Request for Qualifications Information (RFQI) RFQI No. for Project Controls Task Contract for Project Support & Management at Washington Dulles International Airport and Ronald Reagan Washington National Airport And Dulles Airport Access Highway And Dulles Toll Road July 2015
Request for Qualifications Information No. for Project Controls Task Contract for Project Support & Management --- Office of Engineering, Metropolitan Washington Airports Authority 1. INTRODUCTION The Metropolitan Washington Airports Authority (Authority) is seeking expressions of interest from qualified firms to provide project controls and management support services, to include: cost estimation; claims analysis; scheduling and schedule analysis; Oracle Primavera Unifier development; and contract administration support for Washington Dulles International (IAD) and Ronald Reagan Washington National (DCA) Airports, the Dulles Airport Access Highway (DAAH) and the Dulles Toll Road (DTR). The Authority anticipates that the work will be predominantly for DCA and IAD, and the work for DTR and DAAH should be minimal in comparison. Services are expected to cover a range of project controls and management related functions in support of the Project Controls and Management Department of the Office of Engineering using a task order format. The Authority currently uses the Oracle Primavera Unifier and Primavera P6 software project management systems for its project management software applications and expects to enhance these systems further to improve the Authority s ability to minimize costs associated with implementation of capital projects. 2. BACKGROUND The Authority is a public body, corporate and politic, created by legislation establishing an interstate compact between the Commonwealth of Virginia and the District of Columbia. As authorized by federal law in the Metropolitan Washington Airports Act of 1986, DCA and IAD have been leased to the Authority by the United States. The Authority s mission is to develop, promote, and safely operate the airports, continually striving to improve our efficiency, customer orientation, and the level of air service offered. The Authority is governed by a Board of seventeen Directors consisting of seven members appointed by the Governor of Virginia, four members appointed by the Mayor of the District of Columbia, three members appointed by the Governor of Maryland, and three members appointed by the President of the United States. The Authority is not a federal agency. The Authority staff is headed by the President and Chief Executive Officer who report directly to the Board of Directors. The Vice President of the Office of Engineering reports directly to the President and Chief Executive Officer. Within the Office of Engineering are five departments: Planning, Design, Construction, Project Controls, and Building Codes/Environmental. 3. GENERAL REQUIREMENTS a. The Consultant s work shall be managed through the Project Controls & Management Department, Office of Engineering of the Authority. A Contracting Officer Technical Representative (COTR) will be designated by the Authority for this contract to coordinate all tasks. b. The Consultant shall be required to work with other consultants of the Airports Authority, most notably with the Office of Engineering s planning, design, and construction consultants. c. The Consultant shall submit individual work plans and cost proposals in response to task orders from the Authority. The Consultant will perform tasks on a lump sum (LS) or time and material (T&M) basis at the option of the Authority. d. The Consultant shall invoice for services performed on a monthly basis. Separate invoices shall be submitted for each task. The consultant shall provide a written narrative of task progress with each invoice. Page 2 of 8
e. The Consultant shall assign a Project Manager who will be responsible for Authority/Consultant coordination on all individual task order projects. The Project Manager shall be responsible for all project matters for the Consultant and will be available for all required project meetings. f. The Authority will assume full and complete ownership of all deliverables and all final documents under this contract. 4. ROLE OF THE CONSULTANT The selected consultant team (Consultant) will be a principal external source of cost estimating, cost analysis, scheduling and schedule analysis and contract administrative augmentation and assistance to the Authority s Project Controls and Management Department (Project Controls), within the Office of Engineering. The Consultant will work at the direction of the Manager of Project Controls and may augment in-house resources as workload demands and as requested. Special assignments may range from in-depth schedule delay analysis; detailed estimating support of the development of Independent Cost Estimates (ICEs) for construction proposals; construction change notice estimating and review; and detailed project scheduling and estimating in support of capital project planning and design development. The Authority also expects to task the Consultant to provide support in developing project management analysis on specific capital projects or, more generally, trending analysis for the entire Authority capital program. The duration of assignments may vary considerably depending upon the nature and complexity of the requested task. The Consultant must demonstrate considerable expertise in construction estimating and scheduling, with a specific knowledge of the aviation industry, transportation industry and airport operations environment along with a strong understanding of regional economic impacts to capital programs The Consultant should be able to provide expertise in regional cost estimating and unit pricing relating to a construction estimate buildup. The Consultant shall be required to work with other consultants of the Authority such as designers and general contractors. Assignments will be made on an as-needed basis during the various phases of design and construction administration. Given the nature of these assignments, the Consultant will be expected to be capable of providing the various services, including but not limited to those outlined below expeditiously. 5. SCOPE OF SERVICES Tasks are expected to cover the full range of responsibilities and perspectives handled by the Project Controls Department, which generally classifies its assignments as one of the following types: Independent Cost Estimate (ICE) for Construction Projects and Change Notices Construction cost estimates based on scope developed or submitted by an Airports Authority construction contracted related to a specific project change notice to be independently verified by the consultant in support of the change notice analysis and negotiations. Design Milestone Construction Cost Estimate Review Cost estimate based on the scope of a submitted design package by an Airports Authority A/E firm which must be validated and reviewed for completeness and feasibility during milestone submissions as determined by the Office of Engineering s Design Department. Construction Project Scheduling Creation of cost and resource loaded construction project schedules from design packages provided by other Authority Consultants. Design Milestone Construction Schedule Review Schedule Analysis for submitted schedule based on the scope of a submitted design package by an Airports Authority A/E firm which must be validated and reviewed for completeness and feasibility during milestone submissions as determined by the Office of Engineering s Design Department. Construction Claim Review, Schedule Delay Analysis, Dispute Resolution & Negotiations Review of contractor requests for delays, suspensions, differing site conditions, scope changes, and design errors & omissions to review the impacts on additional costs or time allocable toward construction management, mobilization, loss of efficiency or productivity, work schedule disruptions, extended overhead or other related impacts. Can also Page 3 of 8
include negotiation participation, schedule analysis, alternative dispute resolution support, or expert witness testimony. Project Management Information Software and Business Process Development & Configuration The consultant team should include the capability to configure and develop the MWAA project management software to be compatible with Authority requested processes and procedures. Currently the Office of Engineering employs Oracle Primavera Unifier as the primary management tool for capital projects. Configuration and Development support for Primavera Unifier and the integration of Unifier with other systems. Integration with Primavera P6 and Oracle ERP are initially anticipated. Contract Administration Support The Consultant may be required to provide general contract administrative support to ongoing design or construction contracts in the form of staffing and personnel experienced in the administration of public sector/federal contacts. Document Management Support The Consultant may be required to provide support for the management of project documentation, including the filing and coordinated distribution and collection of project paperwork within the project management software system as well as physical submittals for both design and construction projects. Program and Project Analysis Support - The Consultant may be required to provide for either program-wide or specific projects various analyses including economic and financial analysis, risk assessment and mitigation, contingency analysis, earned value analysis and performance analysis. Considering this potential range of assignments, the Consultant will be expected to provide a team that can be tailored to perform a myriad of project management functions for individual projects as well as programmatic solutions. 6. REQUESTED EXPERTISE AND CAPABILITIES The selected Consultant must demonstrate qualified staff and resources including but not limited to the following traditional areas of cost engineering and estimating, with direct experience on large capital programs: Cost Types, Cost Estimating and Budgeting Quantification and Material Take-offs Cost Estimating Relationships (CERs) Value Engineering and Analysis Critical Path Method (CPM) Schedule Planning and Development CPM Schedule Logic Analysis and Optimization Scope and Execution Strategy Development Risk and Contingency Management Earned Value Management Construction Resource Management, Resource Schedule Loading Performance/Productivity Management Labor Wage Rates and Salary buildups Procurement and Contract Management Capital Equipment Procurement Materials Management Cost Accounting Cash Flow Analysis Project Performance Measurement Project Change Management - Change Notice Development and Analysis Document Management Development of Electronic Documentation Filing Structure Economic and Financial Analysis Forensic Performance Analysis Business Process development for Project and Program Management Contract administration Development of Cost Control Systems Primavera Unifier Architecture and Development Page 4 of 8
It is very desirable that the Consultant be familiar with the Metropolitan Washington Area in terms of its economic base, its jurisdictional and agency entities, and its policy processes. 7. SELECTION / CONTRACTING PROCESS; OVERVIEW OF THE CONTRACT An invitation to interview will be sent to a shortlist of teams that will result from the evaluation of qualifications submittals received in response to this RFQI. A Request For Proposal will be sent to the team selected as a result of evaluating the qualifications statements, the interviews, and references. Negotiation of the selected team s proposal will result in labor rates on a manhour basis for the various disciplines anticipated for this work. These rates may be adjusted not more than once a year at the beginning of the Contractor s fiscal year. Rates will remain fixed for individual task orders and will be based on rates in effect at the time of award. The base period of the contract will be for five years with two one-year options (for a maximum of seven years) exercised at the Authority s sole discretion. Annual expenditures under this contract are expected to range between $1,000,000 and $2,000,000. The Consultant s team will be required to include a minimum of Twenty percent (20%) participation from firms certified as a Local Disadvantaged Business Enterprise (LDBE) and a voluntary goal of Twenty percent (20%) participation by Minority Business Enterprise / Woman Business Enterprise (MBE/WBE) firms, all of which are defined below. 8. EVALUATION CRITERIA/ SELECTION PROCESS Evaluation Criteria The following criteria will be used as the basis for evaluating qualifications statements for the selection of the Task Order Construction Administration Support Services Consultant. The following criteria are listed in order of importance, with each criterion being of equal or greater importance than the criterion listed beneath it: 1. Consultant Organization and Management Plan Proposed organization of the consultant firm or team, identifying the role and responsibility of individual firms, identification of specific positions within the organization and a management plan for effectively managing the consultant team resources and costs to minimize on site staffing and efficiently support a project focused program. 2. Firm or Team Qualifications, Experience & Capacity and Past Performance Qualifications, experience and capacity of the firm or team to effectively augment/support a flexible program the magnitude and complexity of which may vary considerably from year to year. The control of program overhead costs and the experience of the individual firms to work on programs/projects of varying size and complexity will be a major consideration. Experience in the employment and utilization of web based, electronic project management software will be a major consideration. Past contract performance of the firm/team with emphasis on internal resource control, team management, quality of work, and client satisfaction will be considered as will the past contract performance of proposed sub-consultant firms. Capacity should demonstrate a capability for immediate start-up of work, including a listing of current workload. List a current point of contact and phone number for each project. 3. Key Personnel Qualifications Qualifications, experience, and commitment of specific individuals proposed for positions identified in the Consultant Organization and Management Plan. The quality of the submittals and interviews may be considered in the evaluation. The short list of firms, if deemed necessary, will be determined based upon the Authority s initial evaluation of submittals on criteria 1-3 above. The Authority reserves the right to conduct oral interviews with and perform reference checks on the short listed firms, and, as a result, evaluate criteria 1-3 to determine the final ranking of the submitters. The Airports Authority will issue a Request for Proposal to the highest rated firm based upon the evaluation of qualifications and interview. Successful negotiation of the selected firm s labor, overhead and fee Page 5 of 8
rates will result in a contract. Thereafter, a separate request for proposal using the contract rates will be sent for each task assignment. 9. SUBCONSULTANTS It is expected that the Consultant s team will include the services of a number of sub-consultants in order to ensure the range and depth of expertise necessary to perform the expected tasks. The proposed team of subconsultants will be reviewed by the Authority during the selection process, especially where designated with responsibilities for the specific or additional critical disciplines identified above. Based on its review, the Authority reserves the right to recommend replacement of any proposed sub-consultant, and request that the successful Consultant review other candidate firms and recommend to the Authority an acceptable alternative. 10. MINORITY BUSINESS ENTERPRISE/WOMAN BUSINESS ENTERPRISE VOLUNTARY GOALS The Authority is committed to achieving significant participation in its contracting programs by business enterprises that are owned and operated by minorities and women (MBEs and WBEs) regardless of the size of the enterprise. All offerors are strongly encouraged to take active steps to maximize the participation of MBEs and WBEs in this contract. To communicate the Authority's strong desire for significant MBE/WBE participation in this contract, the Authority has also set a voluntary MBE/WBE participation percentage of Twenty Percent (20%). This percentage is derived from the types of contract opportunities arising from the work to be performed, and the availability of appropriate firms that have been certified by the Authority or by other agencies as firms that are at least 51% owned and controlled by minorities or women. The voluntary goal may be satisfied by LDBE team members that also possess MBE or WBE certification with the Authority, or provide indication that the LDBE firm has a pending MBE or WBE certification application 11. LOCAL DISADVANTAGED BUSINESS ENTERPRISE REQUIREMENTS The comprehensive contract will include a requirement that there be a minimum of Twenty percent (20%) LDBE participation. An LDBE is defined as a small business concern which is organized for profit and which is located within a 100 mile radius of Washington D.C. s zero mile marker. An LDBE is defined as a small business concern which is organized for profit and which is located within a 100 mile radius of Washington D.C. s zero mile marker. To qualify as a small business concern for purposed of this advertisement, the average gross receipts of Professional Engineering (NAICS 541330) must not exceed $15 million, Professional Architecture (NAICS 541310) must not exceed $7.5 Million and Administrative Management and General Management Consulting (NAICS 541611) must not exceed $15 Million based on the average receipts of the last three years. The receipts of all affiliates shall be counted in the total of the business entity s gross receipts. The Authority encourages the participation of minority and women owned businesses. For information on this program, or for additional information on small business standards pertaining to other specialty areas in this project, please call the Office of Equal Opportunity Programs, at (703)-417-8629. 12. QUALIFICATION SUBMITTAL REQUIREMENTS Individuals, firms or teams that meet the requirements above are invited to submit an ORIGINAL (identify on the outside front cover) and five copies (6 complete sets) of the following: (1) A one page cover letter on company letterhead. (2) Qualifications package not to exceed a total of sixty (60) pages single sided (30 pages double-sided) 11 pt font minimum. This total 60-page limitation encompasses the cover letter, Standard Form 330, Statement of LDBE commitment, references and any additional documentation you wish to submit describing the organization and responsibilities of the firm, sub-consultants, or joint venture partners. (Reference: Appendix A Additional Instructions for Standard Form 330) (3) Three references, including project description, point of contact and phone number. (4) Statement of commitment to meeting the 20% LDBE participation requirement. Page 6 of 8
(5) Identification of the proposed LDBE firm(s) and their tasks. (6) Documentation of LDBE certification (e.g. letter from the Equal Opportunity Programs Office or current certification number). (does not count toward page limitation) (7) LDBE certification application or indication that the firm has a pending LDBE certification application, for each proposed LDBE (waiver of this requirement shall be considered under extreme extenuating circumstances). (does not count toward page limitation) The due date and time for submittals is September 1, 2015, 2:00 P.M. local time. Identify the package with an exterior label stating: RFQ No., Project Controls Task Contract for Project Support & Management Responses to this RFQ must be submitted to: Metropolitan Washington Airports Authority Procurement and Contracts Dept., MA-29 1 Aviation Circle, Suite 154 Ronald Reagan Washington National Airport Washington, DC 20001-6000 Attention: Darren Durbin, Contracting Officer All questions concerning this solicitation must be submitted by 3:00 PM, August 17, 2015 via the Airports Authority s website at: http://www.mwaa.com/8173.htm No other general notification of this project will be made and no further action beyond submission of the information listed above is required or encouraged. This is not a request for proposal. Note: The Airports Authority is not an agency of the United States Government. Do not contact Airports Authority consultants or Airports Authority personnel, other than the Contracting Officer, regarding this solicitation. 13. SPECIAL TERMS & CONDITIONS (1) Competitors are hereby put on notice that the Task Order Project Controls for Project Support & Management team members, prime and subcontractors, will be excluded from future Authority aviation capital related contracts if the scope of those contracts conflicts with its services provided under this contract. Contractors currently performing work for the Authority or other potentially conflicting companies or agencies should address potential conflicts of interest in their submittal. (2) The Task Order Project Controls for Project Support & Management Consultant s efforts for this support services contract will be specified and implemented by individual technical and project specific task directives issued by the Authority. The initiation of work will require the development of the scope of work, schedule and price (using pre-established contractual rates) that will be agreed upon before issuance of the technical task directive. Page 7 of 8
Appendix A Additional Instructions Standard Form 330 The following provides clarification to the Standard Form (SF) 330. Section D should include the proposed team organization chart. Sections E and F are to contain all information necessary to address the Selection Criteria. The project experience listings of individuals (in Section E) and firms (in Section F) are expected to contain that individual s or firm s specific role on each project listed. Experience listings that are for related vs. direct project experience should contain a brief statement as to why that project s experience is considered related and/or relevant. All projects listed should include a brief description of the type of project, the specific role of the firm or individual, and other information that is considered relevant to this project. Cleary identify if work experience cited for an individual was done while working for another firm; and if previous work experience cited for a firm (or business unit within a firm) was performed while operating under another name, was performed before acquisition by the current parent firm, or was performed by persons not proposed for this project. Section F, Line 24 should include project presentation drawings and/or photographs. Section F, Line 24, should include the estimated cost and should show both the firm s fee amounts and the project construction cost amounts, differentiated by parentheses around the fee amounts. Section H, Should include all information and discussion necessary to address Selection Criteria. Shall have a minimum 11-point type size. Is not to contain extensive repetition of material presented in previous sections. Should include an additional copy of the proposed organization chart, along with a discussion of the proposed project organization, specific responsibilities of the member firms, previous working relationships and all other pertinent information necessary to address Qualification Criteria. The organization chart and accompanying discussion should be well coordinated with the personnel resumes in Section E, particularly regarding job titles and responsibility designations. Should be used to elaborate on any relevant issues expected to influence the course of this design project, your ideas on dealing with them, and your experience in dealing with them in the past, including (a) coordination with large multi-departmental client organizations, (b) coordinating and taking full responsibility for the efforts of a large number of specialty sub-consultants working in different cities, (c) managing the design of projects remote from the various design production offices, and (d) any other issues you deem pertinent. Tabbing and/or other easy-to-follow cross references between SF 330 text and the Selection Criteria being addressed would be greatly appreciated. Page 8 of 8