RFP CMaR Services #2024-P-01 Packet.pdf

REQUEST FOR PROPOSALS

Issued By

COUNTY OF TAZEWELL

OFFICE OF THE COUNTY FINANCE DIRECTOR

MINDY L. DARCY, CPA

TAZEWELL COUNTY FINANCE DIRECTOR /

ASSISTANT COUNTY ADMINISTRATOR

11 S. 4TH STREET, SUITE #120

PEKIN, ILLINOIS 61554

PHONE (309) 477-2237 FAX (309) 477-3095

Sealed proposals will be received at the Office of the Tazewell

County Finance Director, 11 S. 4th Street, Suite #120

Pekin, Illinois 61554

Construction Management at Risk Services - Justice Center Annex

Project # 2024-P-01

SUBMITTED BY:

RETURN THIS COPY Mindy L. Darcy, CPA

ATTACHED TO YOUR BID Tazewell County Finance Director/

Assistant County Administrator

We hereby submit our proposal for Tazewell County Construction Management at

Risk Services – Justice Center Annex, Project #2024-P-01.

______________________________________, herein called “bidder,”

Company Name acknowledges receipt of the following documents, which are incorporated herein by reference and together with this proposal, are herein called “contract documents.”

A. Request for Proposals

B. General Instructions to Bidders

C. Project Specifications

D. Bid Form included in the Project Specifications

E. Non-Collusion and Certification of Eligibility Affidavit

F. Agreement for County of Tazewell (Sample)

Signature & Title

Date

REQUEST FOR PROPOSALS

TAZEWELL COUNTY

CONSTRUCTION MANAGEMENT AT RISK SERVICES

Project #2024-P-01

Tazewell County is inviting sealed Request for Proposals from interested and qualified parties for construction management at risk services in relation to the construction of a

Justice Center Annex in Pekin, Illinois.

Copies of the Request for Proposals documents may be obtained from the Tazewell

County Finance Office, beginning Friday, January 12, 2024, at 11 S. 4th Street, Suite

120, Pekin, Illinois, 61554 or on-line via BidNet Direct at http://www.bidnetdirect.com/illinois/tazewellcounty. Please follow all Instructions to

Bidders.

Proposals will be received in the Tazewell County Finance Office, 11 S. 4th Street, Suite

120, Pekin, Illinois, 61554 no later than 2:30 p.m. CST, Wednesday, January 31, 2024.

Proposals will be publicly opened in the Tazewell County Finance Office, located at 11

S. 4th Street, Suite 120, Pekin, Illinois, 61554 immediately following the close of receipts.

Questions regarding this Request for Proposals must be submitted in writing to Mindy L.

Darcy, Tazewell County Finance Director / Assistant County Administrator at bids@tazewell-il.gov no later than 2:00 p.m. CST on Tuesday, January 23, 2024.

Mindy L. Darcy, CPA

Tazewell County Finance Director /

Assistant County Administrator http://www.bidnetdirect.com/illinois/tazewellcounty

GENERAL INSTRUCTIONS TO BIDDERS

1. All instructions contained herein are applicable.

2. Proposal Form:

Separate duplicate copies of the proposal form, as provided, are to be submitted by the bidder for that purpose as set forth below.

3. Preparation of Proposal:

A. Proposals shall be submitted in format and quantity as specified in the Project

Specifications on forms furnished by the Tazewell County Finance Director’s Office.

B. All spaces provided for on the forms shall be either typewritten or written in ink. Where both written words and numerical figures are given, the written words will apply in the event of a conflict.

4. Questions and Inquires:

Questions or inquires concerning the specifications, terms, and conditions of the requested proposal should be directed to the Tazewell County Finance Director or designee as named in the detailed specifications. If the nature and volume of inquires indicate a substantial defect in the aforesaid specifications, terms and conditions, the County will either issue an addenda, schedule an additional pre-bid conference, extend the time for submission of proposals, or reject all proposals and reissue corrected or appropriately modified specifications, terms, and conditions.

All such addenda shall become a part of the specifications as if originally submitted. However, in no case will changes, additions, or deletions be made without receipt of either an addenda or change order from Mindy L. Darcy, Tazewell County Finance Director/Assistant County

Administrator.

5. Submission of Bids/Proposals/Qualifications:

A. Submissions will be received at the time and place set forth in the Project Specifications.

B. Envelopes containing proposals shall be sealed; mailed or delivered, and addressed as follows:

Mindy L. Darcy, CPA

Tazewell County Finance Director /

Assistant County Administrator

11 S. 4th Street, Suite #120

Pekin, Illinois 61554

6. Contract to be Awarded/Terms and Conditions:

The following general contract terms and conditions are included in these instructions to inform vendors of general terms and conditions to which the County will require the successful vendor to agree. Successful vendor hereafter referred to as “Contractor”.

A. Assignment of Contractual Rights:

It is agreed that the Contractor shall not assign, transfer, convey, or otherwise dispose of the Contract or its right, title or interest in the Contract or any part thereof, without previous written consent of County and the sureties.

* County includes all offices of the County unless an individual officer is exercising independent contractual authority. Contact the County Administrator at (309) 477-2272 if this is an issue.

B. Contract Management:

The Contractor shall appoint an individual person as an Agent who shall be available for discussions; when requested, concerning the fulfillment of the Contract. The County will deliver official documents addressed to the Contractor to the Agent of the Contractor.

The Agent shall be available at the time of Contract award. The name, address and telephone number of the person to be designated as Agent shall be included in the

Proposal.

C. Meetings:

After the award of the Contract, technical, scheduling and status meetings may be held.

These meetings will be for the purpose of, but not limited to:

- Establishment of project schedule

- Establishing functional details of the construction or equipment

- Delivery, installation and maintenance of equipment or hardware

The Contractor shall provide the services of his technical staff and Agent for these meetings.

D. Progress Reports:

The Contractor is required to submit monthly reports on the status of the project so that the County is kept fully informed of progress. The information required will be specified at the meetings with the Contractor.

E. Notice and Service Thereof:

Any notice to Contractor from the County relative to any part of this Contract shall be considered delivered, and the service thereof completed, when said notice is posted by

U.S. mail to the said Contractor at his last given address or delivered in person to

Contractor’s Agent.

F. Conflict of Interest

A Contractor filing a proposal thereby certifies that no officer, agent or employee of the

County who has a pecuniary interest in this proposal has participated in the contract negotiations on the part of the County, that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Contractor for the same

Request for Proposals, and that the Contractor is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

G. Compliance With Laws:

The bidder shall at all times observe and comply with all laws, ordinances and regulations of the federal, state, local, and County governments, which may in any manner affect the preparation of proposals or the performance of the contract.

H. Equal Employment Opportunity

In the event of the Contractor's noncompliance with any provision of this Equal Opportunity clause, the Illinois Fair Employment Practices Act, or the Fair Employment Practices

Commission's Rules and Regulations for Public Contracts, the Contractor may be declared not responsible and therefore ineligible for future contracts with the State of Illinois or any of its political subdivisions or municipal corporations, and the contract may be canceled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation.

During the performance of this contract, the Contractor agrees as follows:

(a) That he shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, handicap, national origin or ancestry; and further that he will examine all job classifications to determine if minorities or women are under-utilized and shall take appropriate affirmative action to rectify any such under-utilization.

(b) That, if he hires additional employees in order to perform this contract or any portion hereof, he shall determine the availability (in accordance with the Fair Employment Practices

Commission's Rules and Regulations for Public Contracts) of minorities and women in the area(s) from which he may reasonably recruit, and he shall hire employees for each applicable job classification in such manner that minorities and women are not under-utilized.

(c) That, in all solicitations or advertisements for employees placed by him or on his behalf, he shall state that all applicants will be afforded equal opportunity without discrimination based on race, color, religion, sex, handicap, national origin or ancestry.

(d) That he shall send to each labor organization or representative of workers with which he has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the Contractor's obligations under the

Illinois Fair Employment Practices Act and the Fair Employment Practices Commission's

Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the Contractor in his efforts to comply, the Contractor shall promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and shall recruit employees from other sources when necessary to fulfill his obligations there under.

(e) That he shall submit reports as required by the Fair Employment Practices

Commission's Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts.

(f) That he shall permit access to all relevant books, records, accounts and work sites by personnel of the Fair Employment Practices Commission and the contracting agency for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices

Act and the Commission's Rules and Regulations.

(g) That he shall include verbatim or by reference the provisions of paragraphs a through g of this clause in every performance subcontract as defined in Section 2.10(b) of the

Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor; and that he shall also include the provisions of paragraphs a, e, f, and g in every supply subcontract as defined in Section 2.10(a) of the

Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the Contractor shall be liable for compliance with applicable provisions of this clause by all subcontractors; and further he shall promptly notify the Fair Employment Practices

Commission and the contracting agency in the event any subcontractor fails or refuses to comply therewith. In addition, no Contractor shall utilize any subcontractor declared by the

Commission to be not responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

With respect to the two types of subcontractors referred to under paragraph (g) of the Equal

Employment Opportunity Clause Above, following is an excerpt of Section 2 of the FEPC's

Rules and Regulations for Public Contracts:

Section 2.10: The term "Subcontract" means any agreement, arrangement of understanding, written or otherwise, between a Contractor and any person (in which the parties do not stand in the relationship of an employer and an employee):

(h) For the furnishing of supplies or services or for the use of real or personal property, including lease arrangements, which, in whole or in part, is utilized in the performance of any one or more contract; or

(i) Under which any portion of the Contractor's obligation under any one or more contracts is performed, undertaken or assumed; or

(j) For bid specifications for construction or services.

I. Liability and Insurance:

The County does not assume any liability for acts or omissions of Contractor and such liability rests solely with Contractor.

Contractor’s Insurance – The Contractor and all subcontractors shall secure and maintain such insurance policies as will protect himself from claims for bodily injuries, death or property damage which may arise from operations under this Contract whether such operations be by himself or anyone employed by him directly or indirectly. The following insurance policies are required:

- Statutory Worker’s Compensation

- Comprehensive General Liability

Combined Single Limit $ 1,000,000.00

Property Damage $ 1,000,000.00

- Automobile Public Liability and Property Damage

Combined Single Limit $ 1,000,000.00

Property Damage $ 1,000,000.00

Insurance Inclusions – The comprehensive general liability insurance shall include independent contractor’s protective liability, products and completed operations broad form property damage coverage. The completed operations and products liability shall be maintained for two years after final payment.

Contractual Liability – The insurance required above shall include contractual liability insurance coverage for the Contractor’s obligations under Section N below entitled, “Hold Harmless and Indemnification Agreement”.

Certificates of Insurance – Certificates of insurance acceptable to the County indicating insurance required by the Contract is in force shall be filed with the County prior to approval of the Contract by the County. These certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the County.

J. Hold Harmless and Indemnification Agreement:

The Contractor shall save and hold harmless and indemnify the County and the citizens of Tazewell County against any and all liability, claims and costs of whatever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the use, service, operation or performance of work under the terms of this contract, resulting from the negligent acts or omissions of Contractor, or any employee, agent or subcontractor.

Contractor is not responsible for consequential damages.

K. Limited Distribution or Use of Certain Data and Information:

Performance of this contract may require the Contractor to have access to and use of data and information which may be considered proprietary to a County agency or County contractor, or which may otherwise be of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interest of the County or others.

Contractor agrees that contractor personnel will not divulge or release data or information developed or obtained in connection with their performance of the resulting contract, unless made public by the County, except to authorized County personnel or upon written approval of the Tazewell County Administrator.

Except as may be otherwise agreed to with a data owner, the Contractor agrees not to use, disclose or reproduce proprietary data, other than as required in performance of this contract; provided, however, that nothing herein shall be construed as precluding the use of any data independently acquired by the Contractor without such limitation.

All proprietary information and all copies thereof shall be returned to the County upon completion of the work for which it was obtained or developed.

L. Inspection of Materials:

The County shall have a right to inspect any materials or equipment to be used in carrying out this Contract. The Contractor shall be responsible for the contracted quality and standards of all materials, equipment, components or completed work finished under this Contract up to the time of final acceptance by the County. Materials, equipment, components, or completed work not complying therewith may be rejected by the County and shall be replaced by the Contractor at no cost to the County. Any materials, equipment or components so rejected shall be removed within a reasonable time from the premises of the County at the entire expense of the Contractor.

M. Responsibility for County Property:

The Contractor assumes full responsibility for and shall indemnify the County for any and all loss or damage of whatsoever kind and nature to any and all County property

(and/or property belonging to other County agencies within Tazewell County), including any equipment, supplies, accessories, or parts furnished, while in Contractor’s custody and care for storage, repairs, or services to be performed under the terms of the resultant contract, resulting from the negligent acts or omissions of Contractor or any employee, agent or representative of Contractor or subcontractor.

The Contractor shall do nothing to prejudice the County’s right to recover against third parties for any loss, destruction of, or damage to County property (and/or property belonging to other County agencies within Tazewell County), and upon the request of the contracting officer shall, at the Contractor’s expense furnish to the County all reasonable assistance and cooperation, including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the County in obtaining recovery.

N. Right to Audit:

Contractor agrees that the County or its representatives shall have the right to examine any of Contractor’s records, which directly relate to this contract.

O. Default

(1) The County may, subject to the provisions of paragraph (c) below, by written notice of default to the Contractor, terminate the whole or any part of this contract in any one of the following circumstances:

(i) if the Contractor fails to make delivery of materials or to perform services within the time specified herein or any extension thereof, or

(ii) if the Contractor fails to perform any of the other performances of this Contract, or so fails to make progress as to endanger performances of this contract in accordance with its terms, and in either of these two circumstances does not cure such failures within a period of ten days, or such other period as the Purchasing Agent may authorize in writing, after receipt of notice from the Purchasing Agent.

(2) In the event the County terminates this contract in whole or in part as provided for in paragraph

(a) of this clause, the County may procure, upon such terms and in such manner as the

Purchasing Agent may deem appropriate, materials or services similar to those so terminated, and the Contractor shall be liable to the County for any excess costs for such similar supplies or services. The County may deduct these costs from any unpaid balance due the Contractor or may collect against any bond or surety in effect.

(3) The Contractor shall not be liable for any excess of costs if acceptable evidence has been submitted that failure to perform was due to causes beyond the control of and without the fault or negligence of the Contractor.

P. Taxes:

The County is exempt from all State and City sales tax and will provide documentation, if required.

Q. Change Orders:

While the Contract is in effect, if unforeseen conditions require a change or major variations from the original plans, a Change Order will cover such work. The Change

Order is to set forth in complete detail the nature of the change and reasons therefore.

Whether it is an addition or reduction with respect to the original Contract price is to be covered in detail as well as any extension or reduction of the completion date.

7. Examination of Site: (when applicable)-

Each bidder shall visit the site of the proposed work and fully acquaint himself with conditions as they exist, so that he may fully understand the facilities, difficulties and restrictions that may and can affect the work and cost thereof. Bidders shall also thoroughly examine and be familiar with the specifications as set forth for this project.

8. Withdrawal of Bids:

Any bidder may withdraw his proposal at any time prior to the time and date set for the termination of bidding in writing. No bidder may withdraw his proposal for a period of thirty (30) days after the time and date set for the termination of bidding.

9. Award of Contract:

A. An award will be made to the lowest qualified bid that complies with the terms and conditions of the specifications provided that it is in the best interest of the County to accept the proposal. Awards will be made on a per item basis unless otherwise stated.

The quality of the articles to be supplied, their conformity with specifications, their suitability to the requirements of the County and the delivery terms will be taken into consideration in making the award.

B. Award of a contract as a result of this invitation is dependent upon the availability of funds from which payments will be made.

C. Professional service selection will be awarded within the guidelines of the Local

Government Professionals Service Act (50ILCS 510/0.01).

10. Rejection of Bids:

The County of Tazewell reserves the right to reject any or all bids when such rejection is in the best interest of the County.

Unless called for, substitute or alternative bids shall not be considered.

11. Acceptance of Bids:

The right is reserved, as the interest of the County may require, rejecting any or all bids and to waive any nonmaterial informality or irregularity in the bids received. The County will accept one of the proposals or reject all proposals within ninety (90) calendar days from the bid opening date.

12. Prices:

Unit prices shall be shown for each unit on which there is a bid and shall include all packing, crating, freight and shipping charges and cost of unloading supplies at destination unless otherwise stated in the bid proposal. Unit prices shall not include any local, state or federal taxes. In case of a mistake in extension of price, unit shall govern. All prices must be typewritten or written in ink.

No erasures are permitted. Mistakes must be crossed out and corrections typewritten in ink adjacent thereto and initialed in ink by the party signing the bid or his authorized representative.

13. Discounts:

Cash discounts for payment within fifteen (15) days or more will be considered in awarding the bid. Discounts of less than fifteen (15) days will not be considered in the bid evaluation. Where the net bid is equal to a bid with the cash discount deducted, the award shall be made to the net bid. Discounts will be figured from the date of delivery and acceptance of the articles, or in the case of incorrect invoice, from the date of receipt of corrected invoice.

14. Price Reduction:

If at any time after the date of the bid or offer the Contractor makes a general price reduction in the comparable price of any item covered by the Contract to customers generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to the Contract for the duration of the contract period (or until the price is further reduced). Such price reduction shall be effective at the same time and in the same manner as the reduction in the price to customers generally. For the purpose of this provision, a “general price reduction” shall mean any horizontal reduction in the price of an article or service offered (1) to Contractor’s customers generally, or (2) in the Contractor’s price schedule for the class of customers, i.e. wholesalers, jobbers, retailers, etc., which was used as the basis for bidding on this Contract. An occasional sale at a lower price, or sale of distressed merchandise at a lower price, would not be considered a “general price reduction” under this provision. The Contractor shall invoice the County at such reduced prices, indicating on the invoice that the reduction is pursuant to the Price Reduction provision of the contract documents. The contractor shall, within ten days of any general price reduction, notify the Purchasing Agent of such reduction by letter. Failure to do so may result in termination of the

Contract.

15. Patents:

The successful bidder agrees to protect, defend, and save the County harmless against any demand for payment for the use of any patented material process, article, or device that may enter into the manufacture, construction or form a part of the work covered by the contract.

16. Guarantees and Warranties:

All guarantees and warranties required shall be furnished by the Contractor and shall be delivered to the

Purchasing Agent before final voucher on the Contract is issued.

17. Cancellation:

The County reserves the right to cancel the whole or any part of the contract, if the Contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated.

The Contractor will not be liable to perform if situations arise by reason of strikes, acts of God or the public enemy, act of the County, fires or floods.

18. Signatures:

Each bid must be signed by the bidder with his usual signature. Bids by partnerships must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the name of the corporation, followed by the signature and title of person authorized to bind it in the matter. All signatures must be in ink.

19. Special Conditions:

Where special conditions are written in the specifications, these conditions shall take precedence over any conditions listed under the “Instructions to Bidders”.

20. Permits and Licenses:

The Contractor shall obtain, at his own expense, all permits and licenses that may be required to complete the contract.

21. Prices Specified:

The Contractor agrees to furnish the material or services according to the County’s plans, specifications and conditions and at prices specified hereon.

22. Samples:

Samples of items; when required, must be submitted within the time specified and at no expense to the County; and if not destroyed in testing, they will be returned at the bidders request and expense. Samples: which are not requested for return, within thirty (30) days, will become the property of the County.

23. Bid Envelope Identification:

Bidders are requested to indicate in the lower left hand corner of their envelope the item being bid, bid number and date the bid is due.

24. Prevailing Wages:

The Contractor and all subcontractors shall comply with 820 ILCS 130/1, et. seq., concerning general prevailing rate of hourly wages. A copy of the County ordinance dealing with prevailing wages is available at the office of the Tazewell County Clerk for examination.

25. Taxes:

The County is exempt, by law, from paying State and City Retailer’s Occupation Tax, State

Service Occupation Tax, State Use Tax and Federal Excise Tax. The County will execute tax exemption certificates whenever required. The unit prices should be exclusive of all taxes. In the event unit price includes taxes, the bidder must show the amount of tax included in the unit price

26. Investigation:

Bidders shall make all investigations necessary to thoroughly inform themselves regarding the supplies and/or service to be furnished in accordance with the bid proposal. No plea of ignorance by the Contractor, of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder to make the necessary examinations and investigations, will be accepted as a basis for varying the requirements of the County or the compensation to the bidder.

27. Non-Collusion Affidavit:

Whenever the Affidavit of Non-Collusion form is attached to the specifications, the bidder must properly execute it or the bid will not be considered for acceptance.

28. Bid-Rigging or Bid Rotating:

The signed form certifies that the bidder is not barred from bidding on this bid as a result of a conviction for the violation of State of Illinois laws prohibiting bid rigging or bid-rotating per

Public Act 85-1295, Section 33E-3 and 33E-4.

Project #2024-P-01

Tazewell County

Construction Management at Risk Services – Justice Center Annex

REQUEST FOR PROPOSAL

PROJECT SPECIFICATIONS

CONSTRUCTION MANAGEMENT AT RISK SERVICES

1. GENERAL INFORMATION AND BACKGROUND

1.1. Qualifications Submittal Requirements:

Submittal Deadline: January 31, 2024, 2:30 p.m. CST

Submittal Location: Tazewell County McKenzie Building

Submittal Contact: Mindy Darcy, Assistant County Administrator/Finance Director 11 S. 4th St, Suite 120 Pekin, IL 61554

Submittal Copies: One original, six (6) paper copies, and one electronic version in PDF format of the proposal are required.

Question Deadline: January 23, 2024 at 2:00 p.m. CST

Question Contact: Questions must be submitted in writing to:

Mindy Darcy, Assistant County Administrator/Finance Director bids@tazewell-il.gov

*Vendors may not contact any other County Departments or Staff with inquiries regarding this RFP.

All submitted questions, and the answers to those questions, will be posted to https://www.bidnetdirect.com/illinois/tazewellcounty in conjunction with this RFP.

The County of Tazewell will not be liable for a consultant’s deviation from procedures set forth in this document or the failure to obtain or download any addenda issued for this request for qualifications/proposals.

To be assured of consideration, the proposal submittal must be submitted in a sealed envelope or package and received no later than 2:30 p.m. CST, on January 31, 2024. Proposals will be opened and those firms responding will be recorded immediately following the deadline.

mailto:bids@tazewell-il.gov https://www.bidnetdirect.com/illinois/tazewellcounty

1.2. Critical Dates:

January 23, 2024 Questions regarding the RFP are due in writing to bids@tazewell-il.gov by 2:00 p.m. CST

January 31, 2024 Submittals due to the County Finance Office by 2:30 p.m. CST

1.3. Introduction to Project

The County of Tazewell currently operates court-related services in multiple buildings in Downtown Pekin, including the following:

Courthouse (324 Court St): Seven courtrooms with ancillary spaces, court administration, law library, Circuit Clerk, and State’s Attorney's offices

Old Post Office Building (334 Elizabeth St): Probation and additional State’s Attorney’s offices

McKenzie Building (11 S 4th St): Jury selection room

Tazewell Building (414 Court St): Public defender

Rented Space: Veteran’s Assistance

Rented space: Guardian ad-litem

The County seeks to construct a new Justice Center Annex to consolidate many of these functions, while also utilizing space that will be made available in the Courthouse from moving out services. The Tazewell Building and Old Post Office would be vacated as part of the project. The new facility will be located at the corner of Elizabeth St and Capital St, northeast of the current Justice Center (101 S. Capitol).

Demolition of the buildings on the project site has commenced and the lots will be backfilled with dirt. The location may include the alleyway of the block and the portion of Elizabeth St between the current Justice Center and the site. The project site is near railroad tracks and the sound will need to be addressed.

The new facility must meet the most recently updated Minimum Courtroom Standards in the State of Illinois, as issued by the Supreme Court of Illinois and available at https://www.illinoiscourts.gov/Resources/bd93304f-8a12-4d92-aecb- 56ee75b95cc1/Courtroom_Standards.pdf.

The new facility shall be designed in a manner to allow a connection to a secured area of the current Justice Center, and in a manner that takes into account the aesthetics of downtown Pekin and neighboring buildings.

In addition, the process shall provide options for the inclusion of additional offices currently within the McKenzie Building and Emergency Management Agency Building (21304 Illinois Route 9, Tremont) to be included in the new facility or Courthouse. If mailto:bids@tazewell-il.gov https://www.illinoiscourts.gov/Resources/bd93304f-8a12-4d92-aecb-56ee75b95cc1/Courtroom_Standards.pdf https://www.illinoiscourts.gov/Resources/bd93304f-8a12-4d92-aecb-56ee75b95cc1/Courtroom_Standards.pdf the project budget does not allow for the inclusion of these offices, the site plan shall be designed to allow for future expansion to accommodate all needs.

A space needs review will be completed by the Architect with the input of the Selected Respondent for all offices in the Courthouse, Old Post Office, McKenzie Building, Tazewell Building, EMA Building, guardian ad-litem space, and for the maintenance department needs. A feasibility study was conducted in 2022 for the court-related services, with the work product being a starting point for the review.

The Selected Respondent shall provide input on any renovations to existing facilities to accommodate office changes. The renovations may be completed in a subsequent phase from the new facility, with the bidding and construction phases possibly occurring at subsequent dates, and possibly separate from the Guaranteed Maximum Price provided for the new Justice Center Annex.

The County seeks an experienced Construction Manager (CM) to become part of the project team and perform services. It is anticipated that the CM services will be provided under a modified version of the AIA A133-2019 contract and typically related documents.

The Selected CM will become a team member at the inception of the design process, providing preconstruction services including cost estimating, constructability, and life cycle costing. The CM will also be Construction Manager at Risk (CMaR) with a Guaranteed Maximum Price (GMP) provided for this project.

The Selected CM shall function as the primary agent of the County, acting as the CM with respect to the project, and shall ensure coordination of all activities, from the County’s standpoint, required to properly execute the scope of work contained herein and in the contract documents. The CM provides comprehensive coordination of this multi-year project activities to ensure that the discharge of responsibilities by the appropriate parties is executed in a manner that serves and protects the County’s overall and best interest. Acting as an extension of the County’s staff, the CM monitors, and coordinates efforts of the County, the architect, and the contractor to enable the County to achieve maximum value for the funds expended. The CM will monitor the flow of all documents and materials for proper sequence of approvals so as not to delay the progress of the work.

The CM will coordinate the bidding process with the County for the various scopes of work. The CM may perform “trade” work in addition to the general condition facilities and support for the project.

The generalized estimate for the total cost of the new facility, including construction management, design, furniture, fixtures and equipment is $28-$32 Million.

Visits to proposed site will be coordinated through Assistant County Administrator/ Finance Director Mindy Darcy at bids@tazewell-il.gov 309-477-2237.

2. DEFINITIONS

2.1. Definitions

Throughout this Request for Proposals these terms have the following meanings:

"Agreement" means the contract for pre-construction and Construction Manager at Risk (CMaR) services with a Guaranteed Maximum Price (GMP) that is to be entered into between the County and the Selected Respondent pursuant to this RFP.

“Architect” means the Architect of Record.

“Authorized Board Representative” means one or more persons designated in writing by the Tazewell County Board or its designee for the purposes of assisting the County in managing the Project. As specifically directed by the County, the Authorized Representative(s) will act on behalf of the County.

“CM” means the Construction Manager who in under contract to the County.

"County" means County of Tazewell, Illinois, a body politic, and its designated representatives or agents.

“Design Team” means the team to be selected for the architectural and engineering services through a separate process for this project.

"Include." Whenever the term "include" (in any of its forms) is used, it means "include, without limitation."

"Respondent" means the firm(s), individual(s), corporation(s), partnership(s) and joint venture(s) that submit responses pursuant to this RFP.

"RFP" means this Request for Proposal, including all exhibits and addenda.

"Selected Respondent" or “Consultant” means the individual, partnership, corporation, or joint venture that the County selects for award of a contract pursuant to the RFP.

"Services" means all the tasks for which the County engages the Selected Respondent.

“Sub-Consultant” means individual(s), partnership(s), corporation(s), or joint venture(s) that the Respondent engages to provide specialized services required by the Agreement.

"Submittal" means all materials submitted in response to this RFP.

3. PROJECT DELIVERY METHOD

3.1. Delivery Method

The County has selected Construction Manager at Risk (“CMaR”) with a Guaranteed Maximum Price (“GMP”) for this project. There is a separate and independent Request for Qualifications for the Architectural and Engineering services (Design Team). It is expected that the Selected Consultant will work closely with the Selected Consultant for the Design Team services throughout both pre-construction and construction phases of the project. It is anticipated that a modified version of the AIA A133-2019 contract document (or most current version) will be used unless the Selected Consultant suggests a different AIA contract document.

3.2. Integrated Project Delivery

The County has also chosen to use the Integrated Project Delivery model to sit on top of the CMaR delivery method. The County expects to assemble design and construction teams through the two procurements that will work closely throughout the project. It is anticipated that a modified version of the AIA B195-2008 (or the most current version) contract document will be used.

4. PROJECT SCHEDULE

4.1. Project Schedule

The project schedule will be established by the County with the advice and consent of the Design and Construction teams assembled. It is the intention of the County to have the Selected Respondent prepare the GMP no later than November 5, 2024. If this date is not feasible, provide the recommended timeline as detailed in 6.2.3.

5. SCOPE OF SERVICES

5.1. Pre-Construction Services and Deliverables.

5.2.1. Preliminary Programming / Conceptualization:

Coordinate the pre-construction effort to ensure the project budget and scheduled goals are clearly defined and subsequently met.

Provide input on the creation of the space plan.

Develop an initial project development schedule describing the steps and duration of the major tasks required to develop the project.

Identify other parameters, such as code, permits, zoning, land use or other such restrictions, which have a potential impact on the design development or construction of the project.

With the assistance of the Architect, complete an accurate, preliminary cost estimate based on the selected space plan.

Recommend appropriate levels of contingency to carry during all phases of the project.

5.2.2. Criteria / Schematic Design Phase

With the assistance of the Architect, complete an accurate, preliminary cost estimate based on the selected site and the schematic floor plan.

Provide input on systems and constructability and engage in value engineering efforts.

Attend meetings as necessary to advance the work of the project.

Attend board meetings as required by the County to inform the Board on the progress of the work and status of the budget.

Provide input on schematic floor plans of site plan and for existing facilities.

5.2.3. Detailed Design / Design Development

Provide input on systems and constructability.

Develop estimate of design development documents.

Provide cost estimates at specified intervals, working with the Design Team and County to make adjustments as necessary to remain within budget.

Attend meetings as necessary to advance the work of the project.

Attend board meetings as required by the County to inform the Board on the progress of the work and status of the budget.

5.2.4. Implementation / Construction Documents

Set Guaranteed Maximum Price.

Provide input on systems and constructability.

Develop control estimate of construction documents.

Attend meetings as necessary to advance the work of the project.

Attend board meetings as required by the County to inform the Board on the progress of the work and status of the budget.

Maintain documentation throughout all phases of the project.

5.2. Bid and Buy

5.3.1. Work with the County during the procurement and selection of building contractors.

5.3.2. Conduct pre-bid meeting(s) with potential general and subcontractors.

5.3.3. Facilitate answers to questions related to the intent of design documents.

5.3.4. Prepare any addenda documents that may be needed.

5.3.5. Review bid proposals and assist in the determination of the most qualified bidders. Approval of bids will be required by the County.

5.3.6. Attend a post bid meeting, if necessary, to discuss alternate work items.

5.3. Construction/Contract Administration

5.4.1. Construction oversight and coordination as the County’s representative, including monitoring and verification of approved materials and submittals.

5.4.2. Conduct a pre-construction conference with all stakeholders.

5.4.3. Monitor the development and maintenance of the construction schedule and maintain and update the overall project schedule as necessary.

5.4.4. Prepare Pay Requests.

5.4.5. Prepare Change Order Requests.

5.4.6. Conduct regular construction meetings with the County, Design Team, and its subcontractors and suppliers.

5.4.7. Respond to contractor requests for information in a timely fashion.

5.4.8. Expedite contractors’ requests for information in a timely fashion.

5.4.9. Review contractor and subcontractor submittals.

5.4.10. Issue proposals, requests, and bulletins.

5.4.11. Provide a monthly report that summarizes the status of the projects costs and schedule.

5.4.12. Monitor the procurement, warehousing, delivery, and installation of any FF&E with the County and associated vendors and contractors to ensure timeliness.

5.4. Close out

5.5.1. Work with the County, Design Team, and subcontractors to prepare a punch list and ensure all items are resolved with signoff once all items are resolved to the County’s satisfaction.

5.5.2. Ensure accuracy of architectural “As-Built” drawings prior to delivery to the County.

5.5.3. Assist the County with the close out of all contracts.

5.5.4. In coordination with the Design Team, ensure the orderly delivery of all required documentation, warrantees, and OEM systems training for County employees.

5.5.5. Provide advice and assistance to the County in resolving construction issues, claims, and disputes.

5.5.6. Ensure appropriate excess finishing materials (e.g. tile, paint, ceiling tiles, etc.)

are provided to the County.

6. SELECTION PROCESS

6.1. Method of Selection

This procurement is a Request for Proposal (RFP). Proposals will be reviewed by an internal review group that will evaluate each proposal according to the selection criteria outlined herein. Interviews may be requested with one or more firms responding to the RFP.

Award of this contract, if any, will be to the firm or firms deemed best qualified, in accordance with the selection criteria, to perform the services outlined.

Proposals will be opened at the date and time specified and each firm responding will be recorded as a respondent. Proposal content will be kept confidential until the contract is awarded.

The County may reject any proposal not in compliance with all prescribed public procurement procedures and requirements and may reject any or all proposals. The

County reserves the right to waive any requirement or condition of the RFP upon finding that it is in the public’s best interest to do so.

6.2. Required Submission Contents

All proposals shall contain the following materials and address the areas listed.

To simplify the evaluation process, organize your response as set forth below.

6.2.1. Section / Tab 1: Contact Information.

For the Firm: Firm name, address, telephone number, and website address. Name, email address of Firm contact authorized to execute AIA contract documents for this project. Address of contact, only if different from the Firm’s primary address.

A statement or diagram indicating the general business organization of the Firm. If you have specialty construction divisions indicate the percent of annual revenue generated by each division the past five years, 2018- 2022.

Name; general qualifications and experience with similar projects of the same type and scope; and term of employment with the Firm (if less than two (2) years, provide same information on prior employment) of the individuals in the positions below that will be assigned to this contract.

Principal in charge Project Executive Project Manager Project engineer Superintendent

6.2.2. Section / Tab 2: Firm and Sub-Consulting Firm Experience.

Provide brief summary of recent experience with three to five completed projects of similar type and scope. Summary should describe the following for each of the projects. Respondents are advised that “recent experience” gives preference to local government projects. It includes both facilities that consolidate services into one facility and courthouse facilities.

Brief description of project and project delivery method.

Key personnel assigned to project.

Initial project construction budget and final construction amount.

Number and value of change orders executed during the project.

Project references including contact person, phone number, and email.

Date project was completed.

Provide a brief summary of the Firm’s demonstrated ability in contract and construction administration with approach to cost and change order control processes.

Provide a brief summary of the Firm’s and the Sub-Consulting Firm’s experience with the ability to implement energy efficiencies.

Comment on your firm’s experience with “Integrated Project Delivery” (IPD) and/or Building Information Management (BIM) systems and their impact on project delivery.

6.2.3. Section / Tab 3: Project Approach & Methodology.

Given the information provided herein, provide an analysis of the Firm’s approach to the project, including, but not limited to:

Each phase and deliverable noted in Section 5, Scope of Services, above.

Critical milestones in the project.

Proposed project schedule (subject to refinement).

Provide a brief summary of the Firm’s demonstrated ability to implement a Project Labor Agreement.

6.2.4. Section / Tab 4: Financials.

Annual volume (gross annual receipts from construction contracts) of the Firm for each of the past six (6) years 2017-2022.

Include total revenue; a subtotal of revenues for local government;

a separate subtotal of secured government facilities; and a separate subtotal of revenues from CM contracts.

The most recent audited balance sheet and statement of activities for the Firm.

A letter from your bonding company indicating the current bonding capacity of the Firm. Included in the letter should be a summary of all claims made on any payment or performance bond within the past six (6) years, 2017-2022.

6.2.5. Section/Tab 5: Pricing and Required Documents.

Bid Form.

Non-Collusion Affidavit.

6.3. Evaluation Criteria

A review of submittals will identify potential firms which most closely meet the needs of the County. Proposals will be evaluated by internal selection.

Each respondent’s submittal package will be reviewed by the review group and based on the submitted documentation will be ranked against all other respondents in each of the evaluation criteria listed below. The weights for each criterion may be modified depending on the number of responses received; the following are examples of anticipated weights.

Evaluation materials of the review group are declared as preliminary work and will not be released or disclosed. Final ratings by the review group will be disclosed as part of the materials provided to the County Board for final award.

The respondents will be ranked overall by point totals. Up to a maximum of five (5) respondents will be shortlisted for presentations and interviews. The time allocated for each interview will not exceed 60 minutes. Your presentation should be limited to approximately 20 minutes. The remainder of the time will be used for follow-up discussions and questions.

6.4. Specific Evaluation Criteria and Weighting Factors:

6.4.1. Firm’s Size and Experience with Similar Clients / Projects:

The Firm shall not have an average annual construction volume of less than $25 million for four (4) of the last six (6) years (2017-2022). If the average annual construction volume is greater than $75 million for the past three (3) of the last four (4) years, the CM shall include in its submittal a proposal of how it will give this project oversight priority within its overall business operation. Annual construction volumes must be certified by a CPA.

Preliminary Weight Factor: 1.5

6.4.2. Firm’s Composition and Experience:

Firm’s project team composition and experience.

Firm’s experience with similar projects.

Preliminary Weight Factor: 1.5

6.4.3. Firm’s Project Approach & Methodology:

Firm’s methodology for implementing each phase of the project.

Firm’s…