REQUEST FOR PROPOSAL (RFP) OFFER SHEET
SOLICITATION NO: PAX082914 COMMODITY/SERVICE DESCRIPTION: PROJECT MANAGEMENT SERVICES FOR AUSTIN FILM SOCIETY’S DATE ISSUED: 09/15/2014 AUSTIN STUDIOS EXPANSION
PRE-PROPOSAL CONFERENCE TIME AND DATE: COMMODITY CODE: 95877 09/23/2014, 1:00 PM, Local Time
FOR CONTRACTUAL AND TECHNICAL LOCATION: Austin Studios, AFS' Screening Room, 1901 E. ISSUES CONTACT THE FOLLOWING 51st Street, Austin, TX 78723. Access Austin Studios via Gate 2, AUTHORIZED CONTACT PERSON: located near the large water tower; dial 24# at the call box for entry; follow the signs to park near the AFS Screening Room. Sai Xoomsai Purcell Senior Buyer Specialist PROPOSAL DUE PRIOR TO: 09/30/2014 at 11:00 am, local Phone: (512) 972-4016 time E-Mail: [email protected]. PROPOSAL CLOSING TIME AND DATE: 09/30/2014 at 11:00 am, local time LOCATION: MUNICIPAL BUILDING, 124 W 8th STREET RM 308, AUSTIN, TEXAS 78701
When submitting a sealed Offer and/or Compliance Plan, use the proper address for the type of service desired, as shown below: P.O. Address for US Mail Street Address for Hand Delivery or Courier Service City of Austin City of Austin, Municipal Building Purchasing Office-Response Enclosed Purchasing Office-Response Enclosed P.O. Box 1088 124 W 8th Street, Rm 310 Austin, Texas 78767-8845 Austin, Texas 78701 Reception Phone: (512) 974-2500 To ensure prompt delivery, all packages SHALL BE CLEARLY MARKED ON THE OUTSIDE “Purchasing Office-Response Enclosed” along with the offeror’s name & address, solicitation number and due date and time. See Section 0200 Solicitation Instructions for more details.
All Offersthat are not submitted in a sealed envelope or container will not be considered.
SUBMIT 1 ORIGINAL, 5 COPIES, AND 1 ELECTRONIC COPY IN PDF FORMAT ON A COMPACT DISK OR USB-COMPATIBLE FLASH-DRIVE OF YOUR RESPONSE
***SIGNATURE FOR SUBMITTAL REQUIRED ON PAGE 2 OF THIS DOCUMENT***
This solicitation is for a contract with the Austin Film Society with oversight and final approval by the City in accord with the requirements of the Scope of Work and Agreement for Development and Construction.
Solicitation No. RFP PAX082914 Page | 1 SECTION TITLE PAGES NO. 0500 SCOPE OF WORK 7 0600 PROPOSAL PREPARATION INSTRUCTIONS & EVALUATION FACTORS 6 0700 REFERENCE SHEET – Complete and return if required 2
I agree to abide by the City’s MBE/WBE Procurement Program Ordinance and Rules. In cases where the City has established that there are no M/WBE subcontracting goals for a solicitation, I agree that by submitting this offer my firm is completing all the work for the project and not subcontracting any portion. If any service is needed to perform the contract that my firm does not perform with its own workforce or supplies, I agree to contact the Small and Minority Business Resources Department (SMBR) at (512) 974-7600 to obtain a list of MBE and WBE firms available to perform the service and am including the completed No Goals Utilization Plan with my submittal. This form can be found Under the Standard Bid Document Tab on the Vendor Connection Website: http://www.austintexas.gov/financeonline/vendor_connection/index.cfm#STANDARDBIDDOCUMENTS
If I am awarded the contract I agree to continue complying with the City’s MBE/WBE Procurement Program Ordinance and Rules including contacting SMBR if any subcontracting is later identified.
The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet sections defined above including all documents incorporated by reference, and agrees to be bound by the terms therein.
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* Proposal response must be submitted with this Offer sheet to be considered for award
Solicitation No. RFP PAX082914 Page | 2 Section 0700: Reference Sheet Please include the following information if required in the solicitation:
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Solicitation No. RFP PAX082914
Scope of Work SOLICITATION NO. PAX082914 REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT SERVICES FOR AUSTIN FILM SOCIETY’S AUSTIN STUDIOS EXPANSION
1.0 Purpose
The Film Society of Austin d.b.a. Austin Film Society (AFS), a Texas non-profit corporation, seeks a qualified Project Manager for the management, design, and construction of improvements associated with the Austin Studios Expansion project. The City of Austin (City) will assist AFS with the recruitment and selection of the Project Manager.
The selected Project Manager will have demonstrated experience with the planning, design, and construction of infrastructure and facilities for multi-user compounds that develop in phases (shell and core, tenant improvement, future expansion); adaptive reuse projects that may require environmental remediation; and processes associated with implementation of City of Austin Bond projects, including, but not limited to, selecting a preferred project delivery method, public procurement within the State of Texas, stakeholder engagement, and LEED Certification.
The selected Project Manager shall manage all aspects of the project, including:
• project design; • construction; • management of consultants; • supervision of contractors; • completion of project according to schedule; • completion of project within budget; and • maintaining the level of quality required by the Agreement for Development and Construction of New Cultural Facilities (Agreement) between AFS and the City
This solicitation is for a contract with the AFS with oversight and final approval by the City in accord with the requirements of this Scope of Work and Agreement. This will not be an employment relationship.
2.0 Background
2.1 Project Background
About AFS
The Austin Film Society is a non-profit organization that empowers the community to make, watch, and love film and creative media by: • Showing great films and premieres • Managing Austin Studios • Awarding grants and supporting filmmakers • Teaching kids and adults about filmmaking • Presenting the annual Texas Film Awards to raise funds and awareness for the above
AFS began in 1985 with a group of friends getting together to watch films that were not distributed to the general public. As word got out, that small group of cinephiles turned to hundreds and AFS was born, honoring classic and independent film with screenings in venues all over Austin. Over the years, AFS has grown from a primarily film-watching organization into an organization that offers exhibition, education, artist services, and economic development programming, fully embodying its “make, watch, and love” mission.
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About Austin Studios
For more than a decade, AFS has operated Austin Studios, a 20-acre film and creative media production complex located at 1901 E. 51st Street. The goal of Austin Studios is to enhance/enrich/boost Austin’s creative media community and infrastructure. Austin Studios was founded by AFS in 2000 as a part of the City’s economic growth strategy; in 2006, AFS received $5 million in City of Austin general obligation bond funds to outfit two soundstages and another $1 million from Austin Energy and Austin Water Utility to extend utilities throughout Austin Studios campus
Since it opened, Austin Studios has been utilized for a number of film and creative media productions, including films such as TRUE GRIT, IDIOCRACY, MISS CONGENIALITY, PREDATORS, SPY KIDS, and PARKLAND; television series such as “The Lying Game” and “From Dusk Till Dawn”; commercials and photo-shoots for ESPN Sports, Reebok, Entertainment Weekly; music videos, community events, and many more. These productions have resulted in over $1.4 billion in economic impact to the City.
Austin Studios’ production facilities currently feature two soundstages, one mill/wardrobe facility, production offices, and acres of back-lot for base camp, set construction, and parking. In addition to the 100,000 square feet of production space, Austin Studios is home to over 40 small businesses, filmmakers, and production vendors, including Richard Linklater’s Detour Film production, Chapman Leonard Studio Equipment, Sound Check Austin, MPS Camera, and Rooster Teeth. AFS’s offices, screening room, and meeting room are also located at Austin Studios, bringing over 4,500 visitors to the studio lot annually through exhibition, education, and artist services programming. These tenants make Austin Studios unique, diverse, and vibrant.
AFS’ Vision for Austin Studios
Today, AFS is positioned to expand Austin Studios even further through its partnership with the City of Austin. First, Austin voters approved a $5.4 million bond package in November 2012 that will help renovate Austin Studios’ facilities into more productive space for the film and creative media industry. Secondly, Austin Studios recently expanded its space portfolio through the acceptance of the 75,000sf former National Guard Armory building (Armory). Additionally, AFS will receive Google Fiber through the Community Connect program, making Austin Studios a hotspot for digital and convergent media. Together, these initiatives will enable AFS to increase the amount of space and infrastructure made available for film and creative media production, small business space offerings, and community amenities. AFS’s vision is to transform the Armory into a Creative Media Hub that consolidates many of the small business tenant and AFS office spaces under one roof. The Creative Media Hub is envisioned as a collaborative and dynamic home for film and creative media makers, crewmembers, and film lovers. The goal is for the Creative Media Hub to feature space for film and creative media businesses, including those of anchor tenants, small business suites and AFS offices. The Hub will also host a shared lobby, a 70-80 seat screening room, multi-purpose conference and meeting rooms, a co-working center and artist incubator, and a café and break room/crew lounge.
The $5.4 million Austin Studios Expansion project is the foundation of AFS’ Creative Media Hub vision. The project will enable the renovation of the Armory to make it suitable for tenant investment and AFS use; it will enhance functionality of Austin Studios by reorganizing uses and improving security, access, and way finding; it will also expand critical site infrastructure
Scope of Work Page 2 of 7
(electrical, water, sanitary sewer, communications) to allow for increased capacity and future expansion opportunities.
2.2 About the City of Austin
The City of Austin, Texas, population 840,000, is the 11th largest city in the country. This vibrant and dynamic city tops numerous “Best” lists for business, entertainment, and quality of life. Austin was selected as the “Best City for the Next Decade” (Kiplinger), the “Top Creative Center” in the US (Entrepreneur.com), and is in the Top Seven List of Intelligent Communities for 2012 as ranked by the Intelligent Community Forum. Austin continues to lead the country with its vision of being the “Most Livable City in the Country.” Austin is emerging as a player on the international scene with such events as South by Southwest (SXSW), Formula 1 Grand Prix, and home to companies such as Apple, Samsung, Dell, and Whole Foods. From the seat of state government, to the “Live Music Capital of the World”, and its growth as a film center, Austin has gained worldwide attention as a hub for education, business, health, and sustainability. Since the mid-1800s, Austin's population has doubled every 20 years and is projected to have record- breaking growth for the next decade.
2.3 Site Description
Austin Studios is situated on 20 acres in central-east Austin at the edge of the Robert Mueller Municipal Airport (Mueller) redevelopment. Its address is 1901 E. 51st Street. The facilities at Austin Studios were originally part of the municipal airport - its soundstages are former airplane hangars and its production offices were originally used for the private terminal. Currently, Austin Studios features approximately 190,000 square feet of permanent facilities. This square footage is divided amongst eight different structures: Stages 1 through 7, the “Red Building”, and the Armory. Bungalows A through E are temporary facilities but provide additional production office and AFS office space. The Austin Studios Concept Plan can be found in Attachment B.
2.4 Project Budget The total project budget for the Austin Studios Expansion project is $5.4 million, which is provided through City general obligation bond funds. It is anticipated that the Project Manager will assist AFS in defining a complete scope of work that aligns with the $5.4 million budget. Improvements that might be funded by other sources, e.g., tenants or donors, will be delivered under separate or add-alternate contracts.
2.5 Project Timeline The selected Project Manager will be responsible for establishing a final project delivery timeline. For planning purposes, AFS’s anticipated timeline for the Austin Studios Expansion is as follows
Project Manager Procurement August – October 2014
A/E Procurement September – November 2014
Design Phase November 2014 – June 2015
Contractor Procurement December – February 2014
Construction Phase July 2015 – March 2016
Grand Opening April 2016
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3.0 Tasks/Requirements
3.1 Candidate’s Minimum Qualifications and Experience
The Project Manager shall demonstrate the minimum qualifications and experience when responding to this RFP: • Company is register to do business in the State of Texas; Company is in good standing; Company is registered as a City Vendor; Company meets minimum insurance requirements as defined in the Agreement • Company has experience rendering Project Management Services for projects of comparable size, scale, and complexity to Austin Studios Expansion.
The individual serving as the Project Manager shall demonstrate the following qualifications: • 10 or more years of experience in Project Management; 5 years minimum as lead Project Manager on projects of comparable size, scale, and complexity to Austin Studios Expansion; • Demonstrated experience with planning, design and construction of infrastructure and facilities for multi-user compounds that develop in phases (e.g., campuses); • Established experience with adaptive reuse projects that may require environmental remediation; • Experience with City of Austin bond implementation projects or public projects, selection of project delivery methods, public procurement in the State of Texas, stakeholder engagement, and LEED Certification; and • Minimum insurance requirements • License/Certification as a professional Engineer, Architect, Project Management Professional, or other construction-industry equivalent (ASLA, AICP) is preferable but not required
3.2 Candidate’s Responsibilities
The Project Manager selected by this RFP shall manage all aspects of the design and construction of this project; the Project Manager selected shall not be able to serve as the Architecture/Engineer (A/E) or the Contractor. The selected Project Manager will serve as a single point of contact for AFS, will report directly to AFS’ Executive Director, and work with AFS’s Approved Team as well as with the City Project Manager, other City representatives, and key stakeholders.
It is anticipated that the selected Project Manager will be the lead point of contact for AFS and provide efficient and coordinated management of a diverse team and multiple deliverables. The Project Management Services will dovetail with AFS’ past and current pre-project planning activities and extend through project completion.
In general, the Project Management Services will include but not be limited to establishing and tracking project budgets; creating and monitoring project schedules; forming the project team and facilitating project team communications (documentation protocols, meeting minutes, action items, change orders, approvals, etc.); The selected Consultant shall incorporate feedback from AFS, the City, the AFS and City Project Managers, Design Team, Contractor, and Subject Matter Experts and shall participate in Mueller New Construction Committee/Planned Improvements Advisory Committee. The Consultant shall ensure Record Documents (Site Development Plan, Construction Plans) are complete, and shall meet MBE/WBE program requirements. The Consultant shall have direct responsibility for ensuring work products are completed on schedule, on budget, and to the level of quality required by the Agreement between the City and AFS.
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4.0 Deliverables/Milestones
The Project Management Services will be sub-divided into four phases: Pre-Project Planning, Design, Construction, and Post-Construction. Specific activities anticipated with each phase are listed in the table below:
Deliverables/ Acceptance Milestones Description Timeline Criteria
• Confirm Project Goals o Understand the Agreement and its requirements for the project’s implementation, including SMWBE Program requirements o Review AFS’s previous planning, space programming, feasibility, and environmental studies o Engage, coordinate, and liaise with regulatory authorities; o Coordinate with stakeholders o Verify and update the Master Project Schedule o Develop initial Total Project Budget estimate; create Cash Flow Projections o Assess feasibility of LEED Silver Certification o Assess the need for any additional studies, surveys, or Subject Matter Experts (SMEs) • Assist in the evaluation, negotiation and execution of an A/E Contract; ensure A/E compliance with insurance, subconsultant, and other requirements articulated in the Agreement • Establish Communication Protocols and Project Procedures; employ a Digital Document Control System to manage and store project-related information • Identify, analyze, and respond to project risks; develop AFS’s & and implement a Risk Management Strategy to reduce likelihood of disputes and claims; assist AFS to resolve City’s Written Phase One: any disputes that arise Acceptance Pre-Project • Facilitate and lead all project-related meetings October & of Monthly Planning • Prepare Project Reports in compliance with Agreement November Project 2014 Reports • Manage Design Professionals and Other Consultants o Confirm Scope Definition (Basis of Design, Space Program, Scopes of Work, Add-Alternates) o Observe and monitor the design process (Schematic Design, Design Development, Bid and Permit Sets, Construction Documents) for timely delivery of complete design work products and quality of design work; Issue Notices to Proceed at appropriate phases; Notify A/E and other Consultants of any required corrective actions o Coordinate Submittal of Design-Phase LEED Silver Documentation, as applicable • Participate in the Art in Public Places (AIPP) Solicitation, Selection, and Design Process • Procure specialty Consultants or Subject Matter Experts (SMEs) as needed and in accordance with the Agreement AFS’s & • Procure Contractor City’s Written o Develop effective RFQ and RFP documents in accordance with public procurement laws and in Acceptance accordance with Agreement December of Monthly Phase Two: o Confirm MBE/WBEgoals and outreach plan; ensure 2014 – June Project Design distribution of applicable drawings/documents to 2015 Reports
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plan rooms, as appropriate; conduct pre-proposal conference(s) o Receive and evaluate Contractor Qualifications and Proposals documents with the selection committee; conduct interviews as needed o Negotiate and execute Contractor Contract; ensure Contractor compliance with insurance, minimum pay, suppliers, subcontractors, bonds, and financing requirements articulated in the Agreement • Manage Total Project Budget Cost Estimation Updates o Work with Contractor to perform constructability reviews and value engineering o Establish Final GMP; employ Add-Alternates as needed to ensure project meets Project Budget o Finalize Construction Documents • Develop a Change Management and Reporting System o Monitor and track all issues and their resolution • Process Applicable Fee Payments and Maintain Financial Tracking o Update Total Project Budget and Cash Flow Projections • Obtain Site Development Permit, Building Permits, Other Permits as required • Facilitate and lead all project-related meetings • Prepare Project Reports in compliance with Agreement
• Manage Contractor, Design Professionals and Other Consultants o Facilitate and lead all project-related meetings o Review Contractor’s Quality Control Plan, Safety Plan, Environmental Compliance Plan, SMWBE Plan, TAS/TDLR Plans, Building Commissioning, etc. o Coordinate, review, approve and process Contractor Pay Requests, Construction Schedule Submittals, Time Extension Requests, Requests for Information, Cost Estimates, Schedule of Values, and Potential Change Orders o Provide Contract Administration to include issuance of Notice to Proceed, Pre-Construction and Progress Meetings, Wage-Compliance, SMWBE Program Compliance, Code Compliance, etc. o Retain and Manage Project Inspectors and Testing Services as needed during the Construction Process o Prepare Daily Inspection Reports (including photographic documentation) of the Construction o Encourage and stress quality in the construction product; Notify Contractor of needed corrective actions when work is not in compliance o Coordinate Submittal of Construction-Phase LEED Documentation, as applicable o Coordinate Consultants or Vendors under separate contract to the AFS (data, telecommunications, etc.) • Process Applicable Fee Payments and Maintain AFS’s & Financial Tracking City’s Written o Update Total Project Budget and Cash Flow Projections Acceptance o Track GMP savings balance and plan for its use of Monthly Phase Three: • Participate in AIPP Installation Process July 2015 – Project Construction • Implement a Change Management and Reporting March 2016 Reports
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System o Monitor and track all issues and their resolution • Manage all Project Close-Out Procedures, including: building commissioning, HVAC test and balance, punch lists and final inspections, verifying required certificates of compliance; affidavits of payments; lien release; extra stock; preparation of Operations and Maintenance manuals and training of O&M staff; collection of as-built “redline” drawings from Contractor • Obtain Certificates of Occupancy • Prepare Progress Reports in compliance with Agreement
• Coordinate, Verify and Track Resolution of Warranty Issues; Create a File for Owner to Track Warranty Information • Coordinate Owner Move-in as needed • Verify Design Professionals Prepare As-Built Drawings and Release all Electronic As-Built Construction Documents • Coordinate Finalization/Appeal of LEED Certification Determination, as applicable • Process Final Progress Payments to all Consultants and Contractor AFS’s & • File Notice of Completion, Deliver Project Records to City’s Written AFS Acceptance Phase Four: • Facilitate and lead all project-related meetings of Monthly Post- • Prepare Final Reports in compliance with Agreement April 2016 – Project Construction June 2016 Reports
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PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX082914
1. PROPOSAL FORMAT
The proposal shall be a maximum of 50 pages in length, excluding forms and certifications. Each proposal must be provided on letter-size (8-1/2” x 11”) paper. The City and Austin Film Society (AFS) request that each proposal be submitted in a bound format (not a three-ring binder). Do not include preprinted material or other attachments in the proposal.
The proposal itself shall be organized in the format and informational sequence shown below. A divider shall separate each part of the proposal; each divider shall have a labeled tab that clearly indicates the part number. Proposals shall be paginated and numbered sequentially (1, 2, 3, etc.).
An officer of the Proposer’s company who is authorized to bind the company to the statements and representations in the Proposal must complete, sign, and return all letters, affidavits, and certifications. Failure to sign and return the forms will subject a Proposer’s proposal to disqualification.
A. Part I – Executive Summary: The Proposer shall provide an Executive Summary of three (3) or fewer pages, which gives in brief, concise terms, a summation of the proposal.
B. Part II - Business Organization:
1. Provide the following overview information for the prime firm: • Legal Name of Prime Firm • Physical Office Address (for the office / branch office performing the work) • Physical Headquarters Address (if different from above) • Telephone Number • Facsimile Number • Website Address • Federal Taxpayer Identification Number • State in Which Company is Registered to Do Business • Number of Years in Business • Type of Organization (Individual, Partnership, Corporation, etc.) • Date of Organization • Legal Name and Date of Predecessor Organization, if applicable • City of Austin Vendor Code
2. Provide a brief narrative description for the prime firm; include information about the types of services offered, the number of employees, and any unique qualifications.
3. If you are a subsidiary, provide all information requested in B.1 and B.2 for your parent company.
4. If you are submitting as a joint venture, provide all information requested in B.1 and B.2. for each participating firm. Additionally, indicate each firm’s respective percentage of control; for example, “Firm A” – 75%, “Firm B” – 25%.
5. If you are utilizing sub-consulting firms, provide all information requested in B.1 and B.2 for each sub-consulting firm.
C. Part III – Project Approach & Understanding of Critical Issues:
1. Describe your firm’s proposed approach to the project requirements as presented in the Scope of Work of this request for proposals. Describe any best practices that your firm utilizes, and specify
0600 Proposal Preparation Instructions 1 and Evaluation Factors PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX082914
how these best practices will be incorporated into the delivery of the Austin Studios Expansion project.
2. In a brief narrative, highlight the issues, obstacles, or opportunities that you think are critical to the success of the Austin Studios Expansion project. Describe how your firm will address these items during the project.
3. As indicated in the Project Background, additional project funding may become available during the course of the project (e.g., from tenants or donors); in a brief narrative, describe your approach to incorporating the additional scopes of work into the overall project schedule and how the use of add-alternates or separate contracts will allow for a streamlined yet distinct implementation.
4. Describe how your firm will generate conceptual cost estimates early in the design process to guide decisions about design scenarios prior to the time that a Contractor is hired.
5. Describe how your firm will approach risk management for the Austin Studios Expansion project. Address your company’s experience with Contract Administration and any best practices or tools that you employ.
D. Part IV – Project Plan: Describe your firm’s technical plan for accomplishing required work. Include such time-related displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision points related to the Scope of Work and your plan for accomplishment. Specifically, include a narrative description and summary-level project schedule that illustrates your work program by phase, milestone, and task. Describe the methods that will be utilized to accomplish each task. Additionally, describe how your firm will provide ongoing services such as quality control, monthly reporting, budget monitoring, and payment requests.
E. Part V - Project Management Structure: Provide a general explanation and organizational chart that illustrates project leadership and reporting responsibilities. Describe how the team will interface with AFS’ project manager and the City’s project manager; describe how the team will interface with the A/E Team and the Contractor, once procured. If use of subcontractors is proposed, identify their placement in the primary management structure, and provide an internal management description for each subcontractor.
F. Part VI - Prior Experience: Provide a description for a maximum of five completed or current projects that are most similar to the Austin Studios Expansion project. Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Do not include experience prior to the year 2004. Supply the project title, year, and reference name, title, present address, and phone number of principal person for whom prior projects were accomplished.
G. Part VII - Personnel:
1. Provide a resume for the individual identified as the lead Project Manager; identify the individual as the Project Manager. At a minimum, the Project Manager shall demonstrate the following qualifications and project experience: • 10 or more years of experience in Project Management; 5 years minimum as lead Project Manager on projects of comparable size, scale, and complexity to Austin Studios Expansion • Demonstrated experience with planning, design and construction of infrastructure and facilities for multi-user compounds that develop in phases (e.g., campuses)
0600 Proposal Preparation Instructions 2 and Evaluation Factors PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX082914
• Established experience with adaptive reuse projects that may require environmental remediation • Experience with the City of Austin bond implementation projects and/or public projects, selection of project delivery methods, public procurement in the State of Texas, stakeholder engagement, and LEED Certification • License/Certification as a professional Engineer, Architect, Project Management Professional, or other construction-industry equivalent (ASLA, AICP) is preferable but not required; Certification as a LEED Accredited Professional is preferable but not required
2. Provide resumes for all other professional personnel who will be assigned to this project. Identify the individuals by their name and title. Highlight the relevant qualifications and project experience of each individual. Each individual included in this section shall also appear on the organizational chart requested in Part V.
K. Part XI - Authorized Negotiator and Primary Point of Contact: Include name, address, e-mail address, and telephone number of person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.
L. Part XII - Cost Proposal: The Agreement for Development and Construction of New Cultural Facilities (Agreement) between the City and AFS includes a project budget of $5.4 million, of which $216,000 is allocated for Project Management Services. Information described in the following sub- sections is required from each Proposer. Your method of costing may or may not be used but should be described. A firm fixed price or not-to-exceed Contract is contemplated, with progress payments as mutually determined to be appropriate. Ten percent (10%) of the total contractual price will be retained until submission and acceptance of all work products. In the Scope of Work, Section 5 outlines the Deliverables/Milestones for Project Management Services in four phases.
To compare proposers’ approaches, each is to submit their cost proposal for spending required to complete activities those outlined in Phase 1-Pre-Project Planning and Phase 2- Design, including:
1. Staff Resources:Itemize separately personnel expenses including:
• project principal, project manager, cost estimator, project coordinator, etc. separate hourly rates for each category of personnel • estimated hours for each category of personnel • rate applied for each category of personnel • total cost
2. Itemized cost of supplies and materials
3. Any other itemized direct costs
4. Travel expenses. All travel lodging expenses in connection with the Contract will follow the Current United States General Services Administration Domestic Per Diem Rates (the “Rates”) as published and maintained on the Internet at:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC
No amounts in excess of the Travel Policy or Rates shall be paid. All invoices must be accompanied by copies of detailed receipts (e.g. hotel bills, airline tickets). No reimbursement will be made for expenses not actually incurred. Airline fares in excess of coach or economy will not be reimbursed. Mileage charges may not exceed the amount permitted as a deduction in any year under the Internal Revenue Code or Regulations.
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5. Printing. State separately the cost of furnishing copies of the final report (if applicable).
6. Total cost schedule.
3. PROPRIETARY INFORMATION:
All material submitted shall become public property and is subject to the Texas Open Records Act upon receipt. If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be identified and marked proprietary at time of submittal. The City and AFS will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request.
4. SUBMISSION:
Proposals shall be enclosed in a sealed, opaque envelope, box, or container addressed to the location identified in Offer Sheet The package must clearly indicate the RFP number, the submittal deadline, and the name and contact information for the Proposer (e-mail address, phone number, and return address).
Submit one (1) original and five (5) complete copies of the entire Proposal; submit one (1) complete consolidated electronic copy of the files in .PDF format on a compact disk or USB-compatible flash- drive. An original signature must appear on all letters, affidavits, and certifications of the original proposal document.
Properly submitted Proposals will NOT be returned to proposers. Late Proposals will not be considered under any circumstances and will not be returned to the proposer. If a late proposer wishes to pick-up the Proposal package, they may do so at the location identified on the Offer Sheet within 24 hours of the submittal deadline.
Telephone, facsimile, or e-mail submission of a Proposal is not acceptable in response to the RFP.
5. PROPOSAL PREPARATION COSTS:
All costs directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and/or clarify a proposal which may be required shall be the sole responsibility of the Proposer.
6. PROPOSAL ACCEPTANCE PERIOD:
All proposals are valid for a period of one hundred and twenty (120) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.
7. INSURANCE REQUIREMENT:
1. The Proposer shall not commence work until the required insurance is obtained and until such insurance has been reviewed and approved.
2. The Proposer shall provide a Certificate of Insurance as verification of coverages required below to AFS within 14 calendar days after written request from AFS.
0600 Proposal Preparation Instructions 4 and Evaluation Factors PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX082914
Specific Coverage Requirements: The Proposer shall at a minimum carry insurance in the types and amounts indicated in Section 5.1 and Exhibit “D” of the Attachment A, Development Agreement.These insurance coverages are required minimums and are not intended to limit the responsibility or liability of the Proposer.
8. EVALUATION FACTORS AND AWARD
A. Competitive Selection: This procurement will comply with applicable City Policy. The successful Proposer will be selected by the City and AFS on a rational basis. Evaluation factors outlined in Paragraph B below shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the Best Offer. Award of a Contract may be made without discussion with Proposers after proposals are received. Proposals should, therefore, be submitted on the most favorable terms.
B. Evaluation Factors: The following Austin Studios Expansion Project Manager Evaluation Form contains a description of the criteria that will receive consideration in the evaluation of responses and the points possible associated with each criterion. Respondents may receive up to 100 points possible on the Evaluation Form.
CRITERIA TITLE / DESCRIPTION POINTS Criterion A: Compliance/Submittal of Affidavits and Required Forms: Yes or No • M/WBE Compliance Plan and/or Utilization Plan • Non-Collusion, Non-Conflict of Interest, and Anti-Lobbying Affidavit • Registered to do business in the State of Texas; Company in good standing ; Registered City of Austin Vendor; Minimum Insurance Requirements
Criterion B: Project Approach and Understanding of Critical Issues 15 points • Soundness of the Project Approach Description • Employment of Best Practices to support Project Approach • Reference lessons learned from multi-user design and construction projects, especially experience with accommodating tenant improvements • Working in/for the City of Austin • Experience in working on film/creative media production facilities • Experience with conceptual cost estimation in evaluation of scenario options
Criterion C: Project Plan and Project Management Structure 15 points • Clarity and Feasibility of the Project Schedule • Alignment of the Project Schedule and Project Management Structure with description of Project Approach
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Criterion D: Experience of the Company (past 10 years, whole company) 15 points The Company shall demonstrate the following qualifications: • Experience rendering Project Management Services for projects of comparable size, scale, and complexity to Austin Studios Expansion • Trade/Client References’ Experience with the Company / Subconsultants (e.g., City of Austin, AFS, or others) o Timely completion of projects o Cooperative working relationship o Prompt payment of subconsultants o Compliance with contract terms o Compliance with City ordinances, policies, standards, and budget requirements Criterion C: Experience of the Project Manager (past 10 years, individual) 25 points
The Project Manager shall demonstrate the following qualifications: • 10 or more years of experience in Project Management; 5 years
minimum as lead Project Manager on projects of comparable size, scale, and complexity to Austin Studios Expansion
• Demonstrated experience with planning, design and construction I of infrastructure and facilities for multi-user compounds that n develop in phases (e.g., campuses) t • Established experience with adaptive reuse projects that may require environmental remediation • Experience with City of Austin bond implementation projects and/or public projects, selection of project delivery methods, public procurement in the State of Texas, stakeholder engagement, and LEED Certification • License/Certification as a professional Engineer, Architect, Project Management Professional, or other construction-industry equivalent (ASLA, AICP) is preferable but not required
C. Criterion D: Experience of Proposed Staff, Including Subconsultants (individuals, not PM 20 points named above) Interv • Demonstrated experience working on projects of comparable size, iews scale and complexity to the Austin Studios Expansion (Opti • Established experience with or demonstration of specific expertise : onal) supporting the planning, design, and construction of facilities for multi- use compounds, adaptive reuse projects, City of Austin bond I implementation projects, public procurement, stakeholder n engagement, and/or LEED Certification t eCriterion G: Value of Services Proposed 10 points r • Overall Cost v • Competitiveness of Pricing for Services i ew may be conducted at the discretion of the City. A maximum of 25 points will be awarded during the interview round.
AFS may determine that it is necessary to interview short-listed Proposers. Staff intends to use the following guidelines in selecting Proposer(s) for a short-list. AFS may use some, all, or none of these guidelines when selecting Proposer(s) for a short-list.
1. The point difference between the first and second ranked Proposer is less than five points. 2. The number of Proposer(s) interviewed may depend on the closeness of the scores following evaluation of the written responses.
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3. Any significant gaps in point separation between the top ranked Proposer(s) and lower scoring Proposer(s). 4. Proposer(s), in the Evaluation Committee’s opinion, that are considered qualified to perform the work, on the basis of their written response. 5. Limiting the number of Proposer(s) to be interviewed to no more than 50% or 5 Proposer(s), whichever is less. 6. Staff may conduct interviews in other cases where staff believes it is in the best interest of the City and AFS.
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