NOTICE TO A&E – ARCHITECT/ENGINEERING VENDORS “RFQ – REQUEST FOR QUALIFICATIONS”

Overview and Objectives

Sinclair Community College is soliciting RFQs in order to develop an annual pool of prequalified A&E vendors to provide Professional Design Services. The prequalified pool will be used for FY2023-24 Construction Projects with established construction costs over $100,000. (Please see F110-02 Form and Project List posted on the below website).

Additionally, there may be small to moderate renovation projects, deferred maintenance, utility systems, feasibility studies, code reviews, planning services, cost estimates, hazardous material evaluations and small construction projects.

* Selection of a vendor to the prequalified list is not a guarantee or award of business, only the selection of prequalified A&E firms.

RFQs – REQUEST FOR QUALFICATION will be received by the Purchasing Department until Friday, August 19, 2022, at 2:00pm.

• All submittals with regard to this effort must be sent via email to Sinclair College at RFP@sinclair.edu.
• Subject Line of emails should read: “RFQ – REQUEST FOR QUALIFICATIONS #2023 A&E PREQUALIFCATION SUBMITTAL”
• The deadline for submission of written questions is Friday, August 5, 2022 at 2:00pm. Answers to vendor questions will be posted to the OFCC Opportunities page and the Vendor Registry page in the form of an Addendum by Friday, August 12, 2022.
• Notification of RFQ Award Friday, August 26, 2022.
• Submitted RFQs shall only be reviewed the college if the submitting firms address is within a 70-mile driving distance from Sinclair College.

All RFQs must be received by the Purchasing Department by the specific deadline. Any RFQs received after the required date and time specified for receipt shall be considered late and non-responsive. Late RFQs will not be accepted.

This RFQ is for interested professionals who desire to prepare and submit their firm’s qualifications for the services desired by Sinclair. The professional services include all design, bid documents preparation, bid participation, pre-bid pre-construction and progress meeting, construction administration, and project closeout, pertaining to construction projects. Services include, but not limited to the appropriate architectural, engineering and consulting disciplines necessary to prepare a project for bidding and construction oversite once the project is awarded.

Sinclair Community College (SCC) plans to utilize firms for small to moderate renovation projects, deferred maintenance, utility systems, feasibility studies, code review, planning services, cost estimates, hazardous evaluation, and construction projects.

A&E firms selected for project support under the prequalification’s will likely work on projects which emphasizes specialized services, detailed design documents, rapid completion times, and complex scheduling with ongoing College activities. The professionals chosen will be expected to work with an appointed Sinclair project manager and appropriated Sinclair staff, in order to address and complete tasks in a prompt and efficient manner. All professionals must be familiar with OFCC documents and requirements; local codes and law, prime contracting, facility life cycle costings, construction law and all state law and regulations which pertain to Sinclair Community College.

The professionals chosen will be expected to carry out their work in a college setting which must continue to operate day to day. Work must be interfaced with daily activities of other projects with minimum disruption, while still maintaining a high degree of safety.

Professional Design Services will be in the following categories:
1. Full architectural services for small to medium size project
2. Full architectural/engineering services for small to medium size projects emphasizing civil/structural disciplines.
3. Full architectural/engineering services for small to medium size projects emphasizing mechanical/electrical disciplines.
4. Full consulting services for master plan, landscape architectural and graphic design.

Firms may apply in any and all categories but must clearly state in the letter of interest which categories they wish to be considered. All firms will be expected to list consulting firms in the other categories for which their proposal is identified but not limited to. This will ensure all projects will be covered for services after the main theme of work is assigned to a firm.

It is the intention of Sinclair to develop a pool of professional firms to provide a full range of architectural and engineering services for Sinclair. Actual design tasks will be described in specific projects which will generate a SCC purchase order for the desired services requested. An architect or engineering firm assigned a purchase order by Sinclair will be allowed to use its own work force or consultant(s). As much as is possible and in the best interest of the College equitable distribution of work among qualified architects and engineers will be considered, but Sinclair reserves the right to assign project(s) to the firm(s) that Sinclair determines has the best expertise.

B. Scope of Services

Each Purchase Order will describe the project Scope of Services, time requirements, and an Additional Services required, which description will be identified in either the Purchase Order or Change Order(s). It is further understood that the Basic Services as described will be provided by the Professional for any or all projects unless otherwise set forth in the project Purchase Order.

For projects advertised with an appropriately developed Program of Requirements (“POR”), upon award of the Agreement, commence with Design. For projects without such a POR, upon award of the Agreement, commence by developing the Program of Requirements.

The selected A/E, as a portion of its required Scope of Services and prior to submitting its proposals, will discuss and clarify with the Owner and/or the Contracting Authority, the cost breakdown of the Architect/Engineer Agreement detailed cost components to address the Owner’s project requirements.

As required by the Agreement, and as properly authorized, provide the following categories of services: Program Verification, Schematic Design, Design Development, Construction Document Preparation, Bid and Award Support, Conformed Documents, Construction Administration, Post-Construction, and Additional Services of all types.

Refer to the Ohio Facilities Construction Manual for additional information about the type and extent of services required for each. A copy of the standard Agreement cane be obtained at the OFCC website at https://ofcc.ohio.gov.

During the construction period, provide not less than 2 hours (excluding travel time) on-site construction administration services each week, including (1) attendance at progress meetings, (2) conduct progress meetings and provide meeting minutes, (3) a written field report of each site visit, (4) on-site representation comprised of the A/E and its consultant staff involved in the primary design of the project, all having relevant and appropriate types of construction administration experience.

Please list all major scope services needed to complete the selection process for successful project delivery. The specific scope of services must state particular building types, functional design or specialized professional services required to evaluate the level of experience of each applicant firm (e.g., parking garage, kitchen design, correctional facility, medical facility). The scope of services should also define the types of basic and additional professional design and administration services necessary for the project (e.g. LEED credentials and experience, previous experience with local jurisdiction or similar sites, previous experience working with the State of Ohio, Building Information Modeling (“BIM”) experience and training, specific BIM and Owner-defined requirements, level of development to be achieved within BIM models, BIM deliverables, and Owner’s intended use of BIM models after construction). This information will be used by each applicant to populate the Relevant Project Experience Matrix in Section F of Form F110-330.

For purposes of completing the Relevant Project Experience Matrix in Section F of the Statement of Qualifications (Form F110-330), below is a list of relevant scope of work requirements for this RFQ:

1. Previous design services in higher education.
2. Experience with high level technology.
3. Experience with interior and exterior renovation.
4. Experience with multi-phase projects.
5. Experience with prime contractors.
6. Experience with one or all of the four Professional design services categories.