UMBC NEW CAMPUS GATEWAY PROJECT CMAR SOLICITATION – RFP #BC-20857-C PRE-PROPOSAL MEETING AND SITE VISIT 14JANUARY13 1

UMBC NEW CAMPUS GATEWAY PROJECT

CMAR SOLICITATION – RFP #BC-20857-C

PRE-PROPOSAL MEETINGAND

SITE VISIT

14JANUARY13 www.umbc.edu1

CMAR Solicitation #BC-20857-C

CMAR SOLICITATION SCHEDULE

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CMAR SOLICITATION SCHEDULEEVENT/ACTIVITY DATE COMMENTS

Technical Proposal Due Date/Time

Monday, 2/4/13 Submitted to the Issuing Office – UMBC Procurement Office on or before 4:00 pm

Notification to Proposing Firms

Wednesday, 2/20/13

Discussion/Interview Sessions

Thursday, 2/28/13 Proposers are advised to set this date aside to avoid any conflicts

Notification to Proposing Firms

Friday, 3/1/13

Price Proposal Due Date/Time

Thursday, 3/7/13 Submitted to the Issuing Office – UMBC Procurement Office on or before 4:00 pm

Contract Award On or about 4/5/13

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REVIEW OF CMAR RFP

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Section 00100Instructions to Proposers

• The CMAR firm will provide pre-construction and construction services on the UMBC New Campus Gateway Project.

• The initial contract will be issued for pre-construction services only with subsequent amendment(s) anticipated for the construction of the project. There will be early trade packages on this project for (1) pre-cast structures, (2) site demolition and (3) concrete.

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• Issuing Office is UMBC’s Office of Procurement Services and is the sole point of contact.

• All questions are to be directed to Terry Cook at [email protected] by Tuesday, 1/22/13.

• Responses to questions are posted on UMBC ebid board http://www.umbc.edu/adminaffairs/procurement/EBidB.shtml Proposers are advised to check this location periodically for issued addendum and other information.

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mailto:[email protected]

http://www.umbc.edu/adminaffairs/procurement/EBidB.shtml

http://www.umbc.edu/adminaffairs/procurement/EBidB.shtml


• Late proposals (technical and/or price) cannot be accepted. Proposals must be delivered to UMBC’s Procurement Office located in Suite #301 of the UMBC Administration Building.

• Bid bond is required to be submitted with the Price Proposal.

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• Pre-construction phase CM fee in the price proposal is valid for 120 days.

• The Construction phase CM fee in the price proposal shall remain irrevocable until acceptance of each GMP and approval of the associated contract amendment.

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• MBE participation level for this solicitation is 25% for subcontractors.

• The MBE sub-goals total 13% with African-American-owned at 7% and 4% at Asian American and the remaining 2% for any category the awarded firm chooses.

• Only MDOT MBE certification is accepted.

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• By submitting a proposal, proposing firms are committing to the 25% MBE participation level.

• MBE Attachment A MUST be submitted with the Technical Proposal or the proposing firm will be deemed “non-responsive and not susceptible for the award” – this is not curable.

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• Confidential/Proprietary Information – Proposers are to identify those portions of their proposal which they deem confidential, proprietary, or trade secrets.

• It is not sufficient to preface the entire proposal with a proprietary statement.

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Section 00200 Information Available to Proposers

• Solicitation document #BC-20857-C, any addenda and responses to questions; and,

• The Campus Traffic Safety and Circulations Improvements Project Facility Program Manual Update dated November 2011.

• Solicitation documents are available on the UMBC ebid Board.

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Section 00300Proposals, Evaluation and Forms

• Technical Proposals: Due on Monday, 2/4/13, on or before 4:00 p.m. to UMBC’s Office of Procurement Services.

• An original plus 5 copies for a total of 6 sets of the technical proposal are to be submitted.

• Note: Only Technical Proposals requested at this time.

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• Discussion/Interview Sessions to be held on Thursday, 2/28/13, with proposers who are short listed a result of the evaluation of the technical proposals.

• Price Proposals will be requested from proposing firms who are short listed as a result of the second phase evaluation after the discussion/interview sessions.

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• BPW approval anticipated on or about 4/3/13.

• Contract start date is anticipated to be 4/8/13.

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TECHNICAL PROPOSAL SUBMITTAL

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Technical Proposal Submittal

• Within the technical proposal, Proposers must either agree with or take exception to:

– The Project Construction Costs ($10,700,000); and,

– Project Schedule (29 months - of which 11 months for design, 4 months for bidding and 14 months for construction).

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• The University considers the project to be feasible at the Project Construction Costs and Project Time Frames.

• The University may disallow any change to either of them.

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• Proposers wishing to argue for higher costs or adjusted time frames must do so in their technical proposal with sufficient evidence/ documentation to support their argument.

• The University will make the final determination and notify all proposers if there are any changes via addendum.

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Technical Proposal Submittal 1. CM Team Organization:

1.1 Organizational Chart of the Proposed CM Team

- Proposing Firm Name; - CM Team Organizational and Reporting Structure

that must include the Project Executive, Project Manager, Field Superintendent, Chief Estimator and may include Other Key People as determined by the Proposing firm; and,

- Key Person’s Name and Project Role;

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Technical Proposal Submittal 1. CM Team Organization:

1.1 Basis for Selection Form – Completed Form

Working Relationships Form – Completed Form

Higher consideration will be given based on the extent to which the key personnel have previously worked together on successfully completed projects, particularly if similar to the UMBC project.

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Technical Proposal Submittal 1.2CM Key Personnel: Provide completed Key

Personnel Forms for the following positions:

- Project Executive- Project Manager (full time during design and

construction)- Field Superintendent (full time for construction)- Chief Estimator

Note: See solicitation document for applicable definitions of these positions.

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1.2 CM Key Personnel (continued): – Include 3 references for each of the four (4) key

personnel.

– References are to be from different projects; a minimum of one reference per person must be from outside of UMBC.

Note: All references will be held in the strictest of confidence and the University reserves the right to verify all information and check any other sources available.

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Technical Proposal Submittal1.3 Matrix of Anticipated Total Hours: Complete this form for all on-site CM staff during

construction. (2080 hours = 1 year)

1.4 Matrix of CMAR Services: Complete this form to indicate primary responsibility (1), secondary (2) and participating (P).

Only one person is to be listed as having primary responsibility for each service.

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Technical Proposal Submittal2. Project Specific Background:

2.1Project Phasing Plan: Submit a preliminary phasing plan for the construction of this

project.

2.2Project Specific Information: Provide summary information on the proposer’s

specific background in doing a CMAR project such as the UMBC project.

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Technical Proposal Submittal2. Project Specific Background (continued):

2.3Pre-construction Services:

Provide examples of (a) 100% DD estimate, (b) Design Review Report and (c) a Value

Engineering Report.

These documents MUST be from one of the projects submitted under Firm

Experience (#3).

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Technical Proposal Submittal2. Project Specific Background (continued):

2.4Quality Control: Provide a description of how QC will be handled by your firm on this

specific project.

Include the QC procedures inclusive of corrective work and the specific CM personnel who will be directly involved in this effort.

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Technical Proposal Submittal3. Firm Relevant Experience/Firm References:

3.1 CM Firm Experience:

Complete the Firm Experience form on three (3) projects that meet the specific criteria in the

solicitation documents.

If joint venture, see RFP for specific information on firm experience.

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Technical Proposal Submittal3.1 CM Firm Experience (continued): All submitted projects must:

- Be completed and done by the proposer;- Include roadways, pedestrian ways, plazas

and/or open space elements;- Have project acreage of at least 4 acres; - Exceed $4M in construction costs; and,- Be a maximum of 10 years old with higher

consideration if less than 5 years old.

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Technical Proposal Submittal3.1 CM Firm Experience (continued):

And, 1 of the 3 projects must have been done using the CMAR method with higher consideration if this is the case for the others.

And, Project photographs are to be provided for each project (color is desirable).

Note: See the RFP for information on “best consideration” and “higher consideration” factors.

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Technical Proposal Submittal3.2 CM Firm References:

Provide a reference with each project on the form.

Reference contact must be from the project owner’s organization.

The University reserves the right to check any other sources available.

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Technical Proposal Submittal3.2 CM Firm References (continued):

Provide two additional project references with a list of applicable projects and brief description(s).

Additional references will only be used if UMBC unable to contact one or more the 3 references based on the submitted projects.

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Technical Proposal SubmittalCM Firm and Key Personnel References Notes

- All reference checking will be conducted as part of the second phase technical evaluation (after the Discussion/ Interview Sessions).

- However, all proposers must furnish this information on their technical proposals.

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Technical Proposal Submittal4. Profile of Proposer:

4.1 Company Background:

Provide a brief but informative history of your firm. See RFP document for specific information to be included.

If joint venture, see RFP for specific notes.

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4.2 Annual Sales Volume/Completed Projects:

Complete this form for the last 3 years (2009-2011).

Note: This information is to be about the responsible office that will be directly handling this project.

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4.3 Current Workload:

Complete this form to list the current projects on which your firm is committed with the specific information to be provided.

Note: This information is to be about the responsible office that will be directly handling this project.

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Technical Proposal Submittal4.4 Experience Modifier Ratio (EMR):

Provide your firm’s EMR for the last three (3) years (2009-2011).

5. Economic Benefit:

Provide a description of how the award of this contract to your firm will benefit the economy of Maryland. See the RFP for specific information to be provided.

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Technical Proposal SubmittalOther Documents to be included:

- Contractor’s License (photocopy);

- Bid/Proposal Affidavit (completed and signed);

- MBE Attachment A*; and,

- Acknowledgement of Receipt of Addendum.

*Note: MBE Attachment A Form MUST be included. 38

Discussion/Interview Sessions-Purpose• Allow the University to meet the CM Proposer’s key

personnel.

• Allow the Proposer to present its project phasing plan.

• Allow the Proposer to present its approach to QC.

• Provide opportunity to clarify the CM scope of services.

• Discuss other elements of the Technical Proposal.

• Review the Price Proposal form.

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Discussion/Interview Session (continued)

• Key personnel required to attend:– Project Executive– Project Manager– Field Superintendent– Chief Estimator

• Sessions will be 1-hour in duration.

• UMBC will confirm specifics of these sessions in writing.

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Discussion/Interview Session (continued)

• Sessions scheduled for 2/28/13 so proposers are advised to set this date aside.

• Forum will be informal. The University is not interested in a marketing presentation.

• Requesting round table discussions with short listed CM firms.

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Price Proposal Submittal• Quoted CM Pre-construction Fixed Fee including pre-

construction allowances of $58,000.

The CM Pre-construction Fee is an all-inclusive, lump sum fee for the provision of the required services.

The allowances are set up by UMBC and, therefore, it will be the UMBC’s responsibility to replenish these, if necessary. However, no costs are to be expended from these allowances with out the prior written approval of UMBC. Any unused allowance funds revert to UMBC.

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Price Proposal Submittal• Quoted CM Construction Fixed Fee is an all-inclusive

lump sum fee. See RFP document for specifics on what is included and not included in this quoted fee.

There will not be any adjustments made to the CM construction fee no matter the scope changes unless UMBC, in its sole discretion, finds the magnitude of the change warrants consideration of an adjustment; see RFP for further details on this.

There is NO mark-up by the CM on any change order work.

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Price Proposal Submittal (continued)• CM Reimbursable Costs quoted on a not-to-

exceed (NTE) basis:

– CM On Site Staff Costs (see list of applicable positions) with completed breakdown attachment to be included.

All CM positions not included on this list of reimbursable on-site staff positions must be included in the CM Construction Phase fee.

Project Manager is salaried position with maximum reimbursement of 40 hours/week 44


exceed (NTE) basis (continued):

– General Conditions Non-personnel Items including third party testing and inspection allowance of $30,000 and completed breakdown attachment.

Quoted NTE must be a minimum of 4.5% of Project Construction Costs (PCC).

The CM is not to expect that any change order will allow for an increase in General Conditions costs. Such requests will be handled on a case by case basis.

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exceed (NTE) basis (continued):

– CM-GMP Contingency – must be minimum of 1.5% of PCC.

There will not be any adjustment made to the CM-GMP contingency no matter the project scope changes unless UMBC, in its sole discretion, finds finds the magnitude and/or nature of the change warrants consideration of additional contingency; see RFP for further details on this.

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EVALUATION PROCESS

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Evaluation Process• Conducted by a University Evaluation Committee.

• Initial technical evaluation will be based on the technical proposals. The order of importance of the technical criteria is noted in Section 00300.

• Based on the results of this initial evaluation, the University will develop a short list of proposers.

• All proposers will be advised of the outcome of this initial evaluation.

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Evaluation Process• Short listed proposers will be asked to attend the

Discussion/Interview Sessions.

• Following these sessions, a Second Phase Technical Evaluation will be conducted.

• All information provided by the Proposer in the technical proposal and the Discussion/Interview session will be re-evaluated.

• A second short list of proposers will result from this evaluation.

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Evaluation Process

• Further information may be requested by UMBC during the technical evaluation process.

• UMBC may elect to conduct a Best & Final Technical phase.

• Proposers who remain short listed will be asked to submit a Price Proposal.

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Evaluation Process

• Price proposals will not be opened publicly.

• Price proposals will be evaluated based on the sum total price.

• UMBC may elect to request a Best & Final Price Proposal(s).

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Evaluation Process

• The final proposal rating will be based on the combined evaluation of the Technical Proposal, Discussion/Interview Session and the Price Proposal.

• Technical merit will have a much greater weight than cost.

• The University will choose from among the highest rated proposals that proposal that will best serve its interest in accordance with USM procurement policies.

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CONTRACT AWARD

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Contract Award• The successful CMAR firm will be required to sign the

University’s contract prior to BPW.

• The initial contract will be for pre-construction services only.

• Upon approval by the Board of Public Works, the University will fully execute the contract.

• The University anticipates submitting the contract for the BPW meeting on 4/3/13.

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QUESTIONS ON THE PROCUREMENT PROCESS?

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CMAR SCOPE OF SERVICES

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Section 00400CMAR Scope of Work

• Provision of pre-construction CM services inclusive of the submission of a Guaranteed Maximum Price (GMP) to construct the project within the PCC Costs of $10,700,000 and the specified 14 months for construction, as approved by UMBC.

• Pre-construction services include the following: Project review and consultation, VE, scheduling, constructability review, cost estimating, trade bidding/GMP submittal. (See RFP for full details.)

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Section 00400CMAR Scope of Work

• Provision of construction CM services to complete the project within the approved GMP(s) and project schedule.

• CM construction services include: Project control (staffing, on site management, meetings, RFIs, substitution requests, project photos), shop drawings/submittals processing, scheduling, cost control, quality assurance, project safety and close out. (See RFP for full details.)

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PROJECT OVERVIEW

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Project Overview• The Project will reconfigure the intersections on

UMBC Boulevard to address vehicular, pedestrian, and bicycle safety and circulation hazards.

• The principal goal of the project is to create a safe and elegant campus entrance with a transformative, highly functional and memorable design solution to provide a point of orientation and a distinctive gateway to the campus.

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Project Overview – Specific Elements

• Transform the campus entry with a comprehensive transportation, landscape and civil design solution that creates a signature campus feature and addresses safety and circulation issues.

• Replace the two (2) existing T-intersections with roundabouts.

• Create clearly delineated pedestrian and bike pathways.

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Project Overview – Specific Elements

• Provide an enhanced arrival plaza at the Administration Building and the Retriever Activity Center.

• Provide designated passenger drop-off area.

• Improve vehicular and pedestrian access to the Administration Drive garage.

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Project Overview

QUESTIONS

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PROJECT SITE VISITCONDUCTED BY

JOHN ZAHOR, UMBC’S PROJECT MANAGER

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UMBC NEW CAMPUS GATEWAY PROJECT

CMAR SOLICITATION #BC-20857-C

PRE-PROPOSAL MEETINGAND

SITE VISIT

14JANUARY13

www.umbc.edu66