EEDC CM@Risk 011919

January 18, 2019 Advertisements for Bids, Capital Construction

REQUEST FOR QUALIFICATIONS FOR CONSTRUCTION MANAGEMENT SERVICES
ENGINEERING EDUCATION AND DESIGN CENTER

January 19, 2019

SECTION I:  SUMMARY

The University of Maine (UMaine), located in Orono, Maine, desires to procure Construction Management (CM) services from individual firms or teams for the ENGINEERING EDUCATION AND DESIGN CENTER (EEDC) project.  The project consists of the construction of a new academic and laboratory building for the College of Engineering.

General
As part of Maine’s land-grant university, the mission of the University of Maine’s College of Engineering is to produce the graduates and new technologies needed to move Maine’s economy forward.  As a UMaine signature area, the College of Engineering continues to play a vital role in Maine and beyond to prepare an educated workforce, conduct research that turns knowledge into innovative solutions, and provide outreach that includes science, technology, engineering, and math (STEM) initiatives.  The EEDC will be a new facility to improve these services and will be located on the Orono campus.

Conceptual Project Description
The Engineering Education and Design Center (EEDC) will be a multi-use academic and laboratory building intended to become the heart of the undergraduate engineering education at the University of Maine.  The building uses will include education, design and limited research in various classrooms, laboratories, collaborative spaces, and common public spaces.  The focal point of the EEDC will be hands-on, team-based laboratories for senior capstone design projects where students from multiple engineering disciplines will be brought together to collaborate.  The intent of the lab design is to be flexible so they may be used by the various engineering disciplines.  There will be informal collaboration spaces for students to work in small groups on projects and homework assignments.  Classrooms will likely range in size and be flexible to accommodate group learning.  There will also likely be specialized classrooms for engineering demonstrations and distance learning.  The latter will allow select engineering courses originating at UMaine to be shared with other University of Maine System campuses and facilities.  While multiple departments will utilize the building, the EEDC is intended to specifically house the Department of Mechanical Engineering and the biomedical engineering portion of the Department of Chemical and Biomedical Engineering.

The primary firms of the design team are WBRC Architects/Engineers of Bangor, ME and Ellenzweig of Boston, MA.  A Pre-Design Phase was completed in April 2018 and resulted in a report describing the proposed building programming and the site selection process.  The proposed EEDC building is anticipated to be a 4-story structure with an approximate footprint of 30,000sf, and a total floor area of 105,000sf including mezzanine mechanical and basement areas.  The existing Machine Tool Lab building on Long Road on the UMaine campus will be demolished and replaced by the EEDC building.

The following elements are anticipated to be incorporated into the EEDC:

Conceptual Building Elements:

  • Primary entrance with Welcome and STEM Outreach Center.
  • Undergraduate Design Laboratory with open, multidisciplinary labs for use by students in designing and building senior capstone projects.
  • Specialized laboratories adjoining the Undergraduate Design Laboratory for electronics, advanced machining, 3D printing, and other supporting functions.
  • Multiple types of classrooms including lecture halls, flexible classrooms that accommodate collaborative learning, engineering demonstration classrooms, and “smart” distance learning classrooms.
  • Faculty, staff and graduate student offices.
  • Undergraduate, graduate and research laboratories to support bioengineering.
  • Undergraduate teaching laboratories to support mechanical engineering.
  • Flexible student workspaces for collaboration on group projects and homework assignments (group sizes from 2 to 10).
  • Commons and snack bar in close proximity to student workspaces.
  • Conference rooms, common areas and other non-formal meeting areas.

Conceptual Building Infrastructure and Other Features:

  • Architectural fit to surrounding campus structures that complements the campus environment.
  • Be supported from existing campus infrastructure including roads, parking and utilities.
  • Pedestrian access to other engineering and engineering-related buildings.
  • Vehicle access including loading facilities and bus drop off near a primary building entrance.
  • Primary service entrance near infrastructure support areas for maintenance and operations.
  • Electrical system capacity to support advanced machining equipment.
  • Mechanical systems in some laboratories suitable for use of bioengineering materials and/or chemicals.
  • Interior elevators including passenger and freight elevator(s) with capacity to move large equipment.
  • Desirable for the building to incorporate appropriate renewable/efficient energy systems that can be used as a teaching tool.
  • Full foundation and partial basement.
  • ADA, Title IX and EO accommodations.
  • LEED engineering principles to be incorporated for certification.

Anticipated project conditions and other challenges:

  • Work will be performed in close proximity to occupied buildings requiring close monitoring and require mitigation of impacts to adjacent activities.
  • Limited site area for construction activities and laydown space resulting in methods to identify daily use for select materials, labor and equipment to be shuttled to the site from a remote logistical base location;
  • Public project with higher public profile heightening the need for a high level of planning, estimating and scheduling that will limit unknowns or uncertainties;
  • Complex floor plans and diverse programs requiring a high degree of coordination of project management and trades.
  • Work requires LEAN-style project management that encourages efficiencies and avoids conflicts of space and duplication of efforts.
  • Work requires specific schedule-based project planning methods (aka “pull-planning”) to collaboratively develop work plans.
  • Work requires experience working with owners with owner in-house project management and maintenance support staffs to coordinate interface with existing campus conditions, infrastructure and operations.

The project is anticipated to have a four (+) year schedule and include the following phases for CM services:

Phase Construction Management Services Proposed Schedule
Schematic Design N/A Complete
Design Development TBD Oct ’18 to Mar ’19
CM joins project team Pre-Construction Services – estimating for Design Development and estimate reconciliation Apr ’19 to May ‘19
Construction Documents Pre-Construction Services including review, planning and estimating at end of Construction Documents June ‘19 to Jan ’20
Bidding Bidding and preparation of a Guaranteed Maximum Price Feb ‘20 to Mar ’20
Construction Construction management Apr ‘20 to May ‘22
Occupancy/Substantial Completion Owner takes occupancy May ‘22
Close Out Warranty, FFE, commissioning, and other support May ‘22 to Aug ‘22
Full Occupancy/Final Completion Owner takes full occupancy September 1, 2022

The selected firm will provide CM services on a project team in support of design and construction as managed by the Office of Facilities Management (FM).  This Request for Qualifications (RFQ) seeks qualified firms to submit statements of qualifications with the intention of providing CM services for the duration of the project from April 2019 to its anticipated final completion no later than September 1, 2022.  Construction management services for the project will begin immediately following execution of the AIA A133 Standard Form of Agreement Between Owner and Construction Manager as Constructor for Pre-Construction Services with the selected firm or lead firm.  Individual firms or teams desiring to be considered should submit a statement of qualifications indicating interest, relevant experience and the ability to start work immediately.

SECTION II:  RESPONSIBILITIES

The CM will be expected to perform services consistent with the industry-accepted role of a CM during pre-construction and/or construction execution.  In general, they will include, but will not necessarily be limited to, the following:

A.  Coordinating with FM, Designer and other project team members as necessary, throughout the design and construction project phases.

B.  Assisting with project planning and scoping.

C.  Providing recommendations regarding constructability, materials and equipment selections, and cost savings.

D.  Assuming charge of and responsibility for construction scheduling and cost estimating. For this project, the schedule and budget updates will be prepared at the end of Design Development and Construction Documents, with the latter intended for a Guaranteed Maximum Price.  Such estimating will be accomplished by the Construction Manager, without creating obligations to prospective sub-bidders.  It will be the Construction Manager’s responsibility to develop an understanding of the project, adequate for the proper preparation of such estimates.  The accuracy and timeliness of construction estimating is of utmost importance.

E.  Qualifying sub-contractors.

F.  Letting sub-contracts for bid.

G.  Managing bidding and providing a Guaranteed Maximum Price (GMP).

H.  Providing a performance bond, a payment bond and insurance certificate(s), and maintaining such insurance and bonds through the one year corrections period following Substantial Completion.

I.  Holding sub-contracts for construction.

J.  Managing the construction including, but not limited to, coordination, inspection, supervision, safety, and quality control services.

K.  Maintaining construction phase records and accounting, including preparing LEED certification documentation.

SECTION III:  STATEMENT OF QUALIFICATIONS, REQUIRED SUBMISSION INFORMATION

Prospective CM firms should prepare and submit a statement of qualifications for UMaine’s consideration.  The firm’s Statement of Qualifications shall respond to each selection criteria listed below, with responses organized in discrete sections and in the same order as presented below.  Each firm’s submittal must include an index, with tabs corresponding to each section.

A. Letter of Interest. Provide a brief letter summarizing the firm’s interest, qualifications, experience, and the ability to start work immediately.  Include total dollar volume of CM work completed during each of the past three (3) years.  Identify work by office located closest to Orono, Maine.

B. Construction Management Experience. Provide a detailed description of the firm’s background and experience with construction management for similar projects within the last ten (10) years, with a focus on providing services for higher-education clients.  Please include:

1. Description of the firm’s philosophy of construction management.

2. A minimum of three (3) completed project case histories shall be presented demonstrating budget, schedule and change order performance. Within the context of the case studies, provide information related to the following:

a. Demonstration of previous successful experience managing projects using the Construction Management at Risk method for a new multi-use academic and laboratory building with a construction value of $40 million or greater. Examples of buildings for a college of engineering for a higher education client with campus-scale facilities preferred.  The ideal similar building to the EEDC would be a multi-story structure with an approximate footprint of 30,000sf, a total floor area of 100,000sf including mezzanine mechanical and basement areas.

b. Demonstration of previous successful experience managing projects using the Construction Management at Risk method, with relation to budget, schedule and scope. Include descriptions of management methods and staff structures used to plan, schedule and control complex work conditions.  Include examples of change order history.

c. Specific experience with pre-construction services for new engineering buildings including a description of the working relationship with the owner, designer and project team, including building committees and end-users.

d. Demonstration of successful management systems for the planning, organizing and monitoring of similar construction projects, including, specifically, estimating, budgeting, scheduling, timely delivery, and cost controls. Preferred qualifications would include experience with logistically-challenged sites, mitigation methods for work adjacent to occupied spaces, and project phasing through use of early work packages.

e. Demonstration of experience with qualifying sub-contractors.

f. Demonstration of knowledge and experience in the careful evaluation of building systems, construction techniques and recommendation of materials to create optimum dollar value without compromising design criteria.

g. Specific experience with developing LEED certification programs with owner and design team to U.S. Green Building Council standards.

3. Description of the firm’s construction safety program.

4. Description of the firm’s program for project follow-up and warranty.

5. Historic data on the cost of general conditions/overhead as a percentage of the total construction costs for similar projects. Include a list of typical expenses included in the general conditions/overhead expense.

C. Construction Manager. Identify the person who will be the Construction Manager directly responsible for providing services to UMaine and provide a brief resume of education, qualifications and experience, and role in the firm’s services.  Submission of name(s) shall be considered a commitment on the part of the CM firm to retain stated personnel on the project throughout its duration.

D. Principal Support Staff. Identify the person(s) who will be the principal support staff including, but not limited to, project managers, project engineers, superintendents, and estimators.  Provide a brief resume including education, qualifications and experience and role in the firm’s services.  Submission of names shall be considered a commitment on the part of the CM firm to retain stated personnel on the project throughout its duration.

E. Availability. Indicate the firm’s dedicated resources available to UMaine for this project in relation to other workloads and whether the firm has sufficient resources to provide services promptly to meet the project schedule.  The project schedule is provided in Section I.

F. References. Provide a minimum of three (3) references (name, address, telephone number, and email address) who are current or former clients for whom similar work has been performed within the last ten (10) years and who can be contacted by UMaine with respect to the firm’s reputation for work, responsibility, timeliness, cost, and efficiency.  References from current UMaine employees will not be accepted.  Letters of reference may be submitted with additional information as appropriate.

G. Other Information. As desired, provide any other information the firm considers relevant to the evaluation criteria set forth in this RFQ.

H. Qualifications Statement. Provide a completed AIA Document A305.  The financial statement required under Section 5.1.1 of the A305 may be submitted in a separately sealed envelope within the submission package.

SECTION IV:  SUBMISSION PROCESS

A. Submission Schedule. The process schedule is anticipated to be as follows:

University advertises for qualifications Saturday, January 19, 2019
Deadline for Questions due no later than 4:00pm Thursday, January 24, 2019
Response to Questions due no later than 4:00pm Monday, January 28, 2019
Qualifications submissions due no later than 2:00pm Monday, February 4, 2019
Anticipated notification of firms to be interviewed week of February 11, 2019
Presentations/Interviews (interview time selected by lot) week of February 18, 2019
Anticipated notification of selected firm and non-selected firms week of February 25, 2019

B. Contact Person. Questions about this RFQ shall be addressed in writing via email to:

    1. Walter Shannon
      Assistant Director of Capital Planning and Project Management
      University of Maine
      Office of Facilities Management
      Orono ME 04469-5765
      cppmquestions@maine.edu

C. Submissions. Qualifications shall be submitted according to the following:

1. Time, Date and Place Due.  Submittals are due no later than 2:00pm on Monday, February 4, 2019.  All submissions shall be addressed and submitted to:

    1. Carolyn McDonough, P.E.
      Director of Capital Planning and Project Management
      University of Maine
      Office of Facilities Management
      5765 Service Building, Room 111
      Orono ME 04469-5765

Submittals received by FM after the deadline will not be considered.  Faxed, emailed or digital submissions will not be accepted.  Firms assume all risks of the method of delivery chosen.  UMaine assumes no responsibility for delays caused by any package or mail delivery service.

2. Submission Identifier.  The outside of containers in which Qualifications are submitted must be clearly marked with the firm’s return address and the notation:  Qualifications to Provide Construction Management Services, Engineering Education and Design Center.

3. Number of Copies.  One (1) printed original, eight (8) hard copies and one (1) .pdf copy.

D. Other Information.

1. Firms should identify a project contact, with email address, for purposes of receiving any updates regarding the RFQ selection process no later than 4:00pm on January 28, 2019. Firms which do not provide contact information to the designated contact will not receive these updates.  Updates will be posted on the FM web site as appropriate:  www.umaine.edu/ofm/advertisements.htm

2. Do not contact any other University employee, representative or student regarding this RFQ unless specifically directed to do so in writing by the designated contacts.

3. No site tours will be provided at this time. The EEDC will replace the existing Machine Tool Lab building on Long Road.

4. The following project documents are provided for informational purposes only:

a. “Program and Site Selection Report, Engineering Education and Design Center, College of Engineering”, for the University of Maine, prepared by WBRC and Ellenzweig, April 25, 2018.

SECTION V:  SELECTION PROCESS

A. General. All qualifications submitted in response to this RFQ will be reviewed for completeness prior to referral to the Selection Committee.

B. Selection Committee. The Selection Committee will consist of representatives from the University of Maine, including the Office of Facilities Management and the College of Engineering.

C. Submittal Evaluation Criteria. The Selection Committee will determine the merit of submissions received in accordance with the responses provided to the qualification information requested in Section III.

D. Interviews. Firms with top-ranking submittals may be short-listed for an interview with members of the Selection Committee.

E. Final Selection. Upon interview completion, firms will be evaluated and ranked based on these interviews, and a final CM selected.  References will be checked at that time.

F. At the time of award, the University will negotiate with the selected firm for Pre-construction Phase services including determination of the Construction Manager’s Fee and the CM firm’s fee structure, including billing rates associated with pertinent personnel and prices for anticipated direct reimbursable costs.  Should the parties fail to reach an agreement on the final terms of this contract, the University reserves the right to proceed with an alternative award.

SECTION VI:  FORM OF AGREEMENT

A. The successful firm will be required to enter into a standard University of Maine contract. The form of agreement between Owner and the chosen Construction Manager will be a single document, AIA Document A133, Standard Form of Agreement Between Owner and Construction Manager as Constructor.  The standard form of agreement for the construction shall be the AIA A133, Exhibit A Guaranteed Maximum Price Amendment.  Work under this project shall not begin until an Agreement has been fully executed.

B. The length of the contract is intended to be for the duration of the project to final completion. The project schedule is provided in Section I.

C. The following documents are part of the Request document packet of information:

1. University of Maine System, “front end” Contract Documents, Sections 00 XX XX, sans Bidding Documents. These are requirements for construction contracts and shall apply to the GMP Agreement with “Contractor” changed to “Construction Manager.”

SECTION VII:  ADDITIONAL PARAMETERS

A. The Owner retains the right to waive any informalities, to reject any or all Statements of Qualifications, or to accept any Statement of Qualifications that may be determined to be in its best interest.

B. It is the Owner’s intent that the work be publicly, competitively bid by qualified sub-bidders for each trade or bid package. The Designer and Owner will work with the Construction Manager in evaluating sub-contractors.  All sub-bidders shall be qualified and must have directly-related experience.  All sub-bids shall be delivered in sealed, labeled envelopes and opened in the presence of the Owner and Designer.

C. The Construction Manager Request for Qualifications and Selection Process, as outlined herein, shall be considered subject to change as required by the University of Maine. Terms and conditions of the Agreement between Owner and Construction Manager shall take precedence over all prior understandings and/or agreements, if any, including this Request for Qualifications.

D. The Owner retains the right to terminate the services of the Construction Manager at any time prior to the execution of an AIA A133 Exhibit A Guaranteed Maximum Price Amendment (GMP), and the Owner’s obligation shall be limited to actual documented expenses of the Construction Manager as of such date.

E.  Protests of Award and Authority to Resolve Protests.

1. After the selection of the CM firm, any firm not selected may submit a protest in writing to the University of Maine System Chief General Services Officer (CGSO) within five business days of the date of the Notice of Award, with a copy to the firm that was awarded the contract.  The protest must contain a brief statement of the basis for the challenge.  The CGSO may stay the award until the protest has been resolved.

2. The CGSO will base his or her decision on a review of the facts.  There will be no hearing, no testimony and not additional information unless the CGSO deems that additional information is necessary to resolve the protest.  The CGSO will communicate his or her decision to the protesting firm, the campus and the firm originally awarded the contract.  If a protest is not resolved to the satisfaction of the protesting firm, the firm may file an appeal with the UMS Vice Chancellor for Finance and Administration within ten business days of the written decision of the CGSO, with a copy to the firm awarded the contract.  The determination of the Vice Chancellor is final and will be given in writing and submitted to the protesting firm, the campus and the firm originally awarded the contract.

F.  Scholarships, donations or gifts to the University, will not be considered in the evaluation of submissions.

END OF REQUEST FOR QUALIFICATIONS