RFP 848 YVRA Terminal West Expansion CMAR FAA Version .pdf

EXPAND TERMINAL (WEST EXPANSION - CONSTRUCTION)

Yampa Valley Regional Airport

Request for Proposal

April 22, 2025

REQUEST FOR PROPOSALS

CONSTURCTION MANAGER AT RISK

YAMPA VALLEY REGIONAL AIRPORT EXPAND TERMINAL (WEST EXPANSION

- CONSTRUCTION)

RFP Table of Contents

I. GENERAL OVERVIEW AND DESCRIPTION OF PROJECT OBJECTIVE

II. SCOPE OF SERVICES TO BE PERFORMED BY THE SELECTED CMAR

III. REQUIRED PROPOSAL SUBMITTAL GUIDELINES

IV. GENERAL PROPOSAL INSTRUCTIONS AND REQUIREMENTS

V. COMMUNICATION, ADDENDA AND EXPLANATIONS

VI. SELECTION PROCESS AND EVALUATION CRITERIA TO BE USED

VII. AWARDING CONTRACT

VIII. PROPOSED CMAR SELECTION AND RFP PROCESS SCHEDULE

RFP Attachments

• Routt County Bid Terms

• Fee Proposal Form

• Project Concept Exhibits

• Draft Project Schedule

• Bid Bond for Preconstruction Fee

• Required Federal Statements and Forms

• Contract Documents o Agreement Between Owner and CMAR for Design Services o Agreement Between Owner and Construction Manager as Constructor, AIA

Document A133-2019 (CMAR Services Agreement) o Performance and Payment Bonds – AIA Document A312-2010 o General Conditions of the Contract

▪ FAA General Conditions

▪ AIA General Conditions – AIA Document A201-2017 o Special Provisions

▪ Part A – Federal Requirements

▪ Part B – FAA Requirements

▪ Part C – Yampa Valley Regional Airport (HDN) Requirements o FAA Advisory Circular 150/5370-2 Operational Safety on Airports During

Construction o Wage Rates

REQUEST FOR PROPOSAL (RFP) #848

CONSTRUCTION MANAGER AT RISK

YAMPA VALLEY REGIONAL AIRPORT

EXPAND TERMINAL (WEST EXPANSION - CONSTRUCTION)

ROUTT COUNTY, COLORADO

I. GENERAL OVERVIEW AND DESCRIPTION OF PROJECT OBJECTIVE

Routt County, Colorado is seeking to hire a qualified and motivated firm to provide Construction

Management At Risk (CMAR) services for the design of an expansion to the existing

Commercial Terminal building located at 11005 RCR 51A, Hayden, Colorado 81639.

The original Yampa Valley Regional Airport (HDN) terminal was constructed in 1966. The structure has had five major expansions, the most recent was completed in 2020. The Airport has recently completed a Terminal Area Plan (TAP) to assess current and forecast passenger demands. The TAP defined the general terminal improvements required to meet the anticipated demands over a 20-year period. The TAP further separated the project into three phases to address short-, mid-, and long-term requirements. Our current engineering firm is taking the recommendations from the TAP and validating the design concepts. The refined design concepts will be used to program the first phase of the project based on available funding.

For this project, the terminal and overall project area is defined as on-airport property that includes the terminal building and the terminal aircraft parking apron. This scope of services does not include land planning or airport parking/roadway planning.

The scope of services will be based on the 30% Design Development documents and includes a twolevel building expansion on the west side of the existing terminal:

• Level 1: TSA baggage screening area (11,050 SF), baggage makeup area (12,582 SF), outbound bag belt (500 LF), breakrooms (870 SF), restrooms (164 SF), passenger circulation (2,460 SF) and mechanical/electrical rooms (1,900 SF); all SF is current estimate and subject to change with further design changes

• Vertical transportation from Level 1 to 2: two escalators, two elevators and stairs

• New Level 2: four gate lounges (11,190 SF), four passenger boarding bridges, kitchen & storage area (1,060 SF), bar (595 SF), dining, concessions & public seating (2,320 SF) area, support restrooms (1,487 SF), public circulation space (5,360 SF), electrical room

(254 SF); all SF is current estimate and subject to change with further design changes

Routt County reserves the right, at its sole discretion, to delay or postpone construction should sufficient funding not be secured.

Routt County projects a total construction budget of approximately $65,000,000; this includes:

direct construction costs, contingency, GC fees, and escalation. Routt County will administer the design, funding, construction, maintenance and operation of the facility.

The Project is to be funded through a combination of Federal Aviation Administration Airport

Improvement Program Grant(s), BIL Grants, Airport revenue, and loans. Under the terms of the

Agreement, Routt County will be the contracting entity for the Project.

The County anticipates using a Construction Manager At Risk (CMAR) approach for this

Project. The conceptual design is complete and the County expects to select the CMAR prior to taking the design past 60%.

II. SCOPE OF SERVICES TO BE PERFORMED BY THE SELECTED CMAR

CMAR Work Phases

The CMAR work for the Project consists of two (2) phases: Pre-Construction and Construction.

1. Pre-Construction Phase: The CMAR will provide preconstruction services as follows:

• Develop the Project Management Plan and attachments, including a Project Risk

Management Plan, Phasing Plan, and Subcontracting Plan; CMAR is responsible for developing, documenting and permitting activities related to phasing and temporary operations during construction. Activities to be coordinated with Owner and Design

Team.

• Attending weekly coordination meetings and project workshops with the Owner and

Design Team

• Prepare and maintain a Project cost model and submit detailed, open-book cost estimates as the design is advanced.

• Prepare and maintain a Project schedule and submit updates at the design is advanced.

• Perform constructability reviews, bidability reviews, and value engineering, on design development submittals in conjunction with the Owner and Design Consultant.

• Review and finalize the project Specifications

• Identify Project permitting requirements and determine when certain permitting activities should be initiated

• Review and finalize the Construction Services Agreement

• Submit and negotiate a Guaranteed Maximum Price (GMP) proposal for the various

Project bid packages.

The CMAR shall provide a full construction estimate for each bid package at the

Design Development (60% Design) and 90% Construction Document phases of the

Project. The CMAR shall furthermore assist the Owner and Design Consultant in maintaining the cost of construction within the Fixed Limit of Construction Cost

(FLCC) and the duration of the construction within the Project’s schedule.

2. Construction Phase: This phase of the work consists of the CMAR furnishing and installing all work as required in the Contract Documents. Please note that the work of the Construction Phase may be bid in several packages, such as excavation, footings and foundations, structural steel, etc.

If the Owner and CMAR agree on a GMP, the CMAR will provide the following construction services:

• Procurement of all subcontractors and vendors

• Procurement of all required equipment

• Project construction, including startup and commissioning

• Identification and acquisition of required permits and governmental approvals

• Perform risk management and mitigation activities

• Provide operator training

• Provide performance testing

• Develop and implement quality management and control procedures

• Conduct acceptance testing

• Provide warranty coverage for the constructed work

FLCC and GMP

1. FLCC: The Fixed Limit of Construction Cost (FLCC) is the Project’s construction budget as listed in the RFP’s General Overview and Description of Project Objective section. The Owner, the Design Team, and the CMAR agree to work together to keep the cost of construction, as represented in the design, within (or below) the FLCC.

The FLCC of this project this Project is $65,000,000.

2. Guaranteed Maximum Price (GMP): The CMAR will provide an open-book GMP and a complete construction schedule at the 90% construction level. The GMP is the final price that the CMAR agrees to accept in full performance of the attached Draft

Agreement between Owner and Construction Manager as Constructor, AIA

Document A133-2019 (CMAR Agreement) and is based on the final contract drawings and specifications. The GMP shall include all fees and percentages required by this RFP during the Construction Phase, as well as the costs for General

Conditions and all work as required in the Contract Documents.

The estimate based on the 60% design will require quotes from major suppliers and subcontractors.

The estimate based upon the 90% design will be used in the determination of the

GMP, the CMAR shall assemble all quotes for the work that were used to build the estimate/GMP and provide that package to Routt County and Design Team. For all work, the CMAR shall solicit proposals such that at least two quotes are received

(three quotes are preferred). This also includes acquiring quotes for work that the

CMAR would self-perform. Should only one quote for a given work item be obtained, the contractor shall provide an explanation as to why only one quote was able to be obtained.

Please note that the construction of this project may be completed in phases with multiple bid packages/awards. The successful CMAR will be required to submit a

GMP for each of these phases and packages of the work. The sum or total of all the

GMP’s for these phases of the work, shall be the final GMP.

In addition to the Pre-Construction Fee, all other GMP’s for the phases of the work shall become part of the CMAR Agreement by contract modification. The final GMP is normally determined at the completion of the Contract Documents and receipt of subcontractor bids, however, a GMP may be negotiated at an earlier point.

When the Owner and CMAR have agreed on the GMP, the construction services will be authorized and initiated. If the Owner and CMAR are unable to agree on a GMP, the Owner reserves the right to terminate the existing Agreement and direct the

Design Team to complete the design and prepare construction documents for public bidding of the Project. The Owner, without limitation, may utilize any of the value engineering, constructability, or any other ideas or methods/procedures proposed by the CMAR during the Preconstruction services.

A. The proposed GMP for the entire Project (or portions thereof) will be presented in a format acceptable to the Owner. The Owner may request a GMP Proposal for all or any portion of the Project at any time during preconstruction. Any GMP

Proposals submitted by the CMAR will be based on and consistent with the current update/revised Cost Estimate submittal at the time of the request, the associated estimates for construction costs and include any clarifications or assumptions upon which the GMP Proposal(s) are based.

B. GMP Proposals for the entire Project will be the sum of: the CMAR’s construction fee, including supervision and management costs, CMAR

Contingency; and the Owner's Contingency (if applicable), and will reflect the

DBE participation goals established in the FAA Special Provisions. The CMAR guarantees to complete the Project at or less than the final GMP Proposal amount approved by the Owner plus approved contract modifications and agrees that it will be responsible for any increase in the actual Cost of the Work above that amount.

C. The CMAR, in preparing any GMP Proposal, will obtain from the Design

Consultant, three sets of dated GMP Documents (including all addenda). The

CMAR will prepare its GMP in accordance with the Owner's request for GMP

Proposal. The CMAR will mark the face of each document of each set upon which its proposed GMP is based. These documents will be identified as the GMP

Documents. The CMAR will send one set of those documents to the Owner's

Project Manager, keep one set and return the third set to the Design Consultant.

D. An updated/revised Project Schedule will be included with any GMP Proposal(s) that reflects the GMP Documents.

E. In the event the CMAR elects, at its sole discretion, to maintain a CMAR

Contingency allowance within the GMP, the criteria for development of that allowance must be acceptable to the Owner. In addition, the terms and conditions regarding use of that allowance during construction will be established by the

Owner and reflected in the Construction Services Agreement for the Project. The

Owner shall be entitled to one hundred percent (100%) of the CMAR’s contingency amount remaining at the completion of the Work and final payment will reconcile amounts used and remaining within the CMAR’s contingency allowance.

F. All GMP savings resulting from a lower actual Project cost than anticipated by the CMAR will revert to the Owner.

G. GMP Proposal(s) Review and Approval

1. The CMAR will attend, and participate in, workshops and other meetings with the Owner and Design Consultant to review the GMP Proposal(s) and the written statement of its basis. As part of this statement of basis, the CMAR shall identify and justify any costs that are significantly different than the latest cost model provided by the CMAR. In the event the Owner or Design

Consultant discovers inconsistencies or inaccuracies in the information presented, the CMAR will make adjustments as necessary to the GMP

Proposal, its basis or both.

2. The Owner upon receipt of any GMP Proposal from the CMAR, may submit the GMP Documents to an independent third party or to the Design Consultant for review and verification. The third party or Design Consultant will develop an independent estimate of the Cost of the Work and review the Project

Schedule for the associated scope of the GMP Proposal.

3. If the CMAR GMP Proposal is greater than the independent third party or

Design Consultant's estimate, the Owner may require the CMAR to reconfirm its GMP Proposal. The CMAR will accept the independent third parties or

Design Consultant's estimate for the Cost of the Work as part of the GMP or present a report within seven days of a written request to the Owner identifying, explaining and substantiating the differences. The CMAR may be requested to, or at its own discretion, submit a revised GMP Proposal for consideration by the Owner. At that time the Owner may do one of the following.

a. Accept the CMAR original or revised GMP Proposal, if within the

Owner's budget, without comment.

b. Accept the CMAR original or revised GMP Proposal that exceeds the

Owner's budget and indicate in writing to the CMAR that the Project

Budget has been increased to fund the differences.

c. Reject the CMAR's original or revised GMP Proposal because it exceeds the Owner's budget, the independent third parties or Design Consultant's estimate, in which event the Owner may terminate this Agreement or elect to not enter into a separate Agreement with the CMAR for the construction associated with the scope of Work reflected in the GMP

Proposal.

4. If during the review and negotiation of GMP Proposals design changes are required, the Owner will authorize and cause the Design Consultant to revise the Construction Documents by Addenda to the extent necessary to reflect the agreed-upon assumptions and clarifications contained in the final approved

GMP Proposal. Such revised Construction Documents will be furnished to the

CMAR. The CMAR will promptly notify the Design Consultant and Owner in writing if any such revised Construction Documents are inconsistent with the agreed-upon assumptions and clarifications.

3. Allowances & Contingency Funds: Each GMP Proposal will include a CMAR

Contingency line item. The Contingency is available for CMAR’s exclusive use for unanticipated Costs of the Work that it has incurred that are not the basis for a

Change Order under the Contract Documents, but subject to: (i) Owner approval as more specifically described below; and (ii) other limitations set forth in the Contract

Documents. By way of example, and not as a limitation, such costs may include: (a) trade buy-out differentials; (b) overtime or acceleration; (c) escalation of materials;

(d) correction of defective, damaged or nonconforming Work, including design errors or omissions, however caused; and (e) Subcontractor defaults. The CMAR

Contingency will have no markups applied at the time of submission of the GMP proposal. The CMAR Contingency is not available to Owner for any reason, including, but not limited to changes in scope or any other item which would enable

CMAR to increase the GMP under the Contract Documents. CMAR may draw upon the CMAR Contingency by making a written request to Owner, identifying the reason and amount of the draw, and by obtaining Owner’s written approval, which shall not be unreasonably withheld. If Owner approves a draw against the CMAR

Contingency, CMAR shall, in its Payment Applications, show an increase in the relevant line item by the amount drawn and a decrease in the line item for the CMAR

Contingency.

CMAR agrees that with respect to any expenditure from the CMAR Contingency relating to a Subcontractor default or an event for which insurance or bond may provide reimbursement, CMAR will in good faith exercise reasonable steps to obtain performance from the Subcontractor and/or recovery from any surety or insurance.

CMAR agrees that if CMAR is subsequently reimbursed for said costs, then said recovery will be credited back to the CMAR Contingency, net of any costs and expenses incurred by CMAR in pursuing such recovery.

Owner's Contingency will be used at the sole discretion of the Owner, if applicable.

At the time that the CMAR submits its GMP Proposal to the Owner for approval, the

Owner may add an additional amount to the sum of the GMP proposals for approval by County Commissioners to cover any increases in project costs that result from

Owner directed changes. The total Project cost approved by the Owner will be the sum of the CMAR's GMP proposals and the Owner's Contingency, if applicable.

If the Owner elects to establish an Owner Contingency, the contingency amount will be included within the contract price agreed to with the CMAR. If included within the

Contract Price and the Owner decides to utilize some of its contingency funds, a contract modification will be processed using the contract modifications process described in the General Conditions of the construction contract.

Cost Model, Cost Estimates, and Schedule of Values

1. As soon as practical during the preconstruction, the CMAR will review all available information regarding the design and scope of the Project, the CMAR's experience in performing similar work, and based on that review will develop a Cost Model for review and approval by the Owner. The Cost Model shall include all cost categories except Owner's Contingency included in a Cost Estimate Submittal. Once approved by the Owner, the Cost Model will be continually updated and kept current as the design progresses throughout the preconstruction until a final GMP for each construction package and the entire Project is established. The Cost Model will be the best representation of the CMAR of what the complete functional Project's construction costs will be. The CMAR will communicate to the Project Team, any assumptions made in preparing the Cost Model. The Cost Model will support the

CMAR's construction cost estimates and may be broken down initially as dictated by the available information, but eventually must be broken down into the 48 Division

CSI format and other breakdowns, as required by the Owner.

2. After receipt of the Design Consultant's most current documents from the specified design milestones, the CMAR will provide a detailed written report to the Project

Team regarding the impact of and changes to the Cost Model based on the CMAR's review of the design documents made available at the specified design milestone. The

Project Team will reconcile any comments/exceptions on the estimate to arrive at an agreed to estimate for the construction costs based on the scope of the Project through that specified design milestone. The design milestones are: detailed design completion at 60%, and 90%. If no consensus is reached, the Owner will make the final determination. If the Project Team requires additional updates of the Cost Model beyond that specified in this Section, the CMAR will provide the requested information in a timely manner.

3. If at any point the estimate submitted to the Owner exceeds previously accepted estimates agreed to by the Project Team or other key aspects of the Cost Model or the

Owner's Project Budget, the CMAR will make appropriate recommendations to the

Owner and Design Consultant on means/methods, materials, and or other design elements that it believes will reduce the estimated construction costs, (without altering the Owner's basic Project) such that it is equal to or less than the established

Project Team's target and the Project Budget.

4. Near completion of the 65% detailed design review and included with the associated report, the CMAR will also submit to the Owner for review and approval a Schedule of Values which complies with the following requirements. The Schedule of Values will be formatted based on the 48 Division CSI format. The Schedule of Values will be directly related to the breakdowns reflected in the Project Schedule and the

CMAR's Cost Model. In addition, the Schedule of Values will: (a) detail unit prices and quantity take-offs, (b) segregate Work covered by any changes to construction

Work already in progress, (c) reconcile used and remaining CMAR Contingency, (d) detail all other allowances and unit price Work shown and specified in the detailed design documents, and (e) segregate unit costs, material and equipment costs, labor costs, General Conditions costs, hourly labor rates, payment for delegated design services and total cost. Labor costs in the Schedule of Values will include employee benefits, payroll taxes and other payroll burdens. The total cost for any portion of the

Work to be performed by Subcontractors will include Subcontractor overhead and profit.

5. The CMAR will submit to the Owner a final Schedule of Values based on the GMP

Documents for the entire Project or any portion thereof, which final Schedule of

Values will also be included in any proposed GMP(s).

6. The CMAR will submit to the Owner a cash flow projection for the Project based on the current updated/revised Project Schedule and the anticipated level of payments to the CMAR during construction. A cash flow projection is required for the GMP associated the construction package or with each construction package, if applicable.

III. REQUIRED PROPOSAL SUBMITTAL GUIDELINES

These guidelines are developed to standardize the preparation of submittals by CMAR firms. The purpose for these guidelines is to help ensure consistency in format and content of submittals that are prepared by CMAR firms and submitted to Routt County. The submittal should provide the

Selection Review Committee with an understanding of the CMAR’s ability to undertake and complete the proposed Project in a thorough and timely manner.

It is very important that submittals be clear and concise in the recommended format so they can be evaluated in an objective manner by the Selection Review Committee.

Include graphs, charts, photos and resumes at your discretion within the submittal page requirements.

In addition to other required submittals in this RFP, the submittal should contain the following information in the order listed.

1. Summary Statement – Provide a brief statement that summarizes the qualifications of the

CMAR in relation to the unique and general requirements of this Project. (2 pages maximum)

2. Proposed Project Team Organization and Qualifications – Provide a chart that identifies the roles of each of the key individuals involved in each phase of the Project and the geographical location where the work will be performed. Provide resumes for all key individuals on the proposed Project team outlining qualifications, education and specific experience and expertise related to commercial buildings of similar size and scope. List current work commitments to other projects or activities in sufficient detail to indicate that individuals assigned to the proposed Project will be able to meet time commitments.

Provide a matrix that indicates past project collaborations carried out by the proposed team.

Personnel indicated as assigned to the Project must be actively engaged in completion of the tasks. Any change of personnel after the RFP is submitted or after award of the contract must be approved by the Owner before the change is made to assure consistent expertise throughout the term of the Project or any signed contract may be deemed in breech. (8 pages maximum, not including resumes)

3. Proposed Project Team Performance on Past Projects – Provide information on at least three commercial building projects of similar size and scope that used a GMP that demonstrate the CMAR’s ability to accomplish a project of this scope and magnitude. For each project identified, provide the following information: Owner, Location of Project, Project Description, Photo, Square Footage, Cost (both the initial GMP and final construction cost), Date Completed, Change Order History, Special Features, and Project

Team Members’ involvement in these referenced projects. (6 pages maximum)

4. References – Provide a reference for each project listed above who may be contacted for further information regarding the performance of the project team. Include name of contact, address, cell phone numbers and email address. (2 pages maximum)

5. Team Roles and Responsibilities – Provide a description of the roles and responsibilities of the CMAR’s Project Team members and how the Team will work together to achieve the objectives of the Project. Explain internal policies and procedures related to work quality and cost control. List and describe any potential conflicts of interest. (2 pages maximum)

6. Proposed Project Schedule – Provide a schedule that includes individual phases as applicable and which generally adheres to the attached draft project schedule. The proposed project schedule shall list important dates, times and project benchmarks. Identify internal methods that will be used for project schedule control.

It is anticipated that a contract will be given to the CMAR for signature by the date specified in the Proposed CMAR Selection and Project Schedule. The actual Notice to

Proceed will be based on how quickly the CMAR returns the contract and the required bonds, as well as the resolution of any issues that may arise in the procurement process.

The actual completion date will be based on the CMAR’s proposed schedule and the date the CMAR received the contract for signature.

All plans, schedules, and fee proposals are required to reflect the Project construction time.

Non-compliance with the schedule will not result in automatic disqualification; it will be evaluated by the Selection Review Committee in determining the final selection.

Of particular interest and concern is the management team and the ability of the CMAR to deliver the Project within the construction time. The CMAR will need to demonstrate the method of delivery and the competency of the individuals who will manage its successful completion. (2 pages maximum)

7. Project Understanding – The CMAR shall provide the following: (3 pages maximum)

A. Demonstrate knowledge and understanding of the Project. Identify significant risks that might have a material impact on cost, schedule, and quality or may impact Project completion. Identify challenges with maintenance, operation, and compliance during construction. Provide high level phasing or sequencing plan.

B. Demonstrate familiarity and understanding of the CMAR preconstruction and construction process, as it relates to this Project. Identify the Pre-Construction activities the Proposer has determined as being most important to the success of the Project and elaborate on the anticipated benefits Proposer provides for those activities.

C. Describe Proposer’s understanding of the local labor and subcontracting market and the capabilities, and tools Proposer has in working with local subcontractors to generate viable and competitive prices.

8. Local Knowledge – Describe your knowledge of the local area and criteria that needs to be considered in the building construction and project execution. Provide examples of your experience in the area. (2 pages maximum)

9. Public Project Funding Experience – Discuss your experience in constructing public projects, which are funded by public monies. As portions of the Project are being funded by the Federal Aviation Administration (FAA), discuss your experience in construction projects being funded with federal monies. (2 pages maximum)

10. Anticipated fees for CMAR services. (Utilize 2 page Fee Proposal Form and

Signature) - Before submitting a Fee Proposal, each CMAR shall carefully examine the

RFP; shall visit the site of the work; shall fully inform themselves as to all existing conditions and limitations; and shall include in the proposal the cost of all items required by the RFP. If the CMAR observes that portions of the Contract Documents are at variance with applicable law, building codes, rules, regulations or contain obvious erroneous or uncoordinated information, the CMAR shall promptly notify the specified Routt County

Representative and the necessary changes shall be accomplished by addendum.

The Fee Proposal, bearing original signatures, must be typed or handwritten in ink on the

Fee Proposal Form provided in the RFP documents.

All contractors shall furnish the following fees and markups as part of the Fee Proposal:

A. Preconstruction Fee:

• This lump sum fee consists of all costs for the CMAR to attend weekly coordination meetings with the Owner and Design Consultant and to provide the required services of the Pre-construction Phase, except pre-authorized, out-of-state travel.

No other reimbursable costs will be allowed or considered in addition to this fee.

B. Construction Management Fee: This fee shall be a percentage of the FLCC and shall consist of and include overhead related to profit, office personnel who will be managing the Project during bidding, construction and closeout, including the warranty period. This includes receptionist, accountants, safety officers, expediters, commissioning agents, etc. This fee does not include General Conditions.

C. Cost of Bonds: This is the cost of Payment and Performance Bonds based on the

FLCC.

D. Construction Supervision Cost: This is a per month cost to the Project from Notice to

Proceed to final completion for the CMAR’s on-site management/supervision team

(e.g., project director, project manager, superintendent, project engineers, foreman, estimators, safety officer, clerical staff, etc.). All services and personnel not specifically identified as a Construction Supervision Cost will be considered to be part of the

Construction Management Fee. This cost does not include General Conditions or people performing the actual construction activities. Costs included in this item shall be broken out and shall all be specifically identified in a schedule of values by the CMAR.

The breakout shall include the project staff position, including name of the employee, the employee’s cost per month, and the percentage of time committed to the project each month. Costs shall include but are not limited to; salary, labor burden (including insurances, vacation, and other benefits), subsistence, vehicles, fuel, mileage reimbursement, phone, computer costs, etc. This schedule of values shall be submitted with the Fee Proposal Form. (2 pages maximum)

E. CMAR Change Order Markup: This is the fixed percentage markup that the CMAR may apply to a subcontractor’s/supplier’s costs for change order work.

F. Cost of Insurance Premiums: Shall be included in the preconstruction fees.

11. Self-Performed Work - The CMAR will be allowed to self-perform work. The CMAR must bid its self-performed work against a minimum of 2 additional bidders. The CMAR must allow for an appropriate amount of time for the additional bidders to submit their bids. The length of time shall be discussed with the Owner and the Design Consultant before requests for bids are made. The CMAR shall submit their bids for self-performed work a minimum of 24 hours prior to receipt of bids from additional bidders. The CMAR’s bid will then be evaluated by the Owner and Design Consultant and must be determined to be the best value bid for the work to be awarded to the CMAR. If the CMAR’s bid is determined to be in the best interests of the Project, the CMAR will be awarded the work on a lump sum basis, as provided in the bid document. Depending on the nature of the work, after award, the Owner will require that the CMAR provide a break out/schedule of values for payment processing purposes. The cost of any work that is self-performed will be part of the established GMP. The CMAR shall identify and describe in their proposal which work they anticipate to be self-performed. (1 page maximum)

12. Bid Bond security:

A. For Phase 1, in the amount of five percent (5%) of the Pre-Construction Design Fee, made payable to Routt County, shall accompany proposal. (On the form provided)

THE BID BOND MUST BE ON THE BID BOND FORM PROVIDED IN THE

PROCUREMENT DOCUMENTS IN ORDER TO BE CONSIDERED AN

ACCEPTABLE PROPOSAL.

If the Bid Bond security is submitted on a form other than the Owner’s required Bid

Bond form, and the bid security meets all other legal requirements, the CMAR will be allowed to provide an acceptable Bid Bond by the close of business on the next business day following notification by Owner of submission of a defective Bid Bond security.

13. The CMAR shall provide a letter from a bonding agent or surety directly addressing the

CMAR’s ability to perform and the surety’s willingness to provide performance and payment bonds on the proposed Project. As the party furnishing the construction, the

CMAR will be required to furnish these bonds. (2 page maximum)

IV. GENERAL PROPOSAL INSTRUCTIONS AND REQUIREMENTS

1. Proposal responses must be received not later than:

1:00 p.m. Mountain Time on May 16, 2025

Any proposal response received after the time and date stipulated will not be considered and will be rejected.

2. CMAR firms must register and submit their proposals through Bidnet Direct website

(www.bidnetdirect.com/colorado/routtco) no later than the deadline noted above.

Identify submission as “RFP#848”. The entire submittal should not exceed thirty-five

(35) pages in length. The required forms reference in the previous section will be in addition to the 35 pages. In addition, the CMAR may submit a brochure describing the capabilities of their firm.

A Pre-Submittal Meeting will be held on May 2, 2025 at 1:00 p.m. The meeting will be held at the Yampa Valley Regional Airport Terminal 2nd Floor Conference Room, 11005

RCR 51A, Hayden, Colorado 81639. A representative from each interested CMAR firm should attend. Attendance is NOT mandatory, however, it is highly encouraged. The interested CMAR shall be required to become familiar with site conditions prior to submitting a proposal. During the meeting, a presentation will be made to describe the overall Scope of Services and intended schedule of the Project. Interested firms may ask https://www.bidnetdirect.com/ http://www.bidnetdirect.com/colorado/routtco questions and request clarification about the Project and the procurement process. A visit to the Project site will be conducted at the conclusion of the meeting.

3. The legal status of the CMAR, whether a corporation, partnership, limited liability company or individual shall be stated in the proposal. A corporation shall execute its proposal by its duly authorized officers in accordance with its corporate by-laws and shall indicate the State in which it is incorporated. A partnership shall give full names and addresses of all partners. Partnerships and individual contractors shall be required to state in the proposal the names of all persons interested therein. A limited liability company shall execute the proposal by its members or authorized manager.

4. If the proposal is a joint venture consisting of a combination of any or all of the above entities, each joint venture shall execute the proposal. Anyone signing a proposal as an agent of another or others shall submit with his or her proposal, legal evidence of his or her authority to do so. The office address, telephone number, fax number and email address shall be given after his/her signature.

5. All CMAR’s must be properly licensed to conduct business in the State of Colorado. All

CMAR’s shall provide evidence that the firm is licensed to do business in the State of

Colorado. Proof of all applicable professional licenses is required.

6. The selected CMAR will be required to enter into a written contract with the County in order to provide the services required in the RFP. Relevant proposal documents shall be attached to this written contract.

7. The Contract Documents contain the provisions required for the project. Information obtained from an officer, agent, or employee of the County or any other person shall not affect the risks or obligations assumed by the CMAR or relieve him from fulfilling any of the conditions of the contract.

8. Attorneys-in-fact who sign bid bonds, payment bonds or performance bonds must file with each bond a certified copy of their power of attorney with the effective date.

9. Routt County advocates open and fair competition among suppliers and contractors to provide the best goods and services for Routt County and its citizens. The County prohibits discrimination based on political affiliation, race, creed, color, national origin, ancestry, sex, sexual orientation, age, religion, handicap, disability, veteran status or genetic information in all business transactions, purchases and contracts.

10. The failure or omission of a Bidder to acquaint himself/herself with existing conditions shall in no way relieve him/her of any obligation with respect to this RFP or to the contract.

11. Proprietary information from competing Bidders shall not be disclosed to the public or to competitors.

12. Bidder must clearly mark any material considered to be confidential and will be treated as such by Routt County to the extent permitted by law.

13. It is the sole responsibility of the Bidder to ensure that their proposal response is received on Bidnet Direct before the deadline indicated above. Routt County will not be held responsible for late responses due to failure of electronic communications.

V. COMMUNICATION, ADDENDA AND EXPLANATIONS

1. Any questions regarding this RFP should be submitted through Bidnet Direct no later than

5:00 p.m. MST on May 9, 2025.

For questions or further information please contact

Kevin Booth, Airport Director kbooth@co.routt.co.us

Direct Phone Number: (970) 276-5004

2. Questions will be answered by addenda that will be issued to all Proposers and posted on the

Routt County website through the Bidnet Direct posting. The County shall not be legally bound by an addendum or interpretation that is not in writing.

3. Any contact initiated by any Proposer with any County representative, other than the Airport

Department representative listed herein, concerning this RFP is prohibited. Any such unauthorized contact may cause the disqualification of the Proposer from this procurement transaction. Information obtained from an unauthorized officer, agent, or employee of Routt

County or any other person shall not affect the risks or obligations assumed by the contractor or relieve him from fulfilling any of the conditions of the contract for the purpose of this project.

4. Any other information and/or supplemental instructions shall be in the form of an addendum, posted in Bidnet Direct.

VI. SELECTION PROCESS AND EVALUATION CRITERIA TO BE USED

The selection of the firm will be made using a Value Based Selection (VBS) system. The Project

Schedule lists the important events, dates, times and locations of meetings and submittals. The terms of the project schedule are hereby incorporated by reference and must be met by the selected firm. Failure to meet the schedule dates for completion of the Project will result in liquidated damages.

The Selection Review Committee will include representatives from Routt County, the Yampa

Valley Regional Airport and members of the Design Team. The CMAR Selection process will have two stages.

mailto:kbooth@co.routt.co.us

At Stage One, proposals will be evaluated by the Selection Review Committee in accordance with the criteria established in this RFP. The Selection Review Committee will then create a short list of CMAR firms who will proceed to Stage Two of the selection process.

At Stage Two, the short-listed CMAR firms will be invited to an interview with and presentation to the Selection Review Committee. The committee will then evaluate and select one firm that appears to be the most qualified and appropriate for the construction of the Project according to the following criteria:

1. 20% Responsiveness to the Request for Proposal. Proposals should contain each submittal outlined in Section III above, in the order the items are listed. Proposals should not be “boiler plate” proposals and should reflect familiarity with the Project and the community.

2. 30% Experience as a team with similar projects. Experience with commercial buildings of similar size and scope will be imperative, while any experience with airport terminal buildings and baggage systems is preferred. Additionally, experience with projects incorporating geothermal in construction will be of importance. Experience in working with the Construction Manager At-Risk (CMAR) method of project delivery will also be taken into consideration. Experience with projects funded by Federal monies will be critical. References will be part of the assessment of the Selection Review

Committee.

3. 20% Ability of CMAR to meet the requirements of the work to be performed.

4. 20% Extent to which CMAR conveys understanding of vision and unique demands of the work.

5. 10% Anticipated Costs for CMAR services provided.

Site visits of past projects completed by CMAR firms may be conducted as part of the evaluation process.

Routt County may consider as incomplete any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informalities or reject such proposal for lack of formality.

Upon a final recommendation by the Selection Review Committee, the County shall negotiate with the highest ranked firm. If a mutual agreement cannot be negotiated, the County will enter into negotiations with the second highest ranked firm.

VII. AWARDING CONTRACT

1. Routt County Board of County Commissioners (BCC) reserves the right to reject any or all proposal responses and to waive informalities and minor irregularities in proposal responses received, and to accept any portion of the proposal response that is deemed to be in the best interest of Routt County.

2. The bidder, by evidence of the submission of the bid, acknowledges that bidder and bidder’s subcontractors meet or exceed the specified requirements for related project experience and insurances, and that should the County discover at any time evidence to the contrary, bidder agrees to withdraw Bidder’s bid and to allow the County to award the contract to the next highest ranked responsible bidder. Bidder must have the proper contractor’s license for this type of project prior to bidding on the project. It is solely

Bidder’s responsibility to comply with all applicable federal, state, and local laws, regulations, and ordinances that affect this project.

3. Award will be made by the County using the criteria contained within this RFP. The contract shall be awarded on the condition that the bidder provides all required documents prior to the Notice to Proceed being issued. Failure to provide the required documents shall be considered a default on the Contract and may result in the County awarding the Contract to another bidder in addition to other legal remedies.

4. The party to whom the contract is awarded will be required to execute the Agreement and obtain the performance bond, payment bond, all Subcontractor bonds, and the certificate of insurance no later than 60 days prior to the commencement of construction. The Notice of Award for the construction phase shall be accompanied by the necessary Agreement and bond forms. Failure to provide the required documents will be considered a default on the Contract and may result in the County awarding the construction portion of the contract to another contractor, in addition to pursuing other legal remedies.

5. In case of failure of the bidder to execute the Agreement or bidder is found to be ineligible or becomes ineligible to meet all the requirements for the project, the County may at its option consider the bidder in default, in which case the bid bond accompanying the proposal shall become the property of the County.

6. Upon receipt of acceptable performance bond, payment bond, insurance certificates and

Agreement signed by the party to whom the Agreement was awarded, the County shall sign the Agreement and return to such party an executed duplicate of the Agreement.

Should the County not execute the Agreement, the bidder may by written notice withdraw the bidder’s signed Agreement. Such notice of withdrawal shall be effective upon receipt of the notice by the County.

7. The Notice to Proceed shall be issued immediately upon the following occurring:

providing the executed Agreement to the County, and providing the insurance certificates to County. Should there be reasons why the County wants to delay and the

Notice to Proceed cannot be issued within such period the time may be extended by mutual agreement between the County and CMAR. If the Notice to Proceed has not been issued within the ten (10) day period or within the period mutually agreed upon, the CMAR may terminate the Agreement without further liability on the part of either party.

8. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the contract throughout.

9. The successful Bidder shall indemnify and save harmless Routt County and all County officers, agents, and employees from all suits or claims of any character brought by reason on infringing on any patent trademark or copyright. Routt County will not be liable in any way for any of the costs incurred by the Bidders in preparation of their proposal responses in response to this RFP nor for the presentation of their proposal responses or participation in any discussions or negotiations.

10. Protest Procedure

Filing a Protest and When to File:

Protest shall be submitted in writing and received by the Purchasing Agent on the earliest of seven (7) working days after the aggrieved person knows or should have known of the facts giving rise thereto or ten (10) days after award. Protests based upon restrictive specifications or alleged improprieties in any type of solicitation, which are apparent prior to bid opening or the closing date for receipt of initial proposal responses, must be filed no later than three (3) days prior to bid opening or the closing date for receipt of initial proposal responses.

Subject of Protest:

Protesters may file a protest on any phase of solicitation or award, including but not limited to specification or award. Protesters may not challenge the evaluation criteria or the relative weight of the evaluation criteria or the formula for making an award determination.

Content:

• The written protest must include the following:

o The name and address of the protester o Appropriate identification of the purchase o A statement of the reasons for the protest o Any available exhibits, evidence or documents substantiating the protest

Decision:

The Director of Purchasing and County Manager shall make a decision on the protest, in writing, within seven (7) working days after receiving all relevant, requested information.

The decision shall inform the protestor of his or her right to appear before the Board of

County Commissioners within seven (7) working days. Within fourteen (14) working days the Board of County Commissioners shall render a decision or state the time frame for the protest review. The decision of the BCC is final.

Withholding of Award:

When a protest has been filed before award, the County will not make an award prior to the resolution of the protest, and when a protest has been filed before the opening of bid or proposal responses, the County will not open responses prior to the resolution of the protest, unless the County determines that:

• The items to be procured are urgently required

• Delivery or performance will be unduly delayed by failure to make the award promptly

• Failure to make prompt award will otherwise cause undue harm to the County and its citizens

When a protest has been filed after award, the County will not terminate or cancel any contract or Purchase Order issued to another vendor, unless it is determined by the

County Manager that the award should be canceled and the project/purchase canceled, re-advertised and solicited or any other option in the best interests of the County.

VIII. PROPOSED CMAR SELECTION AND RFP PROCESS SCHEDULE

This schedule is only an estimated timetable and may be changed by Routt County at any time.

RFP Sent to Bidders April 22, 2025

Pre-Submittal Meeting May 2, 2025

Last Day for Questions from Bidders May 9, 2025 at 5:00 p.m.

RFP Response Due May 16, 2025 at 1:00 p.m.

Proposal Evaluations and Interviews May 23, 2025

Recommend Award to BCC May 27, 2025

Fully Executed Contract June 6, 2025

CMAR Process Begins June 6, 2025

FEE PROPOSAL FORM

Fee Proposal Form

Terminal Expansion

NAME OF PROPOSER________________________________ DATE___________________

The undersigned, responsive to the “Notice of Request for Construction Manager/General

Contractor Services” and in accordance with the “Request for Proposals” for the Terminal

Expansion at the Yampa Valley Regional Airport, propose a Pre-Construction Design Fee at the price stated below. This price is to cover all expenses incurred in performing the Pre-

Construction…