Architectural Services for Redesign of Jefferson County Diversion Center

Agency:	Jefferson County
State:	Texas
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction
Posted:	Oct 9, 2023
Due:	Oct 25, 2023
Solicitation No:	RFQ 23-061/MR
Publication URL:	To access bid details, please log in.

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JEFFERSON COUNTY PURCHASING DEPARTMENT

Deborah L. Clark, Purchasing Agent

1149 Pearl Street

1st Floor, Beaumont, TX 77701

OFFICE MAIN: (409) 835-8593

FAX: (409) 835-8456

September 19, 2023

Request for Statements of Qualifications

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

Jefferson County is seeking submittals from qualified firms to provide professional Architectural Services in accordance with Request for

Statements of Qualifications (RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center, Pursuant to Chapter 262,

Texas Local Government Code, the County Purchasing Act and 2 CFR Sections 200.318-326.

All interested firms should obtain a “Request for Qualifications” specifications packet from the Jefferson County Purchasing webpage at:

https://www.co.jefferson.tx.us/Purchasing/

All submittals shall be evaluated by an Evaluation Committee. This committee will evaluate submissions to this request and select the firm that

is most qualified, responsive, and experienced.

Responses are to be sealed and addressed to the Purchasing Agent with the request for qualifications number and name marked on the outside

of the envelope or box. All responses shall be submitted with an original and (5) five copies, to the Jefferson County Purchasing Department,

1149 Pearl Street, 1st Floor, Beaumont, Texas 77701, no later than 11:00 am CT, October 25, 2023. Jefferson County does not accept

responses submitted electronically. Responses will be publicly opened and the names of responding firms will be read aloud in the Jefferson

County Engineering Department Conference Room (5th Floor, Historic Courthouse) 1149 Pearl Street, Beaumont, Texas 77701 at the time and

date below. Statements of Qualifications received after that time will be considered late and will be returned unopened. Inquiries shall be

directed to Mistey Reeves, Assistant Purchasing Agent at 409-835-8593 or mistey.reeves@jeffcotx.us. If no response in 72 hours, contact

Deborah Clark, Purchasing Agent at 409-835-8593 or deb.clark@jeffcotx.us.

There will be a Mandatory Pre-Proposal Conference Thursday, September 28, 2023 at 2:00 pm CT at the Diversion Center Site Location at 3890

FM 3514, Beaumont, Texas 77705.

REQUEST NAME:

Architectural Services for Redesign of Jefferson County Diversion Center, Pursuant to Chapter 262, Texas Local

Government Code, the County Purchasing Act and 2 CFR Sections 200.318-326.

REQUEST NUMBER:

RFQ 23-061/MR

DUE DATE/TIME:

11:00 am CT, Wednesday, October 25, 2023

MAIL OR DELIVER TO:

Jefferson County Purchasing Department

1149 Pearl Street, 1st Floor

Beaumont, TX 77701

Jefferson County encourages Disadvantaged Business Enterprises (DBEs), Minority/Women Business Enterprises (M/WBEs), and Historically

Underutilized Businesses (HUBs) to participate in the bidding process. Jefferson County does not discriminate on the basis of race, color, national

origin, sex, religion, age or disability in employment, or the provisions of services. Individuals requiring special accommodations are requested to

contact our office at least seven (7) days prior to the bid due date (at 409-835-8593) to make appropriate arrangements.

All interested firms are invited to submit a proposal in accordance with the terms and conditions stated in this request.

Respondents are strongly encouraged to carefully read the entire invitation, as failure to return and/or complete all required documentation will

result in a response being declared as non-responsive.

Sincerely,

Deborah L. Clark, Purchasing Agent

Jefferson County, Texas

PUBLISH:

Beaumont Enterprise & Port Arthur News:

September 20, 2023 & September 27, 2023

The Examiner:

September 21, 2023

TABLE OF CONTENTS

TABLE OF CONTENTS ........................................................................................................................................................................... 1

SECTION 1: INTRODUCTION................................................................................................................................................................. 2

1.1 PURPOSE ....................................................................................................................................................................................... 2

1.2 PROCEDURE .................................................................................................................................................................................. 2

1.3 EVALUATION COMMITTEE ............................................................................................................................................................ 2

1.4 EVALUATION PROCESS .................................................................................................................................................................. 2

1.5 FIRM’s SERVICES............................................................................................................................................................................ 3

1.6 LAWS AND REGULATIONS ............................................................................................................................................................. 3

1.7 INSURANCE REQUIREMENTS......................................................................................................................................................... 3

1.8 WORKER’S COMPENSATION INSURANCE ..................................................................................................................................... 3

1.9 TERMS AND CONDITIONS ............................................................................................................................................................. 5

INSERTION PAGE: CERTIFICATE OF INSURANCE (COI) ........................................................................................................................ 6

SECTION 2: RFQ SUBMISSION REQUIREMENTS AND SPECIAL REQUIREMENTS................................................................................ 7

BYRD ANTI-LOBBYING CERTIFICATION FORM ............................................................................................................................................ 16

DEBARMENT/SUSPENSION CERTIFICATION ............................................................................................................................................... 17

CIVIL RIGHTS COMPLIANCE PROVISIONS ................................................................................................................................................... 18

SECTION 3: RFQ SUBMISSION REQUIREMENTS AND SPECIAL REQUIREMENTS.............................................................................. 20

3.1 SUBMISSION OF QUALIFICATIONS .............................................................................................................................................. 20

3.2 DEADLINE FOR RESONSE SUBMISSIONS/DELIVERY..................................................................................................................... 20

3.3 COURTHOUSE SECURITY ............................................................................................................................................................. 20

3.4 COUNTY HOLIDAYS (2022) .......................................................................................................................................................... 21

3.5 SUBMISSIONS DURING TIME OF INCLEMENT WEATHER, DISASTER, OR EMERGENCY................................................................ 21

3.6 PRE-PROPOSAL CONFERENCE .................................................................................................................................................... 21

3.7 QUESTIONS/DEADLINE FOR QUESTIONS .................................................................................................................................... 21

3.8 VENDOR REGISTRATION: SAM (SYSTEM FOR AWARD MANAGEMENT) ..................................................................................... 21

3.9 FORM 1295 SUBMISSION REQUIREMENT (TEXAS ETHICS COMMISSION) .................................................................................. 22

SAMPLE FORM 1295 .......................................................................................................................................................................... 23

INSERTION PAGE: COMPLETED FORM 1295 ..................................................................................................................................... 24

INSERTION PAGE: COMPLETED SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION PROOF .......................................... 25

3.10 MINIMUM REQUIMENTS: FIRM INFORMATION ...................................................................................................................... 26

3.11 ADDITIONAL INFORMATION FOR RESPONSE INCLUSION ......................................................................................................... 26

3.12 CONFIDENTIAL/PROPRIETARY INFORMATION .......................................................................................................................... 26

3.13 EVALUATION SCORING CRITERIA .............................................................................................................................................. 27

RESPONDENT INFORMATION FORM ................................................................................................................................................. 28

VENDOR REFERENCE FORM ............................................................................................................................................................... 29

SIGNATURE PAGE ............................................................................................................................................................................... 30

CERTIFICATION REGARDING LOBBYING ............................................................................................................................................. 31

DISCLOSURE OF LOBBYING ACTIVITIES .............................................................................................................................................. 32

CONFLICT OF INTEREST QUESTIONNAIRE .......................................................................................................................................... 34

LOCAL GOVERNMENT OFFICER – CONFLICT OF INTEREST DISCLOSURE STATEMENT (OFFICE USE ONLY) ....................................... 36

RESIDENCE CERTIFICATION/TAX FORM ............................................................................................................................................. 37

HOUSE BILL 89 VERIFICATION ............................................................................................................................................................ 38

SENATE BILL 252 CERTIFICATION ....................................................................................................................................................... 39

NON-DISCLOSURE AGREEMENT......................................................................................................................................................... 40

INSERTION PAGE: ADDENDA............................................................................................................................................................. 41

RESPONDENT’S CERTIFICATION ......................................................................................................................................................... 42

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

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SECTION 1: INTRODUCTION: REQUEST FOR STATEMENTS OF QUALIFICATION

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

1.1 PURPOSE AND SCOPE OF WORK

Jefferson County is requesting statements of qualifications and experience from all interested qualified architects desiring

to provide professional Architectural Services for redesign of Jefferson County Diversion Center.

PROJECT DESCRIPTION

Jefferson County is seeking qualified architecture firm(s) to assist the County in developing architectural designs for the

redesign of the Jefferson County Diversion Center. The facility was previously a juvenile detention facility. The County is

requesting the redesign of one existing building with (4) four individual pods in the building. The building will be redesigned

to a diversion facility. The selected architecture firm(s) will work with the County to determine a basis of design, draft design

plans, assist in the bidding phase and perform administration of the construction phase.

1.2 PROCEDURE.

Firms are encouraged to submit statements of qualifications and experience. The Purchasing Agent will appoint a Selection

Review Committee to evaluate qualified responses. Responses will be ranked on the basis of demonstrated experience,

competence, and qualifications. Fees, price, work hours, or any other cost information will not be considered in the

development of the short list.

Jefferson County will then enter into negotiations with the highest qualified firm. The negotiations will first establish the

scope, terms and conditions, and time limits for the proposed contract. Once agreement is reached between Jefferson

County and the selected firm, the County will request a fee proposal from the firm. If agreement is reached, the County will

retain the firm and enter into a written contract with it. If an agreement cannot be negotiated with the selected firm, the

County will then enter into negotiations with the next most qualified firm. This procedure will continue until agreement is

reached and a contract is produced. If the County cannot negotiate an agreement, the procedure will be terminated.

1.3 SELECTION REVIEW COMMITTEE.

Because of the diversity of the departments and activities of the County, the Purchasing Agent will appoint the Selection

Review Committee for this Request for Qualifications. The Purchasing Agent may appoint a Chairperson and no less than

two (2) other members for the committee. Typically, the committee will consist of at least one professional in the task

required, a person knowledgeable about procurement practices, and either a representative of the department requesting

the project, or the department executing the project. However, this structure is not binding and subject to change at the

discretion of the Purchasing Agent. Other members may be appointed to the Evaluation Committee as necessary and

appropriate, but the total number of persons committee shall not exceed five (5) persons. Committee appointments shall

be in writing and shall briefly describe the scope of the project and, if necessary, the primary disciplines required to

accomplish the project in order to assist the committee in developing a list of firms that might best accomplish the work

required. Committee membership and project requirements will vary from project to project. Therefore, a firm rated

number one for one project could be considered not qualified or ranked lower on another project.

1.4 EVALUATION PROCESS.

While Jefferson County appreciates a brief, straight-forward, and concise reply; Respondent must fully understand that the

evaluation is based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous, and

equivocal statements may be construed against the respondent. The RFQ response may be incorporated into any contract

which results from this RFQ, and vendor(s) are cautioned not to make claims or statements it is not prepared to commit to

contractually. Failure of the vendor to meet such claims will result in a requirement that the vendor provide resources

necessary to meet submitted claims.

The Jefferson County Purchasing Department may initiate discussions with selected vendors; however, discussions

may not be initiated by vendors.

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

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The Jefferson County Purchasing Department expects to conduct discussions with vendor’s representatives authorized to

contractually obligate the vendor with an offer. Vendors shall not contact any Jefferson County personnel during the RFQ

process without the express permission from the Jefferson County Purchasing Agent. The Purchasing Agent will disqualify

any vendor who has made site visits, contacted Jefferson County personnel, or distributed any literature without

authorization from the Jefferson County Purchasing Department.

All correspondence relating to this RFQ, from advertisement to award shall be sent to the Jefferson County Purchasing

Department. All presentations and/or meetings between Jefferson County and the vendor relating to this RFQ shall be

coordinated by the Jefferson County Purchasing Department.

Selected vendors may be expected to make a presentation/product demonstration to an Evaluation Committee. Proposals,

vendor presentations, and product/service evaluations may develop into negotiating sessions with the vendor(s) as selected

by the Evaluation Committee. Jefferson County expects to conduct negotiations with vendor representatives authorized to

contractually obligate the vendor with an offer. If vendor is unable to agree to contract terms and conditions, Jefferson

County reserves the right to terminate contract negotiations with that vendor and initiate negotiations with another vendor.

In addition to a presentation, visits by the Evaluation Committee to representative vendor client sites may be conducted

where the proposed solution can be demonstrated in a production environment.

1.5 ARCHITECTURE FIRM’s SERVICES.

A. A description of services that may be utilized under this RFQ includes:

1. Evaluate the County’s architectural needs for a facility redesign.

2. Create a schematic design of the redesigned facility.

3. Provide bid phase services.

4. Provide construction administration services.

1.6 LAWS AND REGULATIONS.

A. The Architectural Firm(s) must comply with all laws, ordinances, and rules and regulations which govern the work

specified in this contract.

1.7 INSURANCE.

The contractor (including any and all subcontractors as defined in Section 8.1.3 below) shall, at all times during the term of this

contract, maintain insurance coverages with not less than the type and requirements shown below. Such insurance is to be

provided at the sole cost of the contractor. These requirements do not establish limits of the contractor’s liability.

All policies of insurance shall waive all rights of subrogation against the County, its officers, employees and agents; a copy of

the policy wording or endorsement is required.

Contractor shall furnish Jefferson County with Certificate of Insurance naming Jefferson County as additional insured and will

provide the actual policy wording or endorsement showing as such.

All insurance must be written by an insurer licensed to conduct business in the State of Texas.

Minimum Insurance Requirements:

Public Liability, including Products & Completed Operations $1,000,000

Excess Liability

$1,000,000

Property Insurance (policy below that is applicable to this project):

Improvements & Betterments Policy: Improvements/Remodeling (for Lease Tenants)

Builder’s Risk Policy: Structural Coverage for Construction Projects

Installation Floater Policy: Improvements/Alterations to Existing Structure

Workers’ Compensation

Statutory Coverage (See Section 1.8 Below)

1.8 WORKER’S COMPENSATION INSURANCE.

1.8.1 Definitions:

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

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1.8.1.1 Certificate of coverage (“Certificate”) – A copy of a certificate of insurance, a certificate of authority to

self-insure issued by the commission, or a coverage agreement, DWC-81, DWC-82, DWC-83, or DWC-84 showing

statutory workers’ compensation insurance coverage for the person’s or entity’s employees providing services on a

project, for the duration of the project.

1.8.1.2 Duration of the project – Includes the time from the beginning of the work on the project until the

contractor’s/person’s work on the project has been completed and accepted by the governmental entity.

1.8.1.3 Persons providing services on the project (“subcontractor”) in article 406.096 – Includes all persons or

entities performing all or part of the services under the contractor has undertaken to perform on the project,

regardless of whether that person contracted directly with the contractor and regardless of whether that person has

employees. This includes, without limitation, independent contractors, subcontractor, leasing companies, motor

carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to

provide services on the project. “Services” includes, without limitation, providing, hauling or delivering equipment or

materials, or providing labor, transportation, or other service related to a project. “Services” does not include

activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable

toilets.

1.8.2 The Contractor shall provide coverage, based on proper reporting of classification code and payroll amounts and filing any

coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees

of the contractor providing services on the project, for the duration of the project.

1.8.3 The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract –

refer to Section 1.7 above.

1.8.4 If the coverage period shown on the Contractor’s current certificate of coverage ends during the duration of the project,

the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental

entity showing that coverage has been extended.

1.8.5 The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity:

1.8.5.1

A certificate of coverage, prior to that person beginning work on the project, so the governmental entity

will have on file certificates of coverage showing coverage for all persons providing services on the project;

and

1.8.5.2 No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension

of coverage, if the coverage period shown on the current certificate ends during the duration of the project.

1.8.6 The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year

thereafter.

1.8.7 The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within ten (10) days

after the contractor knew or should have known, of any change that materially affects the provision of coverage of any

person providing services on the project.

1.8.8 The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas

Department of Workers’ Compensation, informing all persons providing services on the project that they are

required to be covered, and stating how a person may verify coverage and report lack of coverage.

1.8.9 The Contractor shall contractually require each person with whom it contracts to provide services on a project

to:

1.8.9.1 Provide coverage, based on reporting of classification codes and payroll amounts and

filing of any coverage agreements, which meets the statutory requirements of Texas Labor

Code, Section 401.011(44) for all its employees providing services on the project, for the

duration of the project.

(RFQ 23-061/MR) Architectural Services for Redesign of Jefferson County Diversion Center

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Architectural Services for Redesign of Jefferson County Diversion Center

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