Request for Qualifications Construction Management Services Rochester Schools Modernization Program Phase I Issued By: Rochester Joint Schools Construction Board Issue Date: April 26, 2011 Page 1 of 7
Rochester Schools Modernization Program (RSMP) Phase 1 of the Rochester Schools Modernization Program (RSMP) is a $325 million, 12-project program initiated by the Rochester Joint Schools Construction Board (RJSCB) to modernize the Rochester City Schools. It is expected that the entire program will include at least two additional program phases to address other buildings within the District and could last a total of 15 years and total $1.2 billion. Please note that this RFQ applies strictly to Phase 1. RFQ Purpose To obtain qualifications from construction management firms to provide professional construction management advisory (CMa) services for various school renovation and addition construction projects for Phase I of the RSMP. Please note: This RFQ is expected to serve as the sole qualifying process for all of the Phase 1 projects, however the RJSCB reserves the right to issue another RFQ at a later date if needed for pre-qualification of CMa firms for consideration for the 6 projects that will be starting design in late 2011. Firms short-listed through this qualifications process will receive the Requests for Proposals (RFP). Firms not short-listed through this RFQ will not receive RFPs for the initial projects or for any Phase I project. Services will be provided under contract with the RJSCB. RFQ Review Criteria During 2011, the RJSCB intends to award CMa contracts for all of the Phase 1 projects based on this qualifications solicitation and the follow-up RFPs that will be issued to the short-listed firms during the two election rounds one occurring early in 2011 and the second round occurring later during 2011. As described above, once the shortlist is prepared from this RFQ response, the initial RFP solicitation for the first round of CMa awards will include only six (6) of the school projects with the other six (6) school project RFPs being issued later in 2011 with CMa contract awards for those projects occurring later in the year. Following is the total list of Phase 1 projects. The 6 projects that will be awarded as a result of this solicitation are indicated in bold typeface (i.e. 17, 28, 50, 58, Charlotte, and Franklin): # School Zone Estimated Project Design Phase Schedule Construction Cost ($ s millions) 1 5 NW 17.7 11/1/11 to 11/30/12 2 12 S 15.1 11/1/11 to 11/30/12 3 17 NW 17.1 3/1/11 to 12/30/11 4 28 NE 19.8 3/1/11 to 3/1/12 5 50 NE 16.2 3/1/11 to 12/30/11 6 WOI 58 S 36.2 3/1/11 to 2/15/12 7 Charlotte NW 20.2 3/1/11 to 12/15/11 8 Jefferson NW 21.0 11/1/11 to 11/30/12 9 Monroe S 23.5 11/1/11 to 11/30/12 10 East NE 18.6 11/1/11 to 11/30/12 11 Edison NW 22.2 11/1/11 to 11/30/12 12 Franklin NE 4.2 3/1/11 to 3/1/12 Page 2 of 7
Note: The six projects listed with 3/1/11 design phase start dates are the projects that will have RFPs issued following this initial RFQ submittal. The remaining 6 projects with 11/1/11 design phase start dates will have RFPs issued later in 2011. Whether a firm makes the initial shortlist in the first round does not guarantee making the shortlist for consideration in the second round since the RJSCB reserves the right to prepare a different shortlist of firms for consideration and RFP receipt for the projects awarded in the second round. And, those firms selected for any of the initial 6 projects may at the discretion of the Board be included on the shortlist and be allowed to submit proposals and be considered for the projects that will be awarded in the second round. 1. Firm to have a minimum of 5 years experience providing CMa services. 2. Key project staff to have worked for the firm no less this than 2 years. 3. Provide a minimum of three references from previous K12 clients of projects comparable in size to those reflected in the Phase 1 school renovation projects above. 4. Location of business operations for team members in the greater Rochester area. 5. Relevant K-12 Experience: a. Upstate New York b. RCSD c. SED 6. Disclosure of any outstanding/pending litigations and or claims: a. Consultant claims against firm b. Pending legal determination and or action c. Actions against firm by a client within the past five years 7. Experience and capability to provide: a. Estimating services b. Budget development and maintenance c. Cost controls d. Scheduling e. Bid Package preparation f. Public Bid solicitation g. Managing multiple or single contractors when contracts are held by others h. Dispute Resolution i. Supporting commissioning and project turn over j. SED Change order process k. Working under Project Labor Agreement (PLA) 8. Experience in meeting Diversity Plans and EEOC programs. 9. Ability to meet the goals set forth in the Preliminary Diversity Plan. Qualification submittals will be evaluated based on the experience and demonstrated abilities of the firms with respect to the above listed criteria. The selection process will be done in two stages. Stage one will include the qualification submittals review by Program Manager with a recommendation to the RJSCB of a shortlist of firms based on this RFQ submittal. For those firms short-listed, Stage two will include issuance of an RFP to those firms with the specific scope of services, information on the six (6) specific project(s) for which proposals may be submitted from each firm, and a draft of the owner s standard design contract on which all proposal submittals must be based. Firms may be asked to submit proposals for multiple project assignments on the six projects listed in the RFP; and it is expected that multiple project assignments may be awarded per firm. Based on the RFP responses, the RJSCB will interview as many firms as it deems necessary to determine which firm can provide the most effective services for each of the six projects that are being awarded. Minority-owned and women-owned firms Page 3 of 7
are encouraged to respond. Please see the RJSCB s Equal Opportunity statement on page 5 of this RFQ. Contracts will be negotiated with the successful firms after approval of award by the RJSCB. Additional Phase 1 program information and more detailed project descriptions are available at the program website where the entire Draft of the Phase 1 Master Plan is available. The website address is www.rcsdk12.org/rsmp. RFQ Addenda Any modifications, clarifications, or additions to the RFQ will be distributed as written addenda, from the RJSCB. Insurance Requirements The CMa contracts that will be developed for the work on this program will have the following insurance requirements. All respondents to this RFQ are presumed to be able to meet these requirements: Types of Insurance Amount Commercial General Liability Limits (Per Occurrence Limit) $1,000,000 General Aggregate (other than Products/Completed Operations) $2,000,000 Products and Completed Operations $2,000,000 Personal and Advertising Injury $1,000,000 Fire Damage Legal Liability $300,000 Medical Payments, any One Person $10,000 Business Automobile $1 million per Accident Professional Liability Insurance $1 million per Claim $2,000,000 Aggregate Workers Compensation Statutory Amount Excess/Umbrella (for General Aggregate and Auto Liability only) $5,000,000 The RJSCB shall be a certificate holder and an additional named insured on such policies on a primary and non-contributory basis. The selected firms will be required to furnish the RJSCB with a certificate of insurance evidencing that it has complied with the obligations under this section of the RFQ. In addition, if the selected firms are intending to use any subconsultants, they shall also carry similar liability insurance, to name the RJSCB as a certificate holder and an additional insured on such policies and to furnish the RJSCB with certificates of insurance establishing compliance with this obligation. 30 Days Notice of Cancellation is required. Selected firms are responsible for the payment of all insurance premiums. The City of Rochester and the Rochester City School District (RCSD) must be named as additional named insured on such policies as well. Preparation Costs All costs incurred in the preparation and presentation of the qualifications shall be wholly absorbed by the Provider. Indemnification & Hold Harmless The selected firms will be required to indemnify, defend and save harmless the RJSCB, the City of Rochester, and the RCSD, and its officers, agents, and employees from and against all claims, damages, losses and expenses, including but not limited to attorney s fees, arising out of or resulting directly or indirectly from the negligent performance of services by the selected firms, irrespective of whether the Page 4 of 7
RJSCB has approved or supervised the production of any materials, drawings, plans or technical specifications. Submission All respondents must complete all forms in this package and submit 10 copies to the address below by Noon on May 10, 2011. The original must be clearly marked and include an electronic copy on a flash drive or CD. Send responses to: Rochester Joint Schools Construction Board 690 St. Paul St., Room 425 Rochester, NY 14605 Selection Schedule Following receipt of these RFQ responses on May 10 th, there will be review by the RJSCB and a shortlist of firms will be prepared by May 23 rd. Those shortlisted firms will be sent RFPs on May 24 th that will be due back in early-june. Further shortlisting is expected to occur from the RFP submittals with interviews scheduled in mid-june for the shortlisted firms and recommended awards scheduled for the RJSCB approval on June 27, 2011. Start of work by the selected firms would need to occur shortly thereafter. The Rochester Joint Schools Construction Board reserves the right to alter or revoke this RFQ at any time. The RJSCB further reserves the right to reject any or all responses, to waive any informality in the responses received and to accept only those responses deemed by the RJSCB to be in the best interests of the RJSCB. Any mention in these documents of the term qualification refers to the Response; and any mention of the term provider refers to the Respondent. All else being equal, preference will be given to the submittals from teams that have business operations that are based in the City of Rochester and that meet the requirements of the Preliminary Diversity Plan. The Preliminary Diversity Plan is available for download on the RJSCB s website. Statement of Qualifications Each submittal shall include a Statement of Qualifications in the form provided in this RFQ upon stationary of the proposing firm. The statement shall bear the signature and title of an authorized representative of the provider. (To be submitted upon provider's stationary and submitted with the proposal) All questions must be answered and the data given must be clear and comprehensive. The proposer may submit any additional information he/she desires. 1. Name of Provider 2. Permanent main office address 3. When organized 4. Legal form of ownership. If a corporation, where incorporated. 5. How many years have you been engaged in services you provide under your present name? 6. Experience in work similar in scope of services and in importance to this proposal. 7. List not less than three (3) client references for whom services similar to this Request for Qualifications are currently or have previously been provided. Include for each client: Name of Organization Appropriate gross cost of agreement Date services started Page 5 of 7
Services being provided Responsible official, address and telephone number of person available as a reference. 8. Have you ever failed to complete any work awarded to you? If so, where and why? 9. Have you ever defaulted on a contract? If so, where and why? 10. Describe any pending litigation or other factors that could affect your organization's ability to perform this agreement. 11. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the RJSCB. 12. Name, title, address and telephone number of the individual to whom all inquiries about this submittal should be addressed. Equal Opportunity The Rochester Joint Schools Construction Board (RJSCB) recognizes the need to take action to ensure that minority and women-owned business enterprises, disadvantaged business enterprises, and minority and women employees and principals are given the opportunity to participate in the performance of contracts of the RJSCB. This opportunity for full participation in our free enterprise system by persons traditionally, socially and economically disadvantaged is essential to obtain social and economic equality. Accordingly, the RJSCB fosters and promotes the participation of such individuals and business firms in contracts with the RJSCB. Each firm for this undertaking should acknowledge its understanding and support of the social policy herein stated and will be expected to demonstrate its efforts to solicit the participation of such individuals as partners, and/or employees. In this regard, the RJSCB expects the successful firm to undertake or continue the existing programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination. The RJSCB is committed to providing Women, Minorities, Women and Minority-Owned Businesses, and Disadvantage Businesses with equal opportunities in the performance of contracts. In order to achieve the Business Development goals of the Program, each contractor, supplier, professional service firm or other business providing goods or services with a Board contract of $20,000 or more shall strive to and use best efforts to meet the above stated commitment of the RJSCB regarding the participation and use of Women, Minorities, Women and Minority Owned Business and disadvantaged Businesses. One of the principal goals of the RJSCB is to support workforce development and the creation of diversification opportunities. As such, all contractors, suppliers, professional service firms and/or other business entities providing goods or services under a RJSCB contract of $20,000 or more shall agree to comply with the following workforce diversity rules and requirements: Minority Workforce: 20% of project personnel, including skilled trades people, trainees, journeymen, apprentices and supervisory staff Female Workforce: 6.9% of project personnel, including skilled trades people, trainees, journeymen, apprentices and supervisory staff The RJSCB is also committed to the meaningful participation of qualified minority-owned, womenowned, disadvantaged business entities and small business entities throughout the RSMP. In order to meet this commitment, all contractors, suppliers, professional service firms and/or other business entities providing goods or services under a RJSCB contract of $20,000 or more shall agree to engage qualified minority-owned, women-owned, disadvantaged business entities and small business entities to assist in Page 6 of 7
the completion of all work under any such contract. With each contract of $20,000 or more, the selected contractor, supplier, professional service firm and/or other business entity agrees to provide for the following: Minority-Owned Business entities shall participate in a minimum of 15% of each contract or purchase order Women-Owned Business entities shall participate in a minimum of 5% of each contract or purchase order Disadvantaged Business entities shall participate in a minimum of 2% of each contract or purchase order Small Business entities shall participate in a minimum of 5% of each contract or purchase order The RJSCB reserves the right to revise, adjust and/or modify the above goals for contracts awarded at a later date in Phase I of the RSMP and for contracts awarded in Phases II and III of the RSMP. Any firms requiring assistance in meeting the above commitments of the RJSCB can contact the Independent Compliance Officer (ICO) Mr. Windell Gray at 585-334-8240. Questions Questions on any aspect of this RFQ must be submitted in writing via email by May 3, 2011. Submit questions to Andrew.Wheatcraft@rcsdk12.org. Responses will be provided to all questions by May 4, 2011 at 5 p.m. to all respondents who provide an email address, regardless of whether they have submitted a question. Page 7 of 7