RFP # 14-9620-6JK

June 10, 2014

REQUEST FOR PROPOSAL

ARCHITECTURAL AND ENGINEERING SERVICES

TUCKAHOE ELEMENTARY SCHOOL

FIFTH GRADE WING RENOVATION

HENRICO COUNTY PUBLIC SCHOOLS

Your firm is invited to submit a proposal to providearchitectural and engineering services necessary to provide expertise in the design and construction of the renovation to the existing fifth grade wing for Tuckahoe Elementary School in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5) additional copies marked,A Proposal for A & E Services, Tuckahoe Elementary School, Fifth Grade Wing Renovation", will be received no later than 2:30 p.m.,July 3, 2014, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at

To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after 2:30 p.m.,July 3, 2014 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

A pre-proposal conference will be held on June 17, 2014 at 1:00 p.m. at Tuckahoe ES, 701 Forest Avenue, Richmond, VA, Henrico, VA, 23229 Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is Henrico County School Board.

Technical questions concerning this Request for Proposal should be submitted to John Kida, CPPB, phone # 804-501-5664, no later than June 18, 2014.

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

John Kida, CPPB

Senior Purchasing Officer

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

TUCKAHOE ELEMENTARY SCHOOL

FIFTH GRADE WING RENOVATION

HENRICO COUNTY PUBLIC SCHOOLS

I.INTRODUCTION:

The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of a qualified firm todesign a building renovation for approximately 7,500 s.f. tothe existing fifth grade classroom wing at Tuckahoe Elementary School in accordance with the Scope of Services section of the solicitation.

II.BACKGROUND:

  1. The school is located at 701 Forest Avenue, Richmond, VA, Henrico, VA, 23229. The existing school is a two story, 65,878 square feet building, originally built in 1947 with multiple additions (most recently a six classroom addition in 2011) and renovated in 2006 except for the fifth grade classroom wing. The work includes the renovation of eight classroomsto include the connecting corridor and modifications to existing spaces and building systems as required to coordinate with the renovation. Design disciplines involved in the work shall include the following: architectural, structural, plumbing, mechanical and electrical. Electrical shall include energy management; fire alarm, security alarm, structured data cabling, clock and intercom systems. All of the aforementioned electrical systems are currently serving the existing school. The electrical designer shall consider the expansion or replacement of existing systems.
  1. A Design Committee consisting of representative members of the school community and school administrators will be made available to assist the Architect during programming and design. The Architect shall work with the Design Committee to attain consensus of the design requirements and solutions.
  1. The facility will be occupied and remain in use during the construction period. Planning the phasing of the construction within the operational requirements of the school will be a function of the Architect, as validated by the Design Committee.
  1. No other contact will be made with the Owner after June 18, 2014 or during the proposal period with the exception of questions directed to the Division of Purchasing regarding procurement procedures.

III.SCOPE OF SERVICES:

The Successful Offeror shall provide all supervision, labor, material and equipment necessary to provide the following:

  1. The Successful Architect/ Engineer shall be responsible for the preparation of complete contract documents and for contract administration for the entire time until successful completion and acceptance of the project by the Owner.
  1. All work necessary for the completion of the project shall be in accordance with the applicable provisions of the Virginia State Department of Education, Virginia Uniform Statewide Building Code, and latest edition, including all subsequent modifications and supplements, and the ADA.

C.The Owner in the Request for Proposal refers to the School Board of the County of Henrico. The Owner's representative is the Director of Construction and Maintenance for the Henrico County Public Schools. The contract for architectural and engineering services will include the following phases:

  1. Schematic/Design Development (Preliminary Drawings and Specifications) - Upon approval of the project requirements by the Owner, the Architect/Engineer will prepare design of preliminary documents consisting of preliminary drawings and specifications for approval by the Owner. The Architect/Engineer shall submit to the Owner a statement of probable project construction cost and budget.
  1. Design Development – (Preliminary drawings and specifications). Upon approval of Schematic drawings by the Owner, the Architect/Engineer shall prepare design of preliminary documents consisting of preliminary drawings and specifications for approval by the Owner and State Department of Education. The Architect/Engineer shall submit to the Owner a further statement of probable project construction cost. The Architect/Engineer shall further assist the Owner in submitting any documentation for code or agency approval such as the County of Henrico Plan of Development (POD).
  1. Construction Documents Phase (Working Drawings and Specifications) - Upon approval of Schematic/Design Development documents by the Owner, the Architect/ Engineer will prepare working drawings and specifications (for approval by the Owner) in order that the Owner may solicit bids for the construction of the project. The Architect/Engineer shall advise the Owner of any adjustments to previous statements of probable project construction cost.

The Architect/Engineer shall further assist the Owner in submitting any documentation for code or agency approval such as the County of Henrico Building Permits.

  1. Construction Phase - The Architect/Engineer shall provide services to help the Owner in evaluating the bids received, review construction schedules, and keep the Owner informed of the progress of the work, review shop drawings and other required submittals; review and approve materials, equipment and tests thereof; maintain accounts of the work including the issuing of change orders at the direction of the Owner; review contractor's applications for payment, and issue Certificates for Payment in approved amounts; and provide on-site observation of the work.

The Architect/Engineer shall make as many visits as are necessary in accordance with the schedule for the project but at least two per month to the site, while the work is in progress, to understand the progress and quality of the work and to determine if the work is proceeding in accordance with the contract documents. A person qualified in each design phase of the project shall be available when required to support the necessary visits.

  1. A written report shall be provided to the Owner after each such visit indicating the date, time of day, and the names of the persons representing the architect/engineer who participated in the visit. The report shall advise the Owner of any problems that were noted.
  1. On the basis of on-site observations by the Architect/Engineer, they shall make every effort to guard the Owner against defect and deficiencies in the work of the contractor.
  1. The Architect/Engineer shall not be responsible for construction means, methods, techniques or procedures (other than those specified in contract documents), or for safety precautions and programs in connection with the work, and he shall not be responsible for the contractor's failure to carry out the contractor's own responsibility. The Architect/Engineer as part of his basic service shall advise the Owner concerning correction of difficulties, occurring in the building or equipment during the contractor's guarantee period.
  1. The Architect/Engineer shall conduct and/or attend meetings to discuss schematic/preliminary and working drawings, pre-bid conferences, pre-construction conferences, and bi-weekly construction meetings with Contractor, all of which may be required by Owner.

IV.COUNTY RESPONSIBILITIES:

The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.

V.PROJECT SCHEDULE or ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedJune 10, 2014

Advertised in newspaperJune 15, 2014

Pre-proposal conferenceJune 17, 1:00 p.m.

Receive written proposalsJuly 3, 2014, 2:30 p.m.

Conduct oral interviews with Offerors July 22, 2014

Negotiations completed TBD

Contract/installation begins TBD

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

  1. Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.

B.Award of the Contract:

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after prescribed documents are presented for signature, execute and deliver to the Purchasing Office the contract forms and any other forms or bonds required by the RFP.

  1. Any contract resulting from this RFP is not assignable.

4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the Purchasing Division website:

/purchasing/

C.Collusion:

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation:

The Offeror shall be required to submit a complete itemized invoice on each delivery or service, which he may perform under the contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the contract within forty-five (45) days after the receipt of the proper invoice.

E.Controlling Law; Venue

This contract is made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia. Any dispute arising out of the contract resulting from this RFP, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.

F.Default

1.If the Successful Offeror is wholly responsible for failure to make delivery or complete implementation and installation, or if the system fails in any way to perform as specified herein, the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror will be provided twenty (20) calendar days to provide a plan to correct said default.

2.If the Successful Offeror fails to cure said default within twenty days, the County, among other actions, may complete the system through a third party, and the Successful Offeror shall be responsible for any amount in excess of the agreement price incurred by the County in completing the system to a capability equal to that specified in the contract.

G.Discussion of Exceptions to the RFP

This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.

H. Drug-Free Workplace to be maintained by the Contractor (Code of Virginia, Section 2.2-4312)

1.During the performance of this contract, 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.

2.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 the Virginia Public Procurement Act, 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.Employment Discrimination by Contractor Prohibited:

1.During the performance of this contract, the contractor agrees as follows (Code of Virginia, Section 2.2-4311):

(a)The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there 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.

J.Employment of Unauthorized Aliens Prohibited:

Any contract that results from this Request for Proposal shall include the following language: "As required by Virginia Code §2.2-4311.1, the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986."

K.Indemnification

The Successful Bidder agrees to indemnify, defend and hold harmless the County of Henrico (including Henrico Public County Schools), the County’s officers, agents and employees, from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys’ fees, arising from or caused by the provision of any services, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Bidder, provided that such liability is not attributable to the County’s sole negligence.

L.Insurance Requirements:

The Successful Offeror shall maintain insurance to protect itself and Henrico and Henrico’s elected officials, officers, agents, volunteers and employees from claims under the Workers' Compensation Act, and from any other claim for damages for personal injury, including death, and for damages to property which may arise from the provision of goods and/or services under the Contract, whether such goods and/or services are provided by the Successful Offeror or by any subcontractor or anyone directly employed by either of them. Such insurance shall conform to the Insurance Specifications (Attachment A)

M.No Discrimination against Faith-Based Organizations:

Henrico County does not discriminate against faith-based organizations as that term is defined in Virginia Code Section 2.2.-4343.1.

N.Offeror's Performance: