City of Smyrna, Georgia REQUEST FOR PROPOSAL. to provide. Construction Manager at Risk Services. for. City of Smyrna Historic Reed House Event Center

Transcription

1 City of Smyrna, Georgia REQUEST FOR PROPOSAL to provide Construction Manager at Risk Services for City of Smyrna Historic Reed House Event Center RFP March 25, 2016 Proposal Due: April 22, 2016 Page 1

2 Table of Contents 1.0 General Project Information 2.0 Construction Management at Risk Services Requirements 3.0 Proposal Review Process 4.0 Schedule of Events 5.0 Submittal of Questions and Request for Clarification 6.0 Instructions for Preparing Statements of Qualifications & Fee Proposal 7.0 Statement of Qualifications & Fee Proposal 8.0 Submittal Requirements List of Exhibits A B C Construction Manager at Risk Proposal Form General Conditions Concept Design Drawings Page 2

3 1.0 General Project Information The City of Smyrna, Georgia is soliciting proposals from qualified firm(s) interested in providing construction management at risk (CMAR) services for the renovation of the Historic Reed House into an event center. The selection will be made through a qualifications and fee based selection process consisting of a statement of qualifications and fee proposal. Some firms that respond to this request for proposal (RFP), who are determined by the City to be most highly qualified, may be invited to interview. All respondents to this RFP are subject to instruction provided herein and are cautioned to completely review the entire RFP and follow instructions carefully. The City reserves the right to reject any or all responses and waive technicalities at its discretion. The term City shall include any authority or municipal corporation designation by the City of Smyrna to carry out the purposes of this RFP. 1.1 Project Summary The project consists of the design and renovation to update and stabilize the 1910 house of 4,900 square feet on 3.55 acres at 3080 Atlanta Road, Smyrna, Georgia. The project will also include the instillation of additional driveway and parking areas, as well as other site improvements. The construction delivery method for this project will be CMAR. The City has contracted with Croy Engineering, LLC of Marietta, Georgia as the Project Manager. Lynman Davidson Dooley, Inc. will function as the Architectural designer. 1.2 Project Budget The stated cost limitation (SCL) will be determined based on final programmatic requirements, funding availability, and other circumstances. 2.0 Construction Management at Risk Services Requirements The CMAR will provide preconstruction services which may include, without limitation, technical review, cost verification, cost evaluation, value engineering, schedule development, and schedule evaluation. The CMAR will be expected to work collaboratively with the project manager and A&E to develop detailed construction cost estimates at the Schematic Design and Design Development milestones, and then provide final Guaranteed Maximum Price (GMP) upon completion of Construction Documents. The CMAR will be responsible for managing all facets of construction. The CMAR will be responsible for all methods of construction, safety, and for coordination of all contracts required to complete the project within budget and schedule. Services shall be provided in accordance with AIA Standard Form A A Mandatory Site Visit will be held April 4 th at 2:30 EDT. 3.0 Proposal Review Process This RFP is issued for the purpose of acquiring a Statement of Qualifications (SOQ) and Fee Proposal from prospective CMAR firms. A selection committee consisting of representatives of the City will review all submissions and develop a finalist list of what CMAR firms they determine to be the most highly qualified of the eligible submittals. Firms must demonstrate in their submittal that they meet the following minimum qualifications to be deemed eligible for evaluation. Eligibility will be evaluated on a pass/fail basis at the discretion of the City. Page 3

4 Firms or their principals must not be currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency or political subdivision. Firms must have sufficient bonding capacity for the total cost of work. Firms shall provide supporting documentation from a bonding company that indicates the firm s capacity to bond the project. Firms must have a current Contractor s Public Liability Insurance Policy and provide a Certificate of Insurance demonstrating that they are insurable for: bodily injury, including death of $1,000,000 per accident; property damage of $2,000,000 per accident and $5,000,000 for the aggregate of operations. Firms must have all necessary, valid and current licenses to do business in the State of Georgia. Firms must provide a copy of their General Contractor License, Business License and Georgia Certificate of Existence. Firms must demonstrate sufficient cash flow through a current ratio of assets/liabilities of 1.0 or higher. Firms must demonstrate a commitment to safety with regard to Worker s Compensation by having an Experience Modification Rate (EMR) over the past three (3) years of 1.2 or less. Firms or their principals must not have been terminated for cause nor be in default on any public contract. The firms must provide a notarized statement attesting compliance with the criteria above, the accuracy of the information provided in Section 7.0, and the provisions of Exhibit A of this RFP. Submittals from each firm will be evaluated on the basis of the information submitted, along with an analysis of other available information. The City may conduct investigations or interviews, as it deems necessary, to assist in the evaluation of the qualifications submitted. A selection committee will review the proposals, rank the firms, and award points to each category listed below: 15 Maximum Points Stability of the Firm: Specifically the firm s corporate history, leadership, staff resources, subcontractor relationships, form of ownership, litigation history, and financial statements. 45 Maximum Points Relevant Project Experience: Specifically the demonstrated ability over the past four (4) years to effectively manage construction for facilities comparable in size, function, complexity, and development timeline for public entities. Include projects that show familiarity with CDBG requirements. 25 Maximum Points Quality Management Plan: Specifically the firm s cost and schedule management plans, approach for managing the project within the stated cost and schedule limitations, approach for competitively administering and evaluating bid packages, subcontractor management plan, quality assurance program and plan, work force plan, safety plan, close-out plan, and site logistics plan for the proposed project. 15 Maximum Points Fee Proposal CMAR Fee for Pre-Construction, Construction, and General Conditions. The City reserves the right to hold Project Team Interviews. Page 4

5 4.0 Schedule of Events The following schedule of events represents the City s best estimate of the selection process schedule: Table 4.1 Schedule of Events City issues public advertisement of RFP March 25, 2016 Mandatory Site Visit April 4, :30pm EDT Deadline for written questions/requests for clarification (See Section 5.0) Deadline for submission of Statements of Qualifications/Fee Proposals City completes SOQ/Fee Proposal evaluation and notifies finalist firms City completes interview with finalist firms City completes evaluation and negotiation, and issues CMAR contract award for pre-construction services April 15, 2016 April 22, 2016 Optional Optional May 2, 2016 (anticipated date) 5:00pm EDT 10:00am EDT 5.0 Submittal of Questions and Requests for Clarification It is the responsibility of each respondent to examine the entire RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document. Questions about any aspect of the RFP, or the overall project, shall be submitted by to Eddie Wade, PE, ewade@croyengineering.com, The deadlines for submission of written questions relating to the RFP are as shown in the Schedule of Events, Section 4.0. All relevant questions and requests for clarification received and the corresponding responses will be posted in an addendum to the original RFP. All clarifications and any supplemental instructions will be posted on the City of Smyrna website at the following address: From the issue date of this solicitation until a successful proposer is selected and the final selection is announced, respondents are not allowed to communicate for any reason with any officials or employees of the City or the A&E, except for submission of written questions as instructed in this solicitation, during the proposer s conference (if applicable), or as provided by any existing work agreement(s). The City shall reserve the right to reject the proposal of the offending firm for a violation of this provision. Page 5

6 6.0 Instructions for Preparing Statements of Qualifications & Fee Proposal Each submittal shall include a transmittal letter and be typed on standard (8.5 x11 ) paper. The pages of the submittals must be numbered and a table of contents with corresponding tabs must be included to identify each section. Responses are limited to twenty (20) double-sided pages or less using a minimum of an 11-point font. Any required exhibits, affidavits, or other enclosure information may be included in an appendix, and will not count toward the maximum page limit. Each submittal shall be prepared simply and economically, providing straightforward, concise descriptions of the respondent s capabilities. Emphasis must be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential respondents follow the format and instructions outlined below. The content of all SOQ s must be categorized and numbered as outlined in Section 7.0 below, and be responsive to all requested information. Fee Proposals shall be in the format provided in Exhibit A. 7.0 Statement of Qualifications & Fee Proposal 7.1 Stability of the Firm (15 Maximum Points) A. Provide basic company information: Company name, address, name of primary contact, telephone number, address, and company website. If the firm has multiple offices, include information about the parent company and branch office separately. Identify the office from which project will be managed and/or a plan to provide an office in proximity to the project site. Provide form of ownership, including state of residency or incorporation, and the number of years in business. B. Briefly describe the history of your firm. Provide specific information about the firm, project leadership, personnel resources, including disciplines and numbers and classifications of employees, and locations/staffing of the office directly involved with this project. C. Disclose whether or not the firm has been involved in any litigation with an Owner, Architect, or Engineer during the past ten (10) years. List any active or pending litigation and provide a thorough explanation of its scope. List any claims against your firm or against Owners where your firm is named. D. List the firm s annual average gross revenue for each of the past five (5) years. Supply main financial and banking references that may be contacted by the City or its designee. E. Provide your project s annual accident incident rate for each of the past five (5) years using the following formula: Incident Rate = (# of Injuries) x (200,000) / (# of Total Man Hours) F. Provide information as to whether or not your firm has ever been removed from a contract for cause or failed to complete a contract as awarded during the past ten (10) years. The firms must provide a notarized statement attesting to compliance with the criteria of Section 3.0, the accuracy of the information provided in Section 7.0, and the provisions of Exhibit A of this RFP. Page 6

7 7.2 Relevant Project Experience (45 Maximum Points) Provide information on five (5) projects completed within the past five (5) years demonstrating the firm s recent experience on projects of similar size, function, complexity, and costs with a contract dollar amount of not less than $500,000 (50% of this project SCL). Present the projects in order of most relevant to least relevant, which demonstrate the firm s capabilities to successfully complete the project; special emphasis shall be placed on public sector projects completed on an accelerated timeline. Provide the following information for each project: A. Project name, location, start and end dates of construction, and specific services performed by your firm; B. Brief physical description of the project including delivery method, total cost and square footage, structural system, envelope, finish types, and site civil requirements. C. Names of project manager, superintendent, and principal-in-charge of the project; D. Explanation as to how the highlighted project relates to the proposed project; E. Include the net total cost increase of change orders to the project and detail the actual schedule performance relative to the initial project schedule; F. Owner-written letter of reference/recommendation including contract information. Provide list of all City of Smyrna projects the firm has worked on in a role of CMAR, Construction Manager or General Contractor over the last ten (10) years, either completed or ongoing. 7.3 Quality Management Plan (25 Maximum Points) A. Describe your firm s proposed organization for the construction management team and designate the specific individuals who will fill the following key roles: Project Manager Superintendent(s) Project Executive/Principal-in-Charge Cost Estimator B. Provide for each of the above personnel, current resumes listing relevant project experience, percentage of the person s time available, and percentage of the person s time to be committed to this project. C. Identify the individual who, from project start to finish, will be the leader of your construction team and be the chief point of contact between your firm and the City and A&E. Provide detailed information on the qualifications of this individual and the authority and management tools provided to the individual by the firm. This individual s competence, leadership, and ability to achieve customer satisfaction will be heavily considered in the firm selection. D. Provide an organizational chart showing the lines of responsibility and accountability for your team and proposed sub-consultants. If proposing as a Page 7

8 joint-venture, identify areas of responsibility, levels of experience, and where there may be past experience of such relationships. E. Describe your proposed methods and plans for communications with all project stakeholders. F. Describe your procedures for resolving complex project issues and nonconforming services. G. Describe your firm's approach to providing pre-construction services on this project. H. Describe your procedures for controlling costs within the GMP during construction. I. Describe your change order management plan to manage cost within allowable GMP. J. Describe systems and procedures your firm uses to manage the project schedule; describe your proposed construction timeline and alternatives that may be explored to shorten the project schedule. K. Describe your subcontractor management plan including contract document compliance procedures, project accounting procedures, issue resolution procedures, and compliance of all tiers of subcontractors with Davis Bacon and the Security and Immigration Act, OCGA L. Describe how subcontractors will be selected to work on this project. Include your process for selecting subcontractor trades by qualifications only vs. qualifications and bids; discuss the benefit your subcontractor selection plan provides to the project. A minimum of three (3) proposals for all tasks/work packages should be obtained for all specified work unless otherwise approved by the City. M. Describe your firm s approach to maximize utilization of local resources, to include as a minimum, local suppliers, equipment providers, subcontractors, and laborers. N. Describe your quality assurance plan for this project; describe your firm's approach for validating compliance with the construction documents and your process for ensuring quality workmanship. O. Describe your safety and site logistics plan for this project. P. Describe your firm's procedures for project closeout. 7.4 Fee Proposal (15 Maximum Points) Fee proposals with your firm s total CMAR fee for Pre-Construction, Construction, and General Conditions shall be submitted on the format provided in Exhibit A below. Additionally, provide a clear and fixed price breakdown of line item details of allowable General Conditions in Exhibit A. 7.5 Optional Project Team Interview The City reserves the right to hold project team interviews. Firms requested to make presentations shall be notified in writing by the selection committee coordinator. The Page 8

9 invitation to interview notification shall designate a place and time for the interview session and will specify the manner in which the presentations will be conducted. 8.0 Submittal Requirements Proposing firms shall deliver seven (7) bound hard copies and one (1) electronic copy (PDF format on a disk) of their SOQ/Fee Proposal for RFP not later than April 22, 2016 at 10:00am local time to: Penelope M. (Penny) Murphy, C.P.M. Purchasing Manager City of Smyrna City Hall 2800 King Street Smyrna, GA Telephone Fax pmurphy@smyrnaga.gov It is the sole responsibility of the proposing firm to assure delivery to the point of contact above by the specified deadline. The City cannot accept the responsibility for incorrect delivery, regardless of reason. SOQ/Fee Proposals will not be accepted via facsimile or . All submittals upon receipt become the property of the City and the details of the SOQ/Fee Proposal will remain confidential until final award. Page 9

10 Exhibit A CMAR Fee Proposal Form City of Smyrna Historic Reed House Event Center The CMAR s fee is the dollar amount, established by and agreed to by both parties before contract award, which is the full amount of compensation due to the CMAR as gross profit and for any and all expenses of the project not included and identified as a Cost of the Work, provided the CMAR performs all the requirements of the contract documents within the time limits established. The CMAR for RFP shall be broken down as follows: Pre-Construction Fee - Representing the total firm fixed fee for pre-construction consulting services provided by CMAR, to include without limitation, technical review, cost verification, cost evaluation, value engineering, schedule development, and schedule evaluation. At the completion of Pre-Construction, the City reserves the right at its discretion to terminate the CMAR contract and select another CMAR. Fee Item Pre-Construction Fee (fixed fee) $ Total Construction Fee - Representing the percentage gross profit for construction services provided by CMAR. Fee Item Construction Fee % Total General Conditions - Representing the total amount for the CMAR s project overhead costs, inclusive of all direct project expenses, general conditions, and incidentals, based upon the CMAR s own proposed construction timeline. Items allowable for billing under General Conditions are provided in Exhibit B on the following page. Fee Item General Conditions $ Total I hereby certify the CMAR s fee for RFP shall be the sole source of compensation arising from this project for my firm, its subsidiaries, or representatives. I also acknowledge that, unless otherwise approved by the City, all services included in the Cost of Work shall be competitively bid for all components of construction, and that upon completion of A&E design and prior to authorization of a notice to proceed with construction, the CMAR shall be required to provide the City a Guaranteed Maximum Price for construction which shall include the Cost of Work for all facets of construction and the CMAR fee. I also acknowledge that at any time prior to the City issuing a notice to proceed with construction, the City may at its discretion terminate the CMAR, pay only the CMAR fee for Pre- Construction, and award construction or CMAR services to another firm. CMAR Firm: Name of Officer: Signature/Date: Page 10

11 Exhibit B General Conditions City of Smyrna Historic Reed House Event Center ITEM COST ITEM COST CONSTRUCTION MANAGEMENT FACILITIES & EQUIPMENT SERVICES Project Manager $ Office Trailer Rental $ Project Executive $ Tool/Utility Trailer Rental $ Project Superintendent $ Water/Ice $ Assistant Superintendent $ Temporary Lighting/Wiring $ Legal, Basic Services $ Power Expenses $ Accounting/Data Processing $ Temporary Water Services $ Scheduling $ Temporary Heating Services $ Purchasing $ Temporary Cooling Services $ Safety Officer $ Temporary Toilets/Sewer Services $ EEO Officer $ Project Signs/Bulletin Boards $ Secretarial $ Telephone Expenses-Job Office $ Field Office Processor $ Telephone Expenses-Cell Phones $ Project Engineer $ Trucks $ Timekeeper/Checker $ Safety Engineer $ REPRODUCTION & PRINTING Superintendent's Transportation $ Accounting Forms $ Off-Site Project Manager Transportation $ Field Reporting Forms $ Project Staff Moving Expenses $ Contract Agreements $ Project Staff Subsistence Costs $ Schedule Report Forms $ Estimating forms $ SAFETY & SECURITY SERVICES Cost Reporting Forms $ Safety Equipment $ Reference Materials $ First Aid Supplies $ Duplication Expense $ Fire Extinguisher/Fire Watch $ Shop Drawing Printing $ Security Guard/Watchman Services $ Maintenance Manuals $ Covered Walkways $ Operation Manuals $ Barricades $ Postage & Delivery Expenses $ Safety Nets $ Traffic Control $ QUALITY CONTROL Roadway Maintenance $ Field Office Supplies/Materials $ Dust Control $ Project Photographs $ 2-Way Radio Equipment $ Prepare Operations Manuals $ Snow & Ice Removal $ Prepare Maintenance Manuals $ PERMITS & FEES INSURANCE & BONDS Parking Fees $ Builder's Risk Insurance $ Sign Permits $ General Liability Insurance $ Contractor License $ Excess Liability Coverage $ Land Disturbance Permit $ Performance & Payment Bond $ Building Permit $ TOTAL GENERAL CONDITIONS $ General Conditions items listed above are for the direct project costs of the Construction Manager and may NOT be included in the Cost of Work. However, listed items that are exclusively for the use of a subcontractor such as water, trucks, phones, and material delivery must be included as part of the subcontractor s competitive bid to the Construction Manager and may be included in the Cost of Work. Page 11