Facility Assessment RFP

BIBB COUNTY PUBLIC SCHOOLS - REQUEST FOR
PROPOSALS
RFP # 27-002
RFP TITLE: Facility Condition Assessment
RFP Schedule - Action Date & Time
RFP Issued 08/24/2026
Pre Bid Meeting - ON TEAMS 09/02/2026 @ 9 am, EST.
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Deadline for Questions 09/08/2026 @ 8 am, EST.
RFP Due Date and Time 09/14/2026 @ 8 am, EST.
Proposals must be received by the due date and time. No late proposals will be accepted.
Evaluation of Proposals TBD
Contract Negotiations TBD
RFP Buyer Contact Information
Name Elaine M Wilson - Beverly
Phone Number (478) 779-3526
E-Mail Elaine.Wilson@bcsdk12.net;
Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in
writing.
Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.
RFP Submittal Location
All Submittals are completed Via https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.
BONFIRE:
Registration is FREE - A valid account is needed to review the
bid opportunity.
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RFP Term
Bibb County Public Schools reserves the right to enter into a one time agreement with the option of
renewal if deemed necessary.
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Ladies and Gentlemen:
The Bibb County School District takes this opportunity to announce that we are requesting bids
for the Facility Condition Assessment. All bids should be delivered via EUNA only.
Bids will be accepted prior to September 14th, 2026 @ 8 am, EST. at which time will they be
opened and reviewed by the Procurement Office.
All bids will be evaluated as described in the attached document. Time is of the essence and any
bids received after the announced time and date for submittal, whether by mail or otherwise, will
be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing
Department.
Late bids received will be so noted in the bid file in order that the vendor's name will not be
removed from the subject commodity/service list. Late bids will not be considered.
All Vendors Completing this bid should register online as well. Please visit the Bibb County
School District website, under Department, Procurement, Vendor Registration.
www.bcsdk12.net.
If you have any questions concerning this bid, please submit them in writing to Elaine M.
Wilson, Elaine.wilson@bcsdk12.net. In addition, all communication relating to this bid
solicitation, either before or after the bid opens, must be coordinated through the Purchasing
Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.
Your interest and participation in submitting a bid will be appreciated.
Dr. Elaine M. Wilson
Executive Director of Procurement
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I. Overview:
Bibb County School District (the "District") is soliciting proposals from qualified
professional firms to perform a comprehensive districtwide Facility Condition Assessment.
The selected firm will provide a practical, defensible, and actionable evaluation of District
facilities to support capital planning, budgeting, prioritization, and long-term facility
investment decisions. The District is seeking more than a facility inspection. The final
product must serve as a strategic planning tool that identifies what needs to be addressed,
why it is needed, when it should be addressed, and the estimated financial investment
required.
All questions pertaining to this RFP should be emailed to the Procurement Director, Elaine M.
Wilson, elaine.wilson@bcsdk12.net. Please make sure that you put the Bid Number in the subject
(27-002). All questions and answers will be posted under the purchasing menu, located on the EUNA
website.
II. Project Background and Purpose
The purpose of this RFP is to engage a qualified multidisciplinary firm capable of evaluating the physical
condition, remaining useful life, deficiencies, and anticipated capital needs of District facilities. The
assessment will provide District leadership and the Board of Education with consistent information for
comparing facilities and developing future capital priorities.
The assessment shall include all District schools and other facilities designated by the District, except for
six (6) schools that the District has determined will not be included in the condition assessment. The
District will identify the six excluded schools to the selected firm and/or through the final solicitation
documents or facility list.
III. Minimum Firm and Project Team Qualifications
The selected firm must demonstrate the professional qualifications, staffing, experience, and capacity
necessary to complete a districtwide K-12/public-sector facility assessment.
A licensed architect shall be assigned to the project and shall participate in the evaluation of applicable
architectural, building envelope, accessibility, code-related, and facility conditions.
A licensed professional engineer shall be assigned to the project and shall participate in the evaluation of
applicable structural, mechanical, electrical, plumbing, life-safety, site, and other engineering-related
conditions.
The firm shall identify all key personnel, consultants, and subconsultants proposed for the engagement
and describe their roles, licenses, certifications, and relevant experience.
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The firm should demonstrate prior experience completing facility condition assessments for K-12 school
districts, governmental entities, or comparable public-sector organizations.
The firm must have sufficient capacity to complete fieldwork, analysis, cost estimating, reporting, and
presentations within the proposed project schedule.
IV. Submission Instructions
Proposals must be submitted electronically to EUNA AKA BONFIRE (Utilizing the Portal
Below, Please NOTE no Paper Submissions will be accepted.
https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.
Registration is FREE - A valid account is needed to review the bid opportunity.
DUE DATE: 09/14/2026 @ 8 am, EST.
Scope of Services
The selected firm shall provide, at minimum, the following services. Facility
Condition Assessments
Conduct an on-site assessment of designated District facilities, including evaluation
of:
Roofing systems
HVAC and mechanical systems
Electrical systems
Plumbing systems
Structural components
Building envelope
Interior finishes
Exterior conditions
Fire and life-safety systems
Accessibility/ADA considerations
Security-related facility conditions
Site conditions, parking, sidewalks, and drainage
Athletic and support facilities, when applicable
Other major building systems and components
o The facility condition assessment shall cover all District schools and designated
facilities except the six (6) schools specifically deemed by the district not to be
included in the condition assessment. (Bernd Elementary, Williams Elementary,
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Matilda Hartley Elementary, Skyview Elementary, Union Elementary, and
Ingram Pye Elementary.)
a. Existing Deficiencies
Identify observable deficiencies and document:
Description of the deficiency
Location
Current condition
Recommended corrective action
Priority level
Estimated repair or replacement cost
Supporting photographs, when appropriate
b. Remaining Useful Life
Evaluate major facility systems and provide an estimated remaining useful life and anticipated
replacement timeframe.
c. Facility Condition Index
Develop a Facility Condition Index (FCI), or comparable industry-standard measurement, for
each assessed facility to assist the District in comparing facility conditions and prioritizing future
investments.
d. Cost Estimating
Provide planning-level cost estimates for recommended repairs, replacements, renovations, and
improvements. Cost estimates should consider appropriate escalation and other relevant factors
necessary for long-term capital planning.
e. Prioritization of Needs
Categorize identified needs according to urgency and recommended implementation timeframe:
Priority 1 - Immediate/Critical: Conditions requiring immediate attention because of safety,
regulatory, operational, or significant facility concerns.
Priority 2 - Near-Term: Recommended improvements within approximately 1-3 years.
Priority 3 - Intermediate: Recommended improvements within approximately 4-5 years.
Priority 4 - Long-Term: Improvements that should be incorporated into the District's longer-term
capital planning.
f. Capital Improvement Plan
Develop a recommended multi-year Capital Improvement Plan that allows the District to evaluate
and prioritize facility investments based upon:
Safety
Regulatory requirements
Facility condition
Operational impact
Educational impact
Remaining useful life
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Estimated cost
Risk of deferred action
Long-term District priorities
g. Deliverables
At the completion of the project, the selected firm shall provide:
Districtwide Executive Facility Assessment Report
Individual Facility Assessment Reports
Facility Condition Index for each applicable facility
Detailed deficiency listing
Photographic documentation
Estimated repair and replacement costs
Prioritized facility improvement recommendations
Multi-year Capital Improvement Plan
Electronic database or spreadsheet containing assessment information
Executive presentation of findings and recommendations to District leadership and/or the
Board of Education
All final electronic deliverables shall be provided in formats reasonably usable by the
District for future planning and analysis. The selected firm shall coordinate the final
format and organization of reports, spreadsheets, databases, and presentation materials
with the District.
V. Insurance Requirements
The selected firm shall maintain insurance appropriate to the professional services
performed under this engagement and shall provide evidence of coverage as required by
the District prior to contract execution and throughout the term of the agreement.
Professional Liability / Errors and Omissions Insurance applicable to architectural and
engineering professional services.
Commercial General Liability Insurance.
Workers' Compensation and Employer's Liability Insurance, as applicable.
Automobile Liability Insurance for vehicles used in connection with the project, as
applicable.
Specific coverage limits, certificate requirements, additional insured requirements, and
other insurance terms shall be those established by the District in the final solicitation and
resulting agreement. The proposer is responsible for ensuring that its architect, engineer,
consultants, and subconsultants maintain all required professional licenses and applicable
insurance coverage.
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VI. Proposal Submission Requirements
To facilitate a fair and consistent evaluation, proposals should be organized in the order
below. Proposers should provide sufficient detail for the District to evaluate the firm's
qualifications, methodology, staffing, capacity, schedule, and cost.
Executive Summary and understanding of the District's objectives.
Firm profile, qualifications, and relevant experience.
K-12/public-sector facility assessment experience, including comparable projects and
references.
Proposed methodology and approach, including field assessment, data collection, quality
control, FCI methodology, cost estimating, prioritization, and reporting.
Project team organization, including the licensed architect, licensed professional
engineer, project manager, cost estimator, and other key personnel or subconsultants.
Resumes and current professional licenses/certifications for key personnel.
Proposed project schedule and demonstrated capacity to perform the work.
Description and sample(s) of proposed final reports, dashboards, databases, spreadsheets,
or other deliverables, if available.
Cost proposal, including all professional fees, travel, reimbursable expenses,
consultant/subconsultant costs, and other anticipated project costs.
Disclosure of any actual or potential conflicts of interest.
Evidence of ability to meet the District's insurance requirements.
VII. Evaluation Criteria
Evaluation Area Total Points = 200 Points
Firms Qualification and Experiences 20 Points
K-12 Public Facility Assessment Experiences 20 Points
Proposed Methodology and Approach 25 Points
Qualification of Proposed Project Team, including
15 Points
Architect and Engineer
Project Schedule 10 Points
Cost Proposal 10 Points
Total Evaluation Points 100 Points
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A. Evaluation:
The contract, if awarded, will be awarded to the responsible bidder. Product quality, service issues and
other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered
responsive. Moreover, the Board will award the contract to the next most qualified bidder. Consequently,
if the selected bidder is unable to execute a contract and provide delivery within the time parameters
specified in this RFP.
B. INTERPRETATION/ADDENDA:
If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of
Procurement, Elaine M. Wilson, elwilson@bibb.k12.ga.us, please include the RFP number in the Subject
line, in order to guarantee a response to the question submitted. The questions should be received prior to
the deadline within the TENTATIVE TIMELINE.
C. ADDITIONAL INFORMATION:
We have provided documentation to be reviewed for these appraisals. We ask that you have any other
questions or concerns. Please mail the Procurement Office, utilizing the email procurement@bcsdk12.net;
please make sure you put your bid number in the subject line, and your questions will be addressed in a
timely manner. We will stop taking all questions for this RFP on the date specified.
D. "Responsive" Bidder Criteria
* Capability of providing a report as indicated
* Warranties /Guarantees
* Ability to meet specifications/bid documents as indicated.
* Service and Support Capability
* Documented licensed as required by the State of Georgia
* Applicable Bond Information as needed
* Responsible Award Amount for the Bibb County School District
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E. Cancellation/Default of Contract
In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in
an effective and timely manner, the Board shall have the right to terminate its contract by specifying the
date of termination in a written notice to the selected vendor at least thirty (30) days before that
termination date. The Board also reserves the right to procure the articles or services from other sources
and hold the defaulting vendor responsible for any excess cost incurred.
F. Indemnity Provisions
Where bidder is required to enter or go onto property to provide services or gather information, the bidder
shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder,
his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold
harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors
should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board
will not be bound by any such agreement. Board Policy provides in part: No contract, provision,
agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or
System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.
G. Errors in Bids
Bidders or their authorized representatives are expected to fully inform themselves as to conditions,
requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's
own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in
writing.
H. Standards of Acceptance of Bid Proposal for Contract Award
The Board reserve the right to reject any and all bids and to waive any irregularities or technicalities in
proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has
the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its
ability to deliver requested services or when investigation shows it is not able to perform the contract.
I. Compliance with Laws
The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation
insurance and comply with any and all other standards or regulations required by Federal, State, or
County statutes, ordinances and rules during the performance of any contract between the Board and the
bidder. Any such requirement specifically set forth in any contract document between the bidder and the
Board shall be supplementary to this section and not in substitution thereof.
J. BRAND NAMES: Where a brand-name or equal specification is used in a solicitation,
the use of a brand name is for the purpose of describing the standard of quality,
performance and characteristics desired and is not intended to limit or restrict competition.
If a vendor proposes an "equal" to scope of work/specifications, BCSD is the sole
interpreter of the scope of work/specifications and sole judge as to whether the "equal"
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