8.1. SR 10-16-2017 Eclty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 8.1
Agenda Section Meeting Date Prepared by
General Business October 16, 2017 Justin Femrite, P.E., City Engineer
Item Description Reviewed by
Ice Arena Project Team Cal Portner, City Administrator
Reviewed by
Action Requested
Action to be taken as follows:
1. Provide direction,by motion, on internal design team representatives.
2. Approve,by motion,Request for Proposal for Construction Manager Services.
3. Provide direction,by motion, to obtain quotations for Commissioning Services.
Background/Discussion
On Monday, October 2, 2017, the City Council approved hiring 292 Design Group to complete
architectural services for the Ice Arena and Lion John Weicht Park Facilities. In order to deliver this
project on the anticipated schedule,we need to assemble the remainder of our project team.
The city project team consists of the arena manager,parks and recreation director, city administrator, city
engineer, and Councilmember Westgaard. Staff seeks direction regarding other members from Council,
commissions, or staff.
Attached is a Request for Proposal (RFP) to solicit construction management services. Staff
recommends adding a Construction Manager (CM) to the team to facilitate the cost exploration and
sequencing of work for the efficient and proper allocation of the available funds through the entire design
process. The CM will be part of an integrated team to assure that the scope of work and the goals of the
city are properly aligned through the design and construction process. Upon approval, staff will
advertise,interview, and bring a recommendation to Council.
The last integral outside member of the project team will be an independent commissioning agent. Their
services will begin early in the design process and continue through construction. Their services are
needed to independently evaluate the design, make recommendations to optimize systems, and test final
systems to assure design criteria have been met and the facility operates as efficiently as possible. Staff
seeks Council support to secure quotations for this service.
Financial Impact
N/A
Attachments
■ RFP for Construction Management Services
The Elk River Vision
A PehoMing community Pitb revolutionary and spirited resourcefulness, exceptional P,`01 W E H E 8 6 T
service, and community engagement that encourages and inspires prosperity INAWRE1
Construction Management Professional Services Proposal
Elk River Ice Arena and Lion John Weicht Park Facilities
10/17/2017
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CONSTRUCTION MANAGEMENT
REQUEST FOR PROPOSALS
Elk River Ice Arena and Lion John Weicht Park Facilities
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
Background
The City of Elk River (“City”) is requesting proposals from selected firms for construction management
services for the renovation of the existing Elk River Ice Arena (Arena) and Lion John Weicht Park (LJWP)
Facilities. The work includes demolition, addition and remodeling of the existing Arena and
modifications to LJWP to include the modifications to the existing building and construction of two new
softball fields (“Project”). Refer to schematic plans attached to this RFP. The decision to bring on a
Construction Manager (“CM”) is to facilitate the cost evaluation and sequencing of work for the efficient
and proper allocation of available funds while maintaining City services. The CM will be part of an
integrated team to assure that the scope of Project work and the goals of the City are properly aligned
through the design process. 292 Design Group of Minneapolis, Minnesota, has been selected as the
Project architect for this work.
Invitation
The Request for Proposal (“RFP”) consists of five pages and attachment documents included by
reference.
Four hard copies and one digital (pdf) copy of the proposal are to be delivered in person or by
certified/ express mail to:
City of Elk River, City Hall, 13065 Orono Parkway, Elk River, MN 55330.
To be considered, all proposals must be received by 1:30 p.m. on Tuesday November 7, 2017.
Proposals submitted by fax or by electronic mail will not be considered.
The City reserves the right to overlook any technicalities and accept or reject any or all proposals in the
best interest of the City and the Project.
The Services
Project services include the preparation of multi-phased and/or multiple bid packages, some with
complicated scheduling and coordination issues, as well other CM services in the pre-construction and
construction phases. The attached schematic plans, schedule, and renderings define the Project scope
and schedule. The overall project is expected to be bid in early 2018 with construction to follow as
conditions allow in the spring of 2018. The overall preliminary budget for construction is $20,000,000
with a total project budget on not to exceed $25,000,000. It is anticipated that the plan will be modified
Construction Management Professional Services Proposal
Elk River Ice Arena and Lion John Weicht Park Facilities
10/17/2017
2 | Page
during the design phases. The design team is currently in the schematic design phase. The CM will assist
the City and the Architect to determine which projects will benefit from different scheduling and bid
packaging opportunities.
The City expects that communication will be maintained through regularly scheduled meetings with
written meeting minutes to keep everyone apprised of the activities of the Projects from early planning
meetings to the final punch list item. Communication skills are essential since many of the materials in
the planning and in the implementation phases are funneled through two points of contact: the CM and
the Architect.
The City intends that the CM and Architect provide independent services to the City and thereby offer
checks and balances to the design and construction processes of the Project, with the goal of achieving
high quality and value in all aspects of the Project.
Anticipated CM services include or will be subject to the following:
• The CM offers a perspective on cost / quality/ and value to provide the City with the best
information possible in the development of building programs
• The CM may act as a CMa or CMar
• Inclusion of smaller, local contractors since the Project is broken down into
• numerous small projects
• Multiple bid packages must be managed to expedite the Project
• Added experience helps identify lead time concerns and cost control methods during the design
process
• The CM retains the primary responsibility on the budget and project delivery schedules during
the implementation phases
While price and fees are a factor, this is not a price competition. The City’s selection will be based upon
qualifications and experience with similar projects. The City will evaluate proposals and enter into
negotiations with the highest scoring respondent based upon the combined scores of the evaluation of
the proposals, interviews and reference checks. The City reserves the right to conduct interviews of
selected firms, if desired at the City’s sole discretion. A tentative schedule for proposals and selection is
as follows:
• Distribution of RFP: October 17, 2017
• Submission of RFP Responses To City: November 7, 2017
• Review Responses, Forms of Agreement: November 10,2017
• Committee Interviews (in desired): November 14-15, 2017
• Committee Recommendation and Council Action: November 20, 2017
The proposals should be broken down into two phases: preconstruction/ bidding services and
construction/ post construction services. The anticipated contract period will be from the date of the
acceptance of the agreement with the selected CM until bidding or until construction is completed.
Construction Management Professional Services Proposal
Elk River Ice Arena and Lion John Weicht Park Facilities
10/17/2017
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The City, as the Owner, is represented by Justin Femrite, PE, City Engineer. Phone: 763-635-1051 and
email: JFemrite@ElkRiverMN.gov
The Architect identified and selected for this work is: 292 Design Group, 3533 E Lake Street,
Minneapolis, Minnesota 55406: Phone: 612-767-3773
Construction Management Goals
The following goals reflect the purposes for which the City has elected to seek CM services:
• To develop, manage and complete the Project within a defined time schedule.
• To develop, manage and complete the Project within a given budget.
• To develop, manage and complete the Project within quality and program guidelines.
Service Contract Award
The firm awarded CM service for the Project shall be a CM firm in the State of Minnesota or able to
conduct business within the State of Minnesota. The selected CM firm must have demonstrated
expertise in site work/design estimating, and project management without the use of additional
subcontractors or sub consultants with such expertise.
It is the City’s intent to review all respondents’ qualifications and proposals carefully and choose the
desired firm based upon the selection criteria contained in this RFP. The City may enter into negotiations
with any of the firms until a contract acceptable to the City can be finalized with the chosen respondent.
The form of Contract will be an AIA Contract Document as identified in this RFP and as modified by the
City. The City reserves the right to reject any and all proposals, and to waive any informalities,
omissions, verbiage, or technical defects in the proposals.
The RFP does not commit the City and/or their committees or a representative to pay costs incurred in
the submittal of any proposal and does not commit the City to procure or contract for any services.
While award of these services is based on stated selection criteria, the costs associated with developing
and presenting this proposal will not be submitted as part of the initial proposal. Firms are encouraged
to prepare fees and cost schedules based on the criteria established and the scope of services outlined
within this document as negotiations to finalize an agreement will be entered into expeditiously so that
the recommendation for award can be presented as quickly as possible.
Please provide estimated fees and cost schedules as part of the submittal package.
Contract between the Owner and Construction Manager
The STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONSTRUCTION
MANAGER as ADVISOR (AIA Document C132-2009), as modified by the City, will be used as the basic
contract for construction management services.
Construction Management Professional Services Proposal
Elk River Ice Arena and Lion John Weicht Park Facilities
10/17/2017
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Submittals and Requirements
Proposals must provide the following minimum information in all bound proposals and it is preferred
that the information be provided in the following general order:
Cover Page:
a. Identify the name of the project
b. Company Name, Address, Phone & Fax Numbers, Contact Person, voice telephone, fax
telephone, and e-mail address.
Part I: Business Organization and CM History
a. Brief history of the firm, including listing of principal officers, corporate structure, and
ownership type. Identify the number of years the firm has provided CM services.
b. Identify other services your firm presently provides, in addition to CM, under the name stated
above or any other name. Identify construction all construction projects in the last five (5) years
in which you have provided CMa or CMar services and the references the City can contact
regarding those projects.
Part II: Team Identification
a. Identify key staff, consultants, and positions for each of the phases proposed for this work.
Include basic and brief resume’ information focusing on project experience that enhances
qualifications for this work.
b. Identify project availability during the work and any project conflicts based upon other work
or project commitments.
Part III: Key Qualifications and Approach
a. Based upon your knowledge of the proposed work, describe why the City should retain your
firm for this Project. Key reasons may include some of the essential process items listed below.
b. Briefly, how do you propose to administer this project?
The City will consider hiring its CM either as a CM Advisor (“CMa”) as defined in the AIA C132 -
2009 contract document or as a CM at risk with a guaranteed maximum price (“CMar”), as the
A132 and A232 General Conditions would be modified to comply with applicable public bidding
requirements. Accordingly, the City requires each respondent to the RFP to provide its view on
1) the advantages and disadvantages to the City of the CMa and CMar models on a public
project,
2) its willingness and capability to serve either as a CMa or CMar but without bidding for or
otherwise acting a constructor of any of the work,
3) the requirements it would need met to serve as a CMar (e.g. prime contractor review and
selection process, timing of offering a guaranteed maximum price to the City, essential assigned
Owner rights needed to effectively act as CMar), and
4) any other consideration the City should make in deciding whether to proceed with the CM as
a CMa, CMar or either of the two options up to the time prime contractor contracts are
awarded.
Construction Management Professional Services Proposal
Elk River Ice Arena and Lion John Weicht Park Facilities
10/17/2017
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Part IV: Project Examples, Supplemental Information
a. Briefly, utilize this portion of the proposal to identify those “value-added” qualities,
conditions, services, or attributes of your proposal that enhance or support the proposal
document.
b. Letters of recommendation might also be provided as well as project examples or project data
sheets.
Part V: Cost Proposal
a. Please outline your firms not to exceed staff cost, not to exceed CMa fee expressed as a dollar
amount, and not to exceed reimbursable expenses expressed as a dollar amount.
b. Please describe the process you would use and requirements you have for arriving at a
guaranteed maximum price if the City were to select you as a CMar and without also acting as a
constructor
b. Please note the number of hours you will allocate per week toward onsite supervision during
the construction phase.
c. Please separate the costs as stated in V. a. above into two phases; preconstruction/bidding
services and construction/post construction services.
Selection Criteria
Evaluation of the proposal and selection of one or more interview finalists will be guided by the
following scored criteria:
a. Firm Capacity to service the Project: (10%)
b. Prior Ice Arena/Community Center Project Experience and Qualifications: (20%)
c. CM experience and working history: (15%)
d. Understanding of Scope, Schedule & Approach: (15%)
e. References on past CM services: (15%)
f. Fee proposal: (25%)
Rights Reserved
The City reserves the right to reject any and all proposals or to request additional information from any
respondent or from all respondents.
END OF DOCUMENT