Request for Qualifications (Criteria Architect/Engineer, Architect/Engineer) State of Ohio Standard Forms and Documents

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1 Request for Qualifications (Criteria Architect/Engineer, Architect/Engineer) State of Ohio Standard Forms and Documents Administration of Project: School District Board + OFCC Project Name West Clermont LSD Segment 1 Response Deadline 12/09/2016 4:00 PM local time Project Location 4350 Aicholtz Road Cincinnati, Ohio Project Number SFC City / County Cincinnati / Clermont County Project Manager Paul J. Motylinski, P.E. Owner West Clermont LSD Contracting Authority School District Board + OFCC Delivery Method Design Build & General Contracting Prevailing Wages None No. of paper copies requested (stapled, not bound) 0 No. of electronic copies requested (PDF) 1 Submit the requested number of Statements of Qualifications (Form F ) directly to Jill Hoobler at Jill.Hoobler@ofcc.ohio.gov. See Section H of this RFQ for additional submittal instructions. Submit all questions regarding this RFQ in writing to Jill Hoobler at Jill.Hoobler@ofcc.ohio.gov with the project number included in the subject line (no phone calls please). Questions will be answered and posted to the Opportunities page on the OFCC website at on a regular basis until one week before the response deadline. The name of the party submitting a question will not be included on the Q&A document. Project Overview A. Project Description CRITERIA ARCHITECT SERVICES Build two (2) new PK-5 elementary school buildings. Each new PK-5 elementary school building will be 83,274 square feet (SF) in size. One new PK-5 elementary school building will be constructed on the existing Summerside Elementary site; the other PK-5 elementary school building will be constructed on the existing Willowville Elementary site. Each new PK-5 elementary school building will be similar in design to the Amelia Elementary building, which was constructed in Construction activities are anticipated to start in the Spring of 2017, with construction ending in the Summer of The project delivery method for the two new PK-5 elementary school buildings will be design-build. A guaranteed maximum price (GMP) for each new PK-5 elementary school building will be required to be submitted by each short listed design-build firm at the time of the best value selection. Both new PK-5 elementary school buildings are required to achieve LEED silver certification at a minimum. Abate and demolish the existing Summerside Elementary building and the existing Willowville Elementary building after occupancy is achieved for the two new PK-5 elementary school buildings referenced above. The project delivery method for these buildings is design-build. A GMP for the abatement and demolition of each building referenced above will be required to be submitted by each short listed design-build firm at the time of the best value selection. For the buildings delivered via the design-build delivery method, West Clermont LSD and OFCC are currently working on procuring services related to a topographical survey, geotechnical subsurface exploration, phase I environmental site assessment, and abatement survey and abatement specification development. These deliverables will be required to be included with the criteria documents that are created. ARCHITECT OF RECORD SERVICES Renovate and add to the existing PK-5 Clough Pike Elementary building. The size of the renovation is 44,646 SF and the size of the addition is 5,104 SF. Clough Pike Elementary will be an unoccupied renovation, with the student population using the existing Brantner Elementary building as swing space during construction. Construction activities are anticipated to start in June 2018, with construction ending in the Summer of The project delivery method for this building will be general contracting. The PK-5 Clough Pike Elementary building is required to achieve LEED silver certification at a minimum. Abate and demolish the existing Brantner Elementary building after the completion of the renovation and addition scope and after occupancy is achieved for Clough Pike Elementary. The project delivery method for this building will be general contracting. F OCTOBER Publish Date: [leave blank]; Ohio Register # [leave blank] Page 1 of 5

2 For the buildings delivered via the general contracting delivery method, the Architect of Record will be required to provide services including, but not limited to, topographical survey, geotechnical subsurface exploration, phase I environmental site assessment, and abatement survey and abatement specification development. West Clermont LSD may include a locally funded initiative (LFI) budget for additional square footage and/or possible building upgrades and/or enhancements to any of the projects. B. Scope of Services One architectural firm will be selected to provide criteria architect/engineer (C-A/E) as well as architect/engineer (A/E) services for the buildings referenced in the Project Description above. Provide C-A/E services for the buildings referenced above that will be delivered via the design-build delivery method. Refer to the C-A/E Scope of Services for design-build (form M110-53) on the OFCC website. Pursuant to ORC , professional design firms selected to provide C-A/E services shall not provide any A/E of Record services for the project for which the professional design firm was selected as the C-A/E. Provide A/E services for the buildings referenced above that will be delivered via the general contracting delivery method. Refer to the A/E Scope of Services for general contracting (form M SFC) on the OFCC website. The selected architectural firm, as a portion of its required Scope of Services and prior to submitting its proposals, will discuss and clarify with the Owner and/or the Contracting Authority, the cost breakdown of the Architect/Engineer Agreement detailed cost components to address the Owner s project requirements. Participate in the Encouraging Growth, Diversity & Equity (EDGE) Program as required by statute and the Agreement. C-A/E Services are to include, but are not limited to the following: 1. Program of Requirements for the two new PK-5 elementary buildings. 2. Tracking and reporting on the status of project cost versus the project budget throughout the duration of the project. 3. Attend and participate in the interviews of the short listed design-build firms. 4. Review and comment on the GMP proposals submitted by the short listed design-build firms. 5. Act as the lead regarding value engineering discussions and implementation and cost saving strategies. 6. Estimating related to the criteria documents. 7. Updating and approving the quarterly drawdown throughout the duration of the project. 8. Review and comment on contract modification pricing submitted during construction by the design-build firm. 9. Lead core meetings, and generate and distribute meeting minutes. 10. Review & comment on Schematic Design (SD), Design Development (DD), and Construction Documents (CD) phase submissions submitted by the design-build firm. 11. Review the SD, DD, and CD stage submissions to ensure that each stage submission is compliant with the Ohio School Design Manual. Provide comments to the design-build firm based on this review for correction. 12. Review and comment on project submittals. 13. Provide Special Inspections and construction testing services. 14. Review punch list submitted by the design-build firm and develop C-A/E punch list. Track completion of items on the C-A/E punch list. 15. During the construction period, provide not less than 16 hours (excluding travel time) on-site construction administration services each week for the buildings being delivered via the design-build delivery method, including (1) attendance at progress meetings, (2) a written field report of each site visit, (3) on-site representation comprised of the C-A/E and its consultant staff involved in the primary design of the project, all having relevant and appropriate types of construction administration experience. A/E Services are to include, but are not limited to the following: 1. Basic services as outlined in Articles 1 through 8 of the A/E Scope of Services for general contracting (form M SFC) on the OFCC website. 2. Additional services as outlined in Article 9 of the A/E Scope of Services for general contracting (form M SFC) on the OFCC website. 3. Tracking and reporting on the status of project cost versus the project budget throughout the duration of the project. 4. Updating and approving the quarterly drawdown throughout the duration of the project. 5. Lead monthly core meetings, and generate and distribute meeting minutes. 6. During the construction period, provide not less than 24 hours (excluding travel time) on-site construction administration services each week for the buildings being delivered via the general contracting delivery method, F OCTOBER Publish Date: [leave blank]; Ohio Register # [leave blank] Page 2 of 5

3 including (1) attendance at progress meetings, (2) a written field report of each site visit, (3) on-site representation comprised of the A/E and its consultant staff involved in the primary design of the project, all having relevant and appropriate types of construction administration experience. Refer to the Ohio School Design Manual for additional information about the type and extent of services required for each. A copy of the standard Agreement can be obtained at the OFCC website at For purposes of completing the Relevant Project Experience Matrix in Section F of the Statement of Qualifications (Form F ), below is a list of relevant scope of work requirements for this RFQ: 1. Project Delivery Method (MP, GC, CMR, DB) 2. Role on Project (AE-Lead, AE-Sub, CAE-Lead, CAE-Sub) 3. K-12 Facility (ES, MS, HS, CT, Combination) 4. New Construction or Renovation (N or R) 5. LEED Certification (Reg., Cert., Silver, Gold, Platinum) 6. OSFC/OFCC Projects 7. Detailed Estimating, Budget Management, Cost Tracking and Change Order Review 8. Analysis and Review of Construction Schedules and Updates 9. Ohio Capital Improvements Process (Specifically worked on projects that are in OAKS CI) For scope items 1, 2, 3, 4, and 5 listed above, insert one of the noted abbreviations in the Relevant Project Experience Matrix instead of using an x when applicable to one of the 10 Example Projects. C. Funding / Estimated Budget Total Project Cost $46,888,256 State Funding $ 45,363,991 Construction Cost $41,730,500 Other Funding $ 1,120,259 Estimated C-A/E Fee 1.25% to 3.25% Estimated A/E Fee 6.5% to 7.5% NOTE: The C-A/E and A/E fee for this project includes all professional design services, and consultant services necessary for proper completion of the C-A/E and A/E Basic Services for the successful completion of the project, including but not limited to: preparation / review and verification of the Program of Requirements, validation of existing site conditions (but not subsurface or hidden conditions), preparation of cost estimates and design schedules for the project. Fees may be negotiated and allocated for Additional Services (e.g., creation of a Program of Requirements, extensive evaluation or validation of site conditions, extensive pre-design investigations, code-required special inspection and testing, Quality Assurance testing during the construction period, and testing due to unforeseen conditions). D. Services Required (see note below) E. Anticipated Schedule Primary Architectural Professional Services Start 01 / 17 Secondary Demolition/Abatement Design Construction Notice to Proceed 07 / 17 Others Structural Engineering Substantial Completion of Elementary(s) 08 / 18 Civil Engineering Substantial Completion of Renovation 07 / 19 Mechanical, Electrical, Plumbing Engineering Professional Services Completed 11 / 20 Interior and Loose Furnishing Design Technology and Security Design F. EDGE Participation Goal Landscape Architecture, Kitchen Consulting (Food Service) Percent of initial TOTAL Fee 5.0% NOTE: The primary C-A/E and A/E shall be (1) a registered architect holding a license and certificate of authorization issued by the Ohio Architects Board pursuant to ORC Chapter 4703, (2) a landscape architect holding a license and certificate of authorization i ssued by the Ohio Landscape Architects Board pursuant to ORC Chapter 4703, or (3) a professional engineer or professional surveyor holding a license and certificate of authorization issued by the Ohio Engineers and Surveyors Board pursuant to ORC Chapter G. Evaluation Criteria for Selection Demonstrated ability to meet Owner s programmed project vision, scope, budget, and schedule on previous projects. Previous experience compatible with the proposed project (e.g., type, size). Relevant past work of prospective firm s proposed consultants. F OCTOBER Publish Date: [leave blank]; Ohio Register # [leave blank] Page 3 of 5

4 Past performance of prospective firm and its proposed consultants. Qualifications and experience of individuals directly involved with the project. Proposer s previous experience (numbers of projects, sizes of projects) when working with its proposed consultants. Specification writing credentials and experience. Experience and capabilities of creating or using Critical Path Method (CPM) schedules and of using CPM schedules as a project management resource. Approach to and success of using partnering and Alternative Dispute Resolution. Proximity of prospective firms to the project site. Proposer s apparent resources and capacity to meet the needs of this project. The selected firm and all its consultants must have the capability to use the internet within their normal business location(s) during normal business hours. Interested firms are required to submit the Commitment to Participate in the EDGE Business Assistance Program form in its Statement of Qualifications (Form F ) submitted in response to the RFQ, to indicate its intent to contract with and use EDGE-certified Business Enterprise(s), as a part of the firm s team. The Intent to Contract and to Perform and / or waiver request letter and Demonstration of Good Faith Effort form(s) with complete documentation must be attached to the Technical Proposal. Both forms can be accessed via the OFCC website at The Intent to Contract and to Perform form is again required at the Fee Proposal stage. For all Statements of Qualifications, please identify the EDGE-certified Business Enterprises, by name, which will participate in the delivery of the proposed professional services solicited in the RFQ. H. Submittal Instructions Firms are required to submit the current version of Statement of Qualifications (Form F ) available via the OFCC website at Electronic submittals should be combined into one PDF file named with the project number listed on the RFQ and your firm s name. Use the print feature of Adobe Acrobat or similar software for creating a PDF rather than using a scanner. If possible, please reduce the file size of the PDF. In Acrobat, go to Advanced, then PDF Optimizer. Statements of Qualifications are to be submitted electronically by . Submittals are to be limited to maximum of one with the total file size of 25 MB. Firms are requested to identify professional registrations, memberships and credentials including: LEED GA, LEED AP, LEED AP+, CCCA, CCM, CCS, CDT, CPE, DBIA, and any other appropriate design and construction industry credentials. Identify that information on the resume page for individual in Block 22, Section E of the F form. F OCTOBER Publish Date: [leave blank]; Ohio Register # [leave blank] Page 4 of 5

5 Criteria Architect/Engineer Selection Rating Form State of Ohio Standard Forms and Documents Project Name West Clermont LSD Segment 1 Proposer Firm Project Number SFC City, State, Zip Selection Criteria Value Score 1. Primary Firm Location, Workload and Size (Maximum 10 points) a. Proximity of firm to project site b. Amount of fees awarded by Contracting Authority in previous 24 months c. Number of licensed professionals 2. Primary Qualifications (Maximum 30 points) Less than 25 miles 5 25 miles to 50 miles 2 More than 50 miles 0 Less than $1,000,000 2 $1,000,000 to $5,000,000 1 More than $5,000,000 0 Less than 5 professionals 1 5 to 10 professionals 2 More than 10 professionals 3 a. Project management lead Experience / ability of project manager to manage scope / budget / schedule / quality b. Project criteria design lead Experience / creativity of criteria designer to document owner s vision and requirements c. Technical staff Experience / ability of technical staff to create accurate and complete design criteria 3. Key Consultant Qualifications (Maximum 20 points) a. Key discipline leads b. Proposed EDGE-certified Consultant participation* 4. Overall Team Qualifications (Maximum 10 points) a. Previous team collaboration b. Team organization 5. Overall Team Experience (Maximum 30 points) a. Previous team performance b. Experience with similar projects / delivery methods c. Budget and schedule management d. Knowledge of Ohio Capital Improvements process Experience / ability of key consultants to perform effectively and collaboratively One point for every 2 percent increase in professional services over the EDGE participation goal 0-15 Less than 3 sample projects 0 3 to 6 sample projects 2 More than 6 sample projects 5 Clarity of responsibility / communication demonstrated by table of organization Past performance as indicated by evaluations and letters of reference Less than 2 projects to 4 projects 4-6 More than 4 projects 7-10 Performance in completing projects within original construction budget and schedule Less than 2 projects to 4 projects 2-3 More than 4 projects 4-5 Max = 3 * Must be comprised of professional design services consulting firm(s) and NOT the lead firm Subtotal Notes: Evaluator: Name Signature Date F OCTOBER Publish Date: [leave blank]; Ohio Register # [leave blank] Page 5 of 5