RFQ_CMaR_Lenoir_Campus Improvements Project_Final.pdf

Request for Qualifications Construction Manager at Risk Services

The City of Lenoir is requesting Statements of Qualifications from interested construction management firms for the Campus Improvements project.

Advertisement date: June 21, 2024

Questions due by July 12, 2024, by 5:00pm local time.

Responses due by July 26, 2024, by 5:00pm local time.

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Request for Qualifications Table of Contents

Cover

Table of Contents

Page i

Introduction and Project Description

Page 1-2

Construction Manager at Risk (CMaR) Description and Scope

Page 3-4

Statement of Qualifications

Page 5-6

Qualification Package Evaluation Criteria

Submittal Requirements

Page 8-9

Selection Process Timeline

Introduction & Project Description

The City of Lenoir, North Carolina ("City") is seeking qualifications statements from firms offering Construction Manager at Risk (“CMaR”) services which may include: review of structural, mechanical, electrical, plumbing, environmental, and architectural drawings being prepared by the Project Designer, Maurer Architecture ("Project Designer"), together with site/civil plans, coordination of project bidding with Project Designer; selection of subcontractors; oversight of construction, coordination with Project Designer and City project manager.

The City is currently in the schematic design phase for planned improvements of the Historic Old Lenoir High School facilities, grounds, and surrounding properties, collectively known as the “Campus” project.

Improvements can generally be described as renovation, restoration, and construction of facilities on an approximate 5-acre site owned by the City. Specific buildings or facilities in the project scope include an existing 10,000 square feet gymnasium, an existing 7,000 square feet, 500-seat auditorium, and parcel(s) north of these principal structures that include a 12,200 square feet timber-frame and metal siding building, and an existing 4,966 square feet, single-story building on the adjacent parcel. The scope of work to complete the Campus Improvements project is anticipated to include renovation of existing facilities, complete with structural, architectural, and MEP elements, demolition of existing structure(s), and construction of a new open-air pavilion, complete with related site work and associated improvements.

The Historic Old Lenoir High School gymnasium and auditorium are listed on the National Register of Historic Places and Study Listed Districts, and proposed improvements must comply with any and all local, state, and federal requirements for modification of listed facilities.

The total estimated project budget for project design, demolition, construction, renovation of existing facilities, and supporting professional services is approximately $4,300,000.

In addition to considerable experience with construction and renovation of commercial and institutional facilities, the City requests firms submit a project team with direct experience in historic facility preservation and renovation.

The Campus Improvements project encompasses renovation and construction work on an approximate 5-acre site that is divided by an arterial City street, with renovation and restoration planned for existing structures and new construction of an open-air pavilion being planned on a separate parcel within the 5-acre footprint (refer to project maps for site layout and configuration). The City encourages submitting firms to detail multidisciplinary experience with construction and renovation, as well as any direct experience with historic facility preservation and renovation, as part of their submittal.

Other pertinent experience with commercial and institutional construction and renovation may also be submitted. Firms may partner with other firms or independent contractors to present a unified response to this Request for Qualification; however, information must be provided from all firms and associated independent contractors. If the Firm proposes to use subcontractors to perform any portion of the work, all information below must be submitted with respect to each subcontractor.

Construction Manager at Risk (CMaR) Description & Scope

The City intends to use the CMaR construction delivery method for the Project. The City’s objectives in using the CMaR delivery method for this Project are to:

Provide optimum coordination of subcontractors under the operational constraints of performing simultaneous work on three (3) project sites (as described in the project description), maintaining compliance with building regulations for historic structures, and minimizing impacts to the traveling public and adjacent properties and uses.

Allow prequalification of subcontractors.

o The CMaR shall prequalify and accept all bids from first-tier subcontractors for all construction work under the second phase.

o The CMaR shall use the prequalification process determined by the City in accordance with NCGS 143-135.8, provided that the City and the CMaR shall jointly develop the assessment tool and criteria for the specific project, which must include the prequalification scoring and minimum required score for prequalification on the project.

Provide a team approach between the City, Project Designer and CMaR in controlling risks, costs, and schedule.

Have transparency of costs.

The City has retained a consulting firm to develop a program document to be used as the basis of design.

The design phase for this Project is estimated to begin in June 2024 and continue over a seven (7) month period, followed by advertisement for bids and award - two (2) months, and a twelve (12) month construction period. The actual construction period is to be coordinated with the selected Construction Manager.

The project will be conducted in phases, beginning with pre-construction design and schematics, advanced design development, and construction drawings. The CMaR’s role in the initial pre-construction phase is anticipated to include, but is not limited to:

Collaboration with the City and Project Designer to develop the Project.

Identification and mitigation of risk through analysis and assessment.

Developing and updating Project schedules.

Attend meetings with the City and Project Designer and provide guidance on the selection of building materials, systems, and equipment.

Developing and updating a detailed construction budget estimate and guaranteed maximum price (GMP), derived from the conceptual plans and information regarding interior space repurposing and renovation, exterior and site improvements, and a constructability review (schematic design, design development, and construction documents).

Work with the Project Designer to develop value-engineering (VE) options, as needed.

At the sole discretion of the City and pending funding, the project may proceed to bidding and construction. The City reserves the right to utilize the CMaR selected for the pre-construction phase in future phases, or the City may choose to move to another construction team at its sole option pending performance during pre-construction.

Construction Manager at Risk (CMaR) Project Description & Scope - Continued

Construction phase services are anticipated to include, but are not limited to:

Construction management services for the project throughout construction.

Collaboration with the City and Project Designer to execute the Project.

Preparation and coordination of bid packages with the Project Designer.

Prequalification of subcontract bidders in compliance with NCGS 143-135.8.

Assistance with advertisement for bids, conducting a pre-bid conference, and monitoring of bid package submittals to ensure sufficiency of qualified submittals for all bid packages.

Review subcontract bids with Project Designer and City for selection.

Development and maintenance of a detailed project schedule including necessary permitting, delivery, approvals, construction, inspections, testing, and occupancy.

Conduct and record job meetings and submit regularly scheduled reports to Project Designer and City.

Maintaining an electronic system to track review and approval of shop drawings, product and material samples, product data, and Requests for Information (RFIs).

Maintaining an electronic system to provide cost control through process payment review consistent with completed work verification and project schedule and contract amounts.

As needed, utilize previously established value engineering options to reconcile with budget and project schedule.

Development and maintenance and updating of as-built drawings for the project duration.

Coordination of post-construction activities including:

o Systems training.

o Assembly of guarantees.

o Assembly of manuals with detailed descriptions of maintenance protocols.

o Preparation and summary of training for mechanical systems.

o Assembly and provision of other close-out documents.

Statement of Qualifications

The format of the Statement of Qualifications (“SOQs”) shall be submitted per the responding firm’s judgment. SOQs shall be organized in a manner that will facilitate a comprehensive evaluation of the responding firm’s capabilities to provide CMaR services, and should specifically address each evaluation criterion. Additional information beyond what is listed for each criterion in the preceding section that is deemed relevant may also be submitted.

– The SOQ shall be no more than 25 pages in total length –

Firm Profile Information:

A signed cover letter from a principal in the firm expressing interest in the project and certifying that sufficient resources in personnel, equipment, and time are available and can be committed to this project.

A statement of the firm's philosophy, goals, vision statements and/or guiding principles.

Firm name - Identify the legal entity that would enter into a contract with the City.

Address of principal office where work will be performed.

Phone number, website, and e-mail information.

Name and contact information of the individual who will be the City’s primary contact.

Statement of the firm’s history and financial stability.

List conflicts of interest the firm or key personnel may have with the project, if applicable.

Number of years the firm has been in business in its current capacity.

The firm’s North Carolina General Contractor License.

Insurance information.

Personnel Information:

A resume of each team member that will be assigned to the project, including relevant experience, length of service with the firm, job duties, percentage of availability to commit to this project, and educational and professional background.

Provide an organization chart of all key team members who will be directly involved in providing services to be assigned specifically to this project.

Identify the Project Manager who will be empowered to execute project documentation on behalf of, make decisions for, and act on behalf of the firm.

Identify the cost estimator, or team members, who will be responsible for developing detailed construction budget estimates and a guaranteed maximum price (“GMP”).

Provide a detailed understanding of the project scope and the firm’s approach to completing this or similar projects.

Statements of Qualifications - Continued

Experience:

List at least five (5) recent and relevant projects that demonstrate the firm’s ability to complete similar projects, either currently in progress or complete; relevant projects should have been completed in the last ten (10) years, but preferably within the last (5) years.

Relevant project information provided should follow the criteria below:

o List only projects involving the key team members proposed for this Project.

o List projects in order of date of contract execution, with newest projects listed first, and include:

A brief project description.

Owner’s representative having knowledge of the firm’s work; include contact name, organization, phone, and email.

Contract dollar amount and total time involved.

Dates for pertinent project milestones should be included in the description of total time involved (contract execution, design development, construction document creation, permitting, bidding and award, construction, and closeout)

Guaranteed maximum price vs. actual cost history.

Established small, women, or minority business enterprise (MBWE) policy goals vs. actual implementation.

Methods, approach, and controls used on the project to complete it in an effective, timely, economical, and professional manner.

If applicable, make special reference to similarities in the example project scope and that of the proposed Campus project.

Describe awards or recognitions received, participatory results, anecdotal statements, or other information that may prove useful in evaluating the described projects.

Describe any lessons learned from constructing similar facilities.

Describe the firm’s and the key team members’ past successes in meeting established schedules and budgets for major projects as construction manager.

Describe the methods, procedures, and policies used to maintain schedules and budgets.

Discuss the availability of your key team members, particularly for the next 12- 24 months.

Quality Control:

Briefly describe the firm’s quality control program, specifically its technical review process.

Describe the firm’s project management, quality control, and performance measurement procedures and the involvement of the measures and procedures in relevant projects.

Discuss the firm’s management and quality control procedures related to subcontractors.

Discuss the firm’s safety program, controls, and initiatives.

Qualification Package Evaluation Criteria

A Selection Committee comprised of City staff, with consultation from the Project Designer, will evaluate RFQ responses. Evaluation criteria and anticipated weights the committee intends to utilize to select the most qualified firms are listed below. The City reserves the right to alter these criteria and the weights assigned throughout the selection process.

The Selection Committee will read, review, and evaluate the qualifications independently based on the evaluation criteria and recommend selected firms to City Council. Selection is subjective in many areas and the decision of the City will be final and not subject to re-evaluation by the firms submitting SOQ.

The following factors will be used in the evaluation process:

Reputation, quality, and experience (30 points possible):

Experience in providing similar services of comparable size and complexity to municipal, county, or other governmental entities.

Favorable responses from project references.

Experience of proposed team (40 points possible):

Experience and technical qualifications of the team to provide requested services.

Recent experience of the project team providing services of similar scope.

Organizational structure of the firm - defined line of communication and clearly defined roles for personnel, including project management, cost estimating, and supervision of subordinate staff members engaged in the project.

Quality Control (20 points possible):

Ensure that proper technologies are selected and utilized for the projects.

Ensure responses/deliverables are accurate, thorough, and delivered on time.

Ensure responses are within the 30-page response limit.

Adequacy of firm’s technical review process.

Approach (10 points):

Project understanding and approach is clearly communicated in the submittal.

Proposed approach is innovative and effective.

A total of one hundred (100) points may be awarded to each firm’s qualifying submittal.

Submittal Requirements

Three (3) copies of each Statement of Qualifications (SOQ) shall be submitted in a bound, color-copied format, and each submission package is to also include a USB flash drive containing the SOQ in PDF format.

Submission. Submissions must be delivered to Jared Wright, Director of Special Projects and Grants, City of Lenoir, by 5:00pm local time on July 26, 2024. SOQs received after the deadline will not be considered. PDF files must contain the signatures of company representatives who are authorized to execute documents on behalf of the firm.

Delivery Address. Hand-delivered submissions or those delivered by a parcel service shall be delivered to:

City of Lenoir Attn: Jared Wright, Director of Special Projects and Grants

801 West Avenue Lenoir, North Carolina 28645

Questions. Questions regarding this request should be directed to Jared Wright via email at jwright@ci.lenoir.nc.us, and will be accepted until 5:00pm local time on July 12, 2024. Questions must be submitted in writing and delivered via e-mail. All responses to questions will be posted by 5:00pm local time on July 19, 2024, in each location where the original RFQ is advertised.

Interviews. The City reserves the right to schedule interviews with submitting firms following an initial review of the SOQs submitted. Interviews are not guaranteed as part of this process and discretion to call an interview is the sole authority of the City.

Integrity. Maintaining the integrity of the RFQ process is of paramount importance for the City.

Attempts to contact elected officials, City staff other than those staff members specifically listed herein, or the Project Designer, for the purpose of obtaining information regarding the RFQ/SOQ submittal or selection process will result in rejection of the submission.

Public Record and Trade Secret. Upon receipt by the City, your Qualification Package is considered a public record, except for material that qualifies as "Trade Secret" information under North Carolina General Statute 66-152 et seq. Your Qualifications Package will be reviewed by the City's Selection Committee, as well as other City staff and members of the general public who submit public records requests. To properly designate material as a trade secret under these circumstances, each firm must take the following precautions: (a) any trade secrets submitted by a firm should be submitted in a separate, sealed envelope marked "Trade Secret — Confidential and Proprietary Information — Do Not Disclose for the Purpose of Evaluating this Qualifications Package," and (b) the same trade secret/confidentiality designation should be stamped on each page of the trade secret materia ls contained in the envelope.

Trade Secret (Continued). In submitting a Qualifications Package, each firm agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third parties who serve on the Selection Committee or who are hired by the City to assist in the selection process. Furthermore, each firm mailto:jwright@ci.lenoir.nc.us agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the firm has designated as a trade secret. Any firm that designates its entire Qualifications package as a trade secret may be disqualified from the selection process.

Delivery and Selection. The City accepts no responsibility for expenses incurred during the preparation or delivery of SOQs. The City reserves the right to: reject any and all statements of qualification, select the most qualified firm for the referenced work, waive technical errors and informalities, and to accept the Statement of Qualifications, which, in its sole judgment, best serves the public interest. In the event of limited response, the City also reserves the right to extend the submittal deadline as appropriate to ensure a competitive procurement process.

Historically Underutilized Businesses (HUB). Per N.C. General Statute 143-64.31, Selection of a firm shall include the use of good faith efforts by the public entity to notify minority firms of the opportunity to submit qualifications for consideration by the public entity. It is the practice of the City to make a good faith effort to procure the submission of proposals by historically underutilized businesses as part of the in the selection process. The City seeks to provide all persons and businesses a fair and equal opportunity to participate in all aspects of its contracting and procurement programs and to prohibit any and all discrimination against persons or businesses in pursuit of these opportunities. The City of Lenoir is an Equal Employment Opportunity Employer.

Selection Process Timeline

The timeline for the review of qualification statements and selection of a firm is tentative as follows:

RFQ release date

June 21, 2024

Deadline for All Questions

July 12, 2024 at 5:00pm

Responses to Questions

July 19, 2024 at 5:00pm

SOQ Submittal Deadline

July 26, 2024 at 5:00pm

Applicant Interviews (if necessary)

August 12-14, 2024

Recommendation and City Council Approval

August 20, 2024

*Note: City staff reserves the option to call interviews with applicants.

Thank you for your time and consideration in this process.

Jared Wright Director of Special Projects and Grants City of Lenoir Email: jwright@ci.lenoir.nc.us Office: 828.757.2153 file://///Data/Home/jwright/00%20-%202024-/Projects/Campus/CMAR%20RFQ/jwright@ci.lenoir.nc.us