SOUTH CENTRAL MISSOURI COMMUNITY ACTION AGENCY

(SCMCAA)

Request for Qualifications

#RFQ12-16

Architectural andDesign Services

Date: 12/19/2016

Inquiries and proposals should be directed to:

Name: Myra Martin

Title: Head Start Director

Address: P O Box 6, Old Alton Road, Winona, MO 65588

Phone: 573-325-4255 Ext 23

Table of Contents

General Information

A. Purpose

B. Who May Respond

C. Bidder’s Conference

D. Instructions for Request forQualifications Submission

  1. Closing Submission Date
  2. Inquiries
  3. Conditions of Proposal
  4. Instructions to Prospective Architects
  5. Right to Reject
  6. Small and/or Minority-Owned Businesses
  7. Notification of Award

E. Description of Services Needed

F. Options

Specification Schedule

A. Scope of Architectural Services

B. Delivery Schedule

C. Fee

D. Payment

Technical Qualifications

A. Prior Architectural Experience

B. Organization, Size, and Structure

C. Staff Qualifications

D. Understanding of Services to be Performed

E. Certifications

Proposal Evaluation

A. Submission of Request for Qualifications

B. Nonresponsive Requests

C. Evaluation

D. Review Process

Certifications

General Information

A. Purpose

This Request for Qualifications (RFQ) is to contract for architectural services for a period of one year.

B. Who May Respond

Only licensed or certified professional architects may respond to this RFQ.

C. Instructions on Proposal Submission

  1. Closing Submission Date: Qualifications must be submitted no later than 12:00 noon on Friday, January 6, 2017.
  1. Inquiries: Inquiries concerning this RFQ should be directed to Myra Martin, Head Start Director, 573-325-4255, Ext. 23.
  1. Conditions: All costs incurred in the preparation of asubmittal responding to this RFQ will be the responsibility of the architect and will not be reimbursed bySCMCAA.
  1. Instructions to Prospective Architects:

Your response to the RFQ should be addressed as follows:

Name: Myra Martin

Title: Head Start Director

Entity: SCMCAA

Address: P O Box 6

Winona, MO 65588

It is important that the response to the RFQ be submitted in a sealed envelope clearly marked in the lower left-hand corner with the following information:

RFQ #12-16 Request for Qualifications – Architect Services
12:00 Noon,Friday,January 6, 2017

Sealed Proposal

Failure to do so may result in premature disclosure of your response to the RFQ.

It is the responsibility of the architect to ensure that the RFQ is received by SCMCAAby the date and time specified above.

Late responses to the RFQ will not be considered.

  1. Right to Reject: SCMCAAreserves the right to reject any and all responsesreceived to this RFQ. A contract for architectural services will be based upon the factors described in this RFQ.

6. Small and/or Minority-Owned Businesses: Efforts will be made by SCMCAA to utilize small businesses and minority-owned businesses. An offeror qualifies as a small business firm if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 121.201).

7. Notification of Award:

a.It is expected that a decision selecting the successful architect firm will be made within three weeks of the closing date for the request for qualifications.

b.Upon conclusion of final negotiations with the successful architect firm, all parties submitting responses to this Request for Qualifications will be informed, in writing, of the name of the successful architect firm.

c.It is expected that the contract shall be a one-yearfixed price contract.

E. Description of Entity

SCMCAA is a private nonprofit organization which serves sevencounties in southcentralMissouri. SCMCAA has been determined to be exempt from Federal income tax under Section 501(c) (3) of the Internal Revenue Code. It is governed by a 21-member volunteer Board of Directors. Administrative offices are located at Old Alton Road, Winona, MO.

SCMCAA operates (11) eleven Head Start and Early Head Start centers throughout the seven-county area. It currently serves approximately626 children.

SCMCAAalso operates a variety of federal, state and local grants and contracts serving its clients within the seven county area.

F. Options

At the discretion of SCMCAA,thearchitectural contract can be extended for two additional one-year periods. The cost for the option periods will be agreed upon by SCMCAA and the selected architect.

Specification Schedule

A. Scope of Architectural Services

The purpose of this RFQ is to obtain the services of a licensed and certified architectural firm, whose principal officers are certified, licensed and registered to practice as an architect in the State of Missouri. Based upon funding, potential architectural services required may include the design and building of a Head Start facility.The site will be at the SCMCAA Full Year Center, 1140 Herschel Bess Blvd, Poplar Bluff, MO location. Architectural services shall include but not be limited to:

-Design development

-Preparation of construction documents

-Preparation and assembly of all bidding and contract documents

-Administration of bidding and award of construction contract

-Post Completion/Warranty phase

The architect will be expected to meet all of the requirements of 45CFR 1303 Subpart E. Additional facility guidance and best practices may be found at and in the Head Start and Design Guide.

B. Delivery Schedule

Please submit a timeline for completion of services.

C. Fee

List fee structure for services rendered. When listing fees, include information indicating how fee was determined. Information should include; basic service fees, added services and reimbursable fees (if applicable),and out-of-pocket expenses should also be indicated. The fee structure should be in a separate sealed envelope.

D. Payment

Progress payments for basic services for each phase of the work shall be made in proportion to services performed. Payments will require the submission of written invoices. Upon proper submission of invoices for work performed or reimbursable expenses, SCMCAA shall review and, if the work is in conformance with the terms of the agreement, make payment within thirty days of the agency’s receipt of the invoice.

Technical Qualifications

The architect firm shall provide detailed answers to each of the following questions:

A. Architect Information

  1. Name, title, company or firm name.
  2. Location of firm
  3. Copy of architect license
  4. Insurance certificates

B. Organization, Size, and Structure

The architect should describe its organization, size and structure. Also, it should indicate, if appropriate, whether or not, if the firm is a small or minority-owned business.

C. Design Team

  1. Describe the firm’s design team that will work on this project, including degree type, individual experience and years with the firm.
  2. Do any design team members have certificates orhave any specialized training in Head Start design? If so, please describe.

D. Previous Experience

  1. Describe any previous experience working with SCMCAA.
  2. Provide previous experience designing and constructing Head Start or early childhood educational facilities.

E. Current & Previous Projects

List all current projects and projects completed in the last three years. Include contact name, phone number, dates of completion, budget and the number of approved construction change orders.

E. Certifications

The architect must sign and include, as an attachment to its proposal, the certifications enclosed with this RFQ.

Evaluation

A. Submission of Qualifications

All responses to this Request for Qualifications shall include two copies of the architect’s technical qualifications, two copies of the pricing information (in a separately sealed envelope), and two copies of the signed certifications. These documents will become part of the contract.

B. Nonresponsive Proposals

Requests for Qualifications may be judged nonresponsive and removed from further consideration if any of the following occur:

  1. The RFQ is not received timely in accordance with the terms of this RFQ.
  2. The RFQ does not follow the specified format.
  3. The RFQ does not include the certifications.
  4. The RFQ is not adequate to form a judgment by the reviewers

C. Proposal Evaluation

Evaluation of each Request for Qualifications submitted will be scored on the following six factors:

FACTORS / Point Range
1. / Licensed, local architect / 0-5
2. / Previous experience;
1) with this agency, (10 pt.)
2) with design and construction of Head Start facilities (SCMCAA will contact prior customers to verify experience) (15 pt.) / 0-25
3. / Certification & specialized training / 0-20
4. / Design team / 0-15
5. / Current & previous projects / 0-15
6. / Fee / 0-20
MAXIMUM POINTS: / 100

D. Review Process

SCMCAA may, at its discretion, request presentations by or meetings with any or all firms, to clarify or negotiate modifications to the architect’sresponse to the Request for Qualifications.

However, SCMCAA reserves the right to make an award without further discussion of the responses submitted. Therefore, responses to the RFQ should be submitted initially on the most favorable terms, from both technical and fee standpoints, which the architectural firm can propose.

SCMCAAcontemplates award of the contract to the responsible firm with the highest total points.

CERTIFICATIONS

On behalf of the architectural firm:

  1. The individual signing certifies that he/she is authorized to contract on behalf of the firm.
  1. The individual signing certifies that the firm is not involved in any agreement to pay money orother consideration for the execution of this agreement, other than to an employee of the firm.
  1. The individual signing certifies that the fees in this proposal have been arrived at independently, without consultation, communication or agreement, for the purpose of restricting competition.
  1. The individual signing certifies that the fees quoted in this proposal have not been knowingly disclosed by the architect firm prior to an award to any other firm or potential firm.
  1. The individual signing certifies that there has been no attempt by the firm to discourage any potential architectural firm from submitting a response.
  1. The individual signing certifies that the architect firm, and any individuals to be assigned to the contract, does not have a record of substandard work and has not been debarred or suspended from doing work with any governmental organization.
  1. The individual signing has read and certifies that the architect firm is in compliance with “Attachment A” where applicable.
  1. The individual signing certifies that he/she has read and understands all of the information in this Request for Qualifications.

Dated this ______day of ______, 2017.

______

(Architect Firm Name)

______

(Signature of Architect Firm Representative)

______

(Printed Name and Title of Individual Signing)