request for proposal design and construction management joint ...

REQUEST FOR PROPOSALDESIGN AND CONSTRUCTION MANAGEMENTJOINT MUNICIPAL WORKS FACILITYTown of Newstead and Village of Akron, New YorkThe Town of Newstead and Village of Akron are interested in retaining professionalservices for final design and construction management services for the construction of ajoint public works facility to house the operations of the Town Highway Department andVillage Public Works Department. In order to construct such a facility, bothgovernments are anticipating jointly retaining an Architectural, Engineering andConstruction Management firm to assist in project delivery.BACKGROUND:The Town of Newstead and Village of Akron (Municipalities) are both currentlyoperating their Highway / Public Works departments in antiquated, inefficient andundersized facilities. A recently completed study has identified the feasibility ofcompleting a joint facility for Town and Village operations. Through this process, theMunicipalities have jointly established the following:• A project site has been placed under purchase contract for facility construction• A preliminary program has been developed for the project• General building configuration has been developed• Program Budget of $3.9M has been established for the project• 2009 construction established• Design and CM to include work completed by Municipalities and contractorsThe intent of the Municipalities is to utilize the information developed through thefeasibility study process to develop a cost effective facility to provide the communitieswith a high quality project to reach their long term objectives and continue to providehigh levels of service while maintaining value. This jointly funded project is to beadvanced by the design professionals to utilize both Municipalities forces and contractorsto complete the construction. The design professional will collectively work with theMunicipalities Project Committee to finalize the space, building and site programs andplans, and establish a delivery program for the project.It is the intent of the Municipalities to complete the construction of the Joint PublicWorks Facility through the use of consultant services. To that end, this Request forProposals (RFP) is being tendered to identify the most qualified Architectural /Engineering / Construction Management firm(s) willing to provide professional serviceson the behalf of the Municipalities. Proposals are due February 17, 2009 at 4:00 PM atthe Newstead Town Hall and should be labeled: Design and Construction Managementservices for Joint Municipal Works Facility. Proposals shall be submitted to:Town of Newstead5 Clarence Center RoadAkron, New York 14001- 1 -

SCHEDULE:Proposals Due February 17, 2009Qualifications Based Selection Complete March 6, 2009Notice to Proceed on Design March 11, 2009Facility Occupancy December 2009*∗ Consideration will be given to a later occupancy date ifsignificant cost savings can be demonstratedSCOPE OF WORK:It is anticipated that a detailed Scope of Work will be developed by the projectproponents to include but not be limited to the following:o Review the Feasibility Study including the preliminary space program andschematic designs and all other documents associated with the development ofthis project.o Consult with the Municipalities Project Committee and staff to develop aspace program and schematic design to maximize the value of the project inconformance with the program budget.o Employ Value Engineering principles to develop program to include:• Use of Municipalities forces for site, utility and any other applicableconstruction services• Identify the use of low cost prefabricated structures for appurtenantbuilding space (i.e. salt and cold storage)• Identify structural and finish solutions that will be most cost effective• Evaluate integration of office spaces into the building program tominimize cost and maximize utilityo Prepare preliminary plans, specifications and estimates for Municipalitiesreview and approvalo Identify contract delivery plan for program to include both Municipalities andcontractors delivery of project components.o Prepare final plans, specifications and estimates for both Municipalities andcontractors portions of the projecto Prepare bid documentso Secure contractors through a competitive bidding process in accordance withlaw.o Provide A/E services during construction for design clarifications, submittalreview, system certification and any other applicable activitieso Provide construction oversight and managements services for project delivery- 2 -

QUALIFICATIONS:Firms interested in pursing this opportunity to provide consultant services should be ableto demonstrate experience and staff expertise in the following areas:o Design and Construction Management of maintenance and operations facilitiesfor like entitieso Experience in developing programs for such facilitieso Knowledge of applicable codes and regulations regarding the construction andoperation of like facilitieso Staff experience in all disciplines associated with this type of facility (i.e.Architectural, Mechanical, Electrical, Structural, Environmental, Site, CostEstimating, Contract Document Development, Contractor Oversight, Etc.)o Experience with joint facility operations and the logistics associated withdevelopment of facility and operational issueso Multi-Agency project development experiencePROPOSALS:Two proposals shall be prepared by interested A/E and CM firms. A Technical Proposaland a Cost Proposal shall be provided in order to be considered for this project.Proposals shall consist of the following;• Technical ProposalThe Proponent shall submit six (6) copies of their technical proposal.o Format: The proposal must be in compliance with the format described herein.The proposal shall be prepared on 8-1/2" x 11" paper bound on the long side. Allpages are to be sequentially numbered. Unnecessarily elaborate proposals are notdesired. Proposals should be concise, particularly with respect to past experienceon other projects and the resumes of key personnel. Related experience isessential. Be specific on past and current assignments. Define the firm'sinvolvement and responsibilities in each project.The Proponent's technical proposal shall be prepared using the following formatto facilitate evaluation. If a Proponent fails to provide the information requestedin one or more sections, the proposal may be considered non-responsive.o Content: The proposal shall contain the following items:Cover LetterScope of WorkProject TeamKey PersonnelRelated ProjectsBackground Experience- 3 -

o Cover Letter: The proposal shall be submitted with a cover letter summarizingkey points in the proposal. Any introductory remarks may also be placed in thecover letter. The cover letter should not exceed two pages in length. Theproponent shall identify what elements of the project they are proposing and theuse of any joint ventures or sub-consultants in the cover letter.o Scope of Work: The Proponent shall describe its plans to provide the requestedservices. This section should include a narrative description of the proposedmethodology to accomplish the required tasks. The proponent shall also providea detailed scope of work for delivering the project ready for occupancy. Thescope of work should be in detail to allow identification of all the items of workrequired and the respective deliverables.o Project Team: This section should specifically identify the construct of theproponent’s team. The relationship between the design and constructionmanagement firms or staff shall be identified and previous projects where thefirms or staff has worked together. A single firm with design and CM services ortwo separate firms on the same project team will be considered for this project.o Key Personnel: A list of key personnel for this project must be submitted alongwith a resume for each person. Each person’s role on this project shall beidentified.o Related Projects: A list of other contracts entered into by your team that aresimilar to this project should be provided. Each should include the degree ofinvolvement by your firm and those personnel assigned to this project.o Background Experience: This section should contain a brief history of yourfirm and any proposed subcontractors, names of principals, concise description ofthe types of work accomplished, indication of current staff size and location andother relevant background information.This section should also contain information demonstrating that your firm has agood working relationship with its clients, including a list of references.• Cost ProposalThe Project Cost Proposal (two copies) shall be submitted in a separately sealedenvelope. The cost proposal shall be broken down to specifically identify lump sumcosts and man-hours for each task in the scope of work to facilitate future negotiation ofthe scope of work and associated costs as necessary.- 4 -

PROPOSAL EVALUATION:• Selection Procedureo The selection team will evaluate and score all technical proposals received.o Proposals not meeting minimum technical requirements and those that are notresponsive will not be given further consideration.o A short list of service proponents will be developed based on the technicalproposal review process. The short listed proponents may be asked to presenttheir proposal to the selection team.o When presentations and discussions are concluded, a preferred serviceprovider will be identified. The preferred service providers cost proposal willbe opened and reviewed relative to the proposed Scope of Work.o Upon review and negotiation of costs, a best and final offer from preferredservice provider will be requested. If upon receipt of the best and final offeran agreement on cost cannot be reached, the negotiation process will beterminated and negotiations will begin with the next highest rated firm,o The selection team will recommend that the proponent with the highestoverall score and acceptable cost be awarded the contract.NOTE: The Municipalities reserves the right to make the award based upon theinitial proposals submitted, without presentation or discussions.• Selection CriteriaEvaluation of the technical responses will be based on the following criteria, listed inorder of importanceo Qualifications and experience of firms and subcontractors: Demonstratedability and reputation in design and construction management for publicworks facilities including working in multiple or joint tenant facilities. Toinclude previous experience in like projects with references provided. If jointventure or subcontractors are proposed, identification of previous projectscompleted together or instances where firms have collaborated in the past.o Personnel. Qualifications, experience, and commitment of assigned staff.The Project Manager(s) and key support staff assigned to this project shall bespecifically identified including their role on the project team.o Response to request for Proposal: Clear and concise proposal following therequirements of this RFP.o Project Implementation and Organization: The organization of the projectteam and how the project is to be completed, including deliverables,communication between team members and with client.- 5 -