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REQUEST FOR PROPOSALS

CONSTRUCTION MANAGEMENT at RISK SERVICE

FOR THE DESOTO COUNTY LANDERS CENTER EXPANSION, SOUTHAVEN, MISSISSIPPI

Introduction

DeSoto County, Mississippi, a political subdivision of the State of Mississippi (the “County”) is issuing an RFP for Construction Management at Risk Services from qualified firms for the construction of a new community theater of approximately 14,000 square feet with 400 +/- seats, additional convention space of approximately 128,000 square feet at concourse level and 70,000 square feet at basement level and a parking garage for approximately 600 spaces at the existing Landers Center, with all related site work and interior renovations (the “Project”).

Project Services

The County is accepting Proposals for a Construction Manager (the “CM”) firm to provide cost estimating, value engineering, and construction phase services related to the Project.

Contract terms will be based on AIA Document A133 2019, Standard Form of Agreement between the Owner and Construction Manager as Constructor with a Guaranteed Maximum Price

The County will conduct a prequalification process for this RFP and only those limited number of CM firms who have received a notice of prequalification may submit comprehensive responses to this RFP.

The overall cost of the Project is anticipated to be approximately $58 million to $60 million, including soft costs and contingencies. Funding for the Project may be secured through a combination of county and local funds. Project information can be found at www.landersexpansion.com .

The design work is currently 15% complete. The CM will assist the design team with developing Project scope of work and cost estimates. Construction documents will be issued to the selected contractor/s. Value engineering and guaranteed maximum price development will take place during September 2023. Phased construction of the Project will begin as soon as conditions permit in the fall of 2023. Project completion date is prior to December 2025. The CM will be responsible for further definition of the Project schedule, phasing, and the overall delivery of the Project.

Scope of Services

1. Contract terms will be based on AIA Document A133 2019, Standard Form of Agreement between the Owner and Construction Manager as Constructor with a Guaranteed Maximum Price (the “CM”). It is anticipated that the CM will be expected to provide the following services, although a final decision on the scope of work will be made during the contract negotiation.

2. Planning, Preconstruction and Design Management Services may include:

Gain familiarity with Project needs, budget, and timing.

Confirm scope and program requirements.

Conduct meetings with site staff and design team to refine detailed scope and program, including compliance with Material and Construction Standards.

Review proposals received from firms for preconstruction phase for scope and reasonableness to provide recommendations to the County.

Review level of effort and associated costs for reasonableness and appropriate quantity.

Interact with design consultant as needed to obtain appropriate scope and level of effort.

Set up a decision-making framework to ensure timely Project decisions.

Ensure the Project is properly set up in tracking software which may include initial schedules and budgets.

Review contractor and supplier invoices for reasonableness, correctness, and appropriate charges.

Provide monthly status reports in prescribed format.

Attend weekly project meetings.

Participate in and maintain minutes of critical pre-design phase meetings.

Participate in the site environmental due diligence site planning as determined by the County.

Coordinate and communicate effectively with various consultants, agencies, regulatory agencies, other County employees, and/or others as needed.

Additional tasks associated with successful project management.

Develop Fast-Track or Sequential phasing for optimal project scheduling, including Landers on-going operations and sequencing with adjacent hotel construction. Coordinate phasing with the design team and County financial planners.

Assist County and Design Team with determination and benefit of Facility Commissioning.

Coordinate scope, and schedule with HVAC Central Plant by Others.

Develop proper scopes of work, schedules, and budgets to manage other contractors, vendors or consultants.

3. Design Phase duties may include:

Monitor design phase schedule and progress throughout all phases.

Review design phase submittals and recommend approval.

Monitor Project budget to ensure compliance with the County’s established budget.

Ensure the Project is properly maintained in tracking software.

Review invoices for reasonableness, correctness, and appropriate charges.

Provide weekly status reports in prescribed format.

Attend weekly program meetings.

Participate in and maintain minutes of critical design phase meetings.

Assist in bidding preparation and award process.

Participate in pre-bid meetings.

Facilitate the functioning of an integrated project delivery team.

Additional tasks associated with successful project management.

4. Construction Phase duties may include:

Ensure that contract(s) are properly constructed and executed and issue notice to proceed.

Proactively manage County approved changes on the Project.

Review and make recommendations for contractor’s change order requests for entitlement and cost.

Manage Project contingencies and allowances.

Monitor Project budget to ensure compliance with the County’s established budget.

Monitor construction schedule and report variances.

Ensure that the Project is properly maintained in tracking software.

Review invoices for reasonableness, correctness, and appropriate charges.

Provide daily status reports in prescribed format.

Attend weekly program meetings.

Participate in and maintain minutes of critical construction phase meetings.

Maintain Project documentation in compliance with program standards.

Facilitate the functioning of an integrated project delivery team.

Additional tasks associated with successful project management.

Coordinate construction schedules and tie-ins to HVAC Central Plant and Hotel by Others.

The Construction Manager shall not self-perform any construction services, except as specifically identified in the CM Contract. These are limited to General Condition services.

5. Closeout phase duties may include:

Assist with Project punch list and final inspections.

Assist in review and transfer of the final warranty/guarantee.

Assist in review and transfer of all required maintenance and operation manuals.

Assistance with and/or coordinate moving activities with vendors, Landers staff, others as needed to ensure smooth transition into occupancy.

Coordinate and ensure that required training on systems and materials takes place.

Coordinate and monitor completion of commissioning process.

Review Project final invoices.

Review Project closeout documents.

Reconcile expenditures and budget. Assist in the finalization of any outstanding contracts and claims.

Ensure that all contract deliverables have been completed and submitted to the County.

Additional tasks associated with successful project management.

6. Other duties may include:

Provide administrative support as required, such as County docket and agenda reports.

Provide weekly Project updates.

Update, maintain and provide timely Project budgets and schedules.

On-going review and/or processing of Project invoices to ensure timely payment as required.

Review of contracts to ensure proper execution of scope of services related to the project as required.

Provide specialized technical support as required.

Assist the County's construction program, ensuring compliance with legal and contractual requirements and County policies and objectives.

Miscellaneous duties related to effective and successful Project management as required.

Assist in the development and tracking of requests from the County, its campuses and other facilities providing program services.

Provide estimating services as required.

Provide scheduling services as required.

Proposed Selection Process

The County will be selecting the CM through a pre-qualifications process followed by a proposals and interview process. The proposed schedule for the RFP reviews, notification and interview is as follows:

Deadline for Consultants to submit Questions: 07/06/2023

Deadline for Owner/Architect to answer Questions: 07/12/2023

Deadline for Consultant to submit prequalification & proposal package 07/14/2023

Deadline for County to prequalify Consultants 07/28/2023

County to interview Consultant(s) (Estimated): 08/11/2023

County to finalize recommendation for Award: 08/25/2023

County to finalize CM Contract: 09/08/2023

The County has set the above RFP schedule that all Consultants must adhere to. The County reserves the right to modify this RFP Schedule as needed by addendum. Each consultant must be prepared and equipped to provide such services in an expeditious and timely manner and on relatively short notice to enable the County to meet critical, and at times unpredictable, time deadlines and schedules.

Prequalification

The County will follow the Policy for Prequalification of Bidders for Construction Manager at Risk-Landers Center Expansion Project, as adopted by the DeSoto County Board of Supervisors June 19th, 2023. This prequalification policy can be found at www.landersexpansion.com.

Consideration of Responsive submissions to the RFP will be limited to those who have been prequalified and submissions from non-prequalified firms will rejected.

RFP proposals from the prequalified Candidates will be reviewed based upon the following weighted scoring criteria.

Weighted Scoring Criteria:

35 pts Experience and technical competence of the Key Personnel with respect to the type of professional services required, particularly related to Mass Timber Construction

30 pts Capacity and capability of the firm to perform the work in question, including specialized services, within the time limitations fixed for the completion of the project.

15 pts Firm’s overall responsibility as relates to the prompt and efficient performance of a contract, including firm’s honesty and integrity, skill and business judgment, experience and capability of performing the scope of work, conduct under previous contracts, the quality of previous work, past record of control of costs and ability to meet schedules and deadlines.

10 pts Ability to effectively communicate with all project participants, and

10 pts Firm’s proximity to and familiarity with the area in which the project is located and State of Mississippi procurement law regarding public projects and construction management services.

Proposal Content

The Consultants submitting a response to the RFP and seeking to provide services for the Project should be extremely familiar with all applicable regulations, including the procedures for state-funded projects. The County is looking for a consultant to work as an extension of its staff related to this Project. The CM shall work alongside County and Landers management staff, and the design team, in facilities planning, project and program development, administrative and regulatory approvals through close-out and other related tasks. Tasks may include a variety of planning, design management, oversight of construction and renovation work at the Landers Center.

The CM’s proposal should be as brief and concise as possible. To facilitate an equitable evaluation of your qualifications and proposals, please respond specifically to the following items in the order as described below:

1. General Information

Firm name, address, city, state, zip code and telephone number.

Year established.

If your firm has branch offices, list locations and staff for each.

Type of organization (individual, partnership, corporation).

List of officer’s names.

How many years has your firm provided construction management services?

How will your firm develop and establish leadership for the project team, consisting of the architect, specialty consultants, engineers, owner’s representatives, and contractors involved in the project.

Describe what steps your company has taken during recent years to be innovative and progressive in the development of your business to better serve your clients.

What is your relationship with local contractors and sub-contractors? Identify five local contractors or sub-contractors, including the company name, representative, and phone number, which can be contacted for references. If you do not have a relationship with any local contractors, list regional contacts.

Identify any subsidiaries.

Provide a Statement of Non-Conflict of Interest.

Provide a Statement of the ability to provide the following Insurance:

Comprehensive general and auto liability insurance with limits of not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate, bodily injury and property damage liability per occurrence including:

Owner, non-owned and hired vehicles.

Blanket contractual.

Broad form property damage.

Products/completed operations, and

Personal injury.

Professional liability insurance, including contractual liability, with limits of two million ($2,000,000) per claim,

Workers’ Compensation Insurance shall be maintained, in accordance with provisions of the State of Mississippi Labor code.

2. Experience

Provide a list of comparable projects for which your firm has acted as a construction manager. Include the project name, location, owner, and architect, building type, construction cost, construction management fee, year it was constructed, time frame in which it was completed and the role your firm played on the project.

Provide a list of Mass Timber / CLT projects for which your firm has acted as a construction manager. Given this is a relatively new construction method in this area, list the Mass Timber / CLT expertise you would have on your team, and their list of comparable projects.

Select three of the projects from the above list as specific examples of your capabilities and provide the following information for each project. Identify what specific or unique value your team added to the success of each project.

Name and phone number of Owner’s representative

Name of phone number of Architect or Engineering representatives

Name of your project manager

3. Personnel

Provide a summary of the number of personnel employed by your firm in the following functions:

Corporate Management

Project Management

Estimating and Scheduling

Data Processing/Administrative Report

Safety Inspection

Provide an organization chart graphically indicating how the firm would staff and structure the proposed team of pre-construction and construction phases for the Project. Identify who would be the primary contact with the Administration and the Design Team. Indicate any personnel who would not be located in the Project Field Office.

Provide a list of key personnel that you are prepared to commit to this Project including Project Director and Field Construction Manager.

4. Responsibilities

Describe your capabilities and procedures in the specialized areas of:

Budget Estimating

Value Engineering

Mechanical and Electrical Estimating/Value Engineering

Scheduling

Subcontractor Bid Review and Analysis/Recommendation

Subcontractor Selection

Cost Control

Quality Control

Mass Timber design coordination, fabrication, delivery, installation, and protection.

Provide a typical Cost Status Report for a similar project. (Names and other identifying features may be redacted)

Describe your local knowledge of the local construction conditions and market.

Describe your knowledge of State of Mississippi Public Procurement Laws using the CMAR Project Delivery.

What responsibility does your firm take toward maintaining the budget and schedule?

Discuss steps you will take to ensure maximum participation of the local contracting community in this project.

Describe your firm’s special strengths and area in which you believe your company to be exceptionally competent.

Describe how your firm would follow up on any warranty issues during the one- year contractor warranty period.

Describe how your firm will manage County’s liability and coordinate contractor’s insurance requirements.

Evaluation Criteria

The proposals will be evaluated relative to the following criteria:

Qualifications of individuals assigned to the project.

Familiarity with the public bid laws, local and regional construction markets.

Performance on past projects, including current or past project-related litigation.

Ability of firm and assigned personnel to meet time and budget constraints.

Project experience and approach.

Recent, current, and projected workloads.

Experience and expertise with mass timber / CLT construction.

Performance data on file with DeSoto County.

Such additional factors as the County may determine, in writing, to be applicable.

CM Selection

The County will review each CM’s submittal and rank each firm to determine the top candidates. Firms will be interviewed beginning with the firm ranked as the most preferred to negotiate a contract at a fair and reasonable compensation. If the County is unable to negotiate a satisfactory contract with that firm, negotiations with that firm shall be terminated and the County shall then begin negotiations with the firm that is next preferred. The County reserves the right to request that some or all the respondents submit additional written information. The County also reserves the right to reject any or all proposals and to select a firm and award a contract as is deemed in the best interest of the County.

Cost of Preparation

All costs associated with preparation of statement of qualifications shall be borne by the interested firm. The Response, including all drawings, plans, photos, and narrative materials, shall become the property of the County. The County shall have the right to copy, reproduce, publicize and/or dispose of each Response in any way that the County may choose. Pre-Qualified Consultants are in no way guaranteed to receive any work.

Procedure for Submission

Construction Managers wishing to be considered shall submit eight (8) hard copies and one (1) electronic copy (in PDF format) of their qualification materials to:

Ms. Vanessa Lynchard, County Administrator

DeSoto County Board of Supervisors

365 Losher Street, Suite 300

Hernando, Mississippi 38632

Qualification and proposal materials must be received by date the County office no later than 4:00 pm on July 14, 2023, per Proposed Selection Process schedule.

Questions regarding the content of the RFP submittal instructions should be directed in writing or by e-mail by July 6, 2023, per Proposed Selection Process schedule, to:

Ms. Vanessa Lynchard, County Administrator or Doug Thornton, AIA,

DeSoto County Board of Supervisors AERC, pllc

365 Losher Street, Suite 300 342 West Valley St

Hernando, Mississippi 38632 Hernando, MS 38632

VLynchard@desotocountyms.gov For security reasons, you must enable JavaScript to view this E-mail address. dougt@aercpllc.com For security reasons, you must enable JavaScript to view this E-mail address.