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Page 1 of 6 CITY OF EAGLE REQUEST FOR QUALIFICATIONS (RFQ) CONSTRUCTION MANAGEMENT SERVICES The City of Eagle is soliciting statements of qualifications from Idaho-licensed construction management firms for a new construction, renovation, and improvement project at the existing City Hall located at 600 E Civic LN Eagle, ID 83616. This project includes an addition of 10,000 SQ FT to the already existing and operational City Hall Building. The additional space will be used for office and meeting areas. The City of Eagle “Request For Qualification” (RFQ) is to comply with Idaho Code 67-2320. This procedure provides an orderly process of: 1. Solicitation of construction management 2. Evaluation and ranking of qualifications 3. Establishment of a ranked list of service providers 4. Negotiation of scope of services and fees The City of Eagle anticipates that a full complement of construction management (CM) services will be required, with the CM representing The City of Eagle’s interests in having the projects completed on time, within budget, and as planned with minimum difficulty. It is anticipated that the AIA Document C132-2019, Standard Form of Agreement between Owner and Construction Manager with any amendments deemed necessary by the City will form the basis of the services agreement in conjunction with AIA Document A232-2019, General Conditions of the Contract for Construction, Construction Manager with any City amendments as Adviser. SCOPE OF SERVICES: DESIGN PHASE: In conjunction with The City of Eagle’s staff and project architect, develop a comprehensive management plan to include efficient, effective non-duplicative set of procedures, responsibilities, and contracting strategy for overall project administration and contract compliance. Assist in establishing a detailed scope of work to include all project costs such as construction, permits, fees, testing, equipment, administrative costs, soft costs, etc. Based on the agreed scope of work, provide preliminary project construction cost and timeline estimates and make recommendations to the City of Eagle. Provide a minimum of one construction cost estimate at schematic design phase, one construction cost estimate at design development phase, one construction cost estimate at 50% construction document phase, and one construction cost estimate at completion of construction documents. ---PAGE BREAK--- Page 2 of 6 Assist in planning all necessary agency reviews, approvals and permits. Develop combined or sequential bidding document packages for prime contractors, subcontracts. Develop and maintain critical path schedules and responsibilities matrix for all phases of the project and monitor participants’ compliance. Review design documents and suggest options and ideas where cost and time savings might be achieved in all phases. Make recommendations consistent with meeting the City of Eagle’s objectives. BIDDING PHASE: Develop bidding strategy and assist in evaluating bids for compliance with project requirements and documents. Identify bid packages, which are in excess of the project budget and assist in working with the selected bidder to identify cost savings opportunities, alternate methods, duplications, omissions, etc. Make recommendations to the City of Eagle for award of bid packages to the lowest responsive and reasonable trade contractors and vendors. NOTE: CM will be required to advertise, receive bids, tabulate bid results, and assist the City Attorney to prepare contracts for the City of Eagle as directed by the Mayor and City Council. All work must be in compliance with Title 54, Chapter 45, Idaho Code and specifically Idaho Code Section 54-4511 as applicable. CONSTRUCTION PHASE: Solicit and maintain certificates and proof of performance and payment bonds and workers compensation insurance from all trade contractors before and during construction, naming the City of Eagle as an “other insured party”. Coordination and proof of tax-exempt payment by all trade contractors will be the responsibility of the construction manager. With the project architect, conduct pre-construction meetings with all trade contractors and initiate construction activities under the field supervision of the CM. Provide traditional Division 1 General Condition types of service such as project supervision, office trailers, telephones, toilets, temporary utilities, cleanup, etc. ---PAGE BREAK--- Page 3 of 6 Assume overall responsibility for the administration and scheduling of the construction contracts, quality assurance, and special inspection requirements. Receive, evaluate, and make recommendations for disposition of all requests for payment. Maintain cost control records and monitor costs to assure compliance within the budget. Provide a schedule of values for all construction work in conjunction with the construction estimate and evaluate each trade contractor bid when received against the estimated construction cost value. Advise the owner of significant differences found. Schedule, conduct, and document weekly project coordination meetings involving all on-site personnel to verify compliance with overall project schedule. Communicate to the contractors and vendors design clarifications, pricing requests, change orders, etc. Receive and review documents for appropriateness and make prompt recommendations to the City of Eagle for approval or disapproval. Establish and maintain a construction reporting and monitoring system including daily construction reports, shop drawing logs, photographs, inspection reports, request for information, daily logs, etc. Maintain all project documentation. Monitor construction workmanship and quality control. Monitor cash flow and provide project progress reports to the City of Eagle and project architect as required. Establish effective procedure for timely claims resolution. Coordinate delivery of the City of Eagle’s furnished items and furnishings as required. Include in critical path schedule timelines and coordinate with City of Eagle staff. PROJECT COMMISSIONING: Develop a schedule for The City of Eagle move-in and occupancy. Coordinate delivery of The City of Eagle’s furnished equipment and furnishings as required. Assist the City of Eagle and the project architect with final inspection and acceptance of the project. Obtain and verify all project guarantees, warranties, as-built drawings, manuals, etc., per the project manual and construction documents. Assist in the trade contractors and vendor-provided training of the City of Eagle personnel, as required per the project manual and construction documents. Address all post occupancy warranty problems in a timely manor and coordinate trade contractor completion requirements with The City of Eagle. ---PAGE BREAK--- Page 4 of 6 NOTE: The City of Eagle is considering hiring an outside consultant to provide commissioning services for specific systems for all projects, possibly including, but not limited to, mechanical, electrical, and roofing systems. The Construction Manager, in conjunction with the Architect, will assist the commissioning agent. SUBMISSION REQUIREMENTS: The following items should be included in your Response to the Request for Qualifications (RFQ): 1. A Cover Letter by a Principal of the Firm. (Mandatory) 2. Executive Summary: Provide a brief statement of the firm’s history, legal structure, and why you believe your firm is the best choice for The City of Eagle. Provide information on your philosophy of service, volume of work, financial stability and construction management experience, techniques and methods. (10 Points) 3. Project Approach: Describe your approach to providing the services outlined in the above Scope of Services. Discuss how you would provide leadership to facilitate teamwork and communication. Describe the scheduling techniques you will use, and the software employed to produce an effective schedule. Describe how you will identify activities and their duration and how you propose to ensure contractors mobilize, perform, and complete their work according to the schedule you develop. (15 Points) 4. Project Team: Provide current Idaho Licensure information for the firm and current resumes for the personnel to whom responsibility for The City of Eagle’s projects will be assigned. Provide the title, roles, and responsibilities for each team member and their experience in performing these responsibilities . Provide an organizational chart clearly illustrating proposed staffing. (10 Points) 5. City of Eagle Specific Experience Summary: Provide a summary of your recent and historical experience with the City of Eagle. Specifically list projects completed for the City of Eagle. (20 Points) 6. Relevant Experience: Show 3 specific projects that you have worked on that are similar in scope to City of Eagle Expansion project. (10 Points) 7. References: Provide at least three Letters of reference of similar magnitude. (10 Points) 8. Reviewer Discretion: Each reviewer has the option to distribute these points as desired based on the accuracy, completeness, professionalism, and content of each submission. (10 Points) ---PAGE BREAK--- Page 5 of 6 SUBMITTAL GUIDELINES: Provide an electronic copy of all the requested information. Limit your proposal (including attachments) to not more than thirty (30) total pages. Proposal contents must be “project specific” (avoid any boiler-plate information). Use only single sided 8 x 11’’ pages and printed at least in an eleven (11) point font. The district may choose to select from submissions or to schedule oral interviews with the top ranked applicants. Statements must be received by 2:00 PM (Mountain Standard Time) on Friday, August 28, 2020 at the email address: [EMAIL REDACTED] Email Subject line should read: “Eagle City Hall Expansion Statement of Qualifications – Construction Management Services”. The City of Eagle will not be liable for any costs incurred in the preparation and production of a submittal or any work performed prior to the execution of a contract. All submittals and other materials submitted will become the property of the City of Eagle. All information contained in the Request for Qualification (RFQ) solicitation may be made a part of the executed agreement for services. Upon request, respondents shall submit additional information as requested by the City of Eagle. The City of Eagle reserves the right to waive any informalities or irregularities and reject any or all submittals received as a result of this RFQ solicitation; negotiate changes in the scope of work or services to be provided; and conduct any investigation required to determine the respondents performance record and validity of information provided as a part of this submittal. The City is not responsible for any costs associated with responding to this RFQ. After review of each submittal, Selection Committee members will meet to tally point scores and make any recommendations. Responders will be ranked based upon the City’s determination which firms are best qualified to perform the desired services. The City of Eagle may choose to conduct interviews of top ranked firms. Following ranking of the responding firms the City will pursue contract negotiations including reasonable costs and fees. If the negotiations are not successful with the top ranked firm, then the City will pursue negotiations with the next highest ranked firm and so on until a contract is reached with a firm or until the City deems it is no longer in the City’s best interest to continue negotiations with the remaining firms. ---PAGE BREAK--- Page 6 of 6 Schedule of Events Release Solicitation Monday 8/10/2020 Deadline for Questions/Inquiries Thursday 8/20/2020 by 4:00 p.m. (MST) Proposal Due Date/Time (Deadline) Friday 8/28/2020 by 2:00 p.m. (MST) Selection Team Review and Short Listing Tuesday 09/01/2020 - Wednesday 09/02/2020 Interviews with Finalists Wednesday 09/09/2020 - Thursday 09/10/2020 Selection of Firm Thursday 09/10/2020 - Friday 09/11/2020 All RFQ inquiries shall be submitted in writing and sent to [EMAIL REDACTED] no later than 4:00 p.m. (MST) on Thursday, August 20, 2020. All questions will be answered and available at no later than 12:00 p.m. (MST) on Monday, August 24, 2020. Please do not contact any City Departments during this selection process.