REQUEST FOR QUALIFICA ATIONS (RFQ/P) FOR AN A/E CONSULTANT Lewis Palmer School District #38 PO Box 40 (146 Jefferson Street) Monument CO 80132 PROPOSAL DUE DATE/DELIVERY REQUIREMENTS 4:00 PM March 21,, 2018 Deliver one electronic copy via email and 10 bound original copies to: V. Wood Lewis Palmer School District #38 PO Box 40 (146 Jefferson Street) Monument CO 80132 vwood@lewispalmer.org All official communication with Candidates and questions regarding this RFQ/ P will be via email to the Owner Contact listed above. Noo inquiries will be accepted after the clarification deadline as indicated in the project schedule. All Candidate inquiries will be responded to at the same time which will be after the Clarification Deadline. Responsess to clarificationn will be made available by email to all Candidates who requested the RFQ/P and notified the Owner Contact, by email, of their interest in the project by the date below. Candidates should not rely on any other statements, either written or oral, that alter any specification or o other term or condition, of the RFQ/P during the open solicitation period. Candidates should not contact any team members or any individual associated with the Owner, including Board of Education Members, Administrators, or Maintenance Staff regarding this RFQ/P or this project, other than the Owner Contact listed above. 1
I. PROJECT SCHEDULE RFQ/P Available 03/08/2018 Required Site Visit 03/13/2018 at 2:30 PM (RSVP of intent to attend and participate at dsimington@lewispalmer.org by 3/12/18) Lewis Palmer School District, 146 Jefferson Street, Monument, CO; Second Floor Registration Office for Sign in RFQ/P Clarification Deadline 03/16/2018 (by 4:00 PM) RFQ/P Clarification Responses 03/19/2018 (by 6:00 PM) RFQ/P Responses due from Candidates 03/21/2018 (by 4:00 PM) Interview Invitations sent to Short Listed Candidates 03/23/2018 Interviews 04/03/2018 Candidate Notified of Selection 04/04/2018 Decision Memorandum Sent to Unsuccessful 04/16/2018 Candidates Notice to Proceed Given to Successful Firm Upon Approval of Contract by Board 2
II. BACKGROUND Owner background is available on our website at www.lewispalmer.org. We invite all respondents to review our about us tab; as well as information in the in the news section, and all parts of our website to gain information regarding our school district. Project Description We are in need of an additional elementary school on the Bear Creek location. We are also anticipating the need for a second elementary school. This second school is currently anticipated to be placed in the south west part of our district. Each school should be sized to house approximately 650 students. In addition, the district has deferred maintenance, safety and security needs and other facility needs that are documented in our facilities planning reports to our Board of Education. Please review the executive summary of our master plan document in Appendix I. It is anticipated that a ballot issue will be proposed to the voters in November 2018 to fund these projects. III. RFQ/P OBJECTIVE The purpose of this RFQ is to solicit a Qualified Architect/Engineering Consultant ( Consultant or Candidate ) to contract and work closely with the Owner to provide customary design and documentation services for the scope described above. Efforts must involve evaluation of existing conditions, preparing and administering the design, bidding, and construction, completion of the project, and, in conjunction with the owner s representative, managing the entire process to the established budget. The selected consultant must maintain scope throughout his/her efforts and coordinate with the district s administrative staff until completion, including budget reconciliation required by the Owner, and must meet the approved programmatic requirements and budget amounts. Standard Architectural/Engineering design services, as further defined by the standard AIA B132 2009 CMA, including programming, capital improvements plan validation, conceptual design, schematic design, design development, construction documents, permit applications, bidding, and construction administration are required. IV. SUBMITTAL REQUIREMENTS Organize your RFQ/P response using the following outline. Please separate each section with dividers or tabs using the appropriate section labels. No fees shall be included in the RFQ/P submittal. See item VI below. This project requires the Candidate to carry (at a minimum) general liability insurance and worker s compensation as recommended by the CSDSIP and district legal counsel. The contract will be negotiated; the district will not use a standard AIA contract. Note: An owner s representative will be assigned to this project. The Jackson Creek elementary school is needed as soon as practical. SECTION 1 LETTER OF INTEREST A maximum two page letter of interest that includes a synopsis of the firm, business principals, distinguishing characteristics, approach to completing this project, primary contact information, and signed by the principal in charge. 3
SECTION 2 EXPERIENCE AND QUALIFICATIONS Please address each criterion listed below as it relates to your firm s relevant experience and qualifications. 1. Identify the individual who will be the main point of contact and the team responsible for providing services for the duration of the project. Candidate shall not change or substitute these individuals without prior approval. The Owner reserves the right to determine the acceptability of these individuals. 2. Provide all team members experience and responsibilities, including resumes. Provide background information including relevant education, professional titles, related qualifications, specific roles in past projects. 3. Describe your firms past experience with providing A/E services, highlighting any projects with similar size and scope to the proposed project. Describe how your firm will meet all requirements of the projects, including your firm s ability to staff the project through completion. 4. Describe your firm s process for evaluating and recommending efficient and appropriate solutions for Owner consideration, particularly for conditions specific to Lewis Palmer #38, including mountain soil conditions. 5. Discuss your ability/approach to organize, develop, coordinate, and maintain project schedules, and describe how your firm overcomes and prevents contractor schedule delays. 6. Demonstrate ability to manage and develop a master budget and maintain it throughout the project, coordinate a project schedule around a school s needs, and work with multiple entities to ensure a quality project is delivered safely and within budget. 7. Provide description of any lawsuits or claims against your firm, as well as regulatory compliance citations and violations occurring in the past seven years. Include status and resolutions of all incidents. 8. Identify any other unique challenges/approaches that you have experienced or implemented that will assist the Owner with a successful project. 9. Describe your firm s process for minimizing Owner s risk throughout a project. SECTION 3 SCOPE OF SERVICES The Candidate is expected to act on the Owner s behalf in overseeing the project through completion. The Candidate s proposed scope of services should include, but is not limited to, each item listed below. Please provide a narrative of your approach to providing the services below, and explicitly identify any additions or exclusions. When appropriate include the number of meetings, site visits, etc., and any other pertinent descriptions that clearly identify services included in the proposal. 1. Evaluation and Scope of Work Confirmation a. Complete site visits to review existing conditions and acquire information including photographs, very limited as built drawings, maintenance concerns, etc., in order to evaluate the existing systems and conditions and prepare a preliminary scope of work. b. Develop preliminary design and estimates, for review consideration by the Owner and adjust scope as necessary. 4
2. Design, Management, and Construction Administration Services The following services will continue through bidding, construction administration and project close out and shall include, but are not limited to: a. Complete preparation of plans and specifications to be used to bid this project. b. Attend with the Owner all meetings pertinent to the project. c. Applicant will assist the Owner with bidding the project, reviewing the proposals, qualifying and/or recommending a contractor, and preparing the contract between the contractor and the Owner. d. Assist the Owner in obtaining all of the required permits. e. Observe the project installation and respond to questions that the Owner or contractor may have. f. During construction, ensure that the plans and specifications are being followed and that requirements are met to obtain applicable warranties, including manufacturer s inspections and notifications. g. Provide regular progress and final reports, including detailed observations and labeled photographs throughout construction, as applicable. All reports should be provided to the Owner. h. Review and approve with the Owner the contractor s pay requests. i. Provide oversight and record keeping for construction change management, potentially including requests for additional funding to cover unforeseeable conditions through grant reserve requests. j. Close out the project and follow up with all pertinent documents. At project completion, provide a detailed final report with labeled photos and confirmation that all punch list items have been completed per the contract terms. k. Assist the Owner with any disputes, discrepancies regarding schedule, scope, delays, and/or events that may cause damage/delay to use of district facilities. l. Assist the Owner in ensuring operations manuals and warranties are provided and documented, and Owner s staff has been trained on new equipment. m. Complete 11 month warranty walk, and subsequent warranty walks as applicable. Please provide a narrative expressing your firm s ability and capacity to complete this scope. SECTION 4 SCHEDULE It is expected that your firm has the current capabilities and capacity to complete the project on a timely basis. Provide a detailed schedule, including milestones, from the notice to proceed date through project completion for the two elementary schools. 5
SECTION 5 REFERENCES Provide a comprehensive list of ALL school projects completed or begun within the last 5 years, with contact information (including email and phone), along with a project description. Include a listing of other principal firms, such as construction firms, that were a part of the project. The Owner reserves the right to check additional references beyond those provided in the submittal. V. SUBMITTAL REVIEW & SELECTION PROCESS The selection process consists of two phases, followed by negotiations with the apparent winner. Phase 1 RFQ/P Written Response Review The Owner s Selection Committee will evaluate and score the RFQ submittals based on the selection criteria listed in Appendix II. Phase 2 Interview An interview invitation will be sent out to the Candidates with the highest RFQ/P submittal scores. The invitation will explain the interview requirements and provide the time and location. The purpose of the interview is to ensure a full understanding of the RFQ/P responses and to introduce key members of the consulting team. The interviews will consist of a short presentation followed by a period for questions and answers. During the short presentation, the lead member of the consultant team for the project should be identified along with any additional members of the team. Please note team members that will not be directly working on the project should not be part of the oral interviews. The apparent winner will be determined based on their interview score, which is separate from their RFQ/P submittal score along with consideration of the Fee Proposals. The Fee Proposals will be evaluated and scored after all other scores have been finalized, and will be included in the final selection. VI. FEE PROPOSAL Shortlisted Candidates shall prepare a Fee Proposal that outlines how fees will be determined, detailed as described below. The Fee Proposal is to be submitted in a sealed envelope prior to the start of their interview. Failure to provide a Fee Proposal which addresses each of the items listed below may result in disqualification from the RFQ/P process or a reduction in the Fee Proposal score. Fee Proposals shall be based on the executive summary included in the appendix. Please include all fees, specifically the following: Total fee for Scope of Work identified, that identifies how the fee was derived Breakout of anticipated reimbursable items that are included in the lump sum fee proposal Number of site visits (design and construction) anticipated to complete the work Breakout of fees for any non required scope proposed Note that the negotiated fee is anticipated to include all costs including reimbursable costs for the project resulting in a lump sum or "not to exceed" format contract. Sealed Fee Proposals of shortlisted Candidates will be opened after the Owner had selected the most qualified applicant. Include the hourly rate of all principals assigned to the project as well as the hourly rate of any key external service providers that are included in your proposal. VII. Acceptance and Rejection After the final selection has been made, the Owner will provide a decision memorandum to each of the RFQ/P Candidates. 6
The Owner reserves the right to select any or reject any and all proposals in their best interest. The Owner also reserves the right to pre qualify any or all Candidates or reject any or all Candidates as unqualified, including without limitation the right to reject any or all nonconforming, nonresponsive, unbalanced, or conditional qualifications. The Owner also reserves the right to re solicit, and/or to negotiate contract terms with the apparent successful proposer. The Owner is not responsible for cost incurred in preparation of this proposal. Proposals will not be returned and become the property of the Owner once submitted, which could be publically shared. By submitting a proposal, all Candidates agree to the terms and conditions of this RFQ/P and the RFQ/P will become part of the awarded Candidate s contract. The apparent winner will be responsible for submitting a draft agreement to be used for this project. The Owner and the Owner s legal counsel will review the agreement and negotiate terms prior to commencement of work. VIII. RFQ/P Supporting Material The following are provided for informational purposes in regard to the project: Appendix I: Master Plan Executive Summary Appendix II: Anticipated RFQ review scoring sheet 7