RFP #13-9480-10JK
October 4, 2013
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
REPLACEMENT OF ROOF TOP HVAC UNITS AT HIGHLAND SPRINGS ES,
LONGAN ES, SEVEN PINES ES AND ROLFE MIDDLE SCHOOL
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide architectural and engineering services necessary to provide expertise in the survey, report, and design of Replacement of Roof Top HVAC Units at Highland Springs ES, Longan ES, and Seven Pines ES and Rolfe MS. The submittal consisting of the original proposal and five (5) additional copies marked, "A Proposal for A&E Services for Replacement of Roof Top Units at Highland Springs ES, Longan ES, Seven Pines ES and Rolfe MS” will be received no later than 2:30 p.m. on November 1, 2013, by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of Finance Department of Finance
Purchasing Division OR Purchasing Division
1590 E. Parham Road PO Box 90775
Henrico, Virginia 23228 Henrico Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico website at: www.co.henrico.va.us
The Bids and Proposal link is listed under the Henrico Business Section on the homepage. Please contact John Kida at if you need technical assistance downloading this document.
Time is of the essence and any proposal received after 2:30 p.m., November 1, 2013 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 office, 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 October 15, 2013 at 9:00 a.m. at Highland Springs Elementary School, 600 Pleasant Street, Highland Springs VA 23075. Offerors are strongly encouraged to attend the pre-proposal conference in order to familiarize themselves with the requirements and to ask questions related to the proposal submission. This will be the ONLY tour offered to firms wishing to visit the four (4) schools. Firms may not visit the schools other than on this day and time.
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 the Henrico County Public Schools, School Board.
Questions concerning this Request for Proposal should be directed to Mr. John Kida, Senior Purchasing Officer at no later than Thursday October 17, 2012.
Very truly yours,
Cecelia H. Stowe, CPPO, C.P.M
John Kida, CPPB
Senior Purchasing Officer
804-501-5664
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
REPLACEMENT OF ROOF TOP HVAC UNITS AT HIGHLAND SPRINGS ES,
LONGAN ES, SEVEN PINES ES AND ROLFE MIDDLE SCHOOL
COUNTY OF HENRICO, VIRGINIA
I. INTRODUCTION
A. The purpose of this RFP is to solicit proposals for architectural and engineering services necessary to survey existing schools, report existing conditions and priorities, design the replacement of Roof Top HVAC Units for four (4) schools. The pre-proposal & site visit itinerary is in this order:
· Highland Springs Elementary School, 600 Pleasant Street, Highland Springs, VA 23075
· Seven Pines Elementary School, 301 Beulah Road, Sandston, VA 23150.
· Rolfe Middle School, 6901 Messer Road, Henrico VA 23231.
· Longan Elementary School, 9200 Mapleview Avenue, Henrico, VA 23294
B. This project includes the replacement of existing Roof Top HVAC Units, installation of new direct digital controls and sensors and integration of all controls by Siemens Building Technologies to tie-in to the existing energy management system. The renovations shall include but not limited to all necessary flashing repairs, curb repairs or replacement, structural modifications, ductwork modifications, life safety enhancements, mechanical, electrical modifications resulting from program review.
II. BACKGROUND
A. This project will include the recalculations of heating and cooling loads, selecting and installation of energy efficient equipment considering the comfort of personnel occupying that spaces, following all national, state, and local codes for the schools as follows:
a. Replace existing 34 Roof Top HVAC Units at Highland Springs Elementary School
b. Replace 15 to 20 ton Roof Top Units at Multipurpose Rooms at Longan and Seven Pines Schools
c. Replace Roof Top Units for Boys and Girls Locker Rooms
Winter Requirements: Temperature 72 F, Relative Humidity 20-35%
Summer Requirements: Temperature 74 F, Relative Humidity 45-55%
B. No contact with the Owner shall occur during the proposal period with the exception of procedural questions regarding the procurement process directed to the Department of Finance, Purchasing Division. There will be a non-mandatory pre-proposal meeting on October 15, 2013, 9:00 a.m. at Highland Springs Elementary School in order for those responding to visit the existing sites. This will be the ONLY tour offered to firms wishing to visit the schools. Firms may not visit the school other than on this day and time.
III. SCOPE OF SERVICES
A. The Successful Architect/Engineer shall be responsible for the preparation of complete contract documents and for contract administration until successful completion and acceptance of the project by the Owner.
B. The Successful Architect/Engineer shall also assist in the preparation of pre-bid documents, review of bids, make a recommendation for award, and evaluation of shop drawings (If deemed necessary by the owner) to pre-purchase the Boilers and Chillers for delivery at the start of construction.
C. Henrico County has acquired a web portal for the electronic distribution of bid documents. Offerors should expect to be required to upload specifications and drawings to the web portal in PDF format. Owner reserves the right to elect the drawing files to be in either a “raster” or “vector” conversion.
D. The projects will include a connection and expansion of the existing Siemens energy management system serving the school.
E. 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.
F. 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 shall also review existing ductwork conditions and evaluate the need for duct cleaning, replacement, etc. The Architect/Engineer will submit to the Owner a statement of probable project construction cost and budget.
2. 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 will advise the Owner of any adjustments to previous statements of probable project construction cost.
The Architect/Engineer will further assist the Owner in submitting any documentation for code or agency approval such as building permits.
3. 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.
G. 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.
H. 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.
I. 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.
J. 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. PROJECT SCHEDULE
It is essential that the project’s design and construction are expedited. The following schedule details the dates for the initial proposal/interview/contract portions of the project. Each Offeror shall indicate the remaining dates for the items listed based on a tentative completion of the facility for August 2014
Issuance of RFP October 4, 2013
RFP advertised in newspaper October 6, 2013
Pre-proposal Conference October 15, 2013, 9:00 a.m.
Receipt of Proposals for A/E Services November 1, 2013, 2:30 p.m.
Oral presentations November 14, 2012
Award of A/E Contracts by School Board December, 2013
V. ASSISTANCE PROVIDED BY THE COUNTY
The County will assign a Project Coordinator to coordinate the Architect/Engineer tasks and a Construction Coordinator, who, working with the Project Coordinator, shall observe construction. The Project Coordinator shall have the authority to transmit instructions, receive information, and interpret and define County positions, policies and decisions with respect to the project.
VI. GENERAL CONTRACT TERMS AND CONDITIONS:
A. 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, School Board. 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 of Henrico, Virginia (the “County”) should the School Board 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 Contract documents are presented for signature, execute and deliver to the Purchasing Division Office the Contract documents and any other forms or bonds required by the RFP.
3. The 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 public bulletin board located at the following locations:
Purchasing Division Office Eastern Government Center
North Run Office Complex 3820 Nine Mile Road
1590 East Parham Road Henrico VA 23223
Henrico VA 23228
Henrico Government Center
4301 E. Parham Road
Henrico VA 23228
Notice of award or intent to award may also appear on the Purchasing Division website: http://www.co.henrico.va.us/genserv/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. § 1 et seq.) 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 Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.
E. Controlling Law and Venue
The Contract will be 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 without regard to its conflicts of law principles. Any dispute arising out of the Contract, 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 a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail 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 shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.
2. If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.