2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 6 Revised 4/22/2024

RFP - AGENCY SOLICITATION SPECIFICATIONS

HEADER

TITLE: RFP26006359 DEM OPM Colt State Park New Operations Facility

DESCRIPTION: RI Department of Environmental Management is seeking an Owner’s Representative (OPM) to ensure that construction of the new operations facility is completed on-time, on-budget, and as designed

PRE-BID MEETING: Teams Meeting: Thursday February 19 2026 @ 11:00 AM Please contact Kathy Missell at katherine.missell@purchsing.ri.com to be invited to this prebid

CONTRACT TERMS

The initial contract period will begin upon receipt of contract and extends for 16 months.

Contracts may be renewed for up to an additional 16-month period based on vendor performance, construction timeline, and the availability of funds.

Insurance Requirements In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions

- Addendum A found at https://ridop.ri.gov/about-us/procurement-statutes-and-regulations, the following insurance coverage shall be required of the awarded vendor(s):

General Requirements:

13a) ☒ Liability - combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate.

13b) ☒ Workers compensation - $100,000 each accident, $100,000 disease or policy limit and $100,000 each employee.

13c) ☒ Automobile liability - $1,000,000 each occurrence combined single limit.

13d) ☐ Crime - $500,000 per occurrence or 50% of contract amount, whichever is greater.

Professional Services:

13e) ☒ Professional liability (“errors and omissions”) - $2,000,000 per occurrence, $2,000,000 annual aggregate.

mailto:katherine.missell@purchsing.ri.com https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://ridop.ri.gov/about-us/procurement-statutes-and-regulations

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Note: Waivers or changes of any of the above requirements must be submitted via a written waiver request by the agency to Russell Irving (Risk Manager – Insurance), Amanda Rivers (Deputy Purchasing Agent), or, if appropriate, the Grants Management Office.

Optional Instructions to Vendors:

☒ AIA Contract - For public works projects, the selected Vendor must submit a fully executed Rhode Island custom AIA contract. If awarded the contract, Vendor shall be required to obtain the specified AIA Documents from https://documentsondemand.aia.org/?filter=Rhode. Design Agents must obtain and utilize the Custom Rhode Island AIA Documents G701-2017, AIA G714-2017, AIA G802-2017, which can also be located at https://documentsondemand.aia.org/?filter=Rhode. Full instructions will be included in the Tentative Selection Letter.

X - The AIA C172 Standard form of Agreement Between Owner and Program Manager X - AIA A201-2017 General Conditions of the Contract for Construction with State of Rhode

Island.

SECTION A. BACKGROUND

The Rhode Island Department of Environmental Management (RIDEM) is preparing to construct a new Operations Facility at Colt State Park in Bristol, RI. The Operations Facility will serve as the hub of all operation and maintenance activity for Colt State Park and all other State Parks within Region (5). The Operations Facility will contain administrative and staff offices, maintenance areas, and vehicle maintenance/garage bays for RIDEM’s Division of Parks and Recreation staff. Additionally, the facility includes designated spaces to support the specific needs of RIDEM’s Division of Law Enforcement.

RIDEM is seeking a firm to provide Owner’s representative services throughout the duration of the construction of the Operations Facility, which is anticipated to be 16 months. The contract may be amended for the selected vendor to provide Owner’s Representative Services for other construction efforts at RIDEM Parks and Recreation facilities, based upon vendor performance, construction timeline, and the availability of funds.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

RIDEM is seeking an owner’s representative to ensure that the construction of the new Operations Facility at Colt State Park is completed on time, on budget, and constructed as designed.

At a minimum, the Owner’s Representative’s firm shall have at least 5 years of combined construction experience on projects of similar type, size, scope, and budget, and shall be well-versed in project management and the building system disciplines as designed. The selected firm shall provide qualified personnel with the appropriate education, training, experience, and credentials to successfully provide project oversight throughout the duration of construction, each with at least two years’ experience related to the tasks they will be performing on this project, determined acceptable by RIDEM.

https://documentsondemand.aia.org/?filter=Rhode https://documentsondemand.aia.org/?filter=Rhode

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The Owner’s Representative shall provide project oversight and coordination with the Architecture/Engineering firm and Contractor from the Owner’s perspective. The Owner’s Program Manager shall act as an extension of the Owner and solely represent the Owner’s interests independently of the project design professional, general contractors, and/or construction managers. The Offeror selected for contract award, or any subcontractors retained by the selected Offeror to assist with the project, shall not be eligible to bid on any underlying design/construction for this project.

The Scope of Work for this project includes, but is not limited to:

1. Facilitate construction progress by coordinating weekly on-site progress meetings, issue meeting minutes no more than 2 days after each progress meeting, schedule reviews, design submittals, work change directives, permitting, and ensuring that RIDEM’s best interests are carried throughout the project.

2. Provide daily/full-time monitoring of construction activities (minimum 25 hours/week) and provide descriptive daily progress reports that include a summary of work performed, and informative photos that document construction progress in a comprehensive manner.

In addition to photos and documentation of specific work conditions and locations, photos shall be taken from the same vantage points on a regular basis at sufficient distance from the work in order to be able to easily identify the project site to clearly document construction progress.

3. Inform RIDEM immediately, in writing, of any encounters with unforeseen/unknown obstructions, unsafe construction practices, deviations from the plans and specs, and/or other conditions warranting RIDEM’s direction.

4. Evaluate applications for payment, verify units of time / materials charged, and make recommendations, in writing, to RIDEM.

5. Evaluate any requests for change orders submitted by the Contractor and make recommendations, in writing, to RIDEM. Verify unit cost pay items for Time and Material Change Requests.

6. Evaluate the Contractor’s schedule and monitor their progress to ensure that deadlines are achievable. Advise RIDEM should any delays or concerns be expected.

7. Conduct weekly (or more frequently as directed) construction progress meetings, compile meeting minutes, and distribute minutes to all parties.

8. Maintain records, through use of a project management software (e.g. Procore, MS

Project or similar) to be procured by the Contractor, of project submittals, permits, payment requests, daily progress reports, meeting minutes, requests for information (RFIs), change orders, work change directives, and certified payroll records.

9. Receive, prepare, and assemble the close out documents, such as as-built drawings, permits, and letters of completion from technical disciplines and authorities having jurisdiction over the project, into .pdf format and ensure delivery to RIDEM.

10. Ensure that the required warranties, record drawings, operating and maintenance manuals have been received from the contractor per the contract requirements. Review the

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 4 of 6 Revised 4/22/2024 information for compliance with the Project Manuals. Monitor project closeout activities, including punch list items, to maintain project schedule and to meet the project requirements.

11. Have access to a printer and be able to print documents as necessary.

12. Maintain a full-size copy of the drawings onsite, at all times, and make note of any construction changes that deviate from the drawings. Maintain copies of any permits onsite as well. Owner’s Representative shall review As-Built drawings and provide comments/request revisions to the architect/engineer and contractor prior to delivery to the Owner.

The Owner’s Representative shall protect RIDEM’s needs and interests when handling project matters and act as an extension of RIDEM. The Owner’s Representative shall comply with applicable policies and laws, and maintain professional integrity in the discharge of their responsibilities. The contract may be amended for the selected vendor to provide Owner’s Representative Services for other construction efforts at RIDEM Parks and Recreation facilities, based upon vendor performance, construction timeline, and the availability of funds.

SECTION C: PROPOSAL

1. Technical Proposal Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements and is limited to four (4) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request):

A. Staff Qualifications – Provide staff resumes/CV and describe qualifications and experience of key staff who will be involved in this project, including their experience in [insert description of field of expertise].

B. Capability, Capacity, and Qualifications of the Vendor - Please provide a detailed description of the Vendor’s experience as an Owner’s Representative for vertical construction projects. List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

C. Approach/Methodology – Define the approach the firm will take to provide extraordinary and high-quality services listed in Section B. Note any unique or idiosyncratic policies, skills, or approaches the firm will take that may result in a better project value being achieved.

Note: Upload your technical proposal to the “Attach Documents” Technical Proposal Section in OSP as a separate document:

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2. Cost Proposal

Detailed Budget and Budget Narrative: Provide a cost proposal for the required services which includes the following information:

1. Lump Sum Fee to provide the services listed in Section B.

2. Hourly billing rates for all positions planned to be utilized for the project.

Note: Attach the Cost proposal Attachment to the “Attach Documents Page” Cost proposal upload Section In OSP. Do Not include in the technical upload section, as you may be disqualified:

3. Supplemental Bidder Attestation Form

See Appendix A on the “Overview” tab in Ocean State Procures™ for information. Vendors are required to complete, sign and submit this form with their overall proposal.

Note: Upload your Supplemental Bidder Attestation Form to the “Attach Documents” Technical Proposal Section in OSP as a separate document. Do not include with your Technical Proposal.

4. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

Note: Upload your ISBE Form to the “Attach Documents” Cost Proposal Section in OSP as a separate document. Do not include with your Cost Proposal.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 35 (70.0%) out of a maximum of 50 points to advance to the cost evaluation phase. Technical proposals scoring less than 35 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 35 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 50 points bringing the total potential evaluation score to 100 points. As total possible evaluation points are determined, vendor ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

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Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Possible Points

Staff Qualifications 20 Points

Capability, Capacity, and Qualifications of the Vendor

15 Points

Approach/Methodology 15 Points

Total Possible Technical Points

50 Points

Cost proposal

50 Points

Total Possible Evaluation Points 100 Points ISBE Participation 6 Bonus

Points

Total Possible Points

106 Points

Additional evaluation criteria can be found at:

• For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

• For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

https://ridop.ri.gov/vendors/bidding-opportunities

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC