SAN JOSÉ·EVERGREEN COMMUNITY COLLEGE DISTRICT RFQ/P … PM-CM... · 2017-10-19 · SAN JOSÉ·EVERGREEN COMMUNITY COLLEGE DISTRICT RFQ/P X2016.0001 Bond Program and/or Construction

SAN JOSÉ·EVERGREEN COMMUNITY COLLEGE DISTRICT

RFQ/P X2016.0001

Request for Qualifications and Proposals

From Vendors

For Program Management and/or Construction Management Support Services

On General Obligation Bond Programs (Measure G-2010 and Measure X-2016)

These RFQ/P documents and any subsequent addenda are posted on the District’s website:

http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids

Release of RFQ/P documents: October 19, 2017 Deadline for Submittal of Proposals: November 28, 2017 Notification for Interviews: December 8, 2017 Interviews: December 15, 2017 Final Interviews (if required) TBD Selection and Award of Contract: January 24, 2018

SAN JOSE·EVERGREEN COMMUNITY COLLEGE DISTRICT

RFQ/P X2016.0001 Bond Program and/or Construction Management Services Page 2

REQUEST FOR QUALIFICATIONS AND PROPOSALS FOR PROGRAM MANAGEMENT and/or CONSTRUCTION MANAGEMENT SUPPORT SERVICES

ON GENERAL OBLIGATION BOND PROGRAMS (MEASURE G-2010 AND MEASURE X-2016)

FOR THE SAN JOSÉ·EVERGREEN COMMUNITYCOLLEGE DISTRICT (“DISTRICT”)

The District issues this Request for Qualifications and Proposals for Program Management and/or Construction Management Support Services (“RFQ/P”). The purpose of this RFQ/P is to seek Statements of Qualifications and Proposals (“SOQ/P”) from qualified vendors, persons, firms, partnerships, corporations, and organizations (collectively, “vendors”) to perform program management and/or construction management support services related to the District’s General Obligation Bond Programs. Services may include any or all of the following: program management, construction management and may also include augmenting District staff for either program management construction management or both. It is the intent of the District to approve one or more “preferred” firms that will be used to update the Facilities Master Plan and complete projects during the next several years for the Measure G and Measure X General Obligation Bonds. Through this RFQ/P it is the intent of the District to approve one or more vendors who will be used to provide the above services during the balance of Measure G bond program. In addition to Measure G, the vendor(s) will be used to provide the above services for the Measure X bond program which voters of the District passed in November 2016. Appendix A (attached) contains two documents – a list of projects for the use of Measure G funds and a list of projects for use of Measure X funds. Qualified vendors are invited to submit an original plus five (5) copies and one PDF electronic version of their SOQ/P that meet the requirements described herein no later than 2:00 p.m. on November 28, 2017, to the following address:


Re: RFQ/P X2016.0001 Program Management and/or Construction Management Support Services on General Obligation Bond Programs Measure G2010 and Measure X2016

40 S. Market Street, San Jose, CA 95113

Attn: Priscilla Louangrath, Purchasing Agent

[email protected]

This RFQ/P does not commit the District to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any SOQ/P or to cancel in part or in its entirety this RFQ/P. The District further reserves the right to accept the SOQ/P that it considers to be in the best interest of the District.

Thank you for your interest in working with our District. Doug Smith Vice Chancellor of Administrative Services SAN JOSÉ·EVERGREEN COMMUNITY COLLEGE DISTRICT Phone: (408) 274-6700 ٠ 40 S. Market Street, San Jose, CA 95113



I. INSTRUCTIONS FOR SUBMITTAL OF STATEMENTS OF QUALIFICATIONS/PROPOSALS

A. GENERAL INSTRUCTIONS

1. Submittal of SOQ/P’S The SOQ/P should be reviewed for accuracy before submission to the District because said document may not be adjusted after submission to the District. The District will not be responsible for errors or omissions in any SOQ/P. The District reserves the right to reject any and all SOQ/P’s, or to waive any irregularities or informalities in the SOQ/P’s.

2. Signatures

All SOQ/P’s must include a wet signed original signature of an authorized officer of the vendor submitting the SOQ/P. A signature form (“Proposal Form”) has been included with this document.

3. Disqualified SOQ/P’s

Any SOQ/P received after 2:00 p.m. on November 28, 2017, shall be refused and returned to the vendor unopened.

4. Withdrawal of SOQ/P’s

Vendors may withdraw their SOQ/P, either personally or by written request, at any time prior to 2:00 p.m. on November 28, 2017. Any request to withdraw a SOQ/P is effective only if received on or before 2:00 p.m. on November 28, 2017, at the following location and addressed to:

SAN JOSÉ·EVERGREEN COMMUNITY COLLEGE DISTRICT 40 S. Market Street, San Jose, CA 95113 Attn: Priscilla Louangrath, Purchasing Agent E-Mail Address: [email protected]

5. Copies of SOQ/P’s

Each vendor submitting a SOQ/P must include the signed original plus five (5) copies of said SOQ/P and one PDF version on a CD or thumb drive to:

San Jose Evergreen Community College District 40 South Market St. San Jose, CA 95113 Attn: Priscilla Louangrath, Purchasing Agent

6. Contacts

In order to control information disseminated regarding this RFQ/P, vendors interested in submitting SOQ/P’s are directed not to make personal contact with members of the Board of Trustees or the District Administration with the exception of the individual listed below:



Priscilla Louangrath, Purchasing Agent San Jose Evergreen Community College District (408) 270-6487 E-Mail Address: [email protected]

Any questions concerning this Request for SOQ/P must be submitted by e-mail to the above address no later than November 13, 2017, by 4:00 P.M. Responses to individual queries will be provided as soon as reasonably possible. Vendors who wish to be placed on an e-mail list to receive the summary Q &A’s and any updates concerning this Request for SOQ/P’s must e-mail [email protected] to request placement on that e-mail list.

7. District Required Forms

The SOQ/P must include the District Required Documents that are enclosed herein which include: the Proposal /Offer to Enter into Contract; Terms and Conditions; Qualification Certification; Non-collusion Affidavit; Certificate of Insurance; W9; and Business Enterprise Certification Form.

8. Rights of the District

The District reserves the right to incorporate terms and conditions it determines to be proper or necessary into any contract negotiated as a result of a SOQ/P submitted in response to this RFQ/P.

B. OVERVIEW OF THE DISTRICT

The San Jose·Evergreen Community College District (the “District”) was established on July 1, 1964 and is located in Santa Clara County (the “County”), approximately 5 miles south of the San Jose International Airport. The District encompasses approximately 303 square miles in the heart of Silicon Valley, including a portion of the City of San Jose and all of the City of Milpitas. The District operates San Jose City College and Evergreen Valley College (together, the “Colleges”), each of which is fully accredited by the Accrediting Commission for Community and Junior Colleges (the “ACCJC”). For fiscal year 2015-16, taxable property within the District had an assessed valuation of $124,107,781,822, and the District’s projected full-time equivalent student (“FTES”) count was 11,840 students. The District is governed by a seven-member Board of Trustees (the “Board”), each member of which is elected to a four-year term. Elections for positions to the Board are held every two years, alternating between three and four available positions. The District’s administrative and financial staff includes, among others, a Chancellor and a Vice Chancellor of Administrative Services. Dr. Deborah Budd currently serves as the Chancellor of the District and Mr. Douglas R. Smith currently serves as the Vice Chancellor of Administrative Services. “Opportunity, Equity, and Social Justice” are the guiding principles of the San José-Evergreen Community College District. These principles are promoted through Board and Administration



Policy (BP 6380 and AP 6380, respectively) which seek to promote participation by small disadvantaged vendors, businesses, and contractors. To clarify and strengthen the District’s efforts in this regard, the Board has commissioned the “Board Ad Hoc Committee on Outreach”. This Committee’s Vision Statement is “SJECCD implements a comprehensive and inclusive program to increase the opportunity and participation for small, ethnic, minority, women, disabled, veteran, LGBTQII owned businesses in its bond program and procurement of goods and services.” The companion Value Statement is “SJECCD prioritizes mindful and conscientious efforts to represent the demographics of the community in providing equitable and inclusive outreach opportunities to businesses with a commitment to the economic growth of all communities.” Measure G and X are Proposition 39 general obligation bond measure totaling $268 million and $748 million respectively. Voters approved Measure G on November 2, 2010 and Measure X on November 8, 2016. The scope of both Measures G and X is to upgrade computer, science, and allied health labs; renovate math, science, and core academic classrooms; modernize job-training and career-technical education classrooms and facilities; upgrade deteriorated roofs, electrical, plumbing, heating, and ventilation; improve energy efficiency and reinvest the savings back into instruction; create a job-training Center For Environmental Sciences and Green Technology; and improve campus safety/security systems. Currently, there is an approximate remaining balance of $50 million for Measure G projects and Measure X has not yet issued bond sale. In keeping with the District’s desire to promote accountability, efficiency and cost effectiveness, the District is seeking the services of one or more providers for Financial Management, Compliance and Communications Support Services to provide system-wide coordination and oversight of all capital improvement work performed under the Measure G and Measure X bond programs. The Financial Management, Compliance and Communication Support Service provider(s) shall ensure proper definition and implementation of the work and maximize value to the District through effective execution. C. SCOPE OF SERVICES REQUIRED

1. PROGRAM MANAGEMENT SUPPORT SERVICES

a. Assist the District in the prioritization and timing of construction projects, including

scheduling; b. Verify and update cost estimates; c. Assist the District in developing the timing of construction projects; d. Assist the District in development and implementation of a project communication

plan that includes project participants, District administration, school site personnel, students and faculty, including information to update the facility department website

e. Work with District staff in the development and maintenance of reporting systems for the scoping, sequencing, scheduling, budgeting and communication for all



capital construction projects; f. Advise the District in the selection of the Inspector of Record and coordinate the

work of sub-consultants (DTSC, CEQA, etc). g. Implement the Facilities Master Plans for each Campus and initiate updates to the

District standards as may be required, including updating cost estimates, providing feedback on appropriate scope, and advising the District on phasing, grouping of projects, and other cost saving methods;

h. Advise on an ongoing basis the status of submittal and approval of projects by various local and State agencies, including but not limited to DSA, CGS, CCCCO;

i. Provide design phase services in conjunction with all architectural firms awarded work by the District; assist with bidding, manage the construction contracts and “close-out” the projects.

j. Assist the District in the selection of lawful and appropriate construction delivery methods;

k. Manage swing spaces, move services, and FFE coordination and implementation, in consultation with District and College staff;

l. Create and coordinate presentations to the Board and other committees as my be required;

m. Interface with District and Audit staff; n. Record retention in accordance with State and Federal Standards; o. Establish, in conjunction with the District staff, a plan to outreach to small, minority,

women, and disabled veteran businesses for inclusion in the available contractor pool bidding on projects; and

p. Track all contractors and subcontractors in accordance with Board Outreach policies.

2. PROJECT AND CONSTRUCTION MANAGEMENT SERVICES a. Design Phase:

i. Work with District staff and architects to develop and refine designs to correlate design and scope to project budget;

ii. Assist with verification of site conditions; iii. Perform constructability reviews at appropriate stages of design; iv. Assist in segregating bid packages for maximum cost effectiveness; v. Advise District staff regarding owner-supplied equipment and other potential

cost-saving measures; vi. Report to District staff on the status of design and State and local agency

approvals versus the approved schedule; vii. Assist in obtaining all necessary approvals; and viii. Attend meetings as required.

b. Pre-Construction and Bidding Phase: i. Assist the District staff and other consultants (architects, engineers, etc) in

the development of the initial budget and budget updates for each project; ii. Work with District staff in conducting pre-bid conferences; iii. Conduct pre-construction conferences; iv. Assist with prequalification and the evaluation of responses; v. Participate in the bidding process and reporting to District staff on bid results;



vi. Assist in dealing with any bid protests; and vii. Assist District staff in coordinating contracts with selected low bidders,

including evaluation of bonds, insurance, conformance with DIR requirements, and DVBE compliance.

c. Construction Phase: Assist District staff in the administration and coordination of the following aspects of the construction project:

i. Monitor the work of contractors on a daily basis; ii. Enforce performance, scheduling, and notice requirements; iii. Monitor schedule and cost information for each contractor for each project; iv. Document the progress and cost of each project; v. Report and advise proactively on potential schedule and budget variances

and impacts on schedules and budgets; vi. Recommend potential solutions to schedule and cost issues; vii. Work cooperatively with architects and contractors; viii. Attend weekly job site meetings and prepare and circulate weekly job site

minutes when required; ix. Evaluate and process payment applications; x. Evaluate and process change order requests; xi. Evaluate and track requests for information (RFI’s) and responses; xii. Work with District staff and architect to develop lists of incomplete or

unsatisfactory work (punch lists); xiii. Submit necessary reports to State authorities including DSA verified reports;

and xiv.Ensure that all documents from all parties are submitted to DSA in a timely

manner to complete project closeout. d. Post-Construction Phase:

i. Work with District staff to ensure completion of all punch list work; ii. Coordinate contractor closeout requirements including obtaining all

guarantee documents, keys, as-built drawings, daily logs and verified reports;

iii. Monitor warranty work if requested; iv. Coordinate systems training with District staff and contractors ; and v. Assist in moving District staff into new/renovated facilities upon project

closeout.

D. CONTENTS OF STATEMENTS OF QUALIFICATIONS/PROPOSALS 1. GENERAL

For SOQ/P’s to be considered, said SOQ/P must be clear, concise, complete, well-organized and demonstrate both the vendor’s qualifications and its ability to follow instructions. The quality of answers, not length of responses or visual exhibits is what is important in the SOQ/P. The SOQ/P must be a single document clearly identifying the Statement of Qualification and Statement of Proposal.



Vendors may partner to submit a joint Statement of Qualifications/Proposal. The District encourages larger vendors to partner with vendors who are small business enterprises (SBE) or local business enterprises (LBE) or one whose proposed team assigned to this project is comprised of at least 20% individuals who reside within the District’s service area. SOQ/Ps jointly submitted from more than one vendor must contain full information about each vendor.

For the purposes of this RFQ/P, a firm is defined as a “Small Business Enterprise” if it has (a) fewer than 100 employees and (b) for general construction and services industries, average annual receipts less than $15 million for three preceding fiscal years. A firm is defined as a “Local Business Enterprise” if its office is within a 50 mile radius of San Jose. The District’s “Service Area” is the geographic area within Santa Clara County from which members of the District’s Board of Trustees are elected. See the following link:

http://www.sjeccd.edu/Chancellor/Documents/FinalBoard_AdoptedDetailMap.pdf

Vendors (and co-vendors) shall submit one (1) unbound original plus five (5) copies of the SOQ/P in 12-point font not to exceed thirty (30) pages, and one (1) electronic copy in PDF format on a CD or thumb drive. (A “page” is one side of a sheet of paper). The envelope in which the SOQ/P is submitted must identify the title of the SOQ/P. Although not required, vendors are permitted to include an appendix of samples of past projects and other relevant supplemental material. The appendix will NOT be considered part of the thirty (30) page SOQ/P maximum, but please limit the length of the appendix to ten (10) pages total. All vendors shall follow the order and format specified below. Each section of the SOQ/P shall correspond to the numbers/headers shown below:

2. SUBMITTAL LETTER

The cover letter shall be brief. It shall include the name of vendor’s representative authorized to sign an agreement and represent the vendor. Include the SOQ/P’s title and submittal due date, the name, address, fax number and telephone number of the responding vendor (or vendors if there is a joint venture or association). If the vendor is proposing to co-respond with another principal vendor or vendors, the cover letter must specify the type of services to be provided by each vendor, the proposed percentage allocated to that phase or function for the co-vendor, and how the co-vendors will ensure the coordinated and cost-efficient delivery of all services covered by the SOQ/P. The submittal letter will NOT be considered part of the thirty (30) page limit.

If the vendor conducts business in multiple locations, provide address, telephone, fax number and e-mail address of the principal place of business as well as for the office location from which services for the District under the RFQ/P will be provided.

a. All vendors must address whether they are providing the following: i. Both Program and Construction Management Services; ii. Program Management Services Only; or iii. Construction Management Services Only.

b. If respondent is proposing to provide services as referenced in item ii or iii above, respondent must provide the name of the other party/respondent to complete the

http://www.sjeccd.edu/Chancellor/Documents/FinalBoard_AdoptedDetailMap.pdf



team and describe in detail the joint venture/partnership relationship and the services to be provided by each party/respondent.(SEE EXAMPLE)

EXAMPLE: Company A, which is providing Program Management Services, may submit with Company B, which is providing Construction Management Services, but neither Company A nor Company B can submit without a corresponding joint venture/partnership relationship.

3. DESCRIPTION OF VENDOR

This section should provide the District information regarding size, location, nature of work performed, years in business, and approach that will be used to meet the District’s needs.

a. Type of business (individual, partnership, corporations, etc.); b. California business, professional, or specialty licenses numbers and federal tax ID

number; c. Number of years in business; d. Location(s) of the vendor’s offices, and if more than one, the vendor’s primary business

location. Indicate here whether or not the vendor is a LBE; e. Size of business – number of employees and annual revenues. Indicate here whether

or not the vendor is a SBE; f. Financial strength of vendor. Provide relevant financial measures which demonstrate

that the vendor has sufficient resources to undertake the work of the scope of this RFQ/P;

g. Geographic area(s) in which the vendor historically has provided Program Financial Management services;

h. The nature of services the vendor has performed in the prior three (3) to five (5) year period and currently performs in California; please provide information for: (a) public section and public sector education institutions; and (b) public sector higher education institutions;

i. The following information about the vendor’s workforce: • Percentage of workforce that resides within the District’s service area; • Race/Ethnicity information by job category:

j. Vendors who file an EEO-1 report with the EEOC use that data; k. Vendors who do not file an EEO-1 report, provide data based on the following EEOC

race/ethnicity categories: Hispanic or Latino, White, Black or African American, Native Hawaiian or Pacific Islander, Asian, Native American or Alaska native, or two or more races; and indicate race/ethnicity by the following abbreviated EEOC job categories: (1) Executive/Managers; (2) Professionals, Technicians or Sales Workers; (3) Administrative Support Workers; (4) Craft Workers; (5) Laborers or Helpers;

l. Gender information by job category: • Vendors who file an EEO-1 report with the EEOC use that data; • Vendors who do not file an EEO-1 report, indicate gender identity as “male”,

“female”, or “non-binary.” Use the job categories enumerated above for race/ethnicity reporting;

m. The following information about the vendor’s internal EEO policies and practices:



• Attach the vendor’s EEO policy; • Describe any training provided to employees regarding diversity, harassment,

unconscious bias, cultural competence or related topics; • Describe the procedures of vendor to recruit, hire and retain employees from

underrepresented groups and/or diverse backgrounds; n. The following information about the vendor’s use of subcontractors:

• Percent of projects in last 5 years where vendor subcontracted work; • For all subcontracted work, the percentage of projects awarded to businesses that

qualify as women or minority owned and/or small business enterprises; • Procedures vendor utilizes to attract and utilize women or minority owned and/or

small business enterprises as subcontractors; and o. Any additional information you believe is relevant to the vendor’s identity.

4. PROJECT TEAM

The selected vendor(s) shall employ at its expense professionals properly licensed and skilled in the execution of the functions required for the program management and/or construction management services programs.

Identify the key personnel that would be assigned to the District for each phase of the work and their respective roles. In addition, identify the experience each member of your professional team and support staff to be assigned to the District has in working on school district (K-14) capital construction programs including experience in working with local and State agencies.

If the SOQ/P is being submitted by co-vendors, describe how co-vendors will internally coordinate to ensure timely, well-coordinated and cost-efficient services to the District.

5. EXPERIENCE

Identify all engagements of the vendor (present and within the prior three (3) to five (5) year period as a Program and/or Construction Manager for a capital construction program (consisting of multiple facilities at multiple locations over a multiple-year duration). For each engagement, provide: (a) owner name; (b) general description of the capital construction program, including funding source; (c) name, address, telephone number and email address of each owner’s representative(s); (d) aggregate dollar value of each capital construction program; and (e) detailed description of services completed for each capital construction program. 6. REFERENCES

a. Identify at least two (2) K-12 School Districts and/or Community College Districts and/or Public Sector Agencies to which the vendor has provided services as described in this RFQ/P under a direct contract with the District or Agency. Vendors that qualify as SBEs or LBEs that do not have at least (2) K-12 School District and/or Community College District and/or Public Sector Agency references may submit alternate



references for work that vendor considers to demonstrate that vendor possesses the necessary knowledge, skills and abilities to perform the services for which vendor is bidding in the SOQ/P. SBE and LBE vendors that provide alternate recommendations must indicate in this section how vendor’s work provided to the reference is directly relevant to the services being bid on by vendor in this SOQ/P. Further, use this section of the proposal to indicate the areas of expertise the vendor has previously provided and how the vendor’s expertise will enable the District to benefit from said expertise.

For each reference, include the name of the District or Agency, the size of the District or Agency, the type of services provided, the dates services were provided, a description of the project, and the dollar amount of the project. For each reference, list two people whom the District may contact in relation to the vendor’s work with them. For each person, provide the following information: name, position within the District or Agency while the vendor was providing services, and current title, current position, phone, and email. 7. QUALITY CONTROL Describe in detail how vendor ensures quality control during the pre-construction, construction, and post-construction phases. Provide recent examples of quality control measures used for recent projects. Describe the methods used to prevent and/or resolve conflicts. 8. CONFLICT OF INTEREST No officer, member or employee of the District and no member of its Board of Trustees may have any financial interest, direct or indirect, in the award of the contract or the fees to be earned under the awarded contract further to this RFQ/P. Respondents are asked to disclose any such pecuniary interest, In addition, respondents are asked to disclose any financial relationship with any existing officers, members or employees of the District, members of the Board of Trustees or agents or independent contractors of the District. Any such conflict of interest shall be described to provide transparency in the public procurement process. This section will not be scored in the overall scoring and award of this RFQ/P. For purposes of this Section 8, the term “respondents” includes respondents’ officers, directors and principals. The purpose of such disclosures is to ensure transparency in the procurement process and compliance with California conflict of interest laws. 9. INSURANCE

Please provide proof of insurance. This may be marked confidential. The awarded vendor shall be required to carry the following insurance:

1. Commercial General Liability insurance, with limits not less than $1,000,000 each occurrence and $2,000,000 general aggregate per project or location; combined single limit for Bodily Injury and Property Damage, including coverages for contractual liability, personal injury, broad form property damage, independent contractors, products and completed operations;



2. Commercial Automobile Liability insurance, with limits not less than $1,000,000 each occurrence combined single limit for Bodily Injury and Property Damage, including coverages for owned, non-owned and hired vehicles; 3. Workers’ Compensation (statutory limits) and Employers’ Liability insurance with limits not less than $1,000,000 each accident, $1,000,000 employee and $1,000,000 each disease, provided that contractor has employees as defined by the California Labor Code; 4. Professional Liability Insurance with limits not less than $2,000,000 each claim and $4,000,000 aggregate with respect to coverage for errors and omissions arising from professional services rendered under this Agreement, and with any deductible not to exceed $75,000 each claim. If any of the required insurance is written on a claims-made coverage form, such insurance shall be maintained for a period of three years following termination of this Agreement. All insurance must be issued by an admitted insurance carrier (licensed to do business in the State of California), carrying a rating of not less than A-VII in the most current A.M. Best’s Insurance Rating Guide – or otherwise acceptable to the DISTRICT. The Certificate Holder shall read: San Jose Evergreen Community College District 40 South Market St. San Jose, CA 95113 General and Automobile liability policies shall name the DISTRICT as Additional Insured, as follows: “San Jose Evergreen Community College District, its trustees, officers, agents, employees, and volunteers, individually and collectively, are named as additional insureds on General Liability policy as per attached endorsement.” Such insurance shall be primary to any other insurance or self-insurance available to the Additional Insureds, and other insurance maintained by the District, its officers, agents and employees shall be excess only and not contributing. The inclusion of Additional Insureds shall not operate to increase the required limits of such insurance. An Endorsement Page referencing the policy number of the General Liability insurance must be attached to the Certificate of Insurance.

If the vendor does not currently carry insurance which meets these requirements, please certify that, if awarded the work, the vendor will obtain the required coverage.

10. FEES

Understanding that fees are negotiable depending on the scope of the project agreed to by the District and successful vendor, provide a fully-loaded preliminary cost and fee summary for the work described in this RFQ/P. A preliminary fully-loaded cost and fee summary shall include: people cost (salary, fringes), individual bonuses and car allowances, cell phones, insurance, home office expenses, overhead, profit, computers, office furniture and equipment, copiers and other related costs of doing business. The proposal can be in terms of a “fixed



fee” or an hourly rate for each member of the team to be assigned to a project; also include any additional costs above the hourly rate as well as a “not-to-exceed” amount for each phase of the work identified in this RFQ/P.

11. OTHER

Please answer the following questions:

a. Is there now pending any legal action against the vendor by another public agency related to services, or lack thereof, provided by the vendor? If yes, please provide a detailed explanation.

b. Have there been any settlements or judgments involving such actions within the past ten (10) years against the vendor?

c. Within the past ten (10) years, has the vendor ever had a professional services contract terminated by a California public agency?

Additionally, each vendor is encouraged to provide additional information, description of resources, special qualifications, or similar additional content which the vendor believes to be important for the District’s consideration of the vendor’s SOQ/P.

12. EVALUATION AND SELECTION PROCESS A. GENERAL OVERVIEW

The District will evaluate the qualifications, experience and capabilities of vendors using a three-phase process. In Phase 1, the screening committee will review and evaluate each vendor’s Statement of Qualifications submitted as part of the SOQ/P for qualifications necessary to perform the work described herein. In Phase 2, the screening committee will use a point system to score the Statements of Proposal of qualified vendors’ RFQ/P, ranging from “Excellent” (5 points) to “Poor” (1 point). The total maximum points allocated for Phase 2 is 60 points. In Phase 3, and at the District’s sole discretion, the top scoring three (3) to five (5) vendors will be interviewed by the screening committee using a 105-point system. Each qualified vendor’s total score for Phase 2 and Phase 3 will be combined for purposes of the screening committee ranking the qualified vendors and making recommendations to secondary review committee or to the Board for awarding contracts. The total maximum points allocated for Phase 2 and Phase 3 combined is 165 points.



B. PHASE 1 — PASS/NO-PASS -- STATEMENT OF QUALIFICATION EVALUATION For Statements of Qualifications to be considered, they must be clear, concise, complete, well-organized and demonstrate both the vendor’s qualifications and its ability to follow instructions. The quality of answers, not length of responses, is what is important in the Statement of Qualification.

The following areas will be evaluated on a PASS/NO-PASS basis. Only SOQ/Ps which score PASS in every area will advance Phase 2.

1. “Does the Program/Construction Manager have a minimum of three (3) years of experience in capital construction programs, in one of the following: Prior Law Bonds, Prop 39 Bonds, State Funded projects, or Federally Funded Projects, and have experience with active programs for Community Colleges or K-12 Districts or Public Sector Agencies?” This question seeks information regarding the vendor’s fitness for the work. A response indicating that the Financial Manager has at least 3 years of relevant experience shall be scored “Pass.” An answer indicating that the Financial Manager lacks the requisite experience shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

2. “Does the Program/Construction Accountant have at least 3 years of experience

in accounting including but not limited to work on capital construction programs, in one of the following: Prior Law Bonds, Prop 39 Bonds, State Funded projects, or Federally Funded Projects, and have experience with active programs for Community Colleges or K-12 Districts or Public Sector Agencies?” This question seeks information regarding the vendor’s fitness for the work. A response indicating that the Project Accountant has at least 3 years of relevant experience shall be scored “Pass.” An answer indicating that the Project Accountant lacks the requisite experience shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

3. “Has the vendor completed or undertaken financial management of Bond

Program projects of similar size and scope to what is underway at San José·Evergreen (Bond Program of at least $75 Million and construction projects of at least $5 Million)?” This question seeks information regarding the vendor’s fitness for the work.

a. For SBEs and LBEs this is indicated by at least three (3) program financial

management projects in the last three (3) to five (5) years of similar size and scope to what is underway at San José·Evergreen (Bond Program of at least $75 Million , construction projects of at least $5 Million). A response indicating “yes” shall be scored “Pass.” An answer indicating “no” shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

b. For all other vendors this is indicated by at least five (5) program financial

management projects in the last three (3) to five (5) years of similar size and



scope to what is underway at San José·Evergreen (Bond Program of at least $75 Million, construction projects of at least $5 Million). A response indicating “yes” shall be scored “Pass.” An answer indicating “no” shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

4. “Have there been any settlements or judgments involving such actions within

the past ten (10) years against you?” This question seeks information regarding the vendor’s fitness for the work. A response indicating that no such settlements or judgments shall be scored “Pass.” An answer indicating that the vendor has such settlements or judgments shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

5. “Within the past ten (10) years, have you ever had a professional services

contract terminated by a California public agency?” This question seeks information regarding the vendor’s fitness for the work. A response indicating that the vendor has not had a professional services contract terminated shall be scored “Pass.” An answer indicating that the vendor has had a professional services contract terminated shall be scored “No-Pass” and disqualified. A non-response shall also be scored “No-Pass” and disqualified.

6. “Indicate whether you have the financial capacity to fulfill its obligations if

awarded a contract.” This question seeks information regarding the vendor’s ability to meet its financial obligations under the contract and avoid disruption in its services. An answer indicating that the vendor has the required financial capacity shall receive a score of “Pass”. A negative response, or non-response, shall receive a score of “No-Pass” and be disqualified from further consideration.

C. PHASE 2--STATEMENT OF PROPOSAL EVALUATION--TOTAL MAXIMUM POINTS 60

Vendors meeting Phase 1 Essential Criteria will have their Statements of Proposal evaluated and scored based on the following scale:

Excellent 5 points Very Good 4 points Good 3 points Fair 2 points Poor 1 point No Response 0 points

1. Reasonableness of fee schedule, including the vendor’s current standard schedule of fees for labor by staff or position, other direct costs, and fees and any indirect costs;

2. The level of experience and background in performance of similar projects; 3. Responses by references evidencing success in providing Program and/or

Construction Management services; 4. Previous experience with special requirements appropriate to the needs of the District



under the bond program; 5. Reasonable proximity to the District through vendor’s main office, or a branch office

that is operated on a full-time basis with staff specifically assigned to that branch office.

6. Demonstrated competence in California Program and/or Construction Management and evidence of ability to provide experienced staff and timely support, including experience with an elected governing board;

7. Capability to undertake appropriate research to resolve problems specific to the needs of the program under consideration;

8. Recognition of the consultative processes associated with work on a college campus; 9. Level of professional employment opportunities created by vendor within the District’s

service area; 10. Level of professional employment opportunities created for individuals from the

following population groups: ethnic minority, women, disabled veterans, or LGBTQII; 11. Recognition of the diverse students served in the community college setting and

demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, as indicated by vendors internal efforts to build cultural awareness and promote Equal Employment Opportunity; and

12. Overall evaluation of the vendor’s cover letter and application materials.

D. PHASE 3 -- ORAL INTERVIEWS—TOTAL MAXIMUM POINTS 105

At the District’s discretion, the top scoring vendors will be invited to participate in interviews. Interviews of selected vendors will be conducted at the time, place and location as designated by the District. Vendors who do not attend at the time, place and location designated will be disqualified from further consideration. The District discourages attendance of marketing or business development personnel at the interviews.

Topics covered at interviews are at the discretion of the screening committee members conducting the interviews; however, vendors should be prepared to address the following topics:

1. Scope of Program and/or Construction Management services required to achieve the District's objectives;

2. Approach to managing and mitigating perceived Bond Program management issues and risks;

3. Vendor’s record and experience delivering quality services on similar Programs; 4. Vendor’s record of meeting approved services budget and deliverables on similar

Programs; and 5. Familiarity with the duties and responsibilities of community college governing bodies,

particularly in the context of bond program and financial program management oversight.

The following Key Personnel shall, at a minimum, be present at the Interview:



Project Executive or Equivalent; Senior Construction Management; and Key Staff to be Assigned to Project

The total number of persons attending for the vendor shall not exceed five (5). If a bid has been submitted by co-venders as authorized in this RFQ/P the total number of persons attending may include up to seven (7). Presentations shall be conducted by key personnel and not by sales persons. Interviews will begin with an opening presentation by the vendor. The duration of this presentation is limited to a maximum of thirty (30) minutes. The vendor may at its discretion use PowerPoint or other visual aids during the presentation, provided that the District is given one (1) printed copy and one (1) electronic copy of any visual aids used during the presentation. Following the interview, there will be a question and answer period for the District to ask questions of the vendor’s key personnel. This part of the interview is expected to last approximately thirty (30) minutes, or longer, as the District deems appropriate and in its sole discretion. Following the period of questions and answers, the vendor may make a five (5) minute closing statement. Interview Evaluation Criteria - Phase 3 - Total Maximum Points 105

Opening Presentation 10 points Responsiveness to Questions 20 points Communication/Interpersonal Skills 25 points Demonstrated Knowledge 30 points Overall Prior Work Performance 20 points

E. FINAL SELECTION AND AWARD

Appointment of Vendor(s) to provide Program Management and/or Construction Management Support Services on General Obligation Bond Programs (Measure G2010 and Measure X2016)

If second interviews are required, the initial points basis will carry forward and criteria for selection will be the same with additional questions and clarification requested prior to or at the second interview. Based on the interviews and SOQ/P’s, the District will make its recommendation of award of contract(s) to the Board.



Reserved Rights

The District reserves the right to accept or reject any or all SOQ/P’s, to select a qualified vendor with or without interviews and to negotiate with one or more than one of the responsible submitters. Submitters shall be responsible for any and all expenses that they may incur in preparing proposals. Responses received from this RFQ/P will be used as the foundation for the development of an agreement and contract with specific provisions subject to review, negotiations, and approval of the District’s Board of Trustees. The District further expressly reserves the right to modify this RFP or any portion hereof by District Addenda. Should the District issue an Addendum to this RFP, the Addendum will be posted on the District’s Purchasing Website at http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids Vendors must incorporate any District Addenda into their respective RFP Responses.

RFQ/P X2016.0001 Bond Program and/or Management Services Page 19

PROPOSAL FORM

Upon the recommendation and selection of its screening committee, the Board of Trustees of the San Jose·Evergreen Community College District will approve “preferred” Program Management and/or Construction Management vendors to perform services as described in this RFQ/P. Once appointed by the Board, the selected vendor shall be expected to enter into a contract with the District acceptable to both parties within fifteen (15) days following notification of being selected to complete the project(s) as described in the RFQ/P.

The following “Offer to Enter into Agreement” must be completed and included with responses to the RFQ/P in order for the proposal to be accepted by the District. As a final reminder, all proposals must be received in no later than 2:00 P.M. on N o v e m b e r 2 8 , 2017.

OFFER TO ENTER INTO AGREEMENT

The undersigned hereby proposes to enter into an agreement with the San Jose·Evergreen Community College District and furnish services as outlined in the Request for Qualifications/Proposals subject to the terms and conditions contained herein. The undersigned hereby certifies that there are no material changes to its Statement of Qualification or Statement of Proposal submitted by the undersigned as of the date below.

Name and Address of Vendor Signature of Authorized Officer or Employee

Name

Signature

Address

Title

City and State

Date

Telephone Number

Fax Number

E-mail Address

_______________________________________ Date



TERMS AND CONDITIONS

1. INSTRUCTIONS AND USE OF FORMS. In order to preserve uniformity and to facilitate the award of contracts, Vendors shall complete and return the enclosed District-required forms with their responses.

2. ACCEPTANCE OR REJECTION OF RESPONSES. The District reserves the right to reject any and all Responses that are incomplete, contain errors, arrive after the due date/time or are submitted by unqualified vendors. The District reserves the right not to award a contract if the District, in its sole discretion, deems the responses received pursuant to this RFQ/P lacking in any respect or insufficient to meet the District’s requirements and needs.

3. PROPOSAL PROTESTS. The following instructions must be followed by a Vendor who wishes to challenge the District’s selection and award of any contract pursuant to this Request for SOQ/P’s:

a) Any protest must be submitted in writing to the Vice Chancellor of Administrative Services, San Jose Community College District 40 S. Market Street, San Jose,

CA 95113, before 3:00 p.m. on the fifth (5th) calendar day following the District’s notification of its intention to award a contract pursuant to this RFQ/P.

b) Only vendors who submitted a proposal in response to this RFQ/P may file a protest.

c) Protests must contain the following specific information:

☐ Protestor’s name, address, tele. #, and e-mail address;

☐ Date on which protestor’s Response was submitted to the District;

☐ Protestor’s specific, detailed basis for the protest, which must be supported

by facts and/or documentation. Protests based on hearsay, feelings or opinions not supported by facts will be deemed invalid.

d) The protestor shall send a copy of the initial protest document and any attached documentation to all other parties that may be affected financially by the outcome.

e) The District will review and evaluate the protest for validity, including, if required, review by outside counsel. The District and/or counsel will provide a response within three (3) days of receipt of the protest letter.

f) If upon review, the proposal protest is found to be frivolous or lacking validity, the protest will be rejected and the protesting party may be deemed ineligible to participate in future District bidding or contracts.

4. ASSIGNMENT PROHIBITED. No contract awarded under this proposal shall be assigned without the express, prior written approval of the District. Any attempted assignment in violation of the provision may be voided at the option of the Board of Trustees.

5. NO CONTACT WITH BOARD OF TRUSTEES. Vendors may not contact any member of the Board of Trustees regarding this RFQ/P, unless specifically invited to an interview conducted by the Board.


6. NON-DISCRIMINATION. The San Jose·Evergreen Community College District does not discriminate in the selection, acceptance, or treatment of any vendor based upon race, color, national origin, religion, sex, sexual orientation, handicap, age, veterans status, medical condition as defined in Section 12926 of the California Government Code, ancestry, marital status, or citizenship, within the limits imposed by law. The District likewise prohibits discrimination by contractors and subcontractors, and may require the successful vendor(s) to give written notice of their obligations to labor organizations with which they have a collective bargaining or other agreement, in compliance with Government Code 12990.

ACCEPTANCE OF TERMS AND CONDITIONS

The undersigned hereby acknowledges receipt and acceptance of the above Terms and Conditions. Company Name: Authorized Signature and Date Printed Name: Title:



Qualification Certification I, the undersigned, certify and declare, with specific reference to the California False Claims Act, Government Code sections 12650, et seq., that I have reviewed all of the information presented in this submittal and know its contents. The matters stated in the submittal are true of my own knowledge and belief, except as to those matters stated on information and belief, and as to those matters I believe them to be true.

I declare under penalty of perjury that the foregoing is true and correct.

Name:

Signature:

Title:

Date:



NON-COLLUSION AFFIDAVIT TO BE EXECUTED AND RETURNED WITH PROPOSAL

(Public Contract Code Section 7106)

, deposes and says that Authorized Representative

he/she is _____________________________________ of Title Contractor/Company Name,

the party providing the foregoing proposal; that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the vendor has not directly or indirectly colluded, conspired, connived, or agreed with anyone else to put in a sham proposal; that the vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other vendor, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the vendor has not, directly or indirectly, submitted his or her price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member of agent thereof to effectuate a collusive or sham proposal.

Signature

Typed or Printed Name