Notice to Bidders: RFP WSCD-25-050 for Facilities Condition Assessment

RFP WSCD-25-050 for Facilities Condition Assessment

1. Request for Proposal

The Waukee CSD is one of the fastest-growing Waukee CSDs in the state, and is proud to serve nearly 14,000 students in preschool through 12th grade. With 11 elementary schools, four middle schools (grades 6-8), two 9th-grade centers, and two high schools, our Waukee CSD supports student success at every level.

Waukee CSD is seeking a qualified Respondent to perform a comprehensive Facility Conditions Assessment (FCA) for all Waukee CSD facilities. to provide facility information for Waukee CSD owned buildings, assess the condition of those facilities, and quantify the extent of current deferred maintenance as well as identify the necessary corrective actions and capital repair and replacement needs moving forward.

The resulting building assessment reports will be key tools to support the District's strategic planning for facility maintenance, financial/budgetary planning, facility use, and support of educational programming.

2. Contract Terms

The awarded contract term shall be a B101-Standard Agreement, modified.

3. Notice to Respondents

3.1 Request for Proposal Schedule

3.2 Questions and Answers

All questions regarding this solicitation shall be received via email to by no later than April 15, 2026 2:00 PM CST. The Waukee CSD will provide responses to those questions deemed appropriate at https://www.waukeeschools.org/Waukee CSD/departments/business-services/notice-to-bidders-rfp-rfq. Answers will not be provided on an individual basis.

3.3 Communication

Until a notice of intent is awarded, the sole point of contact for this proposal opportunity will be the Purchasing Agent listed in the event.

NOTE: Large files delivered via email may be spammed. Please confirm receipt of any digital files.

3.4 PROPOSAL SUBMISSION:

Proposals are due APRIL 23, 2026 at 10:00 AM CST. Proposals shall be submitted in a sealed envelope or electronically to via email to as outlined below, prior to the proposal deadline. Proposals should be signed by an authorized individual to bind the firm, and shall be valid for at least sixty (60) days.

Please submit proposals to:

Waukee Community School District Administration Building

Attention: Julie Janssen, Purchasing Specialist

560 SE University Street

Waukee, Iowa 50263

Only proposals received at the location above, mailed to the location above or via email in the time frame given will be considered.

Please mark your reply envelopes or email proposals: "RFP WSCD-25-011 for Facilities Condition Assessment" and place the name of the company submitting the proposal on the outside of the envelope. The school district reserves the right to reject any and all proposals and to accept the proposal deemed to be in the best interest of the school district in its sole and absolute discretion.

3.5 Notification of Intent to Award

After responses are evaluated, a Notification of Intent to Award (NOIA) and evaluation tabulation will be sent via email of the Waukee CSD's decision to all suppliers.

After an award is made, a proposal evaluation summary will be sent to all companies who submitted a proposal. Proposal results will not be given over the telephone or prior to award. Proposals may be withdrawn any time prior to the scheduled closing time for receipt of proposals; no proposal may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

4. SCOPE OF WORK

The successful Respondent shall provide the services to Waukee CSD in accordance with the specifications provided in the Scope of Work. The Respondent shall address the scope of work in their technical proposal.

Merely repeating the specifications may be considered non-responsive and may disqualify the Respondent. Proposals shall identify any deviations from the specifications of this RFP or specifications the Respondent cannot satisfy. If the Respondent deviates from or cannot satisfy the specification (s) of this section, the Waukee CSD may reject the Proposal.

4.1 Overview

Waukee CSD is seeking a qualified Respondent to perform a comprehensive Facility Conditions Assessment (FCA) for Waukee CSD oldest facilities. to provide facility information for Waukee CSD owned buildings, assess the condition of those facilities, and quantify the extent of current deferred maintenance as well as create data-driven comparative analysis, and identify the necessary corrective actions and capital repair and replacement needs moving forward.

The resulting building assessment reports will be key tools to support the District's strategic planning for facility maintenance, financial / budgetary planning, facility use, and support of educational programming.

The project will consist of three areas of service: 1. Conditions Survey and inventory, 2. Report Preparation and Cost Estimates and 3. Priority Assessment and Schedule

4.2 Objectives

Provide recommendations for improving facilities with the goal of 10 year capital asset budgeting, establishing a facility condition baseline for goal setting, and progress tracking.

Assess the current condition of our oldest facilities including identifying necessary corrective actions, capitals repairs, deferred maintenance and replacement needs.

Rank and prioritize all projects by priority and anticipated life cycle of equipment.

Identify and calculate estimates for replacement, repairs and necessary projects.

4.3 Condition Survey and Inventory

Perform detailed visual inspections and assessments of Waukee CSD facilities as specified by architectural, engineering, or other equivalent professionals, to produce an accurate analysis that identifies visible and discernable components and elements requiring maintenance or other planned action. Inspections should include but not be limited to:

Curtainwall, storefront and window systems

Roof systems

Masonry

Exterior Skin

Mechanical Systems

Plumbing Systems

Electrical System

Life Safety Systems

ADA Assessment

Civil Assessment (drainage and pavement)

Evaluation shall include an assessment of life cycle of equipment and include equipment that replacement will likely be necessary in the next ten years.

Selected firm will have access to building plans when available.

Assessments shall occur in a manner that they do not disrupt district activities or educational hours.

Identify and immediately report components or situations that are considered urgent (endangering life and/or property.)

4.4 Report Preparation and Cost Estimates

A building assessment report shall be compiled for every Waukee CSD targeted property.

Cost estimates are required for all items identified.

Provide a spreadsheet that combines all facilities recommendations and lists cost estimates.

Meet with district personnel to review the reports and discuss findings.

4.5 Priority Assessment Schedule

Lead meetings with district representatives to discuss prioritizing projects, replacements and repairs.

Prioritization should include considerations of condition of building components, impacts of delayed repairs, districts financial plan and building utilization.

Provide a recommended priority schedule of all projects to the district in spreadsheet format. Spreadsheet should be sortable by property location and include description of the project, priority level, anticipated year of completion and cost estimates.

4.6 General Requirements

Provide an update to selected district representative on a bi-weekly basis through an in-person or virtual meeting for the duration of the project.

Final spreadsheets/matrix are required to be in editable format for the districts future use.

After completion of the above phases, all of the data will be compiled into a final report and the selected firm will be required to present to the Board of Directors at a public meeting.

4.7 FCA Assessed Buildings

4.7.1 See Exhibit A - List of Waukee CSD Facilities to be assessed.

5. Mandatory Specifications

All items listed in this section are Mandatory Specifications. The Respondent shall mark either "yes" or "no" to each specification in their Proposals. By indicating "yes" a Respondent agrees that it shall comply with that specification throughout the full term of the Contract, if the Respondent is successful.

5.1 Respondent shall demonstrate familiarity with applicable federal, state and local codes and must include a professional cost estimator with similar work experience, local knowledge of cost rates in the area, and expertise in renovations.

5.2 Respondent, other than Sole Proprietorships and General Partnerships, shall be registered with the Office of the Iowa Secretary of State.

5.3 The selected Respondent shall have sufficient, qualified staff to deliver the services needed.

5.4 Respondent shall have the resources and capabilities and the commitment to complete the required work in an efficient and timely manner, within the time period specified/negotiated.

5.5 Waukee Community School District buildings have specific security and safety policies and procedures established which shall be adhered to at all times, per their instructions.

5.6 Proper Conduct

The Respondent shall adhere to proper conduct at all times.

Proper conduct is meant to include, but shall not be limited to the following: There shall be no weapons, drugs or alcohol on the premises.

No smoking on the premises unless there is a designated smoking area and the smoking is conducted in such an area.

No secured doors left open or unlocked.

The Respondent shall conduct business in a professional manner at all times.

6. FORM AND CONTENT OF PROPOSALS

Proposal Response Instructions. These instructions describe and define the format and content of the Proposal. They are designed to facilitate a uniform review process. Failure to adhere to the Proposal format may result in the rejection of the Proposal. Proposals shall not contain promotional or display materials.

The Proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost Proposal.

6.1 The Technical Proposal and the Cost Proposal shall be labeled as such as separate files. The files shall be labeled with the following information: RFP WSCD-25-011 - Respondent Name -Technical Proposal and RFP WSCD-25-011 - Respondent Name -Cost Proposal

6.2 Technical Proposal

Any information provided in the Technical Proposal is subject to consideration for consideration, evaluation, and scoring. The following documents and responses shall be included in the Technical Proposal in the order given below:

Cover letter/Executive Summary including understanding and compliance with all requirements in this RFP, email address for contact person, and acknowledgment of any addenda, and certifying that the submittal and all information contained therein are accurate, and that the Respondent does not take exception to contract considerations.

Experience and Qualifications of Team Members

Information on each of the Respondent/services included in the project team, including a detailed description of the Respondent, its location, and the services performed. Also, include how long the Respondent has been performing those services and the number of people the Respondent employs.

Respondent Key Personnel Information and Resumes. Identify who specifically from the Respondent and sub-contractors will be working on the project, which portions of the scope of work and deliverables, and describe their capacity and related experience. Provide a list of other projects this team member is assigned to that run concurrent with the schedule of this scope of work.

Provide an organization chart including all personnel that will be working on this project.

Provide experience of proposed consultant team

Experience completing facility condition assessments for K-12 public education organizations.

Any other information that would assist the review team in understanding the team's capacity to complete the project efficiently and effectively.

Understanding of Project Scope and Approach

Respondent should demonstrate that they understand the project scope and that they are able to deliver comprehensive, professional facility condition assessment services.

Respondents should explain what distinguishes them from other firms in providing services identified in the RFP. What makes you the best choice?

Respondents should outline methodology and logistics for their proposed approach to this project including but not limited to:

Methodology for indexing identified facility improvements or deferred maintenance items

Information that will be contained in reports the district will receive

Methodology for evaluation of buildings and building systems

Provide a sample report(s)

Proposed Project Schedule - Provide a proposed schedule for the scope of work outlined in this RFP. Clearly outline the delivery schedule and timeline of each component of this project. Schedule should include milestone dates that will be used to track progress throughout the project. Utilize the dates in this RFP to develop the schedule, respondents shall plan to commence work within 2 weeks of board approval. Completion of this assessment in a timely manner will be a factor in the evaluation of the RFP. Indicate in the proposed schedule the necessary involvement and various decision points required of the district.

Respondent References. A minimum of three (3) references for similar projects in size and scope successfully completed by the proposing Respondent or individual within the last three years. Briefly describe each project and for each reference provide up-to-date individual contact name with email and phone number.

6.3 Cost Proposal

The Respondent shall provide its Cost Proposal in a separate file for the proposed goods and/or services. All prices are quoted pursuant to the terms and conditions of this RFP. Respondent's Cost Proposal shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in prices) for the proposed services. All pricing to be FOB Destination, freight cost, and all expenses included; and based on Net 30 Days Payment Terms. Cost proposals must include the following:

Respondents must submit pricing/fees using the Cost Proposal Template provided and include line by line details.

Any other costs associated with the proposed services.

6.4 This Request for Proposal shall be construed in accordance with the laws of Dallas County, Iowa. Wherever differences exist between Federal and State statutes or regulations affecting this procurement, interpretation shall be in the direction of that which is most beneficial to the interests of the Waukee CSD.

7. Evaluation and Award

7.1 Waukee CSD reserves the right to accept or reject any or all proposals, waive irregularities or technicalities of any proposals or to seek clarification upon responses received, which it deems to be in its best interest. The Issuing Officer will review the proposals for compliance with the RFP requirements. All answers provided to the questions asked in this RFP are subject to verification. Misleading answers shall be grounds for disqualification at any stage in the procurement process.

7.2 Waukee CSD reserves the right to to make a written request for additional information from a prospective Respondent to assist in understanding or clarifying a proposal.

7.3 The Issuing Officer will retain non-compliant Proposals.

7.4 Proposals determined by the Issuing Officer to be responsive and compliant with the RFP will be evaluated. To be deemed a Responsive Proposal, the proposal shall:

Technical proposal shall address all items noted in section 6.0 of the RFP.

Response to Mandatory Specifications is provided

Provide attachments A, B, C and D

7.5 Disqualification

Waukee CSD may reject proposals outright for any one of the following reasons:

Respondent fails to deliver the proposal by the due date and time.

Respondent states that a service requirement cannot be met.

Respondent response materially changes a service requirement.

Respondent response limits the rights of Waukee Community School District.

Respondent fails to include information necessary to substantiate that it will be able to meet a service requirement.

Respondent fails to respond to Waukee Community School District's request for information, documents, or references.

Respondent fails to include any signature, certification, authorization, stipulation, disclosure or guarantee requested of this RFP.

Respondent presents the information requested by this RFP in a format inconsistent with the instructions of the RFP.

Respondent initiates unauthorized contact regarding the RFP.

Respondent provides misleading or inaccurate responses.

7.6 Evaluation Committee

Waukee CSD will use an evaluation committee to conduct a comprehensive, fair, and impartial evaluation of Technical Proposals received in response to this RFP. Waukee CSD will award to the Respondent whose responsive Proposal the Waukee CSD believes will provide the best value. The evaluation committee will recommend an award based on the results of their evaluation to the Waukee CSD School Board that shall approve the recommendation. All Awards are subject to School Board and legal review and approval.

After the Technical Proposals are evaluated and scored, the Cost Proposals will be opened and scored. The cost proposal for each respondent will be evaluated in comparison with the other cost proposals received.

The cost proposal for each respondent will be evaluated in comparison with the other cost proposals received.

7.7 Proposal Evaluation Criteria

Each Proposal will be evaluated based on the below categories:

Firm Experience and Qualifications 25%

Personnel Experience and Qualifications 25%

Technical Approach and Understanding of Project Scope 25%

Cost Proposal 25%

Total Score 100%.

7.8 Interview Criteria

The Respondents with the highest scoring proposals may be selected for interviews. The district reserves the right to to make a selection based off of only the proposals or a combined score of proposal and interview. Firms that are selected for the interview will be sent evaluation criteria for the interview.

7.10 Award and Negotiation of Contract

After selection, Waukee CSD will meet with the Respondent for the purpose of negotiating an Agreement that is acceptable to both parties. In the event that the parties do not achieve an acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with other RFP Respondent. Should the above process not result in a contract, Waukee CSD will re-evaluate relevant issues and take appropriate follow-up action.

8. TERMS AND CONDITIONS

Respondent agrees to all terms and conditions listed below:

8.1 Laws

The laws of the State of Iowa shall apply in all disputes.

8.2 Background Check

The Respondent(s) shall certify that all employees employed in support of this contract who have direct contact with students, which is defined to mean being in the presence of students during regular school hours or during school-sponsored activities, have not been convicted of (i) a felony; (ii) any offense involving the sexual molestation, physical or sexual abuse of a child; or (iii) a crime of moral turpitude. Respondent shall complete See Exhibit C with Proposal Response.

8.3 The Respondent(s) may be asked by the Waukee CSD to remove an employee it deems careless whose continued employment on Waukee CSD property is not in the best interest of the Waukee CSD. In accordance with the Waukee CSD's policy regarding the use of tobacco and alcohol products and/or illegal drugs, no employee of the Respondent(s) shall be permitted to use these substances when performing work under the contract for this request.

8.4 Respondent(s) shall be responsible for any damage to any Waukee CSD or private property / structures because of their operations, and shall report such damage within twenty- four hours of occurrence. Respondent(s) will be responsible for the reasonable cost of replacement. Damage to physical structures (buildings, signs, etc.) by the Respondent(s)'s personnel shall be immediately reported.

8.5 Subcontractor

The Respondent(s) shall not utilize subcontractors except in emergencies when preauthorized in writing by the Waukee CSD.

8.6 Insurance Requirements

The Waukee CSD will require the supplier to show proof of insurance prior to awarding the Proposal. See Attachment C for Insurance requirements. Awarded Respondent shall provide Certificate of Insurance to Waukee CSD once intent to award is issued.

8.7 Payment Terms

Payment will be made in full within (30) days after services are completed.

8.8 Invoicing

All invoices shall provide details of all charges. Waukee CSD will not provide pre- payments.

8.9 Shipping Terms

FOB Destination, Freight Pre-Paid

8.10 Tax Exemption

Waukee CSD is exempt from Federal Excise Taxes, Transportation Taxes and Iowa Sales and Use Taxes. Do not include taxes when submitting invoices. Exemption certificate will be furnished upon request.

ATTACHMENT A

GENERAL INFORMATION SHEET

_______________

Date

______________________________________________________________________________

Legal Name of Firm

______________________________________________________________________________

Corporation Identification Number

______________________________________________________________________________

Federal Employer Identification Number

______________________________________________________________________________

Date Office Established

______________________________________________________________________________

Firm's Address

_____________________ ____________________ ______________________________

Firm's Telephone # Firm's Fax # E-Mail

______________________________________________________________________________

Type of Organization (Partnership, Corporation, etc.)

______________________________________________________________________________

Name of Principal-in-Charge, Title, License Number

______________________________________________________________________________

Name of Architect and Title

______________________________________________________________________________

Name, Title and Telephone Number of Person to Whom Project

Correspondence Should be Directed

______________________________________________________________________________

Address Where Correspondence Should be Sent

ATTACHMENT B

PRICE PROPOSAL*

The fee for Scope of Work services to be provided under this RFP (excluding Reimbursable Expenses) is a lump sum fee of $___________________________________________________

The fee for Reimbursable expenses for the Scope of Work services would include the following items and would be calculated as follows, with a guaranteed maximum amount of: ______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

*Provide any additional information regarding your price proposal which will help the District evaluate the proposal.

ATTACHMENT C - INSURANCE REQUIREMENTS

The Waukee CSD requires you provide us with evidence of insurance meeting the requirements outlined below:

1. Commercial General Liability (Occurrence Form) - Covering Bodily Injury, Property Damage and Personal Injury:

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000

Products/Completed Operations Aggregate $2,000,000

Personal & Advertising Injury Liability $1,000,000

Each Occurrence $1,000,000

Please list the Waukee CSD as an Additional Insured on a primary and noncontributory basis.

Please also include a Waiver of Subrogation in favor of the Waukee CSD Governmental Immunities Endorsement should also be included covering:

a) Non-waiver of Government Immunity

The insurance carrier expressly agrees and states that the purchase of this policy, including the Waukee CSD as an Additional Insured, does not waive any of the defenses of governmental immunity available to the Waukee CSD under Iowa Code as it now exists and as it may be amended.

b) Claims Coverage

The insurance carrier further agrees that this insurance policy shall cover only those claims not subject to the defense of governmental immunity under the Iowa Code as it now exists and as it may be amended.

c) Assertion of Government Immunity

The Waukee CSD shall be responsible for asserting any defense of governmental immunity and may do so at any time and shall do so upon the timely written request of the insurance carrier.

d) Non-Denial of Coverage

The insurance carrier shall not deny coverage under this policy or any of the rights and benefits accruing the Waukee CSD under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the Waukee CSD.

e) No Other Change in Policy

The insurance carrier and the Waukee CSD agree that the above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.

2. Automobile Liability - Covering All Owned, Non-Owned, Hired & Leased Vehicles:

Combined Single Limit for Bodily Injury and Property Damage $1,000,000 per accident.

Please list the Waukee CSD as an Additional Insured. Please also include a Waiver of Subrogation in favor of the Waukee CSD.

3. Workers Compensation and Employer's Liability:

Workers' Compensation State Statutory Limits

Employer's Liability - Bodily Injury By Accident $100,000 each accident

Employer's Liability - Bodily Injury by Disease $500,000 policy limit

Employer's Liability - Bodily Injury by Disease $100,000 each employee

Please also include a Waiver of Subrogation in favor of the Waukee CSD

4. Umbrella Liability:

Per Occurrence $5,000,000

Aggregate $5,000,000

Please list the Waukee CSD as an Additional Insured on a primary and noncontributory basis. Please also include a Waiver of Subrogation in favor of the Waukee CSD. Higher Umbrella Limits may be required based on your contract with the Waukee CSD.

ATTACHMENT D - CONFLICT OF INTEREST DISCLOSURE FORM

For Request for Proposals (RFP) Waukee CSD (Waukee CSD) is committed to maintaining the integrity of its procurement processes. All suppliers submitting proposals are required to disclose any actual, potential, or perceived conflicts of interest. Failure to complete this form accurately and in its entirety may result in disqualification from the solicitation process.

Conflict of Interest Disclosure

1. Are you or any member of your organization currently employed by, or related to an

employee of the Waukee CSD?

Yes

No

If yes, please provide details:

2. Have you or your organization received any direct or indirect financial benefit from any

employee, board member, or representative of Waukee CSD in connection with this

procurement?

Yes

No

If yes, please provide details:

3. Do you or your organization have any other relationship or circumstance that might

constitute a conflict of interest with Waukee CSD or impair your ability to provide fair and

impartial services?

Yes

No

If yes, please provide details:

Certification:

By signing this form, I certify that:

The information provided above is true, complete, and accurate to the best of my

knowledge.

I have disclosed all relevant information regarding potential or actual conflicts of interest.

I will notify Waukee CSD immediately should any conflict of interest arise during the solicitations process or the performance of any resulting contract.

I understand that failure to disclose a conflict of interest may result in disqualification of my

proposal or termination of any resulting contract.

Supplier Name: _______________________________________

Dated: _____________________________________________

Authorized Signature: _________________________________

Printed Name: _______________________________________

Title: ______________________________________________