Item 7.1 - Approval of Construction Management Contract with Douglas E. Barnhart
- /)~~ Y-IS--~
/ \
{( AGENDA REPORT
CITY OF POW A Y
ADDITIONAL MATERIAL .
.
TO: Honorable Mayor and Members of the City Council
Honorable Chairman and Hemb~the Redevelopment Agency
FROM: James L. Bowersox, City Mana
INITIATED BY: John D. Fitch, Assistant City Manage~l1r ~
Mark S. Weston, Director of Engineerin Service
DATE: August 15, 1995
SUBJECT: Approval of Construction Management Contract with Douglas E.
Barnhart for the City Library and Site Development
Improvements and Presentation of the Selection Process
BACKGROUND
On August 9, 1995, Mr. Don Mc Kelvey transmitted a letter to Councilmember
Cafagna requesting answers to particular questions regarding the construction
management contract for the library (Attachment I). This report answers the
questions asked in Mr. Mc Kelvey's letter and provides additional information
regarding the relationship between the City, architects, the construction
manager, and the contractors.
-
Utilizing a construction manager in no way circumvents the public bidding
requirements for public contracts. Each construction contract will be bid
under the state public contracting codes and awarded by the City Council.
Each contract will be advertised and bids open in a public setting. All
construction contracts related to the library will be competitively bid and
awarded on a price bid basis.
The construction manager contract is a consulting contract for professional
services. By state law it is not awarded on a price bid basis.
Staff will consider during the design of the library the concept of
advertising and bidding multiple prime contracts rather than a single general
contract. The advantage of multiple prime contracts is that the City will
avoid the profit and overhead costs of the general contractor. The
construction manager will manage each of the prime contractors after they have
been publicly bid and awarded by the Council. In addition, the construction
manager will assist the City in evaluating the construction cost throughout
the design process.
~ ../.
~ ACTION, ~
II /~
1 of 8 AUG 1 5 1995 ITEM '41
q
"-_. ----_.._----
Additional Material Construction M_gernent Contrect with Douglas E. Bernhart
August 15, 1995
'Ige 2
The proposed method of developing the plans and specifications is consistent
with all previous capital improvement projects. The method of contracting
maintains the integrity and the City's control over the plans and
specifications.
Regarding the specific questions to the attached letter from Mr. Mc Kelvey, we
offer the following comments:
1. Question: What are the estimated hours for this task?
Answer: Attachment 2 lists the estimated manhour allocations for the
construction manager. Barnhart's hours are significantly
higher than the other two proposers because Barnhart's
proposal includes the approach of using multiple prime
contractors rather than a single general contractor.
2. Question: What staffing is envisioned and what levels of proficiency
will be required?
Answer: The City envisions approximately two man years worth of
effort by the construction manager for the design and
construction review services. In addition, staff expects
the construction manager to have a minimum of 10 years
experience in the construction management field. The
individuals proposed by Barnhart meet the experience
expectations and have built projects with a higher degree of
complexity.
3. Question: Will the contract have a "no switch" clause for personnel
assigned to the contract?
Answer: A "no switch" clause is an unrealistic requirement for
consulting contracts in that the owner of a company cannot
require an employee to stay employed within their company.
The contract does have a 30-day termination clause (Page 6
of the contract) in which the City may terminate the
contract without cause. From our experience in
administering other consultant contracts, if we are unhappy
with people assigned to our project, the consultant has
readily made changes in personnel to meet our expectations.
4. Question: In some cases the architect is required to provide quality
inspection services. This is in addition to the state and
city construction inspection activities. Why was this
included in this effort?
AUG 15 1995 ITEM 7.1 1
2 of 8
..
Additional Material Construction Management Contract with Douglas E. Bernhart
August 15, 1995
Pege 3
.
.
Answer: The trend in managing large capital improvement projects is
to have an independent third party provide construction
management, quality control, and inspection services during
the construction process. The architect will provide
services during the construction activities which include
submittal review, response to requests for information, and
clarification of design intent. A third party construction
manager provides an unbiased review of the construction
activities which helps in conflict resolution during
construction. The construction management contract for the
library will provide all specialty inspection required for
the project.
5. Question: If the construction manager is in charge of the quality
inspection then his inspectors should be certified by the
International Conference of Building Officials (ICBO) by
discipline, and not universally certified.
Answer: The City will insure that inspectors used on the project
site will be appropriately certified for the activities in
which they inspect as was the case with the Performing Arts
Center.
6. Question: Who was the lowest bidder and what is the difference in the
bids?
Answer: This contract is not awarded on a price bid basis. The
consultants submitted proposals with significant differences
in the level of service expected for the project. A
comparison of cost proposals is included in the staff
report.
7. Question: If the CM writes the specifications or adapts some of the
industry standards, then if changes to original
specifications are allowed and these changes are handled by
the CM, a dilution of the owners' (City of Poway)
requirements could occur by accident.
Answer: The architect will provide the specifications for the
project. The architect and the CM will review the general
and special provisions of the contract to assure that the
City of Poway is protected during the construction phases.
City staff will review the specifications and the Director
of Engineering Services will sign the specifications. Any
material change to the specifications will require a change
order signed by the Director of Engineering Services and the
City Manager.
lUG 1 5 1995 ITEM 7.1 I
3 of 8
AdcHtional Material Construction Management Contract with DC)USJlas E. Barnhart
August 15, 1995
Page 4
.
8. Question: I noticed that the CM was responsible for initiating and
maintenance of the records. I am going to assume that all
records, as-builts, inspection sign-offs, etc. will be in
this area. Copies, storage, and disaster storage
requirements need to be addressed.
Answer: Records management and storage is critical to any
construction project. The CM will prepare a procedures
manual for the management of construction records prior to
the initiation of construction. Douglas E. Barnhart has
demonstrated they maintain a close control over records
management. The City will obtain duplicates of all
inspection reports, weekly reports, and monthly reports as
well as all financial records for each construction
contract. Records management is critical to this project
and we are very comfortable with Douglas E. Barnhart's
ability to perform at a high standard in this area.
9. Question: If one assumes that the CM will provide direction to the
subcontractors, then do we need to establish "Bond"
requirement and construction insurance not only for the CM's
personnel as indicated, but also for the actions in case of
a law suit?
Answer: The construction contracting for this project will be the
same as for all of our City contracts. A contract will be
awarded by the City Council which will include standard
bonding and insurance requirements. The City's contracts
require that the contractor and the consultants on this
project indemnify both the City and the Redevelopment
Agency. The CM will not be directing ,subcontractors. The
CM will be directing prime contractors. This relationship
is no different from other capital improvement projects in
which we have hired consultant construction inspectors or
construction managers. The City will be protected through
these contracts as we are protected on all capital
improvement projects.
10. Question: I would like to see a member of the library committee
allowed to perform serious and correctional oversight on the
CM activities in conjunction with the Poway Engineering
Services function.
Answer: No response - Statement by Mr. Mc Kelvey
4 of 8 '~UG 15 1995 ITEM 7.1 fo1
- ,-
Additional MateriaL Construction Management Contract with Douglas E. Barnhart
August 15, 1995
P8ge 5
.
11. Question: What were the per hour rates and what level do they
correspond to. How did these rates compare with other bids?
Answer: Hourly rate information is provided in the staff report.
FINDINGS
This report provides answers to Mr. Don Mc Kelvey's inquiries regarding the
construction management contract for the library.
ENVIRONMENTAL REVIEW
This contract is not subject to environmental review.
FISCAL IMPACT
This report has no fiscal impact.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Don Mc Kelvey, Douglas E. Barnhart
RECOMMENDATION
It is recommended that the City Council/Redevelopment Agency receive and file
th is report.
JLB:JDF:MSW:mh
AUG 1 5 1995 ITEM 7.1 d
5 of 8
- ---.------..-----
Ct'fu.eV z:c a..L& ~
9 August 1995 ReceIver
Councilman Cafagna
poway City Hall AUG 1 0 1995
13325 civic Center Drive.
Poway, CA 92064 CITYOFPOWAY
CITY MANAGERS OFFICE
Attn: Mr. Cafagna
Dear Mr. Cafagna
Thank you very much for questioning the approval of the Barnhart
contract. My concern is with the possible perceived mismanagement
of the resources available to us, all 401,230 of them.
I realize that by doing the Construction Management (CM) contract
as a "consulting contract" all public view is obscured and no
reporting requirements exist to the public, not to mention the fact
that the "lowest bidder" rules do not apply in this situation.
Also the state requirements for issuing contracts, bidding
specifications etc, are null and void.
I would like the council to address the following questions:
1- What are the estimated hours for this task.
2. What staffing is envisioned and what levels of proficiency
will be required.
3. will the contract have a "NO Switch" clause for personnel
assigned to the contract.
4. In some cases the architect is required to provide
Quality/Inspection services. This is in addition to the state
and city construction inspection activities. Why was this
included in this effort.
5. If the construction manager is in charge of the Quality
Inspection than his inspectors should be certified by the
International Conference of Building Officials (ICBO) by
discipline, and not universally certified.
6. Who was the lowest bidder and what is the difference in the
bids.
7. If the CM writes the specifications or adapts some of the
industry standards, then IF changes to original specifications
are allowed and these changes are handled by the CM, a
dilution of the owners (City of poway) requirements could
occur by accident.
I
I ATTACHMENT +1
lUG 1 5 1995 ITEM 7..1
6 of 8
- -
8. I noticed that the CM was responsible for initiating and
maintenance of the records. I am going to assume that all
records, as-builts, inspection sign-offs etc will be in this
area. Copies, storage, and disaster storage requirements need
to addressed.
9. If one assumes that the eM will provide direction to
subcontractors than do we need to establish "Bond" requirement
and construction insurance not only for the CM's personnel as
indicated, but also for the actions in case of a law suit.
10. I would like to see a member(s) of the Library Committee
allowed to perform serious and correctional oversight on the
CM activities in conjunction with the poway Engineering
Services function.
11. What were the per hour rates and what level do they correspond
too. How did these rates compare to the other bids.
Since I only had a short time to look at the document in the Town
Meeting and what was available was not very informative. I also
ask that you obtain a more professional opinion than mine in the
interests of the City.
;Q:r.Ji;~;f'eI#cr-
Don McKelvey
13857 York Ave
1p,p,( CA f"Zpi-f
cc: Council Woman, Rexford
7 of 8 lUG 15 1995 ITEM 7.1
I
,
u__________ I
LIBRARY CONSTRUCTION MANAGER TIME COMPARISON .
CONSULTANT PRINCIPAL CM/PM SUPPORT TOTAL NOTES
Barnhart see note 4134 2080 6214 (1 )
Highland 590 1480 1752 3822 (2)
Snyder-Langston 16 2100 46 2162 (3)
NOTES:
(1 ) Principal hours included in overhead, multiple prime contractors.
(2) Assume the sheriff's substation included; doesn't include channel
improvements, general contractor.
(3) Includes the sheriff's substation; however, support hours seem low. No
channel improvements, general contractor.
A TT ACHMENT #2
lUG 1 5 1995 ITEM 7.1
8 of 8
I
AGENDA ~~RT SUMMARY -
TO: Honorable Mayor and Members of the City Council
Honorable Chairman and Members of the
- Redevelopment Agency
FROM: James L. Bowersox, City Manager/Execu~
Director .
,'I
INITIATED BY: John D. Fitch, Assistant City Manage~)1'
Mark S. Weston, Director of Engineerin service~
DATE: August 15, 1995
SUBJECT: Approval of Construction Management Contract with Douglas E. Barnhart
for the City Library and Site Development Improvements and Presentation
of the Selection Process
ABSTRACT
For major projects the City has engaged construction management consultants to assist
in the coordination of construction activities completed through the City's Capital
Improvement Program. The construction of the City library will include channel
improvements for Rattlesnake Creek, major site improvements for the City owned
property, and construction of the City library.
Staff believes the City would be well served by supplementing the City staff with a
construction management consultant. Further, engaging a construction management
consultant during the design will provide the added benefit of allowing the
- construction manager to review design alternatives and provide input regarding cost and
;onstructability. Also, this staff report will detail the consultants selection
process which is typical for soliciting consultants used by the City of Poway.
Staff recommends Douglas E. Barnhart perform the construction management activities for
the library and site development.
ENVIRONMENTAL REVIEW
This contract is not subject to environmental review.
FISCAL IMPACT
Cost of the CM contract will range from $308,108 to $401,230 which is budgeted in the
Library and Site Development project.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Douglas E. Barnhart
RECOMMENDATION
It is recommended that the City Council/Redevelopment Agency approve the contract
(Attachment I) with Douglas E. Barnhart for the construction management of the library
and site development improvements.
\CTl ON
1 of 38 AUG 1 5 1995 U-.M 7.1 ...
__.........__-..._._._n_._ --..-----------------------------..-
..!! AGENDA REPOR'...
CITY OF POW A Y
TO: Honorable Mayor and Members of the City Council
Honorable Chairman and Members of the Redevelopment Agency
FROM: James L. Bowersox, City Manager/Executive Dir~
INITIATED BY: John D. Fitch, Assistant City Managerct-)\ ~
Mark S. Weston, Director of Engineering SerYice~
DATE: August 15, 1995
SUBJECT: Approval of Construction Management Contract with Douglas E.
Barnhart for the City Library and Site Development
Improvements and Presentation of the Selection Process
BACKGROUND
On August 8, 1995, staff presented a report which recommended approval of the
construction management contract with Douglas E. Barnhart (Attachment I) for
the City Library and Site Development Improvements. Councilmember Cafagna
requested a continuance to review the staff report and contract.
Councilmember Rexford requested that City staff present more information
regarding the selection process. The staff report will detail the consultant
selection process which is typical for soliciting a variety of consultants
used by the City of Poway.
Staff developed a Request for Proposal (Attachment 2) for construction
management services for the construction over-site of the library and
sheriff's substation on April 6, 1995. At that time, staff had anticipated
that the City library and the sheriff's substation would be constructed on one
site, thereby the Request for Proposal anticipated the Construction Manager
would oversee both construction activities. Staff understands that the final
decision has not yet been made regarding the site of the sheriff's substation
and subsequently has removed the sheriff's substation construction management
activities from the construction management'contract. The selection process
was not affected with the removal of the sheriff's substation from the
project. In addition, the site development and channel improvements were
added to the construction management contract as a result of Council action
directing staff to construct the reinforced concrete box with the development
of the library.
ACTION:
-
.
2 of 38
\
- -
Agenda Report - COnatMICtion ~t Contrect with DOUIla. E. '.mhart for Library
August 15, 1995
Page 2
.
Staff developed the Request for Proposal by reviewing construction management
service contracts issued by the City of San Diego Clean Water Program, Chula
Vista City Library, and the Poway Water Treatment Plant contract. The content
of the Request for Proposal details the expected design review services and
the construction management services during the design, bidding, construction,
and closeout phases of the project. The attached RFP identifies the types of
services anticipated by the City and the Redevelopment Agency and requested
specific information to be submitted by each proposer.
Construction management services is considered under state law as a
professional services contract and therefore is awarded on the qualifications
of the proposers. Unlike construction contracts, professional service
contracts are not awarded on a price bid basis. The Construction Manager is
selected on their qualifications and then negotiates a fee for the services
with the contracting agency. If the fees are not acceptable to the
contracting agency, the contracting agency may then break off negotiations and
select another proposer. The City staff, through a variety of contacts in the
construction management field, created a list of possible construction
managers and solicited proposals from eleven consultant firms specializing in
construction management. The City of Poway issued RFPs to eleven firms
(Attachment 3) and received proposals from seven firms (Attachment 4).
As typically done with the City's solicitation process, a selection committee
of staff members was created to review the proposals. In addition, one of the
City's architects for the library, Ken Baldwin, sat on the selection committee
to review the proposals on an advisory basis. The selection committee was
comprised of Mark Weston, Director of Engineering Services; Bob Thomas,
Director of Community Services; Brad Kutzner, Senior Civil Engineer; Patrick
Foley, Senior Management Analysis; and Kipp Hefner, Associate Civil Engineer.
These individuals were familiar with the scope of the work and would be
directly involved with various aspects of administering the construction
management contract.
This committee reviewed the proposals and, using a rating form (Attachment 5),
rated each of the seven proposals with the goal of creating a short list for
personal interviews. The committee met and rated the written proposals and
created a short list which included Douglas E. Barnhart, Highland Partners,
and Snyder Langston. References for these three firms were also contacted
before the interview process. It was clear from the selection committee's
review and selection criteria that all of these firms were well suited to
provided construction management services to the City of Poway. A typical
interview scoring sheet is shown on Attachment 6, which identifies the key
areas on which the selection committee was evaluating the proposers.
The proposals included estimates of costs for the construction management
services which ranged widely based on a pre-interview understanding of the
project by each proposer. Under state law, prices are not to be used as a
criteria; however, we did receive hourly rate schedules for proposer which is
shown in Attachment 7. Councilmember Rexford asked for the bid prices.
3 of 38 AUG 1 5 1995 n..M 7.1 ..
-.---
-.
Agende Report - Construction Management Contract whh Douglas E. Barnhart for Ubrary
AUllust 15, 1995
Page 3
Although the proposals are not bid price proposals, the fee estimates are
shown in Attachment 8. Three of the seven proposals recommend a multiple
prime contract approach which increases CM costs but reduces construction
costs.
Following the initial interview process, Barnhart and Highland were virtually
even in their rating by the staff. A second interview was held which included
the interview panel, John Fitch, Assistant City Manager; Mark Weston, Director
of Engineering Services; Bob Thomas, Director of Community Services. The goal
of the second interview was to develop additional understandings of each
company's strengths and approaches to construction management with specific
information requested regarding understanding of construction problem solving
and review of alternative architectural design approaches from construction
point of view. Both firms have outstanding recommendations; however, it was
clear during the final interview that Douglas E. Barnhart had much more depth
in construction related problem solving and management issues and looked at
the project from a contractor's eyes rather than from the architect's eyes.
Staff felt that due to the complexity of the issues that will arise during the
construction, the City and Redevelopment Agency will benefit from that
perspective. The selection committee carefully reviewed the people from each
firm assigned to perform the work and was impressed with the years of
experience of Douglas E. Barnhart in successfully managing construction
projects. In addition, Douglas E. Barnhart proposed managing the contract
through multiple prime contractors, with the expectation of reducing the
overall construction cost. Douglas E. Barnhart would act as the manager of
multiple contracts, thus eliminating the overhead and profit typically
received by a single general contractor managing multiple subcontracts.
Once staff selected Douglas E. Barnhart as the most qualified construction
management consultant, we began a series of negotiations to arrive at a
construction management fee commensurate with the effort proposed by Douglas
E. Barnhart. The anticipated construction cost of the library and channel
improvements is approximately $4.4 million. Based on that construction
amount, staff arrived, through negotiation, at a construction management
contract amount of $308,108 utilizing general contractors on the project and
$401,230 managing multiple prime contractors. The decision to pursue general
contracting approach versus multiple prime contracting approach will be made
during the design phases based on input from both the construction manager and
the architects. These proposed fees range from 7.6% to 9.2%. Within these
fees, the construction manager will be performing services during the design
review phase which accounts for approximately 1% of the construction
management fee, thereby reducing the construction management percentages 6.6%
to 8.2% for the entire construction phase. The standard of construction
management contracts in the construction industry range from 5% to 10%.
4 of 38 AUG 1 5 1995 ITEM 7.1 lit
-
Agenda Report . Construction ManIlgenlen't Contract with Douglas E. Bar-nhart for L ibrery
August 15, 1995
Page 4
.
Staff contacted other public entities regarding recent construction management
contracts and have received the following information:
CONSTRUCTION CONSTRUCTION PERCENTAGE OF
PROJECT COST MANAGEMENT COST CONSTRUCTION
Otay Water District $8.5 million $694,000 8.2%
Admin BuildinQ
North City Water $140 mill ion $12.5 million 8.9%
Reclamation Plant
Clean Water Program $182 mill ion $11.3 million 6.2%
FIRP Project
Clean Water Program $8.5 mill ion $600,000 7.1%
Pipeline Project
These projects confirm the anticipated construction management fees for the
library are consistent with typical costs in the industry.
Highland Partners, which was the second highest rated proposer, has been hired
by the Otay Water District to perform construction management services on the
Administration Building. This firm is a small firm and some of the resources
and people who would have been assigned to the Poway project are likely to be
committed to the Otay Water District project and would not be available.
FINDINGS
The City Library and Site Development Improvements is a major capital
improvement project. The City would receive significant benefit by engaging a
construction manager and initiating the contracting of the design of the
facilities. Staff reviewed seven proposals and recommends the selection of
Douglas E. Barnhart as the construction manager for the City Library and Site
Development Improvements.
ENVIRONMENTAL REVIEW
This contract is not subject to environmental review.
FISCAL IMPACT
Cost of the construction management contract will range from $308,108 to
$401,230 which is budgeted in the Library and Site Development project.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Douglas E. Barnhart
5 of 38 ~UG 15 1995 ITEM 7.1 ~..
-----
Agenda Report - Construction Manegentent Contract with DOUSIlas E. Bernhart for Library
August 15, 1995
Page 5
. -
RECOMMENDATION
It is recommended that the City Council/Redevelopment Agency approve the
contract with Douglas E. Barnhart for the construction management of the
Library and Site Development Improvements.
JLB:JDF:MSW:mh
Attachments:
1. Agenda Report of August 8, 1995 w/Contract
2. Request for Proposal
3. Firms Solicited for RFPs
4. Firms who Submitted RFPs
5. Rating Form
6. Interview Scoring Sheet
7. Hourly Rate Schedules
8. Fee Estimates
6 of 38
AGEND.A v:PORT SUMMARY -
TO: Honorable Mayor and Members of the City Council
Honorable Chairman and Members of the
- Redevelopment Agency
fROM: James L. Bowersox, City Manager/Execu~
Director '.
J.h. D. 'i',h, ",i,'''' ei'y ,.....,:g11r ~
INITIATED BY:
i M~k S. Weston, Director of Engineerin Services
DATE: /August 8, 1995
SUBJECT: Approval of a Construction Management Contract with Douglas E. Barnhart
for the City Library and Site Development Improvements
ABSTRACT
For major projects the City has engaged construction management consultants to assist
in the coordination of construction activities completed through the City's Capital
Improvement Program. The construction of the City library will include channel
improvements for Rattlesnake Creek, major site improvements for the City owned
property, and construction of the City library.
Staff believes the City would be well served by supplementing the City staff with a
construction management consultant. Further, engaging a construction management
consultant during the design will provide the added benefit of allowing the
construction manager to review design alternatives and provide input regarding cost and
constructability.
Staff recommends Douglas E. Barnhart perform the construction management activities for
the library and site development.
ENVIRONMENTAL REVIEW
This contract is not subject to environmental review.
FISCAL IMPACT
Cost of the CM contract will range from $308,108 to $401,230 which is budgeted in the
Library project and site development project.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Douglas E. Barnhart
RECOMMENDATION
It is recommended that the City Council/Redevelopment Agency approve the contract
(Attachment I) with Douglas E. Barnhart for the construction management of the library
and site develooment imorovements.
. Continued to August 15,1995.3-0. Councilmember Emery disqualified. Mayor
ACTION
Higginson absent. Y7k~ ~#~
Marie Lofton, eputy ity erk
t\uu .1 i) l::l::l:l . 1..1
7 of 38 AUG 8 1995 ITEM 10
_..__..__________________...______n___..___________
· AGENDA REPOR...
CITY OF POW A Y
TO: Honorable Mayor and Members of the City Council ..
Honorable Chairman and Members of the Redevelopment Agency
FROM: James L. Bowersox, .City Manager/Executive Di~
INITIATED BY: John D. Fitch, Assistant City Manager ~\ ,;
Mark S. Weston, Director of Engineerin Service~
DATE: August 8, 1995
SUBJECT: Approval of a Construction Management Contract with Douglas
E. Barnhart for the City Library and Site Development
Improvements
BACKGROUND
For major projects the City has engaged construction management consultants to
assist in the coordination of construction activities completed through the
City's Capital Improvement Program. The construction of the City library will
include channel improvements for Rattlesnake Creek, major site improvements
for the City owned property, and construction of the City library. This
project is a major construction project being designed and constructed at the
same time as the $8 million water plant improvements and the $40 million
Scripps Poway Parkway project. Staff believes the City would be well served
by supplementing the City staff with a construction management consultant.
Further, engaging a construction management consultant during the design will
provide the added benefit of allowing the construction manager to review
design alternatives and provide input regarding cost and constructability. At
the completion of the design, the construction manager will be very familiar
with all aspects of the design which will be of great benefit during the
construction of the project.
Staff prepared a Request for Proposal and invited eleven firms with
construction management expertise to submit a proposal. The City received
seven proposals and from the proposals prepared a short list for interview.
Staff then interviewed three consultants; Snyder Langston, Highland
Partnership, and Douglas E. Barnhart, CM. Staff conducted a second interview
with Highland Partnership and Douglas E. Barnhart and recommended the
selection of Douglas E. Barnhart as the construction management consultant.
ACTION: I
See Summary Sheet ,J
AUG 15 1995 ITEM 7.1
I
8 of 38
.
- -
- Ag..-do R_rt . Approvo Conetructlon ......... for L Ibrery
August 8, 1995
'oge 2
--
Staff worked with Douglas E. Barnhart to carefully define the scope of
services which is shown in the attached contract. Further, staff negotiated a
fee which includes design review services, a fixed fee for construction
management and a variable fee based on the number of contracts issued during
the construction of the facility.
FINDINGS
The City library project and site development improvements is a major Capital
Improvement Project. The City would receive significant benefit by engaging a
construction manager and initiating that contract during the design of the
facil ities. Staff reviewed seven proposals and recommends the selection of
Douglas E. Barnhart as the construction manager for the City library and site
development improvements.
ENVIRONMENTAL REVIEW
This contract is not subject to environmental review.
FISCAL IMPACT
Cost of the CM contract will range from $308,108 to $401,230 which is budgeted
in the Library project and site development project.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Douglas E. Barnhart
RECOMMENDATION
It is recommended that the City Council/Redevelopment Agency approve the
contract with Douglas E. Barnhart (Attachment I) for the construction
management of the library and site development improvements.
JLB:JDF:MSW:mh
Attachments:
l. Contract
ITEM 7.1 I
~UG 15 1995
9 of 38 AUG 8 1995 ITEM 10 .\
,- .- ---
STANDARD AGREEMENT FOR CONSULTANT SERVICES
This Agreement, entered into this day of ,19_, by and between
the POWAY REDEVELOPMENT AGENCY (hereinafter referred to as "Agency") and
DOUGLAS E. BARNHART (hereinafter referred to as "Consultant").
RECITALS
WHEREAS, Agency desires to obtain the services of a private consultant to perform
construction management services for the Ubrary and Site Development Improvements;
and
WHEREAS, Consultant is a(n} Construction Management consultant and has
represented that Consultant possesses the necessary qualifications to provide such
services; and
WHEREAS, Agency has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT AGENCY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
Agency shall compensate and reimburse Consultant as provided in Exhibit
"A" entitled "Special Provisions" attached hereto and made a part hereof.
3. Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
ATTACHMENT #1
-
Powsy Redevelopment Agency
4-25-95 -l-
ID of 38
AUG 15 1995 IlEM 7.1 ...
-
4. Termination.
This Agreement may be terminated with or without cause by Agency. .
Termination without cause shall be effective only upon 6O-day written notice to Consultant.
During said SO-day period Consultant shall perform all consulting services in accordance
with this Agreement. This Agreement may be terminated by Agency for cause in the
event of a material breach of this Agreement, misrepresentation by Consultant in
connection with the formation of this Agreement or the performance of services, or the
failure to perform services as directed by Agency. Termination for cause shall be effected
by delivery of written notice of termination to Consultant. Such termination shall be
effective upon delivery of said notice.
5. Confidential RelatlonshiD.
Agency may from time to time communicate to Consultant certain
information to enable Consultant to effectively perform the services. Consultant shall treat
all such information as confidential, whether or not so identified, and shall not disclose
any part thereof without the prior written consent of Agency. Consultant shall limit the use
and circulation of such information, even within its own organization, to the extent
necessary to perform the services. The foregoing obligation of this Paragraph 5,
however, shall not apply to any part of the information that 0) has been disclosed in
publicly available sources of information;1 (ii) is, through no fault of Consultant, hereafter
disclosed in publicly available sources of information; Oii} is now in the possession of
Consultant without any obligation of confidentiality; or Ov) has been or is hereafter
rightfully disclosed to Consultant by a third party, but only to the extent that the use or
disclosure thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the Agency. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
6. Consultlna Services Provided to Others.
Consultant shall not represent any other client, public or private, in addition
to Agency during the term of this Agreement unless Consultant first obtains the express
written consent of Agency.
Powey Redevelopment Agency
4-25-95 -2-
11 of 38 ~UG 15 1995 ITEM 7.1 d
- -----------------
7. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its sole ..
cost and expense, Consultant shall be responsible for all their onsite office costs and
expenses during the construction of the Ubrary and Site Development Improvements.
8. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, Agency shall have the right to annul this
Agreement without liability, or, at its sole discretion, to deduct from the Agreement price
or consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee,
9. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of Agency
and shall be delivered to Agency by Consultant upon demand.
10. Conflict of Interest and Political Reform Act Obllaatlons.
During the term of this Agreement Consultant shall not act as consultant or
perform services of any kind for any person or entity whose interests conflict in any way
with those of the Agency or the City of Poway. Consultant shall at all times comply with
the terms of the Political Reform Act and the local conflict of interest ordinance.
Consultant shall immediately disqualify itself and shall not use its official position to
influence in any way any matter coming before the Agency in which the Consultant has
a financial interest as defined in Government Code Section 87103. Consultant represents
that it has no knowledge of any financial interests which would require it to disqualify itself
from any matter on which it might perform services for the Agency.
Consultant shall comply with all of the reporting requirements of the Political
Reform Act and local ordinance. Specifically, Consultant shall file Statements of Economic
Interest with the City Clerk of the City of poway in a timely manner on forms which
Consultant shall obtain from the City Clerk.
Powey Redevelopment Agency
4-25.95 -3- AUG 15 1995 ITEM
12 of 38 7,1 ,,.
-
11. No Assl9nments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which Agency, in
its sole discretion, consents to in advance thereof in writing. Any assignment or .
subcontracting in violation of this provision shall be void.
12. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by Agency and copies thereof shall be furnished, if requested.
13. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City of poway or Agency.
Agency shall have the right to control Consultant only insofar as the results of
Consultant's services rendered pursuant to this Agreement; however, Agency shall not
have the right to control the means by which Consultant accomplishes
14. Licenses. Permits. Etc.
Consultant represents and declares to Agency that it has all licenses,
permits, qualifications, and approvals of whatever nature that are legally required to
practice its profession. Consultant represents and warrants to Agency that Consultant
shall, at its sole cost and expense, keep in effect at all times during the term of this
Agreement, any license, permit, or approval which is legally required for Consultant to
practice its profession.
15. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
16. L1abllltv.
Notwithstanding any other provision contained in this Agreement, Consultant
shall be responsible for all injuries to persons and for all damage to real or personal
property of Agency or others, caused by or resulting from the wrongful act or negligent
acts, errors, or omissions of itself, its employees, or its agents during the progress of, or
in connection with, the rendition of services hereunder. Consultant shall hold harmless
and indemnify Agency, and all officers and employees of City and Agency from all costs
and claims for damages to real or personal property, or personal injury to any third party,
including reasonable attorney fees resulting from the negligent performance of Consultant,
its employees, or its agents, under this Agreement.
Poway Redevelopment Agency
4-25-95 -4- ~UG 15 1995 ITEM 7.1 ...
13 of 38
------.--- -
17. Consultant Not an Aoent.
Except as Agency may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of Agency in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind Agency to any obligation whatsoever.
18. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The Agency shall have the right to review and disapprove personnel
for assignment to poway projects.
Agency shall have the unrestricted right to order the removal of any
person(s) assigned by Consultant by giving oral or written notice to Consultant to such
effect.
Consultant's personnel shall at all times comply with Agency's drug and
alcohol policies then in effect,
19. Notices.
Notices shall be given as described on Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
20. Arbitration.
In the event of a dispute between Agency and Consultant concerning the
terms of this Agreement or its performance, the parties agree to submit such dispute to
arbitration before the American Arbitration Association or other mutually acceptable
arbitrator. In the event that the subject of such arbitration is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 60-day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each party
shall bear its own attorneys' fees and costs incurred.
21. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant" shall
mean the individual or corporate consultant and any and all employees of consultant
providing services hereunder.
Poway Redevelopment Agency
4-25-95 -5-
14 of 38
AUG 15 1995 ITEM 7.1 '-I
<
-
22. Entire Aareement.
This Agreement shall constitute the entire understanding between Consultant
and Agency relating to the terms and conditions of the services to be performed by
Consultant.
IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement on
the date first above written.
Dated: POWAY REDEVELOPMENT AGENCY
By:
Its:
Dated:
Powey Redevelopment Agency ITEM 7..1 ..
4-25.95 -6- ~UG 15 1995
15 of 38
- -----
"SPECIAL PROVISIONS"
EXHIBIT "A"
SCOPE OF CONSTRUCTION MANAGEMENT SERVICES FOR THE CITY OF
POWAY'S LIBRARY AND SITE DEVELOPMENT IMPPROVEMENTS
A. Design Review Services
1, Design Consultation and Review Comments
The CM shall review design alternatives proposed by the Architect,
Engineer, staff or citizen groups and determine the impact to the
construction cost and construction schedule.
2. Schedule
CM will develop a schedule mutually agreeable to the design consultants
and City and prepare a master project schedule outlining major
milestones related to the development of all projects.
3. Constructability, Bidability, Review
At the 30% Schematic Design phase and the 70% Construction Drawing
phase, the CM shall review the project for constructability and bidability
and present comments which will reduce costs while maintaining project
quality. In addition, the CM will divide the project into multiple contracts,
including the Furniture, Fixture and Equipment contract, and develop
bidding packages in concert with the design architects and civil engineer.
4. Permit Responsibility
Monitor, assess and assist Owner in expediting all necessary permits to
enable construction of all projects from all governmental agencies and
utility companies involved.
5. The CM will provide value engineering during the site development phase
and at 30% and 70% design reviews to evaluate alternatives to the
preferred design and present those comments to the architect and staff.
6. Program Budget
Develop and monitor program budget, including design, construction,
construction engineering, and environmental costs and track budgets
through design and construction phases,
Poway Redevelopment Agency
4-25.95 16 of 38 -1- AUG 15 1995
ITEM 7.1 ,t;j
-
7. CM will review and draft revisions to the General and Special Conditions
as they relate to single or multiple contract packages. CM will provide
contract language for implementing contract specific OA/OC program.
B. Construction Management Services
1. Construction Bidding
The CM will supervise all bidding activities for the contract package(s}.
The CM will issue plans to prospective bidders, maintain a list of bidders,
issue addenda as prepared by the Architect or Engineer, conduct pre-bid
conferences, evaluate bids, recommend low responsible bidders for each
bid package and assist City in issuance of contracts. CM will provide bid
summary for each contract to City for preparation of Award of Contract.
2. Contract Administration and Pre-Construction
CM will manage all aspects of contract administration including but not
limited to receipt of executed contract, insurance certification, and bonds.
In addition, CM will conduct pre-construction conference and maintain
complete documentation of pre-construction activities.
3. Construction Management
The CM shall supervise all construction activities at the site while
maintaining coordination between all contractors on site. The
Construction Manager shall hold weekly and monthly meetings to brief
staff, contractors, and architects on project performance. The CM will
maintain comparisons of contractor proposed performance verses actual
performance and determine what corrective measures are needed to
maintain schedules.
4. On-site Supervision
The CM shall provide and maintain a management team of sufficient
personnel on site to provide contract administration and thereby assure
the construction of the facilities are in conformance with the plans and
specifications and that the site is maintained in a safe environment and
that the project maintains budget and schedule. The Construction
Manager will insure construction compliance with applicable codes and
construction documents. The CM shall also coordinate all submittal
routings, review by the architect, and responses to the contractor. The
CM will coordinate all specialty inspection, testing and surveying as
required. CM will provide all specialty inspection and testing within the
scope of this contract within the fees proposed.
Poway Redevelopment Agency
4-25-95 -2-
17 of 38 ~UG 15 1995 ITEM 7.1 t:4
5. Construction OA/OC
The CM shall develop, implement, and manage a construction phase
quality assurance/quality control (OA/OC) program. This OA/OC
program shall define goals, identify criteria and elements, provide an
implementation plan, develop a testing program, and include a training .
program.
6. Construction Controls
a. Schedule of Values
The CM shall develop guidelines, and review and approve the
contractor(s) Schedule of Values to be used for progress
payments,
b, Progress Payments
CM shall review monthly Progress Payment applications submitted
by the contractor and recommend payment or adjustments to the
City.
c. Scheduling
The CM will be responsible for monitoring and reporting on
schedule performance at regular intervals. Monitoring shall
include submittals and material procurement. The CM will provide
the City recommendations to correct unsatisfactory contractor
performance and implement recommendations approved by City,
d. Costs
The CM will be responsible for monitoring all project costs and
preparing monthly reports to track conformance of budget
objectives.
e, Change Order/Request for Information Tracking
The CM shall develop and implement a Change Order/Request for
Information tracking system for the project.
f. Document Control/Record Keeping
The CM shall develop and implement a centralized records
management system suitable to track all documents connected to
the various components of the construction activity.
Powey Redevelopment Agency
4-25-95 -3- AUG 15 1995 ITEM 7.1 1M
18 of 38
-- -
g. Project Safety
The CM shall require the contractor to develop, maintain,
coordinate, and implement an overall safety program to insure a
safe overall working environment for all workers, staff, and visitors
to the site. The Ct.II shall monitor and report on contractor's -.
performance.
h. Claims Management
The CM shall develop and implement a claims reduction and
claims resolution plan.
7. Monthly Report
The CM will provide monthly progress reports during design and
construction activities,
8. Partnering
The CM shall develop and organize a construction phase
partnering workshop and maintain a partnering atmosphere at
the job site. Commitments made during the partnering
agreement shall be tracked by the CM.
S, Construction Site Security
The CM shall require the contractor to develop and implement a
plan to provide security at the construction site for the
duration of the project. CM shall monitor and report to the
City,
10. Project Closeout
The CM shall supervise the contract(s) closeout process,
including finanCial/accounting documentation and assist in
resolving any contract disputes.
Poway Redevelopment Agency ~UG 1 5 1995 ITEM 7.1
4-25-95 -4- .
19 of 38
-_._------------------~ ------- ---.-.----"
B. ComDensatlon and Reimbursement.
Agency shall pay Consultant a fee as shown on Exhibit "B". Consultant's
fee shall include and Consultant shall be responsible for the payment of all federal, state,
and local taxes of any kind which are attributable to the compensation received.
C. Term of Aareement.
This Agreement shall be effective from the period commencing August 15,
1995 with completion of construction estimated in December 1997, unless sooner
terminated by Agency as provided in the section of this Agreement entitled "Termination."
Upon expiration or termination of this Agreement, Consultant shall return to Agency any
and all equipment, documents or materials and all copies made thereof which Consultant
received from Agency or produced for Agency for the purposes of this Agreement.
D. Consultant's Insurance.
1. Coveraoes:
Consultant shall obtain and maintain during the life of this Agreement
all of the following insurance coverages:
(a), Comprehensive General Uability. including premises-
operations, products/completed, broad form property damage, and blanket
contractual liability with the following coverages:
General Uability . . , . . . . . . . . . . . . . . . . . . $ 500,000 per person per
occurrence /
. .. $1,000,000 aggregate per
occurrence
$500,000 property damage per
occurrence
Powev Redevelopment Agency
4-25-95 -5-
~UG 15 1995 ITEM 7.1 ~
20 of 38
-
(b) ~, including owned, hired, and non-owned
vehicles with the following insurance coverages:
Auto Uability ....................... $ 500,000 per person per
occurrence/ .
.. . $1,000,000 aggregate per
occurrence
$100,000 property damage per
occurrence
(c) Consultant shall obtain and maintain, during the life of the
Agreement, a policy of Professional Errors and Omissions Uability Insurance with
policy limits of not less than $1,000,000.00 combined single limits, per claim and
annual aggregate.
Cd) Workers' Compensation insurance in statutory amount. All of
the endorsements which are required above shall be obtained for the policy of
Workers' Compensation insurance.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following three provisions:
(a) Additional Insured, (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
"POWA Y REDEVELOPMENT AGENCY and its elected and appointed
boards, officers, agents, and employees are additional insureds with respect to this
subject project and contract with Agency."
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled, until thirty
(30) days after written notice is given to Agency."
(c) Primary Coverage.
"The policy provides primary coverage to Agency and its elected and
appointed boards, officers, agents, and employees. It is not secondary or in any way
subordinate to any other insurance or coverage maintained by Agency."
3. Insurance Certificates:
Consultant shall provide Agency certificates of insurance showing the
insurance coverages described in the paragraphs above, in a form and content approved
by Agency, prior to beginning work under this Agreement.
Poway Redevelopment Agency AUG 15 1995 ITEM 7.1 .~
L'U:.OE\ -6-
21 of 38
E. Notices.
All notices, billings and payments hereunder shall be in writing and sent to
the following addresses:
To Engineering Services Director: Poway Redevelopment Agency
13325 Civic Center Drive
P.O. Box 789
Poway, CA 92074
To Consultant: Douglas E. Barnhart
16981 Via Tazon
San Diego, CA 92128
Poway Redevelopment Agency
4-25-95 -7- ~UG 15 1995 ITEM 7.1 ~
22 of 38
- -
.
April 6, 1995
1-
Subject: Request for Proposal - Construction Management Services
for the City of Poway Library and the Sheriff's Substation
Dear 2-:
The City of Poway requests a proposal for construction management services for
the City of Poway library and the proposed sheriff's substation. This Request
for Proposal describes the project in general, the required scope of services,
the consultant selection process, and the minimum information that must be
included in the proposal. The City is interested in engaging a firm which
possesses construction management experience in the construction of publicly
owned facilities such as libraries, sheriff's substations, schools, or similar
public facilities.
The firm of Cardwell/McGraw Architects is preparing the design and
architectural drawings for both the library and the sheriff's substation.
Their responsibilities include completion of all plans and specifications for
bidding, construction phase administration services including the coordination
of shop drawings and clarifications of design intent, change order
documentation and preparation of record drawings.
The Construction Manager (CM) will provide design review services and
construction management services. Design review services will include
participation in evaluating design preparation of estimates to ascertain
potential cost and schedule impacts and segmenting construction contract
bidding packages. Construction management services will provide oversight and
control of the construction contracts awarded 'by the City.
PROJECT DESCRIPTION
The City of Poway, through lengthy community interaction, has determined that
a new 20,000 square foot single story library will be constructed at the
intersection of Poway Road and Bowron Road. An existing building on the site
will be demolished and creek channel improvements will be constructed. The
library will front Poway Road with parking located behind the library.
The City is pursuing an agreement with the County of San Diego for the
construction of a new 15,000 square foot sheriff's substation to be located on
the south portion of the library site. The facility will include secured
parking attached to the sheriff's substation and public parking will be shared
between the substation and the library.
-
,
, ATTACHMENT''#'2
,
AUG 15 1995 ITEM 7.1 ~
23 of 38
-_._.~ --
R_t for Proposel
Llbf'e"Y "Sheriff'. Slbstetion
April 6, 1995
Pege 2
SCOPE OF CONSTRUCTION MANAGEMENT SERVICES
Services required of the construction manager will include design review
services, bidding, construction management, construction inspection, and
project closeout services. The City of Poway supports interactive partnering
of all participants in the project. The City values firms with strong
communication expertise, experienced in construction management, and detailed
documentation of the construction progress.
The services provided by the selected construction management consultant shall
include as a minimum:
A. Design Review Services
1. Design Consultation and Review Comments
The CM shall review design alternatives proposed by
the architect, staff, or citizen groups and determine
the impact to the construction cost and construction
schedule.
2. Schedule
Prepare a master project schedule outlining major milestones
related to the development of both projects.
3. Constructability, Bidability, Review
At selected points during the final design package,
the CM shall review the project for constructability
and bidability and present comments which will reduce
costs while maintaining project quality. In addition,
the CM will propose dividing the project into multiple
contracts and develop bidding packages in concert with
the design architect.
4. Permit Responsibility
Monitor, assess and assist Architect in expediting all necessary
permits to enable construction of both projects from all
governmental agencies an utility companies involved.
5. The CM will provide value engineering upon request to
evaluate alternatives to the preferred design and
present those comments to the architect and staff.
24 of 38 AUG 1 5 1995 ,rEM 7.1
- -,
I
-
Request for Proposel
L1br.ry & Sherfff'. SUb8t.tton
Ape-I l 6, 1995
Pege 3
B. Construction Management Services
1- Construction Bidding
The CM will supervise all bidding activities for the
contract package(s}. The CM will issue plans to
prospective bidders, maintain a list of bidders,
provide the list of bidders to the architect for
issuance of addendums, conduct pre-bid conferences,
evaluate bids, recommend low responsible bidders for
each bid package and assist City in preparation of
contracts.
2. Construction Management
The CM shall supervise all construction activities at the site
while maintaining coordination between all contractors on site.
The Construction Manager shall hold weekly and monthly meetings to
brief staff, contractors, and architect on project performance.
The CM will maintain comparisons of contractor proposed
performance versus actual performance and determine what
corrective measures are needed to maintain schedules.
3. On-site Supervision
The CM shall provide and maintain a management team of sufficient
personnel on site to provide contract administration and thereby
assure the construction of the facilities are in conformance with
the plans and specifications and that the site is maintained in a
safe environment and that the project maintains budget and
schedule. The Construction Manager will insure construction
compliance with applicable codes and construction documents. The
CM shall also coordinate all submittal routings, review by the
architect, and responses to the contractor. The CM will
coordinate all specialty inspection, testing and surveying as
required.
4. Construction QA/QC
The CM shall develop, implement, and manage a construction phase
quality assurance/quality control (QA/QC) program. This QA/QC
program shall define goals, identify criteria and elements,
provide an implementation plan, develop a testing program, and
include a training program.
)UG 1 5 1995 ITEM 7.1 ...
25 of 38
a_t for Pr_..l
Llbr.ry & Sh.riff'. SUbst.tlon
April 6, 1995
Page 4
5. Construction Controls
a. Work Breakdown Structure
The CM shall develop guidelines, review, and approve the
contractor(s} project work breakdown structure to be used
for progress payments.
b. Performance Measurement
The CM shall develop a gUideline which will be used to
determine contractor performance measurement. The CM shall
implement this program to measure contractor performance
during construction.
c. Equipment Tracking/Man Hour Reporting
The CM's plan shall track materials delivery, installation,
and man hour usage.
d. Scheduling
The CM will be responsible for monitoring and reporting on
schedule performance at regular intervals.
e. Progress Payments
CM shall review Progress Payment applications submitted by
the contractor and recommend payment or adjustments to the
City.
f. Costs
The CM will be responsible for monitoring all project costs
and preparing periodic reports to track conformance to
budget objectives.
g. Change Order/Request for Information Tracking
CM shall develop and implement a Change Order/Request for
Information tracking system for the project.
h. Document Control/Record Keeping
The CM shall develop and implement a centralized records
management system suitable to track all documents connected
to the various components of the construction activity.
26 of 38 AUG 15 1995 ITEM 7.1 t~
- -
.....t for Proposal
Llbr.ry & SI1..lff'. S....t.tlon
Apri l 6, 1995
P.ge 5
.-
i. Project Safety
The CM shall require the contractor to develop, maintain,
coordinate, and implement an overall safety program to
insure a safe overall working environment for all workers,
staff, and visitors to the site. CM shall monitor and
report on contractor's performance.
j. Claims Management
The CM shall develop and implement a claims reduction and
claims resolution plan.
6. Partnering
The CM shall develop and organize a partnering workshop and
maintain a partnering atmosphere at the job site. Commitments
made during the partnering agreement shall be tracked by CM.
7. Construction Site Security
The CM shall require the contractor to develop and implement a
plan to provide security at the construction site for the duration
of the project. CM shall monitor and report to the City.
8. Project Closeout
The CM shall supervise the contract(s} closeout process, including
financial/accounting documentation and assist in resolving any
contract disputes.
PROPOSAL SUBMITTAL
The proposal shall demonstrate experience in construction management of
buildings larger than 15,000 square feet, including but not limited to
libraries, sheriff's substations, schools, and similar public facilities. See
Attachment 1: Required Submittal Information. The successful proposal will
propose innovative and practical approaches to the project challenges and
opportunities with attention to alternative contract packaging schemes,
effective communication systems, and aggressive scheduling. The Construction
Manager shall demonstrate detailed and in-depth experience in various
construction projects. While the experience and resources of the successful
firm are important, it is critical that the manager assigned to this project
have extensive, relevant experience and capability in the work described
above. The consultant shall be expected to work effectively in a dynamic
project team environment and complete their assigned tasks in a timely and
efficient manner. Past performances on similar jobs will be considered during
the evaluation of the proposal.
AUG 15 1995 ITEM 7.1 I
27 of 38
---
Request for Proposal
Library & Sheriff'. Substation
April 6, 1995
'age 6 . .
Proposal length, including resumes, shall be limited to 35 one-sided pages and
should demonstrate experience and proficiency with the construction of public
buildings and the management of multiple construction contracts. Proposals
shall include at least five current relevant references which we may contact
during the evaluation process. Interviews will be held to assist the City in
choosing a consultant. See Attachment 2: Selection Process.
A pre-proposal meeting will be held on April 25, 1995 at City Hall and will be
limited to three members from each firm interested in submitting on the
project. We will meet at the City Council Chambers in City Hall at 10:00 a.m.
and provide a brief project overview and site tour. Please call Mark S.
Weston at 679-4351 to confirm your attendance at the meeting.
Proposals must be submitted to Mark S. Weston, Director of Engineering
Services, City of Poway, 13325 Civic Center Drive, P. O. Box 789, Poway, CA
92074 by 5:00 p.m. on May 5, 1995.
The City would like to thank you in advance for your proposal submittal.
Sincerely,
Mark S. Weston
Director of Engineering Services
MSW:mh
\ori\librsher.rfp
AUG 15 1995 ITEM 7.1 I
28 of 38
.
-,
ATTACHMENT 1
REQUIRED SUBMITTAL INFORMATION ..
A. Qualifications and Exoerience of Proiect Firms
Include the following information in the subminal:
1. Legal name, address, telephone number, and fax number of the firm
submining the proposal.
2. The address and telephone number of the office where the work is to
be undertaken.
3. Brief history of firm, including number of years in business as the
currently named firm.
4, Adequate documentation on the financial status and fiscal stability of
the firm.
5. Adequate documentation that the firm has or will obtain insurance in
the following amounts:
- $1 million for general commercial liability
- $500,000 for errors and omissions
- $500,000 in Employer's Liability and Worker's Compensation to
the statutory limit.
6. A count of the firm's personnel by discipline (total number in each
discipline) .
7. A project organization chart showing key staff and sub-consultants.
8, The resumes of key staff and sub-consultants that will be directly
associated with or assigned to this project.
9. Listing and brief description of projects with construction costs of $4
million or more completed within the last five (5) years by the firm as
a project manager.
10. Four (4) references for completed projects of similar size and scope
within the last five years, including owner's name, address, telephone
number and specific contact person.
29 of 38
JIlIr- 1 " 1001: ITEIII 7.1 1,1
-- - - -
B. Abilitv to Perform the Proiect
Answer the following questions in the submittal:
1. Provide a description of the firm's understanding of the project, salient
elements in construction management of public library facilities and
the roles of project manager.
2. Provide a detailed description of the anticipated tasks, the approach to
accomplish them and the services to be provided to achieve the
project objectives.
3. Provide samples of the following types of documentation that would
be provided during this project: Weekly Progress Meeting Minutes;
Monthly Report; Analysis and Recommendation regarding Contractor
Change Proposal.
C. ~
Include the following information in the submittal:
1. Include the costs for providing the work outlined in the proposed
Scope of Work. The schedule shall list a cost for each phase of the
project and shall identify staff hours, by classification or responsibility,
estimated hours for each personnel category and an hourly rate
schedule for all project staff anticipated to be on the project team.
2. Include reimbursable costs including telephone, supplies, travel,
special equipment or any other direct charges.
3, Grand total of all personnel and reimbursable costs.
ITEM 7.1 \
30 of 38 )UG 15 1995
-
ATTACHMENT 2
SELECTION PROCESS .
1. A Selection Committee will review all proposals received and prepare a short
list of finalists.
2. The Committee will evaluate and rank the firms based upon criteria
established by the City which will include the following:
a. The firm and any sub-consultant must be legally qualified in the State
of California to practice the work for which consideration is requested.
b. Completeness of the RFP response.
c. Experience of firm and demonstrated experience in dealing with
projects of similar scope.
d, Understanding of project requirements.
e. Approach to project.
f. Qualifications and experience of lead personnel and project team.
g. Availability and responsiveness of firm for this project.
h. Prices or fees, as permitted by Section 4526 of the California
Government Code.
i. Ability of firm to meet insurance requirements.
3. The short listed firms, the project manager assigned to this project, and key
staff shall be invited to make a presentation/interview to the Committee.
The ultimate consultant selection will be based on both technical merit and
cost effectiveness. Price of services will be negotiated after the preferred
consultant is selected,
AUG 1 5 1995 ITEM 7.1 .1
31 of 38
LIBRARY SITE
I OPTION 4A
z
~ LIBRARY ADVISORY
<:
~ COMMITTEE RECOMMEND A TION
POWA Y ROAD
r - \\, 1/
, I
I ;
I
I I Or-iCE: t
I AR'~ I '
I LISRAR Y 10:coe' i :
20.000 SO. n. so, '7, I , I ". ..
: sc...u:~ _u
, i l'
I I
I I
, I '
I
I !
I
1/ v I I
/ I I
,
I ~ I
V I r(\ -i I ~ I
I ul' ~ -i! C I
I CJt: ---: r c:: I
-I- ---: I- I' ~ ;
I 'I! I -,
-- - ~
'r I 3: :
I --;;- -, I -;
-- - '-'
d I f'!"
I :f-- ~ 1.80 AC - ;
I I :::::J~:::::1 (SHERIFF'S SUBSTATION) i
I -i~ ~ ,
I --+- -i I
I I I ===1F =1 i
I I I -iF -' r- I i
U1 I c::::= =:J I I ' I
I I 116 PARKING ~ ~ I
J l 111111111111 ,! l
/ '\. :
--- -- -- ./
CIVIC CENTER DR
......... ,,-
I
~UG 151995 ITEM 7.1 ,I
32 of 38
-
LIBRARY RFPs
Barbara Helton
IBI Group .
18401 Von Korman, Suito 110 (714) 833.5588
Irvine, CA 92715
Lorraine D. 0'lgn8zio
Berrymln .. Henig.,
707 Wilshire Blvd., Suite 420 (2131488.2800 Fox: 213-488.3327
Los Angel... CA 9001'
Blake Mitchell, President
CBM Consulting, Inc.
5254 Pacific Coneau,.. Or 0' Suite 240 (310) 643.0339 Fox: (310) 843.6972
Los Angeles. CA 90045
F. Richard DeFrance
Sverdrup
600 Anton Blvd., Suite 400 (714) 549.5800
Coste MeslI, CA 92626
Mr. Ian M. Gill
Highlllnd Partnership, Inc. (619) 291.2174 Fox: 293.3033
3230 Fifth Avenue
Son Diogo. CA 92103
Mr. Steve Mahoney
Cole Construction (619) 694-1430
7330 Engine.r Rd.
-, Son Diego, CA 92111.1464
Mr. Dougl.. Bernhart
Douglas E. Barnhart. Inc. (6191487.1101
'6981 Via Tejon, Suite H
Son Diego, CA 92127
Mr. Gary Schotz
Quest Conltruction (619) 699,9770
7556 Trodo Streot
Son Diogo, CA 92121.2412
Mr. Robert Bradshaw
BPMS
2300 Newport Blvd.
Newport B.ach. CA 92663
Mr. Bill Bowdle
Snyder Lengston (6191496-3700 Fox: 496-3777
5675 Ruffin Rd.. Suito 300
Son Diego, CA 92123
Mr. Cherte. Johnson (619) 676-3900 Fox: 676-3901
Sun Eagle Corpor.tion
P. O. Box 500377
Son Diego, CA 92150-0377
4118/95
ATTACHMENT +3
- -
33 of 38
---------- Allr. 1 !'i 100~ ITCII "'7.. ,
LIBRARY PROPOSALS RECEIVED .
Snyder-Langston
Highland Partners
Berryman & Henigar
Quest Construction
Douglas E. Barnhart
KolI Construction
Sun Eagle
ATTACHMENT #4
C;\WP51 \ORI\RFPSREC.L1B
34 of 38 AUG 1 5 1995 ITEM 7.1
-
-
,.,
.-
.
'ei.ll'i"",J
'l~lllil
a: II
UJ
C)
<
~ .~.i1lQ1
~ --
z
0
;::
0
::l ~\fjl'I';I~~~
a:
Iii
~
"'1].1%".""',
z I
0
~
....
In
al
::l
In
u.
u.
Ii:
UJ
:x:
In
~
~
al
::;
..'...!~I~lil~~i
, .,~.".,.~
I
0.. ~
:c IV
c '" '"
0 Q; 'c c
0; C III .2
'" 1: :x: u
c IV oll
IV Cl. III .5
...J .., C c;, l!!
IV 1:
~ c E IV IV
~ IV 0
:E ~ UJ .&; ;;; 0
~ '" c E III
:f III ., IV ., '0
In al In al 0 x:
35 of 38 ATTACHMENT +5 ~UG 15 1995 ITEM ,7..1 .
"'"
PROJECT MANAGEMENT FIRfl INTER. .WS
June lZ, 1995
INTERVIEW SCORING SHEET
,
Category Rating Total .
11-10 Points)
1. Grasp of Project Requirements
. coordination of design issues with architects
. assist city staff with construction management
Z. Management approach to ensure that design development,
working drawings, and the bid process are accomplished
on schedule and within budget
. value engineering
3. Management approach to quality control of construction
contractor
. change orders
4. Understanding of budget constraints and project
coordination to stay on schedule
5. Overall qualifications
. project manager and key team members
6. Proposed fee structure as related to budget and
services offered
,
,
I ATTACHMEN! +6
36 of 38 AUG 1 5 1995 "EM 7.1 t
,-
LIBRARY
Comparative Cost Per Hour
Barnhart Snyder Langston Highland Partners
Principal N/A $ 120.00 $ 90.00
Construction Manager $ 75.00 $ 95.00 $ 75.00
Project Manager $ 60.00 $ 90.00 $ 75.00
Estimater $ 60.00 $ 95.00 $ 50.00
Safety Consultant $ 60.00 $ 85.00 N/A
librcomp.Mt
ATTACHMENT #_7
37 of 38
AUG 15 1995 .. ~1l4 7.1
COST SUMMARIES SUBMITTED WITH PROPOSALS
.
CONSTRUCTION MANAGER COST ESTIMATE
Snvder-Lanqston $215,410
Hichland Partners $245,005
Berrvman & Henicar $328.000
Ouest Construction $330,500*
Douqlas E. Barnhart $404,890*
Koll Construction $539,660*
Sun Eagle No Price
*Management of multiple prime contracts rather than single general contract.
Potentially would reduce construction contracts by approximately 5%.
Note: Cost estimates are based on information in Request for Proposal and
are not used as basis of selection.
ATTACHMENT #8
c:\wp51 \ori\coetaum.lib
38 of 38
ITEM 7.1 ' .
)UG 15 1995