RFQu 25_01 Professional Design Services.pdf

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 2 of 92

SCHEDULE OF EVENTS

EVENT DATE OR DEADLINE

Eastern Standard Time (EST)

RFQu Release September 19, 2024 Pre-Submission Conference Zoom Meeting ID # 957 6231 6883 RFQu #25-01 Professional Design Services for Clayton County Public Schools Submission Conference

October 1, 2024 @ 10:00 a.m.

Deadline for Submission of Questions Submit questions to:

cpprocurement@clayton.k12.ga.us

October 11, 2024 @ 5:00 p.m.

Answers posted by Addendum at: Bonfire CCPS Bids and GPR CCPS Bids October 16 , 2024

RFQu Submission Deadline October 22, 2024 @ 3:00 p.m.

Submission Opening Zoom Meeting ID # 977 8372 0029 RFQu #25-01 Professional Design Services for Clayton County Public Schools Proposal Opening

October 22, 2024 @ 3:00 p.m.

Oral Presentations/Interviews or Demonstrations, if necessary November 4-5, 2024 Procurement Representative Krystal Ashley/Debra Brewer https://clayton-k12-ga-us.zoom.us/j/95762316883 https://clayton-k12-ga-us.zoom.us/j/95762316883 https://clayton-k12-ga-us.zoom.us/j/95762316883 mailto:cpprocurement@clayton.k12.ga.us https://claytonk12ga.bonfirehub.com/ https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true https://clayton-k12-ga-us.zoom.us/j/97783720029 https://clayton-k12-ga-us.zoom.us/j/97783720029 https://clayton-k12-ga-us.zoom.us/j/97783720029

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 3 of 92

TABLE OF CONTENTS

DESCRIPTION BEGINNING PAGE

Information and Instructions to Respondent 4 Submission of Responses 7 General Information 10

Introduction 10 Background 10 Objectives 10 Intent to Award 10 Term of Agreement 11

Scope of Services 11 Minimum Requirements 11 Sub Consultants and Contractors 12 Evaluation Process 12 Response Preparation and Guidelines 13

Response Format 13 Contents of Technical Response 14

CCPS Standard Draft Agreement 20 Required Form Submittals 20 Appendices

A. Code of Ethics 21 B. General Terms and Conditions 22 C. Required Forms 35 D. SLBE Required Documents 45 E. General School Holiday Schedule. 55 F. Current Facility Location Form 57

Attachments A. Scope of Services B. Current Project List

C. CCPS Standard Draft Agreement

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 4 of 92

RFQu #25-01

PROFESSIONAL DESIGN SERVICES

A. INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. Services Required: This Request for Qualification (“RFQu”) is to solicit proposals from qualified firms to provide Professional Design Services for Clayton County Public Schools (“CCPS”). A detailed Scope of Services (“SOS”) is set forth in this RFQu.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting responses in reference to this solicitation, a Proponent acknowledges familiarity with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this RFQu by reference.

3. Minimum Qualification: Each Proponent shall have the minimum qualifications set forth in the RFQu.

4. Criminal Background Check: By submitting a response in reference to this solicitation, the Proponent acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with CCPS students at no cost to CCPS.

5. Certificate of Authority to Transact Business in Georgia: Each Proponent must submit with its response documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint Venture (JV) Team Members, Sub-Contractors and Sub-Sub-Contractors.

6. Business License: The Proponent must submit a copy of its current, valid business license with its submittal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid county or city business license. If Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

7. Professional License: The Proponent must attach a copy of any professional license required by this RFQu with its submittal. All required licenses must be maintained for the duration of any contract award period.

8. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Respondent. All services, labor, and materials must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 5 of 92 the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

9. No Offer by CCPS and Firm Offer by Proponent: This solicitation does not constitute an offer by CCPS to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. This solicitation is only an invitation for offers from interested Respondents and no offer shall bind CCPS. A Respondent’s offer is a firm offer and may not be withdrawn except as provided in this RFQu, CCPS Purchasing Policies and Procedures and other applicable law.

10. Georgia Open Records Act: Information provided to CCPS is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

11. Illegal Immigration Reform and Enforcement Act: This RFQu is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Proponent must provide with its submittal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms must be submitted with the Response at the time of submission. Under State Law, the CCPS cannot consider any Response which does not include the completed forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising Proponent must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Respondents intending to do business with CCPS are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on CCPS solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://idp.uscis.gov/enroll/everify.

12. Sub-Contractors and Manufacturers: Respondents are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the response and may be required to submit other material information relative to proposed Sub-contractor. County reserves the right to disapprove any proposed Sub-contractor whose technical or financial ability, or resources, or experience are deemed inadequate.

13. Inclusivity in Purchasing Policy: Respondents are required to comply with the CCPS Inclusivity in Purchasing Policy (DJEAB) and Small Local Business Enterprise https://idp.uscis.gov/enroll/everify

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 6 of 92

Program.

14. Minority, Female Business and Local Enterprises: It is the intent of CCPS that Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in CCPS procurement opportunities. Respondents are encouraged to use said MBE, WBE and L/SBE’s whenever possible in the execution of any contract, however, CCPS does not provide a contracting preference and it is not the intent of CCPS to violate any local, state or federal laws.

15. Cooperative Agreement: CCPS may permit piggybacking or cooperative use of any contract resulting from this RFQu by other city, county, local authority, agency, or board of education if the bidder/proponent will extend the same prices, terms, and conditions. This provision shall not apply to any contract where piggybacking or cooperative use is prohibited by law.

16. Reasonable Accommodation: CCPS will provide reasonable accommodations for Respondents with a disability. Respondents should request reasonable accommodations by contacting the CCPS Director of Procurement- Construction/Capital Projects by email with the RFQu name and number in the subject line to: cpprocurement@clayton.k12.ga.us. If accommodations at the pre-submission conference are needed, please notify the Procurement Director at the email listed above no later than forty-eight (48) hours in advance.

17. Conflict of Interest: Respondents are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFQu contained in Appendix B, General Terms and Conditions, and Required Form Submittals.

17.1 CCPS reserves the right to issue solicitations for specific projects that are independent of this RFQu. Except as stated in this RFQu, successful Respondents under this RFQu are not precluded from responding to such solicitations.

17.2 All interests of CCPS employees, officers or elected officials in Proponent’s firm should be listed and disclosed with Proponent’s response to this RFQu.

--BALANCE OF PAGE INTENTIONALLY LEFT BLANK--

mailto:cpprocurement@clayton.k12.ga.us

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 7 of 92

B. SUBMISSION OF RESPONSES

1. Ownership of Responses: Each Response submitted to CCPS shall become the property of CCPS, without compensation to a Proponent, for use by CCPS, at its discretion. CCPS shall not be liable for any response preparation costs incurred by Respondents, or for any subsequent work on the response or additional documentation required by CCPS.

2. Duration: Responses submitted in to this RFQu must be valid for a period of one hundred-eighty (180) calendar days from the Response Submission Deadline and must be marked as such.

3. Submission Deadline and Proposal Opening: Sealed Responses to this RFQu will be received by CCPS Procurement-Construction/Capital Projects until 3:00 P.M., Eastern Standard Time (EST) on Tuesday, October 22, 2024 @ 3:00 p.m.

The submission opening will be held via Zoom at: RFQu #25-01 Professional Design Services for Clayton County Public Schools Proposal Opening at 3:00 PM EST.

Meeting ID: 977 8372 0029. Attendance during the submission opening is voluntary for Respondents responding to this RFQu; however, Respondents are encouraged to attend.

3.1 Respondents must register in Bonfire as a vendor at:

https://claytonk12ga.bonfirehub.com/portal/?tab=login in order to submit a submission prior to the submission deadline.

3.2 Proposals and all required forms must be fully completed, signed in ink and uploaded in Bonfire under the correct solicitation (RFQu #25-01 Professional Design Services).

3.3 CCPS will only accept online submissions for this RFQu. Oral, telephonic, facsimile, emailed and mailed proposals will not be considered.

3.4 For any technical questions or difficulties, contact Bonfire Support at https://support.gobonfire.com/hc/en-us.

4. Late Responses: Late Responses received will not be considered.

Pre-Proposal Conference : A Pre-Proposal Conference has been scheduled for Tuesday. October 1, 2024 @ 10:00 a.m., EST. The Pre-Submission Conference will be held via Zoom at: RFQu #25-01 Professional Design Services for Clayton County Public Schools Meeting ID: 957 6231 6883. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions raised by potential Respondents will be discussed.

Verbal answers to questions during the Pre-Proposal Conference will not be authoritative. It should be emphasized, however, that nothing stated or discussed during the course of this conference call shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

https://clayton-k12-ga-us.zoom.us/j/97783720029 https://clayton-k12-ga-us.zoom.us/j/97783720029 https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/portal/?tab=login https://support.gobonfire.com/hc/en-us https://support.gobonfire.com/hc/en-us https://clayton-k12-ga-us.zoom.us/j/95762316883 https://clayton-k12-ga-us.zoom.us/j/95762316883

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 8 of 92

5. Solicitation Questions: Any questions regarding this RFQu should be submitted on or before Friday, October 11, 2024 at 3:00 p.m., EST. All questions must be submitted in writing to Director of Procurement-Construction/Capital Projects by email with the RFQu name and number in the subject line to cpprocurement@clayton.k12.ga.us. Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be made by addendum posted at Bonfire CCPS Bids and GPR CCPS Bids on Wednesday, October 16, 2024. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this solicitation.

6. Prohibited Contacts: All Respondents and representatives of Respondents are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected Officials or any third-party representatives of CCPS on any matter having to do with this RFQu. All communications by any Proponent concerning this RFQu must be made in writing and sent to the Director of Procurement-Construction/Capital Projects by email with the RFQu name and number in the subject line to:

cpprocurement@clayton.k12.ga.us.

7. Oral Presentations/Interviews/Demonstrations: Respondents may be required to make an oral presentation of their proposed solution to a CCPS Evaluation Committee. Technically competent representatives from the Proponent’s team with the ability to respond to questions posed by CCPS must be active participants in the oral presentation. If required, oral presentations and interviews will be held on November 4-5, 2024. CCPS will notify responsive Respondents of the date, time and location for the presentation and interview, and will supply an agenda or topics for discussion.

8. Examination of Response Documents:

8.1 Each Proponent is responsible for examining with appropriate care the complete RFQu and all Addenda and for informing itself with respect to all conditions.

8.2 Each Proponent shall promptly notify CCPS in writing should the Proponent find discrepancies, errors, ambiguities or omissions in their Response Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFQu.

Replies to such notices may be made in the form of an addendum to the RFQu, which will be posted on Bonfire CCPS Bids and GPR CCPS Bids.

8.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the RFQu at any time prior to the Response due date and time.

8.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

mailto:cpprocurement@clayton.k12.ga.us.

https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true https://ssl.doas.state.ga.us/gpr/index?persisted=true https://ssl.doas.state.ga.us/gpr/index?persisted=true mailto:cpprocurement@clayton.k12.ga.us https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 9 of 92

8.5 CCPS may waive any technicalities and formalities. CCPS reserves the right to cancel the RFQu in its entirety.

9. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this RFQu are set forth in Appendix B, General Terms and Conditions. Proponent must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity submitting a response in connection with this solicitation, including each Joint Venture partner if Proponent is a Joint Venture.

10. Protests: Protests dealing with specifications or the solicitation shall be filed not later than three (3) working days prior to the response due date. Other protests shall be filed not later than three (3) working days after the response due date, or if the protest is based on subsequent actions of CCPS, not later than three (3) working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested.

Protests are considered filed when received by the Director of Procurement- Construction/Capital Projects by email with the RFQu name and number in the subject line to cpprocurement@clayton.k12.ga.us. Protests which are not filed in a timely manner, as set forth above, will not be considered. Proponent agrees to pay for CCPS reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which CCPS is a prevailing party. Only those who participated in the solicitation are eligible to protest.

mailto:cpprocurement@clayton.k12.ga.us

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 10 of 93

REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL DESIGN SERVICES

FOR CLAYTON COUNTY PUBLIC SCHOOLS

GENERAL INFORMATION

1. INTRODUCTION

Clayton County Public Schools (”CCPS” or “District”) is inviting qualified individuals or firms (“Respondents”) with knowledge and expertise in providing Professional Design Services for small to large scale new construction and renovation projects to submit a response to RFQu #25-01 Request for Qualifications for Professional Design Services for Clayton County Public Schools (CCPS).

2. BACKGROUND

Clayton County Public Schools (CCPS) is fully accredited through Cognia. The District offers a focused world-class program based on a challenging curriculum which is taught from pre-kindergarten through 12th grade. Serving over 52,000 students, CCPS is ranked among the 100 largest school districts in the U.S. Made up of nearly 70 schools and a variety of programs, the school system has over 7,400 employees. With a district-wide theme of Building a Better Tomorrow, Today, CCPS is providing boundless opportunities for its students to be prepared to live and succeed in a global economy while also providing state-of-the-art facilities for community and district growth and enrichment.

3. OBJECTIVE

CCPS desires to pre-qualify an adequate supply of Respondents to provide professional design services necessary to meet the District’s future capital project needs. Only pre-qualified Professional Design Firms will be engaged to provide professional design services on selected projects (the "Owner's Projects'). Many of the CCPS facilities were constructed in the 1950's and 1960's, and as such, the District is updating its educational facilities to ensure safe, healthy, and supportive learning environments. Almost all facilities have had some form of renovation, repair or addition. The District anticipates projects for new schools, additions to existing schools, renovations and modernizations. Once pre-qualified, Respondents will be selected from the pre-qualified list based on demonstrated ability, capacity, resources and experience to perform the desired work. Respondents may be required to provide competitive quotes on future projects.

4. INTENT TO AWARD

CCPS intends to qualify multiple firms. However, to meet needs and demands CCPS reserves the right to make one (1) award, multiple awards or no award for RFQu #25-01 Professional Design Services for Clayton County Public Schools.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 11 of 92

5. TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of Notice to Proceed.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for four (4) successive one (1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the CCPS on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2-506 (b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement.

This contract shall not be deemed to create a debt of CCPS for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

6. SCOPE OF SERVICES

Respondents must comply with all Federal, State of Georgia and local regulations and laws applicable to Professional Design Services. Respondents must provide all services as requested in this RFQu in accordance with the Scope of Services, attached hereto as Attachment A, and incorporated herein by reference.

7. MINIMUM REQUIREMENTS

7.1 Respondents must demonstrate successful experience in providing similar services for other school districts or similar entities with preferred experience with school districts and local government SPLOST/Capital Improvement Programs similar in size and complexity to CCPS.

7.2 Each Key Personnel proposed must have a minimum of five (5) years of experience in Professional Design Services. Experience may include, but is not limited to commercial and governmental building facilities, parks, greenspace, water and wastewater, roadways and sidewalks or transportation projects.

7.3 Respondents and all joint venture partners, Sub-consultants and Subcontractors must possess and maintain all licenses required by Federal, State and Local laws and/or ordinances to perform the work described in this RFQu.

7.4 Respondents and all joint venture partners, Sub-consultants and Subcontractors must be certified by the Georgia Board of Architects and Interior Designers.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 12 of 92

7.5 CCPS does not guarantee a minimum or maximum number of projects that will require services as a result of this RFQu. However, Respondents must demonstrate the capacity and infrastructure to concurrently provide required services and may be removed from the pre-qualified list for repeated failure to respond to solicitations or request for quotes for CCPS projects.

8. SUB CONSULTANTS AND CONTRACTORS

Respondent must ensure the responsibility standards for each of its Sub-Consultants and Sub-Contractors as listed below and in each and every part of this RFQu.

Verification must include documentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFQu, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Respondent shall not furnish any statement, representation, or certification in connection with Sub-Consultants or Sub- Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the Respondent to provide information concerning the responsibility of any Sub- Consultant or Sub-Contractor may result in a finding that the Respondent is not responsible. All proposed Sub-Consultants and Sub-Contractors shall be listed in the Respondent’s response. Respondent shall ensure that all proposed Sub- Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. CCPS reserves the right to approve all Sub- Contractors and Sub-Consultants.

9. EVALUATION PROCESS

CCPS desires to select the Respondents(s) whose response(s) are determined to be the most advantageous considering the technical evaluation criteria listed below. All Responses will be evaluated in accordance with CCPS Policies and Procedures, and the criteria specified in this RFQu. An Evaluation Committee will evaluate the Responses using the following:

Relative Weight ITEM FOR EVALUATION Maximum

Points

5% Executive Summary 5

30% Methodology and Approach 30

20% Experience and Qualifications of Respondent’s Firm 20

20% Experience, Qualifications and Availability of Staff 20

15% Experience and Performance on Other Projects 15

10% Organizational Qualifications and Financial Capability 10

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 13 of 92

100% TOTAL

SCORE 100

Small Local Business Enterprise Clayton (SLBE

CLAYTON)

Scoring Value

Maximum Points

Oral Presentations/Interviews/Demonstrations

Oral presentations/interviews may be required before the final selection and award.

During the interview process Respondents may be required to participate in a site visit at a CCPS maintenance facility.

Additional points for oral presentations/interviews or demonstrations will be added to the Respondent’s total score.

Scoring Value Maximum

Points

10. RESPONSE PREPARATION AND GUIDELINES

10.1 RESPONSE FORMAT

Respondents are required to submit the responses in the following format:

10.1.1 Technical Response. The technical response shall include responses to all of the information requested in the RFQu and shall be tabbed to identify the specific components. The Respondent should include all strategies, solutions and services proposed in response to the requirements of the RFQu. All forms required by CCPS or provided by the Respondent should be included; and

10.1.2 Please do not include any cost of any kind in this section. Inclusion of cost may cause a submission to be excluded for non-compliance. Cost will only be requested and considered for future, specific projects and may generally require Respondents to state the cost to furnish all labor, travel, per diem, direct and administrative costs, insurance, resources, materials, tools, equipment, services and personnel required to satisfactorily complete the project.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 14 of 92

10.2 CONTENTS OF TECHNICAL RESPONSE

The Response shall include a reply to all of the information requested in this RFQu.

Brevity and specificity are encouraged. Concise presentation of pertinent information and organization of the submittal will be part of the evaluation. CCPS prefers a well-planned, straightforward business presentation with brief explanations. Responses with verbose or disorganized responses will be judged accordingly. The Response format described herein may not fully capture the particulars of all the information requested by the RFQu. Should there be any doubt as to where to place any information, use best judgment.

The following is a more detailed description of the requirements of certain portions of the Technical Response. The Technical Response shall be tabbed and organized as follows, with a suggested total page limit of one-hundred (100) (excluding the Required Form Submittals).

10.2.1 Letter of Transmittal. Letter transmitting the Response, identifying the team members and providing a designated point of contact, including name, title, address, email address, telephone and fax numbers of one (1) individual to whom all future correspondence and/or communications should be directed by CCPS concerning this solicitation. The letter should include a narrative statement of the Respondent’s approach to providing the Goods and Services solicited in this RFQu.

10.2.2 Executive Summary. The purpose of the Executive Summary is to provide an overview of the Respondent’s qualifications to accomplish the project. At a minimum, the Executive Summary must contain the following information:

10.2.2.1 Complete legal name of the Respondent and the name of the legal entities that comprise the Respondent. The Respondent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, email, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices;

10.2.2.2 A declarative statement as to whether;

10.2.2.2.1 Respondent or any member of the Respondent’s team has an open dispute with CCPS or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years;

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 15 of 92

10.2.2.2.2 Respondent has within the past ten (10) years filed (or had filed against it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or assignee for the benefit of creditors. If so, please provide an explanation;

10.2.2.2.3 Respondent has failed to complete work or a contract awarded to Respondent. If so, please provide an explanation;

10.2.2.2.4 Respondent or any of the Respondent's personnel, agents, independent Respondents or Sub- Contractors have been convicted of, or pled guilty or nolo contender to any felony. If so, please provide an explanation and details;

10.2.2.2.5 Provide a summary of the other sections of the Response. All sections should fit together into a well-organized highlight of the significant points of the Response.

10.2.3 Methodology and Approach. The Respondent should describe the procedures and methods that will produce the required outcomes for the project. The Respondent should explain its approach in terms of management, organization, process, tools and techniques, staff and quality assurance/quality control. Such information may include, but is not limited to:

10.2.3.1 Describe Respondent’s methodology in providing the Scope of Services required. Include any unique or specialized experience or technical competence;

10.2.3.2 Describe Respondents proposed protocol for communication and coordination with CCPS Construction and school related staff (principals, maintenance), vendors and other parties. Include the process for scheduling and conducting meetings and events;

10.2.3.3 Describe your process for a new school, for a school renovation and for a school modification;

10.2.3.4 Describe your experience and processes for sustainable, energy efficient designs and certifications (LEED, DOE, etc.,), and older buildings with historical significance;

10.2.3.5 Provide a list of ongoing projects similar to those that may be required by CCPS. Please utilize Attachment B, Current Project List;

10.2.3.6 Describe your process for:

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 16 of 92

10.2.3.6.1 Managing the Construction Bid Phase;

10.2.3.6.2 Preparing clarifications and addenda to the bidding documents;

10.2.3.6.3 Participating in pre-bid conferences;

10.2.3.6.4 Obtaining bids;

10.2.3.6.5 Preparing certified bid tabulations and making

recommendations concerning contract award;

10.2.3.6.6 Re-bidding/re-design when prices exceed approved estimates;

10.2.3.6.7 Evaluating Sub-Proponents and organizations to decide their acceptability for project participation;

10.2.3.6.8 Reviewing and approving shop drawings, samples and other submissions of Respondent(s) as well as the work performed by the Respondent(s) for conformance with the design concept of the Project and for compliance with the Contract Documents;

10.2.3.6.9 Working with clients to establish procedures to be followed for review and processing of all shop drawings, catalog submissions, project reports, test reports, maintenance manuals and other necessary documentation, as well as requests for changes and applications for extensions of time;

10.2.3.6.10 Rendering interpretations of requirements of the Contract Documents;

10.2.3.6.11 Functioning as the point of contact with the Respondent;

10.2.3.6.12 Rendering written field reports relating to the weekly visits and observations of the project;

10.2.3.6.13 Condemning or rejecting work on behalf of clients;

10.2.3.6.14 Assisting in the original operation of any equipment or system such as initial start-up, testing, adjusting and balancing. As well as, the procedures and processes for ensuring Architect's and/or its consultant's observation and review of test data of the

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 17 of 92 original operation of any equipment or system to make sure that all equipment and systems are properly installed and functioning in accordance with the design and specifications;

10.2.3.6.15 Observing and assisting with the operation of building systems during initial occupancy;

10.2.3.6.16 For making recommendations concerning inadequate

performance of materials, systems and equipment under warranty;

10.2.3.6.17 Writing design narratives summarizing the scope of work in accordance with procedures as set forth by CCPS;

10.2.3.6.18 Facilitating construction progress meetings;

10.2.3.6.19 Notifying CCPS of non-conforming work;

10.2.3.6.20 Obtaining governing agency occupancy approval if any exceptions arise related to the design or specified materials;

10.2.3.6.21 Generating punch lists and providing this information to clients;

10.2.3.6.22 For reviewing Respondent furnished maintenance and operating instructions, schedules, guarantees, bonds and certificates of inspection required by the Contract Documents;

10.2.3.6.23 Final Completion Inspections;

10.2.3.6.24 Correcting the deficiency reports (punch lists), and acceptance of all other close-out submittals and certificates of Respondents.

10.2.3.7 Provide you plan for complying with the District’s SLBE (Small Local Business Enterprise) Program.

10.2.3.7.1 Describe your firm’s philosophy and methodology for the use of SLBEs. Describe Respondents plan and commitment for the use of SLBEs for this project. Include outreach, recruiting efforts, processes for obtaining quotes, technical or other support offered, etc.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 18 of 92

10.2.4 Experience and Qualifications of Respondent’s Firm Describe the experience and qualifications of the Respondent's Firm. Information must include, but is not limited to, the following:

10.2.4.1 Provide a description of the firm's overall experience in providing design and architectural, production and construction services for school system projects. Include projects for the past five (5) years and provide company names, types, addresses, construction costs, completion dates, staff members in charge, Owner's name, Owner's representative and phone number;

10.2.4.2 Provide the geographical location of Respondent’s office(s) that will be primarily responsible for CCPS projects.

Provide details relevant to the number of both professional and support staff located at the office(s).

10.2.5 Experience, Qualifications and Availability of Staff Describe the experience and qualifications of Respondent’s key staff. Submission of the names for key staff constitutes a commitment to use these individuals if the Respondent is awarded a contract, and changes may be made only with the prior written consent of CCPS. Information must include, but is not limited to, the following:

10.2.5.1 Provide an organizational chart, and a short, narrative overview highlighting the roles of Respondent’s proposed team, key staff, and all proposed Sub-Consultants;

10.2.5.1.1 Include the length of time they have been

with Respondent’s firm and a description of the experience they have working on school or similar projects over the last five (5) years;

10.2.5.1.2 Include any relevant certifications, awards

and authorizations of Respondent’s staff proposed to provide services to CCPS; and;

10.2.5.1.3 Include the time that Respondent’s staff is available to work on CCPS projects.

10.2.6 Experience and Performance on Other Projects Describe the Respondent's experience and qualifications in providing services as described in the RFP including the Scope of Services

10.2.6.1 Respondent must provide four (4) references for which the Respondent has provided services similar in size and scope.

References are to be provided utilizing the References and Release Form provided in Appendix C, Required Forms.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 19 of 92

10.2.7 Organizational Qualifications and Financial Capability

10.2.7.1 To facilitate the efforts CCPS to evaluate, verify, and understand the Respondent's financial capacity, capability and stability to undertake and perform the Services contemplated in this RFQu, The Respondent must provide accurate and legible financial disclosures to CCPS as requested below. By definition, a "Respondent" is an individual, entity or partnership submitting a response to this RFQu. The Respondent may present additional evidence of financial ability or financial surety it deems appropriate, but must first comply with the following:

10.2.7.2 Instructions: If the Respondent is an individual, financial disclosures for that individual must be provided. If the Respondent is an entity or partnership, financial disclosures for that entity or partnership must be provided. If the Respondent is a newly formed entity or partnership (formed within the last three years), financial disclosures for that entity or partnership must be provided together with full financial disclosure from the entity's or partnership's owners. Financial Disclosure includes a full response to all questions and requests for documentation listed below. The Respondent (and its owners, if applicable) must submit copies of all financial disclosures with its response.

10.2.7.3 Financial Information: The Respondent and its owners, if applicable, should demonstrate its financial capability and stability by selecting and providing documentation from one of the following three groups of requests below with the Response.

10.2.7.4 Financial statements for the three (3) most recent consecutive fiscal years, audited by a Certified Public Accountant ("CPA"), including: Income Statement; Balance Sheet; and Statement of Cash Flows.

10.2.7.5 Financial statements for the three (3) most recent consecutive fiscal years, either reviewed or compiled by a Certified Public Accountant ("CPA"), including: Income Statement; Balance Sheet; and Satisfactory proof of Respondent 's ability to obtain a Performance Bond for the amount described in Appendix B, if applicable.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 20 of 92

10.2.7.6 Unaudited, self-prepared financial statements for the three (3) most recent consecutive fiscal years, including: Income Statement; Balance Sheet; Satisfactory proof of Respondent 's ability to obtain a Performance Bond for the amount described in Appendix B, if applicable; Letters of Reference; and Dunn and Bradstreet reports for the last two (2) years.

11 CCPS STANDARD AGREEMENT

The Draft Agreement included as Attachment C is a standard CCPS document which should be thoroughly reviewed by all Respondents prior to submitting a proposal. Any proposed revisions to the terms or language of this RFQu must be clearly identified and submitted in writing with Respondent’s response. Since proposed revisions may result in a submission being rejected if the revisions are unacceptable to CCPS, Respondents should review any proposed revisions carefully. Refer to Information and Instructions to Respondents, Award and Execution of Agreement in this RFQu. Modifications or additions to the CCPS Standard Contract will not be entertained after contract award.

12 REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix C, Required Forms, are mandatory forms required to be submitted with each proposal. Failure to provide the information or documentation required may cause a submission to be declared non-responsive and rejected. Failure to have an authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a submission to be declared non-responsive and rejected.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 21 of 92

APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

The Purchasing Department abides by the Code of Ethics promulgated by the National Institute of Governmental Purchasing (NIGP) and the following:

I. Give first consideration to the mission and policies of Clayton County Public Schools.

II. Strive to obtain maximum value for each dollar spent.

III. Decline personal favors, gifts, and gratuities. Grant all competitive Respondents fair and equal consideration.

IV. Conduct business with potential and current Respondents in an atmosphere of good faith.

V. Demand honesty in sales representations whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

VI. Receive consent from the originator for the use of proprietary ideals and designs.

VII. Make a reasonable effort to obtain equitable settlement of any controversy with a Contractor.

VIII. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

IX. Create an environment of fair, ethical, and legal business practices.

X. Protect Clayton County Public Schools’ interest by ensuring that Respondents honor all terms of their contract.

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 22 of 92

APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Proposal (RFQu) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail. The terms Contractor, Supplier, Provider, Proponent and Respondent may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice, whichever occurs last.

Invoices must be submitted via email to construction@clayton.k12.ga.us.

All invoices must show the contract number, work performed and period of work. Separate invoices are required for each purchase order. Payment will be made via electronic payment or check. CCPS reserves the right to modify these terms should extenuating circumstances prevail.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

mailto:construction@clayton.k12.ga.us

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 23 of 92

IV. Scope of Services. Contractor shall provide Services as requested by CCPS on an as needed basis in accordance with the RFQu and Scope of Services.

V. Compliance with Laws, Licenses, Permits. Contractor shall comply with all local, state, and federal laws and regulations applicable to its responsibilities under this Agreement. During the term of this Agreement the Contractor shall maintain all licensing and permits required to provide Services. Failure to maintain such licensing shall be cause for termination of this Agreement. Contractor shall obtain and maintain all permits, licenses, certifications and approvals as required by all regulatory agencies with jurisdiction over the assigned Services, including any regulatory agencies of CCPS.

VI. Insurance.

Proof of insurance shall be provided within 15 days of the date of written notification of award.

a. The following general requirements apply to any and all work under this contract by all Contractors and Sub-Contractors, where applicable, of any tier.

1. Any and all insurance required by this contract shall be maintained during the entire length of this contract, including any extensions thereto, and until all work has been completed to the satisfaction of Clayton County Public Schools.

Any and all insurance must be on an occurrence basis.

No Contractor or Sub-contractor shall commence any work of any kind under a contract until all insurance requirements contained within the solicitation have been complied with and until evidence of all insurance requirements have been received demonstrating such compliance in each and every contract with each and every sub-contractor of any tier.

2. Clayton County Public Schools shall be covered as an Additional Insured under any and all insurance required by the contract. Confirmation of this shall appear on all certificates of insurance and on any and all applicable policies.

3. Clayton County Public Schools shall be given no less than a thirty (30) day notice of cancellation. Clayton County Public Schools shall be given not less than thirty (30) days prior written notice of material changes of any insurance required under this contract.

4. Each and every agent shall warrant when signing the certificate of insurance that he is acting as an authorized representative on behalf of the companies

RFQu #25-01 Professional Design Services for Clayton County Public Schools Page 24 of 92 affording insurance coverage under the contract and that he is licensed by the State of Georgia to conduct insurance business in the State of Georgia and that the companies affording insurance coverage are currently licensed by the State of Georgia and are currently in good standing with the Commissioner of Insurance for the State of Georgia.

5. Any and all companies providing insurance required by a contract must meet the minimum financial security requirements as set forth below. The rating for each company must be indicated on the certificate of insurance. For all contracts, regardless of risk, companies providing insurance under this contract must have a current:

a. Best’s Rating not less than A, and

b. Best’s Financial Size Category not less than Class VII

6. In the event the Contractor neglects, refuses, or fails to provide the insurance required by the Contract Documents, or if such insurance is cancelled for any reason, CCPS shall have the right, but not the duty, to procure the same, and the cost thereof shall be deducted from monies then due or thereafter to become due to the Contractor or shall have the right to cancel the contract.

b. Worker’s Compensation and Employer’s Liability Insurance

The Contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Statutory

Employer’s Liability Bodily Injury by Accident $100,000 each accident Bodily Injury by Disease $100,000 each employee Bodily Injury by Disease $500,000 policy limit

c. Comprehensive General Liability and Professional Liability Insurance

The Contractor shall procure and maintain Comprehensive Insurance and also Professional Liability Insurance in an amount not less than $1,000,000.00 each for bodily injury and property damage combined single limit.