Request for Proposals - Owner_s Projcect Manger Services (2025).pdf

PORTSMOUTH SCHOOL DEPARTMENT

Request for Proposals

Owner’s Project Manager Services

Issue Date: May 13, 2025 Proposals Due Date: May 29, 2025 at 3:00 PM

Portsmouth School Department 29 Middle Road

Portsmouth, RI 02871

REQUEST FOR PROPOSALS (RFP) – OWNER’S PROJECT MANAGER SERVICES

The Portsmouth School Department (District) is soliciting proposals from qualified individuals or firms to provide comprehensive Owner’s Project Management (OPM) Services for school facilities capital improvement projects (Project).

The District will select a firm through a qualification-based selection process. Proposals will be evaluated and ranked based on the criteria described in this RFP.

1. PROJECT DESCRIPTION

In Rhode Island, Local Education Agencies (LEAs) that seek to receive State Aid on School Construction projects, must complete the Necessity of School Construction Application process overseen by the Rhode Island Department of Education (RIDE) School Building Authority (SBA). The SBA is governed by the RIDE School Construction Regulations (SCR). The SCR sets standards for design and construction of school facilities, in order to assist schools and districts in providing the quality learning environment necessary for children to perform at high levels.

The Necessity of School Construction process is a multi-stage application that requires LEAs to conduct thorough facility assessments toward the creation of an efficient and prudent masterplan. Once reviewed, vetted and prioritized by the School Building Authority (SBA), the SBA Advisory Board will recommend projects for approval by the Council on Elementary and Secondary Education. Approved projects are eligible for State Aid through Housing Aid reimbursement.

Necessity of School Construction Stage I – Identification of Need Stage I begins with LEAs submitting a Letter of Intent, as well as a commitment to follow the School Construction Regulations and all applicable statutes and regulations. During Stage I, LEAs conduct facility conditions assessments, prepare demographic projections, and provide educational programs for each school facility. Through the careful study of these factors LEAs attain a comprehensive understanding of districtwide capacity, enrollment trends, and the alignment of existing facilities to the educational program being offered in each school.

Necessity of School Construction Stage II – Development of a Solution During Stage II, LEAs work with an architectural and engineering team to propose solutions to the identified issues. This process requires the development of schematic design documentation that can be used to provide dependable cost estimates. These scope descriptions and the accompanying costs are the basis for establishing a budget and project descriptions that are forwarded to the SBA Advisory Board and the Council on Elementary and Secondary Education for consideration.

Necessity of School Construction Stage III & IV – Design Reviews and Construction After receiving approval, design reviews must be conducted for all projects that are part of a multiyear capital improvement plan. that exceeds $500,000, regardless of eligibility for housing aid. Design reviews will be conducted at the following three stages of project implementation:

1) Completion of Schematic Design

2) Completion of Design Development

3) Sixty Percent (60%) completion of Construction Documents https://ride.ri.gov/funding-finance/school-building-authority/necessity-school-construction https://ride.ri.gov/funding-finance/school-building-authority/necessity-school-construction

Upon receiving design review approvals, projects are publicly bid, contracts are awarded and construction begins.

The District intends to submit a Necessity of School Construction Letter of Intent in July 2025, a Stage I application in September 2025 and a Stage II application in February 2026 with project construction tentatively planned to begin in the Summer of 2027.

The District is seeking an OPM to provide professional project management services to assist with all aspects of the submission of the District’s Letter of Intent, Stage I and Stage II applications and undertaking of school construction projects during Stages III and IV.

2. SCOPE OF SERVICES

The OPM shall provide project management services to include all aspects of the creation and submission of the Stage I and Stage II applications and to monitor procurement procedures, design, construction and other related activities and to facilitate, coordinate and manage the Project with respect to timely performance in accordance with the schedule. In addition, the OPM shall monitor the quality of services and workmanship and recommend courses of action to the District when respective contractual requirements are not being fulfilled. Services shall continue through substantial use and occupancy by the District, and post project closeout. As part of the scope of services, the OPM shall provide information as requested during final auditing as conducted by the School Building Authority.

All work shall be completed in conformance with all applicable statutes and School Construction Regulations.

In general, the basic services of the Owner’s Project Manager include, but are not limited to:

2.1. PROJECT ADMINISTRATION

a. Development of project communications plan among team members, Town entities, and the public

b. Provide data and photos for project website

c. Assist Designer in obtaining approvals for all RIDE design submissions

d. Assist District in preparation of all information, documentation and reports required by RIDE

e. Prepare agendas for Building Committee meetings, attend and record minutes, issue weekly and monthly project reports

f. Attend all District, Architect and Contractor meetings and record/issue minutes

g. Prepare and submit comprehensive monthly project report to Town and School Building

Committee

h. Track compliance with MBE/WBE/DBE requirements for contractors and vendors, submit

DOA approved reports to RIDE

i. Track compliance with certified payroll requirements for all project contractors, subcontractors and vendors

j. Maintain complete and comprehensive files of all project documents for the Town and

District as required by the School Construction Regulations

k. Provide update on energy tracking information post occupancy

l. Maintain regular contact with the Superintendent or designee regarding Project progress and issues to be addressed

m. Advise District in all project administration matters

n. As requested, coordinate with our municipal officials concerning project status and attend

Town Council meetings as needed

o. Ensure all projects have been fully commissioned by the Commissioning Agent and all open items have been reconciled as documented in the final report

p. Provide quarterly reporting updates on all projects using RIDE established portals

2.2. FINANCIAL

a. Assist in the development of the final Total Project Budget, maintain and update the budget throughout project term

b. Maintain project budget records, by category, in a format that tracks RIDE reimbursable/non-reimbursable expenses

c. Assist in the submission for RIDE Memorandum of Agreement (MOA)

d. Develop and maintain detailed project cash flow projections, work closely with Town

Finance Director on the review of all applications for payment and invoices submitted to the Town, offer payment recommendations

e. Prepare and submit RIDE monthly Progress Payment Requests Forms for SBA Capital Fund reimbursement or Housing Aid forms with all necessary supporting documentation

f. Ensure that the District does not submit ineligible costs as defined by statute and regulations

g. Coordinate monthly work-in-place reviews with RIDE’s consultant as part of payment process

h. Ensure all necessary documentation is available and a work plan is in place that will maximize the District’s ability to obtain the most housing aid, including temporary incentives, possible

2.3. CONSTRUCTION MANAGER/GENERAL CONTRACTOR SELECTION

a. Advise Town/District in construction delivery options

b. Prepare request for qualifications, public notice, solicitation, scope of required services, and evaluation criteria in accordance with RIDE School Construction Regulations

c. Assist and advise Town and School Building Committee in selection of GC/CM’s to proceed to Statement of Qualifications

d. Assist and advise Town and School Building Committee in selection of GC/CM’s to proceed to Request for Proposals

e. Provide assistance, consultation, guidance in negotiation of GC/CM contract and GMP

f. Assist with negotiating fair and reasonable CM allowances and contingencies

2.4. DESIGN DEVELOPMENT & CONSTRUCTION DOCUMENTS PHASES

a. Provide oversight of Designer and GC/CM activities, review estimates, reconcile variances with Designer and GC/CM

b. Facilitate and coordinate with building users, Designer and GC/CM to review space and adjacency requirements

c. Maintain and update Project Budget and Schedule, coordinate commissioning recommendations with design

d. Work with Designer and GC/CM to develop schedule and production of early bid packages

e. Ensure that Designer is designing to Budget and Schedule for each phase

2.5. COST ESTIMATING

a. Oversee and coordinate with Designer the preparation of three detailed construction estimates at Schematic Design, Design Development and Construction Documents

b. Record and track design phase estimates to Project Budget, prepare cost estimate submissions to RIDE

c. If design phase estimates exceed budget, consult with Designer and GC/CM, recommend revisions to the Town

d. Coordinate the preparation of multiple construction cost estimates by Designer, GC/CM, phase

2.6. SCHEDULING

a. Develop overall Project Baseline Schedule and detailed Milestone Schedule, incorporate

GC/CM’s construction schedule when developed

b. Assess actual project progress to baseline schedule, report variances to Town and School

Building Committee

c. In the event of schedule slippage, consult with Designer and GC/CM to develop recovery schedule activities

d. Advise Town and School Building Committee as to recommended recovery schedule activities when required

2.7. CONSTRUCTION

a. Provide representation from start of major construction to substantial completion (hours to be determined by project)

b. Participate in weekly construction and progress meetings with the Designer and GC/CM to discuss progress, problems, scheduling, etc.

c. Monitor Designer’s and GC/CM’s construction administration activities to ensure contract compliance and timely decisions

d. Perform quality control inspections of work completed to verify compliance with contract documents

e. Monitor GC/CM’s compliance with contract documents and quality control specifications

f. Develop and maintain a Rolling Completion List of non-conforming items to mitigate punch list items

g. Ensure all construction personnel and vendors have passed CORI (criminal offender record info) checks

h. Ensure enforcement of zero tolerance policies regarding student/staff on-contact, foul language, and smoking

i. Consult daily with Principal, or designee(s), regarding construction activities, impacts, issues, and resolve with GC/CM

j. Coordinate scheduling and reporting of independent testing agency, ensure reports are distributed and tracked

k. Review and comment on GC/CM’s baseline schedule of values and baseline schedule

l. Prepare and maintain detailed daily, weekly and monthly reports recording all project data and activity

m. Track time and material change order work, when utilized as basis for changes

n. Maintain and update on a daily basis, if needed, current contract drawings, specification and longs

o. Take extensive daily photographs of progress, record and maintain project’s photo log

p. Identify potential issues, report to Designer and GC/CM, maintain project issues log, track to resolution

q. Schedule commission consultant, track submission of reports, follow-up actions by Designer and GC/CM

r. Review CM’s draft monthly requisition for payment, make recommendations to Owner and

Designer

s. Manage and schedule independent air quality testing for each phase of the Project

t. Assist Designer with identification of punch list items

u. Ensure project closeout and the post occupancy commission occurs

2.8. CHANGE ORDER REVIEWS

a. Review all change order submissions and schedule extension claims, and recommendations to District and Designer

b. Maintain detailed contingency log, tracking potential change order data

2.9. PROCUREMENT

a. Prepare work scopes, request for qualifications/proposals and assist the District in selection of independent testing agency

b. Prepare request for qualifications/proposals and assist District in selection of independent commissioning consultant/agent

c. Prepare request for qualifications/proposals and assist District in selection of Educational

Facilities Planner and Architect/Engineering services

2.10. PHASING & MOVE MANAGEMENT

a. Assist the Designer in developing Phasing Plans as necessary to accommodate construction activities that occur during dates/times that the school is occupied

b. Assist the Principal, or designee, on internal move management as necessary

c. Coordinate efforts regarding changing building access points, wayfinding and signage, system shutdowns, etc.

d. Coordinate changing building access points and getting that message out to students, staff, public, etc.

e. Prepare RFP for relocation services, if needed, other vendors and manage activities for each mover phase

f. Coordinate GC/CM’s prerequisite construction activities required for each phase move

3. PROPOSAL

3.1. Technical Proposal

The Technical Proposal should address specifically each of the following elements:

a. Staff Qualifications – Provide staff resumes/CV and describe qualifications and experience of key staff who will be involved in the projects, including their experience in the field of School Construction, Renovation and Project Management. Include any experience in Rhode Island.

b. Capability, Capacity, and Qualifications of the Proposer – Please provide a detailed description of the Proposer’s experience as an Owner’s Project Manager, including specific experience with K-12 School Construction and Renovation. Include any experience in Rhode Island and familiarity or knowledge of the RIDE School Construction Regulations. A list of relevant client references must be provided, to include client names, addresses, phone numbers, dates of service and types of services provided.

c. Work Plan – Please describe in detail, the framework within which the requested Owner’s Project Managers Services will be performed. Provide an understanding of the School Construction process in Rhode Island.

d. Approach/Methodology – Define the methodology to be used to ensure that all projects come in on time and on budget. What procedures will be used to minimize change orders, maintain project schedules, assure compliance with the RIDE Memorandum of Agreement, and endure projects are completing as planned.

3.2. Cost Proposal

No cost proposal is required. The District will select a firm through a qualification-based selection process. Proposals will be evaluated and ranked based on the criteria described in this RFP. The District will enter into fee negotiations with the highest ranked firm. If an agreement cannot be reached between these parties, the District may elect to enter into fee negotiations with the next highest ranked firm. The District will initially negotiate a fee for the work related to the creation and submission of the Stage I and Stage II applications. Once the Stage II application receives approval and the scope of the Project is finalized the District will enter into negotiations for a fee for Stage III and IV services.

4. Evaluation, Selection and Award

The District will select a firm to provide the services described in this RFP using a qualification-based selection process. Proposals will be reviewed and scored by an Evaluation Committee. The District reserves the right to select the firm that it deems to be the most qualified to provide the services described in this RFP. The District reserves the right to cancel this solicitation in its entirety and reject all proposals at its sole discretion.

Proposals will be reviewed and scored based on the following criteria (Total Possible Points = 100):

Criteria Possible Points

Staff Qualifications 25

Capability, Capacity, and Qualifications of the Proposer 25

Work Plan 25

Approach/Methodology 25

Total Possible Points 100

Firms may be required to submit additional written information or may be asked to make an oral presentation to the Evaluation Committee as part of the selection process. The Evaluation Committee, at its sole discretion, may conduct interviews with as many of proposing firms or as few of the proposing firms as it deems appropriate.

The firm receiving the highest combined point total from the Evaluation Committee will be selected as the winning Proposer. The District will enter into fee negotiations with the highest ranked firm.

If an agreement cannot be reached between these parties, the District may elect to enter into fee negotiations with the next highest ranked firm.

The final contract award is subject to Portsmouth School Committee approval.

5. Questions

Questions concerning this RFP must be submitted in writing by emailing them to Christopher DiIuro at diiuroc@portsmouthschoolsri.org no later than May 21, 2025 at 2:00 PM. Please reference Owner’s Project Manager RFP on all correspondence. Answers to questions received, if any, shall be posted to Bidnetdirect.com and the Portsmouth School Department’s website as an addendum on May 22, 2025. This RFP and any addendums can be found on Bidnetdirect.com and on the District’s website at https://www.portsmouthschoolsri.org/browse/225779.

6. Proposal Submission Proposals are due no later than 3:00 PM on May 29, 2025 and should contain the following:

6.1. One (1) original proposal and nine (9) printed paper copies

6.2. One (1) electronic copy on a USB Flash Drive

Proposals should be mailed or hand-delivered in a sealed envelope marked “REQUEST FOR PROPOSALS – OWNER’S PROJECT MANAGER SERVICES” to:

Christopher DiIuro Director of Finance Portsmouth School Department Administration Building 29 Middle Road Portsmouth, RI 02871

Proposals misdirected to other locations or those not received at the Portsmouth School Department Administration Building by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals faxed or emailed to the Portsmouth School Department shall not be accepted.

7. General Terms and Conditions

7.1. The District reserves the right to reject any and all proposals and to waive any informality.

7.2. Cancelation of Solicitation: The PSD may cancel this solicitation at any time.

mailto:diiuroc@portsmouthschoolsri.org https://www.bidnetdirect.com/ https://www.bidnetdirect.com/ https://www.portsmouthschoolsri.org/browse/225779

7.3. Proposals cannot be withdrawn for a period of not less than 60 days from the deadline for submission of proposals.

7.4. The purchase of goods and/or services under an award made pursuant to this RFP will be contingent on the availability of appropriated funds.

7.5. The Proposer shall provide all necessary personnel, materials and equipment to perform and complete all work under this proposal.

7.6. PSD is exempt from all sales and Federal excise taxes.

7.7. The selected firm shall be required to maintain the following insurance with the Portsmouth

School Department and Town of Portsmouth listed as additional insured:

Type of Coverage Requirement Limits Workers’ Compensation Rhode Island Statutory Limits Rhode Island Statutory Limits General Liability Each Occurrence

Annual Aggregate per Occurrence $1,000,000 $2,000,000

Auto Liability written to cover “Any Auto”

Combined Single Limit Each Accident $1,000,000

Professional Liability Each Occurrence Annual Aggregate per Occurrence

$1,000,000 $2,000,000

Umbrella (Excess Liability)

Each Occurrence Aggregate

$5,000,000 $5,000,000

END OF REQUEST FOR PROPOSAL DOCUMENT