Aspen School District
Request for Proposals for Construction Manager/General Contractor (CM/GC) Services
Submittal Deadline: June 30, 2009 - 5:00 pm
for
West Ranch Employee Housing Site Improvements and Snowmass Village Employee Housing Project
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 2 of 10
1.0
INTRODUCTION The Aspen School District will be accepting Proposals from experienced firms to provide Construction Manager/General Contractor (CM/GC) services for improvements to their West Ranch (Woody Creek) employee housing site and the Snowmass Village Employee Housing project. The first step shall consist of the submittal of a Proposal which will be evaluated in accordance with the criteria set forth in this Request for Proposal (RFP). The second step will be to interview the most qualified firms. Following the Interview, the most highly qualified firm will be identified. The firm with the highest total score based on the bid submitted and the other factors set forth herein will be selected to provide Preconstruction Services and for GMP negotiations. If the parties cannot agree on a GMP as described in Section 5.4, the negotiations will be terminated and the District reserves the right to begin negotiations with the next highest scoring firm. All costs incurred by firms choosing to participate in this RFP process shall be borne by the proposing firms. All provisions of this RFP will become a part of the CM/GC Contract. The CM/GC’s written response to the RFP will also become a part of the CM/GC Contract.
2.0
PROJECT DESCRIPTION Improvements will be made to the Aspen School District’s West Ranch employee housing development in Woody Creek. Project specifics include, but are not limited to, paving the entry road, building carports and storage spaces, enclosing the trash and recycling area and landscaping the existing units and disturbed areas. In addition, the School District is planning a multi-family housing project consisting of approximately 17-20 units. The units will be occupied by teachers and staff employed by the District. Preliminary plans call for a mix of 45% one-bedroom, 45% two-bedroom and 10% three-bedroom units. The project will be fast-tracked for completion by August of 2010. The project is located in Snowmass Village on .87 acres of land between Anderson Ranch Arts Center and Fairway Three townhomes. The district believes the best use of taxpayer funds is to utilize off-site fabricators for the units. The design team members include : Architect: Studio B Architects Landscape Architect: DHM Land Planner: Elk Mountains Planning Engineering: Sopris Engineering James Jackson Romeo Beaudin Ganze
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 3 of 10
3.0
SCHEDULE The following is the current planned schedule for project events: 3.1 Design and Construction West Ranch Design & Construction Documents Building Permits (phased) Bid and Award Subcontracts Construction Start Punch List & Final Commissioning Owner’s Move-In Snowmass Village
11/30/09 ....................... 12/18/09 1/29/10 ......................... 2/26/10 1/29/10 ......................... 2/26/10 4/1/10 ........................... 3/1/10 7/5/10 ......................... 7/19/10 8/1/10 ........................... 8/1/10
3.2
CM/GC Selection Process 6/18/09 6/30/09 7/6/09 7/10/09 7/24/09 7/24/09 12/18/09 1/1/10 First publication of RFP in local papers Proposal submittal deadline from interested CM/GC firms Interviews (during week of) Notification of selected firm Preconstruction Work Plan due Agreement for Preconstruction Services executed GMP Negotiations begin CM/GC Contract Executed between CM/GC and Owner
Standard Template Last Revised June 15, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 4 of 10
4.0
SCOPE OF CM/GC SERVICES The CM/GC will work collaboratively and proactively with the Owner and Architect to proceed with planning, design and development of the work in a manner which supports the Owner's efforts to keep costs within the Owner's budget. The CM/GC shall provide CM services, including but not limited to: 1. Providing cost-estimating at Schematic Design Development and Construction Documents, including GMP budgeting; 2. Determining and reconciling constructability issues and performing constructability analysis of the design documents prior to subcontract bidding; 3. Assessing alternative construction options for cost savings; 4. Identifying products for Value Engineering (VE) and engineering systems for life cycle cost design considerations and recommending all work necessary to support their implementation and; 5. Participating in Owner's Design and Construction Documents Phases coordination reviews. 6. Assistance in identifying safe work practices and requirements for construction; 7. Assessing and recommending site logistics requirements; 8. Recommending phasing, sequencing of work and construction scheduling; In addition, the CM/GC must be familiar with the local labor and subcontracting market and be capable of working with subcontractors to generate viable pricing alternatives. During preconstruction the CM/GC shall actively participate as a member of the projec t team with the Owner and the Architec t during the Design and Construction Documents Phases prior to construction. The CM/GC shall be responsible for providing necessary consulting expertise to the Owner to ensure that the program scope is maximized and the construction budget and the Project schedule are met.
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 5 of 10
5.0
SELECTION AND AWARD PROCESS The process for selection of the firm, payment for Preconstruction Services, negotiation of the GMP, and award of the CM/GC Contract is anticipated to be as follows: 5.1 Anyone interested in becoming the CM/GC may submit a Proposal in accordance with the requirements set forth in this Request for Proposals for CM/GC Services. 5.2 On the basis of the evaluation criteria set forth in this RFP the firms submitting proposals will be scored and ranked. The most qualified firms will be asked to an interview. 5.3 The firm with the highest score based on the selection committee’s evaluation of the original Proposal and the Interview will be asked to submit a Preconstruction Work Plan. Subject to approval of the Preconstruction Work Plan by the Owner, the Contractor shall immediately execute an Agreement for Preconstruction Services, which shall be solely for the performance and payment of Preconstruction Services. If the Contractor fails to submit a Preconstruction Work Plan to the Owner within fourteen (14) calendar days of Owner's request, the Owner may select the next highest ranked firm for entering into an Agreement for Preconstruction Services. It is anticipated that GMP negotiations will occur when the scope of the project is adequately defined and the Contract Documents are at least ninety percent (90%) complete as mutually determined by the CM/GC and the Owner, but no later than the conclusion of Construction Documents. At the time a GMP is successfully negotiated, the parties will sign the CM/GC Contract, which contract shall replace, supersede and incorporate the Agreement for Preconstruction Services, thereby merging the CM/GC Contract and the Agreement for Preconstruction Services. 5.4 GMP negotiations will take place prior to execution of the CM/GC Contract. GMP negotiations shall be completed within 30 days of the receipt of the Contractor's GMP estimate. The Contractor's GMP estimate shall be completed no later than three weeks from receipt of the construction documents to be used for GMP negotiations. Should the Contractor and Owner not agree on a satisfactory GMP that the Owner determines to be fair, reasonable and within the available funds, the Owner may cancel the negotiations and begin to negotiate with the next highest ranked firm. Should the Owner choose to cancel the negotiations upon failure to achieve a GMP, such cancellation will be effective upon receipt of written notification to the Contractor. Contractor shall not be reimbursed for the GMP negotiations.
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 6 of 10
6.0
SUBMITTAL DEADLINE One original unbound copy of the Proposal in response to this RFP containing the items listed in Sections 7 and 8 below must be received at the District Business Office no later than 5:00 p.m. on June 30, 2009. Submittals sent by mail or courier shall be sent to the address below and must be delivered to the District Business Office by the deadline stated above. Faxed submittals will not be accepted. If electronic submission is preferred, the address is provided below. Angela Rittenhouse Aspen School District Superintendent’s Office 0235 High School Road Aspen, CO 81611 970-925-3760 x 4007 E-mail: arittenhouse@aspenk12.net
7.0
PROPOSAL FORMAT Every Proposer must reply to each of the evaluation criteria set forth below in a clear and concise manner. Responses must be in the same order as listed, clearly separated and labeled by response. Brevity is preferred. Pay attention to specific requests for information. The submittals shall be organized in a manner that will enable the CM/GC selection committee to quickly access pertinent information. In consideration of the reviewer's time, every effort should be made to avoid duplicating the information presented in the Proposal. The Owner reserves the right to reject any or all bids, and to waive informalities or non-material irregularities in the bids received.
8.0
PROPOSAL EVALUATION CRITERIA: (65 points) All proposals received will be scored by a selection committee consisting of representatives from the Board of Education, the Architectural firm, and other project individuals assigned to the committee. Each evaluation criterion has been assigned points based on its relative value to the contract as a whole. The Proposal criteria and their associated points are as follows: 8.1 Letter of Interest: (1 point) The Letter of Interest should not be more than two (2) pages long and may contain any information not shown elsewhere in the submittals. Qualifications of the Firm: (10 points) Provide a brief description of the history and capabilities of the firm. Describe types of projects or services the firm normally performs and relative dollar value of each. If the firm is a joint-venture, describe the component parts and indicate where the partners have had experience working together.
8.2
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 7 of 10
8.3
Ability of the Firm's professional personnel: (9 points) Describe the proposed Project Team, including team members, the organization, and the responsibilities of each team member. Provide an organization chart showing the staffing proposal for the key individuals assigned to the Project Team. Prepare a separate listing for the preconstruction and construction phases. At a minimum, the corporate executive dedicated to the Project, the project manager, the superintendent, the estimator, the scheduler and the safety officer shall be identified. List the title of the position, the name and qualifications of the individuals to be assigned, the hourly rate to be charged for work performed by the individuals assigned (if a Negotiated Support Service), and the extent of involvement of the individuals assigned during each phase of the Project (preconstruction, subcontract buyout and construction) expressed as a percentage (100% = full time). Include resumes with the history of employment, education, work experience, length of time with the firm, and any other information the selection committee might find useful in evaluating the qualifications and abilities of the individuals nominated, including but not limited to, experience in management of comparable projects, critical path method schedule preparation and analysis, and pricing and negotiation of change orders. Note: If selected, Proposer acknowledges that it will provide for the duration of the Project, the full complement of staff, including the specific persons identified in its Proposal. Past performance of the Firm in negotiated and complex projects: (7 points) Describe your firm's experience in completing projects involving the use of off-site fabricators. Provide a list of five similar and completed projects in the Roaring Fork Valley or throughout Colorado. For each project provide a description of the project, the duration of construction, the final cost, a description of the Preconstruction Services performed, a reference with telephone number who is familiar with your firm's performance in completing the project and note if any of the individuals named in your Project Team participated as members of the project team for the listed project. If your firm has not completed five projects in Colorado, then list projects you believe were successfully completed using a similar construction technique, CM/GC or GMP format. Ability of the Firm to meet time and budget requirements: (5 points) Describe how your firm would monitor and ensure the Owner's program scope is maximized and the Owner's construction budget and project schedule are met at every phase of the Design and Construction Documents development and during construction. What estimating and scheduling systems and management techniques does your firm employ to achieve success in the aforementioned items? Provide the following additional information for each of the five projects listed in your firm's response to paragraph 8.4 above: 1) Owner's original estimate; 2) original Total Contract Cost; 3) final contract cost; 4) original contract completion date; and 5) actual date of Substantial Completion.
8.4
8.5
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 8 of 10
8.6
Firm’s proximity to the Project location: (2 points) Indicate your firm’s proximity to the Project locations, familiarity with the local labor and subcontracting market, and capability of working with subcontractors to generate viable pricing alternatives. Recent, current and projected workload of the Firm: (5 points) What has been your firm's annual volume (in dollars) of construction for the past five years? What is the anticipated volume for the current year and what is your plan for the next year? How would your firm's participation in this project affect that plan? Attach a financial statement, preferably an audited statement, including your firm’s latest balance sheet and income statement showing the following: Current Assets, Net Fixed Assets, Other Assets, Current Liabilities, and Other Liabilities. Provide the firm's bonding capacity and address the ability of the firm to bond this project. List the name, contact person and telephone number of your bonding agent, and i n c l u d e a s t a t e m e n t f r o m y o u r b o n d i n g a g e n t p e r t a i n i n g t o t h e commitment to bond this project. (Financial information can be packaged separately for confidential handling, if you prefer.)
8.7
8.8
Firm's approach to executing the Project: (3 points) Discuss the firm's approach to construction and completing the project. Discuss the major challenges to successful completion and how the firm proposes to approach them. Indicate the scope of work the firm proposes to self perform and its ability to perform it. Describe any expectations the Proposer may have for the District, including but not limited to, the extent of on-site architectural and/or engineering representatives during major construction or installation phases. Describe your firm's experience in working on projects seeking to maximize sustainable construction practices. Indicate initiatives the firm has employed to achieve sustainable features and/or construction processes beyond those defined in the Contract Documents.
8.9
Accident Prevention Program: (3 points) Discuss your firm’s company-wide safety program. Attach a standard site safety plan. Does your firm have a safety officer? If so, please attach a resume for the officer if you did not do so in 8.3. Include your firm’s practices regarding pre-hire drug-testing programs, policies to insure a drug free work place, and any requirements that you have for subcontractors working on your project to have a pre-hire drug-testing program.
Standard Template Last Revised June 14, 2009
Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 9 of 10
8.10
Preconstruction Services: (10 points) Describe your firm's philosophy and approach to Preconstruction Services. Specifically address the following Preconstruction responsibilities: 1) Cost tracking, cost-estimating and reconciliation with second parties; 2) Providing Design and Negotiated Support Services budgeting; 3) Providing Design and Construction Document coordination comments and verifying their implementation; 4) Determining and assessing constructability issues including providing assistance in identifying safe work practices and requirements for construction; 5) Proposing Value Engineering and assessing alternative construction options, products and engineering systems for cost savings and life cycle cost design considerations; 6) Investigation of existing conditions to ensure the construction documents will reflect the actual site conditions; 7) Scheduling, making recommendations for change and advising long-lead procurement packages to ensure the project schedule; 8) Recommending phasing and sequencing of work to minimize impacts to work site; 9) Assessing and recommending Site logistics requirements; 10) Subcontract Plan preparation and procurement planning. Provide two or more examples of projects that demonstrate the range of Preconstruction Services your firm has provided on previous projects, or private sector projects with a guaranteed maximum price (GMP).
8.11
Quality Control: (3 points) Provide a summary of your firm's approach to quality control during construction including coordination of subcontract work and building systems commissioning. In this summary include a description of the quality control organization you plan to employ and the levels and authority of the individuals assigned quality control responsibility.
Standard Template Last Revised June 14, 2009
f Phase One and Phase Two Housing Projects
Aspen School District REQUEST FOR PROPOSALS FOR CM/GC SERVICES Page 10 of 10
8.12
LEED Experience: (2 points) LEED certification is not an established goal for these projects, but we are interested in screening applicants for their experience. Provide a summary of your firm's experience in working on projects seeking Leadership in Energy and Environmental Design (LEED) certification. Indicate level of certification, if the project became LEED certified, and the Project Team's role in documentation. Also, indicate initiatives the firm employed to achieve ad diti onal LEED poi nts ot her t han t hose defin ed i n the Con tract Documents. Preconstruction Services Fee: (5 points) Based on the Preconstruction responsibilities outlined in 8.10 and the Scope of CM/GC services outlined in 4.0, and the Schedule outlined in 3.0, what fee structure do you propose for these specific Preconstruction services?
8.13
9.0
INTERVIEW: (35 points) After scoring Proposals, the selection committee will select a short-list of the most highly qualified firms to interview. Prior to the interview, references will be checked by the selection committee. Should your firm be invited to Interview, questions will be directed solely to the proposed Project Team. At a minimum, the corporate executive dedicated to the project, the project manager, the superintendent, estimator, and other key individuals responsible for Preconstruction Services shall be in attendance. In addition to presenting their qualifications, experience, and approach to the project, the Project Team will be expected to respond to questions from the selection committee regarding the Proposal as well as any additional questions that might have been posed as proposals were reviewed.
10.0
FINAL SELECTION The firm with the highest total score (Total Possible: 100 points) resulting from the selection committee's scoring of the Proposal and the Interview, will be selected to provide Preconstruction Services and for GMP price negotiations.
Standard Template Last Revised June 14, 2009