REQUEST FOR QUALIFICATIONS
Isle of Wight County Schools
Office of Purchasing
820 West Main Street
Smithfield, VA 23430
757-357-0824
Attention of Offeror is invited to the Code of Virginia, Virginia Public Procurement Act,
Sections 2.2-4367 thru 2.2-4377 (conflict of interest)
THE SCHOOL BOARD OF ISLE OF WIGHT COUNTY DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS
ISSUE DATE: January 11, 2016RFQ ITEM NO: RFQ011016
CLOSING DATE: January 25, 2016
CLOSING TIME: 3:00 p.m.
PROCUREMENT OFFICER: Rebecca Hicks
DESCRIPTION OF REQUEST FOR QUALIFICATIONS
THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED PROPOSALS FROM QUALIFIED INDIVIDUALS AND OR ORGANIZATIONS TO PROVIDE ENGINEERING AND ARCHITECTUAL SERVICES FOR THE ISLE OF WIGHT COUNTY SCHOOL SYSTEM.
THE FOLLOWING SECTION MUST BE EXECUTED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR COMPANY.
Company Name: Federal I. D. #:
Address: Phone Number:
Fax Number:
Person Quoting: Date:
(Printed or typed)
Signature: Email:
TYPE OF OWNERSHIPIf Offeror is a Minority Business, please indicate the type of classification below – Check all that apply
Yes / No / Yes / No
African American Owned / Female Owned
American Indian Owned / Faith Based Organization
Aleutian Owned / Hispanic American Owned
Asian American Owned / Small Business
Eskimo Owned / Other
TABLE OF CONTENTS
1. PURPOSE 1
2. BACKGROUND 1
3. STATEMENT OF NEEDS 1
3.1 SPECIFIC PROPOSAL REQUIREMENTS 2
4. SPECIAL INSTRUCTIONS TO OFFERORS 4
4.1 ISSUING OFFICE 4
4.2 CONTRACT PERIOD 4
4.3 CONTRACT ADMINISTRATOR 4
4.4 PRE-PROPOSAL CONFERENCE 4
4.5 QUESTIONS 4
4.6 SITE VISIT 4
4.7 PRICE ESCALATION FOR RENEWABLE TERMS…………………………………………………………………..5
4.8 COOPERATIVE AGREEMENT 5
4.9 PROPOSAL CHANGES OR MODIFICATIONS 5
4.10 CLOSING DATE 5
4.11 OFFEROR OF RECORD 5
4.12 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM 5
4.13 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION 6
4.14 VIRGINIA STATE CORPORATION COMMISSION REGISTRATION 6
4.15 VIRGINIA STATE BOARD OF CONTRACTORS LICENSE 6
4.16 SUBMITTAL OF PROPOSAL 6
4.17 EVALUATION 7
4.18 PREPARATION GUIDELINES 7
4.19 ALTERNATES / EXCEPTIONS 8
4.20 EMPLOYMENT OF UNAUTHORIZED ALIENS 8
4.21 AWARD 9
4.22 PROTEST OF AWARD OR DECISION TO AWARD 9
5. GENERAL TERMS AND CONDITIONS 9
5.1 ANTI-COLLUSION CLAUSE 9
5.2 PROPOSAL BINDING FOR ONE HUNDRED AND TWENTY (120) DAYS 9
5.3 PROPRIETARY INFORMATION / DISCLOSURE 9
5.4 EXAMINATION 10
5.5 CONDITIONS OF WORK 10
5.6 PRESENTATION / DEMONSTRATION 10
5.7 ANTI-TRUST 10
5.8 DISPOSITION OF PROPOSALS 10
5.9 CONTRACT 11
6. CONTRACTOR BACKGROUND CERTIFICATION FORM 12
7. TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM 13
Revised 3- 2012
ISLE OF WIGHT COUNTY SCHOOLS
Request for Qualifications # RFQ011016
1. PURPOSE
The School Board of the City of Isle of Wight County, A Body Corporate, also known as Isle of Wight County Schools (hereinafter referred to as IWCS) requests proposals from prospective Offerors (hereinafter referred to as Offeror, Successful Offeror or Contractor) to provide Engineering/Design services for the school division in making short and long term plans for expansion and renovations. This assistance shall include, but is not limited to; those listed in the Statement of Needs and timely reporting of information as requested by IWCS.
The IWCS invites any qualified Offeror to submit a proposal. Offerors responding to this request must be responsible, regularly and practically engaged in providing the services requested in this RFQ and possess ample resources for doing this work.
2. BACKGROUND
Isle of Wight School District includes five elementary; two middle schools and two high schools. The Isle of Wight County Schools is a rural and growing suburban residential school district, serves a very diverse population of approximately 5,500 students.
In using this method for solicitation, we are requesting your best effort in seeking a “best value” solution to our requirement. To be entitled for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Respondent to meet all specifications and guidelines set forth herein. IWCS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger resulting from determinations or decisions by the School Board.
3. STATEMENT OF NEEDS
3.1 Offeror will be expected to provide the following services. Offeror also, in their response, provide any additional services that they provide. The combination of required services and additional services will be used in evaluating the proposals.
Design Team Qualifications
Minimum 7 years of experience working with K-12 School Districts in Virginia with a specific background in new school construction design and renovation.
Proposed Scope of Work
1. At the direction of the Division Superintendent, or designee the offeror will provide guidance for the ten year Capital Improvement Plan.
2. Offeror will provide assistance to the school division regarding forecasting student enrollment and building needs to meet the student population
3. Offeror will provide able to provide engineering services and technical expertise for vital system repairs throughout the school division.
4. Offeror will need to be able to research feasibility of potential land sites for new school construction
5. Offeror will demonstrate an ability to provide highest and best land use options for renovations and additions to current schools
6. Offeror will need to provide the Division Superintendent or designee the best course of action regarding renovation needs of buildings to meet the educational program(s).
7. Offeror will need to be able to provide detailed drawings in order to perform construction of new and renovated educational facilities.
8. Successful designer will design to established construction budgets. In applicable situations, architect will need to provide phase in options
9. Please provide design schedule based on past experience for projects similar in nature along with expected lead times for construction.
10. Please provide a breakdown of hours and costs by design phase (conceptual/ schematic, design, construction drawings and specifications, and construction administrative services) on a per project basis.
11. Offeror will need to have extensive expertise in ADA requirements for new and renovated projects and the financial impacts of such renovations during projects.
12. Offeror will be required to write technical specifications for bids for construction work and needs to able to write front end documents as well.
13. Offeror must be prepared to provide construction management services in addition to architect services.
Proposal Requirements
A. Proposed Team
1. Provide an organizational chart, including resumes of all personnel who will be committed to this project. Provide specific information as to their experience on projects similar to this one.
2. List professional consultants outside your firm you propose to provide services not available in your firm. Provide specific information documenting their work on similar projects.
3. Please provide resumes of consultants that will be part of design team
B. Pricing
1. As a condition of a RFQ, it is not required to present a price at this time. It is expected that the offeror be able to enter into negotiations immediately after the most qualified offeror is selected.
C. A duly authorized representative of the Supplier shall sign all hard copy proposals.
D. All responses should be comprised of five (5) sets of hard copy documents (four copies and one original) and one (1) electronic version (requested).
INSURANCE REQUIREMENTS:
The minimum limits of the Contractor's Liability coverage shall be as provided in this section. Insurance may be obtained from a single insurance company and policy or from multiple companies and policies. With all types of required insurance except Worker’s Compensation, the Contractor must add the City as an additional insured. Proof of insurance and certificates showing the City as an additional insured are not required at the Proposal stage but are a condition precedent to the award of a Contract.
The Contractor shall provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein, and shall have it filed with the Procurement Officer before a Contract is awarded.
No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) day written notice to the Procurement Officer. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contract to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished.
1. Worker's Compensation __X__REQUIRED ____NOT REQUIRED
a. Coverage to be in compliance with the Workers Compensation Law of the Commonwealth of Virginia.
b. State…………………………………………………………...Statutory
c. Applicable Federal…………………………………………….Statutory
d. Employer's Liability…………………………………………...$100,000
e. Benefits Required by Union Labor Contractors………………As Applicable
2. Commercial General Liability (coverage against losses resulting in bodily injury, personal injury and property damage caused by or arising out of the contractor’s operations under the contract; including Contractual Liability; Products and Completed Operations; Premises Operations): ___X__REQUIRED ____NOT REQUIRED
a. Combined Single Limit:
$3,000,000 for Each Occurrence, in primary policy or through use of Umbrella or Excess Limits.
If policy contains a general aggregate limit, it shall apply separately to each project.
b. Products and Completed Operations Insurance shall be maintained for a minimum period of one (1) year after final payment, and the Contractor shall continue to provide evidence of such coverage to the City on an annual basis.
3. Automobile Liability (Owned, Non-Owned, Hired)
___X___REQUIRED ______NOT REQUIRED
a. $3,000,000 for Each Accident (Bodily Injury and Property Damage) in primary policy or through use of Umbrella or Excess Limits.
4. Professional Liability/Errors and Omissions: _____REQUIRED X_NOT REQUIRED
Minimum Limits:
$3,000,000…………………………………Each Claim
4. SPECIAL INSTRUCTIONS TO OFFERORS
4.1 ISSUING OFFICE
Wherever used in this RFQ, the Issuing Office shall be:
Isle of Wight County Schools
Rebecca Hicks
820 West Main Street
Smithfield, VA 23430
Telephone: (757) 357-4393
Fax: (757) 365-0970
All proposals shall be accepted if received and date/time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page. Proposals received and date/time stamped after the Closing Date and Time will not be accepted and will be returned unopened.
Proposals received by email, telephone, or facsimile machine will not be accepted.
It is the responsibility of the Offeror to ensure that their proposal is received and time/date stamped in the Issuing Office. Please allow sufficient time for your proposals to be transported. Please be advised that if sending your proposal at a late date requiring expedited shipping, that both FedEx and UPS will deliver directly to the issuing office. The US Postal Service does not.
4.2 CONTRACT PERIOD
The contract period will be negotiated with the highest ranking proposal. IWCS is prepared to offer a one year contract. IWCS will also offer four (4) one year renewals.
4.3 CONTRACT ADMINISTRATOR
The Contract Administrator for this contract shall be Anthony Hinds, Director of Facilities and Support Services. Contact can be made with Anthony Hinds at 757-357-4393.
4.4 PRE-PROPOSAL CONFERENCE
No pre-proposal conference has been scheduled.
4.5 QUESTIONS
Submit questions about the specifications by e-mail, phone, fax or in writing to the Issuing Office not less than five (5) working days prior to the closing date of the Request for Proposal. Direct questions are to be handled by the Issuing Office at Telephone (757) 357-4393, or Fax at (757) 365-0970. You may also send an email to the issuing office at .
Necessary replies will be issued to all Offerors of record as addenda, which will become part of the contract documents. Oral instructions do not form a part of the proposal documents.
4.6 SITE VISITS
No site visits are scheduled. Should an offeror wish to visit our school locations, you may request in writing via email. Please contact Anthony Hinds ( with a copy to ) to request site visits. No site visit requests will be honored inside of five (5) days of the closing of this solicitation.
4.7 PRICE ESCALATION FOR RENEWABLE TERMS
If the contract is renewed beyond the initial contract period, the contract may be renewed at a price that is agreeable between the two parties.
4.8 COOPERATIVE AGREEMENT
To the extent allowed by law, this solicitation is being conducted on behalf of other public bodies under the provisions of § 2.2-4304 of the Virginia Public Procurement Act, Cooperative Procurement, as stated, “a public body may purchase from another public body's contract even if it did not participate in the request for proposal or invitation to bid, if the Request for Proposal or Invitation to Bid specified that the procurement was being conducted on behalf of other public bodies.”
If authorized by the Bidder(s), the resultant contract(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms.
Any jurisdiction using such contracts shall place its own orders(s) directly with the Successful Contractor(s). The School Board of Isle of Wight acts only as the Contracting Agent and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions.
It is the Contractor’s responsibility to notify the jurisdictions of the availability of contract(s). Bidders desiring to offer to other jurisdictions under this clause shall so indicate in their response.
4.9 PROPOSAL CHANGES OR MODIFICATIONS
Changes or modifications to this RFQ made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Acknowledge receipt of addenda on the cover page of this RFQ. Oral modifications shall not form a part of the RFQ documents. This proposal and any addenda shall be incorporated, by reference, into any resulting contract.
4.10 CLOSING DATE
At the Closing Date and Time specified on the cover page, the submitted proposals shall be publicly announced. Only the names of the Offerors submitting proposals shall be read aloud. No other information will be provided nor are the proposals open to the public at this time. After an award is made, the proposals will be open to public inspection under the guidelines of the Virginia Public Procurement Act and the Virginia Freedom of Information Act.
4.11 OFFEROR OF RECORD
You can receive a copy of this RFQ from EVA (state procurement website) or from the Purchasing Office. Notification of this RFQ has been placed in a newspaper of general circulation.