Request for Proposal – Facility Renovation Services Contract

May 2007

Anderson Chapel African Methodist Episcopal Church (ACAMEC) announces a Request for Proposal (RFP) for facility remodeling services contract.

The contract will be a deliverable/work authorization based contract and the contract term will be limited to December 31, 2007 from date of execution. The approximate amount of the contract is $100,000.00, which is included for informational purposes only and may be adjusted by ACAMEC.

I.         Purpose

This request for proposal is issued for the purpose of identifying qualified certified construction contractors able to provide remodeling services required by ACAMEC related to a comprehensive remodeling of ACAMEC’s sanctuary and ancillary facilities. Each proposal will be screened and evaluated by the Board of Trustees of ACAMEC as to the respondent’s competence, knowledge, and qualifications and as to the reasonableness of the proposed costs to undertake the project. The criteria and the review process are further described in the RFP.

II.       Description

ACAMEC is a 28 year old facility that includes a 75' x 45' sanctuary with 21' x 9' foyer, two bathrooms, one male 8' x 6' and one female 13' x 7'; a 10' x 4' audio/visual recording booth; two parking areas, east side 135' x 171' and west side 120' x 210'; ancillary adjoining structures, fellowship hall 60' x 30' and administrative wing 60' x 30'.

III.      Deliverables

ACAMEC is issuing this Request for Proposal to solicit proposals from qualified certified construction companies to provide necessary remodeling, roofing, and re-engineering of parking facilities and external drainage.

IV.      Insurance

The selected firm is responsible for Federal and State Unemployment Insurance coverage and Standard Workers Compensation Insurance coverage. The selected firm shall comply with all Federal and State tax laws and withholding requirements.

V.        Selection Requirements

The firm must provide its own work facilities, equipment, supplies, and support staff to perform the required work.

VI.      Responses

Responses to the RFP may be submitted by an individual construction company or joint venture between an architectural consulting firm and a prime construction contractor.

Responses to the RFP must:

∙          Give name and address of submitting organization and state in which incorporated or chiefly located.

∙          Identify a designated contact in the organization and list telephone number, fax number, and e-mail address.

∙          Demonstrate understanding of the nature of the required services by providing a detailed overview of proposed methods and strategies to undertake the project which indicate a high level of quality and commitment to excellence.

∙          Provide the names and qualifications of any needed outside specialist and/or consultants that will assist the respondent’s staff members.

∙          Describe the level of assistance, if any, which will be expected from ACAMEC.

∙          Provide evidence that the respondent has experience in performing construction, remodeling projects involving churches. The respondent must include a list of three (3) or more clients and projects and must include the following information for each client and project:

            a) Client name

            b) Client contact person, address, and telephone number, fax number and e-mailaddress

            c) Complete description of the work performed and/or deliverables provided

d) Accurate description of the cost of the work performed, including whether payment was fixed-fee, hourly fee, or some other method of compensation; and

            e) Specific description of results achieved.

VII.     Cost and Miscellaneous

The respondent should submit their estimated hourly rates or fees only for providing the requested services, solely for the purpose of ACAMEC determining whether the proposed amounts constitute a fair and reasonable price. Proposals will be evaluated on the basis of qualifications and experience; fees and cost will be negotiated in the event of a contract award. Fees paid to the successful respondent shall be negotiated prior to contract signature. It is expressly understood that ACAMEC is under no legal obligation to execute a contract on the basis of this notice; RFP, or in connection with the preparation thereof.

VIII.   Standard Contract Terms and Conditions

The selected firm and ACAME will enter into contract for the services described in this RFP. Failure of the selected firm to accept the terms of the contractual agreement may result in cancellation of the award.

IX.      Proposal Selection and Award Process

The Board of Trustees of ACAMEC will make the selection. The Board will review and rank all proposals received. Respondents that are reasonably apt to be awarded the contract, based on evaluation of the written proposals will be requested to interview with the Board. Preference will be given, all other considerations being equal, to a firm whose principal place of business is within the State of Texas or who will manage the contracted project entirely from its office within the State of Texas. All proposals submitted in response to this RFP will be evaluated on the basis of the following criteria:

            ∙          Completeness and Thoroughness of Response - 10%

            ∙          Project Understanding and Approach - 30%

            ∙          Qualifications/Experience with construction/remodeling of churches - 30%

            ∙          Responses of former clients to respondents work and professionalism - 10%

            ∙          Reasonableness of Cost – 20%

            ∙          Maximum Score - 100%

X.        Schedule of Events

∙          RFP Published May 2007

∙          Deadline for Submission of Proposals May 31, 2007.

∙          Evaluation of Proposals Complete by early June, 2007

∙          Respondent Notification (estimated) early July, 2007

∙          Interviews (estimated dates) end of July, 2007

∙          Contract Awarded (estimated date) mid to late August, 2007

XI.      Submitting the Proposal

The proposal should be typed, preferably double spaced, on 8 ½ by 11 inch paper with all pages sequentially numbered, and either stapled or bound together. It should be sent by mail or delivered in person, marked “Response to Request for Proposal” and addressed to:

Reverend William M. Campbell, Jr. - Chairman of the Board

Anderson Chapel African Methodist Episcopal Church

Post Office Box 1177 - 1002 Jefferies Avenue

Killeen, Texas 76540-1177

For General Inquiries please call:

Mr. Kenneth Roberts - Chair - Construction Committee

254.405.2658