PURCHASING DEPARTMENT
City of Savannah
Request for Statements of Qualifications To Provide Program Management Services for City of Savannah Projects
RFSQ – Event No. 3009 Qualifications Due: April 14, 2015 at 1:30 pm
City of Savannah Purchasing Department 3rd floor, City Hall 2 East Bay Street P.O. Box 1027 Savannah, Georgia 31401
Request for Statements of Qualifications Event No. 3009 Program Management Services for City of Savannah Projects 1. General Information A. Overview The City of Savannah is accepting statements of qualification from qualified companies interested in providing Program Management (PM) Services For The New Civic Arena and General Fund Capital Improvement Plan (CIP), SPLOST VI and remaining Special Purpose Local Option Sales Tax (SPLOST) funded projects. Proposals for Program Management will only be accepted from companies who are pre-qualified through this process. Electronic responses will not be accepted. All responses must be submitted manually. All statements of qualification are due in the Office of the Purchasing Director, 3rd floor, City Hall, 2 East Bay Street, Savannah, Georgia 31401 (P.O. Box 1027, 31402) no later than 1:30 p.m. on April 14, 2015. The names of the respondents will be read at the public opening shortly thereafter. All questions regarding this event must be received by Friday, April 3, 2015 at 5 p.m. Questions must be submitted in writing to Molly F. Huhn, Purchasing Director, at
[email protected]. The answers to all questions received will be published in addenda issued by the Purchasing Department. Companies must acknowledge all addenda issued in conjunction with this event in order for their responses to be considered. The overall objective of the work to be performed is to provide Program Management (PM) Services potentially encompassing: Planning, support, design management, construction project management, field inspection services, project controls, administration of funds, project documentation, public information management or other related professional services for identified projects and program-wide management as deemed necessary by the City of Savannah. It is imperative that the implementation of all projects be completed on schedule and within budget.
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There are multiple capital projects within the SPLOST VI and these projects vary in size and scope. Also included are remaining SPLOST projects from previous SPLOST lists and projects that fall within the City five (5) year Capital Plan. It is anticipated that we will have six (6) to eight (8) projects being designed or constructed at any given time and it is the goal of the City to get these projects under construction as soon as funding will allow. The request for statements of qualifications (RFSQ) seeks to identify potential providers for the scope of services listed herein. Successful Respondents shall include one or more project team members who shall be a Program Management Professional certified from the Program Management Institute or other recognized Project Management professional societies. B. Tasks The Program Manager shall serve as an agent and representative of the City. However, the Program Manager will not be allowed to perform architectural or engineering design, or construction services (outside the scope of services outlined in this RFSQ). The primary objective of the work to be performed by the Program Manager is to ensure that identified projects meet scope and quality requirements and are accomplished on time and within budget. The successful respondents will demonstrate highly qualified abilities to accomplish the objectives of this RFSQ. Additionally, the successful respondents will demonstrate a deep understanding of strategies to achieve high-performing facilities and/or infrastructure that shall be accomplished within the project budgets. The City is particularly interested in information related to the respondents’ successes with various project delivery methodologies such as design-bid-build, design-build and construction manager-atrisk.
2. Scope of Required Services
Public Information/Engagement: The PM will be responsible for developing and implementing a comprehensive plan to keep the public informed as project progresses and for public engagement when deemed appropriate and necessary.
Management of Design Phase: The PM shall be responsible for providing project design management of the design phase of all assigned projects. RFSQ Event # 3009 – Page 3
Management of Construction Phase: The PM shall be responsible for providing project construction management of the construction phase of all assigned projects.
Field Inspection Services: The PM shall be responsible for providing field inspection services as necessary to ensure compliance to schedule, budget, and quality contractual requirements.
Project Controls: The PM shall be responsible for coordinating with the appropriate staff persons to manage invoices, contracts, change orders, and amendments to develop systems that result in the delivery of projects/professional services on time and on budget.
Project Documentation: The PM shall be responsible for documenting projects from beginning to end.
Project Close Out: The PM shall be responsible for assisting in the preparation of documentation for close-out. Close-out includes the set-up of preventive maintenance programs, management of warranties and asset preservation for each project executed. The PM shall be responsible for all necessary financial reports.
Risk Assessment and Management: The PM shall be responsible for assessing and managing risk during all phases of the project to ensure, to the extent possible, that potential impacts to budget, quality and schedule are mitigated.
3. Responsibilities The overall objective is to assist the City in managing SPLOST and its CIP projects. The Responsibilities for this effort may include, but are not limited to the following:
Manage projects to ensure delivery within the established schedule and cost parameters and in compliance with quality assurance requirements; provide timely project/professional service communications; develop and implement appropriate recovery strategies when management objectives are at risk.
Work with City staff to develop and implement various project delivery methods that would enhance the building program goals of high quality, and energy efficient facilities delivered on time and within budget.
Recommend and implement project delivery strategies and schedules in order to increase construction market competition and realize efficiencies.
Provide regular written reports to City staff and other interested stakeholders.
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Manage and participate in a community outreach plan that includes community involvement in all phases of the project’s life cycle and assist in the communication of other pertinent information to interested entities, groups and the general public.
Assist City staff as required in project/program financial or programmatic audits.
Manage professional design consultants’ contracts and implement design to budget requirements in all RFP’s and contracts for design services. Monitor and report on compliance with design to budget requirements.
Procure, implement, and maintain a web-based Management Information System to facilitate communication and documentation for key stakeholders.
Evaluate and review design errors and omissions, rendering professional opinions to City staff and assisting in recovery efforts if necessary.
Monitor and manage the process of compliance with all applicable regulatory requirements, permitting and necessary approvals.
Manage the submittal of all required documents for approval by Federal, State, City and other local agencies.
Validate cost estimates and provide value engineering and constructability reviews throughout the design of projects to ensure compliance with project budget and schedule.
Provide document quality assurance/quality control reviews.
Verify that all addenda have been incorporated into the final plan set prior to start of construction.
Work with City staff to develop and implement effective MWBE strategies. Integrate local and minority business participation outreach into procurement plans.
Work with City Staff to develop and implement effective on-the-job training opportunities for Youth Build participants and other unskilled participants of Workforce Development Programs as defined by the City.
Support and assist in the preparation of the construction program procurement plan and schedule for all assigned capital projects/professional services.
Assist in the competitive bidding process for the procurement of construction, including conducting pre-bid conferences.
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Schedule and conduct pre-construction meetings, including the effective use of partnering strategies.
Provide project construction management services to include; conduct regular jobsite meetings, oversee quality assurance testing and inspection programs, monitor contractor and subcontractor work for deficiencies, maintain copy of all contract documents, change orders, and other documentation, oversee contractor and subcontractor safety program.
Expedite communication, processing and documentation of all contractors’ submittals including RFI’s, product data, payments requests, change orders, etc.
Report potential budget and schedule variances, prepare recovery plans, and oversee implementation of recovery plans to achieve on-time project completion.
Ensure that all contract drawings, terms and conditions are adhered to during the construction phase.
Validate accuracy of requested entitlements and appropriate supporting documentation; and process contractor’s payments in a timely manner.
Conduct Quality Control tests of materials and equipment incorporated in the work.
Monitor the contractor’s adherence to the safety plan and ensure that the contractors are providing adequate site security.
Document Non-Conformance Reports (NCR) reports in case of non-conformance and monitor corrective actions.
Maintain a daily project diary of all the details of the work, equipment and labor on site.
Provide coordination and supervision of hazardous materials abatement.
Ensure that work by other City departments is coordinated with the on-site construction contractors.
Manage and facilitate the implementation of all commissioning processes and guidelines through-out the project/professional service duration.
Assist in coordinating furnishings, fixtures and equipment installation as requested by City staff.
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Administer post construction close-out, start-up, and transition to operation including ensuring receipt of all operations and maintenance manuals and as-built drawings.
Assist in training City personnel on all completed projects.
Expedite final project close out and approval for final contractors’ payments and assist in all post construction dispute resolution as necessary.
Implement City procedures for document management of construction documents and record drawings.
4. Functional and Technical Requirements The respondents must have a working knowledge of the various building codes required by the State of Georgia and design guidelines for facilities and infrastructure. The respondents shall include one or more project team members who shall be a Program Management Professional certified from the Program Management Institute or other recognized Project Management professional societies. The respondents shall include one or more project team members with LEED Certification and a demonstrated experience with energy conservation principles, sustainability, maintainability and constructability. A. Statement of Qualifications - The City will pre-qualify firms prior to accepting sealed proposals. Only those firms who meet the pre-qualification requirements shall be allowed to submit proposals on this project. The award of the contract will subsequently be made to the most qualified proposer. The City reserves the right to conduct interviews and/or further investigation as the City deems necessary prior to pre-qualification. B. The information herein will be used to determine if a firm is qualified for the specific project. The City will review all submittals and determine the prequalification status of all respondents. A list of pre-qualified firms will be prepared and posted at the completion of this review and sent to all RFSQ respondents.
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C. To be considered, each firm must submit the following information by the indicated deadline. Additional pages may be attached as needed but responses shall be in the order as listed in the request and numbered accordingly. The submittal must be signed by a corporate officer or principal. Each respondent shall submit one (1) unbound printed and signed original, five (5) printed copies, and one (1) electronic copy. “Statement of Qualifications” should be clearly written on the outside of the envelope, along with the project name, company name and event number. D. Incomplete and/or non compliance with submittal instructions will eliminate proposals from further consideration.
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4.1 Information regarding the business entity and Principals: Firm Name: Address: Phone: Fax: Year Firm was established:
Specify Type of Ownership:
Name of Two (2) Principals to Contact: Principal 1: Name & Title: Phone Number: E-Mail Address: Principal 2:
Name & Title: Phone Number: E-Mail Address:
4.2 Total dollar value of all projects successfully completed over the past 5 (five) years: $__________ 4.3
Number of persons currently employed: Management: ____________ Professional: ____________ Technical: ____________
Total: ____________ Clerical: ____________ Common Labor: ____________ Skilled Labor: ____________
4.4
Complete Table 4.4, listing projects currently under contract with the office or group that will perform the proposed work. Provide all information requested in the table.
4.5
Attach evidence of financial ability to complete the project. Evidence may include Standards and Poor's rating, credit ratings and information, or other financial information.
4.6
Attach evidence of insurability for a project of this type. Include current certificate of insurance including worker’s compensation coverage.
4.7
Complete Table 4.7, listing projects completed by the proposed project manager(s). Please limit number the number of projects to five (5). The project manager must be an employee of the respondent. Include a resume or list of qualifications.
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4.8
Provide evidence of related experience. Complete Table 4.8, listing similar projects completed by the office or group that will perform the proposed work. Provide all information requested in the table.
4.9
Complete Table 4.9, listing projects completed by the quality control personnel. Please limit the number of projects to five (5). The quality control personnel must be an employee of the respondent. Include resume or list of qualifications.
4.10 Disclose any claims within the preceding five (5) years that were filed in court or resulted in arbitration against the firm.
4.11 Disclose any refusals by an insurer to renew an insurance policy issued to the Consultant within the proceeding five (5) years.
4.12
Disclose any claims against the firm that remain outstanding at the time of this response to this RFSQ.
4.13 Disclose information on any projects, including details of any instances within the past five (5) years where a surety company has “completed a project” or “paid for completion” because of a default termination of a contract.
4.14 Disclose any nonpayment issues with subcontractors, suppliers, or equipment companies:
4.15
Disclose any current litigation: RFSQ Event # 3009 – Page 10
4.16
Demonstrate a consistent ability to meet bid prices with a minimum of related change orders by completing the columns labeled “Bid Value ($)”, “Final (or Current) Contract Value ($)”, and “No. of Change Orders” included in Tables 4.4, 4.7, 4.8, and 4.9.
4.17
Attach all initiated change orders for the projects referenced in Table 4.8.
4.18
Demonstrate an industry standard safety record. Provide NCCI (or other official rating bureau) experience modification rating for the last three (3) years:
Attach company safety training policies, including mandatory employee training requirements, additional safety training, and frequency of safety training. 4.19
Consultants will be required to pay fair wage as specified in bid documents. All consultants shall provide corporate policies regarding wages paid to employees. At a minimum, the City of Savannah requires wages based on Davis-Bacon wage decisions issued per project. The consultant shall provide detail of benefits packages offered to employees. In lieu of benefits, the consultant may offer an additional percentage added to the hourly rate as a bonus.
4.20
Describe your firm’s Minority and Women-Owned Business Participation Plan by completing Table 4.20. A project specific goal for utilization of Minority/Women Owned Business Enterprises (MWBEs) as suppliers and/or sub-contractors will be established for this project and set forth in the Request for Proposal. The Consultant shall submit a MWBE Compliance Plan to demonstrate their corporate policy regarding MWBEs and their recent history involving achievement of MWBE utilization goals. Attach a separate sheet detailing your compliance plan and the methodology you propose to achieve the specified utilization goal. All consultants working on the job site must be pre-qualified under section 4.8 (above), thus it is imperative that Table 4.8 be completed for all M/WBE project team participants under consideration.
4.21
List any current project listed as completed, but not accepted, i.e. – in the punch list stage (Complete Table 4.21.).
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CONSULTANT: SUBMITTED BY: Signature of Corporate Officer or Principal NAME & TITLE (PRINT): ADDRESS: CITY/STATE:
ZIP:
TELEPHONE: ( ) AREA CODE
FAX: ( ) AREA CODE
FEDERAL TAX IDENTIFICATION NUMBER:
Confirm receipt of addenda issued in conjunction with this RFSQ: Addenda # Date(s)
_________________ _________________
INDICATE MINORITY OWNERSHIP STATUS OF PROPOSER (FOR STATISTICAL PURPOSES ONLY). CHECK ONE: ______ NON-MINORITY OWNED ______ AFRICAN AMERICAN ______ HISPANIC ______ WOMAN
______ ASIAN AMERICAN ______ AMERICAN INDIAN ______ OTHER MINORITY
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STATEMENT OF QUALIFICATIONS TABLE 4.4. - CURRENT PROJECTS:
PROJECT NAME
OWNER NAME AND CONTACT NAME / NUMBER
LOCATION AND GENERAL DESCRIPTION OF PROJECT
BID VALUE ($)
CURRENT CONTRACT VALUE ($)
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NO. OF CHANGE ORDERS
SCHEDULED COMPLETION DATE
M/WBE GOAL
STATEMENT OF QUALIFICATIONS Table 4.7. - PROPOSED PROGRAM MANAGER NAME: ADDRESS:
SELECTED PROJECT EXAMPLES FOR SUPERINTENDENT:
PROJECT NAME
OWNER NAME AND CONTACT NAME / NUMBER
LOCATION AND GENERAL DESCRIPTION OF PROJECT
BID VALUE ($)
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FINAL CONTRACT VALUE ($)
NO. OF CHANGE ORDERS
COMPLETION DATES PROJECTED / ACTUAL
STATEMENT OF QUALIFICATIONS Table 4.8. - SELECTED PROJECT EXAMPLES - SIMILAR PROJECTS
PROJECT NAME
OWNER NAME AND CONTACT NAME / NUMBER
LOCATION AND GENERAL DESCRIPTION OF PROJECT
BID VALUE ($)
FINAL CONTRACT VALUE ($)
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NO. OF CHANGE ORDERS
COMPLETION DATES PROJECTED / ACTUAL
M/WBE GOAL
M/WBE ACTUAL
STATEMENT OF QUALIFICATIONS
Table 4.9. - PROPOSED QUALITY CONTROL PERSONNEL NAME: ADDRESS:
SELECTED PROJECT EXAMPLES FOR QUALITY CONTROL PERSONNEL
PROJECT NAME
OWNER NAME AND CONTACT NAME / NUMBER
LOCATION AND GENERAL DESCRIPTION OF PROJECT
BID VALUE ($)
FINAL CONTRACT VALUE ($)
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NO. OF CHANGE ORDERS
NO. OF ACCIDENTS
COMPLETION DATES PROJECTED / ACTUAL
STATEMENT OF QUALIFICATIONS TABLE 4.20. - MINORITY AND WOMEN-OWNED BUSINESS COMPLIANCE PLAN The Consultant shall submit a Minority and Woman Owned Business Enterprise (M/WBE) Compliance Plan to demonstrate their corporate policy regarding M/WBEs, their recent history involving achievement of MWBE utilization goals, and the compliance plan and methodology proposed to achieve the specified utilization goal. Please respond to the following questions in order to comply with this request. 1.
State your corporate policy regarding M/WBE participation.
2.
List your recent history involving achievement of M/WBE in the table below. MWBE Goal of Project
Name of past projects involving MWBEs.
3.
% of MWBE Goal Met
Detail the proposed methodology to achieve the M/WBE goal that will be specified for this project in the space provided below. Please be concise in explaining the step-by-step process you will follow to obtain participation by M/WBEs.
1. 2. 3. 4. 5. 6.
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STATEMENT OF QUALIFICATIONS Table 4.21. – CURRENT PROJECTS COMPLETED BUT NOT ACCEPTED (PUNCH-OUT)
PROJECT NAME
CONTRACT DOLLAR VALUE
DATE OF PUNCH LIST INSPECTION
CALENDAR DAYS ON PUNCH LIST
EXPECTED DATE OF PUNCH LIST COMPLETION
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COMMENTS
