TOSV RFP CM-GC LRSH.pdf

REQUEST FOR PROPOSALS

Announced: December 26, 2024 Due Date: January 27th, 2025

Project: CONSTRUCTION MANAGER/GC AT RISK for the LITTLE RED SCHOOL HOUSE

Proposal Delivery: Method, Due Date & Address

Methods Due Date Address

Delivery Service (FedEx, UPS, etc.)

U.S. Mail hand delivered email

Must ARRIVE/ DELIVERED by no later than

3:00 p.m.

January 27, 2025

Mike Horvath, Town Engineer

Mail: P.O. Box 5010, Snowmass Village, CO 81615

Physical: 130 Kearns Rd, Snowmass Village, CO 81615

Email: mhorvath@tosv.com

Any proposals received after 3:00 pm on January 27th, 2025, will not be considered. It is the proposer’s responsibility for delivery of all materials prior to the deadline.

Town of Snowmass Village P.O. Box 5010, Snowmass Village, Colorado 81615 970.922.2324

Contact

Mike Horvath, Town Engineer Town of Snowmass Village 970-922-2334 Mhorvath@tosv.com

1. Introduction

The Town of Snowmass Village (the “Town” or “Owner”) is seeking proposals from qualified firms to provide Construction Manager/General Contractor at Risk to Town of Snowmass Village (TOSV), in Snowmass Village, Colorado, as described in Exhibit A (“Project”), attached. The intent of this Request for Proposals is to have the bidder specifically address the services required and the fees associated with them and to provide a well-considered plan of execution for the Project.

2. Project Background

The Town Manager’s Office for TOSV is requesting proposals for a Construction Manager/General Contractor at Risk (CM/GC) for the Little Red School House (LRSH) development project. The project plans to construct an expanded early childcare center on the existing LRSH site. The CM/GC is a sole proprietorship, partnership, corporation or other legal entity that assumes the risk for construction at the contracted prices as a general contractor and provides consultation to the Town and the design team regarding construction during design development and through the construction and warranty periods.

The Little Red Schoolhouse, previously operated by the not-for-profit Little Red School House Organization, has been operated by Woody Creek Kids since the start of 2022.

In 2021, the Town Council adopted a goal to “Explore an enhanced use of the Little Red Schoolhouse to provide an improved and enlarged childcare/early learning facility.”

Following that direction, staff hired a consultant to conduct an early childhood education needs assessment and financial analysis for the Town with the primary focus on the Little Red School House property. The Town’s overarching goal is to ensure that childcare and early childhood education continue to be provided and expanded at the Little Red School House facility.

The needs assessment, site analysis and budget analysis were completed in 2022. In the meantime, the Town continued the working relationship with Woody Creek Kids by extending the lease through the end of 2025.

Following the completion of the needs assessment, the Town contracted with the design team of Land + Shelter and Alan Ford Architects in 2024 to start the design process for the expansion project at the Little Red Schoolhouse. The design team is part of a mailto:Mhorvath@tosv.com broader project team consisting of Town staff, the design team, and Christina Holloway with Woody Creek Kids.

Current Design: Four Classroom Model – Incorporating the suggestions of the Town Council, staff, and the existing childcare provider, the design team developed a four-classroom model for the expansion project.

The four-classroom design includes 4 classrooms, and it has been developed with feedback from Town staff and regulatory boards. The changes that have occurred within the design development phase include deleting the second story from the first design schematic. Other changes included a change to slab on grade construction, no basement, all spaces slightly smaller (to childcare regulation minimums), and less entry space, for an overall 5,700 SF (gross). Radiant heat and geothermal were deleted, and to maintain displacement ventilation using air source heat pumps. Finally, the green, flat roof was deleted, replaced with conventional wood framing for walls and roof.

The new build facility has design capacity for a maximum of 60 children, which still significantly helps to meet the demand as outlined in the 2022 needs assessment. The minimum recommendation of 24 parking spaces is proposed with available space for expansion in the future.

The revised site plan includes dedicated pedestrian space from the parking lot to the entrance to the building, bicycle parking, and a small select user drop off space. This provides a safe and organized space for families during drop-off and pick-up times.

A wetlands delineation has been completed, and the attached updated site plan was overlaid to understand wetland impact areas. The project impacts less than one tenth of one acre of wetland; therefore, the project can move forward without extensive permitting and mitigation.

Staff have solicited feedback from other advisory boards to the Town Council, including the Planning Commission, Financial Advisory Board (FAB), and the POSTR Board, and incorporated feedback into the design presented. Certain design elements remained consistent throughout the design process, including access to the existing natural elements on the site, which include outdoor play areas and shaded areas from mature trees.

Construction Considerations: Both the historic structure and the auxiliary building are planned to remain in operation during construction. Phasing and safety will be instrumental to a successful project. The historic structure is slated for renovation as a future phase of the project (not included in this project scope). The auxiliary building is anticipated to be demolished after the new schoolhouse is completed and the space will be converted to an outdoor play/learning area.

Parking and vehicle circulation at the site will also be improved, increasing from the current number of approximately 15 spaces to 24 spaces. Parking will continue to be shared with the adjacent park. Parking and access will need to remain viable during construction in effort to keep the program operation during construction.

Other considerations for the site include efficient use of energy, which helps the Town achieve its sustainability, and occupant health goals. Both sustainability and occupant health will continue to be considered as design work continues. Attached is an overview of the design development package for the Little Red Schoolhouse expansion project.

The process for review and approval of the Little Red Schoolhouse is in the process of the Town’s Special Review process. That process consists of two phases: Planning Commission review and Town Council review. Both stages require hearings before the regulatory body. The Planning Commission meeting occurred on December 4th, 2024, and the project was recommended for approval. The Town Council meeting is scheduled for January 21st, 2025. If approved by Town Council on January 21st, the project will move into Construction Document Development with a goal of beginning construction in fall 2025.

3. Scope of Services

Advise, assist, and provide recommendations to the Owner and the Design Team on all aspects of the planning design of the work. Provide constructability recommendations to minimize adverse effects of labor or material shortages; time requirements for procurement, installation and construction completion; and factors related to construction cost including estimate of alternative design or materials, preliminary budgets and possible cost savings.

a. Provide review of Design Development (DD) documents prepared by Architect and their Design Team and provide constructability input and advice on construction feasibility, alternative materials, and availability. Review preliminary cost estimate provided by Owner and Design Team and provide input. Provide suggestions and/or modifications for cost savings opportunities of in-progress design documents. Prepare a preliminary project schedule for Design Team, and Owner’s package recommendation and schedule for completion of bid packages for subcontractors bidding to be managed by the CM/GC. Advise/recommend Value Engineering (VE) opportunities with Architect and Owner.

b. During the Construction Document (CD) phase, provide review of construction documents prepared by Architect and their Design Team for constructability.

Suggest modification to improve completeness and clarity to reduce future change requests due to inconsistencies or omissions in the construction documents. Provide detailed project schedule. Incorporate construction phasing to assist in planning and reduce impacts to Town operations. Provide construction management plan and site logistics plan.

c. Prepare a detailed cost estimate of the 90% CD documents with supporting data for review by Architect and Owner. Advise/recommend VE opportunities with Architect and Owner.

d. It is anticipated that the GMP will be requested following completion of the CD phase. The established GMP will be the maximum amount paid for the construction of the facility. Acceptance of the GMP by contract will constitute completion of pre-construction services and that GMP Amendment will initiate construction period services for the Project. At the time of execution of the GMP Amendment, the CM/GC will be required to submit a 100% performance and payment bonds for the completion of the Project.

e. Should the project proceed to construction, it is anticipated but not guaranteed that the successful bidder will be awarded the GMP.

f. While it is the goal of the Town to proceed directly into construction of this project after final design, completed pre-construction services and development of GMP, it is to be known that the construction on this project is contingent on receiving local approvals and sufficient funding.

4. Request for Proposals Documents

These documents are provided by the Town and are attached hereto by this reference:

a. Exhibit A: Bid Form

b. Exhibit B: Design Development Drawings

5. General Terms and Conditions

a. Proposal Submittal:

Paper or electronic submission are both acceptable. Proposals must include a signed Bid Form and must be received by no later than 3:00 p.m. on. The submittal should be sent as follows:

ATTENTION: Mike Horvath, Town Engineer Mailed: P.O. Box 5010, Snowmass Village, CO 81615 Physical: 130 Kearns Rd, Snowmass Village, CO 81615 Email: mhorvath@tosv.com

Any proposals received after 3:00 p.m. on January 27, 2025, will not be considered.

It is the sole responsibility of the Submitted to ensure that the Proposal is received by the deadline above.

b. Proposal Preparation:

mailto:mhorvath@tosv.com

Bidders are required to use the Bid Form contained herein. The Bid Form must be signed by an individual authorized to bind the Bidder. All Proposals submitted without such signature may be deemed nonresponsive. The Proposal will not be modified or conditioned in any manner.

Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by the Town to the extent permitted by law and subject to CORA C.R.S. 24-72-101.1 et seq.

Nothing herein is intended to exclude any responsible Bidder or in any way restrain or restrict competition. All responsible Bidders are encouraged to submit their Proposals.

The Town, its employees, the Town Manager, Town Engineer or any entity assisting the Town in the RFP process shall not be liable for any costs incurred by the Bidder for the preparation or presentation of the proposal and/or in participating in the competitive process contemplated in and by this RFP.

c. Proposal Opening:

The Town of Snowmass Village Town Manager’s Office will receive proposals for the Little Red School House project until 3:00 p.m. on January 27th, 2025. An abstract of the proposal information will be made available upon request within seven (7) days after the date of the Proposal Opening.

d. Proposal Award:

The contract will be awarded to the Bidder that best meets the criteria established, as outlined below. The Town reserves the right to reject all proposals, reject portions of any proposal, or accept all or portions of the Proposal(s) deemed most advantageous and responsive. The determination will be made by the Town at its sole discretion. The selected Contractor shall enter into a Contract with the Town.

The Town may, at its sole discretion, interview one or more bidders as part of its selection process.

The AIA document A133 -2009 “Standard Form of Agreement Between Owner and Construction Manager as Constructor where the basis of payment is the Cost of the Work Plus a Fee with a Guaranteed Maximum Price” and AIA document A201-2017 “General Conditions of the Contract for Construction” will be executed without modification.

The Proposal shall be valid for a period of sixty (60) days from the deadline specified for receipt of Proposals. Bidders may withdraw their proposals prior to the specified deadline. No proposal shall be withdrawn after the opening of the proposals without the consent of the Town, for a period of sixty (60) days after the scheduled Proposal Opening.

e. Evaluation Criteria:

The following Evaluation Criteria shall be used to evaluate all Proposals and determine the successful Bidder:

• Overall responsiveness/Best fit for this project

• Firm’s experience and reputation with projects of similar size and scope

• Project Manager and Superintendent’s experience and success working on projects of similar size and scope

• Project Approach – philosophy, phasing, safety, and processes

• Material submitted is professionally prepared and organized

• Cost Estimate for the pre-construction services

• Fee for General Conditions

• Fee for Profit & Overhead

6. Communications

Questions regarding this RFP should be directed through the BidNet website or by email to the Contact at the above-noted email address. Written questions will be accepted up to forty-eight (48) hours prior to the Proposal Opening Date, excluding weekends and holidays. Questions will be accepted until 5 PM on January 22, 2025.

The Bidder has the responsibility at all times to notify the Town by email of any ambiguity, divergence, error, omission, oversight or contradiction contained in this RFP as it is discovered, or to request any instructional, decision or direction which may be required to prepare its Response.

If it becomes necessary to revise any part of this RFP the Town will provide a posted addendum on BidNet. It is the sole responsibility of the Bidder, prior to the Closing Date, to ensure that they have reviewed on BidNet for any and all revisions.

7. Milestones and Dates

Milestone Date

Issue RFP December 26, 2024

Optional Site Visit January 15, 2025 – 2:00 p.m.

RFP Clarification/Question Deadline January 22, 2025 – 5:00 p.m.

Proposals Due and Proposal Opening January 27, 2025 – 3:00 p.m.

Shortlist Announced – if needed January 30, 2025

Interviews – if needed February 3, 2025

Selection – if needed February 7, 2025

Construction Documents phase 1st & 2nd quarters of 2025

Negotiate GMP contract 3rd quarter 2025

Construction phase Start 3rd quarter 2025 (at the earliest)

Completion – anticipated 3rd quarter 2026

8. Requirements for Proposal Submission

a. Firm Summary

i. Provide a summary highlighting your firm, project team, project approach and why your team is the best fit for this project. Please provide, at a minimum, the following firm information:

1. Firm name, address, telephone number, fax number, email address, and website address (if any).

2. Total number of current employees, including principals; and provide the average number of employees, including principals, for each of the last five years.

3. Total number of projects under current contract.

4. Total number of projects under contract for each of the last five years.

5. Staff Hourly Rates

b. Similar Project Experience – Detailed Profiles

i. Profile similar experience with construction of an early childhood education center, especially in mountain towns in the American West.

Limit experience to projects in which construction was completed in the last five (5) years or is in progress. Include the following for each project:

1. Project Name

2. Project photo(s)

3. Scope description

4. Dates

5. Construction schedule information:

a. Start of construction

b. Contractual substantial completion date

c. Actual substantial completion date

6. Budget information:

a. Owner budget at the time of award

b. Initial contract amount

c. Contractor initiated change order amount

d. Final project cost

7. Description of relevance to this project

8. Awards won, reference letters, additional information

c. Project Team

i. Include professional resumes for the proposed project team. At a minimum, include resumes for the following positions:

1. Project Executive

2. Project Manager

3. Site Superintendent

4. Preconstruction Manager

5. Additional positions you may feel are relevant

Also, include an Organizational Chart to illustrate the structure of your proposed project team and explain how your firm will provide continuity from pre-construction through the warranty period and how you will assure that these team members stay on the project throughout its duration.

d. Project Approach

i. Include a short overview of experience, philosophy, and processes with regards to the following areas:

1. Involvement during the design phase

2. Discovery/Investigation and approach to working with architects and engineers

3. Scheduling

4. Cost estimation

5. Value engineering

6. Use of local subcontractors

7. Use of green construction standards

8. Quality control measures and practices

9. Project staging and construction management

10. Safety and security practices

11. Project closeout

12. Warranty period

e. Pricing Information

i. Bidders are required to use the Bid Form contained herein to provide a detailed cost proposal based on the scale and scope of the project.

Consideration should be given to the experience and manpower necessary to manage the project for its duration.

f. Additional Information

i. Include the following information:

1. Indicate all litigation, current or in the last five (5) years

2. Indicate the location of the principal office for which work will be performed

3. Your firm’s experience in working with the Town of Snowmass Village, your relationships with any Town Department, and record of offenses with the Town, if any.

9. Proposal Format

a. General Requirements

To facilitate comparison and evaluation, bidders shall follow the format outline herein. Proposals shall contain concise written material and illustrations that enable clear understanding and evaluation of capabilities of the Bidder. Legibility, clarity, and completeness shall be considered essential aspects of any acceptable materials. It shall be the Bidder’s sole responsibility to ensure that all information contained in a submittal complies with this requirement. The TOSV, at its sole discretion, may disqualify and reject any proposal which it deems illegible, unclear or incomplete.

b. Physical Formatting of Submittal

i. For typed pages, an 8 ½” x 11” format is required

ii. For illustrations, an 11” x 17” format may be used.

iii. Submittals may use either a single-sided or double-sided.

iv. Pages shall be sequentially numbered.

v. Tab dividers corresponding to the materials formatting requirements herein may be used at the discretion of the Bidder.

vi. Please provide (1) electronic copy (by email or USB drive).

vii. Bidders may provide bound paper copies of their proposal at their expense.

c. Additional Requirements

i. AIA Documents A133–2019, Owner/CMC Agreement—Cost of Work Plus Fee with GMP, AIA Documents A201–2017, General Conditions of the Contract for Construction, and B133–2019, Standard Form of Agreement Between Owner and Architect, Construction Manager as Constructor Edition will be used for this project.

ii. Successful Bidder will be required to use an open book approach to bidding all trades, conducting the GMP process in a fair and transparent manner.

iii. All trade packages must be competitively bid to a minimum of two (2) bidders unless self-performed work is clearly stipulated.

10. Pre-bid Conference and Site Visit

A Pre-bid conference will be conducted by the Town and the Town’s representatives:

Date: January 15, 2025, 2:00 p.m.

Location: Town Hall, 130 Kearns Road, Snowmass Village, CO

Representatives of Town and the Design Team will be present to answer questions.

Any questions which, in the opinion of the Town’s Representative, cannot be answered by direct reference to the Contract Documents will be answered by formal written Addenda. The Pre-bid conference will include a tour of the site of the work.

All interested parties are encouraged to attend, but attendance is not mandatory.

11. Conditions of Work

All Bidders must inform themselves fully of the conditions relating to the Project and the employment of labor therefor. Failure to do so will not relieve the Bidder of the obligation to furnish all material and labor necessary to carry out the provisions of the contract.

The Bidder, in carrying out work, must employ methods or means that will not cause any interruption or interference with the work of any contractor or the Town’s scheduled use of the area surrounding the site.

By submitting a proposal, the bidder certifies pursuant to C.R.S. § 8-17.5-102(1) that, at the time of proposal submission, it does not knowingly employ or contract with an illegal alien and that the contractor has participated or attempted to participate in the Basic Pilot Program that is administered by the United States Department of Homeland Security in order to verify that it does not employ any illegal aliens.

12. Interpretations

No interpretations of the meaning of the Scope of Work will be made to any Bidders orally. Every request for such interpretation should be in writing, addressed to the Town’s Contact listed above.