REQUEST FOR QUALIFICATIONS

Transcription

1 REQUEST FOR QUALIFICATIONS Architectural/Engineering Services Danbury Independent School District To include services for: Long-Range Facility Planning Bond Planning Facility Programming, Design and Contract Administration

2 Table of Contents Notice to Interested Firms... 3 Critical Dates... 4 General Scope of Services... 5 Selection Process... 6 Information and Disclosures... 7 Attachment A General Information...8 Personnel...9 Professional Services Project Consultants...9 Project Management Plan...10 Relevant Experience...11 Attachment B Supplemental Forms...12 Declaration of Commitment and Authenticity

3 I. NOTICE TO INTERESTED ARCHITECTURAL FIRMS The Danbury Independent School District (District) is receiving Request for Qualification (RFQ) for selected architectural/engineering services. RFQ responses are requested from qualified architectural firms in an effort to assist the District in selecting a firm(s) to provide services which include: Long-Range Facility Planning Bond Planning Facility Programming, Design, and Contract Administration The District reserves the right to adjust the Scope of Services and completion schedule for services based on District budget and needs. Each respondent will be asked to complete a Summary of Information/Qualifications, which illustrates the firm s general information, experience, financial information, available services, philosophy, personnel, and references (Attachment A ). A Selection Committee of the District s Administrators will evaluate this information. This committee may then select a firm(s) to be interviewed by the Selection Committee. Your RFQ response should be submitted in a sealed envelope containing a bound 3-ring binder following the same order of Attachment A with tabs for each section. Five (5) copies of the binder must be included in proposer s submittal. One must be clearly identified on cover as ORIGINAL ; all submittals become the property of the District and will not be returned. You are strongly encouraged to refrain from lengthy responses and provide direct, accurate, complete, and succinct answers for each question. When appropriate, base your answers on the office or offices that are most relevant to the project and on the personnel proposed for the project. Any RFQ received later than the specified time, whether delivered in person or mailed, shall be disqualified. The RFQ may be withdrawn or revised prior to the scheduled time for opening, provided request for such withdrawal is received in writing before the time set for opening. 3

4 The District reserves the right to hold all RFQ s for ninety (90) days from the receipt date without action, to reject any/or all RFQ s, to accept any RFQ or any combination of RFQ s, and to waive any informalities as needed to best serve the goals and objectives of the District. Responses to this invitation may be subject to release as public information unless the response or specific parts of the responses are exempted from public disclosure under the Public Information Act. Firms responding to the RFQ shall be responsible for any cost incurred in the preparation of qualifications and participation in the evaluation process. There is no expressed or implied obligation by the District to reimburse any individual or firm for any costs incurred in preparing or submitting qualifications, for providing additional information when requested by the District, for participating in any selection demonstration/interviews, or contract negotiations. Contact with any member of the Board of Trustees, Administration, or other district employees and representatives prior to final selection of a firm are expressly prohibited. Direct any comments or questions in writing to: Glenda K. Moore, Director of Business Services at the address below. All applicants will be notified of final selection once a successful contract has been negotiated. II. CRITICAL DATES RUN ADVERTISEMENT: January 23, 2015 February 6, 2015 RFQ INSTRUCTION PACKET RELEASED BY DANBURY ISD: January 22, 2015 RFQ QUESTIONS & CLARIFICATIONS: Received in writing no later than February 13, 2015 to: Glenda K. Moore, Director of Business Services 5611 Panther Drive, Danbury, TX Glenda.Moore@danburyisd.org Fax: (979) RFQ DUE DATE: February 18, :00 PM CST EVALUATION AND INTERVIEW TIME LINE: Target February 23 February 27,

5 III. GENERAL SCOPE OF SERVICES A. Long-Range Facility Planning (Plan) and Bond Planning Services It is expected that a single firm will be selected for the purpose of providing Long-Range Facility Planning and Bond Planning Services prior to the calling of a bond election. The District intends to select, from the qualified responders, a firm who will produce a comprehensive 10-year strategic Long-Range Facility Plan. This firm and the Plan will be used to provide Bond Planning Services and support informative presentation materials for the District. All materials produced will be used by the District to present and communicate the long-term needs of the District to staff and to the District s communities. The firm selected will provide Long-Range Facility Planning and Bond Planning Services to include at a minimum: 1. Review, research, analyze, and validate the District s need for future facilities/buildings to serve the District s growth. 2. Provide the District with updated architectural programming and project space planning of existing facilities. 3. Provide research and data to substantiate needs of the District to pursue a future bond referendum. 4. Summarize findings and recommendations with a comprehensive 10-year strategic Long- Range Facility Plan for existing and projected District facilities. The Plan should include timing and estimated project costs. 5. Produce public educational bond planning materials and multimedia presentations as required to communicate to the District s Board of Trustees and educate the District s community concerning future facility needs as addressed in the 10-year strategic Long-Range Facility Plan. 5

6 B. Facility Programming, Design, and Contract Administration It is anticipated that the same firm will also provide Basic Architectural Services including but not limited to: Site Acquisition Evaluation Project Scope Programming Schematic Design Design Development Energy Modeling Contract Documents Administration of the Construction Contract Project Close Out & Warranty IV. SELECTION PROCESS A Selection Committee of the District s Administrative staff will review submitted RFQ s. The committee will select a short list of respondents who may be interviewed by the Selection Committee. Additional information may be requested from firms selected. The District anticipates selecting a single Architectural Firm for Long-Range Facility and Bond Planning. The District retains the option to select multiple firms to perform Facility Programming, Design, and Contract Administration on a project by project basis. The Selection Committee will submit recommendations for finalists to the Superintendent and Board of Trustees. Finalists will present their firm to the Board of Trustees at a scheduled Board meeting. The Board will make a selection based on the evaluation of the firm s qualifications, presentation, and recommendation of the Superintendent and Selection Committee. Based on each firm s qualifications and the District s needs and funding, the District will negotiate a contract for individual projects with one of the selected firms. If the District is unable to reach a contract agreement with a selected firm, the District will terminate discussions and proceed to the next firm deemed most appropriate. All contract revisions and approvals are subject to approval by the District s legal counsel and the District s Board of Trustees. 6

7 V. DANBURY ISD INFORMATION AND DISCLOSURES 1. Danbury ISD reserves the right to withdraw this RFQ or to accept or reject any Proposal or any part thereof or any combination of Proposals and to waive any or all formalities. All responses in the Proposal may be used by the District in the selection process. The District reserves the right to verify the accuracy and completeness of all responses by utilizing any information available to the District without regard to whether such information appears in the Proposal. 2. By submitting a proposal, each Architectural/Engineering Firm agrees to waive any claim it has or may have against Danbury ISD, its Trustees, agents and employees, and reference sources, arising out of or in connection with the administration, evaluation, or recommendation of any proposal; waiver of any requirements in the Request for Qualifications; acceptance or rejection of any proposal and award of a contract. 3. Neither the District s receipt of one or more responses to the RFQ, and/or the District s commencement of negotiation with the top evaluated Architectural/Engineering Firm confers any rights under the RFQ on any Architectural/Engineering Firm or obligates the District in any manner. 4. The District reserves the right to award or not award a contract for Architectural/Engineering services after the date for delivery of responses to this RFQ. 5. The District reserves the right to award a contract (or contracts) to the responding Architectural/Engineering Firm (or Firms) that is (are) found to be the most highly qualified provider(s) of services on the basis of demonstrated competence and qualifications and then attempt to negotiate a fair and reasonable price. If a satisfactory contract cannot be negotiated with the most highly qualified provider of Architectural/Engineering services, then the District may proceed in accordance with the Texas Education Code, Section (b). 6. The District is under no obligation regarding this RFQ until a written contract is executed by the Architectural/Engineering Firm or Firms, approved by the Danbury ISD Board of Trustees, and if approved by the Danbury ISD Board of Trustees, thereafter signed by the Danbury ISD Superintendent. A contract will not be formed until each of these aforementioned events have occurred. The Danbury ISD Superintendent reserves the right to refuse to sign a contract following approval by the Danbury ISD Board of Trustees for any reason or for no reason. 7. The District reserves the right to waive minor irregularities and technicalities in any and/or all of the responses to this RFQ. 8. The District reserves the right to negotiate modifications to the proposed Consultants. 9. If the District enters into any contract following the receipt of responses to this RFQ, the resulting contract will incorporate: The Architectural/Engineering Firm s response to this RFQ, all correspondence regarding the RFQ and/or the response, all addendums to the RFQ, and all information relied upon during negotiations before contract formation. 10. The Architect/Engineer should be prepared to sign AIA Document B , Standard Form of Agreement Between Owner and Architect, as modified by the District. 11. After receipt of responses to this RFQ, the District reserves the right to solicit additional information from any and/or all responding Architectural/Engineering Firms. 7

8 ATTACHMENT A REQUIRED INFORMATION TAB ONE: GENERAL INFORMATION Provide the following information about your firm: o Firm name o Corporate address and branch office addresses (if applicable) o If multiple offices, which office will be the primary office responsible for the Danbury ISD project? o Website o Type of organization (Sole Proprietorship, Partnership, Corporation, etc.) o Former company name(s), if any, and year(s) established o Year present firm established o Name of parent company, if any o List firm owner(s) and city/state of residence o Contact person for this RFQ, title, Texas registration number (if applicable), telephone and In the past five years (including time under former names/ownership structures), have there been or are there currently any judgments, claims, arbitration/mediation proceedings or suits against your firm or its officers? If yes, please attach details of each. Firm must provide a financial statement for each of the past three years. A balance sheet does not meet this criterion. Provide your firm s banking institution, contact person and phone number. Professional Liability Insurance Information: o Provide insurance agency name and contact information o Describe limits per project, limits in aggregate and deductible o Include a copy of your firm s current loss run ratio from your Professional Liability Insurance carrier. 8

9 TAB TWO: PERSONNEL Provide an organizational chart that clearly describes your firm's project organization with supervisory reporting. Provide a list of assigned staff to Danbury ISD and briefly discuss their roles on the project. Include professional resumes for key personnel and their responsibilities for the duration of the contract. Indicate the education and professional licensing of each person as it relates to this project. Include a list of previous projects, similar in size and complexity, to the Danbury ISD project. TAB THREE: PROFESSIONAL SERVICES Please check all services your firm provides in-house and list any others not listed here. O Planning O Architectural Design O Construction Documents O Civil Engineering O MEP Engineering O Technology Design O Security Design O Structural Engineering O Construction Administration O Educational Specifications O Technical Specifications O Cost Estimating Who would your firm propose as a consultant firm for the following areas, and how long have you worked with this consultant? O Structural Engineering O MEP Engineering O Civil Engineering/Landscaping O Technology Design O Security Design O Kitchen O Roof O Acoustical O Bond Planning/Public Relations What software, if any, would be used by your firm to gather data and produce the facility assessment? What are the benefits to Danbury ISD? What software will be used by your firm to produce construction documents? What are the benefits to Danbury ISD? 9

10 TAB FOUR: PROJECT MANAGEMENT PLAN Include a plan describing how your firm would manage a district-wide facilities assessment for Danbury ISD and how you would support the District in future bond planning, working with committees and voter communications. Following a successful bond referendum, provide information on how your firm would work with the District on programming and design. Discuss your firm s construction administration services and procedures. 10

11 TAB FIVE: RELEVANT EXPERIENCE What experience does your firm have working within a 50-mile radius of Danbury ISD in the last five years? And, state specifically: Number of educational projects completed during this time frame in this region Number of projects currently in progress in this region List five K-12 public educational districts where your firm has completed a comprehensive facility assessment in the past five years, including: Client name Date of completion Number of facilities included Areas assessed Client contact information List five K-12 public educational districts where your firm has completed either new construction or renovation projects in the past five years. Include: Client name Name of project(s) Date(s) of completion Final cost(s) Square footage(s) Short description of the project(s) Client contact information List three K-12 public educational districts where your firm is currently working. Include: Client name Name of project(s) Estimated date(s) of completion Budget(s) Estimated size(s) Short description of the project(s) Client contact information END OF QUESTIONNAIRE 11

12 ATTACHMENT B See attached forms for submission State of Texas Bid Requirement Page Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions W-9 Form Residency 12

13 STATE OF TEXAS BID REQUIREMENT PAGE (Must sign acknowledgement below and identify exceptions) Vendors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. Bidder certifies that the company complies with Executive order 11246, entitled "Equal Employment Opportunity", as amended by Executive Order and as supplemented in Department of Labor Regulations. VENDOR NON-COLLUSIVE BIDDING By submission of this bid or proposal, the Bidder certifies that: a) This proposal has been independently arrived at without collusion with any other Bidder or with any Competitor. b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids, or proposals for this project, to any other Bidder, Competitor or potential Competitor. c) No attempt has been or will be made to induce my other person, partnership or corporation to submit or not to submit a bid or proposal. d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the Statements contained in this certification, and under the penalties being applicable to the Bidder as well as to the person signing in its behalf. CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ) Vendors are required to report business relationships at the time they begin contract negotiations or are solicited for bids or proposals. A vendor must disclose any business relationship with a district officer that might cause a conflict of interest. Vendors have 7 business days to file the Ethics commission s Conflict of Interest Questionnaire (form CIQ) or face the possibility of a Class C Misdemeanor. Vendor has no known Conflict of Interests with the District Vendor has a known Conflict of Interest and will be attaching a copy of the CIQ FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History of Contractor states: a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. c) This section does not apply to a publicly-held corporation. Please check off one box and sign the form in the appropriate space(s): My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable. My firm is neither owned nor operated by anyone who has been convicted of a felony. My firm is owned and operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): Details of Conviction(s): INSURANCE REQUIREMENTS REQUIRED FOR WORK PERFORMED ON DISTRICT PROPERTY The vendor shall carry Statutory Workmen s Compensation Insurance, Comprehensive General Liability Insurance covering premises operation and Contractor s Liability in the amount of $100,000/$300,000 for bodily injury and $100,000 each accident property damage and Automobile Liability covering all owned, non-owned, and hired vehicles in the amount of $100,000/$300,000 bodily injury and $100,000 each accident property damage. Certificates of Insurance shall be delivered to the Purchasing Department before work is commenced. Upon award of bid, the vendor shall supply purchasing proof of insurance, in the manner prescribed by the Texas Worker s Compensation Commission, informing all persons providing services on the project that they are required to be covered, and station how a person may verify coverage and report lack of coverage. The undersigned agrees to fully comply in strict accordance with the above requirements, terms and specifications Acknowledgment by Signature Printed Name Company Date 13

14 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations regarding suspension/debarment rules in 7 CFR Part 3017, Section 3017 Subpart C. The regulations were published in the November 26, 2003, Federal Register. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS BELOW) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Name and Title of Authorized Representative Signature Date INSTRUCTIONS FOR CERTIFICATION By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion--Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 14

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16 V. DECLARATION OF COMMITMENT AND AUTHENTICITY REQUEST FOR QUALIFICATIONS Danbury Independent School District RFQ NO: In submitting this Request for Qualification (RFQ) for architectural/engineering services, the responding firm acknowledges that if selected they will in good faith seek to negotiate a contract with the District. Further, the responding firm attests that the information provided represents the firm here named, the information is true and accurate, and the responder has made no attempt to mislead or misinform the District. Until a contract resulting from this process is executed, no employee, agent or representative of respondent, their staff or consultants shall make available or discuss its proposal with the press, elected or appointed official, or any employee, agent or other representative of the District, unless specifically instructed otherwise by the Danbury ISD Superintendent of Schools, Greg Anderson. The information provided within this application I believe to be true and representative of the firm for which it is submitted. Firm Signature of Firm s Representative Date Printed Name Title 16