CITY OF ALEXANDRIA, VIRGINIA REQUEST FOR PROPOSALS (RFP) NO. 820 JOINT CITY OF ALEXANDRIA/ALEXANDRIA CITY PUBLIC SCHOOLS FACILITIES MASTER PLAN Issue Date: March 25, 2019 There will be a Non-Mandatory Pre-Bid meeting held on April 9, 2019 at 10:00AM EST in the Purchasing Conference Room located at 100 N. Pitt St., Suite 301 Alexandria, VA 22314. In accordance with Code of Virginia § 2.2-4343.1, the City of Alexandria does not discriminate against faith-based organizations in the performance of its purchasing activity.
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CITY OF ALEXANDRIA, VIRGINIA
REQUEST FOR PROPOSALS (RFP) NO. 820
JOINT CITY OF ALEXANDRIA/ALEXANDRIA
CITY PUBLIC SCHOOLS FACILITIES MASTER
PLAN
Issue Date: March 25, 2019
There will be a Non-Mandatory Pre-Bid meeting
held on April 9, 2019 at 10:00AM EST in the Purchasing Conference Room located at 100 N.
Pitt St., Suite 301 Alexandria, VA 22314.
In accordance with Code of Virginia § 2.2-4343.1, the City of Alexandria does not
discriminate against faith-based organizations in the performance of its purchasing
activity.
SOLICITATION, OFFER AND AWARD 1. Joint City of Alexandria/Alexandria City
If hand carried or couriered to the address listed in BLOCK 7
Issued pursuant to City Code Title 3, Chapter 3 and Virginia Code Title 2.2, Chapter 43
SOLICITATION
9. Proposals in original and 1 copy for furnishing the goods or services in the Schedule will be received at the place specified in item 8, until:
4:00P.M. local time May 1, 2019. In accordance with Code of Virginia § 2.2-4343.1, the City of Alexandria does not discriminate against faith based organizations in the
performance of its purchasing activity. 10. FOR INFORMATION
(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)
PART I – THE SCHEDULE PART II – CONTRACT CLAUSES
X A. SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 18-31
X B. SERVICES AND PRICE/COST
3
PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER
ATTACHMENTS
X C. DESCRIPTION/SPECS. /WORK STATEMENT 4-11 X J LIST OF ATTACHMENTS 31
X D. METHOD OF SOURCE SELECTION 11 PART IV – REPRESENTATIONS AND INSTRUCTIONS
X E. INSPECTION AND ACCEPTANCE 11-12 X K
REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF
OFFERORS
32
X F. DELIVERIES OR PERFORMANCE 12-13
X G. CONTRACT ADMINISTRATION DATA
13-16 X L
INTRS., CONDS., AND NOTICES TO
OFFEROR 32
X H. SPECIAL CONTRACT REQUIREMENTS 16-18 X M EVALUATION FACTORS FOR AWARD 33-37
OFFER (Must be fully completed by offeror)
12. The undersigned agrees, if this offer is accepted within 120 calendar days from the date for receipt of offers specified above, to furnish any or all items
upon which prices are offered at the price set opposite each item, delivered to the designated point(s), within the time specified in the Schedule.
13. DISCOUNT FOR PROMPT PAYMENTS
10 CALENDAR DAYS
%
20 CALENDAR DAYS
%
30 CALENDAR DAYS
%
CALENDAR DAYS
%
14. ACKNOWLEDGEMENT OF AMENDMENTS The proposer acknowledges receipt of amendments to the
SOLICITATION and related documents numbered and dated:
AMENDMENT NO. DATE AMENDMENT NO. DATE
15. NAME
AND
ADDRESS OF
OFFEROR
16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN
OFFER (TYPE OR PRINT)
15B. TELEPHONE NO.
(Including area code)
15C. E-MAIL ADDRESS
17 SIGNATURE 18. OFFER DATE
AWARD (To be completed by City) 19. ACCEPTED AS TO ITEMS NUMBERED
The City is using the competitive negotiation method of source selection for this solicitation, as
authorized by the Alexandria City Code. During the review of Proposals submitted in response to
the RFP, and as it deems necessary, the City may conduct discussions with responsible Proposers
determined to be reasonably susceptible of being selected for award, for the purpose of
clarification to assure full understanding of, and responsiveness to, the RFP requirements.
An award, if made, will be made to the responsive and responsible Proposer(s) who’s Proposal(s)
falls within the competitive range and is determined to be advantageous to the City, taking into
consideration the factors set forth in the RFP.
The City reserves the right to terminate this solicitation up to award without explanation and to
waive any informality in submitted proposals.
The City reserves the right to make partial awards, multiple awards, aggregate award, or to reject
any or all Proposals in response to the RFP.
Proposers shall submit a proposal and fully burdened Cost Proposal.
M-1 MINIMUM CRITERIA FOR RESPONSIBILTIY
The City will use the following minimum criteria to determine the responsibility of a Proposer:
A. The Proposer must demonstrate in its Proposal and any subsequent discussions with the
City and ACPS that it has a clear understanding of the City’s and ACPS’ needs and
proposed approach to the Work as set forth in this solicitation. The Proposal must
demonstrate an understanding of the goals set forth by the City and ACPS;
B. The Proposer must possess the ability, experience, capacity, skill, and financial resources
to perform the Work and fulfill the requirements under a resulting Contract on a timely
basis. The Proposer must demonstrate successful experience with projects of comparable
size and complexity.
C. The Proposer must demonstrate successful facilitation of a master planning effort across
multiple stakeholders with various priorities.
D. The Proposer must have performed satisfactorily in previous contracts of similar size and
scope with the City and/or other organizations, especially local municipal governments;
E. If the Proposer has not performed a contract of similar size and scope, the Proposer
and/or its team members must demonstrate its capability to perform the Work set forth in
this solicitation and fulfill the requirements under a Contract resulting from this
solicitation;
F. The Proposer, its employees and its independent contractors are properly licensed under
applicable federal, state and local laws;
RFP NO. 820
34
G. The qualifications, technical experience, and availability of the personnel who will be
assigned to the Contract demonstrating the expertise required for this project; and
H. The proposer must possess a demonstrated knowledge of all federal, state and City laws,
codes and regulations relating to or applicable to the scope of work set forth in this
solicitation.
I. The Proposer must demonstrate that its proposal creates best value for price to the City.
In addition to the requirements above, a Proposer shall be prepared to submit, within five (5)
Business Days after a request is made by the City, detailed written evidence such as proof of
licensing, current commitments, and any other information as may be necessary to demonstrate
the Proposer’s qualifications to perform the Work.
M-2 SELECTION ADVISORY COMMITTEE AND EVALUATION FACTORS
A. The Selection Advisory Committee will evaluate the Proposal(s) received by the City.
Other City officials and contractors also may review the Proposal(s).
B. A Purchasing Division representative will attend all meetings as a non-voting liaison.
C. The factors to be considered in the evaluation of Proposals are listed below. The total
maximum possible number of points for each evaluation factor is indicated with a
maximum of one hundred (100) points.
Evaluation Factor Points
Value
1. Qualifications and Experience with
similar projects (Sections C-5 and M-3-
F)
40
2. Project Understanding and Proposed
Approach (Sections C-5 and M-3-G)
40
3. Cost Competitiveness (Section B and
Section M-4 - COST PROPOSAL)
10
4. Client References for similar work
performed (Sections C-5 and M-3-H)
10
Total Possible Points
100
M-3 RESPONSE FORMAT
A Proposal submitted pursuant to this solicitation shall include each of the following items in the
order in which they appear below. Each item shall be clearly labeled, with pages numbered and
separated by tabs. A Proposer’s failure to include all listed items may result in the rejection of its
Proposal by the City.
RFP NO. 820
35
Proposers must demonstrate an understanding of each task as well as explain the approach to
each task. Restatements of the tasks presented in this solicitation are not acceptable and will not
be considered responsive.
The following format and tabs serve as a guide for formatting responses to this solicitation. In
addition to complying with the response format requirements of this section, a Proposer shall
consider and address all requirements set forth in this solicitation when submitting a Proposal in
response to this solicitation.
A. Title Page
The title page shall include the following information:
1. This RFP’s title and number;
2. The Proposer’s name, address, telephone number, and facsimile number;
3. The name and e-mail address of the Proposer’s authorized contact person with
respect to the Proposal; and
4. The date of preparation of the Proposal.
B. Table of Contents
The Table of Contents shall indicate the material included in the Proposal by Tab and
page number. The Table of Contents shall mirror the format set forth in this section and
shall include all the items set forth below.
C. Tab I, Signed Offer and Award Form
The Proposer shall complete and sign the Offer and Award Form. The signatory must be
an individual who is authorized to legally bind the Proposer.
D. Tab II, Signed attachments J-2 through J-5
The Proposer shall complete and sign the stated attachments. The signatory must be an
individual who is authorized to legally bind the Proposer.
E. Tab III, Letter of Transmittal
The Proposer shall provide a signed cover letter that includes the following information:
1. An executive summary of the Proposer’s understanding of the services sought
through this solicitation, and a description of the Proposer’s underlying
philosophy in providing the services;
2. The name, position, address, telephone number, and e-mail address of the
individuals who are authorized to make representations on behalf of the Proposer;
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36
3. A statement that the signatory to the transmittal letter and the Offer and Award
Form is authorized to bind the Proposer to contract with the City; and
4. Furnish documentation that the Proposer is properly licensed under the applicable
laws of the Commonwealth of Virginia and if applicable the City of Alexandria.
F. Tab IV, Qualifications and Experience with Similar Projects
The Proposer shall include information and documentation describing the extent of
its experience and expertise in providing the services sought pursuant to this
solicitation. The information and documentation shall include, but is not limited to,
information that documents the Proposer’s qualifications to meet this RFP’s
requirements and to produce the required outcomes, including its ability, capacity,
skill, and experience in providing the required services.
Each narrative shall discuss the required outcomes of the work described, the
methods used to obtain those outcomes, the challenges faces, how the Proposer
addressed those challenges, and the outcomes achieved.
Additionally, the Proposer shall provide the following information as part of this tab:
1. A list of the Proposer’s key personnel proposed to be assigned to perform Work
under the Contract, including identification of Principal in Charge and Project
Manager, direct supervisors, and key technical personnel, and any account
manager(s).
2. Resumes of all proposed key personnel who the Proposer includes to performing
the Work under the Contract.
3. Narratives for each key person of no more than 250 words each that describes the
work responsibilities of all key personnel proposed to be assigned to the Contract,
including the following for each individual: the individual’s qualifications,
education, and special competencies that will be valuable in performing the work
under the Contract; the individual’s experience on similar contracts; the
individual’s proposed title; whether the person is an employee of the Proposer,
another firm or organization, or an independent contractor; and the estimated
number of hours the individual will contribute to the Contract.
4. Copies of relevant certifications or other professional credentials for key
personnel.
5. The name of the individual responsible for customer service and problem
resolution and a description of his or her relevant experience.
6. The key personnel named in the Proposal shall remain responsible throughout the
term of the Contract. No diversion or replacement may be made without the
COTR’s approval.
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G. Tab V, Project Understanding and Approach
The Proposer shall include information describing its proposed Work plan and its ability
to meet the requirements of this RFP. This shall include a description of the Proposer’s
understanding and approach to the project, including projected timeline and anticipated
programming deliverables.
H. Tab VI, Client References for Similar Work Performed
The Proposer shall complete the Bidder’s Reference Sheet (Attachment J-1) to include at
least three references for similar work performed.
I. Tab VII, Sub-Contractor Form (Attachment J-7)
The Proposer shall provide a completed Sub-Contractor Form.
J. Tab IX, Appendices
The Proposer shall include any additional items that are relevant to their proposal in a
separate appendix.
M-4 COST PROPOSAL: In a Separately Sealed Envelope/Package or as a Separate
Upload, submit your Cost Proposal
The Proposer shall provide detailed fees and pricing in Section B for the Work identified
in this RFP and consider the following information:
1. Once the Contract has been awarded, the Contractor shall not be permitted to
charge the City for any service that is not clearly identified in terms of price and
cost and fee elements and detail within their original proposal to the City, or in
budgets agreed to by the City, ACPS and the Contractor, under the terms of this
Contract. The only exceptions to this limitation will be if the City specifically
requests an additional service that was not identified in this solicitation or the
Proposer’s Proposal.
2. The City will not pay any costs for additional services, supplies, or other fees not
identified in this solicitation or the Proposer’s Proposal without prior approval of
a Change Order.
RFP NO. 820
38
J-1 BIDDER’S REFERENCE SHEET
Bidders are required to provide at least three (3) references for work of similar sizes and scope to this ITB.
Contract Number
Date(s) of
Work
Contract Description Contract Dollar
Amount
Point of Contact: Address,
Phone, Email
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J-2, REQUIRED INFORMATION FORM
Each Bidder submitting a response to this Invitation to Bid is to provide the following information:
1. Minority Business Firm Yes [ ] No [ ] Partnership Yes [ ] No [ ] Small Business Firm Yes [ ] No [ ] Corporation Yes [ ] No [ ] Sole Proprietorship Yes [ ] No [ ]
2. Sole proprietorships and partnerships are to provide the following information: Name_________________________________________________________ Address_______________________________________________________ City__________________________________________________________ State________________________
Partnerships are to provide this information for all partners.
3. If the Bidder is a corporation, provide the following:
State of Incorporation _____ Charter number of the Virginia Certificate of Authority____________ Date of Incorporation________________________
Foreign corporations desiring to transact business in the State of Virginia shall register with the State Corporation Commission in accordance with Section 13.1-757 of the Code of Virginia, as amended.
4. Each corporation is to provide the names of the following officers: President______________________________________________________ Vice-President__________________________________________________ Secretary______________________________________________________ Treasurer______________________________________________________ Registered Agent _______________________________________________ _____________________________________________ Bidder’s Name
__________________________________ ___________________ Bidder’s Authorized Signatory Date ______________________________________________ Name and Title of Authorized Signatory
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J-3, CERTIFIED STATEMENT OF NON-COLLUSION
A. This is to certify that the undersigned is seeking, offering or agreeing to transact business or commerce with the City of Alexandria, a municipal corporation of Virginia, or seeking, offering or agreeing to receive any portion of the public funds or moneys, and that the offer or agreement or any claim resulting therefrom is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce; or any act of fraud punishable under Article 1.1 (Virginia Governmental Frauds Act), Chapter 12 (Miscellaneous), Title 18.2 (Crimes and Offenses Generally) of the Code of Virginia (1950), as amended.
B. This is to further certify that the undersigned has read and understands the following:
(1) The City is authorized by Section 18.2-498.4 of the Code of Virginia (1950) as amended,
to require this certified statement. That section also provides that any person that is required to submit this statement that knowingly makes a false statement shall be guilty of a Class 6 felony.
(2) Section 18.2-498.3 of the Code of Virginia (1950), as amended, provides that any
person, in any commercial dealing in any matter within the jurisdiction of any local government or any department or agency thereof, who knowingly falsifies, conceals, misleads, or covers up by any trick, scheme, or device a material fact, or makes any false, fictitious or fraudulent statements or representations, or makes or uses any false writing or document knowing the same to contain any false, fictitious or fraudulent statement or entry, shall be guilty of a Class 6 felony.
(3) Section 59.1-68.7 of the Code of Virginia (1950), as amended, provides that any
combination, conspiracy or agreement to intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated, any Proposal submitted to any governmental unit for the purpose of allocating purchases or sales to or among persons, raising or otherwise fixing the prices of goods or services, or excluding other persons from dealing with the state or any other governmental unit shall be unlawful. Any person violating the foregoing shall be guilty of a Class 6 felony.
__________________________________ Bidder’s Name __________________________________________________ Bidder’s Authorized Signatory Date __________________________________________________ Name and Title of Bidder’s Authorized Signatory
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J-4, DISCLOSURES RELATING TO CITY OFFICIALS AND EMPLOYEES
A. I hereby state that, as of this date (check one):
Our firm has no reason to believe that any member of the City Council, any official or employee of the City, or any member of any commission, committee, board or corporation controlled or appointed by the City Council has already received, in connection with or related in any way to this contract, or has been promised, in the event this contract is awarded to the firm, any commission, finder's fee or other thing of value. Our firm has reason to believe that the following City Council members, City officials and/or employees, and/or members of a Council-appointed or -controlled commission, committee, board or corporation have already received, in connection with or related in any way to this contract, or have been promised, in the event this contract is awarded to the firm, any commission, finder's fee or other thing of value:
_________________________________________ ______________________________ Name Title/Position _________________________________________ _______________________________ Name Title/Position
B. I hereby state that, as of this date:
Our firm has no reason to believe that any member of the City Council or any official or employee of the City would or may be financially affected, whether affirmatively or negatively, and whether personally or through a spouse or other family member, if this contract were awarded to the firm
Our firm has reason to believe that the following members of the City Council and officials and employees of the City would or may be financially affected, whether affirmatively or negatively, and whether personally or through a spouse or other family member, if this contract were awarded to the firm:
_________________________________________ ______________________________ Name Title/Position _________________________________________ _______________________________ Name Title/Position __________________________________ Bidder’s Name __________________________________________________ Bidder’s Authorized Signatory Date _________________________________________________ Name and Title of Bidder’s Authorized Signatory
RFP NO. 820
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J-5, EQUAL EMPLOYMENT OPPORTUNITY AGREEMENT The Contractor hereby agrees:
(1) Not to discriminate against any employee or applicant for employment because race, color, religion, sex, ancestry, national origin, marital status, age, sexual orientation, or handicap, except as is otherwise provided by law.
(2) Implement an affirmative action employment program as defined in section 12-4-3 of the Code of the City of Alexandria, Virginia, 1981, as amended, to ensure non-discrimination in employment under guidelines to be developed by the Commission and approved by the City Council.
(3) To include in all solicitations or advertisements for employees placed by or in behalf of the Contractor the words "Equal Opportunity Employer" or a symbol, approved by the Alexandria Human Rights Commission, meaning the same.
(4) To notify each labor organization or representative of employees with which said Contractor is bound by a collective bargaining agreement or other contract of the Contractor's obligations pursuant to this equal employment opportunity clause.
(5) To submit to the City Manager and the City's human rights administrator, upon request, no more frequently than annually, regular equal employment opportunity reports on a form to be prescribed by the City Manager.
(6) To make reasonable accommodation to the known physical or mental limitations of an otherwise qualified handicapped applicant or employee unless the Contractor can demonstrate that the accommodation would impose an undue hardship on the operation of the Contractor's business, factors to be considered include but are not limited to, the following:
A. the overall size of the Contractor's business with respect to the number of employees,
the number and type of facilities and size of budget; B. the type of the Contractor's operation, including the composition and structure of the
Contractor's work force; and C. the nature and cost of the accommodation needed.
Contractor may not deny any employment opportunity to a qualified handicapped employee or applicant if the basis for the denial is the need to make reasonable accommodation to the physical or mental limitations of the employee or applicant.
(7) To include the provisions in paragraphs (1) through (6) hereof in every subcontract so that
such provisions will be binding upon each subcontractor. (8) In the event of the Contractor's non-compliance with any provision, upon a finding of such
non-compliance by the City's Human Rights Commission and certification of such finding by the City Manager, the City Council may terminate or suspend or not renew, in whole or in part, this Contract.
RFP NO. 820
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__________________________________ Bidder’s Name __________________________________________________ Bidder’s Authorized Signatory Date __________________________________________________ Name and Title of Bidder’s Authorized Signatory
RFP NO. 820
44
J-6, NO BID FORM
CITY OF ALEXANDRIA, VA DEPARTMENT OF FINANCE
PURCHASING DIVISION
NO BID FORM – SOLICITATION RFP 820
ATTENTION: BIDDERS WHO ARE NOT BIDDING ON THIS CONTRACT As part of our continuing efforts to improve our procurement practices, we would appreciate feedback from vendors who are not participating in our solicitations. If you are not submitting a response, please take a moment to indicate on the enclosed request which of the following best describes the reason(s) you have not submitted a bid. (Check one)
1. My company does not sell the product(s) or service requested.
2. The specifications were unclear and/or appear to be written around a competitor’s products. (If you check this, please describe and attach information about your product or service).
3. The solicitation submission date did not allow us adequate time to prepare and
submit a proposal. (Please explain. Understanding your needs will help us ensure that we provide adequate time generally for a proposal response to be prepared. Depending upon the circumstances, the City can extend the deadline if we are advised)
4. My company is not in a position, for business reasons, to handle the order/project
now.
5. The general terms and conditions for this contract are not acceptable to my company. (Please explain).
6. Our experience on previous City contracts was not satisfactory. (Please explain).
7. Other (please explain).
Your Information: Company Name, Address, and # of Emp. Please Indicate Whom We May Contact: ____________________________________ Name ______________________________ ____________________________________ Phone ______________________________ ____________________________________ Note: Additional detail can be noted on reverse side or on separate sheet, but please include item# as part of continued explanations.
RFP NO. 820
45
J-7, SUBCONTRACTOR’S LIST The following list provides the name of the prime Contractor and their 1st tier subcontractors who shall perform the work about Solicitation RFP 820 and its resulting Contract. The general type of work to be performed and the approximate percentage of the total work per prime and 1st tier subcontractor shall be annotated. (Note: The prime Contractor may be required to perform a percentage of the total work with their own forces as required in the proposal documents).
VENDOR NAME MBE/DBE Select and enter number
TYPE of WORK % of TOTAL WORK
Prime Contractor
1st Tier Subcontractors
TOTAL % OF CONTRACT AMOUNT
100%
Submitter Information (Party authorized to enter the Contract)