Request for Proposal for Construction Manager-at Risk Responses Due: 3:00 p.m. Thursday, September 10, 2015

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1 Request for Proposal for Construction Manager-at Risk Responses Due: 3:00 p.m. Thursday, September 10, 2015 The Housing Authority of the Town of Glastonbury (the GHA ) is seeking a qualified firm to serve as Construction Manager for its proposed redevelopment of Center Village (the Project ). GHA is requesting a Statement of Qualifications and Response to Request for Proposals from interested parties for the Project. The Project is anticipated to be funded primarily under the federal Low-Income Housing Tax Credit program in conjunction with financing from the Connecticut Department of Housing ( DOH ) and the Connecticut Housing Finance Authority ( CHFA ). Prior successful experience working with state and CHFA-funded affordable housing developments of this scale is mandatory to qualify for consideration for the Project. The Project s design and construction drawings are being developed by Quisenberry Arcari Architects, LLC of Farmington, CT. A full copy of the Request for Proposals & access to available drawings is available by contacting the GHA, 25 Risley Road, Glastonbury, CT 06033; Contact is Neil Griffin at (860) , or ngriffin@glastha.org Center Village: CM at Risk Solicitation Page 1

2 Housing Authority of the Town of Glastonbury REQUEST FOR QUALIFICATIONS Construction Manager at risk August 13, 2015 The Housing Authority of the Town of Glastonbury (the GHA ) is seeking a qualified firm to serve as construction manager at risk (the CMR ) for GHA s proposed redevelopment of Center Village (the Project ). Construction/Groundbreaking of the Redevelopment is contingent upon GHA s award of competitive funding. GHA contemplates applying to the Connecticut Department of Housing ( DOH ) and the Connecticut Housing Finance Authority ( CHFA ) for such competitive funding over the next six months. Selection of the CMR will entail an interview of the highest ranked firms. Project Summary GHA owns and operates Center Village, built in 1975, an affordable, senior rental community located at the corner of the New London Turnpike and Salmon Brook Drive in downtown Glastonbury. Center Village currently consists of fifty units in nine single-story residential buildings and also has a separate, singlestory community hall. Presently forty-three of the fifty units are occupied. The Project s general scope of work involves the selective demolition of three residential buildings, which contain sixteen (16) units, and the community hall. Thirty-four existing units in six residential buildings will have additions added onto them and a gut rehabilitation of the structure. A proposed, multi-story new building, containing thirty-eight (38) units, will be constructed in the northwest corner of the site which is primarily open land. Additionally, substantial site work will be required to allow for all new driveways, parking lots, storm water management, landscaping, and new utility locations. It is anticipated the Project s construction activities will be required to occur in phases and that the site s remaining six (6) buildings will remain occupied during construction of the proposed new building. Early and very preliminary construction cost estimates, based upon conceptual designs, provided by a third-party cost estimator approximate $14 million. New construction cost estimates have not yet been sought by the GHA as the design process has advanced. Contemplated Funding The primary sources of permanent funding are expected to be provided to the GHA through DOH and CHFA. The sources of funding are envisioned to include Center Village: CM at Risk Solicitation Page 2

3 Low-Income Housing Tax Credits ( LIHTCs ) mortgages provided by CHFA and DOH or conventional debt, and additional sources. Scope of Services The CMR shall review and participate in design and the production of the construction documents with the owner of the Project, currently contemplated to be a limited partnership or limited liability company affiliated with the GHA (the Owner ) and its project architect (the Architect ). The CMR shall solicit trade bids on behalf of the Owner from trade subcontractors on a competitive basis. The Owner and the CMR shall agree upon a Guaranteed Maximum Price to perform the work identified in the Bid Documents prepared by the Architect and the CMR shall enter into contracts with trade subcontractors to perform their respective trade work. The CMR shall provide services including, but not limited to: Pre-construction Phase Scope of Services: 1. Constructability Reviews; 2. Site Logistics Plan; 3. Building Evacuation Plan; 4. Schedule and Phasing Coordination; 5. Cost Control Management; and 6. Construction Documents Conversion Into Subcontractor Bid Packages. Bid-Phase Services: 1. Develop the Master Project ( CPM ) Schedule; 2. Bid each Bid Package, public advertising bids(ex: State Department of Administrative Services ( DAS ) Contracting Portal); 3. Issue subcontractor bid packages; 4. Conduct preconstruction conferences and site visits; 5. Process all addenda; 6. Receive bids from subcontractors and conduct public bid opening; 7. Issue Guaranteed Maximum Price; and 8. Execute subcontractor agreements. Construction Phase Scope of Services: 1. Comply with General Conditions; 2. Comply with General Requirements; 3. Conduct Pre-construction Conference; 4. Periodic update the Master CPM Schedule; 5. Monthly update of Schedule of values; 6. Review and Prepare Monthly Progress Payment Requests (in accordance with CHFA s and/or DOH s requirements); 7. Periodic Update of Project Cash Flow Projections; 8. Act as the Project s Prime Liaison; Center Village: CM at Risk Solicitation Page 3

4 9. Coordinate subcontractors Requests for Information ( RFI-s ) and architectural/engineering ( A/E ) Requests for Information ( RFI ) Responses; 10.Coordinate all change requests and responses; 11.Coordinate all types of submittals; 12.Coordinate all types of testing and Inspections; 13.Coordinate all sub-contractors; 14.Coordinate all sub-contractors participating in commissioning; 15.Provide construction trailers, storage, equipment, barriers, and etc.; 16.Provide all necessary on-site CM personnel; 17.Coordinate Substantial Completion and Turn Over 18.Closeout the Project; and 19.Support documentation collection for Leadership in Energy and Environmental Design ( LEED) submissions. It shall be the CMR s responsibility to be familiar with, and take into consideration when responding to, this RFP, all of CHFA s and DOH s requirements including, but not limited to: construction contract requirements, warranty for construction defects, assurance of completion, progress payment requests, construction guidelines (including but not limited to: project planning & technical review, construction costs, energy conservation, environmental & hazardous material review), standards of design, cost certification, affirmative action, substantial completion/permission to occupy and final closeout. Response Components Contractors responding to this RFP shall submit the following questionnaire information: Firm Overview 1. Business Organization a. If a corporation, include date of and state of incorporation, its business address(es), an organizational chart, and names and addresses of the corporation s officers and members of its board of directors; b. If a partnership, include the date and state of formation, the type of partnership, its business address(es), an organizational chart, and the names and addresses of all general and/or limited partners; and c. If other, include organization type date and state of formation, its business address(es), an organizational chart, and a list of names and addresses of all key members. 2. How many years this business entity been engaged in construction? 3. Is this business entity legally qualified to do work in the State of Connecticut? Center Village: CM at Risk Solicitation Page 4

5 4. The CM must have a State of Connecticut Major Contractor s License; please provide evidence of the license. Has this firm s Major Contractor s License ever been suspended or revoked? 5. Is the firm a women s business enterprise ( WBE ), minority owned business ( MBE ), or a small business enterprise (SBE )? Is this firm DAS prequalified? Experience & Staffing Plan 6. Provide an organizational chart for the Project. Describe the duties and include resumes of the proposed key personnel and project superintendent/project manager to be assigned to the Project. Provide a summary of project experience (similar projects in particular) for each team member for both pre-construction and construction management. 7. List of all projects that were financed by LIHTCs, including project name, date of completion, contract amount and reference(s). 8. Provide a summary of projects similar in scope to the Project, including scope, dollar amount, renovation description and date of completion. 9. Provide a summary of current contracts with anticipated dates of completion. 10.If the entity has ever defaulted on a contract or failed to complete work, please list any such contracts. Provide a list of judgments, claims arbitration rulings, lawsuits against the organization or its principals during the past five (5) calendar years (i.e., ) years. 11.Is the firm currently, or has it in the past five (5) calendar years, been involved in any litigation? If so, provide the details. Reference and Other 12.Has the firm ever violated any Occupational Safety and Health Act ( OSHA ) or any standard, order or regulation promulgated pursuant to such act during the preceding three (3) calendar years? List all of the firm s willful or serious violations that occurred during the preceding three (3) calendar years. Indicate if these were abated within the time fixed by the citation or whether the citation was appealed. If appealed indicate status and/or disposition. 13.Provide a letter of interest from a bonding company to supply a bid bond and performance and material bond for the Project, together with bonding capacity and the amounts available for the Project. 14.Evidence of existing insurance coverage and statement that the firm shall comply with the insurance requirements of the Project. [For detailed CHFA insurance requirements, see Section 3: Insurance Requirements for Contractors of the CHFA Insurance Requirements for Projects Under Construction and Renovation in the Multifamily Document Library on the CHFA website ( 15.Affirmative Action Policy and Equal Employment Opportunities Policy statement that the firm will comply and adhere to Affirmative Action compliance as required by the Owner and CHFA. Include a statement Center Village: CM at Risk Solicitation Page 5

6 about if the firm has any outstanding Commission on Human Rights and Opportunities ( CHRO ) issue/complaints. 16.Statement of interest in the Project, including acknowledgement of the awareness of and ability to comply with all of CHFA s and DOH s requirements, guarantees and policies. Qualitative Information: 1. Experience: The firm has verifiable construction management at risk experience with a client group that demonstrates the proposer s performance can best satisfy the Owner s requirements for the Project. 2. Project Organization, Personnel Experience and Qualifications: Confirmation that the firm s professional and personnel staff who will serve as primary staff for the Project possess appropriate project experience and can demonstrate successful related preconstruction and construction management work experience and construction manager at risk experience; with evaluation emphasis placed on the technical expertise and credentials of the proposed project staff. This evaluation shall include a focus on the proposed project superintendent, plus the field support staff. This same staff shall be identified in the CM agreement by and between the Owner and the CM. 3. Project Approach and Preliminary Project Plan: Project Approach and Preliminary Project Plan: In the response to the RFP, the firm shall demonstrate its approach to the construction management at risk process indicating a clear understanding of the purpose, service, scope, and objectives of this RFP. The firm s Qualitative Proposal shall include the Proposed Project Plan and General Construction Schedule, plus other detail, as appropriate, for example a preliminary site utilization plan, etc. The submission shall include information related to the firm s approach and prior success related to subcontractor coordination, management of subcontractors, budget performance; schedule performance, claims avoidance, and effective project closeout (ninety (90) day goal) 4. Past Performance on construction management at risk projects: The firm shall include in the RFP response specific project examples, reference contracts and other relevant information to allow the GHA to evaluate the firm's past performance on related LIHTC financed or CHFA/DOH financed construction management contracts. 5. Schedule Performance: Project Schedule compliance is very important. The firm s proposal shall include examples of past scheduling performance, on time project delivery, in-house scheduling capabilities, and successful schedule recovery on past projects. Related owner references shall be furnished. Preliminary schedule comments on the Project may be included as well as ideas on pro-active approaches to achieve the schedule. The RFP Package includes information on the Project s anticipated duration (page 10). A diagrammatic schedule, a bar Center Village: CM at Risk Solicitation Page 6

7 chart or a similar simple illustrative format detailing the project delivery schedule for completion is required. 6. Safety Record: The firm will be rated based on its past safety record and its proposed safety program. 7. Fee Proposal: a. Provide a preconstruction fee proposal for the scope of services. b. Provide a proposed fee structure for construction. Please provide details for each component (i.e. general conditions, overhead and profit). Do not include a construction cost contingency in the fee proposal; this will be part of the Owner s approved development budget. Review Process GHA will review the responses and evaluate them on the basis of the Evaluation Criteria below. Interviews with the shortlisted firms will then be held. Evaluation Criteria The evaluation of the prospective CMRs, construction management experience, past performance and bonding ability will be based upon its financial, managerial, and technical abilities, its integrity, and its absence of conflicts of interest. Prospective CMRs must have a minimum of five (5) years of relevant multifamily affordable housing development experience or three (3) successfully completed multifamily, affordable housing development projects. The prospective CMR shall provide proof of such experience by submitting three (3) reference letters from current and/or past clients regarding the CMR s performance on multifamily, affordable projects of similar type and size. In addition the prospective CMR shall provide a minimum of three (3) reference letters from major material suppliers regarding its credit account payment history. The final selection shall be made by the GHA based upon each response to the questionnaire and qualitative information. Experience with projects of similar scope & size 10 pts Organizational capacity, personnel experiences & qualifications 30 pts Project approach & preliminary project plan & quality of RFP submission 15 pts Past performance on CM projects 10 pts Schedule performance 15 pts Safety 10 pts Fee structure proposal 10 pts If all required financing is received, then a contract shall be awarded to the most responsive and responsible contractor as determined by the GHA in its sole and absolute discretion. Center Village: CM at Risk Solicitation Page 7

8 The final contract shall include a statement that the contractor shall adhere to an Affirmative Action Plan as approved by CHRO and a statement that the contractor shall comply with Affirmative Action compliance as required by DOH and CHFA. It shall also include a requirement that the subcontracts be competitively bid. Disclaimers by the GHA 1. Responses to this RFP shall be prepared at the sole cost of the respondent. The GHA shall not reimburse for any expenses incurred in connection with this RFP including, but not limited to, the cost of preparing the initial response and any additional information requested, or travel or other expenses incurred. 2. The GHA, in its sole and absolute judgment, reserves the right to (i) amend, modify or withdraw this RFP, (ii) revise any requirements to this RFP, (iii) require supplemental statements or information from any respondents to this RFP, (iv) accept or reject any or all responses to this RFP, (v) renegotiate or hold discussions with any respondent(s) to this RFP, and allow such respondent(s) to correct deficient responses which may not completely conform to the instructions contained herein, or immediately eliminate responses which are late, incomplete, or unresponsive to the RFP, and (vi) cancel and revise, in whole or in part, this RFP if the GHA, in its sole and absolute discretion, deems it to be in its best interest. 3. The GHA may exercise any or all of the foregoing rights at any time without notice and without liability to any respondent to this RFP or any other party. 4. Responses to this RFP shall become the property of the GHA and shall become matters of public record. 5. The GHA may request from a respondent any or all submitted material in an electronic format. By submitting its proposal in response to this RFP, each respondent accepts the procurement method used and acknowledges and accepts that the evaluation process will require subjective judgments by the GHA. Center Village: CM at Risk Solicitation Page 8

9 Submissions: Interested parties should submit one (1) original and three (3) copies of its proposal, in a sealed envelope/box, that includes the following information on the envelope/box: title Construction Manager, the company name, contact person and phone number, and the package shall be delivered to: Neil Griffin Housing Authority of the Town of Glastonbury 25 Risley Road Glastonbury, CT Proposal/Response Deadline Proposals/Responses shall be due not later than 3:00 p.m. on Thursday, September 10, 2015 at the above-stated address. Any proposal received after the specified time and date may not be considered. Center Village: CM at Risk Solicitation Page 9

10 Contemplated Center Village Schedule Engage CMR September 28, 2015 Produce 90% construction drawings November 2, 2015 Apply for Funding November 9, March 2016 Refine construction drawings November 2015 March 2016 Potential Funding award April 2016 Initial Closing(funding) September 2016 Construction start October 2016 Construction end January 2018 Project Closeout April 2018 Center Village: CM at Risk SolicitationPage 10