RFQ FACILITY CONDITION ASSESSMENT AND DEFERRED MAINTENANCE PLANNING

Public Schools (PCS) is issuing a Request for Qualifications (RFQ) for: (1) a
Comprehensive Facility Condition Assessment (FCA), (2) Deferred Maintenance
Planning from qualified consultant teams and (3) Tagging and Identify all Assets.
1.2 The desired outcome will be to document the present condition of educational and
administrative facilities; to provide an annual, 5, and 10-year facilities
maintenance schedule and plan necessary to repair, restore, and maintain PCS
facilities in support of academic instruction.
1.3 Issuing Office
This RFQ is issued by the Pender County Schools Operations Department, which
is responsible for the requirements specified in this RFQ and for evaluation of all
proposals.
1.4 Background Information
Pender County Schools is seeking a full assessment of (6) campuses. (see
Exhibit A).
SECTION 2: Schedule of Critical Dates
2.1 The following is a proposed schedule of critical dates as expected by PCS. This
schedule is subject to change at the sole option of PCS:
Task Date
Issuance of RFQ : October 14, 2026
Questions Due from Firms by : October 19, 2026
PCS's Q&A Released via email: October 22, 2026
RFQ Due : October 26, 2025 by 12:00 PM
Firm Selection (tentative): October 30, 2026
Contract Signed : Following Board of Education Approval
PCS will make every effort to adhere to the schedule for Firm selection
and contract execution. It is subject to adjustments at PCS's sole
discretion. Adjustments may be made if further clarification of responses or
terms of the contract resulting from this RFQ ("Contract" or "Agreement") is
deemed by PCS to be in the best interest of PCS or in the event PCS requires
more time to assure the selection of the Firm is in accordance with its policies,
rules, and regulations, actual timing needs or other reasons as determined by PCS.
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SECTION 3: General Information
3.1 Project Overview
3. 1.1 Comprehensive Facility Condition Assessment
a.Complete a comprehensive assessment of educational and administrative facilities
owned and operated by PCS, including, but not limited to, those listed on Exhibit A.
b.Calculate Facility Condition Index (FCI) scores for buildings including FCI score
for individual systems.
3. 1.2 Deferred Maintenance Planning
a.Prioritize building systems based on need, observed deficiencies, remaining useful
life, and classify each system based on a recommended timeframe for system
replacements.
b.Determine PCS' s overall outstanding capital needs and a recommended annual
investment plan to address deferred maintenance.
c.Develop a multi-year capital improvement plan.
d.Provide data on critical building systems, life expectancy, and capital investments
on PDF and tabled formats on MS Excel spreadsheets.
3 .1.3 Assets Inventory
a. All Assets labeled with QR code and entered into District's Inventory system
(TBD)
b. Information for each asset should be documented (Tag, Type, Building, Location,
Expected Life, Expected Replacement, Installed Date, Born Date, Manufacture,
Model Number, Serial Number, Voltage, HP, Year Installed, Expected Replacement
Cost, other information as needed.) in the inventory system.
3.2 General Statement of Responsibility: The Firm is responsible for all supervision,
labor, materials, supplies, and equipment to execute all services discussed in this
RFQ. Work shall be performed in a professional and timely manner.
3. 3 Time Frame
3.3.1 The start date shall be no more than 30 days after contract award.
3.3.2 Hours of operation: Monday through Friday 8:00am -4:30pm. This project may
not be conducted outside these hours of operation unless the parties agree otherwise in
writing.
3.4 Continuous and Diligent Effort: The Firm shall state in writing that the staff and
equipment designated for the project shall not be assigned to any other client or
project until the project is completed.
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3.5 Involvement of PCS's Staff: The primary lead contact person for this project will
be william_ n elson@pender.kl2.nc.us
3.6 Firm Staff:
3.6.1 The Firm shall name the Firm's Project Manager to have overall
responsibility for the project and communication with PCS through
the Facilities Coordinator. The Firm's Project Manager shall be
onsite for the entire duration of the project and shall direct all work
by the Firm. If the Firm's Project Manager needs to leave the site for
any period of time, another competent Manager or Supervisor shall
be appointed (with PCS notified in advance).
3.6.2 The Firm shall designate the staff that will be involved in the
project, including the number of personnel expected for the duration
of the project. The Firm shall disclose whether regular staff will be
used for the project, or if individuals will be hired locally. The Firm
shall describe in detail their screening and training procedures so
that PCS may determine the skill level of the individuals being
hired and/or being used for the project.
3.6.3 The Firm staff must wear identification or some other means that
immediately identifies the individual as working for the Firm.
3.6.4 No smoking, alcoholic beverages, or loud radios are allowed at the
project site.
3.6.5 While at any PCS location, Firm's personnel, agents, and
subconsultants shall comply with all reasonable requests, standard
rules, and regulations of PCS regarding personal and professional
conduct, including without limitation any security or privacy
requirements, and shall otherwise conduct themselves in a
businesslike manner.
3.6.6 PCS reserves the right to require the immediate removal or dismissal
of any of the Firm's staff if, in PCS's sole judgment and discretion,
their presence is not in the best interest of PCS or the project.
3.6.7 By executing a Contract pursuant to this RFQ, Firm affirms that it has
conducted or will conduct a criminal background check on each employee or
Firm that it intends to deploy to perform services under this Agreement and that
such individuals have no history that would warrant exclusion from personnel
assigned to perform services under this Agreement. Firm agrees to provide PCS
copies of background reports for any individuals whose reports reflect any
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crimes other than minor traffic offenses prior to deployment of
those individuals, and to conduct new background checks and
provide reports to PCS upon request, all at Firm's sole expense. In
the alternative, Firm may provide PCS signed consents from all
Firm employees that allow PCS to obtain background reports. If the
alternative is chosen, PCS will issue invoices to the Firm for all
costs incurred by PCS to obtain the reports. Firm will reimburse
PCS within thirty (30) days after receipt of each invoice. If Firm
learns at any time during the term of this Agreement that any of its
employees or Firms performing services contemplated by the
Parties has been charged with or convicted of a crime other than a
minor traffic offense, Firm shall report the same to PCS within two
(2) calendar days.
3.6.8 Firm agrees to remove any Firm employee or Firm from service
under this Agreement upon request of PCS that includes a
statement that PCS has a reasonable basis to believe the individual
has failed to meet the standards of one or more of PCS's policies or
violated any State or federal laws (exclusive of minor traffic
violations). Firm agrees, upon PCS's request, to remove from
service under this Agreement any employee or Firm if PCS states
in such request that the employee's background report or observed
or reported conduct on or near PCS's campus gives PCS a
reasonable basis to believe that such employee poses a risk of harm
to any person or damage to or loss of property.
3.7 Coordination of Work with Others: The Firm shall cooperate in coordinating
with PCS staff and other Firms to ensure that all are able to perform their
assigned tasks.
3.8 Access at PCS: PCS shall provide guidance and access to all areas needed to
complete the study as required during normal business hours.
3.9 Pre-Performance Conference: The successful Firm shall review with PCS
the detailed plans for the project far enough in advance of the planned start
date so that any potential problems may be corrected early.
3 .10 Site Cleanliness: The Firm will be responsible for the prompt removal of
trash generated by the project at the end of each workday. The Firm is
responsible for final site cleanup at the end of the project. If the Firm does
not maintain cleanliness to PCS' s satisfaction, PCS will arrange to have
the site cleaned and will deduct the charges from the amount owed to the
Firm.
SECTION 4: Scope of Services
4.1 Facilities Condition Assessment: This contract will require inspections of all
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facilities as specified herein by qualified consultant teams. It will produce
an accurate analysis and report that identifies visible and discernable (by
ways of non-destructive means) components and elements requiring
maintenance or other planned action.
The facility conditions survey must focus on the following property
elements:
* Exterior Systems -doors, roofs, window systems
* Interior Construction -doors, flooring, walls, visible structural
components
* Interior finishes -ceiling, flooring, wall finishes
* Emergency Power
* Fencing
* Fire/Life/Health Safety Systems
* Accessibility -ADA
* Heating, Ventilation and Air Conditioning
* Plumbing
* Electrical and Service Distribution
* Fire Suppression
* Special Construction -athletic fields, courts, gyms, labs, and other site
surface structures
* Site Utilities
* Vertical Transportation (Elevators, lifts, etc.)
* Stormwater management and stormwater devices (BMPs)
4.2 Corrections - For significant deficiencies, the Firm shall recommend a
corrective action with project cost estimate. A significant deficiency is one
that violates code, is a life safety threat, or affects building functionality and
reliability.
Where appropriate, multiple correction methodologies indicating the range
of possible corrective measures and associated costs will be developed by
the Firm.
4.3 Categorization/Classification/Prioritization of Audit Data
4.3.1 Deficiency Priorities
Each deficiency identified in the field audit shall be prioritized in the following manner:
Priority 1 Currently Critical
Conditions in this category require immediate action to:
a.Correct a cited safety hazard
b. Return a facility to operation
c. Stop accelerated deterioration
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Priority 2 Potentially Critical
Conditions in this category, if not corrected expeditiously,
will become critical within 1-3 years. Situations within this
category include:
a.Intermittent operations
b. Potential life safety hazards
c.Rapid deterioration
Priority 3 Necessary -Not yet critical
Conditions in this category require attention in 3-5 years to
preclude predictable deterioration or potential downtime and
the associated damage or higher costs if deferred further.
Priority 4 Recommended
Conditions in this category include items that represent a
sensible improvement to existing conditions. These are not required for the most
basic function of the facility; however, Priority 4 projects will improve overall
usability and/or reduce long-term maintenance costs and should be addressed
within 5-10 years.
Priority 5 Does Not Meet Current Codes/Standards, plant adaptation -"Exempted"
Conditions in this category include items that do not conform to existing codes but
are "exempted" in their current condition. No action is required at this time, but
should substantial work be undertaken in contiguous areas, certain existing
conditions may require correction.
Applicable Energy Conservation.
To all levels Deficiencies that, if corrected, would result in significant energy
savings or operational cost savings should be identified. Recommended
corrective actions should also consider energy and operational cost savings in
all priority categories.
4.3.2 Deficiency Categories
Each correction project shall be assigned one of the following categories:
a. Life-Safety Code Compliance
b.Building Code Compliance
c.Accessibility Code Compliance (ADA & Local Standards)
d. Building Integrity
e.Functionality
f. Educational Adequacy
g. Appearance
h. Energy
i. Environmental:
j. ACBM (asbestos containing building materials)
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k.PCBs (Polychlorinated Biphenyls)
I. Lead-based paints
m.CFCs (Chlorofluorocarbons) and HCFCs hydrochlorofluorocarbons
n. IAQ (indoor air quality)
o. Water Quality
The above categories represent sample definitions and may be revised to meet
requirements of PCS through the initial stages of the assessment process.
4.3.3 Classification
Each deficiency shall be classified by the major property components
identified for survey in the field. For example, Site, Exterior Systems, Interior
Systems, Interior Finishes, Fire/Life/Health Systems, Accessibility, Heating,
Ventilation and Air Conditioning, Plumbing, Special Electrical Systems,
Electrical and Service Distribution, Fire Suppression, Special Construction, or
Vertical Transportation.
4.4 Targeting and Benchmarking
The consultant shall provide targeting and benchmarking of facilities and
building condition and performance. Benchmarking of the facilities condition
index should follow standard industry practices.
4.5 Facility Reinvestment Calculations
Identifying the rate of reinvestment required to maintain components of
facilities as they degrade and become unusable is critical to long-range
planning and funding. The consultant shall analyze and model the rates of
degradation of each facility, and report on the required reinvestment rate on
an annual basis to replace components as such components become
dysfunctional. Elements of the analysis will include:
a. Identification of the approximate replacement cost of each building and
building component.
b. Rates of standard degradation of each component and the cost to replace/
refurbish that component.
c. Current condition of each building component.
d. The ability to analyze multi-year outlooks and various combinations of
building type reinvestment rates.
The consultant shall generate a 10-year capital investment plan based on the
deferred maintenance backlog, capital replacement and plant adaptation. The
consultant shall provide analyses and project estimates.
4.6 Deliverables
The consultant shall provide the following deliverables:
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1. Copies of Draft Report (for review/comment by PCS) to
include:
2. Executive Summary mail
3. Methodology description
4. Summary Reports, with different sorts and queries on data
5. Detailed Building and Deficiency Data
6. Appendices of JCPS data used
7. Copies of Final Report (contents similar to Draft Report)
8. Database of deficiencies. Deficiencies should be able to be sorted by building
or asset category (HVAC, Plumbing, Electrical, etc.)
9. Software Media with installation/setup instructions as needed by staff.
10. User Manuals or Help Documentation
11. Proposed project Schedule
12. All Assets labeled with QR code and entered into District's Inventory
system (FMX)
13. Schedule of Values for Partial Progress Payments
14. Meeting Minutes
Firm and PCS shall agree before reporting on organization and categorization of deficiencies.
SECTION 5: Firm Qualifications
5.1 The Firm is required to be qualified to provide architectural and/or
engineering services in North Carolina consistent with the scope of the
project outlined above.
5.2 References: The Firm is required to submit a list of Facility Condition
Assessment and Deferred Maintenance Planning projects of similar scope
and complexity completed within the past five years. The Firm must submit
the name, telephone number, and email of at least three (3) qualified
contacts to comment on the performance of the Firm.
5.3 The Firm shall provide (1) sample of prior deliverables completed for a
project of similar scope and complexity completed within the past five years.
SECTION 6: Instructions for Submission
6.1 Proposal: Pender County Schools (PCS) asks that the Firm include the
following in its response to this request for qualifications:
6.1.1 The Firm shall detail its approach to the project according to the
Scope of Services outlined in this RFQ.
6.1.2 The Firm shall detail its approach to completing deliverables and
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if they are able to provide all of the deliverables requested noted
under section 4.6
6.1.3 The Firm is required to submit a list of Facility Condition
Assessment and Deferred Maintenance Planning projects of
similar scope and complexity completed within the past five
years. The Firm must submit the name, telephone number, and
email of at least three (3) qualified contacts to comment on the
performance of the Firm.
6.1.4 The Firm shall provide (1) sample of prior deliverables completed
for a project of similar scope and complexity completed within
the past five years.
6.1.5 The Firm shall respond to every requirement contained within this
RFQ.
6.1.6 The Firm shall finish this request for qualifications completely
without reference to other documents.
6.1.7 The Firm shall have the proposal signed by an authorized corporate
officer.
6.1.8 The Firm shall provide a list of applicable hourly rates. Please
submit a comprehensive price for these services.
6.1.9 The proposal shall be submitted electronically via email to William Nelson,
william nelson@pender.kl2.nc.us subject line must reference RFQ
6.1.10 The proposal shall be submitted by 12:00 PM on October 26, 2026.
6.2 Costs of Developing Document: The Firm is responsible for all costs
associated with developing the proposal, including costs associated with
arranging a tour of the facilities.
6.3 Billing: The Firm shall detail in its response its proposed billing schedule.
6.4 Responses to the Agreement Conditions: The Firm shall include a positive
statement affirming that the terms of the agreement detailed in the RFQ are
understood and that any subsequent agreement will incorporate the RFQ
by reference.
6.5 Inquiries about the RFQ: Firms may request clarifications of the RFQ
from William Nelson. For clarification purposes, the Firm shall specify the exact
paragraph numbers and sections in their inquiry. From the issue