Request for Qualifications Owner s Project Manager Design and Construction of a New School Facility K~8 Charter School 26 Madeira Avenue New Bedford, MA 02746
REQUEST FOR QUALIFICATIONS (RFQ) Issued: 4/16/2014 Introduction: Alma del Mar ( Soul of the Sea ) is a K-8 Expeditionary Learning public charter school that opened in August 2011 in New Bedford, Massachusetts. We are committed to setting all of our students on a college trajectory and challenge them to be service-minded leaders. During the 2011-2012 school year, Alma del Mar opened its doors to 120 scholars in Kindergarten, first grade, and second grade. One additional grade has been planned each year since. By the 2017-2018 school year, Alma del Mar will offer grades K ~ 8. As part of this plan to add enrollment each year, the school intends to build a new 3 story building on a 2.3 acre site it will soon control at 26 Madeira Avenue in New Bedford, Massachusetts. Alma del Mar currently leases the property from the City of New Bedford and is completing arrangements to purchase the property from the City. The school currently occupies and uses a single story school building (circa 1918) on the same site. The existing building contains approximately 26,000sf of space. Alma del Mar intends to build a new 3 story steel frame school building on the vacant northeast section of the school s current site beginning in the spring of 2015, containing approximately 46,000sf of floor area. Alma del Mar is seeking an experienced Owner s Project Manager (OPM) consultant to assist them with this project. A Site Plan of the property that shows the footprints of both the existing and the proposed new building is included with this RFQ. Also, included is a simple single line Fit Plan drawing for the new 3 story school building. Our selected OPM will be required to work closely with AIma del Mar staff. The OPM must also provide our Financial Consultants with any construction related information that they may request, including reliable estimates for hard costs and project schedules as construction documents evolve from the designer/architect. Alma del Mar will soon create a wholly owned non-profit subsidiary LLC that will be the Fee Owner (Owner) of the property, and the eventual client for the designated OPM. NOTE: A critical Requirement of the OPM must be experience with the administration of the requirements of Massachusetts General Law (MGL) Chapter 149A. The project must be designed, bid and constructed in accordance with MGL C.149A regulations. Alma del Mar Charter School 2
Please include your previous OPM experience operating under the requirements of Massachusetts General Law (MGL) Chapter 149A, along with some general info about the relevant public school project you were managing at the time of this experience. Summary of Major Tasks Phase One Pre Construction Tasks for the OPM 1) Administer the Selection of Design Firm per requirements of MGL C.7, 38A. Please provide Alma del Mar with a list of architectural firms with whom you have worked that might also serve as references for your firm. 2) Administer the selection of Construction Manager (CM) as described in the Construction Manager At Risk section of MGL C.149A. We strongly prefer previous experience working with the CM Process on prior projects. Please provide Alma with a list of CM firms with whom you have worked that might also serve as references for your firm. 3) Administer the relationship between the Designer/Architect and the CM including: a) Managing the project design to insure compliance with Alma s program requirements. b) Review evolving design plans and specifications to affect favorable cost controls. c) Make recommendations to the Owner for the MEP (mechanical, electrical and plumbing) components for the building that will reduce owner operating costs. d) Update Hard Cost Estimates at 25%, 50%, 90% and 100% of design drawings. e) Handle Negotiations of a Final Guaranteed Maximum Price (GMP) and Construction Contract. Assist and advise the Owner on drafting of the construction contract including the development of a Final Fee, Final General Conditions, Final Internal Contingency and a Final Project Schedule. Also negotiate Bonding Requirements, the final Schedule of Values and other key provisions in the GC Contract. Review and make recommendations about the quality and reliability of all sub-contractors. 4) Once the Designer and CM have been selected, assist the Owner and the Project Team with the Permitting of the project with City and State officials, as needed. Follow up with all Permitting requirements with all public authorities in order to complete the Permitting Process as quickly as possible. Alma del Mar Charter School 3
Phase Two - Project Construction Management Tasks 1) Administer the Construction Process in its entirety. NOTE: The OPM will serve as the focal point of management and communication between the Owner, the Architect and the Contractor for the entire project. Responsibilities Develop a detailed Project Budget, updated monthly, and report any variances to the Owner. Develop a detailed Project Schedule, updated monthly, and report any variances to the Owner. Attend and report on all Job Meetings. Coordinate and schedule all project site visits and inspections by Architects, Engineers and Bankers that will not negatively impact the Contractor and the Project Schedule. Review all invoices and requisitions for the Owner and make recommendations for modifications, if any, for payment. Review all Change Orders (CO s) and negotiate a fair resolution of disputes regarding compliance with plans and specs as well as fair pricing for CO s. Assist the Owner with specifications, procurement and pricing for interior FF&E that will be required in the interior of the building. Assist Owner with specifications, procurement, pricing and installation for all IT equipment in the building. Manage the Final Punch List and Closing Out process to insure full project completion and compliance with Plans and Specifications. Make sure that the Final Close Out will not compromise the integrity of any Warranties. Alma del Mar Charter School 4
Form of Qualifications for OPM Services We are requesting that you submit qualifications which closely adhere to the requirements outlined herein. The selection of the Project Manager will be based on previous experience, recent client references as well as such other items as we may deem relevant. In addition, all Respondents must demonstrate that they have significant experience, knowledge and abilities with respect to public construction projects, particularly involving the construction and renovation of K-12 schools in Massachusetts. The Owner will evaluate responses based on criteria that shall include, but not be limited to the following: A. Provide a description of the service you will provide, specifically noting any additions or subtractions to the Project Management Services described above. B. State your preferred method of contract fee in regard to providing your professional services such as a lump sum fee or a not-to-exceed fee based on hourly billings. Clearly state what is included and excluded (if any) from your proposed scope of work. C. List the staff you plan to use for this OPM project, including the actual names of your proposed staff personnel with their relevant professional experience on projects of this type, including school construction. Please also provide resumes for all staff that will be used by your firm for this project. It will be desirable to have an in house staff engineer if possible. D. Describe your project management procedures and how they would be used on this project. Provide sample meeting minutes, schedules, budgets, contracts, budget tracking forms, trade evaluation forms, and the like. In addition, describe your method of reviewing change orders. E. Demonstrate basic knowledge of the Massachusetts State Building Code, regulations related to the Americans with Disabilities Act, and all other pertinent codes and regulations related to successful completion of the project. F. Demonstrate thorough knowledge of Commonwealth construction procurement laws, regulations, policies and procedures, as amended by the 2004 Construction Reform laws with a focus on CM-At-Risk procurement methodology. G. Identify the Respondent s current and projected workload for projects estimated to cost in excess of $5 Million. H. Demonstrate thorough knowledge and experience with life cycle cost analysis cost estimating and value engineering with actual examples. I. Provide 1 or 2 financial references who can vouch for the Respondent s financial stability and capacity to complete the proposed contract scope. Alma del Mar Charter School 5
J. Provide a current certificate of insurance listing all coverage you maintain. K. Provide at least three references from prior OPM clients for whom you have provided OPM services during the past 3 years. NOTE: In order to be eligible for selection, the OPM must be certified in the Massachusetts Certified Public Purchasing Officer Program as administered by the Inspector General of the Commonwealth of Massachusetts. The firm s designated OPM shall be a person who is registered by the Commonwealth of Massachusetts as an architect or professional engineer and has at least 5 years experience in the construction and supervision of construction and design of buildings. If the person is not an architect with the said qualifications, then the person must have at least 7 years experience in the construction and supervision of construction and design of buildings, and must also obtain certification in the Massachusetts Certified Public Purchasing Officer Program as administered by the Inspector General of the Commonwealth of Massachusetts. Alma del Mar Charter School 6
Submittal and Selection Process If your firm is interested in submitting a response to this RFQ, please submit five hard copies of your response to Lynne Gonçalves and one copy by email to: lynnegoncalves@almadelmar.org. All responses must be received no later than the deadline given below. Response must state that they are valid for a period of at least ninety (90) days from the closing deadline. Physical responses must be submitted in sealed opaque containers and marked, OPM for New School Construction. The name and address of the respondent shall also appear on the envelope. Contact information shall be provided in the cover letter of the package. Responses should include, at a minimum, the following information: 1. Overview of corporate qualifications, including depth of firm and current workload. 2. Specific experience with charter schools, sustainable development, Massachusetts public bidding projects, permitting, and projects funded through tax credit programs. 3. Resumes of key team personnel, including professional registrations (if any) and their years of experience. 4. Format samples of budget, schedule and other project control and reporting instruments as deemed applicable. 5. Proposed Scope of Services. 6. At least 5 references comprised of recent clients, architects, and general contractors. No less than two firms will be selected for an interview with the selection committee. These firms will be contacted within two weeks of the receipt of responses. Firms invited to interview will be asked to present the content of their responses at a scheduled time. Alma del Mar Charter School reserves the right to waive irregularities and to reject any or all responses. Once the top ranked firm is selected, the Owner will commence fee negotiations with the first-ranked selection. If the Owner is unable to negotiate a contract with the first-ranked selection, the Owner will then commence negotiations with its second-ranked selection and so on, until a contract is successfully negotiated and approved by the Owner. Thank you for your interest in this opportunity. Alma del Mar Charter School 7
RFQ Schedule: Design and Construction Period: 2014 ~ 2016 Meeting details: There will be an opportunity for prospective respondents to meet with representatives of Alma del Mar Charter School for a Question and Answer session at the school on: Date: Wednesday April 30, 2014 Time: 11:00 am Location: 26 Madeira Ave. New Bedford, MA 02746 Participation at the Meeting is not mandatory; however, it is limited to two (2) people per firm. The purpose of this meeting is to give respondents the opportunity to ask the school questions about the project scope. If you are intending to send representatives to this meeting please send an RSVP to the Business Manager, Lynne Goncalves lynnegoncalves@almadelmar.org Deadline for final submission of questions: May 2, 2014 Submission deadline: May 5, 2014 at 5:00 pm Contact Information: Lynne Gonçalves Alma Del Mar Charter School 26 Madeira Avenue New Bedford, MA, 02746 or Email: lynnegoncalves@almadelmar.org Alma del Mar Charter School 8
Appendix A: This RFQ is to provide comprehensive project management services under M.G.L. Chapter 149, Section 44A ½, reprinted below in its entirety for convenience. Section 44A1/2. (a) A public agency, before entering into a contract for design services pursuant to section 38D or section 38K of chapter 7, shall contract for the services of an owner s project manager to serve as the public agency s agent and consultant during the planning, design and implementation of a contract for the construction, reconstruction, installation, demolition, maintenance or repair of any building by the public agency estimated to cost not less than $1,500,000. The duties of the owner s project manager shall include, but need not be limited to, providing advice and consultation with respect to design, value engineering, scope of the work, cost estimating, general contractor and subcontractor prequalification, pursuant to section 44D 1/2 or 44D 3/4 when applicable, scheduling, construction and the selection, negotiation with and oversight of a designer and a general contractor for the project, ensuring the preparation of time schedules which shall serve as control standards for monitoring performance of the building project, and assisting in project evaluation including, but not limited to, written evaluations of the performance of the design professional, contractors, and subcontractors. For the purposes of this subsection, the term owner s project manager shall mean an individual, corporation, partnership, sole proprietorship, joint stock company, joint venture, or other entity engaged in the practice of providing project management services for the construction and supervision of construction of buildings. The owner s project manager shall be a person who is registered by the commonwealth as an architect or professional engineer and who has at least 5 years experience in the construction and supervision of construction of buildings or a person, if not registered as an architect or professional engineer, who has at least 7 years experience in the construction and supervision of construction of buildings. The owner s project manager shall be independent of the designer, general contractor or any sub-contractor involved in the building project. Alma del Mar Charter School 9
Appendix B: Alma del Mar Charter School - OPM Task Schedule 2014 2015 2016 OPM Tasks 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q Designer Selection Process Administer the Selection of a Designer in compliance with MGL C.149 Requirements Negotiate a Contract with the Architect Construction Manager (CM) Selection Process Administer the Selection of a CM Firm in compliance with MGL C.149 Requirements for the "Construction Manager At Risk" CM Negotiate a Contract with the CM Firm Administer the Building Design and Documents Schematic Design Design Development Contract Documents Oversee Cost Estimating by CM 25% Drawings 50% Drawings 90% Drawings Establish GMP with CM Project Construction Administration Project Close out and Occupancy Alma del Mar Charter School 10
Appendix C: 2.3 acre site at 26 Madeira Avenue in New Bedford, MA Alma del Mar Charter School 11
Appendix D: Alma del Mar Charter School 12
Appendix E: Alma del Mar Charter School 13