CLSU J-396-DB RFQ-RFP

Board of Regents of the University System of Georgia

Request for Qualifications (Step I) and

Request for Proposals

(Step II)

To Provide

Design-Build Services

(DB)

for

Project No. J-396

“Campus Infrastructure, Phase II”

Clayton State University Morrow, Georgia

Solicitation Issue Date: September 19, 2022 Qualifications Packages Due: October 10, 2022

Clayton State University, Project No. J-396, Campus Infrastructure Phase II, DB RFQ/RFP

TABLE OF CONTENTS

STEP I – REQUEST FOR QUALIFICATIONS (RFQ)

1. GENERAL PROJECT INFORMATION

2. DESIGN-BUILD SERVICES REQUIREMENTS

3. QUALIFICATIONS REVIEW PROCESS

4. SCHEDULE OF EVENTS (STEP I)

5. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATIONS

6. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS

7. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

8. FINALIST NOTIFICATION

STEP II – REQUEST FOR PROPOSALS (RFP) from Qualified Finalists

1. CONTRACT INFORMATION

2. BUILDING PROGRAM

3. SCHEDULE OF EVENTS (STEP II)

4. PRE-PROPOSAL SITE VISIT

5. SELECTION PROCESS

6. INSTRUCTIONS FOR PREPARING PROJECT PROPOSALS

7. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION AND

EXTENSIONS

8. SUBMITTAL OF PROJECT PROPOSALS AND FEE PROPOSALS

9. PRESENTATION / INTERVIEW INFORMATION

10. ADDITIONAL TERMS AND CONDITIONS

EXHIBITS

a. Exhibit A – Certification Form

b. Exhibit B – Contractor Affidavit and Certificate of Compliance

c. Exhibit C – DB Fee Proposal

d. Exhibit D – Preconstruction Cost & Expenses Breakdown

e. Exhibit E – General Conditions Breakdown

f. Exhibit F – Project Cost Matrix

g. Exhibit G – Proposer’s Disclosure Statement

STEP I

REQUEST FOR QUALIFICATIONS

Design Build Services

Project No. J-396 “Campus Infrastructure, Phase II”

Clayton State University, Morrow, Georgia

The Board of Regents of the University System of Georgia (“BOR”) As (“Owner”), on behalf of the Clayton State University (“CLSU”) is soliciting statements of qualifications from firms interested in providing design-build services for the construction of a project known as Project No. J-396, “Campus Infrastructure, Phase II”, at Clayton State University, Morrow, Georgia. This Request for Qualifications (RFQ) seeks to identify potential providers of the above-mentioned services. Some firms that respond to this RFQ, who are determined by the Owner to be especially qualified, may be deemed eligible and may be invited to interview and offer proposals for these services. All respondents to this RFQ are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. BOR reserves the right to reject any or all statements of qualifications or proposals, and to waive technicalities and informalities at their discretion.

1. GENERAL PROJECT INFORMATION

Project Background Clayton State University (“CLSU”) is in Morrow, Georgia on an approximately 163-acre tract of land. CLSU’s utility systems were mostly installed during initial campus development in 1968 and subsequent construction. Most of this original infrastructure is at or beyond its reasonable life cycle. The frequency of failures in the 50+ year old systems has increased in recent years, causing disruption and dysfunction with negative impacts on campus operations and the risk of related safety hazards. The Utility Master Plan (UMP) completed during the J-367 Campus Infrastructure Project, includes a detailed survey of campus infrastructure and a comprehensive plan which evaluated and prioritized needed renewal and upgrades over a series of future phased infrastructure improvements projects. Phase I is currently in construction and has focused on the most critical deficiencies to alleviate operational risk.

Project Description Phase II of the campus utility infrastructure project is required to continue the implementation of prioritized renewal and upgrades necessary to ensure adequate function, capacity, and reliability in all campus utility systems. The Phase II scope of work includes but is not limited to the removal and installation of new cold and hot water piping throughout the central academic core - a defined area of the campus. Preliminary conceptual plan of proposed defined work area will be presented to shortlisted firms. The Utility Master Plan will be updated with addenda to Phase II work to include all as-built work and reflect new findings based on Phase II which may inform and assist the University in its future planning efforts.

Sustainable Approach The project will incorporate the requirements of the Energy Efficiency & Sustainable Construction Act (SB 130) (O.C.G.A. 50-8-18) and may include other sustainable concepts where feasible to do so.

Project Delivery Method This project will utilize Design/Build as the project delivery method, and, as a minimum, will employ the services of a team that includes the Design Principal, General Contractor or Construction Manager, and a Commissioning Agent.

Project Budget The Guaranteed Maximum Price is estimated at $2,675,000. The preliminary stated cost limitation (SCL) or construction cost of the Project is estimated at $2,500,000. The final SCL may be revised by the Owner due to final programmatic requirements, funding availability or other circumstances.

Project Schedule The Design Builder’s (DB) services are anticipated to commence by Winter 2022 with construction documents anticipated for completion in Summer 2023. The start of construction is contingent on the availability of funding. (All of the dates above are estimates and are contingent on the availability of funding).

2. DESIGN-BUILD SERVICES REQUIREMENTS

The prospective DB will provide design and preconstruction services which may include, without limitation, technical review, cost verification, cost evaluation, value engineering, schedule development, and schedule evaluation, in addition to management of the construction. In addition, DB will be responsible for methods of construction, safety, and the scheduling and coordination of the work of all construction and miscellaneous contracts required for completion of the project within its predetermined budget and schedule. The successful DB will be required to work collaboratively with the Owner’s consultants.

3. QUALIFICATIONS REVIEW PROCESS

Selection of the DB will be a multi-step process generally following the steps outlined in the State Construction Manual.

Step I- Qualifications Review This RFQ is issued for the purpose of acquiring Statements of Qualifications from prospective DB firms. A selection of finalist firms will be made by a Selection Committee consisting of representatives of the User and BOR. The Selection Committee will receive, and review Statements of Qualifications submitted in response to this RFQ. To be deemed eligible for evaluation, firms must meet the following minimum qualifications:

Minimum Qualifications Required

• The firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority.

• Firm must have sufficient bonding capacity for anticipated total cost of work. Provide a letter or other supporting documentation from a bonding company indicating the firm’s capacity to bond the project.

• Firm must have a current Contractor’s Public Liability Insurance policy, and must be insurable in the following amounts: Bodily injury, including death- limits of $1,000,000 for each accident. Property damage- limits of $2,000,000 for each accident and $10,000,000 for the aggregate of operations. (The Owner reserves the right to require additional limits and/or coverage for actual contract.) Provide your current insurance certificate.

• Firms must have all necessary, valid and current licenses to do business in the State of Georgia. Provide a copy of your GC license, business license and Georgia Certificate of Existence.

• Firm must demonstrate sufficient cash flow to undertake the project as evidenced by a current ratio (assets/liabilities) of 1.0 or higher.

• The firm must demonstrate a commitment to safety with regard to Worker’s Compensation by having an Experience Modification Rate (EMR) over the past three years of 1.2 or less.

• The firm or its principals have not been terminated for cause or currently in default on any public works contract.

The firms must provide a sworn statement attesting to compliance with the minimum criteria listed above and provide supporting documentation as requested further in the process in accordance with deliverable (A) A-1 below in this RFQ.

The Selection Committee will then evaluate the submittals which have met the above minimum qualifications. Criteria for the evaluation are listed below:

Criteria for Evaluation of Statements of Qualifications

25% Factor: Stability of the firm, including the firm’s corporate history, resources, form of ownership, litigation history, financials, etc.

45% Factor: Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective management of construction of facilities comparable in complexity, size, and function, for public owners.

30% Factor: Firm’s suitability to provide services for project, including the firm’s apparent fit to the project type, delivery method, any unique qualifications for the project, current and projected workloads, describe your firms plan for competitively selecting subcontractors. Additional factors for a firm’s suitability will include the construction manager’s office location/proximity to the project, and current/recent BOR project workload.

Step II- DB Selection, will be initiated by invitation to finalists to submit Project and Fee Proposals as instructed in the Owner’s RFP. Short listed firms will be issued a notice to finalists and invited to do a presentation/interview. The successful DB will be determined based on the proposals received and the interview.

4. SCHEDULE OF EVENTS (STEP I)

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta, Georgia. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

5. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

It is the responsibility of each respondent to examine the entire RFQ and RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document.

Questions about any aspect of the RFQ, or the project, shall be submitted in writing (e-mail is preferable) to:

Mr. Darren Thomas Director of Facilities Management Clayton State University 2000 Clayton State Blvd.

Morrow, Georgia 30260 e-mail: darrenthomas@clayton.edu

The deadlines for submission of questions relating to the RFQ are the times and dates shown in the (Schedule of Events- Section 4). All relevant questions and requests for clarification received by the Institution and the corresponding responses will be posted on the Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/ as an addendum to the original solicitation for services. From the issue date of this solicitation until a successful proposer is selected and the selection is announced, respondents are not allowed to communicate for any reason with any members or employees of the BOR or the Institution except for submission of questions as instructed in the RFQ, or during the proposer’s conference (if applicable), or as provided by any existing work agreement(s). For violation of his provision, the Owner shall reserve the right to reject the proposal of the offending proposer.

6. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS

Interested firms shall submit/upload one (1) electronic copy in .pdf format of the complete qualifications package to a BOR ftp site. Submittals must be prepared in a manner that fits a

STEP I (RFQ) Estimated Timeline

a. Owner issues public advertisement of RFQ 9/19/22 -----

b. Deadline for written questions/requests for clarification (see section 6). 10/03/22 2:00pm

c. Deadline for submission of Statements of Qualifications 10/10/11 2:00pm

d. Owner completes evaluation, post results, and issues notification to finalist firms

10/11/22

10/18/22 mailto:darrenthomas@clayton.edu http://ssl.doas.state.ga.us/PRSapp/ standard 8 ½” x 11” paper format when printed. Responses are limited to using a minimum of an 11-point font. The entire response shall not exceed 50 pages, including exhibits, affidavits or other enclosure information that may be included in an appendix. All pages count regardless of content. Submittals that include qualifications of more than one firm shall not exceed page limits. Submittals that exceed the page limit will be deemed non-responsive and will not be considered by the Selection Committee.

STATEMENT OF QUALIFICATIONS

(DELIVERABLES “A”, “B”, and “C” FOR ALL FIRMS)

A. Stability A1- Provide basic company information: Company legal name, address, name of primary contact, telephone number, fax number, e-mail address, and company website (if available). If the firm has multiple offices, include information about the parent company and branch office separately. Identify the office from which project will be managed and proximity to the project site. Provide form of ownership, including state of residency or incorporation, and number of years in business. For joint venture entities that have not undertaken at least two projects together, each firm should submit its qualifications separately. Joint submittals are subject to the same submittal page limit.

A2- Briefly describe the history of your firm(s). Provide general information about the firm's establishment, personnel resources, including disciplines and numbers and classifications of employees, and locations and staffing of offices that will be directly involved with this Project.

A3- Please disclose whether or not the firm has been involved in any litigation with an Owner or Architects during the past five (5) years. List any active or pending litigation and provide a thorough explanation of its scope. List any claims against your firm or against Owners where your firm is named.

A4- List the firm’s annual average gross revenue, for the parent office and local office separately, if applicable for each of the past 5 years. Supply main financial and banking references.

A5- Please provide information as to whether or not your firm has ever been removed from a contract for cause OR failed to complete a contract as awarded?

A6- The firm, in order to be deemed eligible for further evaluation, must provide supporting documentation asserting that the firm meets the minimum qualifications required for this project.

a. Certify that your firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority.

b. Certify that your firm has sufficient bonding capacity for anticipated total cost of work and our surety and insurance companies are in the current Department of Treasury’s Listing of Approved Sureties (Department Circular 570). All insurance and bonds will be obtained through a company licensed by the Georgia Insurance Commissioner to transact the business of insurance in the State of Georgia for the applicable line of insurance in the State of Georgia for the applicable line of insurance. The company is an insurer (or qualified self-insurers or group self-insureds, a specific excess insurer providing statutory limits) with an A.M. Best Financial Strength rating of “A-“ or better with an A.M. Best Financial Size Category of Class V or larger. Provide a letter or other supporting documentation from your firm’s surety indicating the firm has a bonding capacity of $10,100,000.

c. Certify your firm has a current Contractor’s Public Liability Insurance policy, and our firm is insurable in the following amounts: Bodily injury, including death- limits of $1,000,000 for each accident. Property damage- limits of $2,000,000 for each accident and $10,000,000 for the aggregate of operations. (The Owner reserves the right to require additional limits and/or coverage for actual contract.) Provide your current insurance certificate.

d. Certify your firm has all necessary, valid and current licenses (including a valid and current Georgia General Contractor’s License) to do business in the State of Georgia. General Contractor must have a valid and current Georgia General Contractor License at the time of submission of qualifications. Provide a valid copy of your Georgia General Contractor license, and a Georgia Certificate of Existence or other documentation stating your firm has registered with the Georgia Secretary of State and is authorized to do business in Georgia.

e. Certify your firm has sufficient cash flow to undertake the project as evidenced by a current ratio (assets/liabilities) of 1.0 or higher. Provide a one page statement evidencing your current ratio.

f. Certify your firm demonstrates a commitment to safety with regard to

Worker’s Compensation by having a current Experience Modification Rating (EMR) of 1.2 or less. Provide evidence from your firm’s carrier on their letterhead of your firm’s current EMR.

g. Certify the firm has not in the immediately preceding five years been defaulted in any public works contract and is not now under any notice of intent to default on any such contract.

A7- Complete the Certification Form (Exhibit “A”) and provide a scanned notarized copy with response as Section “A7” with the firm’s Statement of Qualifications.

A8- Complete and submit the Contractor Affidavit (Exhibit “B”) with response as Section “A8” with the firm’s Statement of Qualifications in compliance with the Georgia Security and Immigration Compliance Act.

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT(S)

“Contractor” in the following Affidavits shall mean “General Contractor”/ ”Contractor” for the purpose of compliance with O.C.G.A. § 13-10-91, (b).

For the purpose of completing the attached Affidavits, please insert the following:

• “Name of Public Employer” shall mean “Board of Regents of the University

System of Georgia, Owner, for the use and benefit of Clayton State University.

• “Name of Project” shall mean “Project No. J-396, Campus Infrastructure, Phase II”.

A9- Complete and submit the “Disclosure Statement” (Exhibit “G”) with response as

Section “A9” of the firm’s Statement of Qualifications.

B. Experience and Qualifications B1- Provide information on the firm’s design-build service experience on projects of similar size, function, and complexity (similar type of renovation/construction and a contract dollar amount equal to 75% or more of the anticipated amount of the incumbent project). Describe no more than five (5) and no less than three (3) projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project at hand. For each project, the following information should be provided:

a. Project name, location and dates during which services were performed.

b. Brief description of project and physical description (delivery method, cost, square footage, number of stories, type of foundation, structural system, envelope, site area).

c. Services performed by your firm.

d. Provide any Owner-written letters of reference/recommendation about the firm’s performance on the project.

e. Owner/User/Architect contact information.

f. Explanation as to how the highlighted project relates to the current Project being considered. If the firm has multiple offices, indicate the office responsible for each highlighted project

C. Statement of Suitability

C1- Provide any information that may serve to differentiate your firm from other firms regarding suitability for the project. Suitability may include, but is not limited to, the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project, current and projected workloads, the proximity of office to project location, and any techniques or methodologies offered by the firm that may be particularly suitable for this project type.

C2- Provide information on any special services such as BIM capabilities, LEED Certification, offered by the firm that may be relevant and available for this project.

7. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

Submit one (1) electronic copy of the complete package in .pdf format onto the BOR / Egnyte ftp site. Uploaded responses (file names) must reference the RFQ No. BOR-Project No. J- 396-DB, the firm’s name, and the word “QUALIFICATIONS.”

(File Name Example: BOR-Project No. J-396-DB, ABC Company, Qualifications)

The entire submittal should be submitted as ONE (1) file. Please do not submit individual documents or sections separately.

See the document titled “Upload Instructions” on the Georgia Procurement Registry site along with this RFQ/RFP for detailed instructions regarding the upload of your submittal.

The total page count of the submittal must not exceed 50 pages. All pages count toward the total number of pages regardless of content. Qualification submittals that exceed the page limit will be deemed non-responsive and will not be considered by the selection committee.

Proposers are reminded to include a completed “Contractor Affidavit” (Exhibit B) with the Statement of Qualifications. Failure to provide this affidavit will result in rejection of proposal.

Statements of Qualifications must be electronically received by the Owner prior to the deadline indicated in the Schedule of Events (Section 4 of RFQ). Printed copies will not be accepted.

A list of firms submitting responsive Statements of Qualifications will be published on the Board of Regents’ Real Estate and Facilities website at http://www.usg.edu/facilities/external_partners/construction_professional_selections.

If difficulty is encountered during upload, contact Josette Decatur-Hampton at (404) 962-3172 or josette.decatur-hampton@usg.edu for assistance or confirmation that the file was received. Firms are encouraged to verify their upload was successful at least 45 minutes prior to the deadline.

(Experience with the ftp site indicates that uploads do not always receive the confirmation statement that the file was successfully uploaded. Typically, files ranging in size from 3 – 10 mb, should not take more than one or two minutes to complete the upload).

It is the responsibility of the Proposers to examine the entire Request, seek clarification in writing, and review their qualifications for accuracy before submitting a response. Once the deadline has passed, all submittals will be final.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

8. FINALIST NOTIFICATION

Once the Selection Committee has completed the evaluation of the Statements of Qualifications, the finalist firms will be notified in writing. The shortlisted firms will also appear on the Board of Regents’ Office of Real Estate and Facilities website at https://www.usg.edu/facilities/external_partners/construction_professional_selections.

Step II- DB Selection, will be initiated by the invitation to the qualified finalists by the Selection Committee to submit Project Proposals and Fee Proposals as instructed in the Request for Proposals (RFP). Finalist interviews will also be conducted by the Owner. The successful DB will be determined from the evaluation of proposals received and interviews.

http://www.usg.edu/facilities/external_partners/construction_professional_selections mailto:josette.decatur-hampton@usg.edu https://www.usg.edu/facilities/external_partners/construction_professional_selections

STEP II

REQUEST FOR PROPOSALS

(From Qualified Finalists) Design Build Services for

Project No. J-396 “Campus Infrastructure, Phase II”

Clayton State University Morrow, Georgia

Note: The information in this Section, Step II (Request for Proposals) is provided for firms who have been issued notification as having been deemed eligible and are shortlisted for the project.

To firms who have been issued notification as having been deemed eligible, the Board of Regents of the University System of Georgia (BOR), as “Owner” on behalf of Clayton State University (“User”), issues this Request for Proposals (RFP), for those firms to offer proposals for design build services for the specific project.

1. CONTRACT INFORMATION

General The Design/Builder (DB) is normally under contract to supply both design services and construction services, to complete the project and place the Owner in occupancy of the project in a “turnkey” fashion. Once either a Guaranteed Maximum Price (GMP) or a Lump Sum Price is agreed between the Owner and the DB, the DB is “at risk” for project price, project schedule, and completion of all construction as set forth in the Contract Documents. The DB holds all trade contracts and trade supplier contracts. The price and financial structure of this Agreement is the “cost-plus” method, with an absolute cap on the total price of the contract (the GMP), and certain other maximum price allowances. The sole basis for the “plus” under this Agreement is the Design/Builder’s Fee, which is the DB’s “gross profit”. The sole basis for “cost” throughout this Agreement is Actual Cost. In addition to the GMP, there are total cost limitations imposed on Actual Costs for overhead, salary and labor costs, both as to type of cost and allowable amounts. Actual cost is the only allowable cost under this Agreement, unless and until a Lump Sum Price is agreed between the Owner and DB. The Owner can designate an Executive Administrator or a Program Manager to represent the Owner in administration of the Project

Contingencies There are two contingency amounts under the GMP. The first is the “construction contingency,” which is largely under the control of the DB pursuant to the terms of this Agreement and has a minimal requirement for Owner approval “not unreasonably withheld.” The second is the “design contingency” pursuant to the terms of this Agreement, in which the Owner retains substantial control. Both contingencies are eliminated if the Owner and DB ultimately agree to a Lump Sum Price for the project.

Contract Scope during Phases of Project The Design/Build (DB) services shall include a preconstruction design phase, and a construction phase. During the design phase, the DB will provide cost estimates and cost evaluation, value engineering recommendations, design analysis, constructability reviews and technical input on methods of construction, materials, details, and bidding formats and types of separate bidding packages. Not later than 80% complete design documents, DB shall issue a guaranteed maximum price (GMP) backed by a surety bond. Project shall be constructed within this GMP.

DB shall also develop and maintain a master project schedule. During the construction phase, which includes any previously awarded early bid packages, DB will be responsible for methods of construction, safety programs, general conditions, prequalification of potential subcontractors and bidding of all work, certification of work in place and monthly payment requests, coordination and scheduling of all work of all construction contracts and miscellaneous contracts required for the completion of the project within the predetermined budget and schedule. DB will assist Owner in management and administration of the project except that the Owner shall retain complete contractual control of all prime DB contracts, project funds, and disbursements.

The DB shall retain all normal architectural responsibilities for professional design, cost control, schedule and quality assurance including normal construction administration responsibilities.

The following is a listing of some of the representative services usually provided by the DB:

(a) Design and Pre-Construction Phase

(i) Develop a major task based bar schedule (Gantt chart).

(ii) Complete the design process and produce construction documents

(iii) Develop a provisional construction CPM schedule indicating methods and sequencing of construction.

(iv) Develop requirements for safety, quality assurance, and schedule adherence.

(v) Perform a “constructability” review of the construction documents.

(vi) Perform maintainability review of the construction documents.

(vii) Provide detailed construction cost estimates, to achieve GSFIC’s budget.

(viii) Provide analysis of different construction methods in each major trade group for potential quality, cost, and schedule enhancements.

(ix) Develop construction budget to be maintained throughout construction.

(x) Develop value-engineering options.

(b) Bidding and Award Phase

(i) Arrange bid packages.

(ii) Develop requirements to assure time, cost, and quality control during construction.

(iii) Provide a provisional construction schedule (CPM) for issuance with bid packages.

(iv) Identify bidders and generate bidder documents.

(v) Schedule and conduct pre-bid conferences.

(vi) Advertise and distribute bidding documents.

(vii) Monitor bidder activity.

(viii) Review and analyze bids.

(ix) Update schedule.

(c) Construction Phase

(i) Maintain on-site staff for construction management and architectural supervision.

(ii) Establish and maintain coordinating procedures.

(iii) Develop and maintain a detailed schedule (CPM) including delivery, approvals, inspection, testing, construction, and occupancy.

(iv) Conduct and record job meetings.

(v) Prepare and submit change order documentation for approval of the Owner.

(vi) Maintain a system for review and approval of shop drawings.

(vii) Maintain records and submit bi-weekly reports and formal monthly reports to

Architect and the Owner.

(viii) Maintain quality control and ensure conformity to plans.

(ix) Provide cost control through progress payment review and verifications according to the approved schedule and contract amounts.

(x) Develop as-built and record drawings.

(xi) Coordinate post-completion activities, including the assembly of guarantees, manuals, closeout documents, training, and BOR’s final acceptance.

(d) Warranty Phase

(i) Coordinate and monitor the resolution of remaining “punch-list” items.

(ii) Coordinate, monitor, and resolve all warranty complaints to the satisfaction of BOR during the one-year general warranty period.

2. BUILDING PROGRAM

See General Project Information in RFQ (Step I), Section 1.

3. SCHEDULE OF EVENTS (STEP II)

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

STEP II (RFP) Estimated Timeline Event Projected

Date Projected

Time

a. Owner issues notice to finalist firms to propose as instructed in RFP 10/18/22 ----------

b. Owner conducts Mandatory Pre-Proposal Site Visit for finalists 10/24/22 TBD

c. Deadline for finalist submission of written questions and requests for clarification 10/31/22 2:00 PM

d. Deadline for submission of DB Project Management Proposals 11/09/22 2:00 PM

e. Deadline for submission of Fee Proposals (day before the interviews) 11/16/22 2:00 PM

f. Owner interviews finalist firms 11/17/22

TBA

4. PRE-PROPOSAL SITE VISIT

A pre-proposal site visit will be conducted by the Owner, and attendance of finalist firms is mandatory. The date for the conference and site visit will be as listed above. The site visitors will convene at a time and location to be determined and communicated in the Notice to Finalists. Additional information, possibly including some plans and drawings, may be available at the site visit for finalist review. The Owner reserves the right to disqualify a proposer from the selection process due to a failure by a proposer to arrive for the site visit by the scheduled time. Failure to attend a mandatory site visit will automatically result in disqualification from the selection process.

5. SELECTION PROCESS

Step II- DB Selection will be initiated by the invitation to the qualified finalists by the Selection Committee (determined in Step I from evaluation of Statements of Qualifications) to submit Project Proposals as instructed in this RFP. Finalist interviews will also be conducted by the Owner. The successful DB will be determined from the evaluation of proposals received and interviews.

Criteria for the evaluation of Project Proposals:

15% Factor: Previous Performance of the firm including level of quality of the services of the firm to previous customers, customer’s statements of that quality, the firm’s ability to meet established time requirements, the firm’s response to project needs during preconstruction and construction, the firm’s control of construction quality and budget. The Owner will use references from stakeholders of the Owner’s choosing from previous projects of the finalists, among other information as necessary. This information will be collected by the selection committee from project references provided in the Phase I (RFQ) submittal.

20% Factor: Relevant Experience and Qualifications of the Proposed Project Team.

Experience of the project manager and superintendent on completed projects of similar size, type, and complexity; Assigned team’s experience with effective budget and schedule control; availability of the proposed team for this project. Provide information regarding percentage of the primary team member’s time will be committed to this project.

15% Factor: Quality of Proposed Management Plan: The firm’s cost and schedule management plans; Firm’s approach for managing changes within the stated cost and schedule limitations; Firm’s approach for competitively administering and evaluating bid packages; The firm’s subcontractor management plan; The firm’s quality assurance program and plan; The firm’s close-out plan; The firm’s work force plan; The firm’s safety plan and site logistics plan for proposed project.

Criteria for the evaluation of Finalist Interviews:

25% Factor: Methodology Presented during Interview: The firm’s presentation of the proposed management Plan, and the committee’s overall Impression of the firm and the overall impression of key team members (project manager, superintendent, project director, cost estimator, project executive, etc.)

25% Factor: Team Communications/Project Solutions: The effectiveness in communication of the team members during the interview process, and the firm’s ability to effectively answer project questions and provide solutions during the interview.

Final Evaluation Upon completion of the evaluation of Project Proposals and interviews by the Selection Committee, proposers will be ranked in descending order of recommendation. A fee proposal will only be requested from the #1 ranked firm. Negotiations will then be initiated with the best-qualified firm to finalize the terms and conditions of the contract. In the event a satisfactory fixed fee cannot be reached with the highest-scoring firm, the Owner will formally terminate the negotiations in writing and open and review only the Fee Proposal of the second highest-scoring ranking firm, and so on until a mutually agreed upon fixed fee is established. Once the successful DB and the agreed upon fixed fee have been determined, a DB services contract will be awarded by the Board of Regents (BOR). The actual Form of Contract will be developed by the Owner. Un-opened Fee Proposals will be returned to respective proposers after award.

6. INSTRUCTIONS FOR PREPARING PROJECT PROPOSALS

Interested firms shall submit/upload one (1) electronic copy in .pdf format of the complete proposal package to a BOR Egnyte ftp site. Submittals must be prepared in a manner that when printed would typically fit on standard (8 ½ x 11”) paper. Responses are limited to using a minimum of an 11-point font. Submittals that include qualifications of more than one firm shall not exceed the page limit. (Proposals should not exceed 40 pages) Emphasis should be on completeness, relevance, and clarity of content.

To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below. The content of all Project Proposals must be categorized and numbered as outlined in the following “PROJECT PROPOSAL DELIVERABLES”, and must address in a responsible and responsive manner all requested information:

PROJECT PROPOSAL

(DELIVERABLES “D”, and “E” FOR FINALIST FIRMS ONLY)

D. Qualifications and Experience of Proposed Project Team

D1- Describe your firm's proposed organization for the design-build. Please designate the specific individuals to fill the following key roles on your team:

a. Design Executive

b. Lead Design Professional

c. Project Executive

d. Project Director

e. Project Manager

f. Superintendent

g. Cost Estimator

h. Other (please describe, if applicable)

D2- Please provide, for each of the above personnel, current resumes listing relevant project experience and percentage of the person’s time to be committed to this project.

D3- Please identify the individual who, from project start to finish, will be the leader of your design-build team and the principal point of contact between your firm and the Owner and other consultants. Provide detailed information on the qualifications of this individual and the direction, authority, and management tools that will be provided to the individual by the firm. This individual’s competence, his/her leadership, and his/her ability to achieve customer satisfaction will be heavily considered in the selection of a design-build firm.

D4- Provide an organizational chart showing the lines of responsibility and accountability for your team and proposed sub-consultants. If a joint-venture, identify responsibility relationships, where there may be past experience at such relationships, and levels of experience.

D5- Provide examples of your recent experience as a DB in constructing facilities similar to this project, including the following information:

a. Provide photographs of similar projects your firm/team completed in the past five (5) years.

b. Provide a written reference from the Owner/User (with current contact information) familiar with your performance on each of the above projects.

Provide a Program Manager reference (if applicable).

c. List the individuals who served as the Project Executive/Director, Design Professional, Project Manager, Superintendent, and Cost Estimator on the projects. Please note whether these individuals are still employed with your firm.

d. Indicate those projects where an architect, engineering consultant, and contractor served a corporate or public client as a team.

e. Provide information about the two most recent similar projects your firm has completed. Include the total quantity of change orders and net total cost increase of change orders to the project. Summarize the actual schedule performance relative to the initial project schedule. For each project, provide the name of an Owner’s representative (with a current phone number) who is most familiar with your performance on the project.

E. Management Plan

E1- Describe your process for efficiently resolving issues and maintaining the project commitments working collaboratively with the BOR and Using Agency. Provide specific examples demonstrating your ability to solve complex project issues related to renovation/construction without compromising your team commitments.

E2- Provide your detailed cost management plan for controlling costs on this project within the stated cost limitation during design and construction. Describe your systems and procedures for controlling costs during design and construction.

E3- Provide your detailed change management plan for managing cost and schedule exposures within the stated limitations.

E4- Provide your procurement and workforce plan including details on your plan to assure local contractor opportunity. Describe how your firm intends to arrange the construction into bid packages in order to reach the Owner’s schedule and budget objectives.

E5- Provide your detailed schedule management plan, for this project, during design and construction. Describe systems and procedures your firm uses to manage the project schedule. Describe alternatives that may be explored to shorten the schedule.

E6- Provide your detailed subcontractor management plan including, contract document compliance procedures, project accounting procedures, and issue resolution.

E7- Provide your closeout management plan for this project. Describe your systems and procedures for your closeout plan.

E8- Provide your detailed plan for applying any services identified in Section II not specifically requested by BOR. Explain the relevance of these services to this project and how they benefit the project.

E9- Provide your quality assurance plan for this project. Describe your firm’s approach for validating compliance with the construction documents. Explain your process for ensuring the quality of the renovation/construction workmanship.

E10- Provide your safety, site logistics, and phasing plans for this project. Describe your plan for working around existing operations and for building access. Provide official proof of your EMR for the past three (3) years, using the following formula: Incident Rate = # of Injuries x (200,000) / # Total Man Hours

7. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION, AND

EXTENSIONS

It is the responsibility of each respondent to examine the entire RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document. Questions about any aspect of the RFP, or the project, shall be submitted in writing (e-mail is preferable) to:

Mr. Darren Thomas Director of Facilities Management Clayton State University 2000 Clayton State Blvd.

Morrow, Georgia 30260 e-mail: darrenthomas@clayton.edu mailto:darrenthomas@clayton.edu

8. SUBMITTAL OF PROJECT PROPOSALS AND FEE PROPOSALS

Project Proposals Submit one (1) electronic copy of the complete package in .pdf format onto the BOR / Egnyte ftp site. Uploaded responses (file names) must reference the RFP No. BOR-Project No. J- 396-DB, the firm’s name, and the words “Proposals”.

(File name Example: BOR-Project No. J-396 -DB, ABC Company, Proposals)

The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately. See the document titled “Upload Instructions” on the Georgia Procurement Registry site along with this RFQ/RFP for detailed instructions regarding the upload of your submittal.

Proposals must be received electronically by the Owner prior to the deadline indicated in the Schedule of Events (Section 3 of the RFP). Printed copies will not be accepted.

If difficulty is encountered during upload, contact Josette Decatur-Hampton at (404) 962-1372 or josette.decatur-hampton@usg.edu for assistance or confirmation that the file was received.

Firms are encouraged to verify their upload was successful at least 45 minutes prior to the deadline.

(Experience with the ftp site indicates that uploads do not always receive the confirmation statement that the file was successfully uploaded. For files ranging in size over 10mb, it could take more than two minutes to complete the upload.)

It is the sole responsibility of the Proposer to assure delivery by the specified deadlines; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No Design Team Proposals will be accepted after the time stipulated above. Submittals will not be accepted via facsimile or fax.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

Fee Proposals

IMPORTANT: Read this carefully, this section has changed!

Fee Proposals will be solicited from the finalists invited to interview. Firms must use the “DB Fee Proposal”, “Preconstruction Cost & Expenses Breakdown”, General Conditions Breakdown” and “Project Cost Matrix” forms (included as an Exhibits C, D, E & F to this RFQ/RFP) and submit one (1) password protected file electronically. Consult with your IT department if you need assistance with this process. Do not include any project proposal information.

Fee proposals must be received electronically by the Owner prior to the deadline indicated in the Schedule of Events (Section 3 of the RFP). See the document titled “Upload Instructions” mailto:josette.decatur-hampton@usg.edu on the Georgia Procurement Registry site along with this RFQ/RFP for detailed instructions regarding the upload of your document.

The password protected fee proposal shall be submitted electronically and the file titled “BOR Project Number J-396 DB”, “Company Name” and “Fee Proposal”.

EXAMPLE: (BOR-Project No. J-396 -DB, ABC Company, Fee Proposal)

No fee proposal will be opened until one firm has been judged to be the highest ranked firm.

Following the interviews, the highest ranked firm will be contacted to provide the document password. Only the fee proposal from the highest ranked firm will be opened. Please understand that this proposal constitutes a starting point for negotiation toward an eventual agreement on fees.

9. PRESENTATION/ INTERVIEW INFORMATION

Interview Format Firms selected to make presentations shall be notified by the Invitation to Interview letter issued by the Selection Committee Manager. The Invitation to Interview letter shall designate a place and time for the interview sessions in accordance with the State Construction Manual.

The Invitation letter will specify the manner in which the presentations will be conducted.

• The interview will be conducted virtually through Microsoft Teams and last a total of 30 minutes (20 minutes for the presentation, 10 minutes reserved for questions and answers). Teams will have 5 minutes prior to your interview to connect to the meeting and get your presentation set up. The selection committee will consist of representatives of the institution and the Board of Regents Office of Facilities.

• All members of the Selection Committee will be present during all of the presentations and interviews.

• Firms are not allowed to address any questions to anyone other than the designated contact prior to the interview.

Interview Requirements The primary intent of the formal interview process is to provide the Selection Committee with in-depth and clarifying information about the firm. Information provided should assist the Selection Committee in making an informed decision as to the proposer best suited for the work.

Firms should focus their presentations on:

• Describing their detailed plan for managing the design, construction, cost, schedule, and quality on the project; and

• Unique characteristics or services the firm offers

Firms are discouraged from reviewing general company history and past experience as submitted in Statements of Qualifications or Project Proposals unless this information is particularly relevant to the presentation. All key personnel should be present at the interview including at a minimum, the lead designer, project superintendent, project manager, and project executive.

Final Selection Upon completion of the evaluation and interview process by the Selection Committee, the firms will be ranked in descending order of recommendation. Negotiations will then be initiated with the best-qualified firm to finalize the terms and conditions of the contract. In the event a satisfactory fee agreement cannot be reached with the highest ranking firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second highest ranking firm and so on until a mutual agreement is established and the Owner awards an architectural services contract. Refer to the BOR website for the most current version of Design Build Contract Between Design-Builder and Owner:

https://www.usg.edu/facilities/services/contracts_and_agreements

10. ADDITIONAL TERMS AND CONDITIONS

Deadlines The deadline for submission of questions relative to the RFP is the time and date shown in the Schedule of Events (Section 3). All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled and answered in writing, and issued directly to all proposers via E-mail. Any proposer exceptions to the RFP requirements or requests for deadline extensions must also be communicated to the Owner by the deadline to be properly considered. Any requests for proposal deadline extensions must include the reason(s) for such a request. The Owner reserves the right to approve or reject such requests as the Owner deems necessary

Restriction of Communication From the issue date of this (RFQ) solicitation until a successful proposer is selected and the selection is announced, proposers are not allowed to communicate about this solicitation or this Project for any reason with any members of the Selection Committee, the Institution, or BOR, except for submission of questions as instructed in the RFQ/RFP, or during the proposer's conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer.

Submittal Costs and Confidentiality All expenses for preparing and submitting responses are the sole cost of the party submitting the response.