Botetourt County Public Schools Request for Proposals # 18-5000 for Architectural and Engineering Services Related to the Design of a New Elementary School One (1) original and four (4) copies of sealed proposals are due at the following address: Botetourt County Public Schools Attention: James Lyon 143 Poor Farm Road Fincastle, VA 24090 Date of Issue: February 28, 2018 Due Date: March 16, 2018 by 4:00 p.m. EST
Table of Contents Page A. Purpose 3 B. Background 3 C. Contract Period 3 D. Bid Inquiries 3 E. Scope of Services 3 F. Offeror Minimum Qualifications 4 G. Instructions for Preparing Proposals 4 H. No Contact Policy 5 I. Submission of Proposal 5 J. Evaluation and Award 5 K. General Terms and Conditions 7 2 OF 11
A. Purpose Botetourt County Public Schools (BCPS) is requesting proposals from qualified firms to provide architectural and engineering services related to the construction of a new elementary school in the Colonial Elementary attendance zone of Botetourt County. The division will select and negotiate with a firm according to the Competitive Negotiation Procedure for Professional Services as outlined in the Virginia Public Procurement Act. The intent is to enter into a contract with the selected firm solely for services related to the design and construction of a new elementary school. B. Background The Botetourt County School Board (School Board) wishes to procure the services of a qualified architectural/engineering firm for the design of a new elementary school to be located in the Colonial Elementary attendance zone of Botetourt County. The current Colonial Elementary site serves 379 students as reported in the 2017-2018 Fall Verification Report and has a gross square footage of 55,400. The School Board is currently evaluating the suitability of a site located in the attendance zone that is expected to meet all minimum acreage requirements as recommended by the Virginia Department of Education for an elementary school. Exact size and estimated footprint of the building will be finalized once an agreement with a qualified firm is reached. The targeted opening date for the new elementary school is fiscal year 2020-2021. C. Contract Period The term of this contract shall be for the duration of the design and construction of the new elementary school with an anticipated opening date in fiscal year 2020-2021. D. Bid Inquiries Questions regarding this solicitation should be directed to the following: James Lyon Director of Finance and Administration Botetourt County Public Schools jlyon@bcps.k12.va.us 540-473-8263 540-473-8298 (Fax) E. Scope of Services Architectural/engineering services may include but are not limited to: Preparing design plans and specifications for the purpose of permitting, bidding, and construction of all systems and components for a new school. System components shall include, but not be limited to the following: Mechanical Electrical Plumbing Structural 3 OF 11
Low Voltage Systems o Data o Telephone o Fire Alarm o Security Preparation of, and coordination of Municipal and Regulatory Permits Utility Coordination Cost Estimates Coordination with Owner s Staff and Consultants Contract Administration This list is not inclusive but is intended to represent comprehensive architectural/engineering services necessary for the design and development of a public school facility. All services shall be performed in accordance with generally accepted professional standards. The offeror is further expected to provide to BCPS the best possible advice and consultation within the professional s authority and capacity as a registered professional. F. Offeror Minimum Qualifications Any offeror wishing to submit a proposal and be considered for this solicitation shall have had successful experience on projects of similar size and scope. G. Instructions for Preparing Proposals The prospective offeror shall respond to the RFP with a written proposal in the format outlined below. The Proposal shall include as a minimum the following sections arranged in the specified order: 1. Firm Information 2. Technical Expertise and References 3. Project Methodology and Quality Control 4. Capability for Timely Response 1. Firm Information Include as a minimum: o Firm background, name, address, phone number, and email. o Identify the project team with organizational chart depicting the staffing plan. o Identify the name and experience of key project team members. Project Manager, Architect, Contract Administrator, etc. 2. Technical Expertise and References Include as a minimum: o A list of projects completed within the past ten (10) years that best illustrate the required capabilities defined by this advertisement. For each project, provide a description, scope, and project cost. o Information on delivery of projects on time and within budget. Provide execution time (contract/actual) and construction cost (estimated and actual). o Problems encountered and solutions devised. o List of five (5) references, preferably in public education, along with contact information 4 OF 11
3. Project Methodology and Quality Control o Describe the proposed methodology for the completion of the project. The team must demonstrate how they will pursue project delivery in relation to developing and achieving design and construction project schedules. o Describe the offeror s commitment and process it uses to ensure quality throughout all phases of the work. Reference quality control practices and/or programs in place at the organization and available for review by Botetourt County Public Schools. Proposal should demonstrate that quality control/quality assurance is an integral part of the offeror s management practice. 4. Capability of Timely Response o Depth of staff resources. o Describe in detail the resources within the firm to respond to multiple, simultaneous tasks with respect to discipline-specific assignments. o Expected time frame estimate for the completion of project design. Acknowledge and describe any proposed deviations from Scope of Services. H. No Contact Policy After the date and time established for the receipt of the proposals, any contact initiated by any Offeror with any School Board representative or County representative, other than the purchasing represented listed herein, concerning this request for proposals is prohibited. Any such unauthorized contact may cause disqualification of the Offeror. I. Submission of the Proposal One (1) original and four (4) complete copies must be submitted. Digital copies are welcome but not required. Sealed proposals will be accepted at and until 4:00 p.m. (local prevailing time) on Friday, March 16, 2018 at the School Board Administration front office located at 143 Poor Farm Road, Fincastle, VA 24090. Faxed or emailed proposals will not be accepted. Late proposals or proposals not received by the date and time listed will not be accepted and will be returned to the offeror unopened. The proposal package must be sealed and clearly marked with the following: RFP # 18-5000 Architectural and Engineering Services Attention: James Lyon J. Evaluation and Award of the Proposal Botetourt County Public Schools reserves the right to make the final determination of responsible offerors and to waive informalities and/or irregularities and to accept or reject any or all offers. Proposals shall be as thorough and detailed as possible so that BCPS may properly evaluate the capabilities of the offeror to provide the requires services. Evaluation Criteria Firms will be evaluated on the following criteria: 5 OF 11
Criteria Maximum Points 1. Approach and methodology of providing the services described herein 25 2. Technical expertise, references, and firm history 30 3. Quality of performance of previous contracts and services 30 4. Completeness and overall quality of the proposal 15 5. Oral Presentation (if selected) 100 Total 200 Basis for Award Selection of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation criteria 1 through 4 listed above will be invited to participate in an oral presentation. After oral presentations are scheduled and heard, the review committee will rank the Offerors and begin negotiations with the top ranked firm. If a fair and reasonable price cannot be agreed upon, then negotiations with this firm will be terminated and the process will resume with the remaining firms in order of the final ranking until a fair and reasonable price can be negotiated. Information and/or factors gathered during interviews, negotiations, and any reference checks, in addition to the evaluation criteria stated in the RFP, and any other information or factors deemed relevant by the Schools, shall be utilized in the final award. Respondents are encouraged to submit proposals that the respondent feels best meets the needs of Botetourt County Public Schools. 6 OF 11
GENERAL TERMS AND CONDITIONS The general conditions set forth herein apply for contractual services rendered to the Botetourt County School Board. All Offerors are bound by these conditions. Further, these conditions and requirements become part of any contract awarded between the School Board and the successful Offeror. Any changes in the general conditions after the proposal is advertised will be official only when submitted in writing and signed by the Purchasing Office. Any and all changes will be made by addendum and all Offerors notified. All addenda issued will become a part of the proposal. Should an Offeror find discrepancies, ambiguities and require clarification, he/she should notify the Purchasing Office at least five days prior to the date set for opening of proposals. Pursuant to section 23-202 of the Botetourt County code and section 58.1-3715 of the Virginia Code, Contractors located in Botetourt County are required to have a business license. Contractors located outside Botetourt County who work in the County are required to purchase a Botetourt business license when gross receipts from work inside the County exceed $25,000 annually. Contact the office of the Commissioner of Revenue for additional information on business licenses. A. Proposal Procedures 1. The required number of copies of the proposal must be signed, sealed, and received at the School Board Administration Office, prior to the opening hour, with the proposal name and RFP# shown clearly on the face of the envelope. Proposals offered by telephone, facsimile or telegraph will not be accepted. Proposals delivered in person must be delivered to 143 Poor Farm Road, Fincastle, VA 24090. 2. In submitting a proposal, the Offeror signifies that he/she is fully informed as to the extent and character of the supplies, materials, equipment and services necessary to perform this proposal in accordance with all documents constituting the proposal and will comply satisfactorily with the proposal documents. 3. All information required by the solicitation must be supplied to constitute a responsive proposal. All information submitted including prices should be typed so as to insure legibility. However, the Offeror s signature shall be handwritten in ink in order for the proposal to be considered. 4. The Offeror expressly warrants that the price or prices quoted herein are not the result of an agreement or understanding expressed or implied with any other Offeror or Offerors. 5. Any proposal submitted with corrections must have the corrections initialed by the person who signed the original proposal. No proposal changes will be permitted after the opening. The unit price will prevail in the event an error is made in computing totals. 6. All prices are to be F.O.B. destination prepaid. 7. Right is reserved to waive any and all informalities and to cancel or reject any and all proposals. 7 OF 11
8. The successful Offeror shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute written consent of Botetourt County. 9. Proposals will be opened at the appointed hour but School Board officials reserve the right to take sufficient time to study the various proposals and then make the awards. Contracts will be awarded as promptly as possible after the closing date. 10. Proposals will be received up to the advertised time and date. Proposals will not be publicly opened and read aloud. 11. If proposals are submitted by Federal Express, United Parcel Service, or other commercial carrier, the following address must be used: Botetourt County Public Schools Attention: James Lyon 143 Poor Farm Road Fincastle, VA 24090 12. Offerors may be required under Chapter 11, Title 54, Code of Virginia, to show evidence of certificate of registration. 13. Failure to comply with conditions set forth herein may result in removal of an item(s) or total proposal from consideration. 14. Any item(s) or part(s) of any equipment listed in this solicitation which are not fully described or are omitted from such specifications, and which are clearly necessary for the completion of such equipment and its appurtenance shall be considered a part of such equipment although not directly specified or called for in the specifications. B. Anti-Discrimination By submitting their proposals, offerors certify to the Botetourt County School Board that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and section 11-51 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit. (Code of Virginia, sec. 11-35.1E). In every contract over $10,000 the provisions in 1. and 2. below apply: 1. During the performance of this contract, the contractor agrees as follows: 8 OF 11
C. Payments D. Disputes A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, natural origin or disabilities, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. 1. Billing will be directed to the Botetourt County School Board, 143 Poor Farm Road, Fincastle, VA 24090. Payment will be made after the receipt of a proper invoice. 2. Payment shall not preclude the School Board from making a claim for adjustment on any item later found not to have been in accordance with General Conditions and Specifications. Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the contractor s intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amounts agreed due in the final payments. E. Protest of Award or Decision to Award Any bidder or Offeror who desires to protest the award or decision to award a contract shall submit such protest in writing to the Purchasing Office not later than ten days after the award or the announcement of the decision to award, whichever occurs first. No protest shall lie for a claim that the selected bidder or Offeror is not a responsible bidder or Offeror. The written protest shall include the basis for the protest and the relief sought. 9 OF 11
F. Insurance By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers compensation insurance in accordance with sec. 11-46.3 and 65.2-800 et seq. Of the Code of Virginia. The offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Insurance Coverages and Limits Required: 1. Worker s Compensation Statutory requirements and benefits. 2. Employer s Liability - $100,000. 3. Commercial General Liability $500,00 combined single limit. Commercial General Liability is to include Premises/Operations Liability, Products and Completed Operations Coverage, and Independent Contractor s Liability or Owner s and Contractor s Protective Liability. The County of Botetourt must be named as an additional insured when requiring a Contractor to obtain Commercial General Liability coverage. 4. Automobile Liability - $500,000 Combined single limit. (Only if motor vehicle is to be used in the contract.) G. Nondiscrimination of Contractors An offeror or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, or disability or against faithbased organizations. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the School Board shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider. H. Drug Free Workplace In every contract over $10,000 the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, 10 OF 11
the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. I. Employee Certification Offerors shall certify that any of their employees who will provide services under a resulting contract and will be in direct contact with Botetourt County Public School students, defined as in the presence of students during regular school hours or during school-sponsored activities, (i) has not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; and (ii) such person has not been convicted of a crime of moral turpitude. Offerors shall cause any of their subcontractors to provide the same certification described herein with regard to the subcontractors employees. J. Immigration Reform and Control Act of 1986 By submitting their proposal, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. K. Authorized to Transact Business Pursuant to the Code of Virginia Section 2.2-4311.2 each bidder organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, (1950), as amended, or as otherwise required by law, is required to include in its bid or proposal its Virginia State Corporation Commission (SCC) Identification Number. Any bidder that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder is not required to be so authorized. Please complete the following and include with response: A. B. C. Bidder is a Virginia business entity organized and authorized to transact business in Virginia and such bidder s SCC Identification Number is. Bidder is an out-of-state (foreign) business entity authorized to transact business in Virginia and such bidder s SCC Identification Number is. Bidder does not have an Identification Number issued to it by the SCC and such bidder is not required to be authorized to transact business in Virginia by the SCC for the following reason(s): Please attach additional sheets of paper if you need more space to explain why such bidder is not required to be authorized to transact business in Virginia. 11 OF 11