REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL & ENGINEERING SERVICES

NORTH WHIDBEY MS NOISE MITIGATION GRANT PROJECT
HVAC UPGRADES & WINDOW REPLACEMENT

Oak Harbor Public Schools (OHPS) is seeking proposals from interested parties capable of providing architectural and engineering services for window replacement and HVAC upgrades at North Whidbey Middle School (NWMS). The District has received a $4.53M Community Noise Mitigation Grant from the Department of Defense to help fund these improvements. The school is located near Naval Air Station Whidbey Island and experiences high levels of jet noise that is disruptive to learning, and the goal of these improvements is to reduce interior noise from 65 decibels to under 45 decibels. The estimated total project cost is $6.64M.

PROJECT SCOPE OF WORK

Phase I: Pre-Design

HVAC Upgrade

• Evaluate existing conditions and performance of current HVAC system
• Review performance deficiencies identified by the District
• Review noise level performance requirements as outlined in the federal grant and ensure proposed HVAC design supports achievement of these reduced noise levels.
• Issue final draft of Pre-Design study which identifies all work completed and a Basis of Design summary including outline specification and independent cost estimate.

Window Replacement

• Field verify measurements of existing windows
• Produce CAD drawings of existing window details.
• Take photos of building exterior to utilize in construction documents.
• Review noise level performance requirements as outlined in the federal grant and ensure proposed windows will support achievement of these reduced noise levels.

Phase II: Design, Bid & Construction Administration

• Prepare concise Basis of Design and Construction Bid Documents (detailed drawings, plans and specifications, and special terms and conditions for construction) to support public sector bidding requirements for federally funded public works projects.
• Coordinate with the City of Oak Harbor for any necessary permits.
• Provide construction phase project administrative support for the project including the bid/award process, processing contract related ASI’s RFI’s, Submittals, site visits, punch list inspection activities, and final record documents
• Work with the District’s Project Manager to ensure that federal grant requirements are being met.

Other Scopes of Work
General A/E services for other capital projects may also be added, depending on approved funding.

Assumptions

• The District will make available all known drawings and documents, including Acoustical Testing / Noise Study results.
• No hazardous materials are known to be present.
• District will provide general contractor agreement, instructions to bidders, and general conditions to be included in the bid documents.

Projected Design and Construction Schedule
Phase I design work should begin immediately after an Intent to Award is issued. Commencement of construction must occur before April 1, 2026, with Federal Grant funds to be fully expended and final completion of the project (including final acoustical testing) by October 1, 2029.

STATEMENT OF QUALIFICATIONS SUBMITTAL REQUIREMENTS
All qualified individuals and firms, including minority and women-owned firms, are encouraged to apply. Those interested in providing services as described above are requested to submit an electronic document via e-mail indicating previous design and project management experience.

The Qualification document shall be limited to ten (10), single sided, 8 1/2 x 11-inch sheets.

Statement of Qualifications shall be submitted by 3:00 pm PST on April 29, 2025, to:
Michelle Kuss-Cybula, Superintendent
c/o Heidi.hansen@esd112.org

Documents received after the designated date and time will not be considered. Hand-carried documents delivered to the address above are acceptable and must be date-stamped by the School District upon receipt prior to the designated date and time above.

The district reserves the right to reject any qualifications not in compliance with all prescribed public procedures and requirements and to waive informalities in this qualification’s response process.

The Statement of Qualifications must include:

1. A letter of introduction to include firm’s strategy for providing project coordination with OHPS personnel, and how/why you believe you are suited to work with OHPS. Highlight any public K-12 construction experience and/or familiarity with federal grant funding.
2. A simple diagram or narrative describing the key personnel assigned to the project including the project manager, mechanical engineer, electrical engineer and all proposed consultants.
3. Examples of four previous projects of similar type and current names and references for projects cited. No limitation on years since completion.
4. Provide your list of immediate “must haves” from the School District that will ensure your efforts are efficient and cost-effective.

The District intends to enter into a negotiation for a professional services consulting agreement with the firm offering the best qualifications and experience as judged by the District. An Intent to Award notification for the work is anticipated within two weeks begin the Phase I work immediately.

All questions regarding the RFQ process should be directed to the District’s advisor, Heidi Hansen, ESD 112 Construction Services Group via email at Heidi.hansen@esd112.org.

RFQ Publication Date: April 15, 2025

Full RFQ for Print