GREENBURGH CENTRAL SCHOOL DISTRICT No. 7 REQUEST FOR PROPOSALS CONSTRUCTION MANAGEMENT SERVICES Greenburgh Central School District No. 7 ( The District ) invites proposals to perform construction management services for a proposed capital construction project. The District is inviting construction management firms to submit a listing of their qualifications, experience and interest in performing the construction management services for this project. The District is in the process of retaining an Architect to provide architectural and engineering services for this project. The District is currently examining potential capital improvements subject to voter approval. The scope of work for this anticipated project, at present, includes the items listed below. The School District reserves the right to change the scope of the work. Proposals should reflect construction management qualifications in the following categories so that the Board of Education can decide on which option(s) it wants: 1. Involvement with the District's architect in developing preliminary plans/specifications with cost estimates and the preparation of final plans/specifications 2. Preparation of contracts and bids and management of work 3. Construction Administration The minimum qualifications that will be considered by the District as a basis for selection of a construction manager are as follows: 1. Responding firms must have a minimum of five years experience providing professional construction management services to school districts. 2. Firms prior experience as a construction manager should include at least five completed projects valued at over $25 million dollars each of similar size, scope, complexity, schedule constraints, etc. 3. Firms must demonstrate additional prior experience as a construction manager for public sector clients and familiarity with NYS general municipal bidding laws and other public sector regulations. Only firms that meet or exceed the above minimum selection criteria set forth by the District will be seriously considered. The selected CM firm shall not bid or perform any of the trade construction work. Joint ventures or teaming arrangements among multiple firms are not encouraged in this project. 1
Scope of Services Pre-construction: Work with Architect and Owner to prepare project general conditions and phasing plans to be included in contract documents. Provide independent, in-house project cost estimates at the completion of the following phases. Schematic Design Development Construction Documents/Pre-bid Develop construction-phasing schedule to be included in contract documents. Work with the District s Financial Advisors in developing a cash flow projection. Review construction documents and offer recommendations prior to establishing bid date. Subdivide the scope of work by prime contract category to be included in the contract documents. Prepare contractor contracts for execution; review contractor submittals such as bonds and insurance. Construction Phase and Closeout: Provide start-up assistance. Notify Architect of any deviation from contract documents. Coordinate all utility interruptions with the District. On-site, continuous day-to-day inspection and supervision of all work in process including second shift, holiday and weekend work. Ensure that contractors follow all Laws, Statutes, Codes and Regulations during construction and maintain required exit pathways. Coordinate all site stored material locations and contractor staging. Coordination of all contractors activities. Act as liaison between contractors, and the District and their designated representatives. 2
Monitor the quality of the work and verify compliance with plans and specifications. Identify poor quality and non-conforming work for correction by contractors. Greet, escort and log all authorized visitors to the site. Prevent unauthorized visitors from entering the site. Review of contractor safety procedures on an on-going basis. Solicit, review and approve construction schedules. Review and validate any T & M work (T&M time and material). Review and certify contractor payment applications for progress verification. Review contractor change requests and proposals and make recommendations to the Board of Education and Architect. Monitor construction schedules and initiate corrective actions with contractors to remain on schedule. Prepare and maintain a master project schedule. Log and monitor all requests for information (RFI s). Maintain a daily log of activities on the jobsite. Log and maintain all project samples on site. Coordinate and monitor all required site and material testing during construction. Notify Architect in advance of required construction and testing observations to be witnessed by Architect or Engineers. Coordinate and chair required contractor site meetings and distribute meeting notes. Coordinate and chair bi-weekly progress meetings and distribute meeting notes. Prepare and present progress reports to the District s Board of Education in a format agreed to by both parties. Maintain documentation and photographs of project progress. 3
Monitor the progress of all project record drawings and initiate corrective actions with contractors to keep record drawings current. Maintain a file of all project documentation to be given to Owner at project completion. Assist the District s Financial Advisors with submission of SED documentation. Coordinate building occupancies and construction phasing to comply with the needs of the Board of Education. Coordinate punch list inspections and execution of punch list items. The Architect will be retained to provide the following services: Review and approve shop drawings and submittals. Maintain a log of all proposal requests and contractor proposals. Prepare all contracts and change orders. Conduct periodic site visits. Assist the Owner in monitoring the project budget and expenses. Collect and distribute all project closeout documentation. Process applications for payment from contractors. Prepare all Certificates of Substantial Completion and Occupancy Certifications. INSTRUCTIONS TO PROPOSERS 1. Proposal Format (a) (b) (c) (d) 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. Table of Contents Information described in the Technical Proposal Section as outlined below Compliance with insurance requirements. 4
2. Inquiries concerning the request for proposals and the subject of the request for proposal should only be sent by email to Sonja Hyman at shyman@greenburgh7.net. 3. Site Visit: There will be no formal site visit. 4. Each proposal is to be submitted in a sealed envelope, plainly marked on the outside as "Proposal for Construction Management Services." Please submit twelve (12) copies of your proposal. 5. Responding firms must respond on or before 10:00 a.m. on Thursday, May 2, 2013 to: Business Office Greenburgh Central School District 7 475 West Hartsdale Avenue Hartsdale, New York 10530 Proposals received after the specified date and time may not be considered at the discretion of the District. 6. The District reserves the right to reject any or all proposals and to waive any or all informalities or irregularities as it deems in the best interest of the District. EVALUATION PROCEDURES Proposals will be evaluated using the following criteria: 1. District's evaluation of the proposal and of the best interests of the District 2. Districts evaluation of the Firm's record of performance on similar projects TERMS AND CONDITIONS 1. The District is not liable for costs incurred in the preparation of this proposal and any other subsequent proposals or presentations. 2. All proposals should be prepared in accordance with the instructions in this RFP to receive consideration. 3. The contents of the successful firm's proposal may become part of the contractual obligations if deemed appropriate by the District. 4. All proposals shall be irrevocable for a period of at least sixty days from the proposal deadline date. 5
5. The District reserves the right to accept or reject any and all proposals as it deems to be in the best interest of the District. 6. The successful Construction Manager shall not discriminate against any individual, in accordance with applicable federal, state or local laws. TECHNICAL PROPOSAL Four general categories of information should be included in this section of your proposal. Following this summary of these general categories is a more specific list of questions concerning your firm's qualifications which should be addressed in the proposal. 1. 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. 2. 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. Please provide copies of reports provided to Boards of Education from your past projects. The copies will be retained by the School District. 3. Work History A list of all projects where your firm worked for the past five (5) years. This list should include past and present clients where your firm was the Construction Manager of record. 4. 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. Your proposal should contain a staffing plan identifying the individual s title, each person s qualifications, and number of hours on site each week during the project. All proposals must include the following information about the qualifications of the proposing firm: 1. Knowledge of construction marketplace and experience with major projects in the immediate area. 6
2. Relevant experience with at least five (5) completed school construction projects valued at over $25,000,000 each of similar size and complexity in CM Services or equivalent within the last five (5) years. Include full project descriptions, schedule constraints, scope, fee and change order total (showing amount "requested by Owner"). 3. References for above projects: include names (contact persons), address and telephone numbers. 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. Proposals shall be based upon fulltime, on-site supervision of all construction activity. 5. Since 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 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 procedure regarding change orders. 11. Comment generally on the firm's approach to meeting the District's design/construction schedule and the steps that the firm would take for implementing/enforcing these requirements. 12. Provide volume of construction cost for school projects last year and average size of your projects. 13. Provide a concise description of methodology, general design and construction administration concepts and other relevant information for review. 14. 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. 7
INSURANCE Include an Insurance Certificate in this section to verify that your firm will be able to provide the following limits of liability for insurance during the project: A. Workers' Compensation (1) Statutory coverage B. Comprehensive General Liability (including Premises-Operation, Contractor's Protection, Projects and Completed Operations, Broad Form Property Damage): (1) Bodily Injury: $2,000,000 - Each Occurrence $2,000,000 - Annual Aggregate, Products and Completed Operations (2) Property Damage: $2,000,000 - Each Occurrence $2,000,000 - Annual Aggregate (3) Personal Injury: $2,000,000 - Annual Aggregate C. Comprehensive Automobile Liability: (1) Bodily Injury: $2,000,000 - Each Person $2,000,000 - Each Accident (2) Property Damage: $2,000,000 - Each Occurrence D. Umbrella Policy with limit of liability of $5,000,000 8