Supporting America S Schools Infrastructure

The Pennsylvania Department of Education (PDE) has been awarded the Supporting America’s School Infrastructure (SASI) grant by the U. S. Department of Education (USDE). Through this grant, PDE aims to address several challenges related to school facilities across the Commonwealth of Pennsylvania (Commonwealth). Key objectives include building internal capacity within the State Education Agency (SEA) by hiring new dedicated staff, collecting reliable school facility condition data from high-need local education agencies (LEAs) to inform future infrastructure funding decisions, and providing technical assistance to high-need LEAs to support their school infrastructure needs.

To support these objectives, PDE has established a list of high-need LEAs that are eligible to receive services under the SASI grant. Participation in the program is voluntary, and PDE will engage directly with the qualifying LEAs to establish their specific service needs and level of participation.

PDE is issuing this Request for Proposal (RFP), seeking Proposals from professional services contractors to provide architectural and engineering services specific to K-12 public school facility condition assessments for the participating SASI LEAs. It is PDE’s intention to obtain these services, as specified in this RFP, from a contract between the selected Contractor and PDE the State. A Contractor, either directly or through its subcontract(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Contractor shall remain responsible for contract performance regardless of subcontractor’s participation in the work.

I-1. Statement of the Project.

State in succinct terms your understanding of the project presented, or the service required by this RFP.

Offeror Response

I-2. Qualifications.

A. Company Overview.

The Contractor must have experience completing K-12 public school facility condition assessments.

The Contractor must submit the names of all employees via the GSA 330 form who will be participating in this project. This will also be addressed in I-2. B and C.

Offeror Response

B. Prior Experience.

The Contractor must possess previous project experience and performance as the principal Architect/Engineer on Facility Assessment projects of similar size, type, and complexity.

The Contractor must submit a statement of qualification utilizing GSA Standard Form 330 for the primary firm and all proposed consultants, information for similar relevant projects including the project description, project budget, scope of work, photographs (before and after), Contractor’s name and contact information, plus any other relevant information. Form 330 is available at https://www.gsa.gov/reference/forms.

Offeror Response

C. Personnel.

The Contractor must submit the names of all employees who will be participating in this project, and corresponding resumes outlining their qualifications.

The Contractor must submit at least three (3) examples of previous project experience and performance as the principal architect/engineer on Facility Assessment projects of similar size, type, and complexity. Examples must include prior sequencing experience for a project of this scope.

Each project team member must demonstrate knowledge, experience and competence of primary facility systems and structural components as well as extensive field experience in existing structures equal or greater size and scope in the last 5 years.

The Contracting Architect/Engineer is required to be a licensed Professional Architect/Engineer. The Contractor must submit a copy of the license.

The project team must be available to visit and evaluate the project sites identified in this RFP and to provide Facility Condition Assessments (FCAs).

Offeror Response

D. Subcontractors and Small Diverse Business Participation.

This procurement is subject to the Commonwealth’s SDB and VBE Goal setting program pursuant to Executive Order 2023‑18 and Bureau of Procurement Policy Directive 2023‑1. Contractors must meet the contract-specific participation goals established for this solicitation or request a Good Faith Effort Waiver in accordance with the policies of the Office of Business Inclusion & Supplier Development (BISD, formerly BDISBO).

The offeror shall provide a subcontracting plan that identifies all subcontractors, including Small Diverse Businesses (SDBs) and Veteran Business Enterprises (VBEs), proposed to perform work under this contract. Subcontractors included in the proposal submission are deemed approved upon contract award. The selected Contractor is prohibited from subcontracting or outsourcing any part of this project without the express approval of the Commonwealth.

For each subcontractor included in the Contractor’s subcontracting plan, provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

Contractors must also submit the required SDB and/or VBE Participation Submittal with their proposal. Failure to meet the established participation goals or to obtain an approved Good Faith Effort Waiver will result in the Offeror being deemed non-responsive.

Additional information about the Commonwealth’s SDB and VBE programs is available through the Office of Business Inclusion & Supplier development (BISD) at: https://www.pa.gov/agencies/dgs/programs-and-services/disbo

Offeror Response

I-3. Training.

If appropriate, indicate recommended training of agency personnel. Include agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.

Offeror Response

I-4. Financial Capability.

Describe your company’s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Contractor’s financial capability.

Offeror Response

I-5. Requirements.

The Contractor must have a continuity of operations plan in the event of an emergency that allows staff to continue all aspects of the identified work remotely.

A. Emergency Preparedness.

To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.

1. Describe how you anticipate such a crisis will impact your operations.

2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:

a. Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees);

b. Identified essential business functions and key employees (within your organization) necessary to carry them out.

c. Contingency plans for:

i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and.

ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

3. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and;

4. How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

Offeror Response

I-6. Tasks.

Describe in narrative form your technical plan for accomplishing the work using the task descriptions set forth below as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained.

A. Assessment of Facilities

1. Phase 1 LEAs Data Collection and Assessment: The Contractor shall complete all 128 facility assessments identified in Appendix A (Phase 1) by November 15, 2027. PDE requests the Contractor to remain available for contract administration activities through November 15, 2028. If Phase 2 is not authorized, PDE requires the Contractor to remain available for contract administration activities through November 15, 2028, including responding to questions, providing clarifications on submitted reports, and supporting any administrative follow-up necessary to finalize Phase 1 deliverables.

a. Preliminary Data Collection: The Contractor shall coordinate with PDE to collect and organize preliminary data, including but not limited to self-reported LEA data, to develop an initial understanding of each LEA and its facilities. PDE will provide a list of Phase 1 LEAs in Appendix A.

Because building-level square footage data may not be available at the time of award, any square footage information provided by PDE or LEAs is for planning purposes only. Pricing for facility assessments must follow the cost-per-square-foot structure defined in the Cost Matrix. Final assessment costs will be based on verified square footage collected by the contractor during onsite assessments.

b. Onsite Facility Assessments: The Contractor shall perform on-site comprehensive assessments of all K-12 school facilities for the LEAs for Phase 1 listed in Appendix A. Assessments shall include, but are not limited to, evaluations of major facility systems and components, including mechanical, electrical, plumbing, structural systems, vertical transportation, utilities, and the building envelope (including roofs). A Uniformat II Level 2 scope depth analysis is required.

The Contractor shall evaluate current component deficiencies and life-cycle conditions to determine total remediation and/or replacement costs. The Contractor shall coordinate with PDE and LEA representatives to establish assessment schedules that accommodate operational needs. The review period shall not exceed the agreed-upon number of days unless an extension is mutually agreed upon by all parties.

The Contractor shall develop an assessment plan that accounts for the size, complexity, and operational characteristics for each building. The plan must describe how the contractor will allocate staff, time, and resources based on building square footage and system complexity to ensure consistent, comprehensive, and comparable assessments across all LEAs.

c. Data Accuracy Disclaimer: PDE makes no warranty as to the accuracy or completeness of any preliminary facility information. The Contractor shall verify all building data, including actual square footage, during onsite assessments and through coordination with LEAs. If additional facilities are identified or if discrepancies arise between reported and actual conditions, the contractor shall include these facilities in the assessment.

2. Phase 2 Assessments (If Authorized)

If Phase 2 is authorized, PDE will identify the Phase 2 LEAs and buildings 60 days prior to the performance period. Phase 2 onsite assessments shall occur between November 16, 2027, and November 15, 2028, which is the performance period.

The Contractor shall complete all required Phase 2 reporting, including the SEA-level consolidated report within ninety (90) calendar days following the completion of Phase 2 assessments. All final reports are due by February 15, 2029.

B. Communication and Coordination

1. Pre-Visit Coordination: The Contractor shall conduct pre-visit due diligence in collaboration with PDE and LEA representatives to prepare for each on-site assessment. This includes confirming facility contracts, access requirements, and any operational constraints that may affect scheduling.

2. Scheduling and Logistics: The Contractor shall plan and coordinate all on-site visits with SEA and LEA representatives, ensuring schedules are mutually agreed upon and accommodate operational needs. The Contractor shall provide PDE with a master schedule and update it as changes occur.

3. Issue Resolution: The Contractor shall troubleshoot logistical issues that arise during the on-site assessment window and provide timely resolutions. The Contractor shall notify PDE within twenty-four (24) hours of any issue that may affect schedule, access, or assessment quality.

4. Ongoing Communication: The Contractor shall maintain continuous and transparent communication with PDE staff throughout the project and notify PDE within twenty-four (24) hours of any significant issues or developments.

5. Post-Visit Follow-Up (Non-Training): The Contractor shall provide follow-up clarification to PDE and LEA personnel after each on-site review to support understanding of the assessment process, scheduling, and next steps.

• This follow-up does not include training or interpretive support related to assessment findings. Training or interpretive support, if required, is covered under deliverable 4 – Technical Assistance.

C. Reporting of Data

1. Database Requirements: The Contractor shall maintain a comprehensive database containing all data collected from Facility Condition Assessments. Utilization of Uniformat or other widely recognized industry-standard frameworks is preferred. All data entered into the database shall reflect verified building information, including verified square footage collected during onsite assessments.

2. Standardized Reporting Template: The Contractor shall develop and submit, for PDE approval, a standardized template to be used for each school facility assessment. This template shall provide a thorough and complete overview of each facility and shall include at a minimum:

• Verified square footage for each building

• Deferred maintenance costs

• Estimated replacement costs

• Prioritized recommendations for repair or replacement

• Any additional information customarily included in facility condition assessments.

3. LEA-Level Reports: Within sixty (60) days of completing the LEA assessment, the Contractor shall deliver comprehensive facility condition reports for each assessed LEA in electronic formats. Such reports shall include, at a minimum:

• Verified square footage for each building

• Deferred maintenance costs

• Estimated replacement costs

• Prioritized recommendations for repair or replacement

• Any additional information customarily included in facility condition assessments.

The Contractor must submit a representative sample of a completed LEA-level report for PDE review and approval.

4. SEA-Level Consolidated Report: This report shall combine all LEA-level findings and associated data into a statewide analysis suitable for review by PDE and the Legislature. The consolidated report shall include, at a minimum:

• Verified square footage for all assessed buildings

• Aggregated deferred maintenance costs

• Aggregated estimated replacement costs

• Statewide and LEA-level prioritized recommendations

• A summary of key trends, conditions, and system-level observations

• Any additional information customarily included in statewide facility condition analyses

The Contractor shall also submit a representative sample of a completed SEA-level consolidated report for PDE review and approval.

Timeline Requirement: The SEA-level consolidated report shall be submitted within ninety (90) calendar days following the completion of all authorized assessments, provided that all work, including reporting and invoicing, must be completed on or before the Contract/Purchase Order end date. The Contractor is responsible for scheduling assessment activities in a manner that allows sufficient time to meet this reporting requirement.

D. (OPTIONAL) Technical Assistance Support

1. The Contractor shall deliver training and technical support to personnel designated by the PDE, including, but not limited to, PDE staff, LEA representatives, and legislators. Such training and support shall be delivered following the completion of the assessment data collection. The Contractor shall provide a comprehensive explanation of the collected data and the contents of the corresponding report.

2. Technical assistance support is an optional deliverable under this contract. Vendors shall provide a fixed price for this service; however, PDE may elect to activate or decline this deliverable at its sole discretion. If PDE does not activate this deliverable, no technical assistance services will be required from the Contractor, and no alternative provider will be assigned. Pricing for this optional deliverable shall not affect the evaluation of required deliverables.

E. Travel and Logistics

1. Travel Requirements: The Contractor is responsible for all travel and logistical arrangements necessary to complete the work described in this RFP. All travel must comply with Pennsylvania state travel requirements as outlined in Management Directive 230.10. Travel costs shall not be included in the cost of any deliverable.

2. Efficient Travel Planning (Phase 1 only): For Phase 1, the Contractor shall plan travel efficiently by grouping assessments geographically where possible and minimizing disruption to LEA operations. Travel planning for Phase 1 shall be based solely on the LEAs identified in Appendix A.

Phase 2 travel planning is not required at this time; Phase 2 LEAs will be identified only if Phase 2 is authorized.

3. Travel Planning Approach: The Contractor shall describe its approach to travel planning, staffing, routing, and scheduling to ensure timely and cost-effective completion of all on-site work for Phase 1. The approach must demonstrate the Contractor’s ability to adjust routing and staffing if Phase 2 is activated, but no Phase 2 travel planning is required in the proposal.

4. Travel Reimbursement and Not-to-Exceed Amounts: Travel costs will be reimbursed separately in accordance with Management Directive 230.10. The Contractor shall submit reimbursement requests with supplier invoices and receipts.

• The Contractor shall propose a not-to-exceed (NTE) travel amount for Phase 1 only.

• A separate NTE travel amount for Phase 2 will be determined only if Phase 2 is authorized and after Phase 2 LEAs are identified.

• Travel Reimbursement shall not exceed the approved not-to-exceed amount for each project year.

F. Estimated Quantities

The quantities referenced in this RFP, including but not limited to the number of facility assessments, reports, and optional services, are estimates only and are not guaranteed. The Commonwealth reserves the right to increase or decrease quantities as needed based on program requirements, available funding, and LEA participation. No minimum quantity is guaranteed under this contract.

Offeror Response

I-7. Reports and Project Control.

A. Status Report.

Within sixty (60) days of completing the LEA assessment, the Contractor shall deliver comprehensive facility condition reports for each assessed LEA in electronic formats. Such reports shall, at a minimum, include deferred maintenance costs, estimated replacement costs, prioritized recommendations for replacements, and any additional information customarily included in facility condition assessments.

Offeror Response

B. Problem Identification Report.

An “as-required” report documenting unforeseen field conditions that require additional time or investigative work shall be submitted to PDE promptly, preferably via email.

Non-critical issues that may improve program functionality should be reported to PDE as appropriate. Each report must describe the issue, its impact on the overall project and affected tasks, and, where applicable, present potential courses of action with their respective advantages and disadvantages.

Offeror Response

C. Final Report.

The Contractor shall submit the final SEA-level report within ninety (90) calendar days following completion of assessments for all school facilities identified by PDE, provided that all work, including reporting and invoicing, must be completed on or before the Contract/Purchase Order end date.

The final report shall consolidate all LEA-level reports and associated data for review by PDE and the Legislature, present a detailed analysis of findings at both the LEA and statewide levels, and include all supporting documentation used to derive the assessment results.

Offeror Response

I-8. Objections and Additions to Standard Contract Terms and Conditions.

The Contractor will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Contractor would like to add to the standard contract terms and conditions. The Contractor’s failure to make a submission under this paragraph will result in its waiving it’s right to do so later, but the Issuing Office may consider late. objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Contractor shall not request changes to the other provisions of the RFP, nor shall the Contractor request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Contractor’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Contractor must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section or to other provisions of the RFP.

Offeror Response

Appendices

Appendix A – Local Education Agency (LEA) List

This Appendix provides the list of LEAs included in the scope of this procurement.

Appendix B – SDB & VBE Participation Summary Sheet

Lists the contract-specific SDB and VBE participation goals for this solicitation and identifies all required SDB/VBE forms included in Appendices B and C.

Appendix C – Small Diverse Business (SDB) Participation Submittal Packet

Includes the required SDB forms.

• SDB-1: Instructions

• SDB-2: SDB Participation Submittal

• SDB-3: SDB Utilization Schedule

• SDB-3.1: SDB Letter of Commitment

• SDB-4: Good Faith Efforts Guidance

• SDB-5: Good Faith Efforts Documentation

Appendix D – Veteran Business Enterprise (VBE) Participation Submittal Packet

Includes the required VBE forms:

• VBE-1: Instructions

• VBE-2: VBE Participation Submittal

• VBE-3: VBE Utilization Schedule

• VBE-3.1: VBE Letter of Commitment

• VBE-4: Good Faith Efforts Guidance

• VBE-5: Good Faith Efforts Documentation