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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 Sign up for our email newsletter here 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. Page 9 of 19 KHS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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 Page 10 of 19 KHS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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 Page 11 of 19 KHS ADDITION & RENOVATION Request for Qualifications 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. Page 12 of 19 KITS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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. Page 13 of 19 KHS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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 Page 14 of 19 KHS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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 Page 15 of 19 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. Page 16 of 19 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 Page 17 of 19 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. Page IS of 19 KHS ADDITION & RENOVATION Request for Qualifications PROJECT MANAGEMENT SERVICES Professional Services 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. 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