REQUEST FOR QUALIFICATIONS CONSTRUCTION MANAGEMENT (AT RISK) SERVICES SHORES COMMUNITY CENTER

Transcription

1 REQUEST FOR QUALIFICATIONS CONSTRUCTION MANAGEMENT (AT RISK) SERVICES SHORES COMMUNITY CENTER The City Council of Daytona Beach Shores, Florida (City) announces that it is seeking the submission of qualifications from construction management firms for construction management (at risk) services pertaining to the construction of a new City community center to be located at Oceans West Boulevard in the City. This delivery method entails a commitment by the construction manager to deliver the project within a Guaranteed Maximum Price (GMP). The construction manager will act as consultant to the City in the development and design phases (preconstruction services), but as the equivalent of a general contractor during the construction phase. The construction manager must manage and control construction costs to not exceed the GMP. This Request for Qualifications (RFQ) is for all site preparation and construction of a two story, approximately 16,000 square feet Community Center containing City Council chambers, several activity rooms, a catering kitchen, public restrooms, storage and other ancillary spaces. The present design includes a unique entry feature to the City s public recreation facility. The selected construction manager could be tasked with green construction practices utilizing the International Green Construction Code (IGCC). A complete package is available online at or by contacting City Clerk, Cheri Schwab: City of Daytona Beach Shores Attention: City Clerk Cheri Schwab 2990 S. Atlantic Avenue Daytona Beach Shores, Florida (386) Fax: (386) cschwab@cityofdbs.org Qualified responses will be reviewed and ranked by the City's Selection Committee. Based on the number of qualified responses received, the top ranked firms selected by the Selection Committee, as a result of the Selection Committee s review of the responses to this RFQ, will be requested to make a presentation to the Selection Committee followed by an interview by the Selection Committee. At least five (5) days prior to the interviews, the Selection Committee will provide the firms selected for a presentation/interview with a document that sets forth information regarding how the presentation and interview will be conducted, evaluated and ranked. After interviews, the Selection Committee will rank the finalists to determine the selected firm. The Selection Committee will then turn the matter over to the City Manager who will inform the City Council of the Committee s selection and then negotiate with the top ranked firm. Selection will be made in accordance with the Florida Consultants Competitive Negotiations Act (Section , Florida Statutes). The City reserves the right to revise, 1

2 delete portions, and/or limit the scope of professional services and to reject any and all responses in its discretion. All expenses involved in responding to this RFQ shall be borne by responders. Responses to this Request for Qualifications for Construction Management (At Risk) Services will be received until 2:00 p.m. on April 18, Submittals must be delivered on time to Daytona Beach Shores City Hall, Attention: Cheri Schwab, 2990 S. Atlantic Avenue, Daytona Beach Shores, Florida Note* Responders should ensure that, if a third party carrier (Federal Express, Airborne, UPS, USPS, etc.) is used, that they are properly instructed to deliver the response to this RFQ only to the above address. Delivery by a third party carrier is at the responder s risk. In order to be considered, responses to this RFQ must be accepted at City Hall no later than the above date and time. If a response to this RFQ is delivered anywhere else, or after the above date and time, it will be rejected. 2

3 RFQ REQUEST FOR QUALIFICATIONS (RFQ) FOR CONSTRUCTION MANAGEMENT (AT RISK) SERVICES SHORES COMMUNITY CENTER All firms and their agents are hereby placed on notice that they are not to contact, discuss or solicit any members of the City Council of the City of Daytona Beach Shores (City), City staff or members of the Selection Committee, with the exception of the City's designated liaison regarding this RFQ until after award of this RFQ. Public meetings and public deliberations of the Selection Committee are the only acceptable forum for the discussion of merits of products/services requested by this RFQ and written correspondence with regard to this RFQ may only be submitted to the City's designated liaison. The non-voting staff member designated as the liaison is Cheri Schwab, City Clerk, (386) ; fax (386) ; I. GENERAL TERMS AND CONDITIONS: (a). All responses shall become the property of the City. The sealed RFQ documents will remain exempt from public records until notice of a decision or intended decision or thirty (30) days after opening, whichever occurs first, as provided under Section (1)(b), Florida Statutes. Financial statements are exempt from disclosure. (b). All respondents must read the statement on public entity crimes (Attachment A ) and acknowledge same prior to entering into a contract with the City. (c). The City will not reimburse respondent for any costs associated with the preparation and submittal of any responses to this RFQ. (d). The award made pursuant to this RFQ are subject to the provisions of Chapter 112, Part III, Florida Statutes. Each respondent must disclose, in their response, the name of any officer, director or agent who is also an employee of the City. Further, all respondents must disclose the name of any City employee who owns, directly or indirectly, any interest of five percent (5%) or more in the respondent s firm or any of the respondent s branches/subsidiaries. (e). Respondents shall not discriminate as to race, sex, color, creed, handicap or national origin in providing services to the City. (f). Due care and diligence have been exercised in the preparation of this RFQ. The responsibility for determining the full extent of the services required rests solely with respondents. Neither the City nor its representatives shall be responsible for exercising the professional judgment required in determining the final scope of services which may be required. (g). All timely responses set forth in the submittal requirements for respondents to this RFQ will be considered. Respondents are cautioned to clearly indicate any deviations from these qualifications. The terms and conditions contained herein are those desired by the City and preference will be given to those responses in full or substantially full 3

4 compliance with the requested qualifications. (h). Each respondent is responsible for full and complete compliance with all laws, rules and regulations including those of the Federal government, State of Florida and applicable local ordinances. Failure or inability on the part of the respondent to have complete knowledge and intent to comply with such laws, rules and regulations shall not relieve any respondent from its obligation to honor its response and to perform completely in accordance with its response. (i). The City, at its discretion, reserves the right to waive minor informalities or irregularities in any responses, request clarification of information from respondents, to reject any and all responses in whole or in part, with or without cause, and to accept any response which, in the City s judgment, will be in the City's best interest. (j). Any interpretation, clarification, correction or change to this RFQ will be made by written addendum issued by the City. Any oral or other type of communication concerning this RFQ shall not be binding. All questions must be in writing and directed to: City of Daytona Beach Shores Attention: City Clerk Cheri Schwab 2990 S. Atlantic Avenue Daytona Beach Shores, Florida (386) Fax: (386) cschwab@cityofdbs.org (k). Responses must be signed by an individual of the respondent's organization legally authorized to commit the respondent's organization to the performance of the services contemplated by this RFQ. (l). Any responses submitted before the deadline may be withdrawn by written request received by the City before the time fixed for receipt. Withdrawal of any response will not prejudice the right of the respondent to submit a new or amended response as long as the City receives the response by the deadline as provided herein. (m). For good and sufficient reason, up to forty eight (48) hours before the advertised deadline, the City may extend the response deadline. Should an extension occur, all firms who received a RFQ packet will receive an addendum setting forth a new date and time for the response deadline. Notice will be provided by facsimile or . II. SPECIAL TERMS AND CONDITIONS: (a). The successful respondent shall be required to submit proof of licenses or certifications as required by the City and the State of Florida. (b). The successful respondent shall be required to enter into a contract in a form that will be provided by the City that substantially reflects the requirements of this RFQ and normative contractual terms and conditions. The City reserves the right to waive/adjust any minor inconsistencies between this RFQ and the finalized contract. The City anticipates using a contract similar to the contractual format established by the State of Florida Department of Management Services for the Construction Agreement between the City and Construction Manager. 4

5 (c). The successful respondent shall hold harmless, indemnify and defend the City, its City Council Members, employees, representatives and agents against any claim, action, loss, damage, injury, liability, cost and expense of whatsoever kind of nature arising out of or incidental to services provided to the City. (d). The successful respondent shall not be allowed to substitute project team members named in this response without proper written permission of the City. (e). The successful respondent, within five (5) days of receipt of a notice to proceed from the City, must submit all certificates of insurance and bonds to the City as follows: Workers Compensation: Worker s Compensation insurance on behalf of all employees who are to provide a service for this project, as required under controlling Florida law. Commercial General Liability: Including, but not limited to, bodily injury, property damage, and personal injury with limits of not less than $2,000,000 combined single limit per occurrence, including products and completed operations. Auto Liability: Including bodily injury, property damage liability for all vehicles owners, hired, leased and non-owned with limits of not less than $500,000 combined single limit, per accident. Builders Risk: For the total construction cost (contract amount) of the project, and for the entire term of the contract. Payment and Performance Bonds: With limits of not less than 100% of the total construction cost of the project. Payment and performance bonds shall be recorded in the Official Records of Volusia County. Acceptable surety companies shall be licensed to do business in Florida and shall have an A.M. Best Rating of A- and financial size V or higher. III. GENERAL SCOPE OF SERVICES: (a). The contract entered between the City and the successful respondent will, among other things, provide a Guaranteed Maximum Price (GMP) for the total construction cost, provide for performance and payment bonds for the full value of the GMP and will hold all trade licenses. The City anticipates the following general scope of services, but reserves the right to modify, add or delete any services. (1). Design Phase (in conjunction with the services of the City s architect) should include, but is not limited to: (A). Design review and input; (B).Total Project Schedule; (C). Construction cost estimate (including total project cost, draft GMP and updated GMP); (D). Value engineering and construction alternatives; (E). Coordination and interface of the contract documents general conditions, special conditions, trade contractor bid packages, etc.; 5

6 (F). Construction Planning; (G). Development of construction management administrative methods and actions for complying with the IGCC construction practices; (H). Development of trade contractor bid packages and recommendation on the clarification of responsibilities for trade contractors; (I). Market stimulation for trade contractor bidding; Construction trade contractor prequalifications; (J). Site utilization planning before and during construction; (K). Identification of significant direct purchase items and/or long lead items; and (L). Plans and Specification reviews including, but not limited to, design development, construction documentation, redicheck and constructability review. (2). Construction Phase will include, but not be limited to: (A). Project meetings; (B). Scheduling, updates and planning; estimating, including final GMP; (C). Bidding (selection of the trade contractors and/or material suppliers for the project and bidding must comply with the City procurement policies and procedures to the best of the Construction Manager s ability); (D). Guaranteed Maximum Price (not to exceed total for the costs of the physical construction and the general conditions necessary for the total construction of the project); (E). Trade contract procurement and administration; (F).City-furnished materials; (G). Cost control; (H). Project record keeping; (I). Direct purchasing of materials to recover sales tax in coordination with the City and State requirements; (J). Site management such as project control, site housekeeping, construction materials waste management plan, supervision, scheduling, planning, quality assurance, quality control, safety, etc.; (K). Physical construction; (L). Information Management; (M). Change Orders/claims management; (N). Permitting; (O). Special inspection coordination (geotechnical, materials testing, threshold inspection, etc.); (P). Reporting; (Q). Shop drawings submittals/document control/field as builts surveys; (R). Substantial completion, final completion, warranty compliance inspection, building commissioning, etc; (S). Move in and occupancy coordination, as needed; and (T). Warranty Management IV. SUBMITTAL REQUIREMENTS TO RFQ: (a). Responses will be evaluated on the basis of the written document; therefore the documents must be complete, concise and clear as to the intent of the respondent. In order to maintain competitiveness and for ease of evaluation, responses to this RFQ must be responsive to the following and presented in this format and order: (1). All responses to this RFQ must be presented as 8½" x 11" bound documents. The 6

7 information must be tabbed according to each requested section. Each side of each page must be numbered consecutively including letter of interest, brochures, licenses, resumes, supplemental information, etc. Responses must be limited to fifty (50) pages. Covers, tables of contents and divider tabs will not count as pages, provided no additional information is included on those pages. Work product samples (reports, schedules, etc. provided in response) will not be counted in the fifty (50) page limit. Package the Work Product Samples separately from the response, labeling the sample clearly. Provide five (5) copies and one (1) electronic copy of the proposal and submit five (5) electronic copies of the work product sample package. Any proposals exceeding the fifty (50) page limit may be disqualified. (2). The following are the required sections and required minimum content and the number of points awardable as to each element (the higher the number of points, the better the evaluation): (A). INTRODUCTION/COVER LETTER: (NO POINTS - YES/NO). Respondents should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information a respondent deems appropriate as a cover letter but, at a minimum, this section should include the name, address, telephone number, fax number and address of one person to whom all correspondence should be directed. (B). BUSINESS ORGANIZATION: (5 POINTS). (i). Describe the business organization(s), who will serve as major participants and their respective roles, and the following information as to business operations: (I). Organization: State the full name, address, telephone number and facsimile number of the proposing firm/organization(s). Include Federal I.D. number and Corporate Charter Number. (II). Indicate whether those in the proposing group will operate as a sole proprietorship, individual, partnership or corporation, and the state of its incorporation or license to operate. (III). As applicable, provide the name of the branch office or other subordinate element that will perform or assist in performing the services described herein. (ii). Recognizing the scope of this project, interested parties may select to use joint venture partners or sub- consultants. Provide the following in list form on a summary page (specific information about each should be provided in the Appendix, if desired). (iii). A list of major participants and complete addresses, and their relationship to the respondent, whether as a joint venture, partner, subsidiary or sub-consultant. (iv). Should any of the above participants include a Minority Business Enterprise (MBE), this should be noted, along with the entity that has so certified the respondent as an MBE. Specific role in the project of all participants noted above. 7

8 (v). Estimated percentages of participation of each participant noted above. (C). Experience/References: (20 POINTS). (i). Respondents shall provide a list of their work on projects the same as or similar to the City s project. The information must be presented in summary form and then can be followed as appropriate by a narrative. (ii). Respondents shall list five (5) projects for which the respondent acted as design/builder, general contractor or has provided or is providing construction management services which are most similar to this project. Respondents should demonstrate specific experience with construction of community centers or recreational facilities, or similar projects, within the past ten (10) years with the proposed team members, along with experience in working with Federal, State and other types of grants to assist with the funding and/or submittal requirements of the project. In determining which projects are most similar consider: related size and complexity; how many members of the proposed team worked on the listed project; and how recently the project was completed. (iii). For each of the listed projects, respondents shall provide the following information: size, construction cost (original estimate, construction cost and final construction cost), current phase of development, estimated (or past) completion date, type of delivery method (lump sum, design/build, construction management at risk, etc.), scope of services, name of team members within the respondent and titles, name of City's contact person, telephone number and fax number, and the name and telephone number of the Architect/Engineer. Failure to provide accurate information in order to obtain references may disqualify a respondent. (D). RESPONDENT'S PERSONNEL: (25 POINTS). (i). Respondents shall list total number of key personnel by skill group (i.e.: cost control, estimating, scheduling, superintendents, etc.). (ii). Respondents shall name all key personnel which will be part of the construction management team for the proposed project and provide their cities of residence. Respondents shall describe in detail the experience and expertise of each team member, specifically those of the Project Manager and Project Superintendent. NOTE: key personnel must be committed to the project for its duration unless excused by the City. This requirement is non-negotiable. (iii). For each project listed as a respondent s experience, respondents shall list the members of the proposed team who worked on the project and describe their roles. Respondents shall indicate if the team as a whole provided construction management services for any of the projects listed as a respondent s experience. (E). COST CONTROL: (10 POINTS). For two (2) of the projects listed as respondent s experience, respondents shall describe cost control methods for the design and construction phases. Respondents shall detail how cost estimates were developed and how often were they updated? Respondents shall provide examples of how these techniques were used and what degree of 8

9 accuracy was achieved. Respondents shall include examples of successful value engineering to maintain project budgets without sacrificing quality. Respondents shall include a sample of a cost estimate. (Note: follow instructions for work product samples included in this section of this RFQ when submitting this example). (F). SCHEDULING: (10 POINTS). For two (2) of the projects listed as a respondent s experience, respondents shall describe the way in which the respondent developed and maintained design and construction project schedules. Respondents shall describe how schedules were developed and how often were they updated? Respondents shall provide examples of how these techniques were used. Include specific examples of scheduling challenges, and how the respondent helped solve them. Respondents shall submit an example of a project schedule. (Note: Respondents shall follow instructions for work product samples included in this section of this RFQ when submitting this example). (G). Information Management: (10 POINTS). For two (2) of the projects listed as a respondent s experience, respondents shall describe the types of records, field records, logs, meeting minutes, monthly reports, monitoring systems and information management systems which the respondent used in the management of those projects. Provide examples of each report used. (Note: follow instructions for work product samples included in this section of the Request for Proposal when submitting these examples). (H). Quality Control: (10 POINTS). For two (2) of the projects listed as a respondent s experience, respondents shall describe the way the respondent maintained quality control during the pre- construction, construction and warranty phases. Provide specific examples of how these techniques were used. (I). SAFETY: (10 POINTS). Respondents shall describe the respondent s approach to safety and how the respondent will ensure a safe workplace at the construction site. (J). FINANCIAL CAPABILITY: (NO POINTS - YES/NO). Respondents shall attach a letter of intent from a surety company indicating the respondent s ability to bond the City project. The surety shall acknowledge that the respondent may be bonded for each phase of the project. The surety company must be licensed to do business in the State of Florida, and must have a Best Rating of A- and a financial size of V or higher. V. CONFIRMATION OF ACCEPTANCE AND COVENANTS OF RESPONDENT: (a). By submission of a response to this RFQ the respondent makes the following acknowledgments/certifications. The respondent shall include a signed and notarized statement indicating confirmation of acceptance. 9

10 (b). The respondent shall affirm that responses will not be accepted from any company, firm, person, or party, parent or subsidiary, against which the City has an outstanding claim, or a financial dispute relating to prior contract performance with the City. At any time the City discovers such a dispute during any point of evaluation, the response will not be considered further. (c). Through a statement of disclosure, the respondent shall provide sufficient detail of any relationship, especially financial, between members of the respondent and any City employees or their family members in order to allow the City to evaluate possible conflicts of interest. The City will determine whether the extent of any conflict of interest will disqualify the respondent. (e). Respondents shall affirm that all information of a factual nature is certified to be true and accurate as may be provided in the response to this RFQ and subsequently (including information presented at interview, if shortlisted): (f). Respondents shall affirm that all statements of intent or proposed future action (including, but not limited to, the assignment of personnel and the provision of services) are commitments that will be honored by the respondent if awarded the contract. (g). Respondents shall acknowledge that if any information provided by the respondent is found to be, in the opinion of the Selection Committee or otherwise by the City, substantially unreliable, this Proposal may be rejected. (h). Respondents shall affirm that it has not been convicted of a public entity crime within the past 36 months, as set forth in Section , Florida Statutes. NOTE: The City's Selection Committee, or the City generally, may reject all respondents and may stop the selection process at any time in its sole and absolute discretion. The selection of finalists for interview will be made on the basis of information provided by the respondent in substantial compliance with the requirements of this RFQ. The interviewed firms will be ranked based on their response to this RFQ, responses to the interview questions and the results of reference checks. Responses to this RFQ must be received by City Clerk Cheri Schwab on April 18, 2016 no later than 2:00 pm. SELECTION COMMITTEE (ANTICIPATED) AND STAFF LIAISON: Michael Geiger (Member) John Mowen (Member) John Schmitz (Member) City Clerk Cheri Schwab (Designated City Liaison) 10

11 ATTACHMENT A PUBLIC ENTITY CRIME AFFIDAVIT A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid/quote/proposal on a contract to provide goods or services to a public entity, may not submit a bid/quote/proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids/quotes/proposals on leases of rental property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 11