RFQu 24-752-017 Professional Architectural and Engineering Services - May 6, 2024 - DCSD Board Meeting Archive

DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 1 of 19

DeKalb County Board of Education
Operations Division
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705

REQUEST FOR QUALIFICATIONS (RFQu) No. 24-752-017
for

Project: PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES

DCSD Project Nos.: N/A

Owner: DeKalb County Board of Education (the “Board”)

Solicitation Timeline Summary
EVENT DATE(S) TIME LOCATION
Solicitation Opens December 14, 2023 https://dekalbschoolsga.ionwave.net
Mandatory Virtual Pre-
Submittal Conference January 9, 2024 10:00 AM VIA TEAMS

Site Visit Not Applicable

Final Questions Due January 17, 2024 2:00 PM dcsd-op-bidquestion@dekalbschoolsga.org

Final Addendum January 24, 2024 2:00 PM https://dekalbschoolsga.ionwave.net
Statement of Qualifications
February 1, 2024 2:00 PM https://dekalbschoolsga.ionwave.net
Due Date & Time

Public Acknowledgement February 5, 2024 5:00 PM https://dekalbschoolsga.ionwave.net

Selection Committee
February 5- 8, 2024
Evaluation
Shortlist Finalist Notified
Not Applicable
(If Interviews are Conducted)
Interviews Conducted
Not Applicable
(If Requested)
Anticipated Board Review and
April 15, 2024
Approval

Anticipated Notice of Award April 22, 2024

Anticipated Notice to Proceed TBD
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 2 of 19

Request for Qualifications

PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES

Qualifications will be received electronically on the DeKalb County School District website at
https://dekalbschoolsga.ionwave.net for PROFESSIONAL ARCHITECTURAL AND ENGINEERING
SERVICES until 2:00 p.m. EST, Thursday, February 1, 2024. Qualifications received after the specified time
will not be considered. All potential respondents must register as a vendor at
http://dekalbschoolsga.ionwave.net. NOTE: A virtual mandatory pre-submittal conference will be held on
Tuesday, January 9, 2024 10:00 a.m., EST, via Microsoft Teams. Attendees must provide the following
information by 5:00 p.m., EST on Monday, January 8,2 024

1. Individual Name and Title
2. Company Name
3. Telephone Number
4. Email Address

This information must be sent to dcsd-op-solicitation@dekalbschoolsga.org. A meeting link will be sent to all
registered attendees no later than 9:30 a.m., EST on Tuesday, January 9, 2024.

This document shall serve to provide interested parties with specific information as to the Procedures for
Selection of Professional Architectural and Engineering Services for the DeKalb County School District.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 3 of 19

Table of Contents
Section Description PAGE

Request for Qualifications:

1.0 Project Description............................................................................................... 4
2.0 General Scope of Work ....................................................................................... 4
3.0 Requirements ...................................................................................................... 5
4.0 Statement of Qualifications .................................................................................. 5-7
5.0 Initial Screening Criteria ....................................................................................... 7-11
6.0 Interview and Presentation .................................................................................. 11-13
7.0 Selection Process ................................................................................................ 13-14
8.0 Schedule.............................................................................................................. 14
9.0 General Instructions............................................................................................. 14-15
10.0 Terms and Conditions .......................................................................................... 15-16
11.0 Protest Process ................................................................................................... 17-18
RFQu Advertisement ........................................................................................... 19
Exhibit A

Attachments (separate file from RFQu)
Attachment A A/E Checklist and Certification
Attachment B1 Corporate Certificate
Attachment B2 Partnership Certificate
Attachment B3 Entity Certificate
Attachment C Design Professional Rate Schedule Form
Attachment D Offeror’s and Individuals’ Affidavit of Noncollusion
Attachment E Conflict of Interest Disclosure Affidavit
Attachment F Consent to Release Information
Attachment G Immigration and Security Certification
Attachment H No Submittal Response

Appendices (separate file from RFQu)
Appendix A Not Applicable
Appendix B Design Review-Minimum Submittal Requirements (SCL>$5M)
Appendix C1 DCSD Elementary School Educational Specifications
Appendix C2 DCSD Middle School Educational Specifications
Appendix C3 DCSD High School Educational Specifications
Appendix D DCSD 2020 Vision – Educational Specifications and Design Guidelines
Appendix E Not Applicable
Appendix F Not Applicable
Appendix G Not Applicable
Appendix H Not Applicable
Appendix I Continuing Contract for Professional Services
Appendix J 2023-2024 School Calendar
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 4 of 19

REQUEST FOR QUALIFICATIONS
PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES

BACKGROUND

As the third largest school district in Georgia, the DeKalb County School District (DCSD) has more than 14,000
full-time employees and serves over 93,000 students throughout DeKalb County. DCSD has approximately
138 schools and centers, including 77 elementary, 19 middle schools and 22 high schools; 8 start-up charter
schools, 13 specialized centers, 6 administrative centers and 5 athletic stadiums. Most facilities were
constructed in the 1950’s and 1960’s. Almost all facilities have had some form of renovation, repair, or addition
over the years.

Since 1997, the Owner has utilized Education SPLOST (Special Purpose Local Option Sales Tax) funds as the
primary funding source for its capital improvement programs (CIP). On November 22, 2021, the DeKalb County
voters approved the Owner’s sixth E-SPLOST program. It is anticipated that approximately $700 million will be
available to fund the District’s 2022-2027 Capital Improvement Program through the utilization of the approved
SPLOST funds, in conjunction with the State of Georgia’s Capital Outlay Program.

A copy of the CIP Summary and more detailed information regarding the CIP can be obtained on the District’s
website at www.dekalbschoolsga.org/e-splost/

1.0 PROJECT DESCRIPTION
The DCSD is interested in entering into a contract with a minimum of six (6) qualified professional
architectural firms to provide services of a specified nature as outlined in the contract to be entered
into, the form of said contract being attached hereto, said services consisting of providing professional
Architectural and Engineering services. The specified services shall consist of providing architectural
and engineering services throughout the District, as required and directed by the District, on its various
remodeling, renovations, life safety, maintenance and repair projects with a Stated Cost Limitation
(SCL) of less than $5,000,000.00. At a minimum all projects should meet the DCSD 2020 VISION ‐
Educational Specifications and Design Guidelines, (Appendix D).

2.0 GENERAL SCOPE OF WORK

2.1 Provide professional architectural and engineering services, as directed by the DCSD for projects
and tasks as may be required on an as needed basis by the District. Scope of work includes but is
not limited to basic architectural/engineering services, bidding assistance and construction contract
administration services as needed.

2.2 Since these services are primary architectural related, the lead firm must be a licensed Architectural
business.

2.3 It is anticipated that we will select at least six Architecture and Engineering firms for this project.
DCSD reserves the sole right to select more or less than three architectural and engineering firms
as it deems necessary.

2.4 The performance period for the Agreement is one (1) year from the effective date. In addition to the base
period of one (1) year, there are four (4) one-year optional renewal terms (each a “Renewal Term”) to be
exercised at the sole discretion and approval of the DeKalb County School District.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 5 of 19

3.0 REQUIREMENTS

3.1 Firms must meet the following requirements:
3.1.1 Requirements of the Request for Qualifications (RFQu).

3.1.2 It is preferable that the Firm has experience providing A / E services for K-12
public school programs.

3.1.3 Firm must be authorized to do business in the State of Georgia and must
possess professional service registrations in accordance with applicable
statutes, regulations, and rules.

3.1.4 Firms must be knowledgeable of the requirements of Georgia Code.

3.1.5 Firms must be able to demonstrate financial strength appropriate to the scale
of Project to be managed.

3.1.6 Statements of Qualifications must be submitted electronically to the School District
on or before the time and date indicated in the RFQu.

3.1.7 Statements of Qualifications should be limited to not more than 30
electronic pages. Submissions in excess of 30 electronic pages will not
be disqualified; however, clarity, conciseness, and brevity of this
document will be part of the evaluation criteria.

3.1.8 Statements of Qualification which have not been received by the DeKalb
County School District on or before the scheduled receipt time as set
forth in the RFQu will not be considered.

3.1.9 The selected firm and its sub consultants will be required to meet the
insurance requirements of DCSD.

3.1.10 The costs of participating in the selection process, including
presentations to the Selection Committee, are solely those of the firm;
DCSD will assume no responsibility for any costs.

3.1.11 DCSD reserves the right to waive informalities and to terminate the
selection process.

4.0 STATEMENT OF QUALIFICATIONS
Required Information and Format
Statements of Qualifications must provide the required information in the following order
and format:

4.1 Letter of introduction and interest signed by an officer or partner of the responding firm.
Letter shall include specific reason(s) why firm would be the best choice for the project
listed. Letter shall include name of entity submitting, contact name, phone number, e-
mail address, fax number and address of firm submitting.
4.2 Table of Contents
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 6 of 19

4.3 Compliance Information
This is a compliance section and carries no evaluation points. Firms must meet minimum
criteria as specified to receive further consideration. Submittals shall include the
following:
4.3.1 The Firm must be properly certified by the Georgia Secretary of State to do
business in Georgia at the time of submission.

4.3.1.1 State the legal name of the entity submitting and if Firm submitting is a
corporation, joint venture, or partnership. Note: It is understood that if
selected for this project the stated entity name will be used in all legal
contracting documents derived from this selection.

4.3.1.2 Provide a copy of certification for proper incorporation or registration from
Georgia Secretary of State. In the alternative, joint ventures and
partnerships should provide a copy of their joint venture or partnership
agreement and certification from the Georgia Secretary of State
establishing that each joint venture partner or partner is authorized to do
business in Georgia.

4.3.2 The Firm must be properly registered, licensed, and certified at the time of
submission:

4.3.2.1 Firms and sub consultants must be property licensed. Provide copy of
current Georgia Professional Registration for Architect/Engineer.

4.3.2.2 If Firm is a joint venture, provide copy of the joint venture agreement and
either:

a. Copy of current Georgia Professional Registration of the joint
venture; or

b. A copy of the current Georgia Professional Registration of one
o f the jo int venture p a rt n e rs .

4.3.3 The Firm must have been in continuous business for a minimum of five
years. Note: If Firm is a joint venture, at least one of the companies
comprising the joint venture or partnership must have been in continuous
business for a minimum of five years.

4.3.3.1 State number of years in business. If the Firm is a joint venture, state
both the number of years that the joint venture has been in
business, as well as the number of years that each joint venture
partners has been in business.

4.3.3.2 State the location, address, and telephone number of Firm’s
offices. If the Firm is a joint venture or partnership, identify
the location, address, and telephone number of the principal
place of business of the joint venture or partnership
designated with the Georgia Division of Corporations.

4.3.3.3 Submit the names of owners, officers or principals in charge.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 7 of 19

4.3.4 The Firm must identify any existing or potential conflicts of interest and disclose
any representation of parties or other relationships that might be considered a
conflict of interest with regard to this selection. "Conflict" or "conflict of interest"
means a situation in which regard for a private interest tends to lead to disregard
of a public duty or interest.

4.3.4.1 If any conflicts of interest issues are identified, provide a detailed plan
of action on how any existing or potential conflicts of interest will be
mitigated in the case your firm is recommended for this project. DCSD
at its sole discretion shall determine the adequacy of the plan and
whether the conflict will disqualify the firm from consideration for the
RFQu. If DCSD determines that the firm will be disqualified due to the
conflict, the firm’s proposal will not be evaluated or considered by the
Selection Committee.

4.3.5 The Firm must demonstrate they have the necessary financial resources
to complete the project and show their history of working proactively to avoid
litigation with Owners.

4.3.5.1 Financial Statement: The Firm’s financial capability is to be expressed in
the financial statement (audited financial current within the past twelve
months, such as a balance sheet and statement of operations) and
should indicate the resources and the necessary working capital to
assure financial stability through the completion of the project. A certified
audit is preferred; however, the Firm’s most recent tax return and balance
sheet will be accepted. If the Firm is a joint venture or partnership all firms
comprising the submitting entity will be required to submit the previously
requested documentation.
4.3.5.2 Insurance Capacity: Firms must provide evidence that they have all
insurance coverages as specified in A/E contract included with this RFQu
(See Appendix I).

4.3.5.3 Litigation: Submit all litigation of any kind involving firm, its officers or
directors with a project owner where the total amount in controversy
exceeds $100,000.00 within the last five years. If the firm is a joint venture
or partnership submit litigation involving all firms comprising the
submitting entity. State the court and location of the litigation.

4.3.5.4 Insurance Claims: Submit all Errors & Omissions and/or Professional
Liability claims filed against the firms’ policy in the last two years for the
proposal submittal date. The information should include the amount and
nature of the claim(s).

5.0 INITIAL SCREENING CRITERIA
5.1 Individual Review: Proposal Evaluation Committee (“PEC”) members shall use the
Proposal Evaluation Form (Exhibit A) for the RFQu to document their review and
evaluation of each Proposal in accordance with the criteria listed below, within their
respective areas of experience and knowledge.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 8 of 19

5.1.1 Successful Related Architectural Experience (30 points):
Major consideration will be given to the successful completion of previous projects
comparable in design, scope and complexity. This will include e valuating the
firm’s performance and quality of work on previous projects.

5.1.1.1 List the projects which best illustrate the experience of the firm which
utilized the current staff which is being assigned to this Project. (List no
more than 10 projects and do not list projects which were not completed
by your firm or completed more than ten years ago). Include the
following for each project:

a. Name and location of the project.
b. The nature of the firm's responsibility on the project.
c. Project owner's representative name, address,
telephone and facsimile number.
d. Project user's representative name, address and
telephone number.
e. Date project construction was completed.
f. Size of project (construction gross square feet).
g. Cost of project (construction cost).
h. Work for which firm's staff was responsible.
i. Present status of the project.
j. Firm's key professionals involved on the project and who
of that staff would be assigned to the Project covered by
this RFQu.

5.1.2 Proposed Project Staff and their Functions (30 points):
The quality, experience and quantity of staff and their functions will be evaluated
by the Committee. The Committee will also evaluate the firm’s capabilities to
provide service.

5.1.2.1 Organization Chart: Develop an organization chart as it relates to the
Project indicating key personnel, their relationship, and all consultants
to be used on this project.

5.1.2.2 The firm shall name the actual staff to be assigned to this Project,
describe their ability and experience, and indicate the function of each
within their organization and their proposed role on this Project. It is
the intent that the proposed staff shall be assigned to this Project
unless otherwise approved by Owner. The staff shall be present at
the time of interview.

5.1.2.3 Give brief resumes of key persons to be assigned to the Project
including, but not limited to, the following:
a. Name and title.
b. Job assignment for other projects.
c. How many years with this firm. For sub-consultants, list prior
projects your firm has worked with sub-consultant.
d. How many years with other firms.
e. Experience including types of projects, size of projects (dollar
value and square footage of project), and specific project
involvement.
f. Education.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 9 of 19

g. Active registrations (if any).
h. If submitting as a joint venture or partnership, include the
assigned staff for the joint venture or partnership and
indicate which of the joint ventures or partners employs the
staff member.

5.1.3 Workload (15 points):
As part of the evaluation criteria, the Committee will review the firms and their sub-
consultants current workload. If the submitting firm is a joint venture, the Committee
will review the current workload of each of the firms comprising the submitting entity.
A maximum of ten points will be awarded based on an evaluation of the firm’s total
workload and capacity to perform the work.

5.1.3.1 Firms and their sub-consultant(s) shall provide a list of outstanding
projects, client names, status of completion, anticipated completion
date, and dollars committed on open project workload. Furthermore, if
the submitting firm is a joint venture they shall also include projects for
each firm comprising the joint venture.

Definition of sub-consultant as it relates to this selection process: An
individual and/or firm contracted or to be contracted by the submitting
entity to provide services related to or part of those which this will be
required as part of this selection process.

5.1.4 Equitable Distribution (10 points):
In an effort to consider the equitable distribution of work, the Committee shall
evaluate data showing dollar amounts of contracts and projects awarded by DCSD
to the submitting firm(s). In the case of submittals received by joint ventures the
contracts and projects awarded to each of the firms comprising the joint venture will
be included in the calculation of the projects currently under contract and those
awarded by DCSD. Furthermore, this calculation will include all contracts and
projects awarded to the submitting firm either as a joint venture or as a separate
entity, whereby the submitting firm(s) was one of the entities included in the award
and contract. The chart below will be used to award a maximum of 10 points based
on the combined dollar amount of projects currently under contract, as well as those
awarded by DCSD, but not yet under contract. For those projects already under
contract, the contract amount will reflect the dollar amount of the contract value, not
including amendments. The projects taken into account in the calculation will be
those awarded by the Owner within two (2) years prior to this solicitation opening.
For projects recommended but not yet awarded, the contract value will reflect the
estimated fee based on the budget listed within the RFQu for which the firm was
selected. This single score will be allocated to each firm by the Selection Process
Facilitator and added to the cumulative score of the committee members.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 10 of 19

Contract Value Awarded/ Recommended by DCSD Point Value
Up to $100,000 10 points
$100,001 to $500,000 8 points
$500,001 to $1,000,000 6 points
$1,000,000 to $2,000,000 4 points
Greater than $2,000,000 0 points

5.1.5 DESIGN FEE (O POINTS):
Design fee is NOT included in the Selection Criteria.

5.1.5.1 Indicate your proposed Design Fee for the Services and Work as required
by the Proposal Documents and the Owner’s Agreement. Use Owner’s
Design Fee Form (Attachment C) included in this Request for Qualifications.

5.1.5.2 Indicate any breakdown of the proposed Design Fee as required by the
attached form.

5.1.5.3 Acknowledge receipt of addendum, if any.

5.1.5.4 All blanks shall be filled in and shall be filled in by typewriter or manually and
legibly, in ink. Interlineations, alterations and erasures must be initialed by
the signer of the Proposal.

5.1.6 References (15 points):
The Firm must demonstrate a positive relationship with prior clients on similar
projects.

5.1.6.1 The firm shall submit a minimum of three (3) written recommendations from
previous owners and discuss their strategy to provide a positive working
relationship with DCSD. This strategy must include actual examples of how
the firm has demonstrated their cooperation with other Owners. DCSD
reserves the option of contacting any of the references provided to confirm
information provided.

5.1.6.2 DCSD staff will provide input on a firm’s past work performance, this
information includes but is not limited to the number of warranty requests
and responsiveness, contract and process compliance, and information from
the DCSD contractor evaluation process if available.

5.2 Group Review. The PEC members shall meet and discuss the Proposals. The goal of this
review is to allow each PEC member the opportunity to fully discuss the Proposals and to
identify any information in the proposals deemed by the PEC member to be significant
to the evaluation. At the conclusion of this meeting, each PEC member shall render his or
her final scores for each proposal and submit his or her Proposal Evaluation Form to the
Selection Process Facilitator.

5.2.1 The Selection Process Facilitator shall combine the evaluation scores submitted by
all PEC members and shall determine the five (5) highest scoring firms (unless
otherwise determined) based on the total evaluation scores received. In the event of
a tied score for fifth place, all such tied firms shall be included in the short list.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 11 of 19

5.2.2 Short List Recommendation. The Selection Process Facilitator shall forward the
PEC’s short list recommendation to the Chief Operating Officer (“the COO”). The
COO, in his or her sole discretion, can either accept the short list recommendation or
reject the short list recommendation. If the COO accepts the recommendation, the
selection process proceeds as noted below. If the COO rejects the short list
recommendation, he or she, in his or her sole discretion, can proceed in any of the
following methods: directing the Selection Process Facilitator to recommence the
selection process at whatever stage the COO deems appropriate (including the
Individual Review stage or the Group Review stage); pursuing the project by any
other alternative method permitted under Georgia law; or abandoning the project all
together. If the COO elects to pursue the project by an alternative method or abandon
the project, DCSD shall provide public notice of this decision.

5.2.3 Notice of Short List. Once the PEC’s short list recommendation has been accepted
by the COO, the Selection Process Facilitator will notify all submitting firms of
whether or not they appear on the short list and shall provide public notice of the
short-listed firms.

5.2.4 The short-listed firms shall then be invited for interviews before the PEC, which will
be scheduled within three (3) business days of notification.

6.0 INTERVIEWS AND PRESENTATION

6.1 At the time of its scheduled interview, each short-listed firm shall provide additional
information about its firm and operations as may be required by DCSD. This additional
information shall include, but is not limited to, the following:

6.1.2 Overall Approach, Methodology, & Knowledge of the Site (30 points):

6.1.2.1 The firm shall provide information regarding its knowledge of local codes
and ordinances, as an indication of its ability to deliver quality workmanship
in an effective and timely manner.

6.1.2.2 The firm shall demonstrate verbally and graphically its plan for performing
the Architectural/Engineering Services, documenting the services to be
provided and showing the interrelationship of all parties.

6.1.2.3 The firm shall present their quality assurance program. The program shall
illustrate how they will assure professional quality, technical accuracy, and
coordination of all services required under their contract.

6.1.3 Project Team (25 points):
The firm shall express the general and specific project related experience and
capability of in-house staff and sub consultants and their functions as it relates to this
project.

6.1.3.1 Organization Chart: Develop an organization chart as it relates to the
Project indicating key personnel and their relationship. It shall be
understood that it is the intent of the District to insist that those key
personnel indicated as the project team in this RFQu response
actually executes the Project.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 12 of 19

6.1.3.2 If a joint venture, or prime subcontractor arrangement of two (or more) firms,
indicate how the work shall be distributed between the associated firms.
Describe how the organizational structure will ensure orderly
communications, distribution of information, effective coordination of activities
and accountability.
6.1.4 Cost Control (25 points):
6.1.4.1 Describe how you develop cost estimates, and how they are updated, providing
specific examples of successful recommendations implemented and cost
containment strategies utilized to maintain project budgets without sacrificing
quality. Describe and explain the benefits to the Owner.

6.1.5 Project Scheduling (20 points):

6.1.5.1 As part of the project approach, the firm shall propose a process for
scheduling multiple projects and effectively managing and executing the
work in the optimum time. Provide a sample schedule and describe any
major milestones for achieving the schedule and any other
recommendations that may directly impact the schedule.

6.1.5.2 The firm shall describe any representative current projects and the projected
versus the actual schedule for each.
6.2 Interview
6.2.1 The short-listed firms shall be invited for interviews before the PEC. At the time of its
scheduled interview, each short-listed firm shall provide additional information about
its firm and operations as may be required by DCSD. This additional information shall
be identified in the RFQu.

6.2.2 The PEC shall schedule a separate interview for each short-listed firm. As part of
its interview, and at the Selection Process Facilitator’s discretion, each firm shall
make a short oral presentation.

6.2.3 After the PEC has interviewed all the short-listed firms, the PEC shall reconvene
for the PEC members to discuss the interviews and review each presentation. At the
end of this discussion, PEC members shall use the Presentation Evaluation
Forms to record their evaluation of each short-listed firm, and then submit the
Presentation Evaluation Forms to the Selection Process Facilitator.

6.2.4 The Selection Process Facilitator shall combine the evaluation scores submitted by
all PEC members and determine the PEC’s ranking of the short-listed firms based
upon the total scores assigned to each firm for the presentation stage. If the
ranking results in a tied score for the number one or number two ranked firms,
additional information shall be requested from the tied firms and presented to the
committee. The committee will score the firms based on the responses to the
additional information.
6.3 Submittal of recommended highest ranked firm. The Selection Process Facilitator shall
submit the highest ranked firm recommended by the PEC to the COO for approval. The
COO, in his or her sole discretion, shall either accept the results of the PEC’s ranking
recommendation and forward it to the Board of Education for approval or reject the results of
the ranking recommendation. If the COO accepts the ranking recommendation, the approval
process continues as noted below. If the COO rejects the results of the ranking
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 13 of 19

recommendation, he or she, in his or her sole discretion, shall proceed with any of the
following methods: directing the PEC Selection Process Facilitator to recommence the
selection and ranking process at whatever stage the COO deems appropriate (including
the Individual Review stage, the Group Review stage, or the Interview process); pursuing
the project by any other alternative method permitted under Georgia law; or abandoning the
project all together. If the COO elects to pursue the project through an alternative method or
abandon the project all together, DCSD shall provide public notice of that decision.

. Upon the COO’s approval of the PEC’s recommendation, an agenda item shall be prepared
and put on the next available agenda for the Board of Education review and approval.

7.0 SELECTION PROCESS:

7.1 The Proposal Evaluation Committee (“PEC”) shall be established by the COO. The COO,
or his designee, shall approve the members of the PEC, to include the following:

7.1.1 At least three (3) DCSD staff persons with expertise in facilities design,
construction, operation, and/or maintenance, property, surveying and
environmental, as recommended by the Chief Operating Officer from their respective
divisions, for the purpose of evaluating and scoring only those elements of the
responses that relate to facilities design, construction, operation, and maintenance
proposals, and on an as needed basis, those that include property, surveying and
environmental.
7.1.2 At least one (1) member of the SPLOST CIP staff with expertise in facilities design,
construction, operation, and/or maintenance, property, surveying and
environmental, as recommended by the Chief Operating Officer, for the purpose
of evaluating and scoring only those elements of the responses that relate to
facilities design, construction, operation, and maintenance proposals.

7.1.3 Such other staff person(s) as deemed appropriate by the COO, or his designee,
in order to ensure that the PEC includes persons with experience and knowledge in
the contractual services being sought, for the purpose of evaluating and scoring
only those elements of the responses that relate to the person(s)’ area of experience
and knowledge.

7.1.4 Membership of the PEC may include representation from other public or private
entities or others deemed appropriate as recommended by the Chief Operating
Officer. The recommendation may be based on project complexity, project cost and
staff capacity.

7.1.5 All voting members of the PEC are required to comply with the provisions of Board
Policy DJE and the provisions of the Code of Ethics for Public Officers and
Employees. No member shall solicit or knowingly accept any gift, gratuity, loan,
special discount, entertainment, transportation, lodging, meals, favor or promise of
future employment, based upon any understanding that the vote, official action, or
judgment of the member would be influenced thereby.

7.2 The Chief Operating Officer, or his designee, shall select a Procurement representative who shall
serve as the Selection Process Facilitator to monitor the selection process, ensure compliance
with all applicable procedural requirements, limiting discussion which facilitates the procurement
process, the facts of the procurement and documentation on file, and will maintain objectivity at all
times.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 14 of 19

7.3 The Selection Process Facilitator shall be responsible for ensuring that each member is provided
information on the project, directs discussion as necessary and determine when the committee may
need to vote on any compliance related issues.

7.4 The final rankings as approved by the Board of Education will rank all proposers from highest to
lowest.

8.0 SCHEDULE
8.1 Virtual Pre-submittal conference attendance (mandatory). It is the firm’s responsibility to
become fully informed as to the nature and extent of the services required. The virtual pre-
submittal conference will be held at 10:00 a.m., EST, Tuesday, January 9, 2024, via Microsoft
Teams. The RFQu will be reviewed, and questions will be addressed.
8.2 Statements of Qualifications must be received electronically at the DeKalb County School District
website https://dekalbschoolsga.ionwave.net not later than date and time set forth in the
“Advertisement for RFQu for Professional Architectural and Engineering Services for Continuing
Contract for Architectural and Engineering Services. Based on evaluations of Statements of
Qualifications, a maximum of five firms may be interviewed at times and location to be determined
at a later time. The order of presentation will be determined at DCSD’s sole discretion, and
the firms so notified.
8.3 The dates and times identified in this RFQu are subject to change. All changes will be posted
to the DeKalb County School District solicitation website via addendum as it becomes available
for all phases of this project.

9.0 GENERAL INSTRUCTIONS

9.1 Firms are required to register as a supplier using the IONWAVE portal and obtain a
username and password.

9.2 The response shall contain the manual signature of an authorized representative of the
responding firm.

9.3 Responses received after the receipt time noted in the RFQu will not be accepted.

9.4 Firms responding to the RFQu shall be available for presentations and interviews to
the DCSD PEC Selection Committee.

9.5 The contents of the proposal of a successful firm may become part of its contractual
obligations.

9.6 Excluding items 5.1.4 and 5.2, Proposals shall respond to each item noted in sections 4.0
and 5.0 in the order noted. Identify responses with the same paragraph notation as
contained in this RFQu.

9.7 Submittals shall be typed. All corrections made by the proposer prior to the opening
shall be initialed and dated by the proposer. No changes or corrections will be allowed after
proposals have been unsealed.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 15 of 19

9.8 Questions: Any questions concerning the RFQu should be submitted electronically via
email to the Senior Procurement Manager at dcsd-op-
bidquestion@dekalbschoolsga.org. Questions submitted to any other email address
will not be considered. The deadline for receipt of vendor questions is Wednesday,
January 17, 2024 at 2:00 p.m. EST. Questions received after the deadline time will not
be considered. Questions received by the deadline time will be answered in writing and
posted to the DCSD solicitation website http://dekalbschoolsga.ionwave.net no later
than Wednesday, January 24, 2024 by 2:00 p.m. EST. No response other than written
by the Senior Procurement Manager, will be binding upon DCSD. All supplemental
instructions will be in the form of written Addenda to the RFQu.

9.9 Selection committee members, school board members and school board personnel
are not to be contacted prior to the Board of Education’s decision to approve or reject
the final recommendation presented to it by the Chief Operating Officer. At the
discretion of DCSD, failure to comply with this requirement will be grounds
for disqualification.

9.10 Specifically, this NO-CONTACT PERIOD shall commence on the initial date of the
advertisement for Request for Qualifications and continue through and include the date
the DeKalb County Board of Education makes its determination to approve or reject the
final recommendations.
9.11 The assigned contact persons for this RFQu are Belinda Quillet, Senior Procurement
Manager and Angela Arlene-Myrick, Procurement Manager. Mrs. Quillet can be reached
at (678) 676-1373 or by email at dcsd-op-bidquestion@dekalbschoolsga.org. Mrs.
Myrick can be reached at (678) 676-1554 or by email at angela_arlene-
myrick@dekalbschoolsga.org. Prospective Respondents must limit their contact
regarding this RFQu to the assigned contact persons.

9.12 Failure to meet any of these requirements may disqualify your firm from consideration.

10.0 TERMS AND CONDITIONS:

10.1. DCSD reserves the right to accept or reject any or all proposals in the best interest of
DCSD. DeKalb County School District reserves the right to waive any formalities in the
selection process.

10.2 It is mutually understood and agreed that the nature, amount, and frequency of the
Services shall be determined solely by Owner and that Owner does not represent or
guarantee unto firm that any specific number of services will be requested or required
of firm pursuant to this RFQu.

10.3 Proposals which do not comply with these instructions or that do not include the
requested data may not be considered.

10.4 The successful firm shall not discriminate against any person in accordance with
Federal, State or Local law.
10.5 It is the sole responsibility of the submitting firm to ensure proposals are received
on or before the time and date required, and in the format stated.
10.6 By submission of a response to this RFQu, the Respondent certifies that he/she and
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 16 of 19

his/her employees shall not engage in the unlawful manufacture, sale, distribution,
dispensation, possession, or use of controlled substance or drugs during the
performance of the contract.
10.7 By submission of a response to this RFQu, the Respondent certifies that he/she and
his/her employees shall not use tobacco products on DCSD property at any time during
the performance of this contract.
10.8 Respondents shall fully certify that they, as individuals or as officials of a business entity,
have not entered into any agreement, participated in collusion, or otherwise taken any
action in restraint of free and competitive responses to this RFQu. Further, Respondents
guarantee that their response is not made in conjunction with or on behalf of another
party and that they have not been directly or indirectly induced in any manner or taken
any action to result in a restriction of trade or in an unfair advantage.

10.9 By responding to this RFQu, the offeror certifies that the proposing company and/or its
principals have not been suspended, excluded, disqualified, debarred, proposed for
debarment, declared ineligible or voluntarily excluded from participation in any
transaction by any Federal or State department or agency and that the bidder complies
with all applicable orders, rules and regulations related thereto. Further, by responding
to this RFQu, the offeror certifies that all lower tier participating individuals and/or
company(s) and all respective principals of lower tier participants have not been
suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible
or voluntarily excluded from participation in any transaction by any Federal or State
department or agency and that the bidder complies with all applicable orders, rules and
regulations related thereto.

10.10 DeKalb County School District, Georgia, does not discriminate in admission or access
to, or treatment or employment in its programs and activities, on the basis of race,
color, religion, age, sex, national origin, marital status, disability, genetic information,
sexual orientation, gender identity or expression, or any other reason prohibited by law.

10.11 By making a submission, it is understood and agreed that the submitting entity consents
to DCSD contacting any parties referenced in the entity’s response including, but not
limited to, all project owners and references herein.

10.12 Submitters acknowledge and agree that the contracting entity will be the Firm name
identified in the response to 4.3.1.1.

10.13 Appendix I, is the most current version of the DCSD Continuing Contract for
Architectural Services. By submitting a response to this RFQu, submitters
acknowledge and agree that they have reviewed the contract and have no objection to
it. All responders should thoroughly review the documents prior to submitting a
proposal. Any proposed revisions to the terms or language of these documents
must be submitted in writing during the question-and-answer period of the
solicitation. All requests must be submitted in writing prior to the close of the final
questions. Requests for revisions will be reviewed and approved or rejected by legal
and legal rulings are final. If submitted or proposed thereafter, such proposed revisions
to the terms or language of these documents shall not be considered by the Owner and
the Architect/Engineer submittal shall be rejected. No alterations can be made in the
contract after award by DCSD.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 17 of 19

11. PROTEST PROCESS:

Any person who is adversely affected by a decision of the DeKalb County School District
concerning this procurement, shall adhere to the following Protest Procedures:

11.1 Protests. A bidder may file a written protest challenging DCSD’s compliance with
applicable procurement procedures subject to the bidder’s compliance with the
provisions outlined below. Any such written protest will be resolved in accordance with
these provisions.

11.2 Types of Challenges. Any bidder interested in and capable of responding to a
competitive solicitation may file a protest with respect to the competitive solicitation
process including, but not limited to, a challenge to specifications or any events or facts
arising during the solicitation process. Any bidder submitting a timely bid/proposal in
response to a competitive solicitation may file a protest with respect to DCSD’s intended
or actual contract award including, but not limited to, events or facts arising during the
evaluation and/or negotiation process.

11.3 Form of Protest. At a minimum, the written protest must include the following:
a. the name and address of the protestor;
b. appropriate identification of the solicitation;
c. a statement of reasons for the protest;
d. supporting exhibits, evidence, or documents to substantiate any
claims unless not available within the filing time (in which case the
offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material);
and
e. the desired remedy.
DCSD, at its discretion, may deem issues not raised in the initial protest
as waived with prejudice by the protesting offeror.

11.4 Filing Protests. A protest is considered to be properly filed when it is in writing, signed
by a company officer authorized to sign contracts on behalf of the offeror, and is received
by the Design and Construction Department. The protest may be sent by any of the
following means:
MAIL: Attention: Mr. Erick Hofstetter
Chief Operating Officer
DeKalb County School District
Sam A. Moss Service Center
1780 Montreal Road
Tucker, Georgia 30084

EMAIL: erick_hofstetter@dekalbschoolsga.org
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 18 of 19

The Offeror must observe the following deadlines when filing a protest:
Type of Protest Protest Filing Deadline
Challenge to Competitive Solicitation Process Two (2) business days prior to the closing date and
time of the solicitation as identified on the Request for
Qualifications.
Challenge to an Intended or Actual In the event DCSD posts a Notice of Intent to Award
Contract Award (“NOIA”), the protest must be filed within ten (10)
calendar days of the date the NOIA is posted.
In the event DCSD does not post a NOIA, the protest
must be filed within ten (10) calendar days of the date
the Notice of Award (“NOA”) is posted.
If a bidder fails to file a protest by the applicable deadline, such failure shall be deemed as a waiver
with prejudice of any grounds the bidder may have for protest.

11.6 Stay of Procurement During Protest Review. When a protest challenging the
competitive solicitation process has been timely filed at least two (2) business days prior
to the closing date and time, the solicitation shall not close until a final decision resolving
the protest has been issued, unless the Facilities Management Department makes a
written determination that the closing of the solicitation without delay is necessary to
protect the interests of DCSD.

When a protest challenging an intended contract award has been timely filed, DCSD
shall not proceed to actual contract award unless the Design and Construction
Department makes a written determination that the issuance of a contract or
performance of the contract without delay is necessary to protect the interests of DCSD.
If it is determined that it is necessary to proceed with contract performance without delay,
the bidder/offeror with this contingent contract may proceed with performance and
receive payment for work performed in strict accordance with the terms of the contract.
The provisions of this paragraph are not applicable to a protest pertaining to events or
facts arising during the solicitation process.

11.7 Protest Resolution. The Facilities Management Department shall review and issue a
written decision on the protest within seven (7) business days. This decision shall be
deemed final. Available remedies for sustained protests are as follows:

 If a protest is sustained prior to the closing date and time of the solicitation, available
remedies may include, but are not limited to, the following: modification of the
solicitation document including, but not limited to, specifications and terms and
conditions; extension of the solicitation closing date and time (as appropriate); and
cancellation of the solicitation.

 If a protest of the intended/actual contract award is sustained available remedies
may include but are not limited to, the following: revision or cancellation of the
NOIA/NOA, re-evaluation and re-award, or re-solicitation with appropriate changes
to the new solicitation.

11.8 Costs. In no event shall a bidder be entitled to recover any costs incurred in connection
with the solicitation or protest process, including, but not limited to, the costs of preparing
a bid/proposal, the costs of participating in the protest process, or any attorney fees.
DeKalb County School District RFQu No. 24-752-017
Professional Architectural/Engineering Services Project No. N/A
December 14, 2023 Page 19 of 19

NOTICE
FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES

DeKalb County Board of Education announces that Professional Architectural and Engineering Services are
required for the project listed below.

PROJECT AND NUMBER: Architectural and Engineering Services – RFQu No. 24-752-017

SERVICES TO BE PROVIDED: Professional Architectural and Engineering Design Services for
Continuing Contract for Architectural and Engineering Services

VIRTUAL PRE-SUBMITTAL MEETING: January 9, 2024,10:00 a.m. EST, via Microsoft Teams
Attendees must provide the following information by
Monday, January 8, 2024 5:00 p.m. EST:
1. Individual Name and Title
2. Company Name
3. Telephone Number
4. Email Address
Information must be sent to dcsd-op-
solicitation@dekalbschoolsga.org
A meeting link will be sent to all registered attendees.
Attendance is mandatory.

DCSD CONTACT: Belinda Quillet, Senior Procurement Manager
Angela Arlene-Myrick, Procurement Manager

SUBMIT QUALIFICATIONS TO: http://dekalbschoolsga.ionwave.net

QUALIFICATIONS DUE DATE AND TIME: February 1, 2024, 2:00 p.m. EST

Requirements: Interested firms are required to comply with all requirements of the Request for Qualification
(RFQu). A copy of the RFQu and any and all clarifications issued shall be obtained from the DeKalb County
School District web site http://dekalbschoolsga.ionwave.net. Furthermore, all Notices concerning this solicitation
and award shall be posted to the aforementioned web site. These Notices shall include, but are not limited to
short list meeting dates and times, presentation meeting dates and times, intended decision and decision
information.

(End of RFQu Document Consisting of 19 Pages)

Attachments and Appendices Included in Separate Package

Agenda Item