Henry Ford Estate Residence HVAC RenovationDocument Transcript
Architecture, Engineering & Construction
UM-D Facilities Management
U-M Procurement and Logistics Services
Dearborn Fair Lane Conference Center
Henry Ford Estate Residence
AEC Project No. P00001663
(PEXT CODE P1001001-07-001)
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGEMENT SERVICES
2:00 PM Wednesday, January 24, 2007
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A. Project Descriptions:
The project shall be referred to as the HVAC Renovation for the Henry Ford Estate Residence at
the University of Michigan - Dearborn. The successful firm will work closely with the Owner
and the Architect to develop the lowest-impact, lowest cost means and methods for installation
of a new under window heating system for the residence. The Construction Manager shall
coordinate construction documents for bidding, establishing budgets, providing value
engineering alternatives, develop construction schedules and assure quality control in the pre-
construction phase and shall provide full construction management services throughout the
The intent of the work includes the removal existing under window steam radiators and
installation of a new under window heating system for the historic Henry and Clara Ford
Residence at the Henry Ford Estate. Work includes new boilers, distribution piping, fan coil
heating and cooling units, temperature controls, etc. The design and construction activities must
be substantially complete by October 2007. The Owner intents to continue normal business
operations of the residence during the construction work. The work shall be done in manner that
has the least impact on the historic fabric of the residence and allows for the on-going use of the
residence for significant and special events along with the day-to-day operations of the residence
tours and restaurant services. The construction manager will be critical in establishing and
maintaining the project budget and schedule and in proactively addressing potential conflict in
the field. Your involvement early in the design process should help the team evaluate alternative
approaches to inserting new building systems into the historic fabric and help the team
understand the implications of the selected solution. The successful Construction Manager shall
be sensitive to the historic nature of the entire facility and grounds and shall be responsible for
protecting the same.
The anticipated construction budget, including Construction Management fees, for this project is
approximately $1,250,000 dollars. Funding for this work will be coming from several sources
including the University, Public & Private Grants/Donations, and “Save America’s Treasures”
(SAT) historic preservation fund grant.
It is the Owner’s intent to award a contract for construction management services in early
February, 2007. Construction is anticipated to start in late spring 2007.
The project site is located on the University of Michigan - Dearborn Campus, 4901 Evergreen
Road, Dearborn, MI 48128, at the Henry Ford Estate.
B. SCOPE OF WORK
Provide preconstruction and construction phase Construction Management (CM) Services for the
Assist the architect in Pre-Design mapping of the residence to determine proposed
routing of new utilities.
Perform constructability reviews of the architect’s design drawings and independent cost
estimates. Participate in cost reconciling if the respective estimates are not in agreement.
Determine what items, if any, require pre-purchase to meet substantial completion date.
Provide services for administration and management, as required to coordinate work of
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all contractors and include coordination with Owner procurement agent, to complete the
project in accordance with the Owners objectives for cost, schedule, quality, and safety.
Provide sufficient personnel at all levels required for said completion.
Conduct all meetings required to discuss, evaluate, provide solutions, etc., for such
matters as are required for the progress of the project in accordance with the Owners
objectives. Record meetings and distribute meeting minutes within one to five days of
Provide weekly schedule updates and advisories to the Owner.
Provide all services required to monitor, process, and track shop drawings, submittals,
samples, provide notification to contractors, Owner, and Architect on the progress of
each and monitor for compliance with/and integration into the schedule. Provide
notification to parties responsible for items that will effect the satisfactory outcome of the
schedule and institute corrective measures as required to achieve satisfactory outcome.
Endeavor to achieve satisfactory performance of all contractors. Take required course of
action when sub-standard performance is present.
Update the status of construction cost for the project at regular intervals, but in no case
shall such revisions exceed 30 days.
Maintain all cost accounting records required for the project. On-site, either
electronically or other media, available rapidly to the Owner.
Review and recommend to the Owner and Architect desirable changes to the Work,
review requests or changes by contractors, and negotiate the best cost of such changes.
Provide all processes required for reviewing and processing applications for payment by
all contractors and suppliers. Provide approved payment application to the Owner for
payment to contractor or supplier.
Provide and/or coordinate the Safety Program for the project.
Schedule and obtain code inspections for the project by the University Code Inspectors.
Determine that the work performed by all contractors or suppliers conforms to the
contract documentation. Consult with the Architect when questions concerning intent or
meaning of the documentation arise and assist in the resolution of the question always
bearing on the Owners best interest, budget, and schedule. Monitor contractors daily
manpower and compare against manpower requirements to achieve schedule. Take
required corrective measures to ensure proper manpower loading when manpower
staffing will cause slip in schedule.
Maintain at the project site current project documentation, samples, submittals, etc.
Coordinate and arrange for storage, delivery, and protection of Owner and Contractor
purchased, donated, etc., equipment, materials, and supplies which are part of the project
including warehousing, shipping, and retrieval until such time as they can become part of
Obtain or assist in obtaining all required inspections or surveys required by all
regulatory agencies having jurisdiction for the project. Prepare information or record
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packages required for all such inspections or surveys.
After completion of the project, or portion of the project requiring occupancy by the
Owner, delivery all keys, manuals, maintenance stock, as-built record drawing on Cad
format, project photograph/videos, etc. to the Owner. Provide for and process all final
payments from the contractors, obtain all waivers, sworn statements, etc., required
complying with the State and University regulations and protect the Owners interest.
Removal of existing under window steam radiators, blow out, cut and capping of existing
utilities steam and condensate distribution system, pneumatic control air, etc.
Demolition of existing steam boiler(s),
Installation of replacement heating hot water production system including utility hook-up
and breaching and stack connection.
Installation of steam, condensate, natural gas, electrical metering for new hot water
Installation of replacement under window fan-coil units.
Installation of Adiabatic humidification system on fan-coil units.
Installation Direct Digital control system for hot water production and fan-coil units.
Installation of distribution piping; heating hot water, chilled water (future chiller NIC),
condensate., electrical circuits, temperature control system, humidification system, fire
Architectural: disassembly, removal, cutting, patching, painting required for demolition
of existing and installation of new heating system.
Fair Lane Residence is listed on the National Register of Historic Places, and therefore
the means and methods used to install the new fan-coil units and heating production
system shall be sensitive to the character of the existing building, and should impact the
fabric of the building as little as possible.
The Secretary of the Interior’s Standards for Rehabilitation and the State of Michigan’s
Historic Preservation Office standards shall also be complied with.
The historic character of the residence shall be retained and preserved. The construction
shall be done in such a manner to minimize removal of historic materials or require
alterations of features and spaces that characterize are to be avoided.
New construction, where required, shall match the old in design, color, texture, and other
visual qualities and, where possible, materials. This includes columns, cornices,
baseboards, fireplaces and mantels, paneling, and flooring; and wallpaper, plaster, paint,
and finishes; and any other decorative materials that accent interior features.
Radically changing a floor plan or interior spaces is not allowed
Dividing rooms, lowering ceilings, and damaging or obscuring character-defining
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features such as fireplaces, niches, stairways or alcoves, so as to accommodate
mechanical, electrical, etc., shall not be allowed.
Installing new mechanical, plumbing and electrical systems shall be done such that it
causes the least alteration possible to the building’s floor plan, the exterior elevations,
and the least damage to the historic building material.
The project construction will be executed in a phased manner to the extent necessary to
allow for the Owner’s on-going use of the residence for day-to-day operations along with
significant and special events use.
Substantial completion must be achieved by October 2007
Work closely with the A/E and Owner to determine the most cost effective, historically
sensitive means and methods for integrating the required work into the historic structure.
Construction pre-planning and construction activities for the work must be closely
coordinated to allow for uninterrupted operation of the residence and grounds.
Cost accounting must be maintained for the project
Work on the existing steam boiler plant serving both the residence and the Power House
must be done in such a manner as to allow the on-going operation of the steam plant to
serve the Power House’s needs.
Additional Considerations & Information:
In addition to addressing the construction requirements outlined above, the CM must also take
into account a number of factors related to the unique nature of the project and site:
1. Existing Estate Operations: the site contains an active facility – public tours, business
meetings, weddings, and Pool Restaurant operations. The CM must minimize impacts to
the operations of this facility and maintain ongoing access for visitors, staff and material
2. Environmental / Wetland Protection: the site is designated as a Nation Historic Site. The
CM must develop site logistics and project execution plans to minimize impacts to the
grounds and natural environment of the residence.
3. Utility Interruption, Relocation & Sequencing: interruption of utilities will be required
while relocation of existing utilities is not known and / or anticipated. The sequence of
these activities must be coordinated to maintain services to the residence and power
house to allow for the on-going occupancy of the residence and power house while
allowing for the completion of required work to meet the substantial completion date of
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C. RFP DOCUMENTS
The following documents are being issued with this RFP to assist your preparation of the
proposal. Contact U-M Procurement and Logistics via e-mail at firstname.lastname@example.org and the
documents (PDF) will be forwarded to you in a responding e-mail.
H.A.B. Floor Plans
Kessler Project Drawings
Available via website - http://www.aec.bf.umich.edu/for.archs/Standard.html - are the following
Terms and Conditions for Construction Management Services to be utilized for this project:
Schedule of Project Details for Agreement for Construction Management Services
(PDF) February 2006
Agreement For Construction Management Services (PDF) May 2005
General Conditions Applicable To Projects Where The Owner Has Retained The
Services Of A Construction Manager (PDF) November 2003
D. KEY EVENTS SCHEDULE
Mandatory Pre-Bid Meeting week of 01/08/07
(contact email@example.com for time and place)
Proposal Submittal Deadline 01/24/07
Interview (If Required) 01/29/07 – 01/30/07
Desired Announcement of Selected Firm week of 02/05/07
E. UNIVERSITY CONTACT
Any questions or concerns regarding this RFP shall be directed in writing (e-mail) to:
Mr. Ronald Trimmer
F. TYPE OF CONTRACT
The successful Construction Manager candidate will be required to enter into an Agreement for
Construction Management Services available from the website earlier described. The
Construction Manager is expected to read, understand and work under the terms and conditions
of this Agreement, without exception or variation. If the Construction Manager does not intend
to sign the Agreement, as written, please do not proceed with a response to this RFP. Return the
documents and inform us in writing that you do not intend to respond.
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G. CONTRACT AWARD PROCESS
The University reserves the right to enter into an Agreement for all or any portion of the
requirements proposed by this request or if deemed in the best interest of the University to reject
any and all proposals, re-solicit for proposals, or temporarily or permanently abandon the
procurement. If the University enters into an Agreement, it will be with the firm whose proposal
is the most advantageous to the University and offers the best value, considering the evaluation
factors set forth in the RFP.
H. CRITERIA FOR SELECTION
1. An approved U-M Contractor’s Qualification Application on file at the U-M AEC offices
in Ann Arbor.
2. The Construction Manager’s project execution plan, creativity, schedule and technical
competence as a construction manager, including safety, cost and quality controls.
3. The Construction Manager’s proposed fees in comparison with the value the
Construction Manager demonstrates it will add to the Project.
4. The Construction Manager’s capability to perform the construction management services
for the project and its willingness to do so under terms set forth in the University’s
Agreement for Construction Management services.
5. The Construction Manager’s presentation during the Owner’s interview, addressing
additional evaluation information and clarification. The Construction Manager's Project
Team is requested to attend this interview.
6. The Construction Manager's demonstrated ability to work closely and compatibly with
7. The Construction Manager's strategy for managing the site – site access, construction site
layout, use and types of cranes, staging area, temporary parking, trailers, etc.
8. The availability of the Construction Manager to begin working immediately to provide a
construction cost estimate from schematic design documents.
9. Material changes in any answer or information provided in the Construction Manager’s
previous response to the Qualification Statement.
Submission of proposals indicates the Construction Manager’s acceptance of the evaluation
technique and the Construction Manager’s recognition that some subjective judgments must be
made by the University during the selection process.
I. PROPOSAL GENERAL INSTRUCTIONS
The University will not provide compensation to the Construction Manager for any expenses
incurred by the Construction Manager for proposal preparation or for any demonstrations that
may be made, unless otherwise expressly stated or required by law. Construction Management
firms submit proposals at their own risk and expense.
Each proposal should be prepared simply and economically, providing a straightforward, concise
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description of your firm’s ability to meet the requirements of this RFP. Emphasis should be on
completeness, clarity of content, responsiveness to the requirements and an understanding of the
The bidder's signature on a bid response indicates, among other things, the bidder's agreement to
be bound by this restriction and the bidder's understanding and agreement that the University
may deny a bid, or overturn acceptance of a bid, on this or any other University project based on
a bidder's failure to comply with this provision.
J. PROPOSAL SUBMISSION
Six (6) identical copies of the proposal including any supplemental printed material referenced
with the RFP, are to be submitted to the University of Michigan, Ann Arbor, to:
Ronald Trimmer, Procurement Supervisor
The University of Michigan
Procurement and Logistics Services
326 East Hoover St.
Ann Arbor, MI 48109-1002
Phone: (734) 764-9447
Fax: (734) 647-3200
The Proposals, without fee proposals, must be enclosed in a sealed envelope (box or container);
the package must show clearly the Project name and the RFP No., and the name and return
address of the Construction Manager must be clearly visible. In addition, 4 (four) copies of the
Fee portion of the proposal as covered in Section L, must be submitted in one separate
sealed envelope, marked "CM Fee Proposal: Henry Ford Estate Residence HVAC
K. QUESTIONS FOR CONTENT OF PROPOSAL
Provide written response including examples where appropriate. Each question requires a
Construction Management Services
1. List all personnel to be employed on site and those to be employed in your home office for
this project (provide organization chart). Provide a manloading chart for both on-site and
home office personnel. Provide names of actual project team; both preconstruction and
construction phase teams.
2. List and describe the pre-construction and construction phase services to be provided by your
firm for this project.
3. Describe how you propose to interface with the design team and influence the design
4. Describe your firm’s start-up, commissioning and closeout procedures for this project.
5. What project has your company completed in a historic building that you would like us to
consider as one that best shows the work that you would do on this project?
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6. Given the University’s desire to have local and disadvantaged contractor participation, what
will you do to ensure that this desire is maximized?
Project Execution Plan, Schedule, Creativity and Technical Competence
7. Describe your project execution plan. Provide schedule for a project that is cost effective,
efficient, and with the desired and expected quality of work as follows:
a. Substantial Completion by October 31, 2007. Please state if your company can
achieve or improve this schedule. If you can improve them, indicate where you
believe savings can be achieved.
b. Indicate the number and types of construction bid packages you would propose.
8. What suggestions can your firm offer to achieve cost savings on the project utilizing
innovative procurement strategies, value engineering and construction / execution ideas?
How can these be incorporated into the project plan at this point in time, and during the
course of project planning and implementation?
9. Provide an example of your monthly executive report that would be submitted to the Owner
for this type of project.
10. What are the site concerns relative to continued use / accessibility to the residence and
surrounding buildings and parking areas during construction?
11. What are the site concerns relative to protecting adjacent wetlands and valuable
12. How will noise, vibration, dust impacts to the building be handled in order to protect the
building and the historic fabric and furnishing while allowing for continued business
operations of the Estate and still be cost effective during construction activities, especially
during, structural work, and installation of electrical and mechanical systems?
13. How do you propose to handle contractor parking and deliveries during the duration of this
14. How will you handle construction staging and laydown requirements?
15. Describe your strategy towards protecting the existing building. What issues do you forsee?
16. Prepare the budget, in the format you would use on this project, including all costs for
construction general conditions, reimbursables, contingencies, etc. but exclude the A/E and
17. Describe the contingencies you would propose to be contained within the GMP.
18. Describe your project financial plan and the projected monthly construction cash flow
(drawn-down), excluding A/E and CM fees, during the design and construction phases
19. Describe your firm’s change order management systems
20. Describe in detail your firm's quality control program. Identify the quality control team for
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this project and their duties.
21. Provide a list of testing services you would recommend the Owner should procure for this
22. List and describe the CM’s responsibility for handling the following items – RFI’s, claims,
quotations, punchlist workoff & verification and submittals.
23. Please state your company’s EMR for the past five years.
24. Summarize why the Selection Committee should select your firm for this project.
L. FEE PROPOSALS – (Submit separately, see Section J)
The A/E Fixed Limit of Construction Cost (FLCC) is $1,000,000, which includes all Sub-trade
Packages, General Conditions, CM Pre-construction Services, CM Construction Services and the
CM’s Fee. Use the “Schedule of Project Details” (SPD) as a guideline for creating your fee
1. Provide a “Staffing Plan” for a) Pre-construction Services and b) Construction Services and
associated cost for personnel to provide these services. Indicate duration of rates and how
adjustments, if any, will be calculated during the course of the project. (Section 5.b of
2. For the personnel listed in Item 1, above, provide the ”Job Charge Rate” in accordance with
the CM Agreement, Article 188.8.131.52.2. (Section 5.b of SPD)
3. Provide a complete detailed List of General Conditions that will require reimbursement with
an estimated cost for each item. General Conditions are those costs necessary to support
construction and are defined as cost elements which are not permanent features of the project
as listed in the CM Agreement, Articles 8.2.5 & 8.2.6. (Section 5.c of SPD)
4. Provide a Percentage Fee for the Construction Manager’s overhead and profit for a) the Pre-
Construction Services and b) the Construction Phase Services. (Section 5.a of SPD)
5. Do you have any voluntary proposals? If so, please include them as “Voluntary Proposal”.
(Section 10 of SPD)
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6. Provide a summary of all costs as outlined below (Section 3 of SPD):
DESCRIPTION AMOUNT NOTES
Construction Base $
General Conditions $
Construction Subtotal $
CM Pre-Construction Services $
CM Construction Phase Personnel $
CM Fee $ % of Construction Subtotal
A/E Fixed Limit of Const Cost $ 1,000,000
CM Contingency $ % of Construction Subtotal
CM Fixed Limit Of Const Cost $
7. The fee proposal must be signed by an authorized representative of the CM Firm and
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Dated at ___________________________ this _______day of __________________, 20___
Name of Organization: _______________________________________
M ________________________________________ being duly sworn deposes and says that
the information provided herein is true and sufficiently complete so as not to be misleading.
STATE OF MICHIGAN }
COUNTY OF }
Subscribed and sworn to before me this
_______day of ______________, 20___
_________________ County, Michigan
My Commission Expires: __________
End of RFP.
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