BALTIMORE CITY PUBLIC SCHOOLS MATERIALS MANAGEMENT DEPARTMENT

Transcription

1 BALTIMORE CITY PUBLIC SCHOOLS MATERIALS MANAGEMENT DEPARTMENT Contract No. RFP Request for Proposals On-Call Architectural, Engineering & Construction Management Consultant Services for. Proposals Due Date: Thursday, January 15, 2015 at 11:00 A.M. Local Time. In order to be eligible for consideration, proposals must be received at City Schools Office of Materials Management no later than 11:00 am local time, January 15, 2015 in Room 401. Firms mailing proposals shall allow sufficient carrier delivery time to ensure timely receipt by the Office of Materials Management (Room 401) prior to the deadline. Any proposals received in the Office of Materials Management after the submission deadline, no matter what the reason, will be returned unopened. Delivery to the City Schools mailroom, lobby etc shall not constitute delivery to the Office of Materials Management located in Room 401. Note: MBE package shall no be submitted on a due date and time. For additional information and assistance please contact Mr. Brien Boone at (443) M/WBE Manager and/or Ms. Vastie Presley M/WBE Liaison at (443) or to: bcboone@bcps.k12.md.us vpresley@bcps.k12.md.us RFP-11027

2 . INFORMATION SHEET CONTRACT/SOLICITATION NUMBER: RFP I. Description of Work: On-Call Architectural, Engineering & Construction Management Consultant Services for Baltimore City Public Schools (City Schools) II. Location of Work: Various City School Locations III. Documents Available At: In order to participate interested firms need to visit emaryland Marketplace website at and/or ault.aspx?pageid=25290 beginning Friday, November 21, 2014 IV. Proposals Received/Due Date: Baltimore City Public Schools 200 East North Avenue, Room #401 Baltimore, MD Thursday, January 15, 2015 by 11:00 a.m. Local Time. V. Contact Person: Mr. Lawrence F. Flynn, PE, LEED AP Director - Facilities Design and Construction Telephone: (443) lflynn@bcps.k12.md.us Mr. Mike Krupnik Contract Manager Office Telephone: (410) mkrupnik@bcps.k12.md.us RFP

3 . Responding Firm(s), The response to the advertised Request for Qualifications RFP shall be executed by all responding firms in sufficient detail to demonstrate that the firm possesses the required qualifications, capacity, ability and resources to accomplish the work as set forth in the solicitation, all to the satisfaction of Baltimore City Public Schools and for proper determination and selection of the most responsible and responsive firm. All responses shall be submitted by the responding firm(s) on the response due date and time to: Baltimore City Public Schools Headquarters Building Material Management Department 200 E. North Avenue Room 401 Baltimore, MD RFP

4 . Table of Contents Page 1. Statement of Confidentiality Background Service to be Provided by the Consultant Proposal Submission Requirements Irregular RFP Responses 7 6. Method of Selection and Bases of Award Scope of Work 8 8. Term of Contract 9 9. City Schools Supervision Contract/Insurance Minority Business Participation. 10 Attachment #1 Scope of Work for A & E Consultants Attachment #2 Scope of Work for Construction Managers Attachment #3 MBE Forms (City of Baltimore) for Subcontractors Participation Attachment #4 MBE Forms (State of Maryland) for Subcontractors Participation RFP

5 . Provide On-Call Architectural, Engineering & Construction Management Consultants Services for Request for Proposals (RFP-15010) Solicitation Instructions 1. STATEMENT OF CONFIDENTIALITY: a. It is understood and agreed that all the information pertinent to this solicitation, and information that may result in a contract, may contain trade secrets which are confidential and proprietary. The selected consultant agrees not to disclose or knowingly use any confidential or proprietary information or business secrets of the Baltimore City Public Schools and/or third party participant. b. Trade secrets or proprietary information submitted by a consultant in connection with a procurement transaction shall not be subject to public disclosure under the Maryland Freedom of Information Act; however, the consultant must invoke the protections of this section prior to or upon submission of the data or other materials, and must identify that data and other materials to be protected and state the reasons why protection is necessary. Disposition of material afterward(s) is/are made should be stated by the consultant. 2. BACKGROUND: serves the needs of public education in Baltimore City, a city covering approximately 77 square miles, with a residential population of more than 645,000. It is the fourth largest public school system in the State of Maryland. City Schools operates approximately 180 facilities over a ten-mile radius, which includes elementary, middle, and high schools, special education centers, alternative schools, and administrative offices. The central office for City Schools is located at 200 East North Avenue in Baltimore, Maryland. 3. SERVICES TO BE PROVIDED BY THE CONSULTANT(S): The, via this solicitation, is soliciting requests for proposals for the purpose of establishing on-call Consultant Firms to provide consulting services on an as-needed basis for City Schools projects with fees under $200K in the fields listed below: a. Architectural Consultant Services. RFP

6 . b. Various Engineering Consultant Services such as: i. Civil/Structural Engineering ii. Mechanical Engineering iii. Electrical Engineering iv. Plumbing Engineering v. Fire Protection Engineering vi. Date/Voice/Video Network Engineering c. Construction Management services 4. PROPOSAL SUBMISSION REQUIREMENTS: Each responding firm shall submit four (4) hard copies and one (1) electronic/soft USB copy of the response for each of above listed three (3) fields covered in the RFP, if so elected. A separate response for each of three trades shall be submitted to be considered for more than one contract award. The soft electronic copy(s) submitted shall be in PDF format with bookmarks. If this request presents a problem to any responding firm, please contact Mr. Mike Krupnik at The USB(s) shall be identified by a consultant firm label with solicitation number and title, company name, address and firm contact person telephone, fax and address. The USB label shall be attached by the means of a key ring for identification and filing. a. MBE & WBE Forms shall not be submitted on a due date. b. The RFP shall contain a Table of Contents with corresponding Book Marks, placed in the front of the Responding proposal. c. Page size shall be 8 1/2 x 11, with type size 10 point. d. In order for the City Schools staff to evaluate RFP(s) objectively, all RFP(s) MUST be submitted in accordance with the format outlined in this section. The RFP should be prepared simply and economically, providing straight-forward and concise information as requested. The RFP sections MUST be organized as follows: i. Title Page/Cover - One page maximum. ii. Table of Contents - One page maximum. RFP

7 . iii. Transmittal Letter. - One page maximum. iv. Company history - One page maximum. v. Company financial stability (Financial Statement) - Three page maximum. vi. Provide Standard Federal Form 254 and 255. vii. Consultant team, staff profile and qualifications, licenses and availability. Describe experience in providing similar services. Identify the personnel to be assigned. Describe the role and responsibility of each person assigned a major role in this relationship briefly detailing credentials and experience - Two pages maximum. viii. Past experience and list of projects in performing consulting services for City Schools and/or a similar size education entity - Two page maximum. ix. Provide at least three references - One page maximum. x. Describe the firm s project methodology - Two page maximum. xi. Other information related to the proposed services - Two pages maximum. 5. IRREGULAR RFP RESPONSES: RFP responses may be rejected if they show omissions or irregularities of any kind. 6. METHOD OF SELECTION AND BASIS OF AWARD: a. The Selection and Evaluation Committee will perform, in a fair and impartial manner, evaluation and review of all information supplied by the consultants to determine qualifications and to establish a pre-qualified on-call listing of architectural, engineering and construction management firms. b. During the evaluation process City Schools reserves the right request additional information or clarifications from responding firms. c. The criteria to be considered in evaluating will include, but is not limited to, the following: i. Ability in performing the service described in the solicitation 25 Points. ii. Past experience in performing similar service- 25 Points iii. Qualifications of the personnel assigned 25 Points. RFP

8 . iv. Ability to meet required schedule -15 Points v. Information from other sources and references provided by the responding firm(s) - 10 Points. d. The Selection and Evaluation Committee may recommend up to ten (10) qualified, responsive and responsible Architectural Firms, ten (10) Engineering firms and ten (10) Construction Management firms accumulating the highest total amounts of points during technical (Phase-1) evaluation. The top ranking firms will be invited for interview with the Evaluation and Selection Committee. All the material items addressed during the interview shall be placed on USB in PDF format and provided to City Schools. e. The Evaluation Committee will recommend for award and consequent placement on the on-call list only qualified, responsive and responsible Consulting Firm(s) accumulating the highest amount of ranking points as a sum of technical evaluation and interview, based on the information provided and presented by consultants. 7. SCOPE OF WORK: a. The work under this solicitation shall include, but not be limited to, the preparation of design and construction documents and full construction administration services for repairs, renovations and limited new construction related to school buildings for projects where consultant fees are to be less than $200K. b. Typical projects for Architectural services may include developing drawing and specifications for roofs, windows, and other systemic needs of the building, feasibility studies, design specifications, field investigation, land survey, geotechnical engineering, environmental survey and evaluation studies, traffic studies, cost estimate services, ADA alterations, alteration and modifications. c. A separate on-call list of consultants will be established for engineering services consisting of Civil/Structural, Mechanical, Electrical and Plumbing, Fire Protection and Data/Voice/Video Network Engineering. These engineering consultant services may be requested to analyze existing structures for safety, prepare specifications, drawings for temporary and permanent corrective measures for buildings and building systems. d. Additionally, a separate on-call list will be established by City Schools for Construction Management Services. These consultants may be required to provide technical and administrative assistance in all aspects of the construction management for the school system. The work shall include managing capital projects, including general or multiple prime contractors, construction inspection RFP

9 . services in all trades, value engineering studies, oversight and development of program improvements, review of the contract requirements, maintain and monitor the construction schedules, cost control, analysis of change orders, coordination of the projects with Maryland State Interagency Committee on School Construction (IAC), Baltimore City Governments and Baltimore City Public Schools and other related building and building systems construction services as required. 8. TERM OF CONTRACT: a. The contract(s) resulted from this solicitation shall remain in force for a period of four (4) years starting July 1, 2015 to June 30, b. Selected firms shall not proceed with any work until a Purchase Order is issued by City Schools and received by the firm. The Board shall have no obligation to pay for services before a purchase order is obtained from the Office of Materials Management Department. c. The Baltimore City Board of School Commissioners reserves the right to terminate the established on-call consultant list resulting from this solicitation in its entirety and/or terminate any of the Consultant Firms from the list for unsatisfactory service or changing requirements of City Schools by giving thirty (30) days written notice. d. This solicitation will result an on-call consultant requirement contract, where the consultant(s) shall only be paid for actual work performed for services requested by City Schools. e. Throughout the contract period, the consultants will be asked to provide services on an as-needed basis. Utilization of the on-call consultants will be tracked based on the amount of fees and frequency of use. Periodically, this data will be reviewed and every reasonable effort will be made for the equitable distribution of work among selected consultants. 9. CITY SCHOOLS SUPERVISION: a. The consultant performance will be under the technical direction of the Baltimore City Public Schools Facilities Design and Construction Department, who will be responsible for securing consultants compliance with the operational requirements of this solicitation, and as result, the contract. The performance of this responsibility is under the direction of the Chief Operating Officer (COO) or his duly authorized representatives. b. However, the approval of the Materials Management Department must be obtained in a timely manner, prior to performance of any changed requirements to this contract which may give rise or change in price. If conditions are not acceptable, the consultant will be called on to review and correct all problems with the work he RFP

10 . performed. Failure to appear and correct unsatisfactory or incomplete work will result in the consultant being back charged the cost of making corrections by the using agency, and the cost will be deducted from the invoices due him. 10. CONTRACT/INSURANCE: a. City Schools will utilize a standard AIA Standard Form of Agreement Between Owner and Architect/Engineer/Construction Manager, with appropriate City Schools edits. b. Each responding firm is required to submit a copy of their existing liability insurance certificate with their technical proposal. c. The firm(s) selected for award shall provide Professional Liability Insurance to City Schools to cover the estimated cost of the project(s) assigned. 11. MINORITY BUSINESS PARTICIPATION: a. The total goal for MBE/WBE under Baltimore City requirement is 37% with 27% for Minority Business Enterprises and 10% for Women s Business Enterprises, see attached forms. These firms are to be certified in accordance with the Baltimore City MBE/WBE Program. This form shall be provided to City Schools after project is assigned to the selected firm together with the price proposal. b. The total goal for MBE/WBE under State of Maryland requirement is 29% with 6% for African American, 2% Hispanic Americans and 9% for Women s Business Enterprises, see attached forms. These firms are to be certified in accordance with the by MDT in accordance with the State of MD MBE Program. This form shall be provided to City Schools after project is assigned to the selected firm together with the price proposal. c. City Schools Project Manager will direct consultant which form will be required at the time when cost proposal will be requested from selected and Board approved firm. MBE forms shall be provided to the City Schools Project Manager together with the cost proposal for each project. RFP

11 Attachment #1

12 RFP Scope of Work for A & E Consultant Services. 1. Purpose: The purpose of this scope of work is to define the requirements and procedures associated with the coordination and development of construction documents and the administration of the construction for typical on-call consultant design projects. 2. Responsibility: The work requested of the A/E in executing this "Scope of Work" is to be performed under the direction of an architect or professional engineer registered in the State of Maryland. The A/E is to provide design concepts and construction documents consistent with good architectural and engineering practices and in compliance with applicable codes and standards. The A/E is responsible for the design, selection and application of materials, systems, components, processes and methods documented in the final contract documents. The A/E will ensure that the final product is adequate for, but not in excess of, what is required to perform the intended function. A/E services extend through construction, building occupancy and warranty period. 3. Project Administration: a. City Schools Project Manager will administer project design, submissions and reviews included in the Scope of Work. b. Deviations from the project scope, budget, schedules, or other contract related parameters are to be coordinated through the Director, Facilities Design and Construction. Document requests or notifications of changes in contract-related parameters are to be submitted in writing to the Director, stating the reason(s) for and affect of the proposed changes. Changes in the A/E s scope of work involving changes in contract time and fee require the approval of the Director, Facilities Design and Construction prior to starting the work. 4. Schematic Design Phase: a. Prepare from the approved Educational Specifications, for further approval by city Schools and other members of the City Schools Project Team, the Schematic Design documents. b. Provide Schematic Design documents in accordance with both the requirements of the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph10, Phase I Schematics and the requirements of the State of Maryland Public School Page 2 of 9

13 Construction Program Administrative Procedures Guide, Section 202, Educational Specifications and Schematic Designs. c. Kick-Off Meeting: Immediately following receipt of notice to proceed on the project, the A/E will attend a "Schematic Design Kick-Off Meeting" to discuss general project parameters and proposed design of systems and equipment with City Schools staff. The A/E is to prepare minutes of this meeting with copies to City Schools. d. Provide cost estimate developed by a Professional Cost Estimator in accordance with IAC/PSCP and DGS requirements. e. Project Schedule: Develop and submit a project schedule, in Gantt chart format, describing the time/event relationship between each major project phase and milestone, from schematic design through client occupancy. Assist City Schools in the development of the Provisional Master Schedule and List of Critical Dates of milestone events. f. Life Cycle Cost Analysis and Energy Conservation Analysis: Provide in accordance with IAC/PSCP and DGS requirements. g. IAC/PSCP Submission: Submit documentation as required by both the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph10, Phase I Schematics and the State of Maryland Public School Construction Program Administrative Procedures Guide, Section 202, Educational Specifications and Schematic Designs, including required forms. h. Meetings: Attend meetings, as necessary, with City Schools staff to discuss problems or issues affecting the project design or construction requirements. Attend and participate in public meetings and hearings. Engender public and regulatory support for implementation of the project. Attend, with all consultants, the Schematic Design review meeting to address all submission comments generated by City Schools staff. 5. Design Development Phase: a. Prepare from the approved Schematic Design documents, for further approval by City Schools and other members of City Schools Project Team, the Design Development documents. Design Development documents will include drawings in more detail than the Schematic Design documents and will take into account City Schools, City, and State comments on the previous submittal. b. Provide Design Development documents in accordance with both the requirements of the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph11, Phase II Design Development (DD) and the requirements of the State Page 3 of 9

14 of Maryland Public School Construction Program Administrative Procedures Guide, Section 302, Design Development Documents. c. Kick-Off Meeting: Immediately following receipt of notice to proceed to design development the A/E will attend a "Design Development Kick-Off Meeting" to discuss proposed design of systems and equipment with City Schools staff. The A/E is to prepare minutes of this meeting with copies to City Schools. d. Reviews: Conduct reviews with applicable code officials and prepare summaries of each meeting. Summaries shall highlight major problems and a status of the solution. Forward copies of each transmittal indicating submission to code officials to City Schools Project Manager. e. IAC/PSCP Submission: Submit documentation as required by both the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph11, Phase II Design Development (DD) and the State of Maryland Public School Construction Program Administrative Procedures Guide, Section 302, Design Development Documents, including required forms. f. Provide cost estimate developed by a Professional Cost Estimator in accordance with IAC/PSCP requirements. Complete IAC/PSCP Form g. Design Alternatives: Provide Add Alternates showing work totaling ten percent (10%) of the projected construction budget for the project. h. Project Schedule: Develop and submit a project schedule, in Gantt chart format, describing the time/event relationship between each major project phase and milestone, from schematic design through client occupancy. Assist City Schools in the development of the Provisional Master Schedule and List of Critical Dates of milestone events. i. Life Cycle Cost Analysis and Energy Conservation Analysis: Update and revise the Schematic Phase Life Cycle Cost Analysis and Energy Conservation Analysis. j. Prepare and submit a site plan, in required quantity, for review along with application for site storm water management permits. Prepare and submit a site plan identifying the locations of test boring and radon testing. k. Attend meetings, as necessary, with City Schools staff to discuss problems or issues affecting the project design or construction requirements. Attend and participate in public meetings and hearings. Engender public and regulatory support for implementation of the project. Attend, with all consultants, the Design Development review meeting to address all submission comments generated by City Schools staff. Page 4 of 9

15 l. Analysis: Assist the Owner in reviewing and interpreting special reports submitted by other technical consultants and professionals, as they relate to the project. Provide large-scale layouts of special areas of the facility to analyze and resolve problems and concerns regarding the proposed design. m. Design Development Documents i. Overall project narrative ii. Building design code analysis iii. Geotechnical report and analysis iv. Statement of project intent approval from local Soil Conservation Service n. Drawings i. Provide as required by both the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph 11, Phase II Design Development (DD) and the State of Maryland, Public School Construction Program Administrative Procedures Guide, Section 302 Design Development Documents. ii. Sediment and erosion control storm water management plan. Scale 1 = 40 iii. Outline Specifications iv. Building Calculations (Using Maryland DGS Standards) 1. Gross and net area 2. Building efficiency 3. Life Cycle Cost Analysis and Energy Conservation Analysis (as described above) 4. Electrical calculations; load and demand analysis, standby power load analysis, lighting power budget, lightning risk assessment. 5. Cost estimate and bid alternates (as described above) 6. Project schedule (as described above) 6. Construction Documents Phase: a. A/E will prepare from approved Design Development documents, for further approval by City Schools and other members of City Schools Project Team, the Construction Documents (CD s) for the construction of the project. The A/E will provide documents to be used by City Schools to bid and procure construction of the project. The A/E is also responsible for providing documents required for issuance of permits and legal authorizations. b. Meetings: i. Kick-Off Meeting: Immediately following receipt of notice to proceed with CD s the A/E will attend a "Construction Document Page 5 of 9

16 Kick-Off Meeting" to discuss proposed design of systems and equipment with City Schools staff. ii. Kick-Off Meeting: Immediately following receipt of notice to proceed with CD s the A/E will attend a "Construction Document Kick-Off Meeting" to discuss proposed design of systems and equipment with City Schools staff. iii. Attend meetings, with City Schools staff to discuss problems or issues affecting the project design or construction requirements. iv. Attend and participate in public meetings and hearings. Engender public and regulatory support for implementation of the project. v. Attend, with all consultants, the Construction Document 50%, 95% and 100% completion review meetings to address all submission comments generated by City Schools staff. vi. The A/E is to prepare minutes of meetings with copies to City Schools and others as appropriate. c. Permitting and Reviews: i. Conduct reviews with applicable code officials and prepare summaries of each meeting. Provide City Schools with a summary of issues and a status of the solution and copies of transmittals indicating submission to code officials. ii. Apply for and coordinate requirements associated with obtaining temporary and permanent permits required to construct and operate the project, including building, site grading utilities, reforestation, general and special construction, vehicle entrances, storm and ground water management, and others necessary to implement the project. d. Cost Estimate: i. Provide cost estimates developed by a Professional Cost Estimator at the 50%, 95% and 100% construction submissions in accordance with IAC/PSCP requirements. Complete IAC/PSCP Form ii. Design Alternatives: Design project to 95% of the project construction budget. Provide add alternates totaling ten percent (10%) of the projected construction budget for the project. iii. Analysis: Assist City Schools in reviewing and interpreting special reports submitted by other technical consultants and professionals, as they relate to the project. Provide large-scale layouts of special areas of the facility to analyze and resolve problems and concerns regarding the proposed design. iv. Life Cycle Cost Analysis and Energy Conservation Analysis: Update and revise the Design Development Phase Life Cycle Cost Analysis and Energy Conservation Analysis. e. Coordination: Page 6 of 9

17 i. Consult with local utilities and coordinate delivery of all utility services necessary to construct and operate the project. ii. Provide documentation and coordination of design requirements associated with HVAC systems, DDC control/energy management systems, data/voice/video networks, security systems and public address systems iii. Building Calculations (Using Maryland DGS Standards) 1. Gross and net area 2. Building efficiency 3. Life Cycle Cost Analysis and Energy Conservation Analysis (as described above) 4. Electrical calculations; load and demand analysis, standby power load analysis, lighting power budget, lightning risk assessment. f. Construction Document (CD) Submissions: i. 50% Submission: Provide in accordance with the requirements of the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph 12, Phase III Construction Documents (CD) ii. 95% Submission: Submit documentation required by the State of Maryland, Public School Construction Program, Administrative Procedures Guide, section Construction Document Submission and complete form iii. 100% IAC/PSCP Submission: Provide in accordance with the State of Maryland, Public School Construction Program Administrative Procedures Guide, Section 303 Construction Documents. iv. Bid Document (Final) Submission: After all IAC/PSCP/DGS & City Schools review comments have been addressed and incorporated into the Construction Documents, provide in accordance with the requirements of the July 2003 edition, State of Maryland, Department of General Services, Office of Facilities Planning, Design, and Construction, Procedure Manual for Professional Services, Chapter II, Paragraph 12, Phase III Construction Documents (CD) g. BIDDING i. Cooperate and coordinate with the City Schools MM Department. ii. Provide all construction documents including addenda, in Adobe.pdf format. iii. Respond promptly to questions from bidders. iv. Pre-Bid Conference: Page 7 of 9

18 1. Attend and participate in pre-bid conference. 2. Prepare minutes of the meeting with copies to City Schools and others as appropriate. v. Bid Evaluation: The A/E will assist City Schools by answering questions concerning the CD s during the bid evaluation period and will assist in the overall bid evaluation process. h. Construction Administration: i. Meetings 1. Attend a pre-construction meeting to answer questions relating to the design and construction of the project. 2. Attend bi-monthly construction progress meetings at the construction site. A/E s sub-consultants should attend on an "as-needed" basis. 3. Attend and document the proceedings of the preconstruction meeting and answer questions relating to the design and construction of the project. ii. A/E Reviews 1. Submittals/Shop Drawings 2. Contractor s construction schedule; monthly review and assessment of the Contractor s progress. 3. Contractor s requests for information. (RFI s) 4. Operation and maintenance manuals, equipment requiring regular or periodic maintenance. 5. Contractor's pay requests and requests for reductions in retainage. iii. Provide change order review services if requested. iv. Observe Contractor's work to determine compliance with the Contract Documents and the project schedule. v. Provide advice and direction to the construction contractor on technical matters relating to the project's design requirements. vi. Prepare and distribute punch lists and coordinate the resolution of construction punch list items. vii. Conduct a substantial completion inspection and provide certification of substantial completion to City Schools along with a substantial completion punch list. viii. Upon completion of all punch list items, conduct a final completion inspection and provide certification of final completion to City Schools. i. Post Construction Phase: Page 8 of 9

19 i. Project Record Drawings: Prepare project record drawings for delivery to City Schools within 90 days of final completion inspection. Provide both PDF and CAD drawings files. CAD files are to be prepared using AIA layering format with xrefs bound in an AutoCAD version acceptable to the City Schools. ii. Flow Diagrams: Provide system flow diagrams for mechanical and electrical systems and equipment. iii. Provide mechanical and electrical systems diagrams for mounting on the wall of the mechanical rooms and electrical closets. iv. Post Occupancy: 1. Meetings: Attend and prepare minutes of a post-occupancy review meeting to be held at the project site. 2. Report: Prepare a report for City Schools outlining major deficiencies, defects, and functional and operational inadequacies identified by City Schools staff relating to systems, materials, spaces, site, and other elements. v. End of Warranty: 1. During the two year guarantee period, the A/E and the design team shall participate in warranty inspections at 6, 12 and 23 months after final acceptance of the project by City Schools. 2. The A/E will file a Warranty Inspection Report for each inspection and a final Warranty Inspection Report at the end of the two year guarantee period listing contractual guarantee items, maintenance items and design complaints. In the case of serious design or construction deficiencies, a supplemental written report will be made by the A/E indicating results of the visits. Page 9 of 9

20 Attachment #2

21 RFP Scope of Work for Construction Managers. 1. General Project Management Services: a. Contractor Invoicing Review construction Contractor monthly invoices. Advice City Schools of any revisions required prior to approval. b. Meetings - Schedule and facilitate progress meetings. This includes the bi-weekly Owner s meetings, Contractor meetings and additional meetings required to properly coordinate the work. Prepare project information for quarterly meetings with City Schools project team, CEO, COO, School Board and IAC, as required. c. Project Reporting - Interview the Owner, City and State s personnel to become knowledgeable of the their needs; determine the type of information necessary, the reporting format, the frequency of various reports, and the distribution requirements. Prepare and distribute a Project Status Report on or about the 5 th of each month which will include schedule, progress photos, updated budget, cash flow, submittal status, RFP status, change order status, progress narrative, and quality. d. Information Flow - Facilitate the flow of information between the Owner, contractors, A/E, and other parties. e. Project Cost Controls - Implement and maintain cost management procedures throughout the construction phases. CM will rely on cost data provided by the contractors schedule of values during construction. Provide cost information as a part of the monthly project reports and on an as-needed basis. The construction project cost system will be capable of tracking commitments to Contractors, estimate costs to complete, break down and summarize costs by project phases, identify variances between actual and budgeted costs, as well as track change orders and use of contingency. f. Government Agency Approvals - Assist in securing and transmitting appropriate documents to city and state agencies for approval at the appropriate times and expedite these agencies approvals to the extent possible. g. Schedule - Develop and manage the Construction Schedule and make reports to the Owner. This schedule will be coordinated with other activities on the Project including FF&E, removal and re- Page 2 of 7

22 installation, data cabling, and relocation of the school and its various functions during the renovation, advise the Owner when potential or actual constraints to the schedule exist. Make recommendations for corrective action and implement them, including contractor default proceedings up to but not including termination, which shall be made only at the decision of the Owner. Schedule Format Provide CPM construction schedule; prepare network diagrams using AON (activity-on-node) format. Prepare Construction Schedule using a computerized, cost- and resourceloaded, time-scaled CPM network analysis diagram for the Work. Develop network diagram in sufficient time to submit CPM schedule so it can be included in the contractor bid packages. h. Value Engineering - Provide monthly value engineering analysis on construction components and systems and make recommendations to the Owner of potential cost savings identified. i. Outside Professional Services - Assist the Owner in selecting and retaining additional professional services as required. j. Proposed staffing for project - Provide information regarding Construction Manager s proposed staffing. Include: Resumes/credentials of staff to be assigned. Provide an organizational chart of your staff being proposed for this project. Provide as much information as possible regarding, the number, qualifications, experience and training, including relevant continuing professional education of the specific staff to be assigned to this contract. Indicate the experience that individual staff members have had with projects of scope, size, and complexity similar to the project described herein. Indicate how the quality of staff over the term of the agreement will be assured. 2. Construction Phase: a. Contract Administration Manage construction contracts from execution through close out. Provide on-site management staff as required to provide contract administration as agents and representatives of City Schools, and establish and implement coordination procedures between City Schools and Contractor. Page 3 of 7

23 Administer the construction contract as provided in the General Conditions and Division 1 General Requirements. In the event that the contractor is deemed non performing or in any other way in violation or default of his responsibilities under his contract, advise the Owner and make recommendations to the City Schools for exercising contract prerogatives. Coordinate construction contract and activities, and schedules of the Contractor, vendor, and suppliers working at the site. Provide daily reports of construction activities on site. At a minimum the report should include; list of contractors and subcontractors on site with a workforce count, list of construction activities, description of work inspected by the CM, list of deficiencies, and a safety/accident report. b. Schedule Management Prepare and distribute monthly construction reports. Review the progress of construction with the Contractors. Observe work in place and properly stored materials on a daily basis, and evaluate the percentage complete of each construction activity as indicated in the construction schedule. Prepare weekly, daily, or other schedules as required to properly manage the work. Identify constraints in the schedule and make recommendations to the Owner to maintain critical schedule milestones and deadlines. c. Equipment Start Up, Building Commissioning, and Occupancy Provide assistance in the initial operation of equipment and or system such as start-up, testing, adjusting, and balancing. Ensure that equipment is started up and commissioned in accordance with manufacturer s specifications and the contract documents. Coordinate and schedule training sessions for City Schools maintenance and operational personnel and assure that the Contractors obligations in providing this training are fulfilled. Occupancy, Moving d. Required Meetings Conduct pre-construction conferences for Contractors. Orient the Contractors to the various reporting procedures and site rules prior to the commencement of construction. Conduct bi-weekly job-site progress meetings and overall coordination meetings with the Contractors. Issue minutes. Page 4 of 7

24 Conduct other meetings as required to ensure coordination and smooth flow of work. Meet with the Owner to coordinate safety issues, utility outages, stop work dates due to school functions, and other circumstances that will affect the progress of the work or the educational program of the school in those areas of the complex which will remain occupied for use during the construction period. e. Change Order Management Establish, implement, and manage a Change Order processing system consistent with City Schools procedures. Evaluate the Contractor s proposal for cost and schedule impact and make a formal recommendation to City Schools regarding acceptance of the proposal for a Change Order. Negotiate Change Order costs/credits and time adjustments in conjunction with City Schools staff and A/E, when appropriate. Prepare and distribute Change Order reports on a monthly basis throughout the Construction Phase. Maintain a log of potential pending changes and other exposures which might impact the schedule and the budget. Distribute this log at the bi-weekly Owner s meeting. The Construction Manager will be the initial recipient of notices or claims by the Contractor against City Schools for additional contract cost and time, but will alert City Schools of any possible claims. f. Quality Assurance/Control Provide an effective QA/QC program which will ensure that construction is performed in compliance with the construction documents. Initiate a QA/QC education program with Contractor. Perform regular QA inspections, random as well as programmed. Advise Owner of any deviations, defects, or deficiencies in the work. In conjunction with the A/E, make recommendations for corrective action on non-conforming work. Track non-conformances and see to it that they are corrected in a timely fashion. Review and make recommendations to the Owner on all Trade Contractor QA/QC programs. Coordinate required technical inspection and testing. Advise the owner of unforeseen conditions, coordination issues and errors and omissions in the Contract Documents. Page 5 of 7

25 g. Safety Review the safety program of the General Contractors and make appropriate recommendations to the Owner. Monitor Contractor s conformance with their own safety program and with the Owner s safety program. Make recommendations to the Owner regarding corrective measures to be taken. h. Payments to General Contractor Review construction contractor s monthly invoice. Advise contractor of revisions required for final submission Review and reconcile the Contractors Schedule of Values for each of the activities included in the Construction program. Review and make recommendations pertaining to monthly requisition for payment to Sub-Contractor. Contractor will be paid by City Schools. Manage the timely execution of the monthly construction payment applications. i. Submittals and Requests for Information Refer questions concerning Construction Documents to the A/E. Maintain a log of such Requests for Information (RFI) and monitor the A/Es response to these requests. Be responsible for the initial response to RFI s when appropriate (e.g. questions regarding schedule) or convey RFI s to appropriate members of the A/E s team or to the Owner. Screen out frivolous RFI s. RFI s that are forwarded to the A/E by the CM for review, with copy to City Schools/PM, shall be answered in a timely manner. Maintain a submittal tracking system. Manage the flow of submittals. Be responsible for the initial review of submittals and provide comments to the A/E. The A/E shall be responsible for the review and approval. Submittals that are forwarded to the A/E by the CM for review shall be answered in a timely manner j. Change Order Management k. Substantial Completion and Occupancy In conjunction with the A/E, make a determination of the remaining work necessary for Substantial Completion, and notify the Contractor of any deficiencies. Work with the A/E to prepare and manage the completion of a punch list. Obtain necessary permits and local building inspector sign offs required for occupancy. Notify Owner immediately of any Page 6 of 7

26 conditions which interfere with obtaining a Certificate of Occupancy and manage the resolution in a way that will not delay Occupancy 3. Post Construction Phase a. Construction Manager Site Documents Coordinate the completion and transmission of as-built Construction Documents from the Contractor to the A/E. The CM is responsible for the timely submission of the documents and for the review the of documents to ensure completeness b. Maintenance and Operation documentation - Receive, review, and distribute the Contractor-furnished maintenance and operating instructions, schedules, warranties, bonds, and certificates of inspection as required by the Construction Documents. Conduct such observations as necessary to ensure material and equipment warranties are in compliance with applicable specifications. c. Transmission of warranties and manuals - Secure and transmit to City Schools warranties and similar submittals and deliver keys, manuals, record drawings, and maintenance stocks. d. Approval of final payments - Upon correction of the deficiency reports and punch lists and acceptance of all other close-out submittals and certificates submitted by the Contractor, the CM shall review and recommend for approval the Contractors Application for Final Payment. Page 7 of 7

27 Attachment #3 RFP Rev 04/2008

28 BALTIMORE CITY PUBLIC SCHOOLS MINORITY AND WOMEN S BUSINESS PROGRAM BALTIMORE CITY CODE, ARTICLE 5, SUBTITLE 28 BIDDER INFORMATION AND FORMS Awarded firms shall provide to the City Schools Project Manager when requested a fully completterd M/WBE form together with the cost proposal at the time when the project task is assigned to selected and approved consultant. (For additional information and assistance please contact City Schools MBE Office at: (443) or (443) CONTRACTING AGENCY: Baltimore City Public Schools CONTRACT NUMBER: RFP CONTRACT TITLE: Provide On-Call Architectural, Engineering & Construction Management Consultant Services for. Pursuant to Article 5, Subtitle 28 of the Baltimore City Code (2007 Edition) Minority and Women s Business Program, Minority Business Enterprise (MBE) and Women s Business Enterprise (WBE) participation goals apply to this contract. The MBE Goal is 27% The WBE Goal is 10% Bid Requirements Bid must include a commitment to utilize MBEs and WBEs at a percentage that equals or exceeds the contract goals stated above. Bidder must submit the following completed documents WITH THE BID: (1) MBE and WBE Participation Disclosure Forms (2) Statement of Intent Form(s) signed by both Bidder and MBE or WBE (3) MBE/WBE Participation Affidavit Any bid that does not include the MBE/WBE Participation Disclosure Form, signed Statement of Intent Form(s) and MBE/WBE Participation Affidavit is non-responsive and will be rejected. Bidder must keep a record of bidder s efforts to obtain MBE and WBE participation. Verifying Certification Each bidder is responsible for verifying that all MBEs and WBEs to be used on a contract are certified by the Minority and Women s Business Opportunity Office (MWBOO) before bid opening. A directory of certified MBEs and WBEs is available from MWBOO. Since changes to the Directory occur daily, the bidder should call MWBOO at to verify certification, expiration dates, and services that the MBE or WBE is certified to provide. RFP Rev 04/2008

29 Contract Requirements During the term of the contract, any unjustified failure to comply with the MBE and WBE participation requirements is a material breach of contract. Before final payment may be made under the contract, the contractor must submit the Subcontractor Utilization Form with its final payment request. The Subcontractor Utilization Form will include a list of the names of all subcontractors utilized on the contract, both MBE/WBE and non-mbe/wbe, the total amount paid to each subcontractor, and the owner s race/ethnicity and sex. Substitution of MBE or WBE The Baltimore City Public Schools must approve substitution of an MBE or WBE specified at bid opening. Any unjustified failure to comply with this requirement is a material breach of contract. Waiver Requests If a bidder is unable to comply with a contract goal, the bidder may submit a waiver request with the bid. The waiver request must be made on the MBE/WBE Participation Waiver Request Form. No waiver will be granted unless the waiver request includes documentation that demonstrates a good faith effort to comply with the goals. MBE and WBE Participation Standards Participation of M/WBEs A business enterprise that is certified as both an MBE and WBE (M/WBE) may not be counted toward both MBE and WBE goals for the same project. The bidder must select the goal for which the business enterprise is to be counted toward. (Art.5, 28-35) Non-affiliation A bidder may not use an MBE or WBE to meet a contract goal if: 1. the bidder has a financial interest in the MBE or WBE 2. the bidder has an interest in the ownership or control of the MBE or WBE 3. the bidder is significantly involved in the operation of the MBE or WBE (Art. 5, 28-41) A bidder that is an MBE or WBE may NOT use itself to meet a contract goal. Commercially Useful Function The bidder may count toward the contract goals only expenditures to MBEs and WBEs that perform a commercially useful function in the execution of the contract. Commercially useful function means the performance of real and distinct work for which the business enterprise has the skill, expertise, and actual responsibility to perform, manage and supervise. (Art.5, 28-32). Subcontracting by MBE or WBE A bidder may not count toward its contract goal any agreement with a certified MBE or WBE subcontractor who intends to subcontract more than 10% of the dollar amount of the services to be performed under its agreement with the bidder. This restriction does not apply to an MBE s RFP Rev 04/2008

30 or WBE s contracts for the purchase of materials, equipment, or supplies as an incident to the performance of services under its agreement with the bidder. (Art. 5, 28-34) Manufacturers A bidder may count toward the contract goal its entire expenditure to a certified MBE or WBE manufacturer. (Art. 5, 28-36) Suppliers Manufacturers - A bidder may count toward the contract goal 100% of its expenditure to a certified MBE or WBE supplier who manufactures the goods supplied. Non-Manufacturers - A bidder may count 100% of its expenditure to a certified MBE or WBE supplier who is a wholesaler warehousing the goods supplied; or who is a manufacturer s representative. However, only 25% of each contract goal may be attained by expenditures to MBEs or WBEs that are non-manufacturing suppliers. (Art. 5, 28-37) Joint Ventures A bidder may count toward the contract goal the portion of its expenditure to a joint venture that is equal to the percentage of the MBE or WBE participation in the joint venture. The MBE or WBE member of the joint venture must have an interest in the control, management, and operation of the joint venture commensurate with the member s percentage of ownership. The MBE or WBE that is a member of the joint venture must be responsible for a clearly defined portion of the work to be performed, equal to its share in the ownership, control, and management of the joint venture. (Art. 5, 28-33) Insurance companies and travel agents A bidder may count toward the contract goals only 15% of its expenditure to a MBE or WBE insurance company or travel agent. (Art. 5, 28) Financial institutions A bidder may count toward the contract goals only the fees charged and earned by an MBE or WBE financial institution. (Art. 5, 28-39) If you would like to receive a copy of Article 5, Subtitle 28 of the Baltimore City Code (2007) Edition) please call MWBOO at RFP Rev 04/2008