REQUEST FOR PROPOSALS (RFP)

RFP-23-13-14 CONSTRUCTION MANAGEMENT SERVICES

FOR Districtwide Projects

Issued: April 21, 2014

East Side Union High School District (ESUHSD) is seeking proposals from the Board approved pool of District-qualified construction management firms for full comprehensive project/construction management services for districtwide projects. Several of the District’s projects affect all or many of our sites. The District intends to award a single contract for a construction management team to manage these projects. I. Project Description

This is a combination of five districtwide projects:

1. Swimming Pool Modernization This project consists of the design and modernization and/or reconstruction of swimming pool complexes at seven (7) high school campuses: James Lick, Mt. Pleasant, Piedmont Hills, Santa Teresa, Silver Creek, W.C. Overfelt, and Yerba Buena High Schools. The swimming pools date back to the original construction of each campus, and are used for both instructional programs and competition. The District has qualified design-build entities, and will issue the RFP in early May, with proposals due mid June and a tentative contract award at the August meeting of the Board of Trustees. Desired scope of this project exceeds budget; target value design will be critical to this project’s success. As an alternative, the District may use Lease Leaseback to deliver this project.

2. Energy Services Contract (ESCO)

The District has awarded an Energy Services Program Development Agreement to Chevron Energy Solutions. The PDA includes identification of energy conservation measures (ECMs), and determining the specific ECMs that will be used to support a proposed Energy Services Contract. Once it is determined through that process that the cost of the Energy Services Contract will be outweighed by the net savings provided through the improvements and energy conservation measures, those results and findings will be presented to the Board in accordance with the Government Code for the authorization to enter into and Energy Services Contract with Chevron Energy Solutions. Anticipated scope includes replacement of aging and/or failing mechanical and electrical system and controls components, and projects that will improve energy efficiency and/or expand clean energy generation. The ESCO project is to be designed to bring value-added services to the District, including creation of jobs in the clean energy sector, development of curriculum-enhancing opportunities for students and teachers, and lowering of ongoing operational expenditures.

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3. Security Camera System

The District commissioned a security consultant to develop a condition assessment, and subsequently commissioned the consultant to design a districtwide, enterprise-level IP based system that will provide coverage at identified high impact areas. The project will trigger sole source initiatives related to the VMS and cameras.

4. Fire Alarm Modernization

The District commissioned a fire alarm consultant to develop a condition assessment. It is anticipated that their findings will trigger the District to commission the consultant to design repairs and/or upgrades at many if not all sites districtwide. The project will trigger sole source initiatives related to the fire alarm system.

5. Wireless Network Upgrade Phase 2

The Phase 1 installation of the districtwide wireless network is in place. This Phase 2 upgrade will extend coverage. Wireless 2 will accomplish three fundamental goals: 1) provide ‘border to border wireless’ on each campus, increasing instructional areas to any point on the campus. 2) Consolidate older technologies (but still current) at half the sites, install new technologies at the other half so that we maximize functionality, decrease cost and maintenance and provide a future strategy for updating that is more manageable. 3) Create a scaffold for Wireless 3, which will provide wireless to students at home in the afternoons and evening.

II. Total Project Budgets

Swimming Pool Modernization $10,500,000 Measure I (Fund 24) $ 2,026,157 Measure G (Fund 21) $12,526,157

Energy Efficiency Project $ 9,000,000 Measure G (Fund 21) $ 6,500,000 Proposition 39 (Fund 6) $ 2,000,000 Deferred Maint (Fund 14) $17,500,000

Security Cameras Upgrade $ 1,000,000 Measure E (Fund 23) $ 1,000,000 Capital Facilities (Fund 25) $ 2,000,000 Measure I (Fund 24) $ 1,000,000 School Facility (Fund 35) $ 5,000,000

Fire Alarm Systems Upgrade $15,000,000 Measure I (Fund 24)

Wireless Network Phase 2 $ 2,600,000 Measure I (Fund 24)

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III. Delivery Method

Swimming Pool Modernization Design Build

Energy Efficiency Project ESCO

Security Cameras Upgrade Design Bid Build

Fire Alarm Systems Upgrade Design Bid Build

Wireless Network Upgrade Ph.2 Design Bid Build

IV. Schedule

Swimming Pool Modernization (if Design-Build delivery) o DBE contract award anticipated August 2014 o Programming August – September 2014 o Design September 2014 – March 2015 o DSA Review November 2014 – June 2015 o Construction 2015 - 2016

Swimming Pool Modernization (if Lease Leaseback delivery) o Architectural Services contract award June 2014 o Programming July – September 2014 o Design September 2014 – March 2015 o DSA Review November 2014 – June 2015 o LLB Developer qualification July 2014 o LLB RFP, Proposals period August – September 2014 o LLB contract award October 2014 o Construction 2015 - 2016

Energy Efficiency Project o PDA contract award March 20, 2014 o PDA phase April – anticipated August 2014 o ESCO contract award anticipated September 2014 o Design, DSA Review, Construction September 2014 – September 2016 (preliminary tentative)

Security Cameras Upgrade o Design contract award January 2014 o Design January – June 2014 o DSA Review June – August 2014 o Contractor supplemental qualification July 2014 o Construction contract award anticipated October 2014 o Construction November 2014 – December 2015

Fire Alarm Systems Upgrade o Condition assessment October 2013 – anticipated June 2014 o Design contract award anticipated August 2014 o Design anticipated September 2014 – March 2015 o DSA Review anticipated March - June 2015 o Contractor supplemental qualification May 2015 o Construction contract award anticipated August 2015 o Construction September 2015 – December 2016

Wireless Network Upgrade Phase 2 o Design contract award anticipated August 2014 o Design September 2014 o Contractor supplemental qualification August - September 2014 o Construction and/or technology contract award anticipated November 2014 o Construction November 2014 – November 2015

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V. Concurrent projects at relevant sites

Separate other projects planned to occur during the same time period include but are not limited to:

Tree Trimming (campus wide)

Major construction projects are scheduled at all district sites.

VI. Reference Documents

Reference documents can be found at: http://www.esuhsd.org/Community/Bond-Purchasing/index.html 1. Website: http://www.measuree.com/about/program-documents/districtwide-swimming-pools-modernizations/ 2. 2014 0320 9.06 Action to Aprv Prgm Devlpmt Agmt w Chevron (Attachment) 3. Website: http://www.measuree.com/about/program-documents/district-wide-energy-efficiency-project/ 4. 2014 0116 8.05 Security Cameras Rpt Design Contr award (Attachment) 5. Agreement for Construction Management Services (to be Issued In Addendum #1)

VII. Proposal Submission Instructions

Proposals shall include the following: o Cover letter, signed by an authorized officer of the firm o Proposed Team o Proposed Approach o Proposed Schedule o Fee Proposal

Fee Other expenses - identify (if none, so state) If project exceeds the preliminary anticipated scope and/or schedule, specify

if/how firm will approach additional service consideration o Reference Projects, with explanations of how those projects are representative and/or

reflective of experience that is pertinent to and/or will add value to this project. Include client names, email addresses and phone numbers.

o The firm that is awarded services under this RFP will be required to execute the District’s Agreement for Construction Management Services. If RFP respondent will take issue with any portion of the Agreement, proposal should clarify with specificity any exclusions, clarifications, assumptions or concerns pertaining to the Agreement.

o Consultant’s Info (Signed) – Exhibit 1 o Attachment A – Conflict of Interest Form

Email proposal to Janice Unger at ungerj@esuhsd.org. Proposals received after the due date and time cannot be accepted.

Respondents may not withdraw their proposal for a period of ninety (90) calendar days after the date set for receipt of proposals.

VIII. Proposal Evaluation Criteria and Process

Proposals will be evaluated against the following criteria. Each criterion will be weighted as indicated:

Proposed Team (25 points)

Proposed Approach (15 points)

Proposed Schedule (10 points)

Ability to execute District’s form of Construction Management Services Agreement (5 points)

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Corporate Support and Value Added Services (5 points)

Reference Projects (15 points)

Performance History with ESUHSD, if applicable (+/- 5 points)

Fee Proposal (20 points) Written proposals will undergo a technical screening by Capital Purchasing, Facilities Planning and Capital Program Management staff, and will be assigned preliminary scores. Short-listed firms will be invited to present and interview with school and District staff; preliminary scores will be adjusted as appropriate following the interviews. The firm with the highest score will be recommended for contract award.

IX. Estimated Proposal and Contract Award Timeline

April 21, 2014 Issuance of Request for Proposals

April 29, 2014 by 3:00 p.m. Request for Information (RFI) must be submitted to District

May 5, 2014 by 3:00 p.m. Issuance of final addenda (if needed)

May 12, 2014 by 10:00 a.m. Proposals due May 12 – June 18, 2014 Evaluation and contract recommendation period

May 19th Short-listed CM firm interviews

June 19, 2014 Recommendation of contract award to the Board of Trustees

X. General Instructions

Questions and Clarifications:

All questions and clarification regarding this RFP shall be made IN WRITING and emailed to the person listed below. All Emails received will be acknowledged.

Email: Janice Unger at ungerj@esuhsd.org

Phone: 408-347-5079 Fax: 408-347-5075

The District is responsible only for what is expressly stated in this RFP and written addenda thereto. The District is not responsible for and will not be bound by any person not authorized to act on its behalf.

As of the issuance date of this RFP and continuing until the date for submission of proposals, communications with District employees pertaining to this RFP is strictly limited. Personnel representing District will not conduct meetings, conferences or conversations, or exchange written communications with firms and/or individuals who are considering responding to this RFP. A firm whose representatives are found to be acting in any way contrary to this directive will be disqualified from entering into any contract that may result from this RFP.

Fingerprinting: Construction Management personnel must be fingerprinted and badged prior to the commencement of work on any campus. Per Education Code §45125.1, Construction Management employees that come in contact with District pupils shall not have been convicted of a violent felony listed in Penal Code §667.5(c) or a serious felony listed in Penal Code §1192.7(c).

Tobacco and Drug Fee Workplace Policy: The District and all District properties are tobacco and drug free workplaces and, as such, require that all persons on District Property be subject to the requirements mandated by California Government Code §8350, et seq. when on District sites.

Non-Discrimination: The District does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

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XI. Reservations

With respect to this RFP, the District reserves certain rights at any time, as follows:

1. Reject any proposal without indicating any reason for such rejection; 2. Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal, or in the

RFP process, or as part of any subsequent contract negotiation; 3. Request that respondents supplement or modify all or certain aspects of their proposals or other

documents or materials submitted; 4. Request that respondents make an oral and/or written presentation if more information is deemed

necessary; 5. Terminate this RFP and issue a new RFP; 6. Modify the selection process, the specifications or requirements for materials or services, or the

content or format of the proposals; 7. Extend a deadline specified in this RFP, including deadlines for accepting proposals; 8. Terminate failed negotiations with a respondent without liability, and negotiate with other

respondents; 9. Disqualify any respondent on the basis of a real or apparent conflict of interest, or evidence of collusion

that is disclosed by the proposal or other information available to the District; 10. Request that services be provided by certain staff of a respondent, or request that certain staff of a

respondent be excluded from providing services as determined by the District to be in its best interest; 11. Reject a respondent’s proposal where the respondent is in breach of, or in default under, any other

agreement with the District; 12. Award multiple contracts if it is deemed necessary to provide the specified services; 13. Costs of preparation of proposals will be borne by the proposer.

END OF DOCUMENT