Rochester Public Schools Independent School District 535

Rochester Public Schools Project Number: 2016-344-01 Page 1 of 26

Rochester Public Schools

Independent School District 535

Architectural and Engineering

Professional Design Services

Request for Proposal

Burr Oak Major Renovation and Indoor Air Quality Improvements

ISD 535 Project Number: 2016-344-01

March 10, 2016

RFP #033016


BEST VALUE ARCHITECTURAL AND ENGINEERING

PROFESSIONAL DESIGN SERVICES REQUEST FOR PROPOSAL (“RFP”)

ROCHESTER PUBLIC SCHOOLS

CONTACT FOR RFP SUBMISSIONS /

INQUIRIES:

Jackie Milnes via e-mail:

[email protected]

The person named above shall be the only

contact for all inquiries regarding any aspect of

this RFP and its requirements prior to the start

of the Pre-Award Phase. Submit all

communications by e-mail to contact listed

above unless instructed to do so in this RFP or

in writing by Rochester Public Schools, ISD

535, contact designated above. If any

respondent attempts any unauthorized

communication or does not adhere to the

“Proposal Submittal Requirements” listed

above, Rochester Public Schools, ISD 535,

may, in its sole discretion, reject that

respondent’s proposal.

PROPOSAL SUBMITTAL

REQUIREMENTS

Rochester Public Schools, ISD 535,

must receive

your proposal no later than:

March 30th

2016 at 1:00 PM

(Central Standard Time) in the

Purchasing Department

FSC Building

3935 Highway 14 East

Rochester, MN 55904

Rochester Public Schools, ISD 535, may not

consider late Proposals.

SUBMIT BY E-MAIL

Proposals can also be submitted via e-mail to

the contact listed. Submit one signed copy of

your entire proposal, with all attachments, in

Adobe® Portable Document Format (.pdf).

The subject line of the e-mail shall include the

words “Proposal Submission, Project Number

and Project Name” for this RFP.

Throughout this RFP “respondent”, “designer” or “you” means the individual or firm responding to this

RFP. All attachments listed below are part of the RFP.

Attachment A: RFP Cover Page and Declaration

Attachment B: Addenda Acknowledgment Report Form

Attachment C: Proposal Form

Attachment D: Project Fee & Schedule Form

Attachment E: Project Assessment Plan

Attachment F: Respondent’s Team Qualifications


1. PROJECT INFORMATION

1.1 Background

Rochester Public Schools , Independent School District #535 (ISD 535), intends to contract with

an Architectural/ Engineering consultant team (Consultant) to provide professional services for

major renovations and HVAC improvements at Burr Oak Building, located at 3800 50th

Ave

Southeast in the city of Rochester, Olmsted county, Minnesota. The building is being renovated

into a preschool/ECSE (Early Childhood Special Education) Center.

Burr Oak Building was originally constructed in 1953, with additions in 1959 and 1966. Burr

Oak sits on approximately 7.1 acres. The building is approximately 26,204 square feet. The site

includes almost 0.9 acres of asphalt parking lots, playgrounds and concrete sidewalks. There is

about 5.6 acres of mowed green space for the students. This site also includes 1 non-developed

little league field and no big toy area. Burr Oak is located in an established neighborhood.

The heating and ventilation systems are mainly original equipment and are in need of significant

repair and/or replacement. The current systems do not comply with ASHRAE standards for

educational facilities. Code deficiencies and deteriorated conditions that will be addressed in this

major renovation project are, but not limited to:

o Main electrical service entrance repairs and replacement, and possible upgrade

o Power distribution branch panel replacement

o Fire alarm system replacement with fully addressable, ADA compliant system

o Building Fire Suppression System

o Galvanized plumbing piping replacement

o Wash fountain replacement and Flush valve replacement

o Upgrading of parking lot to include possibly totally rebuilt

o Restroom ADA compliance and refurbishment

o Classroom unit ventilator replacement with centralized system & dehumidification

o Modify air handlers with new centralized systems complete with dehumidification,

externally wrapped duct insulation and installation of dedicated chilled water piping

o Central chiller plant and ice storage

o Domestic water heater replacement

o Temperature controls replacement associated with ventilation scope & re-commissioning

and integrating building automation controls

o Boiler plant replacement with high efficient systems

o Corridor and classroom lighting system & classroom switching replacement with

integrated building automation controls

o Building tuck pointing and other building envelope repair, including window replacement

o Classroom technology upgrades

o Major kitchen modifications and expansion to accommodate new equipment that meet

applicable health codes and NSF standards.

o Roof repair and replacement

o Construction of a big toy with district approved fall protection and curbing.

o Other miscellaneous architectural and mechanical items that fit within project budget


This total project budget is estimated to be (not including design fees, construction

management fees, permit, and commissioning fees): $4,900,000

All replacement work on facility must comply with ASHRAE Standards, International

Building Code, International Fire Code, International Mechanical Code, International

Plumbing Code,Minnesota Building Code, and ordinances of local jurisdiction. The

systems will also result in energy efficiency that is inherent with the use of current

technology that is compatible with district standards.

Design Service Requirements

1. Provide necessary Minnesota Department of Education (MDE) documents to obtain project

approval pursuant to MN statute 123B.59.

2. Follow all building codes and land development laws that comply with all state and local

jurisdictions.

3. Incorporate new RPS Design Standards and Guidelines. Review owner’s manuals which will be

available to selected firm after award.

4. Develop design intent & schematic designs.

5. Design development plans.

6. Construction drawings including complete air and water schematics.

7. Complete written specifications.

8. Review design with owner at 30%, 60% and 100% design completion. 100% set of documents

shall be submitted with sufficient time (minimum of 2 weeks prior to release of drawings) for

Owner review and comments to be reflected in subsequent bidding and plan review set of

documents.

9. Consultant shall submit plumbing plans to Department of Labor and Industry during bidding to

expedite permitting process.

10. Review shop drawings and equipment schedules that meet RPS Construction and Facility

Specifications and Guidelines. Review owner’s manuals. These will be available to selected

firm after award.

11. Final punch list documents.

12. Value engineering, if necessary, to maintain budget.

13. Assign a project administrator to handle all construction administration.

14. Design must meet all local/state/national plumbing, mechanical, electrical and energy codes.

Additionally the design shall be based on the "ASHRAE Advanced Energy Design Guidelines

for K-12 School Buildings,” (AEDG).

15. In addition to engineering, provide architectural design services as required to complete this

work.

16. Individuals working on the project must have certification in either one or more of the following

disciplines, green/sustainable construction practices, energy conservation and/or sustainable

infrastructure. (i.e. LEED Accredited Professional, Green Globes Professional, ASHRAE

Building Energy Modeling Professional, AEE Green Building Engineer, etc.)

17. Your proposal shall include energy modeling conforming to ASHRAE 90.1-2007, Appendix G.

18. Your firm shall work with the districts commissioning agent (Firm to be determined).

19. Kitchen expert to be included as part of design team.

20. The District will be using a Best Value procurement process in selecting a general contractor.


21. Collaborate with local utilities in order to maximize and complete all rebate incentive

applications.

22. Provide a system familiarization program to educate the owner’s building O & M staff on proper

system operation.

23. Site visits shall not be limited during design or construction.

24. During the design phases all design professionals (i.e. mechanical engineers, electrical engineers,

structural engineers, kitchen designers and architects) must visit the site to conduct field

verification to ensure all aspects of the design will work. Field verification by one design

professional for another design professional will not be allowed. District staff shall not field

verify.

Design professionals will be responsible for design errors and design to meet all applicable building

codes and local jurisdiction requirements, including District standards.

Agency Services Requirements

Programming/Schematic Design through Construction Close Out. Mechanical and Electrical engineers are

expected to be at all meetings throughout design and construction, unless the owner agrees otherwise.

A. Design Phase

1. Facilitate design team meetings and create documentation minutes.

2. Prepare project budget estimates and tentative construction timelines during the schematic and design

development phases. Assist the owner in designing the project within budget and schedule during

design phases. Identify items with a long procurement timeline.

3. Review with owner designs of alternate building systems that offer value engineering and advise

owner of alternatives and their impact on cost, quality, and schedule.

4. Develop master design and construction schedule establishing critical path and milestones, including

all major construction elements, and identifying all items with a long procurement timeline.

5. Assist and facilitate plan review requirements with all authorities having jurisdiction. Pre-plan

review maybe necessary.

6. Use of REVIT for AMEP & transfer of completed model with as builts.

B. Bid Phase

1. Create project manual front-end documents that clearly define the scope of work

2. Facilitate a single delivery method and utilize the Best Value procurement method.

3. Review bid documents for content and completeness prior to issuance.

4. Generate local trade contractor interest in the project.

5. Conduct mandatory pre-bid meetings.

6. Manage distribution of design documents and addenda.

7. Participate with the Best Value pre-award process.

8. Prepare contracts documents between owner and contractor.

9. Review payment and performance bonds.

10. Coordinate all necessary plan reviews with the appropriate agencies, including submittals for permit

issuance


C. Construction Phase

1. Respond to all contractor and owner communications (Sis, RFIs, PRs, Minutes, etc.)

2. Coordinate submittal process to maximize limited construction time.

3. Provide on-site visits and monitor for conformance to specifications and project schedule.

4. Review contractor’s application for payment for the owner.

5. Manage project general condition items (without markup).

D. Project Closeout Phase

1. Review contractor generated punch list (including commissioning agent deficiencies). Prepare and

recommend issuance of certificates of substantial completion to contractor when complete.

2. Submission of all available utility rebate incentive applications.

3. Review the facility and site with the owner and design consultants 11 months after substantial

completion.

1.2 Tentative Schedule of Selection Process

The Districts intended schedule for selection of the respondent is set forth below; however,

Rochester Public Schools, ISD 535, reserves the right to modify this schedule by issuing an

addendum to this RFP.

ACTIVITY DATE

RFP Available for Distribution March 11, 2016

Deadline for RFP Questions March 21, 2016

Proposal Due Date March 30, 2016 at 1:00 PM

Interviews (If Applicable) March 31, 2016 or April 1, 2016

Identification of Potential Best Value Respondent April 7, 2016

Kick Off Meeting TBD

Final Pre-Award Meeting TBD

Anticipated authorization to proceed April 13, 2016

Kick-off Design Meeting The week of April 18, 2016

Issue Drawings to Contractors and Subcontractors The project must be sent out for

Bid no later than July 5, 2016

Bids Due from Contractors July 26, 2016

Board Acceptance of Project Bids Board meeting following bid

proposals

Ordering of Materials by Contractors, Develop

Schedule

Immediately Following the

Board Acceptance

Start Construction Immediately following board

approval

Substantial Completion December 16, 2016


Final Completion December 30, 2016

Your firm must possess the project experience and human resources to adequately meet our

timelines. You must also state in your proposal if you recommend adjusting the schedule such as

splitting the projects up over two summers.

2. PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA

2.1 Evaluation Criteria

2.1.1 Rochester Public Schools, ISD 535, will evaluate proposals’ against the evaluation

criteria:

Attachment / Section Description Value

Attachment A RFP Cover Page and Checklist Pass / Fail

Attachment B Addenda Acknowledgement Report Pass / Fail

Attachment C Proposal Form Pass / Fail

Attachment D Project Fee & Schedule 200

Attachment E Project Assessment Plan 250

Attachment F Respondent’s Team Qualifications 250

Section 2.11 Interview (If Applicable) 300

2.1.2 Each respondent must complete and submit all required Attachments.

2.1.3 Rochester Public Schools, ISD 535, will evaluate and score each proposal.

2.1.4 The respondent selected for an award will be the one whose proposal is responsive,

responsible, and is the most advantageous to the District, as determined by Rochester

Public Schools, ISD 535, in its sole discretion.

2.1.5 Submission of a proposal indicates the respondent's acceptance of the evaluation criteria.

2.1.6 Rochester Public Schools, ISD 535, reserves the right to contact any respondent to clarify

information in their proposal and/or request additional information not described in this

RFP. Respondents that do not, or cannot provide the requested information shall be

considered nonresponsive.

2.2 RFP Cover Page and Checklist

The respondent will prepare and submit the RFP Cover Page and Checklist. This completed

document should be the cover page of the respondent’s proposal.

2.3 Addenda Acknowledgement Report

The respondent will prepare and submit the Addenda Acknowledgement Report.


2.4 Proposal Form

The respondent will prepare and submit a Proposal Form. The Proposal Form requires

information regarding their proposed critical team components that will be used for the

duration of this project.

2.5 Project Schedule and Fee Structure

The respondent will prepare and submit information regarding their proposed schedule for

the project. The respondent must take into account any critical dates identified in section 1.2

when building their schedule. The proposed project duration should be the number of

calendar days the respondent will need to complete the project.

The respondent will prepare and submit information regarding their proposed project fee.

The proposed fee should be broken into three components: Design Fee, Construction

Administration Fee, and Reimbursable Expense as described below

2.5.1 Design Fee & Construction Administration Fee: These fees should encompass the

following phases: schematic design, design development, construction documents,

bidding, construction, and project closeout. Fees should be based on a percentage of the

assumed construction cost and be expressed as a lump sum.

Rochester Public Schools, ISD 535, reserves the right to renegotiate the fee

percentage if the scope of the project varies significantly from the construction cost

stated in this document.

Rochester Public Schools, ISD 535, reserves the right to move forward with

subsequent phases of the project separately dependent on approval of completed

phases as additional funding becomes available.

Rochester Public Schools, ISD 535, reserves the right to stop work at the end of any

phase based on funding availability and consultant performance and select a different

consultant team to implement the project.

2.5.2 Reimbursable Expense: All reimbursable expenses expressed as a lump sum.

(6) Plan sets and Specification books for each stage of project design

(1) Full size plan, (4) ½ size plan sets and (5) specifications of final bid set and all

addendums

All required construction management documents including all AIA documents.

(Photocopies will not be allowed). Provide four original copies of AIA change orders

All phone calls, facsimiles and emails

All Electronic copies of specifications and plans (ie, CD’s, Flashdrives etc)

(1) Flash drive containing ALL closeout documents’ including but not limited to scans of

all as-builts, O&M manuals, change orders, RFI’s, RFCO, warranties, and shop drawings.

Hard copies not limited to all shop drawing submittals, O&M manuals, warranties and

As-Builts

** The District shall receive a credit for unprinted plans and specifications. Plans and specification shall

be printed as needed and not all at once. The awarded design professional must submit plans and


specifications for all required permits. Plans and specifications must also be sent to a minimum of three

exchanges. If separating the project up into different bid sets make sure you include this in your

proposal.

2.5.3 Total Fee: Design Fee + Construction Administration Fee + Reimbursable Expense =

Total Fee.

Breakdown and Project Phase for Fee Structure

15% Schematic Design Phase

20% Design Development Phase

40% Construction Document Phase

5% Bidding Phase

20% Construction Phase, Project Closeout

2.6 Project Assessment Plan

2.6.1 Overview of the Project Assessment Plan

The Project Assessment (PA) Plan has three components; a Work Plan, and a Risk

Assessment Plan. The Project Assessment Plan shall not exceed 4 pages. The PA Plan

serves several purposes, including:

Rochester Public Schools, ISD 535, will prioritize respondents based on ability to

understand the project.

Planning what they are going to do before they do it.

Provide high performing respondents the opportunity to differentiate themselves

from their competitors due to their experience and expertise.

The PA Plan shall not contain any marketing information. The plan should be used to show

the respondents expertise.

The respondent should complete the PA Plan so that it is broken down by individual project.

A template for how this can be done is provided with this RFP.

2.7.1.1 PA Plan Format

In order to minimize any bias, this must NOT contain any names that can be

used to identify who the respondent is (such as company names, personnel

names, project names, or product names). It also must not include the

proposed fee or proposed duration that the Respondent has identified in the

proposal form. This template is included in this RFP. This document must

be used by all respondents. Respondents are NOT allowed to re-create, re-

format, or modify the template in any manner (cannot alter font size, font

type, border size, add colors, add lines, add pictures, add diagrams, etc).

Respondent must type their responses on the Microsoft Word template

provided. Do NOT handwrite your responses. Failure to comply with these

requirements will result in disqualification.


The District’s goal is to make the selection process as efficient as possible.

This should be a brief and concise overview of the project and must NOT

exceed 4 pages (front side of page only).

2.7.2 Overview of the Work Plan Section:

The purpose of the Work Plan is to identify the respondent’s ability to generate a

concise synopsis of the work that will be performed to complete the project. The

Work Plan should be used to prove to Rochester Public Schools, ISD 535, that the

respondent can visualize the project on its entirety what they are going to do before

they do it.

The Work Plan should be a brief summary of the respondent’s ability to visualize

the project in its entirety.

2.7.2.1 Overview of the Risk Assessment Section:

The respondent should list and prioritize major risk items that are unique to

this project. This includes areas that may cause the project to not be

completed on time, not finished within budget, generate any change orders,

or may be a source of dissatisfaction for the District. Risks can include

things that you control and things that you do not control. The risk

description should be non-technical, but should contain enough information

to describe to Rochester Public Schools, ISD 535, why the risk is valid. The

respondent must also explain how they will avoid or minimize the risk. If

the respondent has a unique method to minimize the risk, they should explain

it in non-technical terms. All PA Plan risks will be made available to the

potential best-valued respondent and to all respondents once an award has

been made.

2.8 Respondent’s Team Qualification

As part of your firm’s response to this RFP and qualifications, please provide answers to the

following questions. In addition to your firm’s fee proposal, your responses to these questions

will be considered by the District when selecting a qualified provider using a Best Value

Procurement Process. A lack of prior experience and/or working together on comparable

projects may hinder your firms overall score. Failure to complete will result in

disqualification. 1. List of engineers and project management staff that will be responsible for this project,

include their years of experience, and Minnesota K-12 and or higher education mechanical

retrofit dollar volume of projects they were responsible for over the last 5 years.

2. List of energy efficient, sustainable infrastructure and ‘green’ building projects by your firm.

Specify the type of certification awarded or ‘designed to’, if any.

3. Provide a list of all Minnesota K-12 and or higher education mechanical retrofit projects

designed and construction managed by your firm in the last 5 years, including dollar volume,

actual percentage of change orders, the project funding source, and owner contact

information. Owners may be contacted to verify data submitted. Please note any projects

that are not completed yet.


4. List projects that you have used a Best Value Procurement Process on and tell us what you

thought of the process. Explain which Best Value Procurement Process was used.

5. Highlight any unique qualities of delivery that you believe will distinguish your firm. Provide

the average utility cost per square foot of your mechanical design.

The Project requires a consultant team with expertise and implementation experience in

programming, pre-design, and architectural/engineering design of an energy efficient

facility. The successful team will have demonstrable success in sustainable design;

mechanical, electrical, structural, code compliance, procurement, construction

administration; and construction cost estimating.

All information must be accurate and complete. Rochester Public Schools, ISD 535,

reserves the right to clarify and verify this information. Rochester Public Schools, ISD

535, may ask additional follow-up questions on these projects during the interview phase.

Any information that is found to be inaccurate will be grounds for immediate

disqualification.

2.9 Interviews

Respondents may be required to participate in an interview period. Rochester Public

Schools, ISD 535, may interview all critical team members, including (but not limited to):

The Lead Architectural Project Manager

The Lead Mechanical Engineering Project Manager

The Lead Electrical Engineering Project Manager

Rochester Public Schools, ISD 535, may also request to interview additional personnel.

Rochester Public Schools, ISD 535, will interview individuals separately (and may

perform a group interview after the individual interviews are completed). No other

individuals (from your firm) will be allowed to sit in or participate during the interviews.

Rochester Public Schools, ISD 535, may request additional information prior to

interviews.

All proposed team members must be available in person for interviews on the date

specified in this RFP. At the District’s discretion, substitutes, proxies, phone interviews,

or electronic interviews may be allowed. Individuals who fail to participate in the

interview will not be given a score, this will jeopardize the respondent’s competitiveness.

The interview phase is not a period for presentations. The interview itself will follow a

question and answer format. The respondent is not allowed to bring, distribute or leave

any materials behind.

Rochester Public Schools, ISD 535, reserves the right to reject any respondent

personnel from being assigned to the project at its discretion.


2.10 Use of Pencil; Alterations to Proposal

Rochester Public Schools, ISD 535, will reject proposals made in pencil. Rochester

Public Schools, ISD 535, will also reject proposals with alterations in cost figures used to

determine price unless such alterations are initialed in ink by the person responsible for or

authorized to make decisions as to the price quoted or other response made. Respondents

shall provide proof of authorization to Rochester Public Schools, ISD 535, upon request.

The use of "white-out" is considered an alteration.

2.11 Public Information and Trade Secrets; Use of Proposals by the District

2.11.1 All materials submitted in response to this RFP are subject to the provisions of

Minnesota Statutes, Section 13.591, Subdivision 3(b).

2.11.2 After completion of the evaluation process, materials received will generally be

considered public information and the awarded proposal will be available for public

inspection. By submission of a proposal, respondent releases Rochester Public

Schools, ISD 535, from any liability resulting from the District’s disclosure of such

materials and the information contained in them.

2.11.3 If Respondent believes it is submitting information in its proposal that constitutes

“trade secret information" within the meaning of Minnesota Statutes, Section 13.37,

respondent should clearly mark each page containing such information as "trade

secret" and submit such material in a separate envelope marked "confidential."

This envelope should also include an attorney’s opinion for each item, indicating

the legal basis for regarding it as trade secret information. Only legitimate trade

secret information within the meaning of Minnesota Statutes, Section 13.37, as

determined solely by the District, may be protected from disclosure.

2.11.4 By submitting a proposal, respondent also agrees to defend any legal or

administrative action seeking release of materials respondent believes to be trade

secret information and to indemnify and hold harmless Rochester Public Schools,

ISD 535, from any judgments or damages awarded against any of them in favor of

any party requesting the materials, including any costs connected to that defense. If

a request is made under Minnesota Statutes, Chapter 13 for release of any materials

submitted by respondent that respondent deems to be trade secret information,

Rochester Public Schools, ISD 535, will notify respondent of such a request, but

Rochester Public Schools, ISD 535, will have no obligation to commence or defend

any action to prevent the disclosure of any materials, including materials

respondent believes to be trade secret information or otherwise confidential.

2.11.5 Rochester Public Schools, ISD 535, has the right to use the content of any proposal

received in response to this RFP unless respondent presents a positive statement of

objection to such use in the proposal. In no event will such objection be considered

valid with respect to the use of ideas, which are not the proprietary or trade secret

information of the respondent and so designated in the proposal, or which were

known to Rochester Public Schools, ISD 535, before submission of such proposal,

or which properly became known to Rochester Public Schools, ISD 535, thereafter

through other sources.


2.12 Expenses

Rochester Public Schools, ISD 535, assumes no liability for payment of expenses

incurred by respondents in preparing and submitting proposals in response to this RFP or

in preparing a potential Best Valued respondent’s plan.

2.13 District’s Right to Amend RFP

2.20.1 Rochester Public Schools, ISD 535, reserves the right to amend all or any portion

of the RFP documents prior to its announcement of a selected respondent and

award of a contract. If a change occurs in District’s requirements resulting in a

decision to modify the RFP documents, Rochester Public Schools, ISD 535, will

issue an addenda. Any addenda to this RFP will be posted online with the project

documents as stated in section 1.3. Respondents will be responsible for meeting

the requirements of all addenda and will be required to acknowledge receipt of all

addenda by completion of the addenda receipt verification form.

2.14 Additional Rights Reserved by District

Rochester Public Schools, ISD 535, reserves the right to:

Reject any and all proposals received in response to this RFP.

Select for contract negotiation, and award the contract to, the respondent whose

proposal is the most advantageous to the District, as determined by Rochester Public

Schools, ISD 535, in the exercise of its sole discretion whether or not the proposal is

the lowest cost proposal.

Waive any irregularities or inconsistencies in proposals received.

Consider and/or accept a written modification (requested by the District) of a proposal

if the proposal itself was submitted on time, and the modified proposal is more

favorable to the District.

Approve or disapprove any sub-consultant proposed to be used by a respondent.

Negotiate any aspect of a proposal with any respondent and negotiate with more than

one respondent at the same time.

Terminate negotiations and prepare and release a new RFP, or take such other action

as Rochester Public Schools, ISD 535, deems appropriate if negotiations fail to result

in a contract within a time acceptable to Rochester Public Schools, ISD 535, in its

sole discretion.

Select more than one respondent to perform various elements of the project.

Clarify or seek additional information on any proposal.

Re-scope the project.

2.15 Conflict of Interest

Any contractual relationship with any District personnel in the 12 months immediately

prior to the issuance of the RFP, any contact with District personnel regarding the RFP, the

project, preparation of the respondents proposal, or evaluation of proposals submitted in

response to this RFP, or any similar real or potential conflicts of interest, may, in the sole


discretion of the District, be grounds for rejection of the respondent's proposal or

termination of any contract awarded.

2.16 Form of Contract between Rochester Public Schools, ISD 535, and the Selected

Respondent

2.16.1 The contract between the selected respondent and Rochester Public Schools, ISD

535, will be an Owner and Architect (Design) Agreement, AIA standard

incorporated in this RFP by this reference (the “Contract”). By submitting a

proposal, respondent acknowledges and agrees that it received, read, understands,

and shall be bound by and comply with the contract. No exceptions or deviations to

the contract will be considered.

2.16.2 The contract will incorporate by reference this RFP and any Attachments and any

RFP modifications agreed to by District. Rochester Public Schools, ISD 535, may

attach to the contract as Supplementary Conditions respondent’s proposal, selected

provisions of respondent’s proposal or modifications to respondent’s proposal

agreed to by District and respondent.

2.16.3 If, in the District's sole discretion, the selected respondent and Rochester Public

Schools, ISD 535, have not executed the contract within a reasonable period of time

after selection of the respondent, then Rochester Public Schools, ISD 535, reserves

the right to select another respondent.

2.17 Sub-consulting

The selected respondent may perform the work through sub-consultants approved by the

District, provided the selected respondent shall be responsible for the performance of any

of its sub-consultants. Use of any specific sub-consultants in the performance of the

contract shall be subject to District consent. The selected respondent must ensure that any

sub-consultants abide by all the terms and conditions of the contract.

2.18 Laws and Regulations; Governing Law

The internal laws of the State of Minnesota, without giving effect to its conflict of laws

principles, shall govern the validity, construction and enforceability of this RFP, the

proposal, and the contract. All suits, actions, claims and causes of action relating to the

construction, validity, performance and enforcement of the RFP, the proposal and the

contract shall be in the courts of record of the State of Minnesota and venue shall be in

Olmsted County, Minnesota.

2.19 Liability and Insurance Requirements

COVERAGES LIMITS OF LIABILITY

Workmen's Compensation, including

Employer's Statutory Liability Insurance

Statutory

Comprehensive General Bodily Injury

Liability $1,000,000 Minimum Insurance;

$1,000,000 Minimum


including Contractual

Comprehensive General Property Damage

Liability Insurance, including Contractual

$1,000,000 Per Claim

$2,000,000 Aggregate

Comprehensive Automobile Injury Liability

Insurance

$500,000 Minimum

$500,000 Aggregate

Comprehensive Automobile Property Damage

Liability Insurance

$500,000 Minimum

Professional Liability Insurance

$1,000,000 Per Claim

$3,000,000 Aggregate

2.19.1 Rochester Public Schools, ISD 535, shall maintain Property Insurance (builder's

risk completed value) in sufficient amount for the entire period of the Agreement on

a replacement cost basis. Such insurance shall be on an all risk basis including theft

and shall protect the interest of the Owner, the Contractor and Subcontractors and

shall name the Owner as an additional insured.

2.20 Audits

The books, records, documents and accounting procedures and practices of any respondent

Rochester Public Schools, ISD 535, selects for negotiation are subject to examination by

Rochester Public Schools, ISD 535, as set forth in the contract.

2.21 Intellectual Property Indemnification

Respondents warrant that any information respondent submits to Rochester Public Schools,

ISD 535, in connection with this RFP will not infringe or violate any patent, copyright,

trade secret, or any other intellectual property right of any third party. By submitting

information to the District, the respondent agrees that, in the event any third party brings

an intellectual property infringement claim against the District, the Respondent, at its

expense, shall indemnify and defend Rochester Public Schools, ISD 535, against any loss,

cost, expense, or liability (including attorneys' fees) arising out of such claim, whether or

not such claim is successful against the District.

2.22 Project Evaluation

Upon completion of the project, the respondent will be evaluated by Rochester Public

Schools, ISD 535, based on their performance on the project. This includes, but is not

limited to: overall quality, ability to manage cost and schedule, high customer satisfaction,

and submission of accurate weekly reports. The District’s evaluation of the respondent

shall be fair, based on facts, and non-abusive.


ATTACHMENT A

RFP COVER PAGE & DECLARATION

Project Numbers: 2016-344-01

Project Name: Burr Oak School Major Renovation and IAQ

The respondent must complete and submit this Attachment as the cover page for the respondents

proposal. DO NOT MODIFY THE FORMAT OF ANY OF THE REQUIRED ATTACHMENTS.

1. Will the respondent sign the contract referenced? Yes No

2. Will the respondent be able to provide a Certificate of Insurance

that meets the insurance requirements? Yes No

I hereby authorize Rochester Public Schools, ISD 535, to request from any individual or firm any

information it deems necessary to verify any information provided by the respondent in its proposal and

to determine the respondent’s capacity and responsibility as a prospective consultant with the district. I

certify under penalty of perjury that I am a duly authorized representative of the Respondent listed

below, I have carefully examined all RFP Documents and documents referenced in this RFP, I

understand all instructions, requirements, specifications, terms and conditions, and all statements,

information, costs, and schedules submitted in response to the RFP are current, complete, true and

accurate.

Printed Name of Respondent’s Representative Signature of Respondent’s Representative

Date Legal Name of Firm

Electronic Mail Address

Mailing Address


ATTACHMENT B

ADDENDA ACKNOWLEDGMENT REPORT

Respondent acknowledges receipt of the following addenda, and has incorporated the requirements of

such addenda into the proposal (LIST ALL ADDENDA ISSUED FOR THE PROJECT):

No. Date No. Date No. Date

No. Date No. Date No. Date


ATTACHMENT C

PROPOSAL FORM

CRITICAL TEAM COMPONENTS

Name of Respondent’s Firm:

Name of Engineering Firm:

Name of Lead Architect:

Name of Lead Mechanical Engineer:

Name of Lead Electrical Engineer:

Name of Lead Construction Adminstrator:

Name of Kitchen Designer:

Name of Other Consultant (if applicable):

*The personnel listed above must be actively involved throughout project completion. Attach

resumes for these individuals with your submittal.


ATTACHMENT D

PROJECT SCHEDULE & FEE

PROJECT DURATION

Project Duration (Total Time): (Calendar Days)

Note: The Project Duration should include the total time from the anticipated authorization to

proceed date, until the issuing of drawings for both projects.

Burr Oak School Major Renovation and Indoor Air Quality Project

Design Services per Section 1.1 and 2.5.1 Lump Sum

Fee for Design Services $

Standard Construction Administration per Section 1.1 and 2.5.1 Lump Sum

Fee for Standard Construction Administration $

Reimbursable Expenses per Section 2.6.2 Lump Sum

Fee for Reimbursable Expenses $

Total Lump Sum Fee and the Three Above Components Total Lump

Sum

Total Lump Sum Fee and the Three Above Components $


ATTACHMENT E PROJECT ASSESSMENT PLAN

This template must be used. You may add/delete additional rows to identify additional risks and

solutions, but do not exceed the 4-page limit for each project.

Work Plan

Please generate a concise synopsis of the work that will be performed to complete the each project.


Risk Assessment Plan

Project Name ___________________________

Please prioritize the risks (list the greatest risks first). All cost and schedule impacts associated with

these risks/solutions must be included in your base cost/schedule.

Risk 1:

Solution:

Risk 2:

Solution:

Risk 3:

Solution:

Risk 4:

Solution:

Risk 5:

Solution:

Risk 6:

Solution:

Risk 7:

Solution:

Risk 8:

Solution:

Risk 9:

Solution:

Risk 10:

Solution:


ATTACHMENT F

RESPONDENT’S TEAM QUALIFICATIONS

NOTE: The following information (including the Team Members Table) should NOT contain any

names that can be used to identify who the respondent is (such as individual or company names)

Staff Experience

1. Lead Architectural Project Manager (As Identified in Attachment C)

a. Present position/job function within firm:

b. Years in the present position/job function:

c. Number of comparable projects (within last 5 years) completed:

d. List three comparable completed projects (within last 5 years) below:

Project Type Estimated Construction Cost

i. $

ii. $

iii. $

e. List the number of completed projects (within last 5 years) this individual has worked

on with the other team members proposed for this project:

i. Lead Mechanical Engineering Project Manager

ii. Lead Electrical Engineering Project Manager

2. Lead Mechanical Engineering Project Manager (As Identified in Attachment C)






i. $

ii. $

iii. $




i. Lead Architectural Project Manager

ii. Lead Electrical Engineering Project Manager

3. Lead Electrical Engineering Project Manager (As Identified in Attachment C)






i. $

ii. $

iii. $



i. Lead Architectural Project Manager

ii. Lead Mechanical Engineering Project Manager


4. Team Members:

a. Complete the following table (Attachment F-1) with respect to employees or members of your firm that will be

assigned to this project, their planned responsibilities on the project, the anticipated percentage of time each will

devote to each project, the person's years of experience in the industry and educational experience.

ATTACHMENT F-1

TEAM MEMBERS TABLE

Title of Position Project Responsibilities

Percent of Time

Devoted to Project

(%)

Years in Industry Years with Firm Educational Experience

Lead Architectural Project

Manager

Lead Mechanical Engineering

Project Manager

Lead Electrical Engineering

Project Manager


DESIGN EXPERIENCE

Respondent must have successfully completed projects comparable to the project (scope of work

and cost) within the last five years.

If the respondent submitting this proposal is a joint venture, then Joint Venture

entity itself must demonstrate the required previous construction experience as a

joint venture.

Listed projects must have been managed and designed by the respondent. List

projects completed by the team identified in this RFP, if any. Projects completed by

present employees of respondent for former employers are not acceptable.

1. Complete and submit the following project data sheet (Attachment F-2) for up to THREE

projects in the following order of importance:

a. Public (K-12 and Higher Education, etc.) projects in a facility similar to

the facility described in this RFP

b. Private Sector projects in a facility similar to the facility described in this

RFP

The projects submitted must be comparable to the project in scope and cost and must have been

completed within the last five years.

Respondent’s data sheets must NOT contain any names that can be used to identify who

the respondent is (such as District names, Government names, company names, personnel

names, or project names).


ATTACHMENT F-2

PROJECT DATA SHEET

(A separate sheet must be prepared for each project. Project information must not indicate

the name of the project or the names of any personnel that worked on the project.)

1. Project Type (i.e.

Laboratory, Residence

Hall, Football Stadium,

office building, other) :

2. State, City:

3. Project Description:

4. Size (i.e., capacity, tonnage, lineal feet, square feet, etc.):

5.

How is this project comparable to the project for which this Project Data Sheet is submitted?

6. Project Construction Cost: $

7. Lead Architectural Project Manager same as proposed for this project:

_________ Yes

_________ No

Lead Mechanical Engineering Project Manager same as proposed for this project:

_________ Yes

_________ No

Lead Electrical Engineering Project Manager same as proposed for this project:

_________ Yes

_________ No

8. Identify up to three design issues encountered by your firm on this project and briefly

describe your firm's approach to resolving each of such issues: