I N C I T E D E S I G N S T U D I O / V S R D E S I G N

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1 RFP DELIVERABLES, METHOD SCORING, PROJECT CLOSOUT I N C I T E D E S I G N S T U D I O / V S R D E S I G N

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3 RFP DELIVERABLES, METHOD SCORING, PROJECT CLOSOUT I N C I T E D E S I G N S T U D I O / V S R D E S I G N Brian Foxworthy, AIA Incite Design Studio President Vance Rzepka VSR Design President

4 DISCLAIMER WE ARE NOT ATTORNEYS Missouri publicly funded projects Each School Board or Municipality could have it s own procurement procedures Publicly funded projects require licensed engineer/architect

5 DESIGNER PROCURMENT Brooks Act 1972 Requires selection of A/E on the basis of qualifications MO adopted Mini-Brooks Act in 1983 RFQ - Request for Qualifications RFQ advertised Entity ranks the top three firms and begins negotiations on fee with the top firm

6 DELIVERY METHODS Design Bid Build Traditional and Typical Design Build New to Missouri Process is cumbersome at this point Design CM Bid Build CMA or CMaR Typically for bigger scopes of work Design Cooperative State Bid

7 DESIGN BID BUILD A/E produces construction documents Project out to bid for construction Advertise Receive bids and open publicly Let to the Lowest, Responsive, and Responsible bidder

8 PROJECT MANUAL INVITATION TO BIDDERS Basic information for bidders including project type, bad date, construction dates, etc. INSTRUCTION TO BIDDERS - AIA A701 Standard instructions for bidding in the AIA documents. It contains items such as review of documents, notification of discrepancies, window for questions, etc. The AIA docs are an integrated system, have been around a long time, and have been vetted through the court system, so redundancies, or gaps are few.

9 PROJECT MANUAL BID FORM Project Specific form. This form has critical information. Typically: dates, addendum verification, document review, base bid, alternate bids, voluntary alternates, terms for those alternates, etc. STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR AIA A101 Standard Contract Form. There are many variations based on GC/CM/Small Project, etc. The form is the basic contract terms, including drawings, specifications, and other AIA forms.

10 PROJECT MANUAL GENERAL CONDITIONS OF THE CONTRACT FOR CONSTRUCTION - AIA-A201 After the AIA Contract, this document may be the most important of the front end documents. This document defines how the documents are to be interpreted, the responsibilities of all parties, procedures for changes, termination, retainage, permits, taxes, unknown conditions, construction schedules, shop drawing procedures, samples, safety and protection of property, insurance, bonds, uncovering and correcting work, testing and inspections, dispute resolution, Substantial and Final Completion, etc.

11 PROJECT MANUAL Substantial Completion Definition: fit for its intended purpose. Significance: Start of warranties. Complications: Grow-in & Maintenance Building finishes Code officials. Temporary C.O.

12 PROJECT MANUAL AIA G704

13 PROJECT MANUAL Final Completion Owners, A/E/LA s will want this to be defined by a contractor finishing the project and no longer on site, includes: product manuals/handbooks training on all systems as-built drawings attic stock The Final Completion determination typically allows for the release of all retainage.

14 PROJECT MANUAL SUPPLEMENTARY CONDITIONS These are items that are typically unique to the project or owner. They are intended to further define the General conditions. Common Issues/Misunderstandings: Liquidated Damages Terms of Liquidated Damage should be identified and addressed in the bid as well as throughout the project. Effort required to meet deadlines? When are delays granted? Calendar window (such as natural grass grow-in).

15 PROJECT MANUAL GEOTECHNICAL ENGINEERING REPORT When a Geo-technical Reports is included in the Project Manual, it is important to look at it closely. Geo-Tech reports are more than just soil borings to determine if rock is present or not. Common Issues/Misunderstandings: Subgrade preparation and pavement thicknesses Unclassified soils.

16 PROJECT MANUAL TECHNICAL SPECIFICATIONS These items are specific to the items of work. The Masterspec was recently expanded from 16 divisions to 33 Divisions. These divisions are intended to help organize the specific areas of work. Typically, each specification section is divided into three parts, General, Products, and Execution

17 PROJECT MANUAL PART ONE GENERAL This part typically describes the work in generalities, provides other sections for reference, identifies issues regarding site conditions, defines submittals required, warranty description, Quality Assurance, Schedule, etc. Common Issues/Misunderstandings: Shop Drawings used for product substitutions - Product Substitutions or installation details must not be submitted as a Shop Drawing. There are separate processes required for these items/issues. Shop Drawings are sometimes thought to supersede all other documents. Typically, no A/E/LA will check the vendors box that says this.

18 PROJECT MANUAL PART TWO PRODUCTS Describes the specific products required in the project. Manufacturers / suppliers of acceptable products. Specific system component qualities Basis of design - The basis of design lays the responsibility to meet or exceed the specific qualities of the product on the manufacturer or contractor. Common Issues/Misunderstandings: Acceptable Products A/E determines equal products. Contractor Experience When contractor or sub-contractor experience is defined, it is important to understand what type of involvement will be required. Does one certified employee qualify a firm/company?

19 PROJECT MANUAL PART THREE EXECUTION This part describes installation. The items are typically general and not proprietary, and do not outline the means and methods that a Contractor must use. Common Issues/Misunderstandings: Grow-In On projects where the contractors are from out of town, daily/weekly care during the critical grow-in period is expensive. Maintenance Training It is common practice for artificial turf installers to conduct a walk-through and maintenance training on their way out the door. At the conclusion, the installer requires a signature that the Owner signs verifying that everything is complete. Is this a binding document?

20 CASE STUDY Webb City Football 13 Time State Champion 10 State Titles under coach current coach John Roderique 5 in a row from Overall record since 1920 Notable Cardinals Jerry Kill, Coach Grant Wistrom,DE, Cornhuskers, Rams Webb City Football Commitment to Excellence

21 CASE STUDY Webb City Turf Project Goals 1. Safety of student athletes 2. Highest quality 3. Solve major drainage issues 4. Meet the schedule 5. Partnership 6. Best Value

22 CASE STUDY RFP with Method Scoring Traditional Design, Bid, Build process with an interview process to determine the Lowest, Responsive, and Responsible bidder Addresses many of the goals by providing Highest Quality Schedule Partnership Best Value

23 CASE STUDY Advertisement / Invitation to Bid

24 Bid Form CASE STUDY Alternates

25 Bid Form CASE STUDY Unit Prices Allowances Voluntary Alternates Time of Completion

26 Bid Tab CASE STUDY

27 CASE STUDY In Summary Owner accomplished all of its goals 1. Safety of student athletes 2. Highest quality 3. Solved major drainage issues 4. Met the schedule 5. Partnership Owner/A-E/Contractor/Turf Supplier 6. BEST VALUE With the money saved upgraded to a shock pad

28 CASE STUDY Partnership

29 Q&A