PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey REQUEST FOR PROPOSAL (RFP) Architectural Services

Transcription

1 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey REQUEST FOR PROPOSAL (RFP) Architectural Services RFP Submission Date: Thursday, April 17, :00 am

2 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey REQUEST FOR PROPOSAL (RFP) TECHNICAL SPECIFICATIONS Mr. Gary Ottmann Business Administrator Purchasing Agent

3 PLAINFIELD BOARD OF EDUCATION Business Office Plainfield, New Jersey REQUEST FOR PROPOSAL ARCHITECTURAL SERVICES RFP A. PURPOSE The Plainfield Public School District is soliciting Requests for Proposals (RFP) from Architectural and/or Engineering ( A&E) firms to provide district wide consultant services for the district facilities. The District will select one or more individuals/firms to provide services for the wide range of services required on an as needed basis. The district expects to contract with large, small and multidiscipline firms to service the district s project needs. B. SCOPE OF SERVICE The requirements are directed toward supporting the District s maintenance program, the long range facility plan, the desire to continue constructing new schools, planning, investigations, correcting deficiencies and enhancing its school facilities and properties; owned, leased and future occupancy sites, per regulations. The District s program requirements and budget shall be the driving force for all its facilities requirements. The firm shall organize each undertaking into the most cost-effective solution that addresses the task at hand providing cost estimates and alternate solutions when requested. Some of the more minor items would be handled under quotation arrangements that reduce their overall cost. Others are restricted by law to use formal bidding under N.J.S.A. 18A: 18A and the most recent DOE regulations. There are two scopes of work; the first scope of work could include but not be limited to the following services: Liaison with the New Jersey Department of Education (DOE), the Schools Development Authority (SDA), the District and other governmental agencies; Abbott Facility and Early Childhood and Technology Projects completed and future; both DOE and SDA; Review and upgrade of the LRFP (Long Range Facilities Plan) ; Review all district goals-assessment of educational programs, present to future; Inventory and analyze all district sites- school space and capacity analyses; Review demographics and develop sending areas Provide new floor plans submit electronic and hard copies to the district; Existing structure investigations and assessments including all preschool contracted providers and contracted special education sites for code compliance; Develop deficiency correction projects; include program and physical plant upgrades; Estimated budget for each project; Project priority year assignment, coordinated with projects currently scheduled; Review existing and projected enrollments - update all demographics; B. SCOPE OF SERVICE (Continued) 1

4 Develop new sending areas based upon enrolment projections and new school construction; Review NJDOE software-report district information as required; Assessment of existing and proposed programs provide excess FES ( Facilities Efficiency Standards ) justification; Organize community workshops and public meetings; Complete initial draft of NJDOE required reports use software when available; Presentation to Board District Operations committee; Presentation to Board, Committee of the Whole & Public meetings two sessions minimum; Prepare, organize, and print and final document reports based upon all comments and findings - submit to Board for approval; Provide up to twenty five copies and one complete electronic copy of completed work to district; at no extra charge Minimum Weekly site visits with all parties involved Work with other District professionals Conduct feasibility studies when requested. Assist with the district s security and safety programs Existing structure, civil, environmental investigations and assessments Energy evaluations and grant applications Mitigation of Emergency Situations-emergency response to site required Maintenance Safety Training OSHA-PEOSH Variance Applications and planning/zoning board presentations Referendum Planning and Support Litigation Support to the Board Attorney Construction Contract support to the Board Attorney and special counsels Long Range Facility and Maintenance Plans Project - Construction Management and Coordination Assistance with Small Repair and Maintenance Projects Full Range of the more typical Architectural Design and Engineering services from Educational Specifications through Construction observation, administration and completion. Obtain all necessary permits and licenses All requested Architectural and/or Engineering Services to address any district project not listed above The second scope of service is unique and continues the District s Maintenance Program This program allows for the continued district goal of improved efficiency and performance in all facility systems. It will also provide an aesthetically pleasing and sound atmosphere that is conducive to learning. Improved conditions result in a safer, cleaner and healthier environment which should increase learning potential. Improved conditions also result in cost savings. 2

5 The Plainfield School District s maintenance program will continue to undertake facility maintenance improvements, replacements and repairs for the elimination of substandard conditions. In addition, it will take corrective action to achieve code compliance, improvements and upgrades for the purpose of keeping a school facility open and safe for use or in its original condition (P.L. 2000, Chapter 72). The maintenance program is district wide and included on an as needed basis. Improving the aesthetics, function, safety and code compliance of our facilities. The general scope of service descriptions are listed below and represent services usually requested by the Plainfield School District. These are representative of the type of assignments the professional might anticipate, but not limited to these items only. a. Survey of Existing Conditions Requiring Correction at One or More Facilities: The observation and recording of conditions at each specific building, and formulating a cost analysis for budgetary purposes. There may also be a need for follow-up investigations by specialists or engineers based on the observations made in the initial inspection. The firm shall assemble the disciplines required to address the task in a logical and cost effective manner. These specialists shall be contracted by the district firm as required and approved. The district s payment for these services shall be to the district firm for the actual cost paid by the district s Architectural / engineering firm to the specialist with no mark up and at a rate not to exceed the hourly rate approved on the bid proposal form submitted under this RFP. Fixed deadlines shall be established for performances of services. b. Meeting with Administrative Staff (Office of Building Services): The district scheduling of coordination meetings in which the A & E firm(s) receives direction from the District, and conveys any important issues that have been discovered. Preliminary sketches may be required as well as attending District Board of Education and operations meetings. 3

6 c. Availability for ( NON ) Emergencies: The A & E firm shall be available on site for situations that arise on an emergency basis. The use of modern technology; pagers, cell phones, , fax machines etc. shall be required for an immediate communication response. The Department of Building Services and the nature of the emergency will determine on site response time required. For non-emergencies the firm shall return phone calls the same school day they were placed, and be able to meet in the school district when required by the Facility Director. d. Evaluations of other Contracts, Bids and Contractor Claims: The specific nature of each inquiry will require the A & E firm (s) to spend time at the school site or the archives, recording and measuring existing conditions, or otherwise gathering enough data upon which to render the evaluation that has been requested. e. Supplementary ( Non ) Professional Services: The other services to be hired directly by the District or A & E firm (s). The A & E firm (s) shall assist, when requested, in locating the appropriate service sources, getting quotes, and recommending a manner in which to proceed. The District shall either pay directly or be billed by the A & E firm (s) at direct cost. f. Construction and Maintenance Projects: The A & E firm (s) should use a full service approach, which is in the District s best interest, unless abbreviated services are determined to adequately provide sufficient work and protection. The architect shall report directly to and be accountable and responsible to both Business Administrator & Director of Facilities or his duly appointed designee. g. Construction Management / Observation: This work may include but not be limited to, construction inspection and supervision to assure compliance to approved district plans and specifications. Review all submittals, materials, schedules, attend job and pre-construction meetings, review and process all close out items and establish a punch list for project completion on any and all district run projects. This includes projects commissioned by others when required. Coordinate all activities with other contracted management firms. h. Billing: The A & E firm (s) shall provide a consolidated computerized invoice for each requested service. Each invoice shall include an itemized account of the cost and other expenses as well as the type of each service performed. The A & E firm (s) shall not start any work without a written authorization from the Business Administrator and/ or Director of Facilities or his designated agent. i. Documents: The firm shall submit all required DOE/SDA project applications; provide all submittals including invoices in triplicate. All documents, specifications, drawings, etc. shall be submitted for use in electronic form (CD Rom disk), downloaded to the district s specifications and shall become the property of the district for no additional charge. One CD Rom, two full size and one half size signed and sealed set of prints shall be submitted to the district for no additional charges when requested, sufficient numbers of prints shall also be submitted to the State agencies or board requiring such at no additional charge to the district. 4

7 j. General Notes: 1. The A & E firm (s) will provide an estimated not to exceed maximum for projects, for both hard and soft costs when requested for budgetary purposes but will bill at the labor rates submitted. 2. Rates shall be fully loaded and include authorized labor actually rendered, minor revisions, all expenses, overhead and profit, computer costs, general and administrative costs, travel, courier service regular and over- night mail, electronic data, and the minimum of three sets of paper and reproducible documents and specifications, plus an electronic copy that shall be the property of the district. 3. If a re-bid is necessary due to no bidders, DOE or SDA requirements, budgetary problems, minor technical flaws, addenda or changes, missed field conditions, or legal problems, the A & E firm (s) shall assist in the re-bid and provide the updated necessary documents with no additional fee charges to the Plainfield Board of Education. C. QUALIFICATIONS OF RESPONDENTS The Firm shall be certified and licensed in the State of New Jersey by all applicable certifying State and Federal agencies with respect to this RFP, and shall submit a copies of all licenses with the presentation package. The Consultant is required to be New Jersey Schools Development Corporation (NJSDA) pre-qualified, and shall submit a copy of all certifications. Provide a partial listing of work completed or currently contracted for other districts; identify if they are (non) ABBOTT. Provide a listing of all sub-consultants your firm might be using and their key personnel and qualifications. (optional) The firm shall demonstrate that they have worked for public school districts in New Jersey for a minimum of seven years and are familiar with former Abbott Districts. D. CONTRACT PERIOD The term of contract for Architectural Services shall be from July 1, 2014 through June 30, E. COORDINATION OF ACTIVITIES All activities for this contract will be coordinated through the office of Mr. Gary Ottmann, Business Administrator (908) All work and/or services rendered must be done to the complete satisfaction of Mr. Ottmann & Director of Facilities of the Plainfield Board of Education. 5

8 F. FEE SCHEDULE PAYMENT The school district asks all respondents to submit a fee proposal scheduled based on an hourly rate on the appropriate form provided for the following services: Job Description: Principal Project Manager/Coordinator Associate Project Architect Designer/Consultant Production/Draftsman Administrative Support Other G. PRESENTATION PACKAGE Submit with the RFP Response The Plainfield Public School District seeks from all participating respondents information that will assist the district in selecting the respondent who will provide the highest quality services at a fair and competitive price. All respondents shall prepare a presentation package to be submitted with the RFP. The Presentation Package shall include at a minimum the following: I. Technical Criteria A. Description of Services Respondents should list all services to be rendered with their explanation in detail on how they will provide the services. Respondents shall also provide evidence of how services of similar type were provided to other public/private schools in New Jersey. (Success stories only). Respondents, by submitting a proposal acknowledge that they fully understand the scope of service, work and activity to be performed. Respondents are to provide evidence of any innovation and/or successful approach in providing the services requested. II. Management Criteria A. Business Organization The respondent shall submit a full description of the business organization to include, but not be limited to: Name, address, phone, fax, website, address and other information of the professional firm or individual; An organizational chart noting the names of all principals and partners; Resumes of key staff members; and Other information concerning individuals of the professional firm that would assist the school district in the evaluation process. B. Qualifications; Relevant Experience Respondents shall submit documentation highlighting qualifications and experience they have that will assist the school district in the evaluation and selection process. Such documentation shall include, but not be limited to: Evidence of providing services as listed in the specifications to public/private school districts for a minimum of at least five (5) years; 6

9 Three (3) letters of recommendation from public/private school districts in New Jersey; Copies of all professional or educational licenses that are required to perform the services as listed in the specifications; List of any judgments within the last three (3) years and/or a list of bankruptcy or organization proceedings within the last ten (10) years; and Other information concerning the firm and/or individuals of the firm that would assist the school district in the evaluation process. Availability of personnel, facilities, equipment and other resources to provide the services requested. (a) All respondents shall submit evidence and documentation highlighting their qualifications and experience on behalf of public school districts in New Jersey especially those granted Formerly ABBOTT status. The proposal should include the items mentioned in the Scope of Service section. Staffing This section should identify all individuals who will be assigned to handle the day to day work. The proposal should include a list of any or all subcontractors that the firm may use to complete the projects. Any or all payments for services rendered by subcontractors shall be the sole responsibility of the firm. The Board of Education will not enter into a contract with subcontractors nor pay subcontractors for any services rendered. The Board will pay for the services rendered to the firm on the Board s behalf for the actual cost no mark up billed by the discipline required. Interview Process Mr. Gary Ottmann will review all proposals submitted and will determine which if any proposals will be selected for an interview. III. Cost Criteria A. Fee Proposal Respondents are to submit a fee proposal schedule that compliments the service that is being requested by the school district. The district in its proposal may request that fee proposals be submitted as follows: Hourly rate with 15 minute intervals; Daily rate 8:00 a.m. 4:00 p.m. or other time frames as mutually agreed upon by the respondent and the school district; Weekly rate Monday through Friday; Monthly rate; Per case; evaluation; inspection or other similar quantative measure; Lump sum fee. Again, the respondent s fee schedule shall compliment the fee payment type as requested by the district. The fee schedule provided by the respondent shall be a significant part of the evaluation process as conducted by the district and respondents should provide a full detailed analysis of their fee proposal. 7

10 B. Contract Expenses Respondents are to note the following as it pertains to expenses related to the contract: Expenses; Related to Contract; Incidental All incidental expenses related to this contract, incurred by the respondent to whom the contract is awarded, shall be the responsibility of the respondent. The Board will not reimburse any vendor for any incidental expenses related to the contract. Expenses Not Related to the Contract; District Procedures There may be a circumstance where a request is made for the respondent to provide services not directly related to the contract. These services not related to the contract are not to be provided by the respondent. The district will procure these services separately. Extraordinary Expenses Extraordinary expenses to be incurred by the respondent in the performance of his/her duties may be brought to the Board prior to the actual expenditure. The Board, upon recommendation of the appropriate administrator, may consider reimbursing the expense, or the Board may procure the services separately. It is the intention of the Board of Education to award a contract to multiple firms. The proposal will be evaluated by the Internal Committee based upon the rates listed on the proposal form the firm s qualifications, staff experience, familiarity with the district, and DOE and SDA project past experience H. EVALUATION PROCESS; METHODOLOGY OF AWARDING CONTRACT All RFP responses are to be evaluated on the basis of whose response is the most advantageous to the district, price and other factors considered, and whose response will provide the highest quality of service at fair and competitive prices. The Board of Education will use a one hundred (100) point system in evaluating all proposals. The criteria to be evaluated are identified below: Category Value Points I. Technical Criteria 30 A. Description of Services II. Management Criteria 40 A. Business Organization 10 B. Qualifications; Relevant Experience 30 III.* Cost Criteria 30 A. Fee Proposal *The Office of the Purchasing Agent will assist in the evaluation of the Cost Criteria of all proposals received. 8

11 I. EVALUATION OF PROPOSALS -- Evaluation Committee A committee will be selected to evaluate proposals that have been submitted. Committee members are familiar with the need for services to be performed in the request for proposal. Committee members will be identified in the final report submitted to the board and also in the award of contract resolution. In accordance with the Office of State Comptroller s publication Best Practices for Awarding Services Contracts Section 4 (The Need for an Evaluation Committee), it has been determined that the evaluators:... are sufficiently qualified to evaluate the strengths and weaknesses of the proposals submitted.... have the relevant experience necessary to evaluate the proposal; and... are familiar with the need for the services to be performed in the request for proposals. Mr. Gary Ottmann, Business Administrator, Purchasing Agent will review and evaluate all proposals as they pertain to the procurement process. J. AWARD OF CONTRACT It is the intention of the Board of Education to award a contract to multiple firms. The proposal will be evaluated by Internal Committee based upon the rates listed on the proposal form the firm s qualifications, staff experience, familiarity with the district, and DOE and SDA project past experience. 9

12 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey REQUEST FOR PROPOSAL Model Evaluation Criteria Scoring Form Mr. Gary Ottmann Business Administrator Purchasing Agent

13 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey Evaluation Criteria Scoring Form RFP# Date: Thursday, April 17, 2014 Architectural Services Name of Respondent Category Value Points I. Technical Criteria A. Business Organization B. Qualifications; Relevant Experience II. Management Criteria A. Description of Services III.* Cost Criteria -- (Completed by Business Office) TOTAL SCORE *The Office of the Purchasing Agent will assist in the evaluation process of the cost criteria. AWARD OF CONTRACT It is the intention of the Board of Education to award the contract to the respondent whose response is the most advantageous to the board, price and other factors considered; and who will provide the highest quality service at fair and competitive prices. Reviewer: Points: 10

14 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey REQUEST FOR PROPOSAL GENERAL SPECIFICATIONS Mr. Gary Ottmann Business Administrator Purchasing Agent

15 K. AFFIRMATIVE ACTION REQUIREMENTS Each respondent shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: i. Appropriate evidence that the respondent is operating under an existing federally approved or sanctioned affirmative action program; or ii. A certificate of employee information report approval issued in accordance with N.J.A.C. 17:27-4; or iii. An employee information report (Form AA302) provided by the Division and distributed to the public agency to be completed by the contractor, in accordance with N.J.A.C.17:27-4. Please note: A completed and signed Affirmative Action Questionnaire is required with submission of proposal. However, the Board will accept in lieu of the Questionnaire, Affirmative Action Evidence stapled to the Affirmative Action Questionnaire form. If awarded a contract your company/firm will be required to comply with the requirements of N.J.S.A. 10:5-31 et. seq. and N.J.A.C. 17:27 et. seq. L. AUTHORIZATION TO WORK PURCHASE ORDER REQUIRED No service shall be rendered unless the successful respondent receives an approved purchase order authorizing the respondent to render the service. M. BUSINESS REGISTRATION CERTIFICATE (N.J.S.A. 52:32-44) Pursuant to N.J.S.A. 52:32-44 as amended by P.L Chapter 57, all respondents shall submit with their proposal package a copy of their New Jersey Business Registration Certificate as issued by the Department of Treasury of the State of New Jersey. Failure to provide the New Jersey Business Registration Certification with the proposal package, or prior to the award of contract, will be cause for the rejection of the entire proposal. Goods and Services Contracts N.J.S.A. 52:32-44 imposes the following requirements on contractors and all subcontractors that knowingly provide goods or perform services for a contractor fulfilling this contract: 1) The contractor shall provide written notice to its subcontractors to submit proof of business registration to the contractor; 2) prior to receipt of final payment from a contracting agency, a contractor must submit to the contracting agency an accurate list of all subcontractors or attest that none was used; 3) during the term of this contract, the contractor and its affiliates shall collect, remit, and notify all subcontractors and their affiliates that they must collect and remit to the Director of the New Jersey Division of Taxation, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into this State. A contractor, subcontractor or supplier who fails to provide proof of business registration or provides false business registration information shall be liable to a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration not properly provided or maintained under a contract with a contracting agency. Information on the law and its requirements is available by calling (609)

16 N. CONTRACTS Upon notification of award of contract by the Plainfield Board of Education, the successful respondent shall sign and execute a formal contract agreement with the Board of Education. The successful respondent shall sign and execute said contract and return it together with documents required by the district such as but not limited to: Professional Liability Certificate; Criminal History Background evidence; Other required documents as may be outlined in the proposal specifications. Within ten (10) days of receipt of notification of award of contract, the executed contracts and related documents must be returned to: Mr. Gary Ottmann, Business Administrator, Purchasing Agent Plainfield Board of Education 1200 Plainfield Avenue Plainfield, New Jersey O. DOCUMENTS, MISSING/ILLEGIBLE The respondent shall familiarize himself with all forms* provided by the Board that are to be returned with the proposal. If there are any forms either missing or illegible, it is the responsibility of the respondent to contact the Purchasing Agent at ( ) for duplicate copies of the forms. This must be done before the proposal submission. The Board accepts no responsibility for duplicate forms that were not received by the respondent in time for the respondent to submit with his proposal. All documents returned to the Board shall be signed with an original signature in ink (blue). Failure to sign and return all required documents with the RFP package may be cause for disqualification and for the proposal to be rejected pursuant to N.J.S.A. 18A:18A-2(y) (non-responsive). The Board will not accept facsimile or rubber stamp signatures. P. DOCUMENT SIGNATURES ORIGINAL; BLUE INK All documents returned to the Board shall be signed with an original signature in ink (blue). Failure to sign and return all required documents with the bid package may be cause for disqualification and for the bid to be rejected pursuant to N.J.S.A. 18A:18A-2(y) (nonresponsive). The Board will not accept facsimile or rubber stamp signatures. *Forms provided by the Board of Education that must be returned with proposal. Proposal Form Affirmative Action Questionnaire or Affirmative Action Evidence Non Collusion Affidavit Stockholders Disclosure/ Ownership Declaration Contractor/Vendor Questionnaire and Certification Acknowledgement of Addenda Disclosure of Investment Activities in Iran Chapter 271 Political Contribution Disclosure Form *Please check your bid package for these forms! 12

17 Q. EVALUATION OF CRITERIA The school district intends to evaluate all proposals on the basis of the responses that are most advantageous to the district, price and other factors considered. Included in the evaluation process, but not limited to are: Experience and ability to perform services; Qualifications and references; Organization; staffing; facilities; Cost proposal; Knowledge of Plainfield Public School District and subject matter discussed in proposal; Other factors demonstrated in the respondent s presentation package that may be in the best interests of the school district. R. FALSE MATERIAL REPRESENTATION N.J.S.A. 2C: (b) A person commits a crime if the person knowingly makes a material representation that is false in connection with the negotiation, award or performance of a government contract. If the contract amount is for $25, or above, the offender is guilty of a crime of the second degree. If the contract amount exceeds $2,500.00, but is less than $25,000.00, the offender is guilty of a crime of the third degree. If the contract amount is for $2, or less, the offender is guilty of a crime of the fourth degree. S. INCIDENTAL EXPENSES All incidental expenses related to the services provided are the responsibility of professional service provider. The school district will not reimburse any provider for any incidental expenses related to the contract. Travel The proposal costs submitted by respondents shall include any or all costs pertaining to travel to and from any site where the services are to be performed. The Plainfield Public School District will not pay any costs for travel. Travel time is not to be charged on any hourly or service rate. Travel time to and from the site of service is to be borne by the respondent. T. INSURANCE; PROFESSIONAL LIABILITY CERTIFICATE REQUIRED Required Not Required The successful respondent to whom the contract is awarded shall provide to the Board of Education with contract documents a Professional Liability Insurance Certificate with the following limits: $1,000,000 Each Incident; Occurrence; Wrongful Act $3,000,000 Aggregate The insurance certificate name as to the certificate holder shall be as follows: The Plainfield Board of Education c/o The Business Office 1200 Myrtle Avenue Plainfield, NJ and remain in full force during the term of contract. 13

18 U. INTERPRETATIONS AND ADDENDA No interpretation of the meaning of the specifications will be made to any Respondent orally. Every request for such interpretations should be made in writing to the Purchasing Agent and must be received at least ten (10) days prior to the date fixed for the opening of proposals to be given consideration. Any and all interpretations and any supplemental instructions will be distributed in the form of a written addenda to the specifications. The addenda will be provided in accordance with N.J.S.A. 18A:18A-21(c) to the respondents by certified mail or certified fax no later than seven (7) days Saturdays, Sundays, and holidays excepted, prior to the date for acceptance of proposals. All addenda so issued shall become part of the contract document. V. POLITICAL CONTRIBUTION DISCLOSURE STATEMENT PAY TO PLAY A business entity as defined by law is advised of its responsibility to file an annual disclosure statement on political contributions with the New Jersey Election Law Enforcement Commission pursuant to N.J.S.A. 19:44A (P.L Chapter 271 section 3) if the business entity receives contracts in excess of $50,000 from public entities in a calendar year. It is the business entity s responsibility to determine if filing is necessary. Additional information on this requirement is available from the New Jersey Election Law Enforcement commission at or at Pursuant to N.J.A.C. 6A:23A-6.3 (a1-4) please note the following: Award of Contract -- Reportable Contributions -- N.J.A.C. 6A:23A-6.3 (a1) No board of education will vote upon or award any contract in the amount of $17,500 or greater to any business entity which has made a contribution reportable by the recipient under P.L.1973, c83 (codified at N.J.S.A. 19:44A-1 et. seq.) to a member of the board of education during the preceding one year period. Contributions During Term of Contract Prohibited -- N.J.A.C. 6A:23A-6.3 (a2, 3) Contributions reportable by the recipient under P.L. 1973, c83 (codified at N.J.S.A. 19:44A-1 et. seq.) to any member of the school board from any business entity doing business with the school district are prohibited during the term of the contract. When a business entity referred in 4.1(e) is a natural person, contribution by that person s spouse or child that resides therewith, shall be deemed to be a contribution by the business entity. When a business entity is other than a natural person, a contribution by any person or other business entity having an interest therein shall be deemed to be a contribution by the business entity. Chapter 271 Political Contribution Disclosure Form Required -- N.J.A.C. 6A:23A-6.3 (a4) All bidders shall submit with their bid package a completed and signed Chapter 271 Political Contribution Disclosure Form. The Chapter 271 form will be reviewed by the district to determine whether the vendor is in compliance with the aforementioned N.J.A.C. 6A:23A-6.3 (a2) Award of Contract. W. PRE-PROPOSAL MEETING Applicable Not Applicable X. SUBCONTRACTING; ASSIGNMENT OF CONTRACT Contractors, services providers, and all vendors with whom the Board of Education has an executed contract may not subcontract any part of any work done or consign any contract for goods or materials for the Board without first receiving written permission from the Purchasing Agent. 14

19 Y. SUBMISSION DEADLINE The deadline to submit all RFP Packages is Thursday, April 17, :00 a.m. Submissions received after the date and time noted in the RFP Package shall not be considered. Z. SUBMISSION OF RFP PACKAGE (Original and Copy) All RFP Proposal Packages including the Letter of Transmittal and the Presentation Package are to be in a sealed envelope bearing the title of the proposal and number of the proposal in front and are to be delivered to: Mr. Gary Ottmann, Business Administrator, Purchasing Agent Plainfield Board of Education 1200 Myrtle Avenue Plainfield, New Jersey Respondents are to include: One original RFP Package with original signature One copy of the RFP Package AA. TERMINATION OF CONTRACT If the Board determines that the contractor has failed to comply with the terms and conditions of the bid and/or proposal upon which the issuance of the contract is based or that the contractor has failed to perform said service, duties and or responsibilities in a timely, proper, professional and/or efficient manner, then the Board shall have the authority to terminate the contract upon written notice setting forth the reason for termination and effective date of termination. Termination by the Board of the contract does not absolve the contractor from potential liability for damages caused the District by the contractor s breach of this agreement. The Board may withhold payment due the contractor and apply same towards damages once established. The Board will act diligently in accordance with governing statutes to mitigate damages. Damages may include the additional cost of procuring said services or goods from other sources. The contractor further agrees to indemnify and hold the District harmless from any liability to subcontractors or suppliers concerning work performed or goods provided arising out of the lawful termination of this agreement. BB. WITHDRAWAL OF PROPOSALS Before the Proposal Due Date The Purchasing Agent may consider a written request from a respondent to withdraw a proposal if the written request is received by the Purchasing Agent before the proposal due date. Any respondent who has been granted permission by the Purchasing Agent to have his/her proposal withdrawn cannot re-submit a proposal for the same project. After the Proposal Due Date The Board of Education may consider a written request from a respondent to withdraw a proposal if the written request is received by the Purchasing Agent within five (5) business days after the proposal opening. A request to withdraw a proposal after the specified number of days will not be honored. 15

20 The respondent who wishes to withdraw a proposal must provide a certification supported by written factual evidence that an error or omission was made by the respondent and that the error or omission was a substantial computational error or an unintentional omission or both. The request to withdraw a proposal after the proposal due date may be reviewed by the Purchasing Agent, the interested administrators; and/or the Board Attorney and a recommendation will be made to the Board of Education. The Board of Education will be the final determining authority in permitting the proposal to be withdrawn. 16

21 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey Proposal Form Architectural Services RFP Date: Thursday, April 17, 2014 NAME of FIRM The respondent by signing this proposal form, acknowledges that he/she has carefully examined the proposal specifications and documents; and further acknowledges he/she understands and is able to render the scope of activity and services outlined in the proposal The Plainfield Board of Education seeks hourly billing prices for services on an as needed basis that will be billed at the following hourly rate. The rates shall be fully loaded to include all expenses. When requested for a specific project a lump sum not to exceed cost shall be provided for budgetary purposes but billed at the hourly rate submitted below. Itemized billing is required per project. Job Description Rate Principal $ / per hour Project Manager/Coordinator $ / per hour Associate $ / per hour Project Architect $ / per hour Project Engineer $ / per hour Designer / Consultant $ / per hour Production/Draftsman $ / per hour Administrative Support $ / per hour Additional Reports / Prints requested $ no charge Other (title) $ / per hour Services Provided by Others: All Specialists Subcontractors - Consultants Testing-Lab Work - Other Approved Incidentals - shall be paid at the $ DIRECT COST to the firm with no Mark-up and not to exceed the hourly rate listed above. Original invoices must accompany all payment requests. The Director of Facilities must approve and shall have the final determination regarding the approval for services by others. Authorized Signature Date PF - 1

22 PLAINFIELD BOARD OF EDUCATION Business Office 1200 Myrtle Avenue Plainfield, New Jersey Proposal Form Architectural Services RFP Date: Thursday, April 17, 2014 Name Address P.O. Box City, State, Zip Code Federal Tax ID Number Phone Number ( ) Extension Fax No. ( ) Authorized Agent Title Agent s Signature Date All proposals must be received no later than Thursday, April 17, 2014, 9:00 a.m. All proposals are to be sent to: Mr. Gary Ottmann, Business Administrator Purchasing Agent 1200 Myrtle Avenue Plainfield, New Jersey Phone # Fax # PF - 2

23 ETHICS IN PURCHASING Statement to Vendors School District Responsibility Recommendation of Purchases It is the desire of the Plainfield Board of Education to have all Board employees and officials practice exemplary ethical behavior in the procurement of goods, materials, supplies, and services. School district officials and employees who recommend purchases shall not extend any favoritism to any vendor. Each recommended purchase should be based upon quality of the items, service, price, delivery, and other applicable factors in full compliance with N.J.S.A. 18A:18A-1 et.seq. Solicitation/Receipt of Gifts Prohibited School district officials and employees are prohibited from soliciting and receiving funds, gifts, materials, goods, services, favors, and any other items of value from vendors doing business with the Plainfield Board of Education or anyone proposing to do business with the Plainfield School District. Offer of Gifts, Gratuities -- Prohibited Vendor Responsibility Any vendor doing business or proposing to do business with the Plainfield Public School District, shall neither pay, offer to pay, either directly or indirectly, any fee, commission, or compensation, nor offer any gift, gratuity, or other thing of value of any kind to any official or employee of the Plainfield Public School District or to any member of the official s or employee s immediate family. Vendor Influence -- Prohibited No vendor shall cause to influence or attempt to cause to influence, any official or employee of the Plainfield Public School District, in any manner which might tend to impair the objectivity or independence of judgment of said official or employee. Vendor Certification Vendors or potential vendors will be asked to certify that no official or employee of the Plainfield Board of Education or immediate family members are directly or indirectly interested in this request or have any interest in any portions of profits thereof. The vendor participating in this request must be an independent vendor and not an official or employee of the Plainfield Board of Education. Mr. Gary Ottmann Business Administrator Purchasing Agent

24 PLAINFIELD BOARD OF EDUCATION BUSINESS OFFICE 1200 Myrtle Avenue Plainfield, New Jersey Gary Ottmann SCHOOL BUSINESS ADMINISTRATOR VOICE: (908) PURCHASING AGENT FAX: (908) TO: All Vendors UNAUTHORIZED ORDERS Authorized Purchases Official Notification The Plainfield Board of Education only recognizes purchases made through the approved purchase order process. All purchases require a: Unauthorized Purchases Written Purchase Order with authorized signatures and a Purchase Order Number. Any Board of Education employee who orders and/or receives any materials, supplies or services without first going through the approved purchase order process has made an unauthorized purchase. Vendors Responsibility Do NOT Honor Requests! Vendors are not to honor or accept any requests for goods or services unless the vendor receives a written purchase order with authorized signatures and a purchase order number. Contact the Business Office! Please alert Mrs. Yolanda Henry at (908) if any Board employee attempts to place an order without an authorized purchase order. You will NOT Get Paid! The Plainfield Board of Education will not be held responsible for any unauthorized orders or purchases. Authorized Signatures The Plainfield Board of Education will only recognize purchase orders signed either by or his/her designate: Mr. Gary Ottmann, Business Administrator, Purchasing Agent

25 In partnership with the community, we welcome our children to a supportive, multicultural educational environment. Plainfield Public Schools demand excellence in teaching and learning and prepare students for further learning and productive employment in the 21 st century. Plainfield Public Schools seek to be a community where: All members of the community come together in a supportive alliance to educate, inspire and encourage students. There are high expectations for all students and staff. All students grow to fulfill their full potential, to value lifelong learning, and develop confidence. Each student develops into a contributing, responsible citizen. Learning is challenging and purposeful. Teaching and learning occur in a safe, drug-free and positive environment. Students are prepared for success in school, the world of work and their personal lives in an ever-changing world. Plainfield Public Schools will provide a model of a successful school district to the State and Nation. Our core beliefs will serve as a foundation for performance management. Each Plainfield Public School staff member is expected to conduct him/herself in a way that supports the values of the District. Students come first. All students can learn and succeed. Students are entitled to appropriate facilities in a safe and drug-free environment. Our students will meet and exceed the NJ Core Curriculum Standards. Each child is a distinctive individual with specific talents and abilities and deserves resources to match his/her needs. There is strength in diversity. Students deserve equal access to educational programs, resources and services. Students with special needs will be provided modified programs and supports to succeed in the general education curriculum. Family involvement and advocacy for students are critical to academic success. School based participation in the decision-making process leads to increased commitment and accountability. Teamwork within the District is necessary for success. General and special education staff share responsibility for planning and executing programs that encompass inclusive practices. It is the responsibility of the school district community to inspire students to become lifelong learners and to prepare them for careers. Mastery of technology is critical for success in the 21 st Century. People with high self-esteem are better able to teach and learn. Positive adult and peer role models will have a beneficial impact on students. Schools should be the catalyst for positive societal change.

26 During the performance of this contract, the contractor agrees as follows: EXHIBIT A MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127) N.J.A.C. 17:27 GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. l7: The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division s website at The contractor and its subcontractors shall furnish such reports or other documents to the Division of Public Contracts Equal Employment Opportunity Compliance as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27. (REVISED 4/10)