Architectural Services

  Frisco Independent School District (Frisco ISD, FISD) requests written qualification statements from architectural firms to provide Architectural Services for current and future District projects.  The intent of this RFQ is to pre-qualify professional firms based on the entity's ability to perform services for Frisco Independent School District. Qualified firms awarded will provide architectural services to include, but not be limited to: bond planning, long range planning, building design, specification development, contract administration, post occupancy/building commissioning, and other services commonly provided by qualified architectural firms. Frisco ISD reserves the right to negotiate a contract(s) in accordance with Section 2254.004 of the Texas Government Code, for a fair and reasonable price.     This is an RFQ for professional services issued in accordance with TAC 109.41. (See Financial Accountability System Resource Guide (FASRG)5.16.1-5.16.7), Texas Education Code (TEC), §44.031(f); Texas Government Code, §791.011(h), Chapter 2254, and Chapter 2269.  In addition, this RFQ is issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to purchase goods and/or services by Frisco ISD using federal dollars.      FISD may purchase goods and/or services from vendors awarded through this RFQ with local, state, federal and grant funds. Frisco Independent School District reserves the right to negotiate with the provider(s) selected in accordance with Government Code 2254.004, to accept or reject any and/or all qualification statements, to waive any minor qualification formalities and/or irregularities to the extent permitted by law, and to qualify the firms which best fit the needs of the District. This RFQ is not a contract. Purchases will be made by approved purchase order and only a valid purchase order and the Frisco ISD Standard Attributes, Certifications, and Terms & Conditions will serve as a contract, if no additional contract is executed. The Frisco ISD Standard Attributes, Certifications, and Terms & Conditions is an attachment to this solicitation and must be completed in its entirety. It must be signed and attached to your response in the Response Attachments tab.   *****NO PRODUCTS OR SERVICES SHOULD BE PROVIDED BEFORE THE VENDOR RECEIVES A PURCHASE ORDER   BACKGROUND Frisco Independent School District is located approximately thirty miles north of Dallas, Texas and encompasses seventy-five square miles in Collin and Denton counties including most of the city of Frisco and portions of neighboring Plano, McKinney and Little Elm. Frisco ISD has 12 high schools, 18 middle schools, one intermediate school, 43 elementary schools and three special programs centers serving more than 67,000 students. We continue to grow with new students enrolling every day. FISD employs over 8,850 staff in North Texas that support the District’s mission: to know every student by name and need.   SCOPE The scope of work shall include planning, program verification, initial concept design, design development, and preparation of required drawings, specifications, or other construction documents required to build and construct a facility, as well as construction administration services.  Architectural services needed will include: bond planning, long range planning, building design, specification development, contract administration, post occupancy/building commissioning, and other services commonly provided by qualified architectural firms. It may also include updating of existing plans and specifications and other services normally performed by a Texas Registered Professional Architect as well as coordination with municipal authorities. It will include pre-bond planning, coordination and communications/public relations regarding bond. Offers submitted any other way than as requested in this solicitation document or with different terms, conditions or provisions may be considered non-responsive and will not be evaluated.   INFORMATION REQUIRED   Each Firm shall furnish the information required by this RFQ.  Proposals signed by an agent are to be accompanied by evidence of his/her authority unless such evidence has been previously furnished to FISD.   RESPONSE REQUIREMENTS: Each Respondent shall organize their response in the order listed below and include content as requested. This information will be used for the evaluation criteria also listed below. Frisco ISD reserves the right to reject as non-responsive any responses that do not contain the requested information.     Qualification Statement. Respondents may submit a maximum of twenty (20), 8 ½ x 11-inch pages as an attachment to this Request for Qualifications. Respondents’ qualification statements must:   1. Include a letter of intent or cover letter signed by the individual authorized to contractually bind the Respondent firm.   2. Offer a brief description of Respondent’s business concern. You must include information about the length of time your firm has been in business under its present name and information on other names by which your firm has been known and the length of time known by each name. Include information about the size of Respondent’s firm—number of employees and locations. Please include any sub-consultants the Respondent intends to subcontract with for any project. Does any relationship exist whether by relative, business associate, capital funding agreement or any other such kinship exist between your company (or subconsultants) and any of the FISD employees? If yes, please explain. List services performed by Respondent’s employees. Include your firm’s web address, if applicable.   3.  Provide examples of past projects demonstrating your organization’s successful experience in planning, concept design, design development, and preparation of required drawings, specifications, or other construction documents required to bid and construct educational facilities. Include Respondent’s experience and commitment to each of the following important factors: • Americans with Disabilities Act audit/review ADA Facility plans. • Environmental/hazardous materials inspections/Life safety system. • Communications systems design Site planning/Site selections landscape design. • Interior design. • Bid/Documents/Review/Recommendation Traffic engineering. • Programming for new and renovated design Security Planning.   4. Demonstrate ability to successfully manage Frisco ISD' s bond planning. Provide a brief narrative description of the Respondent’s proposed plan that includes activities used to engage Frisco ISD in the vetting and finalizing process. Identify current principals, project leads, and/or key staff that will be assigned to our account. Respondent’s management plan will demonstrate the firm’s ability to quickly initiate a project following an award and to meet the scheduled time frame of any given project.       Other Response Documents. Respondents must also complete the following. These items are not included in the 20-page qualification statement page count.   1. Provide a curriculum vitae, resume, professional biography or other information for Respondent’s principals, project manager or key staff that will be assigned to Frisco ISD. Provide a statement regarding your commitment to keeping the same personnel for Frisco ISD. Include an organizational chart that clearly describes your firm's project organization with supervisory reporting and project coordination plan.   2. Provide a copy of the Respondent’s current Texas Board of Architectural Examiners license and copies of licenses of project lead, principal, and key project staff.   3. Provide evidence of Respondent’s financial stability by including Respondent’s financial statements for the past three (3) years. Has your firm lost any contracts within the last year due to performance issues? Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.   4. Include a list of school districts and/or cities for which your firm has performed architectural consulting services in the previous five (5) years. Please indicate three (3) business references that have contracted with your company to provide like services. Include the company name, address, phone number, contact person, and email address. Additional references may be required.   5. Include the Frisco ISD vendor application packet completed in its entirety, signed, and attached.   6. Review and acknowledge receipt of Frisco Standard Attributes, Certifications, and Terms & Conditions by signing and attaching. The signed document must be uploaded in the RESPONSE ATTACHMENTS tab of your response. Failure to include the completed, initialed and signed document may disqualify you from further qualification consideration.    
EVALUATION PROCEDURE AND CRITERIA   The evaluation and selection of firm(s) for qualification will be conducted by an evaluation committee which will be composed of members from Frisco ISD based on position and expertise in the area for which the procurement is being conducted. There will be no pre-qualification statement conference held in conjunction with this request for qualifications. Frisco ISD reserves the right to add, delete or substitute members of the evaluation committee as it deems necessary.  A minimum of (3) three of FISD expert administrative staff members will review qualifications, score, and listen to the top finalist presentations. They will then score the presentations and and make recommendations to Frisco ISD Board of Trustees for final approval. The experts may request a meeting with any qualified respondent prior to final selection. Qualifications will be reviewed according to criteria established by TEC 44.031(b).   Finalist presentations will be scheduled for Monday, November 11 & Tuesday, November 12, 2024 at   Frisco ISD Central Administration Building 5515 Ohio Drive Frisco, Texas 75035    
Evaluation criteria include: 1. Technical experience as a provider in field of study: Firm(s) qualifications, background and experience related to architectural and related professional services, specialized experiences, and competence. Completeness and clarity of firm’s qualification statement, including providing the proper registration, licensing and insurance requirements. The respondent’s demonstrated plan for management of the individual areas included in this RFQ, including bond management, assuring the requester of successful project completion. Your firm's management plan for pre-bond planning, coordination and communications/public relations management. (0-25)  
2. Professional credentials, proposed key firm personnel to be assigned to FISD, resumes & licenses of each staff member that will be assigned to the District for pertinent projects.  Respondent’s financial stability documents submitted. Experience of firm with Texas Independent School Districts of like size. Respondent’s references and demonstrated capability to provide architectural services to school districts or cities in like capacity and need of Frisco ISD. Services provided by firm/related professional services/consultants. Three (3) references. (0-25)   3. Specialization required to meet the needs of Frisco ISD. Size and structure of the provider’s organization, including number of provider positions and past experience. Experience in developing plans for School Districts. Respondent’s demonstrated capability to provide architectural services. Examples of prior work. Previous and current experience in School Districts for architectural and related professional services/references. Management plan and methodology to provide services requested: Pre-Bond Planning, Coordination and Communications/Public Relations. List significant projects. (0-15)       Finalists will be chosen based on highest scores of above criteria.    4. Finalist Presentations- Demonstrate how your firm will determine and manage Bond funded projects. (0-35)  Presentations will be 40 minutes with an additional 15 minutes of Q & A time, totaling 55 minutes.   **You can find all required forms on the attachments tab.  Submit the required form on the response attachments tab.   RFQ SCHEDULE OF ACTIVITIES   Release of RFQ: 8/30/2024 9:00:00 AM (CT) Responses accepted beginning on this date.   Question Period: 8/30/2024 12:00 PM (CT) to 9/13/2024 12:00 PM (CT) All questions regarding this open solicitation must be submitted through IonWave during the question period.   Answers to Questions Issued On or Before: 9/20/2024 12:00:00 PM (CT)  Answers will be published to all bidders, all at once through this system on or before September 20, 2024.   Deadline for RFQ Submissions: 10/16/2024 12:00 PM (CT) Deadline to submit response to RFQ. Any late entries to this RFQ WILL NOT be accepted.   Presentations of Finalist Respondents: Monday, 11/11/2024 9:00 AM (CT) through Tuesday, 11/12/2024 5:00 PM (CT) Finalist interviews. Finalists will be notified of presentation time no later than November 7, 2024.     INSURANCE   Any firm qualified under this RFQ must within ten (10) days of notification of award, furnish a valid insurance certificate, meeting all the insurance requirements in this bid. Types and amount of required coverage shall be in the amount shown on the document labeled Insurance Frisco ISD Vendor Insurance Requirements w Categories 2021.pdf (244 KB), provided as an attachment. The Firm will at least meet [or provide evidence that they exceed] the minimum insurance requirements. The successful Firm must maintain workers’ compensation coverage for employees, as required by all applicable Federal, State, Maritime, and local laws, including employer’s liability coverage. Successful firms must also submit a Form 1295.     PROPOSAL PROCESS
1. GENERAL INFORMATION: The following instructions by the District are intended to afford proposers with an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies. 
2. QUESTIONS CONCERNING THE RFQ: Any question or request for clarification or additional information by a Firm regarding the meaning or interpretation of these instructions or any other RFQ documents must be requested in writing through IonWave by 12:00 PM CT on September 13, 2024. Responses will be published to all vendors through IonWave on or before September 20, 2024 at 12:00 PM CT. Verbal explanations or instructions are non-binding. Firms are prohibited from contacting any technical/functional expert directly for information related to this RFQ. Questions regarding specifications may be directed only to the Frisco ISD Buyer through IonWave. Functional area experts, day-to-day contract administrators/managers, teachers, principals, and/or other district employees are not authorized to substantially amend this solicitation document or to substantially modify the subsequent contract. Substantially includes, but is not limited to, changes to delivery dates, place of delivery, and/or specifications that significantly alter the form, fit, and function of a product or the scope of work of a service. Amendments to solicitation documents will be made by the FISD assigned Buyer and approved by the FISD Director of Purchasing. If a Respondent acts on the guidance of a district employee that is not authorized to make changes, the vendor does so at his or her own risk or peril and their response will be deemed nonresponsive and not qualified for evaluation. Respondents must review the limited contact policy (below at #11) of this RFQ. Please contact Senior Buyer, Sue Schiumo, by email at contact@example.gov if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated.    **Phone or email requests for information will not be acknowledged.
3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Sue Schiumo, by email at contact@example.gov if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated.
Interested vendors must first register in Frisco ISD’s e-bidding system, Ion Wave. Register, obtain, and submit proposals at https://fisd.ionwave.net. Proposals will be received electronically through IonWave.
4. INTERVIEWS: At the District’s discretion, FISD may invite one or more proposers to interview based on a pre-defined agenda and timeline. Said proposer(s) will be notified by e-mail if the District determines that such demonstrations and interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFQ requirements.  All expenses associated with the interview will be at the proposers expense. 
5. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave at any time before the exact hour and date specified as the deadline for receipt of proposals. The proposer must send a written request to withdraw a proposal after the response deadline to the Director of Purchasing. 
6. LATE PROPOSALS:  Responses submitted after the due date and time noted in this RFQ shall not be considered. 
7. RESPONSIVE PROPOSAL: To be deemed responsive and qualify for evaluation, a proposal must be timely submitted and must materially satisfy all mandatory requirements identified in this RFQ.    ****Frisco ISD Purchasing Department, at its sole discretion, is authorized to determine if a vendor is responsive and/or within the scope of this solicitation.
8. RETENTION OF PROPOSAL DOCUMENTATION: All proposal materials and supporting documentation submitted in response to this RFQ becomes the permanent property of FISD and will not be returned to proposer.
9. FINANCIAL RESPONSIBILITY: Proposer shall pay all costs related to the preparation and submission of its proposal.  
10. RESERVATION OF RIGHTS: FISD reserves the right to:
A. Cancel this RFQ in whole or in part.  B. Accept, reject, or negotiate modifications in any terms of proposal or any parts thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFQ, including, without limitation, the right to decide whether a proposal substantially complies with the requirements of this RFQ.
11. LIMITED CONTACT POLICY. Once this RFQ is published, Frisco ISD staff and FISD representatives will maintain limited contact with potential vendors. Limited contact is a prohibition on any communication regarding this RFQ or other competitive solicitations between any person who seeks an award under this RFQ, including a potential vendor or vendor’s representative; and: 
A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period. C. Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFQ. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff. The limited contact period shall begin upon the issuance of this RFQ, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process. D. Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from: 1) Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings. 2) Engaging in contract negotiations during any scheduled meeting.  3) Making a public presentation to the Frisco ISD Board during any duly noticed public meeting. 4) Conducting business on contracts previously executed and currently in force. 5) Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFQ, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto.