RFQu 25_752_003_ AE Services for Bus Maintena.pdf

DeKalb County School District RFQu No. 25-752-003 A/E Services for Bus Maintenance, Parking and Charging Facilities Project No. N/A September 26, 2024 Page 1 of 24

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DeKalb County Board of Education Operations Division Sam A. Moss Service Center 1780 Montreal Road Tucker, GA 30084-6705

REQUEST FOR QUALIFICATIONS (RFQu) No. 25-752-003 for

PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR

Bus Maintenance, Parking and Charging Facilities

Project: BUS MAINTENANCE, PARKING AND CHARGING FACILITIES

DCSD Project Nos.: Various

Owner: DeKalb County Board of Education (the “Board”)

Solicitation Timeline Summary (Subject to Change)

EVENT DATE(S) TIME LOCATION

Solicitation Opens October 10, 2024 http://dekalbschoolsga.ionwave.net

Virtual Mandatory Pre- Submittal Conference

October 22, 2024 10:00 AM Via TEAMS

Optional Site Visit Upon Request TBD TBD

Final Questions Due October 30, 2024 2:00 PM dcsd-op-bidquestion@dekalbschoolsga.org

Final Addendum November 6, 2024 2:00 PM http://www.dekalbschoolsga.ionwave.net

Statement of Qualifications Due Date & Time

November 14, 2024 2:00 PM http://dekalbschoolsga.ionwave.net

Public Acknowledgement November 18, 2024 5:00 PM http://dekalbschoolsga.ionwave.net

Selection Committee Evaluation

November 18-21, 2024

Shortlist Finalist Notified (If Interviews are Conducted

N/A Public Notice of Short List will be posted to the

DCSD website by close of business

Anticipated Interviews Conducted (If Requested)

N/A

Anticipated Board Review and Approval

February 2025

Anticipated Notice of Award February 2025

Anticipated Notice to Proceed February 2025

A/E Services for Bus Maintenance, Parking and Charging Facilities Project No. N/A September 26, 2024

Request for Qualifications

BUS MAINTENANCE, PARKING AND CHARGING FACILITIES

Qualifications will be received electronically on the DeKalb County School District website at https://dekalbschoolsga.ionwave.net for ARCHITECTURAL AND ENGINEERING SERVICES FOR BUS

MAINTENANCE, PARKING AND CHARGING FACILITIES until 2:00 p.m. EST, Thursday, November 14, 2024. Qualifications received after the specified time will not be considered. All potential respondents must register as a vendor at http://dekalbschoolsga.ionwave.net. NOTE: A virtual mandatory pre-submittal conference will be held on Tuesday, October 22, 2024, 10:00 a.m., EST, via TEAMS. Attendees must provide the following information by 5:00 p.m., EST on Monday, October 21, 2024:

1. Individual Name and Title

2. Company Name

3. Telephone Number

4. Email Address

This information must be sent to dcsd-op-solicitation@dekalbschoolsga.org. A meeting link will be sent to all registered attendees no later than 9:30 a.m., EST on Tuesday, October 22, 2024.

This document shall serve to provide interested parties with specific information as to the Procedures for

Selection of Professional Architectural and Engineering Services for the DeKalb County School District.

https://dekalbschoolsga.ionwave.net/ http://dekalbschoolsga.ionwave.net/ mailto:dcsd-op-solicitation@dekalbschoolsga.org

Table of Contents

Section Description PAGE

1.0 Project Description

2.0 General Scope of Work

3.0 Requirements

4.0 Statement of Qualifications

5.0 Initial Screening Criteria

6.0 Interview and Presentation

7.0 Selection Process

8.0 Schedule

9.0 General Instructions

10.0 Terms and Conditions

11.0 Protest Process

RFQu Advertisement

Attachments (separate file from RFQu) Attachment A A/E Checklist and Certification Attachment B1 Corporate Certificate Attachment B2 Partnership Certificate Attachment B3 Entity Certificate Attachment C1 Design Fee Form - East DeKalb Campus, 5855 Memorial Drive

Attachment C2 Design Fee Form - former Hooper Alexander Elementary School site, 3414 Memorial Drive Attachment C3 Design Fee Form - former Briarcliff High School site, 2415 N. Druid Hills Rd, NE Attachment D Offeror’s and Individuals’ Affidavit of Non collusion Attachment E Conflict of Interest Disclosure Affidavit Attachment F Consent to Release Information Attachment G Immigration and Security Certification

Attachment H No Submittal Response

Appendices (separate file from RFQu) Appendix B Design Review-Minimum Submittal Requirements (SCL >$2M) Appendix D DCSD Design Guidelines for Facility Construction Appendix E1 Aerial Image – East DeKalb Campus, 5855 Memorial Drive Appendix E2 Aerial Image – former Hooper Alexander Elementary School site, 3414 Memorial Drive

Appendix E3 Aerial Image – former Briarcliff High School site, 2415 N. Druid Hills Rd, NE Appendix H Standard Form of Contract for Architectural Services Appendix I Acknowledgement of Conflict of Interest Policy and Disclosures Appendix J 2024-2025 and 2025-2026 School Calendars

Exhibits (separate file from RFQu)

REQUEST FOR QUALIFICATIONS

BACKGROUND

As the third largest school district in Georgia, the DeKalb County School District (DCSD) has more than 14,000 full-time employees and serves over 93,000 students throughout DeKalb County. DCSD has approximately 138 schools and centers, including 77 elementary, 19 middle schools and 22 high schools; 8 start-up charter schools, 13 specialized centers, 6 administrative centers and 5 athletic stadiums. Most facilities were constructed in the 1950’s and 1960’s. Almost all facilities have had some form of renovation, repair, or addition over the years.

1.0 PURPOSE

The purpose of this RFQu is to solicit proposals from qualified Architectural/Engineering firms to provide professional design services. This solicitation is specifically for the design of an Electric Bus Charging Facility for 25 electric buses at an existing bus parking site; a Bus Maintenance, Parking, and Charging Facility for 25 electric buses on an undeveloped site; and a Bus Maintenance and Parking Facility for 80-120 diesel and propane buses on an undeveloped site. The design of this scope will be completed in two phases as described below. Additionally, the project may include the study of, recommendations for, and design of maintenance and parking facilities at the Sam Moss Service Center, Administrative and Instructional Complex, Panthersville facility, Doraville facility, East DeKalb facility, and/or a future parking site. Final documents will become the property of DCSD.

The Scope of Work for this project includes full design and construction contract administration services for Phase 1 as noted below. Fees for the Scope of Work for Phase 2 will be negotiated with the selected firm once Phase 2 commences. Phase 1 will be for an Electric Bus Charging Facility for 25 electric buses at the East DeKalb Campus bus parking facility located at 5855 Memorial Drive, Stone Mountain, GA 30083, and for an Electric Bus Charging Facility for 25 electric buses at the former Hooper Alexander Elementary School site, 3414 Memorial Drive, Decatur GA, 30032. Phase 2 will be for the full design and construction contract administration services for the remainder of the scope of work as identified below for the former Hooper Alexander Elementary School site and for the Bus Maintenance and Parking Facility to be located at the former Briarcliff High School site, 2415 N. Druid Hills Rd, NE. As noted above, additional sites may be added to the project scope at a later date.

The anticipated construction delivery method for this project is CM at Risk. The selected Architect/Engineer shall provide professional services for the project as described below in Section 2 of this RFQu.

The anticipated schedule for this work is: Phase 1 construction completion by December 30, 2025 and Phase 2 construction completion by August 30, 2026.

Phase 1 The Stated Cost Limitation (SCL) and estimated construction budget for Electric Bus Charging Facility for 25 electric buses at East Dekalb Campus, 5855 Memorial Drive, is $3,792,000.00. DCSD has determined that the maximum fee the Architect will receive for this project scope will be $227,500.00. This fee is all inclusive and incorporates all engineering disciplines (including civil) and reimbursable expenses for this project.

The Stated Cost Limitation (SCL) and estimated construction budget for Phase 1 of the Bus Maintenance, Parking, and Charging Facility for 25 electric buses at the former Hooper Alexander Elementary School site, 3414 Memorial Drive, is

$7,134,000.00. DCSD has determined that the maximum fee the Architect will receive for this project scope will be $428,000.00. This fee is all inclusive and incorporates all engineering disciplines (including civil) and reimbursable expenses for this project.

Phase 2

The design fees for the Scope of Work for Phase 2 will be negotiated with the selected firm based on the estimated construction budget for the remainder of the scope of work as identified below for the former Hooper Alexander

Elementary School site and for the Bus Maintenance and Parking Facility to be located at the former Briarcliff

High School site.

1.0 PROJECT DESCRIPTION

Bus Facility #1 The Electric Bus Charging Facility for 25 electric buses is to be located at the existing asphalt-paved bus parking area in the front of the 14.6-acre site of the East DeKalb Campus located at 5855 Memorial Drive, Stone Mountain, GA 30083. At a minimum, the project should meet the DCSD Design Guidelines for Facility Construction, (Appendix D).

Bus Facility #2 The Bus Maintenance, Parking, and Charging Facility for 25 electric buses is to be located on the 8.1-acre site of the former Hooper Alexander Elementary School located at 3414 Memorial Drive, Decatur GA, 30032. All original structures and hard surfaces have been removed and the site is vacant. At a minimum, the project should meet the DCSD Design Guidelines for Facility Construction, (Appendix D)>

Bus Facility #3 The Bus Maintenance and Parking Facility for 80-120 diesel and propane buses is to be located on the 17.6-acre site of the former Briarcliff High School located at 2415 N. Druid Hills Rd, NE, Atlanta GA, 30329. All original structures and hard surfaces have been removed and the site is vacant. At a minimum, the project should meet the DCSD Design Guidelines for Facility Construction, (Appendix D).

Future Studies/Additional Work

The District may wish the consultant to provide studies, recommendations, and design services for work at additional DCSD transportation and maintenance facilities. Those facilities include the Sam Moss Service Center, Administrative and Instructional Complex, Panthersville facility, Doraville facility, East DeKalb facility, and/or a future site. The full scope for future work, if any, will be determined during the design process, and additional compensation shall be negotiated at that time based on the requested scope.

2.0 GENERAL SCOPE OF WORK

The anticipated scope of this project is to include, but is not limited to, the design and construction contract administration services for the following:

Bus Facility #1 East Dekalb Campus, 5855 Memorial Drive:

Phase 1

25 electric bus charging stations. Charging station manufacturer, type (level 2, level 3) and quantity of each will be determined during schematic design based on the buses to be parked at this facility.

Reorganization/redesign of the bus parking lot

Resurfacing/recoating of the bus parking lot

Restriping of the bus parking lot

Coordination with Georgia Power Make Ready Infrastructure Program power delivery system.

Bus Facility #2 Former Hooper Alexander Elementary School site, 3414 Memorial Drive:

Scope for Phase 1

Asphalt pavement for parking 25 electric buses, bus driver vehicles, and a minimum of seven (7) staff vehicles. The total number of buses to be parked on the site will be dependent on what the site will allow including the necessary entry/exit drives; drive aisle; electric infrastructure equipment and charging stations;

bus driver and staff parking; etc. A minimum of 25 electric buses is required.

25 electric bus charging stations. Charging station manufacturer, type (level 2, level 3) and quantity of each will be determined during schematic design based on the buses to be parked at this facility.

Bus driver vehicle parking should be a 1:1 ratio with the number of buses on the site.

Coordination with Georgia Power Make Ready Infrastructure Program power delivery system.

Scope for Phase 2

Asphalt pavement for parking as many additional buses as the site will allow, along with bus driver vehicle parking

Maintenance building with two (2) mechanic bays with bus lifts

Five (5) supervisor offices with a small breakroom and restroom facilities for office staff

Breakroom and restrooms to accommodate the number of buses/drivers the site will allow

Classroom/large meeting room to accommodate 80 staff

“NAPA” Parts Office (400-sf minimum) with distribution desk/window

“Fast Path” lane for quick repairs

Hand bus wash facility with oil-water separator for buses adjacent to the maintenance building

Bus Facility #3 Former Briarcliff High School site, 2415 N. Druid Hills Rd, NE:

Phase 2

Asphalt pavement for parking diesel and propane buses, bus driver vehicles, and a minimum of ten (10) staff vehicles. The total number of buses to be parked on the site will be dependent on what the site will allow including the necessary drive aisle; bus driver and staff parking; etc. A minimum of 80-120 buses is preferred.

Bus driver vehicle parking should be a 1:1 ratio with the number of buses on the site

“Fast Path” lane for quick repairs

Drive through bus wash facility with oil-water separator

Maintenance building with four (4) mechanic bays with bus lifts

Six (6) supervisor offices with a small breakroom and restroom facilities for office staff

Breakroom and restrooms to accommodate the number of buses/drivers the site will allow

Classroom/large meeting room to accommodate 80 staff

“NAPA” Parts Office (400-sf minimum) with distribution desk/window

18,000-gallon propane tank

This is not intended to be an all‐inclusive list of the scope of work. The selected Architect/Engineer shall confirm and obtain DCSD approval of full scope of work prior to the start of design.

DCSD may elect to participate in the Georgia Power Make Ready Program. With this program, Georgia Power owns the behind the meter electrical infrastructure up to the charger/power module. Georgia Power will design and install the infrastructure system leaving only the charger acquisition, bolt down of the chargers, space painting, branding, stenciling, and wheel stops or bollards as DCSD’s responsibility. DCSD is also responsible for the warranty and/or maintenance of the charging devices. Please provide two quotes: One for full design service of the charging system and one assuming the District participates in the Georgia Power Make Ready program and Georgia Power is responsible for the design and infrastructure up to the charger and/or power module.

A formal Notice to Proceed (NTP) shall be provided by the Owner or its designated representative prior to proceeding with each design milestone. The Architect/Engineer will be responsible for confirming the need for these elements and for making recommendations if an element is deemed unnecessary or if a more pressing element is discovered.

For more details on what is expected of the Architect, see the General Services section below.

2.1 General Services

The following generally highlights the services that the Architect and its subconsultants will be required to perform:

A. Design Services

1. The design fee should be based on the scope identified above. The design fee may be negotiated and adjusted based on the Construction Budget, and any additional scope identified by the District, that is negotiated and agreed upon by the District and the Architect during the Schematic Design phase.

2. The selected respondent whose selection was based on qualifications will negotiate with the District on fee and contract conditions. If a reasonable fee cannot be achieved with the respondent of choice, negotiations will proceed with other qualified respondents until a mutually agreed contract can be negotiated.

3. Prior to starting Schematic Design, the Architect will perform a preliminary consultation with the Owner including, but not limited to, reviewing the Owner’s policies, concepts, objectives, design criteria, schedule, budget, and operational needs for these projects. The Architect will submit within 10 days of the Notice to Proceed (NTP), a written report with their proposed recommendations, solutions to problems, etc.

4. The Architect will prepare and submit a Design Schedule that fits within the parameters of Appendix G:

Owner’s Master Schedule.

5. The Architect will prepare and submit Schematic Design documents per the requirements of Appendix

B: Design Review- Minimum Submittal Requirements and the Architect’s Detailed Design Schedule.

6. The Architect will prepare and submit a construction estimate based on the Schematic Design documents. A Construction Budget will be negotiated based on the Schematic Design documents and the Schematic Design estimate.

7. Once Schematic Design documents are reviewed and approved and a Construction Budget is agreed upon by the District and the Architect, and upon written direction to proceed, the Architect will proceed with the Design Development phase.

8. The Architect will prepare and submit Design Development documents per the requirements of Appendix B: Design Review- Minimum Submittal Requirements and the Architect’s Detailed Design Schedule.

9. The Architect will prepare and submit a construction estimate based on the Design Development documents. If the estimate shows a cost more than 5% greater than the negotiated Construction Budget, the Architect must redesign the project to be below the Construction Budget at no additional cost to the owner. The Architect will also be required to develop a recovery schedule to complete the design in the original timeframe.

10. Once Design Development documents are reviewed and approved, and upon written direction to proceed, the Architect will proceed with the 30% Construction Document phase per Appendix B: Design Review- Minimum Submittal Requirements and the Architect’s Detailed Design Schedule.

11. The process used for the Schematic Design and Design Development phases, as outlined in items #5 – 10 above, will be performed for the 30%, 80% and 100% CD Phases.

12. The Architect will submit to DCSD and the Project Manager reports, drawings, specifications, and estimates for review according to the chart below:

Reports Drawings Specifications Estimates

Preliminary Consultation

Schematic Design

Design Development Phase

Construction Documents – 30%

Construction Documents – 80%

Construction Documents – 100%

Others as required

13. The Architect will visit the sites. All areas of the existing facility will be made available to the Architect, and it is expected that the Architect will study these areas to fully understand any and all accessible existing conditions. The Architect shall investigate and document any limitations to be resolved during the design process.

14. Coordination with DCSD’s Technology Department is critical during the Design Phase. DCSD’s Technology Department will design the Technology components and the Architect/Engineer will incorporate this design into the contract documents. The DCSD Technology Department will be responsible for the installation of the IT equipment, cabling, and wiring. The General Contractor (GC) will be responsible for the supporting infrastructure (conduit, boxes, etc.).

15. Provide complete construction contract documents with professional seals and signatures in accordance with the requirements of the Georgia Department of Education Facilities Services Unit.

16. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable DCSD and GaDOE criteria, along with all federal, state, and local codes and laws.

17. Provide full and complete specifications including Division 1- General Conditions, reflecting current DCSD and GaDOE requirements. Specify materials and equipment that are readily available, to avoid delivery concerns during construction.

18. Provide phasing plans, as appropriate, for construction. Include submission to and approval by DCSD and the Fire Marshal for the phased exiting of the facility if required.

19. Provide design for on-site swing space (modular) as appropriate for the improvement activities, i.e. phasing.

20. Provide design drawings and specifications for demolition of areas, as appropriate.

21. Provide design drawings and specifications for security system (cameras, alarm, card access, motion detectors, recording devices, etc.), and MIS conduit/raceways, as needed. Equipment and cabling design and installation will be provided by approved DCSD vendors, as appropriate.

22. Coordinate entrance design with and obtain approval from the agencies having jurisdiction as appropriate.

23. Coordinate and design all utility connections (gas, electrical, plumbing, sewer) with local utility provider and obtain necessary approvals. Deposits will be paid for by the district. The Architect will coordinate this effort.

24. Represent DeKalb County School District by presenting necessary oral and/or graphic presentations to state and county agencies, or any other group having interest in the projects per the direction of DCSD.

25. Complete all forms and documents in formats required by GaDOE and any other state or county agency.

26. Each design phase submittal must include a detailed cost estimate confirming the cost of the design is below the Construction Budget agreed upon in the Schematic Design phase. If the estimate shows a cost more than 5% greater than the Construction Budget, the Architect must redesign the project to be below the Construction Budget at no additional cost to the owner. The Architect will also be required to develop a recovery schedule to complete the design in the original timeframe.

27. DCSD has adopted and implemented Kahua’s Project Management Information System (PMIS) software as the District’s project management software. All Contractors with a project’s construction value exceeding $1 million will be required to use Kahua for that project, and the Architect of Record will have to be versed in Kahua in order to review and comment on the contractor’s schedule. For construction contracts with values under $1 million, the Architect will be responsible for posting all project documents from the GC into Kahua.

28. The Architect shall also comply with all activities and terms as outlined in the Standard Form of Contract for Architectural Services (State Capital Outlay Projects) between the DeKalb County Board of Education and the Architect. (See Appendix H).

29. Provide the selected GC with three (3) copies of the construction contract documents (specifications and drawings) at the Preconstruction Conference.

30. The Architect will develop the list of required shop drawings, product data, samples, etc. and issue it to the selected GC. The selected GC will take the list and incorporate it into their project construction schedule.

31. The Architect is responsible for providing and submitting all permit packages to the proper authorities. The Architect is responsible for pursuing the issuance of the permits until the permit is ready to be issued to the contractor or until the contractor receives a Notice to Proceed (NTP). Once the NTP is received, the Architect will hold a formal meeting to transfer the permit responsibilities to the contractor. The Architect is still responsible for assisting the contractor and for responding to any questions or issues documented by the permitting authorities.

32. The Architect will update DCSD’s state inventory plans at the end of construction.

33. The Architect will perform Contact Administration for these projects.

34. The Architect will provide FF&E services for this project as outlined in the Standard Form of Contract for Architectural Services.

B. Kahua Project Management Information System Software

DCSD has adopted and implemented Kahua’s Project Management Information System (PMIS) software as the District’s project management software. DCSD will issue one license to the successful Architect and expects the Architect to participate in the management of these projects within the Kahua guidelines. This management will be performed in conjunction with DCSD and the Program Manager, if applicable. This includes but is not limited to:

1. General

All project documentation shall be made available to DCSD in a format compatible with industry standards and able to be uploaded and stored electronically in the District’s PMIS software.

All invoicing – architect’s, contractor’s, vendors’, etc. will be recorded in the District’s PMIS software.

2. Schematic Design and Design Development Phases

All drawings will be posted in Kahua as one package for each phase (one file for SD and one file for

DD)

The detailed estimate will be posted in Kahua for each phase

All reports will be posted individually in Kahua

All project documentation (meeting minutes, photographs, etc.) will be posted in Kahua

3. Construction Document Submittals (30%, 80%, 100%)

All drawings for the 30% and 80% CD submittals will be posted in Kahua as one package

The detailed estimate will be posted in Kahua for the 30% and 80% submittals

All reports will be posted individually in Kahua

All project documentation (meeting minutes, photographs, etc.) will be posted in Kahua

A detailed estimate is not required at 100% drawings

Each individual drawing will be posted to Kahua (as individual files) at the 100% document submittal

4. Contract Administration

RFIs, Submittals, and Shop Drawings will be documented in Kahua

Samples (color boards, brick, etc.) will be processed outside of Kahua, but will be tracked by a transmittal inside Kahua

Invoices will be recorded in Kahua

3.0 REQUIREMENTS

3.1 Firms must meet the following requirements:

3.1.1 Requirements of the Request for Qualifications (RFQu).

3.1.2 It is preferable that the Firm has experience providing A / E services for K-12 public school programs.

3.1.3 Firm must be authorized to do business in the State of Georgia and must possess professional service registrations in accordance with applicable statutes, regulations, and rules.

3.1.4 Firms must be knowledgeable of the requirements of Georgia Code.

3.1.5 Firms must be able to demonstrate financial strength appropriate to the scale of Project to be managed.

3.1.6 Statements of Qualifications must be submitted electronically to the School District on or before the time and date indicated in the RFQu.

3.1.7 Statements of Qualifications should be limited to not more than 30 electronic pages. Submissions in excess of 30 electronic pages will not be disqualified; however, clarity, conciseness, and brevity of this document will be part of the evaluation criteria.

3.1.8 Statements of Qualification which have not been received by the DeKalb County School

District on or before the scheduled receipt time as set forth in the RFQu will not be considered.

3.1.9 The selected firm and its sub consultants will be required to meet the insurance requirements of DCSD.

3.1.10 Costs of participating in the selection process, including presentations to the Selection

Committee, are solely those of the firm; DCSD will assume no responsibility for any costs.

3.1.11 DCSD reserves the right to waive informalities and to terminate the selection process.

4.0 STATEMENT OF QUALIFICATIONS

Required Information and Format

Statements of Qualifications must provide the required information in the following order and format:

4.1 Letter of introduction and interest signed by an officer or partner of the responding firm. Letter shall include specific reason(s) why firm would be the best choice for the project listed. Letter shall include name of entity submitting, contact name, phone number, e-mail address, fax number and address of firm submitting.

4.2 Table of Contents

4.3 Compliance Information

This is a compliance section and carries no evaluation points. Firms must meet minimum criteria as specified to receive further consideration. Submittals shall include the following:

4.3.1 The Firm must be properly certified by the Georgia Secretary of State to do business in Georgia at the time of submission.

4.3.1.1 State the legal name of the entity submitting and if Firm submitting is a corporation, joint venture, or partnership. Note: It is understood that if selected for this project the stated entity name will be used in all legal contracting documents derived from this selection.

4.3.1.2 Provide a copy of certification for proper incorporation or registration from Georgia

Secretary of State. In the alternative, joint ventures and partnerships should provide a copy of their joint venture or partnership agreement and certification from the Georgia Secretary of State establishing that each joint venture partner or partner is authorized to do business in Georgia.

4.3.2 The Firm must be properly registered, licensed, and certified at the time of submission:

4.3.2.1 Firms and sub consultants must be property licensed. Provide copy of current Georgia Professional Registration for Architect/Engineer.

4.3.2.2 If Firm is a joint venture, provide copy of the joint venture agreement and either:

a. Copy of current Georgia Professional Registration of the joint venture; or

b. A copy of the current Georgia Professional Registration of one of the joint venture partners.

4.3.3 The Firm must have been in continuous business for a minimum of five years. Note: If Firm is a joint venture, at least one of the companies comprising the joint venture or partnership must have been in continuous business for a minimum of five years.

4.3.3.1 State number of years in business. If the Firm is a joint venture, state both the number of years that the joint venture has been in business, as well as the number of years that each joint venture partners has been in business.

4.3.3.2 State the location, address, and telephone number of Firm’s offices. If the Firm is a joint venture or partnership, identify the location, address, and telephone number of the principal place of business of the joint venture or partnership designated with the Georgia Division of Corporations.

4.3.3.3 Submit the names of owners, officers or principals in charge.

4.3.4 The Firm must identify any existing or potential conflicts of interest and disclose any representation of parties or other relationships that might be considered a conflict of interest with regard to this selection. "Conflict" or "conflict of interest" means a situation in which regard for a private interest tends to lead to disregard of a public duty or interest.

4.3.4.1 If any conflicts of interest issues are identified, provide a detailed plan of action on how any existing or potential conflicts of interest will be mitigated in the case your firm is recommended for this project. DCSD at its sole discretion shall determine the adequacy of the plan and whether the conflict will disqualify the firm from consideration for the RFQu. If DCSD determines that the firm will be disqualified due to the conflict, the firm’s proposal will not be evaluated or considered by the Selection Committee.

4.3.5 The Firm must demonstrate they have the necessary financial resources to complete the project and show their history of working proactively to avoid litigation with Owners.

4.3.5.1 Financial Statement: The Firm’s financial capability is to be expressed in the financial statement (audited financial current within the past twelve months, such as a balance sheet and statement of operations) and should indicate the 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. If the Firm is a joint venture or partnership all firms comprising the submitting entity will be required to submit the previously requested documentation.

4.3.5.2 Insurance Capacity: Firms must provide evidence that they have all insurance coverage’s as specified in A/E contract included with this RFQu (See Appendix H).

4.3.5.3 Litigation: Submit all litigation of any kind involving firm, its officers, or directors with a project owner where the total amount in controversy exceeds $100,000.00 within the last five years. If the firm is a joint venture or partnership submit litigation involving all firms comprising the submitting entity. State the court and location of the litigation.

4.3.5.4 Insurance Claims: Submit all Errors & Omissions and/or Professional Liability claims filed against the firms’ policy in the last two years for the proposal submittal date. The information should include amount and nature of the claim(s).

5.0 INITIAL SCREENING CRITERIA

5.1 Individual Review: Proposal Evaluation Committee (“PEC”) members shall use the Proposal Evaluation Form (Exhibit A) for the RFQu to document their review and evaluation of each Proposal in accordance with the criteria listed below, within their respective areas of experience and knowledge.

5.1.1 Successful Related Architectural Experience (30 points):

Major consideration will be given to the successful completion of previous projects comparable in design, scope, and complexity. This will include evaluating the firm’s performance and quality of work on previous projects.

5.1.1.1 List the projects which best illustrate the experience of the firm which utilized the current staff which is being assigned to this Project. (List no more than 10 projects and do not list projects which were not completed by your firm or completed more than ten years ago). Include the following for each project:

a. Name and location of the project.

b. The nature of the firm's responsibility on the project.

c. Project owner's representative name, address, telephone, and facsimile number.

d. Project user's representative name, address and telephone number.

e. Date project construction was completed.

f. Size of project (construction gross square feet).

g. Cost of project (construction cost).

h. Work for which firm's staff was responsible.

i. Present status of the project.

j. Firm's key professionals involved on the project and who of that staff would be assigned to the Project covered by this RFQu.

5.1.2 Proposed Project Staff and their Functions (30 points):

The quality, experience and quantity of staff and their functions will be evaluated by the Committee. The Committee will also evaluate the firm’s capabilities to provide service.

5.1.2.1 Organization Chart: Develop an organization chart as it relates to the Project indicating key personnel, their relationship, and all consultants to be used on this project.

5.1.2.2 The firm shall name the actual staff to be assigned to this Project, describe their ability, and experience, and indicate the function of each within their organization and their proposed role on this Project. It is the intent that the proposed staff shall be assigned to this Project unless otherwise approved by Owner. The staff shall be present at the time of interview.

5.1.2.3 Give brief resumes of key persons to be assigned to the Project including, but not limited to, the following:

a. Name and title.

b. Job assignment for other projects.

c. How many years with this firm. For sub-consultants, list prior projects your firm has worked with sub-consultant.

d. How many years with other firms.

e. Experience including types of projects, size of projects (dollar value and square footage of project), and specific project involvement.

f. Education.

g. Active registrations (if any).

h. If submitting as a joint venture or partnership, include the assigned staff for the joint venture or partnership and indicate which of the joint ventures or partners employs the staff member.

5.1.3 Workload (15 points):

As part of the evaluation criteria, the Committee will review the firms and their sub-consultants current workload. If the submitting firm is a joint venture, the Committee will review the current workload of each of the firms comprising the submitting entity. A maximum of ten points will be awarded based on an evaluation of the firm’s total workload and capacity to perform the work.

5.1.3.1 Firms and their sub-consultant(s) shall provide a list of outstanding projects, client names, status of completion, anticipated completion date, and dollars committed on open project workload. Furthermore, if the submitting firm is a joint venture, they shall also include projects for each firm comprising the joint venture.

Definition of sub-consultant as it relates to this selection process: An individual and/or firm contracted or to be contracted by the submitting entity to provide services related to or part of those which this will be required as part of this selection process.

5.1.4 Equitable Distribution (10 points):

In an effort to consider the equitable distribution of work, the Committee shall evaluate data showing dollar amounts of contracts and projects awarded by DCSD to the submitting firm(s). In the case of submittals received by joint ventures the contracts and projects awarded to each of the firms comprising the joint venture will be included in the calculation of the projects currently under contract and those awarded by DCSD. Furthermore, this calculation will include all contracts and projects awarded to the submitting firm either as a joint venture or as a separate entity, whereby the submitting firm(s) was one of the entities included in the award and contract. The chart below will be used to award a maximum of 10 points based on the combined dollar amount of projects currently under contract, as well as those awarded by DCSD, but not yet under contract. For those projects already under contract, the contract amount will reflect the dollar amount of the contract value, not including amendments. The projects taken into account in the calculation will be those awarded by the Owner within two (2) years prior to this solicitation opening. For projects recommended but not yet awarded, the contract value will reflect the estimated fee based on the budget listed within the RFQu for which the firm was selected. This single score will be allocated to each firm by the Selection Process Facilitator and added to the cumulative score the committee members.

5.1.5 DESIGN FEE (O POINTS):

Design fee is NOT included in the Selection Criteria.

5.1.5.1 Indicate your proposed Design Fee for the Services and Work as required by the Proposal

Documents and the Owner’s Agreement. Use Owner’s Design Fee Form (Attachment C) included in this Request for Qualifications.

5.1.5.2 Indicate any breakdown of the proposed Design Fee as required by the attached form.

5.1.5.3 Acknowledge receipt of addendum, if any.

5.1.5.4 All blanks shall be filled in and shall be filled in by typewriter or manually and legibly, in ink. Interlineations, alterations, and erasures must be initialed by the signer of the Proposal.

5.1.6 References (15 points):

The Firm must demonstrate a positive relationship with prior clients on similar projects.

5.1.6.1 The firm shall submit a minimum of three (3) written recommendations from previous owners and discuss their strategy to provide a positive working relationship with DCSD. This strategy must include actual examples of how the firm has demonstrated their cooperation with other Owners. DCSD reserves the option of contacting any of the references provided to confirm information provided.

5.1.6.2 DCSD staff will provide input on a firm’s past work performance, this information includes but is not limited to the number of warranty requests and responsiveness, Contract Value Awarded/ Recommended by DCSD Point Value

Up to $100,000 10 points

$100,001 to $500,000 8 points

$500,001 to $1,000,000 6 points

$1,000,000 to $2,000,000 4 points

Greater than $2,000,000 0 points contract and process compliance, and information from the DCSD contractor evaluation process if available.

5.2 Group Review. The PEC members shall meet and discuss the Proposals. The goal of this review is to allow each PEC member the opportunity to fully discuss the Proposals and to identify any information in the proposals deemed by the PEC member to be significant to the evaluation. At the conclusion of this meeting, each PEC member shall render his or her final scores for each proposal and submit his or her Proposal Evaluation Form to the Selection Process Facilitator.

5.2.1 The Selection Process Facilitator shall combine the evaluation scores submitted by all PEC members and shall determine the five (5) highest scoring firms (unless otherwise determined) based on the total evaluation scores received. In the event of a tied score for fifth place, all such tied firms shall be included in the short list.

5.2.2 Short List Recommendation. The Selection Process Facilitator shall forward the PEC’s short list recommendation to the Chief Operating Officer (“the COO”). The COO, in his or her sole discretion, can either accept the short list recommendation or reject the short list recommendation.

If the COO accepts the recommendation, the selection process proceeds as noted below. If the COO rejects the short list recommendation, he or she, in his or her sole discretion, can proceed in any of the following methods: directing the Selection Process Facilitator to recommence the selection process at whatever stage the COO deems appropriate (including the Individual Review stage or the Group Review stage); pursuing the project by any other alternative method permitted under Georgia law; or abandoning the project all together. If the COO elects to pursue the project by an alternative method or abandon the project, DCSD shall provide public notice of this decision.

5.2.3 Notice of Short List. Once the PEC’s short list recommendation has been accepted by the COO, the

Selection Process Facilitator will notify all submitting firms of whether or not they appear on the short list and shall provide public notice of the short-listed firms.

5.2.4 The short-listed firms shall then be invited for interviews before the PEC, which will be scheduled within three (3) business days of notification.

6.0 INTERVIEWS AND PRESENTATION

6.1 At the time of its scheduled interview, each short-listed firm shall provide additional information about its firm and operations as may be required by DCSD. This additional information shall include, but is not limited to, the following:

6.1.2 Overall Approach, Methodology, & Knowledge of the Site (30 points):

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

6.1.2.2 The firm shall demonstrate verbally and graphically its plan for performing the

Architectural/Engineering Services, documenting the services to be provided and showing the interrelationship of all parties.

6.1.2.3 The firm shall present their quality assurance program. The program shall illustrate how they will assure professional quality, technical accuracy, and coordination of all services require under their contract.

6.1.3 Project Team (25 points):

The firm shall express the general and specific project related experience and capability of in-house staff and sub consultants and their functions as it relates to this project.

6.1.3.1 Organization Chart: 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 the District to insist that those key personnel indicated as the project team in this RFQu response actually executes the Project.

6.1.3.2 If a joint venture, or prime subcontractor 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.

6.1.4 Cost Control (25 points):

6.1.4.1 Describe how you develop cost estimates, and how they are updated, providing specific examples of successful recommendations implemented and cost containment strategies utilized to maintain project budgets without sacrificing quality. Describe and explain the benefits to the Owner.

6.1.5 Project Scheduling (20 points):

6.1.5.1 As part of the project approach, the firm shall propose a process for scheduling multiple projects and effectively managing and executing the work in the optimum time. Provide a sample schedule and describe any major milestones for achieving the schedule and any other recommendations that may directly impact the schedule.

6.1.5.2 The firm shall describe any representative current projects and the projected versus the actual schedule for each.

6.2 Interview

6.2.1 The short-listed firms shall be invited for interviews before the PEC. At the time of its scheduled interview, each short-listed firm shall provide additional information about its firm and operations as may be required by DCSD. This additional information shall be identified in the RFQu.

6.2.2 The PEC shall schedule a separate interview for each short-listed firm. As part of its interview, and at the Selection Process Facilitator’s discretion, each firm shall make a short oral presentation.

6.2.3 After the PEC has interviewed all the short-listed firms, the PEC shall reconvene for the PEC members to discuss the interviews and review each presentation. At the end of this discussion, PEC members shall use the Presentation Evaluation Forms to record their evaluation of each short-listed firm, and then submit the Presentation Evaluation Forms to the Selection Process Facilitator.

6.2.4 The Selection Process Facilitator shall combine the evaluation scores submitted by all PEC members and determine the PEC’s ranking of the short-listed firms based upon the total scores assigned to each firm for the presentation stage. If the ranking results in a tied score for the number one or number two ranked firms, additional information shall be requested from the tied firms and presented to the committee. The committee will score the firms based on the responses to the additional information.

6.3 Submittal of recommended highest ranked firm. The Selection Process Facilitator shall submit the highest ranked firm recommended by the PEC to the COO for approval. The COO, in his or her sole discretion, shall either accept the results of the PEC’s ranking recommendation and forward it to the Board of Education for approval or reject the results of the ranking recommendation. If the COO accepts the ranking recommendation, the approval process continues as noted below. If the COO rejects the results of the ranking recommendation, he or she, in his or her sole discretion, shall proceed with any of the following methods: directing the PEC Selection Process Facilitator to recommence the selection and ranking process at whatever stage the COO deems appropriate (including the Individual Review stage, the Group Review stage, or the Interview process); pursuing the project by any other alternative method permitted under Georgia law; or abandoning the project all together. If the COO elects to pursue the project through an alternative method or abandon the project all together, DCSD shall provide public notice of that decision.

. Upon the COO’s approval of the PEC’s recommendation, an agenda item shall be prepared and put on the next available agenda for the Board of Education review and approval.

7.0 SELECTION PROCESS:

7.1 The Proposal Evaluation Committee (“PEC”) shall be established by the COO. The COO, or his designee, shall approve the members of the PEC, to include the following:

7.1.1 At least three (3) DCSD staff persons with expertise in facilities design, construction, operation, and/or maintenance, property, surveying and environmental, as recommended by the Chief Operating Officer from their respective divisions, for the purpose of evaluating and scoring only those elements of the responses that relate to facilities design, construction, operation, and maintenance proposals, and on an as needed basis, those that include property, surveying and environmental.

7.1.2 At least one (1) member of the SPLOST CIP staff with expertise in facilities design, construction, operation, and/or maintenance, property, surveying and environmental, as recommended by the Chief Operating Officer, for the purpose of evaluating and scoring only those elements of the responses that relate to facilities design, construction, operation, and maintenance proposals.

7.1.3 Such other staff person(s) as deemed appropriate by the COO, or his designee, in order to ensure that the PEC includes persons with experience and knowledge in the contractual services being sought, for the purpose of evaluating and scoring only those elements of the responses that relate to the person(s)’ area of experience and knowledge.

7.1.4 Membership of the PEC may include representation from other public or private entities or others deemed appropriate as recommended by the Chief Operating Officer. The recommendation may be based on project complexity, project cost and staff capacity.

7.1.5 All voting members of the PEC are required to comply with the provisions of Board Policy DJE and the provisions of the Code of Ethics for Public Officers and Employees. No member shall solicit or knowingly accept any gift, gratuity, loan, special discount, entertainment, transportation, lodging, meals, favor or promise of future employment, based upon any understanding that the vote, official action, or judgment of the member would be influenced thereby.

7.2 The Chief Operating Officer, or his designee, shall select a Procurement representative who shall serve as the Selection Process Facilitator to monitor the selection process, ensure compliance with all applicable procedural requirements, limiting discussion which facilitates the procurement process, the facts of the procurement and documentation on file, and will always maintain objectivity.

7.3 The Selection Process Facilitator shall be responsible for ensuring that each member is provided information on the…