2012-08-09 Work Session Kodiak Island Borough
Assembly Work Session
Thursday, August 9, 2012, 7:30 p.m., Borough Conference Room
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting agenda
packet and seek or receive information from staff. Although additional items not listed on the work session agenda are discussed
when introduced by the Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal
Assembly action are placed on regular Assembly meeting agenda. Citizen's comments at work sessions are NOT considered part of
the official record. Citizen's comments intended for the "official record" should be made at a regular Assembly meeting.
CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
ITEMS FOR DISCUSSION
1. Capital Projects Process
2. High School Project Manager
3. Meeting with Congressman Don Young — Talking Points
4. Attorney - Client Privileged Documents — Distribution Process
PACKET REVIEW
PUBLIC HEARING
Ordinance No. FY2012 -01C Amending Ordinance No. FY2012 -01 Fiscal Year 2012 Budget By
Amending Budgets to Account for Various Revenues and Expenditure Estimates.
UNFINISHED BUSINESS
NEW BUSINESS
CONTRACTS - None.
RESOLUTIONS - None.
ORDINANCES FOR INTRODUCTION — None.
OTHER ITEMS
Confirmation of Assembly Appointment to the Personnel Advisory Board.
EXECUTIVE SESSION
Complaints Regarding a Service Area Board Member.
MANAGER'S COMMENTS
CLERK'S COMMENTS
MAYOR'S COMMENTS
ASSEMBLY MEMBERS COMMENTS
Pli Kodiak Island Borough
MEMORANDUM
TO: Kodiak Island Borough Mayor and Ass bly
THROUGH: Bud Cassidy, Administrative Official
FROM: Karleton Short, Finance Director
SUBJECT: Review of capital projects
DATE: August 6, 2012
This memo is to provide an overview of the capital projects funds.
The first question is "what is a capital project fund and why do we use them "?
Capital project funds are governmental funds. There are several reasons why we use capital
project funds instead of just including them in the General Fund.
The Borough finds it useful to report major capital acquisition and construction separately from
our ongoing operating activities. Separate reporting enhances an understanding of the
Borough's capital activities, and it helps to avoid the distortions in financial resources trend
information that can arise when capital and operating activities are mixed.
GAAP provides for the use of capital projects funds "to account for financial resources to be
used for the acquisition or construction of major capital facilities (other than those financed by
proprietary funds and trust funds)." The use of a capital projects fund is especially common for
major capital acquisition or construction activities financed through borrowings or
contributions. The focus of capital projects fund is on construction and acquisition; they should
not be used as a sort of "reserve account" to accumulate resources for future capital
improvements.
The main reason that the Borough uses capital projects funds is that many capital projects take
more than one year to build. Capital projects are funded on a project basis instead of an annual
basis. It would be frustrating to be half way through constructing a building and then not have
the funds for the remaining construction appropriated.
Because of project length accounting it is easier to see what a capital project costs.
At this time the Borough has 8 capital project funds. I will briefly describe each one. There is
much more data in the annual budget so I do not need to repeat it here.
Fund 410 is a non - specific capital project fund. By "non- specific" I mean that the projects are
not related as to a specific revenue source or function. We have used this fund for some time
now and when we finish the projects within this fund we are going to make this fund dormant
for a period of time. This will allow us to accurately determine the amount of available funding
within this fund. When projects were closed under budget the saving were accumulated into
this funds "fund balance ".
Fund 420 was set up to account for the revenues from the 2004A, 2004B and 2008 GO bond
issues. $933,009 was also transferred into this fund from Fund 410. These bond revenues are
used exclusively for school district capital projects. By far the largest project in this fund is the
new swimming pool which is budgeted at $13,960,000.
Fund 430, State Capital Grant Projects, was set up to account for revenues from Federal and
State grants. Many of these projects are being closed and when all of these projects are
complete we are going to "retire" this fund for a while.
Fund 450 was set up as a general capital projects fund but most of the projects are grant
related. One problem in classifying projects is that the revenue can come from several different
sources. Many of the projects in this fund are related to the flood damage which FEMA paid to
repair.
Fund 460, High School Renovation and Additions, is solely related to the repair and additions to
the existing high school. This is the largest capital project that the Borough has ever
undertaken with a total cost estimated at $80,479,009. This project will be funded by a
combination of state Grants, state debt reimbursement and property taxes.
Fund 469, Renewal and Replacement Projects, for the renewal and replacement of worn out
and obsolete capital assets. This will be funded with a loan from the Facilities Fund which will
be paid with General Fund property taxes. The Borough also applies to the State for grants that
will reimburse us for these expenditures
Fund 490, Solid Waste Capital Projects is for work done on our landfill. Most of these expenses
are for expanding the landfill and closing out "cells" that have been fully filled.
Fund 495, Hospital Capital Projects is for improvements and maintenance of our hospital. At
this time we are looking a constructing a new long term care facility.
If you would like we can go through all of our individual projects. I feel that the mid -year
budget amendment would be the best place to go over them. This ordinance is on the agenda
so we can go through the projects at this time if you would like to.
Please let me know if there is any more information you would like.
2
From: Padgett, Chad Jmailto :Chad.Padgett@mail.house.govl
Sent: Wednesday, August 01, 2012 9:51 AM
To: Nova Javier
Subject: Possible meeting with Congressman Young
Hi Nova,
Congressman Young will be traveling to Kodiak on Monday August 13 . I was wondering if the Mayor
and Assembly would have any interest in meeting with him at 1:30PM on that day at the Borough
offices? Please let me know if this might work. Thanks.
Chad B. Padgett
State Director
Office of Congressman Don Young
4241 B Street, Suite 203
Anchorage, Alaska 99503
Ph -907-271-5978; Fax 907- 271 -5950
h ttp: / /donyoung. ho use.>;ov
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Kodiak Island Borough
Request for Qualifications
Project Management Services
Kodiak High School Addition and Renovation
Proposals will be received until 3:00 p.m. Thursday, 18 July 2012 by the Kodiak
Island Borough for services related to the Project Management of the Kodiak High
School Addition and Renovation. The Scope of Work will include: Project
Management of the High School Addition and Renovation; The Kodiak Island Borough
reserves the right to reject or accept any or all proposals, to waive
irregularities or informalities in the proposals, and to give particular
attention to the qualifications of the proposer.
Equal employment opportunity requirements prevail.
Proposal documents are available electronically from www.kodiakak.us .
Those proposers wishing to be notified of any addenda please contact Jessica
Wolfe:
Engineering /Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615 -6398
Telephone: (907) 486-9343
Fax (907) 486-9347
Email address: jwolfe @kodiakak.us
Submit Proposals To:
Office of the Borough Manager
Room 125
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615 -6398
Proposals will be received until the time stated above. Proposals received after
the time stated above will be returned unopened. Envelopes must be clearly
marked:
Kodiak High School Addition and Renovation
Project Management Services
Charles E. Cassidy Jr.
Administrative Official
27 June 2012
Publish: Kodiak Daily Mirror, 27 June 2012, 2, 5, 10, 13, 16 July 2012
Alaska Journal of Commerce, 1, 8, 15 July 2012
\\ dove \Departments \EF \Old \Capital Projects \Bond Issue \Projects \KHS Addition & Reno \PM RFQ \rfq.doc
ADDENDUM 1
KODIAK ISLAND BOROUGH
KODIAK HIGH SCHOOL ADDITION AND RENOVATION
PROJECT MANAGEMENT SERVICES
Kodiak, AK
June 28, 2012
TO ALL PLAN HOLDERS OF RECORD:
This addendum forms part of and modifies the Request for Qualifications as noted below.
Proposers must acknowledge receipt of this addendum in the cover letter introducing the
proposal when submitted. Failure to do so may submit proposer to disqualification.
This addendum consists of 3 pages.
The Request for Proposals is hereby amended to read as follows:
Under:
I. Introduction
5. Review Architects, consultants and contractors pay estimates.
6. Manage special inspections.
8. Observation of the construction site sufficient to confirm that the work is
progressing according to the contract documents, schedules, and budget.
Coordination of formal inspections prior to covering walls and ceiling and at the
time of substantial completion. Coordinate with the AE, site observers, and
commissioning agent provided by others to insure the Owner receives what has
been procured under the terms of project agreements.
9. Coordinate shop drawings and other contractor submittals with AF and
GC /CM.
14. Coordinate, and distribute all project correspondence.
Under:
ATTACHMENT A
SCOPE OF SERVICES
General Coordination
D. Review and coordinate the following with the GC /CM team as a part of the pre -
construction services; availability of materials and labor; time requirements for
installation and construction; assignment of responsibilities for safety
Page 1 of 3
precautions and programs, temporary Project facilities; equipment, materials and
services for common use of Construction Contractors; factors related to cost,
including costs of alternative designs or materials, preliminary budgets, and
possible economies; methods of verification for determining that the
requirements and assignment of responsibilities are included in the proposed
Construction Contract Documents, and any other matters necessary to
accomplish the Project in accordance with the schedule and project budget.
Scheduling
A. Develop Owner's critical path Project schedule ( "Schedule ") for use by the
Owner, Design team and CM /GC team that integrates the Project Manager's
services, the Architect/Engineer's phasing schedule, the work of other
consultants and suppliers, and the Owner's activities with the anticipated
construction schedule. The Schedule shall require that "groundbreaking" for the
Project shall occur on the date stipulated in the project documents.
D. Create and maintain the Owners Project Schedule using the latest available
version of the e- Builder software program.
Construction Planning
B. Assist the CM /GC regarding the division of Construction Contract drawings and
Project Manual to facilitate the bidding and awarding of Construction Contracts,
to allow for phased construction and to take into consideration such factors as
time of performance, availability of labor, overlapping trade jurisdictions,
provisions for temporary job office, lay down /storage, and other facilities as
needed.
Project Control
B. Maintain competent full -time staff at the Project site to assure fulfillment of the
Owners responsibilities under the contract between the Owner and the CM /GC,
AE , and any other consultants retained by the Owner and monitor each
consultant's compliance with the appropriate contract.
K. Monitor RFI process for timely issue resolution. Coordinate with AE and
contractors, directly as necessary to resolve RFI issues.
Change Management
A. Manage project budget and schedule including changes to contract scope, cost,
and time. Oversee resolution of all change proposals. Obtain Owner approval of
budget transfer and increases to contract. Keep Owner informed of all issues.
Review of Work and Safety
A. Review weekly observation reports by others. Ensure that defects and
deficiencies in the work identified in such report or reports by others are
corrected prior to any such work being covered up.
Reports and Project Site Documents
A. The Project Manager shall provide weekly and monthly progress reports of the
Project. Include information as appropriate from daily reports by construction
Page 2 of 3
observers provided by others. Submit written progress reports to the other
members of the Construction Team, including information on the Construction
Contractor's work and the percentage of completion. Keep a daily log of Project
Construction activities prepared by others available to the other members of the
Construction Team. Present monthly progress reports to the Assembly and
School Board as requested.
B. DELETE ENTIRE PHRASE
Kodiak Island Borough intends to procure on -site field observers for this project according to
agreements separate from this contract. The on -site field observers will coordinate their
activities with the Project Manager and the AE and provide daily reports to the Project
Manager for distribution to the Project team. Proposers should not include resources for on-
site field observers in their proposal.
END OF ADDENDUM NO. 1
Page 3 of 3
Kodiak Island Borough
Request for Qualifications
Project Management Services
Kodiak High School Addition and Renovation
Proposals will be received until 3:00 p.m. Thursday, 18 July 2012 by the Kodiak
Island Borough for services related to the Project Management of the Kodiak High
School Addition and Renovation. The Scope of Work will include: Project
Management of the High School Addition and Renovation; The Kodiak Island Borough
reserves the right to reject or accept any or all proposals, to waive
irregularities or informalities in the proposals, and to give particular
attention to the qualifications of the proposer.
Equal employment opportunity requirements prevail.
Proposal documents are available electronically from www.kodiakak.us .
Those proposers wishing to be notified of any addenda please contact Jessica
Wolfe:
Engineering /Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615 -6398
Telephone: (907) 486-9343
Fax (907) 486-9347
Email address: jwolfe @kodiakak.us
Submit Proposals To:
Office of the Borough Manager
Room 125
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615 -6398
Proposals will be received until the time stated above. Proposals received after
the time stated above will be returned unopened. Envelopes must be clearly
marked:
Kodiak High School Addition and Renovation
Project Management Services
Charles E. Cassidy Jr.
Administrative Official
27 June 2012
Publish: Kodiak Daily Mirror, 27 June 2012, 2, 5, 10, 13, 16 July 2012
Alaska Journal of Commerce, 1, 8, 15 July 2012
\ \dove \Departments \EF \Old \Capital Projects \Bond Issue \Projects \K HS Addition & Reno \PM RFQ \rfq.doc
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
KODIAK HIGH SCHOOL ADDITION AND RENOVATION
PROJECT MANAGEMENT SERVICES
Introduction
•
Kodiak Island Borough (KIB) Engineering and Facilities Department is soliciting for
proposals to deliver project management services for the preconstruction
construction phase of the Kodiak High School Addition and Renovation Project.
K[B is currently in the design phase of approximately 114,000 sf of new addition and
renovation of approximately 59,000 sf of existing high school facilities.
The scope of this proposal will include the following. Refer to Attachment A
"SCOPE OF SERVICES" for detailed description of work.
1. Review project schedule with Construction Manager /General Contractor
(Contractor) and AE for consensus by the Owner.
2. Field verification of existing project conditions.
3. Management of material sampling and testing.
4. Review of the Coordination & Constructability Review document that was
prepared by others.
5. Reviewing Architects, consultants and contractors pay estimates.
6. Coordination of project reviews with regulatory agencies as necessary.
7. Daily and continuous observation of the construction site to confirm that
the work is progressing according to the contract documents, including
formal inspections prior to covering walls and ceiling and at the time of
substantial completion. These construction site visits to also include quality
assurance and control reviews to be coordinated with the AE and
commissioning agent to insure the Owner receives what is being procured
under the terms of the project.
8. Reviewing shop drawings and other contractor submittals prior to
forwarding to AE to confirm compliance with design intent.
9. Ensuring accurate "As- Constructed" or "As- built" documents are delivered
to the Design Firm(s) from the contractor.
10. Preparation of weekly and monthly project status reports including budget
and schedule summaries and details.
11. Issuance of notices on project activities that may impact operations of the
Kodiak Island Borough and School District operations and their facilities.
12. Prepare and process Owner's purchase requisitions.
13. Coordinate,_generate and distribute all project correspondence.
14. Other professional services as may be necessary to address specific project
needs.
The agencies involved in this project include the following:
Page 1 of 19
KI-IS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
Kodiak Island Borough (MB): The regional government and the owner of the
school facilities and real property upon which the facilities are built. For the
purposes of this project, the KIB will select and administer project management
services and a construction contractor in accordance with the KIB Code of
Ordinances.
Kodiak Island Borough Engineering and Facilities (EF) Department
The Borough's Engineering and Facilities Department oversees the construction and
maintenance of the KIB facilities and will administer this contract.
Kodiak Island Borough Architectural /Engineering Review Board (ARB)
The (ARB) is a standing advisory board of the KIB that is empowered to review all
architectural and engineering proposals and design drawings for Borough owned
buildings and publicly funded projects, evaluate and propose improvements to
specifications and drawings, and evaluate the list of proposed project managers and
forward a recommendation to the Borough Assembly.
Kodiak Island Borough School District (KIBSD)
KIBSD operates and maintains school facilities and is responsible for the public
educational program within the boundaries of the KIB as required under State of
Alaska Statutes. KIBSD is additionally responsible for development and preparation
of Education Specifications.
State of Alaska Department of Education and Early Development (DEED).
This project is reimbursed by matching funds provided by the State of Alaska
DEED. The Project Agreement between DEED and the KIB which specifies
submittal requirements, required approvals and applicable statutes, regulations,
standards and guidelines are part of this project.
II. Community Profile
The Kodiak Island Borough is the general government unit for the archipelago
known as Kodiak. The Borough extends over 180 miles by 70 miles with a total land
area of approximately 5000 square miles and encompasses approximately 200 islands.
In 1989, additional lands were annexed on the Alaska Peninsula from Cape Douglas
to Wide Bay.
Moderate seasons, cloudy skies, and moderately heavy precipitation characterize
climatic conditions at this maritime location. Average yearly rainfall is 70 inches with
an average of 77.5 inches of snowfall. Wind averages 10 knots with gusts as high as
100 knots.
Kodiak is located in a high seismic risk area. Earthquakes pose a threat to the
community's infrastructure, including Kodiak's public school facilities. These
buildings serve to house Kodiak's youth, but also act as community buildings and
evacuation shelters.
Page 2 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
III. Funding
The project is funded through voter - approved general obligation bonds. Seventy
percent of the bond amount will be reimbursed by the State of Alaska. The total
project budget including design, administration, construction, and management may
not exceed $80,479,009. The project scope may not be expanded beyond that
permitted under AS14.11.100(j).
IV. Qualifications Required
Successful proposers and sub - consultants shall be licensed in the state of Alaska to
perform all aspects of the work proposed. KIB desires a professional project
management team with a proven successftd track record. Management experience
specializing in secondary educational facilities and regional experience is preferred.
V. Project Schedule
It is expected that a construction contract will be awarded in the fall of 2012 and the
contractor will break ground in the spring of 2013 and be phased over a two or three
year construction period. Phased scheduling will include provisions for on -going
high school program on the site.
VI. Evaluation & Selection Criteria
The selection of a firm for award of the contract will be made by the KIB's review
committee, which will evaluate, score, and rank the responses to this solicitation.
Responses will be evaluated on the basis of the advantages and disadvantages to KTB
using the criteria set forth below.
Proposal
I- Iighest scoring proposals will be organized in order according to the weighted
sections below:
Firm Qualifications and Experience: Weight 40%
A. Provide detailed information on projects of similar scope executed by your firm
within the past ten years. Include
• Project name and address
• Contact information of the owner's representative to be contacted regarding
your firms performance (Note that references will be contacted)
• Construction cost plus total value of change orders
• Completion date
• Project description (no more than 100 words)
Page 3 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
• Special notes (ie. sustainability elements, extent of BIM used, extraordinary
challenges, creative design features, etc.)
B. Describe project management team's experience with secondary public school
renovations, additions, and phased construction projects.
C. Discussion of other projects completed that would qualify the firm for this
particular project, such as regional experience.
D. Description of why the firm may be particularly qualified to be selected for this
project.
E. Discussion of the firm's experience in working with educational facility projects
•
funded by the State of Alaska through the Department of Education and Early
Development program.
Management Plan: Weight 15%
A. Discussion of proposed management plan for this project. Provide a table or
chart that shows organizational structure, chain of supervision, decision
authority, communications, and a summary quality assurance plan.
B. Description of the firm's approach to the project and, at a summary level, the
steps seen as an integral part of successfully guiding the KIB through this
process.
C. Description of the roles of the team members and communication strategy
with both the client and sub - consultants.
D. Description of the approach to this project and how costs are intended to be
controlled during construction as a result of this approach.
Proposed Project Team: Weight 30%
A. Provision of the professional qualifications and experiences of the proposed
project team members. Discussion of demonstrated expertise in working as
a team on recent projects. Use of local expertise is encouraged in order to
minimize project costs.
B. A response prepared specifically for this proposal is required. Marketing
resumes often include non - relevant information which may detract from the
evaluation of the proposal. Lists of projects are not useful. A focus on the
individuals' specific duties and responsibilities and how project experience is
relevant to the proposed project is preferred.
C. A list of at least three references (contact persons and telephone numbers)
for each person proposed.
Page 4 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
Workload and Resources: Weight 10%
Discussion of both current and potential projects the firm is contemplating as
well as the adequacy of staff to perform the proposed work in the proposed
timeframe.
Proposal: Weight 5%
Provide content relevant to this project as described. Note that lengthy
descriptions of vaguely related projects are discouraged. Detailed concise
language is preferred. Active links to online resources are encouraged.
VII. Interviews and Selection
Those firms short listed will provide a detailed live presentation to the ARB in
Kodiak at the proposers own expense. Proposers will be notified in writing of the
interview requirements, date, time, location, and amount of time allowed for an
interview /presentation and question and answer period.
The selection process for this RPQ will be "qualifications based" where price is not
an evaluation criterion. There shall be no discussion of price in either the initial
response or in the interview. The proposers will be ranked in numerical order. The
top proposer will be required to submit a detailed fee proposal and task schedule
that will be negotiated with Borough staff If an agreement cannot be reached to the
satisfaction of the Borough, negotiations with that proposer will cease and the
procedure will be repeated with the next highest rated proposer until an agreement
is reached in the best interest of the Borough or until the process is terminated.
VIII. Proposal Format
Proposals should not exceed fifteen pages (8.5x11) double sided and stapled,
exclusive of appendix, cover page, letter of transmittal and table of contents. Bulky
bindings such as three -ring binders are discouraged. Provide ten hard copies plus one
copy in electronic PDF format on a storage device accessible by a standard USB
port. (Adobe Acrobat Reader version 8.0 or later).
Label proposals "Kodiak High School Addition and Renovation Project
Management Services" and submit to:
Office of the Borough Manager
Room 125
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Page 5 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
Proposals should be organized according to the following outline:
A. Letter of Transmittal:
A letter of transmittal shall include the following:
A. The proposer's name and address;
B. Statement that indicates the proposal is valid for at least 90 days from
the proposal submission deadline;
C. Statement that indicates the proposer's willingness to perform the
services described in this RFQ;
D. A statement that all staff and other resources which are required to
perform the services described in this RFQ will be made available by
the organization over the life of the anticipated contract;
E. Statement that the signatory has authority to bind the proposer; and
F. Signature of authorized individual.
B. Proposal Response:
A. Table of Contents
B. Firm Qualifications and Experience
C. Management Plan
D. Proposed Project'l'eam
E. Workload and Resources
IX. Administrative Information
A. Contact Person: Any information required or questions regarding this REP
should be addressed to the KIB Engineering and Facilities office:
Woody Koning, Director
Engineering & Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615 -6398
Phone: (907) 486 -9343
Fax: (907) 486 -9347
B. Deadline for Receipt of Proposals: Proposals may be mailed or hand
delivered, as long as the proposals are physically received by the KIB no later
than 3:00 p.m., local time (AK), July 18, 2012. Faxed proposals are not
acceptable. Proposals received after the above proposal submission deadline will
not be considered and will be returned.
C. Proposers Review and Substantive Questions: Proposers should carefully
review this RFQ for errors, questionable or objectionable materials, and items
requiring clarification. Proposers shall put these comments and /or questions in
Page 6 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
writing and submit them to jwolfe@kodiakak.us . Please submit questions at least
five (5) days before the due date of proposals. This will allow time for an
addendum to the RFQ to be issued, if required, to all recipients of the initial
RFQ.
D. Addendum to the RFQ: KID reserves the right to issue written addenda to
revise or clarify the RFQ, respond to questions, and /or extend or shorten the
due date of proposals.
E. Cancellation of the RFQ: KIB retains the right to cancel the RFQ process if it
is in the KIB's best interest. KIB shall not be responsible for costs incurred by
proposers for proposal preparation.
F. Proposal Withdrawal or Correction: A proposal may be corrected or
withdrawn by a written request received prior to the deadline for receipt of
proposals.
G. Retention of Proposals: All proposals and other material submitted become
the KIB property and may be returned only at the KIB's option
H. Cost of Proposal Preparation: Any and all costs incurred by proposers in
preparing and submitting a proposal are the proposer's responsibility and shall
not be charged to KIB or reflected as an expense of the resulting contract.
I. Delivery of Proposals: KIB assumes no responsibility or liability for the
transmission, delay, or delivery of proposals by either public or private carriers.
J. Media Announcements: Any and all media announcements pertaining to this
RFQ require the KIB's prior written approval.
K. Binding Contract: This RFQ does not obligate the KIB or the selected
proposer until a contract is signed and approved by all parties.
Page 7 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
ATTACHEMENT A
SCOPE OF SERVICES
Project management services for the KI-IS Addition and Renovation project will include
the following responsibilities and activities. KIB has adopted e- Builder as its construction
management tool. The successful Proposer will be responsible for acquiring e- Builder
licensing and training as needed at the Proposer's sole expense.
This project is being designed and modeled using BIM technology per AIA E202
Modeling Protocol Exhibit Document. The successful Proposer will be responsible for
implementing and executing the level of BIM necessary to administer this contract as
approved by the Owner.
PRECONSTRUCTION PHASE SERVICES (COORDINATION, SCHEDULING,
BUDGETING, MANAGING THE DESIGN TEAM AND CONSTRUCTION
PLANNING)
General Coordination
A. Schedule, direct and attend regular meetings with other members of the
Construction Team during the preconstruction phase.
B. Prior to each meeting, the Project Manager shall prepare and distribute to the
other Construction Team members a written agenda for the meeting.
C. Prepare and distribute at each Construction Team meeting a memorandum setting
forth the list of critical activities which require immediate action and the date(s)
by when the activity must be completed, and record and distribute the minutes of
each meeting.
D. Provide recommendations and information to the other members of the
Construction Team on construction feasibility; availability of materials and labor;
time requirements for installation and construction; assignment of responsibilities
for safety precautions and programs, temporary Project facilities; equipment,
materials and services for common use of Construction Contractors; factors
related to cost, including costs of alternative designs or materials, preliminary
budgets, and possible economies; methods of verification for determining that the
requirements and assignment of responsibilities are included in the proposed
Construction Contract Documents, and any other matters necessary to accomplish
the Project in accordance with the schedule and project budget.
E. Implement and update a decision tracking system in e- Builder format as
acceptable to Owner.
Scheduling
A. Develop Owner's critical path Project schedule ( "Schedule ") for the other
Construction Team members' review and the Owner's approval that coordinates
and integrates the Project Manager's services, the Architect/Engineer's design and
Page 8 of 19
KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
phasing schedule, the work of other consultants and suppliers, and the Owner's
activities with the anticipated construction schedule. The Schedule shall require
that "groundbreaking" for the Project shall occur on the date stipulated in the
project documents.
B. Update the Schedule as is reasonably required but at least monthly to incorporate
an updated, detailed listing for all activities of the Project, including: required
activity sequences and durations; contract document package, completion dates,
Owner contract document package review periods; Project building permits
acquisition time requirements; Construction Contract bid dates; processing of
shop drawings and samples; a recommended schedule for the Owner's purchase
of materials and equipment requiring long lead time procurement, and delivery
dates of products requiring long lead time procurement; and methods to expedite
and coordinate delivery of these purchases.
C. Provide the necessary critical path schedule control with a goal to attain the
Substantial Completion of the Project on or before the date stipulated in the
project documents.
D. Create and maintain the Schedule using the latest available version of the E-
Builder software program..
Budgets
A. Obtain from Owner all Project service, materials and property costs and expenses
not known directly by the Project Manager, such costs to include, without
limitation, Owner's personnel costs, force account labor and special consultants.
B. Prepare and update a Project budget, as necessary for written approval by the
Owner upon completion of each phase, such budget to include updating and
reporting of all Project costs including, without limitation, construction,
Architect /Engineer fees, fixtures, furnishings and equipment, special inspectors,
consultants and contractors and moving /relocation expenses.
C. At the completion of the Construction Contract Documents for any portion of the
Project, update and refine a comparison of actual and projected costs to the
Project Construction Budget and in the event such actual and projected costs
exceed the original Project Construction Budget, develop and implement
reasonable strategies to be approved by the Owner to reduce the costs projected to
be incurred during all phases of the Project.
Managing the Design Team
A. Incorporate the Owner's Standards and Standard Specifications and procedures as
directed by the Owner.
B. Develop any Special Conditions of the Construction Contract Documents, which
shall be approved in writing by the Owner at Owner's sole option and discretion.
C. Review the drawings and Project Manual, advise Owner of any error,
inconsistency or omission discovered, and recommend alternative solutions
whenever design details affect construction feasibility, budget risks or time
schedules.
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D. Coordinate with the Owner to ensure that the Construction Contract Documents
comply with all applicable State of Alaska procurement requirements.
Construction Planning
A. Identify for and recommend to the Owner the need for purchase of items requiring
extended delivery times ( "long lead items "), and expedite the procurement of such
items to ensure their delivery by the required dates.
B. Make recommendations to the other members of the Construction Team regarding
the division of Construction Contract drawings and Project Manual to facilitate
the bidding and awarding of Construction Contracts, to allow for phased
construction and to take into consideration such factors as time of performance,
availability of labor, overlapping trade jurisdictions, provisions for temporary job
office, lay down /storage, and other facilities as needed.
C. Review the Drawings and the Project Manual with the other members of the
Construction Team to eliminate areas of conflict.
D. Develop Construction Contractor interest in the Project and assist the Owner in
accordance with local and statutory requirements, in taking competitive CM /GC
proposals; schedule and conduct pre -bid conference, and after review and
analyses of the proposals with the Owner and Architect /Engineer(s) make a
recommendation to the Owner for contract awards;
E. Subsequent to the Owner's award of the Construction Contract obtain
information /documents (as described in the Project Manual) from the
Construction Contractor necessary for Owner's execution of the Construction
Contract and if such information or documents are not available, the Project
Manager shall recommend the appropriate course of action to the Owner with
respect to any such Construction Contractor which cannot provide the
information /documents.
F. Assist the Owner, the appropriate Construction Contractor, the appropriate
Architect/Engineer or consultant, in obtaining all applicable risk management,
code, and regulatory agency reviews and approvals for the Project or any portion
thereof.
G. Advise Owner of any tests and special inspections to be performed, and assist
Owner in selecting testing laboratories and consultants, without assuming direct
responsibility for the work of such laboratories and consultants.
Furniture, Fixtures and Equipment
A. Consult with the A/E and KIBSD (end user) to make recommendations to the
Owner on the acquisition schedule for fixtures, furniture and equipment, and
coordinate the Owner's or Contractor's purchase and installation of such items as
may be required to meet the project budget and the project time schedule.
Project Management
A. oversee the services of the Architect/Engineer in accordance with the Contract
between the Architect/Engineer and the Owner without assuming direct
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responsibility for the work of the Architect/Engineer, and oversee the services of
all special consultants in accordance with their respective agreements with Owner
without assuming direct responsibility for the work of such consultants reporting
any Contract performance issues to the Owner immediately.
Moving
A. Planning and coordination of all end user relocations, including without
limitation, people, functions, services, utilities, fixtures, furnishings and
equipment, necessary to accomplish the Project in accordance with the project
time schedule.
CONSTRUCTION PHASE SERVICES (PROJECT CONTROL, CHANGE
MANAGEMENT, COMMISSIONING, CLOSEOUT)
Project Control.
A. Monitor the work of the Construction Contractor as required and coordinate such
work with the activities and responsibilities of the Construction Team with a goal
to attain completion of the Project at a cost not to exceed the project construction
budget and to attain Substantial Completion by the date stipulated in the project
documents.
B. Maintain a competent, full -time staff at the Project site to coordinate and provide
general direction over the work and progress of the Construction Contractor on
the Project.
C. Establish on -site organization of personnel and clearly defined lines of authority
in order to effectuate the overall plans of the Construction Team.
D. Establish procedures for coordination among the Construction Team,
Construction Contractor and consultants with respect to all aspects of the Project,
and implement such procedures.
E. Schedule and conduct progress meetings, as required, at which time Construction
Contractors, consultants and the Construction Team can discuss jointly such
matters as procedures, progress, problems and scheduling.
F. Provide regular monitoring of the Project Schedule as construction progresses;
identify potential and actual Construction Contract variances between scheduled
and probable completion dates, review the Construction Contract schedule for
work not started or incomplete and recommend to the Owner and Construction
Contractor adjustments in the Construction Contract schedule to conform with the
probable Construction Contract completion date and provide summary reports to
the Owner.
G. Determine the adequacy of the Construction Contractor's personnel and
equipment, and the availability of materials and supplies to meet the Construction
Contractor's schedule in relation to the Project schedule.
Fl. Advise the Owner of any default by the Construction Contractor and the projected
consequences of such default and make recommendations to the Owner regarding
corrective action to replace the Construction Contractor in default. Recommend
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PROJECT MANAGEMENT SERVICES Professional Services
remedial action, required to meet the Schedule, Total Project Cost, and Project
Construction Budget to the Owner for approval.
I. Monitor Project Status and prepare monthly contingency status reports and track
status of project changes and schedules. Meet bimonthly with Owner to update
status. Monitor project schedule, cost issues and contingency status.
J. Prepare detailed monthly project status reports.
K. Request for Information (RFIs). Monitors RFI process for timely issue resolution.
Coordinate with AE and contractors, directly as necessary to resolve RFI issues.
Cost Control
A. Develop and monitor an effective system of Project costs control, and provide
regular reports to the other members of the Construction Team; identify variances
between actual and budgeted or estimated costs and advise the other members of
the Construction Team whenever projected costs exceed, or could be reasonably
anticipated to exceed, budgets or estimates; revise and refine the initially
approved Project Budget with the assistance of the other members of the
Construction Team; present the revised Project Budget to the Owner for approval;
incorporate the Owner - approved changes; and develop cash flow reports and
forecasts, as needed, and provide same to Owner on a regular basis.
Maintain project cost accounting records in a form as directed by KIB. e- Builder
software system will be used for all project processes and forms
Change Orders
A. Implement a system acceptable to the Owner for the preparation, review and
processing of Change Orders and recommend necessary or desirable Change
Orders to the other members of the Construction Team for its review and
recommendation for Owner's approval and assist in negotiating Change Orders
prior to submittal of same to the Owner for final approval.
Change Management
A. Responsible for completing project within budget and schedule. Manage change
to contract scope, cost, or time. Oversee resolution of all change proposals..
Obtain Owner approval of budget transfer and increases to contract. Keep Owner
informed of all issues.
Other Managed Work
A. Coordinates with the Contractor and Owner to make site accessible for other
contract workers to coordinate work of separate vendors. Administers, inspects,
and accepts the work of all contracts.
B.
Construction Contractors
A. Implement a written procedure acceptable to the Owner for the review, approval
and processing of pay requests by Construction Contractor.
B. Maintain strict enforcement of Construction Contract including retention of
retainage amounts.
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C. Make recommendations in writing to the Owner regarding Construction Contract
default or Construction Contract modifications.
Wage Rates
A. Maintain strict enforcement of State of Alaska prevailing wage laws.
Permits
A. Assist the Architect/Engineer in obtaining all required building permits and
special permits for permanent improvements, which does not include those
permits normally required to be obtained by the various Construction Contractors,
such as permits for inspection, temporary facilities, etc.
Special Consultants
A. Assist the Owner in selecting and retaining professional services not otherwise
described in this Agreement for the Project, and coordinate these services at the
Owner's request in order to meet the Schedule, without, however, assuming direct
responsibility for the work of these consultants.
Review of Work and Safety
A. Review the work of Construction Contractor for defects and deficiencies in the
work as specified in the Construction Contract Documents, on a regular and
frequent basis, and prior to any work being covered up which also requires
observation by Architect /Engineer or applicable authorities prior to being covered
up.
B. Assist the Owner in developing the safety standards to be included in the
Construction Contract. In the event the Project Manager becomes aware of any
violations of safety - related practices and procedures by and of the Construction
Contractor, the Project Manager shall be responsible for advising the Owner of
such violations, but the Project Manager shall not be responsible for compliance
of such safety - related practices by the Construction Contractors.
Document Interpretation
A. The Architect/Engineer shall be the interpreter of the design intent of the
Construction Contract Documents, subject to the terms and conditions of the
agreement between the Architect/Engineer and the Owner, however, the Project
Manager shall request such interpretations from the Architect/Engineer, with
Owner consent, from time to time in order to facilitate the Project Manager's
accomplishment of its duties under this Agreement.
Shop Drawings and Submissions
A. In collaboration with the other members of the Construction Team, the Project
Manager shall establish and implement procedures for expediting the processing
and Architect/Engineers' approval of shop drawings and other submissions.
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Reports and Project Site Documents
A. The Project Manager shall record the progress of the Project, submit written
progress reports to the other members of the Construction Team, including
information on the Construction Contractor's work and the percentage of
completion and keep a daily log of Project Construction activities available to the
other members of the Construction Team.
B. Each member of the Project Manager's site personnel, whose job function
involves or includes observation of Project construction, shall maintain a daily log
of construction activities and observations which daily logs will be submitted to
the Owner upon Substantial Completion.
C. The Project Manager shall maintain at the Project site, updated records of
contracts, drawings, examples, purchases, materials, equipment, maintenance and
operating manuals and instructions, and other construction related documents,
including all changes and revisions; obtain data from Construction Contractor and
maintain a current set of record drawings and project manual.
As - Built Drawings
A. The Project Manager shall monitor the Construction Contractor's production of
as -built construction records and shall monitor the production of final, as -built
Record Project drawings by the Architect/Engineer for delivery to the Owner as
may be required.
Substantial Completion of Work by Construction Contractor
A. Upon notification by Construction Contractor, the appropriate members of the
Construction Team (at a minimum, the Construction Contractor giving such
notice, the Architect/Engineer or consultant responsible for the design of the
Work which is the subject of the notice, the Project Manager, and the Owner)
shall make a walkthrough inspection in order to determine whether there is
Substantial Completion of said Construction Contractor's Work. A list of
unacceptable items shall be prepared by the Project Manager and presented to the
Construction Contractor for resolution.
Substantial Completion of Project
A. Upon notification by the Project Manager, the appropriate members of the
Construction Team (Owner, Project Manager, Construction Contractor,
Architect/Engineer, etc.) shall make a walk - through inspection in order to
determine whether there is Substantial Completion of all Construction
Contractor's Work. A list of unacceptable items shall be prepared by the Project
Manager and given to the Construction Contractor for resolution.
Punch List Preparation
A. The Project Manager shall determine when area or system is ready to inspect and
coordinate preparation of the punch list. The Project Manager shall interpret
contract requirements to determine suitability of items noted on punch list and
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participate in punch list process. The Owner will be advised of punch list status,
as it will directly relate to occupancy schedule.
Punch List Resolution
A. The Project Manager coordinates entire punch list process and tracks all punch list
items through to resolution. Documentation will be provided to the Owner
showing punch list resolution. Meetings will be schedule and facilitated by the
Project Manager with Contractor to resolve punch list issues and solutions to
disputed punch list items will be coordinated.
Start - Up
A. With the Owner's operation's personnel in attendance at a time and date
acceptable to both Parties, the Project Manager shall coordinate and supervise the
inspection of utilities, operations' systems and equipment for readiness, and assist
Owner in start -up and testing of such utilities, systems and equipment by the
appropriate Construction Contractor.
Commissioning
A. Ensures compliance with contract which includes commissioning of all
Contractor- provided equipment and validates Owner equipment when necessary.
Arranges and facilitates commissioning and contract close -out workshops.
Determines desirability and funding of outside commissioning agent. Coordinates
in -house commissioning efforts for User Groups and Owner provided equipment.
B. Participates in commissioning efforts, including inspections and system start -up
reviews.
Final Completion
A. After receiving Owner's consent, the Project Manager shall establish the date of
final completion for the Project and provide written notice to the other members
of the Constniction Team that the Project is ready for final inspection and walk -
through; secure and transmit to the Owner, after final walkthrough and final
acceptance by the Owner, required guarantees, affidavits, releases, bonds and
waivers; and, after final walk - through and final acceptance by the Owner, turn
over to the Owner all keys, manuals, record drawings and surplus materials and
supplies.
Warranty
A. The Project Manager shall collect and deliver to the Owner, in hardback binders,
all written warranties or guarantees specified in the Construction Contract
Documents, prior to Final Completion. The Project Manager shall assist and
represent the Owner through the one -year warranty period on matters involving
malfunctions, defects or deficiencies of the Project. The Project Manager shall
communicate with the Construction Contractors as necessary to correct all
malfunctions, defects, and deficiencies in a timely manner and to reduce
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KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
inconvenience to the Owner during this period. The scope of assistance shall
include, but not be limited to, the following:
B. Notify the Construction Contractor of malfunctions, defects, and deficiencies in
workmanship or materials and request corrective actions;
C. Prepare correspondence and other written data as necessary to document, clarify,
and resolve discrepancies;
D. Meet with the Construction Contractors at the Project site or other local places
when requested by the Owner; and
E. Take reasonable steps to pursue correction of malfunctions, defects, and
deficiencies, provided however, only the Owner will exercise any of its legal
remedies.
Warranty Review
The Project Manager shall also perform a thorough warranty review of the Project shortly
before the one year anniversary of the date of Substantial Completion. As a result of this
review, the Project Manager shall prepare a list of items needing correction. The Project
Manager shall submit the list to the Owner as information and to the Construction
Contractor for resolution and then actively pursue resolution of the items on the
corrective action list.
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KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
ATTACHMENT B
ELECTRONIC DATA REQUIREMENTS
General Requirements:
a. Contractor and Subcontractors shall provide at a minimum, the following to
its staff:
i. Computer: Minimum Intel Pentium® 4 Processor 2.4 GHz or equivalent
processor with 512MB of RAM; recommended Centrino Duo® Processors
1.6 GHz or equivalent with 2GB of RAM, or higher.
ii. Computer Operation System: Windows XP, Windows Vista, or
Windows 7
iii. Web Browser: Microsoft Internet Explorer 9
iv. Work and Spreadsheet Processors: Microsoft Office Word, Excel and
Outlook
v. Scheduling Software: Microsoft Project or Primavera
vi. Internet Service Provider: A reliable ISP in the area of the Project
vii.Connection Speed /Minimum Bandwidth: DSL, ADSL or Ti Line for
transferring a minimum of 3 Mbps Downstream and 512 Kbps Upstream
b. Contractor and Subcontractors shall provide its management personnel
assigned to this Project with access to personal computers and the Internet
on a daily basis.
Project Web Requirements:
a. This project will utilize a web based project management tool called e- Builder
EnterpriseT't. This web based application is a collaboration tool, which will
allow all project team members continuous access through the Internet to
important project data as well as up to the minute decision and approval
status information.
b. Contractor and Subcontractors shall conduct Project controls, outlined by the
Owner, and Construction Manager, utilizing e- Builder EntetprisetM. No
additional software will be required.
c. Contractor and Subcontractors shall have the responsibility for visiting the
Project web site on a daily basis, and as necessary to be kept fully appraised
of Project developments, for correspondence, assigned tasks and other
matters that transpire on the site. These may include but are not limited to:
Contracts, Contract Exhibits, Contract Amendments, Drawing Issuances,
Addenda, Bulletins, Permits, Insurance & Bonds, Safety Program
Procedures, Safety Notices, Accident Reports, Personnel Injury Reports,
Schedules, Site Logistics, Progress Reports, Daily Logs, Non - Conformance
Notices, Quality Control Notices, Punch Lists, Meeting Minutes, Requests for
Information, Submittal Packages, Substitution Requests, Monthly Payment
Request Applications, Supplemental Instructions, Construction Variation
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KHS ADDITION & RENOVATION Request for Qualifications
PROJECT MANAGEMENT SERVICES Professional Services
Directives, Potential Variation Orders, Variation Order Requests, Variation
Orders, and the like. All supporting data including but not limited to shop
drawings, product data sheets, manufacturer data sheets and instructions,
method statements, safety MSDS sheets, Substitution Requests and the like
will be submitted in digital format via e- Builder E
Electronic File Requirements:
a. In addition to the standard closeout submittal requirements detailed
elsewhere in the Contract Documents, the Contractor and Subcontractors
shall also submit all closeout documents including all "As -Built Drawings ",
catalog cuts and Owner's Operation and Maintenance manuals in digital
format. All documents (including as -built drawings) shall be converted or
scanned into the Abode Acrobat (PDF) file format and uploaded to e- Builder
EnterpriseTM.
E BUILDER IMPLEMENTATION REQUIREMENTS
e- Builder EnterpriseTM is a comprehensive Project and Program Management
system that KIB will be implementing for managing documents, communications
and costs between the Contractor, Subcontractors, Design Consultants and Owner.
e- Builder EnterpriseTM includes extensive reporting capabilities to facilitate detailed
project reporting in a web -based environment that is accessible to all parties and
easy to use.
Central Document Vault: e- Builder EnterpriseTM system includes a central
database that maintains all project information and manages project
communications amongst team members.
Communication /Correspondence: e- Builder provides electronic routable
communication forms that provide historical tracking, documentation, and increased
accountability of project members.
Project Calendars: Meetings will be scheduled and maintained centrally on e-
Builder EnterpriseTM
Reporting; All of the project and program data including documents,
communications and costs are accessible through integrated online reports. These
reporting tools are completely configurable by each user. All reports can be exported
to Excel for added flexibility.
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KHS ADDITION & RENOVATION Request for Qualifications
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E- BUILDER LICENSING REQUIRMENTS
e- Builder EnterpriseTM User Licenses: Each user license is for access to
the KIB site consisting of unlimited data storage. Users can be direct
employees of the Contractor as well as its Subcontractors and/or Suppliers.
Each user license includes full access to c- Builder EnterpriseTn' including all
of the documents and reports mentioned above. Furthermore, each user
license provides the e- Builder software as a service (SaS) including:
• All hosting, operation, maintenance and data back up of the e-
Builder EnterpriseTm software and documents which are
maintained in state -of- the -art data centers located throughout the
United States.
• Quarterly e- Builder EnterpriseTm software enhancements
• Unlimited phone, email and web based support 24- hours:
e- Builder EnterpriseThl user licenses shall be obtained by the Owner,
Construction Manager, Design Consultants, QA/QC Agencies, and Project
Management staff in which the Contractor is not responsible.
The Contractor is required to obtain e- Builder EnterpriseTM user
licenses for its employees and major Subcontractors as required to
facilitate the communication and document flow process between
the Owner, , Construction Manager, Design Consultants, and its
Subcontractors and/or major Suppliers.
Page 19 of 19
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