CSI 50 Conversion / PLA Feasibility / Master Planning Services /

Design Build Requirements Consultant (Owner’s Representative)

RESPONSE DUE DATE: 9/13/24

SUBMISSION REQUIREMENTS: Not to exceed 20 pages PLUS proposed timeline/chronology for Services requested; pdf; 8.5”x11” only; via email to mmercaldo@nycsca.org.

POINT OF CONTACT:  All inquiries regarding this Request for Qualifications and Expression of Interest are to be directed to Martina Mercaldo (mmercaldo@nycsca.org), with the subject line “Inquiry for Requirements Consultant RFQEI”.  This RFQEI is not an offering for the award of any contract. Submission of a response to this RQFEI is not required for future participation in any solicitation.

Description

This Request for Qualifications and Expression of Interest (“RFQEI”) is being issued by the New York City School Construction Authority (“SCA”) to solicit industry feedback and to evaluate vendor interest and qualifications in connection with certain Scopes of Services. The SCA is responsible for the project delivery of new and major renovations of public school facilities throughout the five (5) boroughs of New York City. The SCA oversees all capital planning, contracting, design, and construction management of all projects in the five-year Capital Plan. Here is a link to learn more about the SCA’s Capital Plan.

One or more Consultants will be identified, via a forma Request for Proposal process, to perform Services in one or more of the following areas:

1. Transitioning the SCA from the Master Format Construction Specifications Institute (CSI) 16 Divisions to the current industry 50 Divisions, and training SCA users thereon;
2. Conduct a Project Labor Agreement (“PLA”) Feasibility study for Design Build efforts related to both Capacity (new school) and Capital Improvement Program (“CIP” renovation/rehabilitation) projects.
3. Master Planning Services; and
4. Design Build Requirements Consulting (also known as “Criteria Consultant” or “Owner’s Rep”) Services.

Scopes of Services

1. “CSI 50 Implementation”: The SCA develops and maintains design standards for public school designs that in-house and consultant architects reference to develop construction documents. The SCA performance specifications, which are based on the Construction Specifications Institute (CSI) 16 divisions Master Format breakdown, are used for all SCA project types.    The selected Consultant will be responsible for SCA-wide conversion from the 5-digit code specifications standards that have been modified over the years to the industry’s latest 50 division Master Format with an 8-digit code. 
2. “PLA Study”: Section 1, § 4 of the via Assembly Bill A7636B (NY State Assembly Bill 2023-A7636B (nysenate.gov), the New York City Public Works Investment Act (“Act”), requires that all Design Build efforts be accomplished pursuant to a Project Labor Agreement. A Project Labor Agreement (PLA) is a pre-hire collective bargaining agreement with one or more labor organizations that establishes the terms and conditions of employment and project delivery for specific construction projects. The SCA has a current PLA with the Building & Construction Trades Council of Greater New York (BCTC) covering specified rehabilitation and renovation work. In order to implement a PLA that would govern the SCA’s Design Build projects, the SCA must, pursuant to Labor Law Section 222, Section 2.a.2 (New York Labor Law Section 222), determine that the PLA would further the SCA’s “interest in obtaining the best work at the lowest possible price, preventing favoritism, fraud and corruption, and other considerations such as the impact of delay, the possibility of cost savings advantages, and any local history of labor unrest”. The selected Consultant will be tasked with undertaking, or supporting an SCA-led, “Feasibility Study” specific to a Design Build Project Labor Agreement. 
3. “Master Planning Services”: In response to this RFQEI we are also asking interested firms to demonstrate their ability to perform Master Planning Services with the goal of updating the SCA’s Design Standards for its large portfolio of school buildings. Interested firms should respond with prior examples of their master planning experience relating to standards. Associated disciplines/areas of expertise required for this Master Plan service effort shall include, but not be limited to Architectural, Structural, Civil, Geotechnical, Electrical, Lighting, Heating Ventilation and Air-Conditioning, Fire Protection, Plumbing and Drainage, Interior Design, Sustainability, Landscaping, Cost Estimating, Acoustical, Elevator, Signage and Wayfinding, Waste Management, Kitchen, Traffic Engineering, ADA Accessibility, Forensic Architect, Educators, Graphic Design, Security Consultant, Historical Preservation and Energy Modeling Services. It is expected that the components of the study will include Engagement, Data Gathering and Educational & Building Standards. The required services include but are not limited to: 
   1. Submission of reports in InDesign, PDF, PowerPoint and other electronic format for all documents as required by the SCA. 
   2. Detailed review and assessment of all existing NYCSCA Design Standards. 
   3. Engagement In-person and virtual engagement with stakeholders at the SCA, New York City Department of Education, New York City School Construction Authority, Communities (targeted outreach), SCA Design Consultants, and other parties via workshops (visioning) to ensure that collection of comprehensive data to support the update and creation of additional Design Standards. Listening sessions, workshops and surveys shall be included as means of collecting data for this Master Plan. 
   4. In-person and virtual community engagement to identify highest needs, a vision for teaching and learning in the form of educational specification standards and building and architectural design standards. 
   5. Preparation of recommendations based on data collected from stakeholders, best pedagogical practice and associated cost estimates for the recommendations. Cost estimates will be instrumental in the decision-making process as it will impact the SCA’s 2025-2029 Capital Plan. 
   6. Updating and adding to the SCA’s current suite of standards.
4. "Design Build Requirements Consultant”: The SCA is authorized, via the Act, to award Design Build contracts for certain public works within the City. The Act requires that the SCA utilize a two-step procurement process for Design Build contracts: a request for qualifications and then a request for proposals to short-listed vendors. The Act also requires that the SCA select the Design Build proposal that provides the best value to the City, taking into consideration the qualifications of the Design Builder, the quality of the proposal, and the proposed cost. Design Build contracts awarded pursuant to the Act may be for a lump sum, guaranteed maximum price (“GMP”), or other price format. Firms reviewing this RFQEI should be familiar with the Act, and with the Design Build model, and are being asked to respond to certain SCA-specific nuances in connection therewith. The selected Consultant will be tasked with Program and Project Development, including, but not limited to, development of Design Build strategies,  creation of internal program materials, risk assessments, development of project specific performance-based specifications, pre- and post-award support, and project management/administration services, for SCA Design Build projects. Ultimately, guided by primers and best practices promulgated by the Design Build Institute of America (“DBIA”), the SCA intends to seek Requirements Consulting Phase 2 services from proposers with strong leadership, technical, and facilitative skills that have extensive experience developing and managing Design Build projects. Services required by the SCA include, without limitation, the following: 
   1. Program Development
      1. Strategize and develop the initial NYCSCA Design Build program, outlining project objectives, priorities, opportunities and requirements. 
      2. Collaborate with SCA stakeholder departments including Architecture & Engineering, Construction Management, Capital Plan Management, Design & Construction Innovation Management (including Technical Standards and Cost Estimating), Environmental & Regulatory Compliance, Finance, Information Technology, Legal and Operations to define program goals and objectives.
      3. Recommendations on how to ensure that the Design Professional’s standard of care is maintained as it relates to the Owner. 
   2. Procurement Support
      1. Draft and issue all elements of the two-stage Design Build procurement process including the RFQ and RFP, with particular emphasis on the development of appropriate evaluation criteria to be used during each phase.
      2. Evaluate proposals at both stages and make recommendations based on project requirements and budget constraints. 
   3. Contract Development and Administration
      1. Develop contract documents, including terms, conditions, and scope of work, specific to Design Build program. 
      2. Negotiate contract terms on behalf of the owner to ensure best value and protection of interests. 
      3. Administer contracts throughout the project lifecycle, including dispute resolution.
   4. Design and Construction Oversight
      1. Review design documents to ensure compliance with SCA Specifications, Design Requirements and all regulations including NYC building codes, SHPO, if applicable, FDNY, etc. 
      2. Monitor construction progress and quality through site visits, inspections, and coordination meetings. 
      3. Address design and construction issues in a timely manner to mitigate risks and ensure project success. 
   5. Takeholder Coordination
      1. Facilitate communication and collaboration among internal and external project stakeholders. 
   6. Budget and Financial Management
      1. Develop, maintain and track project budgets, including cost estimates,forecasts, and expenditures. 
      2. Liaise with the selected Design Build team, identify cost-saving and value engineering opportunities and recommend strategies to optimize project spending. 
   7. Risk Management
      1. Identify potential risks and challenges throughout the project lifecycle and develop mitigation strategies and proactive measures, including appropriate insurance requirements, to minimize disruptions and delays. 
   8. Quality Assurance and Control
      1. Implement quality assurance measures to ensure that the selected Design Build partner meets project requirements and delivers high-quality work. 
      2. Conduct regular inspections and reviews to verify compliance with design and construction standards. 
   9. Project Closeout
      1. Manage the closeout process, including commissioning, final inspections, certifications, and documentation.
      2. Facilitate the transition of the completed facility, including collection of operating manuals, warranties and guarantees.

The Design Build Requirements Consultant will also be expected to prepare or facilitate reports, minutes, or other program and project-related documentation, including with regard to MWBE participation, and to maintain comprehensive project records, including contracts, correspondence, and all  documentation required in order to support and respond to any future audit.

Additional Information

Services being requested (2) multiple RFPs with the goal of awarding more than one contract with each capturing one or more Scopes of Services, or (3) a multiple RFPs with each solicitation resulting in a single contract for each Service type identified. For full service firms capable of providing all of the identified Services, the SCA is asking qualified firms to propose a chronology for the implementation of each. For example, we may contemplate “Phase 1” of the Services to capture the Scopes that speak to CSI 50 conversion and the PLA Study, with Phase 2 being Master Planning and Phase 3 being the implementation of the Design Build Program. We are seeking guidance around which Phases, if any, may benefit from being conducted simultaneously.

SUBMISSION REQUIREMENTS

• Company Overview: Brief history, size, and description of your company.
• Qualifications and Experience: Submit a comprehensive summary of your company's qualifications and experience, specifically with regard to the aforementioned requirements for services - CSI 50 conversion, the PLA Feasibility Study, and the Design Build Requirements Consulting services, and Master Planning Services.
  • Firms are encouraged to respond to one or all elements of this RFQEI with expertise that aligns with their portfolio and experience.
  • Firms that are capable of performing more than one element of the Services identified should prepare a hypothetical chronology of how these services should be assigned, together with a plan to address each need.
• Include three specific examples (from members of your project team/joint venture/subconsultants) of successful implementation of each of the above service types, including your firm/team’s comfort level with IT assessments around the conversion from CSI 16 to CSI 50 (systems impact analysis, proposed implementation plan, etc.)
• Team Composition: Provide information on the structure of your proposed team, including key team members who will be involved in the project, as well as their roles, qualifications, and relevant experience.  Firms responding to more than one element of the Services requested are free to recommend different teams for each Scope of Services.
• Implementation and Support: Outline of proposed implementation process, including a projected timeline and cost per service type identified above, proposed training opportunities, and ongoing support services. 
• References: Include contact information for five references from previous clients that are similar in scope and complexity to the SCA's requirements.  These references should cover both the conversion of specification and/or significant specification writing experience and pure Design Build owner’s rep/owner's advisor/criteria consultant experience.

Respondents must provide responses to the first four questions in the “SCA QUESTIONS” section below. Respondents are strongly encouraged, but not required, to provide responses to the remaining questions/topics listed in the “SCA QUESTIONS” section below, as well as any other information that would be informative and responsive to this RFQEI.

Respondents are requested to limit the use of logos and identifying graphics in responding.

The SCA shall not be held liable for any pre-award activity or costs incurred by your firm for preparation and delivery of its response, producing materials, attending meetings or any labor, in connection therewith. Responses received in connection herewith will not impact potential future bidding opportunities. 

We look forward to your submissions and thank you for your interest in supporting the SCA. 

SCA QUESTIONS

 SCA requests ideas and suggestions with respect to how best to structure its Requirements Consultant services, including how best to structure payment for such services (e.g., lump sum, cost + fixed fee, etc.). This information will assist the SCA in developing and issuing its RFP(s) for the professional services mentioned in this RFQEI. Providing responses to the questions/topics below is entirely optional. Respondents are also encouraged, but not required, to respond to all topics.

REQUIRED

1. How long should the Phase 1 initiative around “Spec Conversion” be expected to take, with regard to the technical writing element only? What would an approximate cost for this effort alone be? (There will be a technology-based initiative as well that speaks to the conversion from CSI 16 to CSI 50 within the SCA’s Cost Estimating System, but we are preparing a separate informational section on that initiative that will be released in connection with the RFP.)
2. How long should the Phase 1 initiative around “PLA Feasibility” be expected to take? The Requirements Consultant will have full access to previous studies to inform its deliverable. What would an approximate cost for this effort alone be?
3. What is the most appropriate payment structure for the Phase 1 services and the follow-on more traditional Requirements Consultant services? Respondents should provide detailed information and may include, attached to their response, sample payment terms from other projects/jurisdictions. Responses should account for consulting costs, overhead, and profit at all phases of the project. What would an approximate cost for this effort alone be?
4. How would the Master Planning Services best fit within this engagement? Via a separate contract entirely? Via a sub-consultant arrangement? To be performed simultaneously with the CSI 50 conversion?

Optional

1. Describe Respondent’s approach to developing Design Build projects, including project objectives and scope development.
2. Describe Respondent’s approach to developing a project management organization and processes that facilitate timely decision making by the integrated project management team.
3. Describe Respondent’s approach to managing environmental review compliance processes and risks for Design Build projects, including SEQR, SHPO and other Compliance and Regulatory issues.
4. Describe Respondent’s approach to maximizing minority- and women- owned business enterprises (“MWBE”) participation in Design Build projects.
5. What level of review should be exercised over the Design Builder’s design submittals? (E.g., review and comment without approval, full review and approval of all submissions) 
6. Describe Respondent’s approach to the organization of the design submittal and review process. Note: The Design Builder is expected to choose order and substance of submittals as part of the Design Builder’s means and methods. How would Respondent organize this process and why? Please note all decision points in the process. Respondents may provide illustrative workflows in addition to, or instead of, a written response.
7. Describe Respondent’s approach to developing and implementing proactive claims avoidance and dispute resolution programs for Design Build projects.
8. Describe Respondent’s approach to developing and implementing an effective project closeout process for Design Build projects. 
9. Describe Respondent's approach and anticipated process for the delivery of the Master Plan with the goal of updating and creating additional SCA's design standards.