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Home My WebLink AboutItem 06 - CVB Headquarters TE _.(° MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER ,A br,_. MEETING DATE: JUNE 2, 2009 SUBJECT: CONSTRUCTION MANAGER AT RISK FOR THE CONVENTION & VISITORS BUREAU HEADQUARTERS AND MUSEUM COMPLEX RECOMMENDATION: The Convention & Visitors Bureau review committee recommends that the City Council consider awarding the Construction Manager at Risk contract to Byrne Construction Services for the Convention & Visitors Bureau Headquarters and Museum Complex. The Pre- Construction Services and General Conditions Costs are not to exceed $335,910 and the Construction Services Fee will not exceed 2.95%. See attachment A. FUNDING SOURCE: Funds are available from Bonds issued in December 2008 and May 2009 totaling $11,700,000. BACKGROUND: The Construction Manager at Risk process is one where the company that builds the project, holds the subcontracts and is responsible for guaranteeing the work, its cost and completion date. The CM at Risk process also allows the owner to select the most qualified company to deliver the project when it is needed and at the best price. By instructing that the CM at Risk competitively bid to subcontractors all of the work except the general conditions and fee, the owner is assured that they are getting the lowest possible price. In selecting a construction manager that is skilled, experienced, and works well with architects and engineers, the owner gains a valuable team member whose efforts and expertise can reduce construction cost and speed up construction. A Request for Proposal for the Construction Manager at Risk was created by the Convention & Visitors Bureau with assistance from Purchasing, Engineering and Risk Management. The Request for Proposal was published and all bids were opened on Thursday, April 16, 2009 by Charles Dent, Purchasing Agent. Charles examined all proposals for completeness of pricing and forwarded the analysis to the review committee. 5/28/2009; 3:44:00 PM The review committee consisted of members from Engineering, Historic Preservation, Facilities, Finance and the Convention & Visitors Bureau. These members all provided valuable expertise within critical areas of constructing the Convention & Visitors Bureau Headquarters and Museum Complex and five firms were selected to present to the review committee. To remain impartial and objective, each firm was to conduct a 30 minute presentation with a 20 minute question and answer period. Each firm received an identical agenda from the Convention & Visitors Bureau and was given an equal amount of time to prepare for their presentation. After all presentations were given, the committee members deliberated on which top two firms were to return for follow-up interviews. The intention of the interview was to give the firm specific details on the scope of the project, to establish each firm's qualifications and ideals of the project and to determine which firm best fit our needs. Upon lengthy discussions by the committee, Byrne Construction Services was chosen to negotiate the bid at length. During negotiations, strategies were reached, basic timelines put in place and a fee structure was established. All critical benchmarks were satisfied and it was resolved to recommend Byrne Construction Services to the Council. 5/28/2009; 1:13:10 PM Attachment A City of Grapevine Convention Center and Visitors Bureau Headquarters and Museum Complex General Conditions Cost Breakdown Description Cost % of Time Project Manager $99,330 100 Project Engineer $33,000 50 Superintendent $105,780 100 Safety Manager $12,600 20 Field Engineer C.O.W Field Engineer Helper C.O.W Licensed Survey $3,248 Safety Program $541 Power for Offices C.O.W Constuction Utilities C.O.W Clean-Up C.O.W Office Supplies $5,413 First Aid/OSHA Supplies/AED $1,624 Fire Ext. Setup& Recharge $974 Printing Record, Shop Drawings(misc) $2,400 Progress Photos C.O.W Delivery Services $1,353 Temporary Toilets C.O.W Dumpster&Trash Dumping Fees C.O.W Telephone&Fax $10,122 Small Tools C.O.W Jobsite Truck(s)/Automobile(s) $20,026 Office Trailer $12,449 Job Sign $866 Equipment/Hoisting C.O.W Perimeter(Temporary Fencing) C.O.W Safety Rails C.O.W Copy Machine $4,871 Postal Scales $1,353 Computer C.O.W Tool&Storage Sheds $1,840 Gas, Oil, Grease, equipment repair $12,990 Mobile Phones $4,330 Drug Testing $800 Payment&Performance Bond C.O.W General Liability/Umbrella C.O.W Builder's Risk C.O.W Total: $335,910 BYRIE Thos . S. Byrne Proposal • GCVB-001-Construction Manager at Risk Revised May 22, 2009 Attachment"F" City of Grapevine, Texas Pre-Construction Services Price Proposal Provide a Fixed Price on a monthly basis base on your Proposed Pre-Construction Services as specified in Attachment"D",Construction Management at Risk Contract,developed to support the dates listed in this RFP. Attach an hourly rate schedule indicating rates for each individual shown on the Organizatonal Chart provided in your response to RFP Section 2.5.1.1 Pre-Construction Services,monthly work hours proposed for each,and detailed listing of Reimbursable Expenses in conformance with allowables listed in Page 2 of this Attachment. F1.1 Fully Loaded Monthly Rate $ Scope Total Personnel Rate for 6 Months $12, 000 $ Averge Rate/Month for 6 Months $2, 000 $12, 0 0 0 F1.2 Reimbursable Expenses $ Printing l 1 nwancP) $7. 000 Not To Exceed*Total Reimbursables for 6 Months $7, 000 $ Average Rate/Month for 6 Months $1, 167 _ $7, 000 * Monthly billings supported by receipts F1.3 Markup for On-Site Services No Charge 0% F1.4 APPROXIMATE TOTAL MONTHLY R"TE FOR PRE-CONST.SERVICES. $19, 000 Lump Sum Thos. S. Byrne Proposal GCVB-001 -Construction Manager at Risk Revised May 22, 2 0 0 9 Attachment"G" City of Grapevine, Texas Construction Services Price Proposal G1.1 Construction Phase Services G1.1.1 General Conditions Provide a proposal for the cost of General Conditions as a percentage of total"Direct $335, 910 Costs"as defined in Attachment"D"Construction Management at Risk Contract, excluding only the costs compensated under Fee, Insurance, and Bonds. See Attached N/A % G1.1.2 Fee for Construction Services Fee for Construction services as a percentage of the total"Direct Costs,"excluding General Conditions costs, and to include CMAR's onsite labor costs. Fee percentage should be inclusive of all overhead, profit, insurances, general requirements, etc. (office personnel and overhead) not included in the General Conditions. 2 . 95 % G1.1.3 Costs of Insurance - See itemization below . 5 % G1.1.4 Costs of Bonds - Based on $8 .5 Million . 8 % G1.1.5 Additional Costs If there are costs for which reimbursement is expected explain these in detail in an Appendix to this Attachment. 0 % G1.1.6 , TOTAL MARKUP APPLIED TO DIRECT COSTS 7. 98% Oak G2.1 Dead Band Owner changes to the original construction scope shall not necessitate additional Fee unless the changes cause additional personnel to the CMAR's staff, or extend the General Conditions. Accordingly, provide the cumulative percentage of additive changes which are acceptable without an increased Fee, and a percentage markup applicable to changes in excess of that amount as follows: Dead Band 1.5 % Changes in Excess of Dead Band 2. 95% Example: For a Project with$ Million to$ Million range,the Construction Services Fee is: General Conditions as defined above 5% Fee as defined above 3% Insurance 0.75% Bonds 0.75% Additional Costs 0% Total Markup as defined above 9.50% Assume a 10% Dead Band with a 2% Fee over Dead Band and the City makes changes that cost 15%over Direct Costs for the original Project Scope. Therefore,the first 10% in City changes would incur no additional Fee, but the 5% in excess of the Dead Band would be subject to the 2% Fee. Additional General Conditions would be negotiated on a case-by-case basis to the extent applicable based on extensions to the Project ,,, Schedule. General Liability - .230 Umbrella - . 15% Builder' s Risk - . 12%