Request For Proposals - Class A Office Space
Invitation
On behalf of the Board of Directors for the Federal Way Public Schools, the school district is seeking to purchase Class A office space to house the administrative support services and training functions of the school district. Currently functions are housed in four different facilities across the District.
Other Considerations:
- The District currently owns and occupies two parcels of land within the City of Federal Way’s City Center – an area specifically designated as eligible for LIFT assisted public-private partnership projects between developers and the City of Federal Way. District property locations are provided in Appendix A. The District will consider exchanging properties, subject to appraisal results.
- The District will consider housing the administrative support services and training functions in two separate, but closely located buildings.
- Under Internal Revenue Code Section 170[c], portions of the final purchase price may be eligible to be considered as a donation to a charitable organization. Consultation with your tax attorney is advised.
- Other considerations and incentives are encouraged.
This Request For Proposals (RFP) should be considered an invitation to submit a proposal, and if selected, to negotiate with Federal Way Public Schools for acceptable price and terms. It should not be interpreted as an offer or an agreement.
About Federal Way Public Schools
The District, encompassing approximately 35 square miles, is located in western Washington approximately 23 miles south of the City of Seattle and 13 miles north of the City of Tacoma. The District encompasses the City of Federal Way (“Federal Way”) and small portions of the cities of Algona, Auburn, Des Moines, Kent and Milton and unincorporated portions of King County. An estimated 127,747 residents live within the District (according to the State Office of Financial Management as of September, 2008).
The District was established in 1929 and currently serves students in twenty-one elementary schools, two K-8 schools, seven middle schools, two academies (one serving 6 –10 and one serving 6-12), one small high school and four comprehensive high schools serving slightly more than 22,000 students with approximately 2600 regularly employed staff.
Additional Information
Preferred Location
As approved by the voters in May, 2007, the District is currently in the process of building a new Support Service Center to house the Transportation, Grounds & Maintenance, and Central Kitchen functions for the district. While no mailing address has yet been assigned, these services will be moved to property located to the South East of Celebration Park, North of 336th and West of Pacific Highway (see map in Appendix B). Class A office space is preferred within a three-quarter mile radius of this location.
At a minimum Class A office spaces options submitted for consideration must be within the boundaries of Federal Way Public Schools (Appendix C).
Space Requirements
The district is seeking a building(s) between 50,000 and 80,000 square feet. Specific space requirements are not yet defined, however, it is known that this building will need to accommodate day-long training sessions for up to 100 adults, provide large, medium and small conference rooms, a variety of offices and office spaces (including community space) for approximately 120 staff members, permanent record retention spaces, and the possibility for a small student program/assessment center. In addition, this building will contain the district’s network and phone hubs.
Selection Process
Process
An Evaluation Committee including the Director of Facilities, the Chief Financial Officer and a community representative will evaluate submittals. Respondents may be requested to appear in person to present their submittals and/or provide supplemental written responses. Results of the Evaluation Committee review will be compiled and submitted to the Board of Directors in executive session for their consideration. Final decisions will be the result of Board action in public meetings.
Evaluation Criteria
The following criteria (in no particular order) will be use in evaluating the submittals:
- Age and Current Condition
- Location and Size
- Purchase Costs
- Renovation and Improvement Costs
- Closing Requirements
- Incentives and Considerations
- Overall Responsiveness
After the release of this RFP, respondents are cautioned not to undertake any activities or actions to promote or advertise their submittal, other than discussion with District staff as described in this RFP. Except in the course of the evaluation committee-sponsored presentations (if applicable) respondents and their representatives are not permitted to make any direct or indirect contact with staff members of the Evaluation Committee, the Superintendent or Federal Way Public Schools Board of Directors.
Submittal Requirements
Four copies of the following information, to be delivered in a sealed packet marked “Administrative Support Services and Training Center RFP”, must be included in the submittal response:
- A letter of introduction signed by the principal(s) of respondent firm(s).
- A description of the property, including location, size, age, and current condition and LEED standard.
- A description of all mechanical systems and equipment including the heating, ventilating and air conditioning systems; fire sprinkler, domestic plumbing, security electrical entrance and distribution and fiber access and distribution including manufacturer names, product description, installation date, and description of any significant upgrades.
- A description of the building, including building structural type and interior and exterior finish materials.
- A description of the grounds, including number of parking stalls and level and condition of landscaping.
- A description of connected and available utilities and utility cost history on a square foot basis.
- A copy of the base floor plans showing installed utilities and major structural features.
- The expected selling price of the property and a copy of a recent external appraisal.
- A description of the closing requirements.
- A description of any incentives and additional considerations.
Pre-Submittal Meeting
A pre-submittal meeting may be called by the District, depending on the numbers of inquiries and/or request for information prior to the RFP submittal deadline. If called, all parties known to have inquired about the RFP will be invited, and a notice will be placed on the District’s website: http://www.fwps.org/dept/business/purchasing/rfp/.
Schedule
Announcements & Publications:
| Seattle Daily Journal of Commerce | September 9 to 22, 2009 |
| Federal Way Mirror | September 12, 16, 19, 2009 |
| District web-site | September 9, 2009 |
| Distribution to known interest parties | September 9, 2009 |
Proposal Process:
| Last Day to Submit Written Questions: | September 30, 2009 at 3:00 p.m. |
| RFP Response Deadline: | October 16, 2009 at 3:00 p.m. |
| Review Period: | October 19, 2009 – Nov 9, 2009 |
| Executive Session Discussion | November 10, 2009 |
| Board Action: | December 8, 2009 anticipated |
Contact
Inquiries regarding all aspects of this RFP should be directed to:
Sally D. McLean, Chief Financial Officer
Federal Way Public Schools
31405 18th Ave, S
Federal Way, WA 98003
Phone: (253) 945-2043
Fax: (253) 941-0442
Email: smclean@fwps.org
Questions
Questions regarding this RFP must be directed in writing (e-mail, fax or mail) to the above contact. The District will respond to all questions in writing. All substantive questions and corresponding answers will be posted on the District’s website at:
Questions may be submitted to the District until September 30, 2009 at 3:00 p.m. PDT.
Terms and Conditions
Federal Way Public Schools Relationships: Respondents are required to disclose relationships with Federal Way Public Schools Board of Directors and Staff.
Responsibility to Clarify: Respondents agree to ask for additional information that would allow them to respond to the RFP. The District reserves the right to request clarification of information submitted, and to request additional information from any respondent.
RFP Modifications: The District reserves the right to revise this RFP and the RFP evaluation process. Such revisions will be announced in writing to all RFP respondents.
Proposal Costs: Federal Way Public Schools is not liable for any costs incurred by respondents in connection with their proposal. Submitted proposals become the property of Federal Way Public Schools and will not be returned.
Contract Provisions: Federal Way Public Schools reserves the right to include any or all parts of the respondent’s proposal in the final agreement.
Multiple Respondents: Federal Way Public Schools reserves the right to conduct simultaneous negotiations with multiple respondents.
Right to Reject: The Board of Directors for Federal Way Public Schools reserves the right to reject without liability any or all responses to this RFP even if all stated requirement are met.
Appendices
Appendix A: Location of Existing District Property within the City of Federal Way’s designated LIFT area.
Appendix B: Map Preferred Class A office space location.
Appendix C: Map of Federal Way Public Schools boundaries
