ORANGE COUNTY PUBLIC SCHOOLS

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1 ORANGE COUNTY PUBLIC SCHOOLS Contract Administration 6501 Magic Way Orlando, Florida (407) FAX (407) REQUEST FOR PROPOSALS PROTOTYPE ASSESSMENT SERVICES FOR THE SCHOOL BOARD OF ORANGE COUNTY, FLORIDA RFP NO Sealed responses addressed to the School Board of Orange County, Florida, Facilities Purchasing, Building, 100B, 6501 Magic Way, Orlando, Florida and marked, PROPOSAL FOR PROTOTYPE ASSESSMENT SERVICES FOR THE SCHOOL BOARD OF ORANGE COUNTY, will be received until 2:00 p.m., December 18, Submittals received after the specified time will not be opened or considered. Complete requirements are attached. Note:. All questions should be directed in writing to Kay K. Syed, Director, Facilities Contract Administration, Facilities Services, Building 100B, 6501 Magic Way, Orlando, Florida 32809, Fax Number (407) Contact with any employee of the School Board of Orange County, Florida or any members of the School Board, directly or indirectly prior to the decision on the ranking selection will be cause for disqualification. SCHOOL BOARD OF ORANGE COUNTY, FLORIDA BY Ron Blocker SUPERINTENDENT

2 1.0 PROJECT DESCRIPTION REQUEST FOR PROPOSAL PROTOTYPE ASSESSMENT SERVICES 1.1 General: The purpose of this RFP is to select a consultant to conduct a review of the prototype high school design and provide a detailed and verifiable cost and schedule assessment and assess options for optimizing the design and cost. Other prototype designs may be added to these services as determined and required by the School board. 2.0 SCOPE OF SERVICES 2.1 The required services shall include but not necessarily be limited to the following: The consultant will be responsible for developing a detailed and verifiable cost and schedule assessment of our current high school prototype design for Apopka High School Relief Our current high school prototype has approximately 377,297 gross square feet with 3029 student stations The consultant shall meet with OCPS and the prototype architect to review the costs and develop a list of potential options for optimizing the design. The consultant shall evaluate this list and determine the cost of the options; schedule impacts of each option and any other determining factor that may need to be considered in order make the best decision. Other considerations such as meeting the current building codes, maintainability and life cycle costs must also be included The consultant shall then meet again with OCPS and the prototype architect to review the various options for the prototype design, costs and determining factors and considerations The consultant shall develop a final report that summarizes the recommendations, costs and factors that would provide clear direction to the prototype architect CONTRACT TIME: Perform the work within 90 days after issuance of Notice to Proceed DELIVERABLES: the following items will be considered as deliverables pursuant to the final product and will trigger the allowed percentage of the fee: A. Detailed cost and schedule assessment and review meeting 50% B. Final Report 50% CA/PROSERV03/0626RFP/4/9/03 PAGE 2 RFP NO 0626

3 3.0 REQUIREMENTS OF CONSULTANT 3.1 Consultants must meet the following requirements: Requirements of the Request for Proposals (RFP) Consultants must be authorized to do business in the State of Florida Consultants must be able to demonstrate financial strength appropriate for this size project Proposals must be submitted to the School District on or before the time and date and at the place indicated in the RFP Proposals should be mechanically bound and should be limited to not more than 30 (8.5 inch x 11 inch) pages printed on one side, including covers, and dividers. Oversize pages will be counted as two pages, Submissions in excess of 30 pages will not be disqualified; however, clarity, conciseness, and brevity of this document will be evaluation criteria One original and seven copies of the Proposal must be submitted Proposals that have not been received by the School District on or before the scheduled receipt time, as set forth in the RFP will not be considered In accordance with Florida Statues, the selected Consultant will be required to make sworn statements regarding Public Entity Crimes A pre-negotiation meeting and negotiation meeting(s) will be conducted on the date and at the place to be specified at a later date. If agreement is not reached on this date, OCPS will terminate negotiations and proceed to the next ranked Consultant. At the school district s sole option, the negotiation cut off date may be extended Costs of participating in the selection process, including presentations to the Selection Committee or School Board, are solely those of the Consultant; OCPS will assume no responsibility for any costs OCPS reserves the right to waive informalities and to terminate the selection process. 4. REQUIRED INFORMATION AND FORMAT Proposals 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 Consultant. Letter shall include specific reason(s) why Consultant would be the best choice for the specified project Table of Contents CA/PROSERV03/0626RFP/4/9/03 PAGE 3 RFP NO 0626

4 4.3. Compliance Information This is a compliance section and carries no evaluation points. Consultants must meet minimum criteria as specified to receive further consideration. Submittals shall include the following: The Consultant must be properly certified by the Florida Secretary of State to do business in Florida Provide a copy of certificate for proper incorporation from Florida Secretary of State State if Consultant is a corporation, joint venture, or partnership The Consultant must have been in continuous business for a minimum of five years State number of years in business Financial Capabilities: The Consultant shall demonstrate that they have the necessary financial resources to provide the services Financial Statement: For the firm and/or its equity participants, indicate Working Capital Ratio, Profitability, and Return on Assets Ratio. Include in your submittal a copy of the most recent audited financial statement Litigation and Past Contractual Obligations: The Consultant must have an acceptable history of working proactively to avoid litigation and maintaining contractual relationships with past clients for similar services: Describe all litigation (include the court and location) of any kind involving the Consultant, its officers or directors within the last five years List of past contractual obligations in the last five years whereby contract with Consultant was terminated or not renewed. 5. SCREENING CRITERIA (100% TOTAL) The Selection Committee will objectively evaluate the consultants abilities in accordance with the criteria listed below: 5.1 Experience of Consultant in Providing Similar Services (25%) Major consideration will be given to the successful completion of previous services comparable in scope and complexity. Describe similar services that your organization has completed with particular attention to public sector and public school assignments. List at least five current or recently CA/PROSERV03/0626RFP/4/9/03 PAGE 4 RFP NO 0626

5 completed projects, which best illustrate the experience of the consultant and current staff which you have proposed for this project. Do not list more than one reference per entity. Include the following for each: Name and location of the project The nature of the consultant s responsibility on the project Name, address, telephone, facsimile number, and address of client Date project was completed or is anticipated to be completed Size of project (construction value) Services for which the consultant s staff was responsible Present status of the project Consultant s key professionals involved on the project and who of that staff would be assigned to the project covered by this RFP. 5.2 Experience of Staff (20%) Provide the names of staff who will be assigned to this project along with their qualifications and experience. Describe why they are particularly suited for this engagement. Additionally include the following for each staff member listed: a. Percentage of time to be assigned full-time to this Project. b. How many years with this consultant. c. How many years with other consultants. d. Resumes and Credentials. e. Description of proposed role for staff member. Because consultants will be evaluated based on the experience and qualifications of their entire stated team, no changes in team composition will be allowed without prior written approval of OCPS. 5.3 Implementation Plans (30%) The consultant shall clearly describe its plan for performing the specified services including the following: Time frames for specific tasks to be performed and completed with the identified parties responsible noted Discuss the consultant s methodology for performing each task identified in section Information and other requirements expected of OCPS Identify any potential problems you anticipate. CA/PROSERV03/0626RFP/4/9/03 PAGE 5 RFP NO 0626

6 5.4 Cost of Services (15%) The consultant shall provide a consultant fixed lump sum fee to provide services specified. Additional services shall be submitted based on hourly labor rates and an agreed upon fee. Submit hourly rates that include overhead for staff members and proposed fee in the form of a percentage The consultant must use the formats provided in Attachment A to submit its cost proposal in response to this RFP. The proposal should provide that a sufficient amount of resources (number of hours and level of staff expertise) are allocated to ensure a quality product. The consultant also must provide for each staff member on the project the following information: name, total hours, billing rate, and total fees The total cost must reflect all deliverables including but not limited to estimates, assessments, report draft, status reports, site visits, fieldwork, final report, presentations addressed in this contract, and expenses associated with the deliverables required in Section of this RFP. 5.5 Minority and Local Developing Business History: (10%) The Committee will evaluate whether a firm is a certified minority/women owned business (M/WBE) and/or a local developing business (LDB) as well as their history in actual achievement of participation levels established by OCPS or other entities. A. Indicate if firm is a minority/women owned business and provide copy of appropriate State of Florida, National Minority Supplier Development Council, Orange County, or City of Orlando certification. B. Indicate if firm a local developing business is and provide a copy of the Greater Orlando Aviation Authority certification or a completed copy of the OCPS LDB Eligibility form Name firm s minority/women owned business associate(s) and provide copy of appropriate State of Florida, National Minority Supplier Development Council, Greater Orlando Aviation Authority, Orange County, or City of Orlando certification. Include description of proposed services and planned percentage of dollars work for this project in a table format as illustrated below. MWBE Associate Description of Proposed Services Planned Percentage of Dollars Work Name firm s LDB business associate(s) and provide copy of appropriate OCPS or Greater Orlando Aviation Authority certification. Include CA/PROSERV03/0626RFP/4/9/03 PAGE 6 RFP NO 0626

7 description of proposed services and planned percentage of dollars work for this project in a table format as illustrated below. LDB Associate Description of Proposed Services Planned Percentage of Dollars Work Indicate firm s past experience in meeting goals for M/WBE and LDB participation on the five (5) most recent projects in a table format as illustrated below. The OCPS MWBE participation goal for this project is 15%. The OCPS LDB participation goal for this project is 10%. In addition to the information provided for this requirement, data related to goal achievement on OCPS projects may be provided to the Committee for evaluation purposes. Last 5 Projects MWBE Firm(s) Description of Services Contract Value Amount spent with MWBE Percentage Last 5 Projects LDB Firm(s) Description of Services Contract Value Amount spent with LDB Percentage 6.0 INTERVIEWS 6.1 At the scheduled interview, each short-listed firm shall provide additional information about its firm and operations as may be required by OCPS. This additional information shall include: References (10%) The firm must demonstrate a positive relationship with prior clients on similar projects The firm shall submit written recommendations from previous owners and discuss their strategy to provide a positive working relationship with OCPS. This strategy must include actual examples of how the firm has demonstrated their cooperation with other Owners. OCPS reserves the option of contacting any of the references provided to confirm information provided OCPS staff will provide input on a firm s past work performance and information from the OCPS evaluation process if available. CA/PROSERV03/0626RFP/4/9/03 PAGE 7 RFP NO 0626

8 6.1.2 Overall Quality of Team (20%) The consultant shall discuss how the integral professional components required will be accomplished. The consultant shall describe related past experience of team members and the work that the team will be assigned Management and Planning Quality of Procedures and Organizational Structures Proposed for Completion of Work (30%) The consultant shall discuss the procedures that will be used to provide the required services and how the consultant manages and plans to implement and provide required deliverables Discuss logistics and resources available to complete work specified Provide samples of work for one or more similar projects cited as reference that is representative of the requirements of this RFP Project Scheduling (20%) As part of the project approach, the consultant shall propose a scheduling methodology for effectively managing and executing the work in the optimum time. The consultant shall indicate its procedure for scheduling and for compliance controls Provide Other Information Which You Deem Pertinent (10%) Consultants shall provide any other information in a concise format, which may be pertinent to your submittal and qualifications to perform the required services MWBE and LDB Implementation Plan (10%) The firm shall propose their plan to achieve the MWBE and LDB goals. Discuss areas of opportunities for MWBE and LDB participation, programs utilized to encourage participation and any other pertinent information related to this area to demonstrate commitment to a successful program. 7.0 SELECTION PROCESS: 7.1 The Selection Committee may consist of representatives (or designee) as determined by OCPS. 7.2 The Selection Committee will review all proposals received on time that are responsive to the solicitation requirements and determine the Consultants with the highest score using the selection criteria established for the engagement. CA/PROSERV03/0626RFP/4/9/03 PAGE 8 RFP NO 0626

9 7.3 The Selection Committee will conduct evaluations and will establish ratings for each Consultant in accordance with the scoring criteria established for the RFP. Consultants will be evaluated based on the specified criteria. A preliminary ranking of Consultants will be determined. 7.4 The School Board of Orange County will consider and approve the order of the selection of the Consultants based on the recommendation of the final Selection panel. 7.5 A contract will be negotiated with the selected Consultant that has been approved by the School Board. 8.0 SCHEDULE 8.1 Proposals are due in the Contract Administration Office and directed to Kay K. Syed, Director, Contract Administration, Facilities Services, Building 100B, 6501 Magic Way, Orlando, Florida by 2:00 p.m, December 18, Based on evaluations of Statements of Qualification, Consultants may be interviewed on or around January 22, 2007, at times to be determined. The order of the interviews will be chosen by lot and the Consultants so notified. 8.3 The above dates and times are subject to change. All changes (including amendments) will be posted to the Contract Administration website as it becomes available for all phases of this project. 9.0 GENERAL INSTRUCTIONS: 9.1 Submit in a sealed envelope in accordance with instructions contained in the Request for Proposals (RFP). Submittals are to be clearly marked with the RFP number and the Consultants name and address on the outside of the sealed envelope. 9.2 Furnish the number of copies as instructed in the RFP. 9.3 The response shall contain manual signature of an authorized representative of the responding Consultant. 9.4 Responses received after the receipt time noted in the RFP will be returned unopened to the proposer. 9.5 The District is not liable for any costs incurred by the proposers prior to the issuance of an executed contract. 9.6 Consultants responding to the RFP shall be available for presentations and interviews to the District s Selection Committee. 9.7 The contents of the proposal of the successful Consultant may become part of the contractual obligations. 9.8 Proposals shall respond to each item noted in sections 4.0 and 5.0 in the order noted. 9.9 Proposals shall be typed. All corrections made by the proposer prior to the opening shall be initialed and dated by the proposer. No changes or corrections will be allowed after proposals have been opened. CA/PROSERV03/0626RFP/4/9/03 PAGE 9 RFP NO 0626

10 9.10 Questions: Questions: Any questions concerning the RFP should be directed in writing to the Facilities Contract Administration Section, Orange County Public Schools. All requests for information shall be submitted no later than seven (7) days prior to the RFP receipt date in writing to Kay K. Syed, Director, Contract Administration. Fax number (407) Only the interpretation or correction so given by the Contract Administrator, in writing, shall be binding and prospective Consultants are advised that no other source is authorized to give information concerning, or to explain or interpret the RFP and the selection process. All such interpretations and supplemental instructions will be in the form of written Addenda to the RFP Selection committee members, school board members and school board personnel (except the Contract Administrator) are not to be contacted prior to the School Board s decision to approve or reject the Selection Committee s recommendation. At the District s discretion failure to comply with this requirement will be grounds for disqualification Specifically, this NO-CONTACT PERIOD shall commence on the initial date of the advertisement for Request for Proposals and continue through and include the date the Orange County School Board makes its determination to approve or reject the Selection Committee s recommendation Failure to meet any of these requirements may disqualify your Consultant from consideration TERMS AND CONDITIONS: 10.1 The District reserves the right to accept or reject any or all submittals in the best interest of the District. The School Board of Orange County, Florida reserves the right to waive any informalities in the selection process. It is mutually understood and agreed that the nature, amount and frequency of the Services shall be determined solely by Owner and that Owner does not represent or guarantee unto Consultant that any specific amount of services will be requested or required of Consultant pursuant to this RFP The District reserves the right to award the contract to the next most qualified consultant if the successful consultant does not begin the contracted services within thirty (30) calendar days of acceptance by the School Board, or if an acceptable fee cannot be negotiated Proposals which do not comply with these instructions or that do not include the requested data may not be considered The successful Consultant shall not discriminate against any person in accordance with Federal, State or local law It is the sole responsibility of the submitting consultant to ensure submittals are received at the proper place on or before the time and date required, and in the format stated. CA/PROSERV03/0626RFP/4/9/03 PAGE 10 RFP NO 0626

11 10.5 A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list EQUAL EMPLOYMENT OPPORTUNITY: The School Board of Orange County, Florida, does not discriminate in admission or access to or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, handicap or any other reason prohibited by law. The Equal Opportunity supervisor responsible for compliance is Babara Jenkins, and she may be contacted at 407/ Any person who is adversely affected by a decision of the Orange County School District concerning this procurement shall file a Notice of intent to protest, in writing within 72 hours after the notice of decision is posted, excluding Saturdays, Sundays, and legal holidays. A formal written protest shall be filed no later than 10 days after the notice of intent to protest is filed. The formal written protest must be accompanied by a bid protest bond in the amount of $25,000 or 2% of the lowest accepted proposal, whichever is greater. Any person who is adversely affected by the terms, conditions, or specifications set forth in this Request for Qualifications shall file a notice of intent to protest, in writing within 72 hours after the solicitation document [RFP] is posted, excluding Saturdays, Sundays, and legal holidays. A formal written protest shall be filed no later than 10 days after the notice of intent to protest is filed. The formal written protest must be accompanied by a bid protest bond in the amount of $25,000. The notice of intent to protest and formal written protest shall be filed with Kay K. Syed, Director of Contract Administration, 6501 Magic Way, Orlando, FL The formal written protest shall state with particularity the facts and law upon which the protest is based. Failure to file a protest within the time frames or in the manner Described above, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes By making a submission, it is understood and agreed that the submitting entity consents to OCPS contacting any parties referenced in the entity s response including but not limited to all clients and references herein. END OF RFP CA/PROSERV03/0626RFP/4/9/03 PAGE 11 RFP NO 0626

12 Attachment A Required Cost Proposal Format Each consultant must state its proposed charges to OCPS using the format described in the following tables. Each consultant's charges must include the entire cost of providing the services identified in this RFP. This must include a detailed description of personnel, by name and title, and hours each will work on that specific area of the project. Date: Name of Consultant: Name of Subcontractor(s): Signature and Title of Consultant or Subcontractor(s): Position Name of Person # of Hours Billing Rate Total Fees Position Position Describe Other Expenses: TOTAL LUMP SUM FEE Additional Services Hourly Rate Maximum number of hours available at this rate Expiration Date of this hourly rate 1

13 NOTICE THE SCHOOL BOARD OF ORANGE COUNTY, FLORIDA PUBLIC ANNOUNCEMENT FOR PROTOTYPE ASSESSMENT SERVICES The School Board of Orange County, Florida announces that Requests for Proposals will be accepted for the engagement listed below. ENGAGEMENT NAME AND NUMBER: PROTOTYPE ASSESSMENT SERVICES, RFP #0626 DESCRIPTION: Provide PROTOTYPE ASSESSMENT SERVICES as specified. OCPS CONTACT: Kay K. Syed (407) PROPOSALS ARE TO BE SENT TO: Orange County Public Schools Contract Administration 6501 Magic Way, Bldg. 100 B Orlando, FL PROPOSAL DUE DATE: December 18, 2006 at 2:00 p.m. Requirements: Interested firms are required to comply with all requirements of the Request for Proposal (RFP). A copy of the RFP and any and all clarifications issued shall be obtained from our web site Copies of the RFP may also be picked up at the above address (during the hours of 8:00 a.m. to 11:30 a.m.) or upon written request will be mailed to interested firms. Written requests for a copy of the RFP must be faxed to (407) Furthermore, all Notices concerning this solicitation and award shall be posted to the aforementioned web site. These Notices shall include, but are not limited to amendments, short list meeting dates and times, presentation meeting dates and times, intended decision and decision information. Equal Employment Opportunity: The School Board of Orange County, Florida, does not discriminate in admission or access to, or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, handicap or any other reason prohibited by law. The Equal Opportunity supervisor responsible for compliance is Barbara Jenkins, and she may be contacted at 407/