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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
REQUEST FOR PROPOSALS
For
CONSTRUCTION MANAGER/GENERAL CONTRACTOR
(CM/GC) SERVICES
CITY OF LAKE OSWEGO PUBLIC WORKS DEPARTMENT
NEW OPERATIONS CENTER
JULY 15, 2015
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
TABLE OF CONTENTS
1. GENERAL: NATURE OF SOLICITATION; OVERVIEW & PROJECT BACKGROUND .. 4
Solicitation of Services ............................................................................................................... 4
Background ................................................................................................................................. 4
Project Organization ................................................................................................................... 4
Projected Milestones ................................................................................................................... 4
Construction Budget ................................................................................................................... 4
2. SCOPE OF WORK ..................................................................................................................... 5
Phases of Construction ................................................................................................................ 5
CM/CG Service Phases ............................................................................................................... 6
Construction Management Services ........................................................................................... 6
Construction Services ................................................................................................................. 8
Public Contracting Special Requirements .................................................................................. 9
3. PROPOSAL PROCESS ............................................................................................................ 10
RFP Not Offer to Contract ........................................................................................................ 10
Mandatory Pre-Proposal Briefing and Site Tour ...................................................................... 10
Proposal Submission and Award Schedule............................................................................... 11
Changes to RFP......................................................................................................................... 11
Public Disclosure of Proposals ................................................................................................. 11
Proposal Costs ........................................................................................................................... 12
Right to Reject Proposals and Cancel RFP ............................................................................... 12
Period of Irrevocability ............................................................................................................. 12
Obligation to Award ................................................................................................................. 12
Questions................................................................................................................................... 12
Amend or Withdraw Proposal .................................................................................................. 13
Objections or Protests ............................................................................................................... 13
Informalities .............................................................................................................................. 13
4. SUBMISSION OF PROPOSALS ......................................................................................... 14
Deadline and Location for Proposal Submission ...................................................................... 14
Format of Proposal .................................................................................................................... 14
Description of Method of Providing CM/CG Services............................................................. 14
References ................................................................................................................................. 18
Fee Proposal .............................................................................................................................. 18
Contract Form / Objection ........................................................................................................ 19
Deviations from the RFP .......................................................................................................... 19
5. EVALUATION OF PROPOSALS .................................................................................... 19
Evaluation Committee .............................................................................................................. 19
Nonresponsive Proposals Disqualified ..................................................................................... 19
Written Proposal Evaluation Criteria and Maximum Point Values .......................................... 19
Competitive Range for Interviews ............................................................................................ 22
Interviews .................................................................................................................................. 22
Selection of Finalist / Negotiation of Contract ......................................................................... 22
6. COMMENCEMENT OF WORK ......................................................................................... 22
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
7. APPENDICES ....................................................................................................................... 23
Appendix A - Construction Manager / General Contractor (CM/GC) Contract ...................... 23
Appendix B – City of Lake Oswego General Conditions for Public Improvement Contracts
(Adopted by the City of Lake Oswego from the State of Oregon for use on the Public Works
Department New Operations Center ......................................................................................... 23
Appendix C – General Conditions Matrix ................................................................................ 23
Appendix D – Master Project Schedule (Draft) ........................................................................ 23
Appendix E – Proposal Form .................................................................................................... 23
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
1. GENERAL: NATURE OF SOLICITATION; OVERVIEW & PROJECT BACKGROUND
Solicitation of Services
The City of Lake Oswego is requesting proposals from interested Construction Manager/General
Contactor (CM/GC) firms (including partnerships and joint ventures) for pre-construction and
construction services for new facilities at the Public Works Department, Operations Division located at
5705 Jean Road, Lake Oswego, OR 97035.
The CM/GC will participate in schematic design, design development and construction document
development phases as a member of a team with the Owner’s Authorized Representative (DAY CPM
Services), Architect and Engineering team, and other Project consultants, to provide preconstruction
services and construction services. The CM/GC is being selected early in the project to best serve the
City of Lake Oswego’s project.
Background
The City of Lake Oswego conducted a Master Plan development in 2009 to determine operation staff’s
current and future needs, an analysis of the existing structures, and budgets to build the proposed
replacement facilities. The Master Plan recommendations were to remove and replace all current
facilities with new structures. Complete replacement of all facilities was cost prohibitive, so the scope of
work was reduced to fit the budget and still maintain growth into the future.
Project Organization
The City of Lake Oswego has retained DAY CPM SERVICES LLC to provide Project Management oversight
and Owner’s Authorized Representative services on behalf of the Owner. The Architectural and
Engineering services will be retained by the City of Lake Oswego utilizing the services of “an architect
and engineering firm or partnership yet to be selected” as the prime design consultants to manage and
coordinate the design of the project and to provide Construction Administration services through
construction completion.
Projected Milestones
Projected significant milestones for this procurement are as follows:
- CM/GC Contract Execution: September 17, 2015
- Schematic Design Estimate: October 14, 2015
- Design Development Estimate: January 20, 2016
- Start On-Site Construction: May 2016
- Phase 1 Completion: February 2017
- Phase 2 Completion: July 2017
Refer to Appendix D for information related to the Master Schedule for the project
Construction Budget
The City of Lake Oswego Public Works Department has budgeted $9 million for the total
construction budget. Construction budget includes construction contingency carried within the
GMP.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
2. SCOPE OF WORK
Phases of Construction
Phase 1:
New Office Building (Approximately 16,100 SF):
The current vision includes construction of a pre-manufactured metal building with concrete
floor and upgrades including composite metal panel roof, exterior wall consisting of CMU with
composite metal wall panels above. Exterior pre-engineered walls in office area and
administration areas shall be in-filled with metal studs to provide a finished appearance.
Interior walls shall typically be metal stud construction and concrete masonry. All
administration, meeting/conference rooms, locker room, and storage areas will be built out to
provide a standard office environment.
New Motor Pool/Shop Building (Approximately 9,400 SF):
The current vision includes construction of a pre-manufactured metal building with exposed
structure on the interior and few interior walls, an 8” concrete floor, composite metal panel
roof, exterior wall consisting of CMU wall to 8 feet in height, composite metal wall panels above
masonry, and exterior windows for daylighting. This building will also house the vehicle repair
activities typical to a maintenance services facility; including service bays with an overhead
crane, an overhead oil/lube distribution system, welding shop, and shower / clean-up area with
lockers.
Decant Facility:
Construction of a new decant facility to allow current maintenance operations to continue
throughout the construction process.
Existing Heated Vehicle Storage:
This facility is currently partially located on the site where the new office and motor pool/shop
buildings will be placed. The intent is to partially demolish this building but keep 4 bays of the
existing building operational during construction. The remainder of this existing building will be
removed once the new heated vehicle storage building is completed.
The existing office and motor pool/shop buildings are to remain functional until the new
facilities are in-place.
Site development and landscaping for these new improvements will occur with the rest of the
Phase 1 window.
Phase 2:
Heated Vehicle Storage Building (Approximately 12,000 SF):
Pre-engineered single story metal building with bay spacing of 24 feet wide, an 8 inch thick
concrete floor, composite metal wall and roof panels, minimum eave clearance height of 16
feet, overhead lighting, electrical outlets, and a heated environment to keep winter service
vehicles from freezing up during cold winter weather.
Covered Vehicle Storage (if budget is available):
There will be three (3) Quonset style buildings for standard vehicle storage.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
Demolition and removal of the existing office and motor pool/shop buildings and other
incidental buildings as required.
Remaining site development and landscaping.
CM/CG Service Phases
The services requested of the CM/GC shall be provided in two phases:
1 Preconstruction Services: Consultation with the City of Lake Oswego Public Works Department and
its design and project management team during the planning and design of the project.
2 Construction Services: Management and completion of the construction work within the
negotiated GMP (guaranteed maximum price) and project schedule.
Construction Management Services
The City of Lake Oswego seeks a CM/GC who can best provide CM/CG services, including but not limited
to achieving the below:
1. Providing the City of Lake Oswego Public Works Department and its Architect / Engineer with
unique expertise and experience that will assist in selecting the most economical and timely
construction solutions. The CM/GC shall be responsible for providing necessary consulting
expertise to the Owner to ensure that the program scope is maximized and the construction
budget and the Project schedule are met.
2. Ensuring that existing operations of the City of Lake Oswego Public Works Department are
maintained throughout construction with minimal disruption to ongoing operations of adjacent
facilities.
3. Implementing procedures to aggressively manage the construction costs, schedule, phasing
requirements, and minimize hazards related to the development of the site in and around existing
facilities.
4. Developing project procedures to manage the high risks and critical need for effective partnering
and collaborative decision-making processes to ensure that jobsite safety is not compromised and
that impacts on subcontractors are minimized, while performing significant work around existing
facilities.
5. Providing contractor expertise to develop means and methods strategies of work-around site;
logistics solutions to constructing the new facilities while maintaining other adjacent ongoing
operations. Construction work will need to be carefully staged and coordinated to ensure safety of
the public at all times.
6. Providing procurement and implementation strategies for complex phasing of the Project to
leverage early bid package(s), while allowing time for additional design solutions for later bid
packages and coordination of work activities in and around sensitive environmental conditions.
7. Developing the Project within its budget limitations and identifying cost-effective solutions through
constructability reviews, value engineering and collaboration with stakeholders to meet budget
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
constraints.
8. Providing a full description of items that make up the proposed GMP. A complete copy of the
GMP estimates in a format approved by Owner, including all details, must be provided to the
Owner. The CM/GC will cooperate with other Owner designated Consultants, and advise, assist,
and provide recommendations to the Owner and Architect / Engineer on all aspects of the planning
and design of the work.
9. Provide timely and accurate information, estimates, and participate in decisions regarding
construction materials, methods, systems, phasing, and costs to assist in determinations which are
aimed at providing the highest quality building within the budget and schedule.
10. Work with the Owner in identifying critical elements of the Work that may require special
procurement processes, such as prequalification of bidders or qualifications-based selection.
11. Actively participate in formal Value Engineering studies anticipated to be held at the end of
Schematic Design and Design Development document phases. Actively participate in ongoing value
engineering and constructability reviews to ensure the project budget and design standards are
maintained.
12. Review in-progress design documents and provide timely input and advice on construction
feasibility, and alternative materials, and availability. Provide formal and informal Constructability
Reviews (CR) of the Contract Documents as part of the design development QA/QC process.
Provide final CR review of 80% CD design documents and suggest modifications to improve
completeness of the documents prior to establishing the final GMP.
13. Provide input to the Owner and the Architect / Engineer regarding current construction market
bidding climate, status of key subcontract markets, and other local economic and weather related
conditions. Recommend division of work to facilitate bidding and award of trade contracts,
considering such factors as bidding climate, weather, improving or accelerating construction
completion milestones, minimizing trade jurisdictional disputes, and related issues. Advise the
Owner on subcontracting opportunities for minority/women/ESB firms.
14. Continuously monitor and update the Project schedule and recommend adjustments in the design
documents of construction bid packaging to ensure completion of the Project in the most
expeditious manner possible.
15. Prepare construction cost estimates for the Project at appropriate times throughout the design
phases of the work. Notify the Owner and Architect / Engineer immediately if their construction
cost estimates appear to be exceeding the construction budget or the GMP.
16. Work with the Owner and Architect / Engineer to maximize energy efficiency in the Project. Provide
estimating and value engineering support to the Owner’s analysis and application for energy
related incentive programs offered by local utilities.
17. Furnish a Guaranteed Maximum Price (GMP) in accordance with the CM/GC Agreement for the
Owner’s review and approval. It is also possible that a partial Early Work Amendment will be
authorized to cover construction work in advance of the GMP.
During preconstruction, the CM/GC shall actively participate as a member of the Project team.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
The CM/GC will work collaboratively and proactively with the Owner and Architect/Engineer to proceed
with planning, design and development of the work in a manner which supports the Owner’s efforts to
keep costs within the Owner’s budget. The CM/GC shall provide Construction Management (CM)
services throughout the Project, from the preconstruction period through construction and shall closely
coordinate such work with the Owner, PM and Architect.
The CM/GC’s CM services shall include but not be limited to:
1. Assistance in identifying safe work practices and requirements for construction.
2. Assessing and recommending site logistics requirements.
3. Recommending phasing, sequencing of work and construction scheduling.
4. Providing cost-estimating including GMP development and subcontractor procurement.
5. Determining and reconciling constructability issues and performing formal constructability
analysis reviews of the design documents prior to subcontract bidding.
6. Assessing alternative construction options for cost savings.
7. Identifying products for Value Engineering (VE) and engineering systems for life cycle cost,
design considerations and recommending all work necessary to support their implementation.
8. Participating in Owner’s Design Development, Detailed Design and Construction Document
Phases and coordination reviews.
9. Critical Path scheduling and site logistics planning.
10. Permit procurement assistance and agency coordination.
Preconstruction services will be provided generally under the terms contained in this RFP solicitation
process, and paid for on a cost reimbursement basis.
Construction Services
The CM/GC shall provide full General Contracting (GC) services for construction of the Project in
accordance with the requirements of the Contract Documents and except to the extent work is
specifically indicated in the Contract Documents to be the responsibility of others.
The CM/GC firm must be skilled in all aspects typical to a general contractor and construction manager,
including, but not limited to developing Critical Path Method (CPM) schedules, preparing construction
estimates, performing value engineering and life-cycle cost studies, analyzing alternative designs,
studying labor conditions, understanding construction methods and techniques, understanding local
climate conditions and requirements for weather protection during construction, performing
constructability reviews, sequencing of work, and coordinating and communicating the activities of the
team throughout the design and construction phases to all members of the Project delivery team.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
In addition, the CM/GC must be familiar with the local labor and subcontracting market and be capable
of working with subcontractors to generate viable pricing alternatives
The CM/GC firm will coordinate and manage the construction process as a collaborative member of a
team with the Owner, PM, A/E, and other Project consultants and governmental agencies; including
hazardous material survey and removal process. The CM/GC must also be familiar with sustainable
construction techniques, LEED certification requirements and processes and employ those techniques
and processes throughout the term of the Project.
During the Construction Phase Services, the CM/GC services shall include:
1. Provide and pay for all materials, tools, equipment, labor, and professional and non-professional
services
2. Refine the construction schedule, phasing and site logistics.
3. Advance materials procurement.
4. Advance construction (if approved via an Early Work Amendment)
5. Develop subcontractor bidding packages.
6. Quality control of the work in progress.
7. Ongoing management of the construction budget and monthly, or as requested by Owner,
reporting of budget and work in progress status.
8. Overall construction management.
9. Perform all other acts and supply all other things necessary to fully and properly perform and
complete the Work, as required by the Contract Documents.
Public Contracting Special Requirements
In order to implement the CM/GC method of construction with a GMP, the CM/GC shall comply with the
below public contracting requirements to ensure an adequate level of competition. Proposers shall note
the following requirements concerning management of this GMP Project:
1. A full description of items that make up the proposed GMP is required from the CM/GC. A
complete copy of the GMP estimates in a format approved by Owner, including all details, must be
provided to the Owner. The CM/GC will cooperate with other Owner-designated cost estimators to
reconcile GMP estimates to Owner-approved limits.
2. Comply with Oregon Administrative Rules (“OAR”) 137-046-0200 and 137-046-0210 in all
respects for the solicitation of Minority, Women and Emerging Small Business Enterprises. Compliance
shall include pass-through requirements for subcontractor demonstrations of good faith efforts for all
subcontract offer packages, for which set goals may be utilized.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
3. The Contract awarded through this process will require the CM/GC to use an open competitive
selection process for subcontracted components of the Project. The processes used to award
subcontracts by the CM/GC will be monitored by the Owner and Owner’s Authorized Representative.
The CM/GC shall solicit bids or quotes from subcontractors unless otherwise authorized by the Owner in
writing. Owner will review all bids at its discretion, and reserves the right of prior written approval of
any bids when fewer than three (3) bids are received in response to any solicitation. If the CM/GC
intends to self-perform a scope(s) of work, the CM/GC shall notify the Owner in writing of this intent,
post separate public advertisements identifying the specific scope of work being pursued by the CM/GC
and the date/time/location of when their and other subcontractor bids will be due, solicit competitive
bids from other subcontractors for the same scope of work intended to be self-performed, and the
CM/GC will be held to no additional mark-up of fee beyond the contracted fee percentage for cost of
the work.
4. By listing individuals in the Proposal, the firm affirms that these individuals will be available to
work on the Project at the approximate percentages shown in the Proposal. The Owner reserves the
right to approve or reject any changes to the proposed personnel. Owner further reserves the right to
request a substitution of personnel if deemed to be in the best interest of the Owner.
5. All Proposers must be registered with the Oregon Construction Contractors Board prior to
submitting Proposals. Failure to register will be sufficient cause to reject the Proposal as non-
responsive.
6. For this Project, the provisions of ORS 279C.800 to 279C.870, relative to prevailing wage rates,
will apply. The CM/GC and all subcontractors shall comply with BOLI requirements. The actual
prevailing wage rates applicable to this Project will be identified at the time the initial set of
construction specifications are made available and are incorporated into the first Early Work
Amendment, or, if no Early Work Amendment occurs, then at the time of the GMP Amendment. Those
rates will then apply throughout the Project.
3. PROPOSAL PROCESS
RFP Not Offer to Contract
This RFP provides instructions for the preparation of a proposal that will address all RFP
requirements. This RFP is not an offer to contract. Only the execution of a written contract will
obligate the City of Lake Oswego, in accordance with the terms contained in the contract.
Mandatory Pre-Proposal Briefing and Site Tour
A mandatory pre-proposal briefing and site tour will be conducted on the Mandatory Pre-Proposal
Meeting and Site Tour date and time stated in Section 3, Proposal Submission and Award Schedule,
below, at the Public Works Department offices located at 5705 Jean Road, Lake Oswego, OR 97035. The
meeting will allow proposers the opportunity to view the construction site and gain a better
understanding of the work and the unique aspects of the project. Proposers are required to attend.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
Proposal Submission and Award Schedule
July 15, 2015
July 27, 2015, 10:00 AM
August 4, 2015, 5:00 PM
August 7, 2015
August 14, 2015, 2:00 pm
August 21, 2015
Aug. 27 - 28, 2015
Aug. 31 – Sept. 4, 2015
Sept. 15, 2015
Sept. 17, 2015
Sept. 21, 2015
RFP issue dates
Mandatory Pre-Proposal Meeting and Site Tour
Deadline for Proposer Questions
RFP Addenda issuance
Proposals Due Date and Time
Competitive Range Proposers Identified and Notified of
Interviews
Interviews with Competitive Range Proposers
Contract Negotiations with Evaluation Team
City Council Approval
CM/CG Executes Contract
Beginning of Services
[Dates after Proposals Due Date and Time are subject to change; all times stated are local, Pacific Time.]
Changes to RFP
The City of Lake Oswego reserves the right to make changes to the RFP not later than 7 calendar days
prior to the Proposals Due Date and Time in in Section 3, Proposal Submission and Award Schedule
subsection above. Changes will be made only by written addendum which will be available to all
prospective proposers via the City’s website link (http://www.ci.oswego.or.us/publicworks/bid-rfp-
information).
Prospective proposers may request or suggest any change to the RFP by submitting a written request.
The request shall specify the provision of the RFP in question and contain an explanation for the
requested change. The request must be submitted prior to the Deadline for Proposer Questions stated
in Section 3, Proposal Submission and Award Schedule subsection above.
The evaluation team will evaluate all requests submitted but will not be obligated to accept the
requested change.
Public Disclosure of Proposals
Any information provided to the City of Lake Oswego pursuant to this RFP is subject to
public disclosure pursuant to Oregon’s public records laws (ORS 192.410 to 192.505).
The general requirement for public disclosure is subject to a number of exemptions. Each page
containing information deemed by the proposer as necessary to remain exempt from public disclosure
after proposals have been evaluated (e.g., pages containing trade secret, economic development
information, etc.) should be plainly marked. Marked pages should be placed in a group separate from
the remainder of the proposal.
The fact that a proposer marks and segregates certain information as exempt from disclosure does not
mean that the information is necessarily exempt. The City of Lake Oswego will make an independent
determination regarding exemptions applicable to information that has been properly marked and
segregated. Information that has not been properly marked and segregated may be disclosed in
response to a public records request. When exempt information is mixed with nonexempt information,
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
the nonexempt information must be disclosed. The City of Lake Oswego will redact pages that include
both exempt and nonexempt information to allow disclosure of the nonexempt information.
Unless expressly provided otherwise in this RFP or in a separate communication, the City of Lake
Oswego does not agree to withhold from public disclosure any information submitted in confidence by a
proposer unless the information is otherwise exempt under Oregon law. Except for pages which are
designated as confidential because of they contain trade secrets or proprietary information and they are
not disclosable under the Oregon Public Records Law, the City of Lake Oswego considers the balance of
the proposal submitted in response to this RFP to be submitted in confidence only until the date of
“Competitive Range Proposers Identified and Notified of Interviews”, as stated in Section 3, Proposal
Process, Proposal Submission and Award section.
Proposal Costs
Any Due Diligence efforts conducted by a Proposer is at the Proposer’s expense. The City of Lake
Oswego will not pay any costs incurred in the preparation or submission of a proposal (including the
interview phase), or in the negotiation execution of the form of contract, or otherwise responding to
this RFP, all of which will be the sole responsibility of the proposer.
Right to Reject Proposals and Cancel RFP
The City of Lake Oswego reserves the right to reject any and all proposals. The City of Lake Oswego may
cancel the RFP without liability to the City of Lake Oswego any time prior to executing contract if the City
of Lake Oswego determines, in its sole discretion, it’s in the City’s best interest to do so.
Period of Irrevocability
Proposals shall be offers that are irrevocable for a period of sixty (60) calendar days after the time and
date proposals are due. Proposals shall contain the name, address and telephone number of an
individual or individuals with authority to bind the company during the period in which the proposal will
be evaluated.
Obligation to Award
The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the City of Lake
Oswego to award a contract.
Questions
Questions pertaining to this RFP shall be presented in writing to:
Eric Eckfield, Project Manager
DAY CPM SERVICES (Owner Representative)
12745 SW Beaverdam Rd. Ste #120
Beaverton, OR 97005
Email: [email protected]
Questions must be received in electronic format not later than 5:00 p.m. on the date stated for the
Deadline for Proposer Questions, in Section 3, Proposal Submission and Award Schedule subsection.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
Questions will be compiled and collectively addressed in writing prior to the date for RFP Addenda
issuance, as stated in Section 3, Proposal Submission and Award Schedule subsection
.
Amend or Withdraw Proposal
A proposer may amend or withdraw its proposal any time prior to the time and date established for
submission of proposals.
Objections or Protests
Process
A proposer or prospective proposer who wishes to object or protest any aspect of this
procurement shall comply with requirements of Lake Oswego Public Contract Rule 103-0260
and must deliver a written protest to:
Anthony Hooper, Support Services Supervisor
Public Works Department, Operations Department
City of Lake Oswego
5705 Jean Road
Lake Oswego, OR 97035
A protest is delivered when it is actually received by the aforementioned addressee.
A protest shall be deemed to include only the documents timely delivered pursuant to this paragraph. It
must clearly state all of the grounds for the protest and must include all arguments and evidence in
support of the protest. Testimonial evidence may be submitted by affidavit. The City of Lake Oswego
may investigate as it deems appropriate in reviewing the protest and will issue a written response to the
protest. The City of Lake Oswego may proceed with contract award, execution, and performance while a
protest is pending.
Timeliness
If the protest relates to matters that are apparent on the face of the solicitation documents or that are
otherwise known or should have been known to the protester, the protest must be delivered no later
than (10) calendar days prior to the Proposals Due Date, as stated in Section 3, Proposal Process,
Submission and Award Schedule subsection.
If the protest relates to other matters, including but not limited to the award of the contract, it must be
delivered as soon as possible, and in no event later than seven (7) calendar days, after the protester
knows or reasonably should have known of the award of the contract, the City of Lake Oswego’s intent
to award the contract, or other matters to which the protest is addressed.
The City of Lake Oswego will decline to review a late protest.
Informalities
The City of Lake Oswego reserves the right to waive informalities of proposals.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
4. SUBMISSION OF PROPOSALS
Deadline and Location for Proposal Submission
The proposal must be delivered to the following addressee not later than 2:00 p.m, on the date stated
as the Proposals Due Date, in Section 3, Proposal Process, Submission and Award Schedule subsection.
Anthony Hooper, Support Services Supervisor
Public Works Department, Operations Department
City of Lake Oswego
5705 Jean Road
Lake Oswego, OR 97035
The City of Lake Oswego, at its option, may decline to consider late submissions.
Format of Proposal
Each proposer’s submission in response to this RFP must:
1. Proposals shall be prepared simply, economically and environmentally friendly, providing a
straightforward format. Concise and direct responses are encouraged.
2. The proposal form is included as Appendix E. It shall be completed, executed and included
as the first page of the proposal. This will not count in the page limit referenced above.
3. Include one (1) original (marked as such), six (6) copies and one (1) PDF copy on a USB flash
drive.
4. Be submitted in a sealed envelope that is plainly marked “Proposal to Provide CM/GC Services –
City of Lake Oswego Public Works Department New Operations Center” and bears the proposer’s name,
address, telephone number, and email address.
5. However, except as provided otherwise below, a proposal shall be on 8 ½” x 11” paper, in a font
size no smaller than eleven (11) points and shall not exceed thirty (30) single-sided pages or fifteen (15)
double-sided pages, including pictures or diagrams. Resumes required of Proposed Personnel, required
proposal response forms, and section dividers are excluded from the page limit. If a proposer exceeds
the page limit, the City will consider the information on the first thirty (30) pages, and will decline to
consider information beyond the 30th page. Description of Method of Providing CM/CG Services
Proposals shall contain the following information, provided in the order listed below. Proposers are
encouraged to use creativity and to provide complete information in their written proposals.
Management of the Work
In detail, describe the overall plan to manage the project, including the following as a minimum:
1. Describe your proposed Preconstruction Services Plan that defines each preconstruction service
you intend to provide, including but not limited to:
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
1) Assistance in identifying safe work practices and requirements for construction;
2) Assessing and recommending site logistics requirements;
3) Recommending phasing, sequencing of work and construction scheduling;
4) Providing cost-estimating including identified interim design estimates, GMP development
and subcontractor procurement
5) Determining and reconciling constructability issues and performing formal constructability
analysis reviews of the design documents prior to subcontract bidding;
6) Assessing alternative construction options for cost savings;
7) Identifying products for Value Engineering (VE) and engineering systems for life cycle cost,
design considerations and recommending all work necessary to support their implementation
and;
8) Participating in Owner’s Schematic Design, Design Development, and Construction Document
Phases and coordination reviews;
9) Critical Path scheduling and site logistics planning;
10) Permit procurement assistance and agency coordination.
a. Investigation of existing conditions to ensure construction documents reflect the actual
site conditions.
b. Design and Construction Document coordination review and comments verifying their
implementation. Describe your firm’s approach when working as a project team
member during design and preparation of construction documents.
c. Design and target cost validation, budgeting, and cost estimating, tracking, and
reconciliation with second parties. Cost estimating methodology, and systems utilized to
adhere to requirements for detailed accounting and real time tracking of costs in
accordance with the project budget, Manage price volatility and market conditions
when providing cost estimates during the design phase without being unreasonably
conservative
d. Identification of constructability issues, including assistance identifying safe work
practices and requirements for construction.
e. Value Engineering and consideration of alternative construction options, products and
engineering systems for cost savings and life cycle cost design.
f. Schedule, change recommendations and advice of long-lead procurement packages.
g. Recommended phasing and sequencing of work to maximize construction site
efficiencies.
h. Assessment of and recommended site logistics requirements.
i. Subcontract Plan preparation and procurement planning.
2. Identify the person(s) responsible for each service, a description of the deliverable(s) that will be
provided to the Owner and Architect / Engineer upon completion of each service and the action you
intend to take or intend for the Architect / Engineer to take based on the information contained in each
deliverable.
3. Briefly identify three (3) or more examples of projects that demonstrate the range of
Preconstruction Services your firm has provided on previous public or private sector CM/GC
projects or private sector projects with a guaranteed maximum price (GMP).
4. To clearly show an understanding of the scope and complexity of the work, identify key issues
and/or potential constraints and risks anticipated for the project, including areas of design, construction,
and management. Describe the plan for addressing these issues and maintaining the progress of the
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work.
5. Describe the work sequencing and phasing process that will be employed to ensure that existing
adjacent operations are maintained throughout construction operations. With the understanding that a
team effort by the City of Lake Oswego, the Architect / Engineer, and the selected proposer will be
required to develop an approach to the design and construction sequencing and phasing; include a
discussion of the process employed by your firm to develop sequencing, phasing and a site logistics
plans, that minimize disruptions to existing adjacent facilities and existing wetlands.
6. Describe your firm’s approach toward managing fast track projects with critical timelines which
have completion dates that cannot be moved.
7. Describe the plan to establish and maintain good relationships and foster open and productive
communications with the City of Lake Oswego, DAY CPM, the Architect / Engineer, and the public,
including communication of current and upcoming construction activities.
Proposed Personnel and Organization
1. Provide a project organization chart showing the proposed key staff for this project in the
following areas (at a minimum):
a. Company executive with responsibility for the project and the authority to bind the
company
b. Project management
c. Construction management and supervision
d. Estimating
e. Safety
f. Quality control
2. Describe the duties and responsibilities for all key staff positions.
3. Indicate the approximate percentage of that each person shown on the organization chart is
anticipated to be working on the project and their primary work location during the design and
construction phases of the work
4. Include resumes for all key individuals shown on the chart. Resumes shall include education,
work history, length of tenure with the proposing company, and specific project experience in the role
proposed for this project. Each project experience example shall include the title, description,
construction cost, dates and durations for the project and the name, company name, position title, and
telephone number for the client representative that was responsible for the project.
5. Provide an organizational chart of the company. Include all wholly-owned subsidiary companies
and define their relationship in providing personnel or equipment for the project.
Cost Management
1. Describe how your firm will approach cost estimating and value engineering.
2. Describe the plan for managing and tracking the cost for the work. Include descriptions of cost
tracking tools and summary reports.
3. Describe the approach for establishing and maintaining a contingency fund to ensure that the
project budget is not exceeded.
4. Describe the proposed method of documenting the line item components of the Guaranteed
Maximum Price (GMP) and the method of determining whether project changes are inside or outside
the scope of the GMP.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
5. Describe past performance on other CM/GC within the past ten (10) years. For each project, list
the project name, client name, completion date, contract GMP, dollar amount and source of change
orders, and client contact person including phone number and email address.
Schedule, Quality Control, and Safety
1. Describe approach to managing the construction schedule. Include a description of the elements
of this project that are likely to put the schedule at risk and how they would be proactively managed.
Include descriptions of schedule tracking tools and summary reports
2. Describe expectations for labor and materials availability on this project. Describe how
anticipated challenges with availability of labor or materials could be mitigated. Explain the plan to
generate sufficient subcontractor and/or material supplier competition in the bidding to minimize
project costs.
3. Discuss opportunities and challenges that you see to complete the project in as efficient a
manner as possible. Describe how the opportunities will benefit the Owner and describe how the
foreseeable challenges will be addressed by your firm.
4. Describe your firm’s proposed quality control plan and how it will be implemented.
5. Describe your firm’s proposed general safety program, including training, hazard identification,
and audit/inspection. Include specific information on subcontractor and employee accountability for
safety, formal disciplinary program, and Company EMR (Experience Modification Rating) safety record
for the last three years
Procurement Strategies
1. Describe in detail your firm’s subcontractor and supplier procurement/selection process. Per
ORS 279C.337, the public improvement contract that the contracting agency negotiates with the
construction manager/general contractor must include:
a. The methods the construction manager/general contractor will use to qualify and select
subcontractors. The methods must be competitive and should provide prospective subcontractors with
a reasonable opportunity to participate in the construction manager/general contractor’s qualification
and selection process.
b. Identification of the portions of the construction work under the public improvement
contract for which the construction manager/general contractor may waive the qualification and
selection process described in paragraph (a) of this subsection and describe:
(1) How the construction manager/general contractor may determine the portions
of the construction work that will not be subject to the qualification and selection process described in
paragraph (a) of this subsection; and
(2) The process the construction manager/general contractor will use to qualify and
select prospective subcontractors for the portions of the construction work that are not subject to the
qualification and selection process described in paragraph (a) of this subsection.
c. Identification of the conditions under which the construction manager/general
contractor or an affiliate or subsidiary of the construction manager/general contractor may perform or
compete with other prospective subcontractors to perform construction work under the public
improvement contract and describe the methods the construction manager/general contractor will use
to qualify and select an affiliate or subsidiary to perform the construction work.
d. How the construction manager/general contractor will announce which prospective
subcontractors the construction manager/general contractor has selected to perform construction
services in connection with the public improvement contract.
e. The conditions under which the construction manager/general contractor will discuss
the qualification and selection process described in this subsection with a prospective subcontractor
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that the construction manager/general contractor did not select for a subcontract if the construction
manager/general contractor receives a request from the prospective subcontractor to discuss the
process.
As used in this section, “savings” means a positive difference between a fixed price, a guaranteed
maximum price or other maximum price set forth in a public improvement contract and the actual cost
of the work, including costs for which a contracting agency reimburses a construction manager/general
contractor and fees or profits the construction manager/general contractor earns.
2. Describe how you would provide local and DMWESB subcontractor and supplier opportunities
to submit bids to your firm.
References
Proposer must provide five (5) references that can rate the Proposer’s performance on CM/GC Projects
in the last ten (10) years. References must include the company name, client name, title, contact
information (phone and email), brief description of project, project value, and percentage of change
orders and their source.
Fee Proposal
Present a proposed fee for providing the CM/GC services in three parts:
Preconstruction Fee
Submit a reimbursable maximum not to exceed Preconstruction Fee for this Project. This fee
must reflect the activities required for Preconstruction Services. This fee will be paid on a cost
reimbursement basis and must be submitted as maximum not-to-exceed number.
Construction Phase General Conditions Staffing Fee
Submit a monthly cost reimbursable maximum not-to-exceed fee for the portion of the Costs of General
Conditions Work (GC Work) associated with staffing the site during the Construction Phase of this
Project. This fee must cover all line items shown in Appendix C. GC Work means that portion of the
Work required to support construction operations that is not included within overhead or general
expense but is called out as GC Work as identified in the contract, and any other specific categories of
Work approved in writing by the City of Lake Oswego’s Authorized Representative as forming a part of
the GC Work. See the attached Appendix A - CM/GC Contract for details.
After Contract award and prior to construction work being performed under an Early Work Amendment
or the GMP Amendment, the maximum not-to-exceed amount for General Conditions Work items and
for direct construction costs will be established and set forth in the applicable Amendment.
CM/GC Fee
Provide your firm's CM/GC Fee as a percentage of the Estimated Cost of the Work for this Project. This
fee, to be determined based on this percentage, must cover, at a minimum, the Construction
Management elements and Costs Excluded from Cost of the Work, as specified in the CM/GC Contract.
Items identified in the contract as applicable to the CM/GC Fee will not be reimbursed as GC Work.
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Contract Form / Objection
The form of Contract that the successful Proposer will be expected to execute if awarded the contract is
included as Appendices A and B. The Proposer should include in the proposal any objections to the form
or terms of the Contract. Any objections shall be considered after a determination of the apparent
highest ranked responsive, responsible proposer is made, and the terms shall be subject to negotiation.
The Project Manager, in consultation with the City Attorney, shall determine if any proposed
modifications to the form of Contract are acceptable to the City and that they do not present material
risk to the City or increase the City’s costs. If the final negotiated terms are not acceptable to the
apparent highest ranked responsive, responsible proposer, that proposer shall be declared not to be
responsive, and the next apparent highest ranked responsive, responsible proposer’s proposal and
objections to form of Contract, if any, shall be considered, and so forth in order, until a responsive,
responsible proposer agreeable to execution of a form of Contract acceptable to the City and to the
proposer is ascertained.
Deviations from the RFP
Identify specifically where and how the proposal deviates from the requirements of this RFP.
5. EVALUATION OF PROPOSALS
Evaluation Committee
Proposals will be evaluated by an evaluation committee comprised of City of Lake Oswego Public Works
Department representatives, Owner representative DAY CPM SERVICES, members of the architectural
and engineering firm or partnership, and technically-oriented members-at-large.
The City of Lake Oswego reserves the right to share the Proposal with any third party of City’s choosing,
in order to secure expert opinion. (The third party will be obligated to retain information in confidence
to the same degree as the Evaluation Committee members.)
Nonresponsive Proposals Disqualified
Proposals that do not meet minimum RFP requirements and omission is not a “minor informality”
waived by the City will be classified as “nonresponsive.” The City of Lake Oswego will disqualify all
nonresponsive proposals from further evaluation. Responsive proposals will be evaluated on the basis
of the criteria within this RFP.
Written Proposal Evaluation Criteria and Maximum Point Values
The City of Lake Oswego evaluation team will consider information provided in the written proposal
according to the following criteria, to rank the proposers in order of suitability to meet the City’s
needs. Maximum available points for written proposals will be 150 points. The maximum points
available for each evaluation criteria are listed in parentheses after the criteria.
1. Management of Work: (30 points maximum)
2 Proposed personnel and project organization (20 points maximum)
2. Cost management (20 points maximum)
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3. Schedule, quality control and safety (20 points maximum)
4. Procurement Strategies (20 points maximum )
5. References (10 points)
6. Fee Proposal: (30 points maximum)
a. Preconstruction (Maximum of 10 points)
b. Construction Phase General Conditions Staffing Fee (Maximum 10 points)
c. CM/GC Fee (Maximum 15 points.)
The evaluation committee may request additional clarification from a proposer on any portion of a
proposal. Proposer may not submit new information or documentation, however, and a proposer may
not use a clarification to rehabilitate a non-responsive proposal. Proposer’s point of contact must be
available during the evaluation period to respond to requests for additional clarification. Proposers shall
submit written signed clarification(s) within 24 hours, Monday through Friday, after receiving the City of
Lake Oswego’s request. A proposer’s failure to provide clarification may result in a lower score for the
proposal.
The evaluation committee will add together the points that each committee member assigns and divide
the total points by the total number of evaluation committee members to compute average score for
the evaluation questions.
Reference Scoring
The City of Lake Oswego may attempt to contact two (2) sources for each reference given. The
Evaluation Committee may make up to three (3) attempts to contact each of the reference sources,
which will be made during normal business hours. If the three (3) attempts are unsuccessful, the
proposer may receive zero (0) points for that reference source.
Preconstruction Scoring Methodology
The Pre-Construction fee shall be scored based upon a deviation from the median cost proposed by the
field of proposers. In the event only two (2) proposals are received, scoring will not be conducted via
deviation from the median but rather on traditional scoring where low fee receives highest points and
second lowest fee receives a derivative of it.
Philosophy: The Project requires your firm to perform a given required amount of work as described in
the Sample Contract, for the duration of time described in the RFP. It is our philosophy that the Pre-
Construction fee should be an accurate reflection of the effort required to perform those services. This
scoring methodology will reward the firm that hits the sweet spot in the middle of the group of
responsive proposers.
Example Outcome with 5 Proposers:
Proposed Costs for Pre-Construction Services: $45,000; $50,000; $60,000; $62,000; $77,000.
Median Cost: $60,000
Point Distribution: 10 point total available
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$45,000 – 7.6 points
$50,000 – 8.4 points
$60,000 – 10 points
$62,000 – 9.6 points
$77,000 – 7.2 points
General Conditions Staffing Scoring Methodology;
The General Conditions fee shall be scored based upon a deviation from the median cost proposed by
the field of proposers. In the event only two (2) proposals are received, scoring will not be conducted
via deviation from the median but rather on traditional scoring where low fee receives highest points
and second lowest fee receives a derivative of it.
Philosophy: The Project requires your firm to perform a given required amount of work as described in
the Sample Contract, for the monthly time duration described in the RFP. It is our philosophy that the
General Conditions fee should be an accurate reflection of the effort required to perform those services.
This scoring methodology will reward the firm that hits the sweet spot in the middle of the group of
responsive proposers.
Example Outcome with 5 Proposers:
Proposed Costs for General Conditions: $35,000; $37,000; $40,000; $41,000; $72,000.
Median Cost: $40,000
Point Distribution: 10 point total available
$55,000 – 8.8 points
$37,000 – 9.3 points
$40,000 – 10 points
$41,000 – 9.8 points
$72,000 – 2 points
CM/GC Fee Scoring Methodology:
The firm with the most competitive fee will be awarded the maximum number of points available. Other
proposers will receive a score that is calculated by dividing the most competitive fee by their fee and
multiplying the result by the total score available. In the event only two (2) proposals are received,
scoring will not be conducted via median but rather on a traditional scoring where low fee receives
highest points and second lowest fee receives a derivative of it.
Scoring Example;
Most Competitive Fee (2.25% for example) will score 15 points. Other fees proposed and resulting
scores:
Proposed Fee: Score:
2.45% 13.8 points
2.50% 13.5 points
2.6% 13 points
3.0% 11.3 points
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Competitive Range for Interviews
Only those proposals determined within the competitive range will be considered for Interviews and
award. The proposers with the three (3) highest ranking proposals will be invited to interviews, plus
others that are within 10 scoring points of the competitive range.
Interviews
In addition to presenting qualifications, experience, and the proposer’s approach to the Project, the
interviewees will be expected to respond to questions from the panel regarding the firm’s proposal as
well as additional questions related to other pertinent matters regarding the RFP. . The length, format,
criteria, and scoring for the interview will be provided to the proposers within the competitive range at
the time of notification that the proposer is within the competitive range.
Should your firm be invited to interview, questions will be directed to the proposed key Project Staff. At
a minimum, the corporate executive dedicated to the Project, the project manager, and the project
superintendent shall be in attendance; others may attend if deemed necessary by the proposer.
The evaluation committee will add together the points that each committee member assigns and divide
the total points by the total number of evaluation committee members to compute average score for
the evaluation questions.
Maximum available points for interviews will be 100 points. The evaluation committee will add together
the points that each committee member assigns and divide the total points by the total number of
evaluation committee members to compute average score for the evaluation questions. The evaluation
committee’s interview points are added to the points awarded to the proposer’s written proposal.
Selection of Finalist / Negotiation of Contract
It is the City of Lake Oswego’s intent to select a single CM/GC contractor.
After evaluation by the team, the team will recommend to the City of Lake Oswego City Council that the
top-ranked proposer be invited to work with the City of Lake Oswego. If the City is unable to successfully
negotiate with the top-ranked proposer, the City of Lake Oswego reserves the right, at its sole
discretion, to terminate negotiations and begin new negotiations with the next highest-ranked
proposer.
6. The City of Lake Oswego may postpone the award or execution of the contract after the
announcement of the apparent successful proposer in order to complete the City of Lake Oswego’s
investigation.
6. COMMENCEMENT OF WORK
The successful proposer may commence work only after the City of Lake Oswego delivers a fully
executed CM/GC contract.
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Request for Proposals - Construction Manager/General Contractor (CM/GC) Services
7. APPENDICES
Appendix A - Construction Manager / General Contractor (CM/GC) Contract
Appendix B – City of Lake Oswego General Conditions for Public Improvement Contracts
(Adopted by the City of Lake Oswego from the State of Oregon for use on the Public Works
Department New Operations Center
Appendix C – General Conditions Matrix
Appendix D – Master Project Schedule (Draft)
Appendix E – Proposal Form
(END OF RFP - Appendices Follow)