COUNTY OF DUNN, WISCONSIN REQUEST FOR PROPOSALS PROCUREMENT NO. 2018-19-CSB CONSTRUCTION MANAGEMENT SERVICES The County of Dunn is requesting proposals for Construction Management Services. The services are for a project that includes the renovation of approximately 50,000 square feet of the Dunn County Community Services Building, located in Menomonie, Wisconsin. The estimated project cost is $3 - $3.8 million. All proposals shall be sealed and clearly marked: Proposal for Procurement No. 2018-19-CSB RFP Construction Management Services and submitted to: Dunn County Office of Administration 800 Wilson Ave. Menomonie, WI 54751 Response Deadline: 2:00 PM LOCAL TIME on August 31, 2018 The County of Dunn reserves the right to terminate the selection process at any time and reject any or all offers. The County of Dunn shall not be liable for any pre-contract costs incurred by interested firms participating in the selection process. 1.0 GENERAL INFORMATION 1.1 Introduction The County of Dunn is requesting proposals to perform Construction Management Services for the design phase, bidding phase, construction phase and other phases through the end of the project. The building project consists of renovation of approximately 50,000 sq. ft. of the Community Services Building, located at 3001 U.S. 12, Menomonie, WI. 1.2 Construction Managers Role(s) Dunn County is aware that there are at least two distinct type of Construction Managers; At- Risk and Agency. Dunn County expects to hire a Construction Manager At-Risk. However, both types of Construction Managers are invited to submit a proposal. This determination will be made upon the selection of a Construction Manager. It is expected that the hiring of a Construction Manager will reduce the project cost in the long term. It is expected that the construction manager will take an advisory role during the design phase then change roles to that of leading the project through from the bidding phrase through the construction phase, including the twelve (12) month warranty review.
Self-Performance: The primary responsibility of the selected vendor is to provide construction management services and serve as Dunn County s representative during all phases of planning and construction. The selected vendor may submit sealed bids on construction services. The firm providing the construction management services is subject to the same rules and procedures as all other competing contractors. 1.3 Scope of Services The construction manager will guide, assist and represent Dunn County during the remainder of the project planning, construction and occupancy. The duties of the construction manager will vary as the needs of Dunn County require, but services to be provided by the construction manager include, but are not limited to, the following: Offer project design and/or coordination ideas that may result in cost savings, efficiencies, and a higher-quality facility. Help establish, monitor, and adjust a project time-line, and assure that deadlines are met. Facilitate the bidding of each component construction contract. Review the lowest responsible bidder(s) and provide recommendation of award. Provide the services of ordering materials to save sales taxes. Act as Dunn County s representative on the project, including providing an on-site presence. Oversee the project safety and insurance programs. Mange the site security. Monitor the compliance of contractors with applicable codes and regulations, including ensuring that all materials are of high quality and standards, and that all necessary building and construction permits are obtained. Prepare any routine progress and budget reports deemed necessary by Dunn County, including but not limited to progress updates, budget status and forecasting, activities planned, and deviations from Dunn County s approved work schedule. Ensure the success of the building project. A. PROJECT PLANNING AND CONCEPTUAL DESIGN (a) Review and make recommendations for revisions or updates, if necessary, of program documents, design documents, specifications or plans. (b) Review, validate and maintain overall program budget. (c) Implement and maintain a management information system that will monitor and control project financial information, costs and schedule throughout the project. Share this system and reports to others. (d) Provide Program/Construction Management project status reports to the facility, staff and executive managers, as may be required.
(e) Verify current and projected local construction market conditions. (f) Develop and maintain master project schedules, contractors detailed construction work activities and schedules, submittal schedules, occupancy schedules, etc. (g) Provide on-going cost control. (h) Procure surveyors, special consultants and testing lab services, as required upon authorization by Dunn County. (i) Manage other consultants contracts and payments, as needed. (not the Architect s) (j) Assist with and provide presentations to the Dunn County Board of Supervisors and Committees as requested by the County. (k) Develop and coordinate a master safety and insurance program with contractors, review, verify and monitor all insurance and safety procedures to assure compliance with master program and Dunn County s objectives. (l) Report potential budget and schedule variances, and prepare recovery plans. (m) Develop and maintain a document management system for existing condition plans, construction documents and record drawings. B. DESIGN DEVELOPMENT (a) Review plans with respect to impact on cost of construction and operations, and make recommendations for appropriate design and construction strategies that could improve operational and staffing efficiencies. (b) Review and update, as necessary, design standards, prototype plans and procedures for the Construction Program. (c) Provide constructability analysis at appropriate intervals. (d) Provide value-engineering reviews at appropriate intervals. (e) Provide quality assurance/quality control reviews at appropriate intervals. (f) Provide cost estimating services for design and construction of proposed phases of the Program. C. CONSTRUCTION DOCUMENT PHASE (a) Evaluate Final Design for Budget Compliance (b) Evaluate Design for Construction Efficiency (c) Evaluate Final Design for Operational Efficiency (d) Refine Project Schedule. D. BIDDING PHASE (a) Manage the Bid Process (review the bid categories with Dunn County and Architect and obtain approval prior to releasing the bids) (b) Assist Dunn County to Distribute Plans and Specs (bids are to be delivered to Dunn County) (c) Facilitate a Pre-Bid Meeting (d) Pre-Qualify Contractor
(e) Answer questions (f) Qualify and review all low bid/bidders (g) Provide a recommendation to award (h) Develop and coordinate Dunn County s direct purchase program to generate savings by eliminating when possible the payment of Wisconsin sales tax. Incorporate program in awarded contracts to meet state requirements and to maintain warranty of material. Cost for this service shall be included in the C.M. s base costs. E. CONTRACT ADMINISTRATION (a) Continue with items mentioned above (b) Manage contract preparation and execution, and issue notice to proceed as instructed by Dunn County. (c) Schedule and conduct pre-construction meetings. (d) Develop and issue a comprehensive Contractors Procedures Manual defining communications, administrative and field construction requirements to be followed. (e) Process and sign off on payment requests of contractors for approval and payment. (f) Administer bulk of materials, systems and equipment for the Construction Program. (g) Identify critical long-lead items and develop strategy and schedule for purchasing such items. (h) Provide continuous on-site program/construction management throughout the construction phase. (i) Process all Change Orders. (j) Conduct weekly job site meetings along with recording and distributing meeting minutes to participants. (k) Maintain daily on-site project log and schedule report, and review logs and reports submitted by the architect/engineers and contractors. (l) Oversee quality assurance testing and inspection programs. (m) Monitor contractor and sub-contractor work performance for deficiencies and recommend any special testing needed in coordination with architect/engineers. (n) Maintain record copy of all contract documents, change orders and other documentation on-site, and copy for transmittal to Dunn County upon project completion. (o) Manage reviews and approvals of all submittals, including shop drawings and samples, performed by architect/engineer and contractors. Process and sign off on payment requests of construction contractors for approval and payment by Dunn County. Assure the receipt of lien waivers for completed work. (p) Develop and coordinate a master safety and insurance program with contractors. Review, verify, and monitor all insurance and safety procedures to assure compliance with master program and Dunn County objectives. (q) Redevelop and issue a comprehensive Contractors Procedure Manual defining communications, administrative and field construction requirements to be followed. (r) Manage and develop punch lists and project close out. (s) Receive, review and administer written guarantee and warranty record for Dunn County. (t) Assist Dunn County in performing guarantee and warranty inspections with the architects and contractors.
(u) Assist Dunn County in coordinating and identifying requirements necessary to obtain Certificate of Occupancy. (v) Schedule instruction sessions by major material and equipment suppliers to orient and train Dunn County staff for operations. (w) Assist with post-construction start-up and transition to operations, including training and orientation of facility personnel, as needed. (x) Coordinate move-in and occupancy (y) Assist Dunn County in resolution of any outstanding claims arising out of the project. (z) Submit final Program/Construction Management project status report summarizing individual project history and conformance to schedule and budgets. (aa) Provide 11 th month follow-up. Additional Services. The contract may be extended upon mutual agreement to other building projects for up to a five (5) year period. This five (5) year period may be extended by mutual agreement for two (2) additional terms. 1.4 Clarification of the RFP (Request for Proposals) If additional information is necessary to assist the vendor in interpreting this RFP, questions will be accepted by: Department of Administration, 800 Wilson Ave, Menomonie, WI 54751. Telephone 715-231-6471 or email: dtaylor@co.dunn.wi.us See timetable for submittal of formal questions. Consultants are expected to raise any questions, exceptions or additions they have concerning the RFP document at this point in the RFP process, Do not wait until after the due date. 1.5 Incurring Cost Dunn County is not liable for any cost incurred by proposers in replying to this RFP. Dunn County reserves the right to accept or reject any or all proposals and to waive technicalities in any proposal or part thereof deemed to be in the best interest of Dunn County. 1.6 Definitions. The following definitions are used throughout the RFP. AGENCY is Dunn County PROPOSER/VENDOR is a firm or person submitting a proposal in response to this RFP. CONTRACTOR is the firm awarded the contract RFP is a Request for proposal 1.6 Timetable Issue RFP August 6, 2018 Date for Questions August 22, 2018 Proposals Due August 31, 2018 2:00 PM Local Time Evaluation September 4, 2018 Oral Interviews September 5, 2018
Award September 7, 2018 Project Begins September 17, 2018 Project Completion December 31, 2019 1.7 Proprietary Information Open Records Dunn County must comply with the open records law. 2.0 Preparing and Submitting Proposal A. General Instructions. Evaluation and selection of a consultant will be based on information submitted in the proposal, references, on-site visits, oral presentations, other references and supplemental information. Failure to respond to each requirement in the RFP may be the basis for rejecting a response. B. Elaborate Proposals; e.g. expensive artwork beyond that which is sufficient to present a complete and effective proposal is not necessary. C. Alternate Proposal. Consultants may submit an alternate proposal or creative cost-saving alternatives, which meet minimum requirements and scope of this RFP. Indicate such on the proposal. Consultants may submit more than one proposal. D. Response Submissions. Submit one electronic and five (5) written copies of proposal to: Dunn County Administration, 800 Wilson Ave. Menomonie, WI 54751 Proposals not submitted on time will not be accepted. 2.1 Contents of Proposals The following information must be included in your proposal and submitted in the following format and on standard sized paper and organized with heading and subheadings: 1. LETTER OF INTRODUCTION, Include a narrative statement of qualifications of not more than two pages explaining why your firm believes it is especially qualified to undertake this project. Include, for example, specialized resources available for this work, demonstrated ability to adhere to project timelines, any awards or recognition received by firm or individuals for similar work, special approaches or concepts developed by the firm relevant to this project. 2. TABLE OF CONTENTS 3. COMPANY PROFILE a. Indicate your firm s goals and objectives in relation to this project and in relationship to the long-term objectives of the business. b. Indicate if sub-consultant(s) are proposed for this project.
c. Length of time in business (date incorporated) and ownership history of prime and its sub consultant(s) or joint venture partner(s) (If prime Proposer is a wholly owned subsidiary of another corporation, please provide details). d. Office Location(s): i. Location of principal office that will be responsible for implementation of this contract. ii. Location of other offices from which resources may be drawn. e. Size, resources and capabilities of firm: i. Organizational structure of firm for this program (partners, associates, consultants, subcontractors and other participants). ii. Services and professional disciplines provided in-house by firm f. Financial Strength: Dunn County reserves the right to require vendors selected for the short list to provide proof of financial capacity to provide the required professional services. g. Litigation Status: i. Provide a description of all litigation against prime proposing entity for the last five years as it relates to construction management services. ii. Describe the circumstances and outcome of each case. 4. EXPERIENCE AND ABILITY TO PERFORM SERVICES. a. Indicate information and experience of your firm (or individual practice). Describe the firm s capability or ability to provide the services requested. Include a list of the firm s recent projects similar in size and cost of the project, Indicate the members of your References. b. Provide a list of current contracts held with client name and contact information (name, title, address and phone number), client architect and contact information, construction contract cost, and construction manager firm contract cost. Provide a brief description of the project and the scope of services being provided by the construction manager. c. Provide client name, dare of original contract, type/size of facility, name of facility, and contact information (name, title, address and phone number) of at least three company references for prime proposing entity. d. Indicate the proposed teams experience with government office renovation projects. 5. EXPERIENCE, QUALIFICATIONS AND REFERENCES OF STAFF a. Provide information regarding the individual(s) that would be involved in the proposed project. Include a resume or biosketch of the individual providing these services. This shall include an explanation of training, license, certification and
experience relevant to this type of project. Indicate what services these individuals will provide. b. If not included in (a) above, provide references for the individual performing these services c. Include for each individual the estimated number of hours that will be contributed to this project and in what capacity they would serve on this project. Include information on supervisory personnel. Include an overall summary of estimated hours as well. 6. YOUR PROPOSED SERVICE: a. State your understanding of this project and your proposed services. Include an explanation if you are providing at-risk or agency services. b. State other services (if any) beyond what has been requested that is included within your proposal. c. Describe your communication methods for this project. d. Indicate any follow-up services proposed. e. Indicate your expectations of Dunn County during this project. Provide a list of tasks to be performed by Dunn County staff in areas such as purchasing, finance, facility management, construction project oversight and others. f. Indicate services provided for: managing the project, making sure contractor performs on time and with their best quality, explain what happens when not completed on time, explain the processing of change orders, indicate any proposed mark-up allowed for change orders (for the Construction Manager), explain how are work categories are placed in bidding categories, explain your process in assisting the owner with eliminating sales tax. 7. PROPOSED COST: This fee is to be sealed in a separate envelope and will be reviewed with the evaluation committee after other criteria is reviewed. 2.2 RFP Evaluation Criteria (subject to change) Points 1. Complied with Format, Complete Proposal. Acceptable/Not Acceptable Letter of Introduction 2. Company Profile and Capability of Firm 20 3. Experience and References of Firm 10 4. Experience, Qualifications and References of staff assigned 20 5. Proposed Services: 30 6. Expected outcome 5 7. Other 5 8. Cost for Services 30 TOTAL 120
Note that the proposals must receive at least 75 percent of the available maximum points of total categories 2-6 for consideration. Dunn County may limit the final list to the top 2-4 firms. 2.3 Short-List: 75% Firms that do not make this cut-off point (75%) are not short-listed. After other criteria have been evaluated, the costs are reviewed/evaluated and scored for those firms that make the Short List cut. 2.4 Oral Presentation/Site Visit/Demonstration Firms may be required to make oral presentations and/or site visits to supplement their proposal(s). These presentations will be made to the Evaluation Committee. 2.5 Selection Process Award Evaluation Criteria A designated evaluation committee will evaluate all proposals submitted in response to this RFP. Proposals will be evaluated according to the criteria stated in this RFP. The recommendation of award will be made to the proposer who best meets the needs of Dunn County and who achieves the greatest number of evaluation points. 2.6 Award Procedures The committee s evaluation will be tabulated and applicants (proposers) will be ranked according to the numerical score received. As required, the designated evaluation committee will recommend an award to the Dunn County Manager. The proposer(s) selected will receive a purchase order stating the dollar amount of the contract. 2.7 Appeals Process Protests of this award must be made in writing specifically stating provisions that have been violated and filed with the Dunn County Administration within ten (10) calendar days after issuance of notice to award or after such proposer knows or should have known the facts giving rise thereto or after discussion and recommendation by the evaluation committee. 2.8 Cost = Point Determination Cost is one of the criteria and a percentage of the total points. Cost will be prorated with the lowest cost proposal (that makes the short list) given the highest score for the cost criteria. 2.9 Cost Negotiations Negotiations for cost are generally not used as the competitive RFP process is superior for achieving the best value. However, Dunn County reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a
contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, Dunn County may negotiate a contract with the next highest scoring proposer.