Seattle Public Schools Contracting Services 2445 Third Avenue South Seattle, WA 98134 Telephone: (206) 252-0566 Fax: (206) 743-3018 contractingservices@seattleschools.org Request for Proposal No. RFP02658 Project Construction Management Services for Capital Levy BTA IV Project: Ingraham High School Classroom Addition Submittal Deadline: Date: April 8, 2016 Time: 10:00 a.m. Instructions
Table of Contents Page Proposal Certification Form 3 I. Introduction 4 II. Background 5 III. Project Information 6 IV. Selection Process 7 A. Method of Selection 8 B. Schedule 8 C. Notifications 8 D. Seattle Schools Right to Reject 8 E. Procedures Requirements 9 V. Submittal Requirements 9 VI. Contract and Contracting Provisions 11 Page 2 of 13
TO: Diane Navarro, Contracting Services Manager REQUEST FOR PROPOSAL NO. RFP02658 The undersigned provider hereby certifies as follows: PROPOSAL CERTIFICATION FORM 1. That he/she has read the Seattle School District's Request for Proposal No. RFP02658 and the following Addenda and to the best of his/her knowledge has complied with the mandatory requirements stated herein: Addenda Number Issue Date 2. That he/she has had the opportunity to ask questions regarding the Request for Proposal, and that if such questions have been asked; they have been answered by the District. 3. That the proposer s response is valid for 90 days. Dated at, this of 2016. (Signature) (Print Name) (Company Name) (Address) (City) (Title) (Email Address) (Telephone Number) (Fax Number) (UBI Number) (State) (Zip Page 3 of 13
I. Introduction Seattle Public Schools (the District) is requesting proposals from construction management firms interested in providing project management and construction management services which include the administration of design and construction contracts needed for implementation of the Ingraham High School Addition project in support of the Buildings, Technology and Academics/Athletics IV (BTA IV) Capital Levy Program. The proposals shall identify the qualifications and roles of persons to perform these services. The selection of the consultant for these services will proceed in the following manner: Seattle Public Schools shall receive proposals no later than April 8, 2016 at 10:00 a.m. An initial screening will follow, resulting in a short-list of one or more qualified firms that will be selected for interviews. The District will conduct interviews with the selected firms, in accordance with a schedule to be determined by the Selection Committee in order to select the best proposals, all factors considered. Interested firms are encouraged to attend a pre-proposal conference at which the particulars of the projects, the selection process, schedule, and the elements of the contract will be discussed. PRE-PROPOSAL CONFERENCE Date: March 29, 2016 Time: 10:00 A.M. Where: John Stanford Center for Educational Excellence Address: 2445 Third Ave S. Seattle, WA 98134 All information shall be submitted at the dates and times indicated herein to: U.S. mail: Diane Navarro Location: Diane Navarro Contracting Services Contracting Services Seattle Public Schools Seattle Public Schools MS 22-337 MS 22-337 P.O. Box 34165 2445 Third Ave S Seattle, WA 98124-1165 Seattle, WA 98134-1923 Telephone: (206) 252-0566 Fax: (206) 743-3018 E-mail: contractingservices@seattleschools.org LAST DAY FOR QUESTIONS: March 29, 2016 at 4:00 p.m. Page 4 of 13
Any questions or requests for clarification regarding this Request for Proposal during the submittal preparation period must be addressed to the above. The District will consider no telephone or in-person inquiries, except at the pre-proposal conference and at the interviews for those firms making the short-list. The Project site will not be available for review by prospective proposers. In the event that a firm attempts to contact any official, employee, or representative of Seattle Public Schools in any manner contrary to the above requirements, said firm may be disqualified for further consideration. This prohibition does not apply to: Telephone calls to the District to request copies of this RFP, to confirm attendance, or request directions relative to an interview notification received from the District; Discussion at the pre-proposal conference and interview; Delivery of written questions about the proposal; Delivery of the firm s proposal II. Background On February 9, 2016, voters approved the $475.3 million, Building, Technology and Academics/ Athletics (BTA) IV Capital Levy, which will support the District s long-range plans to upgrade and renovate aging school facilities and address enrollment growth. The BTA IV Capital Levy replaces the expiring BTA III Capital Levy and the previous BTA I & II Capital Levies. The District also is continuing the implementation of the BEX IV Capital Levy which primarily addresses student enrollment growth by building new school facilities. Seattle Public Schools, (District), is currently experiencing a surge in student enrollment growth in all parts of the city. The District has undertaken various solutions to address this growth, including building of new school facilities, major additions to existing facilities and opening of closed schools. BTA IV includes a classroom addition project at Ingraham High School which will further address the student capacity needs of the District. The addition is anticipated to be complete for opening of school September of 2019. This RFP is being solicited to interested firms to provide construction management services on this project. It is anticipated, the construction manager (CM) hired by the District will manage the design and construction process through construction closeout. The District s input to the design process will be provided through a School Design Advisory Team (SDAT) with a District Senior Project Manager as chairperson. Other SDAT members may include the school Principal, teachers, students, parents, and neighborhood representatives along with District academic and technical staff. The District established a citizens BEX oversight committee consisting of local business representatives and design professionals responsible for monitoring the BEX Capital program as a School Board Committee. The CM and the appropriate District staff provide technical support to that committee. Page 5 of 13
It is anticipated, this project will use the General Contractor Construction Manager (GCCM) project delivery method, if approved by Capital Projects Advisory Review Board (CPARB), however, the District may also elect to utilize a traditional design-bid-build delivery method to achieve project budget constraints. III. Project Information Page 6 of 13 Along with the design process, it is anticipated the CM will oversee administration of permitting, construction, commissioning and occupancy for opening of the addition to Ingraham High School. The District reserves the right to delete any or all scope of work from the project. The District also reserves the right to modify the project schedule, specific size or scope of individual project. For this BTA IV project, the District Capital Department personnel will include a Senior Project Manager, administrative support, and accounting. Other District departments will participate and provide support for this BTA IV project, including purchasing, contracting, legal, maintenance, and property management. The District will be responsible for financial management of the overall BTA IV Program using District systems and protocols. Services for management of the project will be provided through the construction management firm and retained consultants and contractors. The CM will report to a District Senior Project Manager. The CM will be expected to coordinate project financial controls with the District using District Project Management software system. The District anticipates CM project staff will be located in the District s Capital department and CM administrative and support staff will be located in the CM firm s office. The District is currently selecting an architect for this project under procedures specified in RCW 39.80. The District anticipates contracting with the Construction Management firm on a lump-sum basis, plus reimbursable expenses for this project. However, the District is willing to consider alternative proposals. Seattle School District is embarking on its largest building cycle to date. Criteria for selection of a CM will include a commitment in creating exceptional school facilities that demonstrate responsiveness and understanding of the Seattle Public Schools educational program and knowledge concerning schools that are energy efficient and cost effective to operate. The cost of this facility must be consistent with comparable local school construction costs in the Puget Sound region. The following provides a brief summary of the Ingraham High School project identified for CM services: Ingraham High School Classroom Addition. Ingraham High School is located at the north end of Seattle at 1819 N. 135 th Street, Seattle WA 98133, on a site area of 28.17 acres. The existing main school building and adjacent 200 classroom building were both built in 1959. To date, the school building has had various remodeling projects completed, with the last major project being a classroom addition in 2011 to the main building. The adjacent south 200 classroom building is approximately 30,701 s.f. The proposed project will: demolish the east portion of the building, add a three story 36,735 s.f. classroom addition, remodel the existing single story west portion, and add an enclosed connection to the main school building; include sustainability and green initiatives, as well as on/off site development work. The addition will add 500 seats or a net gain of twenty classrooms to the school. The construction of the
classroom addition is anticipated to begin by December 2017 and be substantially complete by June 2019. Additionally, this project will include seismic upgrades and a new roof installation above the gym and classrooms at the main school building. It is anticipated this work will be scheduled and completed in the summer of 2018. The construction cost is anticipated to be approximately $17 million to $18 million including demolition, hazardous materials abatement, and on and off site improvements for the classroom addition, and approximately $3 million to $4 million for the roofing and seismic work. Please note that the District will select the successful firm based on the best interests of the District, all factors considered. The District reserves the right to reject any or all proposals, waive informalities, and make the award in its best interest. IV. Selection Process A. Method of Selection 1. An initial screening of the proposals will be conducted based on the criteria set forth below. Proposals that do not meet the criteria will not be considered further. 2. The District will select up to four firms for interview. Key personnel from proposing teams who will be assigned to the projects will be required to be present at the interview to discuss the firm s approach to management of the project based on their understanding of the contract for policy process and procedure definitions. 3. Upon completion of the interviews, the District will select one to two proposals for competitive negotiations. At the conclusion of the negotiations, the District will select the best proposal for contracting. 4. The District will select a firm based upon the best interests of the District, all factors considered. Among the factors to be considered are the following: Page 7 of 13 Qualifications 85% Professional qualifications (both individual and firm) necessary for satisfactory performance of required services (25 points); Specialized experience and competence in educational facilities or similar building types (15 points); Capacity to initially staff with competent and experienced personnel for projects of this magnitude, and capacity to replace with equivalent personnel those who may leave during the projects (10 points); Past performance on similar contracts in terms of cost control, quality of work, delivery methodologies (including alternative public works delivery methods such as GC/CM) and compliance with schedules (20 points); Familiarity with the State of Washington State Environmental Policy Act (SEPA), City of Seattle permitting and approval processes (10 points). Willingness to accept the district s Standard Terms and Conditions (shown in the Standard Sample Contract) (5 points)
Cost of Services 15% Based on the recommendation of the committee, the District will enter into contract negotiations with one or more selected firms. Upon receipt of best and final proposals, the Committee will select the best proposal, all factors considered, to recommend to the Superintendent. Final approval of the contract is subject to approval of the School Board. B. Schedule SCHEDULE Date March 21, 2015 March 28, 2016 March 29, 2016 April 8, 2016 Approx. April 8-12, 2016 Approx. the week of April 13, 2016 April 22, 2016 Approx. April/ May 2016 May/June2016 Selection Process Advertisement for Request for Proposal Published. (First Notice) Advertisement for Request for Proposal Published. (Second Notice) Pre-proposal Conference at 10:00 a.m. Last day for Questions from Proposers by 4:00 p.m. Proposal due by 10:00 a.m. Initial screening. Notifications of selected finalists sent to firms. Interviews conducted Negotiation of contract Selection and Board approval Page 8 of 13 C. Notifications The District will provide timely notifications of the following actions to firms responding to the Request for Proposal as follows: 1. Selection of short-listed firms for interviews; 2. Firms not short-listed; 3. Interview dates; 4. Selection of recommended firm; and 5. School Board approval. D. Seattle Schools Right to Reject The District reserves the right to reject any and all proposals and re-advertise the contract at any time prior to School Board approval of the recommended firm and the negotiated agreement. All costs incurred in the preparation of the Request for Proposal process shall be borne by the proposing firm. Proposals submitted in response to this Request for Proposal shall become the property of the District and be considered public documents under applicable Washington State laws. The District reserves the right to modify the scope of services as a result of the written submittals and/or interviews.
E. Procedures Requirements Any firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive. V. Submittal Requirements A. The submittal requirements shall be as follows: The proposing firm, joint venture or other form of association ( firm ) shall submit six (6) hardcopies and two (2) electronic copies via CD or USB flash drive of their Proposal for the project. Each copy shall be provided in a white 3-ring, loose leaf, binder with the firm name and the Request for Proposal, name and number on both cover and spine. Each proposal is to be a maximum of thirty (30) pages (8-1/2 x 11 ) single sided, not smaller than 12 point type. 1. The cover letter, Signed Proposal Certification form, table of contents, and tabs do not count toward the page limits. 2. Project cut sheets, including photos, are included in the page limits. Submittals exceeding the page limits may be considered non-responsive. 3. Please Note: In preparing the firm s submittal, the proposing firm shall clearly identify the designated person of record responsible for any referenced project. If the proposing firm is representing an individual s experience while employed at another firm, the firm of record for the project and the individual s role shall be clearly identified. B. Contents of the Proposal 1. Signed Proposal Certification Form (page 3 of the RFP) 2. Table of contents (maximum 1 page) 3. Separate section with a tab: Executive Summary Provide a summary highlighting the firm s qualifications and special expertise to provide the services requested in the Request for Proposal. 4. Separate section with a tab: Company Profile a. Identification of firm (or firms, if a joint venture or association) including address, telephone number, email address and date firm(s) were established. b. Areas of specialization of the firm. Page 9 of 13
c. Provide total size and breakdown of firm personnel by category (e.g., principals, project managers, schedulers, cost estimators, clerical and other support staff). A firm organizational chart would be useful. 5. Separate section with a tab: Project Experience and Past Performance a. List a maximum of ten (10) recent K-12 projects or other projects which most closely relate to the firm s qualifications for this assignment indicating: Brief description of project scope; Initial project budget and final project cost; Initial project construction budget and awarded bid amount; Construction procurement method employed (design-bid-build, GCCM or design-build); Total construction change order amount as a percentage of the initial award amount; Year of award and date of occupancy; and If a joint venture, or other form of association, provide the information for each member firm in separately. Information pertaining to experience as a prime consultant, sub consultant, or individual is acceptable if properly noted. 6. Separate section with a tab: Project Approach a. In narrative form, briefly discuss your approach and techniques proposed to achieve the following key measures of a successful project: Design and construction document quality control and on site construction quality control; Control of overall project budget including soft costs and construction costs; Control of project schedule so as to achieve full occupancy by the target start of school date; Timely permitting and subsequent inspections by authorities having jurisdiction; Timely close-out (including commissioning and acceptance) of projects; Page 10 of 13 Successful engagement with District staff and community members;
7. Separate section with a tab: Team and Team Organization In narrative form, briefly discuss how you propose to organize your team to accomplish the work. Identify each of the key players and define their roles and responsibilities. Describe each of the individual key team members relevant professional experience, certification and education in resume form. Identify projects, date, position and firm with which individual was employed at the time services were performed. Provide a staffing plan of not more than one page for the projects from start of design through facility occupancy. 8. Separate section with a tab: Availability and Capacity Briefly discuss the availability of all key personnel for the scheduled time frame of the proposed project(s), and identify their proposed location during provision of the requested services. Additionally, discuss the capacity of the proposed team, as a whole, to accomplish the work. 9. Separate section with a tab: References Provide the client name, address, email address, and client s project representative and telephone number for the firm s three (3) most recent projects that most closely relate to the firm s qualifications for this project. If a joint venture or other form of association, provide reference information for each member firm. 10. Separate section with a tab: Pricing Include the following: Briefly discuss proposed pricing structure for the listed services, listing categories of individuals, present hourly rates, type of reimbursable costs, etc. The submittal must include information for hourly pricing, and may also include alternative approaches. The attached draft agreement (Attachment 1) assumes a lump-sum agreement, but the District will consider alternative approaches. Present a history of your fees on recent public school projects and how the original fee may have been modified over the course of the projects. Include the names of client contacts that the District may contact for additional information regarding pricing of your services. VI. Contract and Contracting Provisions Page 11 of 13 A. Standard Form of Contract The District s Contract for Construction Management Services is included as Attachment 1. The proposal should include any comments or requested changes. Please note: the District reserves the right to reject any firm that is not willing to accept the District s terms and conditions as noted in the standard form of contract.
Page 12 of 13 B. Protest Procedures 1. Any actual or prospective Vendor who is aggrieved in connection with the solicitation or award of this contract may protest to the District in accordance with the procedures set forth herein. Protests based on the terms in this Request for Proposal, which are apparent prior to the date established for submitting the proposal must be received seven (7) days prior to the submittal deadline. Protests based on other events must be received within three (3) working days after the aggrieved person knows, or should have known, of the facts and circumstances upon which the protest is based; provided, however, that in no event shall a protest be considered if all proposals are rejected or if the protest is received after the award for this contract. 2. In order to be considered, a protest shall be in writing and shall include: the name and address of the aggrieved person; the contract title under which the protest is submitted; a detailed description of the specific grounds for protest and any supporting documentation; and the specific ruling or relief requested. The written protest shall be addressed and delivered to: Craig Murphy Purchasing Manager MS 23-376 Seattle School District No.1 P.O. Box 34165 Seattle, WA 98124 Or delivered to: Craig Murphy Purchasing Manager MS 23-376 Seattle School District No.1 2445 3 rd Avenue South Seattle, WA 98134 And shall be labeled: Protest 3. Upon receipt of a written protest, the District shall promptly consider the protest. The District may give notice of the protest and its basis to other persons, including Proposers involved in or affected by the protest; such other persons may be given an opportunity to submit their views and relevant information. If the protest is not resolved by mutual agreement of the aggrieved person and the District, the District will promptly issue a decision in writing stating the reasons for the action taken. A copy of the decision shall be mailed by certified mail, return receipt requested, or otherwise promptly furnished to the aggrieved person and any other interested parties. The District decision may be appealed to the Superintendent by written notice together with all supportive evidence, received at the address set forth in paragraph 2, not more than two (2) working days after receipt of the decision. The Superintendent s decision shall be final and conclusive.
4. Strict compliance with the protest procedures set forth herein is essential in furtherance of the public interest. Any aggrieved party that fails to comply strictly with these protest procedures is deemed, by such failure, to have waived and relinquished forever any right or claim with respect to alleged irregularities in connection with the solicitation or award. No person or party may pursue any action in court challenging the solicitation or award of this contract without first exhausting the administrative procedures specified herein and receiving the District s final decision. 5. Any Proposer submitting a proposal shall be deemed to have accepted these procedures. End of Request for Proposal Attachment 1: Sample Contract for Construction Management Services Attachment 2: Existing Ingraham HS Plot & Floor Plans Page 13 of 13