Legal Notice Town of Boxford, MA Clerk-of-the-Works/OPM Services for Boxford Library/Town Hall HVAC, Exterior Repairs and Library Renovation Project 7A Spofford Road, Boxford, MA
The Town of Boxford, through its Permanent Building Committee (PBC), requests proposals from qualified consultants for Clerk-of-the-Works/OPM Services for Boxford Library/Town Hall HVAC, Exterior Repairs and Library Renovation Project.
RFQ documents available from the Office of the Selectmen, via the town website https://www.town.boxford.ma.us/bids. Proposals due Thursday, November 12, 2020 by 2:00 p.m. addressed to: Boxford Permanent Building Committee, c/o Alan Benson, Town Administrator/CPO, Boxford Police Station, 265 Ipswich Road, Boxford, MA 01921. Town reserves the right to reject any and all proposals, to waive any defects, informalities, and minor irregularities; and to award contracts or cancel this RFQ if it is in the town’s best interest to do so. The Town of Boxford encourages MBE and WBE firms to apply. Please email any questions to [email protected].
Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
1. Introduction
The Town of Boxford, (“Owner”) is seeking the services of a qualified “Clerk of Works/Onsite Construction Oversight Manager (Clerk/Oversight Manager)” for the onsite daily oversight and for services as the owners’ oversight representative for the Boxford Library/Town Hall HVAC, Exterior Repairs and Library Renovations Project in Boxford, Massachusetts (“Project”).
2. Background
The Town of Boxford, (“Owner”), acting through its Permanent Building Committee (PBC) is seeking the services of a qualified “Clerk of Works/Onsite Construction Oversight Manager (Clerk/Oversight Manager)” as defined by the provisions of this RFR, to provide daily oversight and owner’s representative oversight management services for Boxford Library/Town Hall HVAC, Exterior Repairs and Library Renovations Project (“Project”).
The Boxford Town Hall is a 14,352 gross square feet facility built in 2004. The building is two (2) stories with steep pitched roofs over attic where the building’s mechanical systems are located. The building houses the municipal offices, the town library, and provides meeting space for town committees and residents.
Persistent water leaks over certain windows and an ineffective HVAC system motivated this project. In addition, interior renovations intended to improve efficiency of space in the Library portion of the building were included in the project. Design was completed by Gienapp Architects, LLC., Danvers, MA and the general contractor construction contract has been awarded to Classic Construction and Development Co., Littleton MA. Design documents are available for review at: https://www.town.boxford.ma.us/town-administrator/pages/town-halllibrary- bid-documents-august-2020
Onsite construction is scheduled to begin December 7, 2020.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
3. Scope of Services
The successful firm offering Clerk of Works/Onsite Construction Oversight Management Services shall provide to the owner project management, cost management, time management and safety and quality management services that will include daily onsite monitoring of the ongoing construction. The Clerk/Oversight Manager shall ensure the time schedules accurately serve as control standards for monitoring performance of the building project, and assist the owner in project evaluation including, but not limited to, written evaluation of the performance of the design professional, contractors and subcontractors, and perform such other tasks as to minimize schedule delays, ensure quality construction, institute and manage change control procedures, facilitate communications among all parties working on the project, and complete the project within budget.
Specific Services include:
1. Daily, onsite, observation and documentation of construction activities to monitor job progress with an observation level sufficient to ensure that the work of the General Contractor is in compliance with the project plans and specifications
2. Construction Quality Control - Monitor progress, adherence to contract documents and compliance with all related codes and regulations, and quality of construction. Coordinate owner-provided materials testing services, review ongoing construction means and methods and quality, and facilitate the resolution of construction questions and issues. 3. Serve as the Clerk-of-the-Works to ensure quality control and specification compliance. 4. Project Meetings - Participate in construction meetings as the Permanent Building Committee’s advocate; facilitate problem solving and communication among all team members. 5. Submittals – Monitor the implementation and expediting of the construction submittal process on the Permanent Building Committee’s behalf to ensure compliance with project requirements and coordination of products. Identify and facilitate the resolution of required information or selections such as colors, sizes and finishes. 6. Review the progress of construction, compare progress to construction schedules, and promptly advise the General Contractor, Designer, Permanent Building Committee and the Town Administrator regarding any concerns with the progress of construction. Evaluate the contractor’s baseline schedule and progress submittals. 7. General Contractor and Architect Change Order Review/Change Control - Provide detailed review of General Contractor and Architect requests for change orders as well as recommendations for their disposition, assist in negotiation of the General Contractor’s proposals for these changes, submit recommendations to the Designer, Permanent Building Committee and the Town Administrator.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
8. General Contractor and Architect Progress Payment Review - Review General Contractor and Architect applications for progress payments. Advise and make recommendations to the Permanent Building Committee and Town Administrator appropriateness of requested payment(s). 9. Prepare and submit to the Permanent Building Committee a full monthly written report summarizing the progress of design and construction of the project, highlighting important events and raising pending issues that must be addressed. The report to include dated photographs of work in progress. 10. Review weekly payrolls and certify compliance with prevailing wage requirements for all individuals employed on the project, as required by State law. 11. Attend Permanent Building Committee meetings as an advocate for the Town with respect to all aspects of the project, as directed by the Permanent Building Committee. 12. Maintain a complete project file, including but not limited to, a file of correspondence, monthly reports, daily reports, payment records, photographs, videos, schedules, and files on particular issues as they arise. Inspect and observe the General Contractor’s work with respect to quality, contract standards, labor standards, safety, and site security and provide final accounting to the Committee and Town Administrator at the completion of the project. Obtain satisfactory performance from each Contractor and each Subcontractor. Recommend courses of action to the Permanent Building Committee and Town Administrator when the requirements of the contract are not being fulfilled and the non-performing party will not take satisfactory corrective action. 13. Punch list - Assist Architect, Engineer and Permanent Building Committee in the preparation of final project punch lists and facilitate their timely completion. 14. Ensure all building commissioning and turnover packages are submitted in a timely and complete manner. 15. Project Closeout and Turnover Packages (TOP) - At the conclusion of the project, secure and deliver the as-built drawings and all other construction related documents and all materials necessary for occupancy and full operation of the facility. Collect all O&M manuals and instructions, warrantees, record drawings and as-builts and deliver same to Permanent Building Committee; ensure that Contractor(s) perform equipment testing and assist with the training of Town employees on equipment usage and maintenance. 16. At the conclusion of the project, prepare the first draft of the standard contractor evaluation form for the Division of Capital Asset Management concerning the Designer, General Contractor and Subcontractor’s performance as required and present same to the Permanent Building Committee for its review and approval.
4. Minimum Requirements and Evaluation Criteria:
Minimum Requirements.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
For the purposes of this subsection, the term “Clerk of Works/Onsite Construction Oversight Management Services (Clerk/Oversight Manager)” shall mean an individual, corporation, partnership, sole proprietorship, joint stock company, joint venture, or other entity engaged in the practice of providing project management oversight services for the construction and supervision of construction of buildings. The Clerk/Oversight Manager shall have a minimum of a BS/BA degree in Engineering, Architecture or a field providing equivalent expertise; a construction supervisors’ license is preferred. Clerk/Oversight Manager shall have at least five (5) years project management experience and a minimum of ten years (10) supervisory construction experience in the construction and oversight supervision of building construction, preferably municipal building construction.
The Clerk/Oversight Manager must be independent of the designer, general contractor or any sub-contractor involved in the building project.
The Clerk/Oversight Manager must show it has thorough knowledge of Commonwealth construction procurement laws, regulations, policies and procedures.
In order to be eligible for selection, each Respondent must certify in its cover letter that it meets these minimum requirements. Any Response that fails to include such certification in its response, demonstrating that these criteria have been met, will be rejected without further consideration.
Evaluation Documentation
The purpose of information requested in this section is to assist Boxford in evaluating the bidding consultant's overall qualifications, including its methodologies and technical abilities, and previous experience.
1) Management approach: Describe the Respondent’s approach to providing the level and nature of services required as evidenced by proposed project staffing; proposed project management systems; effective information management; and examples of problem- solving approaches to resolving issues that impact time and cost.
2) Key personnel: Identify the individual(s) and associated firms (if any) who will fill the roles of Clerk/Oversight Manager. Specifically, describe the time commitment, experience and references for these key personnel including relevant experience in the supervision of construction of several projects that have been either successfully completed or in process that are similar in type, size, dollar value and complexity to the project being considered. Provide resumes for all Key Personnel identified.
3) Additional Resources: Identify any added staff, consultants, vendors or other professionals that will be required from time to time in addition to the Key Personnel listed above.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
4) A list of at least three public sector entities for which you have performed similar services. Identify contact information at each, dates of the contract and the nature of the project. These contacts shall serve as references.
Evaluation Criteria
In addition to the requirements set forth above, all Respondents must demonstrate that they have significant experience, knowledge and abilities with respect to public construction projects of comparable scope and scale to the Boxford Library/Town Hall HVAC, Exterior Repairs and Library Renovations Project. The Owner will evaluate Responses based on criteria that shall include, but not be limited to, the following:
Note: All evaluation criteria will be graded 0 to 5. 0 represents “Not Advantageous” and 5 represents “Most Advantageous.” All criteria will be equally weighed on this 0 to 5 scale.
1. Experience demonstrated by the proposed Clerk/Oversight Manager in the inspection, monitoring of and reporting on similar projects as outlined in the scope of services.
2. Specific experience in construction oversight of water-tight envelope reconstructions and/or Heat Pump HVAC installations.
3. Quality of work, as determined by information on other projects on which the consultant and the proposed Clerk/Oversight Manager has worked. The bidding consultant should provide detailed information about previous projects that are similar to work described in this scope of services.
4. Professional qualifications: The Clerk/Oversight Manager has the requisite knowledge and experience to perform the work described in this RFP. In addition, the relevant personnel on the team have the professional licenses required to execute this project.
5. Quality of references: The provided references should be able to comment substantively and positively on their experiences with the consultant. Boxford will contact these references and, in order to perform further due diligence, will also contact and consider the experiences of clients of the proposer and subcontractors other than those provided by the consultant. Boxford reserves the right to use itself as a reference.
6. Capacity and Timeliness: The Clerk/Oversight Manager appears to have the capacity to undertake this project in a timely manner.
7. Responsiveness to Scope of Services. The Project Team has demonstrated that it understands the requirements of the scope and has proposed a strategy for carrying out the work effectively
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
5. Selection Process and Schedule
Process
The Permanent Building Committee (PBC) will review all proposals based upon the above criteria. A standard scoring sheet will be used for all respondents. Findings from this evaluation may be used to select at least three finalists. The PBC may elect to conduct interviews of these finalists and/or the collection of information necessary to render a decision, the Permanent Building Committee will rank the finalists in order of qualifications. All finalists will be treated equally and the reasons for the rankings will be set down in writing. This information will be forwarded to the Boxford Town Administrator/Chief Procurement Officer who may choose to appoint a Clerk/Oversight Manager from among the finalists in order of rank, subject to successful fee negotiations as appropriate. The Town of Boxford reserves the right to reject any and all requests for qualifications.
In order to establish a short list of Respondents to be interviewed, the Owner will base its initial ranking of Respondents on the above Evaluation Criteria. The Owner will establish its final ranking of the short-listed Respondents after conducting interviews and reference checks.
The Owner reserves the right to consider any other relevant criteria that it may deem appropriate, within its sole discretion. The Owner may or may not, within its sole discretion, seek additional information from Respondents.
This Request for Qualifications, any addenda issued by the Owner, and the selected Respondent’s response, will become part of the executed contract. The key personnel that the Respondent identifies in its response must be contractually committed for the Project. No substitution or replacement of key personnel shall take place without the prior written approval of the Owner.
The selected Respondent(s) will be required to execute a Contract for Project Management Services with the Owner in the form that is attached hereto as Attachment A and incorporated by reference herein. Prior to execution of the Contract for Project Management Services with the Owner, the selected Respondent will be required to submit to the Owner a certificate of insurance that meets the requirements set forth in the Contract for Project Management Services.
Prior to execution of the Contract for Project Management Services, the fee for services shall be negotiated between the Owner and the selected Respondent to the satisfaction of the Owner, within its sole discretion.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
Schedule
The following is a preliminary schedule noting target dates for phases and tasks to be completed. This schedule will be refined based on the results of the work completed during the Pre- Construction phase work and project requirements:
TASK ESTIMATED COMPLETED BY Selection of Clerk/Oversight Manager November 20, 2020 Commencement of Onsite Work December 7, 2020 Substantial Completion Early May 2021
6. Proposal Submission Requirements
Submit 6 (six) hard copies and 1 (one) electronic copy of the response to this Request for Qualifications.
Documents to include:
1. Detailed cover letter that demonstrates compliance will all “Minimum Requirements” listed above.
3. Documents that are responsive to the request for “Evaluation Documents” listed above.
7. Other Provisions
1. Public Record
All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L. c. 66, § 10 and c. 4, § 7(26). Any statements in submitted responses that are inconsistent with the provisions of these statutes shall be disregarded.
2. Waiver/Cure of Minor Informalities, Errors and Omissions
The Owner reserves the right to waive or permit cure of minor informalities, errors or omissions prior to the selection of a Respondent, and to conduct discussions with any qualified Respondents and to take any other measures with respect to this RFQ in any manner necessary to serve the best interest of the Owner and its beneficiaries.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
3. Communications with the Owner
The Owner’s Procurement Officer for this Request for Qualifications is:
Mr. Alan Benson, Town Administrator/CPO 7A Spofford Road Boxford, MA 01921 e-mail: [email protected] Telephone: (978) 887-6000 x502 Facsimile: (978) 887-5361
Respondents that intend to submit a response are prohibited from contacting any of the Owner’s staff other than the Procurement Officer. An exception to this rule applies to Respondents that currently do business with the Owner, but any contact made with persons other than the Procurement Officer must be limited to that business, and must not relate to this RFQ. In addition, such respondents shall not discuss this RFQ with any of the Owner’s consultants, legal counsel or other advisors. FAILURE TO OBSERVE THIS RULE MAY BE GROUNDS FOR DISQUALIFICATION.
4. Costs
The Town of Boxford will NOT be liable for any costs incurred by any Respondent in preparing a response to this RFQ or for any other costs incurred prior to entering into a Contract.
5. Withdrawn/Irrevocability of Responses
A Respondent may withdraw and resubmit their response prior to the deadline. No withdrawals or re-submissions will be allowed after the deadline.
6. Rejection of Responses, Modification of RFQ
The Owner reserves the right to reject any and all responses if the Owner determines, within its own discretion, that it is in the Owner’s best interests to do so. This RFQ does not commit the Owner to select any Respondent, award any contract, pay any costs in preparing a response, or procure a contract for any services. The Owner also reserves the right to cancel or modify this RFQ in part or in its entirety, or to change the RFQ guidelines. A Respondent may not alter the RFQ or its components.
7. Subcontracting and Joint Ventures
Respondent’s intention to subcontract or partner or joint venture with other firm(s), individual or entity must be clearly described in the response.
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Town of Boxford, MA REQUEST FOR QUALIFICATIONS CLERK OF WORKS/ON-SITE CONSTRUCTION OVERSIGHT MANAGEMENT SERVICES For the Boxford Library/Town Hall Renovation Project October, 2020
8. Validity of Response
Submitted responses must be valid in all respects for a minimum period of ninety (90) days after the submission deadline.
Requests for Qualifications may be obtained on or after October 28, 2020 from: The Town of Boxford website: http://www.town.boxford.ma.us/Pages/BoxfordMA_Admin/rfp/bids
Any questions concerning this Request for Qualifications must be submitted in writing to Alan Benson, Town Administrator/CPO 7A Spofford Road Boxford, MA 01921
Sealed Responses to the Requests for Qualifications for Owner’s Project Manager Services must be clearly labeled “Owner’s Project Management Services for the Boxford Community/Senior Center” and delivered to: Permanent Building Committee c/o Mr. Alan Benson, Town Administrator/CPO Boxford Police Department 265 Ipswich Road Boxford, MA 01921,
no later than 2:00 PM on Thursday, November 12, 2020. The Owner assumes no responsibility or liability for late delivery or receipt of Responses. All responses received after the stated submittal date and time will be judged to be unacceptable and will be returned unopened to the sender.
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