REQUEST FOR QUALIFICATIONS: RFQ PROGRAM/PROJECT MANAGEMENT SERVICES TO SUPPORT MUNICIPAL FACILITIES & CAPITAL IMPROVEMENTS PROJECTS

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1 REQUEST FOR QUALIFICATIONS: RFQ PROGRAM/PROJECT MANAGEMENT SERVICES TO SUPPORT MUNICIPAL FACILITIES & CAPITAL IMPROVEMENTS PROJECTS The City of Cedar Hill, Texas is soliciting statements of qualifications from professional project/program management firms for professional services for development and construction of multiple public facilities and improvements. The projects include a new Public Library and various parks and infrastructure improvements. It is anticipated that the projects will be undertaken in phases over several years with an overall budget of approximately $45 million. This request for qualifications is for program/project management services only. Design and other professional services for each project will be procured under a separate process. The successful program management firm will not be eligible to submit bids or proposals for design or other professional services for these projects. SUBMISSION OF STATEMENTS Statements will be accepted until 3:00 p.m. on Monday, March 19, Statements must be submitted electronically via to the City s Purchasing Agent at with the subject line: RFQ Program/Project Management Services. Statements received after 3:00 p.m. will be disqualified from consideration and returned unopened. GENERAL INFORMATION Nestled 20 minutes southwest of downtown Dallas, Cedar Hill is a thriving suburb situated along the eastern shore of Joe Pool Lake and Cedar Hill State Park. Known as the hill country of the Metroplex, Cedar Hill s lush, tree-lined rolling hills, and wide open green space are home to a unique combination of flora and fauna unlike any other in the State. At 880 feet above sea level, Cedar Hill boasts the highest elevation between the Red River and the Gulf of Mexico. This distinctive collection of natural assets has attracted partnerships with the Dogwood Canyon Audubon Center, Cedar Hill State Park, Dallas County, local schools, and other organizations that are committed to preserving open spaces and critical ecosystems in one of the largest planned preserves in North Texas. Cedar Hill is a regional entertainment and dining hub that features a mix of specialty boutiques, national retail stores, and unique dining experiences. As the community has grown, Cedar Hill has retained its distinctive character as a place where no one is a stranger, and residents and visitors experience exceptional services and quality of life. The City s natural beauty and the people who call Cedar Hill home are what make Cedar Hill a Premier City. Cedar Hill encompasses 36 square miles and is approximately 50% developed. Since the 2010 census, the City s population has grown by 5% with an estimated population of 1

2 52,659 in Much of the City s growth has been guided by a series of comprehensive planning efforts including the Comprehensive Land Use & Thoroughfare Plan, the Parks Open Space Vision Plan, the Library Master Plan, and many others. Based on these plans, a bond election was called and voters overwhelmingly approved funding for a new public library, parks improvements, and streets and drainage improvements in November It is the intent of the City to work with professional Program/Project Management (PM) professionals with expertise in city and county government and related public sector projects to oversee successful project delivery, including all phases of design and construction work. PMs with specific experience and expertise in management and development of public sector projects, such as project scope definition, public input/needs assessment, project financial management, conceptual development plans, cost estimating, transportation and land use/site planning, construction management, and alternative project delivery methods, such as Design-Build, are encouraged to apply. THE PROJECTS In November 2017, Cedar Hill residents approved $45 million for new public infrastructure and facilities, including a new public library, parks improvements, and streets and drainage improvements. The projects included in the bond program will be undertaken on a phased schedule over the course of several years. It is anticipated that the schedule will be updated annually by the City Council until all projects have been completed. Projects are phased based on community priority and the City s financial capability. Projects and authorized funding include the following: New public library $ 20,000,000 Parks & recreation facilities $ 15,000,000 Streets & drainage $ 10,000,000 All of the projects will require a significant amount of broad public input. Specifically, the new library project will require facilitation of site selection committee to determine a location for the new facility and broad community input for design and programming The Parks & Recreation facilities will require various measures of public input, some on a neighborhood level and others on a citywide scale. The Parks & Recreation projects include a new swimming pool, neighborhood and community park upgrades, senior center upgrades and repairs, trail projects, and development of a new signature park. The successful PM firm may participate in some or all of these projects and other capital projects planned by the City. SCOPE OF SERVICES The specific services to be provided by the consultant will be determined through negotiation between the City and the selected consultant. The PM firm must be prepared to assign at least one person with significant project planning and management experience to be available as the point of contact for all oversight efforts of the City. A 2

3 contract with the selected firm or firms may be issued as an indefinite delivery indefinite quantity (IDIQ) contract with a 1-year initial term and an option for the City to extend the contract for additional one-year periods. The basic IDIQ will be structured to allow for the issuance of individual Task Orders. The delivery orders will be developed with the scope, duration and cost to direct performance of the required effort. Multiple delivery orders may be issued to successful PM firms within the duration of the contract. A general description of anticipated major work elements are described below. I. General Duties As the City s representative, provide leadership and manage activities and processes related to the design and construction of designated capital projects to meet the City Council s implementation goals related to project scope, schedule, and budget; broad public input; ongoing public communication; and inclusive and accessible procurement strategies; Coordinate with professional services, such as architectural, engineering, and design-build firms to convey the City s requirements and help them produce construction documents consistent with the City s project budget, scope, and schedule; Oversee construction contracts and all phases of construction for compliance with all of the requirements set forth in the construction documents and ensure that the construction contractor produces a consistent level of quality of all project through close-out; Develop and maintain project schedules on all projects consistent with the City s funding and prioritization plan, and organize and conduct ongoing project coordination meetings during all phases of development; Provide regular reports to the owner summarizing current program and project status with regard to schedule, budget performance, and quality. Attend City Council and other public meetings, as necessary, to provide reports on the progress of the program; Develop and maintain a communication strategy, including a program web site, for keeping city officials, staff and the general public informed on the progress of the projects; Work with owner to maintain and monitor overall total project budgets including design, construction, and peripheral cost; 3

4 Design and maintain an appropriate internal communication protocol among all members of the project team to insure efficient and constructive working relationships exists between the parties; II. Design Phase Provide leadership, organize, and provide opportunities for broad public input for all projects, including advising and facilitating citizen committees and boards; Develop requests for proposals (RFP) and qualifications (RFQ) for professional services, such as architectural, engineering, and other consultants for the projects in accordance with the Texas Local Government Code, assist in the evaluation and selection of firms; Coordinate, review, evaluate, and recommend approval of all schematic design and design development documents submitted by consulting architects and engineers for compliance with the City s program needs and specifications; Monitor and review the drawings, specifications, and contract documents for conformity with approved concept, program, budget, and schedule; Provide constructability and value engineering reviews during the schematic and final design phase; Review contract amendments, applications for payment, and all other contractual issues during the Design Phase; III. Pre-Construction Phase Coordinate, review, evaluate, and recommend approval of all working drawings and specifications submitted by the consulting architects and engineers for compliance with the City s needs and requirements; Work with the owner to determine the most appropriate procurement process for selection of engineering/architectural firms and construction contractors; Coordinate the development of bid documents, pre-bid conferences, and bid openings in accordance with the City s practices and the Texas Local Government Code; Based upon the determination of a final design and construction budget, the work with the owner to develop a schedule for coordinating the necessary funding & financing; 4

5 Conduct any pre-qualification reviews and/or consultant/contractor background checks necessary prior to final selection; Verify that required bid, payment and performance bonding is in place and is properly maintained by the contractor throughout the life of the contract. IV. Construction Phases Coordinate pre-construction conferences; Provide oversight of the construction process, including coordinating ongoing project meetings, distributing minutes of the meetings, and providing regular reports to the City summarizing current project status with regard to time, cost, and quality; Provide construction contract administration, including project safety and compliance with local, state, and federal rules and regulations; Coordinate the review and evaluation of all independent testing and inspection reports and reporting any deficiencies to the owner and address deficiencies with the contractor; Coordinate review and recommendation of payment requests, including tracking construction pricing by division and trades and working closely with contractors on negotiations with subcontractors. Evaluate any requests for changes to verify accountability and validity of cost-benefit of change requests; Monitor construction contractor s performance during construction, including schedule adherence, quality of contractor s on-site management and responsiveness. Advise owner and initiate any necessary actions to address deficiencies; Monitor quality of workmanship and compliance with all project requirements, plans, and specifications on the project site. Evaluate requests for proposed change orders and contract amendments and make recommendations for approval to the City. V. Close-out/Commissioning Consult with the owner and design team to develop comprehensive walk-through of completed facility and recommend final payment and contract close out as appropriate; 5

6 Coordinate all elements of commissioning of building systems; Ensure accurate and complete as-built plans and specifications are prepared and submitted to the City; Coordinate start-up activities and training for City staff as required, including procedural manuals, as appropriate; Review maintenance and operations manuals for the project to verify completeness and compliance with specifications; Verify all warranties are received and properly executed for the City; Coordinate furnishings, fixed equipment, and other separately held contracts as required for the project; Prepare final report for the project, including project history, all related costs, list of contractors that performed work on the project, and any other pertinent information, providing a hard and electronic copy to the City. PROPOSAL REQUIREMENTS 1. Introductory Letter & Executive Summary (Maximum 2 pages) An introductory letter should indicate that the firm accepts all terms and conditions contained in the request for qualifications. The letter should indicate a contact person during the proposal process and be signed by an authorized representative of the consultant firm. The letter should include a statement about the availability and commitment of the firm, including all team members and key professionals to provide these services to the City. The letter should serve as an executive summary, giving an overview of the firm s qualifications and project management approach. 2. Team Qualifications Describe the experience and qualifications of the firm. Describe the overall management structure of the project with attention to the interrelationship between the primary consultant and other team members. (ex. design team and owner) Describe the overall management structure of the program and how the firm will interact with other team members (architect; other key personnel to be assigned.) 6

7 Provide the identification and qualifications of all key personnel, including each one s experience with similar public sector projects. Describe the nature of their participation on the project team, and list the percentage of time each participant will be assigned to the project. Describe the experience and qualifications of sub-consultant firms, if any. Describe the sub-consultant s previous experience with projects of a similar nature and previous experience of team members working together. 3. Proposed Management Approach Describe the firm s approach and method for facilitation and coordination of public input for projects, including the use of citizen boards and committees. Describe the firm s approach and methods for conducting constructability reviews and value engineering. Describe the methods to be used for communicating with the project team and the general public. Describe the firm s experience with and knowledge of alternative delivery systems. Explain how the firm will determine which methods it may recommend. Describe how the consultant will manage overall quality control of the program and projects. Describe the firm s experience evaluating change orders and track record for delivering projects within budget and on schedule. Describe the process that the firm will utilize to resolve disputes. 4. Representative Projects and References List public sector projects for which the PM has provided or is providing professional program/project management services which are most related to this program. Provide the following for each project listed: o Project name and location o Project owner o Project description o Total project cost o Project size in gross square feet 7

8 o Whether the project was new construction, an addition, or a renovation o The construction project delivery method o Dates for planning, design, and construction of the project o Description of PPM s contracted responsibility for the project (prime professional, joint venture, or consultant) o Description of professional services PPM provided for the project o Responsible Project Management individual in charge of the work. o Reference/contact for the project from the owner complete with contact information. 5. Support Information (maximum 2 pages) Support information may be provided that adds clarity as to the consultant s ability to meet the City of Cedar Hill s needs. EVALUATION & SELECTION All submitted statements will be thoroughly considered. After an initial review of proposals, finalist shall be selected for interviews. Consultants invited to interview will be given the opportunity to explain their proposals, describe their approach to the project, and communicate the experience of the consultant s team. After interviews have been completed, the City shall select a consultant or consultants and a contract shall be negotiated between the consultant(s) and the City. In the event the City and the initially selected consultant cannot reach mutual agreement on the contract within a time frame acceptable to the City, the City will terminate all proceedings with that consultant and request the second most acceptable consultant to enter negotiations. The City reserves the right to reject any and all statements, to waive technicalities, deviate from any procedure outlines herein or to advertise for new proposals when the best interests of the City will be promoted. GENERAL EVALUATION CRITERIA The City of Cedar Hill will consider Statement of Proposals/Qualifications will use the following criteria to evaluate submitted statements: 1. The content, completeness, adherence to format, and appropriateness of the proposal. 2. The firm s reputation and experience with projects of a comparable nature. 3. Perceived creativity, innovation, quality control and commitment that the firm will bring to the project. 4. The experience and capabilities of the project manager and other staff who will be assigned to the project. 5. Demonstrated familiarity with management, construction and development of municipal and public bond programs. 8

9 6. References that indicate successful projects and successful client/team/consultant relationships. 7. The firm s ability to best meet the objectives of the City for the project. 8. The effectiveness of the firm s oral, written, and graphic presentations skills. 9. Suggested citizen participation and involvement process. ANTICIPATED SELECTION SCHEDULE The anticipated schedule for Consultant Selection is as follows: RFP advertised February 22 March 19, 2018 Proposals due March 19, 2018 Proposal review March 19, 2018 March 29, 2018 Target for interviews April 2-6, 2018 Target for selection April 9-13, 2018 ADDITIONAL INFORMATION All inquiries should be directed to the City s Purchasing Agent, Greg Pervis at or (972) ext

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