Page 1 of 11 Request for Qualifications for Owner s Program Management Services For Wilton Police Headquarters Renovation and Expansion The Town of Wilton (the Town) will receive sealed qualifications to provide owner s program management services for the Police Headquarters Renovation and Expansion construction project in Wilton, Connecticut (the Project ). Qualifications are due no later than 2:00pm on November 30, 2018.
Page 2 of 11 1. INTRODUCTION The Town of Wilton (the Town ) is soliciting statements of qualifications ( SOQ ) for owner s program management services to be provided by an experienced program manager ( Program Manager ) for renovation and expansion of the Wilton Police Department headquarters building (the Building ). This RFQ does not constitute a contract offer, and no contract will exist unless and until a written contract is executed by the Town and the selected Program Manager. Interested parties should submit an SOQ in accordance with the requirements and directions contained in this RFQ. Respondents are prohibited from contacting any Town employee, officer or other related officials, including members of the Building Committee, concerning this RFQ, except as set forth in Section 6. A respondent s failure to comply with this requirement may result in disqualification. If there are any conflicts between the provisions in these standard instructions and any other documents comprising this RFQ, these standard instructions shall prevail. 2. PROJECT DESCRIPTION A. Project Background The Building was constructed in 1974. The needs of the Wilton Police Department (the Department ) have changed significantly in the intervening years. The Town has concluded that the Building can no longer adequately serve the needs of the Department. B. Project Description The Town desires to provide additional space for the Department, including facilities to accommodate male and female officers. Space configuration will be determined during Phase I of the Project. The Building Committee has done substantial research and planning, and all of the documents and information produced and discovered to date will be shared with the selected respondent. The Town anticipates that construction will be completed by multiple trade contractors. The Town anticipates that a construction manager will be retained to manage various aspects of the Project. It is possible that the Town will request the Program Manager to expand its scope of services to include services customarily performed by a construction manager. C. Contract The successful respondent will be expected to enter into a contract with the Town in the form of AIA Document C172 2014, Standard Form of Agreement Between Owner and Program Manager (the Program Manager Agreement ). The Program Manager Agreement may be superseded by an AIA Document C132, Standard Form of Agreement Between Owner and Construction Manager if the Program Manager is retained in the role of construction manager. D. General Description of Phases and Responsibilities Phase I (Design Development) The Town expects to engage an architect with experience in law enforcement facilities to develop the design from concept to final. When the Building Committee is satisfied that the design has sufficient details to enable a preliminary construction and Project budgets to be established, it will seek approval from the Board of Selectmen ( BOS ) to proceed to Phase II. The Program Manager will be expected to materially assist the Building Committee throughout Phase I.
Page 3 of 11 Phase II (Bid Documents) Following approval from the BOS, the Building Committee, working with the Program Manager and the architect, will develop bid documents so that accurate pricing can be obtained. The Program Manager will assist with the development of these documents, providing value engineering where appropriate, and ensuring that all of the specifications of the architect s plans are appropriately met. Phase III (Bids and Awards) The Program Manager will assist the Town in the development and issuance of bid packages. Bid packages will include AIA contract documents, including a bid bond, performance bond and labor and materials payment bond, unless otherwise directed. The Program Manager will obtain legal clearance from the Town s attorney of a sample bid package prior to commencement of bidding on trade contracts. The Program Manager will review the bids for each trade for appropriateness and completeness and shall advise the Town accordingly. For each trade contract, the Program Manager will coordinate the assembly of the successful bidder s construction contract, bonds and insurance certificate(s) and deliver the assembled package to the Town s attorney for legal clearance. Upon receipt of legal clearance, the Program Manager will present the trade contract to the Town for approval and execution by the First Selectwoman. Subsequent Phases The Program Manager may be retained by the Town to assist in the daily management of the Project in all phases of the construction from site preparation to the issuance of a Certificate of Occupancy. 3. DETAILED SCOPE OF SERVICES Note: The Town may or may not choose to engage the Program Manager beyond the bidding stage. Similarly, the Town may choose to engage the Program Manager to serve in the role of construction manager or to retain some other party to serve in the role of construction manager. The following is intended to represent the full scope of possible services so that the respondent can demonstrate evidence of his/her qualifications for such work. The scope of services for the Project will be as described in this RFQ (the Services ). All Services shall be performed in a manner consistent with all applicable federal, state and local statutes, regulations, ordinances and laws, and the Program Manager Agreement. In general, the Services expected by the Town to be provided by the Program Manager will consist of the following. Basic Services Summary 1. Work with the Town, the design team, and potentially the construction manager to provide oversight, consultation and advice in the program management, design, construction, commissioning, and closeout of the Project. 2. Provide ongoing professional input on the construction manager s master budget and schedule for the Project; monitor and report regularly. 3. Ensure that the requirements for, and review of, surety bonds, insurance certificates, schedule of values, certified payrolls, staffing and schedules are being maintained. 4. Attend all meetings when requested by Town relating to the Project. 5. Oversee the construction manager s monthly written reports to the Town indicating the financial and schedule status of the Project.
Page 4 of 11 6. Evaluate and monitor procedures established by the architect and construction manager for quality assurance and quality control during construction. 7. Review, evaluate and monitor required federal, state and local approvals and permits to ensure that all the proper inspections, permits and approvals are obtained. 8. Review, evaluate and monitor the construction manager s project controls program and construction planning process. 9. Review and evaluate construction manager s procedures for bid packaging, bonding, safety, scheduling, material delivery management and shop drawings. 10. Evaluate and monitor the construction manager s procedure for change order pricing and processing. 11. Evaluate and monitor the construction manager s procedure for the review, recommendation, processing and payment of all payment applications. 12. Evaluate and audit as necessary the Project for schedule, cost and quality. 13. Review and evaluate construction manager s procedures for communication and coordination among subcontractors, designers and suppliers. 14. Review and evaluate the construction manager s system of cost control. Ensure that the trade contractors' current cost forecast reflects potential, approved, and pending changes and develop cash flow forecasts on a monthly basis. 15. Ensure the timely and proper turnover to Town of all as-built drawings, operations and maintenance manuals, warranties, and coordinate all training/instruction periods. 16. Work with the commissioning consultant to develop the final commissioning, close out and punch list procedures for the Project. 17. Review and monitor safety programs for the Project as developed by the construction manager. 18. Assist the construction manager in the coordination of the commissioning and start-up for the building systems and the turnover of the Project to the Town. 19. Review and accept all close-out documentation on behalf of the Town and ensure that all such documentation is received prior to the final close-out of the Project. Administrative 1. Establish a listing of responsible parties for the review of Project submittals, including bonds, insurance, a schedule of values, project supervision, project schedules and the Town required documents. 2. Attend construction manager/contractor meetings and construction managar/architect meetings to provide status reports and update the Town and the Building Committee on construction, and closeout activities. 3. Review and comment on corresponding budgets and schedules. 4. Provide other enhancements to the program management services that will ensure efficient and cost effective implementation. 5. Evaluate existing procedure for the review, evaluation, approval, and processing of payment applications from the architect, construction manager, commissioning consultant, contractors and suppliers. 6. Prepare monthly executive summary reports, addressing scope, budget, schedule, issues, and cash-flow projections for the Town officials. The Program Manager s services shall be generally divided into the following phases:
Page 5 of 11 Project Integration 1. Review and become familiar with the following documents. a. Architect s, construction manager s, commissioning agent and environmental consultant s contracts. b. Construction manager s 100% design development budget, with value engineering items identified. c. 100% design development documents, updated cost estimates and value engineering logs. d. Construction manager s 50% construction documents cost estimates. 2. Meet with team members (architect, construction manager, commissioning consultant, Town personnel. 3. Prepare and update an open issues list for review with the Building Committee. 4. Work with the Director of Public Works and the Building Committee to identify incentive or grant programs that could benefit both the Project and the Town financially as well as to promote energy efficiency. Construction Phase 1. Review and evaluate the construction manager s procedure for requesting, evaluating and awarding purchase orders and construction contracts. 2. Attend bid evaluation meetings. Review and evaluate recommendations for award of purchase orders and construction contracts. 3. Coordinate legal clearance of contract packages of each trade contract. 4. Provide on-site staff, as necessary, to monitor construction. Review, evaluate and audit as necessary each phase of the Project to determine completion in accordance with objectives of cost, time and quality. 5. Provide reasonable oversight of the design. 6. Provide owner-level scheduling and estimating services in overseeing Project progress. 7. Review and evaluate the on-site organization and lines of authority to determine whether they are sufficient to carry out the Project and make suggestions as appropriate. 8. Review and evaluate the construction manager s procedures for communication and coordination among the architect, suppliers and trade contractors with respect to all aspects of the Project. Monitor the implementation of such procedures. 9. Review and evaluate the Project as construction progresses. Identify potential variances between scheduled and probable start and completion dates. Suggest possible "work-around" schedules or recovery plans to avoid or mitigate delays. 10. Review and evaluate construction manager s system of Project cost control to ensure that the construction manager revises and refines the initially approved Project budget to incorporate approved changes as they occur and develop cash flow reports and forecasts as needed. Review and evaluate variance between actual and budgeted or estimated costs as presented by construction manager. Develop and suggest cost/budget recovery plans as necessary. 11. Review and evaluate the construction manager s procedures for the preparation, review and processing of payment applications and suggest changes as appropriate. Monitor the implementation of such procedures. After architect s review, review and evaluate each application; provide recommendation for processing by the Town. 12. Review and evaluate the construction manager s procedures for the preparation, review and processing of change orders and suggest changes as appropriate. Monitor the implementation of such procedures. Review and evaluate requests and recommendations for changes; assist with negotiations. 13. Assist in obtaining permits and approvals that are the Town s responsibility and monitor the status of permits and approvals that are construction manager s and/or the trade contractors responsibility.
Page 6 of 11 14. Assist the Town in selecting and retaining professional services such as testing laboratories, special inspection services, etc.; coordinate these services with end users and construction manager, as necessary. 15. Review and evaluate the construction manager s procedures for processing and approving shop drawings and samples. Monitor the implementation of such procedures, as well as timeliness of submittals and reviews of same. 16. Review and comment as appropriate on all written monthly progress reports to the Town from the construction manager, including information with respect to design, construction management, construction and the percentage of completion. 17. Review procedures for the identification, review, analysis, and resolution of potential claims and/or disputes. Recommend improvements to same. Monitor the construction manager s and architect s adherence to these procedures. 18. Review and evaluate the construction manager s procedure for obtaining and maintaining a current set of record drawings, specifications and operating manuals. Provide assessment and recommendations. 19. Review and evaluate the construction manager s procedures for obtaining documents of all required guaranties and warranties. Review and evaluate all such warranties and guaranties to determine compliance with requirements. Provide assessment and recommendations. 20. Review and evaluate construction manager s procedures for delivery of maintenance and operation manuals. Provide assessment and recommendations. 21. Review and evaluate construction manager s procedures for Project close out. Provide assessment and recommendations. Closeout Timely and thorough closeout of the Project is critical. 1. Track progress of assembly and delivery of Operation and Maintenance Manuals (O&Ms). 2. Review Operating and Maintenance manuals for completeness and adherence to contract documents. 3. Oversee commissioning consultant s work on the Project; support their necessary integration into the Project timeline at the appropriate 4. Ensure As-Built drawings are accurate and delivered in a timely manner according to contract requirements. 5. Organize, manage, expedite and monitor punch list and Project close out issues after substantial completion. 4. SELECTION PROCESS A. Schedule Request for Qualifications Issued November 9, 2018 Questions Due Date November 19, 2018 Proposal Due Date November 30, 2018 Tentative Interview Date Week of December 10-14, 2018 Estimated Award Date December 18, 2018 B. Desired Qualifications The Town expects each respondent to meet at least the following minimum qualifications. 1. Proven experience of successfully managing the scope, schedule, and budget of similar sized police facilities in Connecticut.
Page 7 of 11 2. Proven capabilities to communicate (both transmitting and receiving ), both written and oral, with a variety of parties. 3. Experience serving as an owner s program manager on at least three (3) similarly sized police construction projects. Preference will be given to respondents with experience serving as a project manager on municipal construction projects in Connecticut. C. Evaluation Criteria Firms or individuals who meet the desired qualifications set forth above and who comply with the requirements of this RFQ will be evaluated based on the following evaluation criteria. CRITERIA POINTS Relevant Project Experience 35 Project Team Qualifications 35 Project Approach 30 Total Possible Points 100 The Town will base its initial ranking of respondents on the above evaluation criteria. If necessary, the Town will conduct interviews. 5. SUBMISSION REQUIREMENTS Proposals shall include the following information. I. Executive Summary Please provide a narrative history of your firm and its relevant owner s program management experience. II. Relevant Project Experience Reference a minimum of three (3) relevant owner s program management projects of similar type and scale to this scope. Include project name, location, brief description, year commenced and completed, and total square feet, and a client reference. Include the name, telephone number and e-mail address of a contact person for the owner of each project. III. Proposed Project Team Provide an organization chart and resumes for all key personnel. For each of the key personnel provide a resume that includes the following information. Relevant background, credentials and experience with specific project of comparable nature and scope. Clearly defined roles and responsibilities as well as estimated time commitment to this Project.
Page 8 of 11 IV. Project Approach Include your project understanding, approach and methodology, and key elements and factors which differentiate your firm from your competition. Description of your proposed project management information system (a web-based system is preferred). V. Fee Proposal A comprehensive budget for the total fees is not required at this time. A. The fee shall be indicated by such measure or measures as the respondent deems appropriate, including, without limitation, fixed fee, percentage of the cost of work or hourly rates. B. The proposal shall include a list of the hourly rates for all personnel who are likely to perform work on the Project. The respondent shall address how the respondent proposes to address expenses, including travel, overhead and profit and direct expenses. VI. Company Profile A. Description of company ownership structure (professional corporation, sole proprietor, partnership, etc). B. Corporations and limited liability companies must identify the state and date of incorporation/organization. C. Dun and Bradstreet number. D. Federal Tax Identification Number (EIN). E. Description of any significant prior or ongoing contract failures (actual or alleged), contract breaches, any civil or criminal litigation or investigation pending which involves the respondent or in which the respondent has been judged guilty or liable. F. Location(s) of all company offices and location of the office that will provide the Services. G. Number of employees both locally and nationally. H. Description of professional licenses held by individuals responsible for the Services and proof of current licensure. I. Location(s) from which employees will be assigned to the Services. J. Name, address and contact information of the individual responsible for the Services. K. Description of the respondent s background/history and explanation as to why the respondent is qualified to provide the Services. L. Length of time the respondent has been providing program management services to the public and/or private sector. Provide a brief description, including approximate number and geographic location of projects/assignments. M. Statement as to whether or not the respondent has ever been engaged under contract by any Town agency. Provide a brief description of each engagement. N. A list of all proposed persons including consultants and subcontractors who will assisting in the performance of the Services who are currently employed or have ever been employed by the Town. O. Resumes of the key staff that will be responsible for performance of the Services. P. Statement that respondent maintains insurance policies meeting or exceeding the requirements indicated in Exhibit A and will furnish evidence of insurance to the Town upon request. Q. Statement that no conflict of interest issues would exist if contracted to perform the Services, while under contract with the Town.
Page 9 of 11 6. QUESTIONS AND AMENDMENTS Any questions regarding the RFQ should be directed to the contact listed below via e-mail by end of business on November 19, 2018 Chris Burney Director, Public Works, Facilities, and Energy Management Town of Wilton 238 Danbury Road Wilton, CT 06897 Chris.burney@wiltonct.org Answers to questions will be posted on the Town s website. www.wiltonct.org 7. RIGHT OF REJECTION AND CLARIFICATION The Town reserves the right to reject any and all SOQs. 8. INDEPENDENT CONTRACTOR The Program Manager shall be and operate as an independent contractor in the performance of the program management services. The Program Manager shall have complete charge of the personnel proposed as part of its team, and all persons employed by the Program Manager shall be employees of the Program Manager and not employees of the Town in any respect. 9. COMPLIANCE WITH LAWS The Program Manager shall comply with all applicable laws, bylaws and regulations, federal, state, local government, and any political subdivision thereof, including but not limited to, unemployment and workers' compensation, occupational safety, equal employment and affirmative action and wage and price laws insofar as applicable to the performance of the contract. 10. SUB-CONTRACTORS The selected Program Manager shall be prohibited from subcontracting any of its work or services to be performed to others without the express prior written consent of the Town. 11. NONDISCLOSURE The Program Manager firm agrees that it will not divulge to third parties, without the written consent of the Town, any information obtained from or through the Town, the architect or others in connection with the Project, except to the extent necessary to comply with this RFQ.
Page 10 of 11 12. SUBMISSION DEADLINE One (1) signed original, three (3) identical hard copies and one (1) e-copy (CD or Memory Stick) of the SOQ must be sent to following address by 2:00pm on November 30, 2018. It is the responsibility of the respondent to ensure that the SOQ is received by the recipient below. Failure of any delivery service including, but not limited to the United States Postal Service, Fed-Ex, UPS or such shall not be grounds for the acceptance of delayed delivery of proposals. Note that SOQs cannot be emailed. Jacqueline Rochester Office of the First Selectman Town of Wilton 238 Danbury Road Wilton, CT 06897
Page 11 of 11 EXHIBIT A INSURANCE REQUIREMENTS 1. Workers Compensation. Workers compensation insurance required by law with employer s liability limits for at least the amounts of liability for bodily injury by accident of $500,000 each accident and bodily injury by disease of $500,000 including a waiver of subrogation. 2. Commercial General Liability. Commercial general liability insurance including products and completed operations and including XCU coverage if applicable. Limits shall be at least: Bodily injury & property damage coverage with an occurrence limit of $1,000,000; Personal & advertising injury limit of $1,000,000 per occurrence; General aggregate limit of $2,000,000 (other than products and completed operations); Products and completed operations aggregate limit of $2,000,000. Coverage will continue three years after the completion of the work. The policy shall name the Town as an additional insured and include ISO Form CG 2010 (04/13) and CG 2037 (04/13) or equivalent. The coverage will be provided on an occurrence basis and shall be primary and shall not contribute in any way to any insurance or self-insured retention carried by the Town. The policy shall contain a waiver of subrogation in favor of the Town. The coverage shall contain a broad form contractual liability endorsement or wording within the policy form to comply with the hold harmless and indemnity provision(s) of all agreements between the Town and the respondent. A per project aggregate limit of liability endorsement shall apply for any construction contract. Deductible and self-insured retentions shall be declared and are subject to the approval of the Town. 3. Commercial Automobile. Commercial automobile insurance for any owned, non-owned or hired autos, in the amount of $1,000,000 each accident covering bodily injury and property damage on a combined single limit basis. The policy shall name the Town as an additional insured and provide a waiver of subrogation. 4. Umbrella or Excess Liability. Umbrella or excess liability policy in excess (without restriction or limitation) of those limits and coverages described in items (1) through (3) above. The policy shall contain limits of liability in the amount of $5,000,000 each occurrence and $5,000,000 in the aggregate. The Town reserves the right to require higher limits of umbrella or excess liability coverage depending on the scope of the agreement. 5. Errors & Omissions. Errors & omissions insurance for liability resulting from the negligent performance of professional duties or operations. The policy shall contain limits of liability in the amount of $1,000,000 each claim and $3,000,000 in the aggregate. The policy shall name the Town as an additional insured and provide a waiver of subrogation.