REQUEST FOR PROPOSAL (RFP) OWNER S REPRESENTATION/PROJECT MANAGER. New Combined Court Facility In Montezuma County

REQUEST FOR PROPOSAL (RFP) OWNER S REPRESENTATION/PROJECT MANAGER New Combined Court Facility In Montezuma County 12/11/2015 Prepared by: Montezuma County 109 W. Main, Room 302 Cortez, CO 81321 Melissa Brunner, Administrator Phone: (970) 565-8317 e-mail: mbrunner@co.montezuma.co.us

TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 INTRODUCTION AND PROPERTY DESCRIPTION 1.2 CONTACTS 1.3 SCHEDULE OF EVENTS 1.4 QUALIFICATIONS FOR OWNER S REPRESENTATIVE 1.5 PROPOSAL INSTRUCTIONS 1.6 PROPOSAL REQUIREMENTS 1.7 QUESTIONS, INQUIRIES, AND AMENDMENTS REGARDING THIS RFP 1.8 EVALUATION & SELECTION CRITERIA 1.9 RIGHT OF REJECTION 1.10 RIGHTS OF OWNER 2.0 ATTACHMENTS 2.1 PROPOSAL FORM 2.2 EXHIBIT B: SCOPE OF SERVICES New Combined Court Facility Owner s Representative RFP Page 2 of 13

1.0 GENERAL INFORMATION 1.1. INTRODUCTION AND PROPERTY DESCRIPTION This Request for Proposal ( RFP ) is issued to provide the selection process for Owner s Representation/Project Management services for the project named above. Firms or individuals submitting a response to the RFP will be asked at a minimum to state their understanding/experience to the project and offer their methodology for meeting the criteria noted in this RFP. The shortlisted finalists will then be requested to participate in an interview. At that stage of the selection process, respondents will be asked to include a fee proposal for the work as outlined in this RFP. Background Montezuma County has invested hundreds of thousands of dollars over the past 5 years to help alleviate the growing space needs of the judicial system (Purchase and renovation of former FNB building to relocate County Clerk and Recorder, Treasurer and Assessor). Project Description Montezuma County is committed to providing the judicial system with adequate space. Montezuma County selected the Humphries Poli Architecture firm in 2015 for the design of a new combined court facility. To date we have developed a conceptual design and cost estimate for a single story 30,000 square foot 4 courtroom facility (the district currently has 4 Judicial Officers). The facility will be located on a 7 acre parcel of land that is county owned. 1.2 CONTACTS Owner: Montezuma County 109 W. Main, Room 302 Cortez, CO 81321 Melissa Brunner, Administrator Phone: (970) 565-8317 e-mail: mbrunner@co.montezuma.co.us Notice: Direct contact with the Client, the Board, or other related parties, may cause this candidate s removal from the RFP process. 1.3 SCHEDULE OF EVENTS The anticipated schedule below outlines milestones for the project: DATE TIME EVENT 12/11/2015 RFP Issued 12/18/2015 4:00 PM Deadline for submission of proposals from Consultants 12/23/2015 Notification of short-listed candidates 1/5/2016 Interviews of candidates 1/7/2016 Preferred Consultant announced 1/11/2016 Finalized Contract New Combined Court Facility Owner s Representative RFP Page 3 of 13

1.4 QUALIFICATIONS FOR OWNER S REPRESENTATIVE 1.4.1 Team members proposed must meet the following minimum requirements 1.4.1.1 Licensed General Contractor or minimum 15 years relevant experience as a general contractor or, 1.4.1.2 The successful candidate must be able to apply innovative and effective management techniques and must have complete knowledge of corporate and construction industry practice, process, standards and their impact on project activities. Qualified owner s representatives will be able to provide references on projects of similar scale. 1.4.1.3 LEED Accreditation 1.4.2 Owner s Representative must carry the following Insurance requirements 1.4.2.1 Workers' Compensation insurance as required by the Labor Code of the State of Colorado and Employers Liability Insurance. Evidence of qualified self-insured status may be substituted. 1.4.2.2 General Liability insurance with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000) each occurrence and ONE MILLION DOLLARS ($1,000,000) aggregate. The policy shall include the Owner, its officers and its employees, as additional insured s, with primary coverage as respects Owner, its officers and its employees, and shall contain a severability of interests provision. 1.4.2.3 Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than ONE HUNDRED AND FIFTY THOUSAND DOLLARS ($150,000) per person in any one occurrence and FIVE HUNDRED THOUSAND DOLLARS ($500,000) for two or more persons in any one occurrence, and auto property damage insurance of at least FIFTY THOUSAND DOLLARS ($50,000) per claim, with respect to each of Consultant's, hired or non-owned vehicles assigned to or used in performance of the services. The policy shall include Owner, its officers and its employees, as additional insured s, with primary coverage as respects Owner, its officers and its employees, and shall contain a severability of interests provision. If the Consultant has no owned automobiles, the requirements of this paragraph shall be met by each employee of the Consultant providing services to Owner under this contract. 1.4.2.4 Professional Liability coverage with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS ($1,000,000) aggregate. Professional liability insurance is required for subcontractors of Consultant only if such subcontractor is providing architectural, engineering or other professional services subject to state licensure. 1.5 PROPOSAL INSTRUCTIONS The Client is looking to base their decision on qualifications of the proposing applicants, and is requesting that items related to Fee be submitted according to Part 4 listed below. A. Pages in the proposal shall be typed with the maximum number of pages of proposal information to be limited to 40 pages numbered in sequential order. New Combined Court Facility Owner s Representative RFP Page 4 of 13

B. Sealed proposals must be received by hand delivery or mailed to the Client s location aforementioned, by the date aforementioned. Proposals received after this time will be returned unopened. It is the proposing applicant s responsibility to confirm receipt by the deadline established. C. Submit six (6) hard copies of the Proposal response documents in a sealed package clearly identifying that this is a response to this RFP, addressed to the Client. Deliver to the Owner/Client address noted in Section 1.2 above. Proposals shall be in an 8 ½ x 11 bound package and should include information relevant to the project being proposed on. D. Each respondent must comply with the submission requirements as outlined. Submittals that fail to comply with the requirements as specified may be deemed nonresponsive and such determination will result in no further consideration of that respondent or the respondent s submittals by the Client. At any stage, the Client reserves the right to terminate, suspend or modify this selection process; reject any or all submittals at any time; and waive any informalities, irregularities or omissions in submittals, as the best interests of the Client may require. 1.6 PROPOSAL REQUIREMENTS Proposals must include, but are not limited to, the following items: Part 1 Cover Letter Brief cover letter expressing interest. Identify years in business in the cover letter. Part 2 Project Experience A. Present similar projects completed in the last four years similar in size and complexity. Provide portfolio sheets including: 1. Project location 2. Project size in square feet 3. Project completed construction value 4. Project construction start and completion date 5. Method of construction delivery 6. Project Description 7. Staff directly involved with the project. 8. Owner, Contractor, and Architect contact information, email and telephone Part 3 Qualifications Q&A 1. Describe your approach and philosophies to projects. 2. Describe your approach to communication with the ownership team members and consultants. 3. Describe how you engage the community in projects. 4. Describe the tools you use to effectively develop and manage the projects budgets. 5. Describe the tools you use to effectively develop and manage the projects schedules. 6. Provide description of any lawsuits or claims including status and resolutions (if any). New Combined Court Facility Owner s Representative RFP Page 5 of 13

Part 4 Fee Proposal 1. In a separate sealed envelope provide lump sum fees for this project. 2. Clearly identify reimbursables as a separate line item by project. Include a description of what is included and excluded as a reimbursable. 3. Define any clarifications or exclusions related to the fee proposed. 4. Provide an hourly rate sheet for team members proposed. 1.7 QUESTIONS, INQUIRIES, AND AMENDMENTS REGARDING THIS RFP Questions and inquiries regarding the RFP should be directed to Melissa Brunner at mbrunner@co.montezuma.co.us by the proposal date. 1.8 EVALUATION & SELECTION PROCESS The Client reserves the right to reject any or all responses to this RFP. Final selection of the short-listed candidates will be on the basis of their apparent ability to best meet the overall expectations of the Client, as determined solely by the Client. Montezuma County reserves the absolute right to conduct investigations as it deems necessary for the evaluation of any proposal and to establish the experience, responsibility, reliability, references, reputation, business ethics, history, qualifications and financial ability of the firm responding. The purpose of such investigation is to determine that the candidate has the ability, experience, resources and reputation necessary to perform the work and to support all warranties in accordance with the contract documents. A. Interview & Fee Proposal Phase of Selection: 1. Those respondents deemed best qualified will be invited to participate in an interview with the Selection Committee. An interview invitation will be sent out to the qualified candidates. The invitation will explain the interview requirements and provide the time and location. The purpose of the interview is to ensure a full understanding of the RFP responses, and to introduce key members of the consultant team. 2. The Owner will be proceeding with a qualifications based selection and will review the selected applicant s fee after interview rankings are complete. 1.9 RIGHT OF REJECTION The Client reserves the right to accept or reject any or all responses to this RFP and to enter into discussions and/or negotiations with one or more qualified Proposing Firms, if such action is in the best interest of the Client. The Client has the right, in its sole and absolute discretion, to select the proposal or proposals that the Client determines best meets its needs. The Client will have sole determination of which proposal is in the Client s best interest. The Owner further reserves the right to cancel or amend this Request for Proposals at any time and will notify all recipients accordingly. 1.10 RIGHTS OF OWNER New Combined Court Facility Owner s Representative RFP Page 6 of 13

A. The Owner reserves the right (a) to terminate the Request for Proposals process at any time; (b) to reject any or all proposals; and (c) to waive formalities and minor irregularities in the proposals received. B. The Owner further reserves the right to conduct a pre-award survey and reference checks of any applicant under consideration to confirm any of the information furnished by the applicant or to require other evidence of managerial, financial, technical and other capabilities, the positive establishment of which is determined by the Owner to be necessary for the successful performance of the contract. New Combined Court Facility Owner s Representative RFP Page 7 of 13

2.0 ATTACHMENTS 2.1 PROPOSAL FORM FOR OWNERS REPRESENTATIVE (Please use additional sheets as necessary.) COMPANY NAME: COMPANY ADDRESS: PHONE: FAX: CONTACT PERSON NAME: CONTACT PERSON PHONE: CONTACT PERSON EMAIL: 1. Acknowledgment that the submitting agent meets or exceeds insurance requirements as outlined in the RFP. (YES/NO) 2. The undersigned Proposer declares and stipulates that this proposal is made in good faith, without collusion or connection with any other person or persons bidding for the same Work, and that it is made subject to all the terms and conditions of the Request for Proposal and associated documents, all of which have been examined by the undersigned. (YES/NO) 3. The submission of the proposal constitutes an agreement, and shall not be withdrawn after the proposal opening for a period of forty-five days. 4. The Proposer hereby acknowledges receipt of addenda numbers through Signature: Date: * * * End of Proposal Form * * * New Combined Court Facility Owner s Representative RFP Page 8 of 13

2.2 EXHIBIT B: SCOPE OF SERVICES Exhibit B New Combined Court Facility Item # Activity/Task Description A Phase: General Items A.01 Project Oversight Operate as the single point of contact for the owner. Primary role is to provide oversight and coordination of the project from the Owner s perspective to effectively balance costs, time and quality. A.02 Communication: Public & Board Meetings Be available to give presentations to the Board and civic groups. A.03 Scope Budget Management Work with the team to refine the scope of work to be within the Owner s budget. Upon the Owner s approval of the design schematics and budget, the design team will prepare the necessary architectural and other design development documents. Owner s Representative will review design with respect to compliance with agreed-upon project objectives. A.04 Owner Project Management Represent the Owner at regular project meetings and provide advice that will help facilitate economical, efficient and desirable development and construction procedures. Track project related issues, assign responsibility and track followthrough. A.05 Outside Entity Liaison Act as liaison between the project team members and assist in the obtaining of building permits, other governmental approvals, authorizations and sign-off s as necessary for the design, construction and operations of the project. Meet with fi re departments, cable, power and phone companies to progress design and construction. A.06 Financial: Master Budget Review the existing overall project budget including hard and soft costs. Generate and track budgets by project and by total. Establish a process by which all changes can be priced, submitted, reviewed and added or subtracted from the project cost. Review and submit, with recommendations, all requests for payment under vendor agreements, provided that all such payments shall be subject to Owner New Combined Court Facility Owner s Representative RFP Page 9 of 13

approval. Update the project budget regularly and provide monthly status reports. Coordinate with Owner s finance and accounting departments on related budget and financial matters. Consider hard and soft costs (i.e., construction, design, management, testing, permitting, connection fees, contingency funds, etc.) A.07 Communication: Legal Coordinate with Owner s legal counsel on legal aspects of the project and major project-related decisions. A.08 Schedule Prepare a comprehensive project schedule, update the project schedule regularly and include with monthly status reports. A.09 Communication: Protocol Outline communication channels for decision making A.10 Building Inspections Work with the General Contractor and the Design Team along with the City to obtain compliance with the inspections required. Submit and record final documentation. Obtain and track building inspection authorizations. A.11 Notices to Proceed Issue notices to proceed on appropriate phases when all necessary requirements have been completed A.12 Notice of Substantial Issue notices of Substantial Completion Completion A.13 Notices of Approval Occupants/Use Issue notices of Approval of Occupants/Use A.14 Notices of Final Acceptance Issue notices of Final Acceptance A.15 Communication: Records Maintain appropriate compliance with the Open Records process. A Phase: General Items B Phase: Procurement B.01 General Contractor Procurement B.02 Procurement: Commissioning Agent Consultant B.03 Procurement: LEED Consultant B.04 CM/GC Pricing review and Generation. Generate final Contract amendment B Total: Procurement Assist in Preparation of Requests for Qualifications (RFQs) and Request for Proposals (RFPs). Review proposals, provide supplemental information, Attend interviews. Negotiate Contracts. Procure Commissioning agent consultant through proper procurement process and manage agreement Work with Design Team to hire and manage third party LEED consultant for documentation and submittals Meetings and coordination with General Contractors during various phases of design. Review bids received from subcontractors. New Combined Court Facility Owner s Representative RFP Page 10 of 13

C Phase: Construction C.01 Construction: Permitting Work with team to obtain permits required for the project. C.02 Construction: Insurance Work with the general contractor to establish proper documentation related to bonds and insurance C.03 Construction: Meetings Attend weekly OAC meetings. Review weekly minutes for accuracy (including but not limited to construction progress, cost concerns, schedule, and outstanding issues). Serve as distributor of progress reports. C.04 Construction: Design Team Monitor the construction phase activities of the design and engineering firm(s), including the following: a. Technical review and approval of materials submittals and samples b. Resolution of technical questions that may arise during construction c. Review and opinion on change orders subject to Client approval d. field reports C.05 Construction: Records Maintain Owner s record copies and permanent project files of necessary design and construction related communications. Includes periodic construction progress photographs. C.06 Construction: Guide Owner Resolve questions asked of Owner that may arise during construction. C.07 Construction: Observation Monitor that the terms of the contract are enforced. Monitor progress of construction work to determine compliance with the drawings and specifications. C.08 Construction: Safety Monitor safety compliance with all Federal/State/Local requirements (not limited to OSHA, EPA, and LEEO) C.09 Construction: Staging Assist with placement of construction trailers, fences, signage, staging areas, and construction traffic zones C.10 Communication: Updates Advise the Owner on issues including construction costs, schedule, coordination, and owner occupancy. Notify Owner if there is deviation from project progress. C.11 Construction: Material Testing Verify and document that inspections and testing reports take place as required. Review reports and monitor that deficiencies are addressed. C.12 Construction: Observation Coordinate the documenting and photographing of the construction New Combined Court Facility Owner s Representative RFP Page 11 of 13

progress. Provide observations regarding quality of workmanship, conformity to plans and specs. Address corrective measures to mitigate and correct nonconforming workmanship per the Contract Documents as identified by the Architect or Contractor. Notify the Owner of non-conforming work with the Contract Documents and methods to resolve the issues. C.13 Financial: Change Orders Assist the Owner in the review of pending Change Orders. Resolve any disputes or claims related to approval or denial of a Change Order. C.14 Financial: Master Budget Review appropriateness of each pay application with the design team and track that lien/claim releases are executed and included with all pay applications and all disputes or claims are resolved prior to approval of a pay application. C.15 Installation: IT Assist with scheduling and implementation of technology and security as it applies to the project. C Total: Construction D Phase: Closeout Move In & Post-Construction D.01 Punch List Schedule and assist the Owner in developing punch lists for the project completion and attend all walk-throughs. D.02 Training Manage the coordination and attend the training of staff on all systems including but not limited to mechanical, lighting, new equipment, etc. D.03 Close-Out Documentation Assist the Owner in the collection of all close-out documents and the acceptance of punch lists, Operational /Maintenance Manuals/Warranties, copies of construction drawings (including any asbuilts or mark-ups by contractor during construction), specifications, shop drawings, construction directives, photos, and videos. D.04 Financial: Final Budget Provide description of final budget with record of expenditures. D.05 Financial: Final Budget Assist the Owner in acceptance and issuance of the final pay application and verify that the advertising for final payment has been completed. D.06 Certificate of Occupancy Oversee that all Third Party inspections are complete and all violations are corrected to allow for the issuance of a New Combined Court Facility Owner s Representative RFP Page 12 of 13

final certificate of occupancy (CO). If inspections are not complete and a building requires immediate occupancy and appropriate inspections indicate there are not life safety issues and a temporary certificate of occupancy (TCO) is issued, that prior to 90 days of issuance all inspections are complete to obtain a CO or a renewal of the TCO. D.07 Project Review Initiate a team evaluation of the process and final product and include lessons learned for all participants. D.08 Project Commissioning Monitor the final commissioning process with the project team. D.09 Final reports and documentation Submit a final report, archive online documentation D Total: Closeout Move in & Post-Construction E Phase: Warranty Period E.01 11 Month Walk Through Schedule and attend the 18 month warranty walk through with the design team. E.02 Warranty items Assist the Owner with building issues/complaints and determine necessary steps to take to address these items. Address warranty items to confirm the requirements of the warranty are met. E Total: Warranty Period New Combined Court Facility Owner s Representative RFP Page 13 of 13