HomeMy WebLinkAbout#07 - RFP for Construction Mgr at RiskSTAFF REPORT
DATE: February 18, 2020
CONSENT
AGENDA ITEM: Request for Proposals – Construction Manager at Risk
SUBMITTED BY: Jake Dickson, Assistant City Administrator
BACKGROUND:
The 2018-2022 Capital Improvement Plan approved in 2017 lists a new City Hall, Fire Station, and Public
Works improvements as a very important project. A request for proposals (RFP) for a qualified
Architecture/Engineering firm to complete a cost analysis and design services for new public facilities was
published in January and it was determined that a separate RFP would need to be published to contract for
Construction Management Services.
ISSUE BEFORE COUNCIL:
Should the Council authorize the issuance of a Request for Proposals for a Construction Manager at Risk?
PROPOSAL DETAILS/ANALYSIS:
After reviewing audits from other cities staff is proposing the following scope of service:
Provide pre-construction services including detailed cost estimates, tracking cost estimates against
budgets, assisting and managing team meetings with the City of Lake Elmo and selected
Architecture/Engineering firm, preparing a project schedule with identified phasing and providing
regular schedule updates.
The Construction Manager at Risk will also manage the bidding process for the project.
If approved, staff would advertise the RFP the following day. Submittals would be due on March 6th with
a selection being made at the April 7th City Council Meeting.
FISCAL IMPACT:
To be Determined upon selection of firm
OPTIONS:
1) Authorize staff to issue an RFP for Construction Management Services.
2) Amend the RFP then Authorize staff to issue it
3) Do not authorize issuance of an RFP for Construction Management Services.
RECOMMENDATION:
If removed from the consent agenda:
“Motion to authorize issuance of an RFP for Construction Management Services.”
ATTACHMENTS:
RFP for Construction Management Services.
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGER AT RISK
City of Lake Elmo
I. Project Description
The City of Lake Elmo is requesting proposals from interested firms to provide pre-construction
assistance and Construction Manager at Risk (CMaR) services in cooperation with the City of
Lake Elmo and a to-be-determined Architecture and Engineering firm for the following project:
The City of Lake Elmo is working with a to-be-determined Architecture and Engineering firm to design
replacement facilities for City Hall, a Fire Station, and to expand existing Public Works facilities. The
Architecture and Engineering firm will complete a high level cost analysis of two options for city facilities
in order to help the City Council identify the preferred of two options:
I. City Hall and Fire Station to be collocated at 3880 Laverne Ave. This would include an
interior remodel of the Brookfield building and extension to the building for a fire
apparatus bay and Council chambers.
II. Fire Station and Public Safety offices to be located at 3880 Laverne Ave with the
addition of a fire apparatus bay. A new City Hall to be located separately near existing
Public Works facility at 3445 Ideal Ave.
The Architecture and Engineering firm will then provide design services of the preferred option identified
above, as well as design services of an approximately 2,340 square foot addition of Public Works office
space.
The selected Construction Manager at Risk will manage and complete this project within the
defined schedule, prescribed budget, and specific quality and program guidelines. A portion of the
CMaR scope of work will be to assist in the development of the final budget and schedule.
Tentative Project Schedule:
1. Selection of Architecture/Engineering Firm March 17th, 2020
2. Selection of Preferred Option April 7th, 2020
3. Complete Preliminary Site and Building Layout October 1st, 2020
4. Complete Final Design January 15th, 2021
5. Pre-Construction Planning: February-March 2021
6. Design/Construction Document preparation: February-April 2021
7. Bid and Award Contracts: April-May 2021
8. Construction: June 1st, 2021
II. Construction Manager at Risk Scope of Work:
1. Provide pre-construction services.
2. Develop detailed cost estimates for all phases based on architectural designs.
3. Track cost estimates against budgets monthly.
4. Assist and manage team meetings with the City of Lake Elmo and Architecture/Engineering firm.
5. Prepare a detailed project schedule and identify phasing. Provide regular schedule updates.
6. The CMaR shall generate interest in the project, advertise for bids, solicit competitive
bids, conduct the bid opening, and make recommendations on the award of contracts
or rejection of bids.
7. The CMaR shall collect executed contracts, purchase orders, affidavits of assurance,
insurance certificates, and performance and payment bonds and distribute copies to
the City and Architecture/Engineering firm.
8. Provide comprehensive construction phase administration including on-going full-time site
supervision, project management and inspection of work, review of shop drawings, preparation
of change orders and contractor applications for payment, final inspections, and submittal of
project close out reports.
9. Perform all other related work as required by the City of Lake Elmo.
III. Schedule for Contracting with Construction Manager at Risk
1. RFP issued: February 19th, 2020
2. Receipt of CM Proposals: March 6th, 2020
3. Shortlist of selected firm’s notification: March 13th, 2020
4. Interviews for selected firms: March 16th-20th, 2020
5. Recommendation to City Council: April 7th, 2020
IV. Contract Between Owner and Construction Manger
It is the intent of the Owner to retain the services of the Construction Manager for pre-
construction services, while project funding is being completed and to then proceed with the
construction services through the completion of the project. The intended contract from is the
AIA Contract A133-2009 Standard Form of Agreement Between Owner and Construction
Manager As Constructor where the basis of payment is the Cost of Work Plus a Fee with a
Guaranteed Maximum Price.
V. Instructions to Respondents
1. Applicants must submit one (1) copy of their proposal by 4:00pm, Friday, March 6th.
2. Proposals should be mailed/delivered to:
Jake Dickson
Assistant City Administrator
City of Lake Elmo
3880 Laverne Ave N
Ste 100
Lake Elmo, MN 55042
3. Email 1 electronic copy to:
Jake Dickson
Jdickson@lakeelmo.org
4. Questions concerning the RFP may be directed to:
Jake Dickson
651-747-3908
Jdickson@lakeelmo.org
5. The Owner shall not be liable for any expenses incurred by the respondent in preparing the RFP
response or making presentation in its regard.
VI. Proposals shall include the following:
A. Professional Organization:
1. Brief firm history.
2. Location of home office and branch offices. Location of office that from which this project will
be administrated.
3. Qualifications and Experience of the Firm: List and briefly describe relevant construction
management projects completed including size, components, and other pertinent
information. Include contact information for the project Owner and Architect.
4. Total number of employees including contact information for the person
authorized to negotiate on behalf of the respondent.
B. Project Team: List proposed key team members for this project including project
manager and job superintendent, indicating their responsibilities, relevant
experience, and other qualifications.
C. Planning Approach:
1. Describe expected role in working with the Owner and Architect during planning
and design.
2. Describe approach to project budgeting.
3. Describe approach to project scheduling.
D. Construction Management Approach – Describe proposed administration
of this project, including:
1. Cost estimating.
2. Relationship to the Architect in preparation of the project manual.
3. Value engineering.
4. Bidding administration.
5. Project scheduling.
6. On-site project coordination.
7. Cost control during construction.
8. Change order procedures.
9. Safety program.
10. Management and coordination of final start-up, testing, and occupancy.
E. Any additional information the Respondent wishes to submit.
F. Basis for Compensation:
1. Include a proposed CM Fee. This will be part of the ultimate Guaranteed
Maximum Price for construction. Based on the suggested schedule,
indicate your firm’s expectation for how and when the CM Fee will be paid
by the owner.
2. Include a list of possible alternates the Construction Manager suggests for
consideration at this time in order to maintain and/or reduce the maximum
budget.
3. Incorporate into your proposed CM Fee the cost of all activities marked as
CM responsibility.
G. List of References
1. Provide a list of at least three public client references for which the firm
has provided Construction Management services.
VII. Selection Criteria
In making its selection, the City Council shall consider the following (which are
not necessarily weighted equally):
1. Project understanding and construction management approach within the
requirements of this project.
2. Cost Control methods, fees, and demonstrated ability to effectively and
efficiently manage the project within the Owner’s stated requirements.
3. Previous construction management experience with other public facilities.
4. Availability of appropriate personnel.
5. Fee structure.
VIII. Rights Reserved
1. The City of Lake Elmo reserves the right to waive any irregularities in any
proposal and to select the proposal evaluated to be most advantageous to the
Owner. Further, the Owner reserves the right to disqualify any proposal or to
reject all proposals if it is deemed to be in its best interest.
2. The Owner shall not be liable for any expenses incurred by the respondent
including, but not limited to, expenses associated with the preparation of the
proposals.
3. The Owner reserves the right to reject any and all proposals or to request
additional information from all respondents.
Sincerely,
Jake Dickson, Assistant City Adminstrator
City of Lake Elmo