NEW CASTLE COUNTY Purchasing Division 87 Read s Way New Castle, DE (302)

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1 New Castle County is seeking unpriced proposals for Construction Management- Agency (CMa) services including involvement during the programming and design phases, as well as, oversight and management during the construction and close-out phases for a new paramedic station in Odessa, Delaware. Interested parties are asked to submit an unpriced proposal, in writing, with one (1) original and four (4) copies, to New Castle County,, New Castle, DE 19720, by 2:00 p.m. Wednesday, October 1, 2014 so stating their interests and qualifications. NOTE: Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at Questions about the project should be directed in writing by noon Monday, September 15, 2014, to Andria Smith, Purchasing, by at asmith@nccde.org. INSTRUCTIONS FOR PROPOSAL Sealed proposal envelopes shall carry a clear notation in the lower left quadrant, Construction Management- Agency (CMa) Services Odessa Paramedic Station #5, Bid #15P-007. FAX proposals cannot be accepted. Pursuant to New Castle County Code and Delaware State Law, no contract will be awarded to any vendor unless, before or in conjunction with the actual award of the contract to such vendor, has submitted proof satisfactory to the County, or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract. August 25, 2014 Bid #15P-007 Page 1 of 14

2 Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69, Title 29, and the New Castle County Code. Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the consideration of this award. Mailing address: New Castle County New Castle County Government Center August 25, 2014 Bid #15P-007 Page 2 of 14

3 BACKGROUND The New Castle County Emergency Medical Services Division ( Paramedics ) is enhancing their ability to provide pre-hospital emergency medical services in the Southern New Castle County area by constructing a new paramedic station. The new station will facilitate the paramedics ability meet the demographically-growing demand for service. It will be built on a 3.81 acre parcel in Odessa, Delaware that is owned by New Castle County. The parcel number is The address is 307 N. Sixth Street, Odessa, Delaware The new paramedic station is envisioned to be approximately 7,500 square feet. The facility will accommodate approximately 8 staff members, 24-hours per day/7days a week/365 days a year. Specifically, the new station will consist of three 17 foot x 50 foot drive-through apparatus bays with heating and exhaust systems, medical equipment storage room, fitness/workout room, women s and men s toilet rooms complete with shower/locker facilities, decontamination/equipment cleaning room, storage, an administrative office, a work room with multiple work stations, a day room/staff lounge, kitchen, one public toilet room, and an entry foyer. The project will also include a training room/multi-purpose room with integrated audiovisual and teleconferencing capabilities which will have the flexibility to be used as an area operations center by representatives of multiple agencies. The facility will have an emergency generator capable of providing 100% of the support functions of the building including card access and security camera systems. SCOPE OF SERVICES (OVERVIEW) New Castle County is seeking proposals from qualified Construction Management firms with experience in projects of similar size and complexity. It is desired that the selected firm have experience and expertise with the specialized requirements of paramedic stations and public safety facilities in general. The services to be provided will include participation during the Programming Phase through Design, Bidding, Construction, and Close-out. SCOPE OF SERVICES New Castle County is requesting proposals from firms who can adequately demonstrate they have the resources, experience and qualifications to provide Construction Management- Agency (CMa) Services for the Odessa Paramedic Station #5. August 25, 2014 Bid #15P-007 Page 3 of 14

4 Note: New Castle County reserves the right to require the selected firm to adhere to the provisions set forth in State of Delaware Title 29 Del. C. c. 69 and in New Castle County Code Section The CMa will work in close conjunction with the respective Architects/Engineers and Building Design Committee to develop a project that provides a critical service to the community and demographic area. Key involvement shall include participation during Programming, Schematic Design, Design Development, Construction Documents, Bidding, and the Construction Administration phases of the project. The project will be executed in multiple phases. The tentative completion deadline for move-in for the library is November 30, New Castle County expects the construction management firm to join together with the project team to create a smoothly run project that will serve the public for many years. All parties involved will be held accountable for quality and timeliness. Open communications and commitment to a team approach are essential. The CMa in particular will be held responsible for assuring that the construction documents are adhered to and that accurate project progress records are maintained. It is essential the CMa develop Bid Documents that integrate NCC Purchasing standards to accomplish workforce diversity goals. The firm selected shall provide the County with the minimum following services as required: Pre-Construction Phase (Programming through completion of Construction Documents) Review and cost analysis of design of Programming, Schematic Design, Design Development, and Construction Documents for completeness and accuracy. Provide value engineering and constructability reviews to make relevant design recommendations in the best interests of the County. Provide estimates of project costs at the completion of the schematic design and design development phases and at other milestones as needed. Develop and maintain detailed construction cost and schedule data and develop sitework costs based on review of the geotechnical report. Work closely with public and community groups as necessary. August 25, 2014 Bid #15P-007 Page 4 of 14

5 Prepare detailed estimate of construction costs based on the final construction documents. Prepare Scopes of Work for inclusion into Bid Packages for any materials or equipment lists for pre-purchase and for all other construction-related work. Assist the County through the Bidding process including, if required, evaluating proposals and providing recommendations in preparation for awarding subcontracts in accordance with procedures established by New Castle County and with respect to any related Apprenticeship program issues. Note: The County is committed to a strong participation of local, minority and women-owned business and a transparent approach throughout the contract. A key component of the work shall be creating Bid Documents that integrate NCC Purchasing standards to accomplish the workforce diversity goals of the County. Conduct pre-bid meetings and assistance during the Bidding Phase. Construction Phase Conduct pre-construction meetings, assist in the permitting and approval process, and manage the administration of the construction contracts in cooperation with the Architect. Coordinate with contractors and vendors, assure compliance with the contract drawings and specifications, conduct regular progress meetings, receive/review/manage the shop drawing/submittal process, receive/review/approve applications for payment, daily progress reports, and maintain current cost and schedule information. Maintain an accurate set of record drawings, and provide a complete set of red-lined drawings to the Architect at the completion of the project. Coordinate with outside agencies; i.e., DELDOT, CCR, utilities, materials and testing personnel, and inspections as required during the construction process, including coordination of all final utility connections. Ensure compliance with OSHA Regulations, by providing, monitoring, and maintaining a comprehensive safety program for all contractors on the site. August 25, 2014 Bid #15P-007 Page 5 of 14

6 Provide coordination during the Commissioning Phase of the project, including seasonal commissioning, through the completion of the Final Commissioning Report at or prior to the end of the one-year walk-through period. Manage and coordinate all closeout procedures for substantial completion, attainment of Certificate of Occupancy, inspections, punch lists, preparation and turnover of O&M manuals, start-up testing/training, guarantees/warranties, affidavits, and releases of liens. Maintain a presence at the site until the Certificate of Occupancy has been obtained and the building is turned over to the County and a presence on the project until the project is 100% complete. Prior to the end of one-year from final acceptance, schedule an inspection in conjunction with the Architect to detail and remedy any defects which have arisen during that time. ORGANIZATION OF PROPOSAL Please provide New Castle County with a concise presentation of your firm s qualifications, which includes the following information and any other specific material which you feel is important in considering your firm as the Construction Manager for the Odessa Paramedic Station Project. Please focus on the specific information requested. Inclusion of excessive or unrelated boiler plate will adversely affect the consideration of your firm s qualifications. If your firm is selected for an interview, you will have an opportunity to amplify this information. To aid in the comparative evaluation of proposals, please provide the following: 1. Name, address, phone, and fax numbers of the firm. 2. Type of organization (individual, partnership, corporation, or other). 3. Size of staff with breakdown by specialty. 4. Describe the general nature of the work in which this firm is engaged, with the proportion developed in the public sector. Specifically, note experience with paramedic station construction, as well as, construction administration. August 25, 2014 Bid #15P-007 Page 6 of 14

7 5. Identify the proposed project team, including the Project Administrator, Project Manager and Field Superintendent, as well as, other major participants. Identify the organization of the team and the major responsibilities of each team member. 6. Professional resumes of the individuals who will comprise your team. (It is required if the firm is selected for the final interviews, that these individuals be the representatives making the presentation.) 7. References/completed projects of the proposed design team. Identify and designate at least three (3) completed paramedic stations/similar projects which the team members have done individually or collectively within the past ten years which best represent the present skills of the project team members. For each reference project include: Brief description of project, including gross square feet, and date of occupancy. One exterior picture, one interior picture and a floor plan. Originally-estimated cost of construction and final cost of construction including % of change orders. Design architect and project architect, contact person and phone number. General Contractor, contact person and phone number. Client contact, name, position, and phone number. (Projects developed by firm members other than the proposed project team are of no interest and should not be included.) 8. Describe your experience in working with Architects and Engineers on similar projects. 9. Current and anticipated work load of team members. 10. Statement of project understanding. August 25, 2014 Bid #15P-007 Page 7 of 14

8 11. Proposed methodology to accomplish the Scope of Services outlined. This should be clear, concise and complete. 12. Describe the firm s experience in cost estimating and the management of project budgets. Provide a list of completed projects from the past five (5) years, showing original cost estimates and final construction costs, and percentage of change orders. 13. Please describe your firm s experience meeting construction deadlines. 14. Please submit your firm s audit/financial statement. 15. One short essay question (one page or less) - What qualifications/attributes separate your firm from the rest and identify yours as the one we should select? LOCATION OF FIRM New Castle County encourages the use of Delaware labor. Please specify the office location(s) and percentage of the primary and sub-consultant services that will be provided by each office. SUPPLIER DIVERSITY New Castle County encourages supplier diversity among firms. Please provide information on your firm s efforts to encourage diversity in your workforce and in the selection of subcontractors. TRADE SECRETS Proposal information is subject to the Freedom of Information Act (FOIA). Firms must designate those items that are considered trade secrets as defined in the Delaware State Code Title 29, Chapter 100. Otherwise, all information will be provided to the requester. August 25, 2014 Bid #15P-007 Page 8 of 14

9 INSURANCE Workers Compensation & Employer s Liability Insurance Vendor shall purchase and keep in force and effect workers compensation insurance that will provide the applicable statutory benefits for all of the vendor s employees who may or do suffer covered injuries or diseases while involved in the performance of their work for the Vendor; and, even if permitted to do so by statute, Vendor shall not reject any worker s compensation insurance option that, in the absence of such a rejection, would be applicable to any of the said employees. The policy providing the workers compensation insurance shall include: (1) broad form all-states coverage; (2) an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Vendor shall also purchase employers liability insurance with minimum limits of $1,000,000 for each bodily injury or disease occurrence, and $1,000,000 aggregate for all bodily injuries by diseases within the coverage period regardless of the number of employees who may sustain bodily injury by disease or accident. Automobile and General Liability Insurance Vendor shall purchase: (1) motor vehicle liability coverage, covering any and all claims for bodily injury and property damage that arise out of Vendor s performance of work for New Castle County. (2) Such insurance shall have liability limits of at least $1,000,000 per occurrence, and $2,000,000 annual aggregate, (3) comprehensive general liability with coverage s for the following liability hazards as defined in the policy forms or endorsement thereto: (A) premises and operations; (B) completed operations; (C) contingent liability for the operations of subcontractors involved in the performance of the work; and (D) contractual liability. Limits of coverage shall be at least $1,000,000 per occurrence and $2,000,000 annual aggregate. (X) Professional Liability Insurance (applicable if checked) Each vendor of professional services for whom this provision is applicable shall provide professional liability insurance with limits of at least $1,000,000 per occurrence and $3,000,000 annual aggregate. August 25, 2014 Bid #15P-007 Page 9 of 14

10 All insurance required under this contract except workers compensation, employers liability, and professional liability (if applicable) shall be provided on a policy(s) that specifically names New Castle County, its officials and employees as additional insured. Each policy shall provide an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Each policy shall be endorsed to require the insurer to give New Castle County at least thirty (30) days advance written notice of the insurer s intention to: cancel, refuse to renew, or otherwise terminate the policy; suspend or terminate any coverage under the policy; or reduce any policy limits, increase any policy deductibles, or otherwise alter any terms or conditions of the policy or a renewal issued by the same insurer. Each policy shall be written by a carrier licensed by the State of Delaware to do insurance business of the type involved in the State of Delaware, and which has at least an A rating from the A.M. Best Agency with Stable outlook. Any change in this rating or outlook must be related to New Castle County by the Vendor as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same. Any change in this rating or outlook must be related to New Castle County by the Vendor or insurance carrier as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same. All insurance required under this contract except workers compensation, employer s liability and professional liability shall expressly provide that such insurance shall be primary insurance; and any similar insurance in the name of Vendor shall be excess and non-contributing. Deductibles for insurance provided under this contract shall not exceed five percent (5%) of policy limits. INDEMNITY Vendor shall indemnify, defend, and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, August 25, 2014 Bid #15P-007 Page 10 of 14

11 including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products and/or equipment purchased hereunder, or sustained in or upon the premises of New Castle County. FUNDING OUT The continuation of this contract is contingent upon funding appropriated by County Council. GENERAL PROVISIONS Successful firm will be required to adhere to the terms and conditions set forth in the Attached Exhibit A "Professional Services Agreement." To the extent that the insurance provisions in the Professional Services Agreement differ from the insurance provisions outlined below in this RFP, the more stringent provision of the two shall apply." EVALUATION PROCEDURE Based on the criteria established pursuant to the New Castle County Code, an evaluation committee will be selected to read, screen, and rank all proposals. The New Castle County Chief of Administrative Services may request a presentation from the highest ranked interested parties. Presentations may result in a change of rank. Award will be made to the overall highest ranked firm. If a satisfactory contract cannot be negotiated with the selected respondent, negotiations will be formally terminated. Negotiations may then be undertaken with the remaining firms by order of ranking. The Chief of Administrative Services may require the firm receiving the award to provide a truth-in-negotiation certificate stating that the wage rates and other factual unit costs supporting the compensation are accurate, complete, and current at the time of contracting. August 25, 2014 Bid #15P-007 Page 11 of 14

12 EVALUATION CRITERIA 1. Proven management skills and technical competence with respect to Construction (0-20) Management of paramedic stations. Demonstrate performance in providing projects delivered on time and within budget. 2. Credentials, expertise, education, and relevant qualifications and experience (0-20) of the construction management team assigned to the project. 3. Record of performance or demonstrated ability to handle similar projects. (0-25) Provide a detailed description of at least three (3) comparable paramedic stations and three (3) projects of similar scope completed in the last eight to ten (8 to 10) years. For each project, provide the original pre-construction estimate, the final construction cost, and the percentage of change orders for the project. 4. Familiarity with public work- its requirements, processes and regulations. (0-5) 5. Distribution of work among firms to broaden the base from which selections are (0-5) made. Firms with no current work (past 12 months) will be afforded the full point value of these criteria. List any active projects with New Castle County List any completed projects in the past twelve (12) months 6. Location of office that will provide the construction management services. (0-10) If the firm will be providing personnel for services from more than one office, indicate the estimated percentage of those services provided by each office involved in the project. 7. Special Criteria: Ability to construction manage within defined budget (0-15) constraints and controls and meet the established timeframe. Experience with paramedic stations or similar type projects. Experience in working with public and community committees and processes. August 25, 2014 Bid #15P-007 Page 12 of 14

13 SIGNATURE PAGE Name of Company Address Telephone No. Fax No. Signature Federal Tax I.D. No. Printed Name (REQUIRED) Date August 25, 2014 Bid #15P-007 Page 13 of 14

14 NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT AUTHORIZED REPRESENTATIVE I HEREBY AFFIRM THAT: I am the (title), and I am duly authorized to represent and bind (business) (the Business ), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting. I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O , E.O , 48 CFR 9.404, and each agency s codification of the Common Rule for non-procurement suspension and debarment. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY. Date: By: Name: Title: (Authorized Representative and Affiant) August 25, 2014 Bid #15P-007 Page 14 of 14