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HomeMy WebLinkAboutRFQ 9002 Vertical Project Management - Statement of Work City of Denton RFQ 9002 Statement of Work Prequalification for Vertical Project Management Services The City of Denton (City) is seeking Professional Project Management Services for Vertical Construction Projects. It is the City’s intent to award to a pre-qualified respondent(s) list, and to have the ability to award an unspecified number of contracts per work category over the next three years before re-advertising another RFQ for these services. A: INTRODUCTION The City of Denton, a home-rule city of the State of Texas, is requesting submissions to select at least one and no more than three firms per project category with demonstrated experience in providing professional services for the delivery of vertical construction projects and consulting services to provide staffing support for the Capital Projects Department. Firms may submit on any and all of the individual categories of work relating to program/project management, financial management, construction management and on-sight oversight assistance of the city public works infrastructure as described in this document. The responses shall be submitted to the City of Denton in a sealed submission. The awarded firm(s) shall have the ability to accomplish all aspects of the requested services within the proposed category. B: SCOPE OF WORK Description of Work The City of Denton is seeking to pre-qualify at least one and no more than three respondents per category for a period of three (3) years. Interested firms may be qualified for one or more of the following work categories, which include: Major work categories: • Project/Program Management • Financial Management • Construction Management • On-site Quality Assurance Basic services for Project/Program Management include (but are not limited to): • Assist in the development and continuous refinement of comprehensive project scopes, detailed schedules, and fully funded budgets for multimillion-dollar capital initiatives. • Serve as a liaison when needed for internal departments, external agencies, utility providers, regulatory bodies, and community stakeholders to ensure alignment and timely decision-making. • Assist in design and execute robust public engagement strategies, including town halls, statutory notices, project websites, and community workshops to foster City of Denton RFQ 9002 transparency and build public trust. • Deliver high-quality, executive-level project status reports, dashboards, and presentations on a minimum monthly cadence throughout all project phases. • Coordinate and expedite the acquisition of rights-of-way, easements, permits, and geotechnical investigations required for successful project execution. • Proactively identify, assess, mitigate, and communicate project risks, issues, and opportunities using industry-standard risk registers and contingency planning. • Exercise rigorous financial oversight of project budgets, perform monthly cost-to- complete analyses, and recommend invoices and change orders for approval. • Attend regular project coordination meetings with design teams, contractors, and stakeholders to maintain schedule momentum and resolve issues expeditiously. • Report directly to Capital Projects project manager and assume full accountability for on-time, on-budget, and on-scope delivery of assigned portfolios. • Ensure strict adherence to the City’s Project Management Methodology, Standard Specifications, Standard Details, and quality assurance protocols. This position demands a seasoned professional who combines technical expertise with exceptional communication, political acumen, and a proven track record of delivering complex public infrastructure projects in a municipal environment. Basic Service for Financial Management include (but are not limited to): • Deliver high-accuracy, independent cost estimates for complex vertical projects in close partnership with the City’s Project Manager and design teams, spanning schematic design through construction documents. • Exercise full life-cycle cost management, maintaining ironclad control of approved budgets from award through final closeout, ensuring zero unapproved overruns. • Implement earned-value management (EVM) systems tailored to vertical construction, providing real-time schedule-performance indices, cost-performance indices, and precise forecasts to completion. • Conduct forensic-level review and validation of potential change orders, establishing fair and reasonable pricing while defending the City’s financial interests. • Perform detailed price verification of contractor and subcontractor proposals, validating labor rates, equipment charges, material costs, overhead, and profit markups against contract requirements, prevailing wage determinations, and market data. • Produce concise, executive-ready financial dashboards, cash-flow projections, and variance reports on demand and no less than monthly for each assigned project. • Maintain the single source of truth for all budget, commitment, and expenditure City of Denton RFQ 9002 data within the City’s Procore environment, ensuring 100% audit readiness and real-time transparency for leadership and Council. Basic Services for Construction Management include (but are not limited to): • Act as the City’s central point of contact, orchestrating seamless coordination among internal departments, design consultants, contractors, utility owners, regulatory agencies, and external stakeholders. • Assist in proactive public engagement initiatives including town halls, door-to-door outreach, statutory notices, project websites, and social media updates to ensure community voices are heard and trust is maintained. • Deliver clear, data-driven project status reports, dashboards, and presentations on a weekly basis (or as directed by City personnel) throughout planning, design, construction, and closeout phases. • Proactively identify, assess, mitigate, and escalate project risks, issues, and opportunities using structured risk registers and real-time contingency planning to safeguard schedule, budget, and quality. • Review contractor pay applications with field-verified progress, ensuring strict compliance with City specifications, standards, contract documents, and approved schedules before recommending payment—protecting every taxpayer dollar. • Facilitate and document regular, results-oriented coordination meetings with all appropriate stakeholders as designated by City of Denton personnel. • Report directly to the Program Manager and/or Public Works Inspection Manager (or approved designee), maintaining full accountability for on-time, on-budget, and specification-compliant delivery of assigned Program Area projects. • Submit concise, executive-ready weekly status reports every Monday by 12:00 PM to the Program Manager and Public Works Inspection Manager, highlighting milestones achieved, upcoming critical paths, financial summary, and any action items requiring leadership attention. • Enforce 100% adherence to the City of Denton’s Standard Specifications, Standard Details, and Project Management Methodology. • Maintain impeccable documentation and real-time data integrity within Procore, serving as the single source of truth for all project records, RFIs, submittals, change orders, and daily reports. • Oversee third-party materials testing and special inspections, verifying compliance with approved testing plans and immediately addressing deficiencies. • Provide schedule analysis and recovery recommendations to keep construction on or ahead of baseline, identifying logic conflicts and resource constraints before they become delays. • Ensure full implementation and continuous monitoring of the Stormwater City of Denton RFQ 9002 Pollution Prevention Plan (SWPPP) and all project-specific environmental permits, achieving zero notices of violation. • Serve as the City’s first line of defense against excess liability by rigorously enforcing contract requirements, documenting events contemporaneously, and escalating potential claims before they escalate into disputes. Basic Services for Onsite Quality Assurance include (but are not limited to): • Conduct daily, thorough on-site inspections to confirm full compliance with approved plans, City of Denton Standard Specifications, Construction Details, and all applicable ordinances—serving as the City’s eyes and boots on the ground. • Produce professional, court-defensible daily inspection reports complete with high-resolution photographs, annotated sketches, GPS-referenced maps, and detailed narratives that capture every critical construction activity. Reports shall follow City-standard templates and be uploaded to Procore by 5:00 PM each workday. • Perform field verification of work-in-place and recommend contractor pay applications for approval only after confirming quantities, quality, and compliance with contract documents, City specifications, and scheduled milestones— safeguarding taxpayer funds with zero tolerance for overbilling. • Execute weekly SWPPP inspections in lockstep with Watershed Protection Division requirements, documenting BMP installation, maintenance, and corrective actions to achieve 100% compliance and zero TCEO violations. • Report directly to the Project Manager and/or Public Works Inspection Manager, maintaining full accountability for inspection coverage across assigned projects. • Deliver executive-ready weekly status reports highlighting compliance status, critical deficiencies, safety observations, testing results, and photographic evidence of progress or concerns. • Enforce unwavering adherence to the latest City of Denton Standard Specifications and Standard Details on every project, every day. • Maintain real-time, audit-ready documentation in Procore—including daily reports, material tickets, non-conformance notices, and corrective action logs— ensuring the City holds an unbreakable paper trail. • Oversee and validate all third-party materials testing and special inspections, immediately rejecting non-compliant work and documenting resolution until standards are met. • Additional services, not included in basic services, may be requested by the City in writing and would be executed only upon acceptance by both parties of the scope and costs of each additional services. C: EXPECTATIONS OF CITY DURING AND AFTER CONCLUSION OF RFQ AWARD City of Denton RFQ 9002 The City wants to establish a pre-qualified eligibility list of firm(s) who have demonstrated competence and qualifications to perform the work required and as outline in this document. To be placed on the eligibility list, the firm(s) must be able to meet our expectations as outlined in this solicitation, include services listed in Scope of Work-Section B, and meet minimum score requirements as outlined on Scope of Work-Section I. The City wants to work with the successful firm(s) for seamless start-to-finish project completion. RFQ submissions and subsequent documentation will comply with all Federal, State, County and City laws, regulations, and licensing. The successful firm(s) will provide a competent and experienced contract administration liaison to work with the City and any selected contractor(s). Deliverables and specific project scopes will be determined in writing for each project awarded under this PREQUALIFIED LIST RFQ. To award work, it is the intent of the City to re-evaluate each firm’s Statement of Qualifications and experience as it relates to each new project. Firms on the eligibility list will be reevaluated based on selection criteria relevant to each project or program. Selection criteria after award will consist of Experience and Qualifications of the Firm, Past Performance and Experience specific to each project or program, and Proposed Personnel and Workload/Availability. The City intends to use the information provided during the pre-qualification process to reevaluate for award. Deliverables and specific project scopes will be determined in writing for each project awarded under this RFQ. D: OBJECTIVES To provide qualified project management, financial management, construction management, and onsite oversight services to accomplish the needs of the City of Denton’s Capital Improvement Plan. The established pre-qualified list of eligible firms does not guarantee the use of these specific firms; the City reserves the right to select and use individual firms with indefinite quantity, stated with solicitation upfront and in the contract that no work is guaranteed. The number of projected individual contracts and total value over the next three (3) years is presently unknown. As work becomes available, firms will be reviewed and scored for each project. Selected prequalified firms will be evaluated each time work (i.e. a new project or program) is solicited. Firms will be evaluated each time using the prequalified and their information provided during this RFQ. At the sole discretion of the City, we may request additional information during the selection process. E: FIRM RESPONSIBILITIES The successful firm(s) shall perform all necessary actions as defined by each awarded contract that results from this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, Firm’s responsibilities, project scopes, schedules and budgets shall be negotiated and agreed upon in writing at the time services are required. F: CITY RESPONSIBILITIES City of Denton RFQ 9002 Similar to the Firm’s responsibilities above, the City shall perform all necessary actions as defined by each awarded contract as a result of this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, the City’s responsibilities shall be negotiated and agreed upon in writing at the time services are required. G: PRICING Pricing will not be a factor in evaluating and awarding this RFQ. Any and all pricing references will apply if selected and once a specific project is awarded. Fees for each contract shall be negotiated on a project or program-specific basis. Payment will be made within 30-days of receipt of Firm’s monthly invoice to be paid per the Firm’s rate schedule attached to each contract resulting from this RFQ. Any travel will be reimbursed at cost ONLY after receipts are received, verified, and approved. Travel reimbursement would only be applicable if consultant is traveling outside a 75-mile radius from the City of Denton and must use the gsa.gov website for mileage reimbursement. Travel outside the 75-mile radius must be approved in advance by the City. H: SUMMARY OF QUALIFICATIONS The entire submittal shall be no more than 25 pages in length. All pages within the qualification submittal document count towards the page limit, including cover page, back page, cover letter, dividers/tabs, table of contents. Failure to address items a through d, outlined below, in detail will be sufficient reason to eliminate a response from consideration. Information may be included in response, but do not include or attach a separate audit unless requested. a. COVER LETTER A cover letter with company name, address, phone number, project contact and principal signature is required, expressing interest in the project and certifying that sufficient resources in personnel, equipment, and time are available and can be committed to this project. b. CONSULTANT'S ORGANIZATION Explain type of ownership (individual, partnership or corporation., number of years in business, listing of primary disciplines and services provided, present size of firm and breakdown of employee category, and a statement of financial condition/stability, consultant’s firm or project team including subconsultant (s) debarment, terminated or suspended from contracting with any public or private entity, consultant's firm or team including sub-consultant(s) bankruptcy declaration or filed protection from creditors under state and federal proceedings, consultant's firm or team including sub-consultant(s. indicted or convicted of a felony or misdemeanor greater than a Class C in last 5 years, any claim(s. or litigation on consultant's firm or team including sub- City of Denton RFQ 9002 consultant(s. with any public or private entity in the last five years, insurance coverage in force as required (general liability, automotive liability, worker's compensation. and limits of same. c. PROJECT TEAM Provide resumes for the consultant team members. Provide primary contact, names and titles of employees and all sub-consultant team members, partnering firms and their team members who will have responsibilities under the subsequent agreement. Provide a brief background on all participants to include professional work and areas of expertise. Provide office(s) and team member locations, availability and estimated response times of team members to City tasks. Illustrate each team member's direct experience to the City projects listed herein. Provide an organizational chart breakdown on who will be responsible for what areas. d. RELEVANT EXPERIENCE List projects of a similar nature with which the successful proponent has had direct experience. Be specific on why the referenced projects are like this project, including but not limited to project location, description, date of implementation, services provided by your firm for the project(s), and client contact information. List projects and detail of the project team that has direct experience in all the aforementioned propositions and projects listed therein. Demonstrate your strengths and weaknesses in your direct experience and, where direct experience is lacking, demonstrate how you will resolve it. In other words, the city will be looking for a single firm with strong experience in vertical project management. Should the firm lack in vertical, demonstrate how the firm will account for this lack of experience. Additional points will be given to firms possessing additional certification, licenses or designations from applicable professional organizations. I: SELECTION CRITERIA All firm(s) will be evaluated and scored as outlined in the evaluation procedures of this solicitation. Firms with a score of 75 and above that meet and follow all the requirements as outlined in this specification will be placed on the eligibility list for the qualified project categories. All firm(s) will be evaluated using the criteria listed below. a) Experience and qualifications of the Respondent (FACTOR: 30%). b) Past Performance and experience on projects of this magnitude and complexity (FACTOR: 40%). c) Proposed Personnel and workload/availability (FACTOR: 30%). City of Denton RFQ 9002 The total possible score of the submissions shall be scored and weighted as indicated above. Based on the outcome of the computations performed, each submission will be assigned a raw score. The assigned weight will then be applied to these scores to calculate an overall score for each submission for completion of the final scoring process.