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RFQ - OPM Medford High School Pool Renovations

RFQ - OPM Medford High School Pool Renovations

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Request for Qualifications - OPM Medford High School Pool Renovations
Request for Qualifications - OPM Medford High School Pool Renovations

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05/03/2012

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CITY OF MEDFORD REQUEST FOR PROPOSALS OWNER'S PROJECT MANAGER HIGH SCHOOL POOL RENOVATIONS

The City of Medford is seeking proposals from project managers for Owner's Project Manager (OPM) services in connection with the Medford High School Pool Renovation Project. Project duration is expected to be eight (8) months from start of project, with an estimated construction cost of $2 million. The OPM fee will be negotiated. Beginning May 2, 2012, copies of the Request for Proposals may be obtained at the Purchasing Department, Room 105, City Hall, 85 George P. Hassett Dr., Medford, MA 02155, at no cost. A pool assessment and scope of construction for the project have already been completed as part of a prior High School infrastructure improvements project and will be made part of the Request for Qualifications. There will be a briefing session Tuesday May 8, 2012, at 9:00 am at the Medford High School. All interested parties are invited to attend. Statements of Qualifications/Proposals will be received at the office of the Chief Procurement Officer, Room 105, City Hall, 85 George P. Hassett Dr., Medford, MA 02155, until 2:00 pm on Thursday, May 17, 2012. The City reserves the right to reject any and all proposals, in whole or In part, for OPM services as determined to be in the best interest of the City and to waive minor informal ltles. MGL ch, 7, sections 38A 1/2 " 0 apply to this project. Louise Miller Chief Procurement Officer

OPM Services RFQ Medford High School Pool Renovations

REQUEST FOR PROPOSALS (RFP) Owner's Project Manager High School Pool Renovations CITY OF MEDFORD

In accordance with Chapter 149, Section 44AV2 of the Massachusetts General Laws, it is the intention of the City of Medford (the City) to retain the services of an Owner's Project Manager (OPM). The term Owner's Project Manager (OPM) is defined as "an individual, corporation, partnership, sole proprietorship, joint stock company, joint venture, or other entity engaged In the practice of providing project management services for the construction and supervision of construction buildings." Project: Estimated Project Cost: Location: Time Frame: Building Construction: High Schoof Pool Renovations $2 Million Dollars for construction only 489 Winthrop Street, Medford MA OPM Services to start upon signature of contract with selected OPM Commence construction upon completion of design - the City woufd like to complete the project by the end of the calendar year

Proposals will be received at the office of the Chief Procurement Officer, Room lOS, City Hal" 85 George P. Hassett Dr., Medford, MA 02155, until 2:00 pm on Thursday, May 17, 2012. The City will review all proposals based on the qualifications listed in each submittal responding to the RFP. In addition, special attention will be given to qualified candidates that have experience in projects of similar scope. A "responsive" rating shall be given to all proposals received prior to the deadline for submittal, having submitted the appropriate signed documents, and the required information the City is looking for in Sections V, VII, and VIII. Those proposals assigned with a "responsive rating" shall be further evaluated In accordance with Section IX. Those proposals received after the deadline for submittal, the required signed forms will not be considered for any be classified as being "non-responsive". In addition, any or fee base agreement for this project shall be considered by the City. or those proposals received that are missing evaluation by the City. These proposals wtll proposal indicating a proposed fee schedule as non-responsive and will not be considered

The City reserves the right to accept any and all proposals and to waive all informalities and to award a contract In the best interest of the City.

in a proposal

A "specimen" contract Is attached to this RFP. The selected OPM will be expected to sign a "substantially similar" contract subject to any revisions or changes approved by the City Solicitor. Questions must be submitted in writing to Louise Miller, Chief Procurement Officer, Purchasing Department, Room lOS, City Hall, 85 George P. Hassett Dr., Medford, MA 02155, or by fax to 781393-2479, or email to Imiller@medford.orq. There will be a briefing session Tuesday May 8, 2012, at 9:00 am at the Medford High School. interested parties are Invited to attend. All

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OPM Services RFQ Medford High School Pool Renovations

I.

Requirements:

Under the direction of the Mayor of Medford and/or his designees, the aPM shall work with the City to provide advice and consultation services with respect to design, value engineering, scope of work, cost estlmatlnq, general contractor, and subcontractor pre-qualltlcatlon/qufdance pursuant to section 44D1I2 or 44D% as appllcable, schedullno, construction and the selection, negotiation with and oversight of a designer and a general contractor for the project, insuring the preparation of time schedules which shall serve as control standards for monitoring performance of the project, and assisting in project evaluation including, but not limited to, written evaluations of the performance of the design professional, contractors, and subcontractors, and contract close out services. A pool assessment and scope of construction for the project have already been completed as part of a prior High School infrastructure improvements project (Pool Facility Study dated November 27r 2007).

II.

City's Participation:

The City of Medford has a Chief Procurement Officer who will procure any and all Requests for Proposals (RFPs) for consultants/professional services, manage formal bidding of both filed subcontractors and general contractors, all legal advertisements, required wage rates, standard notices to local paper, and/or Central Register notification. The Chief Procurement Officer will Issue documents with Input from the OPMr to retain designer services and will issue all future documents for the general construction, and any professional services required for the project and prepared by the consultants and complete the tasks involved In Issuing the appropriate City Contracts. The City will also keep the original of all certificates of insurance and bonds. III. 1. Background:

The City of Medford desires to renovate the High School pool so that it can be used. The expected scope of work for the project Is: o Structural Repairs to Pool Deck and Walls, Replace Pool Office and Shower (including removal and replacement of exIstIng pool deck) o General HVAC System Re-Design & Replacement o Install New Pool Filter Equipment o Replace existing 'Kalwall' Glazing System o Repair Pool Deck Surface Drains and Perimeter System o Replace Steam Heat Exchanger & Controls oRe-Grout Entire Ceramic Tile Pool Liner o Refinish Interior Walls, Paint, Tile (including waterproofing) o ADA Compliance Allowance (Hydraulic Lift for Pool Access) This project is currently funded. IV. Scope of Services:

2.

3.

1. The OPM shall advise the City of Medford as to whether any aspects of the project should be modified within a particular area, and shall ensure that the designer follows through on providing information which may be necessary to complete the design for the project.

2. The Designer Agreement will provide for a formal detailed cost estimate prior to bidding. The City
will look to the OPM for comparable estimates. 3. The QPM is expected to coordinate all issues and discussions involved with the project and advise the City as to the budget implications resulting from decisions made and at appropriate stages of design to assure the City that the Designer is fulfilling Its contractual obligations.

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QPMServices RFQ Medford High School Pool Renovations 4. The OPM shall assist the City in reviewing schedule as provided by the Designer. project scope, preHminary budgets, and preliminary

5.

The OPM shall review the design for the project, Including proposed user/community environmental impact, and financial feasibility.

components,

estimating,

6.

Additional enabling activities Include but not limited to: the overall project management plan, master schedule, cost control, financial commitments, project delivery (procurement) strategy, and any public approvals (if applicable). Design participation shall include input on schematic plans, design development phases, construction documents, bidding/award recommendation, construction interface or oversight. ARCHITECTURAL AND ENGINEERING report, Building Department review, public works, fire, water and sewer, ADA, environmental documentation/review and approvals, review of utilities, life cycle costs analysis, reuse studies, emergency response planning. In addition, the review will Include meeting with the Health Department and Conservation Agent/Commission (if applicable), as well as, any other applicable Boards or Departments. During the Bidding Phase, the OPM will work with City's Chief Procurement Officer to review/comment on the set of final drawings, speciflcetlons, any addenda, bids/bid protests and recommendations from the Designer as to any award recommendations or rejections. This Includes filed sub-contractors, as well as, general contractors. OPM Construction Services include any additional design input and review, cost and schedule control(s), logistical planning, construction observation, work with the Chief Procurement Officer for project procurements Including not limited to the construction, work with City Inspectors both building and City Engineering (if applicable). This may include procuring professional pool consulting, engineering, and construction services (Clerk of Works)r or any required professional services to complete the project delivery. This phase will also include attendance at the pre-construction conference, OPM schedule, construction photos, change order review/management/recommendation, (provide an opinion regarding reasonableness of cost In conjunction with input from the Designer), manage, log, and recommend and track all Change Orders, shop drawing compliance/ reviews and approvals, construction observation by on-site Clerk of Works retained by the OPM, schedule monitoring, project records, testing, dally logs, review of application for payment and attend weekly project meetings, prepare/distribution of meeting minutes. The aPM shall be responsible for the construction meeting minutes and any distribution, All monthly reports/schedule/budget should be submitted to Mayor of Medford or his designee. The OPM will also monitor any claims for additional time and or costs (T & M basis) in the field.

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10. OPM Project Closeout Services may include but not be limited to punch list, substantial completion certlflcatlon, certificate of occupancy, moving co-ordination and setup, final completion, project completion certification, record documents, 0 & M manuals, warranties, Instructlons, release of liens affidavits, co-ordination drawings, any startup procedures, equipment operation reports (if applicable), warranties, project acceptance recommendation, monitor status and completion of the punch list items, maintenance Instructions, and training. 11. The OPM agrees to be available for any future litigation on an hourly basis separate from the Initial fee (If applicable). The City will require hourly rates to be submitted following the lump sum negotiations. 12. The OPM will provide a qualified on site Clerk of the Works to oversee the project as the City's representative. The City may consider a part-time Clerk for this Project. The OPM and/or Clerk's responsibilities
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Include:

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Daily construction oversight as City's representative Attend regular job-site meetings Page4 of 7

OPM Services RFQ Medford High School Pool Renovations

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Attend City meetings when required (based on an hourly rate outside of scope), If applicable Review the Schedule of Values (SOV) independently and work with the contractor to arrive at an acceptable SOV that can be used as basis of monthly pay requisitions Review contractor's schedule Update project schedule to reflect actual progress Ensure that the designer has addressed all the Federal, State and local Fire Safety Codes and Regulations are clearly delineated Develop and implement control systems for monitoring the project progress with respect to cost, schedule and quality for providing early warning of impending problems Prepare contingency plans for corrective actions, with the City's approval Keep the City advised on an ongoing basis of all significant project developments Including conditions and circumstances that could cause delays or be inconsistent with the project requirements. Prepare monthly progress reports as requested Monitor the contractor, sub-contractorfs) and consultants on processing shop drawings, project data and samples and equipment delivery with a long lead-time Expedite and participate In the City's review of project data and samples when such review is requested by the designer Recommend courses of action for the City when contract requirements are not being fulfilled and the non-performing party will not take corrective actions Advise the City of necessary or desirable change orders to the project, assist In negotiation of all contractor change order proposals and submit recommendations to the City and the Designer. Establish and implement a change order system, including monitoring approved, pending, and anticipated changes orders, and establish a time line for processlnq change orders that does not Interfere with the progress of the work Develop and Implement procedures or prompt review and processing of contractor's applications for payment, including certifications required by the designer making recommendation for payment. Review the "pencil requisition" with the contractor and review/sign final requisitions Monitor and collect all Certified Payrolls from sub-contractors, sub-subs, and the general contractor to be turned over to the Purchasing Department on a monthly basis Monitor project goals with respect to MBE and WEE, oversee contractor's compliance with these project goals Oversee the submittal and implementation of the contractor and sub-contractor(s) safety programs as required by the contract documents Oversee the activities and responsibilities of the contractor to assist in maintaining schedules, control costs, assure quality, and minimize disruption, monitoring compliance with the contract requirements Advise the City in selecting and retaining professional services for testing or other technical services as needed Oversee and coordinate quality assurance, testing and inspection programs Including all project closeout requirements, shop drawings and punch lists Encourage contractor to properly record and maintain all types of progress prints, manuals, samples, out sheets etc. related to the quality and nature of the construction In progress on the job site Complete meeting minutes on the project's development as required by the City Co-ordinate with the City's Purchasing Department, as necessary, for the procurement of items required for the project If applicable, develop and administer a construction mitigation plan i.e.: construction during school year. Oualifications for OPM:

V.

The OPM shall be a person who is registered by the Commonwealth of Massachusetts as an architect or professional engineer and who has at least 5 years experience In the construction of buildings or a person, if not registered as an architect or professional engineer, who has at least 7 years experience in the construction and supervIsion of construction of buildings. The aPM shall be independent of the designer, contractor, or any other party having an Interest In the

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OPM Services RFQ Medford High School Pool Renovations

project. The OPM shall have: o thorough knowledge of the Massachusetts State Building Codes, the American with Disabilities Act, Fire Codes and Regulations, Health Regulations, and any other applicable construction related codes and regulations. o strong technical and administrative skills in managing construction projects including scheduling and cost control skills. o ability to read and Interpret construction drawings, specifications, project submittals and project close out tasks. o extensive working knowledge of the Commonwealth of Massachusetts designer selection and procurement laws including public building construction with pre-qualified filed sub-bids and general contractors. o strong estimating skills. o excellent verbal and written communication skills and ability to interface with all relevant City departments, boards and commissions.

VI.

Fee:

The OPM fee will be negotiated. However, proposers must Identify all key personnel, speclallsts, and or lndlvlduals, or any outside firms that will be utilized on this project; if a firm, the name and resume of the Principal to be assigned to this project.

VII.

Submission

Requirements:

The Proposal shall consist of the following items that shall be submitted: Section 1: A cover letter setting forth a summary of the proposer's OPM qualifications and relevant experience. In addition, the cover letter should include an approximate start dater work plan, and primary staff asslqnrnents should the applicant be selected and a fee Is successfully negotiated. Section 2: A chart with the name and tttle, If applicable, for each individual or firm who will have primary or secondary role in the project. Following the chart should be Information on all firms or individuals with a role in the project. In addition, the amount of time available to this project should be stated. Section 3: Relevant project management experience: a list or chart of other municipalities to which the applicant has provided project management services, similar In value and complexity to the project and completed within the past five 5 years, including references to each project. Section 4: A description of the firm's project management plan that outlining how the City will be served and how the project wlll be managed. includes a brief narrative

Section 5: Statement of Corporate Authority, Certificate of Non-Collusion, Certificate of Compliance with State Tax Laws.

VIII. Evaluation and Selection

Criteria:
categories:

Each proposal will be evaluated on for the following o
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Successful experience In the role of OPM for a city or town in the Massachusetts Qualifications of identified staff Experience of identified staff In the role of OPM for a city or town In Massachusetts Management approach and capacity to perform the work Successful completion of projects similar in scope in the last 5 years Successful completion of projects similar in value In the last 5 years Successful completion of projects similar In complexity (i .e. for this project: whi Ie school Is in session). References

Page 6 of 7

OPM Services RFQ Medford High School Pool Renovations An evaluation matrix will be used in the selection process based on the following numerical scoring: • Excellent/ Highly Advantageous oVery Good/ Very Advantageous o • • Good / Advantageous Fair / Acceptable Poor / Unacceptable 10 points 8 points 6 points 3 points points

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IX. Ryle for Award:
All proposals received will be reviewed and evaluated by a Selection Committee based on the qualifications listed in the Request for Proposal. The Committee shall prepare a short-list of responsive, qualified individuals/firms and may conduct interviews if deemed necessary. The fee for the aPM will be negotiated and will include any cost associated for staffing Including the proposed on-site Clerk of the Works, staffing back-ups, telephone, computer, electronic communications, fax, postage, courier/special handling and delivery fees, camera, technical assistants, expense of additional insurance including professional liability insurance travel mileage or photocopying or reproduction, project photographs and applicable cost estimating. The aPM relationship shall be that of an Independent contractor and not as an employee of the City. The City shall have no liability whatsoever except for the payment of compensation for services rendered and other reimbursable expenses, if approved in advance of spending by the City. The award of this contract is subject to the availability of funding.

X. Insurance

Requirements:

The City of Medford will require the aPM to provide a certificate of Insurance Indicating coverages in general liability, automobile liability each in the amount of $1,000,000 and the required Workers Compensation per the Commonwealth of Massachusetts and a Professional Liability Insurance Certificate.

XI. CORI Certification:
The services require a CaRl check. The selected aPM acknowledges the right of the City to conduct a criminal background check on all individuals providing services under the contract In accordance with state law. In accordance with Mass. G.L. ch. 6, §§167~178B, the City may request and obtain all criminal offender record Information (CaRl) from the Criminal History Systems Board on any of the OPM's employees who may have unsupervised contact with children, the disabled, or the elderly during the performance of their work pursuant to the contract. The City's assessment of CaRl records is based on regulations issued by the Executive Office of Health and Human Services, 101 CMR 15,00-15.17. Pursuant to Mass. G,L. ch. 6, §§178C~178P, the OPM also authorizes the City to use local and national sexual offender registry information (SaRI) to determine if any of the OPM's employees pose an unreasonable risk to children, the disabled, or the elderly during the performance of their work under the contract. Any sub-contractors or agents of the OPM will be required to sign a CaRl certification the City to conduct CaRl/SaRI checks. and will allow

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