Version Dated July 3, 2007
Pennsylvania State System of Higher Education
__________________________________________________
Request For Proposal
Centrally Held Contracts For
Construction Management Services
Category 1. Construction Management Services
Category 2. Project Management Services
__________________________________________________
RFP PASSHE-CM&PM-2007
__________________________________________________
Utilizing
Contract Form PASSHE-CM&PM-2007
Open End Construction Management Services
__________________________________________________
Issuing Office
Pennsylvania State System of Higher Education
Office of the Chancellor
Dixon University Center
Office of Administration and Finance
Construction Support Office
RFP PASSHE-CM&PM-2007
Version Dated July 3, 2007
Contracting Officer
Steven R. Dupes
Assistant Vice Chancellor for Facilities
Issuing Officer
James E. Barbush
Facilities Contracts Manager
RFP PASSHE-CM&PM-2007
Version Dated July 3, 2007
July 2007
This Page Blank
RFP PASSHE-CM&PM-2007
Version Dated July 3, 2007
REQUEST FOR PROPOSAL
FOR
Centrally Held Contracts For
Construction Management Services
TABLE OF CONTENTS
Part I GENERAL INFORMATION FOR PROFESSIONALS
Part II INFORMATION ABOUT THE STATE SYSTEM OF HIGHER EDCUATION
Part III WORK STATEMENT
Part IV INFORMATION REQUIRED FROM PROFESSIONALS
Part V CRITERIA FOR SELECTION
APPENDICES
APPENDIX 1 qualification matrix & map of the universities
APPENDIX 2 pa business certification form
APPENDIX 3 SSHE FORM 150 ASP – APPLICATION FOR SPECIFIC PROJECT
APPENDIX 4 CONTRACT form
This Page Blank
REQUEST FOR PROPOSAL
FOR
Centrally Held Contracts For
Construction Management Services
TABLE OF CONTENTS
PART I GENERAL INFORMATION FOR PROFESSIONALS
I-1. Purpose & scope of request for proposal (rfp)
A. Central Contracts For Construction Management Services
B. Contents Of This RFP
I-2. Problem Statement
A. Project Size And Governing Thresholds
B. System-Wide Coverage
C. Categories Of Services
Category 1. Construction Management Services
Category 2. Project Management Services
D. The Process
I-3. Issuing Office, contracting officer, & issuing officers
I-4. Type of Contract
A. Multiple Award Contract
B. Negotiations
C. Contents Of The Multiple Award Contract
D. Contract Period
E. Renewal Years – Escalation
I-5. Pre-proposal Conference
· If A Pre-Proposal Conference Is Held
· If A Pre-Proposal Conference Is N O T Held
I-6. Amendment to the RFP
I-7. Response Date
I-8. Proposals
I-9. Rejection of Proposals
I-10. Incurring Costs
I-11. Economy of Preparation
I-12. Oral Presentation
I-13. Prime Professional Responsibilities
I-14. Disclosure of Proposal Contents
I-15. Debriefing Conferences
I-16. News Releases
I-17. System Participation
I-18. Cost Data – NEGOTIATION OF FEES
I-19. NOTICE AS TO FILING A PROTEST
PART II DESCRIPTION OF THE ORGANIZATION and BACKGROUND
II-1. PENNSYLVANIA State System of Higher Education
o Current Composition
o Authorization
o Governance
PART III WORK STATEMENT
III-1. Objectives
III-2. SCOPE OF Professional SERVICES DO NOT USE. THESE HAVE BEEN MODIFIED.
III-3. HISTORICAL AND ANTICIPATED VOLUMES OF WORK
III-4. Work ORDER thresholds
III-5. PROCEDURES
A. Issuance Of RFP & Selection Of Firms
B. Negotiations & Master Contract
C. Selections For Specific Projects
D. Proposals Responding To RFPs For Specific Projects
E. Individual Work Orders (IWOs)
F. Administration
III-6. SCOPE OF WORK
A. DEFINITIONS
1. Construction Management Defined
2. Types Of Construction Management Services
· Agency CM - A Fee-Based Service Requested by this RFP
· At-Risk CM - A Delivery Method Not Requested by this RFP
B. DESCRIPTIONS OF CATEGORIES OF SERVICE
Category 1 Services: Construction Management Services
A. PRE-CONSTRUCTION PHASE SERVICES
1. Programming
2. Scheduling
3. Cost Estimating
4. Document Reviews: Constructability, Interdisciplinary, And Review
5. Value Engineering
6. Miscellaneous
7. Design Phase
8. Bid Process
B. CONSTRUCTION PHASE SERVICES
1. Construction Scheduling
2. Construction Administration – Professional
3. Construction Administration – PA&QA
4. Miscellaneous
C. SPECIAL SERVICES
1. LEED Administration
2. LEED Certification
Category 2 Services: Project Management Services
A. PRE-CONSTRUCTION PHASE SERVICES
1. Administration Of Professional Contracts
2. Project Coordination
3. Project Scheduling
4. Contract Development
5. Funding/Budget Control
B. CONSTRUCTION PHASE SERVICES
1. Project Scheduling
2. Project Coordination
3. Funding/Budget Control
4. Contract Administration - Professional
5. Contract Administration - PAQA
C. PROJECT MANAGEMENT SERVICES
PART IV INFORMATION REQUIRED FROM PROFESSIONALS
IV-1. REQUIRED INFORMATION
IV-2. description of REQUIRED INFORMATION
Tab 1 Letter Of Interest
Tab 2 Qualification Matrix See Appendix 1
Tab 3 PA Business Certification See Appendix 2
Tab 4 Sshe Form 150 Asp – Application For Specific Project See Appendix 3
Tab 5 Understanding The Scope Of Work
Tab 6 Management Summary
Tab 7 Proposer’s Narrative
1. Staff
2. Firm
3. Management
4. Staffing For Specific Projects
5. Expenses For Specific Projects
Tab 8 Other Information
Part V CRITERIA FOR SELECTION
V-1. SELECTION PROCESS
A. Selection Board
B. Negotiation Board
C. Legislated Criteria
V-2. EVALUATION CRITERIA
A. The Professional’s Qualifications
B. Personnel Qualifications
C. Responsiveness To System’s Needs
D. Methods For Staffing And Reimbursement Of Staff Expenses
E. Successful Performance Of Cm And Pm Services
F. Other Information
APPENDICES
APPENDIX 1 qualification matrix & map of the universities
APPENDIX 2 pa business certification form
APPENDIX 3 SSHE FORM 150 ASP – APPLICATION FOR SPECIFIC PROJECT
APPENDIX 4 CONTRACT form
This Page Blank
RFP PASSHE-CM&PM-2007 Table of Contents
Page iv
Version Dated July 3, 2007
PART I
GENERAL INFORMATION FOR PROPOSERS
I-1. PURPOSE & SCOPE OF REQUEST FOR PROPOSAL (RFP)
A. CENTRAL CONTRACTS FOR CONSTRUCTION MANAGEMENT SERVICES
The Pennsylvania State System of Higher Education (System), through the Office of the Chancellor, intends to centrally contract with a number of firms in order to have Professional firms available to perform Construction Management and Project Management Services for
(i) the System,
(ii) the System’s Universities, Branch Campuses, Regional Centers, and other facilities,
(iii) other Commonwealth entities at the System’s sole discretion.
The System will select a sufficient number of firms to have a good distribution of professional services available to each University and within each region of Pennsylvania – Western PA, Central PA, and Eastern PA. The number of firms selected will be at the System’s discretion to satisfy its needs. An approximate goal is to have 3 to 5 firms available for each region, covering all Universities. Firms may apply for any number of Universities.
For the System and its institutions, a request for services under an executed contract will either come from the University or from the Office of the Chancellor.
For other Commonwealth entities, a request for services under an executed contract may come from a specific Commonwealth entity that requires the services and arranges with the System for acquisition of those services.
University locations and Regions of the System are shown in Appendix 1 – Qualification Matrix & Map Of Universities.
The System encourages all firms, including small firms, minority business enterprises, and women’s business enterprises, capable of performing the work solicited by this RFP, to submit Proposals. The System will consider joint ventures and subcontract arrangements that will enable firms to participate.
B. Contents of THIS RFP
This RFP provides interested Professionals with sufficient information to enable them to prepare and submit Proposals for the System’s consideration concerning the need for Centrally Held Contracts for Construction Management and Project Management Services.
This RFP contains
- A description of the services to be provided.
- Instructions governing the Proposals to be submitted and the materials to be included.
- Requirements that shall be met to be eligible for consideration.
- General evaluation criteria.
- Other requirements to be met by each Proposal.
I-2. Problem Statement
The Pennsylvania State System of Higher Education, through the Office of the Chancellor, desires to centrally contract with a sufficient number of firms under Open End Agreements in order to have firms available to perform Construction Management and Project Management Services throughout the entire System.
A. Project SIZE And governing thresholds
There are NO LIMITS ON PROJECT SIZE for any necessary Services.
There are NO GOVERNING THRESHOLDS for any necessary Services.
B. System-Wide Coverage
Projects may occur at any location within the System that is defined as follows:
The System’s operations that are owned by the Commonwealth of Pennsylvania include 14 Universities, associated branch campuses and education centers, and the Office of the Chancellor (Dixon University Center, Harrisburg).
The 14 Universities are located at Bloomsburg, California, Cheyney, Clarion, East Stroudsburg, Edinboro, Indiana, Kutztown, Lock Haven, Mansfield, Millersville, Shippensburg, Slippery Rock, and West Chester Universities of Pennsylvania.
See Attachment 1 for a map showing and listing the institutions and Part II of this RFP for a more detailed description of the Pennsylvania State System of Higher Education.
Proposers are not required to provide services at all System Universities. However, a goal of the Selection Board is to obtain a sufficient number and adequate mix of firms that will provide competitive coverage across the System.
C. Categories of Services
By this RFP, the System is requesting Proposals from firms that can provide services in one or both of the following categories. :
Category 1. Construction Management Services
Category 2. Project Management Services
The intent of any definitions in this RFP for Categories of Services is to provide a foundation whereby the System’s Universities can obtain needed services that are related to Construction Management and Project Management. The definitions are not intended to limit either CM or PM Services, but to allow Universities to develop Scopes of Work within Individual Work Orders that meet the needs for CM and PM Services at each University.
Category 1. Construction Management Services
For the purposes of this RFP, Construction Management is defined to be
Services that are the same or similar in nature to those that are described by Construction Management Association of America (CMAA) and its members, and those that are described in this RFP.
A Construction Manager functions as the Owner’s Representative, and/or provides specific technical services related to scheduling, optimum use of resources, etc.
Category 2. Project Management Services
For the purposes of this RFP, Project Management is defined to be
Most services that are normally performed by the System’s Project Managers at the University level.
A Project Manager functions as the Owner, less specific functions and authorities contracted to Design Professionals.
An Individual Work Order may be assigned to include an individual project, a group of projects (such as a construction season or other specified time to complete certain work or excess work), or to fill a vacant University position until a PM is hired.
D. DEFINED TERMS
For the purposes of this RFP, the following definitions apply:
· The Design Professional: A Professional Engineering firm, Architectural firm, or other firm contracted by the System to perform the services specified in an agreement for the purpose of designing a project.
· The Construction Manager, Construction Management, CM: An entity that performs Category 1 Services as defined in this RFP.
· The Project Manager, Project Management, PM: An entity that performs Category 2 Services as defined in this RFP.
· The Professional: Either a CM and/or PM as defined in this RFP, unless used to denote Professional Services in general.
For additional discussion, refer to Part III - Work Statement.
E. the process
1. Open End Contracts will be held and administered by the Issuing Office (Construction Support Office/CSO) for this RFP. CSO is located in the Office of the Chancellor, within the Facilities Division of the Office of Administration and Finance at the Dixon University Center in Harrisburg, PA.
2. For specific projects, Requests For Proposals (RFPs) and Requests For Letters Of Interest (LOIs) will be issued, on an as-needed basis, against Open End Contracts resulting from this RFP, by the Universities and the Office of the Chancellor in two ways, depending on the type and size of projects for which services are required.
Professional Selection and Negotiation will be accomplished in accordance with standard methods adopted by the System and explained in procedures and policies established by the System’s Board of Governors.
a. Option 1 - More Than One Professional Considered:
For a relatively large and/or specialized/complex project for which either Category 1 or Category 2 Services are required, the following may occur:
i. Request for Letters of Interest (LOI). The Issuing Office for the project may issue a Request for LOI to ascertain the interest and skills of firms for a project. LOIs shall be issued to all firms that are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide. Requests for LOIs, if used, shall precede the issuance of a formal RFP. Based on the review of the LOIs, the Issuing Office for the project will shortlist a number of firms for issuance of an RFP and submittal of Proposals.
ii. Request For Proposal (RFP). The Issuing Office for the project shall issue an RFP to solicit proposals for a project. RFPs shall be issued to
· shortlisted firms, if an LOI is used,
or
· all firms, if an LOI is not used, and firms are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide.
iii. Selection. The Issuing Office will select a firm using the standard methods of Professional Selection and Negotiation as adopted by the System in policies established by the System’s Board of Governors.
iv. Negotiation. The Issuing Office will conduct negotiations with a selected firm, and if necessary with subsequent firms, using the standard methods of Professional Selection and Negotiation as adopted by the System in policies established by the System’s Board of Governors.
b. Option 2 - One Professional Considered:
For a project that is not relatively large and/or specialized/complex for which either Category 1 or 2 Services are required, the following will occur:
i. LOI or RFP. The Issuing Office for the project will issue either a Request for LOI or an RFP to a firm or firms that are qualified at the location where the project will occur, whether the project occurs at a University or the project is System-wide.
ii. Negotiation. The Issuing Office will conduct negotiations with the selected firm. If negotiations are not successful, the Issuing Office may select another firm and repeat the process.
3. Individual Work Orders can be issued as a result of successful negotiations between the System and the Professional for Scope of Work and fees. A detailed scope of potential services that could be requested by an IWO is provided in this RFP’s Part III – Work Statement.
4. Usage of Contracts.
This RFP is being issued as satisfaction for (1) perceived needs based on anticipated requirements, and (2) unperceived needs, such as unforeseen requirements, employee turnover, funding windfalls, and special requirements.
Even if a Contract is entered into, there is no guarantee that any particular Professional will be awarded an Individual Work Order for any particular project or for any particular amount of services for the term of the Contract.
For additional discussion, see Part III – Work Statement, Paragraph III-3 Historical and Anticipated Volumes of Work.
I-3. Issuing Office, contracting officer, & issuing officers
This RFP is issued by the Office of the Chancellor of the Pennsylvania State System of Higher Education, under the direction of the Contracting Officer and the Director of Construction Management.
The specific Issuing Office is the Construction Support Office within the Office of Administration and Finance. The Construction Support Office is the sole point of contact for this RFP.
The Contracting Officer will be responsible for administering the contract that will be awarded from this solicitation.
The Director of Construction Management will be responsible for the execution of all Individual Work Orders to be issued under the Contracts.