RFQ - Professional Design Services - All High School Project

The Dublin City School District Board of Education (the “District” or the “Board” or “Owner”), is soliciting Statements of Qualifications (“SOQs”) from qualified individuals or firms to provide Design Professional Services for the District’s All High School Project (the “Project”). Services are anticipated to include preparation of schematic design, design development documents and construction documents, as well as construction administration.

The District anticipates that it will use a construction manager at risk delivery model for the construction of the Project.

Project Description:

This Project is anticipated to include additions and renovations to all three Dublin high schools.

The Owner’s estimated total budget for the Project (including all construction costs, design fees, and construction manager at risk fees) is $30 million.

Submittals:

Interested individuals or firms should submit 6 hard copies and 1 electronic PDF on CD-DVD or flash drive, of their SOQs, enclosed in a sealed envelope. The envelope shall be plainly marked on the outside "DUBLIN CITY SCHOOL DISTRICT BOARD OF EDUCATION — ALL HIGH SCHOOL PROJECT DESIGN PROFESSIONAL QUALIFICATIONS." 

SOQs must be delivered to the following address, before the submittal deadline:

Dublin City School District Board of Education

Attn: Jeff Stark, Chief Operating Officer

Business Operations

6371a Shier Rings Road

Dublin, OH 43017

The District reserves the right to waive any defect or technicality in any SOQ received or to eliminate any firm that submits an incomplete or inadequate SOQ or that is not responsive to the requirements of this RFQ.

Submittal Deadline:

                                                                   

SOQs will be received until 3:00 PM local time, January 3, 2019

Anticipated Schedule:

Construction is anticipated to be completed over the next four years with staggered completion dates for each high school project within that timeframe.

Questions, Clarifications and Addenda:

All questions concerning this RFQ shall be directed in writing via email to District Operations, at ops@dublinschools.net. Questions will be reviewed and the District will determine whether any addenda should be issued as a result of any pertinent or substantive inquiries. Addenda will be issued to all firms that have requested the RFQ for the Project. Firms shall not rely on any oral instructions or answers.

Qualifications:

Submittals should include the following:

  1. Firm’s History and Resources – Information about the firm’s history and the resources available to it for this Project (number of years in business, etc.)
  1. Education & Technical Training – Provide the education, technical training, and experience of the principal in charge of the Project and the Project Manager, as well as any other individuals assigned to the Project, and proposed consultants, if any. Provide the education, technical training, and experience of firm owners. Detail how the identified individuals will communicate with the Owner.
  1. Firm’s Overall Experience – The firm’s experience in providing substantially similar services in Ohio (i.e., design services for schools and specifically for Ohio public projects including any experience with the construction manager at risk delivery model). Describe: 

a.     The firm's experience, approach, and specific expertise involving school projects.

b.     The firm's experience, approach, and specific expertise in planning for the use of space, technology, and systems that support school functions.

  1. Proposed Timeline – Provide a detailed narrative demonstrating the firm’s ability to manage the Project schedule for completion of the Project and the various services to be provided by the firm for pre-construction (programming, schematic design, design development and completion of construction documents), construction, and close-out phases of the Project. Describe the ability of the firm to provide services on the proposed schedule, including availability of current personnel (i.e., are resources currently available or fully committed to other projects.)
  1. Past Performance based on References – Past performance as reflected in evaluations of previous and current clients for which the firm has provided or is providing similar services; please include a list of five (5) relevant projects involving similar services performed by the firm during the past five years. Include the following information for each project: 
    1. Project owner, name of project, and location;
    2. Brief description of the project, including size of project (e.g., square footage), and project delivery model (e.g., general contractor, construction manager at risk, design-build, etc.);
    3. Year services were completed or anticipated completion date;
    4. Construction cost and percentage of change orders;
    5. Other relevant information about the project and the firm's services; and
    6. Reference contact person and phone number.
  1. Past Performance with Owner – The firm's past experience with the District, if any.
  1. Proximity to the Site – The firm’s location and proximity to the site for purposes of site visits and attending meetings at the District.
  1. Proposed Coordination for Design and Work – Describe the steps the firm will take to coordinate design and work on the Project with the Owner and Construction Manager at Risk with respect to scheduling the Project, maintaining the construction schedule, and close-out of each stage of the Project. 
  1. Project Estimates and Budget – The firm's procedures for preparing budget estimates, including initial budget development and budget updates with the Owner and Construction Manager at Risk, performing design reviews, constructability reviews, and value engineering. Provide specific information on:

a.     Project budget development, including but not limited to, procedures for initial budget development with the Owner and process for updating the budget in coordination with the Construction Manager at Risk and Owner at various stages of the design process;

b.     The firm's experience over the past five (5) years with preparing project estimates and construction costs, monitoring project costs, and completing a project within the initial budget with emphasis on any experience with construction manager at risk projects; and

  1. Unique Competence, Qualities, and/or Expertise of the Assigned Team to Perform the Required Services – Unique competence, qualities, and/or expertise that set the assigned team apart from other firms and teams as it relates to the required services for the Project. List a maximum of four (4) specific and unique qualities that set the assigned team apart from others in relation to the District’s Project.
  1. Professional Liability Insurance Coverage & Claims History – The firm’s insurance coverage, including errors and omissions. Include: 

a.     The coverage amounts and types of insurance coverage, particularly the firm’s commercial general liability and professional liability limits;

b.     Specific information about any claims asserted against the firm or its professional liability carrier within the last five (5) years, including the resolution of the claim(s); and

c.     Any statistics kept internally on change order history and project completion, recognizing that each change order is unique as to its causes. The District is interested in information that will show consideration of budget requirements.

  1. Construction Phase Services – The firm’s practices with respect to site visits and oversight of the Project. What amount of time is spent on average on site during construction? What is the background of the individuals who would be visiting the Project during construction? What documentation of such site visits is prepared and maintained?

13. Experience Working with the City of Dublin and its Building Code Officials and Inspectors and Other Code Officials with Jurisdiction over additions and renovations to all three Dublin high schools.

Firms submitting statements of qualifications for the available contract will be evaluated and ranked in order of their qualifications, subject to the District’s absolute right to stop the process and refrain from entering into any contract. Following this evaluation, the individual project teams from the firms determined to be most qualified may be asked to meet with District representatives to present the firm’s qualifications and proposed approach for the Project before final selection is made. 

Upon selection of the firm determined to be most qualified to provide the requested services for the Project, the District reserves the right to negotiate the price for services to be provided, with such firm. If the Owner and the selected firm agree to a price and scope of services, the form of agreement between the Owner and the selected firm will be a modified AIA Document B133-2014 Agreement Between Owner and Architect, Construction Manager as Constructor Edition.

Qualifications received may be retained in the file maintained by the District for design professional qualifications; each firm is requested to provide annual updates to the qualifications to keep them current. 

 

 

 

 

RFQ - CONSTRUCTION MANAGER AT RISK SERVICES

 

Project Owner:  Dublin City School District Board of Education, Franklin County, Ohio

Project Name:  Middle School 5 and Centralized Preschool Conversion 2020 Project

Project Location:  Middle School 5, Jerome Township, Union County; and Preschool, 7030 Coffman Road, Dublin, Ohio 43017

Delivery Method:  Construction Manager at Risk, in accordance with the Ohio Revised Code

 

Introduction:

The Dublin City School District Board of Education (the Board or the Owner or the District) intends to contract for Construction Manager at Risk (CMR) services in connection with its Middle School 5 and Centralized Preschool Conversion 2020 Project (the Project). 

As required by Ohio Revised Code Section 9.33, et seq., the Owner requests statements of qualifications from experienced CMR firms to provide CMR services to the Owner in connection with the Work for the Project. This Request for Qualifications (RFQ) includes criteria against which qualifications submitted will be reviewed and evaluated to develop the short-list of firms from which pricing will be requested in the second phase of the selection process. The short-listed firms will be asked to provide both pricing and technical proposals, which will be reviewed and evaluated to determine the CMR firm that will provide the best value to the Owner for the Project. 

Interested firms (Respondents) must submit 6 hard copies and 1 electronic copy in PDF format of the requested statement of qualifications (SOQ), enclosed in a sealed envelope.  The envelope shall be plainly marked on the outside “DUBLIN CITY SCHOOL DISTRICT BOARD OF EDUCATION – MIDDLE SCHOOL 5 AND CENTRALIZED PRESCHOOL CONVERSION 2020 PROJECT CMR QUALIFICATIONS.

SOQs must be delivered to the following address, before the submittal deadline:

Dublin City School District Board of Education

Attn: Jeff Stark, Chief Operating Officer

6371a Shier Rings Road

Dublin, OH 43017

The Owner reserves the right to waive any defect or technicality in any SOQ received or to eliminate any CMR that submits an incomplete or inadequate SOQ or that is not responsive to the requirements of this RFQ.

Submittal Deadline:

                                                                   

SOQs will be received until 3:00 p.m. local time, January 17, 2019. 

Submittals received after this time may be considered solely in Owner’s discretion.

Communication Protocol:

All questions concerning this RFQ shall be directed in writing via email to District Operations at ops@dublinschools.net. Questions will be reviewed and the District will determine whether any addenda should be issued as a result of any pertinent or substantive inquiries.  Addenda will be issued to all firms that have requested the RFQ for the Project.  Firms shall not rely on any oral instructions or answers. Respondents should not seek to discuss any information directly relating to this procurement with any Owner personnel or anyone affiliated with the Project, except during scheduled site visits, or as otherwise provided for in the RFQ. Violation of this provision may result in disqualification from eligibility for selection.

Project Overview, Schedule, and Owner Budget:

  1. This Project is anticipated to include construction of a new 135,000 square foot middle school and conversion of the current Central Office into a centralized preschool, which is anticipated to house 200-288 students in 18 classrooms and be approximately 20,000 square feet.
  1. The Owner’s estimated total budget for the project (including all construction costs, design fees, and construction manager at risk fees) is $47 million.
  2. Construction of the middle school is anticipated to be completed in time for the building to be occupied for the 2021/2022 school year. Conversion of the preschool is anticipated to be completed in time for the building to be occupied for the 2020/2021 school year.
  1. Design Professional services are being procured separately, per the Ohio Revised Code. 

Scope of Services:

CMR services for the Project will include, but not be limited to, design review and pre-construction services, participation in developing the budget and updated construction cost estimates, participation in preparing the construction schedule (including identification of significant milestones for completion of the Work), prequalification of subcontractors to perform the required Work, construction, and close-out phases of the Project. CMR services will be defined in an agreement with the Owner; the form of agreement, including general conditions of the contract for construction, will be provided to the short-listed firms during the RFP phase.  The scope of the selected CMR firm’s services will likely include, but may not be limited to, the following:

A.    Pre-Construction Services

1.     Participate in regularly-scheduled design progress meetings with the Design Professional, the various consultants, and the Owner. The CMR shall provide on­going input with respect to constructability, construction costs, material selection/evaluations, construction duration and phasing, sequence of construction, and other scheduling services, along with construction means and methods.

2.     Coordinate/participate in meetings with the Owner and Design Professional, utility companies, and regulatory agencies to expedite the design/permit process.

3.     Identify and detail construction phasing and scheduling that will minimize interruptions to Owner operations.

4.     Facilitate long-lead procurement studies and initiate procurement of long-lead items.

5.     Develop comments, suggestions and cost models (estimates) throughout the phases of design.

6.     Develop constructability and value engineering suggestions at all design phases – considering different design/material/life cycle elements.

7.     Permit Acquisition/Approval.

8.     Develop prequalification criteria for subcontractors and prequalify subcontractors for the Work, in accordance with Ohio law.

9.     Manage the effort of the development of potential subcontractor bidders’ lists. 

10. Develop a detailed, open book cost model and updates based on interim submittals for the Guaranteed Maximum Price (GMP) proposal based on the nearly complete Construction Documents.

B.    Construction Services

1.     Coordinate with the Owner, the Design Professional, and other stakeholders as necessary.

2.     Arrange for procurement of materials.

3.     Schedule and manage construction operations.

4.     Bid, award (with Owner input, per Ohio law), and manage all construction-related contracts.

5.     Provide quality control and construction supervision.

6.     Progress Scheduling/Compliance with Schedule.

7.     Regular Progress Meetings.

8.     Bond and insure the construction per Ohio law and the Contract Documents.

9.     Address all construction related permitting requirements.

10. Provide prevailing wage reporting/accounting.

11. Maintain safe work site.

12. Project closeout including documentation (final wage reports, lien releases, O&M manuals, as-builts, etc.)

C.    Post-Construction Services

1.     Warranty Service

2.     Warranty Close-out

 

Procurement Process:

As defined in the Ohio Revised Code and Ohio Administrative Code, the selection process will be conducted in two phases. 

RFQ.  The first phase includes review and evaluation of qualifications submitted by firms interested in providing the required CMR services by the Owner’s Evaluation Committee, in accordance with Ohio law.  The evaluation committee will review and evaluate the qualifications received.  Firms may be invited to meet with the Evaluation Committee prior to the release of the short-list of CMR firms.  A minimum of three (3) short-listed firms that are determined to be qualified to provide the required CMR services will be released, unless it is determined that there are less than three (3) qualified firms. 

RFP.  Technical and pricing proposals will be requested from the short-listed CMR firms, using a request for proposals.  The technical and pricing proposals received will be reviewed and evaluated and, considering both qualifications and technical/pricing information, the CMR firm determined to provide the best value for the Project will be selected.

Anticipated Procurement Schedule

RFQ PHASE

DATE

Deadline for Submitting Qualifications

January 17, 2019

Interviews

Week of January 21, 2019

Short-List of Qualified CMR Firms Announced

January 28, 2019

RFP PHASE

DATE

Request for Pricing and Technical Proposals issued to Short-Listed Firms

January 28, 2019

Deadline for Submitting Pricing and Technical Proposals

February 8, 2019

Interviews

Week of February 11, 2019

Selection of “Best Value” Proposal

February 25, 2019

Rights of the Owner:

This RFQ constitutes only an invitation to present qualifications. The rights reserved by the Owner, which shall be exercised in its sole and absolute discretion, include without limitation the right to:

1.     Require additional information from one or more Respondents to supplement or clarify the SOQs submitted including, but not limited to, conducting interviews with Respondents if Owner, in Owner’s sole discretion, deems such interviews to be helpful.

2.     Conduct investigations with respect to the qualifications and experience of each Respondent.

3.     Visit and examine any of the facilities referenced in the SOQs and to observe and inspect the operations at such facilities.

4.     Waive any defect or technicality in any SOQ received.

5.     Determine which Respondents are qualified to be short-listed to receive the RFP and submit Proposals in response to the RFP.

6.     Eliminate any Respondent that submits an incomplete or inadequate SOQ or is not responsive to the requirements of this RFQ.

7.     Supplement, amend, or otherwise modify this RFQ, prior to the date of submission of the SOQs.

8.     Issue one or more amendments to this RFQ extending the due date for the SOQs.

9.     Receive questions concerning this RFQ from Respondents and to provide such questions, and the Owner's responses, to all Respondents.

10. Cancel this RFQ or the RFP in whole or in part with or without substitution of another RFQ or RFP if determined to be in the best interest of the Owner.

11. Take any action affecting the RFQ process, the RFP process, or the Project that would be in the best interest of the Owner.

12. Make public any and all documents associated with the Project, including documents submitted to the Owner by Respondents.

SOQ Required Format and Information:

A.    SOQ Format

The format of the SOQ must be as outlined below. Narrative pages are to be 8-1/2 inches by 11 inches.  All information provided shall be bound into a single volume. A clear and concise presentation of information is encouraged with a maximum page limit of 50 single-sided pages (or 25 double-sided pages), not including resumes of key staff, standard brochures, and financial information and supporting data.  Audiovisual materials will not be accepted. Sales brochures are not desired unless directly related to the response and referenced in the text.  Below is additional information about the submission requirements to this RFQ.

Only those persons or firms who have obtained an official copy of this RFQ from the Owner will receive any official addenda to this RFQ.  Receipt of all addenda shall be acknowledged by Respondents in a transmittal letter with the SOQ.

B.    SOQ Required Information

Provide the following information for consideration by the Owner as part of the evaluation of Respondent’s qualifications. The SOQ must be separated into tabbed sections as follows:

1.     Competence and Services.  When providing the following information, if the firm is a national firm with a branch office in Ohio, provide information limited to the firm's Ohio office projects and experience.  Include:

a.     An Executive Summary of the CMR Firm and CMR Team (the firm’s proposed employees who would be assigned to perform services for the Project) including key consultants, if any.

b.     Describe the CMR Firm and proposed CMR Team in more detail, building from the Executive Summary – i.e., credentials, technical training, experience with BIM, education, and experience of the CMR Team, in-house, full-time employees and in-house professional disciplines.  Provide bios for Project Executive/Project Manager, Project Administrator (Site Level), and Construction Technical Staff (Estimating, Budgeting, Scheduling) only.  Include consultants to be used for the Project and the firm’s experience with each on past projects. Limit bios to one page in length.

c.     CMR Firm’s relevant projects within recent history with an emphasis on Ohio school facility experience and projects of any type with construction costs of $40 million or more, if any. Include a brief description of the project, including size of project (e.g., square footage) and project delivery model (e.g., general contractor, construction manager at risk, design-build, etc.). Describe experience with use of space, technology, and systems that support school facility functions.

2.     Ability to Provide the Required Services.

a.     Capacity of the CMR Firm and members of the CMR Team to provide the required services for the Project in terms of workload and availability.  Include a list of current projects and the status of each and relevant information (i.e., budget, type of work, stage of completion, committed staff, and consultants).

b.     CMR Firm’s project experience with school projects and CMR delivery method on similar project, with an emphasis on public projects in the State of Ohio.  

c.     Previous collaboration of the CMR Team members on any project type, sample projects on which a significant number of individual team members have collaborated previously.

d.     Provide representative project experience detailed information.  Provide detailed project information including project name, project location, project completion year, project owner, owner contact name, owner contact phone number/email, brief description of the project and its relevance to this RFQ, firm(s) from team associated with project and their role on the project, construction cost, project size (e.g., square footage), and project delivery model (e.g., general contractor, construction manager at risk, design-build, etc.).  Up to 10 projects may be listed from members of the project team.

3.     Past Performance.

a.     Budget Management success by CMR Firm on any project type with over $40,000,000 in construction costs for which original estimates/pricing were prepared by CMR Firm.  Show comparison of original estimates versus actual final construction bid costs and variance percentage only, up to 10 projects may be listed.

b.     Schedule Management success by CMR Firm on any project type with over $40,000,000 in construction costs for which actual completion dates were significantly shortened versus original contracted completion date or original completion dates were held despite a challenging, unexpected schedule issue that occurred.  List a brief summary for each of the circumstances, up to 5 projects may be listed. 

c.     References for the CMR Firm with an emphasis on school facility experience providing information on:

(1)   Control of costs (to the extent not addressed in 3(a) above)

(2)   Quality of Work performed

(3)   Dispute Resolution (dealing with subcontractor and supplier issues)

(4)   Administration of subcontractors and suppliers

(5)   Meeting deadlines and maintaining the Project schedule (to the extent not addressed in 3(b) above

(6)   Past performance by the CMR Firm and CMR Team (to the extent not demonstrated in other sections)

 

4.     Financial Responsibility.  Demonstrate CMR Firm’s bonding capacity as evidenced by a recently dated letter from the CMR Firm’s surety agent listing current available bonding capacity, as well as total maximum bonding capacity.  The letter should also state the surety agent’s commitment to provide the required payment and performance bonds in accordance with OAC 153:1-4-02, if the CMR Firm is determined to be the firm that will provide the best value for the Project.

 

5.     History of Performance with goals of diversity and inclusion, if applicable.  Not applicable.  However, non-discrimination requirements will apply.

 

6.     Other qualifications consistent with the scope and needs for the Project.

a.     Firm’s History / Average Revenue. 

(1)   What is the firm’s history and philosophy? What is it that makes the firm unique?  Describe the aspects of the firm's approach to the CMR delivery method specifically that have made it successful.  How long has the CMR Firm been in business, and how long have key employees and principals been associated with the firm?  Describe the firm’s history with an emphasis on school projects.

(2)   CMR Firm’s annual revenue associated with school construction projects for the past 7 years.

(3)   CMR Firm’s total annual revenue for each of the past 7 years. 

b.      Insurance Coverage & Claims History

(1)   Professional Liability coverage of the CMR Firm, including claims history for the last 10 years.

(2)   Commercial General Liability coverage of the CMR Firm, including claims history for the last 10 years.

c.     Value Added Experience.  Demonstrate the CMR Firm/CMR Team’s past success in providing past construction manager at risk projects with value added components thru the CMR Firm/CMR Team’s creative or innovative value engineering, construction technique or other similar methods.  For each example, provide a brief one paragraph summary. Include recommendations that enhanced the cost effectiveness and functionality of schools.

d.     Prior Performance with the Owner.  Has the CMR Firm or any of CMR Team ever worked on Projects for the Owner in the past?  Was the relationship successful?

e.     Proximity to the Site.  Proximity of the CMR Firm’s primary office where the majority of the Project work will be managed/performed to the Project site – List distance in miles, straight-line method.

f.      Familiarity with Local Area. Knowledge of the local area and working relationships with local subcontractors and suppliers.

g.     Experience Working with the City of Dublin, Jerome Township, and their Building Code Officials and Inspectors.

SOQ Evaluation Process:

The Owner’s Evaluation Committee will review the qualifications received and will notify firms if they are included on the short-list of qualified firms.  

A.    Conformance Review

Respondent shall be considered responsive if the SOQ responds to the RFQ in all material respects and contains no irregularities or deviations from the RFQ. Each Respondent that is rejected as nonresponsive will be notified of the finding that it was nonresponsive and the reasons for the finding in writing.

 

B.    Qualifications Criteria

The qualifications criteria which may be the basis for evaluation of submitted SOQs are: 

1.     Competence to perform the required management services as indicated by the technical training, education, and general experience of the CMR’s personnel, especially the technical training, education, and experience of the CMR’s employees and consultants who will be assigned to the Project;

2.     Ability in terms of workload and the availability of qualified personnel, equipment, and facilities to perform the required services competently and expeditiously, and experience working on similar types of projects (specifically experience with Ohio school construction projects);

3.     Past performance of the CMR Firm as reflected by the evaluation of previous clients with respect to factors such as control of costs, quality of work, dispute resolution, administration of subcontracts, meeting deadlines;

4.     Financial responsibility including evidence of the capability to provide the payment and performance bonds in accordance with OAC 153:1-4-02; and

5.     Other qualifications that are consistent with the scope and needs of the Project, including, but not limited to:

                                               i.    History and philosophy of the firm

                                              ii.     Number of years in business

                                             iii.     Average revenue

                                            iv.     Insurance and claims history

                                             v.     Value added experience

                                            vi.     Prior performance with the Owner

                                           vii.     Proximity to the site

                                          viii.     Knowledge of the local area and working relationships with local subcontractors and suppliers

                                            ix.     Experience working with the City of Dublin, Jerome Village, and their building code officials and inspectors

Additional Instructions

All SOQs and subsequent Proposals received in response to the procurement documents will become the property of the Owner and will not be returned. Note that all information submitted in response to this RFQ and to any subsequent RFP for CMR services is a public record, which will be made available for inspection as required by ORC 149.43 upon request at the conclusion of the selection process. Respondents recognize and agree that the Owner will not be responsible or liable in any way for any losses that the Respondent may suffer from the disclosure of information or materials to third parties. 

Each CMR firm submitting qualifications or any other information as part of this selection process is responsible for all costs associated with preparing the submission and participating in the selection process.

The Owner may reject any or all qualification statements received or cancel this process at any time for any reason and the Owner will have no liability for taking such action.  The Owner reserves the right to waive minor variations in the selection process.

 

The Owner appreciates your interest in the Project and looks forward to reviewing your qualifications for the Project.

 

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