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REQUEST FOR PROPOSAL (RFP) FOR ARCHITECTURAL/ENGINEERING SERVICES FOR SPENCER-VAN ETTEN CENTRAL SCHOOL DISTRICT

Spencer-Van Etten Central School District, Spencer, NY·School
Dec 02, 2024
Posted Date
Jan 10, 2025
Submission Deadline
Debra B. Eichholtz
607-589-7105
3 year term
Spencer, NY
Submit at: Spencer-Van Etten Central School District, Attn: Debra B. Eichholtz, School Business Administrator, 16 Dartts Crossroad, Spencer, NY 14883

Summary

Spencer-Van Etten Central School District is seeking proposals from qualified architectural/engineering firms for services related to a Building Condition Survey, recommendations for facility improvements, and pre-construction services for capital projects. The RFP outlines the scope of work, timeline, submission requirements, and evaluation criteria.

Evaluation Criteria

Prior school district experience, insurance considerations, financial stability, understanding of District's needs, fees, availability of personnel, technical response, references, approach to planning/management, completeness/clarity of proposal, commitment of individuals, relevant experience/qualifications, interview/presentation, knowledge of NYS Education Department procedures, extent of services, demonstrated ability to delineate scope, demonstrated success with Facilities Planning Department, administrative support, communications plan.

Required Deliverables

Building Condition Survey, Long-Range Plan for Educational Facilities, Facilities Needs Assessment Summary, conceptual design alternatives, preliminary cost estimates, final plans and specifications, operating manuals, equipment lists, maintenance manuals, electronic copy of drawings, prints, scans, and plans.

Required Attachments

Certificate of Insurance, Certificate from NYS Education Department for professions, financial stability documentation, client references, litigation history, current project commitments, proof of insurance.

Required Staffing Roles

Architect, Professional Engineer, Landscape Architect, Land Surveyor, Mechanical, Landscaping, etc.

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Spencer-Van Etten Central School District?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 10, 2025. Proposals should be submitted to: Spencer-Van Etten Central School District, Attn: Debra B. Eichholtz, School Business Administrator, 16 Dartts Crossroad, Spencer, NY 14883. For questions, contact Debra B. Eichholtz at 607-589-7105.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Spencer-Van Etten Central School District?

Civic IQ tracks all active and historical solicitations from Spencer-Van Etten Central School District. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 3 years. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Spencer-Van Etten Central School District for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Spencer-Van Etten Central School District in NY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Debra B. Eichholtz at 607-589-7105. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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