RFQ 2021-02 ARCHITECTURAL SERVICES

Agency: South San Antonio Independent School District/IPT
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541310 - Architectural Services
Posted Date: Dec 2, 2020
Due Date: Dec 17, 2020
Solicitation No: RFQ 2021-02
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  • RFQ 2021-02 ARCHITECTURAL SERVICES
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    South San Antonio ISD
    The South San Antonio Independent School District (“SSAISD” and/or the “District”) is soliciting proposals for
    ARCHITECTURAL SERVICES as more fully set out in this Request for Qualifications (“RFQ”). One (1) hard copy
    original of the proposal, two (2) hard copy duplicates of the proposal, and two (2) USB drives of the proposal must be
    submitted in accordance with the instructions set out herein to:
    South San Antonio Independent School District
    Attn: Purchasing Director
    RFQ # 2021-02, ARCHITECTURAL SERVICES
    1450 Gillette Blvd
    San Antonio, TX 78224
    The following schedule and timelines apply to this RFQ. The following timelines are subject to change at the District’s
    discretion:
    Timeline
    Release RFQ
    Thursday December 3rd, 2020
    RFQ due
    Thursday December 17th, 2020 at 9:00 AM CST
    Evaluation period
    December 17th, 2020 February 12th, 2021
    Selection
    February 17th, 2021
    Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and
    contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be
    delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container
    or folder, the district is not responsible for any unsealed/unlabeled documents and materials. Each binder and any
    container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFQ number and the
    RFQ name. Each USB drive must be labeled with the RFQ number and the vendor name.
    Proposals will be received at the above address until December 17th, 2020 at 9:00 a.m., CST. Proposals will remain
    sealed until the due date and time to avoid disclosure to competing proposals. Contents of proposals will remain
    confidential during the negotiations period, if applicable. Only the proposal number and the identity of the Proposer(s)
    submitting the proposal will be made available to the public before award of the RFQ. Proposals received after the
    Proposal due date and time will not be considered.
    Faxed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at
    the above location on or before the proposal due date and time. SSAISD will not be responsible for proposals
    delivered late by the United States Postal Service, or any other delivery or courier services. All proposals and pricing must
    remain valid for one hundred twenty (120) days from the proposal due date pending acceptance by SSAISD’s Board
    of Trustees.
    The district will award this RFQ to one or more firms based upon the evaluation of all proposals received. Selection for
    the panel does not guarantee that a firm will receive work from the district. More details regarding the evaluation of
    proposals are included below.
    Chad P. Doucet
    Director of Purchasing
    1
    GENERAL INFORMATION
    About the District
    The South San Antonio Independent School District encompasses 21 square miles in the south and southwest portion of
    San Antonio. Portions of the school district adjoin Lackland Air Force base and Kelly USA. Total student enrollment in
    South San Antonio Independent School District is about 8,300 students.
    Currently, facilities include ten elementary schools serving students in pre-kindergarten through fifth grade, four middle
    schools serving students in grades six through eight. The district has two high schools with a combined enrollment of over
    2,500. Students are also enrolled in the Career Education Center as well as an Alternative Education Center. All campuses
    in the South San Independent School District are fully accredited by the Texas Education Agency. For more information,
    visit our web site at: www.southsanisd.net.
    Purpose of Proposal
    South San Antonio Independent School District (DISTRICT) is seeking architectural services for the following:
    1) Long-Range Facility Planning
    2) Bond Planning
    3) Facility Programming, Facilities Design, and Construction Administration
    The District reserves the right to adjust the Scope of Services and completion schedule for services based on District
    budget and current District needs.
    Each respondent will be asked to complete a Summary of Information/Qualifications, which illustrates the firm’s general
    information, experience, financial information, available services, philosophy, personnel, and references (Attachment “A”).
    A Selection Committee of the District’s Administrators will evaluate this information. This committee may then select one
    or more firm(s) to be interviewed by the Board of Trustees.
    The information contained in these specifications is to be used only in connection with preparing a proposal. No telephone,
    telephonic, or fax proposals will be accepted. Proposals may only be accepted if delivered by U.S. Postal Service, Federal
    Express, UPS, etc. Hand delivery of proposals is recommended. The District will not be responsible for missing, lost, or
    late mail. Any proposals received after the date and time set for opening will be returned to the proposer unopened.
    Vendors are cordially invited to the proposal opening, but are not required to attend.
    Contract Term
    If approved the initial engagement period will be for one (1) year from the date of Board of Trustees approval with a
    District option to renew for two (2) additional one (1) year, period.
    Contract(s) will be put into effect by means of a letter of acceptance, or some other written notification of acceptance by
    The District, within ninety (90) days of approval by The District’s Board of Trustees. The document of acceptance, this
    RFP/RFQ, the Offeror’s proposal, and possibly the Offeror’s “binder” will comprise the contract. The Offeror’s “binder”
    and/or standard contract may become a part of the contractual document, but the purchasing terms/conditions of this
    RFP/RFQ shall take precedence unless deviations/exceptions are specifically identified in a separate document that is
    executed by Offeror and the District’s Director of Purchasing and noted as an attachment to the contract.
    2
    SUBMISSION FORM
    TO BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL SUBMISSION
    (Company Name)
    ______________________________________________________________________________________________
    (Business Address)
    (Zip Code)
    The undersigned, having fully and carefully read and examined the Request for Qualifications (RFQ) Documents,
    Enclosures and Addenda, hereby submits to the South San Antonio Independent School District their qualifications
    proposal in accordance with the solicitation documents and addenda at the place, price and in a manner set out therein
    and certifies the following;
    a. Represents that to the best of its knowledge it is not indebted to the South San Antonio Independent School
    District. Indebtedness to the District shall be basis for the non-award and/or cancellation of any award.
    b. Certifies that no suspension or debarment is in place that would preclude receiving a federally funded contract.
    c. The undersigned affirms that they are duly authorized to execute this proposal, to fully comply with the terms and
    conditions of this Request for Qualifications, including all forms and attachments included herein, that this company,
    corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Bidder, and that the
    contents of this Proposal as to prices, terms or conditions of said Proposal have not been communicated by the
    undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official
    opening of this solicitation.
    Signatures: Signed and submitted by:
    __________________________________________
    (Signature of person authorized to sign this Proposal)
    ___________________________________________
    (Print name of person authorized to sign this Proposal)
    Email: ____________________________________________________
    Phone: ____________________________________________________
    Fax:_______________________________________________________
    An unsigned proposal shall be rejected.
    3
    SECTION I
    PROPOSAL RESPONSE REQUIREMENTS
    NOTE: Responses shall contain the following information and shall be submitted in the order shown below. Please address
    each section in your statement of qualifications and divide each section, of your response, with identifying tabs.
    Title Page:
    Show the RFQ subject, the name of the proposer’s firm, address, telephone number, name of contact person, and date.
    Please include the table below on the Title Page.
    TAB:
    A) Letters
    The first page following the divider shall be a letter transmitting the response to the District and stating that the proposal
    set forth in it remains effective for a period of 120 calendar days. At least one copy of the transmittal letter shall contain
    the original signature of a partner, principal, or officer of the Respondent.
    B) Firm Information
    Firm name, addresses, and telephone numbers of all firm offices.
    Structure of firm, i.e., sole proprietorship, partnership, corporation, and size of firm.
    Years firm has been in business.
    Names of principals in firm.
    Primary contact.
    Organizational description.
    Description of firm’s philosophy.
    C) General Company History/Qualifications
    A brief history of the Architect and the services routinely provided in-house on municipal (or related) building projects.
    An organization chart that explains team member responsibilities.
    The resumes of all persons to be assigned to the project with their prospective roles identified.
    Documentation that the firms on the Architect’s team (architects and engineers) are registered in the State of Texas.
    D) Financial and Legal Status
    Describe the general financial capability of the Respondent. If requested during the selection or negotiation process, a
    financial statement and balance sheet may be required to be submitted by the proposer.
    List any actions taken by any regulatory agency against or involving the firm or its agents or employees with respect to
    any work performed.
    List all litigation against or involving the firm or its agents or employees with respect to any work performed.
    All insurance coverage that the firm has which would be applicable to the work.
    4
    E) Experience and References
    Discussion of Architect’s experience in working with Government Agencies.
    List of all representative public school district (and Governmental) projects, whether ongoing or completed, including
    references within the last three (3) years Please begin with projects in Texas. For each, please provide:
    Project name and location
    Year completed
    Short description of project
    Names, addresses, and phone numbers of owner and contact person tasked with daily responsibilities of project.
    Names, addresses and telephone numbers of general contractor and engineer
    Design and construction cost and whether or not it was within the project budget.
    Construction time and whether or not it was completed on time.
    List of all projects currently under contract.
    F) Management and Organizational Approach on two pages or less, please describe your management and
    organization approach to the project. The following should be addressed within this description
    Please describe your firm’s understanding of the project or services requested.
    Describe how the firm will organize to perform the services.
    Describe how the firm will solicit in the programming and design phases the interested stakeholders. This includes
    community residents, School board members, staff and users.
    Provide procedures for assisting in the development of project scheduling, coordination of consultants, quality and cost
    control.
    Describe the architectural team’s approach to communication with the City and Construction Manager.
    Description of Architect’s approach to code analysis and jurisdictional approvals.
    *In the event that two or more architectural firms are collaborating, tabs A-F must be filled out for each company, with
    responsibilities clearly delineated between firms.
    G) A general fee structure, provided on a per hour basis for all:
    Partners, Associates, professional, administrative, clerical, and support staff.
    5

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