CAHC Design Build RFP.pdf

REED CITY AREA PUBLIC SCHOOLS

DESIGN-BUILD SERVICES

REQUEST FOR PROPOSALS (“RFP”)

November 3, 2023

Reed City Area Schools

REQUEST FOR PROPOSALS FOR

PART 1 – GENERAL INSTRUCTIONS

A. Instructions

Qualified firms are invited to submit proposals to Reed City Area Public Schools (the “District”) for Design-Build Services for the renovation, re-purposing, and conversion of District high school space into a child/adolescent health center space (the “Project”). The Project, however, consists of approximately 1,455 square feet and minimally must contain all of the following:

• Two (2) exam rooms with water connection

• One (1) lab space with water connection

• One (1) behavioral health room

• One (1) reception/waiting room area

• One (1) restroom

• One (1) private meeting space

• One (1) secure entrance

Unless the District modifies the project delivery method, the form of agreement between the selected bidder and the District will be as set forth on a modified version of the AIA Document A141 – 2014 Standard Form of Agreement Between Owner and Design-Builder. For the purpose of this RFP, the terms “proposal” and “bid” shall be treated as one and the same.

The District reserves the right to reject any or all proposals and to make any award that it considers to be in the best interest of the District.

B. Proposal Submission

To be considered by the District, seven (7) copies of the complete proposal must be received no later than 3:00 p.m., November 29, 2023. Proposals should be addressed to:

Reed City Area Public Schools c/o Michael Sweet, Superintendent 225 West Church Street

Reed City, Michigan 49677 Telephone: (231) 832-2201

The lower left corner of the submittal envelope should be marked: PROPOSAL FOR DESIGN-BUILD

SERVICES.

Pursuant to Michigan law, MCL 380.1267, proposals must include security (cashier’s check or bond) in an amount not less than 1/20 (5%) of the amount of the bid conditioned to secure the District from loss or damage by reason of the withdrawal of the bid or by the failure of the bidder to enter a contract for performance, if the bid is accepted by the District’s Board of Education. Any firm(s) not awarded will be refunded this security if submitted in the form of a cashier’s check.

Submitted proposals become the property of the District and will not be returned.

C. Late Proposals

Any proposal received by the District after the time specified above will not be considered. The party submitting a proposal shall bear full and total responsibility for ensuring timely receipt of that proposal.

D. Withdrawal of Proposals

Proposals may be withdrawn by written notice received at any time prior to the submission deadline.

Proposals may be withdrawn in person, provided that the firm's representative signs a receipt for the proposal prior to the submission deadline.

E. Questions Concerning this RFP

Inquiries may be made to Michael Sweet, Superintendent, at the address and telephone number above.

Information about the District is available during business hours (8:00 a.m. – 4:30 p.m.).

F. Economy of Preparation

Proposals should be prepared simply, providing a concise description of the firm’s ability to meet the requirements of this RFP. Please limit your proposal to the information requested in Part 3 - Proposal Details and Part 4 - Proposal Summary. Part 4 - Proposal Summary, must be signed by the person responsible for the decision as to services and costs being offered.

G. Site Visit

Bidders must schedule an appointment with Michael Sweet, Superintendent, during business hours to personally inspect the site before bid submission to become familiar with the space. The District will not accept responsibility for a bidder’s failure to inspect the facilities/sites.

H. Prime Responsibilities

The firm selected will be required to assume responsibility for all services offered in the proposal, regardless of who actually provides such services and whether the selected firm utilizes separate consultants. The selected firm shall be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

The firm will provide all necessary services that may be provided for the Project by an architect or engineer as described in 1937 PA 306, as amended, the School Construction Act, and 1980 PA 299, as amended, with the exception of “construction supervision,” for which the District will retain or use a separate architect or professional engineer licensed in this state or another person qualified to supervise construction.

After the design phase, the firm will additionally provide the construction services.

A general scope of services is described below in this Part 1 under Section M.

I. Proposal Preparation Costs

All costs incurred for proposal preparation presentation, or contract negotiation are the responsibility of the firm. The District will not be responsible for, and will not pay, the cost for any information solicited or received.

J. Acceptance of Proposal Contents

The contents of the proposal of the selected firm will become contractual obligations when a contract is issued, except with regard to particular contents that are rejected by the District. Failure of the successful firm to abide by such obligations will result in cancellation of the award.

K. Proposed Project Schedule

The bid is expected to be awarded around December 2023. The Project is expected to commence around May 2024. The District and all bidders recognize that this schedule is subject to change.

L. Collusive Bidding and Relationship Disclosure

The Proposer certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm, or company making a Proposal for the same project and is in all respects fair and without outside control, collusion, fraud, or other illegal action.

The Proposer shall submit a Familial Relationship Disclosure in substantially the form attached hereto as Attachment “B”.

The Proposer shall submit an Iran Economic Sanctions Act Certification in substantially the form attached hereto as Attachment “C”.

M. Scope of Services

It is assumed that any proposal submitted will include, but shall not necessarily be limited to, the performance of all of the activities listed below. The District will consider alternate proposals;

however, the proposal must clearly indicate any activities that have been deleted and/or added from the requested scope of services. References to the “Design-Builder,” “Architect,” “Designer” or other similar term shall all be intended to refer to the entity submitting a response to this RFP.

1. Programming Phase

a. Assist in developing a construction program and Project scopes and establishing an estimated cost of each desired improvement in accordance with MCL 339.2011 (which cost estimating obligation shall continue after programming).

b. Attend meetings and make presentations concerning the Project.

2. Design Phase Services

a. Develop Preliminary Design including, but not limited to, Space Planning, Schematic Design and Design Development specific to the Project.

b. Complete Final Design including, but not limited to, working drawings, specifications, cost estimates, prospective bidders list, approvals (State and local authorities), technical addenda and clarifications for all of the following, as applicable for each particular project:

i. Structural Design

ii. Architectural Design

iii. Mechanical Design

iv. Electrical Design

v. Civil Design

vi. Technology Design

c. Attend meetings with each committee to develop goals, explain options, and reach consensus on final plans.

d. Provide copies of meeting minutes for distribution to appropriate staff and Board members.

e. Review the construction schedule.

f. Review an occupancy schedule to be implemented upon completion of construction.

g. Produce and review projected cash flow schedules for all aspects of the Project.

h. Review commissioning options with District and incorporate appropriate commissioning duties into the plans and specifications.

i. Assist District with obtaining the necessary building permits and other governmental agency approval applications.

3. Construction Phase Services

a. Prepare for and commence construction, construction draw, and occupancy schedules.

b. Propose change order requests, subject to District approvals.

c. Review shop drawings and expedite the review process.

d. Review payment and cost control procedures, including the following:

i. Subcontractors’ Schedule of Values, if applicable

ii. Subcontractors’ Payment Application and

Certification, if applicable

iii. Subcontractors’ Sworn Statements and

Waivers of Lien, if applicable

iv. Purchase Order and disbursement Summaries

v. Change Order Listings

vi. Budget Cost Summary Reports

e. Participate in progress meetings and provide progress reports of same.

i. As needed, meet with the District’s Project Representative to discuss any activities which may affect operations.

ii. Weekly meeting with District representative and trade contractors.

iii. Monthly meetings for planning, coordination, and payments with District administrators which will include status reports on the Project, budget, change orders, and allowances for reimbursable expenses.

f. Prepare as-built drawings and record and review operating and maintenance manuals, warranties, guarantees, and Project directories.

g. Ensure that all construction is completed as specified by the construction documents and meets all codes and regulations of agencies having jurisdiction.

h. Provide review and coordinate Project commissioning.

i. Prepare and complete punch lists, coordinate final inspections, and recommend District acceptance and occupancy.

4. Post-construction Phase Services

a. Assist in conducting training sessions for appropriate employees regarding the operation and maintenance of technical equipment.

Videotape a training session for the District's future use.

b. Provide staff readily available during three-month adjustment period as staff and students become accustomed to new surroundings.

c. Provide follow-up for the duration of the longest warranty period covered by the Project.

N. Insurance Coverage

Before beginning work, the selected firm will be required to provide a copy of insurance certificates for the following insurance types and amounts:

1. Professional liability covering negligent acts, errors, and omissions in the performance of professional services, with policy limits of not less than $1,000,000 per claim and $2,000,000 in the aggregate.

2. Commercial General Liability with policy limits of not less than $1,000,000 for each occurrence and $1,000,000 in the aggregate providing coverage for claims including damages because of bodily injury, sickness or disease, including occupational sickness or disease, and death of any person; personal injury; damages because of injury to or destruction of tangible property; bodily injury or property damage arising out of completed operations; and contractual liability applicable to the Design-Builder’s obligations.

3. Comprehensive Automobile Liability, which includes coverage for any auto, hired autos, and non-owned autos with a combined single limit of $2,000,000.

Any consultants of the Design-Builder shall provide insurance coverages at least equal to that provided by the Design-Builder, and those consultants shall provide insurance certificates for general and professional liability coverages.

O. Payment of Fees

The District will make payments to the Design-Builder as determined during contract negotiations with the selected firm. Payments may be subject to 10% retainage. Professional fees and reimbursable expenses shall be itemized on the same invoice so that the District may issue one monthly check to the Design-Builder. The specific day of the month on which invoices are to be received and checks released will be determined during contract negotiations with the selected firm.

Reed City Area Public Schools

REQUEST FOR PROPOSAL FOR

PART 2 – PROPOSAL REVIEW AND SELECTION PROCESS

A. Time Frame for Design-Builder Selection

It is the intent of the District to select a Design-Builder according to the following schedule:

November 3, 2023 RFP is released.

Scheduled with Superintendent Mandatory pre-proposal review meeting November 29, 2023, 3:00 p.m. Proposals are due.

December 2023 Board of Education selects a Design-Builder and authorizes the Superintendent to finalize a contract.

May-June 2024 Design-Builder begins work.

The District may modify or eliminate any of the above schedule in its sole discretion.

B. Review and Selection Process

The District reserves the right to reject any or all proposals that are determined not to be in the best interests of the District. The District will not necessarily select the lowest-cost proposal.

C. Evaluation Criteria

The District will evaluate proposals considering all of the information provided in response to this RFP, including but not necessarily limited to the following:

Adherence to RFP: To merit evaluation, submittals must conform, in both content and presentation, to the parameters established in this request.

Relevant Experience: Relevant experience of the firm with the construction and renovation of K-12 public school facilities, particularly those of comparable size and complexity.

Qualifications: Qualifications and experience of the key staff to be assigned to these projects.

Timeliness: Ability of the firm to complete work tasks specified in this RFP in a timely fashion.

Responsiveness: The ability to meet quickly with District officials, contractors, etc. when necessary.

Team Compatibility: The ability of the firm to work with students, District employees, parents, community members, and governmental officials based on references and interviews.

Fee Proposal: The total fees for Design-Build services, including professional fees and allowances for reimbursable expenses.

D. Awarding of the Contract

All proposals received shall be subject to evaluation by the Administration for the purpose of recommending a firm or firms with whom a contract will be signed. Authorization for execution of a contract will be approved by the District’s Board of Education after it has had an opportunity to review the recommendations of the Administration.

The form of Contract shall be based on the modified version of AIA Document A141 – 2014 Edition, as modified. The bidder shall be deemed to agree with the attached document in its entirety, except and to the extent the bidder specifically objects in writing to any provision therein and attaches the objection(s) as a separate document to its response to this RFP, along with a proposed alternative.

Notwithstanding anything herein to the contrary, the District shall have the ability, in its sole discretion, to negotiate any term of the Contract. The award of a Contract shall be contingent upon the successful negotiation of same.

PART 3 – PROPOSAL DETAILS

NAME OF FIRM:______________________________________________ YEAR ESTABLISHED: ________

ADDRESS: ________________________________________ _______________________________ ___________ (Street) (City/State) (Zip Code)

TELEPHONE NUMBER: ___________ _____________________ FAX NUMBER: ________ _____________ (Area Code) (Area Code)

A. BUSINESS ORGANIZATION

1. Individual Partnership Corporation Other

2. Years firm has provided K-12 Design-Build Services: __________________

3. List Principals and officers of the firm:

PERSONNEL:

4. List professional consultants outside your firm you propose using to provide services not available in your firm.

Location Number of Times

Firm Name City/State Specialty Affiliated With You

1.

2.

3.

4.

5. What is your General Liability Insurance coverage:

a. Total amount of protection provided.

b. Amount of deductible, if any.

c. Name, address, phone #, and contact person of Insurance Company.

d. Are the costs of this coverage included in your Fee Proposal? If not, what is that additional cost?

6. What is your Professional Liability coverage:

a. Total amount of protection provided.

b. Amount of deductible, if any.

c. Name, address, phone #, and contact person of Insurance Company.

d. Are the costs of this coverage included in your Fee Proposal? If not, what is that additional cost?

B. APPROACH TO DESIGN-BUILD SERVICES

1. Describe in detail, the process you will follow from approval of the final design, to develop the drawings and specifications, and commence construction for our Project.

2. Describe the method(s) of budget/cost control, quality control, and time schedule adherence you will use for the Project.

3. List the steps in your standard change order procedure, your criteria used to determine whether Additional Service fees will be charged and for change orders, and your fee schedule for change orders.

4. Discuss the method of on-site observation you will use for our Project.

5. Identify all categories of anticipated reimbursable expenses the Design-Builder would expect to charge to the District.

6. Add any additional information about your design approach as envisioned for this Project.

a. Project Name:

School District:

Contact:

Phone Number Total Cost Square Footage Cost per Square Foot # of Change Orders Cost of Change Orders Date Completed Project Architect Why do you consider this school to be your firm’s best work?

C. Anticipated Project Schedule

The District desires that construction for the Project begin in May or June 2024 and that substantial completion be achieved by not later than September 2024. Please identify any concerns or reservations your firm may have with these general parameters and describe any negative impacts on the Project foreseen as a result of such parameters. The District anticipates working with the selected Design-Builder after bidding to consider Project Schedule adjustments necessary to maximize bidding opportunities.

D. Cost Proposal

The cost proposal shall be stated as a percentage of construction cost as set forth below. The total cost is to include professional fee and allowances for reimbursable expenses. If you believe any other information or clarification may be helpful to the District in determining your cost for services, please include that information in your proposal.

PART 4 – PROPOSAL SUMMARY

Project Cost:

$500,000 - $999,999 $1,000,000 - $1,500,000

Type of Work:

New Construction

Renovation New Construction

Renovation

% of Cost

This proposal has been prepared to provide the District with all the information requested in Part 3 - Proposal Details of the RFP regarding Design-Build services. The undersigned certifies that the proposal contained herein meets or exceeds the scope of services as outlined in this RFP, and that any items that have been deleted from and/or added to the requested scope of services (including, but not limited to, the proposed contract language) are clearly noted as follows:

Signed this ____ day of ______________, 202__.

Firm Name: __________________________________________________________________

Address: __________________________________________________________________

Phone Number: __________________________ Fax Number: ________________________

If a corporation, indicate State of incorporation and affix seal.

Attest: __________________________________________________________________

By: __________________________________________________________________ Signature/Title

ATTACHMENT “A”

AIA Document A141-Standard Form of Agreement Between Owner and Design-Builder, as modified

Attachment A – A141.pdf https://drive.google.com/file/d/1jRf13eXA0rCKzzsOfX4u2B6dYDRXbXaC/view?usp=drive_link

ATTACHMENT “B”

FAMILIAL DISCLOSURE STATEMENT

AFFIDAVIT OF ______________________________

(insert name of affiant)

STATE OF MICHIGAN )

)ss

COUNTY OF _________________ )

___________________________________ makes this Affidavit under oath and states as follows:

(insert name of affiant)

1. I am a/the:

□ President

□ Vice-President

□ Chief Executive Officer

□ Member

□ Partner

□ Owner

□ Other (please specify) ________________________ of ___________________________________ [insert name of contractor], a bidder for design-build services for Reed City Area Public Schools.

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the school district’s superintendent and/or board members:

3. I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids for design-build services.

4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

(signature of affiant)

Dated: ________________

Subscribed and sworn before me in _________________ County, Michigan, on the ___ day of _________________, 202__ ____________________________________________(signature) _____________________________________________ (printed) Notary public, State of Michigan, County of ________________ My Commission expires on _____________________________ Acting in the County of ________________________________

ATTACHMENT “C”

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

I am the _______(title)________ of _____________(bidder)_______________, or I am bidding in my individual capacity (“Bidder”), with authority to submit a binding bid for the provision of design-build services to Reed City Area Public Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. (“Act”). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)