Request for Qualifications (RFQ)
Butts County Judicial Annex
The Butts County Board of Commissioners will receive sealed qualifications from qualified Licensed/Registered Architect-Engineer-General Contractor Teams (herein referred to as Contractor Team) for the Design, Engineering, and Construction of a new Judicial Annex building of approximately 12,000-18,000 square feet, for our County Court Operations. The building would be an annex/extension of the existing County Administration Building located at 625 W. Third Street, Jackson, Georgia.
Compliance with all applicable Federal, State, and Local Laws, as well as all Federal, State and Local Codes or Standards Compliance, is required of this project. All applicable Federal, State, and Local safety rules and regulations will be adhered to by the Contractor Team and their employees for the duration of this contract. Any and all subcontractor’s will be held to the same quality/safety standards as the Contractor Team. Butts County is an Equal Opportunity Employer and a Drug Free Work Place.
The Contractor Team will ensure that employees and applicants for employment are not discriminated against because of race, color, creed, sex or national origin. Additionally, favorable credit will be applied to the weighted scoring of all Contract Teams who submit a successful qualification package, for use of local (Butts County) subcontractors, employees hired who reside in Butts County, and/or goods purchased, and services utilized from Butts County Businesses.
No proposals may be withdrawn or revoked for a period of sixty days after date of openings. Sealed submittals should be marked on the exterior with “Qualifications for Judicial Annex” and mailed to the Butts County Board of Commissioners, 625 W. Third Street, Jackson GA 30233.
Examination of Request for Qualification (RFQ)
Each submitter shall examine the RFQ documents carefully. Each submitter shall make written request to the Board of Commissioners for interpretation or correction of any ambiguity, inconsistency or error therein, immediately after discovery but no later than 5:00 PM EST, Friday, June 1, 2018. Only a written response, in the form of interpretation or correction will be binding. No bidder shall rely upon any interpretation or correction given by any other method.
Any questions regarding clarification of this Request for Qualifications will be addressed, in writing, to Steve Layson, County Administrator, Butts County Board of Commissioners, 625 W. Third Street, Jackson GA 30233. Written responses to questions about this Request for Qualification, will be answered, in writing, to all respondents.
Intention to Respond
It is important that Butts County understand who is interested in participating in this process. It is in the County’s interest that it communicates information appropriately to all interested parties and is prepared to accommodate those interested in this RFQ. The attached “Intention to Respond”, is to be completed and submitted, either by US Mail Express Delivery or in person, and must arrive not later than 5:00 PM local time in Jackson, Georgia, by Thursday, May 31, 2018. Submit this document to:
Mr. Steve Layson
Butts County Board of Commissioners
625 W. Third Street, Suite 4
Jackson, Georgia 30233
Other than questions submitted for the clarification of this RFQ, interested Contractor Teams shall not contact any members, or employees, of the Butts County Board of Commissioners, any Elected Official within Butts County, or any Elected Officer or employee of the Towaliga Judicial Circuit regarding this RFQ, evaluation, or selection process from the time this RFQ is issued until award of the contract, unless invited to do so by the Butts County Board of Commissioners. All firms submitting the “Intention to Respond” by 5:00 PM local time in Jackson GA, per the schedule below and will receive all responses to all inquiries.
Draft Statement of Work
The Butts County Board of Commissioners is providing this Draft Statement of Work that will be required to complete the Design, Engineering and Construction of the new Judicial Annex in Jackson GA. This statement of work is provided for reference only. It is the Contractor Teams responsibility to ensure that all work necessary to build the Judicial Annex in Butts County is accurate and complete. Work to complete this project will include, but not be limited to the following criteria:
1. Prepare complete construction plans, engineering drawings and specifications, and possible construction supervision of the new Judicial Annex.
2. Building is anticipated to include permanent space for two main courtrooms, three hearing rooms/Small Courtrooms, Chambers of the Probate Court, Chambers of the Magistrate Court, Sheriff, Clerk of Courts, three Judicial Chambers for Superior Court Judges, Juvenile Judge Chambers, District Attorney office Suite, two Jury Rooms, a Jury Assembly Area, a Grand Jury Room, Evidence Room, four Prisoner holding cells, six ADR/Attorney/Witness Conference Rooms, Sound/Media/Computer/Telephone Room, one Public Lounge area, HVAC/Mechanical room, two Janitorial Rooms, and a drive-through Sallyport,.
3. Design by a Certified RCDD/NTS (Registered Communications Distribution Designer/Network Transport Systems Specialty), RCDD/OSP (Registered Communications Distribution Designer/Customer-Owned Outside Plant) of a wiring design and installation, to support the Telecommunication needs of the Judicial Annex (Data, Phone (traditional and IP Based), Traditional ISDN and IP Based Video Conferencing, and interconnect to the County Wide Area Network). This design, at a minimum must include Vertical Riser, Horizontal Wiring, Design and location of the Telecommunication Rooms to support the intended design, utilizing an MDF (Main Distribution Frame) and IDF(s) (Intermediate Distribution Frame(s), according to current EIA/TIA Standards. This design must contain a recommendation for the Vertical Riser count as well as a recommendation for the Horizontal Wiring count. Additionally, this design must contain the required interconnectivity to support Building wide video camera’s preferably IP based, Emergency Duress Alarm activation and reporting, and an automated building entry system in support of the Security Required by the building Security Authority. The building Security Authority (Butts County Sheriff) may require more interconnectivity than listed here. It is expected that the RCDD Designer(s) of this wiring system will identify and recommend changes to the requirements specified here if they are not complete.
4. Provisions for secure storage (vaults or other secure means) for records will be incorporated into the working space for each office as required.
5. Design and building space will allow for growth and expansion until the year 2050 or beyond.
6. Design will present a “Formal and Stately” appearance from the outside and reflect the character and design of the original structure in its current form, which was built in 2006-2008.
7. Landscape Design that will meld the building, parking area, walk area, plant/grass area, etc. into a seamless, peaceful, and tranquil design.
8. Prepare Building Life Cycle Maintenance/Schedule documents to be presented at the end of the Construction Phase of the project. *See draft schedule of Building Attributes at the end of this document.
Request for Qualification Posted: May 17, 2018
Intention to Respond Due: May 31, 2018
Deadline for Questions: June 1, 2018
Pre-qualification conference June 8, 2018
Request for Qualification Due: June 14, 2018
Opening of Qualifications Submittals: June 14, 2018
Dates below are projected and subject to modification
Commissioners Shortlist Submitted: June 28, 2018
Request for Proposal Posted: July 6, 2018
Request for Proposal Due: July 20, 2018
Opening of Request for Proposals: July 20, 2018
Submittal to Board of Commissioners: July 30, 2018
Award of Contract: August 13, 2018
Order to Proceed: Upon conclusion of all necessary paperwork
Each submittal should be placed in a 1″ three-ring binder. An original and four (4) copies are to be submitted. In addition, seven (7) CD’s of this same document, in Microsoft Word or Open Document Text Format, are to be submitted. The cover of each media type shall include the RFQ Title and the name of the firm submitting the proposal. Tabs in the binders should divide all sections. The tab must extend beyond the right margins of the pages so that it can be read from the side and is not buried within the document. Proposal section requirements shall be as follows, in the order shown, and along with financial disclosure, and any text presentation, will be the basis for the “short list” selections:
1. ______Business Information: Include a letter of introduction including the firm’s name, address, contact name, telephone number, facsimile number, and email address. Furnish the following:
a) ___Number of years in business.
b) ___Legal status and Federal Tax ID number.
c) ___Full names of officers and/or principals.
d) ___Biographical summaries of officers and/or principals.
e) ___Literature – restrict to five (5) pages.
______Qualifications and Experience of Staff assigned to this project. Furnish an organizational chart and summary resumes of key personnel proposed for this project, including designations of the team leader, the point of contact responsible for all communications with the Butts County representative and all proposed subcontractors/sub consultants and descriptions of their roles.
______Judicial Annex Architectural/Engineering Experience. Include a listing (photo’s will be beneficial) of projects of similar scope, along with reference information. Identify the current projects in process that are similar in scope along with reference information.
______Computer/Drafting/Engineering capabilities. All drafting and design work shall be done utilizing AutoCAD. You should thoroughly describe the in-house capabilities that the Contractor Team will have.
______Quality and Accuracy. The Contractor Team shall be solely responsible for professional quality and technical accuracy. The Contractor Team should identify its approach to its quality of product, performance, and oversight of the quality of work performed by Contractors.
______Insurance. A statement regarding the Contractor Teams understanding and ability to comply with Butts County’s standard insurance requirements as outlined within this document. Include a copy of your current insurance certificate.
______Other Relevant Information. Use this section to include other relevant information concerning this project. Proposed Time Line, Preliminary design – general plans, program of spaces, preliminary cost estimates will be provided by __________ Date.
Design development – mid-level construction documents, revised cost estimates will be provided by __________Date.
Final construction documents with final revised cost estimate will be provided by __________ Date.
Construction “Order to Proceed” will be issued by __________ Date.
Project Completion as soon as practical, but not later than __________ Date.
The Contractor Team must also submit a financial disclosure statement, in a separate sealed envelope to the attention of Butts County Administrator, for each primary team member (Architect – Engineer – General Contractor). Include the latest audited financial statement. Disclose whether any members or proposed subcontractors have ever had a voluntary or involuntary bankruptcy petition. The Contractor Team should similarly disclose whether or not any member is in default on any loan agreement or financing agreement with any bank, financial institution or other entity. Identify any existing or pending litigation for any Contractor Team members.
It is the proposing Contractor Team’s responsibility to ensure that all information in the submittal is easily readable by the Butts County Board of Commissioners. The Butts County Board of Commissioners, at their sole discretion, may reject any submittal, which is ambiguous or unclear in any way.
Submission of Qualifications
Qualifications must be submitted in a sealed package, plainly marked on the outside as “Qualifications for Judicial Annex”. If the submittal is forwarded by mail, the sealed package containing the submittal must be enclosed in another package to the attention of the Butts County Board of Commissioners at the address previously given and also marked on the outside as “Butts County Judicial Annex”. The Butts County Board of Commissioners will not be responsible for late mail deliveries and no proposal will be accepted if received after the time as stipulated by this RFQ. No proposal may be withdrawn or modified in any way after the deadline for the submission of this RFQ. Failure to comply with any of the above instructions will result in disqualification.
Sealed Qualifications will be accepted no later than Thursday, June 14, 2018 by noon. Any submittal received after said time and date will not be considered by the Butts County Board of Commissioners. Submittals will be opened in the auditorium at 625 W. Third Street, Suite 4, Jackson GA at 12:15 PM EST, June 14, 2018.
Submittals shall be delivered to:
Butts County Board of Commissioners/Butts County Judicial Annex
Attention: Steve Layson
625 W. Third Street, Jackson Georgia 30233
The following are included in this “Request for Qualifications”:
” Cover Sheet
” Request for Qualifications
” Intention to Respond
” Draft Building Attributes (1 page)
Right to Submitted Materials
All responses, inquiries, or correspondence relating or in reference to this schedule, exhibit, and other documentation by the submitting Contractor Team shall be properly identified with the Contractor Teams name and will become the property of the Butts County Board of Commissioners when received.
Evaluation and Selections
The Butts County Board of Commissioners shall review submittals for this project in a manner and methodology determined by the Board and under their sole authority. Teams may be invited to make an oral presentation at their sole discretion. From the submittal and possible oral presentations, the Butts County Board of Commissioners will establish a “short list” of Teams that will be provided a Request for Proposal (RFP) for Design, Engineering, and Construction of the Butts County Judicial Annex and invited to submit a formal sealed proposal, based on the final Statement of Work. The RFP will be issued after the short list selection. Proposals will be received and a Contractor Team selected, that in the sole discretion of the Butts County Board of Commissioners, is the Contractor Team best suited to meet its Design, Engineering, and Construction goals.
Butts County Reserves the right to reject any and all proposals submitted, or where it may serve the best interest of Butts County, to request additional information or clarification from those submitting proposals. Butts County, at its sole discretion, also reserves the right to waive any informalities or technicalities relative to any or all proposals. Where two or more firms are deemed equal, the Butts County Board of Commissioners reserve the right to make the award to one of the firms. At the Butts County Board of Commissioners sole discretion, presentations may be requested as part of the evaluation process. The Butts County Board of Commissioners reserve the right to retain all proposals submitted, and to use any idea in any proposal, regardless of whether that proposal is selected.
There is no expressed or implied obligation for the Butts County Board of Commissioners to reimburse any company for any expense incurred in preparing or presenting a proposal in response to this RFQ.
Butts County Standard Insurance Requirements
The Contractor Team and all companies or subcontractors involved, shall provide certificates of insurance to the Butts County Board of Commissioners for the following minimum amounts of insurance.
Workers Compensation Statutory
Employers Liability $1,000,000.00
Bodily Injury Liability $1,000,000.00 per occurrence
(Except Automotive) $2,000,000,00 aggregate
Property Damage Liability $1,000,000.00 per occurrence
(Except Automotive) $2,000,000.00 aggregate
Automobile Bodily Injury $1,000,000.00 per occurrence
Liability $1,000,000.00 per occurrence
Automobile Property Damage $1,000,000.00 per occurrence
Valuable Papers Insurance $1,000,000.00 per occurrence
Professional Liability Insurance $1,000,000.00 per occurrence
Errors and Omissions Insurance $1,000,000.00 per occurrence
The Contractor Team’s parent or other affiliate may provide the above coverage. All such insurance policies shall provide that they shall not be canceled without thirty (30) days prior written notice to the Butts County Board of Commissioners, Attention Steve Layson, 625 W. Third Street, Suite 4, Jackson Georgia or at such other address provided in writing in the future.
Butts County and the Butts County Board of Commissioners shall be named as additional insured under the Contractor Teams insurance policies.
The Notice to Proceed will not be issued until the appropriate certificates of insurance are in the possession of the Butts County Board of Commissioners.
Indemnification. The Contractor Team shall, at its sole cost and expense, fully indemnify, defend and hold harmless, Butts County, its officers, boards, commissions, elected officials, employees and agents, against any and all claims, suits, actions, liability and judgments from third parties for damage which maybe the result of willful, negligent or tortuous conduct arising from performance of contracted services or operations. The Contract Team shall indemnify and hold harmless, Butts County, its officers, boards, commissions, employees or agents, from and against all claims, damages, losses and expensed, including but not limited to attorney’s fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss, expense or attorney’s fee is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting from, and is caused in whole or in part by any negligent act or omission of the Contract Team, or subcontractor or anyone for whose acts the Contractor Team or subcontractor’s may be liable, regardless of whether or not the negligent act is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this article. In any and all claims against Butts County or any of its agents or employees, by any employee of the Contract Team, any subcontractor, anyone directly or indirectly employed by the Contractor Team or subcontractor or anyone of whose acts the Contractor Team of subcontractor may be liable, the indemnification obligation set forth in this article shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor Team or any subcontractor under workers or workmen’s compensations acts, disability benefit acts or other employee benefit acts. Assignment of Contractual Rights It is agreed that the proposing Contractor Team selected will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, any part thereof, without written consent by the Butts County Board of Commissioners.
Cost quotations are not required at this time.
The following Selection Criteria will be used in selecting the Contractor Team, Design-Build Finalists:
1. General experience in Design, Engineering and Construction.
2. Specific experience in Design, Engineering and Construction of Courthouses and Judicial Annexes.
3. General experience in Design-Build with an Architect, Engineer and Construction Team.
4. Specific experience in Design-Build with the Architect, Engineer and Construction Team proposed for this project.
5. Qualifications and experience of key project personnel in all aspects of the project (Architect, Engineer and Construction).
6. Customer satisfaction with other similar projects.
7. Completeness and level of services to be provided.
8. Financial stability of all team members.
9. Plans for use of local (Butts County) subcontractors, employees hired who reside in Butts County, and/or goods purchased and services utilized from local Vendors.
10. Intangibles that best demonstrate the Contractor Teams ability to provide services to the Butts County Board of Commissioners.
Submittals will be accepted at the Butts County Board of Commissioners Office as stated in the schedule. Submittals will be opened at a Public Opening and read aloud and recorded at that time. Butts County is an Equal Opportunity employer and Drug Free Workplace.
A pre-qualification conference will be held on Friday, June 8, 2018 at 2:00 PM EST at the Butts County Board of Commissioners Office, 625 W. Third Street, Suite 4. All perspective bidders are invited to attend. You do not have to attend to be qualified.
Butts County, Georgia Butts County Judicial Annex Intention to Respond Request for Qualifications
If your company intends to respond to this Request for Qualifications based proposal, please complete and fax to 770-775-8211, to the attention of Steve Layson, Butts County Administrator, 625 W. Third Street, Jackson GA 30233.
This document must be received no later than 5:00 PM EST, Friday, May 31, 2018. This form must be completed and returned promptly to ensure that you are included on the mailing list to receive all addenda and other miscellaneous information regarding this RFQ.
_____ Our firm does intend on responding to this RFQ. _____ Our firm does not intend on responding to this RFQ.
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