REQUEST FOR QUALIFICATIONS CONSTRUCTION MANAGEMENT (AT RISK) SERVICES. Fire Department Facility Project City of Mascotte BID #

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1 REQUEST FOR QUALIFICATIONS CONSTRUCTION MANAGEMENT (AT RISK) SERVICES Fire Department Facility Project City of Mascotte BID # Project Description The City of Mascotte is seeking qualification statements from Construction Management Firms for the construction of a new fire department facility. The proposed program scope includes the construction of a new 11,512 square foot Fire Station on a site of 3.43 acres. The parcel is located at the southwest corner of the intersection of County Road (CR) 33 and SR 50. The station will act as the headquarters to the City s fire department which currently has 7 employees. The building is designed so that it may be expanded in the future should the growing needs of the department warrant an expansion and adding a police department. The station will be a single-story building consisting of offices, training areas, recreation, and other fire-oriented needs. Other site improvements include the construction of associated improvements such as secured and unsecured parking areas, drive isles, landscaping, signage, and on-site generator. The construction cost is limited to $2.5 Million. Copies of the solicitation package are available at City Hall and on the City s webpage at under the Current Bids section, or may be obtained in person from the City Clerk, 100 East Myers Blvd. Mascotte, Florida 34753, Phone (352) Qualification submittals will be reviewed and ranked by the City's Selection Committee and oral presentations/interviews may be requested from a shortlist of finalists selected by the Committee as a result of their evaluation of the initial Request for Qualifications. The Committee will recommend its ranking of the top firm to the City Commission for approval, along with their recommendation to proceed with negotiation of a contract to perform the proposed work. Selection will be made in accordance with the Florida Consultants Competitive Negotiations Act ( , F.S.). The City of Mascotte reserves the right to revise and/or limit the scope of professional services and to reject any and all Proposals. Responses to this Request for Qualifications for Construction Management (At Risk) Services will be received until 02:00 p.m. on February 21st, Submittals should be delivered to the Office of the City Clerk, 100 East Myers Blvd Mascotte, FL The responsibility for obtaining, completing and submitting Qualification Statements to the City of Mascotte shall be solely and strictly the responsibility of the Proposer. City employees shall in no way be responsible for delays caused by the United States mail delivery or caused by any other occurrence. Qualification Statements received after the time and date stipulated shall be considered non-responsive. 1

2 REQUEST FOR QUALIFACATIONS CONSTRUCTION MANAGEMENT (AT RISK) SERVICES FIRE DEPARTMMENT FACILTY CONSTRUCTION PROJECT MASCOTTE, FLORIDA All firms and their agents are hereby placed on notice that they are not to contact members of the City Commission or staff, with the exception of the designated liaison. Public meetings and public deliberations of the Selection Committee are the only acceptable forum for the discussion of merits of products/services requested by this Request for Qualifications and written correspondence regarding this Request for Qualifications is to be submitted to the Office of the City Clerk, 100 East Myers Blvd Mascotte, FL I. GENERAL TERMS AND CONDITIONS 1. All responses shall become the property of the City of Mascotte and may be returned only at the City's option. Information contained in the Qualification submittals will not be disclosed during the evaluation process. 2. All respondents must read and comply with the statement on Public Entity Crimes prior to entering into a Contract with the City. 3. The City will not reimburse respondent for any costs associated with the preparation and submittal of any responses to this Request for Qualifications. 4. Respondents acknowledge that all information contained within the response is public record to the extent required by State of Florida Public Records Laws. Financial statements are exempt from disclosure under (1)(c), Florida Statutes. The details of the Request for Qualifications documents will remain exempt from public records until final selection. 5. The awards made pursuant to this Request for Qualifications are subject to the provisions of Chapter 112, Part III, Florida Statutes, "Code of Ethics for Public Officers and Employees". All respondents must disclose with their responses the name of any officer, director, or agent who is also an employee of the City. Further, all respondents must disclose the name of any City employee who owns, directly or indirectly, any interest of five percent (5%) or more in the respondent's firm or any of the respondent's branches/subsidiaries. 2

3 6. Respondents, their agents and associates shall refrain from discussing or soliciting any City official regarding this Request for Qualifications during the selection process. Failure to comply with this provision will result in disqualification of the respondent. Only the designated liaison listed in this response may be contacted. 7. Non-discrimination: Respondent shall not discriminate as to race, sex, color, creed, handicap or national origin in the operations conducted under this engagement. 8. Due care and diligence has been exercised in the preparation of this Request for Qualifications. The responsibility for determining the full extent of the services required rests solely with those making responses. Neither the City nor its representatives shall be responsible for exercising the professional judgment required in determining the final scope of services which may be required. 9. All timely responses set forth in the Submittal Requirements for respondents to this Request for Qualifications will be considered. Respondents are cautioned to clearly indicate any deviations from these qualifications. The terms and conditions contained herein are those desired by the City and preference will be given to those responses in full or substantially full compliance with the requested qualifications. 10. The City, at its discretion, reserves the right to waive minor informalities or irregularities in any responses, request clarification of information from respondents, to reject any and all responses in whole or in part, with or without cause, and to accept any response, if any, which in the City's judgment, will be in the City's best interest. 11. Any interpretation, clarification, correction or change to the Request for Qualifications will be made by written addendum issued by the City Manager. Any oral or other type of communication concerning the Request for Qualifications shall not be binding. All questions must be submitted in writing and directed to: Randy Brasher 100 E. Myers Blvd. Mascotte, FL Responses must be signed by an individual of the respondent's organization legally authorized to commit the respondent's organization to the performance of the services contemplated by this Request for Qualifications. 13. Any Proposals submitted before the deadline may be withdrawn by written request received by the City before the time fixed for receipt of Proposals. Withdrawal of any Proposal will not prejudice the right of the respondent to submit a new or amended Proposal as long as the City receives the Proposal by the deadline as provided herein. 3

4 The successful respondent shall hold harmless, indemnify and defend the City, its Commission members, employees, representatives, and agents against any claim, action, loss, damage, injury, liability, cost and expense of whatsoever kind of nature arising out of or incidental to respondent's services under any contract entered with the City for the services specified herein. 14. For good and sufficient reason, up to forty-eight (48) hours before the advertised deadline, the City may extend the response deadline. Should an extension occur, all firms who received a Request for Qualifications will receive an addendum setting forth a new date and time for the response deadline. II. SPECIAL TERMS AND CONDITIONS 1. The successful respondent shall be required to submit proof of licenses or certifications as required by the City and the State of Florida. 2. The successful respondent shall be required to enter into a contract that will be that substantially reflects the requirements of the projects, it s Request for Qualifications, and normal contract terminology. The City reserves the right to waive/adjust any minor inconsistencies between the Request for Qualifications and the finalized contract. 3. The successful respondent shall hold harmless, indemnify and defend the City, its Commission members, employees, representatives and agents against any claim, action, loss, damage, injury, liability, cost and expense of whatsoever kind of nature arising out of or incidental to this work. 4. The successful respondent shall not be allowed to substitute project team members named in this response without proper written permission of the City. 5. The successful respondent, prior to the signing of a contract and before starting any work on this project, will be required to submit certificates of insurance, and payment and performance bonds. III. GENERAL SCOPE OF SERVICES: The Construction Manager, if selected to enter into contract, will provide a Guaranteed Maximum Price (GMP) for the total construction cost, provide Performance and Payment Bonds for the full value of the GMP and will hold all trade contracts. The City anticipates the following general scope of services, but reserves the right to modify, add or delete any services. A. Design Phase (in conjunction with the services of the Architect) should include, but is not limited to: Design review and input; Construction cost estimate (including total project cost, draft GMP and updated GMP); 4

5 Value engineering and construction alternatives; Coordination and interface of the contract documents general conditions, special conditions, trade contractor bid packages, etc. Construction Planning; Development of trade contractor bid packages and recommendation on the clarification of responsibilities for trade contractors; Market stimulation for trade contractor bidding; Construction trade contractor pre-qualifications; Site utilization planning before and during construction; Identification of significant direct purchase items and/or long lead items; Plans and Specification reviews including design development, construction documentation, redicheck and constructability review; B. Construction Phase should include, but not be limited to: Project meetings; Scheduling, updates and planning; Estimating, including final GMP; Bidding (selection of the trade contractors and/or material suppliers for the project and bidding must comply with the City's procurement policies and procedures to the best of the Construction Manager's ability); Guaranteed Maximum Price (not to exceed total for the costs of the physical construction and the general conditions necessary for the total construction of the project); Trade contract procurement and administration; Owner-furnished materials; Cost control; Project record keeping; Direct purchasing of materials to recover sales tax in coordination with the City and State requirements; Site management such as project control, supervision, scheduling, planning, quality assurance, quality control, safety, etc. Physical construction; Information Management; Change Orders/claims management; Permitting; Special inspection coordination (geotechnical, materials testing, threshold inspection, etc.); Reporting; Shop drawings submittals/document control field as-builts; Substantial completion, completion, warranty compliance inspection, building commissioning, etc.; Move in and occupancy coordination, as needed; including training of City personnel; Warranty management. To Include 10 Month Walk Thru with Owner and Architect. 5

6 IV. SUBMITTAL REQUIREMENTS Qualification Statements will be evaluated on the basis of the written document; therefore, the documents must be complete, concise and clear as to the intent of the respondent. In order to maintain competitiveness and for ease of evaluation, responses to the Request for Qualifications must be responsive to the following and presented in this format and order: NOTE: All responses must be presented as 8½" x 11" bound documents. The information must be tabbed according to each requested section. Number each side of each page consecutively including letter of interest, brochures, licenses, resumes, supplemental information, etc. Responses must be limited to eighty (80) pages. Covers, tables of contents and divider tabs will not count as pages, provided no additional information is included on those pages. Work product samples (reports, schedules, etc. provided in response) will not be counted in the eighty (80) page limit. Package the Work Product Samples separately from the Proposal, labeling the sample clearly. Provide one (1) original as electronic copy and five (5) copies of the Proposal and submit only one (1) copy of the Work Product Sample package. Any Proposals exceeding the eighty (80) page limit may be disqualified. Following are the required sections and required minimum content: A. INTRODUCTION/COVER LETTER: Respondents should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information a respondent deems appropriate as a cover letter, but at the least, this section should include the name, address, telephone number, fax number and address of one person to whom all correspondence should be directed. B. BUSINESS ORGANIZATION: Describe the business organization, who will serve as major participants and their respective roles, and the following information as to business operations: 1. Organization: State the full name, address, telephone number and facsimile number of the proposing firm/organization(s). Include Federal 1.0. number and Corporate Charter Number. a. Indicate whether those in the proposing group will operate as a sole proprietorship, individual, partnership or corporation, and the state of its incorporation or license to operate. b. As applicable, provide the name of the branch office or other subordinate element that will perform or assist in performing the services described herein. 2. Major Participants: Recognizing the scope of this project, interested parties may select to use joint venture partners or sub-consultants. Provide the following in list form on a summary page (specific information about each should be provided in the Appendix, if desired). 6

7 a. A list of major participants and complete addresses, and their relationship to the respondent, whether as a joint venture, partner, subsidiary or sub-consultant. b. Should any of the above participants include a Minority Business Enterprise (MBE), this should be noted, along with the entity that has so certified the respondent as an MBE. c. Specific role in the project of all participants noted above. d. Estimated percentages of participation of all participants noted above. 3. Experience/References: Respondents shall provide a list of their work on projects the same as or similar to this project. The information will be presented in summary form and then can be followed as appropriate by a narrative. a. List five (5) projects for which your firm acted as general contractor or has provided or is providing construction management services which are mostly closely similar to this project. In determining which projects are most similar consider: related size and complexity; construction type; LEED certification; how many members of the proposed team worked on the listed project; and how recently the project was completed. b. For each of the listed projects, provide the following information: size, construction cost (original estimate, construction cost and final construction cost), current phase of development, estimated (or past) completion date, type of delivery method (lump sum, design/build, construction management at risk, etc.), scope of services, name of team members within your firm and titles, name of Owner's contact person, telephone number and fax number, and the name and telephone number of the Architect/Engineer. 4. Respondent's Personnel: a. List total number of your firm's key personnel by skill group (ie: cost control, estimating, scheduling, superintendents, etc.). b. Name all key personnel which will be part of the construction management team for the proposed project and provide their cities of residence. Describe in detail the experience and expertise of each team member, specifically those of the Project Manager and Project Superintendent. NOTE: key personnel must be committed to the project for its duration unless excused by the Owner. This requirement is non-negotiable. c. For each project listed in response to Number 3, list the members of the proposed team who worked on the project and describe their roles. 7

8 d. If the team as a whole provided construction management services for any of the projects listed in response to Number 3, so indicate. 5. Respondent's Consultants: Name any consultants which are included as part of the proposed team. Describe each consultant's proposed role in the project and its related experience. List any projects on which your firm has worked with the consultant in the past. 6. Cost Control: For two (2) of the Projects listed in response to Number 3, describe cost control methods for the design and construction phases. How did you develop cost estimates and how often were they updated? Provide examples of how these techniques were used and what degree of accuracy was achieved. Include examples of successful value engineering to maintain project budgets without sacrificing quality. Include a sample of a cost estimate. (Note: follow instructions for Work Product Samples included in this section of the Request for Proposal when submitting this example). 7. Scheduling: For two (2) of the Projects listed in response to Number 3, describe the way in which your firm developed and maintained design and construction project schedules. How did you develop schedules and how often were they updated? Provide examples of how these techniques were used. Include specific examples of scheduling challenges, and how your firm helped solve them. Submit an example of a project schedule. (Note: follow instructions for Work Product Samples included in this section of the Request for Qualifications when submitting this example). 8. Information Management: For two (2) of the Projects listed in response to Number 3, describe the types of records, field records, logs, meeting minutes, monthly reports, monitoring systems and information management systems which your firm used in the management of those projects. Provide examples of each report used. (Note: follow instructions for Work Product Samples included in this section of the Request for Proposal (Qualifications) when submitting these examples). 9. Conflict Resolution: For two (2) of the Projects listed in response to Number 3, describe conflicts or potential conflicts with the Owner, Architect, Engineer, or trade contractors, and describe the methods used to prevent and/or resolve those conflicts. 10. Quality Control: For two (2) of the Projects listed in response to Number 3, describe the way your firm maintained quality control during the preconstruction, construction and warranty phases. Provide specific examples of how these techniques were used. 8

9 11. Safety: Describe your firms approach to safety and how your firm ensures a safe workplace at the construction site. 12. Joint Venture: Is the applicant a joint venture? If so, describe the division of responsibilities between the participating firms, the offices (location) that will be the primary participants, and the percent interest of each firm. 13. Local Business: For two (2) of the Projects listed in response to Number 3, describe how your firm assisted local business enterprises and involved them in the construction phase. What percentage of local participation was achieved? 14. Financial Capability: Attach a letter of intent from a sure company indicating the applicant's bond ability for this project. The surety shall acknowledge that the firm may be bonded for each phase of the project. The surety company must be licensed to do business in the State of Florida, and must have a Best Rating of "A-" and a financial size of "V" or higher. 15. Confirmation of Acceptance: By submission of a response to this Request for Qualifications the respondent makes the following acknowledgments/certifications. Include a signed and notarized statement indicating confirmation of acceptance. a. Your firm/organization/joint venture consents that proposals will not be accepted from any company, firm, person, or party, parent or subsidiary, against which the City has an outstanding claim, or a financial dispute relating to prior contract performance with the City. At any time, the City discovers such a dispute during any point of evaluation, the proposal will not be considered further. b. Through a statement of disclosure, your firm/organization/joint venture will provide sufficient detail of any relationship, especially financial, between members of your firm and any City employees or their family members. This will allow the City to evaluate possible conflicts of interest. The City will determine whether the extent of any conflict of interest will disqualify the respondent. c. Regarding information furnished by the applicant herewith, and as may be provided subsequently (including information presented at interview, if shortlisted): d. All information of a factual nature is certified to be true and accurate. e. All statements of intent or proposed future action (including the assignment of personnel and the provision of services) are commitments that will be honored by the respondent if awarded the contract. 9

10 16. It is acknowledged that: 1. If any information provided by the applicant is found to be, in the opinion of the Selection Committee or the City Commission, substantially unreliable, this Proposal may be rejected. 2. The Selection Committee or City Commission may reject all applicants and may stop the selection process at any time. 3. The selection of finalists for interview will be made on the basis of information provided herein. The interviewed firms will be ranked based on their response to the interview questions, and results of reference checks. 4. It is understood that this proposal must be received by the Office of the City Clerk, 100 East Myers Blvd Mascotte, FL no later than 2:00 p.m. on February 21, The respondent has not been convicted of a public entity crime within the past 36 months, as set forth in Section , Florida Statutes. 10

11 ATTACHMENT "A" PUBLIC ENTITY CRIME AFFIDAVIT A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid/quote/proposal on a contract to provide goods or services to a public entity, may not submit a bid/quote/proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids/quotes/proposals on leases of rental property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 11