DeKalb County Board of Education
Operations Division
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705
Request for Proposals (RFP) No. 25-752-004
For
CAPITAL IMPROVEMENT PROGRAM PLANNING AND MANAGEMENT SERVICES
Owner: DeKalb County Board of Education (the “Board”)
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705
Solicitation Timeline Summary (dates are subject to change)
EVENT DATE(S) TIME LOCATION
Solicitation Opens October 31, 2024 http://www.dekalbschoolsga.Ionwave.net
Virtual Mandatory Pre-
November 14, 2024 10:00 AM Via Microsoft Teams (registration required)
Proposal Conference
Site Visits Not Applicable N/A Not Applicable
Final Questions Due November 21, 2024 2:00 PM http://www.dekalbschoolsga.Ionwave.net
Final Addendum December 3, 2024 2:00 PM http://www.dekalbschoolsga.Ionwave.net
Proposal Due Date & Time December 10, 2024 2:00 PM http://www.dekalbschoolsga.Ionwave.net
Public Acknowledgement of RFP will be posted
Public Acknowledgement December 12, 2024
on http://www.dekalbschoolsga.Ionwave.net
Selection Committee
December 11 – 13, 2024
Evaluation
Interviews December 20, 2024
Anticipated Board Review
Janaury 13, 2025
and Approval
Anticipated Notice of Award January 20, 2025
Anticipated Notice to
February 2025
Proceed
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 1 of 28
TABLE OF CONTENTS
I. Advertisement for Sealed Proposals....................................................................................................4
II. Definition of Terms...............................................................................................................................5
III. Background..........................................................................................................................................6
IV. Purpose ...............................................................................................................................................6
V. Communications with DCSD Staff .......................................................................................................6
VI. Prohibited Contacts. ............................................................................................................................7
VII. Questions and Answers……………………………………………………………………………………….7
VIII. General Terms and Conditions ............................................................................................................7
A. Respondent Performance .............................................................................................................7
B. Addendums ..................................................................................................................................7
C. Non-Discrimination .......................................................................................................................7
D. Drug-Free Workplace ...................................................................................................................8
E. Smoke-Free Workplace ................................................................................................................8
F. Cost Incurred ................................................................................................................................8
G. Insurance Requirements...............................................................................................................8-9
H. Indemnification .............................................................................................................................9
I. Illegal Immigration Reform and Enforcement Act of 2011 ............................................................9
J. Interviews .....................................................................................................................................9
K. Background Checks .....................................................................................................................9
L. Term of Contract...........................................................................................................................10
M. Cancellations ................................................................................................................................10
N. Contract ........................................................................................................................................10
O. Permits and Applicable Law .........................................................................................................10
P. Suspension and Debarment .........................................................................................................10
Q. Non-Collusion ...............................................................................................................................11
R. Conflict of Interest.........................................................................................................................11
S. Confidentiality and Non-Disclosure...............................................................................................11
T. Business License ..........................................................................................................................11
U. Rights Reserved ...........................................................................................................................11
V. Taxes ............................................................................................................................................12
W. Respondent Failure ......................................................................................................................12
X. Georgia Open Records Act...........................................................................................................12
Y. No Assignment of Award ..............................................................................................................12
Z. The Laws of State of Georgia .......................................................................................................12
IX. Scope of Services ................................................................................................................................12-17
X. Proposal Submission Requirements ....................................................................................................18-23
XI. Interviews.............................................................................................................................................23-25
XII. Qualifications for Selection and Selection Process..............................................................................26
XIII. Protest Procedures ..............................................................................................................................26-28
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 2 of 28
Owner’s Standard Forms:
Attachment A: Checklist and Certification (2 pages)
Attachment B1: Corporate Certificate (1 page)
Attachment B2: Partnership Certificates (1 page)
Attachment B3: Entity Certificate (1 page)
Attachment C: Subcontractor Listing (1 page)
Attachment D: Offeror’s and Individuals’ Affidavit of NonCollusion (2 pages)
Attachment E: Conflict of Interest Disclosure Form (2 pages)
Attachment F: Consent to Release Information Form (1 page)
Attachment G: Not Applicable
Attachment H: Suspension and Debarment Certification (1 page)
Attachment I: Program Manager Price Proposal Form (4 pages)
Attachment J: Immigration and Security Certification (2 pages)
Attachment K: No Submittal Response Form (1 page)
Owner’s Appendices:
Appendix A: Owner’s Criteria and Narrative Scope (6 pages)
Appendix E: Master Agreement for Program Management Services (33 pages)
Appendix F: Subcontractor Affidavit of Non Collusion (1 page)
Owner’s Exhibits:
Exhibit A: Program Management Services Evaluation Form (1 page)
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 3 of 28
I.
ADVERTISEMENT FOR SEALED PROPOSALS
PROGRAM MANAGEMENT SERVICES
Proposals will be received electronically on the DeKalb County School District (“Owner”) website at
https://dekalbschoolsga.ionwave.net until 2:00 p.m. local time on Tuesday, December 10, 2024 for RFP No. 25-
752-004, Capital Improvement Program Planning and Management Services. The Owner shall not consider late
proposals.
SCOPE OF SERVICES
The DeKalb County School District is seeking proposals from qualified firms who have experience in providing high
quality and cost effective methods to manage, operate and provide Capital Improvement Program Management
Services in a K-12 education setting.
Request for Proposal (“RFP”) documents will be available Thursday, October 31, 2024, and may be obtained from
the DeKalb County Board of Education website at https://dekalbschoolsga.ionwave.net.
VRTUAL MANDATORY PRE-PROPOSAL CONFERENCE
A virtual mandatory Pre-Proposal Conference will be held via Microsoft Teams at 10:00 a.m. local time on Thursday,
November 14, 2024. Prospective bidders must provide the following information by 5:00 PM, EST on Wednesday,
November 13, 2024:
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 those
providing the above information no later than 9:30 AM, EST on Thursday, November 14, 2024.
SCHEDULE FOR SELECTION (dates are subject to change)
Virtual Mandatory Pre-Proposal Conference* November 14, 2024 @10:00 am
Final Questions Due November 21, 2024 not later than 2:00 pm
Final Addendum Issued (if necessary) December 3, 2024 not later than 2:00 pm
Proposals Due December 10, 2024 not later than 2:00 pm
Public Acknowledgement December 12, 2024 not later than 5:00 pm
Interviews January 7, 2025
Anticipated Board Review and Approval February 17, 2025
*OPEN TO PUBLIC ATTENDANCE*
Meeting will be held via Microsoft Teams. Please refer “Virtual Mandatory Pre-Proposal Conference” for instructions
to receive meeting link.
Except as expressly provided in, or permitted by, the Proposal Documents, from the date of issuance of the
RFP until final Owner action of approval of contract award, the Contractor submitting a Proposal shall not
initiate any communication or discussion concerning the Project, the RFP or the Contractor’s Proposal or any
part thereof with any employee, agent, or representative of the Owner. Any violation of this restriction may
result in the rejection of the Contractor’s Proposal.
The Owner reserves the right to reject any or all proposals, and to waive technicalities and informalities.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 4 of 28
II. DEFINITION OF TERMS
Addendum - Written or graphic instruments issued prior to the date for opening of proposals, which modify
or interpret the Proposal Documents by additions, deletions, corrections or clarifications.
Collusion - A secret agreement among bidders/offerors to circumvent laws and regulation when submitting
bids and offers in an attempt to win contracts by illegal means or methods.
Contract - A formal written agreement between the owner and a vendor for providing goods and services.
DCSD – For the purposes of this proposal, DCSD shall mean “DeKalb County School District” and “The
District”.
Lobbying – Lobbying is defined as any action taken by an individual, respondent, association, joint venture,
partnership, corporation, and all other groups who seek to influence the decision of a Board Member or
District Personnel, as it relates to formal solicitations.
Notice of Award – The written notice of the acceptance of the Proposal from DCSD to the awarded
respondent.
Notice to Proceed – The written notice issued by DCSD to the awarded respondent authorizing them to
proceed with the work and establishing the date of commencement of the contract time.
Owner – For the purposes of this proposal, Owner shall mean DeKalb County Board of Education.
Proposal – An executed offer submitted by a Respondent in response to a request for proposals and
intended to be used as a basis for negotiations of a contract.
Request for Proposals (RFP) – The solicitation for services, including all supporting documents and
attachments, used to obtain statements of qualifications from contractors or consultants and which provides
for negotiation of all terms of the proposal, including price, prior to award.
Respondent – For the purposes of this proposal, any person, respondent, corporation or agency submitting
a response to this Request for Proposal or their duly authorized representative. The word Respondent,
proposer or offeror may be used interchangeably within the Request for Proposal.
Responsible Respondent – Respondent who has the capability in all respects to fully perform the contract
requirements and the integrity and reliability that will assure good faith performance.
Responsive Respondent – Respondent that has submitted a proposal that conforms in all material
respects to the solicitation.
Scope of Work – Includes the Work, as the term herein defined, as well as the responsibility of the
performing and complying with all incidental matters pertaining thereto, as set out in the Contract
Documents.
Specifications – A description of what the Owner seeks to buy and what a Proposer must be responsive to
in order to be considered for an award of a contract.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 5 of 28
III. BACKGROUND
DeKalb County School District currently enrolls over 92,000 students in 137 schools/programs: 104
neighborhood schools, 23 choice and specialty schools/programs (magnet, theme, special needs, etc.), and
10 DCSD-sponsored charter schools (that are operated by others). The District owns 159 facilities: 127 school
facilities, 5 support facilities, 5 stadiums, 14 vacant facilities or sites, and 8 properties leased to charter schools
or other organizations. With over 15 million square feet, and 13,400 employees, DeKalb is the third largest
system in the State of Georgia (in terms of students), but has the most number of school facilities in the State.
IV. PURPOSE
The purpose of this Request for Proposal (RFP) is to solicit proposals for the purposes of entering into a
contract with a qualified Program Manager (PM), authorized to do business in the State of Georgia, with
experience in construction program management services (the “Services”) for K-12 educational facilities, and
to act on the DeKalb County School District’s (the “Owner”) behalf for delivery of its Capital Improvement
Program (“CIP”) composed of multiple site modifications, renovations, additions and new construction projects
(the "Owner’s Projects").
Most facilities were constructed in the 1950’s and 1960’s. Almost all facilities have had some form of
renovations, repairs, or additions over the years.
The Owner’s Capital Improvement Program has annual revenues of around $180 million. Revenue is from
various sources, but primarily the Education Special Purpose Local Option Sales Tax (E-SPLOST), which is
a $0.01 sales tax renewed by voters every 5 years. The next E-SPLOST renewal is expected to be approved
by voters in 2026, and take effect in July 2027. Other revenue sources include annual contributions from the
District’s general fund as well as reimbursements from Georgia DOE’s Capital Outlay Program. Annual
revenues vary depending on market conditions and project schedules but are expected to increase over time
roughly in line with national inflation.
Over the years, the Owner has utilized a PM and Supplemental Project Management Firms to support the
management of the Owner’s capital improvement programs. The current, existing Program Management
Services Agreement will expire May 31, 2025. The new PM Service Agreement will be for an initial one-year
term with four (4) one-year options to renew subject to Board approval on a year-to-year basis. The Owner
will hold all design and construction contracts. The PM will be an integral member of the capital improvement
team, and therefore all full time staff members of the PM working for the Owner will operate under the Design
and Construction Department located at the Sam A. Moss Service Center in Tucker, Georgia.
Services shall include, but not be limited to, those listed in the scope of work and specifications. The
specification and scope of work listed and described in the body of this Request for Proposals (RFP)
establishes the minimum requirements for a Program Manager. It is the intent of the District to award this
contract to the most responsive and responsible offeror however, DCSD reserves the right to award this
contract to multiple vendors.
V. COMMUNICATIONS WITH DCSD STAFF
The assigned contact person for this RFP is Fred Christopher, Procurement Manager. Mr. Christopher can
be reached at 678-676-0217 or by email at weyman_f_christopher@dekalbschoolsga.org. Prospective
Respondents must limit their contact regarding this RFP to the assigned contact person.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 6 of 28
VI. PROHIBITED CONTACTS
Except with the consent of the proposal contact person, all proposers, including any persons affiliated with or
in any way related to proposer, are strictly prohibited for contacting DeKalb County Board of Education
members and DCSD employees or consultants on any matter having to do in any aspect with this RFP, other
than as provided herein. Any and all contacts with such persons associated with DeKalb County School
District shall be in writing, in appropriate circumstances or cases, as directed by the contact person above.
Except as expressly provided in, or permitted by, the RFP documents, from the date of issuance of the
Request for Proposals until final DeKalb County Board of Education action of approval of contract award, the
proposer submitting a bid shall not initiate any communication or discussion concerning this procurement with
any employee, agent, representative or member of the Board of Education for DeKalb County School District.
Furthermore, no employee, officer, or agent of the DeKalb County Board of Education or DCSD may
participate in the selection, award or administration of a contract if he or she has a real or apparent conflict of
interest. Any violation of this restriction may result in the rejection of the proposal response.
VII. QUESTIONS AND ANSWERS
It is intended that this proposal be adequate for any vendor to respond the DeKalb County School District
requirements. However, should proposers have questions, all questions should be submitted electronically
at http://www.dekalbschoolsga.Ionwave.net. Questions submitted to any other mail box, voice mail or
email address will not be considered for response. The deadline for receipt of vendor questions is
Thursday, November 21, 2024 at 2:00 p.m. 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 website
http://www.dekalbschoolsga.ionwave.net no later than Tuesday, December 3, 2024 at 2:00 p.m. No
response other than written, by the Procurement Manager, will be binding upon DCSD.
VIII. GENERAL TERMS AND CONDITIONS
A. Respondent Performance
The successful Respondent is required to perform and fulfill all the undertakings, covenants, terms,
conditions, and agreements of this RFP document and any negotiated contract(s). Failure of the
Respondent to fully perform these obligations may result in cancellation of the award and contract.
DCSD will look to the Respondent and his/her identified personnel to coordinate and deliver the services
described in this RFP. The obligations of the contract shall not be delegated to subcontractors or
assigned to any third party.
B. Addendums
All addendums related to this solicitation will be posted on the DCSD website at
https://dekalbschoolsga.ionwave.net. It is the offeror’s responsibility to check the DCSD website for any
addendums, responses to offeror questions or other communications related to this solicitation.
C. Non-Discrimination
DCSD does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in
any of its employment practices, education programs, services or activities.
DCSD supports an open, fair, and impartial free-market system which maximizes competition and seeks
to include all responsible businesses and to provide ample opportunities for business growth and
development. Minority businesses are encouraged and given the opportunity to bid on various projects;
however, all responses will be evaluated on the same criteria. It is not the intention or desire of DCSD to
restrict or impede competition, nor to increase the cost of the work.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 7 of 28
D. Drug-Free Workplace
By submission of a response to this RFP, the Respondent certifies that he/she and 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.
E. Smoke-Free Workplace
By submission of a response to this RFP, 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.
F. Costs Incurred
DCSD is not liable for any costs incurred by a Respondent in preparing and/or submitting a response to
this RFP or for any interview if requested. Any and all costs incurred by the Respondent in preparing
and/or submitting a response to this RFP and interviewing with DCSD (if requested) shall be the sole
responsibility of the Respondent and shall not be reimbursed by DCSD.
G. Insurance
A Certificate of Insurance and/or ACORD form is required with solicitation submittal. Provision of
Certificate of Insurance is a mandatory requirement (include with Required Forms). Proposals
submitted with certificates of insurance will be considered conditionally responsive to the insurance and
indemnification requirement. Final award of this RFP will be contingent upon receipt within five (5)
business days of request for insurance documentation complete with the following requirements. In the
event the awarded Respondent cannot produce insurance coverage acceptable to the DCSD within the
time provided, DCSD reserves the right to award this solicitation to the next highest ranked offeror.
1) The Offeror shall procure and maintain throughout the term of this agreement a policy or policies
of insurance providing coverage as set forth below that shall protect the Offeror and the
Indemnitees from any claims for bodily injury, property damage, or personal injury which may
arise out of Offeror’s operations under this agreement. The foregoing policies shall be obtained
from insurance companies approved to do business in the State of Georgia and companies
acceptable to DCSD. Offeror shall procure the insurance policy(ies) at the offeror’s own
expense and shall furnish to DCSD a certificate of insurance containing the following:
2) The insurance requirements of this Contract are:
Type of Insurance Coverage Limits
Worker’s Compensation Statutory
Employer’s Liability $1,000,000 annual aggregate
Comprehensive General Liability $2,000,000 annual aggregate
Including Contractual Liability $1,000,000 per occurrence
Bodily Injury, sickness or disease, death and Property Damage
Comprehensive General Liability $2,000,000 annual aggregate
Bodily Injury and Property Damage $1,000,000 per occurrence
Covering Owned, Hired and Non-Owned Autos
Professional Errors and Omissions $3,000,000.00 per occurrence
Excess/Umbrella Liability $5,000,000 per occurrence
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 8 of 28
The Offeror waives all rights, including rights of subrogation, against the Owner and its respective
directors, officers, partners, Board Members, officials, agents, insurers, subcontractors, consultants and
employees for damages covered by any type of insurance during and after the completion of the Work.
The DeKalb County School District and The DeKalb County Board of Education shall be included
as an additional insured on the coverages specified in subparagraphs G.1. and G.2. above, and shall be
indicated as such on certificates of insurance required herein.
These certificates shall contain a provision that coverages afforded under the policies will not be
canceled, changed or allowed to expire until sixty (60) days after the Owner has received written notice
evidence by return receipt of registered letter.
H. Indemnification
The Offeror shall indemnify, defend, and hold harmless the DeKalb County School Board, the DeKallb
County School District, DCSD, and their officials, officers, employees, agents, volunteers, and assigns
(all of whom may collectively be referred to as “Indemnitees” through out this RFP) from an and all claims,
demands, suits, actions, legal or administrative proceedings, losses, liabilities, costs, interest, and
damages of every kind and description, including any attorneys’ fees and/or litigation and investigative
expenses, for bodily injury, personal injury, (including but not limited to offeror’s employees), or loss or
destruction of property (including loss of use, damage or destruction of DCSD owned property) to the
extent that any such claim or suit was caused by, arose out of, or contributed to, in whole or in part, by
reason of any act, omission, professional error, fault, mistake, or negligence whether active, passive or
imputed, of the offeror its employees, agents, representative, or their employees, agents, or
representatives in connection with or incidental to offeror’s performance of the agreed-upon service
regardless of whether such liability, claim, damage, loss, cost or expense is caused by an Indemnitee.
The Offeror shall also indemnify, defend, and hold harmless the Indemnitees from any and all cost,
expenses, claims, demands, rights, liabilities and causes of action inuring to offeror from events over
which the Indemnitees exercise no control, such as Acts of God, strikes or government restricitons.
The Offeror obligation to indemnify any Idemnitee shall survive the completion, expiration, or termination
of offeror’s agreed-upon services for any reason.
I. Illegal Immigration Reform and Enforcement Act of 2011
The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement for all
DeKalb County School District solicitations for physical performance of services. The immigration and
Security form must be completed, notarized and returned with your response. The remaining forms are
attached as Exhibits to Appendix E – Master Agreement for Capital Improvement Program Management
Services and will be required to be completed and returned with the contract.
J. Interviews
DCSD reserves the right to require Respondents to participate in one or more interviews with DCSD staff.
Respondents must be prepared to discuss the salient points of their proposal within two (2) normal
working days of being asked to participate in interviews. There are to be no presentations, individually or
collectively, without such invitation.
K. Background Checks
A criminal background check must be performed on all contractors, consultants, subcontractors,
volunteers and vendors (hereinafter jointly referred to as "Individuals") who provide services on DCSD
premises, supervise services on DCSD premises, or has contact with students. These Individuals shall
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 9 of 28
undergo the same criminal background check, within the last 365 days, as required by DCSD employees.
Such background checks will be performed by DCSD at the expense of the Individual at a cost of $45.00
per individual. Additionally, any charges against the Individual, may be deemed unacceptable in DCSD’s
sole discretion regardless of whether dismissed, expunged, sealed, removed from the record, treated as
a “first offender” or dead docketed. Upon receipt and evaluation of DCSD’s background check results,
DCSD may demand that the Individual have no contact with DCSD students or parents, or provide
services to DCSD premises. Any failure of the contractor to obtain a criminal records background check
through DCSD, as stated herein, may result in termination of any resulting contract between contractor
and DCSD.
L. Term of Contract
The term of the Services contract shall be for one (1) year from date of award with four (4) one-year
renewal options with the mutual approval of the proposer and the District under the same terms and
conditions of this proposal.
M. Cancellations
Awards, contracts, and extensions may be cancelled for convenience by DCSD at any time. In the event
of termination of this contract by DCSD, the DCSD will be responsible only for those items and or services
that have been delivered and accepted according to the bid specifications and will not be responsible for
any claims for damages, including but not limited to, claims for list profits.
N. Contract
Appendix E is DeKalb County School District’s Master Agreement for Program Management Services
between the DeKalb County Board of Education and the Service Contractor; which specifically outlines
the contractual responsibilities. All responders should thoroughly review the documents prior to
submitting a proposal. Any proposed revisions to the terms or language of this document must be
submitted in writing during the question and answer period of the solicitation. Since proposed
revisions may result in a proposal being rejected if the revisions are unacceptable to the DeKalb County
School District, responders should review any proposed revisions with an officer of the Firm having
authority to execute the contract. No alterations can be made in the contract after award by the DeKalb
County School District.
O. Permits and Applicable Law
Respondents shall at their own expense obtain all necessary permits, certifications, and licenses and
shall comply with all applicable local, state, and federal laws, ordinances, rules, and regulations
necessary to fully execute the requirements stated herein. Respondents shall maintain all such permits,
licenses, certifications, and compliances in a current status throughout the course of the contract.
Respondents shall submit copies of permits, licenses, and certifications evidencing proof of the
aforementioned immediately upon request of DCSD. Respondents shall be in compliance with
registration with the Georgia Secretary of State’s office as applicable.
P. Suspension and Debarment
By submitting this proposal, 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 submitting this proposal, 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
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 10 of 28
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.
The certification placed herein is a material representation of fact upon which reliance will be placed as
bid submissions are evaluated and any transaction is entered into. If it is later determined that the
prospective offeror has knowingly rendered an erroneous certification, the DeKalb County School District
may pursue all available remedies, including but not limited to suspension and/or debarment.
Q. Non-Collusion
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 RFP. 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.
R. Conflict of Interest
Respondents shall disclose with their proposal the name of any officer, director, or agent who also is a
DCSD employee or DeKalb County Board of Education member. Respondents shall also disclose the
name of any DCSD employee or board member who owns, directly or indirectly, an interest in five percent
or more in the Respondent’s company or any of its branches. Respondents shall certify that their
response to this RFP is impartial, at arm’s-length, and free of any conflict of interest, unfair advantage,
or personal benefit to any DCSD official.
S. Confidentiality and Non-Disclosure
Information made available to Respondents by DCSD shall be used only for purposes related to
responding to this RFP and shall not be used for any other purpose without the express written permission
of DCSD.
Respondents to this RFP unequivocally agree to assume responsibility for protecting and safeguarding
the confidentiality of DCSD records that are not public information. Such information may include, but is
not limited to student and human resource file contents.
T. Business License
Respondents shall submit with their proposal, a copy of their valid company business license. If
the Respondent is a Georgia corporation, Respondent shall submit a valid county or city business license.
If the Respondent is not a Georgia corporation, Respondent shall submit a certificate of authority to
transact business in the state of Georgia and a copy of their valid business license issued by their home
jurisdiction. If Respondent holds a professional certification which is licensed by the state of Georgia,
Respondent shall submit a copy of their valid professional license. Any license submitted in response to
this requirement shall be maintained by the Respondent for the duration of the contract. Provision of
copy of business license is a mandatory requirement (include with Required Forms).
U. Rights Reserved
DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or
to reject all proposals submitted. DCSD reserves the right to award any resulting contract in the manner
that is in the best interest of and most advantageous to DCSD. DCSD reserves the right to waive any
technicalities or minor irregularities in responses received and to award the contract in the most beneficial
manner for DCSD. The decision of DCSD shall be final.
DCSD reserves the right to request and negotiate a “best and final” response from Respondents.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 11 of 28
V. Taxes
Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption
Certificate will be furnished upon request.
W. Respondent Failure
In the event services to be furnished by the successful Respondent should for any reason fail to conform
to the scope of work contained herein, DCSD reserves the right to reject the services and further reserves
the right to terminate the contract.Failure of the successful Respondent to perform contracted services
may also result in the removal of that Respondent from doing business with DCSD for a period of not less
than one year.
X. Georgia Open Records Act
Without regard to any designation made by the person or entity making a submission, DeKalb County
School District considers all information submitted in response to this invitation or request to be a public
record that may be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. 50-18-
70 et seq., without consulting or contracting the person or entity making the submission, unless a court
order is presented with the submission. You may wish to consult an attorney or obtain legal advice prior
to making a submission.
Y. No Assignment of Award
The successful Respondent may not assign the award or contract to or subcontract with another party
without the express written permission of DCSD.
Z. The Laws of the State of Georgia
This RFP and subsequent agreements are subject to the laws of the State of Georgia.
IX. SCOPE OF SERVICES
The DeKalb County School District (hereinafter, “the District” or “DCSD”) is seeking a Program Manager (PM)
to act on its behalf for the delivery of a Capital Improvement Program (CIP) which may be composed of new
schools, school replacements, new additions, existing building modifications, renovations, ancillary facility
modification or renovations, facility expansion or consolidation, capital renewal, technology improvements,
and/or other capital needs. Sites may be added or removed throughout the term of the contract. Such
additions or removals will require Board of Education (BOE) approval.
Services shall include, but not be limited to, those listed in the scope of work and specifications. The
specification and scope of work listed and described in the body of this Request for Proposals (RFP)
establishes the minimum requirements for a Program Manager. It is the intent of the District to award this
contract to the most responsive and responsible offeror. Please use the following link for an up to date list of
current projects the awarded vendor(s) may have to manage: www.dekalbschoolsga.org/CIP
Task 1: Capital Improvement Program Planning
The Capital Improvement Program (CIP) Planning Task is the creation of a ten-year capital improvement plan
for DCSD facilities beginning 2027 until 2037. The CIP Planning Task includes the primary services listed
below as well as any needed to achieve the goal of ten-year capital improvement plan for DCSD facilities:
A. Facility Standards & Education Specifications Development
B. Facility Needs Assessment
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 12 of 28
C. Enrollment Forecast
D. Cash-Flow Estimation
E. Engagement with DCSD leadership and major stakeholders
F. Proposed 10-Year Capital Improvement Plan
Deliverables:
A. DCSD Facility Standards – Develop standards for all DCSD facilities based on facility use.
B. DCSD Educations Specifications – Update the District’s Education Specifications for new
instructional facilities.
C. Enrollment Forecast – Ten-year forecast of District enrollment.
D. Facility Needs Assessment – Assessment of DCSD managed facilities based on facility condition
data, DCSD facility standards, and as-needed assessment of DCSD facilities to determine existing
conditions. DCSD is open to considering alternative approaches to facility needs assessment.
E. Proposed Ten-Year Capital Improvement Plan for DCSD Facilities – Proposed list and schedule of
capital improvement projects to be added to the District’s Capital Improvement Program which can
be approved by the DeKalb Board of Education.
Task 2: Capital Improvement Project Management
A. The PM will be an integral member of the Capital Improvement Team, and therefore all full-time
staff members of the PM will be located at the office of Facilities and Maintenance Operations,
Sam A. Moss Center, 1780 Montreal Road, Tucker, GA 30084. Part-time staff (e.g. estimators,
design reviewers, etc.) may provide services on an as needed basis from a remote office location.
B. The PM will report to the District’s Chief Operating Officer (COO), or designee, and be in
coordination with the staff of the Operations Division. The PM will provide direct oversight and all
appropriate management services of the Capital Improvement Program and the individual projects
which comprise the program.
C. The PM or any of its subsidiaries or affiliates will not be eligible to bid on or otherwise compete for
or accept awards for contracts awarded under this Capital Improvement Program.
Services provided by the PM shall include but are not limited to the following services:
1. Management of Projects within the Capital Improvement Program
a. Responsible for managing all resources and relationships necessary to achieve the
Owner’s desired outcomes. Coordinate and administer the Program, interfacing with
internal staff of various departments and representatives of outside organizations.
b. Review the District’s capital improvement project list and advise Owner if project schedules
or budgets are inconsistent with current costs and industry standard timeframes for the
design and construction of any particular project type.
c. Develop a Program Management Plan which outlines and defines the capital improvement
scope, schedule and budget by project. Develop the criteria and a process to identify
priorities for the various work items.
d. In coordination with District staff, develop a Program Procedure Manual which will provide
the framework on how the program will be executed on a day-to-day basis. The manual will
identify team members’ roles and responsibilities, as well as approval processes, lines of
authority, reporting requirements, external communications with local school principals and
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 13 of 28
stakeholders, and any other procedures necessary for the success of the program. The
Program Procedure Manual shall incorporate all policies of the Board of Education and
Georgia Department of Education, as well as the requirements of local and state building
authorities.
e. Provide system administration for the Kahua software as well as program controls
management to ensure that the Kahua software is able to function effectively and that all
Kahua workflows and procedures are correctly adhered to according to the Program
Procedure Manual.
f. Provide computer scheduler/analysts to develop and maintain a comprehensive master
schedule utilizing the District’s program management software, Kahua. Reports on progress
and status will be submitted at regular intervals as requested by the Owner.
g. Review project budgets developed to date and create a master program budget. Prepare
and maintain program’s master budget incorporating the Owner’s cost accounting
procedures. Produce cash flow models to track anticipated project receipts against
projected expenditures. Develop a process that provides cost control and timely, accurate
measurement of program and project expenditures incorporating earned value
management techniques. Prepare periodic summaries of program expenditures for the
Owner’s review.
h. Provide document and data control specialist to work with the Owner’s staff to develop a
web-based project reporting system and associated processes, which can be used to
monitor project status and support the communication between team members. The system
shall be used to track and control project information such as contracts, costs, issue-
tracking, design review, changes, payments, document control, meeting minutes, etc.
Specialist shall be required to manage all facets associated with the coordination and
analysis of documents, drawings, and data associated with the Owner’s Capital
Improvement Program. Specialist shall coordinate with the Design and Construction
Department to develop and maintain systems and procedures to store, retrieve and analyze
data, drawings, and other construction documents necessary for the design, operations and
management of the District’s facilities.
i. Report on the market climate and recommend strategies to minimize project delays and
maximize project budgets. Provide analysis of project delivery methods to determine an
optimal construction framework to complete renovation and modification projects timely and
to minimize school disruption.
j. As requested by the Chief Operating Officer, provide information sessions to the Board
regarding program status and updates.
k. Develop an outreach program to encourage qualified architects, engineers, contractors and
consultants to be a part of the program. If requested, assist the Owner in developing and
executing a contractor prequalification system.
l. Assist the Owner in soliciting Request for Qualification and/or Request for Proposals for
architects, engineers, surveyors, geo-technical consultants, or any other services,
equipment, etc. needed in the execution of the program.
m. Assist the Owner as needed with contract and vendor management services to ensure all
documentation for contracts and vendors associated with the program remains up to date.
n. Develop a metrics based system to track the program’s level of success.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 14 of 28
2. Pre-Design Phase
a. Assist the Owner in the development of the process and procedures for administering
contracts through all phases of the work.
b. Assist the Owner in the development of the process for selecting the design consultant(s)
for the project.
c. Assist the Owner in the development of the communications procedures to manage the
flow of information from the Owner to the design team(s) and contractors.
3. Project Design Phase
a. Coordinate the design team’s activities and provide leadership in assuring that the design
phase program and procedures are implemented by all parties.
b. Assist the Owner’s design staff in the selection and assignment of architects and engineers.
c. Determine needs for surveying, geo-technical and materials testing services, and other
related services. Make recommendations and participate in selecting consultants to perform
these services.
d. Review, implement and monitor project schedule(s). Update master schedule as necessary
to reflect any changes. The PM is responsible for the management of the design schedule
and will undertake necessary action to ensure that the schedule is adhered to.
e. Implement and maintain cost control procedures throughout the Design Phase. Prepare a
cost estimate and a value engineering assessment at the end of Schematics, Design
Development and 80% Construction Documents, addressing constructability, possible cost-
saving materials, sequencing of construction and/or construction techniques. Compare with
the budget and cost estimates submitted by the Design Consultants and recommend
revision or action, if required, to maintain project budgets.
f. Review in-progress design documents during each phase of design to protect the Owner
against errors, inconsistencies, omissions or vagueness in plans and specifications. Ensure
that all designs comply with the Owner’s Educational Specifications and Design
Requirements.
g. Conduct design progress meetings with the Owner, the Design Consultant and other
appropriate parties. The PM will record, transcribe and distribute a Design Progress Report
to all attendees.
h. Develop a construction delivery strategy that meets the Owner’s objectives and minimizes
disruptions to the educational program.
i. Provide periodic reports that summarize design progress, schedule and cost status,
changes and other significant project information.
j. Review design to recommend alternative solutions whenever design details affect
construction feasibility or schedules, without assuming any of the Design Consultant's
responsibilities or liabilities for design.
k. Develop phasing and occupancy plan and schedule in conjunction with the Owner’s design
staff and the Design Consultant that includes procurement support for furniture, furnishings,
and equipment purchase in order that adequate delivery times are included in project
schedules. Develop interim housing phasing of projects if necessary.
4. Procurement Phase
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 15 of 28
a. Coordinate with the Owner’s Procurement Manager to ensure a current bid list is
maintained.
b. Ensure specifications and drawings are available and finalized prior to sending
requirements to the Owner’s Procurement Manger.
c. Coordinate with Procurement Manager on all pre-bid/proposal conference and site visit(s).
d. Identify and assist the Design Consultant in obtaining all necessary permits.
e. Assist Procurement Manager in evaluating bids and processing contracts.
f. Ensure all contract(s), purchase order(s), and other documents are sent to the Owner’s
Purchasing Department to ensure timely processing.
5. Construction Phase
a. Provide a management team to provide contract administration and to establish and
implement coordination procedures among the Owner, the Design Consultant, the
Contractor, testing agencies and other contractors. The PM will monitor and expedite
the progress of the construction work.
b. Conduct with the Owner’s staff, the Design Consultant and the Contractor a
preconstruction orientation meeting..
c. Establish and implement procedures for the submittal and review by the PM, the Design
Consultant and the Owner of shop drawings, samples, test reports, change orders and
application for payments. The PM will maintain logs, files and other documentation
relating to such submittals and reviews.
d. Manage and administer construction contracts and coordinate with Design Consultants
and the Owner concerning work change, payments, submittals, monitoring of
construction, document interpretations, and other procedural aspects.
e. Evaluate and/or recommend Change Orders for formal execution. The PM shall advise
the Owner on Change Order process ensuring fair price and procedural compliance.
Make recommendation to the Owner as to justification and appropriateness of Change
Orders, including the appropriateness of quantities and pricing of the work.
f. Use standard accounting methods to tabulate, compile and check correctness of all
expenditures associated with the project. The PM shall review Contractor payment
requests, schedule of values and verify progress.
g. Conduct regular job coordination meetings with the Contractor, Design Consultant and
the Owner.
h. Review scheduled construction activities for coordination with ongoing educational
programs and school functions.
i. Review and monitor the progress of the Contractor's work based upon the approved
construction schedule. Advise the Owner regarding the best sequencing to facilitate
productivity and occupancy objectives.
j. Report potential budget and schedule variances, and if necessary, prepare recovery
plans.
k. Make recommendations to the Design Consultant when the PM observes construction
work that appears to be defective or not in conformity with the Contract Documents.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 16 of 28
l. Provide written monthly status reports which shall include schedule reports, cost status
reports and cash flow analysis.
m. Assist the Design Consultant in the determination of Substantial Completion and the
preparation of punch list. Verify the acceptability and completeness of all work per the
Contract Documents.
n. Work with the Owner’s Warehouse Services to provide logistical support in the
acquisition, receiving, and setting up of furniture and equipment within new and
renovated facilities.
6. Post-Construction Phase
a. Coordinate the plan and schedule of occupancy to minimize disruption to educational
activities.
b. Develop a performance evaluation process of new building systems installed in a
facility and impact on users.
c. Schedule instruction sessions by major material and equipment suppliers to orient and
train the Owner’s staff for operation. Ensure all operations manuals and warranties are
delivered to the Owner in a timely manner.
d. Organize and conduct six and eleven-month post occupancy evaluations and provide
written reports.
e. Coordinate and expedite transmittals of as-built drawings, guarantees, warranties,
maintenance manuals and other record documents to the Owner.
f. Secure copies of Occupancy Certificates for the Owner’s records. Maintain schedule
of when Temporary Certificate of Occupancy and Certificate of Occupancy were
obtained.
g. Prepare final project accounting, cost per unit comparisons, and closeout reports.
h. Conduct warranty inspections of projects during the applicable warranty period.
Consult with the Design Consultant and the Owner to obtain and expedite corrective
work to repair warranty items.
i. Develop and evaluate instrument and performance of the design consultants, and
construction contractors, and provide evaluation in writing.
7. Other Duties and Responsibilities
1. Attend meetings as requested by the Owner. Meetings may be conducted during or after
regular business hours. Examples of type of meetings which PM may be requested to
attend include:
a. Community Meetings
b. Project Review Meetings
c. Community Construction Advisory Committee
d. Coordination Meeting with DCSD staff
e. Local Governmental Agencies
f. Operations Division Staff Meetings
g. Capital Program Department Staff Meetings
h. School Board Meetings
i. SPLOST Advisory Committee Meetings
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 17 of 28
X. PROPOSAL SUBMISSION REQUIREMENTS
A. A mandatory virtual pre-proposal conference will be held on Thursday, November 14, 2024 at
10:00 AM local time via Microsoft Teams. Attendance is required to submit a proposal for this project.
B. Proposals must be received electronically at the website https://dekalbschoolsga.ionwave.net, no later
than Tuesday, December 10, 2024 at 2:00 PM local time.
C. The Offeror’s electronic proposal shall be submitted in the following order and format:
0. Letter of introduction and interest signed by an officer or partner of responding firm. Letter shall
include specific reason(s) why firm would be the best choice for the services listed. Letter shall
include name of entity submitting, contact name, phone number, e-mail address, fax number
and address of firm submitting.
1. Table of Contents
2. Compliance Information
This is a compliance section and carries no evaluation points. Firms must meet minimum criteria
as specified to receive further consideration. Proposals shall include the following:
2.1 Firms Overview
2.1.1 Provide a full and complete company profile to include, but not limited to
Firm name, address of firm headquarters and branch office handling this
project as well as related telephone and fax numbers.
2.1.2 State how many years in business under the name stated above.
Describe firm ownership, structure and history. Include type of legal
entity (e.g., corporation, limited liability company, etc.). State or
commonwealth of formation (i.e., where incorporated) and year of
formation or organization. In case of a joint venture, provide the same
information for each partner in the joint venture.
2.1.3 List the number of permanent employees and provide an organization
chart of the firm. Also, list the employees you intend to assign to the
project, include a paragraph which outlines their role and responsibility,
relevant experience with similar type project, and certifications.
2.2 The Firm must be properly certified by the Georgia Secretary of State to do business in
Georgia at the time of submission.
2.2.1 State the legal name of 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.
2.2.2 Provide a copy of certification for proper incorporation or registration from Georgia
Secretary of State. Provide a copy of current license for all key personnel assigned
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 18 of 28
to the contract. 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.
2.3 Financial Information (Y/N):
2.3.1 The Firm’s financial capability is to be expressed in the financial statement
(audited financial information 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 projects. A certified audit is preferred;
however, the Firm’s most recent tax return and balance sheet will be
accepted.
2.4. Litigation/Capacity/Convictions Information (Y/N):
2.4.1 Identify and briefly discuss any instances in the past five (5) years where
your contract was terminated, with or without cause. Provide Owner name,
project name and Owner Project Representative Name and Number. For
joint ventures responding to this RFP, provide the above information as it
pertains, to the joint venture and for each partner or entity creating said joint
venture. If there is no failure or failures to complete a contract, please
include a statement that the Firm has never failed to complete a contract or
contracts or have defaulted or have been declared in default on any
contract.
2.4.2 Capacity: Based on your current workforce and staffing in addition to the number
of projects your firm currently has under contract or in negotiation, please
demonstrate your firm’s capacity to complete this project. Describe any claims,
mediation, litigation, arbitration or other form of dispute resolution filed by or
against your company regarding K-12 projects (and, in the case of a joint venture,
by or against any partner in the joint venture) in the past five (5) years, including
case name, number, location of court or arbitration. This list shall also disclose
any failure or failures to complete a contract, or contracts, and any instances of
having defaulted or having been declared to be in default, on any contract or
contracts.
2.4.3 Convictions: Include a statement as to whether or not the FIRM (and in the case
of a joint venture, each of the partners in the joint venture) or any of its officers has
been convicted or entered a guilty plea (or plea of nolo contendere) in any court
within the two (2) years prior to the date of application of a violation of any State
or Federal statute concerning competitive bidding or competitive proposals
or the restraint of trade.
D. INITIAL SCREENING
1. Firm’s Relevant Experience and Expertise (25 points):
Major consideration will be given to the successful completion of previous educational
construction/modernization programs which are comparable in size, scope and complexity. This will
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 19 of 28
include evaluating the PM firm’s performance and quality of work on previous programs. The firm’s
demonstration of experience with large K-12 construction/modernization programs is highly desired.
a. The firm shall list three (3) programs which best illustrate the experience of the firm as it
relates to this program. Do not list programs which were not completed by your firm or
completed more than ten years ago. Include the following information for each program:
1. Title, location, award date and completion, or anticipated completion date.
2. List total dollar value of work which was managed or is presently being managed.
3. Describe the nature of the firm’s responsibility with the program and services
provided.
4. Owner’s representative name, address, telephone and e-mail address.
5. Firm’s Program Manager, Director and key professionals involved in the program, and
in particular, who of that staff would be assigned to the program covered by this
Request for Proposal.
6. Submit a brief narrative that demonstrates the value added by your program
management services to your client’s needs in term of delivering the program within
budget, opening projects on time and delivering high quality projects.
7. Identify any unique issues or problems associated with the program and describe any
creative initiative which your firm may have utilized to benefit the owner and resolved
the issue or problem.
8. Provide a reference letter from each of the following. If reference letters are not
available provide reasons for the unavailability.
a. Owner: Provide the name, address and telephone number of project owner
with whom offeror has worked with during the last five years. Identify all
programs and projects, locations and services performed.
b. Architect/Engineering Firm: Provide the name, address and telephone
number of architectural and engineering professionals and firms with whom
offeror has woked with during the last five years. Identify all programs and
projets, locations and services performed.
c. Construction Managers: Provide the name, address and telephone number
of construction managers and/or firm with who offeror has worked with during
the last five years. Identify all programs and projects, locations and services
performed.
b. The firm shall provide a description and supporting documentation of the firm’s technical
capability with liked size scope in the following areas:
1. Project Management
2. Cost Management
3. Time Management/Scheduling
4. Quality Management
5. Contract Administration
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 20 of 28
6. Safety Management
7. Risk Management
8. Building Information Modeling (BIM)
9. Sustainability
10. Project controls and reporting, including web-based project management software
c. Any other particular technical capability which the firm may be able to offer such as needs
assessments, technology support/integration, value engineering, cash flow projections,
mechanical system reviews, etc.
2. Proposed Project Staff and Technical Capabilities (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 technical capabilities to provide services which may be
unique to this program.
The firm shall name the actual key 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. The firm shall give special attention to highlight their “Program Director” and “Quality
Assurance Manager” specifically. It is the Owner’s preference for the Program Director, Deputy
Director, and all Project Managers assigned to this Project to hold the Certified Construction
Manager (CCM) Certification offered by the Construction Manager Certification Institute© at the
beginning of the contract term. Any project team member not certified, must obtain the
certification within the first year of the contract.
It is the intent that the proposed key staff shall be assigned to this Project unless otherwise approved
by the Owner. The Owner also has the right to request any staff member be replaced if it deems
that the staff member is not meeting the goals of the Capital Improvement Plan.
The firm shall give brief resumes of key persons proposed to be assigned to the Project including,
but not limited to, the following:
1. Name and Title
2. Job Assignment for other projects.
3. How many years with this firm. For sub-consultants, list prior projects your firm
has worked on with sub-consultant.
4. How many year with other firms.
5. Experience including types of projects, size of projects (dollar value and square
footage of project), and specific project involvement.
6. Education
7. Credentials. This should include all active registrations, certifications and
licenses.
8. 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.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 21 of 28
9. The firm shall provide the required services that it intends to subcontract, if any,
providing:
a. Reasons for subcontracting,
b. Proposed subcontractor responsibilities, and
c. Identity of proposed subcontractors including location, relevant personnel
and project experience, previous project use as a subcontractor, and any
other relevant supporting information.
3. Management Plan (20 points)
A. The firm shall provide a detailed narrative of the management approach and plan that will
be used for the Program. The firm should identity any unique experience, qualificaitons,
techniques, and approaches that will best support and be used to achieve the Program
objectives.
B. The following should be addressed:
i. Program management and coordination
ii. Planning and scheduling management
iii. Planning and executing Facility Needs Assessments
iv. Budgeting, estimating and cost tracking/control
v. Coordinating and planning of relocation activities
vi. Project documentation and reporting
vii. Design phase coordination and management, review approaches
viii. Construction phase coordination and management
ix. Program/Project quality assurance and control plan
x. Software programs, web based applications, and other computer applications to be
used or required for program management, scheduling and cost management tasks
xi. Provide samples of all project deliverables
xii. Safety program and management
xiii. Plan review, permitting, inspections and occupancy certificates
xiv. Procurement coordination and management
4. Fee Structure (25 points)
A. The PM shall provide pricing as requested on Attachment I: Capital Improvement Program
Management Services Price Proposal Form. All pricing shall include all services, supervision,
labor, equipment and materials needed to accomplish the Owner’s requirements. A fee shall
be proposed in the form of a lump sum price for each task and for the total capital improvement
program management services. Assume a starting date of May 1, 2025, with a 75 month
maximum duration period.
B. The PM shall provide a list of each position anticipated to be utilized in the program, a
description of duties associated with that position along with both hourly and monthly billable
rates. The positions listed should match those which were identified in the Proposed Project
Team noted above in Section X, D.2.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 22 of 28
C. The lump sum fees to include said hourly and monthly rates requested above shall be based
upon a 2025 calendar year scale. For succeeding years after April 30, 2026, the PM’s fees and
rates can be adjusted by an escalation rate of 2% per year.
D. The Owner shall provide office space, utilities, furniture, faxes, telephones (landlines only), and
copiers for the PM’s use. The PM shall be responsible for providing all computers, cell phones,
tablets, handheld devices, etc., as required to manage the work, including capability to run
scheduling and budgeting software. The lump sum fee shall include all costs that the PM
expects to incur during the execution of the contract. Costs incurred by the PM for travel outside
the Metropolitan Atlanta area on the behalf of the Owner will be a reimbursable expense. All
such travel costs shall be pre-approved by the Owner.
E. The Owner is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be
included in proposals. However, in the event taxes are required by state or federal law for the
services or products outlined in this proposal, such taxes shall be the sole responsibility of the
Offeror unless otherwise stated in writing and agreed to by the Owner.
F. The Fixed Price Proposal Form shall be utilized to develop Appendix E to the Owner’s Master
Agreement for Program Services, pursuant to Article 4 thereof.
XI. INTERVIEWS AND PRESENTATION:
1. The short-listed firms shall be invited for interviews before the Proposal Evaluation Committee
(PEC).
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.
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 Form (Exhibit A) to record
their evaluation of each short listed firm, and then submit the Presentation Evaluation Forms
to the Selection Process Facilitator.
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
5. 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 and negotiation process continues as noted below. If the COO
rejects the results of the ranking 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,
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
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 23 of 28
alternative method or abandon the project all together, DCSD shall provide public notice of that
decision.
6. 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.
At the time of its scheduled interview, each short listed firm shall provide additional information
about is firm and operations as may be required by DCSD. This additional information shall
include, but is not limited to, the following:
a. Proposed Project Team (35 points)
Identify the PM’s key project team members that would be assigned to perform the Services for
the Owner. List each key project team members’ experience on project management
engagements as an agent for an owner of a similar type and scope (particularly management of
large-scale programs involving school construction). The firm shall develop an organization
chart as it relates to the program indicating key personnel and their relationship. It shall be
understood that it is the intent of the Owner to insist that those key personnel indicated
as the project team in the proposal response actually executes the program. For other
staff personnel positions not listed by name in the proposal response, identify the minimum
qualification, experience level and skills that your firm would seek in staffing that position.
The firm shall give special attention to highlight their “Program Director” and “Quality Assurance
Manager” specifically. It is the Owner’s preference for the Program Director, Deputy Director,
and all Project Managers assigned to this Project to hold the Certified Construction Manager
(CCM) Certification offered by the Construction Manager Certification Institute© at the
beginning of the contract term. Any project team member not certified, must obtain the
certification within the first year of the contract.
Identify the proposed project manager(s) and other sub-consultants that would be utilized by
the PM for the Services. Experience in school-related project management as an agent for an
owner shall be clearly identified. Include the following information for each of the sub-
consultants:
1. Identify Principal-In-Charge
2. Identify Project Director/Manager
3. List relevant license held, license number and dates, if applicable.
4. Provide resumes of the above individuals and list their experience on project
management engagements as an agent for an owner similar in type and
scope.
5. List business address, phone, email and fax number.
List the program management engagements as an agent for an owner that the PM has worked
on with the above-listed sub-consultant firms. Indicate if the designated team members have
previously worked together on other program management engagements as an agent for an
owner, and identify those engagements. The PM shall indicate how the work shall be
distributed between the associated firms if a joint venture, or prime subcontractor arrangement
of two (or more) firms. The PM shall describe how the organizational structure will ensure
orderly communications, distribution of information, effective coordination of activities and
accountability.
Provide the names and titles of all officers of the PM, and identify which person(s) is/are legally
authorized to bind the PM to contractual agreements.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 24 of 28
b. Overall Approach, Methodology and Program Management (35 points):
The firm shall provide information regarding its knowledge of the Owner’s program, local codes
and ordinances, scheduling, project management and program management and its ability to
deliver quality projects of various sizes in an effective and timely manner.
The firm shall demonstrate verbally and graphically its plan for performing the work,
documenting the services to be provided and showing the interrelationship of all parties. As
part of its services, the firm shall indicate knowledge and experience in design management
and construction project management.
As part of the program approach, the firm shall describe how they will effectively manage and
execute the work in the optimum time.
The firm shall provide the Owner with information on their methodology in measuring the
success of a program management effort and how their measuring system will be implemented
to serve the Owner’s program. Identify and explain the metrics used and how these metrics
would be used in the evaluation of the Owner’s program. These metrics should not be limited
to costs and schedules alone. Provide a detailed explanation of the benefits that the Owner
will experience by the engagement of your Firm for the Services.
c. Cost, Schedule Control and Quality Assurance (30 points):
The firm shall describe how you evaluate cost estimates. Provide specific examples of
successful recommendations implemented and cost containment strategies utilized to maintain
project budgets without sacrificing quality.
The firm shall describe how you manage the project schedules. Provide specific examples of
recommendation your firm have made to accelerate schedules and/or managed renovation
schedules around school calendars.
The firm shall demonstrate how your firm performs the following functions, in particular how
your firm may be unique in providing these services:
Value engineering
1. Constructability review
2. Plan checks
3. Quality assurance
4. Project close-outs and warranty
The firm shall demonstrate your firm’s expertise in web-based project management software.
Describe the type of reports you would generate to keep the Owner apprised of status of the
program and each project.
XII. QUALIFICATIONS FOR SELECTION AND THE SELECTION PROCESS
The evaluation of the Proposals will be based upon consideration of the demonstrated qualifications and
capabilities of the proposer based on the identified evaluation factors and their relative weight, which will result
in an award that is in the best interest of the DeKalb County Board of Education.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 25 of 28
A Selection Committee will perform Proposal evaluations and, following completion of the evaluations and
subject to the Owner’s right to reject any or all Proposals, the responsible and responsive offeror whose
Proposal is determined to be the most advantageous to the Owner will be selected to perform Capital
Improvement Program Planning and Management Services The evaluation factors that will be employed,
and their relative importance, are identified in Section X, D. & E.
Offerors may be afforded an opportunity for discussion, negotiation and revision of Proposals for the purpose
of obtaining best and final offers. In the event the Owner deems it necessary or appropriate, responsible
Offerors found by the Owner to have submitted Proposals reasonably susceptible of being selected for award
shall be given an opportunity to participate in such discussions, negotiations and revisions.
The Owner reserves the right to reject any or all Proposals, before or after opening, for any reason whatsoever
including, but not limited to, any failure of any Proposal to be accompanied by a proper Bid Bond or by other
data required by the Proposal Documents, any incompleteness or irregularity of any Proposal received, any
evidence of collusion with the intent to defraud or other illegal practices on the part of the GC, failure to comply
with the requirements of the Proposal Documents, or exceeding the funds available. The Owner also reserves
the right to waive any technicalities or informalities, and to award the Contract in the best interests of the
Owner.
XIII. PROTEST PROCEDURES
Protest Process. This section describes the mandatory administrative procedure whereby offerors
submitting sealed competitive bids/proposals (hereinafter referred to as “bidders”) to DCSD directly related
to design and construction or facilities management, for proposals worth $100,000 or more may challenge
the solicitation process and/or contract award.
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.
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.
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.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 26 of 28
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 Chief Operations
Officer. 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
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 RFP, ITB or RFQu.
Challenge to an Intended or Actual Contract In the event DCSD posts a Notice of Intent to Award
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.
5. 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 Design
and Construction Department or Facilities Management Department makes a written determination that
the closing of the solicitation 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.
6. Protest Resolution. 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.
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 27 of 28
▪ 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.
7. 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.
(END OF RFP – SEE ATTACHMENTS)
RFP No. 25-752-004 Capital Improvement Program Planning and Management Services
Page 28 of 28
APPLICANTS
RFP No. 25-752-004
ranking of all Applicants.
Using the ratings noted, Selection
Committee shall provide a numerical
Tabulation of all entries will provide a
evaluation of the Qualifying elements.
POINTS AVAILABLE
Score
Score
Score
Score
Score
Score
Score
Score
Score
Score
FIRM NAME/FIRM OFFICES LOCATION & ADDRESS/PHONE NUMBERS
YEARS IN BUSINESS/OWNERSHIP, STRUCTURE, & FIRM HISTORY
PERMANENT STAFF/ORGANIZATION CHART/PROJECT SPECIFIC STAFF
CERTIFICATE GEORGIA SECRETARY OF STATE
COMPLIANCE
FINANCIAL STATEMENTS
LITIGATION/CAPACITY/CONVICTIONS
25
FIRMS' RELEVANT EXPERIENCE AND EXPERTISE
30
PROPOSED PROJECT STAFF AND TECHNICAL CAPABILITIES
20
MANAGEMENT PLAN
PROJECT NAME: CAPITAL IMPROVEMENT PROGRAM PLANNING AND MANAGEMENT SERVICES
EXHIBIT A
25
FEE STRUCTURE
INITIAL SCREENING
TOTAL INITIAL SCREENING
100
35
PROPOSED PROJECT TEAM
35
OVERALL APPROACH, METHODOLOGY AND PROGRAM MANAGEMENT
30
COST, SCHEDULE CONTROL AND QUALITY ASSURANCE
TOTAL INTERVIEW AND PRESENTATION
100
INTERVIEW AND PRESENTATION