REQUEST FOR QUALIFICATIONS PROJECT / PROGRAM MANAGEMENT CONSULTANT

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1 REQUEST FOR QUALIFICATIONS PROJECT / PROGRAM MANAGEMENT CONSULTANT DUE: January 9, 5:00 PM Lopez Island School District 86 School Road Lopez Island, WA Contact: Bill Evans, Superintendent Phone: (360) Fax: (360) Release Date: December 3, 2014

2 PROJECT/PROGRAM MANAGEMENT CONSULTANT The Lopez Island School District is requesting proposals for Project Management / Program Management Consultant services for the improvement of school facilities. Enclosed is pertinent information for use in preparing your proposal. This information will be used as a guide in the preparation of any subsequent contract. Proposals shall be submitted to Bill Evans, Superintendent, Lopez Island School District, 86 School Rd, Lopez Island, WA Time of receipt will be as determined by the time stamp in Lopez Island School District central office. Proposals received by the Lopez Island School District after the time specified will be returned to the proposer unopened. This solicitation does not commit the Lopez Island School District to pay any costs incurred in the preparation, presentation, or return of submittals, including interview time, or to select any Consultant who responds. Interested Consultants must submit copies of the requested information to the following: Lopez Island School District Office 89 School Rd, Lopez Island, WA on or before January 9, Submit three (3) printed/bound copies and one (1) digital copy on CD or thumb drive. BILL EVANS, Superintendent Lopez Island School District PM RFQ pg. 2

3 REQUEST FOR QUALIFICATIONS SCHOOL FACILITIES IMPROVEMENT PROJECT MANAGEMENT / PROGRAM MANAGEMENT CONSULTANT I. Introduction The Lopez Island School District (LISD) is seeking the services of qualified Project Management / Program Management (PM) Consultants to direct and coordinate all activities, including coordination of architectural, specialty consultants, and construction contracts, required to complete the Lopez Island School District Capital Improvement Projects related to its recently passed capital bond. The total bond amount is $9,600,000, and was approved by voters in November, The amount of the bond allocated to direct project costs and the amount related to soft costs has not yet been determined. The PM will collaborate with the architect to allocate the budget within the overall bond amount. Bonds are anticipated to be sold in December, The final scope of work has not yet been determined, but will consist of modernizing the existing K-12 campus, including both infrastructure improvements and educational improvements. It is anticipated that this will include one primary construction project, likely broken up into multiple phases, and possibly some additional smaller projects potentially before and after the primary project. The preliminary project schedule is to begin design work in January 2015, bid the project in the spring of 2016, and to have the primary construction project completed from June 2016 through July of 2017, with occupancy in August of There may be small construction projects both before and after this primary construction project. The Owner has selected an architect to design the project(s). The architect assisted the LISD with pre-bond services. The architect will assist the LISD with the PM selection process. Please do not contact the architect directly during the PM selection process. The architect is: TCF Architecture PLLC 902 N. 2 nd Street Tacoma, WA Lopez Island School District PM RFQ pg. 3

4 II. Scope of Work A. Required Project Management / Program Management (PM) services include: 1. Assume overall responsibility for the coordination and administration of the project in collaboration with the architect, including design and construction; and implementation of communication and document control systems. During critical periods of the program have the ability to be available 24/7 as reasonably required. The Project Manager will not normally perform field inspection duties, but will be responsible that all inspecting and testing is accomplished and properly documented 2. Identify the scope and prepare budgets for construction contracts that may be required. 3. Assist in administering construction contracts. 4. Prepare, maintain, and use progress and control schedule(s). 5. Perform project financial management, including control of costs to maximize value received within available project funding. 6. Prepare Owner s Consultant (consultants other than the architect and his consulting team) proposal solicitations, assist in selection of Consultants as required, and negotiate service agreements. 7. Management of District Vendors and Owner Consultants including but not limited to: surveyors, geotechnical consultants, hazmat consultants, and furniture/equipment vendors. 8. Assist in mediation of disagreements between district, architect, construction management, or GCCM entity. 9. Monitor quality control, cash flow, and costs throughout the construction period; prepare and evaluate change orders; review Contractor s progress for payment; monitor and administer construction contract for compliance. 10. Assist in development of relocation plans as needed for vacating select areas of the campus during construction phases. 11. Prepare and coordinate preparation of periodic progress and financial information reports required by the District; periodically brief the District staff on progress. 12. Coordinate communication with the staff, community and news media as requested, so as to enhance understanding and support for the program. 13. Present or assist in presentation of project(s) to appropriate Boards, Lopez Island School District PM RFQ pg. 4

5 Commissions, Agencies, and public hearings as required. 14. Assist the District as directed by the Superintendent or designee in coordination, research, report preparation, and other tasks required for project execution. 15. Act as District Liaison for the program to the local jurisdictions and state agencies for securing approval of permits and funding. 16. Maintain compliance with State of Washington public works laws. 17. Monitor and review the Contractor s CPM Schedule, provide analysis of progress and issue reports noting status based on critical path network logic and computerization of schedule. 18. Manage, coordinate, and oversee the OSPI state matching funds process, including preparation of all D-forms, with assistance from the architect. 19. Assist in the development and maintenance of District project and construction standards, protocols and best practices. 20. If the LISD decides to pursue the General Contractor / Construction Manager (GC/CM) project delivery method, lead the use of GCCM alternative contracting which includes preparing the application, obtaining approval through the Project Review Committee, procuring the GC/CM, executing contract for preconstruction services and construction, and managing the GC/CM process. 21. Administer warranty / correction period administration. B. The District has not yet determined if it will employ the Design-Bid-Build or the GC/CM delivery method, or a combination of both for its projects. Therefore, submitters must demonstrate their experience in managing both approaches. Moreover, the District reserves the right to hire more than one entity to perform the Project Manager Scope of Work. In that scenario, the District would hire one entity to focus on the GC/CM aspects of the project and a second entity to focus on the remaining scope of work. As such, submitters should indicate their interest in any or all of the following roles: The complete Project Manager scope of work, the GC/CM scope by itself, or the non-gc/cm Project manager scope of work by itself. Likewise, the District is considering applying for construction funding assistance from the Office of the Superintendent of Public Instruction (OSPI); submitters must therefore explain their experience in facilitating that funding assistance process. Lopez Island School District PM RFQ pg. 5

6 III. Consultant Direction: A. The PM will report to, and work closely with, the Superintendent of the Lopez Island School District, or other designated representatives. IV. Proposal Content: A. PM Proposal shall be no more than a total of 15 double sided sheets (30 pages), not including covers, tabs, cover letter, table of contents and resumes; and shall be tabbed and formatted as follows: 1. Firm Overview: Provide a brief summary of your firm s experience, number of years in providing services to Washington State school districts, business size, location, and number of years in business. In addition, address the following questions: a. What relationship do you see between School District staff and your organization to best carry out this work? b. What duties will remain the responsibility of the School District? c. What duties and responsibilities will be accomplished by your firm? d. How will you collaborate with the Architect and Owner as a team to deliver the project(s)? 2. Staffing: Provide a detailed and specific discussion of the Consultant s proposed management staffing and reporting relationships for this project. Include names of key staff in the Consultant s organization, including appropriate biographical data and resumes. Provide an organizational chart describing the firm s organization as it relates to this project. Include a listing of all key project staff and any sub-consultants to be utilized. Provide resumes of all key staff. Include years with the firm, relevant project experience, and duties/responsibilities. 3. Firm Experience: Detail your firm s PM experience with Project of similar scope (cost, type, and delivery method) for the past ten (10) years. Address the following items in your response: a. Discussion of previous projects of similar scope include client name and contact information, project location and mileage from your main office. b. Experience in managing multiple project capital programs. c. Experience working with School Districts in Washington State Lopez Island School District PM RFQ pg. 6

7 d. Experience with the OSPI D-Form process. e. Experience with the Design-Bid-Build delivery process. f. Experience working with rural island communities, and in particular experience working on Lopez Island or elsewhere in San Juan County. g. Experience with the GC/CM alternative delivery process (obtaining approval; and overseeing the design and construction phases.) 4. Approach and Methodology: Provide a general discussion of the philosophy of management which the Consultant has applied to other projects similar to the District s project(s). Include a brief discussion of your involvement from the beginning of a District program through completion of construction of all projects. a. Describe your process for providing financial management of K-12 construction projects including setting budgets, tracking expenditures, and managing change orders. b. Describe your process for providing schedule management for K-12 construction projects; identify the type of software utilized. c. Explain your approach to provide quality control in the construction phases of K-12 construction projects. d. Explain your experience in maintaining compliance with Washington State public works laws for K-12 construction processes including the project closeout compliance process with applicable state agencies. e. Describe your experience in managing the interface between the OSPI School Construction Funding Assistance Program (SCAP) and the school district. f. Describe your process for managing the warranty (correction) period for K-12 construction projects. 5. Additional Information: Provide additional information as required to demonstrate how your systems and/or procedures assist District Management with Time, Cost, Quality, and Scope control. 6. References: Provide three (3) five(5) each of project owner, architect, and contractor references, including contact names, firm names and current contact information and, as possible, including references from similar school projects. V. Selection Criteria: A. Selection of the successful PM Consultant will be entirely at the discretion of the Lopez Island School District and the District reserves the right to reject any and all proposals. All proposals will be reviewed by a Lopez Island School District PM RFQ pg. 7

8 committee of individuals representing LISD. While the District reserves the right to select the PM consultant based solely upon the written proposal, the District may alternatively choose to shortlist firms based on their written proposal to make oral presentations and be interviewed. Contract award will be based on interviews (if held) and evaluative criteria ranking. The selection / ranking criteria is generally as follows, but the LISD reserves the right to adjust the scoring system and to make a final selection as they deem best addresses their needs: EVALUATION CRITERIA MAXIMUM SCORE Firm Qualifications / Experience Related to Proposed K-12 Work 25 Experience & Qualifications of the Proposed Project Staff 25 Management Approach and Methodology 15 Experience in working with rural island communities, and in particular Lopez Island 15 Washington State GC/CM Experience 10 Project Understanding 10 TOTAL 100 B. It is anticipated that the successful firm(s) will negotiate and enter into a professional services contract with the School District within twenty (20) days of approval of contract award by the Lopez Island School Board. C. If a reasonable fee cannot be negotiated within twenty (20) days, negotiations will cease and the second ranked firm(s) will be selected for negotiations for the contract. D. The District reserves the right to reject any and all submittals, to waive informalities or irregularities, and to select the firm which, in its opinion, is in the best interest of the District. E. The District at its discretion may select the successful firm based on the written proposals submitted. VI. Pre-Proposal Submission Meeting: The Owner will host a Pre-Proposal Submission Meeting at the LISD campus. Firms intending to submit are encouraged, but not required to attend. The meeting will include a brief presentation of the project(s), a tour of the campus and an opportunity to ask questions in person. The meeting will be held on December 17 at 1:00 PM. Please check ferry schedules to coordinate your visit. Please go to the Lopez Island School District PM RFQ pg. 8

9 District office and you will be directed to the meeting location. VII. Interviews (If deemed necessary by the District): Interviews, if scheduled, are anticipated to occur in early January Shortlisted firms will be provided approximately one (1) week prior notice of the invitation to interview. Should your firm be invited to interview, the following Consultant staff shall attend: A. Principal-in-Charge B. Project / Program Manager C. Construction Phase Manager (if different from the Project Manager) D. GC/CM Manager (if different from the Project Manager) E. Other personnel the firm deems appropriate that would have direct contact with the Owner VIII. Required Insurance: The successful firm(s) will be required to maintain commercial general liability, automobile liability, worker s compensation and professional liability insurance throughout the term of the contract. The minimum acceptable limits of commercial general liability will be $1.0 million per occurrence and $2.0 million in aggregate on a combined single limit basis for bodily injury and property damage. Professional liability limits shall be not less than $2.0 million per occurrence and annual aggregate. IX. Questions and Contact: All questions related to this RFQ shall be submitted via no later than January 2, 2015, to Bill Evans, Superintendent: This shall be the only form and time period of communication between the School District and potential PM/CM Consultants. Upon issuance of this RFQ, and until award, no person or entity (including officers, employees, representatives, etc.) submitting a response to this RFQ, shall contact though any means, or engage in any discussion regarding this RFQ, with any member of the District, Board of Directors, selection members or any member of the interview committee. THANK YOU FOR YOUR APPLICATION. END OF RFQ Lopez Island School District is an equal opportunity employer. Lopez Island School District PM RFQ pg. 9

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