Request for Qualifications for Program Management Support Services for The Greenville-Spartanburg International Airport Terminal Improvement Program

Transcription

1 Request for Qualifications for Program Management Support Services for The Greenville-Spartanburg International Airport Terminal Improvement Program SECTION 1 - GENERAL INFORMATION The Greenville-Spartanburg Airport Commission (Commission) is soliciting Statements of Qualifications from professional consultant firms and/or teams (Consultant) interested in providing program management support services to assist with the implementation of the (Program) at the Greenville-Spartanburg International Airport. These program management support services may include, but are not limited to: document control, budget and cost control, schedule control, cost estimating, and trend analysis, as well as providing design review, contract administration and construction management type services in collaboration with GSP Staff. Services will be provided on an as needed basis based on the availability of other resources, including GSP staff. The Consultant s services will be provided under a Master Agreement with specific services authorized by separate task orders as required. SECTION 2 - BACKGROUND Greenville-Spartanburg International Airport (GSP) is a publicly owned and operated airport serving the Piedmont area of South Carolina. Currently the airport has scheduled passenger service by six airlines: Allegiant, American Eagle, Continental Airlines, Delta Air Lines, United Express, and US Airways. Additionally a seventh airline, Southwest Airlines, is scheduled to begin service in March In 2009, GSP tasked Reynolds, Smith and Hills, Inc. (RS&H) to conduct a Terminal Area Planning Study, which included updating the requirements for the GSP terminal based upon: updated enplanement forecasts (including a new low fare carrier); requirements imposed by current and anticipated security measures; new airline operational methods; technology upgrades; environmental awareness and anticipated developments in the aviation industry. The Study took into consideration recommendations by the 2003 Bechtel Master Plan; examined the implications of the new requirements and recommended a strategic implementation of a short and long range plan for the terminal area. Page 1 of 13

2 In October 2010, the Airport Commission finalized the Terminal Area Planning Study and adopted a preferred concept. The Commission approved Staff to negotiate a scope and fee with RS&H for schematic design phase services and also directed Staff to prepare a RFQ for program management services. The schematic design phase is expected to start in early 2011 and take 6 approximately months. Design development and construction document phases will follow and phased construction is projected to start in A project delivery method has not been selected at this time. Further analysis regarding delivery methods is expected to take place during the schematic design phase, with input and recommendations from the program team. Components of the Program include: temporary facilities, multiple and phased tenant relocations, demolition, reconstruction, renovation, expansion, baggage handling system improvements, passenger security enhancements, sustainability and energy efficiency improvements, multiple phases of construction, and multiple bid packages. The total estimated cost for Phase 1 of the Program is $95,000, SECTION 3 THE PROJECT The subject project under this RFQ consists of assisting GSP with implementing the Terminal Improvement Program through a range of program management services during multiple project phases and packages. SECTION 4 - SCOPE OF SERVICES GSP seeks to engage a consultant with proven success, skill, experience, and knowledge in providing a wide range of program management support services relative in size and scope to the (Program). The Consultant s resources will augment and support GSP Staff, providing task specific services in a program team environment. The following description is intended to describe the type of services that may be requested of the selected Consultant. GSP may request Program Management, Design Management, or Construction Management services beyond the descriptions below if necessary for implementation of the Program. Consultant services will be provided on an as-needed and requested basis, and authorized by individual task orders as required. 4.1 Program Reporting Provide program level reporting services, including: Collect data relative to the Program (scope, schedule, budget and expense information, etc.), review, validate, and present information in a comprehensive report format. Page 2 of 13

3 Reporting may be developed to different levels appropriate for distribution to various management levels and departments within the GSP organization, other program team members, airport stakeholders or the general public. Reports may be provided monthly, quarterly, annually, or at other frequency as requested. 4.2 Program Scheduling Services Provide program level schedule management services, including: Compile, review and validate schedules from other program team members, including the Architect/Engineer design team (A/E), general contractor(s) or construction manager at risk, other internal and external project managers, various airport stakeholders as well as any other external agencies that may impact the overall program. Generate, review, monitor and maintain the overall program schedule as requested. Identify and analyze dependencies, controls, and interfaces between specific projects or components within the overall program and other airport operational activities or other external projects that may affect the program. Perform alternatives analysis on project sequences to optimize implementation of the Program. Provide schedule analysis and reporting services appropriate to various levels within the GSP organization, other program team members, airport stakeholders and the general public. 4.3 Program Budget and Funding Services Provide program level budget and trend management services, including: Implementation of an off the shelf budget and cost management software tool. Provide a wide range of construction cost estimates, including: concept, planning, budgetary, design and engineer s estimates. Review, validate, and reconcile estimates provided by other program team members. Review, validate and make recommendations to the Owner regarding cost proposals from program team members including proposals of lump sum, time and materials, or maximum guaranteed price methods. Establish a program budget management system in alignment with, and supportive of GSP budgeting and accounting requirements and systems. Establish, review, and support management of appropriate budgetary contingencies. Provide budget and funding report services, documenting sources of funds and budget projections for each program project or component. Page 3 of 13

4 Develop and maintain procedures to forecast project and program costs and advise GSP on corrective actions if budgets appear to be exceeded. Assist staff in the completion of grant applications and grant reporting requirements for various funding sources including FAA Airport Improvement Program ( AIP ). 4.4 Document Control Services Provide program document control services, including: Maintain files of all Program documentation in an integrated, accessible electronic format with back-ups and/or hard copies as determined to be necessary. All documents and files shall be and remain the property of GSP. Maintain status logs of program documents such as contractor Requests for Information, submittals, substitution requests, etc. Develop and maintain systems for the efficient distribution of project documents to program team members, including Owner, A/E, contractors, other consultants, external agencies, and stakeholders as directed. 4.5 Program Coordination Provide program coordination services, including: Provide program coordination support services to program team. Assist GSP staff in program coordination efforts with organizations and agencies such as the TSA, FAA, local governments and regulatory agencies. Assist with the establishment, implementation, and modification of program administrative procedures and processes. Implement and support an action item system to track key program activities and required decisions. Identify dates and timelines for action items and decisions to be completed. 4.6 Program Planning Assist with program planning services, including: Assistance with planning, programming studies and other pre-design activities as requested. Assistance with analysis and recommendation of project delivery method. Assistance with the development of RFQ/RFP documents for other services as needed, including but not limited to Commissioning Agent and Construction Manager at Risk. Support Owner with evaluation of other RFQ/RFP responses and make recommendations to Owner. Page 4 of 13

5 4.7 Design Management Services Provide design management services, including: Provide Third Party, Peer, and Quality Assurance reviews of design deliverables and Construction Documents. Provide design oversight and monitor design progress and deliverables and recommend corrective actions to Owner when required. Provide code analyses and detailed code reviews as requested. Perform geotechnical investigations or hazmat inspection and testing services as required. Support development of project general and supplementary conditions. Provide contract administration support and coordination with Owners procurement and contracting processes and procedures. Assist in the development of project and program design standards. Provide program controls support. 4.8 Construction Management Services Provide construction management services, including: Review construction documents for constructability, impact to Airport operations, and consistency with overall program schedule and goals. Review construction work plans and schedules. Review construction document general and supplementary conditions. Assist in contractor pre-qualification efforts. Assist in bid-award process and construction contract negotiations. Evaluate bids or cost proposals and make recommendations. Assist with preparation of contract award documents. Review and/or prepare construction quality assurance/quality control plans. Provide full-time, on-site representation, observation, and inspection of construction activities. Prepare inspection and engineer s reports for submission to Owner, other program team members or other agencies such as the FAA. Review pay requests and make recommendation for approval or adjustments. Review contractor reports, as-built drawings, and other construction documentation and ensure information is captured in program record keeping systems. Attend job site meetings. Review and communicate information presented to other program team members as necessary. Develop and manage Owner Controlled Insurance Program (OCIP), if Owner elects. Perform project closeout activities. Page 5 of 13

6 Support dispute and claims resolution analysis and reconciliation efforts. 4.9 Public Information and Community Outreach Assist with public information and community outreach services, including: Assist GSP with an outreach program for public input regarding the overall Program and specific design elements within the Program. Outreach may include but is not limited to: targeted focus groups, public meetings, surveys, etc. Assist GSP public relations department with a public information campaign in regards to the implementation of the Program. Support GSP public relations with preparation of specific messaging and informational materials regarding the Program in a variety of media, including but not limited to print, radio, television, outdoor, web and social media Consultant Work Plan Consultant will be responsible for creating a program management services work plan to be approved by GSP. Elements of the work plan may include but will not be limited to: Project manager for coordination of all program management support services. Staffing plan for providing program management services such as cost control, trend analysis, schedule support, and cost estimating services. Performance based baseline work plan to be reviewed and modified as needed. SECTION 5 - SELECTION PROCESS The RFQ submittal is the first step in a two-step process for selecting a Consultant for program management support services. The RFQ provides information necessary for a Consultant to submit qualifications for consideration, evaluation and ranking by GSP. Based on the evaluation criteria established, each properly submitted Statements of Qualifications (SOQ) will be reviewed, evaluated and ranked by a Selection Committee (Committee). Based on the rankings of the Committee, presentations and interviews will be held with at least three short listed Consultants. Upon completion of the presentation / interview process, a final ranking in priority order of the interviewed Consultants will be prepared and presented to the Commission for approval. Once the final ranking report is approved by the Commission, contract negotiations will commence with the highest ranked Consultant. If unable to negotiate a satisfactory contract, negotiations will be formally terminated and negotiations will commence with the second and then the third ranked Consultant and so forth until a satisfactory contract can be negotiated. Page 6 of 13

7 Acceptance of evaluation methodology: By submitting its Qualifications in response to this RFQ, the respondent Consultant accepts the evaluation process as outlined and acknowledges and accepts that determination of the most qualified Consultant(s) offering the best value to GSP may require subjective judgment. Public information: All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Public Information Act after the solicitation is completed and a contract is executed with the selected Consultant. 5.1 Selection Criteria Evaluation Criteria Weighting Related airport project qualifications, experience and expertise of the key personnel and the firms comprising the Project Team relevant to the Scope of Services. Experience within the last 5 years that demonstrates the firm s ability to provide a range of program management support services on construction implementation programs valued in excess of $50 million at airports. Staffing plan and production capacity of the Project Team, ability and approach to integrate consultant and sub-consultant staff into and functioning in a program team environment. Availability and ability to respond to on-call needs. Approach to select, manage and control sub-consultant resources, including responsibility and ownership of deliverables, costs, and schedules. Consultant s approach, performance and history of achieving DBE goals and how they were accomplished. Total Responding to the RFQ Interested and qualified Consultants shall submit Statements of Qualifications (SOQ) in accordance with the requirements of this RFQ by the deadline indicated in Section 5.5. GSP may elect to issue addenda to this RFQ. All addenda will be posted on the GSP web site at the following URL: Page 7 of 13

8 5.3 Pre-Submittal Meeting A pre-submittal meeting will be held on Tuesday, November 30 at 1:00pm in GSP Conference Room #1. Attendance at the pre-submittal meeting is not required, but interested respondents are encouraged to attend to learn more about the Program and the RFQ for program management support services. RSVP for the pre-submittal meeting is requested by to [email protected]. 5.4 Questions and Clarifications Submit questions and requests for clarifications regarding this RFQ in writing via to the contact person indicated below on or before 5:00pm December 10, Questions received after the deadline may not be responded to. Questions and Requests for Clarifications are to be submitted to: 5.5 Due Date/Time Greenville-Spartanburg International Airport Attn: Kevin Howell, Deputy Director Properties & Development [email protected] Statements of Qualifications are due at 12:00pm (Noon) on December 17, Submittals received after the deadline will not be opened. Six (6) originals and one (1) USB Flash Drive (Flash Drive) containing one (1) copy of the document in PDF format should be enclosed in a sealed envelope or container and delivered to the address indicated below. Please include a self-addressed envelope if the Flash Drive needs to be returned. Statements of Qualifications are to be submitted to: Greenville-Spartanburg International Airport Airport Commission Administrative Office Attn: Kevin Howell, Deputy Director Properties & Development 2000 GSP Drive, Suite 1 Greer, SC Selection Process Effective November 23, 2010 communication regarding this RFQ is prohibited between potential Consultants and GSP Staff or Commission members until a final recommendation is provided to the Commission. This requirement does not apply to the pre-proposal meeting or presentations before the Selection Committee. Questions and requests for clarifications regarding the RFQ should Page 8 of 13

9 be submitted in accordance with Section 5.4. All Respondents will be notified in writing when the short list is finalized. The Selection Committee will consist of the Executive Director and other representatives from GSP staff as appointed by the Executive Director. GSP reserves the right to request additional information or clarifications after submission of the SOQ. The SOQs will be reviewed for compliance with the minimum qualifications and published criteria as set forth in this RFQ. If the SOQ is found not in compliance with these minimum requirements, the SOQ will be removed from further consideration. The Selection Committee will rank the SOQs according to the published Evaluation Criteria listed in Section 5.1 and finalize a short-list (minimum of 3) of invited Consultants for presentations/interviews to be held on January 4, Consultants selected to be interviewed will be notified no later than December 22, Each Consultant invited for a presentation and interview will be allowed a single session consisting of a 30-minute presentation by the Consultant followed by an interview with the Selection Committee. The Consultant s proposed Project Manager shall lead the presentation. Supplemental information provided at the interview shall be limited to 8½ x 11 inch copies of slides or other materials used in the presentation. At the conclusion of the presentations / interviews, the Selection Committee will produce a final numerical ranking in accordance with the Evaluation Criteria listed in Section 5.1 and submit the ranking to the Commission for approval. After Commission approval, negotiations will proceed with the highest-ranked Consultant. If an agreement cannot be reached, GSP will formally terminate the negotiations and, at its option, negotiate with the next-highest ranked Consultant. Upon completion of negotiations, GSP Staff will recommend approval of an Agreement to the Commission. SECTION 6 STATEMENT OF QUALIFICATIONS (SOQ) REQUIREMENTS 6.1 Document Paper size shall be set at 8½ x 11 inch using Tahoma font, 12-point minimum font size for text and limited to a total of thirty (30) printed pages. Covers, table of contents, dividers, and resumes of key personnel will not be included in the page count. Resumes shall be limited to one page per person. Specialized graphics may be included on larger, fold-out style sheets, not to exceed a maximum of 11 x 17 inches. Any information that needs to be returned should not be submitted. Page 9 of 13

10 The SOQ shall include the following information in the order indicated: A cover letter signed by an officer of the firm stating general qualification, expertise and ability to perform the scope of services as described in this RFQ. Include a brief introduction of the Project Team. Clearly identify the submitting Consultant and key personnel for the project. Proven and related qualifications/expertise of the Consultant and key personnel. Provide a description of the project team, including listing the prime consulting firm or teaming partners and/or the principal sub-consultant firms that will be providing the following services: 1. Program Reporting 2. Program Scheduling Services 3. Program Budget and Funding Services 4. Document Control Services 5. Program Coordination 6. Program Planning 7. Design Management Services 8. Construction Management Services 9. Public Information and Community Outreach Services 10. Consultant Work Plan 6.2 Basic Information For the submitting prime consultant and each principal sub-consultant, provide an individual firm profile including each item below: (1) Name of firm, address, telephone, and and fax number. (2) Total number of persons employed by the firm. (3) Table of firm s organizational structure listing at a minimum Presidents, Vice Presidents, and Principals in the firm and their area of expertise and responsibility. This may be limited to those officers within the direct span of control proposed for this project. Include a brief summary of the firm s staff professional and technical profile, including number of personnel by type, title, licenses, area of expertise and positions. This may be limited to those officers within the direct span of control proposed for this project. The firms role, responsibilities, and organizational relationship to the consultant team. Description and chart of key personnel and their role on the project. Include resume of all key personnel in an appendix. Professional registration numbers when such license is claimed. Page 10 of 13

11 A brief narrative describing the qualifications of the firm and the key personnel to provide the Scope of Services described in Section Experience For the Prime Consultant and each of the Principal Sub-consultants: Provide information about previous experience relevant to the Selection Criteria in Section 5 and the Scope of Services in Section 4 in which the Consultant was the prime or provided key Program Management Support services. Firms are also required to list all relevant projects that the submitting office has worked on over the last five (5) years. Include the following: Name, location and description of program. Estimated value on each program. Value of firm s services on each program. Description of the firm s involvement for each program. Name, address, phone number, and address of client with name of contact person. Firm s history in performing the work required and bringing the projects described in the scope of work within schedule and budget. Dates that services were provided. Describe the specific role that the Key Personnel served on the projects submitted as experience. List of contracts/agreements to which the firm was a party that were terminated by either party for convenience or default within the past five (5) years, if any. List any litigation that now affects or may affect in the future consultant firm s ability to perform. 6.4 Staffing Plan Availability Provide chart listing key personnel and their time availability on a percentage basis. Provide analysis quantifying project team s (Consultant and first tier subconsultants) production capacity and capability. Description of ability to function within a program team environment, including approach and philosophy of firm. 6.5 Project Approach Describe the Firm s approach to select, manage and control sub-consultant resources. Describe the Firm s approach to responsibility and ownership of deliverables, costs, and schedules. Page 11 of 13

12 6.6 DBE Utilization Identify any DBE (SCDOT-UCP certified) sub-consultants or team members and describe their role on the project team. Describe the Firm s past performance of complying with DBE goals and how they were accomplished. Describe the Firm s approach to increasing DBE participation on the Program in all phases of work. It is the policy of the GSP Commission to ensure that DBE certified companies, as defined in CFR Part 26, have an equal opportunity to receive and participate in DOTassisted contracts. It is our policy: To ensure nondiscrimination in the award and administration of USDOTassisted contracts, To create a level playing field on which DBEs can compete fairly for USDOTassisted contracts, To ensure only firms that fully meet the eligibility standards are set forth in 49 CFR Part 26 are permitted to participate as DBEs, To help remove barriers to participation of DBEs in USDOT-assisted contracts, The Commission shall award contracts without regard to race, color, sex, or national origin. The Commission shall not, nor shall it require its contractors to, award contracts or subcontracts to or to make purchases of materials or equipment for Disadvantaged Business Enterprises who are not qualified and who do not submit the lowest responsible bid(s). The South Carolina Department of Transportation UCP Disadvantaged Business Enterprise (DBE) directory is provided as a service to those prime contractors who are in search of Certified DBE contractors. It is to be used as a guide for selecting certified Disadvantaged Business Enterprises to utilize on State and/or Federal Aid Contracts. Information in the directory should be verified with the SCDOTs Office of Business Development and Special Programs. SECTION 7 SELECTION PROCESS SCHEDULE Request for Qualifications (RFQ) Advertised November 14, 2010 RFQ Pre-Submittal Meeting November 30, 2010 Statement of Qualifications Due December 17, 2010 Interviews / Presentations. January 4, 2011 Commission Approval of Final Ranking January 5, 2011 Page 12 of 13

13 SECTION 8 SPECIAL CONDITIONS If a Consultant is selected for program management support services, that Consultant and any of its subsidiaries and/or affiliate companies will be prohibited from serving on the Program in any additional capacity; including General Contractor, Construction Manager at Risk and Commissioning Agent. This includes the prime consulting firm, teaming partners and/or any principal sub-consultant firms. SECTION 9 - ATTACHMENTS Reserved - END Page 13 of 13