REQUEST FOR QUALIFICATIONS SCHOOL ASSIGNMENT OPTIMIZATION AND FACILITY CONDITION ASSESSMENT

Transcription

1 REQUEST FOR QUALIFICATIONS SCHOOL ASSIGNMENT OPTIMIZATION AND FACILITY CONDITION ASSESSMENT I. Purpose In order to improve the quality and efficiency of operational services, supporting more than 73,300 Pre-K through 12 th grade students and 10,000 full and part-time employees, the Guilford County School District has decided to issue a Request for Qualifications for: (1) School Assignment Optimization Plan (SOP), and (2) Comprehensive Facility Condition Assessment (FCA). The desired outcome will: document the present condition of school and administrative facilities, determine whether existing facilities, and attendance boundaries and school program locations, functionally meet the needs of the district, and prioritize capital improvement and school assignment modifications necessary to utilize more effectively the district s facilities in support of academic instruction. II. General Information Guilford County Schools (GCS) is the third largest school district in North Carolina, encompassing urban, suburban and rural areas. GCS serves more than 73,000 Pre-K through 12 th grade students, from 11 cities and towns, covering square miles. GCS has 127 schools, supported by more than 1,000 non-school personnel working out of 12 administrative facilities. GCS maintains and operates 340 buildings, totaling approximately 12,287,138 square feet. The average age of GCS buildings is 51 years. Exhibit A is a listing of GCS owned facilities, including name, type, site acreage, building square footage, year constructed and year(s) of renovation(s) and or addition(s). Additionally, GCS has 54 magnet and choice programs located at 45 schools. All but nine of the magnet and choice school locations have attendance boundaries. In general, the project objective is as follows: School Assignment Optimization Plan 1. Develop 5 and 10 year school level projections 2. Provide options to optimize utilization of existing facilities to include: a. Modification of attendance boundaries b. Expansion, relocation, or restructuring of magnet and choice schools c. Increase capacity for Pre-K, Exceptional Children, specials (art, music, p.e.,etc.), and career and technical education spaces 3. Use data from the FCA to assist the development of a long range school assignment master plan for the district Comprehensive Facility Condition Assessment 1. Complete a comprehensive assessment of educational and administrative facilities owned and operated by GCS. 2. Calculate Facility Condition Index (FCI) scores for buildings including FCI scores for individual systems. 3. Prioritize building systems based on need, observed deficiencies, remaining useful life, and classify each system based on a recommended timeframe for system replacements. Page 1 of 8

2 4. Determine the GCS overall outstanding capital need and a recommended annual investment plan to address deferred maintenance. 5. Use the long-range school assignment master plan, and FCA to develop a multiyear capital improvement plan beginning in Input data on critical building systems, life expectancy, and capital investments into GCS enterprise facilities management software, ARCHIBUS. III. Scope of Services A. School Assignment Optimization Plan The completed GCS Assignment Optimization Plan will provide guidance for potential GCS activities related to school assignment boundaries, magnet and choice program locations, and other factors influencing efficient capacity utilization of facilities. The development of the Optimization Plan should be comprehensive, and address the most important assignment issues currently facing GCS. GCS expects the consultant s optimization plan(s) to synthesize boundary and program location changes, as well as facility capital improvements, in a manner that improves existing utilization, while at the same time minimizes capital improvement funding required to create new seats. When synthesizing boundary optimization with facility condition assessments, the consultant may consider: Current and projected enrollment versus school capacities o Decline or increase in historical and projected school enrollment o Over utilization of temporary capacity (mobile units) o o Over or under utilization of built capacity (brick and mortar buildings) Is the core space (kitchen, dining, food service lines) sufficient to support projected enrollment Alternative uses for the building o Repurpose schools as administrative facilities, or specialty schools Educational Adequacy o Expand, relocate, or restructure magnet and choice schools o Specialty spaces needed for magnet, choice, and or theme schools o Consolidation and or reorganization to support new instructional programs and or class sizes o Spaces that are inadequate, or non-conforming to GCS baseline standards for the intended instructional program, and or other guidelines, standards and statutes (including Title IX deficiencies) Current facility condition o Operation of facility as currently utilized is cost prohibitive o Physical constraints of the site renders potential growth impractical o Capital improvement costs can be offset or mitigated by instructional and or operational program changes GCS will assist the consultant in obtaining the following: Historic school level enrollment data by grade Historic geocoded student data (ArcGIS) Digital school boundary files (ArcGIS) Current magnet and choice program locations with historic enrollments Current long-range school level projections through 25/26 (which are to be updated as a part of this analysis) School performance data (as measured and tracked through our Accountability and Research Dept., as well as by the State Dept. of Public Instruction) Page 2 of 8

3 School capacity, use, and utilization data B. Facility Condition Assessment This contract will require inspections of all facilities as specified herein by architectural and engineering professionals. It will produce an accurate analysis that identifies visible and discernable (through non-destructive means) components and elements requiring maintenance or other planned action. The facility conditions survey will focus on the following property elements: Exterior Systems - roofs, walls, window systems, doors Interior Construction - walls, doors, flooring, visible structural components Interior Finishes: Flooring, ceiling, wall finishes Health/Fire/Life Safety systems Handicap Accessibility - ADA requirements Heating, Ventilation and Air Conditioning Plumbing Electrical and Service Distribution Fire Suppression Special Electrical Systems, Emergency Power, Telecommunications Special Construction Vertical Transportation (Elevators, lifts, etc.) Additional elements may include site utilities, fencing, athletic fields, playground equipment, and other site surface structures. C. Integration of GCS Supplied Facility Condition Data In addition to observed facilities deficiency conditions, existing GCS supplied facility condition data shall be reviewed by the Consultant for incorporation into ARCHIBUS. All GCS-supplied facility condition data shall be identified as such. GCS-supplied data may include any of the following: prior engineering studies, hazardous materials audits, air or water quality studies, or other related facility condition data. Inclusion of existing GCS supplied reports, electronic databases or spreadsheets, and other data will be considered on a case-by-case basis. D. Corrections - Deficient Conditions For every deficient condition identified in the audit, a means of correcting the condition (a correction project) shall be developed by the consultant. Each correction project shall entail a detailed description of the methods and quantities of labor and materials necessary to conduct the work. A detailed, multiple line item construction estimate shall also be developed by the consultant. The estimates shall be based upon R.S.Means Construction and Facilities Maintenance and Repair Costs data and estimating format. Where appropriate, multiple correction methodologies should be developed indicating the range of possible corrective measures and the associated costs. Each correction project shall be assigned a unique identifier within ARCHIBUS, and shall enable correction tracking by GCS staff as deficiencies are corrected. Page 3 of 8

4 E. Prioritization/Categorization/Classification of Audit Data 1. Deficiency Priorities Each deficiency identified in the field audit shall be prioritized in the following manner: Priority 1 Priority 2 Priority 3 Priority 4 Priority 5 Currently Critical Conditions in this category require immediate action to: a. correct a cited safety hazard b. stop accelerated deterioration c. return a facility to operation Potentially Critical Conditions in this category, if not corrected expeditiously, will become critical within a year. Situations within this category include: a. intermittent operations b. rapid deterioration c. potential life safety hazards Necessary - Not yet critical Conditions in this category require appropriate attention to preclude predictable deterioration or potential downtime and the associated damage or higher costs if deferred further. Recommended Conditions in this category include items that represent a sensible improvement to existing conditions. These are not required for the most basic function of the facility; however, Priority 4 projects will improve overall usability and/or reduce long-term maintenance costs. Does Not Meet Current Codes/Standards - Grandfathered Conditions in this category include items that do not conform to existing codes, but are grandfathered in their condition. No action is required at this time, but should substantial work be undertaken in contiguous areas, certain existing conditions may require correction. 2. Deficiency Categories Each correction project identified shall be assigned one of the following categories: Life-Safety Code Compliance Building Code Compliance Accessibility Code Compliance (ADA & Local Accessibility Standards) Building Integrity Functionality Educational Adequacy Appearance Energy Page 4 of 8

5 Environmental: (as provided in GCS-supplied facilities condition data) - ACBM (asbestos containing building materials) - PCBs - Lead-based paints - CFCs - IAQ (indoor air quality) - Water Quality The above categories represent sample definitions and may be revised to meet requirements of GCS through the initial stages of the audit process. 3. Classification Each deficiency shall be classified by the major property components identified for survey in the field. For example, Site, Exterior Systems, Interior Systems, Interior Finishes, Health/ Fire/Life Safety Systems, Handicap Accessibility, Heating, Ventilation and Air Conditioning, Plumbing, Electrical and Service Distribution, Special Electrical Systems, Fire Suppression, Special Construction, or Vertical Transportation. 4. User Specified Classifications In addition to the standard categories and classifications available within ARCHIBUS, GCS should have the ability to edit support tables to add GCS specified classifications to the above lists. F. Targeting and Benchmarking Using ARCHIBUS or other software approved by GCS, the consultant shall provide targeting and benchmarking of facilities and building condition and performance. Benchmarking of the facilities condition index should follow standard industry practices. G. Facility Reinvestment Calculations Identifying the rate of reinvestment required to maintain components of facilities as they degrade and become unusable is critical to the long-range planning and funding. The consultant shall analyze and model the rates of degradation of each facility, and report on the required reinvestment rate on an annual basis to replace components as such components become dysfunctional. Elements of the analysis will include: 1. Identification of the approximate replacement cost of each building and building component. 2. Rates of standard degradation of each component and the cost to replace/ refurbish that component. 3. Current condition of each building component. 4. The ability to analyze multi-year outlooks and various combinations of building type reinvestment rates. Using ARCHIBUS or other software approved by GCS, the consultant shall generate multi-level financial modeling based on the deferred maintenance backlog, capital replacement, and selected timeframe. The consultant shall use ARCHIBUS to provide analyses, and project funding, for a period not less than 25 years. Page 5 of 8

6 H. Project Planning GCS intends to use ARCHIBUS to create, track, and execute actual projects. The consultant shall use ARCHIBUS to aggregate projects into contract packages or bundles of projects for more cost-effective contracting/purchasing/correction. In doing so, GCS should have the ability to perform iterative analysis of various correction projects to analyze the most cost-effective approach for the work, giving GCS the ability to develop logical and strategic deferred maintenance reduction plans, and capital expenditure plans most appropriate to budget allocations. I. Deliverables The consultant shall provide the following deliverables: IV. Copies of Draft Report (for review/comment by GCS) to include: 1. Executive summary 2. Methodology description 3. Summary Reports, with different sorts and queries on data 4. Detailed Building and Deficiency Data 5. Appendices of GCS data used Copies of Final Report (contents similar to Draft Report) Database (If other than ARCHIBUS) Software Media (CD ROM) with installation/setup instructions (If other than ARCHIBUS) User manuals or Help Documentation Project Schedule Schedule of Values for Partial Progress Payments Meeting Minutes Format of Qualifications Submission Firms submitting their qualifications for GCS projects must follow the format below. Material must be in 8 1/2 x 11-inch format. Submittals shall include divider tabs labeled with the boldfaced headers below; e.g., the first tab would be entitled Letter of Interest, the second tab Firm Information, etc. Double sided printing is encouraged. Provide one (1) original, fourteen (14) copies and a flash drive containing an Adobe PDF copy of the submittal. Submittals shall include the following information; sections should be placed in order and identified as detailed below: Tab 1 Letter of Interest Submit a letter of interest, including a brief description of the firm s overall qualifications to perform the work successfully. This letter should introduce the firm (team), or individual, and be signed by a representative of the firm with authorization to sign contracts. a. If submitting as a team, note which team member (company) is the prime consultant or lead joint venture partner, or if it will be a prime sub consultant(s) Page 6 of 8

7 contractual relationship. b. Identify primary contact person for your firm (team). Tab 2 Consultant Organization, Personnel Experience and Qualifications Description of the consultant and all proposed sub-consultants major services and activities. Include information on the number of years in business, the type (corporation, partnership, sole proprietorship) number and location of offices. a. Provide a project organizational chart and detail the experience of senior management and the support staff that will be used in this project, including: i. A narrative of how the staff will function during each phase or stage of the ii. project iii. Each position within the Project Organization and the role and responsibilities of the individual(s) in that position iv. Number of teams and number of personnel to serve on each team (if more v. than one team is required to meet the project schedule) vi. Composition of each typical team; typical teams are expected to include an architect, mechanical engineer, and electrical engineer as a minimum. Additionally, there should be at least one individual experienced in demographics, Geographic Information Systems (GIS), and or with school assignment boundary creation and or revision. vii. Composition of special teams or positions, which may be used on an as needed basis. viii. The role of the Consultant s sub-consultant(s) b. Resumes of the team members that will be assigned to the project. Resumes should demonstrate their education and recent experience performing similar services. i. Experience on Projects of similar size, scope, complexity and budget ii. iii. Professional certifications and technical expertise Indicate whether the key personnel have worked together on previous projects and list that project information, including owner contact information iv. Minimum of one (1), but no more than three (3), references for all key personnel, including current telephone numbers for persons with whom they have had professional dealings within the last three years v. Identify whether person is an employee of the firm and length of employment, or an outside employee and the name of the employer Tab 3 Project Methodology Detailed descriptions of the management plan to be used to accomplish the work. Include the proposed methodology, the schedule, and the process to be used. List, categorize and submit samples of all deliverables. Tab 4 Minority and Women Business Enterprise (MWBE) Participation Plan Provide past and proposed Minority and Women Business Enterprise (MWBE) participation. Include participation data as dollar amounts and percentages. a. If the proposer s firm is designated as a Minority/Woman owned Business Enterprise, include appropriate documentation pertaining to NC, or other Statewide Uniform Certification (SWUC). b. Describe methods firm utilizes to ensure participation of Minority/Women owned Page 7 of 8

8 businesses. Tab 5 Previous Projects and References Short description of recent projects that demonstrate successful performance conducting school assignment optimization and facilities condition assessments of equal complexity. Include three (3) references, with a contact name and phone number that GCS may contact. It is preferred that references include those clients for whom the respondent has provided services similar in nature, quantity and quality to those requested in this RFQ. Tab 6 Financial Statements Provide financial statements for the last two years. Include a statement of the firm s insurance coverage, including general liability, professional liability errors and omissions, automobile, and workers compensation carried by the firm. Tab 7 Legal Actions Describe any legal action brought against the firm in the past five years and the resolution of the action if a final determination has been made. Tab 8 Consultant Declaration Submit a declaration under penalty of perjury by an authorized corporate officer or principal, stating that reasonable diligence has been used in preparation of the Proposal submitted in response to the RFQ and that all information provided is true, correct and complete. V. Selection Process Proposals will be evaluated by a selection committee. The committee may include administrators, school staff, Board of Education, and community members. The recommendation of the selection committee will be subject to a successful contract negotiation. If an agreement cannot be reached the district reserves the right to negotiate with other qualified firms. Evaluation of proposals may include, but is not limited to the following: a. Proposed methodology to assess and produce boundary optimization plans and facility condition assessments b. Past performance on similar projects as indicated by written references from owners c. Experience and qualifications of personnel assigned to the project(s) VI. Proposed Project Schedule 1. RFQ Issue Date April 23, Proposal Response Date May 23, Project Award Date June 29, Consultant Notice to Proceed Date July 10, Project Completion December 11, 2017 Page 8 of 8