REQUEST FOR PROPOSAL (RFP) Architectural Services -2015-03...REQUEST FOR PROPOSAL ARCHITECTURAL SERVICES RFP 2015-03 A. PURPOSE ... Full Range of the more typical Architectural Design and Engineering services from

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    PLAINFIELD BOARD OF EDUCATION

    Business Office 1200 Myrtle Avenue

    Plainfield, New Jersey 07063

    REQUEST FOR PROPOSAL (RFP)

    Architectural Services

    RFP 2015-03

    Submission Date:

    Thursday, April 17, 2014 9:00 am

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    PLAINFIELD BOARD OF EDUCATION Business Office

    1200 Myrtle Avenue Plainfield, New Jersey 07063

    REQUEST FOR PROPOSAL (RFP)

    TECHNICAL SPECIFICATIONS

    Mr. Gary Ottmann Business Administrator

    Purchasing Agent

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    PLAINFIELD BOARD OF EDUCATION Business Office

    Plainfield, New Jersey 07063

    REQUEST FOR PROPOSAL

    ARCHITECTURAL SERVICES

    RFP 2015-03

    A. PURPOSE

    The Plainfield Public School District is soliciting Requests for Proposals (RFP) from Architectural and/or Engineering ( A&E) firms to provide district wide consultant services for the district facilities. The District will select one or more individuals/firms to provide services for the wide range of

    services required on an as needed basis. The district expects to contract with large, small and multidiscipline firms to service the districts project needs. B. SCOPE OF SERVICE

    The requirements are directed toward supporting the Districts maintenance program, the long range facility plan, the desire to continue constructing new schools, planning, investigations, correcting deficiencies and enhancing its school facilities and properties; owned, leased and future occupancy sites, per regulations. The Districts program requirements and budget shall be the driving force for all its facilities requirements. The firm shall organize each undertaking into the most cost-effective solution that addresses the task at hand providing cost estimates and alternate solutions when requested. Some of the more minor items would be handled under quotation arrangements that reduce their overall cost. Others are restricted by law to use formal bidding under N.J.S.A. 18A: 18A and the most recent DOE regulations.

    There are two scopes of work; the first scope of work could include but not be limited to the following services:

    Liaison with the New Jersey Department of Education (DOE), the Schools Development Authority (SDA), the District and other governmental agencies;

    Abbott Facility and Early Childhood and Technology Projects completed and future; both DOE and SDA;

    Review and upgrade of the LRFP (Long Range Facilities Plan) ;

    Review all district goals-assessment of educational programs, present to future;

    Inventory and analyze all district sites- school space and capacity analyses;

    Review demographics and develop sending areas

    Provide new floor plans submit electronic and hard copies to the district;

    Existing structure investigations and assessments including all preschool contracted providers and contracted special education sites for code compliance;

    Develop deficiency correction projects; include program and physical plant upgrades;

    Estimated budget for each project;

    Project priority year assignment, coordinated with projects currently scheduled;

    Review existing and projected enrollments - update all demographics;

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    B. SCOPE OF SERVICE (Continued)

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    Develop new sending areas based upon enrolment projections and new school construction;

    Review NJDOE software-report district information as required;

    Assessment of existing and proposed programs provide excess FES ( Facilities Efficiency Standards ) justification;

    Organize community workshops and public meetings;

    Complete initial draft of NJDOE required reports use software when available;

    Presentation to Board District Operations committee;

    Presentation to Board, Committee of the Whole & Public meetingstwo sessions minimum;

    Prepare, organize, and print and final document reports based upon all comments and findings - submit to Board for approval;

    Provide up to twenty five copies and one complete electronic copy of completed work to district; at no extra charge

    Minimum Weekly site visits with all parties involved

    Work with other District professionals

    Conduct feasibility studies when requested.

    Assist with the districts security and safety programs

    Existing structure, civil, environmental investigations and assessments

    Energy evaluations and grant applications

    Mitigation of Emergency Situations-emergency response to site required

    Maintenance Safety Training OSHA-PEOSH

    Variance Applications and planning/zoning board presentations

    Referendum Planning and Support

    Litigation Support to the Board Attorney

    Construction Contract support to the Board Attorney and special counsels

    Long Range Facility and Maintenance Plans

    Project - Construction Management and Coordination

    Assistance with Small Repair and Maintenance Projects

    Full Range of the more typical Architectural Design and Engineering services from Educational Specifications through Construction observation, administration and completion.

    Obtain all necessary permits and licenses

    All requested Architectural and/or Engineering Services to address any district project not listed above

    The second scope of service is unique and continues the Districts Maintenance Program

    This program allows for the continued district goal of improved efficiency and performance in

    all facility systems. It will also provide an aesthetically pleasing and sound atmosphere that

    is conducive to learning. Improved conditions result in a safer, cleaner and healthier

    environment which should increase learning potential. Improved conditions also result in

    cost savings.

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    The Plainfield School Districts maintenance program will continue to undertake facility

    maintenance improvements, replacements and repairs for the elimination of substandard

    conditions. In addition, it will take corrective action to achieve code compliance,

    improvements and upgrades for the purpose of keeping a school facility open and safe for use

    or in its original condition (P.L. 2000, Chapter 72). The maintenance program is district wide

    and included on an as needed basis. Improving the aesthetics, function, safety and code

    compliance of our facilities.

    The general scope of service descriptions are listed below and represent services usually requested by the Plainfield School District. These are representative of the type of assignments the professional might anticipate, but not limited to these items only.

    a. Survey of Existing Conditions Requiring Correction at One or More Facilities:

    The observation and recording of conditions at each specific building, and formulating a cost analysis for budgetary purposes. There may also be a need for follow-up investigations by specialists or engineers based on the observations made in the initial inspection. The firm shall assemble the disciplines required to address the task in a logical and cost effective manner. These specialists shall be contracted by the district firm as required and approved. The districts payment for these services shall be to the district firm for the actual cost paid by the districts Architectural / engineering firm to the specialist with no mark up and at a rate not to exceed the hourly rate approved on the bid proposal form submitted under this RFP. Fixed deadlines shall be established for performances of services.

    b. Meeting with Administrative Staff (Office of Building Services):

    The district scheduling of coordination meetings in which the A & E firm(s) receives direction from the District, and conveys any important issues that have been discovered. Preliminary sketches may be required as well as attending District Board of Education and operations meetings.

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    c. Availability for ( NON ) Emergencies:

    The A & E firm shall be available on site for situations that arise on an emergency basis. The use of modern technology; pagers, cell phones, email, fax machines etc. shall be required for an immediate communication response. The Department of Building Services and the nature of the emergency will determine on site response time required. For non-emergencies the firm shall return phone calls the same school day they were placed, and be able to meet in the school district when required by the Facility Director.

    d. Evaluations of other Contracts, Bids and Contractor Claims: The specific nature of each inquiry will require the A & E firm (s) to spend time at the school site or the archives, recording and measuring existing conditions, or otherwise gathering enough data upon which to render the evaluation that has been requested.

    e. Supplementary ( Non ) Professional Services:

    The other services to be hired directly by the District or A & E firm (s). The A & E firm (s) shall assist, when requested, in locating the appropriate service sources, getting quotes, and recommending a manner in which to proceed. The District shall either pay directly or be billed by the A & E firm (s) at direct cost.

    f. Construction and Maintenance Projects:

    The A & E firm (s) should use a full service approach, which is in the Districts

    best interest, unless abbreviated services are determined to adequately provide sufficient work and protection. The architect shall report directly to and be accountable and responsible to both Business Administrator & Director of

    Facilities or his duly appointed designee.

    g. Construction Management / Observation: This work may include but not be limited to, construction inspection and supervision to assure compliance to approved district plans and specifications. Review all submittals, materials, schedules, attend job and pre-construction meetings, review and process all close out items and establish a punch list for project completion on any and all district run projects. This includes projects commissioned by others when required. Coordinate all activities with other contracted management firms.

    h. Billing: The A & E firm (s) shall provide a consolidated computerized invoice for each requested service. Each invoice shall include an itemized account of the cost and other expenses as well as the type of each service performed. The A & E firm (s) shall not start any work without a written authorization from the Business Administrator and/ or Director of Facilities or his designated agent.

    i. Documents:

    The firm shall submit all required DOE/SDA project applications; provide all

    submittals including invoices in triplicate. All documents, specifications, drawings, etc. shall be submitted for use in electronic form (CD Rom disk) , downloaded to the districts specifications and shall become the property of the district for no additional charge. One CD Rom, two full size and one half size signed and sealed set of prints shall be submitted to the district for no additional charges when requested, sufficient numbers of prints shall also be submitted to the State agencies or board requiring such at no additional charge to the district. 4

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    j. General Notes:

    1. The A & E firm (s) will provide an estimated not to exceed maximum for projects, for both hard and soft costs when requested for budgetary purposes but will bill at the labor rates submitted.

    2 . Rates shall be fully loaded and include authorized labor actually rendered, minor

    revisions, all expenses, overhead and profit, computer costs, general and administrative costs, travel, courier service regular and over- night mail, electronic data, and the minimum of three sets of paper and reproducible documents and specifications, plus an electronic copy that shall be the property of the district.

    3. If a re-bid is necessary due to no bidders, DOE or SDA requirements, budgetary

    problems, minor technical flaws, addenda or changes, missed field conditions, or legal problems, the A & E firm (s) shall assist in the re-bid and provide the updated necessary documents with no additional fee charges to the Plainfield Board of Education.

    C. QUALIFICATIONS OF RESPONDENTS

    The Firm shall be certified and licensed in the State of New Jersey by all applicable certifying State and Federal agencies with respect to this RFP, and shall submit a copies of all licenses with the presentation package. The Consultant is required to be New Jersey Schools Development Corporation (NJSDA) pre-qualified, and shall submit a copy of all certifications.

    Provide a partial listing of work completed or currently contracted for other districts; identify if they are (non) ABBOTT.

    Provide a listing of all sub-consultants your firm might be using and their key personnel and qualifications. (optional)

    The firm shall demonstrate that they have worked for public school districts in New Jersey for a minimum of seven years and are familiar with former Abbott Districts.

    D. CONTRACT PERIOD The term of contract for Architectural Services shall be from July 1, 2014 through June 30, 2015. E. COORDINATION OF ACTIVITIES All activities for this contract will be coordinated through the office of

    Mr. Gary Ottmann, Business Administrator (908) 731-4338

    All work and/or services rendered must be done to the complete satisfaction of Mr. Ottmann & Director of Facilities of the Plainfield Board of Education.

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    F. FEE SCHEDULE PAYMENT The school district asks all respondents to submit a fee proposal scheduled based on an hourly rate on the appropriate form provided for the following services:

    Job Description: Principal Project Manager/Coordinator Associate Project Architect...

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