RFQu 25_752_003 AE Services Mandatory Pre_Sub.pdf
PDF 120 KB Posted
- Solicitation number
- PE-64410-NONST-2025-000000083
- Issued by
- Dekalb County, Georgia
About this file
This document is the Meeting Minutes from the Mandatory Pre-Submittal Conference for RFQu No. 25-752-003 Professional Architectural and Engineering Services for Bus Maintenance, Parking, and Charging Facilities, issued by the DeKalb County School District (DCSD) in Georgia. The purpose of this RFQu is to solicit proposals from qualified Architect/Engineer firms to provide professional design services for these facilities. Proposals are due electronically by 2:00 PM on November 14, 2024. The conference reviewed the proposal submission requirements, including registering on the DCSD IONWAVE portal, uploading all required documents, and clicking "Submit Response." The Standard Contract for Architectural Services (Appendix H) was discussed, and vendors were encouraged to have their legal department review it. Background checks are required for all contractors, consultants, subcontractors, volunteers, and vendors providing services on DCSD premises. The selection process and criteria were outlined, and all questions must be submitted in writing to the Procurement Manager by October 30, 2024, with a final addendum issued by November 6, 2024. Site visits are optional and can be scheduled directly with DCSD.
The scope of work includes professional architectural and engineering services for bus maintenance, parking, and charging facilities. Specific questions were addressed, including the need for barrier gates, emergency generators, access control, and the extent of maintenance work required. This is a Construction Management at Risk project, and the CM will be procured shortly after the Architect is selected. DCSD will only make a single award for all phases of this project.
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RFQu No. 25-752-003 Professional Architectural and Engineering Services October 22, 2024
Bus Maintenance, Parking and Charging Facilities Page 1 of 4
Meeting Minutes
RFQu No. 25-752-003
Project Name: Professional Architectural & Engineering Services for Bus Maintenance, Parking and Charging Facilities
DCSD Project No.: N/A
Mandatory Pre-Submittal Conference Meeting Pre-Meeting 1 Date Start End Prepared by Company 10/22/2024 10:00 AM 10:29 AM Kehinde Bodunrin DCSD
Purpose Location Mandatory Pre-Submittal Conference for Professional Live Video Chat Architectural & Engineering Services for Bus Maintenance, Parking And Charging Facilities
Attended by the following:
Rob LaLonde Amano McGann, Inc.
Tori Sandelli Axias
Alexandra Watson-Lister BRPH Jason Dunn BRPH Jim Beaver BRPH Edward Sustman BRPH Jojo (Georgianne) Areizaga ChargePoint Scott Raap ChargePoint Case Hyatt ChargePoint Andrei Stsiapanau ChargePoint Andrew Simms ChargePoint Sandy Cooper Collins Cooper Carusi Architects, Inc.
Jamarvis Boykin Community Solutions by Design Tanya Richard DAG Architects Steve Mentzer First Student Megan Eaton Foreman Seeley Fountain Architecture Herrari Hamilton Hammond Engineering Ian Snow Highland Electric Fleets Stanley Jennings J.W. Robinson & Associates, Inc.
Joseph W. Robinson, Jr. J.W. Robinson & Associates, Inc.
Franklin Dean J.W. Robinson & Associates, Inc.
Philip Kempainen Leaf Engineers
Bus Maintenance, Parking and Charging Facilities Page 2 of 4
Hannah Murawski NOVA Engineering and Environmental, LLC Mike Lynch OWL Services Shea Nale OWL Services Dillon Peel OWL Services Gary Balitzkat OWL Services Kenneth M. Moore PBK Katie Hunter PBK Matt Kraczon PGAL Dann Cortese PGAL Julia Lee PRAXIS3, LLC Diana Sierra Prime Engineering
Mark Archer Prime Engineering Larry Castellani Selective Site Consultants, Inc (SSC, Inc) Dallas Pelland Selective Site Consultants, Inc (SSC, Inc) John Gerondelis Smallwood Rhea Davis Smallwood Jerry Stanton SPATCO Energy Solutions Ken Thrasher Sy Richards, Architect Inc. (dba Thrasher Comeau Architecture) Kevin Lackey Walker Architects Raymond Stanley DCSD Richard Boyd DCSD Yolonda Love DCSD Angela Arlene-Myrick DCSD Tijauna Naylor Smith DCSD Kehinde Bodunrin DCSD
Introduction The DCSD team, program management team and representatives from the architectural team introduced themselves. Then, the list of names of everyone who registered for the video meeting was called to verify attendance.
I. Proposal Requirements
a. Proposals are to be submitted electronically on the DCSD website at https://dekalbschoolsga.ionwave.net/ by 2:00 pm on Thursday, November 14, 2024.
b. Respondents will be required to complete the following steps to successfully submit a proposal electronically:
Respondents are required to register using the IONWAVE portal and obtain a username and password.
Respondents will be required to upload all required documents identified under the Response Attachments tab.
After uploading all required documents, Respondents will need to click "Submit Response" under the Response Submission tab.
https://dekalbschoolsga.ionwave.net/
Bus Maintenance, Parking and Charging Facilities Page 3 of 4
Once all of the required documents have been successfully uploaded, “Submitted” in green will appear next to Response Status.
Your response has not been successfully submitted if you see the following message next to Response Status: NOT SUBMITTED – To complete your response, you must click ‘Submit Response’ in the Response Submission tab.
Demonstration of the site was shared with attendees.
II. Form of Contract
a. Standard Contract for Architectural Services (Appendix H). Vendors were encouraged to have their legal department review the contract. Any request for changes to the contract must be submitted during the question-and-answer period of the solicitation. No changes can be made to the contract after award by the DeKalb County Board of Education.
III. Background Checks A criminal background check must be performed on all contractors, consultants, subcontractors, volunteers and vendors who provide services on DCSD premises, supervise services on DCSD premises, or has contact with students. These individuals shall undergo the same criminal background check, within the last 365 days, as required by DCSD employees. Such background checks will be performed by DCSD at the expense of the individual at a cost of $45.00 per individual.
IV. Selection Process
a. See RFQu Section 7.0 for details on the selection criteria.
b. Any contact with any other DCSD personnel or representative other than the Senior
Procurement Manager, Weyman Christopher or the assigned contact person for this bid Procurement Manager Angela Arlene-Myrick, can cause that firm to be disqualified.
V. Questions and Answers
a. All questions regarding this RFQu and submission requirements must be directed in writing to the Procurement Manager no later than Wednesday, October 30, 2024, at 2:00 PM to the dedicated email address for bid questions. Email: dcsd-op-bidquestion@dekalbschoolsga.org.
b. Final Addendum (if needed) will be issued on Wednesday, November 6, 2024 by 2:00 PM.
VI. Site Visit Site visits are optional. Please contact Richard Boyd directly at 678.676.1483 or by email at Richard_boyd@dekalbschoolsga.org to set up a site visit if desired.
VII. Scope of Work The program management team discussed the scope of work for Professional Architectural & Engineering Services for Bus Maintenance, Parking and Charging Facilities.
Open Discussion mailto:dcsd-op-bidquestion@dekalbschoolsga.org mailto:Richard_boyd@dekalbschoolsga.org
Bus Maintenance, Parking and Charging Facilities Page 4 of 4
Q1. Are there barrier gates (gate arms)
A1. Yes, the sites will be fenced. Not necessarily gate, maybe chain link gate at this point.
Q2. Will an emergency generator be required at each site?
A2. No emergency generator currently on site. Will need further discussion with Georgia Power.
Q3. Is there a recently completed comparable facility?
A3. No, DeKalb does not have comparable facility.
Q4. Guessing no access control/intercom/video to grant access into gated area
A4. We need further discussion with Transportation Department.
Q5. Is the infrastructure for large KW charging stations in place?
A5. No, will work with Georgia Power
Q6. What will be the extent of the maintenance performed on the buses in the maintenance facility? Minor upkeep or major repairs?
A6. Both minor and major upkeep required in the district’s current 2-3 facilities
Q7. Will there be an opportunity to bid on construction if engineering is not awarded?
A7. This is a Construction Management at Risk project. CM will be procured shortly after the Architect is brought on board.
Q8. Is the district open/able to choose multiple vendors or only one for all phases?
A8. No. Only one award for all phases.
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