A Typical Proposal...

Following the development of an understanding of the project, its needs and its limitations, I will submit a proposal,  similar in concept, to the following format (the model shown is for an actual project which is taking place at this time). Typically, a purchase order incorporating the Proposal and the accompanying Terms and Conditions initiates the project.

Solicitation for CM/GC Services for Student Housing Structure

LRA Project 02-05

Scope of Work

Provide a Solicitation for the Construction Management, General Contracting and Continued Operation of a structure for housing students at Green Mountain Community College (GMCC). This solicitation will be in the form of a Request for Proposals and its terms will comply with all applicable Oregon state statutes and administrative rules. Additionally, provide all services and guidance required during the evaluation period and the selection process to the point of making a final recommendation for award.

RFP Components

The RFP will contain, at a minimum, the following components:

• Invitation
• Instructions to Proposers
• Contractual Conditions
• Supplementary Contractual Conditions
• Scope of Work
• Specifications for Work and applicable Processes
• Submittal Requirements
• Proposal Form
• Evaluation Criteria
• Evaluation Form(s)

General Understanding (Background)

GMCC possesses land which it wishes to dedicate to the use of student housing. The resulting structure will be owned and operated by the contractor on land belonging to GMCC for approximately 30 years. Parameters for the construction and operation will be defined in the RFP. The RFP will enable the selection of a firm which will perform all construction activities, from site analysis and conceptual design through to completion, and then operate the structure as a commercial endeavor subject to GMCC requirements for approximately 30 years after completion.

Objective of the Work

The objective of the RFP is to result in the selection of a reputable contractor capable of performing all the functions described and implied above. Selection shall be in compliance with all applicable Oregon laws. Functions and capabilities required of the awardee shall be, at a minimum:

• Long term financial stability
• Resources for the completion of the project
• Provision of all necessary financing for the project
• Provision of all necessary short and long-term bonding for the project
• Clear and successful history of completion of similar work
• Site analysis and site planning
• Preliminary and detail design
• Final design and associated project manual
• Obtaining of all permits
• Provision of construction schedules
• Complete construction management
• Initiation and completion of all construction
• Provision of occupancy certification
• Operation of the project including all occupancy issues
• Complete and timely financial accounting
• Coordination of all the above with representatives of BMCC

An additional objective of the RFP is to serve as the overall contract for the performance of the contractor selected to perform the work.

Inclusions in the Proposed Services

The following services are proposed for inclusion within the flat fee shown below:

• Provision of publication-ready RFP as described above.
• Printing and mailing RFP
• Writing and placing advertising (as desired by GMCC)
• Follow-up activities with proposers
• Fielding of questions from proposers,
• Facilitating of pre-proposal meeting (if scheduled)
• Issue of addenda
• Receipt of proposals
• Analysis of proposals for responsiveness and responsibleness
• Guidance for evaluation committee
• Evaluation and scoring of proposals
• Analysis and recommendation
• Final report (usually to board).

Submittal of acceptable award recommendation constitutes completion of the proposed work.

Exclusions from the Work

The following costs are not included in the flat fee proposed below.
• Cost of advertising
• Cost of distribution mailings
• General reimbursables
• Travel time and associated costs
• Post-proposal involvement (additional time will be invoiced at the standard rate of $75.00 per hour).

Project Schedule

Tthe following schedule is intended to suit your desire to have a contract awarded at the GMCC board meeting in mid-March, 2003.

Activity

Completion Date
Initiate work 11/1/02
Draft RFP 11/29/02
Meeting to refine document Week of 12/2/02
First revision 12/13/02
Substantially complete document 12/20/02
Final revisions, completed document 12/27/02
Advertise RFP 1/3/03
Publish RFP 1/3/03
Pre-proposal meeting (week of) 1/20/03
Responses due 2/7/03
Preliminary analysis 2/14/03
Evaluation period 1/9/03 through 1/31/03
Interview period 2/17/03 through 2/28/03
Final selection/award recommendation 3/7/03

Fee Statements

The following Fee Statements are based upon our best effort to quantify the number of hours needed to provide the proposed services. The fee for provision of the proposed services is $X,000 (excluding reimbursables), regardless of the number of hours consumed by the project unless the scope of the work as described above is considerably changed. All items shown in Exclusions will be invoiced separately as required.

May I suggest that you allow approximately $Y,000 for advertising and an additional $Z,000 for reimbursables.

Fee Milestones

Fees will be invoiced on the basis of the following milestones:

• Upon approval, by GMCC, of the RFP for publication and distribution --- $A,000
• Upon completion of the analysis for responsiveness of proposals --- $B,000
• Upon completion of a final recommendation for award --- $C,000
• Exclusions and reimbursables as incurred --- on a monthly basis

Terms of Service

The terms of service shown on the LRA web site, http://www.rainassoc.com, apply to all work done on this project.

I look forward to working with you on this project.

Respectfully submitted:

Lloyd Rain, Consultant

End

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