REQUEST FOR BID PROPOSAL CONSTRUCTION MANAGEMENT SERVICES Normandy school district 3855 Lucas & Hunt Road St. Louis, MO 63121 (314) 493-0400
FOR FOR NORMANDY SCHOOL DISTRICT ST. LOUIS MISSOURI RELATED TO CAPITAL PROJECTS FUNDED BY 2008 GENERAL OBLIGATION BONDS AND 2008 QZAB RFP 08 0626 09 SUBMISSION DEADLINE JULY 17, 2009 3:00 P.M. ADDRESS ALL PROPOSALS TO: LEON FISHER ASSISTANT SUPERINTENDENT BUSINESS OPERATIONS NORMANDY SCHOOL DISTRICT 3855 LUCAS & HUNT ROAD ST. LOUIS, MO 63121
GENERAL INFORMATION ORGANIZATION REQUESTING PROPOSAL NORMANDY SCHOOL DISTRICT 3855 LUCAS & HUNT ROAD ST. LOUIS, MO 63121 CONTACT PERSON LEON FISHER ASSISTANT SUPERINTENDENT BUSINESS OPERATIONS OFFICE: 314.493.0428 FAX: 314.493.0420 EMAIL: lfisher@normandy.k12.mo.us PURPOSE OF REQUEST The Normandy School District (Owner) is inviting proposals from experienced, qualified individuals and/or firms to provide Construction Management Services in connection with capital projects to be funded by the 2008 G.O. Bonds and 2008 QZAB. These projects range from the construction of a new 61,000 square foot elementary school to electrical/hvac upgrades at various campuses to a comprehensive window replacement project at the high school. Proposals will be evaluated in accordance with the criteria set forth in this RFP. DETAILED REQUIREMENTS OF THE FOR A. NORMANDY SCHOOL DISTRICT FACTS AND FIGURES Normandy School District is a Local Education Agency as established by Missouri state statute. It s governing body is a Board of Education consisting of seven (7) Directors elected by the voters of the Normandy School District. There are approximately 5,000 students enrolled in the district, in grades kindergarten through 12. The District is currently comprised of eleven (11) instructional facilities serving the district s 23 municipalities.
B. PROJECT DESCRIPTION The projects generally consist of the construction of an elementary school, electrical/hvac upgrades at various campuses, and window replacement at the high school. C. SCOPE OF SERVICES The selected Construction Management Firm(s) (CMF) shall act as the District s representative/agent during the pre construction, construction, and post construction phases of the Project(s). In all instances the CMF shall employ its best efforts to protect the interests of the Normandy School District and further the intended goals and purposes of the Project(s). Minimum services requested: 1. Pre Construction Phase a. Review of Contract Documents/Specifications/Drawings for accuracy, completeness and suitability Constructability Review. b. Participate in design development meetings with the Architect and the Owner. c. Provide two (2) Cost estimates based on 60% and 95% Documents prepared by the District s Architectural/Engineering team. d. Advise the Owner and Architect of recommended changes to the Contract Documents/General Conditions, Specifications & Drawings prior to the Advertisement for Construction Bids. e. Development of Master Summary Schedule, milestones, and phasing plans in conjunction with Architect and Owner. f. Provide advice and guidance regarding bid strategy, bid packaging etc. g. Assist Architect as required in the development of competent bidder and subcontractor lists. h. Attend Pre Bid Conference and assist Architect, as required, with Pre Bid Conference issues and questions. i. Attend Bid Opening, assist Architect and Owner in the evaluation of bids received and suitability of lowest responsive bidder(s). j. Assist Architect as required in bid award recommendation(s).
2. Construction Phase a. Full time on site monitoring of contractors. b. Ensure compliance with M/WBE participation goals. c. Primary contract administration duties; role and responsibility to ensure that the District s interests are protected and that the contract administration is handled effectively and efficiently. d. Serve as primary point of contact throughout the Construction Phase. e. Coordinate construction testing and inspection activities with District Maintenance Department. f. Manage the scheduled project meetings among contractor(s), Architect and Owner. g. Attend emergency meetings called by Owner or Architect in response to problems. h. Provide appropriate written notification to the Owner and the Architect when work is not being performed in accordance with contract drawings. i. Provide a review and recommendation for all change orders submitted by contractor(s). j. Maintain minutes for Project and Emergency meetings to document action items assigned and any Project decisions made. k. Maintain on site records of documentation, minutes, shop drawings, inspections, tests, and correspondence etc. l. Provide a monthly report to the Owner, including an executive summary, progress report, financial report, schedule report, project photos, change orders and other critical issues. m. Provide a review and recommendation on payment applications submitted by contractors. n. Track each contractor s compliance with Master Project Schedule, participate in monthly updates. o. Coordinate as required with contractor and design team for solutions to problems encountered during Project. p. Act as a liaison with Owner and Code Officials and their inspection staff to verify compliance of contractor work with all applicable building codes and standards. q. Communicate the results of all inspections conducted by officials having jurisdiction to the Owner and Architect. r. Keep a daily activity report recording time on the job and a summary of actions and/or activities performed and/or observed while on the Project. s. Verify that the contractor is maintaining on site, a properly documented set of as built drawings for incorporation into the final set of permanent drawings prepared by Architect. t. Assist Owner with Coordination of Owner provided items, equipment and installation. u. Perform aggressive quality assurance in cooperation with the Owner, Architect and contractor(s) as the Project progresses. v. Provide the Owner and Architect with digital photograph documentation of the Project and/or conditions as required. w. Prepare and review with Owner and Architect a punch list of items at Project completion.
3. Project Close Out/Post Construction Phase a. Coordinate completion of punch list items to the satisfaction of Owner and Architect including recommendations for acceptability. b. Assist Architect in obtaining close out documents and owner s manuals pertaining to the Project, for transfer to the Owner at project completion. c. Assist Architect and Contractor in obtaining Certificate of Occupancy. d. Review and provide recommendation to Owner and Architect regarding final payments and release of retainage amounts. e. Assist Owner and Architect as requested in evaluation and inspection of building systems involved in the Project prior to the expiration of warranties to determine acceptability. f. Assist Owner and Architect as required in resolution of construction related problems and with required warranty repairs. 4. STANDARD REQUIREMENTS OF TECHNICAL PROPOSAL All proposals must be submitted in strict compliance with the instructions included in this Request for Proposal document. The District may refuse to consider a proposal if a proposing firm fails to submit a complete package. Proposals shall be sent on or before July 17, 2009 at 3:00 p.m. to the following party in accordance with the subsequent requirements: Nine (9) original copies of each individual/firm s proposal shall be submitted to: Leon Fisher, Assistant Superintendent Business Operations Normandy School District 3855 Lucas & Hunt Road St. Louis, MO 63121 Facsimile or e mail proposals will not be accepted.
Proposers should submit a technical proposal which contains the following: A. The name of the proposer, the principal place of business and, if different, the place where services will be provided; B. The age of the proposer s firm and the average number of employees over the past three years; C. The education, qualifications, experience, and training of all persons who would be assigned to provide services along with their names and titles. Include an organization chart and resumes for all persons identified a potential key staff. You are required to identify the On Site Construction Manager who will be committed to these projects for the duration, unless otherwise advised or approved by the Owner. Minimum qualification requirements include: 1. Project Executive should have at least 15 years management experience with a minimum of at least ten (10) projects of similar size and scope. 2. Construction Managers should have good communication and computer skills, at least 5 10 years of management experience on large public construction projects; or shall have a baccalaureate degree in Architectural Engineering or Construction Management with a minimum of five (5) years of experience. Mechanical system experience preferred. D. A listing of all other engagements where services of the types being proposed were provided in the past ten years and should include other school districts and other levels of government. The list must include the following information: project location, client, architect, services provided, completion date, construction value, change orders and contact person. The District may obtain references from any of the parties listed; E. A detailed plan for providing the proposed services, with a description of the proposing individual/firm s approach and specific scope of services; F. Proof of professional liability insurance; G. Proof of any necessary professional license and/or certification from the State of Missouri for all professionals assigned to the engagement; H. Statement that the firm has Workers Compensation Coverage and Employer s Liability Insurance in accordance with Missouri law; I. Statement that neither the firm nor any individuals assigned to this engagement are disbarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency; J. A description of any litigation with Missouri school districts or other Missouri Public Entities relative to services performed by the proposer; K. Five (5) references with contact name, address, telephone, and fax numbers; L. A description of the proposer s office location and an explanation of the proposer s availability for meetings and conferences at the District s facilities; M. A description of your firm s Quality Control Plan.
5. FEE PROPOSAL The proposer must submit in a separate envelope, a fee proposal for providing the services outlined in this Request for Proposal. Pre construction Phase: Construction Phase: Post Occupancy: Provide a single average hourly billing rate for preconstruction activity and an estimate of hours and total cost. Also provide a not to exceed monthly preconstruction fee. Provide a single average hourly billing rate for construction activity and an estimate of hours and total cost. Also provide a not to exceed monthly construction fee. Provide a single average hourly billing rate for post construction phases services as described. Also provide a not to exceed monthly post occupancy fee. 6. PRESELECTION QUESTION PERIOD The District will permit individuals/firm s responding to this RFP to submit questions about the Project(s) in writing by 2:00 p.m. on July 10, 2009, via e mail to Leon Fisher. All questions are to be addressed to the following: Leon Fisher, Assistant Superintendent Business Operations lfisher@normandy.k12.mo.us The District will make a good faith effort to properly answer all questions. However, the District reserves the right not to answer certain questions. If the District elects to respond to a question from a proposer, a written response will be submitted no later than July 13, 2009. 7. DISCUSSIONS WITH PROPOSERS An interview/presentation may be required of any proposer at the sole discretion of the District. However, the District may award the contract based on the initial proposals received without discussion with any proposer. If an interview/presentation is required the proposer will not be compensated for making the presentation.
8. PROPOSAL EVALUATION The District will select the most advantageous proposal based on all of the evaluation factors enumerated below: Experience and performance history of the firm with similar programs; Experience and results of proposed personnel; References from clients contacted by the District; Technical capabilities and track record of their use; Overall responsiveness of the proposal, and Cost The District may attempt to negotiate an acceptable fee with the most qualified proposer. The District will make the award that is in the best interest of the District based on the aforementioned evaluation factors. Each proposal must satisfy the objectives and requirements detailed in this RFP. The features of the proposal, considered together with its economic and other benefits, will form the basis for the evaluation process. The successful proposer shall be determined by an evaluation of the total content of the proposal submitted. The District reserves the right to: Not select any of the proposals Select only portions of a particular proposer s proposal for further consideration (however, proposers may specify portions of the proposal that they consider as bundled.) Award a contract for the requested services at any time within 60 days of the selection of the most advantageous proposal. Every proposal should be valid through this time period. The District is not obligated to explain the results of the evaluation process to any proposer. The District may require proposers to demonstrate any services described in their proposal prior to award.
9. PROPOSAL LIMITATIONS This RFP is not intended to be an offer, order or contract and should not be regarded as such, nor shall any obligation or liability be imposed on the District by issuance of this RFP. The District, in its sole discretion, reserves the right: to reject any or all responses submitted; to choose any combination of firms or qualifications; to interview any, all, or none of the respondents; to negotiate with any respondent on a proposal; or to amend or cancel in part or in its entirety this RFP. 10. USE OF INFORMATION Any specifications, drawings, sketches, models, samples, data, computer programs, documentation, technical or business information and the like (Information) furnished or disclosed by the Normandy School District to the proposer in connection with this RFP shall remain the property of the Normandy School District. When in tangible form, all copies of such information shall be returned to the Normandy School District upon request. Unless such information was previously known to the proposer, free of any obligation to keep it confidential, or has been or is subsequently made public by the Normandy School District or a third party, it shall be held in confidence by the proposer, shall be used only for the purposes of this RFP, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing. 11. PROPRIETARY INFORMATION Any proposal submitted may become public information. Proprietary information such as client lists and non public financial statements may be protected under limited circumstances. Pricing and service elements are not considered proprietary. An entire proposal may not be marked as proprietary. Proposers must clearly identify in the proposal any specific proprietary information they request be protected. Proposals may be reviewed an assessed by any person at the discretion of the Superintendent of Schools. All materials submitted become the property of the Normandy School District and may be returned only at the Superintendent s option.