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N.I.C.E. COMMUNITY SCHOOL DISTRICT PRELIMINARY ARCHITECTURAL SERVICES REQUEST FOR PROPOSALS ("RFP") - PDF
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Ethelbert Hodges
1 N.I.C.E. COMMUNITY SCHOOL DISTRICT PRELIMINARY ARCHITECTURAL SERVICES REQUEST FOR PROPOSALS ("RFP") January 7, 2016
2 N.I.C.E. Community School District A. Instructions REQUEST FOR PROPOSAL FOR PRELIMINARY ARCHITECTURAL SERVICES PART 1 - GENERAL INSTRUCTIONS Qualified firms are invited to submit proposals to the N.I.C.E. Community School District (the "District") for Architectural Facilities Assessment and Preliminary Concept Design Services for a proposed project (the "Project"). The successful firm is also expected to provide the District assistance in developing the scope of the Project. The scope of the Project is not yet determined. The District is currently considering renovations and remodeling of the athletic and recreation Facilities (e.g., locker rooms) and the addition of a new gymnasium. The selected firm will be expected to assist in developing the Project scope based on a Facilities needs assessment. The District reserves the right to reject any or all proposals and to make any award that it considers to be in the best interest of the District. B. Proposal Submission To be considered by the District, three (3) copies of the complete proposal must be received no later than 1:00 p.m., Monday, February 29, Proposals should be addressed to: Bryan DeAugustine Superintendent of Schools N.I.C.E. Community School District 300 S. Westwood Drive Ishpeming, Michigan The lower left corner of the submittal envelope should be marked: PROPOSAL FOR ARCHITECTURAL FACILITIES ASSESSMENT AND PRELIMINARY CONCEPT DESIGN SERVICES. Submitted proposals become the property of the District and will not be returned. C. Late Proposals Any proposal received by the District after the time specified above may not be considered, in the District's discretion. The party submitting a proposal shall bear full and total responsibility for ensuring timely receipt of that proposal. 2
3 D. Withdrawal of Proposals Proposals may be withdrawn by written notice received at any time prior to the submission deadline. Proposals may be withdrawn in person, provided that the firm's representative signs a receipt for the proposal prior to the submission deadline. E. Questions Concerning this RFP Inquiries may be made to Bryan DeAugustine at the address above, via telephone at , or via at Information about the District is available during business hours (8:00a.m. 5:00p.m.). F. Economy of Preparation Proposals should be prepared simply, providing a concise description of the submitting party's ability to meet the requirements of this RFP. Please limit your proposal to the information requested in Part 3 - Proposal Details and Part 4 Proposal Summary. G. Proposal Signature The section entitled, Part 4 - Proposal Summary, should be signed by the person responsible for the decision as to services and costs being offered. In the case of a joint proposal, each party should certify as to services and costs being offered by its own firm in connection with this proposal. H. Prime Responsibilities The firm selected will be required to assume responsibility for all services offered in the proposal, regardless of who actually provides such services and whether the selected firm utilizes separate consultants. The selected firm shall be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The firm shall provide all necessary facilities assessment and review services, project scope assistance, and preliminary concept design services that may be needed for the Project. The selected firm will not necessarily be retained as the Project Architect to prepare construction documents and administer the Project. In the event of a joint proposal, such firm shall be jointly and severally responsible for all services offered in the proposal, regardless of who produces them. I. Proposal Preparation Costs All costs incurred for proposal preparation presentation, or contract negotiation, are the responsibility of the firm. The District shall not be responsible for, and will not pay, the cost for any information solicited or received. J. Acceptance of Proposal Contents The contents of the proposal of the selected firm will become contractual obligations when a contract is issued, except with regard to particular contents which are rejected by the District. Failure of the 3
4 successful firm to abide by such obligations without the express consent of the District's Board of Education will result in cancellation of the award. K. Collusive Bidding and Relationship Disclosure The Proposer certifies that its Proposal is made without any previous understanding, agreement or connection with any person, firm, or company making a Proposal for the same project and is in all respects fair and without outside control, collusion, fraud, or other illegal action. The Proposer shall submit a Familial Relationship Disclosure in substantially the form attached hereto as Attachment "B." The Proposer shall submit an Iran Economic Sanctions Act Certification in substantially the form attached hereto as Attachment "C." L. Scope of Services It is assumed that any proposal submitted will include, but shall not necessarily be limited to, the performance of all of the activities and services identified in this section and as set forth in the form of Agreement attached as Attachment "A." The District will consider alternate proposals; however, the proposals must clearly indicate any activities that have been deleted and/or added from the requested scope of services. References to the "Architect," "Engineer," "Architect/Engineer," "Designer," Proposer, Bidder, or firm, or other similar term shall all be intended to refer to the entity submitting a response to this RFP. Proposing firms will be expected to, at a minimum, perform the following tasks: M. Insurance Coverage a. Review the District s existing Facilities and prepare a written evaluation of those Facilities along with recommended projects. b. Assist in developing a construction program and project scopes and establishing an estimated cost of each desired improvement. c. Assist in determining the estimated cost of the desired improvements and in sizing the Project. d. Attend meetings and make presentations concerning the proposed Project. e. Assist the District in the development of the District's construction program and Project scope. f. Develop a preliminary concept design specific to the Project. Prior to beginning work, the selected firm will be required to provide a copy of insurance certificates for general and professional liability coverages. Any consultants of the Architect shall provide 4
5 insurance coverages at least equal to that provided by the Architect, and those consultants shall provide insurance certificates for general and professional liability coverages. N. Payment of Fees Professional fees and shall be itemized on the same invoice so that the District issues no more than one monthly check to the Architectural firm. The specific days of the month on which invoices are to be received and checks released, as well as the payment schedule, will be determined when the contract is finalized with the selected firm. The District reserves the right to make payments to the Architect as determined during contract negotiations with the selected firm. The services covered by this RFP only pertain to preliminary architectural services and not a full-service Project Architect. Accordingly, architectural firms submitting proposals will not be compensated as a Project Architect at this time. However, the District may eventually select a Project Architect from the firms that submit proposals. No architectural firm submitting a bid shall be entitled to reimbursable expenses unless: (1) the categories of expenses for which the firm will seek reimbursement are stated in the proposal and (2) a not-to-exceed amount for reimbursable expenses is provided in the proposal. 5
6 N.I.C.E. Community School District REQUEST FOR PROPOSAL FOR PRELIMINARY ARCHITECTURAL SERVICES PART 2 - PROPOSAL REVIEW AND SELECTION PROCESS A. Time Frame for Architect Selection It is the intent of the District to select an Architect according to the following schedule: January 7, RFP is released. February 29, Proposals are due. March 21, Board of Education selects an Architect and authorizes the Superintendent to finalize a contract. March 22, Architect begins work. The District reserves the right to adjust the above schedule and/or to add/remove steps as it deems necessary or desirable in its sole discretion, with or without notice to bidders or potential bidders. B. Review and Selection Process The District reserves the right to reject any or all proposals that are determined not to be in the best interests of the District. The District will not necessarily select the lowest cost proposal. C. Evaluation Criteria The District will evaluate proposals considering all of the information provided in response to this Request for Proposal, including but not necessarily limited to the following: Adherence to RFP: To merit evaluation, submittals must conform, in both content and presentation, to the parameters established in this request. Relevant Experience: Relevant experience of the firm with construction and renovation of K-12 public school facilities, particularly those of comparable size and complexity. Qualifications: projects. Qualifications and experience of the key staff to be assigned to these Timeliness: Ability of the firm to complete work tasks specified in this RFP in a timely fashion. Responsiveness: The ability to meet quickly with District officials, contractors, etc. when necessary. Team Compatibility: The ability of the firm to work with students, District employees, parents, community members, architectural firms, contractors, and governmental officials based on references and interviews. 6
7 Fee Proposal: The total fees for Architectural services, including professional fees and allowances for reimbursable expenses. D. Awarding of the Contract All proposals received shall be subject to evaluation by District Administration and the Board of Education for the purpose of recommending a firm or firms with whom a contract will be executed. It is anticipated that the Board of Education will authorize a District administrator to finalize contract terms with the selected firm, which terms will be subject to the final approval of the Board of Education. The form of Contract shall be based on the document attached hereto as Attachment A. By submitting a proposal, the proposing form shall be deemed to agree with the attached document in its entirety, except and to the extent the bidder specifically objects in writing to any provision therein and attaches the objection(s) as a separate document to its response to this RFP, along with a proposed alternative. Notwithstanding anything herein to the contrary, the District shall have the ability, in its sole discretion, to negotiate any term of the Contract. The award of a Contract shall be contingent upon the successful negotiation of same. 7
8 N.I.C.E. Community School District REQUEST FOR PROPOSAL FOR PRELIMINARY ARCHITECTURAL SERVICES PART 3 PROPOSAL DETAILS NAME OF FIRM: YEAR ESTABLISHED: ADDRESS: (Street) (City/State) (Zip Code) TELEPHONE NUMBER: FAX NUMBER: A. Business Organization 1. Individual Partnership Corporation Other _ 2. Years firm has provided K-12 Architectural Services: 3. List Principals and officers of the firm: 4. List the various professional and support staff positions and number of personnel in each position in your firm. Professional Staff Number Support Staff Number 5. Has your firm had litigation, arbitration or a claim filed against or settled with your firm by an educational client or have you filed or settled the same against an educational client? If yes, explain each in detail. 6. Has your firm had litigation, arbitration or a claim filed against or settled with your company by any client outside of the educational market or have you filed the same against any other client? If yes, explain each in detail. 7. Has your firm ever been terminated, for cause or for convenience, prior to completion of a project or has your firm ever terminated an architectural or design contract, for cause or for convenience, prior to completion of a project? If yes, explain each in detail. B. Approach to Architectural Services 1. Describe in detail, the process you will follow to review the District s Facilities, make recommendations to define the Project Scope, and prepare a preliminary concept design. 8
9 2. Add any additional information about your planning and assessment approach as envisioned for this Project. 3. List the three (3) most recent new school construction/building renovation projects for which your firm has acted as Architect. a. Project Name: School District: Contact: Phone Number Total Cost Square Footage Cost per Square Foot # of Change Orders Cost of Change Orders Date Completed Project Architect b. Project Name: School District: Contact: Phone Number Total Cost Square Footage Cost per Square Foot # of Change Orders Cost of Change Orders Date Completed Project Architect c. Project Name: School District: Contact: Phone Number Total Cost Square Footage Cost per Square Foot # of Change Orders Cost of Change Orders Date Completed Project Architect 9
10 N.I.C.E. Community School District REQUEST FOR PROPOSAL FOR PRELIMINARY ARCHITECTURAL SERVICES PART 4 PROPOSAL SUMMARY Because this RFP is soliciting the services of an architect to conduct a facilities assessment review, develop a preliminary concept design, and create a preliminary budget, there is no guarantee that the firm selected for those services will serve as the Project Architect. Accordingly, firms should submit two different price proposals: 1. State your firm s fee for providing the assessment, concept design, and preliminary cost estimates if your firm is not selected as the Project Architect. 2. State your firm s fee for providing the assessment, concept design, and preliminary cost estimates if your firm is eventually selected as the Project Architect. This proposal has been prepared to provide the District with all the information requested in Part 3, Proposal Details, of the RFP regarding Preliminary Architectural Services. The undersigned certifies that the proposal contained herein meets or exceeds the scope of services as outlined in this RFP, and that any items that have been deleted from and/or added to the requested scope of services (including, but not limited to, the proposed contract language) are clearly noted as follows:. Signed this day of, Firm Name: Address: Phone Number: Fax Number: If a corporation, indicated State of incorporation and affix seal. Attest: By: Signature/Title 10
11 ATTACHMENT A [Form of Agreement] 11
12 Attachment "B" FAMILIAL DISCLOSURE STATEMENT AFFIDAVIT OF (insert name of affiant) STATE OF MICHIGAN ) )ss COUNTY OF ) makes this Affidavit under oath and states as follows: (insert name of affiant) 1. I am a/the: G G G G G G G President Vice-President Chief Executive Officer Member Partner Owner Other (please specify) of [insert name of firm], a bidder for architectural services for the N.I.C.E. Community School District. 2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the school district's superintendent and/or board members: 12
13 3. I have authority to bind the aforementioned firm with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids for architectural services. 4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so. Dated: (signature of affiant) Subscribed and sworn before me in County, Michigan, on the day of, 2016 (signature) (printed) Notary public, State of Michigan, County of My Commission expires on Acting in the County of DOCX 13
14 Attachment "C" IRAN ECONOMIC SANCTIONS ACT CERTIFICATION I am the [title] of [bidder], or I am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid for the provision of architectural services to the N.I.C.E. Community School District. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL , et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids. I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs. (signature) (printed) (date) 14
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