Massachusetts School Building Authority. John K. McCarthy Executive Director. Deborah B. Goldberg Chairman, State Treasurer. Procurement Overview

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1 Massachusetts School Building Authority Deborah B. Goldberg Chairman, State Treasurer John K. McCarthy Executive Director Procurement Overview February 5, 2015

2 Procurement Overview Agenda Introductions Jack McCarthy, Executive Director, Massachusetts School Building Authority John B. Fitzpatrick, Director, Construction Reform Operational Services Division Greg Janey, President, Janey Construction Management & Consulting, Inc. 2

3 Procurement Overview Agenda Accelerated Repair Program Procurements Mike McGurl, Project Manager Program overview Designer procurement Procurement schedule Designer Selection Panel participation Procurement updates OPM procurement Procurement schedule Procurement updates Technical Review Services Procurement John Jumpe, Director of Project Management Scope and duration of requested services Procurement schedule Questions & Answers 3

4 Massachusetts School Building Authority Deborah B. Goldberg Chairman, State Treasurer John K. McCarthy Executive Director Procurement Overview Accelerated Repair Program 4

5 I. Accelerated Repair Program Overview Scope of Work MSBA invites districts into ARP based upon MSBA s review of districts Statements of Interest SOI opening for districts occurs annually from mid-january to mid- February Districts receive invitations in June or July by MSBA Board of Directors ARP Procurements will begin in 2015 and extend to 2017 Districts invited for partial or full replacement of roofs, windows/doors, and/or boilers Districts can be invited for multiple schools and/or scopes of work Projected cost per school must be $250,000 or more Boiler work is within the physical limits of the existing boiler room(s), excluding heating fuel storage and/or delivery Districts expected to complete Schematic Design phase and receive PFA approval within 12 months of ARP invitation 5

6 I. Accelerated Repair Program Overview Project Funding Repair Total Project Maximum Facility Districts Schools Program Costs Grants 2012 ARP $63,009,653 $38,267, ARP $94,650,790 $54,662, ARP* $85,543,221 $51,459,968 *Totals reflect projects approved for Project Funding Agreements as of the January 14, 2015 Board of Directors' Meeting. Repair Windows/ Districts Schools Roofs Program Doors Boilers 2012 ARP ARP ARP* *Totals reflect active projects as of the January 14, 2015 Board of Directors' Meeting. 6

7 I. Accelerated Repair Program Overview Project Schedule Preparation Scope Definition Board Invitation Program Docs Consultant Assignment Schematic Design Funding the Project 3-5 Months 4-12 Months PFA Scope Monitoring Construction Documents & Bidding Construction PFA Amendment Months Closeout Audit Massachusetts School Building Authority 7

8 I. Accelerated Repair Program Overview Consultant Assignments Districts are randomly assigned OPMs and Designers Number of assignments are based upon the number of districts invited Assignment process is repeated each year Assignments are made upon districts completion of prerequisite documents and initial funding MSBA standard OPM and Designer contracts for ARP Contracts should be executed within four weeks of assignment with the OPM contract executed first MSBA standard contracts should not be altered in any way OPM contract includes a not-to-exceed fee of $15,000 per district for the Schematic Design phase 8

9 I. Accelerated Repair Program Overview Schematic Design Project is defined by the Schematic Design ARP Schematic Design Submission Checklist includes: 1. Project Narrative: Existing conditions analysis Explanation of proposed solution Designer statement that the proposed solution meets Stretch Energy Code and/or International Energy Conservation Code 2. Schematic Design Drawings 3. Code Analysis 4. Cost Estimate (CSI format) 5. Form 3011 Total Project Budget 6. Project Cash Flow 7. Project Schedule (Gantt chart) 8. Accelerated Repair Program Reimbursement Rate Certification signed by the district 9. Proposed project scope and budget vote language in compliance with MSBA standard vote language OPM should assist district in completing DCAM evaluation of designer following Schematic Design 9

10 I. Accelerated Repair Program Overview Project Reimbursement Project Funding Agreement (PFA) MSBA Board of Directors approves each district for a PFA PFA includes scope, budget, and schedule for district s project(s) MSBA s Audit Department provides ProPay training for districts following the execution of a PFA Districts can seek reimbursement of project costs monthly Audit will review requests for reimbursement of $50,000 or more. Requests less than $50,000 will be returned to the district for future resubmission with additional invoices. District has discretion to give OPM access to enter budget and invoice data into ProPay ProPay training scheduled monthly at MSBA office 10

11 I. Accelerated Repair Program Overview Commissioning MSBA will assign commissioning consultants to each project MSBA pays 100% of the commissioning consultants costs OPM is responsible to coordinate commissioning consultant activities Commissioning consultants will review 60% Construction Documents as well as develop commissioning specifications and a Commissioning Plan for the Final Construction Documents OPM will coordinate with the commissioning consultant to ensure execution of MSBA Commissioning Certificate of Completion during the Closeout phase 11

12 I. Accelerated Repair Program Overview PFA Bid Amendment Schedule & Process Bid results shared with MSBA upon receipt Final Schedule of Values and Bid Amendment Worksheet submitted within 60 calendar days of receipt of bids Standardized SOV on MSBA website (Module 7) Schools bid together must be separated in SOV Scope & budget of SOV compared to scope & budget in PFA Reduction of eligible scope and/or bid savings results in reduction of reimbursable budget and corresponding grant Contingency transferred to construction budget to reflect additional cost is deemed ineligible thereby reducing district s grant PFA Bid Amendment between district and MSBA executed within 90 calendar days of receipt of bids 12

13 I. Accelerated Repair Program Overview Construction Administration Coordination and monitoring An OPM Project Representative must be present during all Contractor operations at each site Designer certifies percentage of Work for GC payment requisitions MSBA s Commissioning Consultant Review of contractor submittals Site observations Test monitoring OPM should assist district in completing 50% DCAM evaluation of GC 13

14 I. Accelerated Repair Program Overview Project Closeout Both OPM and designer play a critical role in readying projects for closeout Consultants should work with the district and MSBA to complete all construction deliverables including: PFA bid amendments, PFA bid budget entries, change order reviews, and budget revision requests OPM will coordinate with commissioning consultant to ensure execution of Commissioning Certification of Completion OPM will coordinate with designer, commissioning consultant, district, and MSBA to ensure that all audit deliverables are submitted to meet board deadlines Available on MSBA website (Module 8) OPM should assist district in completing 100% DCAM evaluations of designer and GC 14

15 II. ARP Designer Procurement Overview Changes from 2013/2014 ARP Procurement Design categories: Roof/Windows/Doors OR Boiler Category of Roof/Windows/Doors/Boiler removed Three year term replaces two year term Updated Standard Designer Application Form (Updated May 2014) Updates to Contract for Designer Services 15

16 II. ARP Designer Procurement Overview Procurement Schedule Issuance of RFR: February 2, 2015 Question Deadline: February 20, 2015 Responses to Questions Posted: February 27, 2015 RFR Response Deadline: March 6, 2015 at 3:00 P.M. Selection by the Designer Selection Panel: April 21, 2015 Master File Brochure Form (Updated February 2011) must be on file with MSBA prior to DSP Meeting Presentation to MSBA Board of Directors: June 3, 2015 Selection Outcome MSBA anticipates selection of Designers 16

17 III. ARP OPM Procurement Overview Changes from 2013/2014 ARP Procurement Three year term replaces two year term Updates to Contract for Project Management Services Anticipated Procurement Schedule Issuance of RFR: early March, 2015 Question Deadline: mid March, 2015 Responses to Questions Posted: late March, 2015 RFR Response Deadline: early April, 2015 Presentation to MSBA Board of Directors: June 3, 2015 Selection Outcome MSBA anticipates selection of OPMs 17

18 Massachusetts School Building Authority Deborah B. Goldberg Chairman, State Treasurer John K. McCarthy Executive Director Procurement Overview Technical Review Services 18

19 Technical Review Services Procurement Services: Architectural and engineering services to supplement MSBA staff with detailed review of technical documents and in performing site visits and facility assessments to complete MSBA s due diligence as part of the grant program. Procurement Schedule Anticipated Issuance: Late March 2015 Responses Due: Mid to Late April 2015 Anticipated Award: After June 3, 2015 Board of Directors Meeting Anticipated Effective Date: July 1, 2015 June 30,

20 Massachusetts School Building Authority Deborah B. Goldberg Chairman, State Treasurer John K. McCarthy Executive Director Questions & Answers February 5, 2015