2025-HM-001_RFQ_PerrottiOPM_forBidNet.pdf

CITY OF NEWPORT, RHODE ISLAND

PURCHASING DIVISION

NOTICE TO BIDDERS

Request for Proposals

RFP#2025-HM-001

Sealed Proposals are being requested to provide “Owner Project Manager Services for Perrotti Park/Harbormaster Building Design and Construction,” in accordance with all terms and specifications contained herein, will be received in the Purchasing Office, City Hall, 43 Broadway, Newport, R. I., until:

Two (2) o'clock PM, Local Time

Friday, March 7, 2025

Proposals must be submitted in sealed envelopes addressed to the Purchasing Office, City Hall, 43 Broadway, Newport, RI. 02840, and must be plainly marked in the lower left-hand corner, “Owner Project Manager Services for Perrotti Park/Harbormaster

2025-HM-001”

Fee schedules shall be submitted in a separate envelope and clearly labeled in the subject line, “2025-HM-001-Fee Schedule”

Please include one (1) original and (2) copies of your proposal.

All questions relating to this RFP shall be emailed to Alex Casagrande, Purchasing Agent at acasagrande@cityofnewport.com.

It is the bidder’s responsibility to see that the RFP is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the City that such non-arrival before the time set for opening was due solely to the delay in the mails for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions, or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and mailed to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the City and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The City may, at its discretion, accept or reject any or all exceptions.

mailto:acasagrande@cityofnewport.com

Federal Excise Taxes and/or Rhode Island Use Taxes are not to be included in the bid. The City will execute exemption certificates if furnished by the bidder when submitting his invoice.

The bidder will state the approximate delivery date in the bid, or the time required to make delivery after notification of award.

The right is reserved, as the interest of the City may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof. The City of Newport reserves the right to reject any or all proposals or to accept any proposals deemed to be for the best interest of the City.

Note: All bidders are responsible for ensuring that no addenda have been made to the original bid package. All bid packages and addenda are located at www.cityofnewport.com under (Active Bids) within the Purchasing webpage using the above bid/proposal number or you can contact the Purchasing Department.

Prevailing Wage - Any construction over $ 1,000.00 is required by state law to pay the state prevailing wage. A current copy of the most recent Prevailing Wage scale is obtained from the State of Rhode Island, Department of Labor and Training, Division of Professional Regulation or at the Davis-Bacon Wage Determination link. It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who work on the project. No payments are made until all payrolls are up to date, and correct.

Prevailing Wages also applies to ALL other (Non-Construction) Requirements. If the City's requirement is sealed bid, the DAVIS-BACON Wage Determination applies.

http://www.ci.newport.ri.us/

GENERAL CONDITIONS

1. The City reserves the right to reject any and all proposals, to waive any informality, to request interviews of Service Providers prior to award and to select and negotiate the Service Provider services in the best interest of the City.

2. The Service Provider shall guarantee to perform the services offered and the total price of the proposal for a period of not less than 60 days from the deadline for submission of proposals.

3. The City reserves the right to accept all or part of any proposal, and to negotiate a contract for services and cost with the selected Service Provider.

4. The Service Provider shall provide all necessary personnel, materials and equipment to perform and complete all work under this proposal.

5. All original documents and drawings shall become the property of the City after completion of the Service Provider’s work.

6. The City of Newport intends to recommend award of a contract to the City Council for the requested services within one (1) month of receipt of the proposals. The Service Provider shall be prepared to commence work immediately upon execution of a contract with the City.

7. Awards will not be made to any person, firm or company in default of a contract with the City, the State of Rhode Island or the Federal Government.

8. The Service Provider hereby agrees that it will assign to the City of Newport all cause of action that it may acquire under the anti-trust laws of Rhode Island and the United States as the result of conspiracies, combination of contracts in restraint of trade which affect the price of goods or services obtained by the City under this contract if so, requested by the City of Newport.

9. Unless otherwise stated, invoices are to be submitted (to Accounting Office) in duplicate upon delivery of service to the City. The invoice must include an itemization of all services provided, including unit list price, net price, extensions and total amount(s) due.

10. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service, in an acceptable fashion, to the City and receipt of invoice, whichever is later.

11. City is exempt from all sales and Federal excise taxes. Our exemption number is 05-6000-

260. Please bill less these taxes.

12. The City of Newport’s obligations to pay any amount due under a contract are contingent upon availability and continuation of funds for the purpose. The City may terminate the contract, for non-appropriation of funds, and all payment obligations of the City cease on the date of termination.

13. None of the services covered by the contract shall be assigned in full or in part, or sub-contracted without the prior approval of the City.

14. This contract will be for the services described within; however, this agreement should not be considered exclusive. As deemed necessary, the City reserves the right to obtain these services from any other vendor.

15. Unless otherwise specified all costs listed are firm for the term of the contract.

16. Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

17. Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service or delivered in hand to the parties as stated in the contract.

18. If any of the GENERAL TERMS AND CONDITIONS is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or unenforceability of a term or condition will not affect any of the other GENERAL TERMS AND CONDITIONS.

19. Each and every provision and clause required by law to be inserted in any subsequent Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion or correction.

20. Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services. Proposers shall also mean vendors, offerors, bidders, or any person or firm responding to a Request for Proposals.

21. All contracts entered into by the City of Newport shall be governed by the Laws of the State of Rhode Island. Any disputes shall be resolved within the venue of the State of Rhode Island and Newport County.

22. The Service Provider selected for this project shall procure and maintain the following types of insurance:

• Statutory Workers Compensation and Employer’s Liability Insurance

• Professional Services Liability Insurance for errors and omissions ($1,000,000.00 minimum)

• Liability and Property Damage Insurance (a) Bodily injury liability: $500,000 each person, $1,000,000 each occurrence; (b) Property damage liability: $500,000 each occurrence, $1,000,000 aggregate.

CITY OF NEWPORT, RHODE ISLAND

Alessandro Casagrande Acting Purchasing Agent

City of Newport, Rhode Island

RFP# 2025-HM-001

Solicited under State of Rhode Island Master Price Agreement (MPA)

#430 – FY19, OPM Services for RI Architectural/Engineering, Public and School Construction Projects

Project Description: Owner Project Manager Services for Perrotti Park/Harbormaster Building Design and Construction

As a qualified Owner’s Program/Project Manager (“OPM”) under the MPA-430 we are soliciting proposals for the City of Newport.

Perrotti Park serves as the City of Newport’s Harbormaster headquarters, customs station, and is the central gateway to the City of Newport for passenger ferries and cruise ship tenders. The Perrotti Park Steel bulkhead and the southern ferry docks and pilings are scheduled for full replacement starting in 2025. This construction will require the park to be excavated and the existing Harbormaster building on the park site to be fully demolished. The Owner Project Manager (OPM) Services sought for this effort will oversee architectural services required for design/engineering/permitting/construction for the new Harbormaster building in coordination with the bulkhead/pilings engineering work already in progress. Perrotti Park redesign is not anticipated as part of this project, but the current layout of the Park is expected to be reestablished post-construction.

The timeline for project completion is on or before September 30, 2027, and the approved bond budget for the bulkhead/piers/docks as well as the Harbormaster building is capped at $20M.

Perrotti Park is expected to remain open and functional for the summer season boat/vessel traffic during construction, and restroom facilities for visitors will be provided upon demolition of the Harbormaster building.

Scope of Work

The OPM shall provide project management services to monitor procurement procedures, design, commissioning agent, construction, and other related services to facilitate, coordinate and manage Newport’s Perrotti Park / Harbormaster Building Project with respect to timely performance in accordance with the schedule. In addition, the OPM shall monitor the quality of services and workmanship and recommend courses of action to the Owner when respective contractual requirements are not being fulfilled.

In general, the Basic Services of the OPM include, but are not limited to:

PROJECT MANAGEMENT

• Development of project communications plan among team members.

• Prepare agendas for Owner, Architect, Construction and other vendor meetings and review all meeting minutes for completeness and accuracy.

• Prepare and submit comprehensive monthly project reports to the City of Newport

• Track compliance with certified payroll requirements for all project contractors, subcontractors and vendors.

• Maintain complete and comprehensive files of all project documents for the City of

Newport

FINANCIAL

• Assist in the development of the final Total Project Budget, maintain and update the budget throughout the project term with weekly phone calls/meetings

• Maintain project budget records.

• Develop project cashflow projections, work closely with City of Newport Finance

Department on the review of all applications for payment and invoices submitted to the City, offer payment recommendations.

CONSTRUCTION MANAGER/GENERAL CONTRACTOR SELECTION

• Advise City on construction delivery options

• Prepare request for qualifications, public notice, solicitation, scope of required services, and evaluation

• Assist and advise the city in selection of GC/CM’s to proceed to Statement of

Qualifications

• Assist and advise the city in the selection of the GM/CM’s to proceed to Request for

Proposals

• Provide assistance, consultation, guidance in negotiations of the GM/CM contract and

GMP

• Assist with negotiating fair and reasonable CM allowances and contingencies

DESIGN DEVELOPMENT & CONSTRUCTION DOCUMENTS PHASES

• Similar to above in solicitation, qualifying and hiring the Design Team, the Commissioning Agent and other contractors needed to successfully complete Newport’s projects

• Provide oversight of the Designer and GC/CM activities, review estimates, reconcile variances with Designer and GM/CM

• Maintain and update Project Budget and Schedule, coordinate commissioning recommendations with design

• Work with Designer and GM/CM to develop schedule and production of early bid packages

• Ensure Designer is designing to Budget and Schedule for each phase

COST ESTIMATING

• Prepare three detailed construction estimates at Schematics Design, Design Development and Construction Documents.

• Record and track design phase estimates to Project Budgets, prepare cost estimate submissions

• If design phase estimates exceed budget, consult with Designer and GC/CM, recommend revisions to the city

• Coordinating the Preparation of multiple construction cost estimates by designer.

GC/CM, and phases.

SCHEDULING

• Develop overall Project Baseline Schedule and detailed Milestone Schedule, incorporate GC/CM’s construction schedule when developed (GANTT chart)

• Assess actual project progress to baseline schedule, report variances to City

• In the event of schedule slippage, consult with Designer and GC/CM to develop recovery schedule activities and provide written notification to the city

• Advise City as to recommended recovery schedule activities, when required

CONSTRUCTION

• Provide representation from start of major construction to substantial completion (hours

• to be determined by project)

• Monitor Designer’s and GC/CM’s construction administration activities to ensure contract compliance and timely decisions

• Perform quality control inspections of work completed to verify compliance with

• contractual documents

• Monitor GC/CM’s compliance with contract documents and quality control specifications

• Develop and maintain a Rolling Completion List of non-conforming items to mitigate punch list items

• Ensure all construction personnel and vendors have passed CORI (criminal offender record info) checks

• Consult daily with Harbormaster, or designee(s), regarding construction activities, impacts, issues, and resolve with GC/CM

• Coordinate scheduling and reporting of independent testing agency, ensure reports are distributed and tracked

• Review and comment on GC/CM’s baseline schedule of values and baseline schedule

• Prepare and maintain detailed daily, weekly and monthly reports recording all project data and activity

• Track time and material change order work, when utilized as basis for changes

• Maintain and update on a daily basis, if needed, current contract drawings, specifications and logs

• Take extensive daily photographs of progress, record and maintain project’s photo log

• Identify potential issues, report to Designer and GC/CM, maintain project issues log, track to resolution

• Schedule commissioning consultant, track submission of reports, follow-up by Designer and GC/CM

• Review CM’s draft monthly requisitions for payment, make recommendations to Owner and Designer

• Manage and schedule independent air quality testing for each phase of the Project

• Assist Designer with identification of the punch list

• Ensure project closeout and that post occupancy commissioning occurs

CHANGE ORDER REVIEWS

• Review all change order submissions and schedule extension claims, and recommendations to City and Designer; notify Harbormaster in writing of change orders and reasoning

• Maintain detailed contingency log, tracking potential change order data

PROCUREMENT

• Prepare work scopes, request for qualifications and assist City in selection of independent testing agency

• Assist Owner with procurement of furniture, fixtures, equipment and technology equipment not in GC/CM contract

Requested Information

Requests for proposals are being Solicited under the State of Rhode Island Master Price Agreement (MPA) #430 – FY19, OPM list. Proposals shall include an opening statement of interest and why your firm would be the best fit for the City of Newport Perrotti Park/Harbormaster project.

Fee schedules shall be equal to or less than those awarded on the Rhode Island Master Price Agreement (MPA) #430 – FY19.

Proposal shall include

• Unique strengths your organization can bring to City of Newport.

• Demonstrated experience is Rhode Island laws and regulations and City of Newport regulations.

• As RI and New England is having a boom in construction, please provide details on your firm’s ability to support the city on this effort.

• Demonstrate availability of key staff that will be assigned to the Newport project along with their expertise and experience. Availability will include early AM and late PM meetings. What other projects do you currently have underway and/or pending.

• Outline your project management philosophy along with the processes you will use to apprise project updates and information to key City personnel and others.

• Provide a sample of weekly, monthly and full project calendars for consideration.

• Include any legal issues your firm has been involved with along with resolutions.

• List comparable and relevant projects your firm has experience with in Rhode Island and

New England along with important aspects for our consideration.

• How many OPM projects has your firm participated in? How many came in on-time and on-budget? How many under budget? Please provide details & insights.

• List how many OPM projects your firm is presently involved and the timelines for those projects.

• Document the process you will use to ensure securing all rebates and grants from the state & federal government along with agencies and corporations.

• List all Awards received by your firm and projects your firm has worked on that might be pertinent to our decision process. Include a minimum of 4 references of like public projects in the last 10 years, with current contact information.

• All persons serving in the OPM capacity shall have a business license in the State of Rhode Island and have at least five (5) years' experience in the construction and supervision of construction of buildings. The OPM shall be independent of the designer, general contractor, and/or any subcontractor involved in the building project.

• The OPM must have excellent presentation and communication skills.

• The individual or firm must be able to demonstrate financial adequacy and managerial stability.

• Each person and/or firm must submit 1) the Project Manager Qualification Statement 2) a certificate of non-collusion; 3) a certification of tax compliance.

a) Firm/Individual Name, Contact Name, Address, Telephone, Email Address and Fax Numbers.

b) Firm/Individual History including length of time the firm/individual has been in business.

c) Names and Titles of firm partners and/or officers.

d) Key personnel that will be employed as part of the Owner's Project Management team including: applicable resumes, professional designations, licenses held, information on experience with similar projects, and each person's level of involvement in, and the organizational structure of the staffing for this building project.

e) A listing of current and past public and private projects of a similar nature with the names and telephone numbers of references to contact. Photos may be provided.

f) Submission of 1) the Project Manager Qualification Statement; 2) a Certificate of Non- Collusion.

g) Any other information that the applicant considers relevant for the purpose of evaluating its qualifications for the project.

h) Adequate financial stability and proof of professional liability insurance.

Proposal Evaluations Proposals shall be evaluated on the following criteria and point system:

• High degree of qualifications and experience on similar projects.

• Thorough knowledge of applicable Rhode Island construction laws and City of

Newport local codes and all other pertinent codes and regulations related to successful completion of the projects.

• Experience with building projects that include site development, new construction or suitable projects that may relate to this project.

• Successful track record of working with architects, contractors, subcontractors, consultants, municipal officials, state officials, and committee members on behalf of the Owner in providing relevant information and facilitating decisions and actions of the various participants with the goal of advancing the progress of the Project on a timely basis.

• Ability to commit the resources necessary to complete the services outlined in this RFP and the ability to sustain that commitment for the entire duration of the projects.

1. Primary Firm Workload and Size (Maximum 10 points)

2. Primary Qualifications (Maximum 25 points)

3. Other Considerations (Maximum 20 points)

4. Overall Team Qualifications (Maximum 25 points)

5. Overall Team Experience (Maximum 20 points)

ADDITIONAL FACTORS FOR AWARD: City of Newport will evaluate each written Bid, determine whether interviews are necessary, then based on the content of the written proposal and interviews, if any, select the vendor best qualified for selection and which is most advantageous to the City of Newport, cost and all other factors considered.

Each Bid will be evaluated by City of Newport and will include but will not be limited by the following criteria in order to select the best responsive and responsible Bidder:

A. Demonstrated experience in the type of work required.

B. Professional background, experience, and expertise of the principals and staff of the Bidder.

C. Record of Bidder in accomplishing work on other, similar projects in required timeframe.

D. Quality of work performed previously by the Bidder for the City of Newport, if any.

E. Recent experience showing accuracy of cost estimates.

F. Community relations. Including evidence of sensitivity to citizen concerns.

G. References provided by the Bidder will be reviewed and evaluated.

H. Possible Personal Interview. If required, in a presentation interview, the proposed Bidder will provide specific plans for completion of the project. Information and results from existing projects may be used to illustrate the proposed plan.

I. The price to be charged for the work.

J. City of Newport may reject any and/or all proposals and the right to waive any informalities relating to the bids if it is in the public interest to do so.

K. Any award is subject to entering into a contract acceptable to the City of Newport and its legal counsel.