ANCHORAGE SCHOOL DISTRICT ANCHORAGE, ALASKA. ASD MEMORANDUM #186 ( ) March 22, 2012

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1 ANCHORAGE SCHOOL DISTRICT ANCHORAGE, ALASKA ASD MEMORANDUM #186 ( ) March 22, 2012 TO: FROM: SUBJECT: SCHOOL BOARD OFFICE OF THE SUPERINTENDENT AWARD OF CONTRACT: IT DATA CENTER MOVE TO KENNEDY ELEMENTARY SCHOOL DESIGN BUILD ASD Core Value: The district will be open, transparent and accountable to the public. RECOMMENDATION: It is the Administration s recommendation that the School Board authorize the Superintendent to award a contract for the IT Data Center Move to Kennedy Elementary School Design/Build to Consolidated Enterprises, Inc. in the amount of $2,069,200. PERTINENT FACTS: Background The current ASD Data Center has been housed on the West/Romig campus since The structure is insufficient to support the technology and staffing requirements of the District. Studies were done in conjunction with the Municipality of Anchorage (MOA) resulting in an ASD administrative recommendation to move the Data Center functionality and staff to Kennedy Elementary on Joint Base Elmendorf Richardson with a targeted completion date of July 31, The major scope of work under this project includes the following: transfer of the existing data center equipment to Kennedy Elementary from the existing data center located at 1602 Hillcrest Drive, Anchorage; installation and setup of new owner furnished equipment, 18 new equipment racks with seismic mounting bases, new cooling units, new 480 volt electrical service to support the server room, new 500 kw standby generator to support the server room equipment,

2 new uninterrupted power supply (UPS) system to support the server room, new security system with card access for the school and into the server room, a static free floor system, new ceiling and lighting in server room, demolition of one small interior wall with the new server room area, and a pre-action fire sprinkler system for the server room. The completed server room has been designed for expansion to accommodate an additional 20 racks and equipment without the need for additional power and space requirements. Funding On April 18, 2011 the School Board approved funding for the data center move in the amount of $1,766,200 through ASD Memorandum #301 ( ). Additionally, in May 2009, the School Board approved capital project funding in the amount of $355,000 for an emergency generator and upgrade of uninterruptible power source (UPS) system for the IT data center through ASD Memorandum #333 ( ). These funds were not expended at that time pending the outcome of the decision to re-locate the data center. In order to execute this contract, additional funds are requested through approval of ASD Memorandum #200 ( ), Allocation of Capital Projects Funds. The cost to convert Kennedy to the IT Data Center significantly exceeded expectations. The District developed several cost estimates for major elements of the project using several different sources. In light of the recent trend of overestimating construction costs, this under-estimate was unexpected. The District may never fully understand all of the factors that led to the underestimate of this project s costs. It appears that one significant factor was the use by all three offerers of the same sub-contractor for the largest single element of the project. It had been expected that a more robust market for this particular project element would have produced a lower overall project cost. Despite this initial mis-calculation of project cost, the costs of constructing and operating the District s data center at Kennedy are still expected to be the least expensive option available to meet the District s long term functional requirements. 2

3 Procurement Strategy The District considered several procurement approaches to deliver this project. During the recently completed District-wide IT Network Refurbishment design/build the District requested the contractor, World Wide Technologies, Inc. (WWT) to submit a price proposal to move the IT Data Center to Kennedy Elementary. This would have required a board-approved change order. The Administration determined that this was not a sufficiently attractive price to avoid a competitive procurement. The Administration determined the best procurement solution would be to proceed with the project through the alternate delivery method of design/build. The School Board approved the alternate method of delivery through ASD Memorandum #58 ( ). A request for proposal for design services was issued on August 25, 2011 to develop a Design/Build RFP for the IT Data Center Design and Move to Kennedy Elementary School Project. The contract was awarded to GDM, INC. GDM s team consisted of experts from structural, mechanical, electrical, information technology backgrounds, as well as a project cost estimator. The consultant s team worked closely with the District IT department to develop the design/build request for proposal that was issued on January 13, The District along with their consultant, GDM, INC., held a formal pre-proposal meeting on January 23, 2012 and provided two separate site visits of Hillcrest Data Center and Kennedy Elementary to familiarize the prospective bidders with the project scope. Review of Proposals Three contractors responded to the RFP on February 6, 2012: Iyabak Construction, Dowland Construction Inc. and Consolidated Enterprises, Inc. The technical qualification evaluation committee consisted of seven members; three from the District IT department, one each from the District s Facilities department, the University of Alaska s IT department, the State of Alaska Project Management and Engineering department and one from RSA Engineering. ASD also requested the assistance of the MOA in the review process, but the MOA was unable to participate. The proposals were evaluated on the criteria of the firm s experience, project approach, experience as design/builder for IT projects, project team, scheduling, staging, moving and programming of all data center equipment, and quality control. At the completion of the evaluation, the offerors were ranked in accordance with their total scores. 3

4 Upon conclusion of the technical evaluations, the Committee forwarded the results to the Purchasing Department. The Purchasing Department opened the cost proposals and tabulated the final rankings in accordance with the RFP procedures. The results are summarized in Attachment B, Evaluation Summary, Initial Scoring. Upon conclusion of the final rankings, it was determined that the project fee significantly exceeded current available funding. In an effort to reduce overall project costs, it was determined that by allowing for a less compressed construction schedule the project costs might be reduced without affecting the scope of the work necessary to complete the project. On February 29, 2012 a request for Best and Final Offers (BAFO) was issued to the three responding offerors. The BAFO extended the substantial and final completion dates of the project by 60 days; clarified certain insurance requirements and replaced the fee proposal form from a lump sum fee to line item fee proposal form to better understand the elements of the project costs. Offerors were advised that the District would re-evaluate only the fee portion of their respective proposals. New fee proposals were received on March 9, The summary of the final rankings as a result of the BAFO are summarized in Attachment B, Best and Final Offer Scoring. The modifications in the RFP resulted in a reduction in the highest ranking Offeror s fee of $130,500. Award is recommended to Consolidated Enterprises, Inc., as the highest ranking Offeror. Consolidated Enterprises, Inc. is a leading General Contractor in Alaska and their selected subcontractor, World Wide Technology, is a leader and expert in the Information Technology industry. They have presented a credible plan to accomplish a significant amount of work in a short time period and have proposed highly skilled management, engineering and technical personnel to deliver the project. Consolidated Enterprises, Inc., the recommended Offeror, has met the evaluation criteria for a responsible Offeror. Consolidated Enterprises, Inc. has previous experience with the Anchorage School District on Bartlett High School Phase 2C, Administration and Classroom Renovation; Bartlett High School Phase 1 Family Consumer Science; Phase 1, House 2, Phase 2 House 3; and Phase 3 Performing Arts Renovation. World Wide Technology just completed the very successful District Wide IT Network Refurbishment Design Build project in September of

5 BUDGET SUMMARY Design $ 49,880 Construction $2,069,200 Construction Contingency $100,000 Other Project Costs $497,120 Total Project Funding $2,716,200 CERTIFICATION OF FUNDS Funds Description: (01) General Fund (FY ) (03) Capital Projects Fund (103911) Systems ( ) Contributions General Fund ( ) Bond 2008 Prop 2 ( ) Bond 2008 Prop 3 ( ) Contributions General Fund ( ) Bond 08 P2 Redirection BM200 ( ) Interest 05A (3010) Contracted Services Administration (5200) Construction Contracts (5470) Capital Equipment Fund Sources: Funding Source Account Code Amount Systems $ 199,500 Systems ,822 IT Move to ,278 Kennedy IT Move to ,000 Kennedy IT Generator ,600 Total: $2,069,200 CC/MA/PC/JB/JA/RML/EK/BS Attachments: Attachment A, Abstract of Bids Attachment B, Tabulation of Bids 5

6 Prepared by: Bruce Shelley, Project Manager Edie Knapp, Acting Construction Manager Rachel Molina Lodoen, Project Support Manager Jan Anderson, Contract Coordinator Jane Berglund, Chief Information Officer Pamela K. Chenier, Director Purchasing/Warehouse Approved by: Michael K. Abbott, Assistant Superintendent, Support Services 6

7 Attachment A ANCHORAGE SCHOOL DISTRICT ANCHORAGE, ALASKA ABSTRACT OF PROPOSALS Commodity or Service: IT DATA CENTER MOVE TO KENNEDY ELEMENTARY SCHOOL DESIGN/BUILD 2:00 p.m., Anchorage Time Proposals Submitted On: February 6, 2012 Budget Fund: General Fund (01) Number of Request for Proposals Sent: Twenty-Five (25) Number of Responsive Proposals Received: Three (3) Number of Non-Responsive Proposals Received: Zero (0) Anchorage Daily News Advertising Date: January 18, :00 p.m., Anchorage Time Pre-proposal Conference Held: January 23, 2012 Addenda Issued: Addendum 1, January 18, 2012 Addendum 2, January 26, 2012 Addendum 3, January 31, 2012 Best and Final Offer Issued: February 29, 2012

8 ANCHORAGE SCHOOL DISTRICT PURCHASING DEPARTMENT 4919 Van Buren Street Anchorage, Alaska EVALUATION SUMMARY INITIAL SCORING Opened: 2:00 p.m. Anchorage Time, February 6, 2012 Proposal: IT Data Center Move to Kennedy Elementary School Design/Build VENDORS 1. Consolidated Enterprises Inc 2. Dowland Construction Inc 3. Iyabak Construction LLC 633 E 81 st Ave 4134 Ingra St Ste 201B 4600 Debarr Rd Ste 200 Anchorage, AK Anchorage, AK Anchorage, AK Evaluation Criteria TOTAL POSSIBLE POINTS Firm s Experience Project Approach Experience as Design/Builder for IT Projects Project Team Scheduling, Staging, Moving, and Programming of All Data Center Equipment Quality Control Fee Total Points

9 ANCHORAGE SCHOOL DISTRICT PURCHASING DEPARTMENT 4919 Van Buren Street Anchorage, Alaska EVALUATION SUMMARY BEST AND FINAL OFFER SCORING Opened: 12:00 p.m. Anchorage Time, March 9, 2012 Proposal: IT Data Center Move to Kennedy Elementary School Design/Build VENDORS 2. Consolidated Enterprises Inc 2. Dowland Construction Inc 3. Iyabak Construction LLC 633 E 81 st Ave 4134 Ingra St Ste 201B 4600 Debarr Rd Ste 200 Anchorage, AK Anchorage, AK Anchorage, AK Evaluation Criteria TOTAL POSSIBLE POINTS Firm s Experience Project Approach Experience as Design/Builder for IT Projects Project Team Scheduling, Staging, Moving, and Programming of All Data Center Equipment Quality Control Fee Total Points