UMBC NEW CAMPUS GATEWAY PROJECT
CMAR SOLICITATION – RFP #BC-20857-C
PRE-PROPOSAL MEETING
AND
SITE VISIT
14JANUARY13
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www.umbc.edu
CMAR Solicitation #BC-20857-C
CMAR SOLICITATION SCHEDULE
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CMAR SOLICITATION SCHEDULE
EVENT/ACTIVITY
DATE
Technical Proposal Due Monday, 2/4/13
Date/Time
Notification to
Proposing Firms
Wednesday,
2/20/13
Discussion/Interview
Sessions
Thursday, 2/28/13
Notification to
Proposing Firms
Friday, 3/1/13
Price Proposal Due
Date/Time
Thursday, 3/7/13
Contract Award
On or about 4/5/13
COMMENTS
Submitted to the Issuing Office –
UMBC Procurement Office on or
before 4:00 pm
Proposers are advised to set this date
aside to avoid any conflicts
Submitted to the Issuing Office –
UMBC Procurement Office on or
before 4:00 pm
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CMAR Solicitation #BC-20857-C
REVIEW OF CMAR RFP
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Section 00100
Instructions 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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Section 00100
Instructions to Proposers
• 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
tcook@umbc.edu 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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Section 00100
Instructions to Proposers
• 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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Section 00100
Instructions to Proposers
• 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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Section 00100
Instructions to Proposers
• MBE participation level for this solicitation is 25% for
subcontractors.
• The MBE sub-goals total 13% with African-Americanowned 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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Section 00100
Instructions to Proposers
• 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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Section 00100
Instructions to Proposers
• 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 00300
Proposals, 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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Section 00300
Proposals, Evaluation and Forms
• 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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Section 00300
Proposals, Evaluation and Forms
• BPW approval anticipated on or about 4/3/13.
• Contract start date is anticipated to be 4/8/13.
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CMAR Solicitation #BC-20857-C
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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Technical Proposal Submittal
• 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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Technical Proposal Submittal
• 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
1.2
CM 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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Technical Proposal Submittal
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 Submittal
1.3 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 Submittal
2. Project Specific Background:
2.1 Project Phasing Plan: Submit a preliminary
phasing plan for the construction of this
project.
2.2 Project 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 Submittal
2. Project Specific Background (continued):
2.3 Pre-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 Submittal
2. Project Specific Background (continued):
2.4 Quality 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 Submittal
3. 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 Submittal
3.1 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 Submittal
3.1 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 Submittal
3.2 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 Submittal
3.2 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 Submittal
CM 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 Submittal
4.
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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Technical Proposal Submittal
4.2 Annual Sales Volume/Completed Projects:
Complete this form for the last 3 years (20092011).
Note: This information is to be about the responsible
office that will be directly handling this project.
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Technical Proposal Submittal
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 Submittal
4.4 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 Submittal
Other 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.
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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 preconstruction 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-toexceed (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
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Price Proposal Submittal (continued)
• CM Reimbursable Costs quoted on a not-toexceed (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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Price Proposal Submittal (continued)
• CM Reimbursable Costs quoted on a not-toexceed (NTE) basis (continued):
– CM-GMP Contingency – must be minimum of 1.5%
of PCC.
There will not be any adjustment made to the CMGMP 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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CMAR Solicitation #BC-20857-C
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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CMAR Solicitation #BC-20857-C
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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CMAR Solicitation #BC-20857-C
QUESTIONS
ON THE PROCUREMENT PROCESS?
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CMAR Solicitation #BC-20857-C
CMAR SCOPE OF SERVICES
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Section 00400
CMAR 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 00400
CMAR 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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CMAR Solicitation #BC-20857-C
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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CMAR Solicitation #BC-20857-C
PROJECT SITE VISIT
CONDUCTED BY
JOHN ZAHOR, UMBC’S PROJECT MANAGER
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UMBC NEW CAMPUS GATEWAY PROJECT
CMAR SOLICITATION #BC-20857-C
PRE-PROPOSAL MEETING
AND
SITE VISIT
14JANUARY13
66
www.umbc.edu