Bid Notice-CM-GC Services for the City Hall Deferred Maintenance _ Quad Redesign Project.pdf

City of Springfield –RFP for CM/GC Services Page 1 of 2

CITY OF SPRINGFIELD

COVER PAGE

DEVELOPMENT & PUBLIC WORKS

COMMUNITY DEVELOPMENT DIVISION

Is issuing this Request for Proposals (RFP) under Solicitation No. S4056 for

CONSTRUCTION MANAGER/GENERAL CONTRACTOR (CM/GC)

SERVICES

FOR THE CITY HALL DEFERRED MAINTENANCE & QUAD REDESIGN

Date of Issue: October 5th, 2026 Public Opening Date and Time: Thursday, October 29th, 2026, by 2:00 pm.

Single Point of Contact (SPC): Amanda Clinton, Sr. Contract Analyst Address: 225 5th Street, Springfield City Hall, Development & Public Works City, State, Zip: Springfield, OR 97477 Phone (voice): 541-726-3628 (Oregon Relay TTY 711) E-mail: aclinton@springfield-or.gov

The City of Springfield promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

The City of Springfield encourages proposers or sub-contractors who are minority, woman-owned and emerging small businesses to participate in City projects.

If any respondent requires special assistance or auxiliary aids during the proposal, evaluation or award process, please contact the SPC at least two (2) business days prior to the required assistance. TTY users dial Oregon Relay Services at 711.

City of Springfield –RFP for CM/GC Services Page 2 of 3

TABLE OF CONTENTS

GENERAL INFORMATION

1.1 INTRODUCTION

1.2 FUNDING SOURCE(S)

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

2.5 PROJECT PHASES

2.6 PERIOD OF PERFORMANCE

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 PREVAILING WAGE

3.3 MINIMUM SUBMISSION REQUIREMENTS

3.4 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 PREFERENCES

4.12 POINT AND SCORE CALCULATIONS

4.13 RANKING OF PROPOSERS

4.14 NEXT STEP DETERMINATION

4.15 INTERVIEW ROUND

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 INCLUSIVE CONTRACTING PRACTICES

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

City of Springfield –RFP for CM/GC Services Page 3 of 4

LIST OF ATTACHMENTS

ATTACHMENT A – SCOPE OF WORK

EXHIBIT A – ARCHITECTURAL DESIGN PLANS (75%)

EXHIBIT B – MEP PLANS (75%)

EXHIBIT C – SEISMIC STUDY

EXHIBIT D- CM/GC Cost Responsibility Matrix

ATTACHMENT B – SAMPLE CM/GC CONTRACT

ATTACHMENT C – PROPOSER INFORMATION & CERTIFICATION

ATTACHMENT D – COBID FORM

ATTACHMENT E – RESPONSIBILITY INQUIRY

ATTACHMENT F – REFERENCE FORM

City of Springfield –RFP for CM/GC Services Page 4 of 5

GENERAL INFORMATION

1.1 INTRODUCTION

The City of Springfield is issuing this Request for Proposal under the provisions of ORS 279C.337 for a Construction Manager/General Contractor (CM/GC) to provide preconstruction and construction services for the City Hall Deferred Maintenance and Quad Redesign Project for Springfield City Hall, located at 225 5th Street, Springfield, Oregon (Project).

The Project includes the renovation of three of the four existing sections of the City Hall office space (“Quads”), totaling approximately 33,750 square feet of occupied office space. It includes accessibility improvements, building system upgrades, interior reconfiguration, and deferred maintenance. The selected CM/GC will provide preconstruction services and, contingent upon successful negotiation of a Guaranteed Maximum Price (GMP), construction services.

Event Date Time RFP Issued/Advertised Monday, October 5th, 2026

(Optional) On-Site Tour:

Interested parties wishing to tour the project site must contact the SPC to schedule a tour before the mandatory pre-proposal meeting. Tours are estimated to last 90 minutes.

Tour appointments will be scheduled between October 12th & 13th. Email SPC for time/date.

Pre-scheduled appointment only

(Mandatory In-Person) Pre-Proposal Conference Location: City Hall, Jesse Maine Room

October 15, 2026 11:00 am

RFP Protest Period Ends October 22, 2026 7 calendar days prior to RFP opening

By 5:00 p.m.

Questions / Requests for Clarification Due October 20, 2026, by 5:00 pm By 5:00 pm

Answers to Questions / Requests for Clarification Issued (approx.)

October 23, 2026 By 5:00 pm

Proposals Due - Opening. Public Opening will be held at 2:00 pm via Teams

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/264573475957629?

p=nN0JOqCPdIIJp2xo1u

Meeting ID: 264 573 475 957 629 Passcode: aA36Z8w6

Thursday, October 29, 2026 2:00 pm

Proposal Review October 30–November 5, 2026

Evaluation Initial Scoring (approx.) November 6th-10th, 2026

Notice of Competitive Range issued (approx.) November 10th, 2026

Competitive Range Protest Period Ends November 17, 2026

Interviews (If selected, you will be notified of available dates/time)

November 18–20, 2026 To be determined

Separate initial reviews from interviews November 30-December 3

Final Scoring and Selection (approx.) December 4

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Issuance of Notice of Intent to Award (approx.) Tuesday, December 8, 2026

Award Protest Period Ends December 15, 2026 7 calendar days after Notice of Intent to Award

City Council Pre-Approval (Approx.) December 7th, 2026

Contract Execution, Notice to Proceed (Approx.) December 15th, 2026

1.2 FUNDING SOURCE(S)

The City expects that most of the project will be funded with City general funds and private financing. However, the City is interested in exploring opportunities for state and federal grants and loan programs to supplement local funds, and desires to contract with a CM/GC with experience helping public agencies qualify for special funding programs.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

City is issuing this RFP pursuant to its authority under Springfield Municipal Code (SMC) 2.700-2.711.

City is using the Competitive Sealed Proposal method to select a Construction Manager/General Contractor (CM/GC), pursuant to ORS 279C.337 and applicable provisions of OAR Chapter 137, Division 049.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in SMC 2.702, SMC 1.105, ORS 279A.010(1) and the OAR chapter 137 division 49, or as defined below.

CM/GC (Construction Manager/General Contractor): The firm selected to provide preconstruction services and, upon successful negotiation of a GMP or other pricing, construction services for the Project.

CM/GC Fee: The negotiated fee for overhead and profit associated with Construction Services.

Construction Amendment: The contract amendment authorizing the CM/GC to perform Construction Services, other than Early Work, typically following GMP negotiation.

Construction Services: Services performed after execution of the Construction Amendment, including construction, subcontractor procurement, project management, and closeout.

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Cost of the Work: Direct and allowable costs incurred in performing Construction Services, as defined in the Contract, excluding the CM/GC Fee.

Early Work Amendment: An amendment authorizing limited construction activities prior to execution of the full Construction Amendment.

Guaranteed Maximum Price (GMP): The maximum compensation to be paid to the CM/GC for Construction Services, including Cost of the Work and CM/GC Fee.

Open-Book Cost Estimating: A transparent process where the CM/GC provides detailed cost information for review and reconciliation with the City and design team.

Preconstruction Services: Services performed prior to execution of the Construction Amendment, including cost estimating, constructability review, scheduling, phasing, value engineering, and coordination with the City and design team.

Project: The City Hall Deferred Maintenance and Quad Redesign Project located at 225 5th Street, Springfield, Oregon.

Work: All labor, materials, equipment, and services required to complete the Project.

2.3 OVERVIEW AND PURPOSE

2.3.1 City Overview and Background

Located between the heart of Downtown Springfield to the south and the historic Washburne District to the north, Springfield City Hall serves as the central civic anchor for the community.

The facility houses a range of public-facing services and administrative functions for the City, including the Springfield Public Library, City Council chambers, public meeting rooms, Development and Public Works’ Planning and Building Permit counter, offices for City administrative staff and executive leadership, and an employee health center.

Originally constructed as a commercial shopping center in 1972, the building was repurposed to serve as the seat of City government circa 1980. While the structure has served the City for decades, its original design and subsequent adaptations present ongoing challenges in functionality, efficiency, and long-term performance as a modern civic facility.

2.3.2 Project Overview & Purpose

The purpose of this Request for Proposals (RFP) is to solicit qualified firms to provide preconstruction and construction services for the Springfield City Hall remodel and deferred maintenance project using the Construction Manager/General Contractor (CM/GC) alternative contracting method.

Springfield City Hall is facing critical deferred maintenance, safety, and operational challenges. A 2025 OSHA audit identified code deficiencies, and the HVAC system—largely original to 1980— has reached near-total failure, requiring extensive staff time and costly repairs to keep it operational. Aging building systems, coupled with the limitations of a structure not originally designed for governmental use, have contributed to inefficiencies in space utilization and service delivery.

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What began as a limited remodel has evolved into a comprehensive modernization effort. The City intends this project to address these deficiencies, improve life safety and code compliance, and enhance operational efficiency. The Project is expected to result in a facility that can serve as an effective civic center for the next 25–30 years, while maintaining continuity of essential operations and public services throughout the construction process.

2.3.3 Project Background

The City has elected to utilize the CM/GC method to support a collaborative and flexible project delivery approach that is well-suited to the complexity and constraints of this project. The City has previously engaged a professional design firm to develop plans for the project, which has proceeded to 75% design drawings for architectural modifications and major building systems.

The project involves significant deferred maintenance across multiple, interdependent building systems, including HVAC, electrical, fire-life-safety, roofing, windows, plumbing, and security systems. The CM/GC method will provide real-time constructability analysis and coordinated sequencing to address these systems efficiently while reducing the risk of conflicts or rework.

Given the advanced condition of the existing HVAC system and the potential for system failure, the City seeks to accelerate project delivery to minimize the risk of unplanned service interruptions or emergency repairs.

In addition, the City anticipates the need for active value engineering to align the project scope with available funding. The current project estimate ranges from approximately $12.5 million to $13.8 million, with a target to reduce overall costs through iterative design and cost modeling.

The CM/GC will play a key role in providing continuous cost estimating, identifying cost-saving opportunities, and helping the project team make informed decisions throughout design development.

Springfield City Hall must remain operational throughout construction, requiring careful phasing to maintain public access and continuity of critical public services. Early contractor involvement will allow for the development of safe, efficient construction sequencing that minimizes disruption to City operations.

Finally, the project is subject to market constraints, including long lead times for major building components such as HVAC equipment and electrical systems, as well as the challenges associated with renovating an older facility with space and infrastructure limitations. The CM/GC approach enables early procurement planning, proactive risk management, and close coordination between the City, design team, and contractor to successfully navigate these constraints.

Following completion of the preconstruction phase, the City intends to negotiate a Guaranteed Maximum Price (GMP) or other mutually agreed-upon pricing structure for construction services.

The selected CM/GC will be expected to participate in a transparent, iterative process that aligns scope, budget, and schedule, and to deliver a high-quality project that meets the City’s long-term operational and community needs.

2.4 SCOPE OF WORK/SPECIFICATIONS

The CM/GC shall provide the services described in the attached Statement of Work, Attachment A and sample contract document, CM/GC Sample Agreement, Attachment B.

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Project: City of Springfield “Quad” Office Renovation Location: 225 5th Street, Springfield, OR 97477 Approximate Project Area: 33,750 sq ft

Estimated Total Project Cost (including preconstruction and design): $12.5 to $13.8 million Estimated Construction Budget (Target GMP): $9 million Estimated Contingency Task Budget: $1 million

2.4.1 PROJECT PHASES

The services of the CM/GC will be in two phases:

• Phase I – Preconstruction Phase.

• Phase II – Construction Phase.

2.4.2 Pre-Construction Services

Preconstruction services will be provided generally under the terms contained in the Sample CM/GC Contract in Attachment B for services prior to the Construction Amendment, and paid for on a time and materials basis up to $75,000 maximum. The specific scope of preconstruction services will be negotiated prior to signing the final CM/GC Contract, based on the Proposer’s input as well as the City’s requirements. The CM/GC must obtain written authorization from the City prior to performing any additional preconstruction services beyond those covered by the allowance.

In general, pre-construction services are anticipated to include the following:

Provide detailed cost estimates at design milestones.

Conduct constructability reviews and recommend value engineering options.

Develop phasing, site logistics, and safety plans to maintain public access during construction.

Advise on long-lead materials, procurement strategies, and market conditions.

Participate in design meetings and coordinate closely with City staff and City’s Design Consultant team.

Develop preliminary and detailed construction schedules.

Assist with outreach to COBID-certified subcontractors.

Collaboration during planning & design.

Participation in reconciliation of CM/GC cost estimates with the design team and City, as requested.

2.4.1 Construction Services

The City reserves the right not to proceed with the Construction Amendment and to proceed with a formal sealed bidding procurement for construction services for the Project.

If the CM/GC Contract is amended to include Construction Phase Services, those services will generally be provided under the terms of the Sample CM/GC Contract in

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Attachment B based upon negotiation of the GMP. In general, construction services are anticipated to include the following:

• Manage and perform all construction work required to rebuild the Quad areas.

• Maintain site safety, minimize disruptions to City operations, and coordinate access.

• Manage subcontractors, schedules, cost control, and QA/QC.

• Managing subcontractor procurement and bidding.

• Maintaining safety and quality control.

• Minimizing disruption to ongoing operations.

• Coordinating with building occupants and stakeholders.

• Complete all work according to the construction documents and deliver fully functional and compliant space.

• Provide closeout documentation and support commissioning of site elements.

2.5 PERIOD OF PERFORMANCE

The schedule for performance of Services needed under the prospective Contract is approximately:

• Phase I: December 2026 to July 2027 for pre-Construction Services.

• Phase II: July 2027 to July 2028 for Construction Services.

SECTION 3:PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 To be considered for evaluation, the Proposal must demonstrate how the Proposer meets all requirements of this section:

3.1.2 Bonding Capacity - Proposers shall be capable of providing a 100% performance bond and 100% labor and material bond for the Project.

3.1.3 Specialized Experience - Proposers shall have five or more years of continuous experience as a currently incorporated construction firm that has completed other projects of comparable size, cost, and complexity during that time. The project(s) must have included key personnel (project manager and superintendent) assigned to the projects. Key personnel’s experience may be with the present employer or with a previous employer.

3.1.4 Licensing – Proposers and its subcontractors must be licensed to do business in the State of Oregon and have current Oregon Construction Contracts Board registration.

3.1.5 Availability - Proposers shall have key personnel available for the time and magnitude of the project throughout its duration. Key personnel assigned to the project shall maintain their assigned position throughout the project unless requested to be removed by the City or unless otherwise approved by the City.

3.2 PREVAILING WAGE

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The CM/GC and all subcontractors shall comply with ORS 279C.800 through 279C.870.

The Bureau of Labor and Industries (BOLI) Prevailing Wage Rates that will apply to the Contract shall be those in effect at the time the first Early Work Amendment is executed, or if there is no Early Work Amendment, then those prevailing wage rates in effect at the time the Construction Amendment is executed.

Once established, the prevailing wage rates will then be in effect for the remainder of the CM/GC Contract. The prevailing wage rates that will apply will be those set forth in the then current version of the following BOLI booklet, together with any amendments to that booklet:

“PREVAILING WAGE RATES for Public Works Contracts in Oregon.”

3.3 MINIMUM SUBMISSION REQUIREMENTS

3.3.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below). A completeness check will be conducted for each submission. Incomplete submissions will not be accepted.

o Cover Letter o Project Proposal o Proposer Information & Certification Sheet (Attachment C) o COBID Information Form (Attachment D) o Responsibility Inquiry (Attachment E) o Reference Form (3 references) (Attachment F)

3.3.2 Proposal Page Limits

Proposal is limited to 25 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

o Resumes for Key Personnel o Work Samples o Proposer Information and Certification sheet (Attachment C) o COBID Information Form (Attachment D) o Responsibility Inquiry (Attachment E) o Reference Form for three (3) references (Attachment F)

3.3.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer shall submit one (1) hard copy of its Proposal and all other submittal requirements using only white paper, minimum 12-point font bearing the Proposer’s authorized

City of Springfield –RFP for CM/GC Services Page 11 of 12 representative’s Signature.

Proposer shall also submit one (1) electronic copy of their Proposal and all other submittal requirements on a USB drive, bearing the Proposer’s authorized representative’s Signature which should be in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the solicitation number clearly visible on the outside of the package.

3.3.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by City.

3.4 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. A Proposal that merely offers to provide the Construction Manager/General Contractor services sought for the Project as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.4.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.4.2 References

Provide three (3) references for projects of similar size and scope. Projects must have been performed within the last five years. References will be used to evaluate:

o Proposers' demonstrated ability to successfully complete similar CM/GC projects.

o Proposers' performance history in meeting deadlines, submitting accurate estimates, producing high-quality work, meeting financial obligations, price and cost data from previous projects, cost controls, and contract administration.

o Whether past clients recommend Proposers for similar Projects.

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City may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. City may use references to obtain additional information, or verify any information needed. City may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall submit reference names and contact information including client name, key contact’s name, address, email, and phone number (Form provided in Attachment F – Do not complete evaluation portion of the form at time of submittal; City will contact references to complete form as indicated in this RFP). City will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful after the City’s reasonable efforts, the Proposer will receive a score of zero for that reference for all reference questions.

3.4.3 CM/GC Background

The Project Proposal must include:

o Construction Contractors Board License Number o Brief history of your firm o Current bonding capacity o General description of your safety program and drug and alcohol program o Description of the process you use to ensure workers and subcontractors on the worksite have background security clearances.

o Most recent workers’ compensation insurance experience modifier.

o Annual dollar value of projects the proposing company has constructed for each of the last 5 years. Break out each year’s work value into the three following categories; CM/GC format; Design/Build format; and General Contractor format.

3.4.4 Personnel & Experience

The Project Proposal must demonstrate the Proposer firm’s experience with CM/GC process and public agency projects, particularly projects involving:

o Office or civic facility renovations.

o Phased construction in occupied buildings.

o Mechanical, electrical, and plumbing (MEP) system replacement and upgrades.

Please identify key team members who will commit to this Project. Describe the roles and responsibilities that each key member will take during each Design phase during the Preconstruction and Construction phases. Also indicate the approximate level of effort for each member during the Preconstruction stage of the Project. Highlight the key personnel’s relevant experience on similar projects, particularly with the CM/GC process and public contracting rules.

Include in the description of key personnel:

• Role on this project

• Relevant job experience

• Length of employment with your firm (or prior firms if less than three years)

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• Primary office location

Resumes: Provide detailed resumes in an appendix (excluded from page count)

3.4.5 Pre-Construction Phase

3.4.5.1 Pre-Construction Fee Schedule and Staffing Plan

The City will make available a preconstruction services allowance not to exceed $75,000. The selected CM/GC firm will perform all authorized preconstruction services on a time-and-materials basis within the provided allowance. Therefore, proposers should NOT propose a price or fee for preconstruction services. Instead, proposals should include a Preconstruction Fee Schedule & Staffing Plan, identifying the key personnel and any additional labor classifications assigned to the preconstruction services and relating the fee schedule and staffing plan to the tasks to be accomplished in the Preconstruction Services Plan.

Specifically, the Preconstruction Fee Schedule and Staffing Plan must identify:

o Name of Key Personnel described under section 3.4.4 or labor classification, o Roles and responsibilities for preconstruction services tasks identified in the Preconstruction Services Plan, o Estimated hours by personnel or labor classification and task, o Fully burdened hourly billing rate including all overhead and profit for each key personnel or labor classification, o Reimbursable expense or materials markups that will apply during the preconstruction phase, and o Allocation of the $75,000 preconstruction services allowance across these tasks and personnel.

o Before beginning additional services, the CM/GC must submit the proposed scope, assigned personnel, estimated hours, billing rates, expenses, schedule impacts, and a not-to-exceed amount. Unused allowance amounts will not be paid. Any optional additional preconstruction services requested by the City beyond the $75,000 allowance will be negotiated using the labor rates and reimbursable-expense markups provided in the Proposer’s Fee Schedule and Staffing Plan. No additional services may be performed without prior written authorization from the City.

3.4.5.2 Pre-Construction Services Plan

The Project Proposal must provide a detailed and feasible plan to provide pre-construction services within the identified $75,000 allowance.

The Project Proposal should include a detailed project approach explaining how the Proposer plans to address the Project objectives. The Project Proposal should also explain the Proposer's approach during the Pre-Construction phase to creating community benefits throughout the Project, including, as applicable, opportunities for meaningful participation by local subcontractors, suppliers, and workers; outreach and engagement with local businesses; knowledge of local conditions; and other measures that will support the local

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The Pre-Construction Service Plan must demonstrate a task-by-task allocation of effort that corresponds to the Fee Schedule and Staffing Plan, including at least the following activities:

o Design support, o Constructability reviews, o Cost transparency and value engineering, conceptual and detailed cost estimating, o Bid package development o Schedule development, o Long-lead procurement strategies, o COBID-certified subcontractor outreach, o Local supplier and vendor outreach, o Local subcontractor outreach, and o Risk identification and management.

3.4.6 Construction Phase

3.4.6.1 Construction Services Approach

The Project Proposal must describe the Proposer’s approach to providing Construction Manager services including:

o Coordination with the City as Project owner, o Local office presence and ability to respond to the Project site quickly;

o Managing and oversight of subcontractors, o Scheduling methods (critical path method, short interval scheduling) and Schedule control, o Site safety and logistics in an occupied facility, o QA/QC implementation, o Risk identification and management, o Identifying and managing changes in the work, and o Punchlist and warranty programs.

3.4.6.2 Construction Fee

Describe the Proposer’s approach to developing and negotiating the Cost of Work and cost of contingency items, including open-book cost estimating, escalation assumptions, and ongoing cost tracking. The Cost of Work is defined in the Sample CM/GC Contract in Attachment B and includes all General Conditions Work (“GC Work”) and the direct costs of the Work.

The Project Proposal must provide a fee proposal for the CM/GC Fee as a percentage of the Cost of Work or as a fixed fee. The CM/GC Fee must include all overhead and profit and construction management costs, except as expressly negotiated and stipulated in the Cost

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The GC Work will be considered a fixed not-to-exceed amount and must be inclusive of the Project Scope of Work as defined in this RFP. The GC Work includes those portions of the Work necessary to support construction operations that are specifically listed as GC Work in the Matrix and any additional categories of Work the City approves in writing as GC Work.

The CM/GC may not charge to subcontractors for the same items payable by the City as GC Work; such practice will be considered double-billing and a serious breach of contract.

A CM/GC Cost Responsibility Matrix (“Matrix”) is provided in Exhibit D to guide Proposers in determining which costs must be included in the GC Work or may be reimbursed as a Direct Cost of Work (to which the CM/GC applies as a percentage of the cost).

The GMP will be determined by the CM/GC Fee, the Cost of Work, and the CM/GC Contingency, as provided in the Sample CM/GC Contract in Attachment B. The CM/GC Contingency will be available to the CM/GC as provided in the Sample CM/GC Contract, to cover the CM/GC’s additional costs not included in the GC Costs or Direct Cost of Work, arising from unknown or latent physical conditions and that differ materially from those indicated in the Contract Documents.

The Project Proposal may include a proposal for performance-based incentives and sharing of savings, specifying how cost savings will be allocated between the CM/GC and City. Cost savings during design, CM/GC Contingency savings, and Direct Cost of Work savings must be allocated 100% to the City. Proposers who include performance-based incentives should specify the proportional sharing of savings through construction savings by substitutions and for savings in the GC Costs, or any other areas of savings not allocated 100% to the City. Any incentive program is subject to negotiation in the final contract.

3.4.7 Communication Protocols

The Project Proposal must describe communication protocols with the City for both the Pre- Construction and Construction Phases, including meeting structure and frequency, reporting frequency, issue escalation, and documentation practices.

SECTION 4:SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published on the City of Springfield website at http://www.springfield-or.gov/city/finance/purchasing. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published at the website above under the link for this solicitation number. Prospective Proposer is solely responsible for checking the City of Springfield purchasing website to determine whether any Addenda have been issued.

Addenda are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective

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Proposers’ participation in this conference is mandatory.

The purpose of the Pre-Proposal conference is to:

Provide additional description of the project;

Explain the RFP process;

Tour the project location (City Hall) as time permits; and Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon City. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by attending in-person at City Hall.

Prospective proposers will be required to sign-in upon arrival. RSVP is not required in advance. No online attendance/webinar options will be provided.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC by email at the contact listed on the first page;

Reference the solicitation number provided on the first page;

Identify Proposer’s name and contact information;

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.1.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample CM/GC Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample CM/GC Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Addendum.

Protests to an Addendum, if issued, must be submitted by 5:00 p.m. on the second business day following the issuance of the Addendum or the date/time specified in the Addendum, or they will not be considered. Protests of matters not added or modified by the Addendum will not be considered.

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4.4.3 Requirements for Protests

All protests must:

o Be delivered to the SPC via email;

o Reference in the subject line the matter being protested and include the solicitation number, such as in the form “RFP S4056 – City Hall Deferred Maintenance and Quad Remodel – Protest”;

o Identify prospective Proposer’s name and contact information;

o Be sent by an authorized representative;

o State the reason for the protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and o Evidence or documentation that supports the grounds on which the protest is based.

o State the proposed changes to the RFP provisions or other relief sought.

o Protests to the RFP must be received by the due date and time identified in the Schedule.

o Protests to an Addendum must be received by the due date identified in section 4.4.2.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. City is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

4.5.1 DELIVERY THROUGH MAIL OR PARCEL CARRIER

A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the solicitation number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

4.5.2 DELIVERY IN PERSON

A Proposal may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package or box. A Proposal will be accepted, prior to Opening, during City’s normal Monday to Friday business hours of 8:00 a.m. to 5:00 p.m., except during city holidays and other times when City is closed. The outside of the sealed submission must clearly identify the Proposer’s name and the solicitation number. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective, the modification must include the solicitation number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a written notice signed by an authorized representative of its intent to withdraw to the SPC via email at the address on the Cover Page, prior to the Opening in accordance with OAR 137-049-0320. To be effective, the notice must include the Solicitation number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening.

All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.1 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening; no other information will be made available at that time. Proposals received will be available for inspection only as required under the Oregon Public Records Law and only after the notice of Intent to Award is issued.

4.9 PROPOSAL REJECTION

City may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

Proposer has liquidated and delinquent debt owed to the City or any department or agency of the City.

Proposer fails to meet the responsibility requirements of ORS 279C.375(3)(b).

Proposer makes any contact regarding this RFP with City representatives such as City employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

Proposer attempts to influence a member of the Evaluation Committee.

Proposal is conditioned on City’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

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A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.3 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, City may waive mistakes in accordance with OAR 137-049-0350.

4.10.1.1 Responsibility Determination

City will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment E) with Proposal.

At any time prior to award, City may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and City may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 CM/GC Background

Each Evaluation Committee member will score the CM/GC Background (see section 3.4.3) on a

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

7 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

4-6 ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 3 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

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Pass/Fail basis according to the following criteria:

o Does the Proposer demonstrate the minimum requisite capacity, firm stability, and relevant experience to provide CM/GC services to the Project?

o Does the Proposer have adequate bonding capacity for the Project?

o Are the Proposer’s safety programs and working screening processes adequate?

4.10.2.2 Personnel & Experience

Each Evaluation Committee member will score the Personnel & Experience (see section 3.4.4) on a scale of 0-10 according to the following criteria:

o How relevant is Proposer’s experience with CM/GC public projects in a similar context to the Project?

o How qualified are the proposed Key Personnel and how clearly are their roles defined?

o How well does the team structure and level of staffing commitment align with the Project scope and constraints?

o How likely is the team to successfully deliver the Project?

4.10.2.3 Pre-Construction Services Approach

Each Evaluation Committee member will score the Pre-Construction Services Approach (see section 3.4.5.2 ) on a scale of 0-10 according to the following criteria:

o How well does the Proposal address collaboration, constructability review, and design integration?

o How well does the Proposal address cost estimating, value engineering, and budget alignment?

o How well does the Proposal address scheduling, phasing, and long-lead procurement?

o How well does the Proposal incorporate approaches to risk management, local supplier and vendor outreach, local subcontractor engagement, and participation by COBID-certified entities?

4.10.2.4 Pre-Construction Fee, Schedule and Staffing Plan

Each Evaluation Committee member will score the Pre-Construction Fee (see section 3.4.5.1 ) on a scale of 0-10 according to the following criteria:

o Is the Pre-Construction Fee Schedule and Staffing Plan clear, complete, and reasonable for the scope of services?

o How well does the fee proposal align with the Proposer’s staffing plan and level of effort?

o How effectively does the Proposal allocate the $75,000 allowance across tasks, personnel, and project milestones?

4.10.2.5 Construction Services Approach

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Each Evaluation Committee member will score the Construction Services Approach (see section 3.4.6.1) on a scale of 0-10 according to the following criteria:

o How well does the Proposal address coordination with the City and subcontractor management, including factors like local presence and ability to respond to the Project Site?

o How well does the Proposal address schedule control and delivery?

o How well does the Proposal address site safety and operations in an occupied facility?

o How well does the Proposal incorporate approaches to QA/QC and risk/change management?

4.10.2.6 Construction Fee

Each Evaluation Committee member will score the Construction Fee proposal on a scale of 0–10 according to the following criteria:

• Is the proposed CM/GC Fee reasonable for the scope of services?

• Is the fee proposal clear, complete, and consistent with the Matrix?

• Does the Proposer clearly distinguish between costs included in the CM/GC Fee, direct Costs of the Work, and GC Work?

How well does the fee proposal align with the Proposer’s staffing plan and anticipated level of effort?

4.10.2.7 Communication Protocols

Each Evaluation Committee member will score the Communication Protocols (see section 3.4.7 ) on a scale of 0-10 according to the following criteria:

o How clear are the proposed communication protocols and meeting structure?

o How effective are the proposed reporting and documentation practices?

o How well does the Proposal address issue escalation and coordination across project phases?

4.11 PREFERENCES

4.11.1 Tiebreakers

If City receives Proposals identical in fitness, availability, and quality and chooses to award a Contract, City shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11.2 References

The City may consider references for all proposers during the initial round of review, or may elect to consider references during a subsequent round as provided in section

4.14. At the point that the City determines to consider references, the SPC will contact each reference provided by Proposers. References will score the Proposer on a scale of

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0-10 in each of the following categories:

o Project Scope & Quality: Did the vendor meet technical requirements?

o Timeline Adherence: Was the project completed on schedule?

o Budget Management: Did the project stay within budget?

o Client Relationship/Service: Was the Proposer responsive and professional?

SPC will calculate a final reference score for each Proposer using the average of the scores for each reference question from each Reference. Nonresponsive references will be given a score of zero for each reference question.

4.12 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion, where the percentage applied is the score multiplied by 10. For example: 1=10%, 5=50%, 7.2=72%, 9=90%, etc.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 20 points. The SPC averages 10, 9, and

9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 20. 20 multiplied by 95% is

19. Proposer A is awarded 19 points for the criterion.

4.13 RANKING OF PROPOSERS

The SPC will calculate the points for each Proposal in a given round of competition by averaging the points awarded by each Evaluation Committee member (e.g., the SPC adds the total points

POINTS POSSIBLE – FIRST ROUND 100

4.10.2.1 CM/GC Background (pass/fail) (Pass/Fail)

4.10.2.2 Personnel & Experience 20

4.10.2.3

Pre-Construction Services Approach

4.10.2.4 Pre-Construction Fee; Schedule and Staffing Plan

4.10.2.5 Construction Services Approach 20

4.10.2.6 Construction Fee 10

4.10.2.7 Communication Protocols 10

ADDITIONAL POINTS – SECOND ROUND 25

4.11.2 REFERENCE POINTS POSSIBLE 15

INTERVIEWS 10

TOTAL POINTS POSSIBLE: 125

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During Round 2, Evaluation Committee members may revise their scores from Round 1 given information clarified or newly added during the Interview, and the SPC will recalculate the points awarded including the reference points.