Professional Services for Construction
| Agency: | Carrollton-Farmers Branch Independent School District |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Mar 27, 2024 |
| Due Date: | Apr 11, 2024 |
| Solicitation No: | 2024-03-052 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
|
Contact Information
|
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1505 Randolph Street
Phone: (972) 968-6330
CARROLLTON-FARMERS BRANCH ISD
PURCHASING DEPARTMENT
Carrollton, Texas 75006
Fax: (972)968-6337
REQUEST FOR QUALIFICATIONS
RFQ 2024-03-052 – PROFESSIONAL SERVCICES FOR CONSTRUCTION
I. NOTICE TO OFFERORS
The Carrollton-Farmers Branch Independent School District (CFBISD) is soliciting Qualifications Statements (hereafter called
Qualification Statements) for the products/services per the specifications stated elsewhere in this solicitation document.
Qualification Statements shall be submitted electronically via CFBISD’s IonWave portal for the solicitation number (RFQ 2024-03-
052 – PROFESSIONAL SERVCICES FOR CONSTRUCTION). The buyer for this solicitation is:
Norma Mendez
Contract Specialist
Purchasing Department
Carrollton Farmers Branch Independent School District
1505 Randolph Street
Carrollton, TX 75006
Qualifications Statements must be received by 3:00 PM, April 11, 2024. Please allow yourself sufficient time to review this
solicitation in detail and submit a thorough response. As a note, the online bidding system does not allow qualification
statements to be submitted after the posted closing date has passed. Late submissions will not be accepted, so plan
accordingly. After the established deadline, buyer will electronically unseal the proposals within the IonWave portal.
Respondents can view who has submitted proposals by logging into IonWave and viewing the solicitation. Prices will not be
read out loud at an opening.
Prospective respondents are prohibited from contacting any Board member, Superintendent, senior staff member, principal,
department head, director, manager, or other District employee who has influence in the evaluation or selection process as
outlined in paragraph 2.0 in Section II labeled INSTRUCTION TO OFFERORS.
Any submission of information or documents to CFBISD pursuant to this RFQ is deemed public information by the District unless
the Director of Purchasing of the District is notified otherwise in the response. CFBISD reserves the right to reject each item
separately or as a whole, and to waive any informality, and to award this bid in the best interest of the District. Any reference
within the following pages of this document to bid, Request for Proposal (RFP), Competitive Sealed Proposal (CSP) could be
technically inaccurate but should be construed to mean a reference to the Request for Qualifications (RFQ) process. All
aforementioned acronyms may be used interchangeably, but the true legal method of this procurement should be noted as the
one listed at the top of this page. It is the responsibility of the vendor to monitor CFBISD's e-bidding portal at
https://cfbpurchasing.ionwave.net/Login.aspx for any addenda to the RFQ. Failure to follow any posted addenda may render
your submission as non-responsive.
No order is valid under an award resulting from this procurement process until a valid Purchase Order is issued to the vendor.
By: Norma Mendez
March 27, 2024
Norma Mendez, Contract Specialist
CARROLTON-FARMERS BRANCH ISD
P: 972-968-6333
Date of Issue
E: mendezn@cfbisd.edu
1505 Randolph Street
Phone: (972) 968-6330
CARROLLTON-FARMERS BRANCH ISD
PURCHASING DEPARTMENT
Carrollton, Texas 75006
Fax: (972)968-6337
II. INSTRUCTIONS TO OFFERORS
RFQ 2024-03-052 – PROFESSIONAL SERVCICES FOR CONSTRUCTION
1.0 GENERAL. The following instructions by the Carrollton Farmers Branch Independent School District (CFBISD) are intended to afford
Offerors an equal opportunity to participate in the RFQ process.
1.1 Before submitting an offer to this solicitation, offerors shall familiarize themselves with all parts of this solicitation because these
parts become a part of any resulting contract.
1.2 Offerors shall familiarize themselves with existing conditions in the material and labor markets prior to submission of an offer.
The fact that an offer (bid/proposal) is submitted will be construed by the CFBISD Board of Trustees to indicate that the Offeror
agrees to carry out the furnishing of products/services in full accordance with the specifications and other contract documents
notwithstanding existing material and labor markets’ conditions.
1.3 Any explanation or request for clarification or additional information by an Offeror regarding the meaning or interpretation of
these instructions or any other RFQ documents must be requested, in writing, via the IonWave portal by 2:00 PM on April 3,
2024 in order to provide sufficient time for a reply to reach all interested Offerors to consider and include the information in
submission of their offers. Oral explanations or instructions will not be binding. Questions regarding needs may be directed
only to Norma Mendez utiliziting the questions tab within the solicitation located in IonWave. Responses to questions that
result in a change in schedule or scope shall be included in an addendum or update to be distributed to all interested Offerors.
Questions submitted in writing provide a written record of the question for documentation of the contact made between the
Offeror and the District.
1.4 A functional area expert or a day-to-day contract administrator or manager for CFBISD may be identified elsewhere in this
document. Functional area experts, day-to-day contract administrators/managers, teachers, principals, and/or other district
employees are not authorized to substantially amend this solicitation document or to substantially modify the subsequent
contract. Substantially includes, but is not limited to, changes to delivery dates, place of delivery, and/or specifications that
significantly alter the form, fit, and function of a product or the scope of work of a service. Amendments to solicitation
documents will be made by the assigned Buyer and approved by the Director of Purchasing. Modifications to
contracts/agreements will be made by the Director of Purchasing, the Associate Superintendent for Business, and/or the
Superintendent in accordance with the CFBISD Board’s guidance, policies, and/or procedures. If a vendor acts on the
guidance of a district employee that is not authorized to make changes, the vendor does so at his or her own risk or peril. Also,
if a vendor attempts, or gains, a modification/amendment from a district employee that is not authorized to make changes, the
vendor does this at his or her own risk or peril and risks the termination of his or her contract/agreement.
1.5 CFBISD’s technical/functional manager for this contract may vary depending on the construction project for which professional
services are required. As such, the Facilities Services/Operations/Construction department at Carrollton Farmers-Branch ISD
will serve as the technical/functional manager for this solicitation. Upon execution of a specific scope of work, a contracted
vendor will be made aware of a specific technical/functional manager within the above mentioned department.
1.6 The terms Offeror, contractor, proposer, vendor, and/or bidder refer to the person/firm that submits the offer to this solicitation
document. The terms CFBISD, owner, district, and/or government entity refer to CFBISD.
1505 Randolph Street
Phone: (972) 968-6330
CARROLLTON-FARMERS BRANCH ISD
PURCHASING DEPARTMENT
Carrollton, Texas 75006
Fax: (972)968-6337
2.0 RESTRICTED CONTACT PERIOD.
2.1 The Restricted Contact Period shall mean a prohibition on any communication regarding any request for proposal (RFP), bid,
request for Qualification Statement (RFQ) or other competitive solicitation (as defined in the procurement methods above)
between:
2.1.1 Any person who seeks an award from the District or its affiliated entities including a potential vendor or vendor’s
representative; and
2.1.2 Any Board member, Superintendent, senior staff member, principal, department head, director, manager, or
other District employee who has influence in the evaluation or selection process.
2.2 Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined
above for any known contract under consideration during the restricted contact period. The District shall review historical
campaign finance reports to identify campaign contributions for the applicable period and hold newly elected Board members
to the same accountability standard as existing Board members during the restricted contact period.
2.3 The restricted contact shall not apply to communication with the District’s Procurement Services staff. Such communications
shall be limited to the purpose of obtaining clarification or information concerning the subject solicitation or conducting contract
according to guidance in 1.3 in Section II labeled Instruction To Offerors above.
2.4 The restricted contact period shall begin upon the issuance of an RFP, bid, or other competitive solicitation (as defined under
procurement methods above) and will officially end upon execution of an award by the Board and/or the execution of a
negotiated contract, whichever represents the final act in the procurement process. A weekly e-mail notification shall be sent
to the Board, Superintendent, and cabinet-level staff members of open competitive solicitations, and the notification shall
remain in effect until the execution of the awarded contract by all required parties. The Procurement Services Department shall
also provide public notice on our website at https://cfbpurchasing.com.
2.5 Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work,
strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit
any potential vendor or vendor’s representative from:
2.5.1 Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation
committee meetings;
2.5.2 Engaging in contract negotiations during any scheduled meeting;
2.5.3 Making a public presentation to the Board during any duly noticed public meeting; or
2.5.4 Conducting business on contracts previously executed and currently in force.
2.6 The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement
staff.
1505 Randolph Street
Phone: (972) 968-6330
CARROLLTON-FARMERS BRANCH ISD
PURCHASING DEPARTMENT
Carrollton, Texas 75006
Fax: (972)968-6337
2.7 Nothing in this policy shall prohibit the procurement staff from initiating contact with a potential vendor or vendor’s
representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an
RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable
procurement staff, including any response thereto.
3.0 SPECIFICATIONS. Offerors are expected to examine the specifications, standard provisions, Scope/Statement of Work and all
instructions contained in this document. Failure to do so will be at the Offeror’s risk. Offers submitted on other than the authorized
forms provided in this solicitation document or with different terms or provisions may be considered to be non-responsive.
4.0 INFORMATION REQUIRED. Each Offeror shall furnish the information required by the RFQ documents. The Offeror shall agree to
attributes within the Ionwave solicitation that certify the submission and that notice has been given regarding Felony Conviction.
Qualifications Statements submitted by an agent are to be accompanied by evidence of his/her authority unless such evidence has
been previously furnished to CFBISD.
5.0 SUBMISSION OF QUALIFICATIONS STATEMENTS. Qualifications Statements shall be submitted via the IonWave portal under the
RFQ number/name indicated throughout this solicitation. Submissions received after the published time and date cannot be
considered. Ionwave will not allow submissions to be made after the posted closing date and time have passed. If requested
by CFBISD (and for this solicitation process, only upon internal evaluation of qualification statements), the Offeror should propose his/her
lowest and best price, F.O.B. destination, on each item
5.1 CFBISD is exempt from federal excise taxes, state and local sales and use taxes. A tax-exempt certificate will be furnished
upon request
5.2 Failure to complete the offer by the established deadline will disqualify it.
6.0 DISCUSSIONS/NEGOTIATIONS. Discussions/Negotiations may be conducted with Offerors who are deemed to be within the final
competitive range; however, CFBISD reserves the right to award a contract without discussions/negotiations. The competitive range
will be determined by CFBISD’s Director of Purchasing and will include only those initial offers that the Director of Purchasing determines
have a reasonable chance of being awarded a contract.
7.0 BEST AND FINAL OFFERS. If discussions/negotiations are conducted, Offerors will be required to submit a best and final offer if
price/delivery or factors agreed to during negotiations have changed from the originally submitted proposal. Best and final offers must
be received by the date/time provided during discussions/negotiations or the originally submitted proposal will be used for further
evaluation and award recommendation. Best and final offers may be required as early as 24 hours after completion of
negotiations/discussions.
8.0 MODIFICATION OR WITHDRAWAL OF QUALIFICATIONS STATEMENTS. Qualifications Statements may be modified or withdrawn
electronically via IonWave, or they can be returned by the buyer if written or telegraphic notice is received by CFBISD prior to the exact
hour and date specified for receipt of the proposal.
9.0 OPENING QAULIFICATIONS STATEMENTS. IonWave will not permit the unsealing of submissions until after the posted closing date
and time has passed. After the posted closing date and time have passed, the buyer will unseal the solicitation. There will be no public
opening and prices will not be read. The buyer will send out a tabulation of firms that submitted qualifications to this solicitation as a
1505 Randolph Street
Phone: (972) 968-6330
CARROLLTON-FARMERS BRANCH ISD
PURCHASING DEPARTMENT
Carrollton, Texas 75006
Fax: (972)968-6337
means of publicly communicating the pool to be evaluated. Trade secrets and confidential information contained in proposals shall not
generally be open for public inspection, but CFBISD’s records are a matter of public record.
10.0 PROCUREMENT SCHEDULE: This following procurement schedule will be utilized for this process:
Event Name/Description
Release of RFQ:
Deadline to Submit Questions:
Answers to Questions (if needed):
Responses Due:
Board Meeting:
Effective Date of Resulting Agreement:
Scheduled Date and Time
March 27, 2024
2:00 PM CST on April 3, 2024
End of Business on April 5, 2024
3:00 PM CST on April 11, 2024
May 2, 2024
May 3, 2024
(Dates and times subject to change and will be notified by Addendum)
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