REQUEST FOR PROPOSAL

(RFP)

OWNER’S REPRESENTATION/PROJECT MANAGER

New Combined Court Facility

In Montezuma County
12/11/2015

Prepared by:
Montezuma County
109 W. Main, Room 302
Cortez, CO 81321
Melissa Brunner, Administrator
Phone: (970) 565-8317
e-mail: [email protected]
TABLE OF CONTENTS
1.0 GENERAL INFORMATION
1.1 INTRODUCTION AND PROPERTY DESCRIPTION
1.2 CONTACTS
1.3 SCHEDULE OF EVENTS
1.4 QUALIFICATIONS FOR OWNER’S REPRESENTATIVE
1.5 PROPOSAL INSTRUCTIONS
1.6 PROPOSAL REQUIREMENTS
1.7 QUESTIONS, INQUIRIES, AND AMENDMENTS REGARDING
THIS RFP
1.8 EVALUATION & SELECTION CRITERIA
1.9 RIGHT OF REJECTION
1.10 RIGHTS OF OWNER

2.0 ATTACHMENTS
2.1 PROPOSAL FORM
2.2 EXHIBIT B: SCOPE OF SERVICES

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1.0 GENERAL INFORMATION
1.1. INTRODUCTION AND PROPERTY DESCRIPTION
This Request for Proposal (“RFP”) is issued to provide the selection process for Owner’s
Representation/Project Management services for the project named above. Firms or
individuals submitting a response to the RFP will be asked at a minimum to state their
understanding/experience to the project and offer their methodology for meeting the criteria
noted in this RFP. The shortlisted finalists will then be requested to participate in an
interview. At that stage of the selection process, respondents will be asked to include a fee
proposal for the work as outlined in this RFP.
Background
Montezuma County has invested hundreds of thousands of dollars over the past 5 years to help
alleviate the growing space needs of the judicial system (Purchase and renovation of former FNB
building to relocate County Clerk and Recorder, Treasurer and Assessor).

Project Description
Montezuma County is committed to providing the judicial system with adequate space. Montezuma
County selected the Humphries Poli Architecture firm in 2015 for the design of a new combined
court facility. To date we have developed a conceptual design and cost estimate for a single story
30,000 square foot 4 courtroom facility (the district currently has 4 Judicial Officers). The facility will
be located on a 7 acre parcel of land that is county owned.

1.2 CONTACTS
Owner: Montezuma County
109 W. Main, Room 302
Cortez, CO 81321
Melissa Brunner, Administrator
Phone: (970) 565-8317
e-mail: [email protected]

Notice: Direct contact with the Client, the Board, or other related parties, may cause
this candidate’s removal from the RFP process.

1.3 SCHEDULE OF EVENTS

The anticipated schedule below outlines milestones for the project:

DATE TIME EVENT

12/11/2015 RFP Issued
12/18/2015 4:00 PM Deadline for submission of proposals
from Consultants
12/23/2015 Notification of short-listed candidates
1/5/2016 Interviews of candidates
1/7/2016 Preferred Consultant announced
1/11/2016 Finalized Contract

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 1.4 QUALIFICATIONS FOR OWNER’S REPRESENTATIVE
1.4.1 Team members proposed must meet the following minimum requirements
1.4.1.1 Licensed General Contractor or minimum 15 years relevant experience as
a general contractor or,

1.4.1.2 The successful candidate must be able to apply innovative and effective
management techniques and must have complete knowledge of corporate
and construction industry practice, process, standards and their impact on
project activities. Qualified owner’s representatives will be able to provide
references on projects of similar scale.

1.4.1.3 LEED Accreditation

1.4.2 Owner’s Representative must carry the following Insurance requirements
1.4.2.1 Workers' Compensation insurance as required by the Labor Code of the
State of Colorado and Employers Liability Insurance. Evidence of qualified
self-insured status may be substituted.

1.4.2.2 General Liability insurance with minimum combined single limits of ONE
MILLION DOLLARS ($1,000,000) each occurrence and ONE MILLION
DOLLARS ($1,000,000) aggregate. The policy shall include the Owner, its
officers and its employees, as additional insured’s, with primary coverage as
respects Owner, its officers and its employees, and shall contain a
severability of interests provision.

1.4.2.3 Comprehensive Automobile Liability insurance with minimum combined

single limits for bodily injury and property damage of not less than ONE
HUNDRED AND FIFTY THOUSAND DOLLARS ($150,000) per person in
any one occurrence and FIVE HUNDRED THOUSAND DOLLARS
($500,000) for two or more persons in any one occurrence, and auto property
damage insurance of at least FIFTY THOUSAND DOLLARS ($50,000) per
claim, with respect to each of Consultant's, hired or non-owned vehicles
assigned to or used in performance of the services. The policy shall include
Owner, its officers and its employees, as additional insured’s, with primary
coverage as respects Owner, its officers and its employees, and shall contain
a severability of interests provision. If the Consultant has no owned
automobiles, the requirements of this paragraph shall be met by each
employee of the Consultant providing services to Owner under this contract.

1.4.2.4 Professional Liability coverage with minimum combined single limits of ONE
MILLION DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS
($1,000,000) aggregate. Professional liability insurance is required for
subcontractors of Consultant only if such subcontractor is providing
architectural, engineering or other professional services subject to state
licensure.

1.5 PROPOSAL INSTRUCTIONS

The Client is looking to base their decision on qualifications of the proposing applicants, and
is requesting that items related to Fee be submitted according to Part 4 listed below.

A. Pages in the proposal shall be typed with the maximum number of pages of proposal
information to be limited to 40 pages numbered in sequential order.

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 B. Sealed proposals must be received by hand delivery or mailed to the Client’s location
aforementioned, by the date aforementioned. Proposals received after this time will be
returned unopened. It is the proposing applicant’s responsibility to confirm receipt by
the deadline established.
C. Submit six (6) hard copies of the Proposal response documents in a sealed
package clearly identifying that this is a response to this RFP, addressed to the
Client. Deliver to the Owner/Client address noted in Section 1.2 above. Proposals
shall be in an 8 ½” x 11” bound package and should include information relevant to the
project being proposed on.
D. Each respondent must comply with the submission requirements as outlined.
Submittals that fail to comply with the requirements as specified may be deemed non-
responsive and such determination will result in no further consideration of that
respondent or the respondent’s submittals by the Client. At any stage, the Client
reserves the right to terminate, suspend or modify this selection process; reject any or
all submittals at any time; and waive any informalities, irregularities or omissions in
submittals, as the best interests of the Client may require.

1.6 PROPOSAL REQUIREMENTS

Proposals must include, but are not limited to, the following items:
Part 1 – Cover Letter
Brief cover letter expressing interest. Identify years in business in the cover letter.

Part 2 – Project Experience

A. Present similar projects completed in the last four years similar in size and complexity.
Provide portfolio sheets including:
1. Project location
2. Project size in square feet
3. Project completed construction value
4. Project construction start and completion date
5. Method of construction delivery
6. Project Description
7. Staff directly involved with the project.
8. Owner, Contractor, and Architect contact information, email and telephone

Part 3 – Qualifications Q&A

1. Describe your approach and philosophies to projects.

2. Describe your approach to communication with the ownership team members and
consultants.
3. Describe how you engage the community in projects.
4. Describe the tools you use to effectively develop and manage the projects budgets.
5. Describe the tools you use to effectively develop and manage the projects
schedules.
6. Provide description of any lawsuits or claims including status and resolutions (if any).

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 Part 4 – Fee Proposal

1. In a separate sealed envelope provide lump sum fees for this project.
2. Clearly identify reimbursables as a separate line item by project. Include a
description of what is included and excluded as a reimbursable.
3. Define any clarifications or exclusions related to the fee proposed.
4. Provide an hourly rate sheet for team members proposed.

1.7 QUESTIONS, INQUIRIES, AND AMENDMENTS REGARDING THIS RFP

Questions and inquiries regarding the RFP should be directed to Melissa Brunner at
[email protected] by the proposal date.

1.8 EVALUATION & SELECTION PROCESS

The Client reserves the right to reject any or all responses to this RFP. Final selection of
the short-listed candidates will be on the basis of their apparent ability to best meet the
overall expectations of the Client, as determined solely by the Client.
Montezuma County reserves the absolute right to conduct investigations as it deems
necessary for the evaluation of any proposal and to establish the experience, responsibility,
reliability, references, reputation, business ethics, history, qualifications and financial ability
of the firm responding. The purpose of such investigation is to determine that the candidate
has the ability, experience, resources and reputation necessary to perform the work and to
support all warranties in accordance with the contract documents.

A. Interview & Fee Proposal Phase of Selection:

1. Those respondents deemed best qualified will be invited to participate in an
interview with the Selection Committee. An interview invitation will be sent out to the
qualified candidates. The invitation will explain the interview requirements and
provide the time and location. The purpose of the interview is to ensure a full
understanding of the RFP responses, and to introduce key members of the
consultant team.

2. The Owner will be proceeding with a qualifications based selection and will review
the selected applicant’s fee after interview rankings are complete.

1.9 RIGHT OF REJECTION

The Client reserves the right to accept or reject any or all responses to this RFP and to
enter into discussions and/or negotiations with one or more qualified Proposing Firms, if
such action is in the best interest of the Client. The Client has the right, in its sole and
absolute discretion, to select the proposal or proposals that the Client determines best
meets its needs.

The Client will have sole determination of which proposal is in the Client’s best interest. The
Owner further reserves the right to cancel or amend this Request for Proposals at any time
and will notify all recipients accordingly.

1.10 RIGHTS OF OWNER

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 A. The Owner reserves the right (a) to terminate the Request for Proposals process at any
time; (b) to reject any or all proposals; and (c) to waive formalities and minor
irregularities in the proposals received.

B. The Owner further reserves the right to conduct a pre-award survey and reference
checks of any applicant under consideration to confirm any of the information furnished
by the applicant or to require other evidence of managerial, financial, technical and other
capabilities, the positive establishment of which is determined by the Owner to be
necessary for the successful performance of the contract.

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2.0 ATTACHMENTS
2.1 PROPOSAL FORM FOR OWNERS REPRESENTATIVE
(Please use additional sheets as necessary.)

COMPANY NAME:___________________________________________________________________

COMPANY ADDRESS:

PHONE:______________________________ FAX: ________________________________________

CONTACT PERSON NAME: ___________________________________________________________

CONTACT PERSON PHONE:

CONTACT PERSON EMAIL:

1. Acknowledgment that the submitting agent meets or exceeds insurance requirements as outlined in
the RFP.______(YES/NO)

2. The undersigned Proposer declares and stipulates that this proposal is made in good faith, without
collusion or connection with any other person or persons bidding for the same Work, and that it is
made subject to all the terms and conditions of the Request for Proposal and associated
documents, all of which have been examined by the undersigned. ______(YES/NO)

3. The submission of the proposal constitutes an agreement, and shall not be withdrawn after the
proposal opening for a period of forty-five days.

4. The Proposer hereby acknowledges receipt of addenda numbers through

Signature: Date:

* * * End of Proposal Form * * *

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2.2 EXHIBIT B: SCOPE OF SERVICES

Exhibit B – New Combined Court Facility

Item # Activity/Task Description

A Phase: General Items
A.01 Project Oversight Operate as the single point of contact for
the owner. Primary role is to provide
oversight and coordination of the project
from the Owner’s perspective to
effectively balance costs, time and
quality.
A.02 Communication: Public & Be available to give presentations to the
Board Meetings Board and civic groups.
A.03 Scope Budget Management Work with the team to refine the scope of
work to be within the Owner’s budget.
Upon the Owner’s approval of the design
schematics and budget, the design team
will prepare the necessary architectural
and other design development
documents. Owner’s Representative will
review design with respect to compliance
with agreed-upon project objectives.
A.04 Owner Project Management Represent the Owner at regular project
meetings and provide advice that will
help facilitate economical, efficient and
desirable development and construction
procedures. Track project related issues,
assign responsibility and track follow-
through.
A.05 Outside Entity Liaison Act as liaison between the project team
members and assist in the obtaining of
building permits, other governmental
approvals, authorizations and sign-off’s
as necessary for the design, construction
and operations of the project. Meet with
fi re departments, cable, power and
phone companies to progress design and
construction.
A.06 Financial: Master Budget Review the existing overall project
budget including hard and soft costs.
Generate and track budgets by project
and by total. Establish a process by
which all changes can be priced,
submitted, reviewed and added or
subtracted from the project cost. Review
and submit, with recommendations, all
requests for payment under vendor
agreements, provided that all such
payments shall be subject to Owner

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 approval. Update the project budget
regularly and provide monthly status
reports. Coordinate with Owner’s finance
and accounting departments on related
budget and financial matters. Consider
hard and soft costs (i.e., construction,
design, management, testing, permitting,
connection fees, contingency funds, etc.)
A.07 Communication: Legal Coordinate with Owner’s legal counsel on
legal aspects of the project and major
project-related decisions.
A.08 Schedule Prepare a comprehensive project
schedule, update the project schedule
regularly and include with monthly status
reports.
A.09 Communication: Protocol Outline communication channels for
decision making
A.10 Building Inspections Work with the General Contractor and
the Design Team along with the City to
obtain compliance with the inspections
required. Submit and record final
documentation. Obtain and track
building inspection authorizations.
A.11 Notices to Proceed Issue notices to proceed on appropriate
phases when all necessary requirements
have been completed
A.12 Notice of Substantial Issue notices of Substantial Completion
Completion
A.13 Notices of Approval Issue notices of Approval of
Occupants/Use Occupants/Use
A.14 Notices of Final Acceptance Issue notices of Final Acceptance
A.15 Communication: Records Maintain appropriate compliance with the
Open Records process.
A Phase: General Items
B Phase: Procurement
B.01 General Contractor Assist in Preparation of Requests for
Procurement Qualifications (RFQs) and Request for
Proposals (RFPs). Review proposals,
provide supplemental information, Attend
interviews. Negotiate Contracts.
B.02 Procurement: Commissioning Procure Commissioning agent consultant
Agent Consultant through proper procurement process and
manage agreement
B.03 Procurement: LEED Work with Design Team to hire and
Consultant manage third party LEED consultant for
documentation and submittals
B.04 CM/GC Pricing review and Meetings and coordination with General
Generation. Generate final Contractors during various phases of
Contract amendment design. Review bids received from sub-
contractors.
B Total: Procurement

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 C Phase: Construction
C.01 Construction: Permitting Work with team to obtain permits
required for the project.
C.02 Construction: Insurance Work with the general contractor to
establish proper documentation related
to bonds and insurance
C.03 Construction: Meetings Attend weekly OAC meetings. Review
weekly minutes for accuracy (including
but not limited to construction progress,
cost concerns, schedule, and
outstanding issues). Serve as distributor
of progress reports.
C.04 Construction: Design Team Monitor the construction phase activities
of the design and engineering firm(s),
including the following:
a. Technical review and approval of
materials submittals and samples
b. Resolution of technical questions that
may arise during construction
c. Review and opinion on change orders
subject to Client approval
d. field reports
C.05 Construction: Records Maintain Owner’s record copies and
permanent project files of necessary
design and construction related
communications. Includes periodic
construction progress photographs.
C.06 Construction: Guide Owner Resolve questions asked of Owner that
may arise during construction.
C.07 Construction: Observation Monitor that the terms of the contract are
enforced. Monitor progress of
construction work to determine
compliance with the drawings and
specifications.
C.08 Construction: Safety Monitor safety compliance with all
Federal/State/Local requirements (not
limited to OSHA, EPA, and LEEO)
C.09 Construction: Staging Assist with placement of construction
trailers, fences, signage, staging areas,
and construction traffic zones
C.10 Communication: Updates Advise the Owner on issues including
construction costs, schedule,
coordination, and owner occupancy.
Notify Owner if there is deviation from
project progress.
C.11 Construction: Material Verify and document that inspections and
Testing testing reports take place as required.
Review reports and monitor that
deficiencies are addressed.
C.12 Construction: Observation Coordinate the documenting and
photographing of the construction

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 progress. Provide observations regarding
quality of workmanship, conformity to
plans and specs. Address corrective
measures to mitigate and correct non-
conforming workmanship per the
Contract Documents as identified by the
Architect or Contractor. Notify the Owner
of non-conforming work with the Contract
Documents and methods to resolve the
issues.
C.13 Financial: Change Orders Assist the Owner in the review of pending
Change Orders. Resolve any disputes or
claims related to approval or denial of a
Change Order.
C.14 Financial: Master Budget Review appropriateness of each pay
application with the design team and
track that lien/claim releases are
executed and included with all pay
applications and all disputes or claims
are resolved prior to approval of a pay
application.
C.15 Installation: IT Assist with scheduling and
implementation of technology and
security as it applies to the project.
C Total: Construction
D Phase: Closeout Move In & Post-Construction
D.01 Punch List Schedule and assist the Owner in
developing punch lists for the project
completion and attend all walk-throughs.
D.02 Training Manage the coordination and attend the
training of staff on all systems including
but not limited to mechanical, lighting,
new equipment, etc.
D.03 Close-Out Documentation Assist the Owner in the collection of all
close-out documents and the acceptance
of punch lists, Operational /Maintenance
Manuals/Warranties, copies of
construction drawings (including any as-
builts or mark-ups by contractor during
construction), specifications, shop
drawings, construction directives, photos,
and videos.
D.04 Financial: Final Budget Provide description of final budget with
record of expenditures.
D.05 Financial: Final Budget Assist the Owner in acceptance and
issuance of the final pay application and
verify that the advertising for final
payment has been completed.
D.06 Certificate of Occupancy Oversee that all Third Party inspections
are complete and all violations are
corrected to allow for the issuance of a

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 final certificate of occupancy (CO). If
inspections are not complete and a
building requires immediate occupancy
and appropriate inspections indicate
there are not life safety issues and a
temporary certificate of occupancy (TCO)
is issued, that prior to 90 days of
issuance all inspections are complete to
obtain a CO or a renewal of the TCO.
D.07 Project Review Initiate a team evaluation of the process
and final product and include lessons
learned for all participants.
D.08 Project Commissioning Monitor the final commissioning process
with the project team.
D.09 Final reports and Submit a final report, archive online
documentation documentation
D Total: Closeout Move in & Post-Construction
E Phase: Warranty Period
E.01 11 Month Walk Through Schedule and attend the 18 month
warranty walk through with the design
team.
E.02 Warranty items Assist the Owner with building
issues/complaints and determine
necessary steps to take to address these
items. Address warranty items to confirm
the requirements of the warranty are met.
E Total: Warranty Period

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