Architectural and Engineering Services - 5 Elementary Schools Addition and Renovation Request for Proposals

2013 – Kentucky Department of Education A/E Services RFP - Page 1 702 KAR 4:160 KENTUCKY DEPARTMENT OF EDUCATION REQUEST FOR PROPOSALS for ARCHITECTURAL/ENGINEERING SERVICES School District: Kenton County Project: 5 Elementary Schools Addition/Renovation RFP Date: 12/08/2020 CONTENTS 1. Announcement Page 2 2. Instructions to Proposers Page 3 3. Project Description Page 4 4. Tentative Project Schedule Page 5 5. Goals for the Goals Architect/Engineer Page 5 6. Architect/Engineer Qualifications Page 5 7. Evaluation - Request for Proposals Page 6 8. Awarding of Contracts Page 7 9. Instructions Page 7 2013 – Kentucky Department of Education A/E Services RFP - Page 2 1. ANNOUNCEMENT A. The Kenton County Board of Education will receive proposals from qualified Architect/Engineer (A/E) firms for design services. B. The intended project is: Develop and execute plans for the addition of 3 classrooms and renovation to the existing structure per the Districts current DFP. C. Interested and

qualified firms can receive a copy of the official Request for Proposals (RFP) by submitting a one-page letter of interest to: Mr. Rob Haney, Chief Operations Officer Kenton County School District 1055 Eaton Dr. Ft. Wright, Ky. 41017 D. The Owner will not retain the services of a Construction Manager (CM) for this project and if so will involve that entity in both the design and construction phases of the work. E. An authorized representative of the Board of Education will receive A/E Proposals until 1:00 pm e.s.t. on Wednesday, December 16th, 2020. Proposals received after this date will not be accepted. F. Proposals shall be submitted only on the form as received from the soliciting Board of Education. G. Proposals shall be enclosed in envelopes which clearly indicate a Proposal for Architect/Engineer Services. H. Responding A/E’s will be required to meet 702 KAR 4:160 and certain qualifications set out in the RFP and which include the following: 1. Experience in Designing Educational Buildings; 2. Professional Liability Insurance; 3. Ability to Provide Experienced Staff 4. Experience in Cost Analysis and Budget Control. 5. Ability to manage project with minimal Change Orders. 6. Knowledge of incorporating efficient energy design concepts into a renovation project. Questions concerning Request for Proposals or the project should be addressed to: Mr. Rob Haney, Chief Operations Officer Kenton County School District 1055 Eaton Dr. Ft. Wright, Ky. 41017 Or e-mail at rob.haney@kenton.kyschools.us J. This Request for Proposals is subject to KRS 45A.455 prohibition against conflict of interest, and gratuities and kickbacks. mailto:rob.haney@kenton.kyschools.us 2013 – Kentucky Department of Education A/E Services RFP - Page 3 2. INSTRUCTIONS TO PROPOSERS: A. Preparation of Proposals: 1. The respondent is expected to comply with all specifications, terms, conditions and instructions contained in the Request for Proposals (RFP). Failure to do so will be cause for rejection. 2. The proposal should be prepared simply and economically, providing a forward straight concise description of the respondent’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Each copy of the proposal, and all documentation submitted with the RFP, should be bound in a single volume where practical. The Owner will not be responsible for any costs incurred by respondent in preparing or presenting the RFP. 3. Any exceptions taken to the terms and conditions of this RFP must be clearly identified. If no exceptions are listed it will be concluded that the respondent will meet, in every detail, the conditions stipulated in this RFP. B. Fees: Fee and schedule for this project shall be negotiated at the completion of the selection process utilizing the Architect / Engineer Fee Guideline for Basic Services for A/E services. C. Submission of Proposal: The responding A/E shall complete a RFP package which includes responses to this document. Proposals shall be addressed to: Mr. Rob Haney, Chief Operations Officer Kenton County School District 1055 Eaton Dr. Ft. Wright, Ky. 41017 D. Number of Copies: The respondent shall furnish five (5) copies of the proposal. E. Form of Agreement: The form of agreement to be used shall be the current American Institute of Architects (AIA) Owner and Architect agreement required by 702 KAR 4:160 based upon the project delivery method. 2013 – Kentucky Department of Education A/E Services RFP - Page 4 3. PROJECT DESCRIPTION Beechgrove Elementary School: Construction of gymnasium addition to the school. The existing gymnasium volume will be divided into two (2) floors. The first floor will be converted into a media center. The new second floor will be converted into regular classrooms. The current media center will be renovated into (4) Resource Classrooms. Interior renovations to the existing kitchen and cafeteria, restrooms, and classroom doors. ADA upgrades to the 1986 hallway. Upgrades shall also include electrical, plumbing systems, and fire protection. Piner Elementary School: The proposed construction project includes the addition of 3 regular classrooms, 2 special education resource rooms, 1 art/music classroom, and 1 science room. Major renovations to the existing facility include HVAC replacement, electrical, plumbing, and interior finishes. The scope of work also includes the installation of fire protection equipment. The project also includes renovations to the existing media center, kitchen, and cafeteria. There are parking and site circulation changes included to improve the bus and parent vehicular drop off process. Playground improvements are also included in the project. RC Hinsdale Elementary School: The proposed project involves the construction of a major cafeteria addition and major classroom addition. The new cafeteria will free up the existing space for conversion into a new media center. It is necessary to completely renovate the existing kitchen area. The proposed classroom addition shall include 4 classrooms. The current media center space shall be renovated and converted into a science classroom, computer classroom, and art classroom. All other existing classroom spaces shall be renovated to include new HVAC, electrical, plumbing, fire protection and interior finishes. Renovate the former administrative office area into special education resource rooms. The existing site has major parking and site circulation deficiencies. The proposed project is set to expand parking capacity, change circulation patterns, add site lighting, signage, and playground improvements. Ryland Heights Elementary School: The proposed project includes the addition of 1 art room, 1 music room, and 2 regular classrooms. This proposed classroom addition will allow the removal of a 2 classroom modular building from the campus. The project also involves a major addition to the existing facility for a kitchen/cafeteria. Parts of the existing kitchen/cafeteria shall be renovated to provide faculty restrooms, and faculty workroom. Other major renovations associated with the existing facility include HVAC, electrical upgrades, plumbing systems, fire protection, and interior finishes. Site work upgrades include parking lot replacement to improve parking, site circulation, site lighting, and playground improvements. White’s Tower Elementary School: The proposed construction project involves a major classroom addition and a major kitchen and cafeteria addition. All existing modular classroom units will be removed and the site is to be restored. The classroom addition is set for (8) regular education classrooms, (1) art classroom, (1) science classroom, and (1) music classroom. The new kitchen and cafeteria addition will free up the current undersized spaces for renovation and conversion into faculty restrooms, workrooms, conference room space, and SBDM office. Major renovations are proposed for the existing facility to include electrical, HVAC, plumbing, fire protection, interior finishes, and restrooms. There are major site deficiencies with the current parking and drive circulation which will be addressed with the project. Parking lot expansion, site lighting, signage, and playground improvements are proposed with this project. 2013 – Kentucky Department of Education A/E Services RFP - Page 5 4. TENTATIVE PROJECT SCHEDULE (Owner to Complete this Section) • A/E RFP (Request for Proposal) Approval by Kenton County Board of Education January 4, 2021 • Schematic Design Approval by the Kenton County Board of Education February 8, 2021 • Design Development and CD Design Approval - KY Dept. of Education (KDE) March, 2021 • Advertise for Prospective Contractors April, 2021 • Bid Award and Approval by Kenton County Board of Education June 7, 2021 • KDE Approval of Construction Contract June, 2021 • Start Construction June, 2021 • Finish Construction August, 2022 5. GOALS FOR THE ARCHITECT/ENGINEER A. To participate as a responsible, cooperative and contributing member of the design and construction team. B. To manage and complete the Design within the defined time schedule, approved budget, and the quality guidelines. C. To represent the best interests of the Owner in the performance of services toward the expeditious and efficient completion of the project. 6. ARCHITECT/ENGINEER QUALIFICATIONS A. Knowledgeable of current applicable statutes and codes related to educational building projects in Kentucky. B. Maintains Professional Liability Insurance with minimum coverage as stated in the appropriate AIA Document B101-2007, Standard Form of Agreement Between Owner and Architect – KDE Version or AIA Document B132-2009, Standard Form of Agreement Between Owner and Architect, Construction Manager as Adviser Edition – KDE Version required by 702 KAR 4:160. C. Ability to prepare and submit, to appropriate State and Local approval agencies, all necessary documents in proper form and in a timely manner. D. The architect of record must directly employ personnel in-house to perform seventy- five percent (75%) of architectural project document preparation and 100% of the architectural work of the construction administration work. 2013 – Kentucky Department of Education A/E Services RFP - Page 6 7. EVALUATION - REQUEST FOR PROPOSALS From a written service proposal supplied with this bid a score from 0 - 100 points shall be given. This proposal shall include and be evaluated by the following: • Experience (20%): Specify the firm’s years of experience and number of projects with construction and renovation of public elementary schools in Kentucky. Describe the firm’s familiarity with the Kentucky Department of Education’s “BG” Construction process. Provide the following information on completed projects of a comparable nature over the past three (3) years. (Maximum of ten projects) • Name of project • Location by city and state • Brief description of the project • Construction cost and year project was completed • Name of owner's representative with address and telephone number • Names and addresses of contractors for project • Staffing (20%): Describe the staffing levels (size) of the local architectural office that would be assigned to this project. List the Architects and Support Staff that will be dedicated to this project including their qualifications. List local firm's total number of personnel by discipline. Provide the organization chart for the local office Include names of all officers illustrating the key staff members of your firm and the roles they will perform including the Principal-In-Charge and the Project Manager. Identify the contact person to be called by the Owner. • Uniqueness (10%): Provide a written explanation of what distinguishes your firm from the competition. Include possible new trends in the design of educational buildings that the Board may want to consider that your firm may consider utilizing. • Engineer Selection Process (20%): Describe your firm’s evaluation process when choosing/working with an engineering firm. How will this process ensure The Board receives exceptional engineering services? • Implementation Strategy (10%): Describe your implementation strategy including a time line of relevant project events include design meetings with staff and field inspections. Include estimated duration of events listed, and what would be accomplished at each event. In addition provide past experience with similar projects (3 projects minimum) and how the firm completed the project(s) under and/or budget and on time including: - Owners Construction Budget (in dollars) - Architect's Construction Estimate - Total Contract Award Amount - Scheduled months for design activities - Actual months for design activities - Scheduled months for construction activities - Actual months for construction activities • References (20%): A list of three existing customer references shall be supplied with your bid including name, organizations name, address, phone number, and e-mail address. Each of these three references will be contacted and asked, "Overall on a scale of 0-10 please rank this company". The three scores shall be averaged, multiplies by two, and this average will be the bidders score. If a bidder is greater than 10 points from the lead bidder, this bidder’s references may not be contacted. Note: If a firm has been a service provider to the board of education over the past 5 years - the board reserves the right to provide the sole score. 2013 – Kentucky Department of Education A/E Services RFP - Page 7 8. AWARDING OF CONTRACT(S) Contracts may be awarded to the best overall evaluated bidder meeting all specifications and conditions, and subject to all other provisions of this request for proposal. The Board of Education has the right to reject any and all proposals if it is deemed in its best interest. Proposals will be evaluated based on the criteria above. 9. INSTRUCTIONS Provide the written service proposal (see page 6 - EVALUATION - REQUEST FOR PROPOSALS and all items below in the same order and in similar format. Include the certification and signature at the end of this section. Note: If more than one firm is involved in a joint-venture, a complete response from each firm is required. A. Firm Identification: Please provide the following information about your firm: • Name • Street Address, City, State, & ZIP • Telephone Number • Principal-In-Charge Contact Name and Email Address, Architect Registration Number • Designated Contact Name, Architect Registration Number, & E-Mail Address • Type of Organization (Sole Proprietorship, Professional Corporation/Association, Corporation, Partnership, Joint Venture*, Other* - If Joint Venture or Other provide details) • Number of years firm has been in business • Location of any branch offices DOCUMENTS UTILIZED WITH CONTRACT The following documents will be utilized to execute a contract based upon project delivery method. A. AIA Document B101-2007, Standard Form of Agreement Between Owner and Architect – KDE Version; or B. AIA Document B132-2009, Standard Form of Agreement Between Owner and Architect, Construction Manager as Adviser Edition – KDE Version C. KDE Architect / Engineer Fee Guidelines for Basic Services D. KDE Non-Collusion Affidavit CERTIFICATION OF INFORMATION PROVIDED The information provided herein is accurate to the best of my knowledge and may be accepted by the recipient as a true representation of: Firm Name: ___________________________________________ Signed: ___________________________________________ Principal-in-Charge: ___________________________________________ Date: ___________________________________________