CM at Risk POLK School District Renovations_ .pdf

Polk School District Renovations, Modifications and

Additions

Request for

Written Proposals From Construction Professionals for

Construction Management at Risk Services September 16, 2026

James W. Buckley & Associates, Inc., Architects 423 Pine Avenue, Suite 200

Albany, Georgia 31702 Phone: (229) 883-4698 Fax: (229) 883-0936

Renovations, Modifications and Additions

Table of Contents

I. Introduction --------------------------------------------------------------------------Page 4

A. Purpose -----------------------------------------------------------------------Page 4 B. Project Objectives ----------------------------------------------------------Page 4 C. Project Assumptions -------------------------------------------------------Page 5 D. CM RFP Schedule----------------------------------------------------------Page 5 E. Technicalities---------------------------------------------------------------Page 5 F. Insurance Requirements---------------------------------------------------Page 5

II. General Instructions -----------------------------------------------------------------Page 6

A. Building Program -----------------------------------------------------------Page 7 B. Construction Budget-------------------------------------------------------Page 7 C. Project Schedule------------------------------------------------------------Page 7 D. Owner-CM Form of Agreement------------------------------------------Page 7 E. CM Self Perform Work----------------------------------------------------Page 9 F. Selection Process -----------------------------------------------------------Page 10 G. Proposal Instructions -------------------------------------------------------Page 10 H. Information Regarding Scope of Work During Phases of Project --Page 11

III. Written Submittal Evaluative Criteria --------------------------------------------Page 12

A. Written Submittal (Request for Qualifications or “RFQ”) -----------Page 12 B. Pre-requisite Criteria-------------------------------------------------------Page 12 C. Evaluation Criteria---------------------------------------------------------Page 13 D. Proposal Content-----------------------------------------------------------Page 13 E. Additional Conditions------------------------------------------------------Page 17

IV. Interview ------------------------------------------------------------------------------Page 18

V. Exhibits

A. Exhibit A - “Fee Proposal Form” ----------------------------------------Page 19 B. Exhibit B - Fee Proposal Breakdown C. Exhibit D - Project Cost Matrix D. Exhibit E - Owner-CM Form of Contract

INVITATION TO SUBMIT PROPOSALS

September 16, 2026

Sealed Proposals, from construction professionals, will be received by the Polk County Schools, Cedartown, Georgia, Owner, in the Office of the Polk County Schools, Board of Education, 612 South College Street, Cedartown, Georgia 30125, until 2:00 PM. prevailing time on October 20, 2026 for Construction-Management-At-Risk services for the following projects:

1. Eastside Elementary School Modernization

2. Van Wert Elementary School Hvac Modifications

3. Westside Elementary School Classroom Additions

4. Young’s Grove Elementary School Hvac Modifications

5. Cedartown Middle School Athletic Field Lighting

6. Cedartown Middle School Roof Modifications

7. Cedartown Middle School Hvac Modifications

8. Rockmart Middle School Athletic Lighting

9. Rockmart Middle School Roof Modifications

10. Rockmart Middle School Hvac Modifications

11. Cedartown High School Auxiliary Gymnasium

12. Cedartown High School Hvac Modifications

13. Rockmart High School Auxiliary Gymnasium

14. Rockmart High School Football Stadium Visitor Fieldhouse

There will be a Pre-Proposal Meeting at 11:00 A.M. on October 7, 2026 in the Polk County Schools, Board of Education, 612 South College Street, Cedartown, Georgia 30125. Attendance at the pre-proposal meeting is mandatory. Parties not attending the pre-proposal meeting will not be eligible to submit proposals for CM services.

Each proposal shall be submitted on the prescribed Form of Proposal. All blank spaces shall be filled in, in ink or typewritten, in both words and figures, and the certification shall be completed and executed when submitted.

At the time and place noted above, the proposals for the project will be received by the Board of Education. No extension of the proposal period will be made.

Request for Qualifications may be obtained by contacting Mrs. Teresa Moore at James W. Buckley & Associates by phone at (478) 237-6467 or E-Mail: tam@jwbuckley.com. Electronic documents in .pdf format will be furnished to interested parties at no cost.

Scope of Work: The scope of the project consists of improvements to the existing Rockmart High School, Cedartown High School, Cedartown Middle School Rockmart Middle School, Eastside Elementary School, Westside Elementary School, Young’s Grove Elementary School, and Van Wert Elementary School. Modifications and Additions include, but is not limited to:

1. Site Work, including demolition, grading, storm drainage and pavement.

2. Classroom, Cafeteria, Kitchen Additions, and Modifications.

3. Auxiliary Gymnasium Modifications

4. HVAC System Modifications

5. Athletic Lighting for Baseball, Softball, Football, and Soccer Fields.

Contract, if awarded, will be based on ‘Selection Criteria’ defined in the ‘Request for Qualifications’. No statement of qualifications may be withdrawn for a period of sixty (60) days after time and date of opening.

The owner reserves the right to reject any or all bids and to waive technicalities and informalities.

mailto:tam@jwbuckley.com

I. Introduction

A. Purpose

1. The Polk County Schools (“Owner”) is considering retaining a Construction Management Firm

(CM/GC) for Construction-Management-At-Risk services for the Eastside Elementary School Modernization, Van Wert Elementary School Hvac Modifications, Westside Elementary School Classroom Additions, Cedartown Middle School Athletic Lighting, Cedartown Middle School Roof Modifications, Cedartown Middle School Hvac Modifications, Rockmart Middle School Athletic Field Lighting, Rockmart Middle School Roof Modifications, Rockmart Middle School Hvac Modifications, Cedartown High Gymnasium Addition, Cedartown High School Hvac Modifications, Rockmart High School Auxiliary Gymnasium Addition, and Rockmart High School Football Stadium Visitor Field House.

2. The CM/GC will assume responsibility for project construction cost by issuing a guaranteed maximum price once the construction documents have been completed. CM/GC will also develop an overall project schedule, which will be a contractual obligation. In addition, CM/GC 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.

3. The CM/GC will be expected to work closely with the Architect, James W. Buckley & Associates, Gregory C. Smith, 423 Pine Avenue, Suite 200, e-mail: gcs@jwbuckley.com, Albany, Georgia 31702, Phone: (229) 883-4698, Fax: (229) 883-0936

B. Project Objectives

1. The CM/GC will function as a CM-At-Risk (CM/GC).

2. During Pre-Construction, the CM/GC will be responsible for pricing and value engineering issues, along with issues of the facility’s maintainability and constructability.

3. When design documents for the project have been completed, the CM/GC, will commit to a Guaranteed Maximum Price (GMP) for all site and facilities improvements.

4. The CM/GC shall competitively select all construction subcontracts and other work appropriate for competitive selection using cost, other factors, and including owner input.

5. The successful CM/GC shall not be eligible to bid or enter into contract or subcontract for any of the construction packages or other services of any nature on the project without the specific approval of the Owner.

6. In selecting a firm, the Owner will place emphasis on experience of the firm and assigned personnel in providing function on projects of similar magnitude and complexity as the proposed projects. Selection preference will be toward firms oriented to the construction field that have depths of knowledge and resources in principles of general contracting, scheduling, contract coordination and compliance, budget control, familiarity with State, County, and City laws, ordinances, and codes.

C. Project Assumptions

1. The CM/GC firm should prepare the proposal with the understanding that it will commit, at a minimum, a Project Manager, Project Superintendent, Assistant Project Superintendent, and one Laborer.

Staffing requirements may be adjusted based on the size and complexity of the individual project(s).

mailto:gcs@jwbuckley.com

2. The CM/GC, as a part of its Preconstruction Services, will assist with developing a strategy for the best approach for the successful completion of the Project. Work to include, but shall not be limited to, l providing guidance and assistance in the preparation of a schedule and a reliable cost estimate.

D. Proposed Section Schedule

1. The tentative CM selection schedule is as follows:

a. Advertise of RFQ/RPF from CM Firms: September 16, 2026

b. Mandatory Pre-Proposal Meeting: October 7, 2026

c. Receive RFQ/RFP from CM Firms: October 20, 2026

d. Review CM RFQ/RFP: October 22, 2026

e. Interview CM firms (if applicable): To be determined

f. Award CM contract: To be determined

E. Technicalities

1. The Owner shall have the sole right to waive technicalities and irregularities in submitted proposals, and, where deemed appropriate by review committee may pre-qualify, under certain circumstances, firms which fail to meet one or more minimum criteria.

2. The Owner’s right to waive technicalities and irregularities or to prequalify firms which fail to meet certain aspects of the minimum criteria shall not be construed as an obligation to do so.

F. Bonding

1. Prior to the award of a GMP Contract, the CM/GC shall provide the Owner with a 100% performance and payment bond for its faithful performance.

a. The CM’s performance and Payment Bonds shall be included in the CM’s Fee Proposal

2. SubGard Insurance: Construction management firms may, at the construction manager’s discretion, provide Subgard Insurance for Trade (Sub) contractors. If SubGard insurance is to be provided, the insurance shall cover all trades.

3. Bonding of Trade (Sub) Contractors: Construction Management Firms may, at the Construction

Management Firm’s discretion, provide bonding for trade (sub) contractors.

4. Evidence of required bonds shall be presented prior to the execution of contract, insurance policies to be carried under the agreement shall not be changed, canceled, or allowed to expire without thirty (30) days prior written notification to the school system.

E. Insurance/Licensing/Taxes and Fees: The Construction Management firm shall provide and maintain in effect during the life of the agreement, the following insurance coverings:

1. Worker’s Compensation:

a. State: Statutory

b. Employers Liability:

1) $50,000.00 Each Accident

2) $50,000.00 Disease Policy Limit

3) $50,000.00 Disease Each Employee

2. Comprehensive General Liability (including Premises-Operations; Independent Contractors Protective;

Products and Completed Operations; Broad Form Property Damage; X-C/U Explosion, Collapse and Underground Coverage):

a. $2,000,000.00 General Aggregate

b. $2,000,000.00 Products/Completed & Operations Aggregate

c. $1,000,000.00 Each Occurrence

d. $1,000,000.00 Personal & Advertising Injury

e. $1,000,000.00 Fire Damage – Any One Fire

3. Comprehensive Automobile Liability:

a. $1,000,000.00 Combined Single Limits

4. Umbrella Excess Liability:

a. $5,000,000.00 General Aggregate

b. $5,000,000.00 Products/Completed & Operations Aggregate

c. $5,000,000.00 Each Occurrence

d. $5,000,000.00 Personal & Advertising Injury

e. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors, and Sub-subcontractors and covering the entire project including materials stored offsite and materials in transit.

5. Other Insurance:

a. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors, and Sub-subcontractors and covering the entire project including materials stored offsite and materials in transit. Value of Builder’s Risk policy to equal the value of the GMP.

b. Contractual Liability (Hold Harmless):

(1) Each occurrence: $1,000,000

(2) Aggregate: $2,000,000

5. Evidence of required bonds and insurance shall be presented prior to the execution of contract, insurance policies to be carried under the agreement shall not be changed, canceled, or allowed to expire without thirty (30) days prior written notification to the school system.

a. Self-insurance or own maintenance policy will not be acceptable.

6. The CM/GC shall be responsible for the payment of any required taxes or fees associated with the execution of the contract. The CM shall also be responsible for compliance with all acceptable codes and statutes. All deductibles shall be included within the CM/GC responsibilities. All installation and construction work shall be done by contractors licensed in the state of Georgia.

7. The CM will be required to use the E Verify system and provide documentation to the Owner showing compliance with requirements of the system.

II. General Instructions

A. General

1. The projects will be designed and constructed to a level of quality and timeliness that reflects the use of a Public-owned facility.

B. Building Program

1. Scope: The project scope of the work includes:

a. Site Work, including demolition, grading, storm drainage and pavement.

b. Football and Baseball Field Modifications

c. Classroom Modifications and Additions

d. Auxiliary Gymnasium Modifications

e. HVAC System Modifications

C. Construction Budget:

1. The conceptual estimate for the work associated

a. Eight Classroom Addition: $ 3.000,000

b. Auxiliary Gym Modifications: $ 8,000.000

c. HVAC System Replacement: $ 5,000.000

d. Athletic Field Improvements: $ 2,000.000

e. Modernization $ 7.000.000

f. Total: $ 25,000,000

D. Construction Schedule:

1. Schedule-General:

a. The Owner would like the construction of the facility completed as expeditiously as possible.

However, the Owner is not willing to pay additional monies for the early completion of the project.

b. The completion of the construction in a time period of less than the times noted on the RFQ is acceptable provided that the reduced construction time frame does not result in increased costs to the Owner or otherwise affect the quality and integrity of the work.

c. The CM firm shall be solely responsible for the development of the construction schedule. The CM firm shall incorporate into the schedule, the necessary time to accommodate limitations placed on the project by the Owner, and as required to limit interference with the instructional process.

2. Schedule Considerations:

a. The building will, other than during scheduled breaks, be fully occupied during the construction period. No work may be performed in the existing building when occupied.

b. The existing building does not contain any ‘extra’ classrooms that, should they be available, might allow for renovations to occur in portions of the building while the building is occupied.

c. The CM firm shall plan, for the purposes of developing a fee proposal, a construction schedule of no less than 16 months.

3. Conceptual Schedule: The time indicated in the Request for Proposals is the architect’s estimate of time required to construct the project. This time frame is not a contractual requirement.

a. Cedartown Middle School HVAC;

(1) Anticipated start date: May 2027.

(2) Anticipated completion Date: August 2027

b. Rockmart Middle School Roof

(1) Anticipated start date: May 2028.

(2) Anticipated completion Date: August 2028

c. Rockmart Middle, Cedartown Middle, Rockmart High Athletic Field Improvements

(1) Anticipated start date: May 2028.

(2) Anticipated completion Date: August 2028

d. Classroom Additions and Modifications

(1) Anticipated start date: May 2029.

(2) Anticipated completion Date: December 2029

e. HVAC Replacements

(1) Anticipated start date: May 2027.

(2) Anticipated completion Date: August 2029

E. Owner-CM/GC Agreement: The contract will be Actual Cost Plus a Percentage Fee not to exceed the

Guaranteed Maximum Price. The Project will be Open Book. All savings, including unused allowances and contingencies, will be returned to the Owner.

1. The established fee submitted will be a minimum of 8% and a maximum of 12.0% for the project.

This fee shall include all items listed on Project Cost Matrix, including “Pre-Construction Services”, “Construction Management Services Within-Fee”, corporate overhead, profit, General Conditions, and other services specified in CM RFQ/RFP and required by the project.

2. According to this paragraph “In the event a Guaranteed Maximum Price cannot be agreed upon by all parties, the CM shall receive $100.00 in compensation for preconstruction services. The CM firm shall not request, nor shall any monies be due, in excess of this amount for services performed prior to the receipt of trade contract pricing and the development of the GMP, should the submitted GMP not be accepted by the Board of Education. If the CM’s GMP is accepted, the cost for pre-construction services shall be part of the CM’s firm base fee (percentage).

3. Guaranteed Maximum Price: The Guaranteed Maximum Price (GMP) shall include cost of all trade packages, self-performed work packages, contingencies and specified allowances plus the CM’s fee.

a. The CM’s fee shall be based on the sum of cost of all trade packages and self-performed work packages only. In calculating the CM’s fee, the following shall not be applied to or included in the calculations of the CM’s fee:

(1) Contract contingencies

(2) Specified allowances

(3) The CM’s Fee.

b. Where unused contingencies and/or allowances are returned to the Owner, the dollars returned to the Owner shall be at 100% value of the unused contingencies and/or allowances.

c. When contingencies and/or allowances are authorized to be used, the CM’s fee shall be applied to these costs.

4. Project Contingencies:

a. ALL contingencies (CM and Owner) consist of the ‘Owner’s’ monies.

b. CM Contingencies:

(1) CM contingency shall be no more than 5% of the value of work.

(2) The contingency is intended to be for the CM’s use to resolve unforeseen conditions only.

(3) The contingencies are not intended to be used for the following reasons:

(a) Issues cause by scope gaps in bid packages

(b) To correct non-compliant work or complete incomplete work regardless of whether the work in question was performed by the CM or trade contractors.

(c) Costs caused by default of contractor, trade contractors or suppliers.

(4) No contingency shall be used without the Owner’s and architect’s prior approval. Failure to request and obtain the Owner’s and architect’s prior approval, will result in requests for use of continency funds being denied.

(5) All unused contingencies shall be returned to the Owner.

c. Owner Contingencies:

(1) Owner contingency shall be 5% of the value of work.

(2) The contingency is for the Owner’s use only.

(3) No contingency shall be used without the Owner’s and architect’s prior approval. Failure to request and obtain the Owner’s and architect’s prior approval, will result in requests for use of continency funds being denied.

(4) All unused contingencies shall be returned to the Owner.

d. Allowances:

(1) All specified allowances to be included in the GMP.

(2) The allowances are for the Owner’s use. None of the allowances shall be used without the

Owner’s and architect’s approval.

(3) Unused allowances shall be returned to the Owner.

F. Standard Form of Agreement Between Owner and Construction Manager as Constructor: The Owner-CM contract will be actual cost-plus fee not to exceed the Guaranteed Maximum Price. The project will be “open book”, all unused contingencies will be returned to the Owner. The CM-Owner form of agreement (Contract) will be AIA document A133-2017 as amended by the Owner and General Conditions, AIA A201-2019 as amended by Owner. A copy of the amended contract and general conditions will be available upon request. By submitting a Proposal, the proposer agrees to execute Contract and General Conditions, as amended by Owner/architect. Changes to the contract by the CM firm will not be acceptable

1. The CM shall provide a two-year warranty on the entire project and shall require that each of the trade contractors provide a two-year warranty for work performed by trade contractor(s).

2. Upon completion of the selection process the Owner will issue a letter of intent to enter into contract with the CM firm. Listed below is the process for developing a Guaranteed Maximum Price and signing of the contract:

a. Signing of A-133-2019 without mandatory Amendment #1, including General Conditions AIA-

201-2017.

b. CM Perform: Pre-Construction phase, including schedule, budgets, and estimates.

c. Upon agreement of construction schedule and preliminary cost, CM/GC will solicit bids from qualified contractors where a Guaranteed Maximum Price will be generated.

d. Agreement will be signed with A-133-2019 with Amendment #1. This shall constitute a full contract for the project. The previously developed construction schedule will also become a contractual obligation. The signing of the contract will be considered the start of construction.

All input prior to Amendment #1 will be considered preconstruction.

e. Should the provisions of the AIA contract conflict with the provisions of this RFP/RFQ, the provisions of the RFP/RFQ shall govern.

f. In the event a Guaranteed Maximum Price cannot be agreed upon by all parties, the CM shall receive a maximum of $100.00 in compensation for preconstruction services.

G. Self-Performed Work:

1. Prior to establishing bid packages, the CM shall consult with the Owner and architect regarding the

CM’s intent to bid and self-perform portions of the work.

a. The CM is only permitted to submit bids on bid packages where such packages have been approved by the Owner and architect.

b. CM shall comply with approval conditions established by Owner and architect.

c. The Owner shall have the right to reject the CM’s request to self-perform work of bid packages.

2. During the bidding process, the CM shall provide to the architect, a list of trade contractors invited to bid each bid package for which the CM intends to submit a bid.

3. Where CM intends to submit bids for portions of work, the CM shall submit the sealed bids in accordance with the following:

a. Sealed proposals shall be submitted to the Owner and Architect no less than 48 hours prior to the time and date established for the receipt of trade contractor bids.

b. Bids shall be delivered in person or by certified mail, FedEx or UPS.

c. Bids shall have no modifications to bid or bid form and shall contain exclusions, qualifications or assumption.

4. At Bid opening, where the CM is submitting a bid for self-performed work, the architect will receive and open the bids from competing trade contractors.

H. Selection Process

1. Georgia Code Title 50 Chapter 22: Selection of the CM/GC will be a multi-step process. The Owner will generally follow the requirements of Georgia Code Title 50 Chapter 22 with respect to the selection of a CM/GC for the proposed project.

2. Selection Committee: The selection of a CM/GC Firm will be by a selection committee composed of representatives of the Architect, and the Owner.

3. Written Submittal: The Selection Committee will receive and review Statements of Qualifications and

Performance Data in response to the “Written Submittal for Construction Management Services.”

a. Review of responses by selection committee representatives may result in a shortlist of firms to be interviewed.

b. Responses to the RFQ will first be evaluated against a set of weighted criteria to determine those firms most qualified and suited for this project.

c. The Fee Proposal is to be submitted in a sealed envelope with written qualifications. Fee will be a contributing, not deciding factor in the selection.

d. The Owner will then negotiate a contract with the highest-ranked firm. If negotiations are not successful, the Owner will then negotiate with the second-ranked firm, and so on.

e. Qualifications alone will narrow or determine the field to one who may be invited to interview or awarded the contract.

f. If interviews are deemed to be necessary, the date and location of interviews will be determined at a later date.

I. Proposal Instructions

1. Written Submittals: No submittals will be accepted after the time set for receipt. Qualifications and proposals submitted via facsimile, telegraph, or Mailgram will be rejected. Submit the qualifications and proposal to the following address:

Polk County Schools Board of Education 612 South College Street Cedartown, Georgia 30125

2. Except for submission of questions, discussed further below, proposers shall not contact any elected members or employees of the BOE or the Architect regarding any aspect of this procurement until after the award of the contract. Contact with the persons mentioned above could be grounds for elimination. Contact only the persons listed below. Questions relating to the RFQ or RFP may be asked by fax or email to:

Gregory C. Smith, Project Architect James W. Buckley & Associates, Inc., Architects 423 Pine Avenue, Suite 200 e-mail: gcs@jwbuckley.com Albany, Georgia 31702 Phone: (229) 883-4698 Fax: (229) 883-0936

3. It is the responsibility of each proposer to examine the entire RFQ and RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document. Once the submission deadline has passed, all submissions will be final. The Owner will not request clarification from any individual proposer relative to their submission, but reserves the right to ask for additional information from all parties that have submitted qualifications.

4. It is the Owner’s intent to limit the cost to proposers in responding to this solicitation, so you are encouraged to be brief and succinct. Page limits for the qualification and proposal submittals are identified. Thick volumes of background and general marketing material will not be appreciated and will not curry favor with the reviewers. The Owner is seeking thoughtful, tightly focused qualification submittals that document your firm’s suitability for this Project and understanding of the Project and Owner. Each firm must describe experience if there are multiple firms proposed as one team.

J. Scope of Work During Various Phases of Project

1. The construction manager (CM/GC) services shall include a preconstruction design phase, and a construction phase. During the design phase, the CM/GC 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.

2. CM/GC shall also develop and maintain a master project schedule.

3. During the construction phase, which includes any previously awarded early bid packages, CM/GC 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.

4. CM/GC will assist Owner and A/E team in management and administration of the project except that

Owner shall at all times retain complete contractual control of all prime CM/GC and A/E contracts, project funds and disbursements.

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

6. Representative services to be provided by the CM/GC during Pre-Construction Phase of Project:

a. Review and confirm Owner’s construction budget is correct for the proposed project scope.

b. Develop the construction budget in accordance with the General Provisions of the contract.

c. Provide detailed construction cost estimates and cost modeling and reconcile these estimates with the Owner’s budget. Evaluate cost for alternate means, methods, materials, and construction methods within specific trades and systems.

d. Evaluate the design providing an analysis report of alternate constructing methods and materials for potential quality, cost, and schedule enhancements for review by the Owner and Architect.

e. Develop a construction schedule by coordinating activities to accomplish the completion of the project by the earliest date possible within the stipulated constriction budget without sacrificing quality.

7. Representative services to be provided by the CM/GC during Bidding and Award Phase of Project:

a. Develop and arrange bid packages. Provide a copy for review and approval by the Owner and

Architect.

b. Pre-qualify potential subcontractors and vendors for Owner’s and Architect’s approval prior to advertising. A minimum of three (3) subcontractors for each bid package.

c. Schedule and conduct pre-bid conferences in conjunction with the Owner’s and Architect’s representatives.

d. Advertise and distribute bidding documents and monitor bidding activity.

e. Receive questions from bidders; review and comment. Forward questions and comments to

Architect for incorporation into addenda.

f. Issue Architect’s addenda to all known bidders.

g. Receive bids, review, and analyze tabulated bids and make recommendations of subcontractors.

h. Validate compliance of scope and cost with GMP.

i. Assist the Owner and architect in evaluating the suitability, experience and financial strength of each trade contractor.

8. Representative services to be provided by the CM/GC during Construction Phase of Project:

a. Develop and maintain a detailed schedule (CPM) including man power (in hours), delivery, approvals, inspections, testing, construction, and occupancy.

b. Maintain adequate one site staff and administration staff to keep project on schedule and up-to-date; provide timely reports.

c. Schedule and conduct project meetings, safety meetings, and schedule meetings. Record and distribute notes from meetings.

d. Coordinate the project work with that of the separate contractor for the installation of other work within the project or in proximity of the project. Coordinate the project with such separate contractors in order to assist them to permit each phase of the project to be completed on schedule.

e. Receive and respond to questions from subcontractors. Forward questions requiring design review to the Architect.

f. Maintain control and ensure conformity to plans. The CM/GC is responsible to the Owner for acts and omissions of CM/GC’s employees, subcontractors and their agents.

g. Maintain “As-Builts” record set of drawings, specifications, schedule, and real cost estimates.

h. Conduct, record, and compile a subcontractor preliminary punch list prior to issuance of Architect’s punch list.

i. Maintain daily records of labor force for each sub-contractor and weather including temperature.

9. Representative services to be provided by the CM/GC during Warranty Phase of Project:

a. CM and trade contractors to provide a two (2) year project warranty.

b. Coordinate and monitor the resolution of the Architect’s “punch-list” items.

c. Coordinate post-completion activities including guarantees, manuals, close-out documents, training, and Owner’s final acceptance.

d. Provide and coordinate a twenty (20) month joint inspection with the Owner and Architect to assure any warranty related issues are taken care prior to expiration of the two (2) year warranty.

III. Qualifications and Proposal Submission Format and Requirements

A. Written Submittal (Request for Qualifications or “RFQ”): Submit One (1) original and five (5) copies of the qualifications shall be submitted. Submittal shall be bound using wire binding, three ring binder, etc.

Loose files will not be accepted. All reports shall be submitted in a cardboard box. Each submittal shall be identical and include a transmittal letter. Proposers are encouraged to follow the sequence of the Initial Written Submittal in their responses. Responses should be concise, clear, and relevant.

1. Proposer’s cost incurred in responding to this Initial Written Submittal is proposer’s alone and the

Owner does not accept liability for any such costs.

2. Such qualifications submittals must be typed on standard (8 ½” x 11”) paper. The pages of the qualification submittals must be numbered.

3. A table of contents, with corresponding tabs, must be included as well to identify each section.

4. Responses are limited to seventy (70) pages (may be less) using a minimum of 10-point Arial font.

5. Any affidavits called for may be included in an appendix and will not count toward the page limit.

B. Prerequisite Criteria: Firms must meet the criteria in the bullet points immediately below. Firms that do not meet these criteria are automatically disqualified for further evaluation.

1. Firm MUST have a safety Experience Modification Rate average of less than 1.00 over the last three years.

2. Firm MUST have bonding capacity to provide a payment and performance bond for total cost of work.

3. Firm MUST have a current Builder’s Risk Insurance Policy.

4. Firm MUST have been in business for a minimum of 10 years.

5. Firm MUST have a fully staffed, permanent office, located within Seventy-Five (75) miles of the project site(s).

C. Evaluative Criteria: The Selection Committee will evaluate the submittals based upon the criteria listed in the table below. The Owner has judged each major category of criteria to be worth the point value given, as a maximum, in establishing committee rankings of submittals.

1. Quality and Completeness of Submittal 2 Points

2. Firm History and Information 1 Points

3. Local Experience & Participation 15 Points

4. Project Personnel/Team 10 Points

5. Project Experience/References 15 Points

6. Experience with Owner/Architect 15 Points

7. Construction Management Plan 1 Points

8. Claims History 5 Points

9. Financial/Bonding Information 1 Points

10. Fee Proposal 20 Points

11. Safety Approach 5 Points

12. Distinguishing Factors 10 Points

13. Total 100 Points

D. To be considered, prospective contractors must submit a complete response as required herein.

Contractors must submit evidence of their abilities and provide complete, thorough, and comprehensive responses and information for each of the following components of the RFP.

E. The proposal submittal should contain responses to the following questions in the order shown:

1. Quality and Completeness of Submittal:

a. Letter of Interest

b. Compliance with prerequisite criteria

c. Organization and presentation of data

d. Submission of required supporting forms and documentation

e. Overall appearance of submittal

2. Firm History and Information:

a. Provide basic company information: Company name, Address & Zip code, E-mail address & Name of primary contact, Telephone number, Fax number, Number of years in business

b. Indicate form of ownership, including state of residency or incorporation: Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), joint venture, or other structure?

c. Firm History: Succinctly describe the history and growth of your firm(s).

d. Indicate location of office responsible for the performance of work on this (these) project(s).

e. If the firm has multiple offices, the qualification statement should include information about the parent company and branch office separately. Identify the office from which project will be managed and that office’s proximity to the project site. Parent company (or general office) financial information as totals will be acceptable IF “parent” (or “general office”) means that it is financially responsible for the liabilities of the branch office. If the parent company is not so responsible, meaning that its financial resources are not available to the office that will perform the contract, it will be misleading to the Owner to offer the financials of any office other than the one with the prospect of a contract with the Owner.

3. Local Participation:

a. Location of submitting firm

b. Distance of submitting firm’s home office from project site.

c. Provide a list of projects completed by CM/GC in Polk County

d. Provide a list of projects completed by submitting firm in local area (within 50 miles of the project site) of the project.

e. Describe how your firm includes local participation from local subcontractors (those within fifty (50) miles of the project).

f. Provide a brief history of local participation on past projects.

g. Indicate submitting firm’s involvement in the local community.

4. Project Personnel/Team:

a. Describe your firm’s proposed organization for the construction management team including superintendent, project manager, project director, cost estimator, project executive, etc., who will manage the project. Please designate the following specific people to fill the following key roles in your team: Superintendent, Project Manager, Cost Estimator, Other (please describe, if applicable)

b. Provide for each of the above personnel: Current resumes listing relevant project experience. Each resume should include an owner and design professional reference; Percent of time to be committed to this project.

c. Identify the person who, from project start to finish, will be the leader of your construction team and the principal point of contact between your firm and the Owner, the Architect, and other consultants.

This person’s competence, leadership, and ability to achieve customer satisfaction will be heavily considered in the selection of a construction management firm.

d. Provide an organizational chart showing the lines of responsibility and accountability for your team.

e. Provide for each key employee examples of experience in constructing facilities similar to this project:

(1) Provide photographs of similar projects your firm/team completed in the past three (3) years.

(2) Provide a Project Manager reference (if applicable).

(3) List the persons who served as the Project Manager, Superintendent, and Cost Estimator.

Please note whether this person is still employed with your firm.

(4) Indicate those projects that included architect, engineering consultant, and contractor serving a corporate or public client as a team.

(5) Provide any additional relevant information.

5. Project Experience/References:

a. Relevant project experience includes similar buildings and delivery method relevant to the type of project to be constructed using CM/GC or performing as a general contractor on similar types and sizes of projects.

(1) Describe no more than ten (10) and no less than five (5) projects in order of most relevant to least relevant (similar type of construction and a contract dollar amount equal to 75% or more of the proposed project budget) that demonstrate the firm's capabilities to perform the project at hand.

(2) For each of the projects listed provide the following information:

(a) Brief project description including date that services were provided

(b) Guaranteed Maximum Price (GMP)

(c) Change orders: List all change orders. Include description and amount

(d) Indicate amount of contingency funds returned to owner

(e) Project schedule. Indicate if project was completed on time

(f) Provide Owner and design professional contact information

b. CM/GC References: Provide contact information for a minimum of five (5) clients that may be contacted regarding the performance of the submitting firm on projects completed in the last five

(5) years. Contact information shall be provided for Owner and Architect. Indicate project cost, size, and type and date completed.

c. Trade References: List five (5) major trade contractor references (company, contact, and phone number).

d. It is the proposer’s responsibility to ensure that they have listed a current contact with a correct phone number; it is also in your best interest because your selection committee will duly note if it is difficult to trace references that you provide.

6. Experience in Working with Owner and Architect:

a. Experience of CM firm in working with Owner (Polk County Schools) and Architect on previous projects of similar size, type, and scope.

b. List projects constructed for the Owner in the last ten (10) years.

c. List of projects constructed for the Architect in the last ten (10) years

7. Construction Management Plan:

a. Describe your process for efficiently resolving issues and maintaining the project commitments to work collaboratively with the Architect and the Owner. Provide specific examples demonstrating your ability to solve complex project issues without compromising your team commitments.

b. 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.

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

d. 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.

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

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

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

h. 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 quality workmanship

i. Services

(1) Provide a list of services that you normally provide for construction management or general contractor services.

(2) How would you implement these services to ensure the success of this project?

(3) Define value engineering and describe your approach to providing value engineering with relevant examples.

(4) Occasionally, subcontractors and suppliers go bankrupt during the course of a project. What would you do to protect the Owner from being adversely affected by such an occurrence?

(5) Describe how your firm would assist the Owner in assuring participation by local contractors.

Include examples of other projects where you have been successful in meeting similar goals.

(6) Provide four (4) unique examples of how you applied your services to resolve existing budget, or schedule, or risk issues on projects of similar size and complexity to the one here proposed.

(Four examples, total; any combination of examples is acceptable).

(7) Should the Owner decide to request a Guaranteed Maximum Price, describe the process to be used to obtain a Guaranteed Maximum Price and for providing bonding for the project.

8. Claims History:

a. Legal actions taken against Owners and Architects/Engineers: List all mediation, arbitration, and/or litigation with which the submitting firm has been involved with project Owner, architects’ and/or engineers during the last five (5) years. Clearly indicate the nature of the issues and the method by which the issues were resolved. Indicate, in addition to the nature of the issue and the method by which they were resolved, the following: The name of the project, date of construction, name of parties involved in the issue resolution, contact party and phone number of participating firms, and dollar value of issue(s).

b. Legal Action against Trade Contractors and Suppliers: Other than actions listed above, has the firm been involved in any litigation, mediation, or arbitration in the past Three (3) years? List all and explain.

c. Failure to Complete Work: Has the firm ever failed to complete any work awarded to it or has it been removed from any project awarded to the firm?

d. Stop Work Orders: Stop Work Orders by Authorities having Jurisdiction: Indicate if submitting firm has, during the last five (5) years, been ordered to stop work by authorities having jurisdiction (local, state, federal regulators, code enforcement officials, Owner or architect). If the response to this is yes the submitting firm shall provide the following information: Name of project, Owner’s name, date of issuance of stop work, authority issuing notice, trade affected, length of time stop work order was in place, affect that the stop work had on the project schedule and methods used by CM to mitigate/remove the stop work order.

9. Financial and Bonds:

a. Describe the financial status of your firm

b. Provide reference from firm’s primary financial institution

c. List your total annual billings for each of the past three (3) calendar years.

d. Supply firm’s Debt/Equity ratio experience for the last five (5) years, with a signed affidavit.

(1) Ensure that information provided is Debt/Equity Ratio and not Assets/Liabilities

(2) Such affidavit may be placed in an appendix and will not count toward your page limit.

e. When (if) requested provide, a separate sealed envelope, firm’s financial statement

f. List the contact persons, addresses, and phone numbers for your insurance carrier and agent.

g. List the contact persons, addresses, and phone numbers for the firm's bonding company and agent.

h. Provide letter from Surety that submitting firm has the capacity to Bond a $25,000,000 project.

10. Fee Proposal:

a. CM firm to submit fee proposal in accordance with the provisions of this section and the attached

Project Cost Matrix

b. CM shall certify that the fee submitted includes all work noted in the ‘Cost Matrix’ as being part of the CM fee.

c. CM firm to submit firm’s bonding rate

d. Submitting firm shall not modify, clarify or include exceptions to the fee proposal or fee proposal breakdown. Failure to comply with this requirement will result in a reduction of the submitting firm’s score, for this evaluation criteria to 0 points and may subject the proposal to being rejected.

11. Safety:

a. Describe your company’s approach to Safety Control.

b. Provide your safety plan for this project

c. Submit a copy of your firm’s official safety program. (This does not count toward the page limit.)

d. Provide letter from your Insurance Company stating your firm’s Worker’s Compensation

Modification Rate (EMR) for the past three (3) years. If the three-year average of your modification rating greater than 1.00 will reduce points to zero for this category.

12. Distinguishing Factors:

a. Provide any distinctive elements/features or important information which has not been previously requested and/or presented that may be considered valuable or uniquely qualifying for this particular project.

b. Statement of Why the Proposing Firm Should Be Selected: This section provides each firm the opportunity to provide specific information that differentiates them from others in the competition.

This statement is limited to two pages and is in addition to the 10-page limit above.

c. Provide a statement of disclosure, which will allow the Owner to evaluate possible conflicts of interest. (This disclosure requirement is not about giving the Owner permission regarding our contacting your references. It is about revealing relationships that your company may have with persons not of your company who are directly involved in the decision-making regarding this project. If your company has no conflicts of interest, your statement should affirm that as fact, and you may do so succinctly. The signer of this statement of disclosure should anticipate the following pledge that will be required by the CM Contract: “The CM/GC covenants that it currently has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance required under this Contract. The CM/GC further covenants that, in the performance of this Contract, no person having any such interest shall be employed or contracted with.”)

F. Additional Conditions

1. The Owner reserves the right to reject any or all proposals received. The Owner is not obligated to request clarifications or additional information but may do so at its discretion. The Owner reserves the right to extend the deadline for submittals.

2. Confidentiality of Documents: Upon receipt of a proposal by the Owner, the proposal shall become the property of the Owner without compensation to the proponent for disposition or usage by the Owner at its discretion. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

3. Costs to Prepare Responses: The Owner assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of proposals.

4. Waiver of Claims: By submitting a Proposal, each Proposer agrees to waive any claims it has or may have against Owner, the Architect and their respective employees, agents, representatives, and legal counsel, arising out of or in connection with the administration, evaluation, recommendation or selection of any proposal; waiver of any requirements under the proposal, documents or contract documents; accept or reject any proposal; and award of the contract.

5. Equal Employment Opportunity: During the performance of this Contract, the CM/GC agrees as follows: The CM/GC will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, or physical handicap.