REQUEST FOR QUALIFICATIONS DEADLINE: OCTOBER 19, :00 PM PT

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1 Roseburg Public Schools Purchasing Department 1419 NW Valley View Drive Roseburg OR Phone Fax REQUEST FOR QUALIFICATIONS RFQ Number and Name: PROJECT MANAGEMENT SERVICES DEADLINE: OCTOBER 19, :00 PM PT The purpose of this Request for Qualification is to obtain competitive Offers from Firms and Individual Professionals interested in providing Douglas County School District #4, Roseburg Public Schools, services consistent with Project Management / Owner s Representative for grant funded seismic rehabilitation projects throughout the school district. RFQ DUE IN THE ROSEBURG PUBLIC SCHOOLS, PURCHASING DEPARTMENT, 1419 NW VALLEY VIEW DRIVE, ROSEBURG, OREGON NOT LATER THAN 2:00 PM, THURSDAY, OCTOBER 19, 2017 At which time and place they will be publicly opened. RFQs shall be properly signed and returned in a sealed opaque envelope with the: RFQ NUMBER, RFQ DUE DATE, and RFQ NAME CLEARLY MARKED ON THE OUTSIDE. The district reserves the right to, (1) reject any RFQ not in compliance with all prescribed public bidding procedures and requirements, (2) add to the price bid by non resident bidders an increase equal to the percent preference that the non resident bidder s home state would give its instate bidders, (3) reject, for good cause, any or all bids that are not in the best interest of the district. DATE: October 4, 2017 /S/ DENNIS J. DENNY AUSTIN PURCHASING SUPERVISOR Phone: Fax: E mail: daustin@roseburg.k12.or.us

2 1. PURPOSE OF RFQ: REQUEST FOR STATEMENTS OF QUALIFICATION FOR PROJECT MANAGEMENT SERVICES 1.1 The Roseburg School District (District) is requesting Statements of Qualification (SOQ) from qualified firms and individuals to provide Project Management and Owner s Representation Services, experienced with Seismic Rehabilitation/Construction Projects utilizing grant funded, Construction Management/General Contractor (CM/GC) alternative procurement method. The District will use the Request for Proposals Statements for Qualification that are submitted to the District, scoring the highest evaluation points, for the following purposes: To select a qualified firm or individual to provide the District with those services outlined in the Scope of Work (Attachment A) for upcoming seismic rehabilitation of District facilities. 1.2 This Request for Qualifications is intended to provide interested persons and entities with sufficient information to prepare and submit Statements of Qualification for the purposed stated in Subsection DEFINITIONS: 2.1 As used in this Request for Qualifications: Applicable Laws means all codes, statutes, rules, regulations, orders, ordinances, and other legal requirements of federal, state and local governmental bodies, agencies, and officers that affect the interpretation and implementation of this RFQ or the Section Rules Assignment means a discrete written agreement between the District and a contractor that authorizes the contractor to perform specific services which are within the general scope of services covered by a Contract and which are subject to all or part of the provisions of the Contract Addendum or Addenda means a document or documents issued by the District which clarify, revise, or supplement the provisions of this RFQ Board means the School Board for the District Claims means and includes claims, actions, arbitration proceedings, administrative proceedings and other adversarial proceedings that have asserted, filed, prosecuted, or appealed by any person or entity against an Offeror or a client of an Offeror arising out of the act or omissions of the Offeror or a principal or a key employee of the Offeror Consultant means an engineer, architect, or other consultant with professional or technical expertise in a field related to the Services who may be engaged by an Offeror or a principal or a key employee of the Offeror. 2

3 2.1.7 Contract means a written contract between the District and a firm, person, or entity that establishes the requirements for services and the rights and obligations of the parties concerning the services Document means any book, paper, photograph, drawing, model, sound recording, machine readable record or other material, which contains verbal, numerical or graphic information regardless of physical form Key Personnel means actual Project Team Members Offeror means any person or entity that submits a Statement of Qualification Project means a project for construction, reconstruction, or major renovation on real property. This RFQ addresses seismic rehabilitation of existing District facilities Request for Proposals and RFP mean a written Document issued by the District, pursuant to Section 6 of the Selection Rules, which solicits competitive written Proposals Request for Qualifications and RFQ means this document, Addenda, all exhibits attached to this document or Addenda, and other documents incorporated by reference in this document or Addenda Statement of Qualifications, SOQ, and Response include all documents submitted in response to this RFQ Reviewers mean officers, agents, and employees of the District, who are designated by the Board to evaluate Statements of Qualifications pursuant to the Selection Rules Selection Rules means the District s Rules for Selection of firms to perform Personal Services Services means all labor, materials, personal services, documents, and other services and work products that will be furnished by a firms, person, and entity to the District. 2.2 Definitions contained in the Selection Rules will apply to words and phrases that are not defined in the RFQ, but definitions stated in Subsection 2.1 of this RFQ take precedence over contradictory definitions in the Selection Rules. 3. THE PROJECT: 3.1 The RFQ will be used to select a qualified firm or individual to act as owner s representative during all phases of the design, bidding, construction and completion of the seismic rehabilitation of four District elementary schools: Fullerton IV Elementary, Green Elementary, Hucrest Elementary and Melrose Elementary. The successful offeror will, Provide and distribute, throughout all phases, management reports detailing project progress, schedule and financial status. 3

4 3.1.2 Assist the District in the creation and implantation of format(s) to disseminate this information to the school board, District staff and the general public Attend public meetings as a representative of the District Provide management, and adherence to public entity rules and regulation. Serve as owner s representative in all matters with regulatory authorities including Bureau of Labor and Industries, State/Local Fire Marshal, Building Inspector, OR OSHA Provide regular presentations/tours to District School Board as requested by the Superintendent or his designee. 4. SELECTION RULES: 4.1 The School Board of Roseburg Public Schools has adopted the Selection Rules pursuant to ORS 279A.065 (5). The Selection Rules supersede the model rules prepared by the Attorney General for screening and selection of consultants to perform specialized personal service contracts, School Board Policy DJAR and Any provisions of the model rules that are not replaced by comparable provisions in the Selection Rules have been omitted intentionally. 5. INFORMATION CONCERNING RFQ AND SERVICES: Respondents are cautioned not to make any assumptions as to the implied meaning or intent of any part of this RFQ. Respondents should request clarification if needed. Offerors may submit comments on the RFQ, but the District is not obligated to reply to such comments. 6. SCHEDULE OF EVENTS: 6.1 The District expects Offerors to conform to the following schedule: Statements of Qualifications (SOQ) are due and will be opened at 2:00 P.M. on Thursday, October 19, The District may at their sole discretion contact references during their review of the SOQ as a part of the scoring, completing reference checks by October 24, If the District elects to enter into a contract with a qualified firm without issuing a supplemental RFQ or RFP, the District will notify all Offerors and commence negotiations with the firm selected by October 25, Interviews may be required after review of supplemental RFPs/RFQs and will be scheduled following all reviews. 6.2 Prospective Offerors who think that the schedule stated in Subsection 6.1 is unreasonable may request an extension. The District reserves exclusive discretion to grant or deny a request for extension. 4

5 6.3 The selection schedule and milestones stated in this RFQ are for the sole benefit of the District. The District, at its discretion, may extend the selection schedule at any time during the selection process. Failure to select a Project Management / Owner s Representative Firm or Individual, or sign a Contract by the dates stated in this RFQ will not invalidate the selection process or the Contract. 7. ADDENDA: The provisions of this RFQ cannot be modified by oral interpretations or statements. If inquiries or comments by Offeror raise issues that require clarification by the District, or if the District decides to extend the selection schedule or clarify, revise, or supplement any part of this RFQ, addenda will be provided to all firms who have received the RFQ. Receipt of an Addendum must be acknowledged in the Statement of Qualifications. If a copy of this RFQ was downloaded from the District website, offeror must call the Purchasing Department, , and register, to assure delivery of any addenda. 8. CANCELLATION OF RFQ: The District may cancel this RFQ at any time if the District determines that cancellation would be in the public interest. 9. COST INCURRED BY OFFERORS: The District will not reimburse Offerors for any costs incurred in preparation and presentation of their Statements of Qualifications. 10. FORM OF STATEMENT OF QUALIFICATIONS: 10.1 Statements of Qualification must be typed. Erasures or other changes must be initialed by the Person signing the Statement of Qualifications The Statement of Qualification must be signed in ink, and the name and title of the Person signing the Statement of Qualifications must be typed or printed below the signature The Statement of Qualification must certify that the Offeror is an independent contractor under the criteria stated in School Board Policy DJAR A Statement of Qualification submitted by an Entity must be signed by an officer or agent who has authority to enter into contracts on behalf of the Entity and proof of such authority must be included with the Statement of Qualification The District is not interested in colored marketing data, but more concerned about specific project experience and details of the proposed planning process A Statement of Qualification submitted by a joint venture must be submitted in the name of the joint venture, and must be signed by: Each individual participating in the joint venture, and An authorized officer or agent of each Entity participating in the joint venture. 11. GENERAL CONTENT OF ALL STATEMENTS OF QUALIFICATIONS: 11.1 The District intends to place all Offerors who submit responsive Statements of Qualifications on a list of firms who are qualified and available to perform project management services for the District. The list will be maintained in accordance with the Selection Rules. 5

6 11.2 State the legal name and business address of the Offeror and the name, address, and telephone number of a representative of the Offeror who is authorized to communicate with the District Superintendent or designee State the Offeror s social security number or federal tax I.D. number If the Offeror is an Entity, or an Entity is participating in the Statement of Qualification: Describe the Entity (e.g. partnership, corporation, limited liability company, limited liability partnership); State the Entity s federal tax identification number; and Identify the state where the Entity was formed or is registered Statements of Qualifications must contain sufficient information for the District to determine which Offeror will be best suited to furnish the Services needed by the District. The Statement of Qualifications should provide a clear, concise description of the Offeror s qualifications and ability to perform Services. The Statement of Qualifications must include the following information on the Offeror s experience and qualifications: The number of years the Offeror has been in business; The names of the Offeror s key personnel and brief biographical information including specific project management experience and the number of years they have been with the firm. All key personnel listed shall be Project Team Members and will be expected to actively participate throughout all aspects of the project. No changes in key personnel will be permitted without District approval. All key personnel must be listed. The District is only interested in the experience and knowledge of key personnel; Confirmation that the Offeror has all licenses and certifications needed to provide the Services as required by the laws of the State of Oregon; Experience, education, and other qualifications for performing listed Services; Knowledge and experience in budgeting for project management/owner s representative projects in Oregon; and 11.6 Describe your project management Process in Oregon, including key positions in K 12 education, for which the Offeror or any of the key personnel has provided planning/facilitation/consulting services during the last five years, including the size of the project and the cost of services provided. Include client references, names, and phone numbers The Statement of Qualifications must describe any Claims, as defined in Subsection 2.1.5, arising during the last five years that concerned services provided by the Offeror or the principals or key employees of the Offeror who will be assigned to provide Services to the District. Claims should be disclosed regardless of whether they involved litigation, arbitration, or other formal dispute resolution process. Describe the nature and the outcome or current status of each Claim, including any liabilities and expenses resulting from the Claim The Statement of Qualifications must state the Offeror s standard hourly rates for Services and reimbursable expenses, including any multiples for subcontractor s Services. The Statement of Qualifications should address any factors that will save costs for providing the 6

7 Services The Statement of Qualifications may include substantive information concerning the Offeror that is not specifically requested by this RFQ if the Offeror believes that such information would be useful for evaluating the qualifications. A previous management project with associated activities, results and fees could be provided as an example. 12. SUPPLEMENTAL RFQ OR RFP: A Statement of Qualifications for the project constitutes a preliminary offer to provide Services. Although the Board may select a firm, person, or entity and negotiate a contract with them solely on the basis of the response to this RFQ, the Board reserves the right to issue a supplemental RFQ or an RFP to determine details necessary for making any final decision. 13. SUBMISSION OF STATEMENTS OF QUALIFICATIONS: 13.1 Statement of Qualifications must be mailed, delivered personally or delivered by courier no later than 2:00 P.M. on Thursday, October 19, 2017 to: Purchasing Department Roseburg Public Schools 1419 NW Valley View Dr. Roseburg, OR The time of receipt by the District will be determined by the clock in the Purchasing office. Statements of Qualification submitted by facsimile will be rejected. An Offeror who mails a Statement of Qualifications should allow sufficient time for delivery by the time specified in this request. Statements of Qualifications received after the specified time will be rejected and returned unopened to the Offeror An original and five (5) copies of the Statement of Qualifications must be submitted in sealed packages or envelopes with the name and address of the Offeror and a description of the contents clearly stated on the exterior Statements of Qualifications will be opened by the district immediately after the deadline for receipt of the Statements of Qualifications stated in Subsection Persons who are present will be informed of the names of Offerors. No other information will be made available at that time By submitting a Statement of Qualifications, an Offeror acknowledges that: The Offeror has read and understands this RFQ, and The Offeror is familiar with the conditions that will affect the Offeror s performance, if the District selects the Offeror as the firm for an executive search. 7

8 14. WITHDRAWAL OF STATEMENTS OF QUALIFICATIONS: Any Statement of Qualifications may be withdrawn by delivering a written request to the Program Manager. A request for withdrawal must be executed by a duly authorized representative of the Offeror. 15. EVALUATION OF STATEMENTS OF QUALIFICATIONS: 15.1 Statements of Qualifications for the project manager/owner s representative firm or individual will be evaluated by officers, agents, or employees of the District in accordance with the Selection Rules and this section Statements of Qualifications that do not contain all information required by this RFQ or are otherwise non responsive may be rejected or given a lower rating in the evaluation process The District reserves the right to waive defects in a Statement of Qualifications if the District determines that it is in the public interest to do so The Reviewers may request supplemental information from an Offeror concerning the Offeror s ability to perform Services. The Reviewers may interview selected Offerors, but the Reviewers are not required to interview any Offeror or all Offerors. If an Offeror fails to provide supplemental information or attend an interview after receiving a written request from the Reviewers, the District may refuse to consider the Offeror s Statement of Qualifications The District reserves the right to reject any Statement of Qualifications The evaluation of Statements of Qualifications will focus primarily on the qualifications of the Offeror as determined by information provided by the Offeror and information that the District obtains from third parties. The District reserves the right to consider any information that is pertinent to the Services and the Offeror s qualifications The Offeror s fees for the Services will not be the predominate factor in the selection process, but a Statement of Qualifications may not be considered if an Offeror s fees are inordinate in comparison to the fees of similarly qualified competitors. The District is not obligated to contract with the best qualified Offeror, if a competent, suitable Offeror is able to provide the Services in a manner that is satisfactory to the District at a lower cost to the public The District will have exclusive discretion to determine the intent, purpose, and meaning of any provision in this RFQ. The District retains exclusive discretion to determine: Whether a Statement of Qualifications is responsive and conforms to the provisions of this RFQ; Whether an Offeror should be allowed to submit supplemental information; Whether an Offeror will be interviewed; Whether irregularities or deficiencies in a Statement of Qualifications should be waived; and The importance that should be assigned to information and selection criteria considered by the Reviewers. 8

9 16. AWARD OF CONTRACT: 16.1 The contract will be tentatively awarded by letter to the Offeror who in the District s judgment is best suited to provide the Services. Final award will be subject to negotiation and execution of a Contract or other agreement. If the District and the Offeror initially selected by the District are unable to successfully negotiate a Contract or other agreement, the District will make an offer to the District s second choice. The process described in this subsection will be repeated until a Contract or other agreement is executed The District may defer awarding Contract for the project until after the Board determines whether the District has sufficient funds for that Project. The District will notify Offerors if award of the Contract will be deferred under this subsection. 17. REVIEW OF DOCUMENTS: After the District signs a Contract with a firm, person, or entity to perform the Services, any Offeror may review the evaluation documentation at the Roseburg Public Schools District Administrative Offices, except for information that the District determines to be exempt from disclosure under ORS (2). The District will endeavor to honor valid requests by Offerors for exemptions from disclosure, but the District reserves exclusive discretion to determine whether information qualifies for a statutory exemption. Estimated Timeline RFQ Timeline Deadline Action Participants Location October 4, 2017 Publish RFQ Project Management Purchasing/ Board District Office Services October 16, 2017 Deadline for Questions Purchasing District Office October 19, 2017, Opening Date and 2:00PM Time Purchasing District Office October 20, 2017 Review and Score RFQ Responses RFQ Committee Board Room October 23, 2017 Contact References RFQ Committee District Office October 24, 2017 October 26, 2017 November 8, 2017 Notice of Tentative Award Negotiations with First Choice Search Firm Board Approval of Search Firm and Contract Signing RFQ Committee/ Purchasing Board/ RFQ Committee/ Search Firm Board/ Search Firm District Office District Office Board Room 9

10 ATTACHMENT A SCOPE OF WORK The project management firm will provide, under the direction of the Superintendent or designee, management services for a portion of the anticipated projects listed on page 15 of this scope of work. The District, with mutual agreement from the project management firm, may add to or delete from the list of services outlined in this scope of work. Work performed regularly by District staff is excluded from the construction project management contract. The project management firm will represent the District s interests throughout all phases of the Seismic Rehabilitation work. A. General Services: 1. Act as owner s representative during all designated phases of the seismic rehabilitation project(s). 2. Provide and distribute, throughout all phases, management reports detailing project progress, schedule and financial status. 3. Assist the District in creation and implementation of format(s) to disseminate this information to the District Board of Directors, District staff and the general public. 4. Attend public meetings as a representative of the District. 5. Provide management and adherence of public entity rules and regulations. Serve as owner s representative in all matters with regulatory authorities including Bureau of Labor and Industries, State/Local Fire Marshal, Building Inspector, OR OSHA. 6. Provide regular presentations/tours to District School Board as requested by the Superintendent or designee. B. Pre Design Phase: 1. Site Review: Complete a site review with the District Facilities Director and identify issues which need to be addressed. 2. Design Phase Procedures: Develop the design standards and a communication process to utilize during the design phase. 3. Architect/Engineer Selection: Develop a list of potential Architectural/Engineering firms, develop the criteria and selection process, prepare and transmit the request for proposals, assist in the review of proposals, assist in conducting interviews, evaluate firms and make selection recommendations. 4. Architect/Engineer Contract: Prepare the Owner / Architect/Engineer contract, including the scope of work, language provided by the Owner, budget and schedule information. 5. Architect/Engineer Orientation: Complete an orientation session in which all project parameters (schedule, budget, program of requirements, site conditions, etc.) are made known to the Architect/Engineer. 10

11 6. Pre Design Project Review: Conduct a meeting including the Architect/Engineer, Owner, and others for the purpose of coordinating initial understandings regarding construction delivery strategies, building material / equipment / system selection, etc. 7. Management Plan: Production of a plan for the program and projects, establishing the basis for all subsequent action (initial schedule milestone dates, initial project budget line item amounts, construction delivery strategy, communication responsibilities, etc.). Plan to be updated throughout the duration of the seismic rehabilitation project(s). 8. Initial Program Master Schedule and Project Schedules: Developed as an element of the management plan. These schedules contain all initial critical program and project dates (design durations, bid dates, agency review durations, project completion dates, Owner meeting dates, etc.). Schedules to be updated throughout the duration of the seismic rehabilitation project(s). 10. Program and Project Budgets: Development of budgets, based upon historical cost data, the program of requirements, site constraints, schedule, etc. This activity also includes the reconciliation of the program budget with the program of requirements. Project budgets include line items for all hard costs (construction, etc.) and soft costs (design fees, agency permit costs, etc.). Budgets to be updated throughout the duration of the seismic rehabilitation project(s). 11. Project Cost Model: Production of a budget based upon building elements (structural system, exterior walls, lighting, and heating / ventilation / air conditioning system) for the purpose of developing project budgets. 12. Management Information Control System: Establishment and implementation of a system to produce, coordinate, disseminate, utilize, store, and archive program and project information. 13. Budget / Cost Control: Management of the budget including tracking of all expenditures and anticipated expenditures based upon the evaluation of all individual program and project budget line items throughout the duration of the seismic rehabilitation project(s). 14. Owner Consultants: Coordinating the selection and management of consultants which may be retained by the Owner, including but not limited to commissioning, material testing / special inspection, geotechnical engineer, site / topographic survey, etc. This activity typically includes the preparation of a request for proposal, assisting in the review of written proposals, assisting in conducting interviews, evaluating firms and providing selection recommendations. 15. Alternate Contracting Strategy: Production of the documents and coordination of the activities associated with the use of an alternate contracting strategy (Qualified based Selection, Construction Manager / General Contractor, etc.) based upon State requirements. D. Design Phase: 1. Design Coordination: Coordination of the Architect/Engineers activities and leadership with respect to the implementation of the design phase procedures. In addition, anticipating and coordinating solutions related to budget / construction cost, schedule, agency requests, etc. 11

12 2. Progress Coordination Meetings: Chair regularly scheduled meetings for the exchange of information and resolution of design issues, including the production and distribution of minutes. 3. Cost Management Procedures: Implementation and maintenance of cost management procedures to document Owner approved design changes affecting both the anticipated construction cost and the Architect/Engineer s fee. 4. Design Review: Completion of in progress design document reviews to confirm adherence to the program of requirements during the schematic, design development and construction document phase. 5. Constructability Review: Review of the Architect/Engineer's 90% construction document submission to identify completion issues, coordination issues and discrepancies in the bid documents (drawings and project manual). This activity includes the follow up task of confirming all constructability review comments are addressed by the Architect/Engineer. 6. Coordination of Design Review Comments: Coordination between the Architect/Engineer and the Owner, in the production, documentation and reconciliation of the design review comments prepared by the Owner at the schematic, design development and construction document phases. This activity includes the follow up task of confirming all review comments are addressed by the Architect/Engineer. 7. Agency Reviews and Approvals: Establish the primary submission requirements, including milestone dates and expediting the various agency approvals. 8. Schematic, Design Development and Construction Document Phase Estimates: Coordination of the reconciliation efforts associated with the Architect/Engineer s estimate of construction cost at the conclusion of each design phase including the resolution of variances of individual budget / cost line items. 9. Value Engineering and Trade Off Reviews: Coordination of efforts to complete both value engineering and trade off reviews for the purpose of reconciling the project budget and the scope of work. 10. Monthly Status Report: Preparation and distribution of a monthly report including program and project schedule, budget / cost, critical issues and options, progress and other information. 11. Cash Flow Projection: Production of a cash flow projection for all program and project costs. 12. Construction Contracts: Preparation of the invitation to bid, proposal form, Owner / General Contractor agreement, general conditions, supplementary conditions and the special conditions. 13. Public Relations: Preparation of work product and the coordination of activities associated with the distribution of program and project information, and public meetings. 14. Bid Document Reproduction, Document Management and Delivery: Coordinating the section of a firm to complete these activities. 12

13 E. Bid and Award Phase: 1. Generate Bidder Interest: Maintain contact with potential bidders on a regular basis well in advance of bid dates, including General Contractors and major Subcontractors to ensure a large pool of bidders. 2. Bid Advertisements: Placing notices and advertisements relative to the intent to solicit bids. 3. Bidders List: Maintain a list of firms with bid documents. 4. Pre Bid Meetings: Chair pre bid meetings. Prior to the meeting, coordinate the efforts of the various individuals involved. 5. Coordination and Inquires: Coordinate communication including responses to bidder questions. 6. Addendum Review: Review each addendum prior to release to ensure all questions are addressed and there are no major deviations from schedule, cost and program requirements. 7. Addendum Estimate: Review of the Architect/Engineer s estimate of construction cost and the reconciliation of variances. 8. Bid Evaluation: Provide assistance to the Owner with the bid opening, evaluation of bids for completeness / responsiveness / price, including alternate prices and unit prices. 9. Construction Contract Negotiations: Complete negotiations for scope additions and / or deletions prior to contract award. 10. Construction Contract: Preparation of construction contract. 11. Notice to Proceed: Preparation and release of the notice to proceed. 12. Pre Construction Meetings: Conduct in conjunction with the Architect/Engineer and others, an orientation meeting for the benefit of the General Contractor and major Subcontractors to review and confirm site safety requirements, communication protocol, inspection requirements, etc. 13. Pre Purchase Transfer: In the event materials, systems or equipment have been prepurchased, coordination activities associated with the transfer of contracts to the General Contractor. F. Construction Phase: 1. Project Administration: On site management to ensure coordination efforts between the General Contractor and Architect/Engineer. 2. Construction Observation: Observe the work in place to confirm conformance to the bid document to ensure the project is constructed on time, within budget and with the quality expectations described in the bid documents. Completed from the perspective of an Owner s representative to ensure the Owner s interest are protected (rejection of a change order item 13

14 resulting from a lack of General Contractor coordination or Architect/Engineer design error / omission). 3. Owner Consultants: Managing the efforts of consultants which must be retained by the owner, including but not limited to material testing / special inspection, geotechnical engineer, etc. 4. Submittal Procedures: Establish and implement procedures for submittals, shop drawings and other submissions. Maintain logs, files, and other documentation. 5. Job Site Meetings: Chair regularly scheduled jobsite progress meetings with the General Contractor, Architect/Engineer and others for the purpose of project coordination. Prepare and distribute the meeting minutes. 6. Non Conforming Work: In conjunction with the Architect/Engineer, make recommendations for corrective action for nonconforming work. 7. Contract Prerogatives: Make recommendations to exercise the Owner's contract prerogatives (notice to the General Contractor to accelerate the work when the schedule goals are in jeopardy, etc.). 8. General Contractor s Construction Schedule: Review and approval of the General Contractor s schedule to confirm compliance with the Owner / General Contractor contract. All future decisions regarding progress, requests for extensions in contract duration and schedule acceleration will be based upon the approved construction schedule. 9. Schedule of Values: Review and approval of the General Contractor s schedule of values for each activity included in the construction schedule or base payment application. This schedule of values will be used for all future progress payments. 10. Monthly General Contractor Payment: Review and approve monthly payment applications. 11. Recovery Schedule: Review of the General Contractor s recovery schedules which reflect corrective action to recapture lost time and complete the work on schedule. 12. Change Order Processing: Establish and implement a process to review individual requests for increases in contract amount and requests for extensions in contract duration. 13. As Built Drawings and Operation / Procedures Manuals: Coordination of the production of these documents by the General Contractor and the review / approval by the Architect/Engineer. 14. Training Sessions: Coordination / scheduling of the training sessions for the Owner s maintenance and operational staff for the various building systems and equipment. 15. Substantial Completion: In conjunction with the Architect/Engineer, make a determination of the remaining work necessary for substantial completion and notify the General Contractor of any observed deficiencies. 16. Occupancy Permit: Coordinate the various agency inspections to allow for the issuance of an occupancy permit. 14

15 17. Move In Coordination: Preparation of an occupancy plan / schedule and coordination of move in activities (identification of existing furnishings / fixtures / equipment to be relocated to the new building, coordinating the delivery of new furnishings, assisting with the one time task of inventory control for new furnishings, etc.). 18. Final Completion: In conjunction with the Architect/Engineer, make a determination of the remaining work necessary for final completion and notify the Contractor of any observed deficiencies. G. Post Construction Phase: 1. Final Project Report: Prepare a closeout report summarizing all elements of the program for historical purposes including a final accounting. 2. Claims Analysis: In those instances when the dispute resolution process was not successful, coordinate the efforts of the Owner s team in preparing a defense for requests for increases in contract amount and / or requests for extensions in contract time which have no merit. 3. Warranty Work: Preparation of a list of items associated with the one year warranty duration and the coordination of corrective measures by the General Contractor. Seismic Rehabilitation Site Locations Fullerton IV Elementary School, 2560 W Bradford Dr. Roseburg, OR Green Elementary School, 4498 SW Carnes Rd. Roseburg, OR Hucrest Elementary School, 1810 NW Kline St. Roseburg, OR Melrose Elementary School, 2960 Melrose Rd. Roseburg, OR

16 Evaluation Criteria: Please indicate in writing the following information about your firm s ability and desire to perform this work. Firms will be rated based upon the weight assigned to each item as noted in brackets at the end of each statement below. Describe your firm s recent (past 10 years) experience managing projects of education facilities, working within a campus, and implementing the campus design criteria. Use specific examples. Include information about the size, construction type, building uses, construction budget, construction delivery method, and project timeline/completion date. [30 points maximum] Identify the sub-consultants and the key personnel of the sub-consultants that you propose to use on this project. Describe their recent (past ten years) experience, and their specific role in designing similar facilities. Identify your firm s role in each of these projects (if applicable). Include information about the size, construction type, building uses, construction budget, and project timeline/completion date. [10 points maximum] Past record of performance on contracts with governmental agencies and private owners with respect to such factors as cost control, quality of work, ability to meet schedules, and contract administration. Three (3) references must be provided, preferably for project of similar type and size. [20 points maximum] Past performance on projects funded by the Seismic Rehabilitation Program. [10 points maximum] Availability to and familiarity with the area in which the Project is located, including knowledge of design and construction techniques unique to the area. [15 points maximum] Proposed cost management techniques to be employed. [10 points maximum] Proposed fee structure, whether percentage of contracts under management or other method. [5 points] 16