Request for Proposals For Construction Management Services Brentwood Recreation Complex Renovations September 22, 2014 Submission Deadline: 12:00 p.m. October 14, 2014
1. INTRODUCTION The City of Brentwood (herein noted as the City ) is soliciting proposals from qualified firms to serve as Construction Manager Advisor (CMa) as part of a cooperative team for the planning and renovation of the Brentwood Recreation Complex (herein noted as the Project ), located at 2505 S. Brentwood Boulevard, Brentwood, MO 63144. The selected CMa will also function as the general contractor and be the single point of responsibility for the construction of the entire project. The CMa shall not be permitted to bid on, or perform any of the actual construction on the renovations to the Brentwood Recreation Complex, nor shall any construction firm controlled or partially owned by the CMa be allowed to bid on or perform work for the project. The CMa shall be allowed to provide basic General Condition services for which specific reimbursement provisions are included in the CMa contract. The actual construction work on the project shall be awarded through competitive bidding as required by Missouri Law. CMa Services will include coordination and consultation with the Design Consultants (A/E) prior to and throughout the design for the site, building, utility coordination, and related work. In addition, the Construction Manager Advisor will compile bid packages including technical specifications provided by the Design Consultants, for various bid packages as construction progresses. The CMa will be the single point of responsibility for the construction of this project. 2. INVITATION FOR PROPOSAL The City of Brentwood proposed to retain a qualified firm to provide Construction Management Advisor services required for the design and renovation of the Brentwood Recreation Complex. 1. To facilitate the selection of the Construction Manager Advisor for this project, interested firms are invited to submit a proposal for consideration. The proposal should contain, at minimum, the information requested in this Request for Proposal. 2. Seven (7) copies of the proposal, marked on the outside of the envelope City of Brentwood Recreation Complex Renovations RFP should be delivered to: City of Brentwood Office of the City Clerk City of Brentwood City Hall 2348 S. Brentwood Boulevard Brentwood, MO 63144 The proposals should be delivered no later than 12:00 p.m. October 14, 2014. The proposals will then be publicly opened and read aloud at Brentwood City Hall at 12:15 p.m. The date and time of receipt of the proposals as noted by the City of Brentwood will be conclusive for all purposes. The City of Brentwood reserves the right to reject any or all proposals submitted. Brentwood Construction Management Services Proposal 1
3. A team of City officials will evaluate the proposals. Interviews with a short list of firms may be held. The evaluation team will summarize its findings and submit their recommendation to the Public Works Committee. 4. Any inquiries concerning the proposal should be directed to Eric Gruenenfelder, Recreation Superintendent at egruenenfelder@brentwoodmo.org. 5. Contact with other City officials or members of the Board of Aldermen is prohibited. 6. All proposals shall be considered as firm for a period of ninety (90) calendar days, commencing the day the proposals are due. 7. Proposals received after the date and hour of the proposal due date shall not be considered. 8. All exceptions shall be stated no matter how seemingly minor. Any exceptions not stated shall be assumed by the City to be provided by the Contractor, regardless of the cost to the Contractor. 9. The City will not be liable for any cost which any Contractor may incur in connection with the preparation or presentation of its proposal(s) or demonstrations. 3. DESCRIPTION OF PROPERTY The Brentwood Recreation Complex is located at 2505 South Brentwood Boulevard, Brentwood, Missouri, 63144. Locator ID: 21K511695 Lots: Parts of Lots 10 13 and 21 23 of the Warren Place Subdivision 4. SCOPE OF SERVICES A. Pre-Construction Phase Services: The Construction Manager Advisor will assist the City during the design phase of the project by providing pre-construction services, including but not limited to the following: 1. The Construction Manager Advisor shall participate in project design review, planning team and A/E Design Consultant review meetings with the City and A/E Design Consultant. 2. The Construction Manager Advisor shall review all documents for completeness, clarity and constructability. 3. The Construction Manager Advisor shall assist the A/E Design Consultant and City in the selection of consultants for geological testing, surveying, construction testing and other special consultants. The CMa will coordinate the work of these special consultants. 4. The Construction Manager Advisor shall provide input into site planning and staging. Brentwood Construction Management Services Proposal 2
5. The Construction Manager Advisor shall schedule all construction project construction related activities. This will include identifying when lane closures will be required on Brentwood Blvd. 6. The Construction Manager Advisor and architect will immediately advise the City if the construction costs estimates exceeds the latest approved budget. The CMa will use valueengineering principles to make recommendations for corrective measures. The CMa will update these recommendations in a timely fashion so as not to affect progress to the design. 7. The Construction Manager Advisor will coordinate and manage the bidding process of each portion of the project with the architect team, and the City. The CMa will coordinate the notice to bidders and any advertisement the City will publish. The CMa will coordinate all requirements for insurance, bonds, and other such financial and legal document requirements. Bids will be released and opened by the City with the CMa in attendance. 8. The Construction Manager Advisor shall conduct pre-bid meetings. It is imperative that all bidder s questions and concerns be answered and that they are thoroughly familiar with the bidding documents. The CMa will compile a list of items and questions and will forward the documents to the City to the City to issue a written addendum. The architect shall answer all technical questions for inclusion in the addenda. 9. The Construction Manager Advisor shall assist the City and the architect team in evaluating bids for content, area of responsibilities, responsiveness and responsibility of bidders and recommend a bid award to City officials. 10. The Construction Manager Advisor shall assist with obtaining review and approvals by the necessary public agencies and approval authorities for all aspects of facility design and construction. 11. The Construction Manager Advisor shall participate and report to the City project team at scheduled meetings. 12. The Construction Manager Advisor shall coordinate acquisition of all building and special permits for the project. The CMa shall coordinate the architect and City in connection with filing documents required for the various approvals of government authorities having jurisdiction over the project. B. Construction Phase Services: The Construction Manager Advisor will assist the City during the construction phase of the project by providing the following services, including but not limited to: 1. The Construction Manager Advisor will provide continuous on-site management services, including being responsible for the coordination of all construction activity, including recommending various courses of action when construction contractors are not performing work in accordance with contract documents, conducting daily onsite coordination meetings and quality control. Brentwood Construction Management Services Proposal 3
2. The Construction Manager Advisor shall be responsible for controlling site access. 3. The Construction Manager Advisor shall provide administration of the contracts for construction in cooperation with the architect. 4. The Construction Manager Advisor shall conduct a general pre-construction meeting prior to the start of construction and in-depth pre-construction meetings with all major trade contractors prior to the start of their work activities. 5. The Construction Manager Advisor shall track construction costs and maintain a detailed construction cost records. 6. The Construction Manager Advisor shall review and monitor a comprehensive safety program for the Project set forth by the General Contractor. 7. The Construction Manager Advisor shall establish and maintain quality control and quality assurance standards. 8. The Construction Manager Advisor shall prepare and update the construction schedule so that it incorporates all parties responsibilities, which will be used for monitoring and enforcing the construction project s progress. This schedule will be updated monthly for the City and architect s review. 9. The Construction Manager Advisor shall schedule and conduct weekly construction team meetings to be attended by the City s representatives, architect, all contractors who are working on-site or starting in the near future to review construction progress, scheduling, problems, etc. The CMa shall prepare and distribute minutes, to all parties involved. 10. The Construction Manager Advisor shall review each contractor s application for payment based on observation and evaluation of performance and coordinate with each contractor as needed for modifications prior to submitting to the City for approval and certification. 11. The Construction Manager Advisor shall determine in general that the work of each contractor is being performed in accordance with the requirements of the contract documents, endeavoring to guard the City against defects and deficiencies in the work. The CMa in consultation with the architect may reject work that does not conform to the requirements of the contract documents. 12. The Construction Manager Advisor shall review proposal request changes, assist in negotiating contractor s proposals, submit recommendations to the architect and City, and if the requests are accepted, prepare change orders. 13. The Construction Manager Advisor shall review the contractor s payroll to ensure the contractor is paying prevailing wage, as required by the statues of the state of Missouri. Brentwood Construction Management Services Proposal 4
14. In collaboration with the architect, the Construction Manager Advisor shall establish and implement the procedures for the expediting, the processing and approval of requests for information, shop drawings, product data, samples and other submittals with the information in the specifications and contract drawings. 15. The Construction Manager Advisor shall maintain one set of construction documents at the project site for the City. This will include all contract drawings, specifications, addenda, change orders and other modifications, in good order and clearly marked for all changes to submit to the architect team to create a set of as build drawings for the City. 16. The Construction Manager Advisor shall coordinate and schedule the contractor s final testing and start up utilities, operational systems and equipment and coordinate training of City personnel. 17. The Construction Manager Advisor shall assist the architect team in determining when each contractor s work or a designated portion of that work is substantially complete. The CMa shall prepare a list of items that are not complete or do not meet the design standards and a schedule for their completion for the architect. The CMa shall assist the architect team in conducting inspections to determine whether the work is complete and/or has been corrected, as well as conducting the final punch list and specifications. 18. The Construction Manager Advisor shall monitor, coordinate and resolve all warranty complaints to the satisfaction of the City during the one-year general warranty period or any longer special warranty period (i.e., roof or HVAC). Include a post-occupancy walkthrough with the City no later than 3 months after the date of substantial completion. 5. STATEMENT OF QUALIFICATIONS & FEE PROPOSAL Responses to the RFP should be in the same order as requested. Responses should be specific and precise with adequate detail to accurately define your qualifications for performing the services required. Limit your responses to the information requested by each section. Any additional information that you wish to submit should be included in a separate section marked Supplemental Information. A. General Company Qualifications 1. Provide a brief history and general overview of the company. 2. State the location of the firm s headquarters and location, if different from which this project will be managed. 3. Provide information regarding the firm s organizational structure include a company organizational chart. 4. List the total number of local employees, if different from firm s headquarters from which this project will be managed. 5. Provide firm revenue history including total revenue and revenue from CM Agency work for the last five years. 6. Provide references for the firm s Banks, Surety and Bonding Agent. 7. List any pending judgments, claims, arbitration or suits against your organization or its officers. Brentwood Construction Management Services Proposal 5
B. Related Project Experience 1. List the projects your organization has completed in the last five years, or is currently working on as a Construction Manager Advisor for a municipality, county, school district or other public entity. Specifically, experience related to renovations to a building twenty years or older and experience related to ice rink mechanical systems. Include at least: Project Name Location Brief Description Year Completed Project Contacts A/E, City and General Contractor Construction Costs 2. List other relevant or similar project experience completed in the last five years. Include at least: Project Name Location Brief Description Year Complete Project Contacts A/E, City and General Contractor Construction Delivery Method Utilized C. Project Management Plan & Key Personnel 1. Provide a written description of your management plan that sufficiently defines your management approach to the Project. 2. Provide resumes of your professional staff, including pre-construction and construction phase personnel, and descriptions of the roles and responsibilities they will assume for the project. Resumes should also list current and previous experience. 3. Provide an organizational chart of your professional staff that will be directly involved in the pre-construction and construction phases of the Project. D. Construction Services & Systems 1. Describe your firm s cost estimating capabilities, techniques and reporting methods during the pre-construction phase. 2. Describe your firm s cost control capabilities, techniques and reporting methods during the construction phase. 3. Describe your firm s scheduling capabilities, techniques and reporting methods throughout the project. 4. Describe your firm s approach to value engineering analysis. 5. Describe your firm s capabilities for reviewing the documents for completeness, clarity, and constructability. 6. Describe your firm s approach for resolving issues with the Architect and Engineering team. 7. Submit your plan to provide Quality Assurance and Control for this Project throughout the pre-construction and construction phases. 8. Describe our firm s bidding procedures and techniques for maximizing the trade contractors response to this bid opportunity. Brentwood Construction Management Services Proposal 6
9. Describe your firm s procedures for processing change orders, including review and auditing of trade contractor pricing. 10. Describe your firm s approach to resolving problems with the trade contractors. 11. Discuss your firm s safety program and procedures for this project. 12. Describe your firm s closeout procedures. E. Proposed Compensation 1. Your basis for compensation shall be based upon a projected construction cost of $4,500,000 and total construction phase duration of approximately 5-9 months. 2. Please state your preferred Pre-Construction Phase Fee for all overhead, profit and home office staffing and support/reimbursable costs as a lump sum cost related to the projected construction cost in Exhibit A of this RFP. 3. Please state your preferred Construction Phase Fee for all overhead, profit and home office staffing and support costs/reimbursable costs as a percentage (%) of the projected construction costs in Exhibit A of this RFP. 4. Please provide a lump sum for all required construction phase field staff and other required on-site construction phase General Conditions as indicated on Exhibit A of this RFP. For the purposes of this proposal, please assume a 5 9 months construction schedule. F. Selection Process The City of Brentwood will use the following process when selecting the Construction Manager Advisor: 1. The City of Brentwood intends to award the Construction Management Advisors Services Contract to that qualified firm which best demonstrates the commitment and application of experience, resources and methods to the unique construction requirements of the Project as well as the schedule objectives established by the City. 2. Your written response to this RFP will be used to evaluate your firm s or team s qualifications, those of your proposed team members and the suitability of your indicated approach or plan for the project. A short list of firms or teams may be selected for follow-up interviews. 3. Each proposal will be scored on a scale of 1 to 100 points. If the City hosts oral presentations, submissions will be re-scored at the conclusion of the presentations. Each section of the proposal will receive the following points: General Company Qualifications (25) Related Project Experience (20) Project Management Plan & Key Personnel (25) Construction Services & Systems (15) Proposed Compensation (15) 4. At each stage of the process, the City selection team will consider any number of individual factors weighing on each firm or team s qualifications. The considerations will include but are not limited to the following: The experience and capabilities of the firm involved. This will focus on projects of similar scope and experience with the CMa process for public entities. The experience and capabilities of key personnel on the project team generally and specifically with relation to facilities of similar scope. How well the approach or plan of the project team appears to integrate with the Project s specific needs. Brentwood Construction Management Services Proposal 7
The ability of the project team to interact and work with diverse public and private groups or representatives who may be concerned with the impact of the project. The financial stability and general reliability of the firm or team as indicated by documents, historic projects and references. A demonstrated ability to bring projects in on schedule and within budget. 5. The City reserves the right to reject any and all proposals, to waive any informality in them and to reject the lowest cost proposal for any reason. 6. The City reserves the right to negotiate any and all elements of this proposal. 7. ADDENDA TO REQUEST FOR PROPOSAL If the Contractor has any questions which arise concerning the true meaning or intent of the specifications or any other requirements stated herein, the Contractor shall request that an interpretation be made in an Addendum issued by the City which shall be made available to all Contractors submitting pursuant to this Request for Proposal. Failure to have requested an Addendum governing any such question shall not relieve the Contractor from delivery in accordance with the intent of the specifications. All questions regarding this specification shall be directed no later than October 6 to Eric Gruenenfelder, Recreation Superintendent, in writing to 2505 S. Brentwood Blvd., Brentwood, MO 63144, or email at egruenenfelder@brentwoodmo.org. 8. INSURANCE The insurance specifications shall meet the following minimum credentials: Workers Compensation and Employers Liability (E.L. Each Accident) A. General Liability 1. General Aggregate $2,000,000.00 2. Product, Completed Operations Aggregate $2,000,000.00 3. Personal injury $1,000,000.00 4. Each Occurrence $1,000,000.00 5. Fire Legal Liability Damage $100,000.00 6. Medical Expense $10,000.00 B. Automobile Liability 1. Combined Single Limit $1,000,000.00 C. Excess Liability 1. Each Occurrence $1,000,000.00 2. Aggregate $2,000,000.00 3. Disease, Policy Limit $500,000.00 4. Disease, Each Employee $100,000.00 The successful contractor must provide a Certificate of Insurance and Endorsement satisfactory to the City naming the City of Brentwood as additional insured. This certificate shall remain in force for the length of the contract and extensions. The City shall be given (30) days written notice prior to cancellation. Brentwood Construction Management Services Proposal 8
9. REQUIRED AFFIDAVITS The RFP include the following affidavits that are required before and/or after the work has been completed: Affidavit of Work Authorization RSMo. 285.530 Affidavit of OSHA Training Compliance RSMo. 292.675 Non Collusion Affidavit Prevailing Wage Affidavit The above list of statues is not intended to be exhaustive. The compliance requirement of this provision is continuing and must be satisfied during the entirety of the bid process and any future agreement. It is the sole responsibility of the successful bidder to ensure that this provision is satisfied, and the City assumes no responsibility or liability for the failure to comply. Brentwood Construction Management Services Proposal 9
EXHIBIT A PROPOSAL FORM CONSTRUCTION MANAGEMENT SERVICES CITY OF BRENTWOOD I,, hereby representing (Advisor Submitting Bid) (Firm or Company) have read and reviewed the Request for Proposal for the City of Brentwood. I state that the Construction Management Advisor Services hereby offered the City of Brentwood will meet or exceed all requirements as stated in the proposal Signature of Representative Please state your preferred Pre-Construction Phase Fee for all overhead, profit and home office staffing and support costs as a lump ($) amount. Attach separate sheet detailing items included in the lump sum amount, including, but not limited to, Management and Support Services. $ Please state your preferred Construction Phase Fee for all overhead, profit and home office staffing and support costs as a percentage (%) of the projected construction costs. % Please state your preferred General Conditions for all on-site personnel and infrastructure costs as a lump sum ($) amount. Attach separate sheet detailing items included in lump sum amount, including, but not limited to, Management Services, Management Supervision, and Site Services. $ Brentwood Construction Management Services Proposal 10
TO: Brentwood Parks and Recreation Department 2505 S. Brentwood Blvd. Brentwood, Missouri 63144 Attn: Brentwood Recreation Complex Renovation Proposal 1. Attached hereto is an affidavit in proof that the undersigned has not entered into any collusion with any person in respect to this proposal or any other proposal or the submitting of proposals for the contract for which this proposal is submitted. Also attached is a Statement of Contractor s Qualifications. 2. Contractor understands that the City reserves the right to reject any and all proposals and to waive any informality in the bidding. 3. The Contractor agrees that this proposal shall be good and may not be withdrawn for a period of ninety (90) days after the scheduled closing time for receiving proposals. 4. Upon receipt of written notice of the acceptance of this proposal, Contractor will execute the formal contract attached within ten (10) calendar days and deliver the required Surety Bond or Bonds. 5. Contractor s Signature Note: All signatures must be original, not copies, duplicated, stamped, etc. IF AN INDIVIDUAL: Name of Individual Residence Address: Signature of Individual Address for Communications Telephone Number Brentwood Construction Management Services Proposal 11
IF A CORPORATION: Name of Corporation 1. Incorporated under the laws of the State of. Name and Title of Officer 2. Licensed to do business in Missouri: Yes: No: (check one) Signature of Officer Address for Communications Telephone Number IF A PARTNERSHIP: Name of Partnership Names and residences addresses of all partners: Signature of Partner (attach separate sheet if necessary) Address for Communications Telephone Number Brentwood Construction Management Services Proposal 12
Affidavit of Work Authorization Comes now (name) as (office held) first being duly sworn, on my oath, affirm (company name) is enrolled and will continue to participate in a federal work authorization program in respect to employees that will work in connection with the contracted services related to the City of Brentwood Design Build Services Brentwood Recreation Complex Renovations for the duration of the contract, if awarded in accordance with RSMo Chapter 285.530 (2). I also affirm that (company name) does not and will not knowingly employ a person who is an unauthorized alien in connection with the contracted services related to the City of Brentwood Design Build Services Brentwood Recreation Complex Renovations for the duration of the contract, if awarded. In Affirmation thereof, the facts stated above are true and correct (The undersigned understands that false statements made in this filing are subject to the penalties provided under Section 575.040, RSMo). Signature Printed Name Title Date Subscribed and sworn to before me the day of. I am commissioned as a notary public within the county of, State of, and my commission expires on. Signature of notary Date Brentwood Construction Management Services Proposal 13
STATE OF MISSOURI ) ) ss COUNTY OF ) AFFIDAVIT OF OSHA TRAINING COMPLIANCE Before me, the undersigned Notary Public, personally came and appeared, of (NAME-PRINTED) (POSITION), (NAME OF COMPANY) (a corporation) (a partnership) (a proprietorship) and, after being duly sworn, did depose and say that all provisions and requirements set out in Section 292.675, Missouri Revised Statutes, pertaining to the 10-hour OSHA construction safety training of workmen employed on public works projects have been fully satisfied and there has been no exception to the full and complete compliance with said provisions and requirements. The referenced OSHA training is necessary in carrying out the contract and work in connection with the City of Brentwood Design Build Services Brentwood Recreation Complex Renovations in the City of Brentwood, Missouri. Said training of all project workmen has been or will be undertaken within 60 days of commencement of construction of the project. The Contractor is to provide to the City copies of OSHA certifications cards of each project workman. (SIGNATURE) Subscribed and sworn to before me this day of, 20 My commission expires on: Notary Public Brentwood Construction Management Services Proposal 14
Non-Collusion Affidavit NCA-1 being duly sworn in oath deposed and states: That in connection with this procurement, a. The prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor; b. The prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening directly or indirectly to any other bidder; or to any competitor; and, c. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. The undersigned further states: a. He is the person in the bidders organization responsible within that organization for the decision as to the prices being bid herein and that he has not participated, and will not participate, in any action contrary to (I) (a) through (I) (c) above. b. He is not the person in the bidder s organization responsible within that organization for the decision as to the prices being bed herein but that he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (I) (a) through (I) (c) above, and as their agent does hereby so certify; and he has not participated, and will not participate in any action contrary to (I) (a) through (I) (c) above. The Contractor hereby attests to their intent to comply with the American with Disabilities Act. (ADA). It is expressly understood that the foregoing statements, representations, and promises are made as a condition to the right of the bidder to receive payment under any award made hereunder. For Corporations (NAME, INDICATE IF CORPORATION, PARTNERSHIP OR SOLE PROPRIETOR) (Corporate Seal) (OFFICE HELD IN BIDDER ORGANIZATION) ATTEST: Subscribed and sworn to before me this day of, 20 By My commission expires on: Notary Public Brentwood Construction Management Services Proposal 15