REQUEST FOR PROPOSALS · 5 Request for Proposals - Construction Manager/General Contractor (CM/GC)...

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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services

REQUEST FOR PROPOSALS

For

CONSTRUCTION MANAGER/GENERAL CONTRACTOR

(CM/GC) SERVICES

CITY OF LAKE OSWEGO PUBLIC WORKS DEPARTMENT

NEW OPERATIONS CENTER

JULY 15, 2015

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TABLE OF CONTENTS

1. GENERAL: NATURE OF SOLICITATION; OVERVIEW & PROJECT BACKGROUND .. 4

Solicitation of Services ............................................................................................................... 4

Background ................................................................................................................................. 4

Project Organization ................................................................................................................... 4

Projected Milestones ................................................................................................................... 4

Construction Budget ................................................................................................................... 4

2. SCOPE OF WORK ..................................................................................................................... 5

Phases of Construction ................................................................................................................ 5

CM/CG Service Phases ............................................................................................................... 6

Construction Management Services ........................................................................................... 6

Construction Services ................................................................................................................. 8

Public Contracting Special Requirements .................................................................................. 9

3. PROPOSAL PROCESS ............................................................................................................ 10

RFP Not Offer to Contract ........................................................................................................ 10

Mandatory Pre-Proposal Briefing and Site Tour ...................................................................... 10

Proposal Submission and Award Schedule............................................................................... 11

Changes to RFP......................................................................................................................... 11

Public Disclosure of Proposals ................................................................................................. 11

Proposal Costs ........................................................................................................................... 12

Right to Reject Proposals and Cancel RFP ............................................................................... 12

Period of Irrevocability ............................................................................................................. 12

Obligation to Award ................................................................................................................. 12

Questions................................................................................................................................... 12

Amend or Withdraw Proposal .................................................................................................. 13

Objections or Protests ............................................................................................................... 13

Informalities .............................................................................................................................. 13

4. SUBMISSION OF PROPOSALS ......................................................................................... 14

Deadline and Location for Proposal Submission ...................................................................... 14

Format of Proposal .................................................................................................................... 14

Description of Method of Providing CM/CG Services............................................................. 14

References ................................................................................................................................. 18

Fee Proposal .............................................................................................................................. 18

Contract Form / Objection ........................................................................................................ 19

Deviations from the RFP .......................................................................................................... 19

5. EVALUATION OF PROPOSALS .................................................................................... 19

Evaluation Committee .............................................................................................................. 19

Nonresponsive Proposals Disqualified ..................................................................................... 19

Written Proposal Evaluation Criteria and Maximum Point Values .......................................... 19

Competitive Range for Interviews ............................................................................................ 22

Interviews .................................................................................................................................. 22

Selection of Finalist / Negotiation of Contract ......................................................................... 22

6. COMMENCEMENT OF WORK ......................................................................................... 22

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7. APPENDICES ....................................................................................................................... 23

Appendix A - Construction Manager / General Contractor (CM/GC) Contract ...................... 23

Appendix B – City of Lake Oswego General Conditions for Public Improvement Contracts

(Adopted by the City of Lake Oswego from the State of Oregon for use on the Public Works

Department New Operations Center ......................................................................................... 23

Appendix C – General Conditions Matrix ................................................................................ 23

Appendix D – Master Project Schedule (Draft) ........................................................................ 23

Appendix E – Proposal Form .................................................................................................... 23

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1. GENERAL: NATURE OF SOLICITATION; OVERVIEW & PROJECT BACKGROUND

Solicitation of Services

The City of Lake Oswego is requesting proposals from interested Construction Manager/General

Contactor (CM/GC) firms (including partnerships and joint ventures) for pre-construction and

construction services for new facilities at the Public Works Department, Operations Division located at

5705 Jean Road, Lake Oswego, OR 97035.

The CM/GC will participate in schematic design, design development and construction document

development phases as a member of a team with the Owner’s Authorized Representative (DAY CPM

Services), Architect and Engineering team, and other Project consultants, to provide preconstruction

services and construction services. The CM/GC is being selected early in the project to best serve the

City of Lake Oswego’s project.

Background

The City of Lake Oswego conducted a Master Plan development in 2009 to determine operation staff’s

current and future needs, an analysis of the existing structures, and budgets to build the proposed

replacement facilities. The Master Plan recommendations were to remove and replace all current

facilities with new structures. Complete replacement of all facilities was cost prohibitive, so the scope of

work was reduced to fit the budget and still maintain growth into the future.

Project Organization

The City of Lake Oswego has retained DAY CPM SERVICES LLC to provide Project Management oversight

and Owner’s Authorized Representative services on behalf of the Owner. The Architectural and

Engineering services will be retained by the City of Lake Oswego utilizing the services of “an architect

and engineering firm or partnership yet to be selected” as the prime design consultants to manage and

coordinate the design of the project and to provide Construction Administration services through

construction completion.

Projected Milestones

Projected significant milestones for this procurement are as follows:

- CM/GC Contract Execution: September 17, 2015

- Schematic Design Estimate: October 14, 2015

- Design Development Estimate: January 20, 2016

- Start On-Site Construction: May 2016

- Phase 1 Completion: February 2017

- Phase 2 Completion: July 2017

Refer to Appendix D for information related to the Master Schedule for the project

Construction Budget

The City of Lake Oswego Public Works Department has budgeted $9 million for the total

construction budget. Construction budget includes construction contingency carried within the

GMP.

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2. SCOPE OF WORK

Phases of Construction

Phase 1:

New Office Building (Approximately 16,100 SF):

The current vision includes construction of a pre-manufactured metal building with concrete

floor and upgrades including composite metal panel roof, exterior wall consisting of CMU with

composite metal wall panels above. Exterior pre-engineered walls in office area and

administration areas shall be in-filled with metal studs to provide a finished appearance.

Interior walls shall typically be metal stud construction and concrete masonry. All

administration, meeting/conference rooms, locker room, and storage areas will be built out to

provide a standard office environment.

New Motor Pool/Shop Building (Approximately 9,400 SF):

The current vision includes construction of a pre-manufactured metal building with exposed

structure on the interior and few interior walls, an 8” concrete floor, composite metal panel

roof, exterior wall consisting of CMU wall to 8 feet in height, composite metal wall panels above

masonry, and exterior windows for daylighting. This building will also house the vehicle repair

activities typical to a maintenance services facility; including service bays with an overhead

crane, an overhead oil/lube distribution system, welding shop, and shower / clean-up area with

lockers.

Decant Facility:

Construction of a new decant facility to allow current maintenance operations to continue

throughout the construction process.

Existing Heated Vehicle Storage:

This facility is currently partially located on the site where the new office and motor pool/shop

buildings will be placed. The intent is to partially demolish this building but keep 4 bays of the

existing building operational during construction. The remainder of this existing building will be

removed once the new heated vehicle storage building is completed.

The existing office and motor pool/shop buildings are to remain functional until the new

facilities are in-place.

Site development and landscaping for these new improvements will occur with the rest of the

Phase 1 window.

Phase 2:

Heated Vehicle Storage Building (Approximately 12,000 SF):

Pre-engineered single story metal building with bay spacing of 24 feet wide, an 8 inch thick

concrete floor, composite metal wall and roof panels, minimum eave clearance height of 16

feet, overhead lighting, electrical outlets, and a heated environment to keep winter service

vehicles from freezing up during cold winter weather.

Covered Vehicle Storage (if budget is available):

There will be three (3) Quonset style buildings for standard vehicle storage.

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Demolition and removal of the existing office and motor pool/shop buildings and other

incidental buildings as required.

Remaining site development and landscaping.

CM/CG Service Phases

The services requested of the CM/GC shall be provided in two phases:

1 Preconstruction Services: Consultation with the City of Lake Oswego Public Works Department and

its design and project management team during the planning and design of the project.

2 Construction Services: Management and completion of the construction work within the

negotiated GMP (guaranteed maximum price) and project schedule.

Construction Management Services

The City of Lake Oswego seeks a CM/GC who can best provide CM/CG services, including but not limited

to achieving the below:

1. Providing the City of Lake Oswego Public Works Department and its Architect / Engineer with

unique expertise and experience that will assist in selecting the most economical and timely

construction solutions. The CM/GC shall be responsible for providing necessary consulting

expertise to the Owner to ensure that the program scope is maximized and the construction

budget and the Project schedule are met.

2. Ensuring that existing operations of the City of Lake Oswego Public Works Department are

maintained throughout construction with minimal disruption to ongoing operations of adjacent

facilities.

3. Implementing procedures to aggressively manage the construction costs, schedule, phasing

requirements, and minimize hazards related to the development of the site in and around existing

facilities.

4. Developing project procedures to manage the high risks and critical need for effective partnering

and collaborative decision-making processes to ensure that jobsite safety is not compromised and

that impacts on subcontractors are minimized, while performing significant work around existing

facilities.

5. Providing contractor expertise to develop means and methods strategies of work-around site;

logistics solutions to constructing the new facilities while maintaining other adjacent ongoing

operations. Construction work will need to be carefully staged and coordinated to ensure safety of

the public at all times.

6. Providing procurement and implementation strategies for complex phasing of the Project to

leverage early bid package(s), while allowing time for additional design solutions for later bid

packages and coordination of work activities in and around sensitive environmental conditions.

7. Developing the Project within its budget limitations and identifying cost-effective solutions through

constructability reviews, value engineering and collaboration with stakeholders to meet budget

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constraints.

8. Providing a full description of items that make up the proposed GMP. A complete copy of the

GMP estimates in a format approved by Owner, including all details, must be provided to the

Owner. The CM/GC will cooperate with other Owner designated Consultants, and advise, assist,

and provide recommendations to the Owner and Architect / Engineer on all aspects of the planning

and design of the work.

9. Provide timely and accurate information, estimates, and participate in decisions regarding

construction materials, methods, systems, phasing, and costs to assist in determinations which are

aimed at providing the highest quality building within the budget and schedule.

10. Work with the Owner in identifying critical elements of the Work that may require special

procurement processes, such as prequalification of bidders or qualifications-based selection.

11. Actively participate in formal Value Engineering studies anticipated to be held at the end of

Schematic Design and Design Development document phases. Actively participate in ongoing value

engineering and constructability reviews to ensure the project budget and design standards are

maintained.

12. Review in-progress design documents and provide timely input and advice on construction

feasibility, and alternative materials, and availability. Provide formal and informal Constructability

Reviews (CR) of the Contract Documents as part of the design development QA/QC process.

Provide final CR review of 80% CD design documents and suggest modifications to improve

completeness of the documents prior to establishing the final GMP.

13. Provide input to the Owner and the Architect / Engineer regarding current construction market

bidding climate, status of key subcontract markets, and other local economic and weather related

conditions. Recommend division of work to facilitate bidding and award of trade contracts,

considering such factors as bidding climate, weather, improving or accelerating construction

completion milestones, minimizing trade jurisdictional disputes, and related issues. Advise the

Owner on subcontracting opportunities for minority/women/ESB firms.

14. Continuously monitor and update the Project schedule and recommend adjustments in the design

documents of construction bid packaging to ensure completion of the Project in the most

expeditious manner possible.

15. Prepare construction cost estimates for the Project at appropriate times throughout the design

phases of the work. Notify the Owner and Architect / Engineer immediately if their construction

cost estimates appear to be exceeding the construction budget or the GMP.

16. Work with the Owner and Architect / Engineer to maximize energy efficiency in the Project. Provide

estimating and value engineering support to the Owner’s analysis and application for energy

related incentive programs offered by local utilities.

17. Furnish a Guaranteed Maximum Price (GMP) in accordance with the CM/GC Agreement for the

Owner’s review and approval. It is also possible that a partial Early Work Amendment will be

authorized to cover construction work in advance of the GMP.

During preconstruction, the CM/GC shall actively participate as a member of the Project team.

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The CM/GC will work collaboratively and proactively with the Owner and Architect/Engineer to proceed

with planning, design and development of the work in a manner which supports the Owner’s efforts to

keep costs within the Owner’s budget. The CM/GC shall provide Construction Management (CM)

services throughout the Project, from the preconstruction period through construction and shall closely

coordinate such work with the Owner, PM and Architect.

The CM/GC’s CM services shall include but not be limited to:

1. Assistance in identifying safe work practices and requirements for construction.

2. Assessing and recommending site logistics requirements.

3. Recommending phasing, sequencing of work and construction scheduling.

4. Providing cost-estimating including GMP development and subcontractor procurement.

5. Determining and reconciling constructability issues and performing formal constructability

analysis reviews of the design documents prior to subcontract bidding.

6. Assessing alternative construction options for cost savings.

7. Identifying products for Value Engineering (VE) and engineering systems for life cycle cost,

design considerations and recommending all work necessary to support their implementation.

8. Participating in Owner’s Design Development, Detailed Design and Construction Document

Phases and coordination reviews.

9. Critical Path scheduling and site logistics planning.

10. Permit procurement assistance and agency coordination.

Preconstruction services will be provided generally under the terms contained in this RFP solicitation

process, and paid for on a cost reimbursement basis.

Construction Services

The CM/GC shall provide full General Contracting (GC) services for construction of the Project in

accordance with the requirements of the Contract Documents and except to the extent work is

specifically indicated in the Contract Documents to be the responsibility of others.

The CM/GC firm must be skilled in all aspects typical to a general contractor and construction manager,

including, but not limited to developing Critical Path Method (CPM) schedules, preparing construction

estimates, performing value engineering and life-cycle cost studies, analyzing alternative designs,

studying labor conditions, understanding construction methods and techniques, understanding local

climate conditions and requirements for weather protection during construction, performing

constructability reviews, sequencing of work, and coordinating and communicating the activities of the

team throughout the design and construction phases to all members of the Project delivery team.

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In addition, the CM/GC must be familiar with the local labor and subcontracting market and be capable

of working with subcontractors to generate viable pricing alternatives

The CM/GC firm will coordinate and manage the construction process as a collaborative member of a

team with the Owner, PM, A/E, and other Project consultants and governmental agencies; including

hazardous material survey and removal process. The CM/GC must also be familiar with sustainable

construction techniques, LEED certification requirements and processes and employ those techniques

and processes throughout the term of the Project.

During the Construction Phase Services, the CM/GC services shall include:

1. Provide and pay for all materials, tools, equipment, labor, and professional and non-professional

services

2. Refine the construction schedule, phasing and site logistics.

3. Advance materials procurement.

4. Advance construction (if approved via an Early Work Amendment)

5. Develop subcontractor bidding packages.

6. Quality control of the work in progress.

7. Ongoing management of the construction budget and monthly, or as requested by Owner,

reporting of budget and work in progress status.

8. Overall construction management.

9. Perform all other acts and supply all other things necessary to fully and properly perform and

complete the Work, as required by the Contract Documents.

Public Contracting Special Requirements

In order to implement the CM/GC method of construction with a GMP, the CM/GC shall comply with the

below public contracting requirements to ensure an adequate level of competition. Proposers shall note

the following requirements concerning management of this GMP Project:

1. A full description of items that make up the proposed GMP is required from the CM/GC. A

complete copy of the GMP estimates in a format approved by Owner, including all details, must be

provided to the Owner. The CM/GC will cooperate with other Owner-designated cost estimators to

reconcile GMP estimates to Owner-approved limits.

2. Comply with Oregon Administrative Rules (“OAR”) 137-046-0200 and 137-046-0210 in all

respects for the solicitation of Minority, Women and Emerging Small Business Enterprises. Compliance

shall include pass-through requirements for subcontractor demonstrations of good faith efforts for all

subcontract offer packages, for which set goals may be utilized.

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3. The Contract awarded through this process will require the CM/GC to use an open competitive

selection process for subcontracted components of the Project. The processes used to award

subcontracts by the CM/GC will be monitored by the Owner and Owner’s Authorized Representative.

The CM/GC shall solicit bids or quotes from subcontractors unless otherwise authorized by the Owner in

writing. Owner will review all bids at its discretion, and reserves the right of prior written approval of

any bids when fewer than three (3) bids are received in response to any solicitation. If the CM/GC

intends to self-perform a scope(s) of work, the CM/GC shall notify the Owner in writing of this intent,

post separate public advertisements identifying the specific scope of work being pursued by the CM/GC

and the date/time/location of when their and other subcontractor bids will be due, solicit competitive

bids from other subcontractors for the same scope of work intended to be self-performed, and the

CM/GC will be held to no additional mark-up of fee beyond the contracted fee percentage for cost of

the work.

4. By listing individuals in the Proposal, the firm affirms that these individuals will be available to

work on the Project at the approximate percentages shown in the Proposal. The Owner reserves the

right to approve or reject any changes to the proposed personnel. Owner further reserves the right to

request a substitution of personnel if deemed to be in the best interest of the Owner.

5. All Proposers must be registered with the Oregon Construction Contractors Board prior to

submitting Proposals. Failure to register will be sufficient cause to reject the Proposal as non-

responsive.

6. For this Project, the provisions of ORS 279C.800 to 279C.870, relative to prevailing wage rates,

will apply. The CM/GC and all subcontractors shall comply with BOLI requirements. The actual

prevailing wage rates applicable to this Project will be identified at the time the initial set of

construction specifications are made available and are incorporated into the first Early Work

Amendment, or, if no Early Work Amendment occurs, then at the time of the GMP Amendment. Those

rates will then apply throughout the Project.

3. PROPOSAL PROCESS

RFP Not Offer to Contract

This RFP provides instructions for the preparation of a proposal that will address all RFP

requirements. This RFP is not an offer to contract. Only the execution of a written contract will

obligate the City of Lake Oswego, in accordance with the terms contained in the contract.

Mandatory Pre-Proposal Briefing and Site Tour

A mandatory pre-proposal briefing and site tour will be conducted on the Mandatory Pre-Proposal

Meeting and Site Tour date and time stated in Section 3, Proposal Submission and Award Schedule,

below, at the Public Works Department offices located at 5705 Jean Road, Lake Oswego, OR 97035. The

meeting will allow proposers the opportunity to view the construction site and gain a better

understanding of the work and the unique aspects of the project. Proposers are required to attend.

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Proposal Submission and Award Schedule

July 15, 2015

July 27, 2015, 10:00 AM

August 4, 2015, 5:00 PM

August 7, 2015

August 14, 2015, 2:00 pm

August 21, 2015

Aug. 27 - 28, 2015

Aug. 31 – Sept. 4, 2015

Sept. 15, 2015

Sept. 17, 2015

Sept. 21, 2015

RFP issue dates

Mandatory Pre-Proposal Meeting and Site Tour

Deadline for Proposer Questions

RFP Addenda issuance

Proposals Due Date and Time

Competitive Range Proposers Identified and Notified of

Interviews

Interviews with Competitive Range Proposers

Contract Negotiations with Evaluation Team

City Council Approval

CM/CG Executes Contract

Beginning of Services

[Dates after Proposals Due Date and Time are subject to change; all times stated are local, Pacific Time.]

Changes to RFP

The City of Lake Oswego reserves the right to make changes to the RFP not later than 7 calendar days

prior to the Proposals Due Date and Time in in Section 3, Proposal Submission and Award Schedule

subsection above. Changes will be made only by written addendum which will be available to all

prospective proposers via the City’s website link (http://www.ci.oswego.or.us/publicworks/bid-rfp-

information).

Prospective proposers may request or suggest any change to the RFP by submitting a written request.

The request shall specify the provision of the RFP in question and contain an explanation for the

requested change. The request must be submitted prior to the Deadline for Proposer Questions stated

in Section 3, Proposal Submission and Award Schedule subsection above.

The evaluation team will evaluate all requests submitted but will not be obligated to accept the

requested change.

Public Disclosure of Proposals

Any information provided to the City of Lake Oswego pursuant to this RFP is subject to

public disclosure pursuant to Oregon’s public records laws (ORS 192.410 to 192.505).

The general requirement for public disclosure is subject to a number of exemptions. Each page

containing information deemed by the proposer as necessary to remain exempt from public disclosure

after proposals have been evaluated (e.g., pages containing trade secret, economic development

information, etc.) should be plainly marked. Marked pages should be placed in a group separate from

the remainder of the proposal.

The fact that a proposer marks and segregates certain information as exempt from disclosure does not

mean that the information is necessarily exempt. The City of Lake Oswego will make an independent

determination regarding exemptions applicable to information that has been properly marked and

segregated. Information that has not been properly marked and segregated may be disclosed in

response to a public records request. When exempt information is mixed with nonexempt information,

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the nonexempt information must be disclosed. The City of Lake Oswego will redact pages that include

both exempt and nonexempt information to allow disclosure of the nonexempt information.

Unless expressly provided otherwise in this RFP or in a separate communication, the City of Lake

Oswego does not agree to withhold from public disclosure any information submitted in confidence by a

proposer unless the information is otherwise exempt under Oregon law. Except for pages which are

designated as confidential because of they contain trade secrets or proprietary information and they are

not disclosable under the Oregon Public Records Law, the City of Lake Oswego considers the balance of

the proposal submitted in response to this RFP to be submitted in confidence only until the date of

“Competitive Range Proposers Identified and Notified of Interviews”, as stated in Section 3, Proposal

Process, Proposal Submission and Award section.

Proposal Costs

Any Due Diligence efforts conducted by a Proposer is at the Proposer’s expense. The City of Lake

Oswego will not pay any costs incurred in the preparation or submission of a proposal (including the

interview phase), or in the negotiation execution of the form of contract, or otherwise responding to

this RFP, all of which will be the sole responsibility of the proposer.

Right to Reject Proposals and Cancel RFP

The City of Lake Oswego reserves the right to reject any and all proposals. The City of Lake Oswego may

cancel the RFP without liability to the City of Lake Oswego any time prior to executing contract if the City

of Lake Oswego determines, in its sole discretion, it’s in the City’s best interest to do so.

Period of Irrevocability

Proposals shall be offers that are irrevocable for a period of sixty (60) calendar days after the time and

date proposals are due. Proposals shall contain the name, address and telephone number of an

individual or individuals with authority to bind the company during the period in which the proposal will

be evaluated.

Obligation to Award

The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the City of Lake

Oswego to award a contract.

Questions

Questions pertaining to this RFP shall be presented in writing to:

Eric Eckfield, Project Manager

DAY CPM SERVICES (Owner Representative)

12745 SW Beaverdam Rd. Ste #120

Beaverton, OR 97005

Email: [email protected]

Questions must be received in electronic format not later than 5:00 p.m. on the date stated for the

Deadline for Proposer Questions, in Section 3, Proposal Submission and Award Schedule subsection.

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Questions will be compiled and collectively addressed in writing prior to the date for RFP Addenda

issuance, as stated in Section 3, Proposal Submission and Award Schedule subsection

.

Amend or Withdraw Proposal

A proposer may amend or withdraw its proposal any time prior to the time and date established for

submission of proposals.

Objections or Protests

Process

A proposer or prospective proposer who wishes to object or protest any aspect of this

procurement shall comply with requirements of Lake Oswego Public Contract Rule 103-0260

and must deliver a written protest to:

Anthony Hooper, Support Services Supervisor

Public Works Department, Operations Department

City of Lake Oswego

5705 Jean Road

Lake Oswego, OR 97035

A protest is delivered when it is actually received by the aforementioned addressee.

A protest shall be deemed to include only the documents timely delivered pursuant to this paragraph. It

must clearly state all of the grounds for the protest and must include all arguments and evidence in

support of the protest. Testimonial evidence may be submitted by affidavit. The City of Lake Oswego

may investigate as it deems appropriate in reviewing the protest and will issue a written response to the

protest. The City of Lake Oswego may proceed with contract award, execution, and performance while a

protest is pending.

Timeliness

If the protest relates to matters that are apparent on the face of the solicitation documents or that are

otherwise known or should have been known to the protester, the protest must be delivered no later

than (10) calendar days prior to the Proposals Due Date, as stated in Section 3, Proposal Process,

Submission and Award Schedule subsection.

If the protest relates to other matters, including but not limited to the award of the contract, it must be

delivered as soon as possible, and in no event later than seven (7) calendar days, after the protester

knows or reasonably should have known of the award of the contract, the City of Lake Oswego’s intent

to award the contract, or other matters to which the protest is addressed.

The City of Lake Oswego will decline to review a late protest.

Informalities

The City of Lake Oswego reserves the right to waive informalities of proposals.

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4. SUBMISSION OF PROPOSALS

Deadline and Location for Proposal Submission

The proposal must be delivered to the following addressee not later than 2:00 p.m, on the date stated

as the Proposals Due Date, in Section 3, Proposal Process, Submission and Award Schedule subsection.

Anthony Hooper, Support Services Supervisor

Public Works Department, Operations Department

City of Lake Oswego

5705 Jean Road

Lake Oswego, OR 97035

The City of Lake Oswego, at its option, may decline to consider late submissions.

Format of Proposal

Each proposer’s submission in response to this RFP must:

1. Proposals shall be prepared simply, economically and environmentally friendly, providing a

straightforward format. Concise and direct responses are encouraged.

2. The proposal form is included as Appendix E. It shall be completed, executed and included

as the first page of the proposal. This will not count in the page limit referenced above.

3. Include one (1) original (marked as such), six (6) copies and one (1) PDF copy on a USB flash

drive.

4. Be submitted in a sealed envelope that is plainly marked “Proposal to Provide CM/GC Services –

City of Lake Oswego Public Works Department New Operations Center” and bears the proposer’s name,

address, telephone number, and email address.

5. However, except as provided otherwise below, a proposal shall be on 8 ½” x 11” paper, in a font

size no smaller than eleven (11) points and shall not exceed thirty (30) single-sided pages or fifteen (15)

double-sided pages, including pictures or diagrams. Resumes required of Proposed Personnel, required

proposal response forms, and section dividers are excluded from the page limit. If a proposer exceeds

the page limit, the City will consider the information on the first thirty (30) pages, and will decline to

consider information beyond the 30th page. Description of Method of Providing CM/CG Services

Proposals shall contain the following information, provided in the order listed below. Proposers are

encouraged to use creativity and to provide complete information in their written proposals.

Management of the Work

In detail, describe the overall plan to manage the project, including the following as a minimum:

1. Describe your proposed Preconstruction Services Plan that defines each preconstruction service

you intend to provide, including but not limited to:

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1) Assistance in identifying safe work practices and requirements for construction;

2) Assessing and recommending site logistics requirements;

3) Recommending phasing, sequencing of work and construction scheduling;

4) Providing cost-estimating including identified interim design estimates, GMP development

and subcontractor procurement

5) Determining and reconciling constructability issues and performing formal constructability

analysis reviews of the design documents prior to subcontract bidding;

6) Assessing alternative construction options for cost savings;

7) Identifying products for Value Engineering (VE) and engineering systems for life cycle cost,

design considerations and recommending all work necessary to support their implementation

and;

8) Participating in Owner’s Schematic Design, Design Development, and Construction Document

Phases and coordination reviews;

9) Critical Path scheduling and site logistics planning;

10) Permit procurement assistance and agency coordination.

a. Investigation of existing conditions to ensure construction documents reflect the actual

site conditions.

b. Design and Construction Document coordination review and comments verifying their

implementation. Describe your firm’s approach when working as a project team

member during design and preparation of construction documents.

c. Design and target cost validation, budgeting, and cost estimating, tracking, and

reconciliation with second parties. Cost estimating methodology, and systems utilized to

adhere to requirements for detailed accounting and real time tracking of costs in

accordance with the project budget, Manage price volatility and market conditions

when providing cost estimates during the design phase without being unreasonably

conservative

d. Identification of constructability issues, including assistance identifying safe work

practices and requirements for construction.

e. Value Engineering and consideration of alternative construction options, products and

engineering systems for cost savings and life cycle cost design.

f. Schedule, change recommendations and advice of long-lead procurement packages.

g. Recommended phasing and sequencing of work to maximize construction site

efficiencies.

h. Assessment of and recommended site logistics requirements.

i. Subcontract Plan preparation and procurement planning.

2. Identify the person(s) responsible for each service, a description of the deliverable(s) that will be

provided to the Owner and Architect / Engineer upon completion of each service and the action you

intend to take or intend for the Architect / Engineer to take based on the information contained in each

deliverable.

3. Briefly identify three (3) or more examples of projects that demonstrate the range of

Preconstruction Services your firm has provided on previous public or private sector CM/GC

projects or private sector projects with a guaranteed maximum price (GMP).

4. To clearly show an understanding of the scope and complexity of the work, identify key issues

and/or potential constraints and risks anticipated for the project, including areas of design, construction,

and management. Describe the plan for addressing these issues and maintaining the progress of the

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work.

5. Describe the work sequencing and phasing process that will be employed to ensure that existing

adjacent operations are maintained throughout construction operations. With the understanding that a

team effort by the City of Lake Oswego, the Architect / Engineer, and the selected proposer will be

required to develop an approach to the design and construction sequencing and phasing; include a

discussion of the process employed by your firm to develop sequencing, phasing and a site logistics

plans, that minimize disruptions to existing adjacent facilities and existing wetlands.

6. Describe your firm’s approach toward managing fast track projects with critical timelines which

have completion dates that cannot be moved.

7. Describe the plan to establish and maintain good relationships and foster open and productive

communications with the City of Lake Oswego, DAY CPM, the Architect / Engineer, and the public,

including communication of current and upcoming construction activities.

Proposed Personnel and Organization

1. Provide a project organization chart showing the proposed key staff for this project in the

following areas (at a minimum):

a. Company executive with responsibility for the project and the authority to bind the

company

b. Project management

c. Construction management and supervision

d. Estimating

e. Safety

f. Quality control

2. Describe the duties and responsibilities for all key staff positions.

3. Indicate the approximate percentage of that each person shown on the organization chart is

anticipated to be working on the project and their primary work location during the design and

construction phases of the work

4. Include resumes for all key individuals shown on the chart. Resumes shall include education,

work history, length of tenure with the proposing company, and specific project experience in the role

proposed for this project. Each project experience example shall include the title, description,

construction cost, dates and durations for the project and the name, company name, position title, and

telephone number for the client representative that was responsible for the project.

5. Provide an organizational chart of the company. Include all wholly-owned subsidiary companies

and define their relationship in providing personnel or equipment for the project.

Cost Management

1. Describe how your firm will approach cost estimating and value engineering.

2. Describe the plan for managing and tracking the cost for the work. Include descriptions of cost

tracking tools and summary reports.

3. Describe the approach for establishing and maintaining a contingency fund to ensure that the

project budget is not exceeded.

4. Describe the proposed method of documenting the line item components of the Guaranteed

Maximum Price (GMP) and the method of determining whether project changes are inside or outside

the scope of the GMP.

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5. Describe past performance on other CM/GC within the past ten (10) years. For each project, list

the project name, client name, completion date, contract GMP, dollar amount and source of change

orders, and client contact person including phone number and email address.

Schedule, Quality Control, and Safety

1. Describe approach to managing the construction schedule. Include a description of the elements

of this project that are likely to put the schedule at risk and how they would be proactively managed.

Include descriptions of schedule tracking tools and summary reports

2. Describe expectations for labor and materials availability on this project. Describe how

anticipated challenges with availability of labor or materials could be mitigated. Explain the plan to

generate sufficient subcontractor and/or material supplier competition in the bidding to minimize

project costs.

3. Discuss opportunities and challenges that you see to complete the project in as efficient a

manner as possible. Describe how the opportunities will benefit the Owner and describe how the

foreseeable challenges will be addressed by your firm.

4. Describe your firm’s proposed quality control plan and how it will be implemented.

5. Describe your firm’s proposed general safety program, including training, hazard identification,

and audit/inspection. Include specific information on subcontractor and employee accountability for

safety, formal disciplinary program, and Company EMR (Experience Modification Rating) safety record

for the last three years

Procurement Strategies

1. Describe in detail your firm’s subcontractor and supplier procurement/selection process. Per

ORS 279C.337, the public improvement contract that the contracting agency negotiates with the

construction manager/general contractor must include:

a. The methods the construction manager/general contractor will use to qualify and select

subcontractors. The methods must be competitive and should provide prospective subcontractors with

a reasonable opportunity to participate in the construction manager/general contractor’s qualification

and selection process.

b. Identification of the portions of the construction work under the public improvement

contract for which the construction manager/general contractor may waive the qualification and

selection process described in paragraph (a) of this subsection and describe:

(1) How the construction manager/general contractor may determine the portions

of the construction work that will not be subject to the qualification and selection process described in

paragraph (a) of this subsection; and

(2) The process the construction manager/general contractor will use to qualify and

select prospective subcontractors for the portions of the construction work that are not subject to the

qualification and selection process described in paragraph (a) of this subsection.

c. Identification of the conditions under which the construction manager/general

contractor or an affiliate or subsidiary of the construction manager/general contractor may perform or

compete with other prospective subcontractors to perform construction work under the public

improvement contract and describe the methods the construction manager/general contractor will use

to qualify and select an affiliate or subsidiary to perform the construction work.

d. How the construction manager/general contractor will announce which prospective

subcontractors the construction manager/general contractor has selected to perform construction

services in connection with the public improvement contract.

e. The conditions under which the construction manager/general contractor will discuss

the qualification and selection process described in this subsection with a prospective subcontractor

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that the construction manager/general contractor did not select for a subcontract if the construction

manager/general contractor receives a request from the prospective subcontractor to discuss the

process.

As used in this section, “savings” means a positive difference between a fixed price, a guaranteed

maximum price or other maximum price set forth in a public improvement contract and the actual cost

of the work, including costs for which a contracting agency reimburses a construction manager/general

contractor and fees or profits the construction manager/general contractor earns.

2. Describe how you would provide local and DMWESB subcontractor and supplier opportunities

to submit bids to your firm.

References

Proposer must provide five (5) references that can rate the Proposer’s performance on CM/GC Projects

in the last ten (10) years. References must include the company name, client name, title, contact

information (phone and email), brief description of project, project value, and percentage of change

orders and their source.

Fee Proposal

Present a proposed fee for providing the CM/GC services in three parts:

Preconstruction Fee

Submit a reimbursable maximum not to exceed Preconstruction Fee for this Project. This fee

must reflect the activities required for Preconstruction Services. This fee will be paid on a cost

reimbursement basis and must be submitted as maximum not-to-exceed number.

Construction Phase General Conditions Staffing Fee

Submit a monthly cost reimbursable maximum not-to-exceed fee for the portion of the Costs of General

Conditions Work (GC Work) associated with staffing the site during the Construction Phase of this

Project. This fee must cover all line items shown in Appendix C. GC Work means that portion of the

Work required to support construction operations that is not included within overhead or general

expense but is called out as GC Work as identified in the contract, and any other specific categories of

Work approved in writing by the City of Lake Oswego’s Authorized Representative as forming a part of

the GC Work. See the attached Appendix A - CM/GC Contract for details.

After Contract award and prior to construction work being performed under an Early Work Amendment

or the GMP Amendment, the maximum not-to-exceed amount for General Conditions Work items and

for direct construction costs will be established and set forth in the applicable Amendment.

CM/GC Fee

Provide your firm's CM/GC Fee as a percentage of the Estimated Cost of the Work for this Project. This

fee, to be determined based on this percentage, must cover, at a minimum, the Construction

Management elements and Costs Excluded from Cost of the Work, as specified in the CM/GC Contract.

Items identified in the contract as applicable to the CM/GC Fee will not be reimbursed as GC Work.

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Contract Form / Objection

The form of Contract that the successful Proposer will be expected to execute if awarded the contract is

included as Appendices A and B. The Proposer should include in the proposal any objections to the form

or terms of the Contract. Any objections shall be considered after a determination of the apparent

highest ranked responsive, responsible proposer is made, and the terms shall be subject to negotiation.

The Project Manager, in consultation with the City Attorney, shall determine if any proposed

modifications to the form of Contract are acceptable to the City and that they do not present material

risk to the City or increase the City’s costs. If the final negotiated terms are not acceptable to the

apparent highest ranked responsive, responsible proposer, that proposer shall be declared not to be

responsive, and the next apparent highest ranked responsive, responsible proposer’s proposal and

objections to form of Contract, if any, shall be considered, and so forth in order, until a responsive,

responsible proposer agreeable to execution of a form of Contract acceptable to the City and to the

proposer is ascertained.

Deviations from the RFP

Identify specifically where and how the proposal deviates from the requirements of this RFP.

5. EVALUATION OF PROPOSALS

Evaluation Committee

Proposals will be evaluated by an evaluation committee comprised of City of Lake Oswego Public Works

Department representatives, Owner representative DAY CPM SERVICES, members of the architectural

and engineering firm or partnership, and technically-oriented members-at-large.

The City of Lake Oswego reserves the right to share the Proposal with any third party of City’s choosing,

in order to secure expert opinion. (The third party will be obligated to retain information in confidence

to the same degree as the Evaluation Committee members.)

Nonresponsive Proposals Disqualified

Proposals that do not meet minimum RFP requirements and omission is not a “minor informality”

waived by the City will be classified as “nonresponsive.” The City of Lake Oswego will disqualify all

nonresponsive proposals from further evaluation. Responsive proposals will be evaluated on the basis

of the criteria within this RFP.

Written Proposal Evaluation Criteria and Maximum Point Values

The City of Lake Oswego evaluation team will consider information provided in the written proposal

according to the following criteria, to rank the proposers in order of suitability to meet the City’s

needs. Maximum available points for written proposals will be 150 points. The maximum points

available for each evaluation criteria are listed in parentheses after the criteria.

1. Management of Work: (30 points maximum)

2 Proposed personnel and project organization (20 points maximum)

2. Cost management (20 points maximum)

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3. Schedule, quality control and safety (20 points maximum)

4. Procurement Strategies (20 points maximum )

5. References (10 points)

6. Fee Proposal: (30 points maximum)

a. Preconstruction (Maximum of 10 points)

b. Construction Phase General Conditions Staffing Fee (Maximum 10 points)

c. CM/GC Fee (Maximum 15 points.)

The evaluation committee may request additional clarification from a proposer on any portion of a

proposal. Proposer may not submit new information or documentation, however, and a proposer may

not use a clarification to rehabilitate a non-responsive proposal. Proposer’s point of contact must be

available during the evaluation period to respond to requests for additional clarification. Proposers shall

submit written signed clarification(s) within 24 hours, Monday through Friday, after receiving the City of

Lake Oswego’s request. A proposer’s failure to provide clarification may result in a lower score for the

proposal.

The evaluation committee will add together the points that each committee member assigns and divide

the total points by the total number of evaluation committee members to compute average score for

the evaluation questions.

Reference Scoring

The City of Lake Oswego may attempt to contact two (2) sources for each reference given. The

Evaluation Committee may make up to three (3) attempts to contact each of the reference sources,

which will be made during normal business hours. If the three (3) attempts are unsuccessful, the

proposer may receive zero (0) points for that reference source.

Preconstruction Scoring Methodology

The Pre-Construction fee shall be scored based upon a deviation from the median cost proposed by the

field of proposers. In the event only two (2) proposals are received, scoring will not be conducted via

deviation from the median but rather on traditional scoring where low fee receives highest points and

second lowest fee receives a derivative of it.

Philosophy: The Project requires your firm to perform a given required amount of work as described in

the Sample Contract, for the duration of time described in the RFP. It is our philosophy that the Pre-

Construction fee should be an accurate reflection of the effort required to perform those services. This

scoring methodology will reward the firm that hits the sweet spot in the middle of the group of

responsive proposers.

Example Outcome with 5 Proposers:

Proposed Costs for Pre-Construction Services: $45,000; $50,000; $60,000; $62,000; $77,000.

Median Cost: $60,000

Point Distribution: 10 point total available

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$45,000 – 7.6 points

$50,000 – 8.4 points

$60,000 – 10 points

$62,000 – 9.6 points

$77,000 – 7.2 points

General Conditions Staffing Scoring Methodology;

The General Conditions fee shall be scored based upon a deviation from the median cost proposed by

the field of proposers. In the event only two (2) proposals are received, scoring will not be conducted

via deviation from the median but rather on traditional scoring where low fee receives highest points

and second lowest fee receives a derivative of it.

Philosophy: The Project requires your firm to perform a given required amount of work as described in

the Sample Contract, for the monthly time duration described in the RFP. It is our philosophy that the

General Conditions fee should be an accurate reflection of the effort required to perform those services.

This scoring methodology will reward the firm that hits the sweet spot in the middle of the group of

responsive proposers.

Example Outcome with 5 Proposers:

Proposed Costs for General Conditions: $35,000; $37,000; $40,000; $41,000; $72,000.

Median Cost: $40,000

Point Distribution: 10 point total available

$55,000 – 8.8 points

$37,000 – 9.3 points

$40,000 – 10 points

$41,000 – 9.8 points

$72,000 – 2 points

CM/GC Fee Scoring Methodology:

The firm with the most competitive fee will be awarded the maximum number of points available. Other

proposers will receive a score that is calculated by dividing the most competitive fee by their fee and

multiplying the result by the total score available. In the event only two (2) proposals are received,

scoring will not be conducted via median but rather on a traditional scoring where low fee receives

highest points and second lowest fee receives a derivative of it.

Scoring Example;

Most Competitive Fee (2.25% for example) will score 15 points. Other fees proposed and resulting

scores:

Proposed Fee: Score:

2.45% 13.8 points

2.50% 13.5 points

2.6% 13 points

3.0% 11.3 points

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Competitive Range for Interviews

Only those proposals determined within the competitive range will be considered for Interviews and

award. The proposers with the three (3) highest ranking proposals will be invited to interviews, plus

others that are within 10 scoring points of the competitive range.

Interviews

In addition to presenting qualifications, experience, and the proposer’s approach to the Project, the

interviewees will be expected to respond to questions from the panel regarding the firm’s proposal as

well as additional questions related to other pertinent matters regarding the RFP. . The length, format,

criteria, and scoring for the interview will be provided to the proposers within the competitive range at

the time of notification that the proposer is within the competitive range.

Should your firm be invited to interview, questions will be directed to the proposed key Project Staff. At

a minimum, the corporate executive dedicated to the Project, the project manager, and the project

superintendent shall be in attendance; others may attend if deemed necessary by the proposer.

The evaluation committee will add together the points that each committee member assigns and divide

the total points by the total number of evaluation committee members to compute average score for

the evaluation questions.

Maximum available points for interviews will be 100 points. The evaluation committee will add together

the points that each committee member assigns and divide the total points by the total number of

evaluation committee members to compute average score for the evaluation questions. The evaluation

committee’s interview points are added to the points awarded to the proposer’s written proposal.

Selection of Finalist / Negotiation of Contract

It is the City of Lake Oswego’s intent to select a single CM/GC contractor.

After evaluation by the team, the team will recommend to the City of Lake Oswego City Council that the

top-ranked proposer be invited to work with the City of Lake Oswego. If the City is unable to successfully

negotiate with the top-ranked proposer, the City of Lake Oswego reserves the right, at its sole

discretion, to terminate negotiations and begin new negotiations with the next highest-ranked

proposer.

6. The City of Lake Oswego may postpone the award or execution of the contract after the

announcement of the apparent successful proposer in order to complete the City of Lake Oswego’s

investigation.

6. COMMENCEMENT OF WORK

The successful proposer may commence work only after the City of Lake Oswego delivers a fully

executed CM/GC contract.

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7. APPENDICES

Appendix A - Construction Manager / General Contractor (CM/GC) Contract

Appendix B – City of Lake Oswego General Conditions for Public Improvement Contracts

(Adopted by the City of Lake Oswego from the State of Oregon for use on the Public Works

Department New Operations Center

Appendix C – General Conditions Matrix

Appendix D – Master Project Schedule (Draft)

Appendix E – Proposal Form

(END OF RFP - Appendices Follow)

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