DeKalb County Board of Education
Operations Division
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705
Request for Proposals (RFP) No. 24-752-037
For
THIRD PARTY COMMISSIONING SERVICES
Owner: DeKalb County Board of Education (the “Board”)
Design and Construction Department
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 June 27, 2024 http://dekalbschoolsga.ionwave.net
Virtual Mandatory Pre-
July 9, 2024 10:00 AM Via TEAMS
Proposal Conference
Mandatory Site Visits Not Applicable N/A Not Applicable
Final Questions Due July 17, 2024 2:00 PM dcsd-op-bidquestion@dekalbschoolsga.org
Final Addendum July 24, 2024 2:00 PM http://dekalbschoolsga.ionwave.net
Proposal Due Date & Time August 1, 2024 2:00 PM http://dekalbschoolsga.ionwave.net
Public Acknowledgement August 5, 2024 5:00 PM http://dekalbschoolsga.ionwave.net
Selection Committee
August 5-9, 2024
Evaluation
Anticipated Board Review
October 7, 2024
and Approval
Anticipated Notice of Award October 14, 2024
Anticipated Notice to
November 2024
Proceed
RFP No. 24-752-037 Third Party Commissioning Services Page 1 of 26
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. ............................................................................................................................6
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 ...................................................................................................................7
E. Smoke-Free Workplace ................................................................................................................7
F. Cost Incurred ................................................................................................................................8
G. Insurance Requirements...............................................................................................................8
H. Indemnification .............................................................................................................................9
I. Illegal Immigration Reform and Enforcement Act of 2011 ............................................................9
J. Interviews .....................................................................................................................................9
K. Background Checks .....................................................................................................................10
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. Proposal Duration .........................................................................................................................12
IX. Project Description...............................................................................................................................12
X. General Scope of Work .......................................................................................................................13-17
XI. Proposal Submission Requirements ....................................................................................................17-22
XII. Interviews & Presentation ....................................................................................................................22-24
XIII. Qualifications for Selection and Selection Process..............................................................................24-25
XIV. Protest Procedures..............................................................................................................................26-28
RFP No. 24-752-037 Third Party Commissioning Services Page 2 of 26
Owner’s Standard Forms:
Attachment A: Commissioning Authority 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 I1: Price Sheet Sample Project #1-140,000 Square Feet (2 pages)
Attachment I2: Price Sheet Sample Project #2-300,000 Square Feet (2 pages)
Attachment I3: Price Sheet Sample Project #3-450,000 Square Feet (2 pages)
Attachment I4: Price Sheet Champion Theme School (2 pages)
Attachment I5: Price Sheet Nancy Creek Facility (2 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 D: DCSD 2023-2024 and 2024-2025 School Calendar
Appendix E: Continuing Contract for Professional Services
Appendix F: Subcontractor Affidavit of NonCollusion
Owner’s Exhibits:
Exhibit A: Champion Theme School Plans Issued for Bid (189 pages)
Exhibit B: Champion Theme School Project Manual (826 pages)
Exhibit C: Nancy Creek Facility Plans Issued for Bid (93 pages)
Exhibit D: Nancy Creek Facility Project Manual (820 pages)
Exhibit E: Nancy Creek Architect Addendum No. 2 (4 pages)
RFP No. 24-752-037 Third Party Commissioning Services Page 3 of 26
I.
ADVERTISEMENT FOR SEALED PROPOSALS
THIRD PARTY COMMISSIONING 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 Thursday, August 1, 2024, for RFP No. 24-752-
037, Third Party Commissioning 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 Third Party Commissioning Services in a K-12
education setting.
Request for Proposal (“RFP”) documents will be available Thursday, June 27, 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 TEAMS at 10:00 a.m. local time on Tuesday, July 9,
2024. Prospective bidders must provide the following information by 5:00 PM, EST on Monday, July 8, 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 Tuesday, July 9, 2024.
SCHEDULE FOR SELECTION (dates are subject to change)
Virtual Mandatory Pre-Proposal Conference* July 9, 2024 @10:00 am
Final Questions Due July 17, 2024 not later than 2:00 pm
Final Addendum Issued (if necessary) July 24, 2024 not later than 2:00 pm
Proposals Due August 1, 2024 not later than 2:00 pm
Public Acknowledgement August 5, 2024 not later than 5:00 pm
Anticipated Board Review and Approval September 9, 2024
*OPEN TO PUBLIC ATTENDANCE*
Meeting will be held via Microsoft Teams. Please refer to “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. 24-752-037 Third Party Commissioning Services Page 4 of 26
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 regulations 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.
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III. BACKGROUND
DeKalb County School District currently enrolls about 93,000 students (October 2022) in 138
schools/programs: 118 neighborhood schools, 12 choice and specialty schools/programs (magnet,
theme, special needs, etc.), and 8 DCSD-sponsored charter schools (that are operated by others).
The district owns 157 facilities: 130 school facilities, 5 support facilities, 5 stadiums, 11 vacant
facilities or sites, and 8 properties leased to charter schools or other organizations. With over 15
million in building gross square footage, and 15,400 employees, DeKalb is the third largest system
in the State of Georgia (in terms of students), with the largest number of school facilities in the State.
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 3,
2021, the DeKalb County voters approved the Owner’s sixth E-SPLOST program. It is anticipated that
approximately $742 million will be available to fund the district’s 2022-2027 Capital Improvement
Program through the utilization of the approved E-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/
IV. PURPOSE
The purpose of this RFP is to solicit proposals from qualified firms to provide professional building
commissioning services for various school construction projects.
The scope of work for the RFP includes full professional building system commissioning services for
various DCSD projects which will be identified upon successful completion of this solicitation and
award of a contract.
The district reserves the right to award more than one contract to facilitate commissioning services
for more than one project simultaneously.
V. COMMUNICATIONS WITH DCSD STAFF
The assigned contact persons for this RFP are Belinda Quillet, Procurement Manager and Angela Arlene-
Myrick, Procurement Specialist, for the Operations Division. Mrs. Quillet can be reached at 678-676-1373 or
by email at belinda_quillet@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 RFP to the assigned contact persons.
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.
RFP No. 24-752-037 Third Party Commissioning Services Page 6 of 26
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
via email to the Procurement Manager at dcsd-op-bidquestion@dekalbschoolsga.org. Questions submitted
to any other mailbox, voice mail or email address will not be considered for response. The deadline
for receipt of vendor questions is Wednesday, July 17, 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 Wednesday, July 24, 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.
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.
RFP No. 24-752-037 Third Party Commissioning Services Page 7 of 26
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
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.
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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” throughout 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 restrictions.
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 (i.e. public works
contracts).
Proposers must complete and/or have their subcontractors complete the following forms:
1) Immigration and Security Certification
2) Contractor Affidavit (Contractor Only)
3) Subcontractor Affidavit (Subcontractor Only)
4) Sub-Contractor Affidavit (Sub-Subcontractor Only)
The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor Affidavit, the
Subcontractor Affidavit and the Sub-Subcontractor Affidavit are identified as Attachment J and included
with this solicitation. The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor
Affidavit, the Subcontractor Affidavit and the Sub-Subcontractor Affidavit must be completed, notarized
and submitted with your proposal response.
IMPORTANT NOTICE: the omission of any of the required items listed above and identified as
Attachment J included in this RFP shall cause the proposal submission to be declared non-
responsive and to be rejected.
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.
RFP No. 24-752-037 Third Party Commissioning Services Page 9 of 26
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
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 Third Party Commissioning
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.
RFP No. 24-752-037 Third Party Commissioning Services Page 10 of 26
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
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.
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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. PROJECT DESCRIPTION
Projects that are intended to receive Commissioning services are as follows:
PROJECT #1
New School Construction - approximately 140,000 square feet.
PROJECT #2
New School Construction - approximately 300,000 square feet.
PROJECT #3
New School Construction - approximately 450,000 square feet.
PROJECT #4
Champion Theme Middle School: Major Building System Replacement (Mechanical/ Electrical)
PROJECT #5
Nancy Creek Facility: Major Building System Replacement (Mechanical/Electrical)
All projects will have sufficient design documentation available to allow for development of and implementation
of a Commissioning Plan by the successful Commissioning Authority.
RFP No. 24-752-037 Third Party Commissioning Services Page 12 of 26
X. GENERAL SCOPE OF WORK
The district intends to engage an independent Commissioning Authority to ensure that all energy-
related and other building systems installed are in accordance with the contract documents,
performing per the design intent and provide documented confirmation that the new facility systems
fulfill the operational, functional, and performance requirements of the district, and that District
Facilities staff has adequate system documentation and training for the selected construction
project(s). The Commissioning Authority will coordinate and oversee functions related to equipment
startup, system performance, testing and balancing, control system calibration, construction and
system documentation, and training as per the Owner’s Project Requirements and this document,
which-ever is more stringent.
It is expected that the Commissioning Authority will follow ASHRAE Guideline 0-2013 and
ANSI/ASHRAE/IES Standard 202-2018 “Commissioning Process for Buildings and Systems.” These
will serve as the backbone of the Commissioning process. Standard 202 will “provide the procedures,
methods and documentation requirements for each activity for project delivery, from predesign
through occupancy and operations.” Commissioning Authority shall provide guidance on how to
substantiate and document the success of meeting criteria in the Owner’s Project Requirements.
The Commissioning Authority will serve as a key member of the Owner’s Project team working in
concert with the Owner, architect of record, project manager, builder (likely CMAR), and sub-
contractors in tracking, troubleshooting, and resolving issues that may arise. The commissioning
team shall be led by a qualified, registered professional engineer eligible for registration in Georgia
who will serve as the point of contact for the duration of the project and be actively involved in review
& oversight of all aspects of the commissioning process. This person shall evaluate trends both at
startup and post occupancy to ensure the systems are properly functioning. The commissioning team
shall make suggestions as to operating parameters (post occupancy) to provide for optimum
operation. The team shall have experience in commissioning zero energy buildings and/or buildings
that have a target design EUI that the building must perform to.
General Services
The following generally highlights the services that the Commissioning Authority its sub-
consultants will be required to perform:
A. Equipment and Systems to Commission
1. The specific equipment and systems that shall be commissioned include:
• HVAC Systems in their entirety (full sampling required but not during
functional testing)
• HVAC Controls Systems in their entirety (full sampling required but not
during
functional testing)
• Plumbing Systems in their entirety (full sampling required but not
during
functional testing)
• Electrical Power Systems in their entirety (full sampling required but
not
during functional testing)
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• Metering devices including measurement and data collection.
• Lighting Control Systems including occupancy/vacancy sensors must
be tested in their entirety.
• Automated solar shading devices and controls (full sampling required
but not during functional testing).
• Integrated fire protection and life safety systems to ensure the proper
operation and inter-relationship between systems.
• Building envelope systems to help ensure against bulk water intrusion,
water infiltration, and air infiltration.
2. Duties and Responsibilities
The following tasks will be accomplished by the Commissioning Authority
to provide Commissioning during the project:
Predesign & Design Phase
1. Participate in the Integrated Design Process (IDP) during all phases
of design.
2. Coordinate and supervise the Commissioning work during design.
3. Review and comment on the Owner’s Project Requirements (OPR).
4. Maintain the OPR through the design process for the owner and
modify it as directed by the owner through the Owner’s
Representative.
5. Review the Basis of Design (BOD) and design documentation prepared
by the design professionals and provide a report to the Owner of any
discrepancies with the OPR and the commission ability of the proposed
design.
6. Prepare Commissioning specifications for the construction bid
documents for all systems and equipment that are to be
commissioned.
7. Have the Commissioning specifications approved by the A/E team
and included in the A/E construction specifications.
8. Prepare the Commissioning Plan.
9. Attend up to fourteen (14) Project Team review meetings to coordinate
and collaborate with the project team and discuss comments on plans
and specifications.
10. Review bids and contractor/subcontractor pricing associated with
Commissioning activities and submit evaluations to the Owner.
Construction Phase
1. Conduct a kickoff meeting with the Construction Manager and
subcontractors to discuss Commissioning scope, plan, and schedule.
2. Coordinate the Commissioning work with the Construction Manager to
ensure that Commissioning activities are being scheduled into the
master schedule.
3. Continue to update schedule and commissioning plan, and coordinate
throughout construction with Construction Manager and
subcontractors.
4. Submit final Commissioning Plan for construction with coordination and
activities for review by the project team, and update commissioning
plan as necessary.
5. Review all commissioned system shop drawings for commission ability.
6. Prepare pre-functional checklists to document installation.
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7. Prepare draft functional tests for equipment and systems.
8. Submit test procedures to Designers and Contractors for review and
comment on compliance with the Design Intent, appropriateness
for startup, operations, and personnel/systems safety.
9. Based on the comments received, prepare final pre-functional and final
functional test procedures for the equipment and systems, to include
documentation formats for all commissioned equipment and systems.
10. Review completed copies of factory or contractor provided pre-start
up and start up test forms
11. Review and approve Testing, Adjusting, Balancing (TAB) execution
plan.
12. Review Requests for Information (RFIs) and changes for impacts on
commissioning.
13. Perform twelve (12) on-site inspections and document each with a
field observation report within two (2) days of the site visit.
14. Attend twelve (12) on-site meetings for review of progress,
coordination, and issues resolution.
15. Maintain a deficiency log of any items found to be a problem, poorly
installed, or a discrepancy and keep updated throughout
commissioning activities as to status, actions taken and resolution of
the issues. Distribute the deficiency log at least every two (2) weeks or
make available online to all project team members (any cost
associated with the online access is the responsibility of the
Commissioning Authority).
17. Coordinate and supervise commissioning deficiency corrections.
18. Hold construction phase commissioning meeting in conjunction with
on-site meetings.
19. Observe first pre-functional test of each type of system, including
mechanical, controls, electrical, and specialty systems.
20. Obtain pre-functional checklists from Constructor with sign-offs that
the systems have been checked out.
21. Observe TAB, including 25% check of diffusers, grilles, hoods,
terminal devices, and equipment testing, and document findings.
22. Review TAB report.
23. Orchestrate the execution of the functional performance tests (FPTs).
The Construction Manager is responsible for conducting the tests, but
the Owner expects the Commissioning Authority to be present and to
document all functional performance tests. Functional testing shall
include operating the system and components through each of the
written sequences of operation.
24. Provide troubleshooting to assist in resolving control problems, as
they are uncovered.
25. Keep a detailed log of testing for each piece of equipment. The log will
document and maintain a record of each test including the associated
equipment/system, the final status of the test and any issues
identified and their resolution.
26. During testing, maintain a deficiency log of any items found to be a
problem, poorly installed, or a discrepancy. Provide the log and test
results to the owner, and GC with recommended actions in a timely
manner (no more than two days after the test).
27. Coordinate retesting as necessary. One retest for each type of
equipment will be provided as part of normal checkout. If the
Commissioning Authority has documented the necessary pre-test
requirements to the Contractors in advance of the test, then more
than one retest will be considered work outside the normal scope of
work.
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28. Attend weekly meetings while on-site for functional testing.
Close-out Phase
1. Complete online sustainability forms associated with Fundamental
Commissioning and upload all supporting documents, either as
indicated on the form or requested by particular certification staff
sufficient to earn this prerequisite.
2. Within two (2) weeks of the completion of Construction Phase
commissioning services, prepare a Final Commissioning Report in
electronic format (i.e., PDF) that is searchable, is appropriately
bookmarked, and has hyperlinks to associate equipment to issues,
checklists and tests. The report shall include an executive summary,
list of participants and roles, brief building description, and the
following sections at a minimum:
a. Equipment Summary including asset information
b. Design Review Reports
c. Submittal Review Reports
d. Field Observation Reports
e. Completed Pre-functional Checklists
f. Passed Functional Performance Test Results
g. TAB Report
h. Complete Deficiency Log sorted by Discipline
i. Open Deficiency Log sorted by Discipline
3. Prepare Facilities Requirements and Operations and Maintenance
Plan that contains the information necessary to operate the building
efficiently. The plan shall include the following:
a. As-built sequence of operations
b. Building occupancy schedule
c. Equipment run-time schedules
d. As-built setpoints for all HVAC equipment
e. Design lighting levels for each space in the building
f. Minimum outdoor air requirements for each system
g. Systems narrative describing the mechanical and electrical
systems and equipment
h. Preventive maintenance plan for building equipment described in
the systems narrative
i. Commissioning program that includes periodic commissioning
requirements, ongoing commissioning tasks, and continuous
tasks for critical systems.
4. Provide a COBie-compliant file containing all of the commissioned
equipment with the following asset information at a minimum:
a. Equipment Identification Tag
b. Associated System
c. Location (Room Name, Room Number, Floor)
d. Manufacturer
e. Model Number
f. Serial Number
g. Warranty Start Date
h. Associated Electrical Panel
i. Internal Motor Data, where applicable
i. Motor Manufacturer
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ii. Motor Model Number
iii. Motor Serial Number
iv. Motor Horsepower
v. Motor Frame Size
vi. Motor RPM
j. Filter Type, Size and Quantity, where applicable k. Belt Size and
Quantity, where applicable.
The Owner will spot-check the accuracy of the data provided in the COBie file. If
found to be incorrect, the Commissioning Authority shall re-verify the asset
information for all the commissioned systems and equipment and provide an
updated and correct file to the Owner.
XI. PROPOSAL SUBMISSION REQUIREMENTS
A. A virtual mandatory Pre-Proposal Conference will be held via Microsoft Teams at 10:00 a.m. EST on
Tuesday, July 9, 2024. Prospective bidders must provide the following information by 5:00 PM, EST
on Monday, June 24, 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 Tuesday, July 9, 2024.
B. Proposals must be received electronically at the website https://dekalbschoolsga.ionwave.net, no later
than Thursday, August 1, 2024 at 2:00 PM local time.
Proposals are to be submitted electronically at http://www.dekalbschoolsga.ionwave.net.
The following steps must be completed to successfully submit a proposal electronically:
• Respondents are required to register using the IONWAVE portal and obtain a username and
password.
• Respondents will be required to upload all required documents identified under the Response
Attachments tab.
• After uploading all required documents, Respondents will need to click "Submit Response" under
the Response Submission tab.
• Once all of the required documents have been successfully uploaded, “Submitted” in green will
appear next to Response Status.
• Proposal has not been successfully submitted if you see the following message next to Response
Status: NOT SUBMITTED – To complete your response, you must click ‘Submit Response’
in the Response Submission tab.
RFP No. 24-752-037 Third Party Commissioning Services Page 17 of 26
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 the responding firm. The
letter shall include specific reason(s) why the 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
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 The Firm must be properly registered, licensed, and certified at the time of submission:
2.3.1 Provide copy of current Georgia Professional Registration Certificate for
contractor.
2.3.2 If Firm is a joint venture, provide a copy of the joint venture agreement that includes
date of formation; name and address of each joint venture partner; the name and
RFP No. 24-752-037 Third Party Commissioning Services Page 18 of 26
address of the principals of each joint venture partner; and the percentage of
interest of each joint venture partner and either:
a. Copy of current Georgia Professional Registration Certificate of the
joint venture; or
b. A copy of the current Georgia Professional Registration Certificate of
one of the joint venture partners.
2.4 Financial Information (Y/N):
2.4.1 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.
2.5. Litigation/Capacity/Convictions Information (Y/N):
2.5.1 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.
2.5.2 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.
2.5.3 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.
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D. INITIAL SCREENING
1. Firm’s Relevant Experience and Expertise (25 points):
Major consideration will be given to the successful completion of commissioning services for projects
which are comparable in size, scope and complexity. This will include evaluating the commissioning
firm’s performance and quality of work on previous projects. The firm’s demonstration of
commissioning experience with large K-12 construction/modernization programs is highly desired.
a. The firm shall list three (3) projects which best illustrate the experience of the firm as it relates
to commissioning services. Do not list projects which were not completed by your firm or
completed more than ten years ago. Include the following information for each project:
1. Project 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 project and commissioning
services provided.
4. The owner’s representative name, address, telephone and e-mail address.
5. The firm’s Project Manager, Director and key professionals involved in the project, and
who of that staff would be assigned to the project covered by this Request for Proposal.
6. Submit a brief narrative that demonstrates the value added by your Third-Party
Commissioning services to your client’s needs in terms of delivering the commissioning
services within budget, on time and delivering high quality services.
7. Identify any unique issues or problems associated with the project and describe any
creative initiative which your firm may have utilized to benefit the owner and resolve
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 the project
owner with whom offeror has worked with during the last five years. Identify
all projects, locations, and commissioning services performed.
b. Architect/Engineering Firm: Provide the name, address and telephone
number of architectural and engineering professionals and firms with whom
offeror has worked with during the last five years. Identify all projects,
locations, and commissioning 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 projects, locations, and commissioning services
performed.
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 project.
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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.
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 years with other firms.
5. Experience including types of commissioning 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.
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 (15 points)
B. The firm shall provide a detailed narrative of the management approach and plan that will
be used for the Project. The firm should identify any unique experience, qualifications,
techniques, and approaches that will best support and be used to achieve the Project
objectives.
C. The following issues should be addressed:
i. Pre-design & Design Phase coordination
ii. Preconstruction Phase coordination
iii. Construction Phase Commissioning management
iv. Close-out Phase (including 12‐month
v. warranty period)
vi. Building Envelope Commissioning
vii. Prepare Facilities Requirements and Operations & Maintenance Plan
viii. COBie-compliant Database development
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4. Fee Structure (30 points)
A. The Proposer shall provide a project pricing sheet that identifies all pricing elements discussed
in the proposal to accomplish the Owner’s requirements. A fee shall be proposed in the form
of a lump sum price for the total Third Party Commissioning services with a breakdown of the
price per the provided Fee Calculation Price Sheets.
B. The Proposer shall provide a list of each position anticipated to be utilized in the program, a
description of duties associated with that position along with the hourly billable rates. The
positions listed should match those which were identified in the Proposed Project Team noted
above in Section XI, D.2.
C. The Owner is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be
included in the 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.
D. The Price Proposal Form shall be utilized to develop Appendix E to the Owner’s Master
Agreement for Program Services, pursuant to Article 4 thereof.
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.
XII. 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
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recommendation, the approval and negotiation process continue 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
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 Commissioning Authority’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.
Identify the proposed project manager(s) and other sub-consultants that would be utilized by
the Commissioning Authority 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 Third Party Commissioning engagements as an agent for an owner that the
Commissioning Authority has worked on with the above-listed sub-consultant firms. Indicate if
the designated team members have previously worked together on other Third Party
Commissioning engagements as an agent for an owner, and identify those engagements. The
Commissioning Authority 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 Commissioning Authority 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 Commissioning Authority and identify which
person(s) is/are legally authorized to bind the Commissioning Authority to contractual
agreements.
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b. Overall Approach, Methodology and Third Party Commissioning (35 points):
The firm shall provide information regarding its knowledge of the Owner’s program, local codes
and ordinances, scheduling, project management and third party commissioning 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 Commissioning Authority 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.
XIII. 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.
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
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Third Party Commissioning Services The evaluation factors that will be employed, and their relative
importance, are identified in Section XI, D..
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.
XIV. 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.
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:
RFP No. 24-752-037 Third Party Commissioning Services Page 25 of 26
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.
▪ 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)
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