REQUEST FOR QUALIFICATIONS AND PROPOSAL FOR OWNER S REPRESENTATIVE March 21, 2014

Transcription

1 REQUEST FOR QUALIFICATIONS AND PROPOSAL FOR OWNER S REPRESENTATIVE March 21, 2014 Cortex Innovation Community requests qualifications from qualified firms and a fee proposal from such firms for the services of an Owner s Representative to manage the planned renovations of the Center for Emerging Technologies (CET) at 4041 Forest Park Avenue. Responses to this Request for Qualifications and Proposal for Owner s Representative (RFP) are due to Cortex no later than 3 pm on Friday, March 21, Background Founded in 2002, Cortex is mid-america s premiere hub for bioscience and technology research, development and commercialization, anchoring St. Louis growing ecosystem of innovative startups and established companies. Providing state-of-the-art facilities to support the nation s most promising technological advances, Cortex offers custom lab and office space, proximity to world-class research institutions, a highly-trained tech workforce, access to venture capital all surrounded by amenity-rich urban neighborhoods. Cortex is a tax exempt 5013 formed in 2002 by Washington University in St. Louis, BJC Healthcare, University of Missouri St. Louis, St. Louis University, and the Missouri Botanical Garden to capture the commercial benefits of university and regional corporate research for St. Louis. The Center for Emerging Technologies (CET) is an important innovation center within the Cortex district. Since 1998, CET has provided the specialized facilities, knowledgeable support services, entrepreneur training programs, and access to capital needed to establish and develop next generation bioscience, medical and other advanced technology companies. CET is comprised of two buildings encompassing approximately 87,000 square feet. The two buildings sit side by side and are connected by a breezeway. Built in 1907, Building I is a two story flat slab construction made of reinforced concrete. An addition of a single story steel infill building with a concrete roof was constructed in Both structures were completely renovated in The building totals approximately 43,000 square feet. Leased space consists of office space and approximately 14,000 square feet of lab space. Building II (aka the Dorris Building) is a historic building located on the northeast corner of Forest Park and Sarah. Totaling approximately 36,200 sf, the first two floors were constructed in 1907 and a third was added in 1909; the whole building was completely renovated in The Dorris Building is brick, with wooden joists and beams, cast iron columns on the first and second floors and some on the third. Floors are double wooden subfloors with 3.5 inch light weight cement covering ¾ particle board. Two thick brick walls trisect the building. New block construction and steel stairs at the north and south ends of the building. Page 1 of 9

2 Project Description The Project will implement needed improvements to the existing CET facilities to meet the changing needs of the market and create a dynamic and vibrant space. The Project will be multi-phased. The initial phase of the Project will be renovations and installations to approximately 7,500 square feet located on the first floor of Building II, creating a new entry experience, co-working space and a game room. Subsequent phases will include similar co-working fit outs on other floors, employee kitchenette/café renovations and upgrades to other parts of both buildings, including lab space. Phase I construction work is anticipated to start in May, Timing of future phases will be determined by Owner with the input of Owner s Representative, but all phases of the work are expected to be complete within a 12-month timeframe. It is intended that each phase of the Project will be a Lump Sum Bid. CIC will be the Manager of the CET facility and serve as Design Architect. Based in Cambridge, Massachusetts, CIC builds world-class innovation communities by creating and managing nextgeneration flexible work environments. Arcturis will be the Architect of Record. Statement of Qualifications and Proposed Fee Requirements The Statement of Qualifications and Response to this RFP for the Owner s Representative should include the following detailed information: 1. Description of the firm s history and number of years of experience providing owner s representative services. 2. List of similar current and past assignments, including description of projects, construction date and value, architect, general contractor, and staff member(s) assigned to each project. 3. Professional qualifications and experience of staff to be assigned to this Project. Describe extent to which each person will be dedicated to this Project, i.e. Full Time, Part Time, 50%, etc. Include resumes for each person described above which includes: title, educational background, licenses, relevant experience, work history and length of service with your firm. 4. Percentage of firm revenue derived from Construction Manager/Owner s Representative work. 5. At least three references of owners for whom Owner s Representative services have been provided with contact names, address, telephone number, and address. 6. Demonstration of achievement of compliance with federal, state and local inclusion requirements. 7. Demonstration of successful management systems that have been employed for the purposes of estimating, scheduling and cost controls. 8. Qualifications as to financial strength. 9. Respondent s proposed fee structure for the stipulated scope of services. This fee should be allinclusive. Owner will not pay for additional out of pocket expenses unless for requested travel out of local area and these expenses will be billed at cost only. In that the overall scope and time frame is not stipulated, include a breakdown for the initial phase and subsequent phases. 10. General Information: Candidate name, telephone, fax numbers and address. Address of candidate s headquarters and branch offices designated to provide request services. Page 2 of 9

3 11. Candidate s ownership structure, principals of the firm and organization structure. 12. Number of permanent employees, identified by professional discipline for the office designated to provide the requested services. 13. Features distinguishing the Respondent s from its competitors. 14. Organization s officer in charge. 15. Submit a management plan addressing the following: (i) methods and procedures to be implemented to provide the services in the Scope of Services section of this document; and (ii) a plan addressing how your firm intends to implement the desired services including a start-up time line Scope of Services The scope of services of the Owner s Representative includes, but is not limited to, the following: 1.0 Programming and Pre-Construction Phases 1.1 Consultation During Project Development: Assist in the development of the design and construction program for the Project, including verification of the Owner s Budget and Project Schedule. Upon request from the Owner, assist the Owner in soliciting, selecting and retaining professional design, technical service and consulting firms for any facility that is part of the Project. Assist with the administration of design professional contracts including invoice approval and processing, as requested by Owner. Schedule and attend regular meetings with the Owner and CIC in order to advise with regard to programming and design developments, planning options, use of Owner resources, program evaluations, selection of Project participants, selection of materials, building systems and equipment and public relations. Provide recommendations on construction feasibility, availability of materials and labor, time requirements for installation and construction, and factors related to costs, including alternative designs, materials and preliminary budgets. (d) Prepare monthly management reports describing Project activities in a format approved by the Owner. 1.2 Scheduling Develop and periodically revise a Master Project Time Schedule that coordinates and integrates programming/design efforts, design review and approvals by Owner and CIC, budget updates, permitting and procurement activities with construction schedules; incorporates a comprehensive milestone schedule for construction operations, including schedules for each of the Phases, and includes Owner s occupancy requirements and priorities. Owner s Representative shall recommend corrective actions to Owner should the Project schedule analysis indicate a late completion date. Owner s Representative shall work with Owner to implement all Owner approved corrective actions. Page 3 of 9

4 1.3 Project Construction Budget (d) (e) Prepare and periodically revise a Project Budget as soon as major Project requirements have been identified. Update estimates at the end of the schematic design phase and the design development and 50% CD phase for approval by the Owner. Prepare periodic cash flow estimates for the Project based on current approved budgets. Update and revise the estimates and advise the Owner and CIC of variations to the Project Budget, and suggest corrective action. Provide value engineering as appropriate or requested by Owner. 1.4 Coordination of Contract Documents Review the Drawings and Specifications as they are being prepared, recommending alternative solutions whenever design details affect construction feasibility or Project Construction Schedules. Review drawing standards prepared by the Architects. Require all design firms to follow those standards applicable by law and any other standards desired by Owner. 1.5 Construction Planning (d) Prepare for Owner s approval and implement approved Project procedures, protocols, and documentation plans addressing changes and schedule management, transmittal and submittal requirements, contract submittals, quality control, site access, security and safety, requests for information, payment and backcharges, pending issues resolution, cost control, administrative liaison, confidential communications, filing and record keeping and management reports. Make recommendations to the Owner regarding the division of work in the Drawings and Specifications to facilitate the bidding and awarding of contracts. Prepare selection criteria for bidders and recommend a bidders list. Establish bidding requirements to meet Owner s requirements. Investigate applicable requirements for equal employment opportunity, minority business enterprise participation and similar or related programs and any inclusion programs for including in the Project bidding documents. Page 4 of 9

5 (e) (f) Assemble the bid documents based on the standards and guidelines that have been developed and approved by the Owner. These documents will emphasize consistency, itemize special conditions applicable to each facility, stress project controls and schedule, establish objectives, milestones and interfaces, define startup, commissioning and acceptance criteria, and promote timely resolution of problems and disputes. Develop contractor interest in the various elements and phases of the Project, and as construction Drawings and Specifications are completed, conduct prebid meetings and site tours, have addenda issued by the Owner s Architect or other design professionals as appropriate and solicit competitive bids. After analyzing the bids, make recommendations to Owner as to contracts to be awarded. If necessary, hold pre-award meetings with bidders to clarify bids. 1.6 Contract Preparation Owner shall prepare, or at its discretion have the Owner s Representative prepare, for Owner s approval, all proposed contracts between Architect, engineers, contractors, or consultants and the Owner. Upon request from Owner, Owner s Representative shall review all contract language and recommend changes for the Owner s approval. All contracts for program, design, consulting and construction for the Project will be by and between Owner and the party providing such services. The Owner s Representative will be named an Owner s Representative, with authority limited as specified in all program, design, consulting and construction contracts for the Project. The Owner s Representative will not be able to authorize or execute any documents that bind the Owner without Owner s and CIC approval. 2.0 Construction and Post-Construction Phases During the construction and post-construction phases, the Owner s Representative shall: 2.1 Project Controls Schedule and conduct meetings to fully acquaint the contractors with the requirements of the Plans and Specifications, site conditions, Project controls and procedures, schedule and phasing, and management policies. Obtain and review appropriate contract submittals prior to mobilization and issue, with Owner s approval, a Notice to Proceed when submittals are approved. Maintain organization to provide general management for the work and manage Owner logistics for construction activities. Page 5 of 9

6 (d) (e) (f) (g) (h) (i) Schedule and coordinate the work of all contractors on the Project including their use of the site. The Owner s Representative will keep the contractors informed of the Project Construction Schedule to enable the contractors to plan and perform their work properly. Manage the purchase and installation of any Owner furnished items, if applicable. During the progress of work, Owner s Representative shall provide services necessary to assist in management of the work. Owner s Representative shall be authorized to give such orders as may be necessary for the proper execution and continuance of said work; however Owner s Representative shall first obtain Owner s written approval before postponing or stopping work of the Project or any phase thereof, except in an emergency situation, or when it will result in more than a minor change in the scope of work or which may result in an increase in Project Cost or Project Schedule. Implement procedures for documentation, coordination and monitoring, to provide the information necessary to prepare management reports for the Owner s Representative and Owner s review. Schedule and conduct progress meetings at which contractors, Architects or other design professionals, Owner and Owner s Representative can discuss such matters as procedures, progress and scheduling, and Owner s Representative can provide summary reports of and recommendations on work activities. Advise the Owner of any deviations from approved schedules, Project Budget or work performed. For any disputes that arise, schedule regular, periodic meetings with Owner and the contractors and others performing the work to resolve these pending issues and promote open communications. 2.2 Cost Control Develop and monitor an effective system of Project cost controls and maintain cost and other records on Owner authorized work performed under unit costs, actual costs for labor and material, or other bases requiring accounting records. Revise and refine the initial Owner approved Project Construction Budget; develop and implement a system for the preparation, review and processing of Change Orders, make recommendations on submitted, necessary or desirable changes to Owner, review requests for changes, assist in negotiating Change Orders and incorporate Owner approved changes into the Project as they occur; develop cash flow reports and forecasts as needed, and develop and implement a procedure for the review, processing and payment of the contractors payment applications. Identify variances between actual and budgeted or estimated costs and advise Owner whenever projected costs vary from budgets or estimates. Prepare priced alternates and assist Owner in selecting the appropriate options for staying within the approved budgets. Analyze cost options and advise Owner of alternate design options. Provide Owner access to the foregoing records, and at the end Page 6 of 9

7 of the work, submit records to Owner, or at Owner s option, provide storage of the records as appropriate for the Owner s future reference. 2.3 Inspection Owner s Representative shall use its best efforts to inspect the work of the architects, engineers and contractors and identify and notify Owner of potential defects, in the course of the performance of this scope of work. Irrespective of the Owner s Representative s duty to inspect or the quality of such inspections, contractors, architects, engineers and consultants remain wholly responsible for performance of the work under their contracts. Owner s Representative shall review contractor s project safety guidelines for the Project and require contractors to submit, implement and enforce an overall safety program for their work on the Project. Owner s Representative shall monitor contractor s adherence to said program whenever Owner s Representative is on site. Irrespective of the Owner Representative s duty to manage the safety program and the quality of that management, contractors, architects, engineers and consultants shall remain wholly responsible for the safety of their employees in the performance of the work under their contracts. If the Owner s Representative becomes aware of any fault or defect in the Project or any error or non-conformance with the Drawings and Specifications, Owner s Representative shall give prompt written notice to the responsible party and the Owner. 2.4 Recordkeeping Establish and implement procedures in cooperation with Owner for expediting the processing and approval of contract submittals, shop drawings, specimens and samples. Receive from the contractors and generally review all Shop Drawings, Product Data, Samples and other submittals. Coordinate such submittals with information contained in related documents and transmit them to the Architect or other design professionals for review and approval. Obtain from the contractors and maintain, on a current basis, a record copy of all Contracts, Drawings, Specifications, Addenda, Change Orders and other Modifications, in good order and marked to record all changes made during construction; Shop Drawings; Product Data; Samples; submittals; purchases; materials; equipment; applicable handbooks; maintenance and operating manuals and instructions; other related documents and revisions which arise out of the contractors work. Make all records available to the Owner and the Architect during the Project. Establish a closeout checklist and schedules and prepare operations and maintenance manuals. At the completion of the Project, or phase thereof, deliver all such records to the Owner. 2.5 Substantial and Final Completion Page 7 of 9

8 Owner s Rights When the Owner s Representative considers each contractor s work or a designated portion thereof substantially complete, the Owner s Representative shall conduct inspections with Owner, CIC and Architect or other appropriate design professionals and, with Owner s approval, certify the Date of Substantial Completion of the Work. Prepare a list of incomplete or unsatisfactory items and a schedule for their completion and coordinate the correction and completion of the work with the contractor responsible for the work. Periodically prepare a summary of the status of the work of each contractor, listing changes in the previously issued Certificates of Substantial Completion of the work and recommending the times within which contractors shall complete uncompleted items on their Certificate of Substantial Completion of the work. Following the issuance of a Certificate of Substantial Completion for the Project or designated phase or portion thereof, evaluate the completion of the work of the contractors and make recommendations to the Owner and CIC when work is ready for final inspection. Conduct final inspections. Secure and transmit to the Owner required guarantees, affidavits, releases, bonds. warranties and waivers. Deliver all keys, manuals, record drawings and maintenance stocks to the Owner. 2.6 Start-up With Owner s maintenance personnel, provide for the checkout of utilities, operations systems, equipment and work for readiness and assist in their initial start-up and testing by the contractors. 2.7 Occupancy Coordinate with Owner for occupancy of the Project by the Owner, monitor warranty matters, make periodic warranty inspections and expedite contractor responses. The information submitted by each Respondent, together with any information obtained independently, will be evaluated by Owner and such other advisors as the Owner chooses to consult. Owner reserves the right to reject any or all proposals in whole or in part and to waive any informalities in the submission of responses to this RFP. The final selection of an Owner s Representative by the Owner will be made pursuant to such terms, conditions and evaluation criteria as the Owner shall determine, in its sole and complete discretion. Owner does not guarantee that a contract will be awarded based on the submitted responses, and the Owner reserves the right to modify this RFP without notice and award a contract accordingly, if it desires. All requests for clarification or other questions relating to this RFP shall be directed to cortex.ownersreprfq@cortexstl.com. No responses to any requests for clarifications or questions other than those set forth in writing and signed by Karin Hagaman shall be binding. The responses to this RFP will be evaluated on the basis of the relative merits of the proposal, in addition to cost. There will be no public opening of responses pursuant to this request. Page 8 of 9

9 It is the Owner s intention that the selected company will execute a form of agreement for Project management services that is prepared by Owner and will be delivered to the selected Owner s Representative. The fees submitted in response to this request should cover all of the terms and conditions for such agreement. Instructions to Responding Firms Responders to this RFP are advised to review all sections of this RFP carefully and to follow instructions completely as failure to make a complete submission as described elsewhere herein may result in rejection of the proposal. Alternative approaches and/or methodologies to accomplish the desired or intended results of the procurement are solicited. However, proposals that depart from or materially alter the terms, requirements, or scope of work defined by this request may be rejected as being not responsive. All costs associated with developing or submitting a proposal in response to this request or to provide oral or written clarification of its content shall be borne by the responding firm. The Owner assumes no responsibility for these costs. Proposals are considered irrevocable for a period of not less than sixty (60) days following the opening date and may not be withdrawn, except with the expressed written permission of the Owner. All changes to an original proposal must be in writing. All pricing submitted will be considered firm and fixed unless otherwise indicated herein. Preliminary Timeline Following is the anticipated Selection Process Schedule: March 14, 2014 March 21, 2014 March 25, 2014 March 28, 2014 RFQ release date RFQ response submissions deadline Owner evaluation and interviews Anticipated contract award date Submission of Statements of Qualifications Responses should be received by Cortex no later than 3 pm on Friday, March 21, 2014 by to cortex.ownersreprfq@cortexstl.com in digital PDF form, and by delivery of three (3) bound hard copies to Cortex offices at 4320 Forest Park Avenue, Suite 201, St. Louis, MO, Information contained herein is believed accurate but not warranted. Owner reserves the right to amend, modify or otherwise change the terms, conditions and information set forth herein, without notice, and to reject any or all proposals for any or no reason. Page 9 of 9