REQUEST FOR PROPOSALS. For CONSTRUCTION MANAGER/GENERAL CONTRACTOR SERVICES EOU DATA CENTER PROJECT. May 1, 2018

Transcription

1 REQUEST FOR PROPOSALS For CONSTRUCTION MANAGER/GENERAL CONTRACTOR SERVICES EOU DATA CENTER PROJECT May 1, 2018 PROJECT WEBSITE: ISSUE DATE: May 1, 2018 RFP CLOSING (DUE) DATE: May 18, :00 PM, PST NO LATE RESPONSES WILL BE ACCEPTED SUBMITTAL LOCATION: Eastern Oregon University Attn. Carol Franks Facilities & Planning 1 University Blvd. La Grande Oregon 97850

2 TABLE OF CONTENTS I II III IV V VI VII VIII IX X XI XII XIII INTRODUCTION PROJECT DESCRIPTION PROJECT SCHEDULE CM/GC SELECTION CM/GC SELECTION SCHEDULE DESIRED SCOPE OF SERVICE INSTRUCTIONS TO RESPONDENTS SELECTION CRITERIA EVALUATION PROCESS SUBMITTAL INFORMATION PROPRIETARY INFORMATION SELECTION PROTEST CONTACT INFORMATION XIV ATTACHMENTS

3 I INTRODUCTION Eastern Oregon University (EOU) is requesting Proposals from CONSTRUCTION MANAGEMENT/GENERAL CONTRACTOR firms (hereafter referred to as the CM/GC ) interested in proving construction management and general contractor services for the North Campus Restoration Completion project (hereafter referred to as the Project ). Response to this RFP is the initial step in the selection process to retain CM/GC services for Conceptual Design through Project Final Completion. After assessment of submitted responses to this RFP, the selection process may include on-campus interviews. Once selected, the CM/GC will be required to sign an EOU CM/GC s Contract (Attachment A) with a Not-to-Exceed ( NTE ) fee plus an allowance for reimbursable expenses. II PROJECT DESCRIPTION Eastern Oregon University s main data center (a hub for all data networking and telecommunications from which distribution occurs to all buildings on campus) is located in the basement of Pierce Library. A secondary data center is located in the basement of Inlow Hall. This secondary location is a backup server and data storage location used to fail-over some services from the main data center in Pierce. Both locations have been problematic over the years and have put EOU at risk for multiple failures, including flooding and HVAC issues. Additionally, these locations are in desperate need of repair to continue to meet current campus needs. The purpose of this project is to build a data center in a safe and secure location. It has been determined that Ackerman 210 be remodeled to achieve the purpose of this project. Ackerman 210, originally built to be a theater, has a very high ceiling and corresponding stage and has been used primarily as a classroom for many years. The plan is to build a data center on the south end of the existing classroom and remodel the north end of the existing classroom to include an improved teaching classroom. The stage is to be removed from the north end of the existing classroom to offset some of the area lost by building the data center. This work will be completed on the second floor of an existing building. Ackerman 210 is surrounded by active offices and is currently used for teaching classes and for other events.

4 FIGURE 1 - CONCEPTUAL LAYOUT III PROJECT SCHEDULE The Project schedule will be more fully developed during the design phase of the project; however, it is imperative that the majority of the work, especially completion of the classroom remodel, be complete by the time classes begin in the fall of 2018 (September 26, 2018). Any work that occurs on the data center or otherwise after that time is subject to work-hour adjustments such that classes, events, and other uses are not disturbed. Hummel Architects is currently beginning design development with the intention of having construction documents completed by June 15, Work on Ackerman 210 cannot start prior to Commencement (June 16, 2018). IV CM/GC SELECTION Based on qualifications and beginning with this RFP, EOU will select a CM/GC firm to provide design & planning services for this project. Responses to this RFP will be evaluated by EOU s CM/GC Selection Committee. The Committee will be chaired by the Project Manager, and may be comprised of EOU faculty, administrators, and staff. Responses will be reviewed, scored and ranked according to solicitation criteria, reference investigations, and other information gleaned during the evaluation process. A short list of up to three (3) firms may be invited to an interview to allow them to promote their team, talent, and abilities. (The number of firms selected for interview may vary if EOU

5 determines it is in its best interest to do so.) The winning firm will ultimately be selected based on their qualifications and overall merits as determined by the Selection Committee. EOU will then enter into negotiations regarding scope and fee with the winning firm. If EOU declares the scope and fee negotiations with the winning firm as failed, EOU will initiate scope and fee negotiations with the #2 ranked firm, etc. EOU retains the right to declare this entire RFP process as failed at any time up until entering into a Contract with the CM/GC. Once selected, the CM/GC will be required to sign an EOU CM/GC s Contract (Attachment A) with a Not-to-Exceed ( NTE ) fee plus an allowance for reimbursable expenses. EOU is an ASA/EEO employer. V CM/GC SELECTION SCHEDULE May 1, 2018 May 18, 2018 May 21 & 22, 2018 May 23-29, 2018 May 30-June 5, 2018 June 6, 2018 June 6, 2018 June 7-8, 2018 June 11, 2018 June 12, 2018 Advertise RFP Responses due (@ 3:00 pm) Notify Shortlist Protest Period Ends Interviews Selection Recommendation Notice to Proceed to Selected Team Negotiate Scope & Fee Review Public Improvement Contract Processed Start Construction The Project schedule will be more fully developed during the design phase of the project; however, it is imperative that the majority of the work, especially completion of the classroom remodel, be complete by the time classes begin in the fall of 2018 (September 26, 2018). Any work that occurs on the data center or otherwise after that time is subject to work-hour adjustments such that classes, events, and other uses are not disturbed. Hummel Architects is currently beginning design development with the intention of having construction documents completed by June 15, Work on Ackerman 210 cannot start prior to Commencement (June 16, 2018). VI DESIRED SCOPE OF SERVICES The tasks performed by the selected CM/GC firm will include: a. Work with the staff of Facilities Management & Campus Planning, members of the Project Steering Committee and Architect (Hummel

6 Architects) to plan and design all construction management and general contractor elements. b. Review and become familiar with the EOU 2012 Campus Master Plan and current relevant sections of EOU Standard Specifications. c. Work with EOU s project management team in the selection of subcontractors. d. Provide professional construction management to ensure accomplishment of the performance, budget, and schedule of the project. e. Develop and execute a construction schedule. f. Perform site visits to confirm existing conditions, take part in planning and design workshops and design presentations. g. Maintain site safety and ensure contractor safety. h. Work closely with all project partners to minimize dust, noise, interruptions, and other nuisances. i. Provide general contractor services during construction phases of the Project and participate in pre-construction meetings. A sample of EOU CM/GC Contract is appended to this RFP. Review this agreement carefully and note any concerns you may have related to this document. VII VIII INSTRUCTIONS TO RESPONDENTS Responses should be contained in a soft-bound (comb or spiral binders) document, and must be signed by a person with the authority to commit the firm. It should follow the format outlined below in numerical order, and must be limited to 15 single-sided pages including pictures, charts, graphs, tables and text that the firm deems appropriate in response to this RFP. Page size is limited to 8 ½ x 11 inches with basic text information no smaller than 12 point type. The front and back cover, cover letter, tab pages, and resumes of key personnel will not count toward the page limit. Telephone and facsimile transmitted submittals will not be accepted, and no responses received after the closing date and time will be considered. All electronically submitted proposals must also have hard copy proposals submitted as well. Failure to comply with these instructions may result in rejection of your response. Please note that throughout this selection process EOU will not accept responses or queries that require EOU to pay the cost of production or delivery. SELECTION CRITERIA Respondents will be evaluated on the basis of the following criteria and a general assessment score described at the end of this section. (The number in parenthesis represents the items weighted value.) Please follow the format outlined below in numerical order. 1. Firm Background (weight 10) -- Describe your firm s history. Include information identifying your firm s strengths and specialties in construction management and general contracting, and an organizational chart.

7 2. Firm Workload (weight 10) -- Discuss your firm s capability and capacity to perform the work within the time limitation set for this project. 3. Firm Experience and Success (weight 20) Identify at least five (5) recently constructed projects that are similar in size, scope, and complexity to this Project designed by current members of your firm preferably those listed as Key Personnel. Include photos of each project, not artist s renderings, unless project is currently under construction. Verify contact information for those persons listed on the form. Describe your firm s experience with projects for institutions of higher education in general, and with any of the seven Oregon public universities in particular. 4. Project Approach (25) Describe the approach your firm would take to manage your role as CM/GC from the perspectives of assisting during design, bidding phase services, construction phase services, budget compliance, schedule compliance, quality control, and team communications. Include your methodology of managing workload, coordination, sequencing, control of resources, how the work will be tracked and kept on schedule. 5. Key Personnel (weight 25) Provide a list of key personnel (with resumes and references) proposed for the Project. Briefly describe the role and responsibility of each team member, and the estimated time they will dedicate to this project. Clearly state how long each individual has worked in the construction management and general contractor profession, and how long they have been employed by the represented firm. 6. References Provide the names, addresses, and phone numbers of three Project owners as references for your firm s qualifications for this Project. These references should be from owners that have recently completed projects that are closely related to the project identified in this solicitation. Ideally, these references would be from the same projects noted in item 3, above. Verify that the contact information is current and that the individuals identified have had direct involvement with the referenced project. EOU personnel may also check with other reliable sources, which can provide information on each respective firm. While reference results themselves will not be scored, results obtained in reference checks may be used to score other evaluation criteria. General Assessment (weight 10) In addition to the selection criteria listed above, each firm will be evaluated and scored on the overall content, tone, and quality of the material submitted, i.e. how well the document as a whole conveys a clear understanding of the requirements of the RFP, the general nature of the Project and the scope of services. IX EVALUATION PROCESS Each member of the Selection Committee will score each of the above categories between 0 and 5, and multiply that number by the weight assigned to the respective category. (The General Assessment score will be scored in the same way.) The weighted scores will then be added to obtain individual total scores for each firm. A maximum total of 500 points is possible. The Selection

8 Committee will then meet to discuss the strengths and weaknesses of each firm, collectively tally the scores, and rank the respondents score from highest to lowest. Up to three (3) finalists may be selected to proceed to the finalist short list interview process. Following the selection of finalists, two or three firms may be invited to participate in an interview with EOU s Selection Committee. NOTE: EOU may modify the number of firms to interview if EOU determines it is in its best interest to do so. X SUBMITTAL INFORMATION Submit five (5) hard copies of responses to: EOU Facilities & Planning Office Attn. Carol Franks 1 University Blvd. La Grande, OR Submit one (1) electronic copy of response to: cfranks@eou.edu Submit responses by 3:00 PM, Friday, May 18, Documents received after that time will not be considered. NOTE: Respondents are responsible for the timely delivery of the requested materials. If respondent relies on a commercial delivery service, e.g. UPS, FedEx, etc., and their delivery is late, due to no fault of the respondent, the following steps must be taken: 1) documented proof of this contracted delivery must be provided to EOU; 2) an electronic version of the qualification submittal must be received prior to the closing date and time; and 3) all hard copies must be delivered before noon of the following day. If these steps are not taken, the submittal will be rejected and classified as non-responsive. XI PROPRIETARY INFORMATION This RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a contract, shall be retained by EOU and made a part of the Project record which shall be open to public inspection after CM/GC selection is announced. If a response contains any information that is considered a trade secret under ORS (2), each sheet of such information must be marked with the following legend: This data constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only unless the public interest requires disclosure in the particular instance. Therefore, non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law.

9 In order to facilitate public inspection of the non-confidential portion of the statement of qualifications, material designated as confidential shall accompany the statement, but shall be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. XII XIII XIV SELECTION PROTEST Any respondent to this RFP who claims to have been adversely affected or aggrieved by the selection of a competing respondent shall have seven (7) calendar days after selection notification to submit a written protest of the selection. Address protests to the following: Luke Aldrich, Organizational Transformation and Capital Projects Manager, 1 University Blvd., La Grande Oregon Submit protests no later than seven (7) days after announcement of the selection. CONTACT INFORMATION Direct all questions and/or comments regarding this RFP to the following: Luke Aldrich Project Manager Ph laldrich@eou.edu ATTACHMENTS The following appendices are included in this RFP: - Attachment A: EOU CM/GC Sample Contract - Attachment B: Eastern Oregon General Conditions for Public Improvement Contracts - Attachment C: EOU 2012 Campus Master Plan (link listed below) - Attachment D: EOU Campus Standard Specifications (link listed below) END OF RFP