, professional, technical and support staff.

4. Licenses: attach a copy of the Firm’s Business Occupational License and all applicable current State of Florida professional registration license renewals for the Firm and Firm’s key professional personnel.

Firm shall be properly registered to practice in the State of Florida with the appropriate state board governing the services offered. Provide copies of current State of Florida, Department of Business and Professional Regulation, Board of Architecture and Interior Design qualifying the corporation to practice as an Architectural Firm. The Selection Committee may verify the current status with the appropriate state board.

Tab 5: Experience and Past Performance (weighted value 35)

1. Firms may submit any information deemed appropriate for evaluation of past contracted performance which have/had scope of services similar to the services required for this Project.

2. Detail the experience the Firm has providing architectural services for K-12 educational facility projects.

3. List all contracts the Firm has provided/is providing architectural services in the past five (5) years, for which the services provided by the Firm are similar to the Project Description detailed in this RFQ. The Projects shall be sufficiently comparable so that the District’s Selection Committee may conclude the Firm is familiar with and capable of handling the Project described herein. Preference will be given to K-12 construction projects of similar size and scope.

4. List Projects in priority order with the most relevant Project first. For each Project, provide the following information:

a. Contracted name of Owner

b. Owner’s representative name, address, email and phone number

c. Identify the Firm’s key personnel assigned the project

d. Construction delivery method

e. Describe scope of services and relevance to this RFQ

f. Owner’s construction budget

g. Final construction value and cost per square foot

h. Indicate the number of change orders on the project and include the following detail:

1) Change order increase or decrease amount

2) Reason for change order (Owner Requested Changes, Unforeseen Conditions, Design

Changes or Building Code Requirements)

i. Contracted substantial and final completion dates

j. Actual substantial and final completion dates (If the project is not complete, indicate the percent complete and whether or not it is on schedule)

5. Identify all litigation in which the Firm has been a party to legal action (including arbitration, administrative proceedings, etc.) or lawsuits during the last five (5) years involving a client for claims in excess of $100,000.00. Include a brief description of the dispute and its current status. Where the action or lawsuit has involved a guaranteed maximum price contract, please describe the particular circumstances giving rise to the dispute and the actions which the Firm attempt to settle the matter prior to and after suit being filed.

6. Describe in detail any projects within the last three years where liquidated damages, penalties, liens, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened, or filed against the Firm.

Tab 6: Proposed Project Staff and Functions (weighted value 30)

1. Firm shall express the general and specific project related experience and capability of in-house staff and their functions as they relate to the Project Description and Scope of Services detailed in this RFQ.

2. Provide a detailed organization chart describing your proposed organizational structure for this Project, indicating key personnel and their relationship to this Project and other team members.

3. Firm shall name the proposed staff to be assigned to the Project. Describe job skills, education, training, and experience, including role and function within the organization. Firm must include a current Standard Form (SF) 330, Part II (only) with information for all professional level personnel that may be assigned to the Project. Staff proposed for this Project should be present for interview.

4. Firm shall provide resumes for all professional staff assigned to the Project. This is the Firm’s opportunity to share with the committee the capabilities of the Firm and assigned staff. Include appropriate construction project related detail in the submittal. An example of such detail is listed below.

a. Name and title

b. Job assignment for other projects

c. Number of years with this Firm

d. Number of years with other Firms

e. Project experience (type of project, dollar value, square footage, etc.)

f. Education

g. Active registrations and certifications

h. Other experience and qualifications that are relevant to architectural services

i. Provide supporting office location(s), address(es), email(s) and telephone number(s).

j. The Selection Committee requires that the Firm’s direct project experience be differentiated from individual staff experience. Therefore, when identifying an individual’s project experience (gained at other Firms), this section should be clearly subdivided as follows:

1) Firm’s Project Experience

2) Individuals’ Project

Tab 7: Project Approach (weighted value 15)

1. Describe the methods the Firm will employ for the following tasks taking into consideration the Owner may utilize the services of a Construction Manager:

a. Site analyses

b. Community engagement

c. Design reviews and coordination

d. Permitting

e. Scheduling, phasing and budgeting

f. Contract administration

2. Detail understanding of the Project Description, Scope of Services and Project Scheduling in effort to ensure the success of a potential Project.

Tab 8: Workload (weighted value 10)

1. As part of the evaluation criteria, the Committee will review the Firm and its subconsultant current workload provided in the submittal. List outstanding projects, client names, status of completion, dollars committed on open projects and overall workload with other Owners.

2. Describe how the Firm will meet its current contracted obligations and this Project workload.

Tab 9: References (non-scored)

1. Provide a minimum of three (3) reference letters from Owner Representatives for Projects that the Firm has provided / is providing architectural services for public K-12 facilities that are similar in scope to this RFQ. Reference letters shall be current, dated within three (3) years of this solicitation. The reference letter from the Owner Representative must be provided on company letterhead, and include details regarding the Firm’s role, level of service provided and how cost competitive the Firm was when negotiating cost proposals. Letters from School District of Volusia County staff shall not be considered. If evaluation data is available, School District staff will provide input on the Firm’s past work performance.

B. Interview Scoring Criteria

1. After an evaluation of the submittals, the Selection Committee may conduct interviews from a shortlist of Firms. Shortlisted Firms will be contacted for interview and shall provide a presentation based on the criteria in this section of the RFQ. Interviews are an option determined by the Selection Committee.

2. In accordance with Florida Statute 286.0113 oral interviews, presentations, and Selection Committee meetings may be exempt from the public meeting requirements.

3. Interview presentations will be scored using an Adjectival Rating of 0 – 5 multiplied by the weighted value assigned to each criteria section, as defined here:

0 = Unsatisfactory: non-responsive to the criteria requirement.

1 = Marginal: fails to meet evaluation criteria; lacks essential information to support proposal;

contains significant weaknesses.

2 = Satisfactory: proposal is slightly below standard for evaluation; for the most part complies with standards.

3 = Meets Expectations: meets performance standards; may contain weaknesses which are insignificant and correctable.

4 = Exceeds Expectations: beneficially exceeds requirements; meets standards; comprehensive and complete without significant weaknesses; may lack some strengths, however, generally meets performance standards.

5 = Outstanding: beneficially exceeds standards; meets criteria without weaknesses or deficiencies;

submittal is innovative, comprehensive and complete; meets or exceeds all performance standards.

4. Weighted values, as indicated in the Interview Scoring of this RFQ, may be revised by the Selection

Committee at the time of shortlisting.

5. Interview agendas will be entirely at the discretion of the prospective Firm. Emphasize how the Firm’s performance on similar projects positively impacted the success of the Project with regards to the following criteria.

6. Submittal of a digital file of the Firm’s presentation, at the time of interview, is required.

Criteria 1: Project Understanding, Team and Community Engagement (weighted value 35)

1. Discuss the Firm’s understanding of the Project Description and Scope of Services detailed in the RFQ.

Discuss the experience the Firm and the Firm’s subconsultants have designing K-12 educational facility Projects as detailed in the Project Description and Scope of Services in the RFQ.

2. Develop an organization chart as it relates to the Project indicating key personnel and their relationship.

It shall be understood that it is the intent of Volusia County Schools to insist that those key personnel indicated as the project team in this RFQ response executes the Project.

3. If a joint venture, or a prime- consultant arrangement of two (or more) firms, indicate how the work shall be distributed between the associated Firms. Describe how the organizational structure will ensure orderly communications, distribution of information, effective coordination of activities and accountability. Document the services to be provided and show the interrelationship of all parties.

4. Explain how the Firm will engage various stakeholders of the project (community, school board, school staff and teachers, etc.) to gain consensus and support for the design. Describe the Firm’s role in terms of defining/expanding the scope of conversation with respect to new or different educational ideas and strategies.

Criteria 2: Overall Design Concept Approach and Methodology (weighted value 25)

1. The firm shall provide information regarding its knowledge of the local codes, ordinances, and DOE/SREF as an indication of its ability to deliver quality workmanship in an effective and timely manner.

2. Verbally and graphically describe the Firm’s knowledge of the site and surrounding environment and explain the plan for designing the Project. Identify site-specific logistical challenges that may be inherent to the location and layout of the site.

3. Explain the Firm’s approach to design with respect to systems, including but not limited to the following:

a. Lighting and Electrical

b. Mechanical and Ventilation

c. Other criteria the Owner may want to consider for the Project

Criteria 3: Cost Control and Constructability (weighted value 25)

1. Describe how you develop cost estimates and how they are updated; provide specific examples of successful recommendations implemented to maintain project budgets without sacrificing quality.

2. The Firm shall present its quality assurance program. The program shall illustrate how the Firm will assure professional quality, technical accuracy, cost control and coordination of all services required under their contracts.

Criteria 4: Scheduling (weighted value 15)

1. Discuss the Firm’s ability to complete the design and work with a selected construction management firm, if the District utilizes this type of construction service, to complete the Project within the timeframe defined in the Projected Design Schedule and Projected Construction Schedule.

2. Provide a sample schedule and describe any major milestones for achieving the schedule and any other recommendations that may directly impact the schedule.

(THIS AREA INTENTIONALLY BLANK)

FAC Document 622

SCHOOL BOARD OF VOLUSIA COUNTY FLORIDA

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STANDARD FORM OF AGREEMENT BETWEEN OWNER and ARCHITECT for Architectural Services for the following Project

AGREEMENT

made as of the day of in the year of

BETWEEN the Owner:

(Name and address)

The School Board of Volusia County Florida 200 North Clara Avenue, DeLand Florida 32720

Document mailing address: 3750 Olson Drive, Daytona Beach Florida 32124 and the Architect:

(Name and address) for the following Project:

(Include detailed description of Project, Project number, location, address and scope.)

The Owner and Architect agree as set forth below.

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TABLE OF ARTICLES

1 CONTRACT

2 SCOPE OF ARCHITECT’S BASIC SERVICES

3 ADDITIONAL SERVICES

4 OWNER'S RESPONSIBILITIES

5 TIME AND ORDER OF ARCHITECT’S SERVICES

6 PAYMENTS TO THE ARCHITECT

7 CONSULTANTS’ COMPETITIVE NEGOTIATION ACT (CCNA)

8 CONTRACT REPRESENTATIVES

9 OWNERSHIP OF DOCUMENTS

10 INSURANCE

11 ARCHITECT’S RESPONSIBILITIES

12 PROHIBITION AGAINST CONTINGENT FEES

13 TERMINATION

14 LITIGATION AND MEDIATION

15 EXTENT OF AGREEMENT

16 ARCHITECT’S RECORDS

17 DESIGN CRITERIA, DESIGN SCHEDULE AND CONSTRUCTION SCHEDULE

18 OTHER TERMS, CONDITIONS OR SERVICES

ARTICLE 1 CONTRACT

1.1 OWNER’S INTENT

1.1.1 The Owner desires to obtain from the Architect professional services necessary for the design and construction of , hereinafter called the Project.

1.1.2 The Architect acknowledges a professional duty of care in the performance of its duties under this Agreement. The Architect will exercise its best efforts to ensure faithful performance of the Construction Agreement by both the Owner and Contractor.

1.1.3 The Architect shall acquire and maintain, throughout the term of this agreement, a Certification of Qualification with the Volusia County School Board. Certification shall be renewed annually and requires approval of the School Board. The Application for Certification as a Consultant to Provide Professional Services is available via Volusia County Schools, Facilities Planning & Business Department.

ARTICLE 2 SCOPE OF ARCHITECT’S BASIC SERVICES

2.1 BASIC SERVICES

2.1.1 The Architect's basic services consist of: all services necessary to design, prepare construction drawings and specifications, and provide contract administration services for the construction of the Project as described in the Design Criteria, Article 17, developed by the Owner for the Project. Such services shall include, but not be limited to, necessary conferences; preparation of a site plan (graphically depicting the complete use of the affected area); participation in a review of the educational or ancillary specifications and Project requirements;

preparation of conceptual drawings; preparation of Schematic Design, Design Development, and Construction Documents in compliance with educational or ancillary specifications and Design Criteria requirements including working drawings; specifications; large-scale and full-size detail drawings; for architectural, structural, electrical, civil, mechanical and landscaping work as those disciplines relate to the overall Project requirements;

estimates of cost of the work, assistance in the drafting of forms of proposals and contracts; assistance during bidding and award of contract(s); site visits and observation of the work; issuance of certificates of payments and the general administration of the construction contract work as more specifically set forth herein. Basic

Initial FAC Document 622 – Architectural Services Page 3 of 18

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Services include the Architect reviewing applicable codes and regulations, verifying that the Construction Documents comply with all applicable codes and regulations, and making revisions to the Construction Documents requested by Governmental authorities or the Owner as needed to obtain governmental approvals.

2.1.2 The Architect shall design the Project in accordance with:

.1 The applicable edition of rules of the Florida State Board of Education, State Requirements for Educational Facilities (SREF), Administrative Rules for Educational Facilities, Section 1013 of the Florida Statutes, applicable building codes, including but not limited to all laws, regulations, or codes addressing storm water management, water wells, and sanitation.

.2 The Volusia County Schools Design Guidelines, current edition, Design Criteria developed by the Owner and any educational or ancillary specifications. Current Design Guidelines are available on the Facilities Design & Construction website.

.3 During the design phase for each Project at existing facilities, the Architect shall review the “Survey Report for Asbestos-Containing Building Materials” and “Management Plan for Asbestos-Containing Building Materials”, on file in the Environmental Services Department, for the facility affected by each Project. Based upon said survey report the Architect shall present to the Owner a written report of this review. This report shall identify the location or locations within the Project area that contain any asbestos-containing building materials. In the event there are no locations within the Project area that have asbestos containing materials, a report will need to be submitted stating such. The Owner shall be responsible for abatement of any asbestos containing material.

.4 Review of the Americans with Disabilities Act Transition Plan Survey of Volusia County School Board Facilities, located in the Facilities Building Department, to identify and correct non-compliant areas within the Project.

2.1.3 The Architect shall not specify any asbestos containing materials or products in the Project.

2.1.4 Design Professionals acceptable to the Architect and the Owner shall be retained by the Architect, at the Architect's expense, as the Architect's consultants for the structural, mechanical, civil, electrical, landscape architect and such other portions of the Project where such services shall reasonably be required for the proper design, installation, or operation of such portions of the Project.