Request for Proposals Construction Services Workplace Excellence Project

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1 Request for Proposals Construction Services Workplace Excellence Project December 5, 2014 INTRODUCTION Atlanta BeltLine, Inc. (ABI) invites you to submit a response to this Request for Proposals (RFP) as part of its corporate office relocation (the Workplace Excellence Project or Project ). This RFP is being made available to any construction firm that wishes to submit a response. All submittals shall respond to the information requested herein. SUBMITTAL DEADLINE Interested firms shall submit one electronic copy of its proposal via in Adobe Acrobat PDF format by 12:00PM Eastern Standard Time on December 19, Submissions shall be directed to the ABI Workplace Excellence Program Manager at the address listed below. All submission requirements are listed in the RFP. Responses submitted after the deadline will not be considered. David Scott Integral Gude Program Management INQUIRIES Any questions regarding this RFP shall be submitted in writing by 5:00PM on December 11, 2014, and directed to the ABI Program Manager via at Unwritten questions and any verbal responses and/or comments will not be binding. The questions and their answers will be posted on the ABI website at by noon on December 15, BACKGROUND The Atlanta BeltLine is the most comprehensive revitalization effort ever undertaken in the City of Atlanta and among the largest, most wide-ranging urban redevelopment and mobility projects underway in the United States. This sustainable project is providing a network of public parks, multi-use trails and transit by repurposing 22-miles of historic railroad corridors circling downtown, and connecting 45 neighborhoods directly to each other. ABI is a Georgia nonprofit organization responsible for planning and executing the Atlanta BeltLine vision in partnership with other public and private organizations. Over its eight year existence, ABI has expended more than $360 million in investments on the Atlanta BeltLine from numerous public and private sources. ABI is a quasi-governmental entity formed for the express purposes of completing the ABI program. As such, it is exempt from federal and state taxation. Its operating and program expenses are paid for from the revenue collections from the Beltline TAD through a Services Agreement with Invest Atlanta, the City of Atlanta s redevelopment authority. PROJECT OVERVIEW Since late 2006, ABI offices have been located at 86 Pryor Street, SW in Underground Atlanta. ABI currently occupies two floors at this location, and its growth needs would require expansion into a third floor, further separating the employee population. Instead, ABI will relocate its office to 100 Peachtree in downtown Atlanta, which will allow for an efficient single-floor space plan with contemporary design features while staying true to

2 ABI s mission to use taxpayer and other funds with prudence. The Construction Manager selected for this effort will be a construction firm with a proven track record of delivering high quality corporate office space at a competitive price. ABI contracted Integral Gude (IG) to assist its Real Estate Department in the management of this Project. IG has managed the programming phase of the project and will continue to manage the design and construction. The Project is an approximately 20,000 rentable square foot, full floor office build out in a Class A office building in Downtown Atlanta. ABI values sustainability, and LEED certification is anticipated, but the target level is to be determined. HOK Atlanta is the designer for the project. A survey of the ABI staff was conducted to determine workplace preferences, a program was developed based on ABI s needs, and a preliminary design concept was developed by HOK. The program and concept plan were used to help determine potential office relocation alternatives and were used as the basis for estimating the project budget. The test fit document developed by HOK is attached as Exhibit A. The existing floor plan of the space is attached at Exhibit B. CONTRACTUAL RELATIONSHIPS ABI will hold the contract with the Construction Manager. The Construction Manager will then hold all contracts with trades. The form of contract will be a Guaranteed Maximum Price (GMP) contract. For purposes of this RFP, the terms Owner s Representative and Owner shall be interchangeable and refer to ABI as Owner or IG as Owner s Representative. SELECTION PROCESS The successful Construction Manager will be selected by a committee based on the quality of the team proposed, lump sum bids for preconstruction services, fee and General Conditions, and relevant experience. The Owner reserves the right to waive any response irregularities, to reject any and all responses, or to accept any response or parts thereof which in its judgment will be in its best interest. Owner reserves right to request interviews. Owner anticipates issuing Notice to Proceed to the selected company no later than September 16, Work will commence immediately. The following evaluation criteria will be used to identify the top qualified firm. 1. Relevant Project Experience 2. Proposed Project Team 3. Concurrence with the Project Schedule 4. Promotion of Disadvantaged, Small, Minority, and/or Women-owned Businesses 5. General Conditions, Preconstruction and Fee Proposal 6. Concurrence with GMP Contract ATLANTA BELTLINE, INC. Page 2

3 PROJECT MILESTONE SCHEDULE ABI must move into its new space no later than June 30, 2015 with a target move date of June 18, The following milestone schedule has been adopted for the project delivery. Task Name Start Finish CM Procurement 12/5/2014 3/23/2015 Issue Construction RFP 12/5/ /5/2014 Response Time 12/5/ /19/2014 Vendor Selection and Contracting 12/19/2014 1/20/2015 Precon Services 1/20/2015 3/23/2015 Design Review/Input 1/20/2015 2/10/2015 SD Pricing 2/10/2015 2/16/2015 Design Review/Input 2/24/2015 3/10/2015 Final Pricing/ GMP Amendment 3/10/2015 3/23/2015 Construction 2/17/2015 6/15/2015 Building Permit 2/17/2015 3/23/2015 Construction of Tenant Improvements 3/24/2015 6/1/2015 Final Clean 6/2/2015 6/8/2015 Punch List 6/9/2015 6/15/2015 Move-in 5/26/2015 6/18/2015 Install Furniture 5/26/2015 6/15/2015 IT/Phone/Equipment 6/2/2015 6/15/2015 Move Personnel 6/16/2015 6/18/2015 PROJECT SCOPE & DELIVERABLES PRECONSTRUCTION SERVICES Preconstruction services will include, but not be limited to, evaluation of programs, schedules, and construction budgets at each phase of the design and engineering work (Schematic Design, Design Development, and Construction Documents). Services also include constructability reviews of documents, development of value engineering alternatives, providing assistance in obtaining building permits and other services normally required as a part of preconstruction to support the project. Deliverables will include but not be limited to a construction cost estimate at each design phase and a construction schedule. The proposed preconstruction fee shall be inclusive of all expenses for the preconstruction services and shall become part of the GMP once the final GMP construction agreement is executed. CONSTRUCTION PHASE Construction services will include the standard scope of work associated with the delivery of Class A corporate office space. The work will include, but not be limited to the following: General Management and Coordination Maintain a superintendent at the job site at all times that work is underway with support staff as required for the coordination and inspection of work. ATLANTA BELTLINE, INC. Page 3

4 Establish on-site organization and lines of authority in order to carry out the overall plans of the Owner, Architect and Engineer in all phases of the project. Establish and implement procedures to open and maintain a clear line of communication among Owner, Architect, and Consultants for all phases of the project. Prepare and develop an on-site record-keeping system, which will be of sufficient detail to satisfy an audit by Owner. Such records shall include, but shall not be limited to, daily logs, progress schedules, shop drawing logs, and the like. Coordinate the work of all trade contractors through final completion and the Owner s acceptance. A comprehensive final inspection to ensure that the quality of labor and materials are in accordance with the contract documents will be performed, recorded and all deficient items are to be satisfied in a timely fashion. Conduct weekly scheduled and as-needed unscheduled job meetings throughout the construction process. All involved parties should attend meetings to discuss procedures, progress, problems, and schedule and open items. Record and distribute meeting minutes within three (3) days of meeting. Coordinate the activities of trade contractors and vendors that may be hired directly by the Owner to ensure that all tasks are completed within project schedule timeline. These include but are not limited to furniture, communications, security, phone, and audio visual. Constantly review the adequacy of the trade contractor s supervision, personnel and equipment and the availability of necessary materials and supplies. Where inadequate, direct that the trade contractors take the necessary action. Establish and provide an inspection system for safety programs and procedures to be followed by all trade contractors. Job site security shall be the sole responsibility of the General Contractor. Coordinate Shop Drawing Submissions Prepare a detailed submittal schedule in advance for approval and use by the Owner, Architect, and Engineers. Note that a majority of submittals will be submitted not only to the Architects and Engineers, but also the Owner. Review time for this process should be accounted for in your schedule. Receive and review all shop drawings, cuts, samples, delivery schedules, materials lists, etc. for compliance with the contract documents. Provide comments before submitting information to the Architect for concurring review and approval. Oversee the submission of all shop drawings, composite shop and coordination drawings, brochures and material samples. Monitor and implement the follow-up of all documents and materials to ensure the proper sequence of approvals by the Architect and/or Engineer so as not to delay the progress of the work. Establish and maintain on-site, a complete library of all current contract documents, approved shop drawings, and approved material samples. Review All Payment Requests Before the first partial payment becomes due, the Construction Manager will provide a detailed breakdown for each trade and a schedule of values, for the in-progress portion and the overall contract amount. All applications for payment will be submitted through the Construction Manager in accordance with established procedures (once monthly to coordinate with the Landlord s draw schedule). Trade contract ATLANTA BELTLINE, INC. Page 4

5 applications for payment along with partial waiver of lien and an affidavit of payment made by each trade contractor must accompany each application. Review and Coordinate All Change Order Requests Receive and review all change order requests from the subcontractors. Review unit prices, time and material charges and similar items. Consult with the Architect and Engineers and after mutual agreement, submit recommendations to the Project Manager and Owner. Review all changes proposed by Owner, Architect and/or Engineers and make recommendations regarding the impact with respect to cost and or schedule. Ensure that all approved change orders are satisfactorily carried out in the construction process. Implement the specification and Owner s procedures for the processing of change orders, including applications for extensions of time. With respect to portions of the work performed by change orders, or otherwise, on a time-and-material, unit cost, or similar basis, which requires the keeping of records and computations, maintain adequate cost accounting records to satisfy the specifications and Owner s procedures. Issue formal change order request and obtain Owner's approval prior to proceeding. Provide and Supervise General Conditions Items The Construction Manager will provide and supervise general condition items. General condition items will be clearly stated and itemized by the Construction Manager in this proposal. All items purchased specifically to satisfy general conditions for this project will be turned over to the Owner in good condition, or be properly disposed of, at the conclusion of the project. Provide Scheduling Administration During the course of construction, the Construction Manager will make an analysis of the materials and equipment that will be required on the job. The Construction Manager will determine the dates for shop drawing submission and approval, off-site fabrication and manufacturing, and delivery dates required by job schedule. The Construction Manager will maintain a scheduling system to expedite material and equipment deliveries through the course of construction. Post Construction At the proper time, prepare and coordinate the completion of punch list, and facilitate the completion of the work after review with the Owner, Architect and Engineers, indicating the items or work remaining to be accomplished, and ensure that these items are completed in an expedient manner. Prepare certificates of substantial and final completion. Assemble all guarantees, warranties, etc., as required by the contract documents and prepare three copies for distribution to specified Owner representatives certifying that they are complete and cover all work as required. Coordinate and expedite the submission of operating manuals and similar instruction; obtain Architect s and/or Engineer s approval to ensure that they are complete and cover all items as required by the contract documents. Receive, check, and forward to Owner all unconditional lien waiver releases of claims required prior to issuance of final certificate of completion and final payment to subcontractors. Make recommendations on the withholding of payments to subcontractors where deemed necessary to protect client. Determine value of uncorrected work. ATLANTA BELTLINE, INC. Page 5

6 Expedite the contractor s preparation of as-built drawing of the entire project in accordance with the terms of the specifications. The complete as-built drawings shall be subject to the approval of the Architect and/or Engineer, and submitted to Owner for its records upon final completion of the project. After completion of project, Construction Manager will be responsible for expedient follow-up and correction of all punch list items. A 10% retainage will be held by Owner until close-out documents are received. SUBMITTAL REQUIREMENTS Proposal Completion Instructions Your proposal must be organized exactly as outlined numerically below. Provide numbered tabs corresponding to these items, with your response behind each tab. 1. Statement of Interest Provide a brief statement of interest (limited to one page). 2. Proposed Project Staffing a. Provide an organizational chart for your proposed team structure stating the names and roles of the individuals you propose for this Project. Please also identify the amount of time that each proposed staff person will be committed to this project. b. Please provide resumes for each individual that will be assigned to work on the project. Note: The Selection Committee will focus heavily upon the specific, key individuals to be assigned to this project as a criterion for selection. Notwithstanding circumstances beyond your firm s reasonable control, the Owner reserves the right to consider the Contract in breach in the event any of these key individuals will not be available as represented in your proposal. 3. Relevant Experience Each Proposer shall submit at least three (3) comparable projects completed in the last 5 years (more recent projects will be given more consideration than older projects). Each selected project should be similar in size, budget and scope to this project. Projects should also be representative of the proposed team members experience. For each project, the following information shall be submitted: a. Name of the project b. Telephone number, fax number and of the representative of the architect in charge of construction contract administration c. Name, telephone number, fax number and of the representative of the Owner d. Square Foot Area of the project e. Construction cost of the project f. Schedule Information including contract execution date and substantial completion g. Contract Delivery Method h. Proposed team members that participated on each project and their respective roles ATLANTA BELTLINE, INC. Page 6

7 4. Schedule Concurrence ABI must move into its new space no later than June 30, Per the Project Milestone Schedule above, the Tenant Improvements are scheduled to start on 3/23/14 and be completed by 6/1/15. Each proposer is asked to submit a construction schedule indicating the high level construction activities and sequence of work you would perform to meet this timeframe. Each proposer should also indicate whether or not you agree that this is a reasonable timeframe for delivery. Responders that concur with this schedule should indicate examples of similar projects where you were able to deliver in similar timeframes. 5. Subcontractors List work you are proposing to self-perform. The Construction Manager will be required to have three qualified bidders for all trades unless provisions are made otherwise as mutually agreed for self-performed or other work not requiring three bids. 6. Bonding Policy The Owner will determine if a bond is required. Explain the bonding capabilities (and related costs) of your company. Do not include a Bond cost in your general conditions cost proposal. 7. Preconstruction Services Fee, General Conditions Cost, and Fee Proposal Proposers shall submit proposed amounts for preconstruction services, general conditions, and fee in accordance with the Cost Proposal Form. The completed Cost Proposal Form will be submitted in a separate sealed envelope clearly marked. a. Preconstruction Services Fee Preconstruction services will include services normally required as a part of preconstruction to support the project. The proposed lump sum preconstruction fee shall be inclusive of all preconstruction costs and shall become part of the GMP. b. Construction Management Fee The construction manager shall be compensated for the cost of the work plus a fee. The fee shall be based on the scope of work included in the test fit documents. The lump sum fee proposal shall be indicated on the Cost Proposal Form. c. General Conditions The proposed lump sum General Conditions cost shall cover each listed general conditions item listed in the General Conditions cost proposal form. For the Supervision and Management category, all proposed positions shall be clearly indicated. Proposers shall also indicate any additional items that are included in their General Conditions but not listed. 8. Concurrence with GMP Contract Indicate your concurrence with the proposed Contract form attached. Indicate any exceptions to the contract language. Inability to successfully negotiate a contract will mean disqualification of respondents. ATLANTA BELTLINE, INC. Page 7

8 TERMS & CONDITIONS Construction Managers will not be reimbursed for any costs incurred relating to the preparation or submission of their RFP response. All such costs are solely the responsibility of the Construction Managers. All submittals and supporting materials, as well as correspondence relating to this RFP, become property of ABI when received. Any proprietary information contained in the submittal shall be so indicated. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored. ACCEPTANCE OF PROPOSALS ABI reserves the right to reject any and all Proposals, to amend the Request for Proposals and the process itself, or to discontinue the process at any time. GENERAL TERMS AND CONDITIONS A. All applicable State of Georgia and Federal Laws, City of Atlanta and County ordinances, licenses and regulations of all agencies having jurisdiction shall apply to the Construction Manager and the Project throughout and incorporated herein. The Agreement with the selected Construction Manager, and all questions concerning the execution, validity or invalidity, capability of the parties, and the performance of the Agreement, shall be interpreted in all respects in accordance with the laws of the State of Georgia. B. Professionals requiring special licenses must be licensed in the State of Georgia and shall be responsible for those portions of the work as may be required by law. C. No submittal shall be accepted from and no contract will be awarded to any person, firm, or corporation that is in arrears to ABI, Invest Atlanta (IA), or the City of Atlanta, under debt or contract that is a defaulter, as surety or otherwise, upon any obligation to ABI, IA or the City of Atlanta that is deemed irresponsible or unreliable by ABI, IA or the City of Atlanta. If requested, the Construction Manager or proposed Sub-Construction Manager shall be required to submit satisfactory evidence that they have the necessary financial resources to provide the proposed services. D. From the date a Construction Manager s proposal is received through the date a contract is awarded to a Construction Manager, no Construction Manager may make substitutions, deletions, additions or other changes in the configuration of Construction Manager s proposal without ABI s consent. E. This RFP may be cancelled or any or all bids or proposals may be rejected in whole or in part when it is in the best interest of ABI or when funding is not available for completion of the services requested under this RFP. In the event that this RFP is cancelled, a notice of cancellation shall be sent to all businesses who submitted responses to this RFP. DBE PARTICIPATION ABI encourages all Construction Managers to promote opportunities for diverse businesses, including Female Business Enterprises ( FBE ), Minority Business Enterprises ( MBE ) and Small Business Enterprises ( SBE ) to compete for business as subcontractors and/or suppliers. These enterprises shall be collectively referred to herein as DBEs. This Project has a Disadvantaged Business Enterprise ( DBE ) goal and Local business utilization goal. Goals are based on the scope of work and general availability of firms with the requisite experience and capacity to perform the work. The goal for the Project has been set at 30%. Construction Managers are encouraged to involve DBE firms in all aspects of the work. However, nothing herein should indicate that an FBE, MBE or SBE may not apply and be selected independently, as FBEs, MBEs, and SBEs that meet the qualifications of this RFP are encouraged to submit their qualifications for consideration. In order to participate as an FBE, MBE, or SBE on the contract, said FBE, MBE, or SBE must be certified as an FBE, MBE or DBE by GDOT, the Georgia Minority Supplier ATLANTA BELTLINE, INC. Page 8

9 Development Council or the City of Atlanta. SBEs must be registered with the City of Atlanta and are defined as businesses not exceeding $2.5 million in gross sales during the recent calendar or fiscal year. ABI maintains data on the utilization of FBE, MBE, and SBE entities on all contracts with the utilization of ABI s Subcontractor/Subconsultant Utilization and DBE Participation Certification. Each Construction Manager for ABI shall list any and all Female, Minority, or Small Business Enterprises (FBE, MBE, and SBE) that have been or will be utilized on this contract; the amount of revenue received or to be received by the FBE, MBE, and SBE; and the percentage of the overall Scope of Services the specific DBE will provide under the contract. All invoices should be in a format approved by the ABI Project Manager and reflect the sums to be received by DBEs, (FBEs, MBEs, and SBEs) from the total payment to be received by the Construction Manager. The invoices should also reflect a total amount of compensation paid to date to the Construction Manager and each subcontractor along with their corresponding percentage of the total compensation received. Construction Manager will also be responsible for submitting lien waivers from each of its subcontractors for all payments received, where necessary, and affirm that the Construction Manager is current with all payment obligations due to the subcontractors at the time of the submission of an invoice for payment. Construction Manager shall be deemed a Constructive Trustee of the funds paid to it that are to be disbursed to a specific subcontractor. Failure to pay sums due to subcontractors shall be deemed a material breach of the terms of this Agreement. Firms interested in obtaining applications for certification should contact either of the following organizations: City of Atlanta Office of Contract Compliance (FBE/MBE): 55 Trinity Avenue, Atlanta, Georgia 30303, Tel: , Fax: Small Disadvantaged Business (SDB) certification by the U.S. Small Business Administration provided certification reflects minority or women-owned status. Disadvantaged Business Enterprise (DBE) Certification Georgia Department of Transportation (GDOT): One Georgia Center, 600 West Peachtree NW, Atlanta, GA 30308, Tel: or Georgia Minority Supplier Development Council: 759 West Peachtree Street, Suite 107, Atlanta, GA 30308, Tel.: A firm selected by the Construction Manager can only satisfy one of the three categories. The same firm may not, for example, be listed for participation as an MBE organization and an SBE organization even if the level of participation exceeds each category's goal. All firms must be registered or certified prior to the submittal of the proposal. A Construction Manager is at risk in that there may be an issue of time to certify or register if it intends to use a firm that is not certified or registered at the time the Proposal is submitted. ABI is an equal opportunity employer. ATLANTA BELTLINE, INC. Page 9

10 EXHIBIT A ATLANTA BELTLINE, INC. Page 10

11 EXHIBIT B ATLANTA BELTLINE, INC. Page 11

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