Proposals ("RFP") for Program and Project Management Services 2024 (RFP No. FPM 04082024)

REQUEST FOR PROPOSAL (RFP) Program and Project Management Services RFP No. FPM-04082024 1.0 Overview of Request for Proposals 1.1 Publication of Request for Proposals The San Francisco Unified School District is currently seeking project management services to manage capital schoolyard improvement projects at two school sites funded through the California Department of Forestry and Fire Protection. As used in this RFP, the following words have the meanings assigned to them herein. “Proposer.” The Proposer refers to any entity submitting a response to this RFP. Also referred to as Respondent. “Contractor.” The Contractor refers to the proposer of the winning bid upon contract start date. “Submittal.” The Submittal refers to a response package submitted in response to this RFP. Also referred to as Statement of Proposals or Proposal. “District.” Abbreviation for the San Francisco Unified School District 1.2 Timeline and Key Dates The anticipated schedule for this solicitation event is as

follows. MILESTONE Weekday Date Issue Date Monday 4/8/2024 Document Posting (SFUSD Website) Monday 4/8/2024 Pre-Proposal Question Submission Deadline Friday 4/12/2024 Question and Answer Posting Tuesday 4/16/2024 Proposal Due (by 5:00 P.M.) Wednesday 4/24/2024 Proposer Presentations NA Intent to Award Notice (Anticipated) Friday 4/26/2024 Board of Education Approval Date (Anticipated) Tuesday 5/14/2024 Contract Start Date (Anticipated) Wednesday 5/15/2024 Project Management Services RFP No. FPM-04082024 2.0 Background Information The San Francisco Unified School District is the seventh largest school district in California, serving more than 57,000 students who speak more than 44 languages across 132 schools in San Francisco every year. We aim for every student who attends SFUSD schools to discover his or her spark, along with a strong sense of self and purpose, and that all students graduate from high school ready for college and career, and equipped with the skills, capacities and dispositions outlined in SFUSD’s Graduate Profile . The Facilities Division was recently awarded a $9.8 Million Green Schoolyard Grant from the California Department of Forestry and Fire Protection to implement schoolyard improvements at four schools in San Francisco’s southeast: Burton High School, Thurgood Marshall High School, Visitacion Valley Middle School, and Bret Harte Elementary School. The grant program is specifically designed to reduce and mitigate greenhouse gas emissions and realize California’s Global Warming Solution Act of 2006. Projects include removal of impermeable surfaces, increased tree canopy bioretention areas, new outdoor classrooms, seating and gathering spaces, and nature play areas. Projects will also include community engagement throughout each phase of the project and include volunteer events. Projects must be completed by March 2026. 3.0 Scope of Work Under the direction of the SFUSD Project Manager, or designee, the selected proposer will perform program and project management duties for schoolyard improvement projects at Bret Harte Elementary School and Burton High School from concept through design and construction to closeout of the project contract. At the District’s election, additional projects may also be assigned. ● Anticipated scope and budget for project at Bret Harte Elementary: $2.4 million and 30 trees, 1 rain garden, 1 nature play area, 2 seating areas, 5,000 sq ft of hardscape removal, 25,500 sq ft of landscape, 20,135 sq ft of canopy increase when trees are mature, 350 students, 8 community days, 151 volunteers, 2 workforce trainees, 16 high school interns ● Anticipated scope and budget at Burton High School: $2.5 million and 35 trees, 34,457 sq ft of canopy increase at maturity, 6,500 sq ft of hardscape removal, 36,700 sq ft of landscape, 1 rain garden, 2 outdoor classrooms, environmental workforce training site, 100 SFUSD students engaged, 12 seating areas, new enviro ed curriculum, 176 volunteers, 11 community events, 2 workforce trainees The following scope items are not exhaustive but are intended to demonstrate the program and project management duties required by the District: 3.1 Provide program and project management services, including, but not limited to, preparing and monitoring the project budget; overseeing the design, construction, and closeout phases of the work; coordinating work of a multi-disciplinary technical staff across organizational boundaries; working extensively with the public, private contractors, special interest groups, governmental funding and regulatory agencies, and City and County departments; coordinating environmental review processes and/or obtaining permits; controlling project cost and schedule; reviewing change orders; serving as primary contact for all parties involved in the project; and other duties as required. Project Management Services RFP No. FPM-04082024 3.2 Be proficient in technical aspects of architectural, civil, mechanical, electrical, structural and geotechnical engineering design and specifications, either by education or prior experience; Manage projects with a high degree of autonomy; Schedule and budget complex capital projects; 3.3 Have experience in public project contracting, including typical public works contracting and design-bid-build project delivery; Assemble informal and formal bid packages development, advertising, award, and management; develop and enforce work statements; Monitor, review and revise job orders, schedules and budgets; 3.4 Adhere to the Final Project Budget Detail, Application, Scope of Work and Exhibits as submitted to CalFire. Comply with all CalFire reporting and inspection requirements including shall permit periodic site visits by representative(s) of the STATE to ensure program compliance and that work is in accordance with the approved Project Scope of Work, including a final inspection upon Project completion. 3.5 Follow standard project delivery procedures as outlined in SFUSD’s Bond standards for Schoolyard Outdoor Learning projects. 3.6 Other relevant duties as assigned by the district. Contract 4.0 Proposal Format, Content, and Submission Proposers shall abide by these format, content, and submission requirements and procedures. The District reserves the right to reject any Proposals that fail to meet these requirements and procedures. 4.1 Proposal Format A. Proposers shall use only prescribed forms contained in the appendices to this RFP. Proposers may copy the forms for use in their proposal submission, but substituted forms or formats are unacceptable. B. Proposals must be consecutively numbered on each page. Different sections of the proposal must be properly delineated with a section heading. Include a table of contents with page numbers of the material contained in the Proposal. 4.2 Proposal Content 4.2.1 Letter of Interest and Executive Summary Each Proposer must submit a Letter of Interest and Executive Summary of the submittal. Submission of the Letter and Executive Summary will constitute a representation that the Proposer is willing and able to perform the commitments contained in the Submittal. The letter must be signed by a person authorized to obligate Proposer to perform the commitments contained in the proposal. In the letter, the Proposer must: ● Identify a contact (with contact information including telephone, mailing address and email address) for future communications regarding the Submittal. ● Confirm awareness of any and all addenda to the RFP ● Acknowledge having read the draft Contract attached hereto as Appendix C and agree to execute a contract in substantially the same form if selected; and Project Management Services RFP No. FPM-04082024 ● Confirm ability to comply with the insurance requirements listed in Appendix C to the draft contract within five (5) business days of receipt of a Notice of Intent to Award a Contract. 4.2.2 Proposer Profile ● Background and experience of key personnel who will be assigned to SFUSD, and their contact information. ● Proof of any licenses, certifications, and trainings for company and staff assigned to SFUSD ● Experience providing project management services including years and types of facilities served o Number of years the proposer has been providing the services outlined in this RFP. o Number and types of facilities contractor has and/or currently works in o Experience providing services to K-12 school districts 4.2.4 Additional Information ● Distinguishing features from other third-party contractors. ● Three (3) references to demonstrate successful performance for work of similar size and scope as specified in this contract during the past three (3) years. References should include at least one school setting. 4.2.5 Proposed Cost of Services ● Proposers should download and use the Cost Proposal Template ( Appendix B ) to present their cost proposal. 4.2.6 Minimum Qualifications Certification ● Proposers should download, complete, and submit the Minimum Qualifications Certification (Appendix A). Any proposals submitted without a completed Minimum Qualifications Certification will be deemed nonresponsive and will not be accepted. 4.2.7 Release of Liability ● Proposers should download, complete, and submit the Release of Liability form (Appendix D) for each Reference information they submit. 4.3 Proposal Submission Proposals must be submitted as Portable Document Format (PDF) attachments to Roberto Cabral at cabralr@sfusd.edu. The Cost Proposal must be submitted as a separate attachment. Thus, each email Submittal must have a minimum of two attachments, a narrative proposal and a cost proposal. The email must be a direct email to the address; it cannot be a “reply” or part of a thread. The subject line of the email must state: PROPOSAL SUBMISSION FOR RFP FMP-04072024 . Proposals received other than through email or after the due date and time shall not be accepted. 5.0 District’s Evaluation / Selection Process 5.1 Overall Evaluation Process This section describes the District's criteria for analyzing and evaluating the Proposals. It is the District’s intent to award a contract to the Proposer that will provide the best overall service package to it. This RFP does not in any way limit the District’s right to solicit contracts for similar or identical services if, in the District’s sole and absolute discretion, it determines the Proposer is not fully capable of satisfying its needs. Project Management Services RFP No. FPM-04082024 5.2 Evaluation Panel The District intends to evaluate the Submittals generally in accordance with the criteria detailed below. The District will convene a panel whose membership will include people with knowledge of the services requested through this RFP to evaluate and score the Submittals. To do this, the panelists will review the written proposals. Proposers with minimum qualifications will be invited to interview with the panel. 5.3 Evaluation Phases The evaluation process will consist of the phases specified below with the following allocation of points: Evaluation Phase Maximum Points Comments Minimum Qualifications Pass/Fail Must pass to continue to the next phase of evaluation Narrative Proposal 70 Total of all panelists’ scores divided by number of panelists Cost Proposal 30 See below TOTAL 100 The top-ranked Proposer will be selected for negotiations and possible contract award Minimum Qualifications (Pass/Fail) The Submittals will be reviewed by the District's Facilities Department staff for minimum qualifications. The evaluation results at this phase shall be based on pass/fail criteria. Only those Submittals that meet the minimum qualifications will be advanced to the next phases of the evaluation. The District has established the following requirements as the minimum qualification for participating in this solicitation event: 1. Five (5) years of experience providing capital construction project management services for a K-12 school district, California public agency, and/or a public entity that has properties of a similar number and nature. The five (5) years of experience must have been obtained within the most recent seven (7) years. 2. Experience in at least three (3) schoolyard, parks, or open space projects in K-12 Design Oversight, Review, and Management, including project management at all phases (design, construction, and closeout) public bidding, and contractor management. 3. The Project Manager that will be assigned to work with the District pursuant to this RFP possess a minimum of three (3) years of experience within the more recent five (5) years serving as a project Project Management Services RFP No. FPM-04082024 manager for a capital improvement project with a California K-12 public school. Proposers must complete and submit a minimum qualifications certification in the form of Appendix A herewith with their proposals. Contents of Narrative Proposal (60 points) The evaluation panel will review the contents of the narrative proposals and evaluate the Proposers based on the information therein. The narratives will be evaluated and scored according to the criteria set out in the table below. The total panelists’ scores for each Proposer will be divided by the number of panelists to arrive at an average score for that Proposer. Under this formula, if a proposer receives a total panelists’ score of 200 points and there are five (5) panelists, that proposer’s score will be 40 (200/5 = 40). The maximum point possible for this phase is 60. Table of Criteria and Points Allocation for Narrative Proposal Evaluation Criteria RFP Section Maximum Points Possible Completeness of Submittal 5 Letter of Interest and Executive Summary 4.2.1 5 Proposer Profile 4.2.2 25 Additional Information 4.2.3 10 Cost of Services 4.2.4 30 TOTAL 75 Cost Proposal (30 points) The District’s Procurement Department staff will evaluate the cost proposals. The Cost Proposal score will be determined by the formula below. Cost Proposal Score = (Lowest Proposed Cost / Proposer’s Cost) x (Max Price Points Possible). Under this stated formula, assuming the lowest Proposed Cost is $50,000, a Proposer that proposed $60,000 will be assigned a Cost Proposal Score of 33.33 determined as follows: $50,000/$60,000 x 40. Final Ranking Project Management Services RFP No. FPM-04082024 At the conclusion of the evaluation phases, the District will combine the scores for each of the Proposers from the narrative proposal and cost proposal phases to arrive at the final scores and ranking of the Proposers. Reference Checks District staff will review and check the references for the highest ranked Proposer. The references will be asked to verify the Proposer's experience in providing the requested services, the quality of services and staffing provided to prior clients, as well as adherence to schedules/budgets and Proposer’s problem-solving, project management, communication abilities, performance on deliverables and outcomes, effectiveness in meeting or exceeding project objectives. Proposers must provide, with Submittals, a release of liability for checking references, consistent with Appendix D. 6.0 Contract Award The District intends to award at its discretion, a contract with a not-to-exceed value of to provide the services for the life of the contract. The District will select the top ranked responsive and responsible Proposer with whom to commence contract negotiations. The selection of any proposal shall not imply acceptance by the District of all terms of the proposal, which may be subject to further negotiations and approvals before the District may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time the District, in its sole discretion, may terminate negotiations with the highest ranked proposer and begin contract negotiations with the next highest ranked proposer. The selected proposer will be required to enter into a contract substantially in the form of the Organization/Professional Services Agreement, attached hereto as Appendix C “Form of Contract.” Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The District, in its sole discretion, may select another firm and may proceed against the original selectee for damages. A contract made pursuant to this RFP shall have an initial term of three (3) years . In addition, the District shall have two options exercisable at its sole discretion, to extend the term of the contract for a period or periods of up to one year each. The maximum contract period shall not be more than five (5) years . 7.0 Terms for Receipt of Proposals 7.1 Errors and Omissions in RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the District in writing, if they discover any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be sent by email to cabralr@sfusd.edu promptly after discovery, but in no event later than 5:00 P.M. April 21, 2024. The email must be a direct email to this address; it cannot be a “reply” or part of a thread. The subject line of the email must state: ERRORS AND OMISSIONS FOR PROJECT MANAGEMENT SERVICES RFP FPM-04082024 . Modifications and clarifications will be made by addenda as provided below. Project Management Services RFP No. FPM-04082024 7.2 Questions and Objections Regarding the RFP Any questions and/or objections concerning the substance of this RFP including the Scope of Work, requirements, and evaluation criteria must be submitted, in writing, via email to cabralr@sfusd.edu by 5:00 P.M. (PST) on April 12, 2024 . Any questions concerning the RFP process shall be submitted no later than 48 hours prior to the proposal due date to the same email address. The email must be a direct email to this address; it cannot be a “reply” or part of a thread. The subject line of the email must state: QUESTIONS FOR PROJECT MANAGEMENT SERVICES RFP FPM-04082024 . Proposers who fail to do so will waive all further rights to protest, based on these specifications and requirements. A “Questions and Answers” document will be developed from all submitted questions and posted on the District’s contracts opportunities portal: Current RFPs, RFQs, RFOs & RFIs | SFUSD . It is the responsibility of the Proposer to check the portal for the Questions and Answers document and any addenda. 7.3 Change Notices The District may modify the RFP, prior to the proposal due date, by issuing an addendum, which will be posted on the District’s contracts opportunities portal: Current RFPs, RFQs, RFOs & RFIs | SFUSD . Proposers shall be responsible for ensuring that their proposals reflect any and all RFP addenda issued by the District prior to the proposal due date regardless of when their proposal is submitted. Therefore, the District recommends that Proposers visit the portal frequently, particularly during the run up to the proposal due date, to determine if they have downloaded any and all addendum/addenda and documents. 7.4 Term of Proposal Submission of a proposal signifies that the proposed services and fees/cost are valid for 120 calendar days from the proposal due date and that the quoted fees are genuine and not the result of collusion or any other anti-competitive activity. 7.5 Revision of Proposal A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date. In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any proposer. At any time during the proposal evaluation process, the District may require a proposer to provide oral or written clarification of its proposal. The District reserves the right to make an award without further clarifications of proposals received. 7.6 Errors and Omissions in Proposal Failure by the District to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the proposer from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP Project Management Services RFP No. FPM-04082024 7.7 Financial Responsibility The District accepts no financial responsibility for any costs incurred by any proposer in responding to this RFP. Submissions of the RFP will become the property of the District and may be used by the District in any way deemed appropriate. 7.8 Reservation of Rights by the District The issuance of this RFP does not constitute an agreement by the District that any contract will actually be entered into by the District. The District expressly reserves the right at any time to: ● Waive or correct any defect or informality in any response, proposal, or proposal procedure. ● Reject any or all proposals. ● Reissue a Request for Proposals. ● Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this RFP, or the requirements for contents or format of the proposals. ● Procure any materials, equipment or services specified in this RFP by any other means; or ● Determine that no project will be pursued. 7.9 No Waiver No waiver by the District of any provision of this RFP shall be implied from any failure by the District to recognize or take action on account of any failure by a proposer to observe any provision of this RFP. 8.0 Protest Procedures 8.1 Protest of Non-Responsiveness Determination Within five (5) working days of the District's issuance of a notice of non-responsiveness, any Proposer who believes that the District has incorrectly determined that its Proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the District on or before the fifth working day following the District's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the District to determine the validity of the protest. Project Management Services RFP No. FPM-04082024 8.2 Protest of Contract Award Within five (5) working days of the District's issuance of a notice of intent to award the contract, the next highest ranked Proposer may submit a written notice of protest if it believes that the District has incorrectly selected another proposer for award. Such notice of protest must be received by the District on or before the fifth working day after the District's issuance of the notice of intent to award. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the District to determine the validity of the protest. 8.3 Delivery of Protests All protests must be received by their respective due dates. Protests must be delivered via email to cabralr@sfusd.edu The email must be a direct email to this address; it cannot be a “reply” or part of a thread. The subject line of the email must state: PROTEST FOR PROJECT MANAGEMENT SERVICES RFP FPM-04082024 . Protests sent by any means or format other than as specified here or that are not received before their respective due dates will not be considered.