Request of Qualification Proposal for Construction Management Services

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1 Request of Qualification Proposal for Construction Management Services Dated June 10, 2014

2 Table of Contents Overview 3 Introduction 4 Scope of Construction Managers Services 4 Submission of Qualifications 6 Submittal Requirements 6 Process for Selecting Management Services 10 2

3 Introduction Johnsburg School District 12, 2222 Church Street, Johnsburg, Illinois will receive statements for qualification for Construction Management Services for new construction and/or renovation to Ringwood School Primary Center, Johnsburg Junior High School, and Johnsburg High School. All questions regarding the projects shall be directed to: RuckPate Architecture N. Pepper Rd, Suite 201 Barrington, IL (fax) The Superintendent will receive qualification proposals for Construction Management Services at: 2222 Church Street, Johnsburg, Illinois on or before 12:00 p.m. CDT 23 June There will be a Pre-RFQ walk through of the three schools on Wednesday, 18 June 2014 at 9:00 a.m. CDT. Interested individuals will meet at 9:00 a.m. at the conference room in the administration office of Johnsburg School District 12, 2222 Church Street, Johnsburg, Illinois Attendance at the walk through is not mandatory but will likely be an important evaluation point during the selection process. The selection of a construction management firm will be a two-step process: Request of Qualification followed by Request for Proposals and interviews to those firms who will be short listed. Fee proposals and related financial issues will be considered in the subsequent short list phase. The District reserves the right to accept or reject, either in whole or in part, any and all submittals in response to this request, with or without cause, and to waive informalities in any submittals which are in the best interest of the District. Response Material Ownership: All material submitted regarding this RFQ becomes the property of the District and will only be returned to the submitting firm at the District s option. Incurring Costs: The District is not liable for any cost incurred by any firm prior to issuance of a written agreement. Acceptance of Proposal Content: The contents of the qualifications submittal of the successful firm may become contractual obligations if the District wishes to execute a contract based on the submitted proposal. Failure of the successful firm to accept these obligations in a contract may result in cancellation of the award District Ownership of Contract Products: All products produced in response to the contract resulting from the RFQ will be the sole property of the District. Reference Checks: The District reserves the right to contact any reference or any client listed in the documents for information which may be helpful to the District in evaluation the firm s performance on previous assignments or projects. 3

4 Part I Introduction Johnsburg School District 12, at 2222 Church Street, Johnsburg, Illinois is conducting a search for a firm to provide construction management services. Qualification submittals will be accepted from firms interested in providing such services to the District as outlined below. A recommendation will be made to the Board of Education for conditional approval at their 15 July 2014 meeting. Project & Schedule: Site Improvements, Interior Renovations, and/or Additions to Ringwood School Primary Center, Johnsburg Junior High School, and Johnsburg High School Design: 1 June September 2014 Construction Docs: 1 October January 2015 Out To Bid/Award: 1 February March 2015 Ground Breaking: April 2015 Substantial Completion: August 2016 Part II Scope of Construction Managers Services The construction manager shall provide services as AGENT to Johnsburg School District 12 and shall include, but not be limited to, the following list of services: 1) Pre-construction Phase Services a) Administration: The Construction Manager (CM) shall attend and participate in all design phase team meetings. The CM shall prepare a site logistics and utilization plan for review by the Owner. b) Estimating: The CM shall provide a conceptual budget for the Final Program Statement (date to be mutually determined) and detailed project estimates at the following stages of document completion: Schematic Document 100% Design Development Document 50% Construction Document *Estimates should provide quantities c) Quality Control: Develop a project-specific quality control plan, outlining your quality control goals for the project. d) Scheduling: Develop a detailed CPM master project schedule immediately upon award. This schedule should be developed using a nationally recognized computerized scheduling program. e) Value Engineering Constructability Review: Provide constructability and value engineering reviews in conjunction with the above estimates. f) Safety: Develop a project specific safety plan to be incorporated into all bidding documents. g) Purchasing: Prepare, develop, and distribute all bid packages, including project specific, general and supplementary general condition items. The CM will conduct a pre and post bid meeting with trade contractors to ensure that all bids are complete and fully responsive. The CM will receive and analyze contractor bids and make award recommendations to the Owner. All 4

5 construction contracts will be between the contractor and the Owner. The CM will coordinate the identification and ordering of the long lead items to be incorporated into the project. 2) Construction Phase Services a) General Administration: Maintain a competent and sufficient number of full-time field staff to administer the work of the project, coordinate, and supervise the work. The CM shall conduct weekly meetings with the project team and all trade contractors and prepare and distribute meeting minutes for all parties. During early phases of the project, conduct MEP coordination meetings as necessary to facilitate effective: use of interstitial spaces. b) Trade Contractor Supervision/Coordination: Supervise and coordinate the efforts of all trade contractors and suppliers to ensure that cost, quality, safety and all other goals of the project are met or exceeded. c) Schedule: Solicit and incorporate trade contractor input into the project schedule. Manage all trade contractors to ensure milestone and final completion dates are met. Update the overall schedule monthly for incorporation into the monthly report. d) Quality: Inspect all materials and installations to ensure that the plans, specifications, and quality control goals of the project are being met or exceeded. e) Safety: Monitor and enforce the project s Safety Program. Ensure compliance with all local, state and federal safety regulations. Incorporate appropriate information into monthly reports. f) Reporting/Communication: On a weekly basis prepare a detailed project report updating the Owner with cost, schedule, safety, quality and other pertinent project facts. Maintain a daily log of construction activities and photographic log of the projects' progress. On a weekly basis, hold an informational meeting with the user groups and other Owner personnel to provide with an overall update of the projects' progress. Develop and maintain computerized information management systems to monitor costs, requests for information, change order status, submittals and all other project information, g) Project Accounting: On a monthly basis, gather all trade contractor and supplier invoices and summarize overall project billing in a format acceptable to the Owner. Process payment requests and collect waivers from trade contractors and suppliers. Review, negotiate and recommend action regarding all trade contractor change order requests prior to submission to architect and Owner for review. Continuously incorporate changes into the overall project budget to maintain an accurate estimate of total project costs. Obtain the required bonds and insurance certificates from all contractors and suppliers. h) Requests for Information/Submittals: Review and forward to the architect and/or Owner all trade contractor requests for information and submittals. Maintain a date sensitive computerized log of all such documents indicating current status of each. i) General Conditions: The CM shall be responsible for the performance and administration of all general conditions (field overhead) on the project. Fixed General Condition costs are to be approved by the Owner and included in the CM Contract. j) Permits/Inspections: Secure all necessary local, state and federal permits, inspections and certificates of occupancy for the new and renovated facilities. k) Self Performance: The Construction Manager will not be allowed to bid or self perform any portion of the trade work. 5

6 3) Occupancy Services: a) Punch List: Prepare the final punch list incorporating items from the architect and Owner. Administer completion of all items therein with responsible trade contractors. b) O & M Manuals/As-Built: Prepare and turn over all O & M manuals for all equipment to the Owner. Throughout the project maintain an accurate set of as-built documents for the Owner incorporating all aspects of the construction. c) Training/Start Up: Coordinate equipment training for appropriate staff of the Owner to ensure smooth transition of building operation. Administer start up and testing of all equipment by manufacturer s representatives. d) Warranty: Obtain appropriate guarantees and warranties from all applicable trade contractors and suppliers. Provide copies or same to Owner. Enforce provisions of warranties and guarantees with appropriate parties. Part III Submission of Qualifications Statement of Qualifications shall be submitted to the Superintendent, Johnsburg School District 12, 2222 Church Street, Johnsburg, Illinois. Each firm shall submit three (3) print copies and a CD/DVD of the RFQ. Submittals must be received on or before 12:00 p.m. CDT on 23 June Part IV Submittal Requirements Interested firms shall submit a concise statement of the firm's qualifications, which includes the following information, documented in the manner and order below: 1) Firm Information a. Firm name, address, telephone and fax number, firm's website if applicable. b. Type of ownership: Partnership Corporation Other c. If corporation, answer the following: i. Date of incorporation ii. State of incorporation iii. Principal Officers iv. If other than corporation, describe organization and name principals. d. Identify the primary executive point of contact for Johnsburg School District 12, including direct phone number, mobile phone number, address, and years employed by the firm. e. Identify the number of personnel in your present permanent organization: i. Site Superintendents ii. Project Engineers (state type) iii. Project Managers iv. What is your firm s current workload based on the construction cost and schedule of work currently on hand? 6

7 f. Have you ever failed to complete any work awarded to you? If so, explain when, where, and why. g. The number of years your firm has provided construction management services in the Northeastern Illinois area and the dollar volume of the projects completed as a CONSTRUCTION MANAGER (not general contractor) in the Northeastern Illinois area. h. Brief company background and history. Include number of years in business and the number of employees based in the Northeastern Illinois area. Provide a brief overview of the firm's relevant services and capabilities including specific qualifications for special education projects. i. Describe any past or present litigation between the firm and any owner, architect, engineer, subcontractor, supplier, or government agency in the last five years. j. Provide copies of the firm s most recent Annual Report or Financial Statement and any other documentation that demonstrates financial solvency. List the firm s banking, bonding and insurance references, including name of firm, address, telephone number, primary contact and length of relationship. 2) Project Team a. Provide an organizational chart with the names, titles, home office location, and project role for you proposed team members. Include the resumes of each team member and indicate which personnel will be on site full time. Highlight relevant experience. b. Will your firm be willing to guarantee the assigned personnel for this building program if awarded the Construction Management contract? c. Provide a narrative description of each of their responsibilities on the project and their role within the project team. d. List the current workload of the key personnel (project manager and site superintendents) that will be responsible for managing the project. e. Identify any outside consultants that are proposed. 3) Similar Project Construction Management Experience a. What percentage the total construction cost of your projects do you do on the following basis: i. Construction Management (as Owner s agent) ii. Construction Management (holding trade contracts) iii. Bid General Construction iv. Negotiated General Construction v. Design/Build b. What dollar value of work have you completed in the area in the last 5 years under the Construction Management approach? c. How many School or other Educational projects have you completed that have an individual construction cost of Ten Million or more? 7

8 d. Describe your experience in projects involving extensive renovation and building additions. e. Has your firm ever entered into litigation/arbitration with an Owner? If so, please explain. f. List a minimum of five (5) projects completed within the past five (5) years where you have served as Construction Manager (do not list any projects where you have served as General Contractor). For each project listed, include project name and address, year completed, construction cost, type of project (new, renovation, addition, replacement), and reference (name, position, telephone number). g. Of the projects listed above, did any contractor enter into litigation/arbitration with? h. Describe three of the firm's most relevant, current Northeastern Illinois educational projects including the following information: i. Project Title ii. Client Name iii. Location iv. Point of Contact v. Telephone Number vi. Architect vii. Square Feet viii. Construction Value ix. Expected Date of Completion x. Contractual Relationship xi. Scope of Services i. Describe three of the firm s most relevant, completed Northeastern Illinois educational projects including the following information: i. Project name ii. Client Name iii. Location iv. Telephone Number v. Architect vi. Square Feet vii. Construction Value viii. Expected Date of Completion ix. Contractual Relationship x. Scope of Services j. Provide a brief overview of other special education and/or school districts (State or National) your firm has worked with that illustrates the depth, experience and service capabilities of your firm with special education and/or school clients. k. Provide five references for Northeastern Illinois clients where the firm has maintained an on-going relationship in excess of three years. Include the following information: i. Project Name ii. Client Name iii. Location iv. Point of Contact v. Telephone Number Architect vi. Square Feet vii. Construction Value 8

9 4) References viii. Expected Date of Completion ix. Contractual Relationship x. Scope of Services a. Provide references for three architects and five subcontractors including: i. Name of Firm ii. Point of Contact iii. Telephone Numbers b. Mention any citations, awards or honors the firm has received for construction management. 5) Project Approach and Services a. Describe the firm's approach to teamwork, identifying common goals, understanding the Owner's objectives, and maintaining all commitments during the entire project. b. Explain how the firm integrates pre-construction services with architectural services and Owner decision making. Include a brief description of deliverables the firm expects to provide at the end of the schematic design, design development, and construction documents. c. Discuss the firm's approach to cost estimating. Discuss how the firm develops estimates and tracks changes. Address the firm's track record with cost estimating. Provide an example of one of the firm's recent Schematic Design estimates at the end of the submission. d. Provide information as to how close the Design cost estimates have been to actual bids on the last three construction management projects for schools. e. Identify the firm's approach to managing costs for various budget categories within a project. For example, how will the firm categorize costs for work funded through the state construction grant program, life safety and other forms of funding? f. Discuss the approach to value engineering at various points in the design, bidding, and construction process. Provide an example of proposed value engineering developed on a recent project during the pre-construction phase. g. Describe the firm's policy for handling "change orders" during construction. h. Describe the firm s position on cash allowances included in the contractor s bid. i. How does the firm schedule a project from the earliest conceptual stages through construction? How does the firm maintain project schedules? j. Describe the firm s approach to developing bid packages, managing the bid process and awarding trade contracts. k. Describe the firm s plan for screening contractors who bid on the various portions of the job. l. Describe the firm s approach to integrating quality assurance during the pre-construction phase and maintaining quality assurance during the construction phase. 9

10 m. Discuss the firm s approach to site safety during the construction phase. n. Discuss the firm s approach to working within and around occupied school(s). o. State E.M.R. ratings of your firm. p. Address how the firm achieves timely closeout of projects, including punch lists, final accounting, equipment reviews and training, user group walk-through, move-in coordination, etc. 6) Description of Proposed Fees Structure: a. Identify what is typically included in your professional fee for pre-construction services by completing and including Attachment A. b. Identify what is typically included in your professional fee for construction management services. Identify what, if any, professional services are included in this fee. Please identify which members of your proposed team, or home office expenses, would be covered in your professional fee. 7) Additional Requirements The Owner will require the selected firm to: a. Follow all Board of Education policies while under contract with the District. b. Follow all local, state, and federal guidelines regarding wages, benefits, conditions of employment, and hiring practices. c. Provide copies of all insurance coverage for the firm and include Johnsburg Community School District 12, as an additional insured. 8) Additional Information: Please provide a one-page summary of any additional information you feel is important in consideration of your firm's selection as the Construction Manager. Part V Process for Selecting Management Services The selection process will follow a qualifications-based selection procedure. Statements of Qualifications submitted will be reviewed and a minimum of three firms will be asked to interview with the District. Interviews are tentatively scheduled for the week of 7 July Firms will be evaluated on the basis of the following factors: History and depth of the firm Capability to perform the services required relevant project experience Qualifications of the project team Statements from listed references 10

11 Statements of Qualifications are due to the Superintendent of Johnsburg School District 12, 2222 Church Street, Johnsburg, Illinois on or before 12:00 p.m. 23 June Submittals after that time will not be considered. Requests for additional information or clarification should be in writing and directed to: Dr. Dan Johnson, Superintendent Johnsburg School District Church Street Johnsburg, Illinois (fax) Three (3) copies of the Statement of Qualifications and one copy on CD/DVD are requested. The selected firm will be recommended for approval at the 15 July 2014 meeting of Johnsburg School District 12 Board of Education. 11

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