SUBCONTRACTOR_SELECTION_PLAN.pdf

EXHIBIT A - CITY OF PHOENIX SUBCONTRACTOR SELECTION PLAN

(EXCERPT FROM 1-STEP DB CONTRACT)

2.11 Major Subcontractor and Major Supplier Selections

2.11.1 The selection of major Subcontractors and major Suppliers may occur prior to submission of a GMP Proposal. Major Subcontractors may be selected based on qualifications or a combination of qualifications and price. Subcontractors shall not be selected based on price alone. Except as noted below, the selection of major Subcontractors/Suppliers is the responsibility of the Design-Builder. In any case, the Design-Builder is solely responsible for the performance of the selected Subcontractors/Suppliers.

2.11.1.1The Design-Builder will prepare a Subcontractor/Supplier selection plan and submit the plan to the City for approval. This subcontractor selection plan shall identify those subcontractor trades anticipated to be selected by qualifications only per Section

2.11.2 and those subcontractor trades anticipated to be selected by qualifications and competitive bid in accordance with Section 2.11.3. This plan will also identify those subcontractors that will not be selected through a formalized qualifications-based selection process. The subcontractor selection plan must be consistent with the selection requirements included in this Contract.

2.11.2 Selection by qualifications only - The City may approve the selection of a Subcontractor(s) or Supplier(s) based only on their qualifications when the Design-Builder can demonstrate it is in the best interest of the Project.

2.11.2.1 Qualification based selection of a Subcontractor(s)/Supplier(s) should only occur during the design phase to achieve maximum benefit of the subcontractors’ involvement prior to the submittal of the GMP Proposal.

2.11.2.2 The Design-Builder shall apply the approved subcontractor selection plan in the evaluation of the qualifications of a Subcontractor(s) or Supplier(s) and provide the City with its review and recommendation.

2.11.2.3The Design-Builder must receive City approval of the selected Subcontractor(s)/Supplier(s).

2.11.2.4The Design-Builder will negotiate costs for services/supplies from each Subcontractor/Supplier selected under this method.

2.11.2.5Selection by qualifications and competitive bid - The Design-Builder shall apply the subcontractor selection plan in the evaluation of the qualifications of a Subcontractor(s) or Supplier(s) and provide the City with its process to prequalify prospective subcontractors and suppliers. All Work for major subconsultants and major suppliers shall then be competitively bid to the prequalified subcontractors unless a Subcontractor or Supplier was selected pursuant to paragraph 2.11.2 above.

Competitive bids may occur prior to or after the GMP Proposal(s).

2.11.3.1 The Design-Builder will develop Subcontractor and Supplier interest, submit the names of a minimum of three qualified Subcontractors or Suppliers for each trade in the Project for approval by the City and solicit bids for the various Work categories. The Design-Builder will identify the SBE Subcontractors and Suppliers and during the bidding process keep the City informed on the progress of meeting the desired SBE goals. If there are not three qualified Subcontractors/Suppliers available for a specific trade or there are extenuating circumstances warranting such, the Design-Builder may request approval by the City to submit less than three names. Without prior written notice to the City, no change in the recommended Subcontractors/Suppliers will be allowed.

2.11.3.2 If the City objects to any nominated Subcontractor/Supplier or to any self-performed Work for good reason, the Design-Builder will nominate a substitute Subcontractor/Supplier that is acceptable to the City.

2.11.3.3The Design-Builder will distribute Drawings and Specifications, and when appropriate, conduct a prebid conference with prospective Subcontractors and Suppliers.

2.11.3.4 If the Design-Builder desires to self-perform certain portions of the Work, it will request to be one of the approved Subcontractor bidders for those specific bid packages. The Design-Builder’s bid will be evaluated in accordance with the process identified below.

If events warrant and the City concurs that in order to ensure compliance with the Project Schedule and/or cost, the Design-Builder may self perform Work without bidding or re-bidding the Work.

2.11.3.5The Design-Builder shall request the pre-qualified subcontractors to provide a detailed bid for the services requested. The subcontractor bid, provided on the subcontractors’ letterhead, shall contain sufficient information (i.e., unit costs/amounts) to allow an evaluation of the reasonableness of bid costs. The Design-Builder shall receive, open, record and evaluate the bids. The apparent low bidders will be interviewed to determine the responsiveness of their proposals. In evaluating the responsiveness of bid proposals, the Design-Builder, in addition to bid price, may consider the following factors: past performance on similar projects, qualifications and experience of personnel assigned, quality management plan, approach or understanding of the Work to be performed, and performance schedule to complete the Work. The final evaluation of Subcontractor/Supplier bids will be done with the City Representative in attendance to observe and witness the process. The Design-Builder will resolve any Subcontractor/Supplier bid withdrawal, protest or disqualification in connection with the award at no increase in the Cost of the Work.

2.11.4 The Design-Builder will be required to prepare two different reports on the subcontracting process.

2.11.4.1Within fifteen Days after each major Subcontractor/Supplier bid opening process, the Design-Builder will prepare a report for the City’s review and approval identifying the recommended Subcontractors/Supplier for each category of Work. The report will provide (a) the name of the recommended Subcontractor/Supplier and the amount of the Subcontractor/Supplier bid for each subagreement, (b) the sum of all recommended Subcontractor/Supplier bids received, (c) a copy of the bids received from each subcontractor, and (d) trade work and its cost that the Design-Builder intends to self-perform, if any.

2.11.4.2 Upon completion of the Subcontractor/Supplier bidding process, the Design-Builder shall submit a summary report to the City of the entire Subcontractor/Supplier selection process. The report will indicate, by bid process, all Subcontractors/Suppliers contacted to determine interest, the Subcontractors/Suppliers solicited, the bids received and costs negotiated, and the recommended Subcontractors/Suppliers for each category of Work.

2.11.5 The approved Subcontractors/Suppliers will provide a Schedule of Values that reflects their final accepted bid proposal, which will be used to create the overall Project Schedule of Values.

2.11.6 If after receipt of sub-bids or after award of Subcontractors and Suppliers, the City objects to any nominated Subcontractor/Supplier or to any self-performed Work for good reason, the Design-Builder will nominate a substitute Subcontractor or Supplier, preferably if such option is still available, from those who submitted Subcontractor bids for the Work affected. Once such substitute Subcontractors and Suppliers are consented to by the City, the Design-Builder's proposed GMP for the Work or portion thereof will be correspondingly adjusted to reflect any higher or lower costs from any such substitution.

2.11.7 Promptly after receipt of the Notice of Intent to Award, the City will conduct a pre-award conference with the Design-Builder and other Project Team members. At the pre-award conference, the Design-Builder will (a) review the nominated slate of Subcontractors and Suppliers and discuss any concerns with or objections that the City has to any nominated Subcontractor or Supplier; (b) discuss City concerns relating to any proposed self-performed Work; (c) review the Design-Builder’s proposed Contract Price for the Work during the construction phase; (d) discuss the conditions, if any, under which the City will agree to leave any portion of the remaining Design-Builder Contingency within the Contract Price for the construction phase Work; (e) resolve possible time frames for the Date of Commencement of the Contract time for the construction phase Work; (f) schedule the pre-construction conference; and (g) discuss other matters of importance.