IASBO's Construction Manager Request for Proposal (RFP)
IASBO’s Construction Manager Request for Proposal (RFP) An in‐depth review of the Construction Manager Request for Proposal (RFP) documents created by the Planning & Construction PDC and is pending approval by the Legal and Purchasing PDC's. Gain a “process driven insight” to help you identify what you really need from start of the selection process, evaluating and selecting the appropriate team and tips to negotiate terms of a contract.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
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Introductions Stephen Johns - Moderator – Business Manager Milburn School District
• Dan Stanley – Business Manager, Lincolnshire-Prairie View School District. • Sam Cavnar – Attorney, Robbins, Schwartz, Nicholas, Lifton & Taylor, Ltd. • Terry Fielden – Director of K-12 Education, International Contractors, Inc. (ICI) • Jack Hayes – President, Frederick Quinn Corporation (FQC) • Ian Lamp – President, Lamp Incorporated (lampinc) • James Petrakos – Principal, Tria Architecture 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
IASBO Ethics Statement • The Moderator will help ensure the Illinois ASBO Code of Ethics is adhered to throughout the presentation and ensuing audience discussion. • Moderators are given the authority to ask any attendee to leave if they become combative with presenters • This presentation is to be informative and not to promote specific products, services, companies, etc. • If a vendor is a presenter and uses the presentation as a platform to “sell” their product or services, the Moderator has the authority to stop the presentation if the presenter refuses to modify their content. • Any vendor presenter who violates these regulations may be excluded from presenting at future presentations. • We ask the audience to join with us in respecting these guidelines.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
What we are not going to cover:
• Selection of the Architect: the assumption is that the Architect is under contract. • Does your project need a construction manager? There is a separate presentation on that topic • Where can I find qualified CM’s? Good luck. • We had a bad experience with a CM and are now seeking a better method of selection this time…somewhat covered here. • Sarcasm font applied. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics of Discussion • What is a CM RFP? And Why Do We Need It? • Exploration of the Draft IASBO Construction Manager RFP I. Critical Information II. Service Desires III. Selection Criteria
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? • RFP = “Request for Proposals”- The majority of Districts are taking dollar amounts with the request for CM Services. Money is a fact but, is it a “factor” in selection? • RFQ – “Request for Qualifications”- This is included in the RFP. An option is to narrow the CM’s based on Qualifications and then ask for a dollar amount. The dollar amounts may make more sense if you first decide on an “experience based level of qualification”. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? Clarify the Type of CM Contract You Wish to Undertake CM As Agent: (Least used format) The CM will assist in preconstruc3on design and es3ma3ng, provide field staff, manage the contract or schedule HOWEVER the District will hold all the contracts and the schedule risk. CM At Risk: (most desired format) The CM will assist in preconstruc3on design and es3ma3ng, provide field staff, manage the contract or schedule MORE IMPORTANTLY the ConstrucDon Manager will hold and enforce all the contracts and the schedule risk. The ConstrucDon PDC offers an extended explanaDon in other seminars. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? RFQ: QualificaDons Based SolicitaDon: Really works best on a CM Agency delivery as the costs are easy to understand. Basically: Staffing, Professional Fee and Insurance. Agents do not provide field labor services RFP: Fee Proposal Based SolicitaDon: Really works best on a CM At-‐Risk delivery as the costs are not as easily defined. Basically: Staffing, Professional Fee and Insurance. At-‐Risk can or will provide field labor services and/or bid on the work. A fee submission is a good prac3ce for evalua3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
THE DRAFT IASBO – CONSTRUCTION MANAGER (CM) RFP TEMPLATE
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
EXPLORING THE IASBO CM RFP A proposed draK of the CM Solicita3on format is currently under final review under the guidance of the Construc3on and Planning PDC. This presenta3on is designed to explain the RFP process and offer insight in selec3ng and evalua3ng the correct CM for your project..
CM selecDon is a voluntary acDvity and is not currently governed by State Statute. The pending draU is intended to help standardize guidelines and sDmulate internal discussion criteria for selecDon.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
STRUCTURE OF THE DRAFT RFP The CM RFP/RFQ will be divided into following major segments: • • • • • • •
Type of CM Delivery “Agency” or “At-‐Risk” DescripDon of Project DescripDon of SelecDon Process QualificaDon and IdenDficaDon of Assigned Staff Experience of the CM DescripDon of Services Legal Aspects to Protect the District
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver
The District needs to describe the need for CM services such as the following key factors: • Referendum Planning or Long Term Capital Planning • Complex or Summer RenovaDon ($500K and above) • Capital Project ($2M and above) • Complex site logisDcs or difficult site access • Other District generated criteria such as “lack of experienced staff” Please note the services of the Architect are always necessary. The Architect should also be willing to objecDvely evaluate and communicate the need for a ConstrucDon Manager to the District.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver Focus the CM on your parDcular project aspects that by selecDng and defining the important project needs: • • • • • • •
Overall dollar volume of the program Is the project referendum dependent? Describe the desired educa3onal use-‐”specialized experience” may be necessary Define the size of the facility: stand alone building or addi3on Define the level of renova3on: Cosme3c, HVAC intensive, structurally invasive, etc. Construc3on will or will not take place during occupied periods Constrained or unique site access/logis3cs
Specific Dme period of construcDon for your project: summer, one year, two years. This is criDcal in reviewing the relevant project experience.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver Project InformaDon The project is subject to approval of budgets and funding by the Board of Educa3on. The Board may suspend the project at any stage up to and including following receipt of bids. [Provide a detailed project descripDon including at a minimum; square footage, educaDonal facility type, new construcDon and/or , renovaDon, approximate dollar value, schedule for compleDon, demoliDon, abatement, name of school, status of referendum and/or current state of design.] TIP: The District’s Architect can assist with the Project DescripDon. Rendering or floor plans of the buildings should be provided as they are available. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Define the Overall Schedule for Selection of the CM The District must allow sufficient Dme to adequately accept, review, digest and interview the firms. Therefore, the need to hire a CM should be an early topic of discussion. Schedule descrip3on should include: • Name of Architect; Current state of design and design date milestones. • An3cipated overall project schedule. • Date when solicita3on proposals are due to the District.* • Review 3me period* • Interview 3me frame* • Board Award of the CM *Just like construcDon “speed does not always yield high quality in the selecDon process”.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Define the Overall Schedule for SelecDon of the CM •
District Schedule to Award the CM Services TIP: The schedule must be clearly outlined to hold the District’s time frame. The below is a sampling of key dates. These are adjustable based on the needs of the District and the overall complexity of the project.
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[Date, Year] - RFQ Released [Date, Year, Time] – RFQ Pre-Submission Meeting TIP: The meeting is generally run by the Business Manager and should last 60-90 minutes. [Date, Year] - Last date to submit questions/clarifications [Date, Year, Time] – RFQ Due to District [Date, Year] - RFQ Recommendation Committee Review TIP: A committee should be formed that will review and rank qualifications in order to make a recommendation to the Board of Education for award. [Date, Year] - RFQ Interview List Released [Date, Year] - Interview Process TIP: The District should develop an internal understanding of how the interview process will be conducted prior to release. CM firms will ask this question at the Pre-Submission Meeting. [Date, Year] - Committee recommends firm for Board Approval [Date, Year] - Award by the Board of Education TIP: It is best to gain an understanding with the Board of Education that they are making an award on the basis of the committee recommendation. The Board should not conduct a review process.
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65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Qualifications and experience of the proposed staff: Project Staffing Summary of educa3on, training and qualifica3ons of the proposed project staff. Staffing might include: • Project ExecuDve (minimum ten years experience in K-‐12 Projects) • Project Manager (minimum five years experience in K-‐12 Projects) • ConstrucDon Superintendent (minimum five years experience in K-‐12 Projects) • Assistant Superintendent-‐could be a person in training • Project Engineer-‐could be a person in training • AdministraDve Staff • Safety Personnel • Any other assigned staff
Each of the proposed staff member should be verifiably connected to the submiled project experience. The need for staff experience level required for the project will vary. The level of desired experience needs to be disused internally within the District.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM Service Offerings/Approaches The District should chose the important aspects in their selec3on process. It is recommended to limit the selec3on to reduce response length
• Provide a brief overview of your firm including the number of years the firm has provided construc3on management services • Describe how you view and approach the role of District Construc3on Manager in partnering with the School District. • Student Safety and Criminal Background Inves3ga3on • Familiarity with State and Federal Grants
Most Cri3cal: • Describe how you provide cost esDmates including outlining the phases of the project and detail of the work.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM PRE-CONSTRUCTION PHASE SERVICES Administration: The construction manager (CM) shall attend and participate In all design phase team meetings. The CM shall prepare a site logistics and utilization plan for review by the Owner. Estimating: The CM shall provide the following estimates: TIP: There are various levels of estimates that may be required for a particular project. This phase is also commonly referred to as “Preconstruction”. It is best to describe the level of estimating that is required as the amount of estimates will impact the cost of the service. • • • • • • • •
Referendum Planning Concept Estimate Schematic Document 100% Design Development Document 50% Construction Document 75% Construction Documents 100% Construction Documents Provide a sample work product of the estimate 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM Scheduling: Develop a detailed master project schedule immediately upon award. This schedule should be developed using a nationally recognized computerized scheduling program. The schedule will include all phases of the work: program development, design, bidding, Board approval of the contracts and all construction activities through close out of the project. • Provide a sample work product of the schedule. TIP: A detailed schedule is required in order to successfully arrive at the required completion date. A good strategy is to request a schedule with the response to the RFQ. The level of detail will provide insight into the overall management ability of the CM. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience The number of similar project experience will vary based on the overall program complexity. It is suggested that a District review at least 3 and no more than 5 projects in detail. • Decide on the number of similar projects that will build confidence in the ability of the CM • Set a 3me frame that will display the current ac3vity of the CM in the market • Ask for relevant and actual project data such as the proposed versus actual schedule 3me frame • Request copies of submi\ed proposed budgets versus the bid results • Provide a cost summary of change orders required for the project with a brief descrip3on of the jus3fica3on The ability of the CM to properly communicate will be displayed in the answers provided: “If you cannot understand their answers, neither can anyone else” “Reject the CM if the answers are incomplete or vague 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience Experience and References: Profile several educational clients and/or projects specifically related to our construction management needs that have been performed within recent years. • Provide a brief overview of other K-12 school districts your firm has worked with that illustrates the depth, experience and service capabilities of your firm with K-12 school clients: • Number of years the Firm has provided Construction Management Service for school projects. • Number of projects of similar scope and type your firm has completed in the past five years. • Project name, location and School District: Name, title, telephone number and email of School District contact • Name, address, telephone number and email of project architect • Project description including size in square feet, schedule, and services provided • Describe your master planning process your firm has developed that illustrates the depth, experience and service capabilities of your firm.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience Experience and References: Profile several educational clients and/or projects specifically related to our construction management needs that have been performed within recent years. • Define your insurance coverage and bonding limits • List all Construction Management Projects that your firm is currently involved with, and the estimated value of each. Include state of completion and contact person. • List five (5) contractor references with whom your organization has worked with in the past twelve (12) months. Submit company name, contact person, and phone number. TIP: A CM that is active in the market will have current references that can attest to the ability of the CM to manage the project timely and with a fair process. • Supporting Data: Include any other supporting data which you feel will assist the District in evaluation of your firm.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM
The District will want to consider cri3cal CM services such as the following:
• Approach in providing fast track or accelerated construc3on. • Approach in providing Quality Control during construc3on. • Approach to management of overall construc3on budget, schedule, maintaining quality and project safety. • Approach to close-‐out, equipment start-‐up and follow-‐up on construc3on related issues including warranty • Approach to sustainable construc3on methods. LEED Projects and LEED AP on staff.
Understanding of Public Bidding and the evaluaDon criteria of the ”Lowest Responsible Bidder” How does the CM evaluate bidders?
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES General AdministraDon: Maintain a competent and sufficient number of full-‐3me field staff to administer the work of the project, coordinate, and supervise the work. The CM shall conduct weekly mee3ngs with the project team and all trade contractors and prepare and distribute mee3ng minutes for all par3es. During early phases of the project, conduct MEP coordina3on mee3ngs as necessary to facilitate effec3ve: use of inters33al spaces. ReporDng/CommunicaDon: On a weekly basis prepare a detailed project report upda3ng the Owner with cost, schedule, safety, quality and other per3nent project facts. Maintain a daily log of construc3on ac3vi3es and photographic log of the projects' progress. On a weekly basis, hold an informa3onal mee3ng with the user groups and other Owner personnel to provide with an overall update of the projects' progress. Develop and maintain computerized informa3on management systems to monitor costs, requests for informa3on, change order status, submi\als and all other project informa3on, 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES ConDnued: Project AccounDng: On a monthly basis, gather all trade contractor and supplier invoices and summarize overall project billing in a format acceptable to the Owner. Process payment requests and collect waivers from trade contractors and suppliers. Review, nego3ate and recommend ac3on regarding all trade contractor change order requests prior to submission to architect and Owner for review. Con3nuously incorporate changes into the overall project budget to maintain an accurate es3mate of total project costs. Obtain the required bonds and insurance cer3ficates from all contractors and suppliers. Requests for InformaDon/Submilals: Review and forward to the architect and/or Owner all trade contractor requests for informa3on and submi\als. Maintain a date sensi3ve computerized log of all such documents indica3ng current status of each. Permits/InspecDons: Secure all necessary local, state and federal permits, inspec3ons and cer3ficates of occupancy for the new and renovated facili3es. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES ConDnued: Self Performance: Describe the work that the CM intends to self perform. TIP: Self Performance is not always needed. The District must also consider the potenDal for “conflict of interest” O & M Manuals/As-‐Built: Prepare and turn over all O & M manuals for all equipment to the Owner. Throughout the project maintain an accurate set of as-‐built documents for the Owner incorpora3ng all aspects of the construc3on. Training/Start Up: Coordinate equipment training for appropriate staff of the Owner to ensure smooth transi3on of building opera3on. Administer start up and tes3ng of all equipment by manufacturer’s representa3ves. Warranty: Obtain appropriate guarantees and warran3es from all applicable trade contractors and suppliers. Provide copies or same to Owner. Enforce provisions of warran3es and guarantees with appropriate par3es. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Cooperation” and Financial Stability of the CM LiDgaDon-‐Extensive CM experience in this area is to be avoided, liDgaDon is normal for construcDon, extensive or long term liDgaDon is trouble Li3ga3on and Ethics Informa3on: List any current or concluded li3ga3on involving your company within the past three years specifically including Client involvement. Describe your company’s involvement in the ma\er and the outcome of the ma\er if concluded. Insurance-‐Review the District required limits with Alorney and Insurance Carrier General Liability-‐upper limits and umbrella, varies with “at-‐risk” versus “agency” Builders Risk-‐District Co-‐Op’s will not cover the CM, the CM will need to provide Bonding-‐A full project Bond may not provide increased protecDon A CM at Risk can provide a general Prime Performance Bond. Be aware that key sub trades over $300K will also be bonded to protect the interests of the prime bond. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on can be asked of the CM Staffing should be laid out in detail with proposed 3me commitments Detail the required costs that the District wants to evaluate “All inclusive costs” are not a safeguard against addi3onal compensa3on A CM should always be “open book” with their costs by detailing inclusions and submigng hourly rates • General Condi3ons Costs will vary by CM Firm so they need to be defined • Request Insurance Rates • Request Cost for Builders Risk Insurance • • • •
CompensaDon Format Sample Summary Breakdown follows………………..
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on SHOULD be asked of the CM
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
review of compensation continued: Ques3ons on proposed compensa3on SHOULD be asked of the CM
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on SHOULD be asked of the CM
CompensaDon Format Keeping a uniform format will allow a clearer review 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” BREAKDOWN of compensation: CM’s will offer a variety of services and General CondiDons depending on the project. Be sure to get a thorough breakdown. Obtain a full breakdown of staffing costs: Office and Site Staff Obtain a full detail of General CondiDons: General CondiDons are costs of the work that the CM may provide directly such as: trailers, cleaning, toilets, etc. The District to the fullest extent possible should define the expectaDons. A sample format follows on the next few slides…..
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of staff compensation:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of staff compensation:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Format of the Submittal and Submission Requirements: Submilal Requirements Qualifica3ons should include informa3on regarding the proposer's experience and approach rela3ng to the subsequent design and construc3on phases of the Project. RFQ submission must include the following: Leler of Transmilal: A one-‐page Le\er of Transmi\al signed by an owner, officer, or authorized agent of the firm or organiza3on, acknowledging and accep3ng the terms and condi3ons of this Request. The le\er must contain a commitment to provide both the services described herein and the personnel proposed for the assignment. The Le\er of Transmi\al should iden3fy all addenda received by the Respondent. Joint Ventures require signatures from all firms par3cipa3ng in the Venture. ExecuDve Summary: The execu3ve summary is intended to highlight the contents of the Proposal and to provide the School District evaluators with a broad understanding of the Respondent’s technical approach and ability.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Format of the Submittal and Submission Requirements: General InformaDon:
a) Name, address and telephone of firm including involvement in industry organiza3ons b) Name and 3tle of contact person c) Name of officers in firm and an organiza3onal chart (one page) d) Brief history of firm (one page) e) Overview of specific qualifica3ons and projects within the K-‐12 school market (Ten pages) TIP: The District may want to limit the number of selected projects or specify a Dme period of past projects. Such as the past five years. A CM should be acDve in the market to be most effecDve. f) Names of school districts and descrip3ons of the work for long range facili3es plans performed by your firm TIP: Use this f and g “in tandem” if the District has a long range plan or intends to develop a long range plan. g) Names of school districts and descrip3ons of the work for long range maintenance plans performed by your firm h) [Addi3onal informa3on that the Respondent feels is a unique qualifica3on and is of direct benefit to the District.] 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process
SelecDon Criteria and Process SAMPLE LANGUAGE A reasonable inquiry for addi3onal informa3on may be conducted by the District as to respondents’ past performance, financial stability, and ability to perform on schedule, within budget, and in a fashion which results in customer sa3sfac3on with quality results. The 3ming of the research may precede or follow the interview process as determined in the best interest of the District. Respondents are solely responsible to promptly supply addi3onal informa3on to the District in connec3on with such inquiries. The promptness, accuracy, and coopera3on of respondents in responding to such inquiries may be grounds for determina3on of non-‐responsiveness as determined by the District. A final evalua3on of all the presen3ng Respondents will be made by the Selec3on Commi\ee in order to determine the best qualified for the project.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process SelecDon Criteria and Process SAMPLE LANGUAGE The Selec3on Commi\ee shall determine the selec3on of respondents for the interview process by reviewing the wri\en qualifica3ons of the respondents based on the responses to the RFQ. A “short list” of no more than (TIP: It is best to give a range of firms to be interviewed such as 3-‐ 4 firms.) firms will be developed. These firms will be invited (TIP: Phone calls are best to noDfy the selected firms) to make a presenta3on before the Selec3on Commi\ee. The Selec3on Commi\ee will consist of (TIP: The names of the individuals are not provided with the request. However, they will need to be idenDfied prior to the interview so that the CM can focus the interview effort. The District does not have to decide on the interview process upon release of the request. However, terms of the interview will need to be formulated prior to inviDng the firms so that they can properly prepare) members recommended by the Superintendent of Schools with approval of the [School District] Board of Educa3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process
SelecDon Criteria and Process SAMPLE LANGUAGE The School District, following Board Approval, may then enter nego3a3ons with the selected firm and ul3mately execute a contract upon comple3on of nego3ated contract terms and fees. The final contract terms and fees must be approved by the Board of Educa3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Attorney Advised Legal Forms If you are seeking a proposal, work with your a\orney to include the following legal forms for the CM to execute such as the following forms: • • • • • • •
Non-‐collusion affidavit Prevailing wage Sexual harassment Drug free workplace Non-‐discriminaDon affirmaDon Conflict of interest Background check affidavit
Sample AIA CM Contract Agreement-‐Failure to insert will allow the CM to provide their own form of contract
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Presenters
MODERATOR INFO: • Stephen Johns, Business Manager Milburn School District. - 847-245-2920 [email protected] PANELISTS INFO: • Sam Cavnar, Attorney; Robbins, Schwartz, Nicholas, Lifton & Taylor, Ltd. - (312) 332-7760; [email protected] • Dan Stanley, Business Manager; - (847) 295-4030; [email protected] • Terry Fielden, Director of K-12 Education; International Contractors, Inc. - 630.941.6852; [email protected] • Jack Hayes, President, Frederick Quinn Corporation - (630) 628-8500; [email protected] • Ian Lamp, President, Lamp Incorporated, Inc. - (847) 741-7220; [email protected] • James Petrakos, AIA, LEED AP, Principal Architect; TRIA Architecture, Inc. - 630.455.4500 x 800; [email protected]
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Thanks for Alending!!!! 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
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Introductions Stephen Johns - Moderator – Business Manager Milburn School District
• Dan Stanley – Business Manager, Lincolnshire-Prairie View School District. • Sam Cavnar – Attorney, Robbins, Schwartz, Nicholas, Lifton & Taylor, Ltd. • Terry Fielden – Director of K-12 Education, International Contractors, Inc. (ICI) • Jack Hayes – President, Frederick Quinn Corporation (FQC) • Ian Lamp – President, Lamp Incorporated (lampinc) • James Petrakos – Principal, Tria Architecture 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
IASBO Ethics Statement • The Moderator will help ensure the Illinois ASBO Code of Ethics is adhered to throughout the presentation and ensuing audience discussion. • Moderators are given the authority to ask any attendee to leave if they become combative with presenters • This presentation is to be informative and not to promote specific products, services, companies, etc. • If a vendor is a presenter and uses the presentation as a platform to “sell” their product or services, the Moderator has the authority to stop the presentation if the presenter refuses to modify their content. • Any vendor presenter who violates these regulations may be excluded from presenting at future presentations. • We ask the audience to join with us in respecting these guidelines.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
What we are not going to cover:
• Selection of the Architect: the assumption is that the Architect is under contract. • Does your project need a construction manager? There is a separate presentation on that topic • Where can I find qualified CM’s? Good luck. • We had a bad experience with a CM and are now seeking a better method of selection this time…somewhat covered here. • Sarcasm font applied. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics of Discussion • What is a CM RFP? And Why Do We Need It? • Exploration of the Draft IASBO Construction Manager RFP I. Critical Information II. Service Desires III. Selection Criteria
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? • RFP = “Request for Proposals”- The majority of Districts are taking dollar amounts with the request for CM Services. Money is a fact but, is it a “factor” in selection? • RFQ – “Request for Qualifications”- This is included in the RFP. An option is to narrow the CM’s based on Qualifications and then ask for a dollar amount. The dollar amounts may make more sense if you first decide on an “experience based level of qualification”. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? Clarify the Type of CM Contract You Wish to Undertake CM As Agent: (Least used format) The CM will assist in preconstruc3on design and es3ma3ng, provide field staff, manage the contract or schedule HOWEVER the District will hold all the contracts and the schedule risk. CM At Risk: (most desired format) The CM will assist in preconstruc3on design and es3ma3ng, provide field staff, manage the contract or schedule MORE IMPORTANTLY the ConstrucDon Manager will hold and enforce all the contracts and the schedule risk. The ConstrucDon PDC offers an extended explanaDon in other seminars. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
RFP or RFQ??? Which is correct?? RFQ: QualificaDons Based SolicitaDon: Really works best on a CM Agency delivery as the costs are easy to understand. Basically: Staffing, Professional Fee and Insurance. Agents do not provide field labor services RFP: Fee Proposal Based SolicitaDon: Really works best on a CM At-‐Risk delivery as the costs are not as easily defined. Basically: Staffing, Professional Fee and Insurance. At-‐Risk can or will provide field labor services and/or bid on the work. A fee submission is a good prac3ce for evalua3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
THE DRAFT IASBO – CONSTRUCTION MANAGER (CM) RFP TEMPLATE
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
EXPLORING THE IASBO CM RFP A proposed draK of the CM Solicita3on format is currently under final review under the guidance of the Construc3on and Planning PDC. This presenta3on is designed to explain the RFP process and offer insight in selec3ng and evalua3ng the correct CM for your project..
CM selecDon is a voluntary acDvity and is not currently governed by State Statute. The pending draU is intended to help standardize guidelines and sDmulate internal discussion criteria for selecDon.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
STRUCTURE OF THE DRAFT RFP The CM RFP/RFQ will be divided into following major segments: • • • • • • •
Type of CM Delivery “Agency” or “At-‐Risk” DescripDon of Project DescripDon of SelecDon Process QualificaDon and IdenDficaDon of Assigned Staff Experience of the CM DescripDon of Services Legal Aspects to Protect the District
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver
The District needs to describe the need for CM services such as the following key factors: • Referendum Planning or Long Term Capital Planning • Complex or Summer RenovaDon ($500K and above) • Capital Project ($2M and above) • Complex site logisDcs or difficult site access • Other District generated criteria such as “lack of experienced staff” Please note the services of the Architect are always necessary. The Architect should also be willing to objecDvely evaluate and communicate the need for a ConstrucDon Manager to the District.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver Focus the CM on your parDcular project aspects that by selecDng and defining the important project needs: • • • • • • •
Overall dollar volume of the program Is the project referendum dependent? Describe the desired educa3onal use-‐”specialized experience” may be necessary Define the size of the facility: stand alone building or addi3on Define the level of renova3on: Cosme3c, HVAC intensive, structurally invasive, etc. Construc3on will or will not take place during occupied periods Constrained or unique site access/logis3cs
Specific Dme period of construcDon for your project: summer, one year, two years. This is criDcal in reviewing the relevant project experience.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Describe the type of project that the CM is expected to deliver Project InformaDon The project is subject to approval of budgets and funding by the Board of Educa3on. The Board may suspend the project at any stage up to and including following receipt of bids. [Provide a detailed project descripDon including at a minimum; square footage, educaDonal facility type, new construcDon and/or , renovaDon, approximate dollar value, schedule for compleDon, demoliDon, abatement, name of school, status of referendum and/or current state of design.] TIP: The District’s Architect can assist with the Project DescripDon. Rendering or floor plans of the buildings should be provided as they are available. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Define the Overall Schedule for Selection of the CM The District must allow sufficient Dme to adequately accept, review, digest and interview the firms. Therefore, the need to hire a CM should be an early topic of discussion. Schedule descrip3on should include: • Name of Architect; Current state of design and design date milestones. • An3cipated overall project schedule. • Date when solicita3on proposals are due to the District.* • Review 3me period* • Interview 3me frame* • Board Award of the CM *Just like construcDon “speed does not always yield high quality in the selecDon process”.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Define the Overall Schedule for SelecDon of the CM •
District Schedule to Award the CM Services TIP: The schedule must be clearly outlined to hold the District’s time frame. The below is a sampling of key dates. These are adjustable based on the needs of the District and the overall complexity of the project.
• •
[Date, Year] - RFQ Released [Date, Year, Time] – RFQ Pre-Submission Meeting TIP: The meeting is generally run by the Business Manager and should last 60-90 minutes. [Date, Year] - Last date to submit questions/clarifications [Date, Year, Time] – RFQ Due to District [Date, Year] - RFQ Recommendation Committee Review TIP: A committee should be formed that will review and rank qualifications in order to make a recommendation to the Board of Education for award. [Date, Year] - RFQ Interview List Released [Date, Year] - Interview Process TIP: The District should develop an internal understanding of how the interview process will be conducted prior to release. CM firms will ask this question at the Pre-Submission Meeting. [Date, Year] - Committee recommends firm for Board Approval [Date, Year] - Award by the Board of Education TIP: It is best to gain an understanding with the Board of Education that they are making an award on the basis of the committee recommendation. The Board should not conduct a review process.
• • • • • • •
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Qualifications and experience of the proposed staff: Project Staffing Summary of educa3on, training and qualifica3ons of the proposed project staff. Staffing might include: • Project ExecuDve (minimum ten years experience in K-‐12 Projects) • Project Manager (minimum five years experience in K-‐12 Projects) • ConstrucDon Superintendent (minimum five years experience in K-‐12 Projects) • Assistant Superintendent-‐could be a person in training • Project Engineer-‐could be a person in training • AdministraDve Staff • Safety Personnel • Any other assigned staff
Each of the proposed staff member should be verifiably connected to the submiled project experience. The need for staff experience level required for the project will vary. The level of desired experience needs to be disused internally within the District.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM Service Offerings/Approaches The District should chose the important aspects in their selec3on process. It is recommended to limit the selec3on to reduce response length
• Provide a brief overview of your firm including the number of years the firm has provided construc3on management services • Describe how you view and approach the role of District Construc3on Manager in partnering with the School District. • Student Safety and Criminal Background Inves3ga3on • Familiarity with State and Federal Grants
Most Cri3cal: • Describe how you provide cost esDmates including outlining the phases of the project and detail of the work.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM PRE-CONSTRUCTION PHASE SERVICES Administration: The construction manager (CM) shall attend and participate In all design phase team meetings. The CM shall prepare a site logistics and utilization plan for review by the Owner. Estimating: The CM shall provide the following estimates: TIP: There are various levels of estimates that may be required for a particular project. This phase is also commonly referred to as “Preconstruction”. It is best to describe the level of estimating that is required as the amount of estimates will impact the cost of the service. • • • • • • • •
Referendum Planning Concept Estimate Schematic Document 100% Design Development Document 50% Construction Document 75% Construction Documents 100% Construction Documents Provide a sample work product of the estimate 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Critical Services and Offerings of a CM Scheduling: Develop a detailed master project schedule immediately upon award. This schedule should be developed using a nationally recognized computerized scheduling program. The schedule will include all phases of the work: program development, design, bidding, Board approval of the contracts and all construction activities through close out of the project. • Provide a sample work product of the schedule. TIP: A detailed schedule is required in order to successfully arrive at the required completion date. A good strategy is to request a schedule with the response to the RFQ. The level of detail will provide insight into the overall management ability of the CM. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience The number of similar project experience will vary based on the overall program complexity. It is suggested that a District review at least 3 and no more than 5 projects in detail. • Decide on the number of similar projects that will build confidence in the ability of the CM • Set a 3me frame that will display the current ac3vity of the CM in the market • Ask for relevant and actual project data such as the proposed versus actual schedule 3me frame • Request copies of submi\ed proposed budgets versus the bid results • Provide a cost summary of change orders required for the project with a brief descrip3on of the jus3fica3on The ability of the CM to properly communicate will be displayed in the answers provided: “If you cannot understand their answers, neither can anyone else” “Reject the CM if the answers are incomplete or vague 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience Experience and References: Profile several educational clients and/or projects specifically related to our construction management needs that have been performed within recent years. • Provide a brief overview of other K-12 school districts your firm has worked with that illustrates the depth, experience and service capabilities of your firm with K-12 school clients: • Number of years the Firm has provided Construction Management Service for school projects. • Number of projects of similar scope and type your firm has completed in the past five years. • Project name, location and School District: Name, title, telephone number and email of School District contact • Name, address, telephone number and email of project architect • Project description including size in square feet, schedule, and services provided • Describe your master planning process your firm has developed that illustrates the depth, experience and service capabilities of your firm.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Provide similar project experience Experience and References: Profile several educational clients and/or projects specifically related to our construction management needs that have been performed within recent years. • Define your insurance coverage and bonding limits • List all Construction Management Projects that your firm is currently involved with, and the estimated value of each. Include state of completion and contact person. • List five (5) contractor references with whom your organization has worked with in the past twelve (12) months. Submit company name, contact person, and phone number. TIP: A CM that is active in the market will have current references that can attest to the ability of the CM to manage the project timely and with a fair process. • Supporting Data: Include any other supporting data which you feel will assist the District in evaluation of your firm.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM
The District will want to consider cri3cal CM services such as the following:
• Approach in providing fast track or accelerated construc3on. • Approach in providing Quality Control during construc3on. • Approach to management of overall construc3on budget, schedule, maintaining quality and project safety. • Approach to close-‐out, equipment start-‐up and follow-‐up on construc3on related issues including warranty • Approach to sustainable construc3on methods. LEED Projects and LEED AP on staff.
Understanding of Public Bidding and the evaluaDon criteria of the ”Lowest Responsible Bidder” How does the CM evaluate bidders?
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES General AdministraDon: Maintain a competent and sufficient number of full-‐3me field staff to administer the work of the project, coordinate, and supervise the work. The CM shall conduct weekly mee3ngs with the project team and all trade contractors and prepare and distribute mee3ng minutes for all par3es. During early phases of the project, conduct MEP coordina3on mee3ngs as necessary to facilitate effec3ve: use of inters33al spaces. ReporDng/CommunicaDon: On a weekly basis prepare a detailed project report upda3ng the Owner with cost, schedule, safety, quality and other per3nent project facts. Maintain a daily log of construc3on ac3vi3es and photographic log of the projects' progress. On a weekly basis, hold an informa3onal mee3ng with the user groups and other Owner personnel to provide with an overall update of the projects' progress. Develop and maintain computerized informa3on management systems to monitor costs, requests for informa3on, change order status, submi\als and all other project informa3on, 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES ConDnued: Project AccounDng: On a monthly basis, gather all trade contractor and supplier invoices and summarize overall project billing in a format acceptable to the Owner. Process payment requests and collect waivers from trade contractors and suppliers. Review, nego3ate and recommend ac3on regarding all trade contractor change order requests prior to submission to architect and Owner for review. Con3nuously incorporate changes into the overall project budget to maintain an accurate es3mate of total project costs. Obtain the required bonds and insurance cer3ficates from all contractors and suppliers. Requests for InformaDon/Submilals: Review and forward to the architect and/or Owner all trade contractor requests for informa3on and submi\als. Maintain a date sensi3ve computerized log of all such documents indica3ng current status of each. Permits/InspecDons: Secure all necessary local, state and federal permits, inspec3ons and cer3ficates of occupancy for the new and renovated facili3es. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Construction Phase Services of a CM The District will want to consider a response for criDcal CM services such as the following: CONSTRUCTION PHASE SERVICES ConDnued: Self Performance: Describe the work that the CM intends to self perform. TIP: Self Performance is not always needed. The District must also consider the potenDal for “conflict of interest” O & M Manuals/As-‐Built: Prepare and turn over all O & M manuals for all equipment to the Owner. Throughout the project maintain an accurate set of as-‐built documents for the Owner incorpora3ng all aspects of the construc3on. Training/Start Up: Coordinate equipment training for appropriate staff of the Owner to ensure smooth transi3on of building opera3on. Administer start up and tes3ng of all equipment by manufacturer’s representa3ves. Warranty: Obtain appropriate guarantees and warran3es from all applicable trade contractors and suppliers. Provide copies or same to Owner. Enforce provisions of warran3es and guarantees with appropriate par3es. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Cooperation” and Financial Stability of the CM LiDgaDon-‐Extensive CM experience in this area is to be avoided, liDgaDon is normal for construcDon, extensive or long term liDgaDon is trouble Li3ga3on and Ethics Informa3on: List any current or concluded li3ga3on involving your company within the past three years specifically including Client involvement. Describe your company’s involvement in the ma\er and the outcome of the ma\er if concluded. Insurance-‐Review the District required limits with Alorney and Insurance Carrier General Liability-‐upper limits and umbrella, varies with “at-‐risk” versus “agency” Builders Risk-‐District Co-‐Op’s will not cover the CM, the CM will need to provide Bonding-‐A full project Bond may not provide increased protecDon A CM at Risk can provide a general Prime Performance Bond. Be aware that key sub trades over $300K will also be bonded to protect the interests of the prime bond. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on can be asked of the CM Staffing should be laid out in detail with proposed 3me commitments Detail the required costs that the District wants to evaluate “All inclusive costs” are not a safeguard against addi3onal compensa3on A CM should always be “open book” with their costs by detailing inclusions and submigng hourly rates • General Condi3ons Costs will vary by CM Firm so they need to be defined • Request Insurance Rates • Request Cost for Builders Risk Insurance • • • •
CompensaDon Format Sample Summary Breakdown follows………………..
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on SHOULD be asked of the CM
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
review of compensation continued: Ques3ons on proposed compensa3on SHOULD be asked of the CM
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” review of compensation: Ques3ons on proposed compensa3on SHOULD be asked of the CM
CompensaDon Format Keeping a uniform format will allow a clearer review 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
“Level playing field” BREAKDOWN of compensation: CM’s will offer a variety of services and General CondiDons depending on the project. Be sure to get a thorough breakdown. Obtain a full breakdown of staffing costs: Office and Site Staff Obtain a full detail of General CondiDons: General CondiDons are costs of the work that the CM may provide directly such as: trailers, cleaning, toilets, etc. The District to the fullest extent possible should define the expectaDons. A sample format follows on the next few slides…..
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of staff compensation:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of staff compensation:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Review of General Conditions:
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Format of the Submittal and Submission Requirements: Submilal Requirements Qualifica3ons should include informa3on regarding the proposer's experience and approach rela3ng to the subsequent design and construc3on phases of the Project. RFQ submission must include the following: Leler of Transmilal: A one-‐page Le\er of Transmi\al signed by an owner, officer, or authorized agent of the firm or organiza3on, acknowledging and accep3ng the terms and condi3ons of this Request. The le\er must contain a commitment to provide both the services described herein and the personnel proposed for the assignment. The Le\er of Transmi\al should iden3fy all addenda received by the Respondent. Joint Ventures require signatures from all firms par3cipa3ng in the Venture. ExecuDve Summary: The execu3ve summary is intended to highlight the contents of the Proposal and to provide the School District evaluators with a broad understanding of the Respondent’s technical approach and ability.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Format of the Submittal and Submission Requirements: General InformaDon:
a) Name, address and telephone of firm including involvement in industry organiza3ons b) Name and 3tle of contact person c) Name of officers in firm and an organiza3onal chart (one page) d) Brief history of firm (one page) e) Overview of specific qualifica3ons and projects within the K-‐12 school market (Ten pages) TIP: The District may want to limit the number of selected projects or specify a Dme period of past projects. Such as the past five years. A CM should be acDve in the market to be most effecDve. f) Names of school districts and descrip3ons of the work for long range facili3es plans performed by your firm TIP: Use this f and g “in tandem” if the District has a long range plan or intends to develop a long range plan. g) Names of school districts and descrip3ons of the work for long range maintenance plans performed by your firm h) [Addi3onal informa3on that the Respondent feels is a unique qualifica3on and is of direct benefit to the District.] 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process
SelecDon Criteria and Process SAMPLE LANGUAGE A reasonable inquiry for addi3onal informa3on may be conducted by the District as to respondents’ past performance, financial stability, and ability to perform on schedule, within budget, and in a fashion which results in customer sa3sfac3on with quality results. The 3ming of the research may precede or follow the interview process as determined in the best interest of the District. Respondents are solely responsible to promptly supply addi3onal informa3on to the District in connec3on with such inquiries. The promptness, accuracy, and coopera3on of respondents in responding to such inquiries may be grounds for determina3on of non-‐responsiveness as determined by the District. A final evalua3on of all the presen3ng Respondents will be made by the Selec3on Commi\ee in order to determine the best qualified for the project.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process SelecDon Criteria and Process SAMPLE LANGUAGE The Selec3on Commi\ee shall determine the selec3on of respondents for the interview process by reviewing the wri\en qualifica3ons of the respondents based on the responses to the RFQ. A “short list” of no more than (TIP: It is best to give a range of firms to be interviewed such as 3-‐ 4 firms.) firms will be developed. These firms will be invited (TIP: Phone calls are best to noDfy the selected firms) to make a presenta3on before the Selec3on Commi\ee. The Selec3on Commi\ee will consist of (TIP: The names of the individuals are not provided with the request. However, they will need to be idenDfied prior to the interview so that the CM can focus the interview effort. The District does not have to decide on the interview process upon release of the request. However, terms of the interview will need to be formulated prior to inviDng the firms so that they can properly prepare) members recommended by the Superintendent of Schools with approval of the [School District] Board of Educa3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Submittal Review, Interview, and Final Selection Process
SelecDon Criteria and Process SAMPLE LANGUAGE The School District, following Board Approval, may then enter nego3a3ons with the selected firm and ul3mately execute a contract upon comple3on of nego3ated contract terms and fees. The final contract terms and fees must be approved by the Board of Educa3on.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Attorney Advised Legal Forms If you are seeking a proposal, work with your a\orney to include the following legal forms for the CM to execute such as the following forms: • • • • • • •
Non-‐collusion affidavit Prevailing wage Sexual harassment Drug free workplace Non-‐discriminaDon affirmaDon Conflict of interest Background check affidavit
Sample AIA CM Contract Agreement-‐Failure to insert will allow the CM to provide their own form of contract
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Presenters
MODERATOR INFO: • Stephen Johns, Business Manager Milburn School District. - 847-245-2920 [email protected] PANELISTS INFO: • Sam Cavnar, Attorney; Robbins, Schwartz, Nicholas, Lifton & Taylor, Ltd. - (312) 332-7760; [email protected] • Dan Stanley, Business Manager; - (847) 295-4030; [email protected] • Terry Fielden, Director of K-12 Education; International Contractors, Inc. - 630.941.6852; [email protected] • Jack Hayes, President, Frederick Quinn Corporation - (630) 628-8500; [email protected] • Ian Lamp, President, Lamp Incorporated, Inc. - (847) 741-7220; [email protected] • James Petrakos, AIA, LEED AP, Principal Architect; TRIA Architecture, Inc. - 630.455.4500 x 800; [email protected]
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Thanks for Alending!!!! 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
