rfp - cm for community building 3/28/2017

CITY OF LAGUNA NIGUEL

REQUEST FOR PROPOSALS

FOR

CONSTRUCTION MANAGEMENT SERVICES

FOR THE NEW CROWN VALLEY PARK COMMUNITY BUILDING

March 28, 2017

TABLE OF CONTENTS

Section Page

Introduction .................................................................................................................................... 1

About the City ................................................................................................................................. 2

General Background ....................................................................................................................... 2

Project Description ......................................................................................................................... 3

Use of Sub‐Consultants ................................................................................................................... 4

No Conflict of Interest ..................................................................................................................... 4

Environmental Clearance ................................................................................................................ 4

Proposal Review Process & Schedule ............................................................................................. 5

Procedure for Submitting Proposals ............................................................................................... 5

Proposal Content ............................................................................................................................ 6

General Requirements .................................................................................................................. 19

Attachments:

A – Certification of Proposal

Crown Valley Park Community Building 1 RFP For Construction Management Services

INTRODUCTION

A new Community Building is currently under design by LPA Inc. (LPA), Irvine, California, and it

is anticipated to have approximately 30,000 square feet in floor area. The existing staff modular

trailers and existing community building will be completely replaced as part of this project. The

Community Building is expected to reflect a timeless design, improve operational efficiencies,

and be cost conscious.

The City of Laguna Niguel, California, is requesting proposals from highly qualified construction

management firms to provide “Construction Management” services (hereinafter CM). The City

will utilize the Construction Manager Multi‐Prime methodology of project delivery. The CM

services will be required for the pre‐construction, bidding, construction and post‐construction

phases of the project. Pre‐construction services would commence immediately follow an

award of contract (tentatively July 2017). Occupancy of the building is anticipated in November

2019.

Responses must conform with the requirements of this Request for Proposals (RFP). The City

reserves the right to waive any irregularity, informality or error in any proposal, or in the RFP

process or to reject any proposal which does not comply with this RFP. Modifications to the

RFP, including, but not limited to the scope of work, can be made only by written addendum

issued by the City. Ultimate selection of the successful proposer will be made solely by the City

on criteria determined by the City.

The successful proposer will be required to enter into a Professional Services Agreement with

the City, which will include the requirements of this RFP, as well as a final scope of work. By

submitting a proposal, the proposer agrees to all of the terms of the RFP, unless exceptions are

stated by the proposer in its proposal. The City reserves the right to enter into negotiations

with the successful proposer to consider requested exceptions or changes to the RFP.

The deadline to submit proposals is THURSDAY, MAY 2, 2017 AT 2:00 PM. Primary contact

with the City of Laguna Niguel for this Project will be Nasser Abbaszadeh, Public Works Director,

at:

Laguna Niguel City Hall

30111 Crown Valley Parkway

Laguna Niguel, CA 92677

(949) 362‐4300


Crown Valley Community Park is located at:

29751 Crown Valley Parkway

Laguna Niguel, CA 92677

Any questions or requests for clarification in regards to the RFP should be emailed to

[email protected] no later than April 12, 2017.

ABOUT THE CITY

The City of Laguna Niguel is a premiere master‐planned community located in south Orange

County, just minutes away from California’s beautiful beaches and pristine coastline. Natural

beauty abounds, from the exquisite, coastal views to the majestic Saddleback Mountains. The

City is home to 34 parks and 80 miles of scenic hiking, biking and equestrian trails. Over one‐

third of the City is devoted to open space, parks, and recreation. The extensive parks and trail

system, along with the ample natural open space features, are defining characteristics of the

City. Crown Valley Park serves as the center of the City’s recreational programs and attracts

over 240,000 people annually.

Laguna Niguel incorporated in 1989 and currently has a population of approximately 66,000

covering an area of 14.8 square miles. The City is conveniently located along the I‐5 corridor

halfway between Los Angeles and San Diego with direct access to Metrolink.

GENERAL BACKGROUND

Crown Valley Park has been a valuable park and recreation resource in Laguna Niguel since it

was developed almost 40 years ago, predating cityhood. In July 2013, the City Council adopted

the Crown Valley Park Master Plan to guide the decision making process related to desired park

improvements and enhancements over the next 10 year.

The Master Plan identifies a number of recommended improvements categorized into “Tiers.”

The individual amenities within each Tier are somewhat fluid based on complexity, relationship

to other elements, and budget. As each Tier is designed and constructed, consideration is given

to implement the identified amenities, as well as other amenities that may be identified

through the design process.


Tier 1 Improvements were completed in July 2015 and included:

The complete renovation of the amphitheater.

Replacement of the existing playground area with two new playground areas; one for 2‐

5 year olds, and one for 5‐12 year olds.

The addition of a new sprayground area next to the new playground.

A new restroom building between the amphitheater and existing playground with family

changing and ADA facilities.

Tier 2 Improvements currently in construction and expected to be completed in June/July 2017

include:

A New Park Entry Culvert Crossing.

A New Northerly Parking Lot with approximately 36 parking spaces.

A New Southerly Parking Lot with approximately 30 parking spaces.

New Entry Monuments.

Flood Control Channel and Landscaping Alterations.

Conversion of the Botanical Preserve from potable to reclaimed water.

PROJECT DESCRIPTION

The City selected LPA Inc. to provide site planning, architectural, civil and structural

engineering, landscaping, and design services for what is defined as Tier 3 Improvements which

include:

A new Community Building/Staff Offices.

Realignment of the main drive aisle and parking adjacent to the new Community

Building.

A New Festival Plaza area and other pedestrian‐oriented site amenities.

Modest exterior improvements to the south elevation of the existing City‐owned YMCA

building (facing the pool deck) to provide compatibility with the new Community

Building.

Modest improvements to the pool deck and facility amenities to provide compatibility

with the new Community Building.

Relocation Plan for Existing Staff Offices/Trailers during construction.


The Building Program and Space Analysis identified a Community Building need of

approximately 30,000 square feet in floor area. The project program has been discussed in

community workshops and approved by the City Council in February 2017. LPA is currently

working on the project design schematics which are expected to be completed in June 2017.

Various reference materials related to this project are available to be viewed at the following

FTP site: F:\Download\CONSTRUCTION MANAGEMENT SERVICES FOR NEW CROWN VALLEY

PARK COMMUNITY ROOM :

Approved Building Program and Space Analysis

Tier 2 Improvement Plans (Currently in construction)

Master Plan & Needs Assessment

As part of Construction Manager Multi‐Prime methodology of project delivery, the CM will

work cooperatively and in close coordination with LPA and City Staff, including a staff member

who shall be appointed by the Public Works Director as the Construction Administrator

(hereinafter CA).

USE OF SUB‐CONSULTANTS

The City is committed to selecting an excellent CM team that will provide a high quality

oversight and documentation for the Project. Should the use of sub‐consultants be proposed

by the proposing firm, they shall be clearly identified and included as part of the proposal in

response to this RFP.

NO CONFLICT OF INTEREST

The selected CM firm shall not be a bidder, or preform work for any bidder, on any individual

construction contract related to this project.

ENVIRONMENTAL CLEARANCE The City Council adopted Mitigated Negative Declaration MND 14‐01 in June 2014 related to

the Tier 2 Entry Improvements. The required environmental permits from the US Army Corps

of Engineers, California Department of Fish & Wildlife, and Regional Water Quality Control

Board have been obtained and are implemented with the Tier 2 construction. The City will be

responsible for meeting any additional requirements of the California Environmental Quality

Act (CEQA) related to the Tier 3 Improvements.


PROPOSAL REVIEW PROCESS & SCHEDULE The City of Laguna Niguel will review all proposals received by the submittal deadline indicated

in this RFP. Proposals that do not meet the minimum requirements of this RFP will be rejected.

The City reserves the right to select the firm that best meets the overall needs and offers the

best overall value to the City based on a variety of criteria, including but not limited to,

experience of the Construction Management and Inspection team, successful completion of

similar projects, and not solely on the lowest cost of services. The proposals identified to best

meet the overall needs of the City will be invited to an interview. It is anticipated that following

interviews, the City will identify a preferred firm to enter contract negotiations. Upon

successful negotiations with the preferred firm, a contract will be presented to the City Council

for approval.

The following is the anticipated schedule for the selection of a qualified firm in response to the

RFP:

Request for Proposal Made Available ........................................................ March 28, 2017

Pre‐Proposal Meeting (Optional)

Crown Valley Community Park ....................................................... April 10, 2017; 2:00 pm

Proposals Due at City Hall ............................................................May 2, 2017; 4:00 pm

City Review Proposals ................................................................................ May/June, 2017

Oral Presentations/Interviews with Finalists ....................................................... June 2017

Complete Negotiations with Preferred Firm ....................................................... June 2017

City Council Selection ............................................................................................ July 2017 *Note – All dates subject to change due to City need for additional time for review and obtaining City Council approval.

PROCEDURE FOR SUBMITTING PROPOSALS Proposals shall be submitted to:

Laguna Niguel City Hall 30111 Crown Valley Parkway Laguna Niguel, CA 92677 Attn: Nasser Abbaszadeh, Public Works Director

Proposals must be received at Laguna Niguel City Hall no later than May 2, 2017 at 2:00 p.m.

Proposals received in the mail after 2:00 p.m. on that date, regardless of the date of their

postmarks, will be rejected. If hand delivered, proposals shall be submitted to the City Clerk on


the second floor of City Hall at the address above. Hand delivered proposals submitted to any

other office or location will be rejected.

PROPOSAL CONTENT Submitted proposals shall include ten (10) identical copies and one (1) unbound copy that can

be used by the City for reproduction purposes. The content and sequence of the information

contained in each copy of the proposal shall be as follows:

A. Letter of Introduction & Statement of Interest

Provide an introductory letter with an understanding of the work to be performed and why

the firm believes itself to be the best qualified to perform the services requested. Indicate

the Management Contact (Representative authorized to sign an agreement for your firm)

and Project Manager (person responsible for day‐to‐day management of the project).

B. Certification of Proposals

Provide a completed Certification of Proposal form (Attachment A).

C. Table of Contents

Include a Table of Contents for the submitted material by section and page number.

D. Company Information

Provide information about the firm/company, including such items as organization and

ownership structure, history, experience and credentials to demonstrate the ability of the

firm to perform the requested services.

E. Project Team

Provide the name, title, experience, qualifications and discipline of the personnel who will

be assigned to the project, including any sub‐consultants. Provide the resumes of the

Management Contact and the Project Manager (person responsible for day‐to‐day work on

the project) and any other key team members from various disciplines, including any sub‐

consultants.


F. Examples of Work

Provide pictures, drawings, descriptions and examples of Community Buildings and similar

public/private buildings or projects that the Company and Construction Management Team

Members have successfully completed, with preference to those projects that have been

completed within the past 5 years.

G. References

Provide a list of at least five (5) references who may be contacted to discuss their

experience working with the Project construction management Team on similar public

sector projects. Please provide contact information including Organization, Name, Title,

Address, Phone, Email, Project Name, and Date of Completion.

H. Scope of Work

The CM is required to perform the work specified herein. In submitting a proposal, the

Proposer represents that it is qualified and capable of providing all the requirements of this

RFP. Also, the Proposer is invited to provide a substitute Scope of Work that is consistent

with the requirements outlined below and appropriate for a project of this caliber. The

Proposer shall state features, skills and/or services which distinguish the firm that make it

the best choice for the City. Additional information or tasks which, in the Proposer’s

opinion, should be included must be clearly identified. The CM is required to provide

services specified in the RFP, its proposal, and the executed contracts.

The following is a brief overview of the services the CM will be required to perform:

1.0 Pre‐Construction Phase

1.1 Construction Management Plan. In consultation with the City and Architect,

prepare a Construction Management Plan for the Project, which establishes

the general basis, rationale and recommended strategy for purchasing,

preparation of and bidding the various bid trade packages under the CM

Multi‐Prime project delivery method, construction sequencing, and

adherence to the Master Project Schedule and Project Budget.

1.2 Master Project Schedule. In consultation with the City and Architect,

develop a Master Project Schedule for the Project, which contains tasks and


milestones to be accomplished by the participants, including milestone

completion dates for the Architect's and any consultant's design activities.

1.3 Project Budget. In consultation with the City and Architect, develop a Project

Budget that includes the anticipated total of all costs related to the Project,

including design, consultant services, regulatory requirements and permits,

construction, FF&E, relocations, and contingencies. The Project Budget shall

also identify the potential for shortfalls or surpluses in the budget,

recommendations for cost reductions, value engineering, or revisions to the

City's Project requirements, and cash flow projections.

1.4 Construction Management Coordination and Value Engineering Review.

Perform a constructability review and provide input relative to means and

methods of construction, duration of construction, and constructability.

1.5 Coordination/Value Engineering Review. Continuously review the Architect's

contract document submissions and provide written comments on

adherence to the City's program requirements, schedule, budget,

constructability, value engineering recommendations, life cycle cost

analyses, and the coordination of the various disciplines, including civil,

grading, demolition, structural, architectural, mechanical, electrical, HVAC,

plumbing, interior finishes, FF&E, and landscape. Continuous reviews shall

be as determined by the City, the Architect and the CM. Formal submittals

shall be reviewed according to the following schedule:

• 50% Design Development

• 100% Design Development

• 90% Construction Documents

1.6 Design Review and Comments. Provide coordination between the Architect

and the City on the proper flow of information for the Project and develop

written procedures for orderly communication to all Project consultants.

1.7 Cost Adjustment Sessions. Prepare detailed estimates of Construction Cost

at the intervals described in Section 1.5 above. Advise the City and Architect

if it appears that the Construction Cost may exceed the budgeted amount as

set forth in the Project Budget and make recommendations for corrective

action to bring the Construction Costs within the City Budget.


1.8 Assignment of Responsibility. Provide recommendations and information to

the City regarding the assignment of responsibilities for safety precautions

and programs; temporary Project facilities; and equipment, materials and

services for common use of contractors. Verify that the requirements and

assignment of responsibilities are included in the proposed multi‐prime

contract documents.

1.9 Separate Contracts (Multi‐Prime Contracting). Advise on the separation of

the Project into separate contracts for various categories of work

(Contracts), and on the method to be used for selecting contractors and

awarding individual bids. Inspect, review, revise and assure proper delivery,

assembly of the Project plans, manuals and specifications, and manage and

coordinate the development of construction documents with the Architect.

1.10 Monthly Reports. Provide a detailed cash flow tracking system for the

Project to be approved and accepted by the City. Update the cash flow

spread sheet monthly or as otherwise required.

1.11 Professional Consultants. Assist the City, if required, in selecting and

retaining the professional services of surveyors, special consultants and

testing laboratories, roofing/waterproofing and other consultants as deemed

necessary, and coordinate their services.

2.0 Plan Check & Bidding Phase

2.1 Bidding Procedures. Develop and expedite bidding procedures for bid

document issuance, bid tracking and receipt of bids with regard to all of the

Contracts. Establish the necessary procedures to administer any pre‐

qualification of potential contractors as directed by the City and ensure that

all Contracts are competitively bid when required by law.

2.2 Pre‐Qualification of Bidders. Make suggestions as to what trades should be

considered through a formal pre‐qualification process. The City shall review

and determine which trades are acceptable and desired. Once the approved

trades are determined, then the CM shall proceed with the conduct of the

pre‐qualification process.


2.3 Public Relations Activities. Assist the City in public relations including, but

not limited to, preparation of Project information and attending internal and

public meetings as required, including site meetings. The CM shall be the

point of contact for the community during all phases of construction in

regards to any complaints, questions, safety issues, noise problems, dust

problems, and similar matters.

2.4 Generate Bidder Interest. Develop bidder's interest in the Project and

maintain contact with potential bidders for the Contracts on a regular basis

throughout the bid period. A telephone/email campaign shall be conducted

by the CM to stimulate and maintain interest in bidding on the Project.

2.5 Bid Advertisements. Prepare and place notices and advertisements to solicit

bids for each of the Contracts as required by law in cooperation with the

City.

2.6 Prepare and Expedite Bid Documents Delivery. Coordinate and expedite the

preparation, assembly and delivery of bid documents and any addenda for

each of the Contracts to the bidders.

2.7 Pre‐Bid Conference(s). In conjunction with the Architect and City, conduct

the pre‐bid conference(s). These conferences shall be a forum to present the

City's Project requirements to the bidders, including prequalification

requirements, and familiarize bidders with the Project, bid documents,

management techniques and with any special systems, materials or

methods.

2.8 Coordination and Inquiries. Coordinate communications related to bidder

inquiries and seek resolution from the appropriate party and provide timely

forwarding of such information to the bidders and City.

2.9 Addenda Review. Administer the addenda process and provide a review of

each addendum during the bid phase for time, cost, and constructability

impact, and make appropriate comments and recommendations.

2.10 Bid Review, Evaluation and Recommendations. In cooperation with the

Architect, the CM shall assist the City in pre‐qualification process, the bid

openings, and evaluation of the bids for completeness, full responsiveness


and price, including alternate prices and unit prices (as applicable). Make a

formal report to the City regarding the potential award of the Contracts,

receive the bids, review the bids and prepare a bid evaluation and

recommendations for the selection of bidders. Assemble and organize the

Multi‐prime Contracts as required to perform the work by the plans and

specifications for the Project. All construction work for the Project shall be

competitively bid when required by law and awarded in no more than 90

days in accordance with normal requirements for general contractors. If the

Project is funded with any State or Federal funds, CM shall comply with all

applicable requirements.

2.11 Rebidding. In the event the bids for a trade or item of work exceed the

Project Budget for that trade and the City authorizes re‐bidding of that trade,

cooperate in revising the scope and the quality of work as required to reduce

the construction costs for the Project.

2.12 Purchase, Delivery and Storage of Materials and Equipment. Investigate and

recommend a schedule for the City's purchase of materials and equipment

which are a part of the Project and require long lead time procurement, and

coordinate the schedule with the early preparation of portions of the

contract documents. Expedite and coordinate delivery of all purchases.

If applicable, arrange for delivery and storage, protection and security for

City‐purchased materials, systems and equipment which are part of the

Project, until such items are incorporated into the Project. Coordinate with

or assign these activities to the appropriate contractor who is responsible for

the installation of such materials, systems, and equipment.

2.13 Analysis of Labor. Provide an analysis of the types and quantities of labor

required for the Project and review the availability of appropriate categories

of labor required for critical phases. Make recommendations to minimize

adverse effects of labor shortages.

2.14 Notices of Award and Notices to Proceed. Issue Notices of Award and

Notices to Proceed on behalf of the City.


3.0 Construction Phase

3.1 Pre‐Construction Conference(s). Conduct, in conjunction with the City and

Architect, pre‐construction orientation conference(s) for the benefit of the

successful contractors and orient the contractors to the various reporting

procedures and site rules prior to the commencement of actual construction.

3.2 Contract Administration. In cooperation with the Architect, administer the

construction Contracts. Coordinate the preparation of construction staging

areas on‐site for the Project and coordinate the preparation of the site for

construction, including, but not limited to, coordinating fencing, barricades

or other items reasonably necessary for efficient construction. Coordinate

the mobilization of all contractors and shall coordinate construction

sequencing. In addition, provide management and related services as

required to coordinate work of the contractors with each other and the

activities and responsibilities of the Architect and City to complete the

Project in accordance with the contract documents.

3.3 Superintendent. Maintain a competent full‐time superintendent at the

Project site for the purpose of coordinating and providing general direction

for the work and progress of the contractors.

3.4 Submittal Procedures. Establish and implement procedures with the City and

Architect to coordinate and review shop drawing submittals, requests for

information, samples, product data, change orders, payment requests,

material delivery dates and other procedures. Maintain logs, files and other

necessary documentation. Establish a procedure for and collect certified

payroll from the Contractors for the Project.

3.5 Meetings. Coordinate and conduct pre‐construction, construction and

weekly job‐site progress meetings with the Contractors, Architect and City.

Record, transcribe and distribute meeting minutes to all attendees, the City,

and all other appropriate parties. Assist in the resolution of any technical

construction issues.

3.6 Quality Assurance/Quality Control (QA/QC). Establish and implement a

QA/QC management plan for the Project which includes steps to observe,

verify and document the specified level of construction quality.


3.7 Coordination of Technical Inspection and Testing. Coordinate all testing

required by the Contract Documents, Architect or other third parties. If

requested, assist the City in selecting any special consultants or testing

laboratories.

3.8 Construction Observation. Ensure the construction conforms to the

approved plans and specifications. Observe that the materials and

equipment being incorporated into the work are handled, stored and

installed properly and adequately and are in compliance with the contract

documents for the Project. Guard against defects and deficiencies and

advise the City of any deviations, defects or deficiencies observed in the

work.

3.9 Non‐Conforming Work. Review contractor's recommendations for corrective

action on observed non‐conforming work. Make recommendations to the

City and Architect in instances where the CM observes work that is defective

or not in conformance with the contract documents. Observe the

contractor's work to verify that all authorized changes are properly

incorporated in the Project.

3.10 Exercise of Contract Prerogatives. Advise the City and make

recommendations for exercising the City's Contract prerogatives, such as

giving the contractor notice to accelerate the progress when the schedule

goals are in jeopardy due to contractor failings, withholding payment for

cause and other prerogatives when required in an effort to achieve Contract

compliance.

3.11 Implementation of Master Project Schedule. Establish, implement and

update the Master Project Schedule which sets out the timeline and

milestones for the Project. Incorporate the activities of contractors such as

sequences and durations, allocation of labor and materials, processing of

shop drawings, product data and samples, delivery of products requiring long

lead time procurement, and other items to ensure compliance with the City's

occupancy requirements.

3.12 Safety Programs. Manage and monitor the overall safety program of the

Project. In the instance where a Contractor does not take immediate


measures to correct observed safety deficiencies, the CM will then

immediately notify the City and make recommendations on an appropriate

course of action. To the extent required by OSHA or any other public agency,

obtain each Contractor(s)' safety programs and monitor their

implementation along with any necessary safety meetings. Ensure that such

safety program is submitted to the City. To the extent required by OSHA or

any other public agency, CM shall provide its own safety program.

3.13 Endorsements of Insurance; Performance and Payment Bonds. Prior to

contractors commencing any work on the project, the CM shall obtain from the

contractors and review for compliance with the contract documents the

required insurance policy endorsements, including additional insured

endorsements, the certificates of liability insurance and the faithful

performance and payment bonds and after review and correction of any

deficiencies in these documents forward them to the City and the architect.

Further, the CM shall insure that contractors maintain in effect the required

insurance and bonds during their work on the project and shall review any

subsequent renewals or changes in insurance or bonds.

3.14 Changes in Construction Cost. Revise and refine the approved estimate of

Construction Cost, incorporate approved changes as they occur, and develop

cash flow reports and forecasts as needed.

3.15 Monitor Estimates of Construction Cost. Provide regular monitoring of the

approved estimate of Construction Cost, showing actual costs for activities in

progress and estimates for uncompleted tasks. Identify variances between

actual and budgeted or estimated costs and advise the City and Architect

whenever the Project's costs appear to be exceeding budgets or estimates.

3.16 Construction Progress Review. Keep a daily log containing a record of

weather, the contractors working on the site, number of workers, work

accomplished, problems encountered, and other relevant data or such

additional data as the City may require.

Prepare and distribute the construction schedule updates to the Master

Project Schedule on a monthly basis. Activities shall be assigned percentage‐


complete values. The report shall reflect actual progress as compared to

scheduled progress and note any variances.

The CM shall identify problems encountered in accomplishing the work and

recommend appropriate action to the City to resolve these problems with a

minimum effect on the timely completion of the Project. If requested by the

City, the CM shall assist the contractor(s) in preparing a recovery schedule.

The recovery schedule shall reflect the corrective action costs (if any) and

efforts to be undertaken by the contractor(s) to recapture lost time. This

recovery schedule shall be distributed to the contractor(s), the City, Architect

and other appropriate parties. The report shall be delivered to the City upon

completion of the Project.

3.17 Maintain On‐Site Records. Develop and implement a comprehensive

document management program. Maintain at the Project site, on a current

basis: a record copy of all Contracts, drawings, specifications, addenda,

change orders and other modifications, in good order and marked to record

all changes made during construction; shop drawings; product data; samples;

submittals; purchases; materials; equipment; applicable handbooks; Titles 21

and 24 of the California Code of Regulations; the California Building Code;

maintenance and operating manuals and instructions; other related

documents and revisions which arise out of the Contracts. Maintain records

in duplicate of principal building layout lines, elevations for the bottom of

footings, floor levels and key site elevations. At the completion of the

Project, Deliver all such records to the Architect so the Architect may review

the record as‐built drawings, after which the as‐built drawings shall be

delivered to the City.

3.18 Schedule of Values and Processing of Payments. Review and recommend

each Contractor's schedule of values for each of the activities included in

that contractor's schedule of events. Review with the Architect and make

recommendations to the City pertaining to payments to the contractors.

3.19 Evaluate Change Order Proposal Costs. Evaluate contractors' costs for

proposed change orders and make a recommendation to the City regarding

the acceptance of any proposals for a change order. Assist the City and the

Architect in negotiating any change order costs and time extensions.


3.20 Change Order Reports. Ensure that all changes to any of the Contracts

between the City and a contractor shall be by change order executed by the

City. Prepare and distribute change order reports on a monthly basis.

Identify their effect on the Contract price and Master Project Schedule.

3.21 Contractor Claims. Review with City and Architect all notices of claims and

claims submitted by contractors against the City for any alleged cause.

Perform an evaluation of the contents of such claim and make

recommendations to the City before the time period established by law for

City response to such claims has lapsed. If requested by the City, prepare

estimates and alternate estimates based on varying scenarios of the claim

cause. These estimates shall be transferred to the City and shall be used in

claim rulings and negotiations. If requested by the City, negotiate claims

with the contractor(s) on behalf of the City.

3.22 Project Status Reports. Prepare and distribute monthly a Project Status

Report that shall include a report and update of all key items required to

adequately manage the Project.

3.23 Equipment Instruction Manuals, Warranties and Releases. Obtain all written

material such as operations and maintenance manuals, warranties, affidavits,

releases, bonds, waivers and guarantees for all equipment installed in the

Project. All such materials, including equipment instruction material, keys,

and documents shall be reviewed and delivered to appropriate City

personnel.

3.24 Completion of Contracts and Project. Notify and assist Architect in preparing

a list of incomplete or unsatisfactory items ("Punch‐list"), and prepare a

schedule for their completion. Assist the Architect in determining when the

Project or a designated portion thereof is complete. Prepare a summary of

the status of the work of each contractor, listing changes in the previously

issued Punch‐list and recommending the times within which contractors shall

complete the uncompleted items on the Punch‐list.

3.25 As‐Built Documents. Coordinate and expedite functions in connection with

the contractor's obligation to provide "as‐built" documents and make

recommendations for adequate withholding of retention in the event that a

contractor fails to provide acceptable "as‐built" documents.


3.26 Training Sessions. Coordinate and schedule training sessions, if necessary,

for the City's personnel and require that the contractor's obligation in

providing this training is fulfilled.

3.27 Accounting Records. Establish and administer an appropriate Project

accounting system in conjunction with the City and maintain cost accounting

records on authorized work performed under unit costs, additional work

performed on the basis of actual costs of labor and materials, or other work

requiring accounting records.

3.28 Permits. Assist the City in obtaining all necessary permits for the Project,

including without limitation, building, grading, and occupancy permits.

3.29 Initial Start‐up and Testing. With the Architect and the City's maintenance

personnel, observe the contractors' proper installation of utilities,

operational systems and equipment for readiness and assist in their initial

start‐up and testing for the Project. Coordinate and assist City in the move‐in

for the Project.

3.30 Storm Water Pollution Plan. Review and recommend to the City which

Contractors should prepare and implement Storm Water Pollution Plans,

include such requirements in the appropriate bid packages, coordinate the

required work and monitor that the work is implemented in the field.

Achieve satisfactory performance from the Contractor(s) responsible for the

installation and maintenance of this requirement. Recommend a course of

action to the City when requirements of a contractor are not being fulfilled

or promptly corrected.

4.0 Project Close‐Out and Post construction Services

4.1 Relocation. A ssist the City to coordinate the arrival and installation of

City furnished materials and fixtures, furnishings and equipment

("FF&E"). Coordinate schedules for City user relocations and

occupancy.

4.2 User Training. The CM shall schedule and document all City training

sessions, and arrange for supplementary information where needed,


and arrange for manufacturers to provide training for maintenance and

operations personnel.

4.3 Punch Lists. In conjunction with Architect and City, develop, schedule and

verify completion of any outstanding punch list of incomplete or non‐

conforming work.

4.4 Project As‐Builts, Close Out, and Warranties. Review contractual

requirements for as‐builts, close out documentation and warranties, and

obtain and compile all required documentation for delivery to the City.

4.5 Final Claims Releases. Obtain final claim releases, including release of any

stop notices, from the Contractors as required by the contracts and State

law.

4.6 Final Project Report and Payment. Prepare the final payment

documentation for prime contractors, and provide a final report to the

City that includes:

(a) A financial summary of all construction contracting, change orders,

construction manager, consultant services, FF&E, and other costs

associated with the Project.

(b) A construction summary with final schedule review and update.

(c) A final acceptance summary with signed receipts from City staff of all

close out document submittals.

(d) A final acceptance of receipt of all FF&E.

4.8 User Complaints. Assist with response to initial post‐occupancy

complaints about missing or malfunctioning building components and

equipment, and contractor/vendor warranty items.

4.9 Year‐End Walk Through. Conduct a year‐end walk through immediately

prior to the expiration of the warranty period and ensure completion of

noted items at no additional cost to the City.


I. Exclusions

Identify any services that are specifically excluded from the scope of work that will likely be

needed to complete a project of the desired scope and magnitude.

J. Project Schedule

Provide a preliminary project schedule identifying major milestones based on Scope of

Work above and the City’s Project schedule as currently outlined in the Building Program

and Space Analysis.

K. Cost of Services

Provide a detailed not‐to‐exceed cost proposal to accomplish the services requested.

Identify the hourly allocation of resources by discipline and by each of the major four tasks

identified in the Scope of Work above.

GENERAL REQUIREMENTS A. Personnel

The Letter of Introduction and Statement of Interest shall identify the Construction

Management Contact (representative authorized to sign an agreement for your firm) and

Project Manager (person responsible for day‐to‐day management of project). The successful

proposer may change the Management Contact, Project Manager, and other supporting

staff and specialists with prior written permission of the City.

B. Right to Request Additional Information

During the evaluation process, the City reserves the right, where it may serve the City’s best

interest, to request additional information or clarifications from proposers. The City

reserves the right to waive any irregularity, informality or error in any proposal or in the RFP

process or to reject any proposal which does not comply with this RFP. At the discretion of

the City, firms submitting proposals may be requested to make oral presentations as part of

the evaluation process.


C. Right to Reject Proposals

The City reserves the right to reject any or all proposals.

D. Proposal Interpretations and Addenda

Any change to or interpretation of the RFP by the City will be posted on the City’s website

and any such changes or interpretations shall become a part of the RFP for incorporation

into any agreement awarded pursuant to the RFP.

E. The successful proposer will be required to enter into a Professional Services Agreement.

The City reserves the right to enter into negotiations with the successful proposer to

consider requested exceptions or changes to the RFP.

F. Pre‐Contract Costs

The City shall not be responsible or liable for any pre‐contract costs incurred by the firm

responding to this RFP and/or participating in the selection process.

G. Public Record

All proposals submitted in response to this RFP will become the property of the City upon

submittal and a matter of public record pursuant to applicable law.

H. Additional Services

The Scope of Work describes the minimum work to be accomplished. Upon final selection

of the firm, the Scope of Work may be modified and refined during negotiations with the

City.

Crown Valley Park Community Building 1 RFP For Construction Management Services Attachment A – Certification of Proposal

ATTACHMENT A – CERTIFICATION OF PROPOSAL 1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to

the City in accordance with the Request for Proposal (RFP), as may be revised or amended, and to be bound by the terms and conditions of the RFP.

2. This firm has carefully reviewed its proposal and understands and agrees that the City is not

responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them.

3. It is understood and agreed that the City reserves the right to waive any irregularity, informality

or error in any proposal or in the RFP process or to reject any proposal which does not comply with this RFP.

4. The proposal includes all of the commentary, figures and data required by the RFP, as it may

be revised or amended. 5. The City shall not be responsible or liable for any pre‐contract costs incurred by the firm

responding to this RFP and/or participating in the selection process. 6. It is understood and agreed that this firm, if selected, shall not be a bidder, or perform work

for any bidder, on any construction contract related to this project. 7. This firm has carefully read and fully understands all of the items contained in this RFP. This

firm agrees to all of the requirements except for those disclosed by the firm in project proposal, listed on an attachment.

8. The proposal shall be valid for 180 days from _______________________. (date of submittal to City)

Name of Firm: ____________________________________ By: _____________________________________________ (Authorized Signature) Print Name: ______________________________________ Title: ____________________________________________ Date: ____________________________________________