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WashingtonLibraryRFP1.pdf
Public Works Department Building Services Division
14949 62nd Street N Stillwater MN, 55082
REQUEST FOR PROPOSALS
Construction Management Services
Washington County
Mahtomedi Library
September 1, 2017
RFP Construction Management Services for Washington County Library Project, Mahtomedi
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TABLE OF CONTENTS RFP Page
1.0 PROJECT INFORMATION ...........................................................................................3-5 2.0 SCOPE OF SERVICES AND DELIVERABLES .......................................................... 5-14 3.0 PROPOSAL PROCESS, CONTENT AND SUBMISSION REQUIREMENTS ........... 14-18 4.0 EVALUATION, INTERVIEWS AND CONTRACT AWARD ............................................. 18
Attachment A: Washington County Contract Terms and Conditions .................................. 19-23 Attachment B: Washington County CM Fee Proposal, Mahtomedi........................................... 24
RFP Construction Management Services for Washington County Library Project, Mahtomedi
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1. PROJECT INFORMATION
1.1. PROJECT OVERVIEW: Washington County is issuing this Request for Proposal (RFP) for professional Construction Management Agent Services (CMa) from site selection through construction delivery for a new library in Mahtomedi.
Washington County intends to replace the existing Mahtomedi Library located at 763 Stillwater Road, MN.
The Mahtomedi Library is out dated and in need of significant repair or renovation, which has been deemed to be cost-prohibitive. The current site presents a number of issues needing to be addressed including a high water table, inadequate storm water management, and insufficient parking availability. The building is unable to provide library services at a suitable level of quality and efficiency, including providing citizens a satisfactory level of convenience and ease of use. The library does not reflect the values of the community in which it serves and does not serve the current demographics of library users. The current building does not meet the energy efficiency and sustainability standards set at other county facilities. The buildings also lack adequate security components.
The County has selected an architectural design firm for the new Mahtomedi Library. It was the intent to select a firm that will provide new and innovative approach that reflects a creative and flexible design and the unique character of the community.
The County is seeking to contract with a CMa. The objective is to maintain a consistent construction process through general conditions, change order process, and coordination of project meeting milestones. The CMa will be required to attend all community engagement meetings pertaining to this project.
For this proposal, the following schedule and cost estimate must be used: 1.2. SCHEDULE
Pre-Design Phase 10/2/2017 – 3/16/2018
Identify Library Staff Design Advisory Team
Library Tours
Community Engagement Meetings
Site Determination with City Staff
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Site Review
Board Report
Schematic Design Phase (SD) 3/19/2018 – 9/14/2018
Community Engagement Meetings
Develop Design Options
SD Estimate by CMa
Report to Board
Design Development Phase (DD) 9/17/2018 – 3/15/2019
Community Engagement Meetings
DD Estimate by CMa
Report to Board
Construction Documents (CD) and Construction Phase (10 months)
3/18/2019 – 8/28/2020
1.3. COST ESTIMATES
1.3.1. THE ALL – INCLUSIVE BUDGET for this project, which includes, but is not limited to, programming, design, construction, contingency, soft costs, and owner related costs: Mahtomedi Library: $5 Million
1.3.2. THE COST BASIS for determining the budget for this project was a
model of $200-$250 per square foot, which includes softs costs, contingency, and owner related costs.
1.3.3. A GOAL OF THE PROJECTS is to provide the County with the highest value for its available budget. Progressive cost estimating and scope management will be utilized. In addition, value engineering may be required at each phase of the design of each building to keep costs within the available budgets.
1.3.4. KEY CHALLENGES for the CMa to address are:
Site selection
Robust community engagement and communication process
Diverse group of stakeholders
Maintaining project budget
Managing and delivering project on schedule
Managing multiple prime contractors
Construction site safety
1.3.5. THE CMA SCOPE OF SERVICES INCLUDES:
Project budget analysis, development, estimating, and tracking
Agency coordination, permitting, and approvals
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Preconstruction services
Value engineering, safety, sustainability, and quality standards review
Design review and schedule development
Project staging development and implementation
Bidding services including bid analysis and recommendation
Construction inspection and contract administration
Management and coordination of final startup, testing, and occupancy
Project close out and warranty Owner will carry Builders Risk Insurance for this project.
1.4. PROJECT CONTACT INFORMATION
Joe Welter Washington County Building Services 14949 62nd Street North Stillwater, MN 55082 651-430-6226 [email protected]
2. SCOPE OF SERVICES AND DELIVERABLES
2.1. PRECONSTRUCTION SERVICES
2.1.1. THE CMA WILL review the program furnished by the County to
ascertain the requirements of the project and will arrive at a mutual understanding of such requirements with the County.
2.1.2. THE CMA WILL provide a preliminary evaluation of the County’s program, schedule and construction budget requirements, each in terms of the other.
2.1.3. BASED ON DOCUMENTS PREPARED by the Architect, the CMa will
prepare preliminary estimates of construction costs for program requirements at the end of schematic design, design development, construction document, 50%, 95%, and 100%. The CMa will provide cost evaluations of alternative materials and systems.
2.1.4. THE CMA WILL expeditiously review design documents during their
development and advice on proposed site use and improvements, selection of materials, building systems and equipment, and methods of project delivery. The CMa will provide recommendations on relative feasibility of construction methods, availability of materials and labor, time
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requirements for procurement, installation and construction, and factors related to construction costs including, but not limited to costs of alternative designs or materials, preliminary budgets, and possible economies.
2.1.5. THE CMA WILL prepare and periodically update a project schedule for the Architect’s review and the County’s acceptance. The CMa will obtain the Architect’s approval for the portion of the project schedule relating to the performance of the Architect’s services. In the project schedule, the CMa will coordinate and integrate the CMa’s services, the Architect’s services and the County’s responsibilities with anticipated construction schedules, highlighting critical and long-lead-time items.
2.1.6. THE CMA/ARCHITECT WILL conduct regular progress meetings as
required by the County, as determined by the project team.
2.1.7. AS THE ARCHITECT PROGRESSES with the preparation of the DD and CD, the CMa will prepare and update, at appropriate intervals agreed to by the County, CMa and Architect, estimates of construction cost of increasing detail and refinement. These estimates will be made available to the entire team and will include detailed line items of all work by specification section based on quantity, unit of measure and unit cost at a minimum. The estimated cost of each contract will be indicated with supporting detail. Such estimates will be provided for the Architect’s review and County approval. The CMa will advise the County on the project estimate and make recommendations for corrective action in writing. Estimates based on the preliminary design will be performed at the end of DD and 95% Construction Documents. Constructability, sequencing and contractibility reviews will be performed at each phase of design.
2.1.8. THE CMA WILL CONSULT WITH the County and Architect regarding
the CD and make recommendations whenever design details adversely affect constructability, cost or schedules. Value engineering, life cycle cost analysis, and evaluations for alternative materials and systems will be performed prior to the beginning of the CD phase.
2.1.9. AS PART OF THE COST ESTIMATING SERVICES, the CMa will provide sustainable building cost concepts as identified by the project team. The CMa/Architect will closely monitor and manage the project to assure the County sustainability goals are being met.
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2.1.10. THE CMA WILL PROVIDE RECOMMENDATIONS and information to the County and Architect regarding the assignment of responsibilities for temporary Project facilities and equipment, materials and services for common use of the contractors. The CMa will verify that such requirements and assignment of responsibilities are included in the proposed contract documents. Working in conjunction with the Architect and Owner the CMa will write the general conditions, supplementary/special conditions and division I of the specifications for inclusion in joint or separate project manuals.
2.1.11. THE CMA WILL PROVIDE RECOMMENDATIONS and information to the County regarding the allocation of responsibilities for safety programs among the contractors. The CMa will assume supervisory responsibility for safety and the protection of people on site throughout project duration.
2.1.12. THE CMA WILL ADVISE on the division of the project into individual
contracts for various categories of work, including the method to be used for selecting contractors and awarding contracts. Due to the awarding of multiple contracts, the CMa will review the CD’s and make recommendations as required to provide that (1) the work of the contractors is coordinated, (2) all requirements for the project have been assigned to the appropriate contract, (3) the likelihood of jurisdictional disputes has been minimized, (4) proper coordination has been provided for phased construction, and (5) to ensure the County is receiving high quality work at a reasonable price. The CMa will review the design documents for clarity and completeness and make appropriate recommendations.
2.1.13. THE CMA WILL prepare a project construction schedule providing for
the components of the work, including phasing of contractor, ordering and delivery of products requiring long lead time, and the occupancy requirements of the County. The CMa will provide the current Project construction schedule for each set of bidding documents.
2.1.14. THE CMA WILL expedite and coordinate the ordering and delivery of
materials requiring long lead time.
2.1.15. THE CMA WILL assist the County in selecting, retaining and coordinating the professional services of surveyors, special consultants, commissioning agents, special inspectors and testing laboratories required for the project.
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2.1.16. THE CMA WILL provide an analysis of the types and quantities of labor required for the project and review the availability of appropriate categories of labor required for critical phases. The CMa will make recommendations for actions designed to minimize adverse effects of labor shortages.
2.1.17. THE CMA WILL become familiar with and adhere to the County
contract administration guidelines in the quoting and/or bidding of any bid package. The County will approve all quote or bid processes.
2.1.18. THE CMA WILL assist the County in obtaining information regarding
applicable requirements for equal employment opportunity programs for inclusion in the contract documents.
2.1.19. FOLLOWING THE COUNTY’S APPROVAL of the CD’s, the CMa will
update and submit the latest estimate of construction cost and the project construction schedule for the Architect’s review and the County’s approval.
2.1.20. THE CMA WILL develop bidders’ interest in the project and establish
bidding schedules in accordance with County contract administration guidelines. The CMa, with the assistance of the Architect, will issue bidding documents to bidders and conduct as–needed prebid conferences with prospective bidders. The CMa will assist the Architect with regard to questions from bidders and with the issuance of addenda.
2.1.21. THE CMA WILL generate interest in the Project, advertise for the bids, solicit competitive bids, and conduct the bid opening. The CMa will review each bid for conformity with the requirements of the bid package and contract documents and make recommendations to the County on the award of contracts or rejection of bids.
2.1.22. THE CMA WILL provide the County with bid tabulations, proposal
forms, bid securities, proposed contracts, and executed letters of authorization no more than five (5) working days after bid opening.
2.1.23. THE CMA WILL assist the County in preparing construction contracts
and advise the County on the acceptability of subcontractors and material suppliers proposed by contractors. The CMa will collect executed contracts, purchase orders, affidavits of assurance, insurance certificates, and performance and payment bonds and distribute copies to the County and Architect.
2.1.24. THE CMA WILL assist the County in obtaining building permits and
special permits for permanent improvements, except for permits required
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to be obtained directly by the various contractors. The CMa will verify that the County has paid applicable fees and assessments. The CMa will assist the County and Architect in connection with the County’s responsibility for filing documents required for the approvals of governmental authorities have jurisdiction over the project.
2.1.25. THE CMA WILL attend and participate in all community engagement
meetings.
2.1.26. THE CMA WILL participate in a final review of documents with the County and the Architect including the Project Core Team, Commission Agent, and other County Staff and consultants deemed necessary by the County.
2.2. CONSTRUCTION AND POST-CONSTRUCTION SERVICES
2.2.1. THE CMA WILL provide administration of the contracts for construction
in cooperation with the Architect.
2.2.2. THE CMA WILL provide administrative, management, or related services to coordinate scheduled activities and responsibilities of the contractors with each other and with those of the CMa, the County and the Architect to endeavor to manage the project in accordance with the latest approved estimate of construction cost, the project schedule and the contract documents. The CMa will coordinate with the County and maintain a fully equipped project office facility on-site to perform all required CMa duties, conduct meetings and the coordination of on-site temporary facilities. The CMa will be required to have a full time superintendent on site during construction. The CMa will seek approval from the County of the work schedule of the full time superintendent prior to the start of construction.
2.2.3. THE CMA WILL schedule and conduct pre-construction meetings and
progress meetings to discuss such matters as procedures, progress and scheduling. The CMa will prepare and promptly distribute minutes to the County, Architect and Contractors. The CMa will conduct weekly job progress meetings following a CMa generated agenda with the Architect and all trades and follow up with the distribution of minutes to all parties.
2.2.4. THE CMA WILL create and update the project construction schedule
incorporating the activities of the contractors on the project including activity sequences and durations, allocation of labor and materials, processing of shop drawings, product data and samples, and delivery of products requiring long lead time and procurement. The project construction schedule will include the County’s occupancy requirements
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showing portions’ of the Project having occupancy priority. The CMa will update and reissue the Project construction schedule monthly or as required to show current conditions. If an update indicates that the previously approved project construction schedule may not be met, the CMa will recommend corrective action to the County and Architect.
2.2.5. CONSISTENT WITH THE VARIOUS BIDDING DOCUMENTS, and
utilizing information from the contractors, the CMa will coordinate the sequence of construction and assignment of space in areas where the contractors are performing work.
2.2.6. THE CMA WILL endeavor to obtain satisfactory performance from each
of the contractors. The CMa will recommend courses of action to the County when requirements of a contract are not being fulfilled.
2.2.7. THE CMA WILL monitor the approved overall project budget. The CMa
will show actual costs for activities in progress and estimates for uncompleted tasks by way of comparison with such approved overall project budget.
2.2.8. THE CMA WILL develop cash flow reports and forecasts for the Project
and advise the County and Architect as to variances between actual and budgeted or estimated costs.
2.2.9. THE CMA WILL maintain accounting records on authorized work
performed under unit costs, additional work performed on the basis of actual costs of labor and materials, and other work requiring accounting records.
2.2.10. THE CMA WILL develop and implement procedures for the review and
processing of applications by contractors for progress and final payments. The procedures will be approved by the County during the preconstruction phase.
2.2.11. BASED ON THE CMA’S OBSERVATIONS AND EVALUATIONS of
each contractor’s application for payment, the CMa will review and certify the amounts due the respective contractors.
2.2.12. THE CMA WILL prepare a project application for payment based on
the contractors’ certificates for payment. The CMa’s certification for payment will constitute a representation to the County, based on the CMa’s and Architect’s determinations at the site and on the data comprising the contractors’ applications for payment, that, to the best of the CMa’s knowledge, information and belief, the work has progressed to the point indicated and the quality of the work is in accordance with the
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contract documents. The foregoing representations are subject to an evaluation of the work of conformance with the contract documents upon substantial completion, to results of subsequent tests and inspections, to minor deviations from the contract documents correctable prior to completion and to specific qualifications expressed by the CMa. The issuance of a Certificate for Payment will further constitute a representation that the contractor is entitled to payment in the amount certified.
2.2.13. THE CMA WILL review the safety programs developed by each of the
contractors for purposes of coordinating the safety programs with those of the other contractors. The CMa will, at a minimum, conduct weekly meetings to discuss safety and to ensure that each contractor prepares and submits an adequate safety program and provides general safety signage and postings for the project.
2.2.14. THE CMA WILL 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 County against defects and deficiencies in the work. As appropriate, the CMa will have authority, upon written authorization from the County, to require additional inspection or testing of the work in accordance with the provisions of the Contract documents, whether or not such work is fabricated, installed or completed. The CMa, in consultation with the Architect, may reject work which does not conform to the requirements of the contract documents.
2.2.15. THE CMA WILL schedule and coordinate the sequence of
construction in accordance with the contract documents and the latest approved project construction schedule.
2.2.16. THE CMA WILL transmit to the Architect requests for interpretations of
the meaning and intent of the drawings and specifications through the use of an electronic project management software program and assist in the resolution of questions that may arise.
2.2.17. THE CMA WILL review requests for changes, assist in negotiating
contractors’ proposals, submit recommendations to the Architect and County, and, if they are accepted, prepare change orders and construction change directives which incorporate the Architect’s modifications to the documents. The CMa will become familiar with and adhere to the Washington County contract guidelines for approval and processing of all supplemental agreements.
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2.2.18. ALL SUPPLEMENTAL AGREEMENTS and proposal requests will be tracked in the CMa’s log, which will be the basis for the supplemental agreement report to the County.
2.2.19. THE CMA WILL assist the Architect in the review, evaluation and documentation of claims.
2.2.20. THE CMA WILL receive and monitor the expiration date of certificates
of insurance from the contractors and forward them to the County with a copy to the Architect.
2.2.21. IN COLLABORATION WITH THE ARCHITECT, the CMa will establish and implement procedures for expediting the processing and approval of shop drawings, product data, samples and other submittals. The CMa will review all shop drawings, product data, samples and other submittals from the contractors. The CMa will coordinate submittals with information contained in related documents and transmit to the Architect those which have been reviewed by the CMa. The CMa’s actions will be taken with such reasonable promptness as to cause no delay in the work or in the activities of the County or contractors.
2.2.22. THE CMA WILL record the progress of the project. The CMa will
submit written progress reports to the County and Architect including information on each contractor and each contractor’s work, as well as the entire project, showing percentages of completion. The CMa will keep a daily log containing a record of weather, each contractor’s work on the site, number of workers, identification of equipment, work accomplished, problems encountered, and other similar relevant data as the County may require throughout the duration of the project.
2.2.23. THE CMA WILL maintain at the project site for the County one record
copy of all contracts, drawings, specifications, addenda, change orders and other modifications, in good order and marked currently to record changes and selections made during construction, and in addition, approved shop drawings, product data, samples and similar required submittals. The CMa will maintain records, in duplicate, of principal building layout lines, elevations of the bottom of footings, floor levels and key site elevations certified by a qualified surveyor or professional engineer. The CMa will make all such records available to the Architect and upon completion of the project will deliver them to the County in PDF format.
2.2.24. THE CMA WILL arrange for the delivery, storage, protection and security of County purchased materials, systems and equipment that are a part of the project until such items are incorporated into the project.
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2.2.25. WITH THE ARCHITECT and County’s maintenance personnel, the
CMa will observe the contractors’ final testing and start-up of all utilities, operational systems and equipment.
2.2.26. WHEN THE CMA/ARCHITECT considers each contractor’s work or a
designated portion thereof substantially complete, the CMa/Architect will prepare for the contractor a list of incomplete or unsatisfactory items and request from the contractor a schedule for their completion. The CMa will assist the Architect in conducting inspections to determine whether the work or designated portion thereof is substantially complete.
2.2.27. THE CMA WILL coordinate the correction and completion of the work.
Following issuance of a certificate of substantial completion of the work or a designated portion thereof, the CMa will evaluate the completion of the work of the contractors and make recommendations to the Architect when work is ready for final inspection. The CMa will assist the Architect in conducting final inspections.
2.2.28. THE CMA WILL secure and transmit electronically and two (2) hard
copies to the County warranties and similar submittals required by the contract documents. The CMa will insure the prime contractors compile material, such as manufacturer’s operations and maintenance manuals, equipment data lists with make, model and serial number, warranties, guarantees, etc., in an organized manner, and prepare an appropriate index for the County’s use and binds such documents.
2.2.29. THE CMA WILL work with Architect and Owner to coordinate Division
00 Sections and related construction contract forms. CMa will prepare summary of work with assistance by others.
2.2.30. THE CMA WILL forward to the Architect a final project application for
payment upon compliance with the requirements of the contract documents.
2.2.31. THE CMA WILL assist the County in obtaining the occupancy permit.
This task includes, where necessary, accompanying governmental officials during inspection, preparing and submitting property documentation to the appropriate approving agencies, coordinating final testing, and other activities.
2.2.32. THE CMA WILL be required to be on site not less than daily
throughout the entire construction phase including the first contractor’s first week on the site through the final acceptance of work by the County
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of the last contractor to finish, including but not limited to, building automation system and occupancy permit.
2.2.33. THE CMA WILL prepare final accounting and close-out reports of all
above indicated report systems. These reports will summarize for historical purposes, any items that are not self-explanatory.
2.2.34. A PRE-WARRANTY CHECK walk-through will be conducted with the County no later than eleven months following the Date of Substantial Completion of the project.
2.2.35. THE CMA WILL manage the transfer of building operations to the County. Transfer of operations will not be made until all components of all building systems are complete and fully functional, including the building automation system. The CMa will provide assistance to the County throughout warranty periods.
2.2.36. THE CMA WILL coordinate the training of County personnel with the
prime contractor(s) suppliers for operation and maintenance of the major building systems (i.e., building automation system, fire alarm system, security system, HVAC system, etc.). CMa will ensure all components of each system is complete and fully functional including building automation system, prior to scheduling training for each system.
2.2.37. GENERAL CONDITIONS WILL be handled as a pass through cost to
the owner through the CMa only. General Conditions (ie. Dumpsters, toilets, temp partitions, temp barricades, etc.) will not be completed by prime contractors.
3. PROPOSAL PROCESS, CONTENT AND SUBMISSION REQUIREMENTS
3.1. PROPOSAL TIMELINE
ACTIVITY TIMELINE
RFP Issued 9/1/2017
PROPOSAL DUE (4:30 PM) 9/18/2017
Interviews (if Necessary) 9/25/2017-9/26/2017
Firm Selection WEEK OF 9/25/2017
County Board contract approval (tentative)
OCTOBER 2017
Notice to Proceed (Tentative) UPON BOARD APPROVAL
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3.2. SUBMISSION PROPOSAL
3.2.1. THE CONSULTANT WILL submit three (3) printed copies and one (1) electronic copy of its proposal to the Washington County office labeled:
Washington County – Building Services Proposal for Construction Management Services for Washington County Library Project, Mahtomedi
Stillwater Government Center 14949 62nd Street North Stillwater, MN 55082
3.2.2. REQUEST FOR CLARIFICATION: Only written questions will receive responses. Washington County reserves the right to disregard questions received after 4:00 PM on Friday, September 8, 2017. Response to questions will be made by written addendum.
3.2.3. THE SUBMITTAL WILL be made at or before 4:30 PM Central Time, September 18, 2017. NOTE: Late proposals may not be accepted.
3.2.4. BY SUBMITTING A PROPOSAL, the proposer represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the project’s objectives.
3.2.5. ANY CHANGES TO THIS RFP will be made by written addendum. No verbal modification will be binding. If any addendum is issued for this RFP, it will be posted to the Washington County Website by September 13, 2017. Acknowledge receipt of all addenda in your proposal.
3.2.6. PRE-CONTRACTUAL EXPENSES are defined as expenses incurred by the proposer in:
Preparing its proposal in response to this RFP
Submitting that proposal to Washington County
Negotiating with Washington County any matter related to this proposal;
Any other expenses incurred by the proposer prior to the date of execution of the proposed agreement
Washington County will not, in any event, be liable for any pre-contractual expense incurred by the proposers in the preparation of this proposal. Proposers will not include any such expenses as part of their proposals.
3.2.7. WHERE TWO OR MORE CONSULTANTS desire to submit a single proposal in response to this RFP, they should do so on a prime-
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subcontractor basis rather than as a joint venture. Washington County intends to contract with a single firm and not with multiple firms doing business as a joint venture.
3.2.8. WASHINGTON COUNTY MAY investigate the qualifications of any
proposer under consideration, require confirmation of information furnished by the proposer, and require additional evidence of qualifications to perform the work described in this RFP.
3.2.9. WASHINGTON COUNTY RESERVES the right to:
Reject any or all proposals if such action is in the public’s interest
Cancel the entire Request for Proposal
Issue a subsequent Request for Proposal
Remedy technical errors in the Request for Proposal process
Negotiate with any, all, or none of the RFP respondents
Reject and replace one or more subcontractors
3.2.10. THIS RFP DOES NOT COMMIT WASHINGTON COUNTY to enter into a contract, nor does it obligate Washington County to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.
3.2.11. ALL INFORMATION INCLUDED in the submitted proposal will be classified in accordance with Section 13.591 of Minnesota statutes governing data practices.
3.3. PROPOSAL CONTENT
Proposals will be prepared two-sided on 8-1/2” x 11” paper. Use of 11” x 17” fold-out sheets for large tables, charts or diagrams is permissible. The proposal should include the following information:
3.3.1. FIRM QUALIFICATIONS: Select a maximum of four (4) “representative”
projects completed by your firm. For each project provide:
Name and location of project
Contract Amount
Type of Project
Owner Name and Contact Person
Architect Name and Contact Person
Date of Completion
Describe your firm’s special strengths and areas in which you believe your company to be exceptionally competent.
3.3.2. FIRM CAPACITY/EXPERIENCE: Describe your organization’s annual
capacity for project delivery and overall experience/reputation:
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List number of years the firm has been in business
List your annual volume of work (in construction dollars) during the past ten years for the office that will be responsible for this project
Describe the percentage of your business mix between Public sector and Private sector during the past ten years for the office that will be responsible for this project
Describe your annual volume of work completed with the CMa delivery method (in construction dollars) during the past ten years for the office that will be responsible for this project
Describe your present and future work load specifying which projects are utilizing the CMa delivery method
3.3.3. STAFF QUALIFICATIONS: Organizational chart showing how your firm will staff and organize and identify these individuals you propose to assign as Principal(s) in charge of the project,
Project Manager, Project Superintendent(s), and other relevant positions.
Provide resumes for each person in your project team
Provide 2 client references for the Project Manager and Project Superintendent
Identify capacity and resources for back-up and support of assigned staff (include total number of employees and titles from the office that will be responsible for this project)
3.3.4. CONSTRUCTION MANAGEMENT APPROACH: Describe your firm’s
construction management approach to the key challenges listed below:
Project staging to minimize operations disruptions
Maintaining project budgets
Delivering the projects on schedule
Construction site safety
Pre-construction approach
Post-occupancy approach
3.3.4.1. DESCRIBE YOUR FIRM’S CONSTRUCTION MANAGEMENT APPROACH to the services listed below:
Contract administration
Detailed example of General Conditions coordination with owner identifying a transparent approval process. CMa firm will identify percentage rate of mark-up for General Conditions coordination in Attachment B
Ensuring project quality
Safety program
Change order procedures
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Management and coordination of final startup, testing, and occupancy
3.3.5. COST PROPOSAL: Complete the spreadsheet enclosed as Attachment B – Cost Proposal. This will also be provided electronically.
For the purposes of this proposal, the schedule and construction cost provided in Section I. and this spreadsheet MUST be used. Additional lines may be added as needed for staff positions. If your firm believes that the proposed cost and/or schedule may be less or more than those amounts stated, you may discuss this in your proposal in this section. Do not adjust your cost proposal to reflect any new assumed, possible, or revised schedule and/or construction cost.
4. EVALUATION, INTERVIEWS, AND CONTRACT AWARD
4.1. EVALUATION TEAM: The Evaluation Team may conduct interviews with selected proposers if necessary. If interviews are scheduled, additional information on schedule, format, and questions will be provided.
4.2. EVALUATION CRITERIA: Washington County will review the proposals using Qualifications Based Selection criteria. The proposal award will be based upon, but not necessarily limited to, or in order of importance, the following criteria:
The proposer’s project manager(s) and their experience in leading similar projects
General reputation and experience of proposer’s firm and personnel
The proposer’s scope of work, project approach, and the County’s evaluation of the proposer’s ability to furnish the required work
Construction Management approach to key challenges
Familiarity with Washington County
The proposed price and detailed work effort
Safety program
Preconstruction Services
4.3. CONTRACT The agreement to be executed between the successful proposer and Washington County will include the provisions of the County’s General Terms and Conditions, which have been included in this RFP as Attachment A.
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ATTACHMENT A REQUIRED CONTRACT TERMS AND CONDITIONS
A contract will be prepared by Washington County upon selection of a firm. Appropriate language will be added to document the specific nature and scope of services, costs, responsibilities, and liabilities of each party. Additional areas of concern may be incorporated, subject to mutual agreement between parties. General conditions set forth in this section will be incorporated into the professional services agreement. The following provisions 1.0 through 17.0 must be included in any contract and are non-negotiable. 1.0 DOCUMENT FORMAT
All word processing documents shall be done and provided to the County in Microsoft Word format, and not converted from other formats. Data files shall be provided in Microsoft Excel format. CAD files shall be provided in .dwg format.
2.0 NONDISCRIMINATION
The Consultant agrees to comply with the nondiscrimination provision set forth in Minnesota Statute 181.59. The Consultant’s failure to comply with section 181.59 may result in cancellation or termination of the agreement, and all money due or to become due under the contract may be forfeited for a second or any subsequent violation of the terms or conditions of this contract.
3.0 STANDARDS
The Consultant shall comply with all applicable Federal law, State statutes, Federal and State regulations, and local ordinances now in effect or adopted during the performance of the services herein until completion of said services. Failure to meet the requirements of the above shall be a substantial breach of the agreement and will be cause for cancellation of this contract.
4.0 POSSESSION OF FIREARMS ON COUNTY PREMISES
Unless specifically required by the terms of this contract or the person it is subject to an exception provided by 18 USC§ 926B or 926BC (LEOSA) no provider of services pursuant to this contract or subcontractors shall carry or possess a firearm on county premises or while acting on behalf of Washington County pursuant to the terms of this agreement. Violation of this provision is grounds for immediate suspension or termination of this contract.
5.0 SUBCONTRACTING AND ASSIGNMENT The Consultant shall not enter into any subcontract for performance of any services contemplated under this agreement; nor novate or assign any interest in the agreement, without the prior written approval of the county. Any assignment or novation may be made subject to such conditions and provisions as the county may impose. If the Consultant subcontracts the obligations under this agreement, the Consultant shall be responsible for the performance of all obligations by the subcontractors.
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6.0 SUBCONTRACTOR PROMPT PAYMENT PURSUANT TO MINNESOTA STATUTE §471.425 subd. 4a., Consultant shall pay any subcontractors within 10 days of the Consultant’s receipt of payment from the county for undisputed services provided by the subcontractor. The Consultant shall pay interest of 1½ percent per month, or any part of a month, to the subcontractor on any disputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the prime Consultant shall pay the actual penalty due to the subcontractor. The subcontractor shall have third party rights under this agreement to enforce this provision.
7.0 DATA PRACTICES
All data collected, created, received, maintained, or disseminated for any purpose by the activities of the Consultant, because of this agreement shall be governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 (Act), as amended and the Rules implementing the Act now in force or as amended. The Consultant is subject to the requirements of the Act and Rules and must comply with those requirements as if it is a governmental entity. The remedies contained in section 13.08 of the Act shall apply to the Consultant.
8.0 AUDITS, REPORTS, RECORDS AND MONITORING PROCEDURES/RECORDS
AVAILABILITY & RETENTION Pursuant to Minn. Stat. section 16C.05 subd. 5, the Consultant will: Maintain records which reflect all revenues, costs incurred and services provided in the performance of this Agreement.
Agree that the County, the State Auditor, or legislative authority, or any of their duly authorized representatives at any time during normal business hours, and as often as they may deem reasonably necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., and accounting procedures and practices and involve transactions relating to this agreement. The Consultant agrees to maintain these records for a period of six (6) years from the date of the termination of this agreement.
9.0 JURISDICTION & VENUE
This contract, amendments and supplements thereto, shall be governed by the laws of the State of Minnesota. All actions brought under this agreement shall be brought exclusively in Minnesota State Courts of competent jurisdiction with venue in Washington County.
10.0 CONTRACTOR DEBARMENT, SUSPENSION AND RESPONSIBILITY CERTIFICATION Federal Regulation 45 CFR 92.35 prohibits the county from purchasing goods or services with federal money from vendors who have been suspended or debarred by the federal government. Similarly, Minnesota Statutes, Section 16C.03, subdivision 2, provides the Commissioner of Administration with the authority to debar and suspend vendors who seek to contract with the county. Consultants may be suspended or debarred when it is determined through a duly authorized hearing process, that they have abused the public trust in a serious manner.
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By signing this agreement, the Consultant certifies that it and its principals* and employees:
10.1 ARE NOT PRESENTLY DEBARRED, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from transacting business by or with any federal, state, or local governmental department or agency; and
10.2 HAVE NOT WITHIN A THREE YEAR-PERIOD preceding this agreement: 1) been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state, or local government) transaction or contract, 2) violated any federal or state antitrust statutes, or 3) committed embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and
10.3 ARE NOT PRESENTLY indicted or otherwise criminally or civilly charged by a
governmental entity for:
10.3.1 commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state, or local government) transaction,
10.3.2 violating any federal or state antitrust statutes, or
10.3.3 committing embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements or receiving stolen property; and
10.4 ARE NOT AWARE of any information and possess no knowledge that any
subcontractor(s), that will perform work pursuant to this agreement, are in violation of any of the certifications set forth above; and
10.5 SHALL IMMEDIATELY GIVE WRITTEN NOTICE to the contract manager should the Consultant come under investigation for allegations of fraud or a criminal offense in connection with obtaining or performing a public (federal, state, or local government) transaction, violating any federal or state antitrust statute, or committing embezzlement, theft, forgery, bribery, falsification of records, making false statements, or receiving stolen property.
*Principals, for the purpose of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary division or business segment, and similar positions).
11.0 INDEMNIFICATION
The Consultant agrees it will defend, indemnify and hold harmless the County, its officers and employees against any and all liability, loss, costs, damages, and expenses which the County, its officers, or employees may hereafter sustain, incur, or be required
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to pay arising out of the negligent or willful acts or omissions of the Consultant in the performance of this agreement.
12.0 INSURANCE REQUIREMENTS
The Consultant agrees that in order to protect itself, as well as the County, under the indemnity provisions set forth above, it will at all times during the term of this Agreement, keep in force the following insurance protection in the limits specified: 12.1 COMMERCIAL GENERAL LIABILITY with contractual liability and Professional
Liability coverage in the amount of the County’s tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time.
12.2 AUTOMOBILE COVERAGE in the amount of the County’s tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time.
12.3 WORKER’S COMPENSATION in statutory amount. (if applicable) Prior to the effective date of this Agreement, the Consultant will furnish the County with a current and valid proof of insurance certificate indicating insurance coverage in the amounts required by this agreement. This certificate of insurance shall be on file with the County throughout the term of the agreement. As a condition subsequent to this agreement, Consultant shall insure that the certificate of insurance provided to the County will at all times be current. The parties agree that failure by the Consultant to maintain a current certificate of insurance with the County shall be a substantial breach of the contract and payments on the contract shall be withheld by the County until a certificate of insurance showing current insurance coverage in amounts required by the contract is provided to the County. Any policy obtained and maintained under this clause shall provide that it shall not be cancelled, materially changed, or not renewed without thirty days’ notice thereof to the County.
13.0 INDEPENDENT CONTRACTOR It will be agreed that nothing within the contract is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties or as constituting the Consultant as the agent, representative, or employee of the County or the Public Works Department for any purpose or in any manner whatsoever. The Consultant is to be and shall remain an independent consultant with respect to all services performed under this agreement. The Consultant will secure, at its own expense, all personnel required in performing services under the agreement. Any and all personnel of the Consultant or other persons, while engaged in the performance of any work or services required by the Consultant under this agreement shall have no contractual relationship with the County or the Public Works Department and shall not be considered employees of the County or Public Works Department.
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14.0 MODIFICATIONS Any material alteration, modification, or variation shall be reduced to writing as an amendment and signed by the parties. Any alterations, modifications, or variations deemed not to be material by agreement of the County and the Consultant shall not require written approval.
15.0 MERGER
It is understood and agreed that the entire agreement of the parties is contained here and that this contract supersedes all oral agreements and negotiations between the parties relating to this subject matter. All items referred to in this contract are incorporated or attached and deemed to be part of the contract.
16.0 CANCELLATION
The County may cancel this Agreement at any time upon giving fifteen (15) days written notice sent to the Consultant at the address above.
17.0 SERVICES BEYOND THE SCOPE OF THIS CONTRACT
Any additional tasks added to this project must be by written amendment to this Contract signed by both parties.
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ATTACHMENT B Washington County Mahtomedi Library CM FEE PROPSAL
INSERT FIRM NAME HERE SEPTEMBER 1, 2017
CONSTRUCTION MANAGEMENT FEE (BASED ON HARD CONSTRUCTION COST OF $3,850,000)
% $
GENERAL CONDITIONS MARK-UP PERCENTAGE
%
PRE-CONSTRUCTION
START DATE: 10/2/2017 FINISH DATE: 3/15/2019
Description Quantity Unit Unit Cost Total
Project Executive, Principle in Charge HRS $
General Superintendent HRS $
Superintendent HRS $
Senior Project Manager HRS $
Project Manager HRS $
Field Engineer HRS $
Safety Director HRS $
Administrative Assistance HRS $
HRS $
HRS $
HRS $
Subtotal PRECONTRSUCTION STAFF $
CONSTRUCTION
ESTIMATED 10 MONTH CONSTRUCTION SCHEDULE
Description Quantity Unit Unit Cost Total
Project Executive, Principle in Charge HRS $
General Superintendent HRS $
Superintendent HRS $
Senior Project Manager HRS $
Project Manager HRS $
Field Engineer HRS $
Safety Director HRS $
Administrative Assistance HRS $
Data Processing HRS $
Estimator HRS $
Yard/Equipment Manager HRS $
Subtotal CONTRSUCTION STAFF $
