RFQ REQUEST FOR QUALIFICATIONS. Architectural/Engineering Services. MENANDS SCHOOL DISTRICT 19 Wards Lane Menands, NY 12204

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1 RFQ REQUEST FOR QUALIFICATIONS Architectural/Engineering Services MENANDS SCHOOL DISTRICT 19 Wards Lane Menands, NY Issued: January 28, 2015 Submission Deadline: February 26, Noon Att: Joanne Moran, District Treasurer

2 MENANDS SCHOOL DISTRICT REQUEST FOR QUALIFICATIONS ARCHITECTURAL/ENGINEERING SERVICES Menands School District ( The District ) invites Architectural/Engineering firms to submit qualifications to perform Architectural/Engineering Services for a proposed capital construction project. The District is inviting Architectural/Engineering firms to only submit a listing of their qualifications, experience and interest in performing the Architectural/Engineering services in connection with the planning, approval and implementation of the District's capital projects program. The District intends that the Architect chosen shall act as the District Architect in all phases of planning, State Education Department (SED) approval, design, bidding, award, construction supervision and closeout of the chosen project(s), working in conjunction with the District s administration and Certified Educational Facilities Professional (CEFP). The District is embarking upon a planning process that may culminate in the renovation and possible addition of classrooms to its K-8 school. This is strictly a review of qualifications at this phase and will not involve a discussion of fee or a walk through of the facilities. Once the final firms are chosen, a meeting will be set up to provide access to both the District s facilities and personnel. Technical questions can be referred to the following address: Proposals should reflect Architectural/Engineering qualifications in the following categories: Proposals should reflect Architectural/Engineering qualifications in the following categories: Involvement with the District in developing preliminary plans/specifications with cost estimates and the preparation of final plans/specifications Preparation of contracts and bids, and management of work Construction Administration Minimum of ten (10) years experience providing professional architectural/engineering services to K-12 school districts, with special consideration given to firms that have planned, designed and developed a single campus approach in a small PK-8 or PK-12 environment. Firms prior experience as an architectural/engineering firm should include at least five completed projects. Firms must demonstrate additional prior experience as an architectural/engineering firm for public sector clients and familiarity with NYS general municipal bidding laws and other public sector regulations. Only firms that meet or exceed the above minimum selection criteria set forth by the District will be seriously considered.

3 Architectural and engineering services will be provided in connection with a proposed capital construction project with an estimated construction cost of $3-$10 million, estimated pre-construction, construction, plus closeout, all in accordance with the District s long range planning process. Services will include the following (This is not an exhaustive list): 1. Work along with the Districts CEFP to draft preliminary schematic plans based upon the long range planning process and findings, review building aid calculations performed to date, and make appropriate recommendations to the Board of Education. 2. Work along with the Districts CEFP to make formal presentations to the Board of Education and various other groups (including, but not limited to, District staff, parents, students, and the general public). 3. Prepare Preliminary Plans in accordance with Section 155 of the Regulations of the Commissioner as well as other documents required for Preliminary Approval by the State Education Department. 4. Provide estimated and actual costs based on the categories of expenditure required by the State Education Department including state aid calculations of School District aid for the Project to ensure School District local share is fixed at the percentage established at the referendum on an ongoing basis throughout the project, until the last contractor has received final payment. 5. Provide complete and accurate architectural and engineering services as required for approval of this project and issuance of a Building Permit, supervision of bidding and construction, and issuance of a Certificate of Occupancy by the State Education Department. This will include, but is not limited to, preparation of all plans, contract documents and specifications for District and SED approval, assistance with bidding procedures and evaluation and award of bids, supervision as agreed during the construction phase, submission of a Certificate of Substantial Completion at the appropriate time and submission of a breakdown of actual costs incurred in the format required by SED for submission of the Final Cost report, all on a timely basis. 6. Keep the total cost of the project within the budget approved by the voters and the Board of Education. 7. Attendance at all necessary meetings with Construction Manager, Owner, Contractors and the State Education Department and coordination of the design effort in cooperation with the Construction Manager. 8. Review and approve shop drawings and submittals. 9. Maintain a log of all proposal requests and contractor proposals. 10. Prepare all contracts and change orders. 11. Conduct periodic site visits. 12. Assist the Owner in monitoring the project budget and expenses. 13. Collect and distribute all project closeout documentation. 14. Process and certify applications for payment from contractors.

4 15. Prepare all Certificates of Substantial Completion and Occupancy Certifications. 16. The use of Autocad, and the added software Autotect, including the ability to create 3D images of spaces during and after the design process. 17. Architect to provide Owner with complete set of final CD s as a result of I.B s, RFI s and change orders. INSTRUCTIONS TO PROPOSERS Proposal Format A. Title Page showing that the proposal is for architectural/engineering services; the firm's name, the name, address and telephone number of a contact person, and the date of the proposal. B. Table of Contents C. Qualifications of submitting firm and sub-consultants D. Compliance with Insurance requirements. Site Visit: As mentioned above, there will be no formal site visit for this phase of the process. Each proposal is to be submitted in a sealed envelope, plainly marked on the outside as "Proposal for Architectural/Engineering Services." Please submit ten (10) copies of your proposal. Responding firms must respond on or before Noon on Thursday, February 26, 2015* to: Joanne Moran District Treasurer Menands School District 19 Wards Lane Menands, NY * Proposals received after the specified date and time may be considered at the discretion of the District. The District reserves the right to reject any or all proposals and to waive any or all informalities or irregularities as it deems in the best interest of the District.

5 EVALUATION PROCEDURES Proposals will be evaluated using the following criteria: District's evaluation of the proposal and of the best interests of the District Districts evaluation of the Firm's record of performance on similar projects Firm s references from clients with similar projects TERMS AND CONDITIONS The District is not liable for costs incurred in the preparation of this proposal and any other subsequent proposals or presentations. All proposals should be prepared in accordance with the instructions in this RFQ to receive consideration. Any violations of the terms of this RFQ may be grounds for disqualification of the firm from being considered. The contents of the successful firm's proposal may become part of the contractual obligations if deemed appropriate by the District. All proposals shall be irrevocable for a period of at least sixty days from the proposal deadline date. The District reserves the right to accept or reject any and all proposals as it deems to be in the best interest of the District. The successful Architectural/Engineering firm shall not discriminate against any individual, in accordance with applicable federal, state or local laws. TECHNICAL PROPOSAL Four general categories of information should be included in this section of your proposal. Following this summary of these general categories is a more specific list of questions concerning your firm's qualifications which should be addressed in the proposal. Company Profile: This section should state the size of the firm, the type of firm (i.e., Architect, Architectural/Engineer), firm background, the location of the office from which the work on this project is to be performed. Experience: a) The proposal should include details of experience with projects of similar size and complexity to the project described in the RFQ, particularly with projects for other school districts completed by your firm. Please provide copies of reports provided to Boards of Education from your past projects. The copies will be retained by the School District.

6 b) Submit a letter of interest, a general introduction, background description of your firm, and type of services provided. Include contact name, address, phone number, address of contact person. Also include same information for the Principal and Architect of Record if different than above. List experience of each in regard to school construction projects of similar nature and scope. c) List your firm s experience with PK-8 and/or PK-12 renovation/addition projects. Include Owner s name; contact s name, title and phone number, address; a brief description; contract amount; and completion date. Please limit experience to last seven years. d) Demonstrate your experience working with a construction manager on PK-8 and/or PK-12 projects. e) Describe your staff in detail and its capability. Provide a detailed list of your firm s in house disciplines vs. hired consultants. f) Name the lead designer(s) who would be assigned to this project along with a detailed bio and résumé of the proposed staff. g) Submit an organizational chart reflecting key staff to perform this project. Include resumes. Indicate whether engineering work will be handled in-house or independently. If an independent firm is to be used, please identify the firm and individuals involved along with their experience. Also, include a summary of the firm s work in PK-8 and/or PK-12 school design. h) Describe your approach to this type of project. i) Explain your management plan. j) Describe your office environment a) Size b) Equipment c) Computer technology Auto-cad, 3D, Autotech (Autocad enhancement package) INSURANCE Include an insurance Certificate in this section to verify that your form will be able to provide the following limits of liability for insurance during the project: Commercial General Liability: o Limits of at least $1,000,000 per occurrence and $2,000,000 aggregate. o District shall be included as additional insured on the CGL on a Primary, Non-Contributory basis (Including Completed Operations). o Additional Insured will be notified by architect within 30 days of insurance policy cancellation for reasons other than non-payment of premium. Additional Insured will be notified by architect within 10 days of insurance policy cancellation for non-payment of premium. Automobile Liability: o Limits of $1,000,000 each accident for owned, hired and borrowed and non-owned motor vehicles. o District shall be included as additional insured on the auto policy on a primary, non-contributory basis. o Additional Insured will be notified by architect within 30 days of insurance policy cancellation for reasons other than non-payment of premium. Additional Insured will be notified by architect within 10 days of insurance policy cancellation for non-payment of premium.

7 Workers' Compensation and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefits Insurance for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers Compensation Board. ACORD certificates are not acceptable. Architects & Engineers Professional Errors and Omissions Insurance $7,000,000 per occurrence / $7,000,000 aggregate for the professional acts of the consultant performed under the contract for the District. If written on a claims made basis, the retroactive date must predate the inception of the contract or agreement. Coverage shall remain in effect for two years following the completion of work. If the architect or engineer is providing or managing environmental services, the errors & omissions policy must be endorsement to include coverage for these services. Commercial Umbrella: o Limits of at least $5,000,000 occurrence and aggregate o Umbrella coverage must include all additional insured on a primary, non-contributory basis all entities that are additional insured(s) on the CGL. o Additional Insured will be notified by architect within 30 days of insurance policy cancellation for reasons other than non-payment of premium. Additional Insured will be notified by architect within 10 days of insurance policy cancellation for non-payment of premium. Waiver of Subrogation Architect waives all rights against the District for recovery of damages to the extent of these damages are covered by general liability, business auto, workers compensation, employers liability and umbrella. Hold Harmless and Indemnification Agreement To the fullest extent permitted by law, Architect shall indemnify, hold harmless and defend District, District s consultants and agents and employees of any of them from and against all claims, damages, losses and expenses including but not limited to attorneys fees arising out of or resulting from the performance of the agreement, provided any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting there from, and (b) is caused in whole or in part by any act or omission of the Architect or anyone directly or indirectly employed by it or anyone whose acts it may be liable pursuant to the performance of the agreement. Notwithstanding the foregoing, Architect s obligation to indemnify District, District s consultants, and agents and employees of any of them for any judgment, mediation or arbitration award or settlement shall extend only to the percentage of negligence of Architect or anyone directly or indirectly employed by it or anyone for whose acts it may be liable in connection to such claim, damage, loss and expense. In any and all claims against Architect or any of its agents or employees, the indemnification obligation under this paragraph shall not be limited by any limitation of amount or type of damages, compensation or benefits payable by or under workers compensation and benefit acts or other employee benefit acts. Performance Bond If required, these bonds shall be provided by a New York State admitted Surety Company, in good standing. The District shall be named as the obligee, and an original Power of Attorney, Corporate and Surety Acknowledgements must accompany the bond.

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