RFP #20-490 ARCHITECTURAL/ENGINEERING SERVICES FOR …€¦ · Project disciplines required for this project may include, but are not limited to, architectural, ... property at the

Loudoun County Public Schools Division of Construction Services

21000 Education Court, Suite 301 Ashburn, Virginia 20148 Telephone: 571-252-1161

RFP #20-490

ARCHITECTURAL/ENGINEERING SERVICES FOR MIDDLE SCHOOL #14 (MS-14)

Issue Date: September 4, 2020

Due Date: Tuesday, October 6, 2020 @ 4:00 PM

Receipt Location: Loudoun County Public Schools Division of Construction Services 21000 Education Court, Suite 210 Ashburn, VA 20148

Point of Contact: Melissa Tello Architect Loudoun County Public Schools 571 252-1283 [email protected]

Requests for information related to this Proposal should be directed to the Point ofContact listed above. All questions must be submitted by Tuesday, September 22, 2020@ 5:00 PM.

If you need any reasonable accommodation for any type of disability in order toparticipate in this procurement, please contact Annette Thompson at 571-252-1161 [email protected].

Page 2 LCPS RFP #20-490 A/E Services for Middle School #14 (MS-14)

RFP #20-490


SECTION TITLE PAGE

1.0 PURPOSE ....................................................................................................................... 3 2.0 BACKGROUND .............................................................................................................. 3 3.0 PROJECT DESCRIPTION .............................................................................................. 3 4.0 SCOPE OF WORK .......................................................................................................... 4 5.0 COMPETITION INTENDED ............................................................................................ 5 6.0 OFFEROR MINIMUM QUALIFICATIONS ....................................................................... 5 7.0 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS ........................ 5 8.0 SELECTION PROCEDURES AND AWARD ................................................................. 10 9.0 CONTRACT TERMS AND CONDITIONS ..................................................................... 12 10.0 PROPOSAL FORMS .................................................................................................... 18 11.0 EVALUATION MATRIX................................................................................................. 21 12.0 RFP ATTACHMENTS: .................................................................................................. 22

ATTACHMENT: (DRAFT) AIA DOCUMENT B101 – 2017 STANDARD FORM OF AGREEMENT BETWEEN OWNER AND ARCHITECT


RFP #20-490


1.0 PURPOSE The intent of this Request for Proposal is to obtain proposals from qualified offerors to enter into a contract for architectural/engineering services for the proposed renovation project indicated in this RFP. Qualified offerors may include a single firm of registered/qualified design professionals capable of providing the requisite services listed below or a project team consisting of multiple firms capable of the same. Loudoun County Public Schools (LCPS) projects will be executed in accordance with local, county and state standards and requirements governing the design and development of public facilities. This contract award is dependent upon funding appropriation.

2.0 BACKGROUND The Division of Construction Services is responsible for the design and construction of Capital Improvement Projects (CIP) for Loudoun County Public Schools. Its mission is to ensure that all LCPS facilities are appropriately planned, designed, constructed and operated. Construction Services assists with the acquisition of land for new schools and the administration of design and construction of new schools, additions and alterations to existing buildings, and renewals of existing school facilities in accordance with approved educational specifications and building codes. Project disciplines required for this project may include, but are not limited to, architectural, historic preservation, civil engineering, mechanical, plumbing, electrical, geo-technical, environmental assessment, interior design, structural, security, acoustical engineering and fire protection.

3.0 PROJECT DESCRIPTION Middle School 14 is planned as a multi-story facility and is proposed to be located on the property at the southwest corner of Red Hill Road and Evergreen Mill Road. The total site includes two parcels PIN 242-18-1260 (171 acres) and PIN 242-28-8988 (1.91 acres) is currently part of a Loudoun County Comprehensive Plan Amendment process (CPAM 2020-0001) and is pending acquisition by LCPS. The site is envisioned to co-locate multiple school facilities and possible public uses. The Middle School site is estimated at 29 acres within the larger parcels. The LCPS standard Middle School building program is estimated at approximately 184,590 SF based on the previous two-story prototype. Middle School 14 may be up to 4 stories based on site considerations including topography. The building will serve students in grades six (6) through eight (8) with an anticipated capacity of 1,445 students. The design should accommodate for a “house” concept for each grade and will include classrooms, a media center, cafeteria, gymnasium, auxiliary gymnasium and unlighted outdoor physical education fields among other program elements.


4.0 SCOPE OF WORK Architectural/engineering services may include but are not limited to:

1. Creating a complete set of construction contract documents for a new Middle School facility considering preliminary conceptual plans, field surveys of the existing conditions, and LCPS Educational Specifications and Requirements. These documents will be prepared for the purpose of permitting, bidding and construction of this Middle School facility.

2. System components shall include, but not be limited to the following: a. Mechanical b. Electrical c. Plumbing d. Structural e. Enclosure Systems f. Finishes g. Low Voltage Systems h. Data i. Telephone j. Security k. Energy Management l. Renewable Energy evaluation m. Sports facilities and equipment n. Furniture, Fixtures, and Equipment planning o. Preparation of, and coordination of Municipal and Regulatory Permits p. Cost Estimates q. Construction Contract Administration

3. Coordination of the following functions/consultants: (Note: Disciplines listed below may

be required. In the event these services are required under this contract, these services will be provided via current LCPS subconsultant agreements. The response to this RFP does not require representation of firms for these services.)

a. Civil b. Geotechnical c. Environmental d. Transportation e. Utilities f. Security g. Owner’s Staff

This list is not inclusive but is intended to represent comprehensive architectural/ engineering services necessary for the design and development of a public-school facility. The development process may involve and require coordination for specific areas of expertise such as water distribution systems; water and/or wastewater treatment facilities; land development and site planning; resource studies and permitting; transportation design; and management of the design and permitting process. All services shall be performed in accordance with generally accepted professional standards. The offeror is further expected to provide to LCPS the best possible advice


and consultation within the professional’s authority and capacity as a registered professional. LCPS intends that the services performed under the resultant contract shall be paid on the basis of a lump sum fee based on an approved hourly rate schedule. It is the Owner’s intent to execute the AIA B101 – 2017 Standard Form of Agreement Between Owner and Architect as amended by LCPS (Attachment 3).

5.0 COMPETITION INTENDED

It is Loudoun County Public Schools’ intent that this Request for Proposal (RFP) permits competition. It shall be the offeror's responsibility to advise the Point of Contact in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. The Point of Contact must receive such notification not later than seven (7) days prior to the date set for acceptance of proposals.

Nothing herein is intended to exclude any responsible service provider or in any way restrain or restrict competition. On the contrary, all responsible service providers are encouraged to submit proposals.

In signing this proposal, offerors are certifying that this proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a proposal for the same materials, supplies or equipment and/or services and is in all respects fair without collusion or fraud.

Preliminary concept plans for Middle School 14 have been prepared by MTFA Architecture for the purpose of test fitting the program on the proposed site. Conceptual site plan studies have been prepared for the proposed site by J2 Engineers for coordination with site planning processes. This information is included with this RFP as Attachments 1 and 2 and should be considered as information only. The selected firm will be encouraged to review these plans as a potential approach for the building siting, however, it is the expectation of LCPS that the selected firm develop additional concepts through the design process to prepare a final design for LCPS approval.

6.0 OFFEROR MINIMUM QUALIFICATIONS Any offeror wishing to submit a proposal and be considered for this solicitation shall have had successful experience within the past five (5) years on projects of similar size and scope as defined above.

7.0 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS 7.1 Proposal Format

The prospective offeror shall respond to the RFP with a written proposal in the format outlined below. The Proposal shall include as a minimum the following sections arranged in the specified order:

A. Credentials of the Project Team B. Management Skills and Technical Expertise


C. Project Methodology and Quality Control D. Capability for Timely Response E. Firm’s Educational Design Portfolio F. Optional Information

All proposals are limited to a twenty-four (24) page maximum which shall include all of the requested information in Section 7.2. Tab pages, cover letters, references page, proposal form, and addenda are not included in this limit. Double-siding is acceptable and will count as one page of text. Unnecessarily elaborate brochures beyond what is sufficient for a complete and effective proposal are not desired. Elaborate artwork, expensive paper/binding, visual and other presentation aids are not required. The overall quality and completeness of the proposal will be considered in the evaluation process.

7.2 Proposal Content A. Credentials of the Project Team Include as a minimum:

i. Identify the project team with organizational chart depicting the staffing plan. Identify key project team members.

ii. Identification of Project Manager (PM). The project manager shall remain responsible throughout the period of the contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the LCPS Director of Construction.

iii. Identification of Project Architect (PA). iv. Identification of Contract Administrator (CA). The contract administrator

shall conduct site visits as required. v. Provide portfolio of similar Secondary Education projects involving the

project manager, project architect, and contract administrator in their proposed roles. Projects will be considered “similar” if they are of the approximate same size and scope.

vi. Provide resumes of the project manager, project architect, and contract administrator.

vii. Provide resumes of other key project team members including subconsultants and their experience with work in Loudoun County and its Public Schools.

B. Management Skills and Technical Expertise Include as a minimum:

i. A list of projects completed within the past five (5) years that best illustrate the required capabilities required by this solicitation. For each project, provide a description, scope including total square footage of project, design and construction timelines and project cost.

ii. Information on delivery of projects on time and within budget. Provide execution time for the construction phase (contract/actual) and construction cost (estimated and actual).

iii. Problems encountered and solutions devised.


iv. Client’s contact information. v. Awards and letters of commendation received.

C. Project Methodology and Quality Control

i. Describe the proposed methodology for the completion of this project. The team must demonstrate how they will pursue project delivery in relation to developing and achieving design and construction project schedules. Please be clear about the designated project roles of the team in the description provided.

ii. Describe the offeror’s commitment and process it uses to ensure quality throughout all phases of the work. Reference quality control practices and/or programs in place at the organization and available for review by Loudoun County Public Schools. Proposal should demonstrate that quality control/quality assurance is an integral part of the offeror’s management practice.

D. Capability for Timely Response i. Provide information regarding depth of staff resources, including staffing

plan for project team members identified in 7.2.A. ii. Proximity of Consultant’s office to Loudoun County Public Schools

Administrative Offices at 21000 Education Court, Ashburn, VA (driving time).

iii. Describe resources within the firm to respond to multiple simultaneous tasks with respect to discipline-specific assignments through the course of the project’s design and construction phases.

iv. If not a locally based firm, explain how and from where design, production, and construction administration will be performed.

E. Firm’s Educational Design Portfolio i. Include details of similar or relevant Educational projects completed by

the firm in the past 10 years. Details are to include a description, project size, project cost, Owner’s name and contact information, and the project location.

F. Optional Information i. Provide additional information, beyond those previously requested,

expanding upon the firm’s capabilities or resources which are applicable to this project. Note: Unnecessarily elaborate brochures beyond what is sufficient for a complete and effective proposal are not desired. Elaborate artwork, expensive paper/binding, visual and other presentation aids are not required.

7.3 Number of Copies Required

Firms shall submit seven (7) paper copies [one (1) original and six (6) copies] and one digital copy [USB drive] of their technical proposal in a sealed container marked:

“Loudoun County Public Schools, RFP #20-490


Architectural/Engineering Services for Middle School #14 (MS-14)”

to Loudoun County Public Schools, Construction Services Division, 21000 Education Court, Suite 210, Ashburn, VA, 20148, Attn: Melissa Tello. The original proposal shall be clearly marked. A redacted copy shall also be included if proposal contains proprietary information (see Section 7.6).

7.4 Questions, Comments and Inquiries

Requests for additional information, clarification of specifications, or comments concerning the specifications, should be directed in writing to the Point of Contact listed on the first page of this RFP. Requests for information should be received no later than seven (7) business days before the proposal acceptance date. Material questions will be answered in the form of addenda which will be posted to the LCPS website. It is the Offeror’s responsibility to check LCPS’ website listing frequently for any addenda, and to ensure that all solicitation information is complete and accurate. Acknowledge receipt of all addenda on the Proposal Form.

7.5 Addendum and Supplement to Request If it becomes necessary to revise any part of this request or if additional data are necessary to enable an exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the offeror to ensure that he has received all addenda prior to submitting a proposal.

7.6 Proprietary Information Trade secrets or proprietary information submitted by an offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of this material prior to or upon submission of the data or other materials and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary. In addition to the seven proposal copies requested above, vendors shall submit one redacted copy of their proposal, which shall render the proposal free of any proprietary information. The redacted copy shall be clearly marked as such. If no items are identified as proprietary, only seven copies are required. Offerors shall not mark sections of their proposal as proprietary if they are to be part of the award of the contract and are of a “Material” nature.

7.7 Authority to Bind Firm in Contract Proposals MUST give full firm name and address of offeror. Failure to manually sign proposal may disqualify it. Person signing proposal should show TITLE or AUTHORITY TO BIND HIS FIRM IN A CONTRACT. To satisfy this requirement, the Architectural/Engineering Proposal Form shall be completed and included with the proposal.

7.8 Preparation and Submission of Proposals


A. All proposals shall be signed in blue ink by authorized representatives of the Professional Service Firm submitting the proposal.

B. Complete all attachments to the Request for Proposal (except as noted) and include in the proposal submission.

C. Proposals are to be submitted in a sealed container. The face of the container shall indicate the RFP number, time and date of public acceptance, and the title of the proposal.

D. Proposals must be received by the Construction Services Division not later than the date and time indicated in the RFP. Requests for extensions of this time and date will not be granted. Offerors mailing their proposals shall allow for normal mail time to ensure receipt of their proposals by the Construction Services Division prior to the time and date fixed for acceptance of the proposals. Proposals or unsolicited amendments to proposals received by Loudoun County Public Schools after the acceptance date will not be considered. Proposals will be accepted and logged in at the time and date they are received. No faxed or emailed proposals will be accepted.

7.9 Withdrawal of Proposals A. All proposals submitted shall be valid for a minimum period of ninety (90)

calendar days following the date established for acceptance. B. Proposals may be withdrawn on written request from the offeror at the address

shown in the solicitation prior to the time of acceptance. C. Negligence on the part of the offeror in preparing the proposal confers no right

of withdrawal after the time fixed for the acceptance of the proposals.

7.10 Sub-consultants Offerors shall include a list of all subconsultants in their proposal. Proposals shall also include a statement of the subconsultant’s qualifications. Loudoun County Public Schools reserves the right to reject the successful firm's selection of subconsultants.

7.11 References

All offerors shall include, with their proposals, a list of at least five (5) current references for whom comparable work has been performed. This list shall include company name, person to contact, address, telephone number. Failure to include references may be ample cause for rejection of proposal as non-responsive.

7.12 Late Proposals

Proposals will not be accepted after the date and time specified.

7.13 Rights of Loudoun County Public Schools Loudoun County Public Schools reserves the right to accept or reject all or any part of any proposal, waive informalities and award the contract to best serve the interest of Loudoun County Public Schools.


7.14 Prohibition as Subcontractors

No offeror who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted.

7.15 Miscellaneous Requirements

A. Loudoun County Public Schools will not be responsible for any expenses incurred by a firm in preparing and submitting a proposal. All proposals shall provide a straightforward, concise delineation of the firm's capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content.

B. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation to LCPS staff and answer questions regarding their proposal. The Construction Services Division will schedule the time and location for this presentation.

C. The contents of the proposal submitted by the successful offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful firm will be expected to sign a contract with Loudoun County Public Schools (AIA B101-2017 Standard Form of Agreement Between the Owner and Architect, as amended by LCPS).

D. Loudoun County Public Schools reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of Loudoun County Public Schools. Offerors whose proposals are not accepted will be notified in writing.

7.16 Debarment

By submitting their offers, offerors certify that they and their principals are not currently debarred by the Commonwealth of Virginia, the federal government, or any Virginia public body from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

8.0 SELECTION PROCEDURES AND AWARD The Contract Terms and Conditions set forth certain criteria which will be used in the receipt of proposals and selection of the successful firm. In addition, the criteria set forth below will be considered.

8.1 Proposal Analysis Group The Proposal Analysis Group may include representatives from the following Loudoun County Public Schools Divisions:


• Planning Services • Support Services • Construction Services • Procurement Services • Instruction (School Administrator)

8.2 Schedule

The following schedule is tentative. The number of proposals received may determine the actual schedule.

Short List of Proposers Released ..................... October 20, 2020 Oral Presentations ............................................ November 4th and 5th, 2020 Initial Fee Proposal Due ................................... November 16, 2020 School Board Contract Award .......................... December 15,2020

8.3 Evaluation Process The Loudoun County Public Schools Proposal Analysis Group will read, review, and evaluate each proposal and selection will be made on the basis of the criteria listed below. A. Credentials of project team ....................................................... (30 points) B. Management skills and technical expertise. ............................ (25 points) C. Project methodology and quality control ................................... (20 points) D. Capability for timely response. .................................................. (10 points) E. Firm’s Educational Design Portfolio .......................................... (10 points) F. Overall quality and completeness of proposal ............................ (5 points) G. Oral presentation (Short-listed firms only) ........................... (100 points) Once each member of the Proposal Analysis Group has independently read and rated each proposal and completed a proposal evaluation matrix form, composite preliminary ratings will be developed which indicate the group's collective ranking of the highest rated proposals in a descending order. The preliminary rating will be used to select the firms for further consideration—the “Short-List”. At this point, the Proposal Analysis Group may schedule oral presentations and have discussions with the top ranked firms (the number of firms selected for oral presentations will depend upon the number of proposals received).

8.3.1 Oral Presentations/Interviews A. The Proposal Analysis Group may offer questions to be addressed as

part of the Offeror’s presentation.

B. The offeror’s Project Team must be in attendance to represent all phases of services requests.

C. The Project Team and services must be presented by the Project Manager who will be assigned to the LCPS project.


D. Firm principals not responsible for project management, and marketing professionals may participate in the presentation in a supportive role only.

E. A total ranking of 100 points are possible for this portion of the Evaluation Process. Points will be determined by:

a. Overall presentation b. Project team qualifications c. Presentation and staff competence of all services requested d. Responses to Proposal Analysis Group questions

F. After the oral presentations, the Proposal Analysis Group will finalize the

rankings. The rankings shall remain confidential until after the contract award.

8.3.2 Contract Award At the conclusion of the discussion stage the offerors shall be ranked in order of preference based on those professional qualifications and proposed services that are deemed most meritorious. The top ranked firm will be invited to submit a cost proposal along with a binding fixed rate schedule. The cost proposal will be evaluated by Loudoun County Public Schools to determine a fair and reasonable price. Negotiations will then be conducted with this firm. If a fair and reasonable price and contract terms and conditions that are acceptable to LCPS cannot be agreed upon, then negotiations with this firm will be terminated and the process will resume with the remaining firms in order of the final proposal ranking, until a fair and reasonable price can be negotiated for the project.

8.4 Notice of Award A Notice of Award will be posted on Loudoun County Public Schools internet web site (https://www.lcps.org/Page/217444) and all offerors will receive email notification of the award posting.

8.5 Protest Offerors may refer to Sections 2.2-4357 through 2.2-4364 of the Code of Virginia to determine their remedies concerning this competitive process.

9.0 CONTRACT TERMS AND CONDITIONS 9.1 Procedures

The extent and character of the services to be performed by the firm shall be subject to the general control and approval of the Assistant Superintendent for Support Services, the Director of Construction or their authorized representative(s). The firm shall not comply with requests and/or orders issued by other than the Assistant Superintendent of Support Services, the Director of Construction or their authorized representative(s) acting within their authority for Loudoun County Public Schools. Any change to the contract must be approved in writing by the Director of Construction Services and the successful offeror. The successful offeror is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this agreement or its rights, title or interest therein or its power to execute such agreement to any other person, company or

https://www.lcps.org/Page/217444


corporation without the prior consent and approval in writing by Loudoun County Public Schools.

9.2 Contract Period A. The period of the Basic Services of the contract begins from date of award and

includes six (6) months after construction contract Substantial Completion. B. The contract will provide that if construction phase funding is not appropriated,

Loudoun County Public Schools will be entitled to terminate the contract due to non-appropriation of construction funding. In that event, Loudoun County Public Schools will not be obligated to make any payments under the contract beyond the amount properly appropriated for contract payments and work completed to date. Loudoun County Public Schools will provide the successful offeror with written notice of contract termination at least thirty (30) calendar days before the date of termination. Failure by Loudoun County Public Schools to provide such notice will not extend the contract into a year in which funds for contract payment have not been appropriated.

9.3 Loudoun County Public Schools Reserved Rights Loudoun County Public Schools reserves the right, at its sole discretion, to issue Requests for Proposals for similar work and other projects as the need may occur. Loudoun County Public Schools also reserves the right to issue Purchase Orders, and to expand or otherwise modify existing Purchase Orders, to other Open-End consultants based on its sole discretion, in consideration of its knowledge and/or evaluation of each consultant’s qualifications, expertise, capabilities, performance record, current ability to perform, location and/or distance to the project, and any and all other factors as may be pertinent to the particular project and for the convenience of Loudoun County Public Schools.

9.4 Delays If delay is foreseen, the successful offeror shall give thirty (30) days prior written notice to the Office of Construction. Loudoun County Public Schools has the right to extend the completion date if reasons appear, in the sole discretion of Loudoun County Public Schools, to be valid. The successful offeror must keep Loudoun County Public Schools advised at all times of status of order. Default in promised completion (without accepted reasons) or failure to meet specifications, authorizes the Office of Construction to purchase services elsewhere and charge full increase in cost and handling to defaulting offeror.

9.5 Material Safety Data Sheets By law, Loudoun County Public Schools will not receive any materials, products, or chemicals, which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

9.6 License Requirement All firms doing business in Loudoun County are required to be licensed in accordance with the County's "Business, Professional, and Occupational Licensing (BPOL) Tax" Ordinance and the Department of Professional and Occupational Regulation (DPOR). Questions concerning the BPOL Tax should be directed to the Office of Commissioner of Revenue, telephone (703) 777-0260. The BPOL license number


must be indicated on the Professional Services proposal form of this Request for Proposal.

9.7 SCC Information Effective July 1, 2010, the Code of Virginia was amended to require that a bidder or offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, as amended or otherwise required by law, shall include in its bid or proposal the Identification Number issued to such bidder or offeror by the Virginia State Corporation Commission (SCC). Furthermore, any bidder or offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. The offeror’s SCC number must be included on the Proposal Form (pg. 17) where indicated. For more information on this requirement, vendors should consult with their attorney and/or contact the Virginia State Corporation Commission at (804) 371-9967; or email at [email protected]. Their website is: www.scc.virginia.gov/index.aspx.

9.8 Payment of Taxes All successful offerors located or owning property in Loudoun County shall assure that all real and personal property taxes are paid.

9.9 Insurance A. See §2.5 through §2.5.10 of AIA B101 – 2017 Standard Form of Agreement

Between Owner and Architect (copy attached). The successful offeror shall provide the requirements of this section to their insurance agent or broker and obtain at their own expense all of the insurance called for therein.

B. Subcontractor or Subconsultant Insurance— Nothing contained in the

specifications shall be construed as creating any contractual relationship or liability between any subcontractor or subconsultant and Loudoun County Public Schools. The successful offeror shall be as fully responsible to Loudoun County Public Schools for the injuries, damages, acts and omissions of the subcontractors/subconsultants and/or persons employed by them as it is for persons directly employed by it.

C. Safety and Health Regulations—The successful offeror and all its consultants

are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as well as any local and state Safety and Occupational Health Standards and any other rules and regulations as they may apply to this contract. Also, the successful offeror and its consultants shall be held responsible for the safety of their employees.

D. Contract Control of All Tasks— Contractual and other liability insurance provided under this contract shall not contain a supervision or inspection exclusion that would preclude Loudoun County Public Schools from supervising and/or inspecting the services provided. The successful offeror’s firm shall

mailto:[email protected]

http://www.scc.virginia.gov/index.aspx


assume all on-the-job responsibilities as to the control of persons directly employed by it and of the consultants and any persons employed by the consultants.

9.10 Notice of Required Disability Legislation Compliance Loudoun County Public Schools is required to comply with state and federal disability legislation: The Rehabilitation Act of 1993 Section 504, The Americans with Disabilities Act (ADA) for 1990 Title II and The Virginians with Disabilities Act of 1990. Specifically, Loudoun County Public Schools, may not, through its contractual and/or financial arrangements, directly or indirectly avoid compliance with Title II of the Americans with Disabilities Act, Public Law 101-336, which prohibits discrimination by public entities on the basis of disability. Subtitle A protects qualified individuals with disability from discrimination on the basis of disability in the services, programs, or activities of all State and local governments. It extends the prohibition of discrimination in federally assisted programs established by the Rehabilitation Act of 1973 Section 504 to all activities of State and local governments, including those that do not receive Federal financial assistance, and incorporates specific prohibitions of discrimination on the basis of disability in Titles I, III, and V of the Americans with Disabilities Act. The Virginians with Disabilities Act of 1990 follows the Rehabilitation Act of 1973 Section 504.

9.11 Ethics in Public Contracting The provisions contained in §2.2-4367 through §2.2-4377 of the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by Loudoun County Public Schools. The provisions of this article supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia State and Local Government Conflict of Interests Act (§2.2-3100 et. seq.), the Virginia Governmental Frauds Act (§18.2-498.1 et. seq.) and Articles 2 and 3 of Chapter 10 of Title 18.2. The provisions apply notwithstanding the fact that the conduct described may not constitute a violation of the Virginia Conflict of Interests Act.

9.12 Substitutions NO substitutions, including key personnel, or cancellations will be permitted after award without written approval by the Director of Construction Services.

9.13 Best Pricing Successful offeror agrees that the hourly billing rates for services are equal to or less than rates offered on other contracts with similar terms and conditions.

9.14 Invoicing and Payment The successful offeror shall submit invoices, in triplicate, on a monthly basis, such statement to include a detailed breakdown of all charges for that monthly period. The following information shall be included in all invoices: A. General

• A/E Name, Address and Phone No. • Brief Contract Description • Contract Number (LCPS RFP No.)


• A/E Job Number • Unique Invoice Number • Federal ID No. • Invoice Date • Invoice Period • Date of Original Agreement • Agreement Expiration Date

B. Contract Cost Summary Information:

• Contract Budget • Approved Change Orders to Date • Billed this Invoice • Previously Billed • Contract-to-Date Billed • Amount Remaining • Percent (%) of Budget Expended • A/E Signature Certification that the information submitted is accurate • A/E Signature Date • Owner (LCPS) Signature Certification and Date

9.15 Change Orders

All change orders must be submitted in the following format:

• A/E Name, Address, Phone and Contact Person • Date • Job Number (if applicable) • Contract Number (LCPS RFP Number) • LCPS Purchase Order Number • Change Order Number • Change Order Description • Indicate:

Original Contract Value: ............................................................................ $_________

Sum of Changes by Prior Change Orders: .............................................. $_________

Contract Value prior to this Change Order ............................................... $_________

Contract Value will be changed by this Change Order in the amount of: $_________

New Contract Value including the Proposed Change Order will be: ....... $_________

Consultants are required to provide the same information to the successful offeror. Invoices shall be based upon completion of tasks and deliverables. All such invoices submitted in the required format will be paid promptly by Loudoun County Public Schools unless any items thereon are disputed, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The successful offeror shall provide complete cooperation during any such investigation. All invoices shall be forwarded to the following address: Loudoun County Public Schools Division of Construction Services 21000 Education Court, Suite 210


Ashburn, Virginia 20148 Attention: Gary VanAlstyne, PE, Director Please note that LCPS has recently transitioned to the eBuilder Project Management Information Software platform which includes the ability for project team members to submit invoices and change requests directly through the platform. Once the Invoicing process is implemented, all project team members will be required to use this process.

9.15 Prime Successful Offeror Responsibilities

The successful offeror shall be responsible for completely supervising and directing the work under the resulting contract and all consultants that they may utilize. Consultants who perform work under the resulting contract shall be responsible to the prime successful offeror. The successful offeror agrees to be fully responsible for the acts and omissions of its consultants and of persons employed by them.

9.16 Contractor Certification Effective July 1, 2007, the Code of Virginia was amended to require that prior to awarding a contract for services to be provided in the presence of students, Loudoun County Public Schools will require the Contractor to certify that none of the persons who will provide services requiring direct contact with students on school property during school hours or during school-sponsored activities has been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. A ‘Certification of Contractor’ form is included with this document and must be completed prior to the awarding of a contract or issuing of a purchase order/payment. Failure to complete this certification accurately may result in your contract/agreement being revoked without recourse against the Loudoun County Public Schools.


10.0 Proposal Forms

Loudoun County Public Schools Division of Construction Services 21000 Education Court, Suite 210

Ashburn, VA 20148

RFP #20-490


THE FIRM OF: Address: Hereby proposes to provide the requested services as defined in this Request for Proposal for the project(s) identified and in accordance with the Project Team requirements outlined in Paragraph 7.2. I understand that the omission of any items listed below from this proposal shall be ample cause for rejection of the proposal as nonresponsive.

1. BPOL number: 2. One (1) original and ( ) copies 3. FEI number: 4. VA SCC number:

I hereby acknowledge receipt of the following addenda: Addendum # ________ Dated ___________ Addendum # ________ Dated ___________ Addendum # ________ Dated ___________ Addendum # ________ Dated ___________ Note: Fees are not to be included with this proposal. Loudoun County Public Schools will negotiate

with the highest ranked firms to establish fixed rates. Person to contact regarding this proposal: Title: Phone: Email: Name and title of person authorized to bind the Firm: Name: Title: Signature: Date:



(Firms may include their own reference page; however, 5 references must be included)

1. Firm Name Contact Title E-mail Mailing Address Phone Fax 2. Firm Name Contact Title E-mail Mailing Address Phone Fax 3. Firm Name Contact Title E-mail Mailing Address Phone Fax 4. Firm Name Contact Title E-mail Mailing Address Phone Fax 5. Firm Name Contact Title E-mail Mailing Address Phone Fax


Loudoun County Public Schools Division of Construction Services 21000 Education Court, Suite 210

Ashburn, VA 20148

School Year 2020-2021

CERTIFICATION OF CONTRACTOR

Full Name of Contractor: _______________________________________ Description of Contract: _______________________________________ Contract # (if applicable): _______________________________________ As required by Section 22.1-296.1 of the Code of Virginia, the undersigned hereby certifies that none of the persons who will provide services requiring direct contact with students on school property during school hours or during school-sponsored activities has been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. I further understand and acknowledge (1) that if I make a materially false statement regarding any of the above offenses, I will be guilty of a Class 1 misdemeanor and (2) that before any person is permitted to provide such services subsequent to this certification, I must complete a new certification regarding such person. Signature: ________________________________________Date: ___________________ ________________________________________________________________

Printed Name and Title of Person Making Certification

Address: ____________________________________________________________________ ____________________________________________________________________ Phone: ______________________ Fax: _______________________ Email: ________________________________________________________________


11.0 Evaluation Matrix

REQUEST FOR PROPOSAL #20-490 PROPOSAL EVALUATION MATRIX

OFFEROR (FIRM NAME): __________________________________________________________________

Item Description Max. Point Score

A Credentials of project team • Organization chart depicting staffing plan identifying project manager, project architect, and contract

administrator • Resumes of project manager, project architect, contract administrator, and alignment with requirements • Resumes of other key staff members and alignment with the project requirements • Portfolios of similar Secondary Education projects for project manager, project architect and contract

administrator in their proposed roles • Depth and breadth of Firm skills and expertise for unique circumstances • Experience of key project team working in Loudoun County, its Towns, and Public Schools.

30

B Management skills and technical expertise. • Projects completed within the past five (5) years that best illustrate capabilities required for this project

including description, scope, and project cost. • Information on delivery of projects on time and within budget. Provide execution time (contract/actual);

construction cost (estimated/actual). • Problems encountered and solutions devised. • Client’s contact information. • Awards and letters of commendation received.

25

C Project methodology and quality control • Narrative describing how offeror intends to pursue project delivery in relation to developing and achieving

design and construction project schedules • Address quality control practices and/or programs in place at the organization and available for review by

LCPS

20

D Capability for timely response • Depth of staff resources. • Proximity of Consultant’s office to Loudoun County Public Schools Administrative Offices at 21000 Education

Court, Ashburn, VA. • Resources within the firm to respond to multiple simultaneous tasks with respect to discipline-specific

assignments through the course of the project’s design and construction phases. • How and from where design, production, and construction administration will be performed, if not locally

based firm.

10

E Firm’s Educational Design Portfolio • Applicability of similar or relevant educational projects completed by the firm in the past 10 years.

10

F Overall quality and completeness of proposal • Completeness • Attention to detail • Clarity • Organization • Appearance • 24-page maximum (double-sided)

5

Subtotal 100

G Oral presentation/interview (short-listed firms only) 100

Total 200


12.0 RFP ATTACHMENTS: Attachment 1 –

Documents

RFP #20-490 ARCHITECTURAL/ENGINEERING SERVICES FOR …€¦ · Project disciplines required for this project may include, but are not limited to, architectural, ... property at the