Board authorizes AOC to issue RFP for architect and engineering services; staff outlines advertisement and review process

The Project Development Board voted to authorize the Administrative Office of the Courts (AOC) to issue a request for proposals for architect and engineering services, following staff recommendations on advertising and review procedures.

Staff said the RFP will be advertised once in a local newspaper and once in a regional newspaper, posted on Lynn Imaging’s plan room site, and distributed via the AOC solicitation email (solicitation at kycourts.net was cited on the record). Firms will have roughly two to three weeks to prepare proposals, and boards members were told to expect printed hard copies if proposals are requested for review. Staff said AOC will perform responsiveness and responsibility reviews and provide a scoring mechanism for board members to use when evaluating proposals.

Staff also emphasized procurement ethics: outside one-on-one communications between firms and board members must be shut down and reported. Firms will be required to self‑report any communications on an ex parte disclosure form included with the solicitation.

The board moved, seconded and approved the authorization; the vote was recorded on the transcript as carried by voice vote. Staff noted that, given the timetable, proposals may arrive close to the board’s December meeting and that members should expect about a week to review printed materials once requested.

No firm was selected at this meeting; the vote authorized advertisement and solicitation consistent with AOC standards.