Eanes Independent School District

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1 EANES INDEPENDENT SCHOOL DISTRICT 601 Camp Craft Road Austin, Texas Request for Qualifications Construction Manager at Risk Services Eanes Independent School District Construct a District Operations Center located on Shriner. Develop the Shriner property to include student/staff parking, landscaping, water quality detention ponds, etc. Renovate and repurpose the existing Maintenance & Operations. Renovate and add additions to the existing Transportation facility. Improve traffic flow & parking lot improvements allowed by repurposing existing space occupied by the District Warehouse. Renovate and expand the existing warehouse building located on the Shriner property. 1

2 SUBMISSION OF CONSTRUCTION MANAGER-AT-RISK: REQUEST FOR QUALIFICATIONS (RFQ) for various EANES ISD projects 1. RFQ Schedule Summary 2. Advertisement 3. Project Scopes and Budgets TABLE OF CONTENTS A. Construct a District Operations Center located on Shriner. B. Develop the Shriner property to include student/staff parking, landscaping, water quality detention ponds, etc. C. Renovate and repurpose the existing Maintenance & Operations. D. Renovate and add additions to the existing Transportation facility. E. Improve traffic flow & parking lot improvements allowed by repurposing existing space occupied by the District Warehouse. F. Renovate and expand the existing warehouse building located on the Shriner property. 4. Submission Instructions 5. Architects 6. Selection Process Appendix A: Guidelines for Pre-construction services provided to EISD and its Architects Appendix B: Construction Manager-At-Risk: Request for Proposal Questionnaire Appendix C: Construction Manager-At-Risk: Request for Qualifications attachments 1. Felony Conviction Notice 2. Conflict of Interest Questionnaire 3. EISD Prevailing Wage Rate 2

3 1. RFQ SCHEDULE SUMMARY STEP ONE July 23 & 27, 2015 July 23, 2015 August 04, 2015 (4 pm) August 06, 2015 (2 pm) STEP TWO August 10, 2015 August 12, 2015 August 13, 2015 August 19, 2015 August 26, 2015 Legal Advertising for RFQ RFQ documents released on EISD website Last day for inquiries and clarifications Receipt and Reading of Names of Proposers of Request for Qualifications Select Proposers to interview and notify Interviews Complete Evaluation Process Prepare Board Action Item for Board Packet Board of Trustee Approval of selected CM Note: 1. This schedule is preliminary and may be modified at the discretion of the owner. 2. *All proposals received by the proposal due dates will be opened for the sole purpose of recording the names of the Construction Manager firms submitting written qualifications. 2. ADVERTISEMENT Pursuant to the provisions of the Texas Government Code Chapter 2269, Subchapter F, it is the intent of Eanes Independent School District (EISD) to interview multiple Construction Manager(s)-at-Risk (CMaR) in a Two-Step Process to select one CMaR for the following projects included in the district s May 2015 bond referendum: Construct a District Operations Center located on Shriner, Develop the Shriner property to include student/staff parking, landscaping, water quality detention ponds, Renovate and repurpose the existing Maintenance & Operations, Renovate and add additions to the existing Transportation facility, Improve traffic flow & parking lot improvements allowed by repurposing existing space occupied by the District Warehouse, Renovate and expand the existing building located on the Shriner property. The selected Construction Manager(s) will assist the District and their Architect with pre-construction services and to build the projects thereafter as a Construction Manager-At-Risk. RFQ packages may be obtained from the Eanes ISD Purchasing page on the district s website at requests can be sent to Sylvie Pouget at Qualifications are due by 2 pm on August 6, 2015 at the EISD administration building at 601 Camp Craft Road, Austin Texas The selection committee will review submissions and rank them according to the criteria established for this process as published in the request for qualifications package. 3

4 PROJECT SCOPES & BUDGETS Facility District Operations Center Shriner Property student/staff parking Renovate and Repurpose existing Maintenance and Operations Renovate and add additions to existing Transportation Facility Improve traffic flow & parking lot improvements allowed by repurposing existing space occupied by the District Warehouse. Renovate and add additions to existing warehouse on Shriner Property Approximate Square Footage Construction Budget Construction to Start Complete Construction 14,000 $ 3,900,000 Winter 2016 Fall 2016 $ 900,000 Winter 2016 Fall ,500 $ 500,000 Spring 2016 Fall ,000 $ 1,276,000 Spring 2016 Fall 2016 $ 1,293,750 Spring 2016 Fall ,500 $ 475,000 Winter 2016 Summer

5 3. SUBMISSION INSTRUCTIONS A. Complete information as requested in Appendix A, Construction Manager-At-Risk: Request for Qualifications Questionnaire. Proposers shall submit the responses to: Sylvie Pouget Purchasing Coordinator Eanes Independent School District 601 Camp Craft Road Austin, Texas No later than 2:00 pm, Thursday, August 6, 2015 Late responses will not be considered. Proposers shall submit four (4) copies of ONLY the Response to Construction Manager-At-Risk: Request for Qualifications Questionnaire in a sealed envelope and labeled: Construction Manager-At-Risk: Qualification Statement for Various Eanes ISD 2015 Bond Projects Eanes Independent School District B. Any supplemental information provided should be submitted in a separate format. C. Pursuant to the provisions of the Texas Government Code Chapter (f), the District s administrative staff shall publicly open, and read aloud the names of the proposers on or at 2 pm. on August 6, 2015 at the EISD Administration Building, Business Office Conference Room. D. Questions about the projects and Construction Manager-At-Risk: Requests for Qualifications Questionnaire should be submitted in writing and addressed to: Bob Cervi Executive Director of Facility Operations Eanes Independent School District 1110 Westbank Drive Austin, Texas CC Questions will be accepted through 4 pm, August 4,

6 4. ARCHITECTS Fields and Associates Architects 1101 Capitol of Texas Hwy., Bldg. A, Suite 101 Austin, Texas SELECTION PROCESS a. Step One i. The selection process for this project will be accomplished in a two-step process as provided in the Texas Government Code Chapter 2269, Subchapter F. ii. The District will receive, publicly open, and read aloud the names of the Proposers submitting a Request for Qualification at 2pm on August 6, iii. Submissions will be evaluated and ranked by the selection committee. The rankings for step one will be is based upon the following criteria and weights: 25% Personnel for this project 15% Construction Manager at Risk experience 5% Previous experience with Eanes I.S.D. 10% Experience on similar projects within the past 5 years 15% Overall reputation for managing schedule, budget, scope changes 15% Overall reputation for punch list, close out, and warranty 15% Quality of construction & relationship with local subcontractors 100% b. Step Two i. A short list of up to five construction managers will be determined by the selection committee and notified of an interview. ii. These proposers will be evaluated to determine the best value to the District by the selection committee based upon the following criteria and weights to be used in step two: 1. Estimated CMaR Cost (preconstruction fee plus proposed fee times proposed construction budget): 20% 2. Proposed Project Team and Interview: 30% 3. Qualifications Ranking from Step One: 50% 100% iii. The final selection of one or more Construction Manager(s) at Risk for these projects will be based on the final rankings following step two, to determine the best value to the District. The District reserves the right to waive any informality and to reject or accept any or all Proposals. 6

7 No Construction Manager-At-Risk will be finally selected until a contract between the CM-At-Risk and the District is signed. Owner/Contractor Agreement - The District intends to use the AIA Document A Standard form of agreement between Owner and Construction Manager where the Construction Manager is also the Constructor, subject to revisions agreed upon by the parties. The District s Supplementary Conditions to the A and the A201 General Conditions will be made available on the Eanes ISD website at All savings on the project will be returned to the District at the conclusion of the project. All actual cost information will be made available to the District or it s agent during the entire process. A formal audit of the project may be conducted by an independent third party hired by the District at selected intervals during the construction phase and prior to final payment. The Construction Manager-At-Risk shall deliver Performance and Payments Bonds as required by Texas Government Code Chapter The Prevailing Wage Rates adopted by Eanes ISD are attached in Appendix C. The District will contract separately for all material testing, environmental testing and services, test and air balance, roof inspections and Texas Department of Licensing and Regulation (TDLR) inspections. 7

8 Appendix A Guidelines for Pre-construction services provided to EISD and its Architect: A. The Project Manager and the estimator shall attend and actively participate in regular meetings with the District and Architect to review project status and review and update the construction cost estimate. B. Advise the District and Architect regarding site use and improvements, phasing of the various projects, selection of materials, building systems and equipment. C. Provide recommendations on construction feasibility including estimates of alternative designs or materials, preliminary budgets and possible economies. D. The CM-At-Risk will be accountable for the construction budget from the schematic design phase through the completion of the project. 1. Prepare, and periodically update, a preliminary Project schedule based upon District established milestones for the Architect s and the District s review. 2. The Construction Manager shall coordinate and integrate the preliminary Program/Project schedule with the services and activities of the District, Architect and Construction Manager. As design progresses, the preliminary Program/Project schedule shall be updated to indicate proposed activity sequences and durations, milestone dates for receipt and approval of pertinent information, and submittal of the Guaranteed Maximum Price proposal. E. When Schematic Design documents have been prepared by the Architect and approved by the District, the Construction Manager shall prepare for the review of the Architect and the District, a conceptual estimate with supporting data. The CM will prepare this estimate within five (5) working days of receiving the Schematic Design documents. F. Construction Manager shall monitor changes from schematic design, to design development, and Construction Documents; and advise the District and Architect of their cost impact as they occur. G. When Design Development documents are complete, the CM shall prepare a cost estimate with supporting data for review by the District and Architect. The Architect shall not proceed beyond Design Development until the cost estimate is within the pre-determined budget. H. During the preparation of the Construction Documents, the Construction Manager shall update and refine the cost estimate at established milestones, i.e. 25%, 50%, 75%. The CM shall do this with input from Subcontractors and their other resources, as necessary to provide accurate and reliable estimates. 8

9 I. At each project development milestone, from Schematic Design to Construction Documents, each estimate shall be in a format that allows comparison from one milestone to the next. J. If any estimate submitted to the District exceeds previously approved estimates the Construction Manager shall make recommendations to the District and Architect to reduce the cost of the project within seven (7) days. The CM shall identify greatest contributors to estimate overages. K. The Construction Manager shall recommend to the District and Architect a schedule for procurement of long-lead time items that will constitute part of the work as required to meet the project schedule. L. The construction manager will be required to provide a GMP at 75% or 90% completed Construction Documents which shall be the sum of the estimated Cost of the Work and the Construction Manager s Fee and General Conditions. M. The CM shall solicit Competitive Sealed Proposals from subcontractors as outlined in Texas Government Code Chapter , and shall: 1. Receive at least three (3) proposals from qualified subcontractors and suppliers for performance of all major elements of work. 2. If the CM is self-performing any work, their proposal shall be received by Eanes ISD 24 hours prior to the competitive sealed proposals for the GMP. These proposal(s) shall in a sealed envelope. 3. Distribute proposal packages and confirm scope of work. 4. Review proposals with District and Architect, prior to Contract Award, per Texas Government Code Chapter N. During design and document phases the CM shall assist the owner and architect with investigative research on existing campus, including minor demolition and repair of walls, etc. to uncover and identify actual existing conditions in otherwise inaccessible areas. 9

10 Appendix B Construction Manager-At-Risk: Request for Qualifications Questionnaire Please provide the following information in the sequence and format prescribed by this questionnaire. Supplemental materials providing additional information may be provided in a separate format, but the information requested below is to be provided in this format. 1. Firm Information 1.1. Name of Firm: 1.2. Address of Principal Office 1.3. Phone and Fax: 1.4. Form of Business Organization (corporation, partnership, individual, joint venture, other?) 1.5. Year Founded: 1.6. Primary Individual to Contact: 2. Organization 2.1. How many years has your organization been in business in its current capacity? 2.2. How many years has your organization been in business under its present name? Under what other or former names has your organization operated? 2.3. If your organization is a corporation, answer the following: Date of incorporation, State of incorporation, President's name, Vice-President s name(s), Secretary's name, and Treasurer's name If your organization is a partnership, answer the following: Date of organization, Type of partnership (if applicable), and Name(s) of general partner(s) If your organization is individually owned, answer the following: Date of organization, Name of owner If the form of your organization is other than those listed above, describe it and name the principals What is the annual dollar value of work done in the Houston area for the five-year period of , and what percentage of your total work does this represent? 2.5. What percentage of your work in the last five years has been school construction? 3. Experience 3.1. Completed Work within the last five years: List up to the last ten (10) school projects constructed by your organization; For each project, provide the name, nature of the project/function of the building, construction delivery method, size (SF), location, cost, contractual completion date, actual completion date, owner and architect (and their phone numbers). Please limit this section to fifteen (15) total pages Current Work: List up to ten (10) school facility projects currently under construction by your organization; For each project, provide the name, nature of the project/function of the building, project delivery method, size (SF), location, cost, 10

11 contractual completion date, actual completion date, owner and architect (and their phone numbers) Using one or more of the projects listed in 3.1 and 3.2 as examples, describe the pre-construction services provided and the benefits to the Owner from using your organization as their Construction Manager. Please limit response to two (2) pages List the categories of work that your organization normally performs with its own forces. Would you propose to do any work with your own forces? 3.5. List any subcontractors in which your organization has some ownership and list the categories of work those subcontractors normally perform Claims and suits (If the answer to any of the questions below is yes, please provide details). a. Has your organization ever failed to complete any work awarded? b. Are there any judgments, claims, arbitration proceedings or suits, pending or outstanding against your organization or its officers? c. Has your organization filed or been involved in any lawsuits or requested arbitration with regard to construction contracts within the last five years? 3.7. Within the last five years, has any officer or principal of your organization ever been an officer or principal of another organization when it failed to complete a construction contract? (If the answer is yes, please provide details.) 3.8. Describe your organization s safety program and provide your worker s compensation experience modification factor. List any safety awards your company has received within the past 5 years. 4. Financial Information 4.1. Attach an audited financial statement, including your organization's latest balance sheet and income statement showing the following items: a. Current assets (e.g., cash, joint venture accounts, accounts receivable, notes receivable, accrued income, deposits, materials inventory, and prepaid expenses). b. Non-current assets (e.g., net fixed assets, other assets). c. Current liabilities (e.g., accounts payable, notes payable, accrued expenses, provision for income taxes, advances, accrued salaries and accrued payroll taxes). d. Non-current liabilities (e.g., notes payable). e. Capital accounts and retained earnings (e.g., capital, capital stock, authorized and outstanding shares par value, earned surplus, and retained earnings) Name and address of firm preparing attached financial statement and date thereof Is the attached financial statement for the identical organization named under item 4.1 above? If not, explain the relationship and financial responsibility of the organization whose financial statement is provided (e.g., parent subsidiary) Will the organization whose financial statement is attached act as guarantor of the contract for construction? 4.5. Provide name, address and phone number of your financial institution Surety: Name of bonding company and name address, and phone number of agent. 11

12 5. Experience with concepts for working as a Construction Manager-At-Risk 5.1. Describe your organization's concepts for working in a team/integrated relationship with the Owner and Architect during the design and construction of major projects. a. Estimating: Describe your organization's methods for estimating costs. It is anticipated that a portion of the GMP may be furnished prior to completion of construction documents. Describe your past success in this area. Provide a list of CM at Risk projects (referencing projects you noted items 3.1 and 3.2 when possible) indicating at what percentage a GMP was submitted to the Owner. b. Scheduling describe your organization's methods for scheduling during the design documents phase and the construction phase Cost Information: Your firm would be required to make all cost information available to owner and architect during design and construction. Describe how this information would be furnished and how the owner and architect would be assured that it is complete and accurate. 6. Personnel 6.1. Given the scope and schedule of the project(s), identify the available personnel proposed (i.e., Project Manager, Job Superintendent or Superintendent(s), Estimator and Field Operations) to work on the project(s). Provide a resume and references for each individual. Prior to contracting with a construction management firm, Eanes Independent School District will interview the Project Manager/Job Superintendent that will be assigned to the project. Please reference these personnel to projects listed in items 3.1 and 3.2 and explain how these personnel align with the proposed projects Company Philosophy: a. What do you bring to the project team (EISD, Architect and CM) that is unique? b. What is your role in ensuring that the Architect, Owner and Construction Manager work as a team? How will you resolve team conflict? 7. References (Name, organization, telephone, fax, & if available) 7.1. Provide five (5) owner/client references 7.2 Provide five (5) subcontractor references 7.3 Provide five (5) architect/engineer/consultant references 12

13 COST FORM Project: EANES INDEPENDENT SCHOOL DISTRICT CONSTRUCTION MANAGEMENT AT-RISK / CONTRACTOR SERVICES A. Construct a District Operations Center located on Shriner. B. Develop the Shriner property to include student/staff parking, landscaping, water quality detention ponds, etc. C. Renovate and repurpose the existing Maintenance & Operations. D. Renovate and add additions to the existing Transportation facility. E. Improve traffic flow & parking lot improvements allowed by repurposing existing space occupied by the District Warehouse. F. Renovate and expand the existing warehouse building located on the Shriner property. Proposer: Company Name A. Preconstruction Fee: $ Provide a proposed Preconstruction Fee to perform Preconstruction Services listed herein. Express as a Lump Sum stand-alone amount. B. CM Fee: % Provide a CM Fee for Construction Management/ Contractor services as a percentage of the Cost of the Work. The Cost of the Work shall be as defined in the Owner s modified A included with this RFP package. C. Performance and Payment Bonds: % Provide a performance and payment bond rate, based on the construction budget and schedule duration listed herein, expressed as a percentage of the final contract amount. D. General Conditions: Given the project type, estimated construction budget and schedule for the project, provide an estimate of what percentage of all project costs will comprise: What is your not to exceed mark up for labor burden? % Provide the following not to exceed unit cost wage rates: Cost per Month Number on Job 1. Full Time on site Superintendent $/Mo 2. Full Time on site Project Manager $/Mo 3. Full Time on site Project Engineer $/Mo 13

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