CMaR for New Activities Center.pdf

CITY OF FARMINGTON HILLS PHONE 248-871-2435

DEPARTMENT OF CENTRAL SERVICES

PURCHASING DIVISION Pg. 1 of 30

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

REQUEST FOR PROPOSALS

RFP: #rfp-fh-26-27-2597

ITEM: Construction Manager at Risk (CMR) for the New Activities Center

DEADLINE: Tuesday, October 13, 2026, 10:00 a.m. E.D.T.

PRESUBMITTAL

MEETING: MANDATORY – Monday, September 21, 2026, 9:00 a.m. E.D.T. at Costick Activities Center, 28600 11 Mile Road, Farmington Hills, MI 48334 – Entrance A (west door) – Wexford A

QUESTIONS: All pre-bid questions will be submitted via e-mail to Michelle Aranowski, Director of Central Services, maranowski@fhgov.com on October 2 , 2026 by 12:00 p.m. EDT.

1. SUBMISSION AND RECEIPT OF PROPOSALS

Proposals to receive consideration shall be received prior to the specified time of opening as designated on the bid form.

NO LATE PROPOSALS WILL BE ACCEPTED. The City reserves the right to postpone the opening for its own convenience. Bidders shall use the proposal documents furnished as none other may be accepted. Proposals are considered received when in the possession of the Farmington Hills City Clerk. All proposals shall be labeled with the above-identified RFP number, item, as well as the aforementioned deadline date& time and the vendor name and address on the outside of the envelope. Proposals shall be sealed when submitted. Separate proposals shall be submitted for each proposal RFP number and shall be typewritten or written in ink and legibly prepared. Proposals having any erasures or corrections thereon may be rejected unless explained or initialed by the bidder. If you are submitting a “No Bid”, do not follow the above directions but send a letter to the Purchasing Division indicating a “No Bid”.

Proposals shall be mailed or delivered to City of Farmington Hills, City Clerk’s Office, 31555 Eleven Mile Road, Farmington Hills, MI 48336-1165 before the stated deadline. Or, responses may be submitted electronically via MITN.info by the deadline date and time as well.

2. RESPONSIVE PROPOSALS

All pages of this Request for Proposals document (“RFP”) or “proposal document” and the information requested herein shall be furnished completely in compliance with instructions. The manner and format of submission is essential to permit prompt evaluation of all proposals on a fair and uniform basis. Unless otherwise specified, the City reserves the right to accept any item in the proposal. Bidders may submit proposals on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the City reserves the right to declare as non-responsive, and reject any incomplete proposal if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements stated in this RFP will negate any response. The City of Farmington Hills promotes “green” technologies and the reduction of waste. When possible, your response should be double sided to reduce paper usage. Other factors including source of supply may be used in award recommendations

3. OFFICIAL DOCUMENTS

The City of Farmington Hills shall accept NO CHANGES to the proposal document made by the Vendor unless those changes are set out in the “Exceptions” provision of the Authorized Version of the proposal document. It is Vendor’s responsibility to acquire knowledge of any change, modifications or additions to the Authorized Version of the proposal document. Any Vendor who submits a proposal and later claims it had no knowledge of any change, modifications or additions made by the City of Farmington Hills to the Authorized Version of the proposal document, shall be bound by the Authorized Version of the proposal document, including any changes, modifications or additions to the Authorized Version. If a proposal is awarded to a Vendor who claims that it had no knowledge of changes, modifications or additions made by the City of Farmington Hills to the Authorized Version of the proposal, and that Vendor fails to accept the award, the City of Farmington Hills may pursue costs and expenses to re-bid the item from that Vendor. The Authorized Version of the bid document shall be that document appearing on the MITN with amendments and updates. The City of mailto:maranowski@fhgov.com mailto:maranowski@fhgov.com

CITY OF FARMINGTON HILLS

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

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Farmington Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of documents obtained from any other source are not considered official copies. Only those vendors who obtain documents from either the Purchasing Division or the MITN system is guaranteed access to receive addendum information, if such information is issued. If you obtained this document from a source other than MITN, it is recommended that you register on the MITN site, www.mitn.info and obtain an official copy and any addenda.

4. INTERPRETATION OF BID PROPOSAL AND/OR CONTRACT DOCUMENTS

Any interpretation to a bidder regarding the proposal and/or contract documents or any part thereof is valid only if given by the City’s Purchasing Division staff. Any information given by departmental contacts is unofficial. Interpretations may or may not be given orally (may be written) dependent upon the nature of the inquiry. Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within a reasonable time prior to the stated deadline in order that a written response in the form of an addendum to this RFP, if required, can be processed before bids are opened. Inquires received that are not made in a timely fashion may or may not be considered.

5. CHANGES AND ADDENDA TO BID PROPOSAL DOCUMENTS

Each change or addendum issued in relation to this proposal document will be on file in the Purchasing Division. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda.

6. SPECIFICATIONS

Unless otherwise stated by bidder, the bidder’s proposal will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications outlined in the proposal document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the proposal. The City reserves the right and discretion to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

7. ALTERNATES

Bidders are cautioned that any alternate bid, unless requested by the Purchasing Division, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements or this proposal document, may be considered non-responsive, and at the opinion of the City, may result in rejection of the bid.

8. PRICING

Prices shall be stated in units of quantity specified in this proposal document. In case of a discrepancy in computing the amount of the bid, the unit price will govern.

9. TAXES, TERMS AND CONDITIONS

The City of Farmington Hills & all agencies listed in this RFP are exempt from Federal Excise and State Sales Tax.

Please review The State of Michigan’s REVENUE ADMINISTRATIVE BULLETIN 1999 – 2 for clarification http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm The City’s tax number is 38-6006902. General payment terms are Net 30 days upon receipt of goods (unless otherwise stated below). Cooperative members will provide their tax-exempt status as required by the awarded vendor.

10. QUANTITIES

All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

http://www.govbids.com/ http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm www.mitn.info http:www.fhgov.com

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

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11. PROCESS OF REVIEW OF PROPOSALS & AWARD OF CONTRACT

A. To be considered your company must specialize in and have provided the services listed herein as indicated in the specification section. Submit one (1) original & One (1) copy of the proposal in one sealed envelope or box. Or, responses may be submitted electronically via MITN.info by the deadline date and time as well.

B. The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City, price and other factors considered.

C. If within the past ten (10) years, the vendor or any of its proposed subcontractors has sued the City of Farmington Hills, or has been sued by the City of Farmington Hills, with respect to project related claim or issue, the vendor shall not be eligible for consideration.

D. Unless otherwise specified in the document the City reserves the right to accept any item in the bid on an individual basis. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the document clearly indicating Bidder's intent.

E. The City of Farmington Hills reserves the right, in their sole and exclusive discretion, to reject any or all bids for any or no reason at all, to not award this contract to any of the bidders for any or no reason, to waive irregularities and/or informalities, and to make the award that in the opinion of the City Council is in the best interest and to the best advantage of the City of Farmington Hills.

12. WITHDRAWL OF PROPOSAL

Proposals may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the proposal, but only if the withdrawal is made prior to the stated proposal deadline. No proposal may be withdrawn for at least 90 days after proposal opening except the successful company whose proposal may not be withdrawn and prices shall remain firm for all time and through the entire contract period. In case of error by the bidder in preparing a proposal, the Director of the Purchasing Division may, in her discretion, reject such a proposal, provided the bidder submits to the Purchasing Division, prior to the award of contract, a signed letter which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

13. DEFAULT CONDITIONS

In case of default by the contractor, the City of Farmington Hills may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.

14. INFRINGEMENTS AND INDEMNIFICATIONS

The proponent, if awarded a contract, agrees to protect, defend, and save the City, its officials, employees, volunteers, departments and agents (together referred to as the “City”) harmless against: any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from liability, actions, claims, suits, demands, judgements, expenses or charges of every nature and description brought against the City for, or on account of, any property damage, death, injuries or other damages received or sustained by the persons or parties as a result of any facts or omissions of the contractor or contractor’s employees, or agents.

15. PATENTS, COPYRIGHTS, ETC.

The Contractor shall release, indemnify and hold the City, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor’s use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract.

16. NON-COLLUSION

By signing and submitting its proposal the bidder certifies that the proposal submitted, has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the RFP, designed to limit independent bidding or competition.

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

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17. CANCELLATION

Unless otherwise stated within this request, any Contract entered into in response to this Invitation to Bid, including any extension or amendment of a Contract, may be terminated at any time, with or without cause, with 30 days written notice by the City. The City shall not be responsible to make any further payments for work performed after the effective date of such termination, and shall be responsible only for such work as has been completed and is eligible for payment under the terms of this Contract through the date of such termination. Termination shall not relieve Contractor of its obligation to provide City with all of the plans and product generated under this Contract through the effective date of termination. Prior to the effective date of any termination or prior to the completion of the work (including any extension of the timing for completion), whichever is the first to occur, Contractor shall deliver to the City all reports, opinions, compilations, research work, studies, data, materials, artifacts, samples, documents, plans, drawings, specifications, correspondence, ledgers, permits, applications, manuals, contracts, accountings, schedules, maps, Jogs, invoices, billings, photographs, videotapes and other materials in its possession or control that is gathered or generated in the course of performing the work or that relates to the work in any way; provided that Contractor may retain a copy of such materials for its files.

18. DEFAULT AND REMEDIES

Any of the following events shall constitute cause for the City of Farmington Hills to declare Contractor in default of the contract: (A) Nonperformance of contractual requirements or (B) A material breach of any term or condition of this contract. Please note the City of Farmington Hills shall issue a written notice of default providing a period of no more than thirty (30) days in which Contractor shall have an opportunity to cure. Time allowed for cure shall not diminish or eliminate Contractor’s liability for liquidated or other damages. If the default remains, after the designated period of time to cure, the City of Farmington Hills may do one or more of the following: (A) Exercise any remedy provided by law; (B) Terminate this contract and any related contracts or portions thereof; (C) Impose liquidated and other damages;

or (D) Suspend contractor from receiving future bid solicitations.

19. LAWS AND REGULATIONS

Any and all supplies, services and equipment offered and furnished shall comply fully with all applicable Federal, State and City laws, ordinances, codes and regulations.

20. GOVERNING LAW

This procurement and any resulting contract shall be governed by and construed in accordance with the laws of the State of Michigan. Jurisdiction and venue for any claim, dispute or action concerning this procurement process or any resulting contract shall be in Oakland County, Michigan.

21. ASSIGNMENT/SUBCONTRACT

Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the City of Farmington Hills.

22. NONDISCRIMINATION

The bidders and contractor agree to abide by the provisions of Title VI and Title VII of the Civil Rights Act of 1964 (42 USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. The bidders and contractor further agree to furnish information and reports to requesting agencies, upon request, for the purpose of determining compliance with these statutes. The bidders and contractor agree to comply with each individual agency’s certification requirements, if any, as stated in the additional terms and conditions listed in the solicitation. This contract may be canceled if the contractor fails to comply with the provisions of these laws and regulations. The contractor must include this provision in every subcontract relating to performance of this contract to insure that subcontractors are bound by this provision.

23. SEVERABILITY

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

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PHONE 248-871-2435

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If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid.

24. FORCE MAJEURE

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party’s reasonable control. The City of Farmington Hills may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract.

25. BID PREPARATION COSTS

The City of Farmington Hills is not liable for any costs incurred by the bidder in the preparation or administration of its proposal materials.

26. CONFLICT OF INTEREST

The City of Farmington Hills Code of Ethics prohibits City officials and employees from using their official position to unreasonably secure, request, or grant any privileges, exemptions, advantages, contracts or preferential treatment for themselves or others, and further, requires the reporting of certain financial or other interests held by themselves or their family members in any organization that does business with the City. Consistent with the principles of the City of Farmington Hills Code of Ethics, and in accordance with applicable federal regulations, no employee, officer or agent of the City shall be permitted to participate in the selection, the award, or the administration of a contract if the employee, officer or agent of the City, or his or her immediate family member or members, or his or her business partner or partners, works for, or has any financial or other interest in any company bidding for the contract.

In order to determine whether your company presents any potential conflict of interest with respect to the award of the subject contract, on a separate piece of paper, please disclose any familial or business relationships you have with any current or former employee, agent, consultant, officer or elected or appointed official of the City of Farmington Hills, or others who are or have been within the past year, in a decision making position with the City of Farmington Hills, and who may be able to grant favorable treatment with respect to being awarded this contract. Please disclose the full nature and extent of your relationship.

The City will review the relationship for conflict of interest. If a determination is made that the relationship is contrary to any Federal Regulations your company will be removed from the bid process. Violation of the City’s Code of Ethics as the result of non-disclosure will be reviewed in accordance with Section 5 of the City of Farmington Hills Code of Ethics and may result in disciplinary action, and/or termination of the subject contract.

27. INDEPENDENT CONTRACTOR

The contractor shall be an independent contractor, and as such shall have no authorization, express or implied to bind the City of Farmington Hills or the respective agencies to any agreements, settlements, liability or understanding whatsoever, and agrees not to perform any acts as agent for the City of Farmington Hills or participating agencies, except as expressly set forth herein.

28. THIRD PARTY BENEFICIARIES

There are no third party beneficiaries to this contract, and nothing expressed or referred to in this contract will be construed to give any person or entity other than the parties to this contract any legal or equitable right, remedy, or claim under or with respect to this contract or any provision of this contract. This contract and all of its provisions and conditions are for the sole and exclusive benefit of the parties named.

29. CITY POLICY ON SMOKING

The bidder, if awarded a contract, agrees to follow the City of Farmington Hills Smoking Policy which states: “The City of Farmington Hills is dedicated to providing a healthy, smoke free workplace for employees, residents and visitors.”

To that end; smoking is prohibited in all municipal buildings, in all municipal owned, leased or rented vehicles and within twenty-five (25) feet from any municipal building entrance, outdoor air intakes and operable windows. Smoking is permitted in outside designated smoking areas or in personal vehicles. Smokers are responsible for properly

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

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30. NON-IRAN LINKED BUSINESSES

By signing the proposal , I certify and agree on behalf of myself and the company submitting the proposal the following:

(1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

31. PRICES BID

The prices, or costs, in this proposal shall cover the costs of any nature, incident to and growing out of the work and services provided or to be provided. In explanation, but not in limitation thereof, the prices and costs stated in this proposal and contract shall include the cost of everything necessary for or resulting from the performance and completion of this contract in the manner and time prescribed, including without limitation, all of the following: the furnishing of all material, tools, vehicles, equipment, transportation, labor, supervision; all costs on account of loss by damage or destruction of the work performed or the material, tools, vehicles and equipment used in the performance of the work; all costs due to unforeseen weather, surface conditions, safety precautions, circumstances, situations or difficulties encountered; all money damages, costs and expenses for personal injuries or replacement or repair of damage to vehicles or other property caused, partly or wholly, by the contractor’s defective, improper or negligent performance of the work or services required under this contract; and for all else necessary therefore and incidental thereto.

32. INSURANCE (REQUIRED FOR WORK ON OR WITHIN CITY PROPERTY/FACILITIES)

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to The City of Farmington Hills. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIR’s are the responsibility of the Contractor.

The Contractor shall procure and maintain the following insurance coverage:

A. Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

B. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $3,000,000.00 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Explosion, Collapse, and Underground, if applicable.

C. Owners’ and Contractor Protective Liability: The Contractor shall procure and maintain during the life of this contract, a separate Owners’ and Contractor’s Protective Liability Policy with limits of liability not less than $3,000,000 per occurrence and aggregate for Personal Injury, Bodily Injury, and Property Damage. The City of Farmington Hills shall be “Named Insured” on said coverage.

D. Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000. per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

E. Professional Liability-The Contractor shall procure and maintain during the life of this contract, Professional Liability insurance in an amount no less than $5,000,000 per occurrence and aggregate. If this policy is a claims made form, then the contractor shall be required to keep the policy in force, or purchase "tail" coverage, for a minimum of 3 years after the termination of this contract.

http:3,000,000.00

PURCHASING DIVISION

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FARMINGTON HILLS, MI 48336-1165

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F. Additional Insured: Policy(ies) and coverages as described above, excluding Workers’ Compensation Insurance, shall include an endorsement stating the following shall be Additional Insureds: The City of Farmington Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Farmington Hills as additional insured, coverage afforded is considered to be primary and any other insurance the City of Farmington Hills may have in effect shall be considered secondary and/or excess.

G. Cancellation Notice: Policy(ies), as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non- Renewal, Reduction, and/or Material Change shall be sent to: City of Farmington Hills, Attention: Mr. Thomas Skrobola, 31555 West Eleven Mile Road, Farmington Hills, Michigan 48336.

H. Proof of Insurance Coverage: The Contractor shall provide the City of Farmington Hills at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

I. Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies).

J. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to City of Farmington Hills at least ten (10) days prior to the expiration date.

33. A. Labor & Material Bond The successful bidder shall be required to furnish a Labor and Material Bond in an amount at least equal to 100% of the contract sum as security for payment of all persons performing labor, furnishing materials and equipment rental in connection with this Contract.

B. Performance Bond The bids shall be accompanied by a letter from a surety company satisfactory to the City stating that the necessary bonds will be furnished by it to the Contractor bidding in the event he is successful. The Bidder shall furnish a surety bond in an amount at least equal to 100% of the contract as security for faithful performance of this Contract.

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

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34. GENERAL INFORMATION

A. The City of Farmington Hills is seeking proposals from qualified firms for the purpose of contracting for

Construction Manager at Risk Services (CMR) (a single construction manager/firm) to perform a full range of pre construction, construction management, and post-construction services for the design team support, bid solicitation, development of the Guaranteed Maximum Price (GMP), construction and commissioning of the new Activities Center.

B. Please carefully review this document. This document is a Request for Proposal. It differs from a Request for Bid/Quotation in that the City of Farmington Hills Board of Trustees is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposal based on their professional knowledge and developed around the general requirements defined within this proposal. As such, the lowest priced proposal will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service requested, of which experience, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award.

35. BACKGROUND INFORMATION

A. The building being replaced is located at 28600 Eleven Mile Road and is currently known as the Costick Center.

Constructed circa 1963, the facility originally served as the home of the City’s Special Services Department Administration and provided a significant portion of the City’s recreational programming until The Hawk opened in 2021. The current direction is to discontinue use entirely of the current facility and construct a new facility close to 11 Mile Road.

B. The Costick Center currently serves as a hub for the City’s senior adult programming for residents ages 55 and older, as well as Meals on Wheels and congregate dining services. However, the facility is an inefficient use of space and has become functionally obsolete.

C. The City has engaged Neumann/Smith Architecture as the Architectural firm to lead this project. The new center is anticipated to be approximately 37,000–40,000 square feet and will include recreation administration offices, a gymnasium, locker rooms, a pool natatorium, multipurpose rooms, a full commercial kitchen, audio/visual and technology components, and associated civil site and utility work. The facility will also feature a covered entryway with designated bus drop-off and adjacent parking spaces to provide convenient and accessible access to the building.

D. A Mandatory Pre-Submittal Meeting will be held Monday, September 21, 2026 at 9:00 a.m., at The Costick Activities Center, Entrance A (West), Wexford Room A, 28600 Eleven Mile Road. All firms interested in submitting a proposal must attend. It will be the only opportunity to meet the project team and ask questions.

E. As other CM projects may come up during the contract period the City reserves the right to negotiate fees (for like services) with the awarded firm.

36. PROCESS OF EVALUATION

A. City Staff will evaluate and summarize the proposals. The summaries that appear to be beneficial to the City will be considered for award. Selected proposals will be evaluated in a cursory manner to eliminate from further consideration those proposals which, in the judgment of the City, fail to offer sufficient and substantive provisions to warrant further consideration.

B. At the conclusion of the initial evaluation phase, it is anticipated that multiple proposals will be selected for detailed review and evaluation. As part of this detailed review of proposals, the selected firms will be required to make oral presentations of their proposals to the City. The City will request that the account representative(s) conduct the majority of the presentation. The oral presentations provide an opportunity for firms to clarify the proposals through mutual understanding.

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

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PHONE 248-871-2435

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C. The award will be made to the most responsive and responsible firm(s) offering the most qualified and economical proposal as determined by the City. All respondents, in submitting proposals, concur with this method of award and will not, under any circumstances or in any manner, dispute any award made using this method.

D. The City of Farmington Hills reserves the right to request best and final offers and to negotiate any and all terms proposed and include this in the final selection process.

E. Access to government records is governed by the State of Michigan. Except as otherwise required by the State of Michigan, The Acting City Manager or City Manager authorizes the promise of confidentiality on behalf of the public body of the City of Farmington Hills and that it will exempt from disclosure proprietary information, trade secrets and confidential commercial and financial information submitted in the proposal. Any such proprietary information, trade secrets or confidential commercial information, which a Proposer believes should be exempted from disclosure, shall be specifically identified and marked as such. Blanket-type identification by designating whole pages or sections as containing proprietary information, trade secrets or confidential commercial and financial information will not assure confidentiality.

F. A general description of all specific proprietary information, trade secrets or confidential commercial and financial information that is requested to be exempt from disclosure must be submitted at the time the proposal is submitted and will be maintained by the City Clerk's Office. This general description shall be made available to a person upon request.

G. Upon a request for records from a third party regarding this proposal The City of Farmington Hills will notify in writing the party involved. The party involved shall indemnify The City of Farmington Hills defense costs associated with its refusal to produce such identified information; otherwise, the requested information will be released.

37. CMR Responsibilities The CMR will be responsible for the overall management of all aspects related to the construction of this facility until completion. The A/E Firm will be working with the CMR during the construction phase of the project and will be reporting to the City in prior phases. The CMR will be responsible for conducting the bid process. The A/E Firm or its subsidiaries or affiliates shall not be the same Firm as the CMR and the CMR shall not be the same Firm as the A/E Firm.

Through the design phases, the awarded Architect/Engineer (A/E) firm and Construction Manager at Risk (CMR) will need to regularly review projected construction costs to ensure project funding is not exceeded. Considering this, it may be necessary to make design adjustments to the new Activities Center throughout this period. The A/E firm is responsible for site and facility design; construction bid specifications/drawings; and assisting the CMR throughout the construction bid solicitation process. The CMR is responsible for tracking costs; maintaining the project schedule; recommending “value changes” to the site and facility design and soliciting bids from sub-contractors. The Architect/engineer is required to work with the City and CMR through all phases of the project.

The City manages large capital improvement projects regularly during their ongoing infrastructure and economic development efforts. Overall project management responsibility will be centered in the City of Farmington Hills Special Services Department. The Special Services Department will provide the internal coordination of other departments/organizations that will be involved in the project including:

A. The Farmington Hills City Engineer or City designee will review and approve the Civil plans with the A/E firm and CMR for compliance with Farmington Hills Engineering Standards. This includes but it is not limited to underground city utilities (water, sewer, and storm) and all other overhead or underground utility installations or relocations. Plans reviews also include site paving, grading, landscaping irrigation, road and sidewalk construction, signage and pavement markings.

B. The City Public Services Department or designee will work with private utilities to remove and relocate existing utilities on the site (if needed). The CMR will coordinate worksite activity with this effort.

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C. The City Building Department will coordinate inspections and permits for commercial buildings and will provide those services for the Activities Center. City permit fees will be waived.

D. The City Public Services Department will coordinate permits and inspections for underground city utilities and site improvements and provide those services. City permit fees will be waived.

E. The City will work closely with the project Architect, Engineers, and CMR, to ensure the project stays on track.

This will be accomplished via regular project progress monitoring meetings to be held weekly or bi-weekly or as needed and appropriate adjustments to keep the project on schedule and within budget will be made by this team as necessary.

38. GUARANTEED MANXIMUM PRICE PROCEDURE (GMP)

A. The City will enter into negotiations with the highest ranked Respondent for services to complete the project as summarized in this RFP document. The requirements and schedule for the GMP development process are further described below. The Architect and CMR will work together during the preliminary design phases to develop plans and specifications that can be constructed within the construction budget. The GMP will be developed based on “in progress” design documents (at approx. 90% of final design) available at the time the GMP is negotiated.

B. The CMR (Construction Manager at Risk) shall attend a Guaranteed Maximum Price development meeting with the City and the A/E firm to develop an understanding of the project. Project milestone dates, information regarding the sequencing or timing, and limitations to conduct the Work will be identified. The City will also provide the CMR with all other available and related information. The CMR shall make itself knowledgeable about the site conditions, including utilities, and obtain information regarding the physical conditions and aspects associated with the Work.

The CMR will use all of this information as a basis to develop the GMP.

C. Within ten (10) calendar days following the GMP development meeting, the CMR shall submit a PDF of the

GMP proposal to the City for review. The GMP submittal shall include the following:

1. A summary of the project scope, milestone dates (to include a completion date) and project budget amount;

CMR’s contingency).

D. Following receipt of the GMP proposal, the City will evaluate the submittal and schedule a meeting with the

CMR and Architect/engineer to negotiate the final GMP.

39. DEFINITION OF THE PRELIMINARY SCOPE OF WORK

The Construction Manager at Risk (CMR) will be responsible to perform a full range of pre- construction, construction management, and post-construction services for the design team support, bid solicitation, construction, and commissioning of the new Activities Center located in Farmington Hills, Michigan including, but not limited to:

collaboration with selected Architect/engineer, design reviews, value engineering & life cycle costing, cost/benefit analyses, constructability reviews, estimating, scheduling, and web-based template completion for construction-related credits, establish a live project camera for website viewing (work in conjunction with our communication/Video department), bid packaging and bidding, construction administration & oversite, project coordination with affected partners and impacted parties, construction and commissioning, clean-up, etc. The CMR’s work will be performed in accordance with the General Terms and Conditions and Form of Agreement as specified with this RFP.

A. Preconstruction Services: Under this phase it is expected that the CMR will provide analysis, consultation, advice, and reasonable recommendations relating to the design, planning and administration of the project, including, but not limited to:

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phases of the project; the CMR will administer the project management system for the project duration.

budget, etc.

and maintain existing aces roads off 11 mile road before start of construction.

• Be responsible for all General Conditions.

2. Construction Bidding and Sub-Contractor Selection Phase

B. Construction Services: (Based on 16 months of construction) The City requires the CMR to hold and administer all construction subcontracts. The CMR will serve as the agent for the City and the sole point of authority during Construction. The CMR is to provide construction management services on an “at risk” basis. This includes all job supervision and general conditions, holding all subcontracts, providing bonds (i.e. Performance, Labor and Material Payment, and Maintenance and Guarantee bonds) in an amount equal to 100% of the total of all subcontract bids. Other general tasks include:

special inspections as required by code.

etc.

City staff for change order disposition.

• Coordinate construction layout services with engineer.

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payment.

distribute.

etc.

The A/E firm will be required to conduct all necessary field investigation and documentation of existing conditions required to successfully complete the construction of the project. The CMR will assist the A/E firm with field investigation and confirmation of existing conditions.

C. The CMR will be expected to:

• Assist the City and its contractors with the coordination of layouts, equipment and systems connections (data, phone, security).

• Assist the City and its contractors with scheduling delivery and installation for final system connections (data, phone, security) for the new Activities Center to be readied for full operation.

• Manage all aspects of the project and consult with the A/E firm for change recommendations throughout the construction period.

1. Review and analyze laboratory test reports for materials and equipment as required.

2. Inspect work in progress, document quantities of work completed, and maintain field investigation reports including relevant information associated with the work.

(to the A/E firm) to ensure compliance with the design drawings and specifications.

5. Review requests for information submittals, and any other documents related to construction and design by the CMR and subcontractors to ensure compliance with the design intent as required.

Provide assistance to the City in the process of negotiating costs for City directed changes.

• Review sub-contractor change order requests and consult with the City on applicability to the project(s) based on the construction contract terms and conditions.

• Observe construction, document field progress, inspect differing site conditions, and observe change order work.

lists.

• Review operation and maintenance manuals, and with the A/E firm witness start-up of electrical and mechanical systems.

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• With assistance from the A/E firm, prepare final design reports detailing any and all changes from final design inclusive of cost differences. Ensure the A/E firm prepares final drawings to illustrate as-built conditions.

no less than 12 months from the issuance of substantial completion as defined as the ability to use the building for intended purposes.