PCA Request for Proposals

PCA RFP Packet

Draft Expansion Layout

Providence Creek Academy (“PCA”) invites qualified and experienced construction firms to submit proposals for the construction of an approximately 5,500-square-foot expansion to PCA’s existing Upper School building in Clayton, Delaware. 

Site Drawings:  

Contractors may reach out to Rachael Straightiff for site drawings and plans at Rachael.Straightiff@pca.k12.de.us.

RFP Dates (Page 18 of RFP):

RFP Issue Date: August 31, 2026

Pre-Bid Meeting & Site Visit (Optional): September 23 & 24,2026 at 9:00 AM *Re-Scheduled*

Questions Due: September 30, 2026

PCA Responses to Questions Posted: October 5, 2026

Proposals Due: October 15, 2026

Anticipated Award: November 2, 2026

RFP Contact (Page 10 of RFP):

Contact Name: Denise Stouffer

Contact Email: Denise.Stouffer@pca.k12.de.us

RFP Questions & Responses
  1. Are the Appendices referenced on page 20 to be developed after proposal acceptance?
    • We are looking for the following:
      1. APPENDICES Appendix A – Project Plans and Technical Specifications
        1. Does your proposed budget include what is your best estimate of project plans and technical specifications.  Are these described in your proposal?  This can be a simple Yes and a reference to your budget.  
      2. Appendix B – Proposal Pricing Form
        1. Please list your proposed budget for the project including the total amount the project is not to exceed.  This budget should include the costs of the build broken down by area such as roofing, plumbing, casework..... or in a matter that you would normally subcontract the work.  
      3. Appendix C – Required Contractor Certifications
        1. Please explain what qualifications or certifications that you require of your employees and subcontractors.
      4. Appendix D – Proposal Evaluation Rubric
        1. Please disregard this appendix.  It was listed in error.  
      5. Appendix E – Draft Construction Agreement
        1. Please provide a draft of the construction agreement you commonly use.  If you don't use one, please state that.  
      6. Appendix F – Site Logistics and Safety Requirements.
        1. Please describe what general guidelines your company will follow to ensure both your team and our children are safe during the construction? 
  2. Has PCA started any land development processes?
    • PCA has not started any land development.
  3. Concerned about the timeline of land development approval / construction document development and the deadline to turn over the building by July 1, 2027
    • We can extend the deadline if we are not able to meet 7/1 to August if needed.  
  4. Can you provide a descriptive narrative for the quantity and size of the programmed space, desired finishes, casework, specialized electrical or Audio Visual needs  etc.
    • You can assume two large glass boards,  two large bulletin boards and one smart board per large classrooms including the media room.  You can assume one small glass board,  one small bulletin board, one smart board, and bookcases for the interventionist spaces.  There should be no other special audio-visual technology or any other special casework for any of the classrooms.  Items to fill the rooms, including audio visual equipment, are  being billed under a separate budget.   
  5. Is the July 1 deadline for completion tied to any funding constraints? 
    • No, we can ask for an extension for use of funds should we run into timing issues due to weather or other issues as they arise.
  6. For RFP Proposal Requirements Article 11, Section 3, can submitters utilize previous work at PCA Campus as Comparable Project Experience? 
    • Yes, you can.
  7. You mentioned that there was 1.85 million secured for the project. I believe you mentioned pursuing additional funding as well. Is there a timeline for the additional funds and does that coincide with your proposed construction schedule?
    • PCA has $1.1 million for the project and has secured an additional $1.15 million since the RFP was written.
  8. Do you know if there was any geotechnical evaluation completed when the most current addition was built? That would be very helpful for building adjacent to that location. 
    • We do not believe that we had any geotechnical evaluations completed. 
Optional Pre-Bid Meeting Questions & Responses
  1. Can the expansion outlined in the RFP be split between the Lower School and Upper School based on student age/grade?
    • Yes. PCA's RFP includes the expansion being built off of the Upper School in an effort to save cost and avoid drain pipes around the Lower School. PCA is seeking the best option for the school which includes functionality and cost. 
  2. If the expansion is split between the Lower School and Upper School, how would PCA like it split?
    • There must be at least one Sensory Room in each building with the larger one in the Lower School. The Digital Media and Recording Studio along with the additional bathrooms should be in the Upper School. The meeting spaces (Intervention Labs and Teacher Efficacy Center) may be split between the buildings. 
  3. Can utility fields and mechanical drawings be provided?
    • Yes, PCA can provide what the school has available to them. This will be shared via an email folder to those who attended the Optional Pre-Bid Meeting. Those seeking access to the folder may email Rachael.Straightiff@pca.k12.de.us.
  4. For the RFP submission, which concept (i.e. split between Lower School and Upper School or Upper School) be proposed to ensure a fair process?
    • PCA is seeking the best option for the school which includes both the spaces offered and price. Submissions should included minimal supplies - only a Smartboard and 3 vertical glassboards - as PCA is seeking the remaining supplies through additional grant initiatives. 
  5. Do any of the proposed spaces require floor outlets?
    • The Digital Media room should have floor outlets. The Recording Studio should have additional outlets along the walls for equipment.
  6. What is the sound rating required for the Recording Studio?
    • This is outside of the scope of the RFP. PCA is pursuing these supplies through additional grant initiatives.
  7. What are the fire and safety requirements?
    • All proposals should meet applicable code requirements.
  8. What is the timeframe for the preliminary sketches?
    • All sketches and drawings are due with the RFP. Final selections will be invited to the Board of Directors meeting on October 26, 2026.
  9. Is the deadline for completion flexible?
    • Yes, the deadline is flexible. Warranties and guarantees are highly important to PCA's Board of Directors.
  10. Based on the RFP, what is the timeline for construction including approvals/permits?
    • PCA anticipates selecting a company in November with shovels in the ground in February/March. Ideally, the expansion will be completed before teachers return for the next school year (the second week of August).
  11. Can we get casement specifications? 
    • As-built drawings for the Lower School and Upper School will be included in the folder sent for utility fields and mechanical drawings. 
  12. Should the floors be polished concrete?
    • No, the 2023 Expansion had polished concrete due to an issue with the concrete drying. PCA does not plan on having polished concrete in the proposed expansion.
  13. Can the current utilities support the expansion proposed in the RFP?
    • PCA is assuming that the current utilities can support the expansion.

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