6.1.K ERMUSR 11-10-2020UTILITIES COMMISSION MEETING
TO:FROM:
ERMU CommissionChris Kerzman– Engineering Manager
MEETING DATE: AGENDA ITEM NUMBER:
November 10, 2020 6.1k
SUBJECT:
Staff Update
ACTION REQUESTED:
None
DISCUSSION:
The IT/OTTechnician has finished an initial review of the Cybersecurity Policy with City
of Elk River IT staff. Staff will be working with them to get the policy documents to the
full Information Security Committee for comment.
Field staff is continuing with the relocation of feedercableto prepare for construction
onthe field services facility expansion. Installation of the foundation and oil
containment for the recloser and transformer was completed during the first week of
November.
Kodet Architectural Group, LTD. has prepared and sent out arequest for statement of
qualification (RFQ) to retain a construction manager for the Field Services Facility
Expansion project. Staff is targeting the December commission meeting to bring a
recommended award and contract for construction management services and
anticipates that the financial impact will be in 2021. The updated site plan and the RFQ
are attached for your information.
The City of Elk River’s Planning Commission will hear the updated Conditional Use
Permit Application for the Field Services Facility Expansion on November 24.
ATTACHMENTS:
Field Services Facility Site Plan
Field Services Facility CM RFQ
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Page 1 of 1
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REQUEST FOR STATEMENT OF QUALIFICATIONS
CONSTRUCTION MANAGER SERVICES
ELK RIVER MUNICIPAL UTILITIES
FIELD SERVICES BUILDING
Submittal Due Date: 2:00 p.m., November 13, 2020
Elk River Municipal Utilities (Owner) is seeking a qualified Construction Manager firm to be retained as a CM at
Risk (CMar) or CM advisor (CMa) to provide pre-construction services and complete construction services for the
new Field Services Facility. Owner favors a CMar for this project, but the firm will be expected to address the
comparative benefits to Owner of both CMar and CMa in its RFP responses.
SECTION 1 - PROJECT DESCRIPTION
The proposed project is located on an 8.5-acre site located at the corner of Main St. NW and Main St. NW in Elk
River, Minnesota. The total building area is approximately 60,500 square feet including offices, a repair bay, a
vehicle wash bay, vehicle storage area, inventory, and shop areas. Also, included in the yard will be 3 covered
storage bins.
The total budget for the construction of this project is approximately $11,000,000. Construction should begin in
April and subsequent completion of construction is anticipated in January 2022.
The CM shall work in collaboration with Owner and Kodet Architectural Group, Ltd. (Architect) to implement this
SECTION 2 SCOPE OF SERVICES
The CM will begin in an agency support role for pre-construction phase services, Owner reserves the right to retain
mutually agreed upon time. As a CMar, following owner opening of the prime contractor bids in a public bidding
process, and confirmation of the contractors that will be awarded contracts for the work by Owner, the CM will
submit a finalized guaranteed maximum price (GMP). Following acceptance of the GMP by the Owner, the CM will
assume the risk of delivering the project as the CMar for the GMP. The Owner also reserves the right to decline or
further negotiate the final GMP. Upon acceptance of the GMP by Owner, Owner shall assign its rights in the prime
contractor contracts to the CMar as described in the Assignment. The CMar shall assume responsibility for delivery
of the project for the GMP. The CMar shall not be a constructor for any of the work on the project. Pre-
construction phase services by the CMar include the following:
-Provide detailed cost estimating and knowledge of marketplace conditions;
-Provide project construction planning and scheduling;
-Provide for construction phasing and scheduling that will minimize interruption to owner operations;
-Provide alternate systems evaluation and constructability studies;
-Advise Owner on ways to gain efficiencies in project delivery, including phased construction elements;
-Provide long-lead procurement studies and initiate procurement of long-lead items;
-Assist in construction permitting process;
-Participate with the owner in a process to employ good faith efforts for local and disadvantaged business
enterprise (DBE participation and implement the local and DBE process; and,
-Confer with Owner to identify preferred prime contractors and suppliers to bid on the project. Services
required from prime contractors will be procured through a public advertisement and public bidding
process and contracts shall be awarded by the owner.
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Construction phase services by the CMar include the following:
-Construction of the Field Service Facility;
-Coordinate with various City departments, other agencies, utility companies, etc.;
-Arrange for procurement of materials and equipment;
-Schedule and manage site operations;
-Take assignment of Owner rights in the prime contracts and manage all construction performed by the
prime contractors while meeting local, state, and federal bid requirements, including local and DBE
participation goals;
-Provide quality controls;
-Preform tie-ins between new facilities, and existing infrastructure;
-Conduct startup, training, and supporting of Owner and Architect during commissioning;
-Facility commissioning;
-Bond and insure the construction;
-Address all federal, state and local permitting requirements;
-Deal with owner issues; and,
-Maintain a safe work site for all project participants.
If CM is retained as a CMa it shall provide all services above except that it shall not submit a GMP and shall not
receive assignment of contracts from Owner and shall act solely as a CM advisor to the Owner during the project.
SECTION 3 PRE-SUBMITTAL MEETING
There will be no pre-submittal meeting for this project or meeting info.
SECTION 4 REQUEST FOR QUALIFICATIONS EVALUATION CRITERIA
The CM will be selected through a qualification-based selection process. The governing body for the selection
process will be the Elk River Municipal Utilities. Anticipated members of the selection committee (subject to
change) and their title, are as follows:
-Chris Kerzman, Engineering Manager, Elk River Municipal Utility
-Elk River Municipal Utilities Commission Member (TBD)
-Elk River Municipal Utilities Commission Member (TBD)
-Elk River Municipal Utilities Commission Member (TBD)
-Mike Schellin, Registered Architect, Kodet Architectural Group, Ltd.
-Sean Leintz, Assoc. AIA, Kodet Architectural Group, Ltd.
The selection committee use the following qualification evaluation criteria and relative weighting of items for
evaluation of the CM submittals. Firms interested in providing CMar or CMa services must submit a Statement of
Qualifications (SOQ) that addresses the following criteria:
1.0 points)
a.Identify at least three comparable projects in which the firm served as the CMar during pre-
construction and construction phases. For each project identified, provide the following:
i.Description of the project.
ii.Role of the firm (specify whether CMar, CMa, or General Contractor)
iii.Project.
iv..
2.
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a.Describe current and anticipated workload of the proposed project team and their availability
and commitment to this project.
3.
a.For each key person identify, list their length of time with the firm and at least two comparable
projects in which they have played a primary role. If a project listed for a key person is the same
as one listed above, project the project name and the role of the key person. For other projects,
provide the following:
i.Description of the project;
ii.Role of the person;
iii.Construction dates;
4.0 points)
5.Overall abilities of Firm and ability to provide required services (30 points)
a.Discuss major issues your team has identified on this project and how you intend to address
those issues.
b.Discuss the advantages and disadvantages to the public Owner of the CMar and CMa modes and
which of the two CM roles you recommend for this project.
c.Describe how you intend to advise Owner on preferred contractors for the designated work
scopes. The bids must be advertised publicly. Do you recommend establishing minimum
process for the selection of the
contractors? Explain the benefits and drawbacks of such approaches and your experience with
both best value and lowest responsible and responsive bid, with bidder qualification criteria.
d.
construction phase services. Describe systems used for planning, scheduling, estimating, and
managing construction.
e.-purchase,
and evaluation based on cost and quality,
f.
the design concepts, cost control, constructability, and value engineering. Include your approach
to developing the cost model and GMP.
g.
construction and commissioning.
h.-construction and construction phase services, including how
it relates to this project.
SECTION 5 SUBMITTAL REQUIREMENTS
Firms interested in the project shall submit a statement of Qualifications which includes a one page cover letter
back covers, bond/insurance documentation, and table of contents, but including organizational chart). Resumes
for each key team member shall be limited to a maximum length of two pages per member and should be
incorporated as an appendix at the end of the SOQ.
Submittal shall include proof of ability to provide a bond in an amount of at least equal to the amount of the
current maximum estimated construction cost of $11,000,000, as well as meet necessary insurance requirements
of the State of Minnesota. The submittal shall include a certificate of insurance, indicating liability coverage, and
copy of the Mi
form provided at the end of this RFQ. Failure to do so may result in rejection of submittal. Submittal items
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described in this paragraph shall be submitted in a separate binder and shall not count towards the maximum page
length of the Statement of Qualifications.
On the submittal package, please display: firm name, name of the proposed project manager, contact information,
and name of project. Firms wishing to be considered shall submit four (4) copies of the submittal materials not
later than the time and date listed on page 1 of this RFQ at the office of:
USPS, Hand Delivery, or other Deliver Services
Attn: Theresa Slominski
CM Services Field Services Facility
Elk River Municipal Utilities
13069 Orono Parkway
P.O. Box 430
Elk River, MN 55330
In addition to the hard copies listed above, one electronic copy of the submittal materials should be submitted to
Kodet Architectural Group.
Email:
Attn: Sean Leintz
sleintz@kodet.com
SECTION 6 SELECTION PROCESS AND SCHEDULE
The selection committee shall evaluate each submission based on the qualification criteria described in section 4
and shall include the numeric scoring of each criteria item on the listed weighted basis. The weighting of the
qualification criteria is done in a manner to remove subjective bias and encourages the maximum participation of
qualified CMs. If fewer than three proposals are submitted, the owner may re-solicit for qualifications, interview
any firm that applied, or select another allowed project delivery method. The Owner may perform a due diligence
process on the firm(s) received the higher evaluation on this SOQ. The selection committee will create an interview
list of up to three firms for this project and invite those firms to participate in a formal presentation and interview
process to establish final list ranking. The presentation and interview will be the sole method used for ranking the
final list ranking.
Each firm shall include, as port of the Request for Qualifications Evaluation Criteria (Section 4), a description of
their pre-construction and construction phase services. This should include the amount of General Conditions and
profit (fee) for the project assuming and approximate GMP of $11 million.
The interviews shall not last more than one hour, at lease twenty minutes of which should be allocated for
questions and answers. This time limit will be strictly enforced. The format of the presentation is at the discretion
of the proposed, but should address the following guidelines:
Presentation and Interview
Points Topic
20 Observation of existing conditions and grasp of key project information
20 Identification of issues or problems that will need to be addressed
15 Approach to planning and construction including innovative ideas
25 Experience and capabilities for performing CMar design and construction phase services
10 Define why your firm should be engaged and why CMar is preferable to CMa, or is not
10 Overall quality of presentation and interview
100 Total Points
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At the conclusion of the presentation and interview process, each of the rated elements for each firm will be
evaluated to determine the best-qualified for the project and will rank the shortlist firms accordingly. The Owner
will enter into negotiations with the top ranked firm and execute a contract upon successful completion of
negotiation of fees and contract terms for Council approval. If the selected CM declines the appointment or is
unable to reach agreement with the Owner concerning fees or terms of the contract for either CMar of CMa, the
Owner shall terminate negotiations with the CM and begin negotiate with the CM with the next highest score and
continue that process until agreement is reached or the list of finalists is exhausted. If the list of finalists is
exhausted, the Owner shall request the selection committee to revise the request for qualifications and solicit new
submissions. If the selection committee is unable to provide any constructive revision to the request for
qualifications, the Owner shall select another allowed public improvement delivery method.
The Owner reserves the right to:
1.Terminate the process at any point prior to award of a contract.
2.If a firm becomes disqualified or withdraws, retain the right to replace that firm on the interview list with
another firm.
3.Reject all persons or firms on a list and not enter into a contract with any persons or firms on a list
4.Waive trivial or negligible irregularities that may occur during the solicitation process.
The following tentative schedule has been prepared for this project:
SOQ submittal deadline November 13, 2020
Notice of interview selection November 17, 2020
Interviews November 24, 2020
Award of contract (pending negotiations) November 25, 2020
Proposed contract negotiations deadline December 4, 2020
ERMU Board Meeting (contract review) December 8, 2020
The firms selected for interviews and for contract negotiations will be notified directly by the Owner.
SECTION 7 GENERAL INFORMATION
Bond Required: A CMar, before starting any construction, shall provide the governing body with a bond in an
amount at least equal to the amount of the GMP. The bond must be conditioned to be void if the contractors fully
perform all terms, conditions, and provisions of the construction services contract and pay all bills or claims on
account of labor and materials, including supplies used for machinery and equipment, performed furnished, and
used in the performance of the contract, including all demands of contractors. The requirement that bills and
claims be paid must include the requirement that interest of the amount authorized under section 13-01.1-02 be
paid on bills and claims not paid within ninety days. The bond is security for all bills, claims, and demands until
fully paid, with preference to labor and material suppliers as to payment. The bond must run to the governing
body, but any person having a lawful claim against the contractor may sue on the bond.
Contractor Bond Required: Each mechanical contractor and electrical contractor providing work on a public
improvement project that utilizes the CMar delivery method shall provide the governing body with a separate
Construction Services: After the governing body and the CM as CMar have finalized the contract for planning and
design phase services and the process has progressed sufficiently to provide the CMar the necessary project
details, the governing body and the CMar shall enter negotiations for a GMP and contract terms for the general
construction of the public improvement, provided that the CMar shall not be a constructor. If the governing body
is unable to negotiate a satisfactory contact with the highest qualified person on the list of finalizes, the governing
body shall terminate negotiations with that person. The governing body shall commence negotiations with the
next most qualified person on the list in sequence until an agreement is reached, or a determination is made to
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reject all person on the list. If the governing body reaches an agreement with a CMar on a GMP, the governing
body and CMar shall proceed with the assignment of contractor contracts and other necessary contract terms.
Instructions: The Owner shall not be held responsible for any oral instructions. Any changes to the Request for
Qualifications will be in the format of a written addendum, which will be furnished to all registered Request for
Qualifications holders.
Release of Project Information: The Owner will provide the release of all public information concerning the
project, including selection announcements and contract awards. Those desiring to release information to the
public must receive prior written approval from the owner.
Contract with City Employees: All firms interested in this project will refrain, under penalty of disqualification,
from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process
with any person who may play a part in the selection process. All contact on this selection process should be
addressed to the authorized representative identified below.
Questions: All questions must be submitted in writing, by mail or email, by at least four (4) calendar days prior to
the submittal deadline. Written questions will be received, and answers provide in writing to the requestor and all
other parties.
Address questions to:
Sean Leintz
Kodet Architectural Group, Ltd.
15 Groveland Terrace
Minneapolis, MN 55403
Tel: 612.377.2737
Email: sleintz@kodet.com
Written question received less than four (4) calendar days prior to the submittal deadline may not be answered.
Firms shall not rely on verbal statements, answers or other information from any other source in preparing their
information provided in the RFQ and accompanying documents and addendums, if any.
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Addendum Acknowledgement Form
Proposer examined and carefully studied the RFQ, the other related data identified in the RFQ, and the
following Addenda, receipt of all which is hereby acknowledged:
Addendum No. Addendum Date
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