REQUEST FOR PROPOSAL CONSTRUCTION MANAGEMENT SERVICES PINE TRAIL ELEMENTARY HVAC, CEILING & LIGHTING PROJECT NO

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1 REQUEST FOR PROPOSAL CONSTRUCTION MANAGEMENT SERVICES FOR PINE TRAIL ELEMENTARY HVAC, CEILING & LIGHTING PROJECT NO Contact: Mr. Tom Brown, Senior Construction Project Manager Facilities Services, Volusia County School District 3750 Olson Drive, Daytona Beach, Florida (386) ext

2 As a follow-up to the Legal Notice the intent of the Request for Proposal (RFP) is to secure Construction Management Services for Pine Trail Elementary - HVAC, Ceiling & Lighting Project No (Project). GENERAL INFORMATION The School Board of Volusia County Florida will select a qualified firm under provisions of Florida Statutes to provide construction management services for this Project. The Volusia County School Board (VCSB) intends to award a contract to provide construction management services as deemed to be in the best interest of the school district. Previous construction experience with occupied school campuses is preferred. The contract for construction management services shall consist of two phases. The first phase of the contract will be for pre-construction services wherein the Construction Manager shall function as an agent of the Owner, shall be paid a fixed fee for services performed and shall be an integral part of the design team. Pre-construction services shall include value engineering and the development of a Guaranteed Maximum Price (GMP). If the GMP is accepted, the construction phase will proceed. During the construction phase, the Construction Manager shall become contractually bound to the Owner to provide the actual labor and materials for the project. The Volusia County School Board s standard documents for Construction Management Services are available via the internet at: Documents include: AIA Document A , Standard Form of Agreement Between Owner and Construction Manager AIA Document A , Exhibit A Guaranteed Maximum Price Amendment AIA Document A , General Conditions of the Contract for Construction PROCEDURES The following procedures will be observed in the solicitation of this RFP: 1. All questions regarding this RFP shall be in writing via mail or to: Mr. Tom Brown, Senior Project Manager Facilities Services, Volusia County School District 3750 Olson Drive, Daytona Beach, Florida tbrown@volusia.k12.fl.us Responses will be provided online at the URL above. All inquiries must be received by the VCSD no later than 3:00 PM, October 9,

3 2. A mandatory pre-submittal meeting is scheduled for 10:00 AM, October 5, 2015, at Pine Trail Elementary, 300 Airport Road, Ormond Beach Florida, All applying firms must attend. The representative of each applicant shall be an authorized employee of the firm and shall sign in accordingly. 3. Submittals shall contain required information in the sequence as indicated in the CM Written Submittal section of this RFP. 4. A current Certification as a Prequalified Contractor with the School Board of Volusia County is required in order to meet the minimum qualifications necessary for consideration. Applications are available at: 5. Interested firms are required to submit one (1) printed and bound submittal and one (1) CD in combined PDF format in the same order as the printed submittal. Submittals not meeting this requirement will be disqualified. Submittal shall be signed by a person legally authorized to bind the firm. 6. Submittals are due in Facilities Services at the address shown below no later than 3:00 PM, October 19, 2015, where it will be stamped with the date and time received. 7. Address submittal to: Ms. Janice Lucas, Planning Technician Facilities Services, Volusia County School District 3750 Olson Drive, Daytona Beach, Florida All firms will receive notification of the firms selected for further consideration and interview. CONDITIONS FOR SUBMITTAL 1. Issuance of the RFP does not constitute a commitment by the VCSB to award a contract. The VCSB reserves the right to reject any or all submittals received in the response to the RFP or to cancel this RFP if it is deemed in the best interest of the VCSB to do so. 2. The VCSB reserves the right to request clarification of information submitted and to request additional information from one or more firms. 3. Submittals become the property of the VCSB and will not be returned. 4. The VCSB operates under the public disclosure laws required of governmental agencies as part of its normal procedures. Proprietary information must be identified and will be protected to the greatest extent possible but there can be no guarantees. 5. By making a submittal the firm agrees to comply with all applicable federal, state and local statutes and regulations. 3

4 6. Cost of developing the submittal, attendance at an oral interview, or any other such costs are entirely the responsibility of the firm and shall not be reimbursed in any manner by the VCSB. 7. The VCSB reserves the right to proceed to interview without further discussion of submittals received, operating strictly under the Consultant s Competitive Negotiation Act (CCNA). 8. In the event shortlisted firms are invited for interview, the person(s) who will be assigned to the VCSB contract must attend the interview, and any others deemed necessary by the applicant. In accordance with the CCNA, the VCSB reserves the right to conduct or not conduct interviews, at its sole discretion. 9. The final selection shall be based on the written submittal; responses of references and (if applicable) the interview. Firms shall be ranked in accordance with CCNA provisions. 10. In accordance with the CCNA, the VCSB shall negotiate an agreement with the top ranked firm until either an agreement has been reached or until impasse. 11. The successful firm shall obtain approval from the VCSB prior to reassigning any of their key personnel involved in the performance the project listed in the submittal. Such approval will not unreasonably be withheld. The VCSB may require removal of any contracted employee who the VCSB deems unacceptable. 12. News releases pertaining to this procurement or contract shall not be made without prior written approval from the Director of Planning or designee of the Volusia County School District. REQUIRED SERVICES The VCSB will expect the successful firms to advise the District on matters related to planning, organizing and constructing the project including but not limited to the following services: 1. Recommend optimum sequencing plans and time schedules for the design and construction stages of the capital program (Project). 2. Recommend alternatives for minimizing the impact of construction activities on ongoing educational activities on the site during construction, especially being conscious of safety management programs. Quality and Safety Management shall be important focuses of the District. 3. Advise the Owner and Architect on matters related to project cost, constructability, value engineering, life cycle costing and scheduling. 4. Perform pre-construction phase services as outlined in AIA Document A , Standard Form of Agreement Between Owner and Construction Manager. 5. Recommend value engineering strategies for the design of the Project. 6. Recommend contracting strategies for the Project or stages. 4

5 7. Recommend strategies for grouping or bid-packaging project parts. 8. Establish a guaranteed maximum price (GMP). 9. Conduct bidding and award contracts in the name of the CM not to exceed the GMP. 10. Hold all contracts during the construction phase. 11. Participate in meetings on the Project with District staff or public individuals or groups, as may be directed. It is of the utmost importance to the success of the Project that the CM establish a cooperative approach at all meetings for which it is responsible. 12. Assist the budget monitoring and cost analysis process involved in the construction program. 13. Prepare written reports of the Project s progress and status at least monthly, relating to budget performance, and schedule adherence. CM WRITTEN SUBMITTAL CM written submittals shall contain the following information in the order indicated: 1. Letter of Transmittal, Table of Contents, Professional/Company Registrations, Professional/Liability/Company Insurance, and Bonding Statement Provide a paragraph in the Letter of Transmittal which states the firm s intent to qualify under Florida Statues Chapter (CCNA). Provide specific information on the topics shown. Provide a Table of Contents which makes the submission readily comprehensible. 2. Executive Summary / Project Management Provide an overview of your company and the process and strategies to be used in delivering the services outlined in the Required Services section. Include the following: a) Years in business b) Total staff c) Total technical staff 3. Program Understanding / Services / Capabilities Present a concise outline of specific services your firm is qualified and prepared to provide for the Project as the Construction Manager for the school district. Identify and discuss any of the services, or method of approach to the services, which your firm believes to be either unique or outstanding, or which is recognized as giving your firm a competitive edge or advantage. Provide information about the firm s qualifications including technical competence to perform the services requested. Specifically outline how your services will match the need of the Project and your understanding of it. 4. Organizational Chart / Resumes of Key Personnel Provide an organizational chart and the name(s) and resume(s) of person(s) who will be assigned to the Project. Identify the project manager, superintendent and the principal-in-charge, etc.; include the number of technical staff. Resumes should include educational background and specific work 5

6 experience that details the individual s credentials relative to construction program management, capital construction scheduling, bid packaging, and any other discipline experience involved in the construction of any school district s capital project. Provide AIA Document A , Contractor s Qualification Statement including state-certified licensed general contractor information qualifying the firm, and other documents requested herein. 5. Bond-ability Attach a letter of intent from a surety company indicating the applicant s bond-ability for projects with a potential maximum construction cost of $5,500,000. The surety company must be licensed to do business in the State of Florida and must have a Best rating of A. 6. Insurance Attach proof of General Liability Insurance, Workers Compensation Insurance and Automobile Liability written for limits not less than $2,000, Schedule / Cost Control Provide information about operational timelines for accomplishing work of similar educational projects and samples of schedules and cost estimates. Provide examples of Value Engineering, Life Cycle Analysis, Constructability, Management Information, Reporting Systems, Quality Control, Safety Management, and Partnering, etc. 8. Community Involvement Indicate what Volusia area projects your firm may have which would help in securing local construction services for the VCSB. 9. Litigation Identify all legal action in which your firm has been a party to including litigation, mediation, arbitration, administrative proceedings, etc. during the last five (5) years involving a client for claims in excess of $100,000. Include a brief legal description of the dispute and its current status. Where the action or lawsuit has involved a guaranteed maximum price contract, please describe the particular circumstances giving rise to the dispute and the actions which your firm took to attempt to settle the matter prior to and after suit being filed. 10. Claims Describe in detail any projects within the last three (3) years where liquidated damages, penalties, liens, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened, or filed against your organization. 11. Experience / References List the three projects in the last five (5) years for which your firm has provided or is providing construction management services which are most related to the work of this RFP. In determining which projects are most related consider previous construction experience with occupied school campuses or similar work, related size and complexity, how many members of the proposed team worked on the listed project and how recently the project was completed. List the projects in priority order with the most similar project listed first. 6

7 For each of the listed projects, provide the following information: construction cost (original GMP and final construction cost), current phase of development, estimated (or past) completion date, owner s contact person and telephone number, and the name and telephone number of the project architect. 12. Appendix Additional information deemed necessary by the applying firm. Indicate any other considerations your firm may wish to highlight or discuss, such as awards, company brochures, letters of accommodation, periodical articles, etc. 7