NORTH COLONIE CENTRAL SCHOOL DISTRICT 91 FIDDLERS LANE LATHAM, NEW YORK INVITATION FOR CONSTRUCTION MANAGEMENT PROPOSALS

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1 NORTH COLONIE CENTRAL SCHOOL DISTRICT 91 FIDDLERS LANE LATHAM, NEW YORK INVITATION FOR CONSTRUCTION MANAGEMENT PROPOSALS The North Colonie Central School District invites your firm to submit a sealed proposal to provide construction management services to the school district as indicated in the attached Request for Proposal (RFP). Proposals will be received until 11:00 a.m. on April 4th, Each proposal is to be submitted in a sealed envelope, plainly marked on the outside as "Proposal for Construction Management Services". Proposals may be submitted by mail or in person. Firms submitting by mail will assume the risk of delays in the mail. All proposals received after the designated time and date will not be considered and will be returned unopened. Please submit fifteen (15) copies of your proposal. All proposals shall be irrevocable for a period of at least sixty days from the proposal deadline date. The District reserves the right to reject any and all proposals not considered to be in the best interest of the District. All proposals shall be prepared in accordance with the instructions in the attached RFP to receive consideration. Steven B. Zautner Business Manager/Purchasing Agent Dated: March 8th, 2016

2 NORTH COLONIE CENTRAL SCHOOL DISTRICT REQUEST FOR PROPOSAL Owner s Representative/Project Management/Construction Management Services BACKGROUND The North Colonie Central School District is located in the Town of Colonie, County of Albany. There are eight school buildings consisting of six elementary schools (grades K-6), one junior high (grades 7-8), and one high school (grades 9-12). Additionally, the school district has an administration building, transportation facility, maintenance facility, and a former elementary school, which is currently leased to a non-profit organization. Four of these buildings, the high school, junior high, Blue Creek Elementary, and transportation facility, are located on contiguous property. The population for the school year numbers 5500 students. In the fall of 2016, the residents of the District will vote whether to approve a district-wide facilities improvement project. The architectural firm of CSArch, located in Albany, New York, has been retained to provide architectural and engineering services for this project. The scope of work includes projects at all eight school buildings. Construction estimated to cost between 75 and 100 million dollars will occur in phases expected to spread out over three or four school years. The work includes major renovations to the High School, and construction projects at each elementary building and the Junior High School. The anticipated project schedule and key milestone dates for the first phase are as follows: Hire Construction Manager May 2016 Design Complete Summer 2017 SED Approval April 2018 Bids Awarded June 2018 Begin Construction July 2018 QUALIFICATION SUBMISSION: All proposals must include the following information: 1. Relevant experience with school construction projects of similar size and complexity within the last five (5) years. Include full project descriptions with particular attention to construction of classroom additions, roof replacement, heating and ventilation systems, fire alarm systems, masonry repair and restoration, site work and paving, and renovation of classrooms and core facilities within the school. 2. References for similar projects: include names (contact persons), addresses and phone numbers of business office and building maintenance personnel. 3. Knowledge of local marketplace and experience in the immediate area. Familiarity and experience with Federal, New York State, and the NYS Education Department rules and regulations as they pertain to public school buildings. 1

3 4. Organization chart with complete staff names and resumes of personnel who will be assigned to this project. Provide a detailed description of the services the firm can provide during the various phases of the project and individuals who will be involved. Indicate in-house and sub-consultant arrangements. 5. As scheduling and disruptions to class time are of concern, explain how the firm has been able in the past and how it will on this project, keep on schedule while minimizing school program disruption. 6. Outline methods and techniques used in the past to maintain close budget and cost containment. 7. Experience in representing owners in the analysis and resolution of construction claims. 8. Demonstrate examples of knowledge and the use of current technologies in the application of all mechanical disciplines. 9. Briefly describe any theories or concepts your organization uses to facilitate the project on behalf of the owner. 10. Discuss your approach and procedures regarding change orders. 11. Contract - The School District intends on using the current standard AIA Owner/Construction Manager Agreement Form. This document is to be used as a guide for defining services to be provided by the Construction Manager, however, the district reserves the right to make changes as necessary. 12. Comment generally on the firm's approach to meeting the District's aggressive design/construction schedule and the steps that the firm would take in implementing/enforcing these requirements. 13. Other Information - Present in this portion of the submittal any data or information which the firm considers pertinent to the selection process. Information should be kept relevant to the project under consideration. SCOPE OF WORK A preliminary scope of work for each building has yet to be determined. Key components of this proposal are as follows: 1. Pre-Referendum Phase 2. Pre-Construction Design/Bidding Phase 3. Construction Phase 4. Post-Construction/Warrantee Phase The scope of services that the construction manager is to provide during the pre-construction and construction phases of this project shall include, but are not limited to the following: 2

4 PRE-CONSTRUCTION DESIGN/BIDDING PHASE SERVICES 1. Consult with the School District and the Architect/Engineer regarding the project program, budget, timetable and advisability of various bidding options and timing of construction. 2. Assist the School District in the selection of consultants (e.g. testing labs), where appropriate, for the various projects. Review performance of these groups, making recommendations when necessary. 3. Develop appropriate procedures manual, delineating division of responsibilities and duties between the School District, the Construction Manager, the Architect/ Engineer, consultants, constructors, suppliers and others involved in the project. 4. Develop and review with the School District and the Architect/Engineer a schedule of project milestones and phasing plan, and documentation to ensure its timely delivery within budget, on schedule and with minimum changes. 5. Undertake value engineering studies of alternative systems, manufacturers and vendors, and identify long lead items to obtain the most economic benefit from a cost standpoint while maintaining the District's functional and program requirements. 6. Perform budgeting and scheduling evaluation of alternative schemes and approaches to each project from the standpoints of constructability, cost, and schedule. 7. Develop cost models, monitor progress, evaluate proposed changes and their cost impacts and provide two complete cost estimates, one during design development and one during construction document phases of each project component. 8. Report regularly to the School District on progress, budgets and schedule. 9. Establish a system of controls requiring specific performance of contractors and vendors which will anticipate by way of adequate reporting and documentation, the means to resolve disputes, delays and change orders. 10. Study local labor market conditions and construction materials as they affect design choices and construction costs; establish a liaison with area contractors and encourage their participation in bidding. 11. Develop a multiple prime bid strategy for this project. Prepare the bid packages for each trade including scope definition, terms and conditions, insurance and bonding requirements. Conduct pre-bid conferences, solicit local bidder interest for this project and maximize competition to achieve the best bidding results for the District. 12. Assist the School District and Architect/Engineer in evaluating the responsiveness and completeness of construction bids received. 13. Review and make recommendations to award contracts to successful bidders. 3

5 CONSTRUCTION PHASE SERVICES 1. Provide full-time, on-site staff to perform all duties, including but not limited to, supervision of contractors to expedite their work, maintenance of quality control and conformance to the contract documents; full-time Project Management and Field Supervision. 2. Provide all necessary personnel and expertise required for the administration of contracts, negotiation of change orders and resolution of disputes and delays. 3. Acting as agent for the School District, head up the construction activity including fielding a supervisory team to monitor/control the work in progress; coordinate activities, schedules and work of multiple prime contractors at multiple sites; review and approve all monthly requisition and payment processes and keep accounts, handle inquiries, keep records, report on schedule progress and estimate completion costs; assist architect to prepare punch lists, administer completion and handover process, and administer as-builts, warranties, guarantees, etc. for acceptance. 4. Assist in coordination of activities of relevant utility companies and regulatory agencies. 5. Procure and oversee the testing agencies and other services retained for the project. 6. Expedite the submission of all submittals and shop drawings to be reviewed by the Architect/Engineer for conformance with the contract documents; maintain accurate records of accepted shop drawings and submittals. 7. Continue progress evaluation, determine effects on project schedule and take appropriate action to adjust the work as required to maintain the accepted schedule. 8. Conduct weekly and specially scheduled job meetings involving the project team; keep and distribute accurate minutes of meetings. 9. Establish, maintain and utilize a cost control system for all construction on a project by project, building by building basis, keep records in a form readily usable by the project team. Make recommendations to the School District and the Architect/Engineer. 10. Maintain a daily log of all significant events, visitors and occurrences at the jobsite; maintain record drawings, photographs, etc. 11. Establish and maintain a jobsite safety program, comply with applicable safety requirements and require contractors and others to conform. 12. Review requests for payment from contractors and suppliers against previously established milestones and schedules to assure they are reasonable and appropriate. 13. Assist in establishing and maintaining good relations with the surrounding community and implement reasonable methods to control dust, noise, lighting, odor, etc. as required by the contract specifications and NYSED RESCUE regulations. 4

6 14. Assist contractors to avoid and resolve jurisdictional disputes when and if they occur. 15. Prepare and maintain a current master copy of drawings showing all changes, revisions or modifications made to design work in the drawings, as well as all changes authorized an made in the field not reflected on the drawing as designed. This copy will be made from a complete and clean set of drawings and will be updated weekly by the Construction Manager and will be included in the final set of documents to be turned over to the district within 30 days of completion of the project. 16. Collect and organize for delivery to the School District all operating manuals, equipment lists and maintenance manuals required by the contract documents. 17. Provide the necessary day to day supervision of contractor activities as an avoidance mechanism for the occurrence of punch list items whenever possible and recommend to the School District when final inspections and the performance of any unavoidable punch list item repairs should be made. Conduct final inspection(s) with the project team and others, as required, ensure that all punch list items are corrected. 18. Assist the School District personnel in assuming operation of all systems, including scheduling of instructional sessions by the contractor as required in contract documents. 19. Assist the School District in exercising guarantees and warranties. 20. Deliver all records, documents and other items pertinent to the project to the School District. 21. Perform warranty inspection 11 months after substantial completion of each phase and report to owner and affected contractor regarding incomplete or unsatisfactory work. PROPOSAL REQUIREMENTS The following material is required to be received by 11:00 a.m. prevailing time April 4th, 2016 for the proposing firm to be considered. Proposal Format The following proposal format is requested: a. Title Page showing that the proposal is for construction management services; the firm's name, the name, address and telephone number of a contact person, and the date of the proposal. b. Table of Contents c. Information described in the Technical Proposal Section as outlined below. d. Insurance Requirements e. Fees for Construction Management Services 5

7 Technical Proposal Section I: Company Profile This section should state the size of the firm, the type of firm (i.e., General Contractor/Construction Manager, Architect/Engineer, pure Construction Manager), firm background, the location of the office from which the work on this project is to be performed. Section II: Experience The proposal should include details of experience with projects of similar size and complexity to the project described in the RFP, particularly with projects for other school districts completed by your firm. Section III: References A list of references (including references for proposed project manager and project superintendents) that may be contacted should be included in the proposal. This list should include past and present clients as outlined in Experience above, including school districts where your firm was the Construction Manager of record. Section IV: Specific Project Approach and Management Plan Please provide details regarding your understandings of the scope of services required and the approach your firm would use to achieve the School District's objectives. Include a management plan with qualifications of the staff you propose for this project along with resumes of the key personnel (project manager, project superintendents) who would be assigned to this project. Also, please state the percentage of time that each key person would be provided to the District for this project. Section V: Other Information Include in this section any additional information you wish to provide to the selection committee, relevant to the project under consideration. Insurance and Fees Section VI: Insurance I. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the construction manager hereby agrees to effectuate the naming of the district as an unrestricted additional insured on the construction manager s insurance policies, with the exception of workers' compensation and professional liability. If the policy is written on a claims-made basis, the retroactive date must precede the date of the contract II. The policy naming the district as an additional insured shall: 6

8 a. Purchase an insurance policy from an A.M. Best rated "secured" insurer, authorized to conduct business in New York State. b. State that the organization's coverage shall be primary coverage for the District, its Board, employees and volunteers. c. The district shall be listed as an additional insured by using endorsement CG 2026 or equivalent. The certificate must state that this endorsement is being used. If some other endorsement is used, a copy shall be included with the certificate of insurance. d. A fully completed New York Construction Certificate of Liability Insurance Addendum (ACORD /05) must be included with the certificates of insurance. III. IV. The construction manager agrees to indemnify the district for any applicable deductibles or self-insured retentions. Required Insurance: a. Commercial General Liability Insurance Limits of $1,000,000 per occurrence/$2,000,000 aggregate shall be provided. b. Automobile Liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles. c. Workers' Compensation, Employers Liability and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefits Insurance for all employees is required. d. Professional Errors and Omissions Insurance $2,000,000 per occurrence/$2,000,000 aggregate for the professional acts of the construction manager performed under the contract for the district. If written on a claims-made basis, the retroactive date must pre-date the inception of the contract or agreement. Coverage shall remain in effect for two years following the completion of work. e. Excess Insurance On a Follow-Form basis, with limits of $3,000,000 each occurrence and aggregate shall be provided. V. Construction manager acknowledges that failure to obtain such insurance on behalf of the district constitutes a material breach of contract. The construction manager is to provide the districts with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the district to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by the district. VI. The district is a member/owner of the NY Schools Insurance Reciprocal (NYSIR). The construction manager further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the district but also the NYSIR, as the district's insurer. 7

9 Section VII: FEES All firms responding must provide their fee arrangements for the entire project in each of the following components: 1. Pre-construction/Design Phase a. Fixed Management Fee $ b. Reimbursable Staff Costs $ (open-book, not to exceed) List specific job titles and hours committed c. Misc. Reimbursable expenses $ (open-book, not to exceed) Provide schedule 2. Construction Phase a. Fixed Management Fee $ b. Reimbursable Staff Costs $ (open-book, not to exceed) List specific job titles and hours committed for each phase of the project c. Misc. Reimbursable expenses $ (open-book, not to exceed) Provide schedule All firms should base their fee calculations, for comparison purposes, on the following criteria: 1. Construction $75 Million and $100 Million 2. Total project duration 48 Months (10-24 Months pre-construction) (36 Months construction) Note: Due to the multi-year, phased construction process, pre-construction and design will overlap actual construction (e.g. pre-construction/design for Phase II will occur during Phase I construction, etc.). Firms may wish to provide any additional information that will assist the District in the comparison of fees. Firms shall also note that any and all associated costs, including multipliers, are to be included in the above two fee components, so that the fee represents the complete total to be charged to the District. 8

10 TERMS AND CONDITIONS 1. The management services outlined in this proposal shall be awarded by the North Colonie Central School District. 2. The District is not liable for costs incurred in the preparation of this proposal and any other subsequent proposals or presentations. 3. The contents of the successful firm's proposal may become part of the contractual obligations if deemed appropriate by the District. 4. The District reserves the right to accept or reject any proposal when it is considered to be in the best interest of the District. 5. The successful Construction Manager shall not discriminate against any firm or individual in accordance with applicable federal, state or local laws. 6. The contracts entered into as a result of the Request for Proposal, shall be between the selected firm and North Colonie Central School District. 7. For contract purposes, the District anticipates using the current standard AIA contract for construction management services. SUBMISSION OF QUESTIONS: Questions relating to this request for proposal must be submitted in writing to the following address: Steven B. Zautner, Business Manager/Purchasing Agent North Colonie Central School District 91 Fiddlers Lane Latham, New York (518) Fax (518) PROPOSAL SUBMISSION: Fifteen (15) complete sets of the proposal are to be submitted in sealed form to the North Colonie Central School District, 91 Fiddlers Lane, Latham, NY, by April 4th at 11:00 a.m. clearly labeled as follows: Attention: Steven B. Zautner, Business Manager/Purchasing Agent RE: PROPOSAL FOR CONSTRUCTION MANAGEMENT SERVICES 9

11 SELECTION PROCESS AND PROPOSAL EVALUATION: A twelve member selection committee consisting of district administrators and Board members will evaluate all proposals. The Committee will conduct interviews with finalists to clarify information provided in the proposal. Following these interviews, the Committee will recommend the appointment of a Construction Management Services Company to the Board of Education. Primary criteria used in the evaluation of proposals will be: 1. Company and project team members' qualifications and experience with construction management of New York State public school building projects of comparable size and nature to the proposed project. 2. Local knowledge; familiarity and experience with Federal, New York State, and the NYS Education Department rules and regulations as they pertain to public school buildings. 3. Fees The selection committee has tentatively scheduled April 8th, 2016 and April 15th, 2016 to conduct late afternoon/early evening interviews for finalists. If your firm is selected for an interview, the committee requests that the on-site project manager(s) that will be assigned to our project be present at the interview. 10

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