99-23348 RESO
RESOLUTION NO. 99-23348
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY
AND THE STATE OF FLORIDA, DEPARTMENT OF
MANAGEMENT SERVICES, FOR CONSTRUCTION
MANAGEMENT FOR THE COLONY THEATER RENOVATION
PROJECT.
WHEREAS, the City has historically utilized a low-bid construction process and engaged
architects/engineers through an RFQ process but, unfortunately, several projects, such as the Lincoln
Road and North Beach Streetscapes, have experienced significant time delays and unresolved
construction issues; and
WHEREAS, as a result of these problems, the Administration has explored alternative
construction bidding methods; and
WHEREAS, in July 1999, representatives of the State of Florida, Department of
Management Services (DMS), Building Construction Division, made a presentation to the
Administration on the Construction Management Program they operate, frequently referred to as
"Construction-Management-at-Risk", that provides municipalities with project management services
from the onset of a project, throughout the design phase, bidding process and culminating with
construction oversight and coordination; and
WHEREAS, DMS has been under contract to provide these services to municipalities
throughout the State of Florida and, specifically in Miami-Dade County, to the cities of Coral
Gables, Miami, and Sunny Isles Beach; and, in Broward County, they have been working with the
communities of Hollywood, Davie and Tamarac; and
WHEREAS, DMS has a track record in theater renovations, including the Coconut Grove
Playhouse, and has also been involved in numerous historic preservation projects, most recently in
Sarasota, at the Ringling Museum; and
WHEREAS, all ofDMS's "Construction-Management-at-Risk" projects have come in on
time and within budget; and
WHEREAS, with regard to the Colony Theater Reconstruction Project, the Administration
recognizes that entering into an agreement with DMS will afford the City with an alternate method
to the typical low bid process for construction contract awards, and will provide the City with an
opportunity to utilize the "Construction-Management-at-Risk" process, in partnership with an
experienced professional organization of State government; and
WHEREAS, DMS has submitted a proposed Professional Services Agreement, based on the
information provided to them by the City, with regard to the renovation and restoration project
envisioned for the Colony Theater; and
WHEREAS, based on an estimated budget of $1,750,000, the fee for services by DMS
would be $49,900, and two alternative payment schedules have been proposed: (1) based on a
fifteen month design and construction schedule, the monthly payments would be in the amount of
$3,326, for the first eleven months, and a final payment of$3,336; or (2) based on a twelve month
design and construction schedule, monthly payments would be in the amount of $4, 158, for the first
eleven months, and a final payment of $4, 162; and
WHEREAS, under either option, should the project budget increase in excess of $250,000,
the fee to DMS would increase by 2.5% of the revised budget in excess of$1,750,000; and
WHEREAS, should the project exceed the scheduled time, the additional monthly fee would
be $3,326 per month under the fifteen month option, and $4,158.33, under the twelve month option;
and
WHEREAS, the Administration recommends approval ofthe $49,900 fee to DMS, and the
right to determine the proper design and construction schedule once the Agreement is authorized;
and
WHEREAS, the Administration recommends approval of a Professional Services Agreement
between the City and DMS, in an amount not to exceed $49,900; and
WHEREAS, in the event that the project exceeds the agreed upon term, DMS would be
eligible for additional monthly payments, as described above, based on either the twelve month rate
of$4,158, or fifteen month rate of$3,326.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission herein approve and authorize the Mayor and City Clerk to execute a Professional
Services Agreement between the City and the State of Florida, Department of Management Services,
for Construction Management for the Colony Theater Renovation Project.
PASSED and ADOPTED this 6th day of October, 1999"1J1!
MAYOR
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T:\AGENDA II 99910CT0699IREGULARICOLONYDM.RES
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. 138-'d
TO:
Mayor Neisen O. Kasdin and
Members of the City mission
DATE: October 6, 1999
FROM:
Sergio Rodriguez
City Manager
SUBJECT:
A RESOL I N OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND
THE STATE OF FLORIDA, DEPARTMENT OF MANAGEMENT
SERVICES, FOR CONSTRUCTION MANAGEMENT FOR THE COLONY
THEATER RENOVATION PROJECT
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
The City of Miami Beach has historically utilized a low-bid construction process and engaged
architects/engineers through an RFQ process. Unfortunately, several projects, such as the Lincoln
Road and North Beach Streetscapes, have experienced significant time delays and unresolved
construction issues. As a result of these problems, the Administration has explored alternative
construction bidding methods.
In July 1999, representatives of the State ofPlorida, Department of Management Services (DMS),
Building Construction Division, made a presentation to the Administration on the Construction
Management Program they operate. This program has frequently been referred to as Construction-
Management-at-Risk and provides municipalities with project management services from the onset
of a project, throughout the design phase, bidding process (resulting on a guaranteed maximum
price), and culminating with construction oversight and coordination.
Currently, DMS is under contract to provide these services to municipalities throughout the State
ofPlorida and specifically in Miami Dade County to the following cities: Coral Gables, Miami and
Sunny Isles Beach. Additionally, in Broward County they have been and/or are working with the
following communities: Hollywood, Davie and Tamarac.
DMS has a track record in theater renovations. Locally, they have worked on the Coconut Grove
Playhouse. With regard to historic preservation project experience, DMS has been involved in
numerous projects, most recently in Sarasota at the Ringling Museum. Additionally, all ofDMS's
construction-management-at-risk projects have come in on time and within budget.
AGENDA ITEM R 'l C;
DATE f O-I.-91C
Colony Theater Renovation Project
October 6, 1999
Page 2
With regard to the Colony Theater reconstruction project, the Administration recognizes that
entering into an agreement with DMS will afford the City with an alternate method to the typical low
bid process for construction contract awards and will provide the City with an opportunity to utilize
the construction-management-at-risk process in partnership with an experienced professional
organization of State government. Additionally, the City is pursuing several grant funding sources
for the Colony renovation project at the state level. Utilizing services by DMS is viewed as an
enhancement to our ability to obtain State funding.
DMS has submitted a proposed agreement, a copy of which is attached, based on the information
provided to them by the City with regard to the renovation and restoration project envisioned for the
Colony Theater. Based on an estimated budget of$1,750,000, the fee for services by DMS would
be $49,900, or 2.85% ofthe total budget. Typically, the private sector charges between 5% - 8% for
these same services.
Two alternative payment schedules have been proposed: (1) based on a fifteen month design and
construction schedule, the monthly payments would be in the amount of $3,326 for the first eleven
months and a final payment of $3,336 or (2) based on a twelve month design and construction
schedule, monthly payments would be in the amount of $4, 15 8 for the first eleven months and a final
payment of $4, 162.
Under either option, should the project budget increase in excess of$250,000, the fee to DMS would
increase by 2.5% of the revised budget in excess of $1,750,000. Should the project exceed the
scheduled time, the additional monthly fee would be $3,326/month under the fifteen month option
and $4,158.33 under the twelve month option. At this time, the Administration recommends
approval of the $49,900 fee to DMS and the right to determine the proper design and construction
schedule once the Agreement is authorized. Upon execution, DMS and City staffwill commence
the AlE selection process,
The attached agreement clearly defines the scope of services and delineates the tasks to be
performed. Also, included is a proposed fifteen month schedule for design and construction ofthe
Colony theater renovation and restoration project.
CONCLUSION:
The Administration recommends approval of the resolution authorizing a Professional Services
Agreement between the City and DMS in an amount not to exceed $49,900. In the event that the
project exceeds the agreed upon term, DMS would be eligible for additional monthly payments as
described above in this memorandum based on either the twelve month rate of $4,158 or fifteen
month rate of $3,326. Following approval of this agreement, the schedule for design and
construction will be determined at the initial meeting of the parties.
SR/C~/MSD
T:IAGENDA 1199910CT0699\REGULARICOLONYDM.CM
attachment
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
BUILDING CONSTRUCTION (Be)
BUILDING 4030, SUITE 315
4050 ESPLANADE WAY
TALLAHASSEE, FLORIDA 32399-0950
FORM OF AGREEMENT BETWEEN
CLIENT AND AGENT
BC PROJECT NUMBER:
COMB-99042000
PROJECT NAME AND LOCATION:
Renovations and Restoration, The Colony Theatre,
City of Miami Beach, Florida
CLIENT:
City of Miami Beach
Miami Beach Redevelopment Agency
1700 Convention Center Drive
Miami Beach, Florida 33139
Jeb Bush
Governor
Tom McGurk
Secretary
cityofmiamibeachca
AGREEMENT FOR SERVICES
THIS AGREEMENT
made this ~day of Oc:..+.~,..in the year Nineteen Hundred and Ninety Nine
BY AND BETWEEN BUILDING CONSTRUCTION (Be), DEPARTMENT OF MANAGEMENT SERVICES,
STATE OF FLORIDA, hereinafter called the AGENT or BC, and
City of Miami Beach
Miami Beach Redevelopment Agency
1700 Convention Center Drive
Miami Beach, Florida 33139
herinafter called the CLIENT or OWNER.
WITNESSETH, that whereas the CLIENT wishes to retain the services of BC, as pennitted by Chapter 255.31,
Florida Statutes, for providing certain project management services for the Project described on the cover page of
this Agreement.
NOW THEREFORE, BC and the CLIENT, for the considerations hereinafter set forth, agree as follows:
Article I. BC agrees to furnish those Project management Services described in the attached Exhibit I, which
Exhibit 1 by reference and attachment hereto forms a part of this Agreement.
Article 2. The Project Budget is as shown in the attached Exhibit II, which Exhibit II by reference and attachment
hereto forms a part of this Agreement.
Article 3. The proposed schedule is as shown in the attached Exhibit 1II, which Exhibit 1II by reference and
attachment hereto fonns a part of this Agreement.
Article 4. BC is authorized and requested to enter into agreement with architects, engineers, contractors, etc., using
BC forms and procedures, for the design, bidding and construction of those parts of the Project. The CLIENT
understands and agrees that those agreements will designate BC as the AGENT for the OWNER and will contain a
provision substantially as follows:
The entity that will occupy, use and own the Project upon substantial completion is City of Miami Beach,
Florida. The funds with which the compensation of the architects, engineers, contractors, etc., will be paid
are under the control of City of Miami Beach, Florida. Payments under this contract, as prescribed
hereinabove, will be made by City of Miami Beach, Florida, based on approval of each payment by BC,
Department of Management Services, State of Florida.
CLIENT agrees that the agreements shall be deemed to be the agreements of the CLIENT in view of the fact that the
funds are under the control of the CLIENT and BC will not have responsibility to make payments on the
agreements.
Article 5. CLIENT agrees to designate a representative for the Project to be solely responsible for all CLIENT
actions under this agreement, and who will receive, review and respond in a timely manner to all questions and
requests from BC; and to pay, within thirty (30) calendar days, all invoices approved by BC and transmitted to the
CLIENT for payment, not exceeding the portions of the budget shown on the attached Exhibit II.
Article 6. BC does not guarantee the Project can be completed within the budget shown in the attached Exhibit II,
but does agree not to commit funds in excess of this budget without mutual agreement and an Amendment to this
agreement authorizing such increase.
Article 7. BC's administrative fees and travel cost for the various project management services are based on
services as shown in Exhibit 1 and shall be as follows:
FORTY NINE THOUSAND, NINE HUNDRED DOLLARS ($49,900.00)
Ifthe Project Budget is increased in excess of $250,000.00 BCs fee shall be increased by 2.5% of the revised budget
in excess of $1.750,000.00. If the Project Schedule as shown in Exhibit III exceeds U months then the monthly fee
will be $3,326.00 per month for each additional month.
Article 8. BC's administrative fees prescribed in Article 7 hereinabove, will be invoiced once for the total amount
due and the CLIENT will issue a Purchase Order to BC. The Purchase Order will identify a Fiscal Contact
Representative to be responsible for all payments under this agreement. Payments are to be made in .12 consecutive
monthly payments against the invoice/Purchase Order based on a.12 month final completion date.
$49,900.00 -:- 15 Months = $3,326.66
14 Equal Monthly Payments of $3,326.00
1 Final Monthly Payment of $3,336.00
Article 9. Additional Services will be performed for a separate fee to be negotiated and authorized later. Such
services may include, but are not limited to the following:
Attendance at Special Board meetings or workshops
Article 10. This Agreement may be terminated by either party upon seven (7) days' notice by mutual agreement, or
should one party fail substantially to perform in accordance with its terms through no fault of the other. In case of
termination, BC, its Contractors and Architect-Engineer's shall be paid for services performed up to the date of
termination and any reasonable additional costs that BC, it's Contractors and Architect-Engineers may incur as a
result of terminating this agreement.
2
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first written above.
CLIENT
CITY OF MIAMI BEACH
As Witnessed:
APPROVED:
ByJhkt f~
Robert parCher6 Clty Clerk
APPR VEO AS TO
FORM & LANGUAGE
& FOR EXECUTION
By fj
Neisen Kas ln, Mayor
Reviewed and Approved
W~ J4iPJ
AGENT
BUILDING CONSTRUCTION,
DEPARTMENT OF MANAGEMENT
SERVICES,
STATE OF FLORIDA
As Witnessed:
Approved:
By: ~~ ,7/ ;21~=
Approved As To Form And Legality:
By:
Office of Ge al Counsel,
Department f Management Services
State of Florida
3
EXHIBIT I
SCOPE OF SERVICES
Building Construction, Department of Management Services, State of Florida, hereinafter referred to as "BC",
proposes to provide the following project management services for the projects identified on the face of this
Agreement:
1. AlE Selection
BC WILL;
Establish Selection Team Consisting OfBC & CLIENT Personnel
Prepare Project Scope Information
Advertise For Qualified AlE's
Answer AlE Questions
Verify AlE's Licensure Registrations
Verify AlE's Corporate Registration
Schedulel Arrange AlE Selection Meetings
Conduct Preliminary AlE Selection, Reducing Applicants to 5 or More
Publish Shortlist Results Of AlE Selection
Debrief Unsuccessful AlE's
Brief Successful AlE's
Conduct Interviews With Remaining 5 or More AlE's
Finalize Selection, Reducing To 3 AlE's In Order Of Preference
2. AlE Negotiations
BC WILL;
Establish AlE Negotiation Team Consisting Of BC & CLIENT Personnel
Prepare & Publish Detailed Scope For AlE Services
Notify Number I AlE Of Negotiation & Proposal Requirements
Answer Number 1 AlE's Questions
Receive & Analyze Proposal From Number 1 AlE
Conduct Pre-Negotiation Conference With Negotiation Team
Conduct Negotiations With Number 1 AlE
Define Scope Of Work
Establish Required Design Phases
Establish Personnel To Be Copied With Submittals
Establish Number Of Copies Per Person Per Submittal
Establish Distribution For General Correspondence
Ensure AlE Has Copy Of Professional Services Guide
Establish Energy Use Analysis
Establish Artwork Requirements
Establish AlE's Basic Fees
Establish How AlE's Basic Fees Are To Be Paid
Establish Overall Schedule Of AlE's Services
Establish Overall Project Budget
Establish AlE's Periodic Construction Inspection Schedule
Distribute Results Of AlE Negotiation
Obtain CLIENT Approval Of AlE Negotiation
3. AlE Contract PreparationlExecution
BC WILL;
Prepare Contract On BC's Form For AlE & BC Execution
Process Contract Documents To AlE For Execution
Receive Executed Documents Back From AlE & Thoroughly Check
For Proper Execution
4
Execute Documents On Behalf Of CLIENT
Give AlE Notice-To-Proceed With Basic Services
4. AlE's Conceptual Schematics Services
BC WILL;
Provide DirectionlConsultation To The AlE As Required Regarding Scope, Additional
Services, Procedures, etc.
Provide Information To The AlE Regarding Permitting Agencies and Codes to Use
Provide Budgetary Direction To The AlE
Participate In Value Engineering Analysis To Provide The Best Project Within Budget
Review Plans For Architectural, And Civil And Provide Comments To
The AlE
Monitor The Schedule For Submittals And Establish Dates For Reviews
Reviews AlE Requests For Additional Services For Scope, Completeness, Fairness
Issue AlE Additional Services Authorizations Agreed Upon
Receive, Review and Approve AlE Invoices For Services Rendered Versus Contract
Conditions
Process AlE Invoices To Proper Accounting Office For Vouchering
Review And Analyze Cost Estimates
Assure Meetings Are Documented And Minutes Distributed To All Parties
Assure All Decisions Required For That Particular Design Phase Are Made
Issue Approval To AlE To Proceed Into Next Phase
THE FOLLOWING WILL BE PROVIDED BY THE AlE UNDER CONTRACT TO BC
Design Team Meeting & Minutes
Plan For Master Plan Compliance
Site Plan
Studies And Reports Relative To Site
Description Of Zoning & Its Restrictions
Floor Plans, Elevations, Building Sections & Sketches
Existing Facilities Arrangements & Relationships
Details As Required
Program Area & Budget Review
Cost Analysis
Project Schedule Update
Local Requirement Review
Additional Service Recommendations
Schematic Phase Checklist
Distribute Documents
Review Meeting With Owner & Others
5. AlE's Design Development Phase Services
BC WILL;
Provide DirectionlConsultation To The AlE As Required Regarding Scope, Additional
Services, Procedures, etc.
Provide Information To The AlE Regarding Permitting Agencies and Codes to Use
Provide Budgetary Direction To The AlE
Participate In Value Engineering Analysis To Provide The Best Project Within Budget
Review Plans For Architectural, Mechanical, Electrical And Civil And Provide
Comments To The AlE
Reviews AlE Responses AndlOr Revisions Due To DBC (And Other Reviewing Agencies) Comments
Monitor The Schedule For Submittals And Establish Dates For Reviews
Reviews AlE Requests For Additional Services For Scope, Completeness, Fairness
Issue AlE Additional Services Authorizations Agreed Upon
Receive, Review And Approve AlE Invoices For Services Rendered Versus Contract
5
Conditions
Process AlE Invoices To Proper Accounting Office For Vouchering
Review And Analyze Cost Estimates
Review Specifications
Assure Meetings Are Documented And Minutes Distributed To All Parties
Assure All Decisions Required For That Particular Design Phase Are Made
Issue Approval To AlE To Proceed Into Next Phase
THE FOLLOWING WILL BE PROVIDED BY THE AlE UNDER CONTRACT TO BC
Conferences With Client & Others
Site - Informational Data
Master Plan
Environmental Considerations
Grading & Site Development
Site Construction
Roads, Walks, Paths & Parking
Utility Services
Fencing
Landscaping
Lateral & Transverse Site Sections
Special Site Considerations
Buildings - Architectural:
Floor Plans
Area Recap
Elevations
Building Sections
Typical Wall Sections
Finish & Equipment Schedules
Color Pallet & Schedule
Code Classifications
Complex Area Plans
List Of Safety Equipment
Design Concept Sketch
Materials List
Other Information
Buildings - Structural:
Describe Foundation Conditions
Describe Structure Selected
Preliminary Framing Plan
Describe Roof Structure
Structural Building Sections
Identify Building Loads
Design Calculations & Criteria
Special Conditions
Buildings - HV AC:
Single Line Layout With Equipment
Sections Showing Equipment
Fleet Forms
Describe Auto Management System
Describe Criteria For Heating System
Describe Ventilation System
Describe AC Criteria & System
Describe Evaporative Cooling System
Buildings - Refrigeration:
Areas To Be Refrigerated
6
Outside Design Temperatures
Type Refrigeration Equipment
TypelThickness Insulation
Buildings - Electrical:
Describe Electrical Service Entrance
Describe Electrical Characteristics
Identify Panel Locations
Describe Wiring Systems
Describe Conductors
Locate Lights, Outlets & Switches
Describe Standards Of Design
Describe Short-Circuit Duty
Describe Emergency Electrical Systems
Coordinate Building & Site Electrical
Other
Buildings - Communication:
Describe Systems
Describe Materials
Describe Locations
Describe Radio Paths
Describe Antenna Requirements
Describe Antenna Transmission
Describe Bonding & Grounding
Describe CablelRadio Links
Describe Test Equipment
Describe Equipment Arrangement
Describe Wiring/Cable Requirements
Describe Lighting/Power Requirements
Describe AC Requirements
Describe InterferencelClearance
Buildings - Plumbing:
Preliminary Layout Of Lines
Preliminary Plan Locations
Preliminary Section With Risers
Identify Number Of Fixtures
Identify Water Pressure
Identify Hot Water System
Other
Buildings - Fire Protection:
Identify Hydrant
Identify RiserlHose Cabinets
Identify Sprinkler Criteria
Insurance Design Criteria
Sprinkler Head Layout
Buildings - Special Equipment:
Kitchen Equipment
Auditorium Seating
Stage Curtain And Equipment
Gym Layout And Equipment
Window Coverings
Hospital Equipment
Lawn Sprinkler Equipment
Vacuum Cleaning Systems
Material Handling Equipment
Telephone Systems
7
Other Systems
Checklist
Bid Packages/Sequences:Base Bid & Alternates
Probable Construction cost
Area Analysis
Telephone Site Plan
Distribution Of Review Packages
BC Review
AlE's Response To Review Comments
6. AlE's Construction Documents Phase Services
BC WILL;
Provide DirectionlConsultation To The AlE As Required Regarding Scope, Additional
Services, Procedures, etc.
Provide Information To The AlE Regarding Permitting Agencies and Codes to Use
Provide Budgetary Direction To The AlE
Participate In Value Engineering Analysis To Provide The Best Project Within Budget
Review Plans For Architectural, Mechanical, Electrical And Civil And Provide Comments To
The AlE
Reviews AlE Responses AndlOr Revisions Due To BC (And Other Reviewing Agencies) Comments
Monitor The Schedule For Submittals And Establish Dates For Reviews
Reviews AlE Requests For Additional Services For Scope, Completeness, Fairness
Issue AlE Additional Services Authorizations Agreed Upon
Receive, Review And Approve AlE Invoices For Services Rendered Versus Contract Conditions
Process AlE Invoices To Proper Accounting Office For Vouchering
Review And Analyze Cost Estimates
Review Specifications
Assure Meetings Are Documented And Minutes Distributed To All Parties
Assure All Decisions Required For That Particular Design Phase Are Made
Issue Approval To AlE To Proceed Into Next Phase
THE FOLLOWING WILL BE PROVIDED BY THE AlE UNDER CONTRACT TO BC
Conferences With CLIENT
50% Documents Review
Non-Technical Specifications
Fleet/Solar Energy
Codes Certification
Check List
Cost Estimates
Area Analysis
Color Schedules
Handicapped Check List
Drawings
Technical Specifications
Bid Packages
Alternates
Mechanical Test And Balance
100% Documents Review
100% Review Response
7. AlE's Bidding Phase Services (If Applicable)
BC WILL;
Prepare Sample Advertisement For AlE To Use In Newspapers
Issue State MBE Directory To The AlE To Be Made Available To Contractors (As Required
To Meet Project Goals)
8
Monitor Addenda For Scope And Clarity
Participate In Bid Openings
Review Contracts Financial Qualifications And Experience
Make Recommendations For Bid Award
THE FOLLOWING WILL BE PROVIDED BY THE AlE UNDER CONTRACT TO BC
Prepare Camera Ready Copy Of Documents For Each Bid
Package
Prepare & Issue Addenda
Attend Bid Openings
Award Recommendations
8. AlE's Construction Phase Services
BC WILL;
Prepare And Issue The Notice To Proceed
Participate With The AlE And Contractor In The Initial Construction Conference
Review The Contractor's Schedule For The Project
Participate In All Monthly (Or Bi-Weekly) Team Meetings
Assure All Team Meetings Are Documented And Minutes Sent To All Parties
Review Contractors List Of Subcontractors
Review Monthly RFI, ASI, Submittal, Shop Drawings And Other Logs For Timeliness
Review Contractor's Progress Against The Schedule On A Monthly (Or Bi-Weekly) Basis
Analyze Change Order Proposals For Scope, Need, Completeness, Fairness
Recommend Change Orders As Required
Review Contractor's Pay Requests
Process Pay Requests To The Appropriate Accounting Office For Vouchering
Participate In Monthly Inspections With The AlE
Participate In Substantial Completion Inspections
Participate In Final Completion Inspections
Review And Sign Affidavits Of Completion
THE FOLLOWING WILL BE PROVIDED BY THE AlE UNDER CONTRACT TO BC
Initial Construction Conferences
Project Sign Design
Monthly Construction Conferences
Review Contractor's Progress Schedule
Review Contractor's List Of Subcontractors
Review Contractor's Shop Drawings
Transmit Payroll Records Required By Federal Grants
Review As-Built Drawings
Clarification Documents
Monthly Status Report
Site Visits And Reports
Monthly Contractor Payment Reviews
Review Testing Invoices
Change Orders
Claim Reviews And Correspondence
Substantial Completion Inspection
Final Completion Punch list
Final Inspection
Review Contractor's Affidavits Of Completion
Review Contractor's Guarantees And Operating Manuals
Review Contractor's As-Built Drawings
9
9. Contractor Selection
BC WILL;
Establish Contractor Selection Team Consisting Of BC, AlE &
CLIENT Personnel
Advertise For Qualified Contractors
Prepare Project Scope Information For Contractors
Answer Contractor's Questions
Verify Contractor Prequalification Criteria
County & State Licensure/Certification/Corporation
Analyze Previous Experience On Similar Projects
Analyze Management Staff & Experience
Analyze Site Management Capability
Analyze Present Workload
Schedule/Arrange Contractor Selection Meetings
Conduct Preliminary Selections, Reducing Applicants To 5
Contractors
Publish Shortlist Results Of Contractor Selections
Debrief Unsuccessful Contractors
Brief Successful Contractors
Conduct Interviews With Remaining 5 Contractors
Finalize Selection, Reducing To 3 Contractors In Order Of
Preference
Debrief Ranked Contractors
10. Contractor Fee Negotiations
BC WILL;
Establish Contractor Negotiation Team Consisting Of BC,
AlE & CLIENT Personnel
Prepare & Publish Detailed Scope For Contractors
Notify Number 1 Contractor Of Negotiation & Proposal
Requirements
Answer Number 1 Contractor's Questions
Receive & Analyze Proposal From Number 1 Contractor
Conduct Pre-Negotiation Conference With Negotiation Team
Conduct Negotiations of Contractor's Fee With Number I Contractor
Establish On-Site Design Personnel Requirements
Establish Off-Site Design Personnel Requirements
Establish On-Site Construction Personnel Requirements
Establish Off-Site Construction Personnel Requirements
Establish General Conditions Requirements
Establish Design & Construction Phase Fee
Establish Overhead & Profit Fee
Establish Preliminary Schedule Requirements
Establish Construction Team, Consisting OfBC, CLIENT,
AlE & Contractor Personnel
Coordinate With CLIENT
Distribute Results Of Negotiation
Obtain CLIENT Approval
It. Contractor Contract Preparation/Execution
BC WILL;
Prepare Contract On BC's Form For Contractor & BC
Execution
Prepare Performance Bond On BC's Form In Budget Amount
Prepare Labor & Material Payment Bond On BC's Form In
10
Budget Amount
Prepare Certificate Of Insurance On BC's Form
Prepare Assignment Of Contractor's Antitrust Rights To CLIENT
On BC's Form
Process Contract Documents To Contractor For Execution
Receive Executed Documents Back From Contractor &
Thoroughly Check For Proper Execution
Execute Documents On Behalf Of CLIENT
Give Contractor Notice- To-Proceed With Design Phase Services
12. Contractor's Design Phase Services
BC WILL;
Participate With The AlE And ContractorlCM In Plan Reviews At Each Submittal Phase
Participate With The AlE And ContractorlCM In Value Engineering Alternative
DesignlConstruction Approaches
Review All ContractorlCM Estimates
Review ContractorlCM GMP With The Team And Recommend For Contracting
Explore Tax Savings And Implement Procedures As Necessary
THE FOLLOWING WILL BE PROVIDED BY THE CONTRACTORJCM UNDER CONTRACT TO
BC (WITHOUT ASSUMING DESIGN RESPONSIBILITIES)
Distribute Document Package
Schedule Familiarization Meeting
Conduct Familiarization Meeting
Manage Requests For Information
Pricing & Value Engineering (VE)
Review & VE Site Civil
Review & VE Mechanical-Electrical Systems
Review & VE Stmctural Systems
Review & VE Roof & Exterior
Review & VE ADA Compliance
Review & VE Detail Coordination
Evaluate Construction Phasing
Evaluate Constructability
Propose Guaranteed Maximum Price (GMP)
Negotiate Final GMP & Conditions
Document Final GMP & Conditions
Review Final GMP & Conditions With CLIENT Team
Obtain CLIENT Team Approval Of Final GMP & Conditions
Amend Contractor's Contract To Reflect Final GMPIConditions
Prepare GMP Amendment To Construction Contract
Process GMP Amendment To Contractor For Execution
Receive Executed Amendment Back From Contractor &
Thoroughly Check For Proper Execution
Execute GMP Amendment On Behalf Of CLIENT
Process Executed GMP Amendment To Contractor
13. Contractor's Construction Phase Services
BC WILL;
Prepare And Issue The Notice-To-Proceed
Participate With The AlE And Contractor In The Initial Construction Conference
Review The Contractor's Schedule For The Project
Participate In All Monthly (Or Bi-Weekly) Team Meetings
Assure All Team Meetings Are Documented And Minutes Sent To All Parties
Review Contractor's List Of Subcontractors
11
Review Monthly RFI, ASI, Submittal, Shop Drawings And Other Logs For Timeliness
Review Contractor's Progress Against The Schedule On A Monthly (Or Bi-Weekly) Basis
Analyze Change Order Proposals For Scope, Need, Completeness, Fairness
Recommend Change Orders As Required
Review Contractor's Pay Requests
Process Pay Requests To The Appropriate Accounting Office For Vouchering
Participate In Monthly Inspections With The AlE
Participate In Substantial Completion Inspections
Participate In Final Completion Inspections
Review And Sign Affidavits Of Completion
THE FOLLOWING WILL BE PROVIDED BY THE CONTRACTORJCM UNDER CONTRACT TO
BC (WITHOUT ASSUMING DESIGN RESPONSIBILITIES)
Coordinate Contractor's Project Promotion & Advertisement
Contact Qualified Sub-Contractors
Promote Through Associations & Exchanges
Promote MBE participation To Make Good Faith Effort
Toward Meeting District Board Of Trustees Requirements
Use BC & CLIENT Databases OfInterested Contractors
BC & CLIENT To Participate In Pre-Bid Meetings & Bid
Openings
Coordinate Contractor's Review Of 100% Construction
Documents
Give Contractor Notice- To-Proceed With Construction
Coordinate Contractor's Project Information Management
Key Personnel Contacts
Budget & Financial Data
Project Construction Scheduling
Construction Progress Conference Scheduling
Interface With Construction Management Systems
Initial Team Construction Conference
Maintain Constructive Agenda
Document Potential Areas Of Concern
Develop Subcontractor Coordination Plan
Review Construction Critical Path
Confirm Communications Network
Weekly Team Meetings
Monthly Team Meetings
Prepare For Meetings
Attend Meetings
Prepare Monthly Report
Review Submittal Schedule
Identify Long-Lead Submittals
Coordinate Review Periods With Construction Schedule
Review Budget Status
Review Value Analysis Reports
Perform Quality Control Observations
Review Construction Schedule
Review Change Proposals. Reviews And Implementation Are
To Be By The Construction Team On Changes To The GMP
That Are Less Than $100,000. Those Changes Equal To
Or Greater Than $100,000 Will Require CLIENT Approval.
Review MBE Participation Reports
Review Testing Reports
Review Building Code Inspection Reports
12
Review Requests For Payment & Transmit To CLIENT For Review
& Payment
Establish Transition Team
Monitor As-Built Development
Substantial Completion Inspection
Review AlE Certifications
Expedite & Verify Punchlist Corrections
Review Warranties & Submittals
Final Inspection & DOE Certification
14. Occupancy Services (Additional Service to Owner)
BC WILL;
Assure Staff Training Occurs For Equipment
THE FOLLOWING WILL BE PROVIDED BY THE CONTRACTORJCM UNDER CONTRACT TO BC
(WITHOUT ASSUMING DESIGN RESPONSIBILITIES)
Review Occupancy Requirements
Coordinate Maintenance & Operational Training
Review Systems Testing & Certifications
13
EXHIBIT II
PROJECT BUDGET
Project Budget
14
$1,500,000.00
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