The Richland County Recreation CommissionGeneral Obligation Bond

Mandatory Pre-Submittal Conference “Request for Qualifications for Construction Management Services-

Phase III (RFQ BP3-22013)” Tuesday February 12, 2013 3:00 PM

MINUTES

Attending: RCRC Staff – Anthony“Tony”Cooper, Director of Procurement; Ronnie Kinnett, Property Management Division Head and Cornelia Watts, Executive Assistant

Participants – Sherry Cirillo and Patrick Livingston, Enviro Ag Science, Inc.; Frank Hribar, Dennis Corporation; Craig Bohlen, MB Kahn; Jeff Holstein, Cumming Corp.; Dale Collier, Brownstone Construction Group; Davids Myers, Construction Dynamics Inc.; Teowanna Clifton, DESA, Inc.; Dan Lavender, DESA; Jim Lawracy, K. B. Simmons & Assoc.; Dennis Coco, RPW Development.

1. Call to Order:Mr. Ronnie Kinnett called the meeting to order at 3:02 p.m.Mr. Kinnett stated that this is Phase III of the 2008 General Obligation Bond. The various projects under this bond phase could potentially reach $12.7 million. The $12.7 million price tag is totally inclusive of all construction management fees and services, all architectural engineering fees and services, all construction, all permitting, all testing, etc.

Mr. Kinnett turned the meeting over to Mr. Anthony “Tony” Cooper, Director of Procurement, for review of legal Ad and RFQ.

Mr. Cooper reviewed as follows:

2. Review of the Legal Ad (advertised in The State Newspaper):Mr. Cooper welcomed everyone and requested that all questions be held until the end.

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The legal ad that went out was advertised in the State Newspaper on January 26 – 28, 2013. It was also advertised in the South Carolina Black News, the AGC and our Richland County Recreation Commission’s website.

3. Review of the RFQ for Construction Management Services:Mr. Cooper stated that in this review of Request for Qualifications, he will hit on high points, but strongly encourages that everyone read thoroughly what the Request For Qualifications entail.

I. Project Description:On September 9, 2008 Richland County Council enacted an Ordinance “Authorizing the Recreation Commission of Richland County on Behalf of the Recreation District of Richland County to Issue General Obligation Bonds in the Principal Amount of Not Exceeding $50,000,000.00.” This bond was divided into three phases. The third and final phase (Phase 3) will be budgeted not to exceed $12.7 million. This request for proposals will be to address those projects listed in Phase 3 of the General Obligation Bond.”

II. Scope of WorkConstruction Managers will be responsible for various project-related services which may include but not limited to the following:

Planning, consultant selection, permitting, design management, selection of contractor, construction management, inspection, construction progress monitoring, outreach to minority Business Enterprises, and warranty administration. Construction Managers could manage several projects simultaneously in various phases of development.

III. Pre-Submittal ConferenceThe Owner/Recreation Board and RCRC staff will not be available to respond to individual inquiries regarding the project scope outside of this pre-submittal conference. Pre-submittal conference attendance is required in order to submit a response to the RFQ.

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IV. Request For Qualifications Evaluation CriteriaA Statement of Qualification (SOQ) will be limited to ten pages (not including forms and attachments requested by this RFQ) that addresses the following issues:

A. Past performance;B. Ability of professional personnel;C. Demonstrated ability to meet time and budget requirements;D. Proximity to and knowledge of the locality of the projects

(application of this criterion must leave an appropriate number of qualified firms, given the nature and size of the project);

E. Recent, current, and projected work load;F. Creativity and insight related to the projects;G. Related experience on similar projects;H. Volume of work awarded by RCRC to the professional during

the previous five years;I. Volume of work awarded to certified Minority Business

Enterprises and Firms;J. Other special qualification required by the solicitation;

Mr. Cooper reported that at this time there are no other special qualifications required by this solicitation.

V. Submission RequirementsA Statement of Qualifications (SOQ) which includes a one-page cover letter plus a maximum length of ten (10) pages to address the RFQ criteria set forth in section IV above. Requested attachments and other required submissions shall not be counted in the ten page limit. Mr. Cooper asked everyone to please note that resumes for each key team member shall be limited to a maximum length of two pages, no Company information, and should be incorporated as Attachment B at the end of the RFQ. Mr. Cooper instructed to please provide one unbound original plus seven copies, total of eight, of the Statement of Qualifications (SOQ) in a sealed package clearly marked on the front of the package “Richland County Recreation Commission Bond Program Construction Management Services RFQ BP3-22013”. All submittals must be received by the Richland County

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Recreation Commission at 5819 Shakespeare Road, Columbia, SC 29223 no later than 3:00 p.m. on Tuesday, February 26, 2013. Any submittal received after this time shall not be considered. Submittals sent by facsimile or email will not be accepted.

Please be advised that failure to comply with the following criteria may be grounds for disqualification:- Receipt of submittal by the specified cut-off date and time.- The number of originals and/or copies of the submittal

specified.- Adherence to maximum page requirement.- Receipt of submittal in correct location.- Attended Pre-Submittal Conference.

Each page side (maximum 8 ½ x 11) with criteria information will be counted. Pages that have project photos, charts, and graphs will be counted towards the maximum number of pages. Front and back covers, Table of Contents pages and tabbed divider pages will not be counted if they do not contain submittal information. Resumes should not include project pictures or general firm information.

VI. Submittal Document RequirementsRespondent’s submittal shall include the following items in the following sequence:

A. Cover Letter – Respondent shall include a one page introductory letter

B. Statement of Qualifications in narrative form that covers all items in Section IV. This portion is limited to ten pages not including forms and attachments.

C. Organizational chart labeled at Attachment A.D. Resumes, which are optional, labeled as Attachment B.

Resumes for each key team member shall be limited to a maximum length of two pages with no Company information.

E. Letters of Reference, which are optional, labeled as Attachment C – Respondent may provide a maximum of five letters of reference.

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Failure to complete and provide any of the above referenced documents may result in the Respondent’s submittal being deemed non-responsive and therefore disqualified from consideration.

VII. Selection Process and ScheduleThe Recreation Commission will conduct a comprehensive, fair and impartial evaluation of all qualified submittals received in response to this RFQ according to the criteria set forth in Section IV.

The Commission reserves the right to select multiple firms to be included on the Bond Construction Project Management Services List based on the size and categories of projects anticipated during the Bond Program.

Submittals are due Tuesday, February 26, 2013 until 3:00 p.m. at the RCRC main office located at 5819 Shakespeare Road, Columbia, SC 29223.

Final approval of a selected firm is subject to the action of the Richland County Recreation Commission Board.

VIII. Award of Contract and Reservation of RightsA. The Recreation Commission reserves the right to accept one of

more submittals or reject any or all submittals received in response to this RFQ, and to waive informalities and irregularities in the proposals received. The Recreation Commission also reserves the right to terminate this RFQ and reissue a subsequent solicitation, and/or remedy technical errors in the RFQ process.

B. This RFQ does not commit the Recreation Commission to enter into a Contract, award any services related to the RFQ, nor does it obligate the Recreation Commission to pay any costs incurred in preparation for submission of a response or in anticipation of a Contract.

C. The successful Respondent must be able to formally invoice the Recreation Commission for services rendered,

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incorporating the Recreation Commission’s purchase order numbers that shall be provided by the Recreation Commission.

D. All submittals become the property of the Recreation Commission upon receipt and will not be returned.

E. Any cost or expense incurred by the Respondent that is associated with the preparation of the submittal, the Pre-Submittal Conference, or during any phase of the selection process, shall be borne solely by the Respondent.

F. Changes, amendments, or written responses to questions received in compliance with Section IX, Communication Guidelines may be posted on the Recreation Commission’s website at www.richlandcountyrecreation.com. It is the Respondent’s responsibility to review this site and ascertain whether any amendments have been made prior to submission of a response. No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the RFQ, and changes to the RFQ – if any – shall be made in writing only.

IX. Communication GuidelinesOnce the RFQ has been released, Respondents are prohibited from communicating with Recreation Commission Board Members or staff regarding the RFQ except for questions and answers during the mandatory pre-submittal meeting.

Respondents are prohibited from communicating with any board member, staff member or employee of RCRC or with any member of any selection committee regarding the RFQ or submittals for the time that the RFQ has been released until the contract is posted as a Richland County Recreation Commission Board agenda item. These restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the RFQ and/or Respondents’ Submittals. Violation of this provision by a Respondent and/or their agent may lead to disqualification of Respondent’s submittal from consideration.

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The RCRC selection committee reserves the right to contact any Respondent for clarification, interviews, or to negotiate if such is deemed desirable by the Commission.

4. Advise Respondents of Additional Requirements:1. Professional Liability Insurance

Please also note that the selected Construction Management Firm will be required to carry:

- $1 million dollars per occurrence and aggregate for Commercial General Liability Insurance; and

- $500,000 per claim on Professional Errors and Omissions (E&O) Insurance in accordance with the SC Consolidated Procurement Code.

2. Objectivity of Services (CM)- The selected CM Firm will monitor the work of architectural

and engineering consultants and contractors engaged in the design and construction of a variety of complex County park development and construction projects.

The insurance requirements are not in the RFQ, this will only be for the successful responding firm.

5. RCRC Staff to receive questions:

Questions concerning the RFQ for Construction Management

Question 1 – What does it mean when you say no Company information on resumes?Answer – We are looking for personal accomplishments or experience unrelated to Company. As an example, if you have worked on projects for MB Kahn, we are not interested in those projects on the individual resume; that comes under the scope of MB Kahn, the Company’s qualifications. We are looking for the individual’s background, education and/or experience.

Question 2 – Will there be minutes of this meeting posted in any way?

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Answer – Minutes along with the attendance list will be posted on the RCRC website, www.richlandcountyrecreation.com.

Comment – Mr. Kinnett stated that the best recommendation that he can give is under Section IV Request for Qualification Evaluation Criteria, use this as a guideline of information to provide in your RFQ and it is also helpful if you do it in that particular format which makes it easier for those that will be grading the RFQs if it’s in order and not scattered through the RFQ. It would be nice to see all your past performance information in one section, ability of professional staff in one section, etc.

Question 3 – Under Section IV, I. Volume of work awarded to certified MBE firms, I assume that you are not looking at so much as where a firm may have worked for us within our contract prep in the building programs that we have been a part of, is that correct? Percentage of MBE participation, for example the Richland County School District, you’re looking for the percentage there and not a sub consultant who may have worked for our Company in particularly?

Question 3a – Can you please restate the question?

Mr. Cooper restated - He’s asking if under Section IV Item I. Volume of work awarded to certified Minority Business Enterprises and Firms; if when they are rated, are they rated based on who they have used as far as the MBEs, correct me if I am wrong.

Question restated using as an example Richland County School District; are you looking for a percentage or a level of participation in that building program or the level of participation a sub consultant may have had working for my Company? I think you are looking for that building program, the level of participation in that construction process more so than our direct contract with the owner.

Answer 3a – Mr. Cooper stated that in your various projects, approximately what percentage of the MBEs you have used in the various projects.

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Comment – You are looking for a dollar amount, for example if it was a $100 million program.

Mr. Cooper responded – We are really just looking for a percentage. If for example for an entire project 20% was set aside for minorities, MBEs, WBEs, etc. Some companies may not even set aside any thing, some companies may not even use DBEs, but our Committee is looking for how successful has your firm been in awarding various stages of the project for these various programs, DBEs, WBEs, etc.

Comment – So that’s per firm, not per project.

Mr. Cooper responded, per firm. If Firm A is submitting, we are looking not for a project but in Firm A’s totality the history of projects in the past, what has been basically your goal in awarding these projects to DBEs or WBEs.

Comment – So don’t list it out as per project/job, but what you have done as a firm.

Mr. Cooper responded – Yes, list it as a firm but I don’t think it would be a problem if you want to use different projects as an example, but what we are looking for is what kind of interest does your firm have for small businesses.

Mr. Kinnett added – An example might be good but not just a single example of a single project, we are looking at more of a global perspective as to what you’ve been doing project by project.

Mr. Cooper thanked everyone for their interest and attendance.

6. AdjournMeeting adjourned at approximately 3:45 p.m.

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