Reynolds SD 2025 High School Cooling Tower/Chiller Project

REQUEST FOR PROPOSALS

Construction Manager/General Contractor (CM/GC) Services

Reynolds High School Cooling Tower/Chiller Project

October 30, 2025

A MANDATORY pre-proposal meeting will be held to answer questions from prospective proposers on November 10th, 2025 at 10:00 A.M. prevailing local time at the Reynolds High School, 1698 SW Cherry Park Road, Troutdale, Oregon 97060.

The meeting will allow proposers the opportunity to gain information about the construction site and a better understanding of the work, and the unique aspects of the project.

TABLE OF CONTENTS

Page

1. SCOPE OF WORK

1.1 General: Overview and Project Background 3 – 5

1.2 Project Description 5

1.3 Project Organization 5

1.4 Construction Budget 5

1.5 Project Schedule 5 – 6

1.6 Mandatory Pre-Proposal briefing and tour 6

2. PROPOSAL PROCESS

2.1 General 6 – 7

2.2 Pre-Proposal Interpretation of Contract Documents 7

2.3 Public Disclosure of Proposals 7 – 8

2.4 Submission of Proposals 8

2.5 Schedule 8 – 9

2.6 Objections or Protests 9 – 10

2.7 General Services Overview: CM/GC 10 – 16

3. PROPOSAL

3.1 Preparation 16

3.2 Format 16 – 23

4. PROPOSAL FORM 24

5. EVALUATION OF PROPOSALS 25 – 26

APPENDIX A FORM CM/GC CONTRACT

APPENDIX B GENERAL CONDITIONS FOR PUBLIC IMPROVEMENT CONTRACTS

APPENDIX C MASTER SCHEDULE

APPENDIX D

APPENDIX E

PROJECT DESCRIPTION & INFORMATION – BRIC ARCHITECTURE 50%

SCHEMATIC SCOPE DOCUMENTS (to be issued in Addendum #1)

REYNOLDS SCHOOL BOARD MINUTES AND FINDINGS OF FACTS

APPENDIX F COST FOR GENERAL CONDITIONS WORK

bob.collins Typewritten Text (to be issued in Addendum #1)

1. SCOPE OF WORK

Based upon the adoption of new contracting rules for CM/GC 2023 version: 279C.337 procurement of constructions manager/general contractor services. (1) A contracting agency that intends to procure construction manager/general contractor services shall procure the construction manager/general contractor services in accordance with model rules the Attorney General adopts under ORS 279A.065 (3). and (h) The contracting agency will conduct the procurement in accordance with model rules the Attorney General adopts under ORS 279A.065 (3).

1.1 General: Overview & Project Background

Reynolds School District (“District”) invites written sealed Proposals for Construction Manager/General Contractor, (CM/GC), services for the 2025 Reynolds High School Cooling Tower/Chiller Project (“RHS Cooling” or “Project”).

Background

Reynolds High School has a failing cooling tower that serves a large portion of the building cooling. The tower itself is currently operating below 50% efficiency, putting a strain on the chiller unit that works in tandem with the tower and can only achieve half of its intended temperature The project will focus on the replacement of the Cooling Tower and any associated mechanical units, CWS/CWR piping, pumps, direct digital controls upgrades, chemical treatment systems and associated roof work.

The District reserves the right to determine what is in the best interest of the District and the completion of the RHS Cooling Project when choosing the CM/GC. However, it will be incumbent on the proposer, to demonstrate that they can meet the deliverables scheduled for this Project. Proposals must address in detail the proposer’s verifiable approach to providing the workforce and resources to deliver the services necessary to attain the District’s goal.

The selection of a particular CM/GC firm for the Project listed above will be at the sole discretion of the District as it determines which firm will serve the District in its best interest and will provide the most benefit to its RHS Cooling Project.

The District is soliciting Requests for Proposals (RFPs) from experienced CM/GC firms capable of completing the demolition of the existing mechanical equipment, procurement and installation of equipment and associated items as identified in the Scope documents at the Reynolds High School. The CM/GC is being selected early in the process to best serve the District’s Project in consideration of the following factors:

1. Provide the District and its design team with unique expertise and experience that will assist in selecting the most economical and timely construction solutions

2. Ensure that existing operations of the Reynolds School District are maintained throughout construction with minimal disruption to ongoing operations of adjacent facilities

3. Implement procedures to aggressively manage the construction costs, schedule, and phasing requirements and minimize hazards related to the development of the site

4. Develop Project procedures to manage the risks and critical need for effective partnering and collaborative decision-making processes to ensure that jobsite safety is not compromised and that impacts on subcontractors are minimized, while performing significant work around a residential neighborhood

5. The need for contractor expertise to develop means and methods strategies of work-around site logistics solutions to re-constructing the facility while maintaining other adjacent ongoing operations. Construction work will need to be carefully staged and coordinated to always ensure safety of the public

6. Provide procurement and implementation strategies for complex phasing of the Project to leverage early bid package(s), while allowing time for additional design solutions for later bid packages and coordination of work activities in and around sensitive environmental conditions

7. Understand the Project’s budget limitations and the need to identify cost-effective solutions through constructability reviews, value engineering and collaboration with stakeholders to meet budget constraints

8. Recognize and support district local sub-contractor efforts.

The District seeks a CM/GC who can best provide the services needed to achieve the above goals.

The services requested of the CM/GC shall be provided in two phases:

1 Preconstruction Services (Phase 1): Consultation through initial and iterative budgeting, scheduling and value engineering with the Reynolds School District and its design team during the planning and design of the project.

2 Construction Services (Phase 2): All final bidding, management, and completion of the construction work within the negotiated GMP (guaranteed maximum price) and project schedule.

1.2 Project Description

The preliminary project work scope, primary work elements, are described in Appendix D.

1.3 Project Organization

The District has retained Otak CPM to provide Project Management oversight services on behalf of the Owner. The District awarded a contract for the design and Construction Administrative services to BRIC Architecture for the Project.

1.4 Construction Budget

The District has budgeted $2 million for the total construction budget of the build-out of the Project.

The construction budget includes, but is not limited to; building costs, any escalation, and construction contingency. This will be the basis of the GMP. All savings to the GMP will return to the District.

1.5 Construction Schedule

For purposes of funding the Project to its maximum potential, at the time of this RFP, it is the goal of the District that all aspects of the the project be substantially complete prior to the beginning of the September of 2026. All proposers need to understand the importance of the District’s schedule requirements.

The Draft Master Schedule, Appendix C, shows the milestones of this Project, and although concentrates mainly on these activities necessary prior to the execution of the Phase II Services it does provide the basic activities and required sequences for the Phase II Services. Early Work Amendments, (EWAs), and the amount of EWAs will be determined by the CM/GC. However, the sequence of the start of the Phase II Services will not be altered unless determined to be in the best interest of the District and will not compromise the due diligence of the CM/GC during the Phase I Services. The District does understand that procurement and receipt of HVAC units could be impacted by market conditions and acknowledges possible contingencies to accommodate this risk.

1.6 Mandatory Pre-Proposal briefing and Site Tour

A MANDATORY pre-proposal meeting will be held to answer questions from prospective proposers on November 10th, 2025, at 10:00 A.M. prevailing local time at the Reynolds High School, 1698 SW Cherry Park Road, Troutdale, Oregon 97060. The meeting will allow proposers the opportunity to gain information about the construction site and a better understanding of the work, and the unique aspects of the project.

2. PROPOSAL PROCESS

2.1 General

2.1.1. Evaluation of Proposals

2.1.2

2.1.3

2.1.4

Proposals will be evaluated by an evaluation committee comprised of District representatives and Owner representative OTAK CPM . The evaluation will be in accordance with Section 5, Evaluation of Proposals, and may include requests by the team for additional information and interviews to determine and clarify the experience and responsibility of the proposer. The evaluation team will make a recommendation to the Reynolds Superintendent, who will make the final decision to select the CM/GC.

Obligation to Award

The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the District to award a contract. The District will not pay any costs incurred in responding to this RFP. The District may cancel this procurement without liability at any time prior to the District’s execution of a contract.

Commencement of Work

The successful proposer may commence work only after the District delivers a fully executed preconstruction (Phase I) contract to that proposer.

Questions

Questions pertaining to this RFP shall be presented via email to:

Andrew Lent Project Manager

Otak CPM

Email: Andrew.Lent@otak.com

Questions must be received in electronic format not later than 2:00 PM, November 18th, 2025. Questions will be compiled and collectively addressed in writing prior to the deadline for receipt of proposals.

2.2 Pre-Proposal Interpretation of Contract Documents

2.2.1 Changes to RFP

2.2.1.1 The District reserves the right to make changes to the RFP. Changes will be made by written addendum, which will be issued to all prospective proposers on the District’s list of RFP holders who attended the mandatory pre-proposal meeting.

2.2.1.2 Prospective proposers may request or suggest any change to the RFP by submitting a written request. The request shall specify the provision of the RFP in question and contain an explanation for the requested change. The request must be submitted at least seven (7) calendar days prior to the date set for receipt of proposals.

2.2.1.3 The evaluation team will evaluate all requests submitted but will not be obligated to accept the requested change.

2.2.2 Amend or Withdraw Proposal

A proposer may amend or withdraw its proposal any time prior to the time and date established for submission of proposals.

2.3 Public Disclosure of Proposals

2.3.1 Any information provided to the District pursuant to this RFP is subject to public disclosure pursuant to Oregon’s public records laws (ORS 192.410 to 192.505).

2.3.2 The general requirement for public disclosure is subject to several exemptions. Each page containing information deemed by the proposer as necessary to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc.) should be plainly marked.

Marked pages should be placed in a group separate from the remainder of the proposal.

2.3.3 The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. The District will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. Information not properly marked and segregated may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed. The District will redact pages that include both exempt and nonexempt information to allow disclosure of the nonexempt information.

2.3.4 Unless expressly provided otherwise in this RFP or in a separate communication, the District does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law.

The District considers proposals submitted in response to this RFP to be submitted in confidence only until the District’s evaluation is complete and agrees not to disclose proposals until the District has completed its evaluation of all proposals and publicly announced the results.

2.4 Submission of Proposals

2.4.1 Requirements

Each proposer’s submission in response to this RFP must:

2.4.1.1 Provide Proposers response with signed Proposal Form in PDF format on a USB flash drive by email to Andrew Lent.

2.4.1.2 Include the completed and executed Proposal form (Section 4 of this RFP) as the first page of the submission.

2.4.1.3 Be delivered by email to the following addressee by 2:00 PM November 25th, 2025.

Andrew Lent

OTAK CPM

Andrew. Lent@otak.com

The Reynolds School District, at its option, will not accept late submissions. Any late submission will be rejected and not opened.

2.5 Schedule: Refer to Appendix C for information related to the Master Schedule for the project.

2.5.1 Milestones

Projected significant milestones for this procurement are as follows:

October 30, 2025 November 10,2025

November 18,2025 November 20, 2025 November 25, 2025

December 1, 2025

RFP issue date Mandatory pre-proposal meeting at

10:00 AM

Deadline for proposer questions RFP Addenda issuance Proposals due at 2:00 PM Shortlisted firms identified for interview (if required) Proposer Interviews Notice of Intent to Award Protest Period Ends Board Approval of Contract Notice to Proceed

December 4, 2025 December 8, 2025

December 15, 2025 December 17, 2025 December 1, 2025

2.5.2 Period of Irrevocability

Proposals shall be offers that are irrevocable for a period of sixty (60) calendar days after the time and date proposals are due. Proposals shall contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

2.6 Objections or Protests

2.6.1 Process

A proposer or prospective proposer who wishes to object or protest any aspect of mailto:Andrew.Lent@otak.com mailto:Andrew.Lent@otak.com this procurement shall comply with requirements of Oregon Administrative Rule:

OAR 137-049-0260 and must deliver a written protest to:

Reynolds School District RE: RFP – Construction Manager/General Contractor Services Reynolds School District High School Cooling Tower/Chiller Project 1204 NE 201st Ave.

Fairview, OR 97024

A protest is delivered when it is received by the aforementioned addressee.

A protest shall be deemed to include only the documents timely delivered pursuant to this paragraph. It must clearly state all the grounds for the protest and must include all arguments and evidence in support of the protest. Testimonial evidence may be submitted by affidavit. The District may investigate as it deems appropriate in reviewing the protest and will issue a written response to the protest. The District may proceed with contract award, execution, and performance while a protest is pending.

The time period during which the contracting agency will meet with proposers that the contracting agency did not select for the public improvement contract shall occur after contract execution with selected proposer if a proposer requests a meeting to discuss the procurement.

2.6.2 Timeliness

2.6.2.1 If the protest relates to matters that are apparent on the face of the solicitation documents or are otherwise known or should have been known to the protester, the protest must be delivered no later than (10) calendar days prior to the deadline for the District’s receipt of proposals.

2.6.2.2 If the protest relates to other matters, including but not limited to the award of the contract, it must be delivered as soon as possible, and in no event later than seven (7) calendar days, after the protester knows or reasonably should have known of the award of the contract, the District’s intent to award the contract, or other matters to which the protest is addressed.

2.6.2.3 The District may decline to review a late protest.

2.7 General Services Overview CM/GC SCOPE OF CM/GC SERVICES

The District is seeking a CM/GC firm to participate in design development and construction document development phases as a member of a team with the Program & Project Manager- PM (OTAK CPM), Architect and Engineering team, and other Project consultants, and agencies to provide preconstruction services and to manage and coordinate the subcontractor bidding procurement and the construction process.

During preconstruction, the CM/GC shall actively participate as a member of the Project team with the Owner and the Architect during the schematic design and construction documents phases prior to construction. The CM/GC shall be responsible for providing necessary consulting expertise to the Owner to ensure that the program scope is maximized, and the construction budget and the Project schedules are met.

The CM/GC will work collaboratively and proactively with the Owner and Architect to proceed with planning, design, and development of the work in a manner that supports the Owner’s efforts to keep costs within the Owner’s budget. The CM/GC shall provide Construction

Management (CM) services throughout the Project, from the preconstruction period through construction, and shall closely coordinate such work with the Owner, PM, and Architect. The CM/GC’s CM services shall include but not be limited to:

1) Assistance in identifying safe work practices and requirements for construction

2) Assess and recommend site logistics requirements

3) Recommend phasing, sequencing of work and construction scheduling

4) Provide cost-estimating including GMP development and subcontractor procurement

5) Determine and reconcile constructability issues and performing formal constructability analysis reviews of the design documents prior to subcontract bidding

6) Assess alternative construction options for cost savings

7) Identify products for Value Engineering (VE) and engineering systems for life cycle cost, design considerations and recommend all work necessary to support their implementation

8) Participate in Owner’s Design Development and Construction Documents Phases coordination reviews.

9) Critical Path scheduling and site logistics planning,

10) Permit procurement assistance and agency coordination

11) Identify opportunities for supporting District Local Engagement efforts

The CM/GC shall provide full general contracting services for construction of the Project in accordance with the requirements of the Contract Documents and except to the extent work is specifically indicated in the Contract Documents to be the responsibility of others.

The CM/GC firm must be skilled in all aspects typical to a general contractor and construction manager, including, but not limited to developing Critical Path Method (CPM) schedules, preparing construction estimates, performing value engineering and life-cycle cost studies, analyzing alternative designs, studying labor conditions, understanding construction methods and techniques, understanding local climate conditions and requirements for weather protection during construction, performing constructability reviews, sequencing of work, and coordinating and communicating the activities of the team throughout the design and construction phases to all members of the Project delivery team.

In addition, the CM/GC must be familiar with the local labor and diverse subcontracting market and be capable of working with subcontractors to generate tangible outcomes supporting Local and Diverse Contractors and viable pricing alternatives.

The CM/GC firm will coordinate and manage the construction process as a collaborative member of a team with the Owner, PM, A/E, other Project consultants, and governmental agencies. The CM/GC must also be familiar with sustainable construction techniques, LEED certification requirements and processes and employ those techniques and processes throughout the term of the Project.

2.7.1 Preconstruction Services

Preconstruction services will be provided generally under the terms contained in this RFP solicitation process and paid for on a cost reimbursement basis. In general, services are anticipated to include a requirement that the CM/GC:

A. Provide a full description of items that make up the proposed GMP. A complete copy of the GMP estimates in a format approved by Owner, including all details, must be provided to the Owner. The CM/GC will cooperate with other Owner designated Consultants, and advise, assist, and provide recommendations to the Owner and design team on all aspects of the planning and design of the work.

B. Provide timely and accurate information, estimates, and schemes and participate in decisions regarding construction materials, methods, systems, phasing, and costs to assist in determinations that are aimed at providing the highest quality building within the budget and schedule.

C. Work with the Owner to identify critical elements of the Work that may require special procurement processes, such as prequalification of bidders or qualifications-based selection.

D. Actively participate in formal VE studies anticipated to be held at the end of schematic design and 50% Construction Documents. Actively participate in ongoing value engineering and constructability reviews to ensure the project budget and design standards are maintained.

E. Review in-progress design documents and provide timely input and advice on construction feasibility, and alternative materials, and availability. Provide formal and informal Constructability Reviews (CR) of the Contract Documents as part of the design development QA/QC process. Provide final CR review of 50% CD design documents and suggest modifications to improve completeness of the documents prior to establishing the final GMP

F. Provide input to the Owner and the design team regarding current construction market bidding climate, status of key subcontract markets, and other local economic and weather-related conditions. Recommend division of work to facilitate bidding and award of trade contracts, considering such factors as bidding climate, weather, improving or accelerating construction completion milestones, minimizing trade jurisdictional disputes, and related issues. Advise the Owner on subcontracting opportunities for local and COBID firms.

G. Continuously monitor and update the Project schedule and recommend adjustments in the design documents of construction bid packaging to ensure completion of the Project in the most expeditious manner possible. Time is of the essence on this project with critical milestones for relocation of the Reynolds School District’s existing facilities.

H. Prepare construction cost estimates for the Project at appropriate times throughout the design phases of the work. Notify the Owner and design team immediately if their construction cost estimates appear to be exceeding the construction budget or the

GMP.

I. Work with the Owner and design team to maximize energy efficiency in the Project. Provide estimating and value engineering support to the Owner’s analysis and application for energy related incentive programs offered by local utilities.

J. Furnish a Guaranteed Maximum Price (GMP), as part of the Pre-Construction Phase I services in accordance with the CM/GC Agreement for the Owner’s review and approval. It is also possible that a partial Early Work Amendment will be authorized to cover construction work in advance of the GMP.

K. In the event that the selected CM/GC is unable to furnish a GMP within the Owner’s budget, or otherwise come to agreement on CM/GC Contract terms, the Owner retains the sole option to cancel this procurement and start a new process for the construction of the Project, or to terminate the existing CM/GC Contract or contract award and enter into new CM/CG Contract negotiations with the next highest rated Proposer under this procurement.

L. CM/GC will be required to comply and prepare agreeable responses to the following before a GMP is agreed upon: By the earlier of the date on which the District and a CM/GC agree on a GMP or the date on which the CM/GC begins to solicit offers for construction services from subcontractors, the public improvement contract that the District negotiates with the construction manager/general contractor must:

(a) Describe the methods the CM/GC will use to qualify and select subcontractors.

The methods must be competitive and should provide prospective subcontractors with a reasonable opportunity to participate in the CM/GC’s qualification and selection process.

(b) Identify the portions of the construction work under the public improvement contract for which the CM/GC may waive the qualification and selection process described in paragraph (a) of this subsection and describe:

1. How the CM/GC may determine the portions of the construction work that will not be subject to the qualification and selection process described in paragraph (a) of this subsection; and

2. The process the CM/GC will use to qualify and select prospective subcontractors for the portions of the construction work that are not subject to the qualification and selection process described in paragraph

(a) of this subsection.

(c) Identify the conditions under which the CM/GC or an affiliate or subsidiary of the CM/GC may perform or compete with other prospective subcontractors to perform construction work under the public improvement contract and describe the methods the CM/GC will use to qualify and select an affiliate or subsidiary to perform the construction work.

(d) Provide Letters of Authorization that will inform which prospective subcontractors the CM/GC has selected to perform construction services in connection with the public improvement contract.

(e) Describe the conditions under which the CM/GC will discuss the qualification and selection process described in this subsection with a prospective subcontractor that the CM/GC did not select for a subcontract if the CM/GC receives a request from the prospective subcontractor to discuss the process.

M. As used in this section, “savings” means a positive difference between a fixed price, a guaranteed maximum price or other maximum price set forth in a public improvement contract and the actual cost of the work, including costs for which a contracting agency reimburses a CM/GC and fees or profits the CM/GC earnings. [2013 c.522 §3]

N. The District will not pay any amount that exceeds a fixed price, guaranteed maximum price, or other maximum price specified in the public improvement contract unless the amount results from material changes to the scope of work set forth in the public improvement contract and the parties to the public improvement contract agree in writing to the material changes.

2.7.2 Construction Phase Services

After the agreement to an acceptable GMP, by the District, and the execution of an Amendment to CM/GC Contract the CM/GC will bid the remaining components of the Project after any Early Work Amendments that have taken place. With the bid results the CM/GC will provide a complete reconciliation of the bid received to the GMP and provide all information to the District for review and acceptance.

During the Construction Phase Services, the CM/GC shall provide and pay for all materials, tools, equipment, labor, and professional and non-professional services, and shall perform all other acts and supply all other things necessary to fully and properly perform and complete the Work, as required by the Contract Documents. Construction related activities of the CM/GC during this phase will include schedule refinement, phasing and site logistics, advance materials procurement, advance construction (if approved via an Early Work Amendment), development of bid packages, subcontractor bidding, quality control of the work in progress, and overall construction management.

The CM/GC will also be responsible for ongoing management of the construction budget and monthly, or as requested by Owner, reporting of budget and work in progress status.

2.7.3 Special Requirements

To implement the CM/GC method of construction with a GMP, the District will impose some special requirements to ensure an adequate level of competition. Proposers shall note the following requirements concerning management of this GMP Project:

A. A full description of items that make up the proposed GMP is required from the CM/GC. A complete copy of the GMP estimates in a format approved by Owner, including all details, must be provided to the Owner. The CM/GC will cooperate with other Owner designated cost estimators to reconcile GMP estimates to Owner-approved limits.

B. The CM/GC shall comply with Oregon Administrative Rules (“OAR”) 137-046-0200 and 137-046-0210 in all respects for the solicitation of Minority, Women and Emerging Small Business Enterprises. Compliance shall include pass-through requirements for subcontractor demonstrations of good faith efforts for all subcontracts Offer packages, for which set goals shall not be utilized.

C. The Contract awarded through this process will require the CM/GC to use an open competitive selection process for subcontracted components of the Project. The processes used to award subcontracts by the CM/GC will be monitored by the Owner.

The CM/GC shall solicit bids or quotes from subcontractors unless otherwise authorized by the Owner in writing. Owner will review all bids at its discretion and reserves the right of prior written approval of any bids when fewer than three (3) bids are received in response to any solicitation.

D. By listing individuals in the Proposal, the firm affirms that these individuals will be available to work on the Project at the approximate percentages shown in the Proposal. The Owner reserves the right to approve or reject any changes to the proposed personnel. Owner further reserves the right to request a substitution of personnel if deemed to be in the best interest of the Owner.

E. All Proposers must be registered with the Oregon Construction Contractors Board prior to submitting Proposals. Failure to register will be sufficient cause to reject Proposals as non-responsive.

F. For this Project, the provisions of ORS 279C.800 to 279C.870, relative to prevailing wage rates, will apply. The CM/GC and all subcontractors shall comply with BOLI requirements. The actual prevailing wage rates applicable to this Project will be identified at the time the initial set of construction specifications are made available and are incorporated into the first Early Work Amendment, or, if no Early Work Amendment occurs, then at the time of the GMP Amendment. Those rates will then apply throughout the Project.

G. CM/GC firm will be required to utilize web-based tools for managing costs and other contractual duties via Smartsheet and Bluebeam. All change management and project information will be required to be stored and managed in these systems by all project partners. Smartsheet will be provided by the Owner.

H. In an effort to promote engagement with local COBID subcontractors and other stakeholders, the CM/GC will be expected to develop a strategy supporting District efforts.

I. CM/GC firm will provide all required Subcontracting as described in Article 11 of CM/GC Construction Agreement, Appendix B, for all the demolition and hazardous material remediation work for this Project and provide all the coordination and scheduling necessary.

J. CM/GC shall participate in conducting Pull Planning exercises during Preconstruction Phase with the District and the Design Team, and during the Construction Phase with the District, the Design Team, and Subcontractors of this Project. The planning conversation produces a plan for deliverables at each hand-off, and a schedule for that hand-off, and prepares the team for action together as the future unfolds. The plan is developed as a series of requests starting from the milestone and working back – the pull. This designs the network of commitments necessary to deliver the phase and establishes when the work should happen.

K. SECURITY VERIFICATION “SECURITY AND BACKGROUND CHECK

REQUIREMENTS”

• Contractors provided District badge access will be required to complete a fingerprint-based criminal history check through the District. Contractor and sub-contractor team leads and supervisors will complete a fingerprint-based criminal history check. Any other contractor who is in a position where they will likely come in direct contact with students will also be subject to fingerprint based criminal history check. District representatives will provide the names of contractors who need fingerprint checks. The contractor is responsible for the fee. The rate as of January 2025 is $79. This fee is subject to change without notice.

• Contractor must ensure that individuals convicted of crimes listed in ORS

342.143 are not allowed to perform job duties or activities on District Property. Furthermore, the Contractor shall provide timely notification to the District once they become aware that an employee providing services within the District has been arrested or charged with a crime listed in ORS

342.143, and remove said individual from District premises until the issue is resolved. If the contractor is found in violation the District will require, at the contractor’s expense, a full fingerprint based criminal history check of all personnel on site. Additionally, this requirement must be included in all sub-contractor and vendor agreements entered by Contractor.

Contractor will take all necessary precautions to place physical barriers to separate its work area from students to prevent direct or in-direct contact with students. This precautionary action must be in coordination with District Project Manager for the Project. There is to be no contact with students unless it is a matter of imminent danger or a medical condition requiring immediate intervention.

3. PROPOSAL

3.1 Preparation

Proposals shall be prepared simply and economically, providing a straightforward format.

3.2 Format

Proposals shall conform to the following format:

The District will not be liable for any expense incurred in the preparation of proposals. Proposers are encouraged to use creativity and to provide complete information in their written proposals.

However, except as provided otherwise below, a proposal response to section 3.2.2 shall be in a font size no smaller than 10 points and shall not exceed 30 single-sided pages or 15 double-sided pages, including pictures or diagrams. Resumes required by section 3.2.2.2, section dividers and proposal form are excluded from the page limit. If a proposer exceeds the page limit in responding to section 3.2.2, the District will consider the information on the first 30 pages and may decline to consider information beyond the 30th page.

3.2.1 Proposal Form

The proposal form is included as Section 4 of this RFP. It shall be completed, executed and included as the first page of the proposal.

3.2.2 Required Submissions

Proposals shall contain the following information, provided in the order listed below.

Concise and direct responses are encouraged.

3.2.2.1 Management of the Work

In detail, describe the plan to manage the Project, including the following as a minimum:

a. Describe your proposed Preconstruction Services Plan that defines each preconstruction service you intend to provide, including but not limited to:

1. Investigation of existing conditions to ensure construction documents reflect the actual site conditions

2. Design and Construction Document coordination review and comments verifying their implementation. Describe your firm’s approach when working as a project team member during design.

3. Design and target cost validation, budgeting; cost estimating and tracking and reconciliation with second parties. How do you manage price volatility and market conditions when providing cost estimates during the design phase without being unreasonably conservative

4. Constructability issues including assistance identifying safe work practices and requirements for construction

5. Value Engineering and alternative construction options, products and engineering systems for cost savings and life cycle cost design considerations

6. Schedule, change recommendations and advice of long-lead procurement package

7. Recommended phasing and sequencing of work to maximize construction site efficiencies

8. Assessment and recommended site logistics requirements

9. Subcontract Plan preparation and procurement planning including strategy for use of local and COBID firms.

10. Cost estimating methodology, and systems utilized to adhere to requirements for detailed accounting & tracking of costs in accordance with the project budget.

Address the person(s) responsible for each service, a description of the deliverable(s) that will be provided to the Owner and design team upon completion of each service, and the action you intend to take or intend for the design team to take based on the information contained in each deliverable.

Briefly identify two or more examples of projects that demonstrate the range of Preconstruction Services your firm has provided on previous public or private sector CM/GC projects or private sector projects with a guaranteed maximum price (GMP). Concise description of the proposer’s ability to satisfy the requirements of this

RFP.

b. To clearly show an understanding of the scope and complexity of the work, identify key issues and/or potential constraints and risks anticipated for the project, including areas of design, construction, and management.

Describe the plan for addressing these issues and maintaining the progress of the work.

c. Describe the work sequencing and phasing process that will be employed to ensure that existing adjacent operations are maintained throughout construction operations. With the understanding that a team effort by the District, the design team, and the selected proposer will be required to develop an approach to the design and construction sequencing and phasing; include a discussion of the process employed by your firm to develop sequencing, phasing and a site logistics plan, that minimize disruptions to existing adjacent facilities and existing wetlands.

d. Describe your firm’s approach toward managing fast track projects with critical timelines which have completion dates that cannot be moved.

e. Describe the plan to establish and maintain good relationships and foster open and productive communications with the District, OTAK CPM, the design team, and the public, including communication of current and upcoming construction activities while supporting District Local and Diverse Community Engagement Program (CEP) and promoting community partnerships.

3.2.2.2 Proposed Personnel and Organization

a. Provide a project organization chart showing the proposed key staff for this project in the following areas (at a minimum):

• Company executive with responsibility for the Project and the authority to bind the company

• Project management

• Construction management and supervision

• Estimating

• Safety

• Quality control

Describe the duties and responsibilities for all key staff positions.

b. Include resumes for all key individuals shown on the chart. Resumes shall include education, work history, length of tenure with the proposing company, and specific project experience in the role proposed for this Project. Each project experience example shall include the title, description, construction cost, dates and durations for the project and the name, company name, position title, and telephone number for the client representative that was responsible for the project.

c. Provide an organizational chart of the company. Include all wholly owned subsidiary companies and define their relationship in providing personnel or equipment for the project.

3.2.2.3 Cost Management

a. Describe how the proposer will approach cost estimating and value engineering.

b. Describe the plan for managing and tracking the cost for the work.

Include descriptions of cost-tracking tools and summary reports.

c. Describe the approach for establishing and maintaining a contingency fund to ensure that the project budget is not exceeded.

d. Describe the proposed method of documenting the line-item components of the Guaranteed Maximum Price (GMP) and the method of determining whether project changes are inside or outside the scope of the GMP.

e. Describe past performance on other CM/GC contracts within the past seven (7) years. For each project, list the project name, client name, completion date, contract GMP, dollar amount of change orders, and client contact person including phone number.

3.2.2.4 Schedule, Quality Control, and Safety

a. Describe approach to managing the construction schedule. Include a description of the elements of this project that are likely to put the schedule at risk and how they would be proactively managed.

Include descriptions of schedule tracking tools and summary reports.

b. Describe expectations for labor and materials availability on this project.

Describe how anticipated challenges with availability of labor or materials could be mitigated. Explain the plan to generate sufficient subcontractor and/or material supplier competition in the bidding to minimize project costs.

c. Discuss opportunities and challenges that you see to complete the project as efficiently as possible. Describe how the opportunities will benefit the District and describe how the foreseeable challenges will be addressed by your firm.

d. Describe your firms proposed quality control plan and how it will be implemented.

e. Describe your firms proposed general safety program, including training, hazard identification, and audit/inspection. Include specific information on subcontractor and employee accountability for safety, formal disciplinary program, and Company EMR (Experience Modification rating) safety record for the last three years.

3.2.2.5 Local Conditions/COBID Utilization and Community Partnership

a. Describe your firm’s knowledge and experience with the labor market and building conditions in Multnomah County and City of Troutdale area.

b. Describe your approach for local material suppliers, vendors, and building trades. A local business is defined as a business that has an existing significant place of business located within 20 miles of the electoral and taxing boundaries of the District.

3.2.2.6 Contract Formats

a. The sample draft contract and general conditions to the contract presented in Appendices A and B will be the basis of the agreements for services provided by the selected proposer on the project.

During contract negotiations following selection of the highest ranked Proposer, District will entertain suggestions on refinement of the CM/GC Agreement and its Exhibits only when:

1. The general work scope remains the same; and

2. The field of competition does not change because of material changes to the requirements stated in the RFP.

The intent of these provisions is to avoid any unfair competitive advantage or disadvantage in the procurement process. Alternative approaches to structuring the GMP may be contemplated and allowable under these negotiations. The District intends to complete negotiations and enter a contract within ten (10) days of the Notice of Intent to Award issuance, in accordance with OAR 125-249-0450, with the right to extend that time at its sole discretion. An amendment to the initial CM/GC Agreement will be issued at the end of the end of Phase I and at the start of Phase II to execute the GMP agreement.

b. The sample negotiated construction agreement included in Appendix A will be used as the contract between the District and selected proposer.

c. The sample General Conditions to the contract included in Appendix B will be used as the general conditions between the District and selected proposer.

d. In addition to the sample draft contract and conditions, it is further understood that any contract between the parties must meet the checklist requirements of OAR 137-049-200(1)(c) and all those items are hereby incorporated herein. This means that the eventual contract for the project must meet the following statutory requirements:

(A) Prompt payment to all Persons supplying labor or material; contributions to Industrial Accident Fund; liens and withholding taxes (ORS 279C.505(1)).

(B) Demonstrate that an employee drug testing program is in place (ORS 279C.505(2)).

(C) If the Contract calls for demolition Work described in ORS 279C.510(1), a condition requiring the Contractor to salvage or recycle construction and demolition debris, if feasible and cost-effective.

(D) If the Contract calls for lawn or landscape maintenance, a condition requiring the Contractor to compost or mulch yard waste material at an approved site, if feasible and cost effective (ORS 279C.510(2).

(E) Payment of claims by public officers (ORS 279C.515(1)).

(F) Contractor and first-tier subcontractor liability for late payment on Public Improvement Contracts pursuant to ORS 279C.515(2), including the rate of interest

(G) Person's right to file a complaint with the Construction Contractors Board for all Contracts related to a Public Improvement Contract (ORS 279C.515(3))

(H) Hours of labor in compliance with ORS 279C.520

(I) Environmental and natural resources regulations (ORS 279C.525)

(J) Payment for medical care and attention to employees (ORS 279C.530(1))

(K) A Contract provision substantially as follows: "All employers, including Contractor, that employ subject workers who work under this Contract in the State of Oregon shall comply with ORS 656.017 and provide the required Workers' Compensation coverage, unless such employers are exempt under ORS 656.126. Contractor shall ensure that each of its subcontractors complies with these requirements." (ORS 279C.530(2))

(L) Maximum hours, holidays and overtime (ORS 279C.540)

(M) Time limitation on claims for overtime (ORS 279C.545)

(N) Prevailing wage rates (ORS 279C.800 to 279C.870)

(O) BOLI Public Works bond (ORS 279C.830(2))

(P) Retainage (ORS 279C.550 to 279C.570)

(Q) Prompt payment policy, progress payments, rate of interest

(ORS279C.570)

(R) Contractor's relations with subcontractors (ORS 279C.580)

(S) Notice of claim (ORS 279C.605)

(T) Contractor's certification of compliance with the Oregon tax laws in accordance with ORS 305.385; and

(U) Contractor's certification that all subcontractors performing Work described in ORS 701.005(2) (i.e., construction Work) will be registered with the Construction Contractors Board or licensed by the State Landscape Contractors Board in accordance with ORS 701.035 to

701.055 before the subcontractors commence Work under the Contract.

(V) Pursuant to ORS 279C.830(2), a provision stating that the Contractor and every subcontractor must have a Public Works bond filed with the Construction Contractors Board before starting Work on the project, unless otherwise exempt. This bond is in addition to performance bond and payment bond requirements. See BOLI rule at OAR 839-025-0015.

3.2.2.7 Deviations from the RFP

Identify specifically where and how the proposal deviates from the requirements of this RFP.

3.2.3 Fee Proposal (Reference Appendix F “Cost for General Conditions Matrix”)

3.2.3.1 Present a proposed fee for providing the CM/GC services in two parts:

a. Preconstruction Services: Identify an total cost and proposed hourly billing rates for services to be provided during the design phase of the project, prior to establishment of the negotiated Guaranteed Maximum Price (GMP). Identify activities, labor hours associated with each activity, proposed billing rates per hour for each person/position, and an estimate of expenses.. This price will be the maximum amount due the CM/GC if the CM/GC’s services are terminated or the project does not proceed to construction for any reason, and if all the services had been provided prior to cancellation.

b. Construction Services:

Fixed Fee: Identify the fixed fee, as a percentage of the Guaranteed Maximum Price (GMP) for which the proposer’s firm would contract to perform the required services. Identify what costs the proposer will include in the fixed fee. Identify all proposed project staff that would be included as part of the fixed fee. At a minimum, the Fixed fee shall include Corporate Overhead and Profit, CAT Tax, costs for Performance and Payment bonds, Commercial General Liability/Auto Insurance, , Corporate office administrative expenses and support staff. Refer to the Draft Master Schedule in Appendix D for the approximate duration of these services.

General Conditions: Identify and estimate the cost of expenses, other than direct construction labor and material costs, which will be included in the reimbursable cost of work as part of the General Conditions. Refer to Exhibit F Cost of the General Conditions Work as a guideline for developing detailed cost breakdown of costs. Provide detailed breakdown estimate of General Conditions.

Self-performed Work: Identify what portions of the work that the proposer anticipates to self-perform and what mark-ups are proposed to apply to the direct costs of this work. CM/GC shall be required to publicly announce any work for those items which it intends to bid in the publicly advertised invitation to bid. Sealed bids will be delivered 24 hours before the appointed bid time to Owner, and publicly opened by the Owner for any work which the CM/GC intends to provide a bid to self-perform.

PROPOSAL FORM

CONSTRUCTION MANAGER/GENERAL CONTRACTOR (CM/GC) SERVICES

REYNOLDS SCHOOL DISTRICT – REYNOLDS HS COOLING TOWER/CHILLER PROJECT

The undersigned proposer submits this proposal in response to the Reynolds School District’s Request…