RFP

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RFP

  1. 1. Version Dated July 3, 2007 Pennsylvania State System of Higher Education __________________________________________________ Request For Proposal Centrally Held Contracts For Construction Management Services Category 1.Construction Management Services Category 2.Project Management Services __________________________________________________ RFP PASSHE-CM&PM-2007 __________________________________________________ Utilizing Contract Form PASSHE-CM&PM-2007 Open End Construction Management Services __________________________________________________ ISSUING OFFICE Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center Office of Administration and Finance Construction Support Office CONTRACTING OFFICER ISSUING OFFICER Steven R. Dupes James E. Barbush Assistant Vice Chancellor for Facilities Facilities Contracts Manager July 2007 RFP PASSHE-CM&PM-2007
  2. 2. Version Dated July 3, 2007 This Page Blank RFP PASSHE-CM&PM-2007
  3. 3. REQUEST FOR PROPOSAL FOR Centrally Held Contracts For Construction Management Services TABLE OF CONTENTS Part I GENERAL INFORMATION FOR PROFESSIONALS Part II INFORMATION ABOUT THE STATE SYSTEM OF HIGHER EDCUATION Part III WORK STATEMENT Part IV INFORMATION REQUIRED FROM PROFESSIONALS Part V CRITERIA FOR SELECTION APPENDICES APPENDIX 1 QUALIFICATION MATRIX & MAP OF THE UNIVERSITIES APPENDIX 2 PA BUSINESS CERTIFICATION FORM APPENDIX 3 SSHE FORM 150 ASP – APPLICATION FOR SPECIFIC PROJECT APPENDIX 4 CONTRACT FORM RFP PASSHE-CM&PM-2007 Table of Contents Page i
  4. 4. This Page Blank RFP PASSHE-CM&PM-2007 Table of Contents Page ii
  5. 5. REQUEST FOR PROPOSAL FOR Centrally Held Contracts For Construction Management Services TABLE OF CONTENTS PART I GENERAL INFORMATION FOR PROFESSIONALS I-1. PURPOSE & SCOPE OF REQUEST FOR PROPOSAL (RFP) A. Central Contracts For Construction Management Services B. Contents Of This RFP I-2. PROBLEM STATEMENT A. Project Size And Governing Thresholds B. System-Wide Coverage C. Categories Of Services Category 1. Construction Management Services Category 2. Project Management Services D. The Process I-3. ISSUING OFFICE, CONTRACTING OFFICER, & ISSUING OFFICERS I-4. TYPE OF CONTRACT A. Multiple Award Contract B. Negotiations C. Contents Of The Multiple Award Contract D. Contract Period E. Renewal Years – Escalation I-5. PRE-PROPOSAL CONFERENCE • If A Pre-Proposal Conference Is Held • If A Pre-Proposal Conference Is N O T Held I-6. AMENDMENT TO THE RFP I-7. RESPONSE DATE I-8. PROPOSALS I-9. REJECTION OF PROPOSALS I-10. INCURRING COSTS I-11. ECONOMY OF PREPARATION I-12. ORAL PRESENTATION I-13. PRIME PROFESSIONAL RESPONSIBILITIES I-14. DISCLOSURE OF PROPOSAL CONTENTS I-15. DEBRIEFING CONFERENCES I-16. NEWS RELEASES I-17. SYSTEM PARTICIPATION I-18. COST DATA – NEGOTIATION OF FEES I-19. NOTICE AS TO FILING A PROTEST PART II DESCRIPTION OF THE ORGANIZATION and BACKGROUND II-1. PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION o Current Composition o Authorization RFP PASSHE-CM&PM-2007 Table of Contents Page iii
  6. 6. o Governance RFP PASSHE-CM&PM-2007 Table of Contents Page iv
  7. 7. PART III WORK STATEMENT III-1. OBJECTIVES III-2. SCOPE OF PROFESSIONAL SERVICES DO NOT USE. THESE HAVE BEEN MODIFIED. III-3. HISTORICAL AND ANTICIPATED VOLUMES OF WORK III-4. WORK ORDER THRESHOLDS III-5. PROCEDURES A. Issuance Of RFP & Selection Of Firms B. Negotiations & Master Contract C. Selections For Specific Projects D. Proposals Responding To RFPs For Specific Projects E. Individual Work Orders (IWOs) F. Administration III-6. SCOPE OF WORK A. DEFINITIONS 1. Construction Management Defined 2. Types Of Construction Management Services • Agency CM - A Fee-Based Service....................Requested by this RFP • At-Risk CM - A Delivery Method..................Not Requested by this RFP B. DESCRIPTIONS OF CATEGORIES OF SERVICE Category 1 Services: Construction Management Services A. PRE-CONSTRUCTION PHASE SERVICES 1.Programming 2.Scheduling 3.Cost Estimating 4.Document Reviews: Constructability, Interdisciplinary, And Review 5.Value Engineering 6.Miscellaneous 7.Design Phase 8.Bid Process B. CONSTRUCTION PHASE SERVICES 1.Construction Scheduling 2.Construction Administration – Professional 3.Construction Administration – PA&QA 4.Miscellaneous C. SPECIAL SERVICES 1.LEED Administration 2.LEED Certification Category 2 Services: Project Management Services A. PRE-CONSTRUCTION PHASE SERVICES 1.Administration Of Professional Contracts 2.Project Coordination 3.Project Scheduling 4.Contract Development 5.Funding/Budget Control B. CONSTRUCTION PHASE SERVICES 1.Project Scheduling 2.Project Coordination 3.Funding/Budget Control 4.Contract Administration - Professional 5.Contract Administration - PAQA RFP PASSHE-CM&PM-2007 Table of Contents Page v
  8. 8. C. PROJECT MANAGEMENT SERVICES RFP PASSHE-CM&PM-2007 Table of Contents Page vi
  9. 9. PART IV INFORMATION REQUIRED FROM PROFESSIONALS IV-1. REQUIRED INFORMATION IV-2. DESCRIPTION OF REQUIRED INFORMATION Tab 1 Letter Of Interest Tab 2 Qualification Matrix...............................................................................................See Appendix 1 Tab 3 PA Business Certification.....................................................................................See Appendix 2 Tab 4 SSHE Form 150 ASP – Application For Specific Project.....................................See Appendix 3 Tab 5 Understanding The Scope Of Work Tab 6 Management Summary Tab 7 Proposer’s Narrative 1. Staff 2. Firm 3. Management 4. Staffing For Specific Projects 5. Expenses For Specific Projects Tab 8 Other Information PART V CRITERIA FOR SELECTION V-1. SELECTION PROCESS A. Selection Board B. Negotiation Board C. Legislated Criteria V-2. EVALUATION CRITERIA A. The Professional’s Qualifications B. Personnel Qualifications C. Responsiveness To System’s Needs D. Methods For Staffing And Reimbursement Of Staff Expenses E. Successful Performance Of Cm And Pm Services F. Other Information APPENDICES APPENDIX 1 QUALIFICATION MATRIX & MAP OF THE UNIVERSITIES APPENDIX 2 PA BUSINESS CERTIFICATION FORM APPENDIX 3 SSHE FORM 150 ASP – APPLICATION FOR SPECIFIC PROJECT APPENDIX 4 CONTRACT FORM RFP PASSHE-CM&PM-2007 Table of Contents Page vii
  10. 10. This Page Blank RFP PASSHE-CM&PM-2007 Table of Contents Page viii
  11. 11. PART I GENERAL INFORMATION FOR PROPOSERS I-1. PURPOSE & SCOPE OF REQUEST FOR PROPOSAL (RFP) A. CENTRAL CONTRACTS FOR CONSTRUCTION MANAGEMENT SERVICES The Pennsylvania State System of Higher Education (System), through the Office of the Chancellor, intends to centrally contract with a number of firms in order to have Professional firms available to perform Construction Management and Project Management Services for (i) the System, (ii) the System’s Universities, Branch Campuses, Regional Centers, and other facilities, (iii) other Commonwealth entities at the System’s sole discretion. The System will select a sufficient number of firms to have a good distribution of professional services available to each University and within each region of Pennsylvania – Western PA, Central PA, and Eastern PA. The number of firms selected will be at the System’s discretion to satisfy its needs. An approximate goal is to have 3 to 5 firms available for each region, covering all Universities. Firms may apply for any number of Universities. For the System and its institutions, a request for services under an executed contract will either come from the University or from the Office of the Chancellor. For other Commonwealth entities, a request for services under an executed contract may come from a specific Commonwealth entity that requires the services and arranges with the System for acquisition of those services. University locations and Regions of the System are shown in Appendix 1 – Qualification Matrix & Map Of Universities. The System encourages all firms, including small firms, minority business enterprises, and women’s business enterprises, capable of performing the work solicited by this RFP, to submit Proposals. The System will consider joint ventures and subcontract arrangements that will enable firms to participate. B. CONTENTS OF THIS RFP This RFP provides interested Professionals with sufficient information to enable them to prepare and submit Proposals for the System’s consideration concerning the need for Centrally Held Contracts for Construction Management and Project Management Services. This RFP contains - A description of the services to be provided. - Instructions governing the Proposals to be submitted and the materials to be included. RFP PASSHE-CM&PM-2007 Part I – General Information Page 1 of 24
  12. 12. - Requirements that shall be met to be eligible for consideration. - General evaluation criteria. - Other requirements to be met by each Proposal. RFP PASSHE-CM&PM-2007 Part I – General Information Page 2 of 24
  13. 13. I-2. PROBLEM STATEMENT The Pennsylvania State System of Higher Education, through the Office of the Chancellor, desires to centrally contract with a sufficient number of firms under Open End Agreements in order to have firms available to perform Construction Management and Project Management Services throughout the entire System. A. PROJECT SIZE AND GOVERNING THRESHOLDS There are NO LIMITS ON PROJECT SIZE for any necessary Services. There are NO GOVERNING THRESHOLDS for any necessary Services. B. SYSTEM-WIDE COVERAGE Projects may occur at any location within the System that is defined as follows: The System’s operations that are owned by the Commonwealth of Pennsylvania include 14 Universities, associated branch campuses and education centers, and the Office of the Chancellor (Dixon University Center, Harrisburg). The 14 Universities are located at Bloomsburg, California, Cheyney, Clarion, East Stroudsburg, Edinboro, Indiana, Kutztown, Lock Haven, Mansfield, Millersville, Shippensburg, Slippery Rock, and West Chester Universities of Pennsylvania. See Attachment 1 for a map showing and listing the institutions and Part II of this RFP for a more detailed description of the Pennsylvania State System of Higher Education. Proposers are not required to provide services at all System Universities. However, a goal of the Selection Board is to obtain a sufficient number and adequate mix of firms that will provide competitive coverage across the System. RFP PASSHE-CM&PM-2007 Part I – General Information Page 3 of 24
  14. 14. C. CATEGORIES OF SERVICES By this RFP, the System is requesting Proposals from firms that can provide services in one or both of the following categories. : Category 1. Construction Management Services Category 2. Project Management Services The intent of any definitions in this RFP for Categories of Services is to provide a foundation whereby the System’s Universities can obtain needed services that are related to Construction Management and Project Management. The definitions are not intended to limit either CM or PM Services, but to allow Universities to develop Scopes of Work within Individual Work Orders that meet the needs for CM and PM Services at each University. Category 1. Construction Management Services For the purposes of this RFP, Construction Management is defined to be Services that are the same or similar in nature to those that are described by Construction Management Association of America (CMAA) and its members, and those that are described in this RFP. A Construction Manager functions as the Owner’s Representative, and/or provides specific technical services related to scheduling, optimum use of resources, etc. Category 2. Project Management Services For the purposes of this RFP, Project Management is defined to be Most services that are normally performed by the System’s Project Managers at the University level. A Project Manager functions as the Owner, less specific functions and authorities contracted to Design Professionals. An Individual Work Order may be assigned to include an individual project, a group of projects (such as a construction season or other specified time to complete certain work or excess work), or to fill a vacant University position until a PM is hired. D. DEFINED TERMS For the purposes of this RFP, the following definitions apply: • The Design Professional: A Professional Engineering firm, Architectural firm, or other firm contracted by the System to perform the services specified in an agreement for the purpose of designing a project. • The Construction Manager, Construction Management, CM: An entity that performs Category 1 Services as defined in this RFP. • The Project Manager, Project Management, PM: An entity that performs Category 2 Services as defined in this RFP. • The Professional: Either a CM and/or PM as defined in this RFP, unless used to denote Professional Services in general. FOR ADDITIONAL DISCUSSION, REFER TO PART III - WORK STATEMENT. RFP PASSHE-CM&PM-2007 Part I – General Information Page 4 of 24
  15. 15. E. THE PROCESS 1. Open End Contracts will be held and administered by the Issuing Office (Construction Support Office/CSO) for this RFP. CSO is located in the Office of the Chancellor, within the Facilities Division of the Office of Administration and Finance at the Dixon University Center in Harrisburg, PA. 2. For specific projects, Requests For Proposals (RFPs) and Requests For Letters Of Interest (LOIs) will be issued, on an as-needed basis, against Open End Contracts resulting from this RFP, by the Universities and the Office of the Chancellor in two ways, depending on the type and size of projects for which services are required. Professional Selection and Negotiation will be accomplished in accordance with standard methods adopted by the System and explained in procedures and policies established by the System’s Board of Governors. a. Option 1 - More Than One Professional Considered: For a relatively large and/or specialized/complex project for which either Category 1 or Category 2 Services are required, the following may occur: i. Request for Letters of Interest (LOI). The Issuing Office for the project may issue a Request for LOI to ascertain the interest and skills of firms for a project. LOIs shall be issued to all firms that are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide. Requests for LOIs, if used, shall precede the issuance of a formal RFP. Based on the review of the LOIs, the Issuing Office for the project will shortlist a number of firms for issuance of an RFP and submittal of Proposals. ii.Request For Proposal (RFP). The Issuing Office for the project shall issue an RFP to solicit proposals for a project. RFPs shall be issued to • shortlisted firms, if an LOI is used, or • all firms, if an LOI is not used, and firms are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide. iii.Selection. The Issuing Office will select a firm using the standard methods of Professional Selection and Negotiation as adopted by the System in policies established by the System’s Board of Governors. iv.Negotiation. The Issuing Office will conduct negotiations with a selected firm, and if necessary with subsequent firms, using the standard methods of Professional Selection and Negotiation as adopted by the System in policies established by the System’s Board of Governors. b. Option 2 - One Professional Considered: For a project that is not relatively large and/or specialized/complex for which either Category 1 or 2 Services are required, the following will occur: i. LOI or RFP. The Issuing Office for the project will issue either a Request for LOI or an RFP to a firm or firms that are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide. ii.Negotiation. The Issuing Office will conduct negotiations with the selected firm. If negotiations are not successful, the Issuing Office may select another firm and repeat the process. 3. Individual Work Orders can be issued as a result of successful negotiations between the System and the Professional for Scope of Work and fees. A detailed scope of RFP PASSHE-CM&PM-2007 Part I – General Information Page 5 of 24
  16. 16. potential services that could be requested by an IWO is provided in this RFP’s Part III – Work Statement. RFP PASSHE-CM&PM-2007 Part I – General Information Page 6 of 24
  17. 17. 4. Usage of Contracts. This RFP is being issued as satisfaction for (1) perceived needs based on anticipated requirements, and (2) unperceived needs, such as unforeseen requirements, employee turnover, funding windfalls, and special requirements. Even if a Contract is entered into, there is no guarantee that any particular Professional will be awarded an Individual Work Order for any particular project or for any particular amount of services for the term of the Contract. For additional discussion, see Part III – Work Statement, Paragraph III-3 Historical and Anticipated Volumes of Work. I-3. ISSUING OFFICE, CONTRACTING OFFICER, & ISSUING OFFICERS This RFP is issued by the Office of the Chancellor of the Pennsylvania State System of Higher Education, under the direction of the Contracting Officer and the Director of Construction Management. The specific Issuing Office is the Construction Support Office within the Office of Administration and Finance. The Construction Support Office is the sole point of contact for this RFP. The Contracting Officer will be responsible for administering the Contract that will be awarded from this solicitation. The Director of Construction Management will be responsible for the execution of all Individual Work Orders to be issued under the Contracts. The Issuing Officer will be the point of contact for responses to questions regarding this RFP. All technical questions or requests for clarification shall be directed to the Issuing Officer by the date stated in the cover letter transmitting this RFP. The Contact Person may be contacted to request information or copies of the RFP. The Contact Person may also accept questions for response by the Construction Support Office and answer administrative questions regarding information in this RFP until the date stated in the cover letter transmitting this RFP. ISSUING OFFICE: MAILING ADDRESS: Pennsylvania State System of Higher Education PA State System of Higher Education Office of the Chancellor Dixon University Center Dixon University Center 2986 North Second Street Office of Administration and Finance Harrisburg, PA 17110 Construction Support Office (CSO) CONTRACTING OFFICER DIRECTOR OF CSO: Steven R. Dupes Robert F. Unger Assistant Vice Chancellor for Facilities Director of Construction Management Office of the Chancellor Construction Support Office Dixon University Center Dixon University Center Office of Administration and Finance Office of Administration and Finance ISSUING OFFICER CONTACT PERSON: James Barbush Dorethe Drue Latin Facilities Contracts Manager Construction Support Secretary Construction Support Office Construction Support Office Phone: 717-720-4119 Phone: 717-720-4113 Fax: 717-720-4111 Fax: 717-720-4111 RFP PASSHE-CM&PM-2007 Part I – General Information Page 7 of 24
  18. 18. E-mail: jbarbush@passhe.edu E-mail: dlatin@passhe.edu RFP PASSHE-CM&PM-2007 Part I – General Information Page 8 of 24
  19. 19. I-4. TYPE OF CONTRACT A. MULTIPLE AWARD CONTRACT Upon selection and after successful negotiations, the selected Professionals will be expected to enter into a Contract (Standard Form Of Agreement For Construction Management & Project Management Services) with the System. The Contract will be a Multiple Award Contract that will allow the System and its Universities to acquire Professional Services during the contract period through the issuance of Individual Work Orders. Under the Contract, the System, either through the Office of the Chancellor or the Universities, will issue Requests For Proposal or Letter of Interest to one or more firms (see Paragraph D – Process - Option 1 and Option 2) for specific projects for which Professionals will be given opportunities to respond. Individual Work Orders will then be issued to Professionals that have been chosen on the basis of the past performance and the quality of their response to the specific Requests For Proposal for particular projects. A sample of the Contract Form is provided in Appendix 4. B. NEGOTIATIONS Prior to entering into a Contract, negotiations regarding fees (billable rates and overhead rates) will be undertaken with Professionals (i) whose Proposals show them to be best qualified and responsible based on the System’s criteria, and capable of performing the work, and (ii) who, in the judgment of the Selection Board, scored high enough against defined selection criteria to warrant this effort. If negotiations are entered into, the System will request financial information from the Professional in order to evaluate billable rates and overhead rates. C. CONTENTS OF THE MULTIPLE AWARD CONTRACT A Contract between the System and a Professional that results from this RFP shall contain all the terms and conditions agreed to by the parties, including the following: (i) This RFP (ii) A successful proposal (response to this RFP) (iii) A fully executed Contract approved and delivered with appropriate System and Commonwealth attorneys’ signatures. (Sample Contract Form in Appendix 4) (iv) All exhibits incorporated in fact or by reference (v) Applicable Requests for Proposal or Requests for Letters of Interest and Individual Work Orders that will be issued in accordance with the provisions of this RFP, the Contract, and successful proposals to RFPs and successful Letters of Interest. D. CONTRACT PERIOD RFP PASSHE-CM&PM-2007 Part I – General Information Page 9 of 24
  20. 20. The term of the Contract will be 2 initial years, plus 2 optional renewal terms of 2 years each, for a maximum of 6 years. Any offer of renewals or extensions to the Contract will be as determined by the System. RFP PASSHE-CM&PM-2007 Part I – General Information Page 10 of 24
  21. 21. E. RENEWAL YEARS – ESCALATION As the basis for any increase in the Direct Labor (and billable) Hourly Rates for any subsequent renewals of the Contract, the Professional and the System both agree to use The Consumer Price Index For All Urban Consumers (CPI-U) US City Average as published by United States Department of Labor, Bureau of Labor Statistics. http://www.bls.gov/cpi/ The CPI-U Index for the month in which Proposals are due shall be used as the basis for computation of all increases for subsequent renewals. This CPI-U Index shall be compared to the most recently available CPI-U Index when the Contract is renewed. I-5. PRE-PROPOSAL CONFERENCE • IF A PRE-PROPOSAL CONFERENCE IS HELD A Pre-Proposal Conference may be held prior to Proposal submission. Refer to the cover letter of this RFP for location, time, and date. Attendance at the Pre-Proposal Conference is not mandatory. The Pre-Proposal Conference is for information only, to clarify any points in the RFP that may not be clearly understood. Questions may be forwarded to the Issuing Office prior to the conference to ensure sufficient analysis can be made before an answer is supplied. All questions shall be submitted, in writing, to the Issuing Officer as stated in the cover letter for this RFP. Answers furnished during the Pre-Proposal Conference will not be official until written verification is issued by the Issuing Office. All answers will be officially provided in an addendum to all firms that requested the RFP and provided the System with a mailing address. A copy will be available at the Issuing Office and on the web page indicated in the cover letter transmitting this RFP. In view of the limited facilities available for the conference, the System requests that the Professional’s representation be limited to 2 individuals per Professional. • IF A PRE-PROPOSAL CONFERENCE IS N O T HELD In order to clarify any points in the RFP, questions may be submitted to the Issuing Office. All questions shall be submitted, in writing, to the Issuing Officer as stated in the cover letter for this RFP. All answers will be officially provided in an addendum to all firms that requested the RFP and provided the System with a mailing address. The addendum will be available at the Issuing Office and posted on the System’s website at an address to be indicated in the cover letter transmitting this RFP. I-6. AMENDMENT TO THE RFP For any necessary revisions to any part of this RFP, addenda will be issued to all firms that requested the RFP and provided the System with a mailing address. Addenda will be available at the Issuing Office and posted on the System’s website at an address to be indicated in the cover letter transmitting this RFP. The Proposer may request the web address from the Issuing Office. If the RFP is acquired from the web site and the Proposer has not provided the System with an address, the Proposer is obligated to obtain any issued addenda from the web site. RFP PASSHE-CM&PM-2007 Part I – General Information Page 11 of 24
  22. 22. Receipt of each issued addendum shall be acknowledged in the Proposal if required by the Addendum. RFP PASSHE-CM&PM-2007 Part I – General Information Page 12 of 24
  23. 23. I-7. RESPONSE DATE To be considered, sealed Proposals shall arrive at the Issuing Office on or before the time and date specified in the cover letter for this RFP. Professionals that mail Proposals shall allow sufficient mail delivery time to ensure the timely receipt of Proposals. Proposals received after the Proposal Due Date will not be evaluated. I-8. PROPOSALS To be considered, (i) Professionals shall submit a complete response to this RFP, (ii) Proposals shall be in the format provided in Part IV, and (iii) Proposals shall only be submitted to the Issuing Office. The required number of copies of each Proposal shall be submitted to the Issuing Office. No other distribution of Proposals shall be made by the Professional. Proposals shall be signed by an official authorized to bind the Professional to the provisions of this RFP and a potential Contract. For this RFP, the Proposal shall remain valid for at least 120 days. The contents of a selected Professional’s Proposal will become contractual obligations if a Contract is entered into. Clauses within the Professional’s Proposal that are in conflict with the intent of this RFP or in conflict with the potential Contract will not be valid. I-9. REJECTION OF PROPOSALS The System, at its own discretion, reserves the right to reject any and all Proposals received as a result of this RFP, or to negotiate separately with competing Professionals. The System, at its own discretion, reserves the right to cancel the RFP any time prior to a fully executed Contract, and if desired, reissue the RFP. I-10. INCURRING COSTS The System is not liable for any costs incurred by Professionals prior to issuance of an Individual Work Order awarded under the Open End Contract. I-11. ECONOMY OF PREPARATION Proposals shall be prepared simply and economically, providing straightforward, concise descriptions of the Professional’s ability to meet the requirements of the RFP. I-12. ORAL PRESENTATION A Professional who submits a Proposal may be required to make an oral presentation of the Proposal to the System. A presentation is intended to provide an opportunity for the Professional to clarify the Proposal to ensure thorough and mutual understanding. The Issuing Office will schedule a presentation if such are deemed necessary. I-13. PRIME PROFESSIONAL RESPONSIBILITIES RFP PASSHE-CM&PM-2007 Part I – General Information Page 13 of 24
  24. 24. A selected Professional is considered to be the “Prime Professional” and will be required to assume responsibility for all services offered in the Proposal whether or not they are produced directly by the Prime Professional’s firm. The System will consider the selected Prime Professional to be sole point of contact with regard to all contractual matters. RFP PASSHE-CM&PM-2007 Part I – General Information Page 14 of 24
  25. 25. I-14. DISCLOSURE OF PROPOSAL CONTENTS Proposals will be held in confidence and will not be revealed or discussed with competitors, unless subject to the Commonwealth’s “Right to Know Law.” A Proposal that is selected and becomes part of a Contract resulting from this RFP is not confidential and will be subject to the Commonwealth’s “Right to Know Law.” All submitted materials become the property of the Commonwealth of Pennsylvania and may be returned only at the Commonwealth’s option. Submissions to the Commonwealth may be reviewed and evaluated by any person other than competing parties at the discretion of the Commonwealth. The Commonwealth has the right to use any or all ideas presented in any reply to this RFP. Selection or rejection of the responses does not affect this right. All responses become the property of the System. I-15. DEBRIEFING CONFERENCES The Award of contracts is expected within 120 days from the RFP’s closing date. If a notice of award is not received within 120 days of the RFP’s closing date (or any written extension thereof) the Proposer may assume that they were not selected for the work. All Professionals, whether selected or not, will be notified of the names of selected Professionals and will be given the opportunity to be debriefed. Upon written request, a Proposer will be orally debriefed as to the basis for non-selection. The purpose of the debriefing is not to compare Proposals, but to provide information that may assist the individual Proposer in preparing better proposals in the future. Requests for oral debriefing shall be made in writing to the attention of the Issuing Officer within 90 days after the closing date cited for submittal of Proposals. The Issuing Office will set the time and location of the debriefing. I-16. NEWS RELEASES News releases pertaining to this RFP may not be made without prior System approval, and then only in coordination with the Issuing Office. No name or likeness of the System or any of its Universities may be used without the expressed written permission of the System or University. I-17. SYSTEM PARTICIPATION Generally, the System’s staff will not participate with the Professional in the performance of work. However, there may be circumstances where the System and the Professional will work together jointly. For a project that requires joint effort, the responsibilities of both parties will be explained in the Individual Work Order and cooperation of the Professional is expected. I-18. COST DATA – NEGOTIATION OF FEES Do Not Submit Any Cost And Pricing Information With The Proposal. The negotiation of fees and the submission of cost data will only be required from firms chosen by the Selection Board in accordance with the selection criteria and processes cited in this RFP. If negotiations of overhead rates, hourly rates, and fees fail with a selected firm, the System may move to the next selected firm. RFP PASSHE-CM&PM-2007 Part I – General Information Page 15 of 24
  26. 26. I-19. NOTICE AS TO FILING A PROTEST A. PROTEST SUBMITTAL A Proposer, Prospective Proposer, or Prospective Professional that is aggrieved in connection with the solicitation or award of a Contract under the Commonwealth Procurement Code, except as provided in 62 Pa.C.S.A. § 521 (relating to cancellation of invitations for bids or requests for proposals) may file a Protest with the Office of the Chancellor at the following address: Office of the Chancellor Pennsylvania State System of Higher Education 2986 North Second Street Harrisburg, Pennsylvania 17110 Copy of Protest Submittal. A copy of any Protest shall be simultaneously mailed to the Contracting Officer for this RFP, the name and address as stated previously in this RFP. B. TIME FOR FILING OF PROTEST If the Protestant is a Prospective Proposer, a Protest shall be filed with the Office of the Chancellor at the aforementioned address prior to the Proposal’s due date. If the Protestant is a Proposer or Prospective Professional, the Protest shall be filed with the Office of the Chancellor at the aforementioned address within seven (7) days after the aggrieved Proposer or a Prospective Professional knew or should have known of the facts giving rise to the protest. In no event may a Protest be filed later than seven (7) days after the date the Contract was awarded. If a Proposer, Prospective Proposer, or Prospective Professional fails to file a Protest, or files an untimely Protest, the Proposer, Prospective Proposer, or Prospective Professional will have waived the right to Protest the solicitation or award of the Contract in any forum. The Pennsylvania State System of Higher Education will disregard Protests that are untimely filed. A. GROUNDS FOR PROTEST A Protest shall state all grounds upon which the Protestor asserts that the solicitation or award of the Contract was improper. The Protestor should submit with the Protest any docu- ments or information deemed relevant to the protest. B. DECISION BY OFFICE OF THE CHANCELLOR Upon receipt of the Protest, the Office of the Chancellor will render a decision in accordance with the procedures outlined within the Commonwealth Procurement Code, 62 Pa.C.S.A. §1711.1 et seq. RFP PASSHE-CM&PM-2007 Part I – General Information Page 16 of 24
  27. 27. End of Part I RFP PASSHE-CM&PM-2007 Part I – General Information Page 17 of 24
  28. 28. PART II DESCRIPTION OF THE ORGANIZATION AND BACKGROUND II-1. PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION A. CURRENT COMPOSITION The Pennsylvania State System of Higher Education comprises: • 14 State-Owned Universities • 4 Branch Campuses • Several Regional Centers • The McKeever Environmental Learning Center The scope of facilities owned and operated by the System, briefly stated and estimated, includes the following: • 4,887 Acres of land occupied by campuses • 923 Buildings with 26 Million Sq. Ft. for classrooms, residences, administration, and student support The 14 Universities, each having an enrollment of 1,500 to 14,000 students each, have a total enrollment of over 109,000 undergraduate and graduate, part-time and full-time students. The System has an education and general budget of approx. $1 billion. The System employs approximately 12,000 people. This information is from the System’s profile information as posted in the System’s web site on Feb. 19, 2007 and also in the Facilities Inventory Summary, dated Dec, 12, 2006. B. AUTHORIZATION The State System of Higher Education was established by the Commonwealth of Pennsylvania through Act 188 of 1982 (24 P.S. §§ 20-2001A, et seq.). The System has become commonly known as the Pennsylvania State System of Higher Education (PASSHE). Act 188 of 1982 (24 P.S. §§ 20-2001A, et seq.) established the System as: a body corporate and politic constituting a public corporation and government instrumentality which shall be known as the State System of Higher Education, independent of the Department of Education, hereinafter referred to as the System, which shall consist of the following institutions, and such other institutions, presently existing or newly created, as may hereafter be admitted by the Board in concurrence with other agencies as required by law: (1) Bloomsburg University of PA ( 8) Kutztown University of PA (2) California University of PA ( 9) Lock Haven University of PA (3) Cheyney University of PA (10) Mansfield University of PA (4) Clarion University of PA (11) Millersville University of PA (5) East Stroudsburg University of PA (12) Shippensburg University of PA (6) Edinboro University of PA (13) Slippery Rock University of PA (7) Indiana University of PA (14) West Chester University of PA RFP PASSHE-CM&PM-2007 Part I – General Information Page 18 of 24
  29. 29. Act 188 established the primary mission of System as follows: • To provide instruction to undergraduate and graduate students, to and beyond the master’s degree, in the liberal arts and sciences, and in the applied fields, including the teaching profession. While the Universities share this common mission, each also embraces specific missions in business, human services, public administration, and/or technology. • The Pennsylvania State System of Higher Education is committed to providing high quality education at the lowest possible cost to the students. This commitment is maintained in every effort that the System undertakes. C. GOVERNANCE Act 188 established the administrative structure of System as follows: • The Board of Governors – The primary policy and control authority for the System. The Board of Governors has overall responsibility for planning and coordinating the development and operation of the System, is the approval authority for all System facilities projects, and consists of the following 20 members: - The Governor or designee - The Secretary of Education or designee - 2 Senators - 2 House Representatives - 6 Citizens - 3 Students - 5 University Trustees The Board of Governor’s Policies, as published on the System’s web site (http://www.sshechan.edu/ssbogmnu.htm), govern the operation of the System, including the conduct of construction and Professional Services. • The Chancellor – The Chief Executive Officer appointed by the Board of Governors and responsible for the overall administration of the System. • University President – The Chief Executive Officer at the University level. • Council of Trustees for each University – the governing board at the University level. • Council Of Presidents – A group consisting of the 14 University Presidents and the 4 Vice Chancellors in the Office of the Chancellor. Advises the Chancellor and proposes System-wide policy. See Appendix 1 for a map showing and listing the institutions. End of Part II RFP PASSHE-CM&PM-2007 Part I – General Information Page 19 of 24
  30. 30. PART III WORK STATEMENT III-1. OBJECTIVES The Pennsylvania State System of Higher Education (the System), through the Office of the Chancellor, expects to centrally contract with a sufficient number of firms in order to have a body of Professionals available to perform Construction Management and Project Management Services throughout the entire System. The System will contract with the firms under an Open End Construction Management Services Agreement. By this RFP, the System is requesting Proposals from firms that can provide Professional Services in one or both of the following categories. Category 1. Construction Management Services Category 2. Project Management Services These categories are described in this Part III. III-2. SCOPE OF PROFESSIONAL SERVICES A Scope of Professional Services is provided below in Paragraph III-6. Those services can be performed under the appropriate Categories of Services, as follows: The resulting Open End Contracts are intended to provide the System with access to a full range of Construction Management and Project Management Services, fitting within the disciplines of Construction Management and Project Management as generally described in this RFP and relating to aspects of Planning, Design, Construction, Renovation, and Maintenance for Facilities Projects where CM and PM Services are needed. The specific scope of work descriptions in this RFP are guidelines and are not intended to limit the Professional’s development of a full scope of work for CM and PM Services that a Professional may include in a response to the RFP or in an Individual Work Order for which a contracted firm may be selected. The Universities and the Office of the Chancellor will be able to issue Individual Work Orders under the Open End Contracts on an as-needed basis. III-3. HISTORICAL AND ANTICIPATED VOLUMES OF WORK The System does not have historical data on the volume of CM Services that the System’s Universities have contracted for in the past. The need for this RFP is based on the following: 1. Universities’ perceptions of short term needs for certain upcoming projects. 2. Unperceived needs, such as unforeseen requirements, employee turnover, funding windfalls, and special requirements. 3. The System is aware that the use of CM Services has been on the rise in the public construction arena. 4. The System has taken on construction projects that have been delegated by DGS to some Universities, some of which may require Universities to contract for CM Services. RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 20 of 24
  31. 31. III-4. WORK ORDER THRESHOLDS There are no threshold requirements for Individual Work Orders. Rates and fees for services acquired under an IWO are negotiated. III-5. PROCEDURES A. ISSUANCE OF RFP & SELECTION OF FIRMS Under this RFP, a sufficient number of firms (a number deemed necessary by the System with a goal of 3 to 5 firms in each region of Pennsylvania – Western PA, Central PA, and Eastern PA) will be selected for negotiations to provide services in the 2 categories of service (Categories 1 and 2). Firms may elect to propose for one or both of the categories and may apply for any number of Universities. The selected pool will consist of an aggregate of firms that can provide coverage with several firms available to each University. B. NEGOTIATIONS & MASTER CONTRACT Upon successful negotiations of hourly rates and overhead rates, the System will enter into Master Contracts with the successful firms. The contracts will be administered by the Construction Support Office within the Office of the Chancellor. C. SELECTIONS FOR SPECIFIC PROJECTS Projects for which services will be required will be determined locally, by either the Office of the Chancellor through the Contracting Officer, or a University through its contracting staff. For specific projects, the University may use its discretion on how to award work to contracted firms. The following options are available: • Option 1: For Large and/or Complex Projects Issue an RFP or Request for Letter of Interest to 1 or more contracted firms, requesting a technical proposal for services. Select the best technically qualified to perform the services and negotiate a fee for services. If negotiations are unsuccessful, negotiate with the next best technical proposal. • Option 2: For Routine Projects Issue an RFP to a contracted firm, requesting a technical proposal for services. When a scope is agreed upon, negotiate fees for services. If negotiations are unsuccessful, the University may select another contracted firm. D. PROPOSALS RESPONDING TO RFPs FOR SPECIFIC PROJECTS Proposals will be reviewed and approved locally, by the local issuing office. Selection will be based on responses provided against the specific selection criteria of the particular RFP. E. INDIVIDUAL WORK ORDERS (IWOs) IWOs will be issued locally, by the local office that issued the RFP, unless a specific policy statement is issued by the Contracting Officer at a later date during the period of the Contract. F. ADMINISTRATION RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 21 of 24
  32. 32. The Construction Support Office (CSO) will maintain an accounting of all issued IWOs. CSO will monitor the number of IWOs, IWO amounts, amounts issued to each Professional, and types of projects served. CSO reserves the right to participate in and direct procedures related to the issuance of solicitations (LOIs, RFPs, and IWOs), selection of firms, negotiations, distribution of work, and any factors affecting the award and conduct of work. RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 22 of 24
  33. 33. III-6. SCOPE OF WORK A. DEFINITIONS 1. CONSTRUCTION MANAGEMENT DEFINED According to the Construction Management Association of America (CMAA), Construction Management (CM) is defined as follows: Construction Management is a Professional service that applies effective management techniques to the planning, design, and construction of a project from inception to completion for the purpose of controlling time, cost, and quality. Construction Management is a discipline and management system specifically created to promote the successful execution of capital projects for owners. These projects can be highly complex. Few owners maintain the staff resources necessary to pay close, continuing attention to every detail--yet these details can ‘make or break’ a project. A Professional CM can augment the owner's staff with pre-planning, design, construction, engineering, and management expertise that can assure the best possible project outcome no matter what type of project delivery method used. The Pennsylvania State System of Higher Education desires to acquire firms that can provide CM Services to accomplish the purposes of the System. For the purposes of this RFP, the System will further define CM Services to include 2 Categories of Service. Category 1. Construction Management Services CM Services are the same or similar in nature to those that are described by CMAA and its members, and those that are described in this RFP. CM Services are provided by firms that employ Professionals skilled and experienced in delivering services as outlined in this RFP. Category 2. Project Management Services PM Services are the same or similar in nature to those that are provided by Project Managers that perform at the System’s Universities. PM Services are provided by firms that employ Professionals skilled and experienced in delivering services as outlined in this RFP. The intent of any definitions in this RFP for Categories of Services is to provide a foundation whereby the System’s Universities can obtain needed services that are related to Construction Management and Project Management. The definitions are not intended to limit either CM or PM Services, but to allow Universities to develop Scopes of Work within Individual Work Orders that meet the needs for CM and PM Services at each University. RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 23 of 24
  34. 34. 2. TYPES OF CONSTRUCTION MANAGEMENT SERVICES The Construction Management Association of America defines 2 types of CM Services: • Agency CM - A Fee-Based Service.............Requested by this RFP • At-Risk CM - A Delivery Method...........Not Requested by this RFP • Agency CM - A Fee-Based Service Requested by this RFP According to CMAA, an Agency CM Service is defined as follows: Agency CM is a fee-based service in which the Construction Manager is responsible exclusively to the owner and acts in the owner's interests at every stage of the project. The Construction Manager offers advice, uncolored by any conflicting interest, on such crucial matters as: • Optimum use of available funds • Control of the scope of the work • Project scheduling • Optimum use of design and construction firms' skills and talents • Avoidance of delays, changes and disputes • Enhancing project design and construction quality • Optimum flexibility in contracting and procurement Comprehensive management of every stage of the project, beginning with the original concept and project definition, yields the greatest possible benefit to owners from Construction Management. CMAA also states: Agency Construction Management (ACM), or Construction Management- For-Fee, encompasses a range of services provided by a CM on behalf of an Owner. It is a common misconception that CM-for-fee represents a distinct project delivery system. In fact, Agency Construction Management consists of a distinct set of services that are applicable to any project delivery system. These services can be used by the Owner as necessary • to extend or supplement the Owner’s own expertise, its own staff, and • to manage the construction process to help address some of the shortfalls of the project delivery system chosen. Multiple-Prime Contracting (Separate Prime Delivery Method) Since the System operates under the Procurement Code of the Commonwealth of Pennsylvania (Act 57 of 1998), requiring contracting with Separate Prime Contractors for construction projects, the System will use "Agency" CM services. RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 24 of 24
  35. 35. • At-Risk CM - A Delivery Method Not Requested by this RFP According to CMAA, an At Risk CM Service is defined as follows: At-Risk CM is a delivery method which entails a commitment by the Construction Manager to deliver the project within a Guaranteed Maximum Price (GMP). The Construction Manager acts as consultant to the owner in the development and design phases, but acts as the equivalent of a general contractor during the construction phase. When a Construction Manager is bound to a GMP, the most fundamental character of the relationship is changed. In addition to acting in the owner's interest, the Construction Manager also protects him/herself. CM as a General Contractor in the Delivery Method Since the System operates under the Procurement Code of the Commonwealth Of Pennsylvania (Act 57 of 1998), requiring contracting with Separate Prime Contractors for construction projects, the System cannot use At Risk CM Services that allow the CM to provide the delivery method for a project and contract with other Separate Prime Contractors. The System must hold the contracts for the Separate Prime Delivery Method. Though the Design Build Delivery Method could accommodate the CM as a General Contractor, the D/B Method is currently not being used by the System due to certain, active legal challenges. B. DESCRIPTIONS OF CATEGORIES OF SERVICE This RFP attempts to provide a guideline for the scope of services that are being requested. The scopes and descriptions are not meant to be all inclusive as to what can and should be provided for when describing CM and PM Services. The Professional may use what is considered to be acceptable and/or standard in the industry for the development of a suitable response to this RFP. Category 1 Services Construction Management Services Category 2 Services Project Management Services RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 25 of 24
  36. 36. This Page Blank RFP PASSHE-CM&PM-2007 Part III – Work Statement Page 26 of 24
  37. 37. Category 1 Services Construction Management Category 1 Services CONSTRUCTION MANAGEMENT SERVICES DO NOT USE. THESE HAVE BEEN MODIFIED The following descriptions are intended to be guidelines. Professionals may be requested to perform any or all of the following or similar tasks. A. PRE-CONSTRUCTION PHASE SERVICES 1.PROGRAMMING Generally, the System will perform all work related to programming for projects. However, there may be occasion where the System may request the CM to assist with certain functions related to project scope, cost estimates, schedule, or other. 2.SCHEDULING Develop a Master Schedule that includes the entire project, including Design Phases and Construction. Update the schedule at each Design Submission. Indicate any critical and long-lead items. Assist the Design Professional in determining the number of days of Project construction for inclusion with the Final Design Submission. 3.COST ESTIMATING a. Provide Cost Estimates, independent from the Design Professional’s estimates, for each Separate Prime Contract. b. Cost Estimating For all Design Submissions 1) Monitor the Project’s design with the Design Professional to assure that Project costs remain within the allocation. 2) Develop and submit independent cost estimates to the University at each submission of the Contract Documents. 3) Assess the Design Professional’s estimates and report findings as to agreement or not to the University. 4) Compare and reconcile cost estimates with the Design Professional, reaching agreement that the reconciled estimates are within the allocation. 5) Provide an appropriate design contingency to reflect the incompleteness of the Construction Documents. c. Cost Estimating For Pre-Final Design Submission Provide a Pre-Final Estimate with detail and itemized take-off of construction materials and associated labor. The Pre-Final Estimate is expected to be within 5% of the lowest responsible bid. Provide a Pre-Final Estimate that reflects consideration for current material and labor costs, applicable to the specific project location, expected escalation through construction, cost data from key local suppliers and sub-contractors, costs associated with scheduling complexities including phased construction, and other hard or soft costs expected to affect bidder’s pricing. d. REAA for MBE/WBE Requirements Determine if the Design Professional’s development of the Reasonable Effort Award Amounts (REAA) for MBE/WBE Participation are reasonable. RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 27 of 24
  38. 38. Category 1 Services Construction Management 4.DOCUMENT REVIEWS a. Document Reviews. The professional shall: 1) Conduct Document Reviews and provide a list of comments to the University and the Design Professional on constructability of the design, alternative materials, and construction methods. 2) Review all Project drawings and specifications for clarity, completeness, coordination, economic feasibility, and schedule impact. The review shall provide assurance that plans and specifications are consistent and do not contradict themselves and that vague or incomplete requirements are avoided. 3) Check that the requirements for each Separate Prime Contractor are consistent with trade practices, clearly delineated and do not conflict. 4) Review unique conditions and material transitions to insure clear and detailed delineation. 5) Check that materials and equipment are specified and appropriately scheduled. 6) Check that the selected materials are available and appropriate for the anticipated work conditions. 7) Review the economic viability of selected materials and products. 8) Check that adequate space is provided to permit the safe installation, service, and maintenance of the various building components and equipment. 9) Check that building components do not have spatial conflicts. 10) Review the usability of the various building components, locations of switches, receptacles, signage, cleanouts, access doors, ladders, roof hatches, hose bibs etc. b. Document Review at each Design Submission. The general review procedure required at each submission is as follows: Sketch: general comments identify cost saving measures identify schedule impacts program comments Preliminary: 100% constructability review Pre-Final: 100% constructability review c. Interdisciplinary Review. Interdisciplinary Review may be defined as a method to expose inconsistencies, conflicts, and coordination problems between disciplines and separate primes that may cause design related Change Orders. Interdisciplinary Review is based on the sequence of construction and may be conducted at one or more stages of plan development as deemed appropriate by the System and if specified in an Individual Work Order. Interdisciplinary Review may be performed by the CM or by another firm hired by the University. RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 28 of 24
  39. 39. Category 1 Services Construction Management 5.VALUE ENGINEERING a. Design Phase. The CM shall facilitate and conduct Value Engineering Reviews with the Design Professional and make recommendations as early as possible during the Design Phase. Consider construction methods, selection of materials, systems and equipment, cost and schedule. Recommend alternative solutions and assist the Professional and the University to reach consensus on VE decisions. b. Sketch and Preliminary Design Phases. Submit VE items to consider, along with potential cost savings, to the University and the Design Professional at Sketch and Preliminary Design Phases. Final Submission. As the Project proceeds to Final Design, compile a list of VE items with costs that could be used as Base Bid Deducts at Final Submission. 6.MISCELLANEOUS The CM may be called upon to perform the following services: • Coordination with ongoing activities and other public and community concerns to minimize interruptions. • Development of a preliminary budget and comprehensive master schedule. • Establishment of a management information and reporting system to meet University requirements. 7.DESIGN PHASE The CM may be called upon to perform the following services: • Perform Life-Cycle Cost Analyses and other reviews to maximize the return on construction investment. • Coordinate your technology implementation strategy with your construction plan to assure that your finished project will truly be equipped to support current and future needs. 8.BID PROCESS The CM may be called upon to perform the following services: • Conduct Pre-Bid Conferences to clarify the project’s needs and assure responsive bids. • Assure that all Bid Documents are clear and all questions are answered. • Evaluate and compare bids. • Recommend bidders for contract award. RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 29 of 24
  40. 40. Category 1 Services Construction Management B. CONSTRUCTION PHASE SERVICES 1.CONSTRUCTION SCHEDULING •Proactive Schedule Development And Management Manage Primes and Coordination of Schedule •Passive Schedule Management Provide Scheduling Products and Services for Primes to manage 2.CONSTRUCTION ADMINISTRATION – Professional Services •Administration of other Professional Contracts •Inspection •Quality Assurance and Testing 3.CONSTRUCTION ADMINISTRATION – Administrative Services only (PA&QA) •Inspection •Quality Assurance and Testing 4.MISCELLANEOUS The CM may be called upon to perform the following services: • Deliver timely and clear reports concerning construction progress, milestones, and other elements. • Manage the change order process for maximum effectiveness while minimizing delay and costs. • Monitor the construction process to anticipate difficulties, resolve issues early, and keep the work flowing. • Administer progress payments to assure that work milestones are being met and that all current expenses are paid in a timely manner. • Monitor and report Contractors’ efforts towards providing a safe workplace, both for project workers and for individuals who continue to use the facility during construction. • Coordinate the final stages of construction, including contractors’ punch lists and similar tasks that must be completed, often in a very compressed time period, before the project is closed out. • Shop Drawing receipt and distribution. • Development of Record Drawings (when not done by the Design Professional). RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 30 of 24
  41. 41. Category 1 Services Construction Management C. SPECIAL SERVICES 1.LEED ADMINISTRATION •Track Points During Construction 2.LEED CERTIFICATION •Submit Certification Package For every LEED project, additional administration is required to ensure that the green building features specified were in fact built and installed. LEED-related tasks for Construction Administration may include: • Track materials • Implement plans for construction waste management and indoor air quality • Training Contractors and Subcontractors • Ensure that the LEED specialist describes the LEED requirements and commissioning requirements in Pre-Award and kick-off meetings • Enforce Contractor compliance with waste plans and LEED submittal requirements • Ensure Commissioning related tasks are completed • Review Contractor submittals for compliance to LEED specifications. • Conduct LEED compliance meetings with Contractors and assemble LEED credit documentation LEED-related tasks for Post Construction Administration (Warranty Period) may include: • Ensure Commissioning related tasks are completed • Submit Final LEED Application to USGBC • Prepare Final Commissioning Report • Witness seasonal testing • Prepare O&M and Recommissioning Manuals RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 31 of 24
  42. 42. Category 1 Services Construction Management This Page Blank RFP PASSHE-CM&PM-2007 Part III – Work Statement – Construction Management Page 32 of 24
  43. 43. Category 2 Services Project Management Category 2 Services PROJECT MANAGEMENT SERVICES DO NOT USE. THESE HAVE BEEN MODIFIED A PM may be called upon to perform any of the following services that are normally performed by the System’s Project Managers. Where CM Services may be for large, complex project, PM Services may be for single or multiple, smaller projects that require less intense effort that for a large project. A. PM SERVICES - General 1.Be Responsible for..................Project Management of various types and sizes of facilities projects, including but not limited to, planning, coordination, administration, directing, controlling, reviewing, scheduling, inspecting, and budgeting. 2.Coordinate..............................the work of several, simultaneously occurring projects 3.Serve as..................................University’s Representative for facility projects involving new construction, renovations, repair, and major maintenance programs for buildings, grounds, and utility systems. Projects may range in size and scope from minor to large scale projects. 4.Provide....................................continuity through the planning, design, bidding, construction, and start-up phases, including but not limited to, coordinating site visits, participating in job conferences, coordinating and scheduling work, reviewing shop drawings, materials, and samples, inspecting work for quality assurance and contract compliance, evaluating change proposals, analyzing extra costs and delays, negotiating change orders, and attempting to resolve disputes. 5.Provide....................................review and other services in all phases of planning, design, bidding, and construction. 6.Oversee...................................all phases of work for Separate Prime Construction Projects, including but not limited to General Construction, HVAC, Plumbing, and Electrical Work. 7.Conduct...................................job conferences, meetings, reviews, and inspections involved with the construction and acceptance of facilities projects 8.Monitor....................................project progress to ensure compliance with project scope and schedule. 9.Assure.....................................quality and timely construction completion within assigned budgets. 10.Assure...................................documentation is accurate and maintained on a timely basis. 11.Assure...................................compliance with building codes, local ordinances, and University standards. 12.Report...................................project status and progress to University administration. RFP PASSHE-CM&PM-2007 Part III – Work Statement – Project Management Page 33 of 24
  44. 44. Category 2 Services Project Management B. PM SERVICES - Design Coordination 1.Assist in ..................................development of A/E Contracts, formation of Individual Work Orders, and negotiations. 2.Coordinate and administer......A/E consultant services during the design and the construction phase for all assigned projects. 3.Coordinate...............................the design of assigned projects with the A/E, the user/customer and the University community including design, specification preparation, and document review. 4.Review.....................................entire packages for compliance with design criteria, codes, and regulations; ensure the required approval of all agencies having jurisdiction over projects. 5.Conduct...................................design reviews with University staff, faculty, and students. 6.Prepare...................................portions of Project Manuals and Bid Packages, as necessary and per University procedures. 7.Conduct...................................Pre-Bid Conferences. 8.Coordinate...............................requirements and construction schedule with user. 9.Assist in ..................................development of Liquidated Damages rates for projects. 10.Assist in ................................development of REAA (Reasonable Effort Award Amount) and MBE/ WBE considerations for each project. 11.Assist in.................................evaluation of bids and contractor responsibility. C. PM SERVICES - Project Budgets, Schedules, Reporting 1.Develop...................................scopes of work for requested projects and changes to projects. 2.Prepare...................................project budgets, estimates, and schedules. 3.Review.....................................contractor estimates to ensure their compliance. 4.Coordinate...............................construction schedules with Building Managers, occupants, and other affected University Departments. 5.Provide....................................periodic progress and financial reports on projects. D. PM SERVICES - Construction Coordination 1.Schedule and conduct.............Job Conferences. 2.Manage...................................action items discussed at job conferences and that arise during projects. 3.Respond to..............................requests for information, unforeseen site conditions, and other needed changes in scope. 4.Review....................................change orders and recommend action to be taken by University for approval, modification, or rejection. 5.Complete.................................Daily Progress Reports documenting project progress/issues, including taking and filing progress photos. 6.Review....................................invoices submitted by Contractors and recommend payment of invoices based upon work progress and contract provisions. 7.Coordinate..............................project completion and occupation with all University activities and local agencies. 8.Resolve...................................project closeout issues. 9.Maintain..................................project filing. E. PM SERVICES - Other Complete.............................other related duties as required. End of Part III RFP PASSHE-CM&PM-2007 Part III – Work Statement – Project Management Page 34 of 24
  45. 45. Version Dated July 3, 2007 PART IV INFORMATION REQUIRED FROM PROFESSIONALS IV-1. REQUIRED INFORMATION NON-RESPONSIVE RFPS WILL NOT BE CONSIDERED. FOR A PROPOSAL TO BE CONSIDERED RESPONSIVE, the following shall occur: • The format of the Proposal shall be as specified in this part. Any other information thought to be relevant, but not applicable to the enumerated categories, may be provided as an appendix to the proposal. • All requirements specified in this RFP shall be submitted. • Each Addendum, if required by the individual Addendum, shall be acknowledged and made part of Tab 7 of the Proposal. • FIVE (5) COPIES of each Proposal shall be submitted to the Issuing Office. No other distribution of Proposals will be made by the Professional. • The Proposer shall submit the required number of copies of one Proposal to include all the selected Categories of Service. DO NOT SUBMIT SEPARATE PROPOSALS FOR EACH CATEGORY OF SERVICE. • Proposals shall be indexed with Tabs 1 through 7 as described below and following. TAB 1 LETTER OF INTEREST TAB 2 QUALIFICATION MATRIX................................................See Appendix 1 TAB 3 PA BUSINESS CERTIFICATION.....................................See Appendix 2 TAB 4 APPLICATION FOR SPECIFIC PROJECT......................See Appendix 3 SSHE FORM 150 ASP 1. Applicant Name 2. Parent Company Name 3. Type Of Firm 4. Minority Owned Firm 5. Legal Structure Of Firm 6. Personnel By Discipline 7. Joint Venture Firms And Responsibilities 8. Subcontracted Firms 9. Key Personnel In Prime Firm / Joint Venture 10. Key Personnel In Subcontracted Firms 11. Relevant Experience (5 Projects) 12. Additional Comments 13. Related Work - Current & Previous Work 14. Bankruptcy 15. Legal Sanctions 16. Signature TAB 5 MANAGEMENT SUMMARY TAB 6 PROPOSER’S NARRATIVE TAB 7 OTHER INFORMATION RFP PASSHE-CM&PM-2007 Part IV – Information Required Page 35 of 24
  46. 46. Version Dated July 3, 2007 IV-2. DESCRIPTION OF REQUIRED INFORMATION The Proposal shall clearly provide all information that is requested under this RFP. The Proposal shall be presented in the following format and include: TAB 1 LETTER OF INTEREST The Letter Of Interest shall be concisely presented and include, at a minimum, the following information that shall be clearly delineated so that Categories Of Services being proposed can be quickly identified by a reviewer of the Proposal: Item A.Categories Of Service. The Proposer shall state the Categories of Service that the firm desires to offer to the System. The Categories shall also be indicated on the Qualification Matrix in Appendix 1. Item B.Abilities Offered By The Proposer. The Proposer shall provide a narrative describing abilities offered by the firm that are related to the types of work that the firm desires to offer to the System. The Proposer may want to mention recently developed or cutting-edge methodologies that are discussed later in the proposal. Item C.Other Information. The Proposer may provide other information deemed relevant to the types of work that the firm desires to offer to the System. This information shall be concise, and may reference items provided in Tab 8. TAB 2 QUALIFICATION MATRIX SEE ATTACHMENT 1 The Qualification Matrix shall be completed. The Proposer shall select the Universities and the Categories of Work for which participation is desired. TAB 3 PA BUSINESS CERTIFICATION SEE ATTACHMENT 2 The Business Certification Form shall be completed. If an application process has started with the Commonwealth and is not complete on the Proposal Due Date, explain the circumstances in the Proposal. A Contract will not be issued to a Proposer for signature if a certification is pending. If the System determines that a Proposer without certification is eligible for an award of a Contract, then the Proposer shall submit documented evidence of certification to the Issuing Office no later than the time the System is ready to send contracts to all Proposers for signature. Contracts could be sent to successful Proposers for signature within 60 days of the Proposal Due Date. TAB 4 SSHE FORM 150 ASP – APPLICATION FOR SPECIFIC PROJECT SEE ATTACHMENT 3 The Proposer shall complete and sign SSHE Form 150 ASP. The Proposer does not need to repeat information that is included in the other tabs of the Proposal. If information would be duplicated in the form, cross reference to the other tabs of the Proposal. RFP PASSHE-CM&PM-2007 Part IV – Information Required Page 36 of 24
  47. 47. Version Dated July 3, 2007 TAB 5 MANAGEMENT SUMMARY A. Responsible Contact – This RFP. The Proposer shall provide the names, titles, addresses, telephone numbers, and e-mail addresses of the individuals who are responsible for preparing this RFP and responding to questions concerning the Proposal. B. Responsible Contact – Future RFPs for IWOs. The Proposer shall provide the names, titles, addresses, telephone numbers, and e-mail addresses of the individuals who will be responsible for receiving Requests For Proposals and Requests For Letters Of Interest for Individual Work Orders. C. Home Office, Branch Offices, & Subcontracted Services. The Proposer shall explain how the firm’s main office, any branch offices, and any subcontracted services will assign staff and meet the needs of individual Universities. D. Organization Chart. The Proposer shall provide an organization chart showing the organization of the home office, branch offices, joint venture offices, subcontracted services, and staff that the Proposer expects will be available to perform the tasks of an Individual Work Order. E. During execution of a Contract, the Prime Professional shall provide proper communication, coordination, control, final accountability, and liability for accomplished design and services provided by any member of the team, whether Prime Professional, Joint Venture Partner, or Subconsultants. • The Proposal shall demonstrate how the Prime Professional and other team members will be responsible to each other to perform in the best interest of the System. NOTES • By submitting a Proposal, each entity of the team, whether Prime Professional, Joint Venture Partner, or Subconsultant, commits to the execution an executed Contract in a manner that is in the best interest of the System. During the execution of the Contract, failure to adequately meet this commitment may adversely affect a firm’s ability to obtain additional work under an executed Contract, and possibly result in Contract Termination, at the discretion of the System. • Any contracts concerning Joint Ventures and Subconsultants shall be submitted to the System or University upon request of the System or University. RFP PASSHE-CM&PM-2007 Part IV – Information Required Page 37 of 24

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