CMAR - Polk County Utilities Northeast Regional Warehouse/Operations Building and Fleet Campus

RFP REGISTRATION
You MUST register using this form in order to receive notice of any addenda to
these documents. Please email the completed form to the Procurement Division
as soon as possible. It is the vendor's responsibility to verify if addenda have
been issued.
RFP Number and Title: 26-068, Construction Manager at Risk - Polk County Utilities
Northeast Regional Warehouse/Operations Building and Fleet Campus
Description: Select a qualified Contractor to provide Construction Management at Risk
(CMAR) services for the preconstruction, including the preparation and submission of a
guaranteed maximum price (GMP), and construction phase services for a new 41,110
square foot warehouse and fleet facility, located at the intersection of Home Run
Boulevard and Westview Road in Davenport, Florida.
Receiving Period: Prior to 2:00 p.m., Wednesday, July 22, 2026
Bid Opening: Wednesday, July 22, 2026, at 2:00 p.m. or as soon as possible
thereafter.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions: A MANDATORY pre-proposal meeting will be held Thursday,
June 25, 2026, at 10:30 a.m. in the Procurement Conference Room at the Polk County
Administration building, located at 330 W. Church St, Room 150, Bartow, FL 33830. An
authorized representative or agent of the Proposer must be present at this meeting in
person, as evidenced by their signature on the meeting's sign-in sheet, or the Proposers
Proposal will be considered non-responsive. A mandatory site visit will immediately
follow.
Questions regarding this RFP must be in writing and must be sent to Brad Howard,
Procurement Analyst, via email at bradhoward@polkfl.gov. All questions must be
received by 4:00 pm on Tuesday, July 7, 2026.
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RFP REGISTRATION
You must register using this form in order to receive notice of any addenda to these
documents. Please email the completed form to the Procurement Division as soon as
possible. It is the vendor's responsibility to verify if addenda have been issued.
RFP Number: 26-068
RFP Title: Construction Manager at Risk - Polk County Utilities Northeast Regional
Warehouse/Operations Building and Fleet Campus
This form is for bid registration only. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polkfl.gov. You must submit one form for each solicitation that you are
registering for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
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PROPOSAL SUBMITTAL INSTRUCTIONS
Proposers must submit their proposal prior to 2:00 p.m. on the receiving date. Proposals
must be submitted in a "sealed" parcel or electronically through Polk County's secure
website, Kiteworks. Proposals will be publicly opened at 2:00 p.m. on the receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel proposal submit one (1) original marked
ORIGINAL and five (5) copies marked COPY of the proposal in a sealed parcel to the
Procurement Division. The parcel should be labeled "RFP #26-068, Construction
Manager at Risk - Polk County Utilities Northeast Regional Warehouse/Operations
Building and Fleet Campus" and marked with the proposer's name and address. The
Proposals may be mailed or delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, FL 33830
To assist with labeling the sealed parcel, please cut along the outer border and affix this
label. Be sure to include the name of the company submitting the proposal where
requested.
Sealed Proposal. DO NOT OPEN
RFP Number 26-068
RFP Title Construction Manager at Risk - Polk County Utilities Northeast
Regional Warehouse/Operations Building and Fleet Campus
Due Date/Time: July 22, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
Proposals may be mailed, express mailed or hand delivered. It is the Proposers
responsibility to ensure their package is delivered to the Procurement Division prior to
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2:00 p.m. on the Receiving date and time referenced above. Proposals delivered at 2:00
p.m. or later will not be accepted.
Electronic Proposals Submittal:
All prospective Proposers that are interested in submitting their proposals electronically
can do so via the County's secure electronic submittal website, Kiteworks. Proposers
must email bradhoward@polkfl.gov at least 48 hours prior to opening to receive a link to
upload their submittal. Please only upload your documents as a PDF or Excel file for the
Cost Tab, if applicable. Please use the name convention of your files as follows:
"RFP 26-xxx Tab 1"
"RFP 26-xxx Tab 2"
"RFP 26-xxx Tab 3"
"RFP 26-xxx Tab 4"
"RFP 26-xxx Tab 5"
"RFP 26-xxx Tab 6"
"RFP 26-xxx Tab 7"
"RFP 26-xxx Tab 8"
"RFP 26-xxx Submittal Documents"
For more instructions, a video tutorial has been produced to further explain the
electronic solicitation submittal process. It can be found by clicking here for RFP
Submittals: https://youtu.be/vkn_7AHgioE. If you need assistance accessing this
website due to ADA or any other reason, please email Brad Howard at
bradhoward@polkfl.gov.
Procurement recommends that Proposers submitting electronically double check the
documents submitted into Kiteworks to ensure all requested tab information has been
uploaded. Failure to upload the requested tab information may result in the proposal
being deemed nonresponsive.
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POLK COUNTY
Procurement Division
Fran McAskill, Procurement Director
Request for Proposal 26-068, Construction Manager at Risk - Polk County
Utilities Northeast Regional Warehouse/Operations Building and Fleet Campus
Sealed proposals will be received in the Procurement Division, Wednesday, July 22, 2026,
prior to 2:00 p.m.
Attached are important instructions and specifications regarding responses to this Request for
Proposal (the "RFP"). The failure of a responding proposer (a "Proposer") to follow these
instructions could result in Proposer disqualification from consideration for a contract to be
awarded pursuant to this RFP.
This document is issued by Polk County (the "County") which is the sole distributor of this RFP
and all addenda and changes to the RFP documents. The County shall record its responses to
inquiries and provide any supplemental instructions or additional documents pertaining to this
RFP in the form of written addenda to the RFP. The County shall post all such addenda,
together with any other information pertaining to this RFP, on the County's website at
https://www.polkfl.gov/business/procurement/. It is the sole responsibility of each Proposer to
review the website prior to submitting a responsive proposal (a "Proposal") to this RFP to
ensure that that the Proposer has obtained all available instructions, addenda, changes,
supporting documents, and any other information pertaining to this RFP.
The County is not responsible for any solicitations issued through subscriptions, publications, or
other sources not connected with the County and the Proposer should not rely on such sources
for information regarding the RFP solicitation.
Questions regarding this RFP must be in writing and must be sent to Brad Howard,
Procurement Analyst, via email at bradhoward@polkfl.gov. All questions must be received by
4:00 p.m. on Tuesday, July 7, 2026.
To receive a copy of Attachment "A", please go to the following FTP site: https://ftp3.polk-
county.net, and you will be prompted for a User ID and Password. The User ID is procurevendor
and the password is solicitation. After you have logged in to the FTP site, double click on the file
folder "RFP 26-068 PCU NE Regional Campus.zip", select "Open" or "Save As" to download
Appendix "A". If you need assistance accessing this website due to ADA or any other reason,
please email Brad Howard at bradhoward@polkfl.gov.
Proposers and any prospective proposers shall not contact, communicate with or
discuss any matter relating in any way to this RFP with any member of the Polk County
Board of County Commissioners or any employee of Polk County other than the County
Procurement Director or the individual designated above. This prohibition begins with
the issuance of the Request for Proposal and ends upon execution of the final contract.
Any such communication initiated by a Proposer or prospective proposer shall be
grounds for disqualifying the offender from consideration for a contract to be awarded
pursuant to this RFP and for contracts to be awarded pursuant to RFPs or Requests for
Bid that the County may issue in the future.
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A Proposer's responsive Proposal to this RFP may be mailed, express mailed, or hand
delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
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INTRODUCTION/BACKGROUND
The intent of this Request for Proposal (RFP) is to select an experienced Contractor to
provide Construction Management at Risk (CMAR) services for the preconstruction,
including the preparation and submission of a guaranteed maximum price (GMP), and
construction phase services for a new 41,110 square foot warehouse and fleet facility,
located at the intersection of Home Run Boulevard and Westview Road in Davenport,
Florida. A proposed new administration building is currently slated as a future phase
design/construction component of the project campus. Please see Attachment "A" -
Conceptual Design and Master Plan Report for technical information.
Furthermore, the County has selected CPH, Inc. for the design, permitting and
construction administration phases of the project.
It is the intent of the County to select and negotiate a CMAR agreement with one CMAR
company as the prime contractor. The County will negotiate a fee schedule for the
selected CMAR Company once an RFP selection committee recommendation has been
approved by the Board of County Commissioners.
Polk County's Selection Process for Construction Manager at Risk (CMAR) services is
in accordance with Section 287.055, Florida Statutes, the Consultants' Competitive
Negotiations Act ("CCNA"). The Selection Committee will review the qualifications of all
submitting firms.
All services must be performed in accordance with applicable Federal, State and Local
regulations.
PURPOSE AND SCOPE
The successful proposer shall utilize an open book approach to the project, resulting in
a fixed cost and provide a GMP with full disclosure of actual costs to the county. Other
responsibilities include value engineering, constructability reviews and
recommendations; attend design and other applicable conferences, pre-bid meetings,
pre-award meetings, and construction progress meetings. The successful company
shall also provide administrative services, supervision and accepted accounting
principles throughout the complete project.
The selection of the CMAR Contractor will be based upon criteria outlined herein under
Evaluation of Proposals. Companies that are not experienced in providing CMAR
services will not be considered for selection. The county's agreement with the selected
Contractor will be a job specific contract for CMAR services. When the fee for pre-
construction phase services is agreed to by the Facilities Division, a purchase order will
be issued for the amount of the pre-construction phase fee. When the GMP is agreed to
by the Facilities Management Division, an Agenda Item will be presented to the Board
of County Commissioners for their approval. After GMP approval, a purchase order will
be issued for the amount of the GMP.
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The CMAR services will include, but are not limited to, the following work categories
necessary to permit and construct the new Buildings:
a. Attend and participate in all design progress/review meetings.
b. Participate in all Buildings modeling reviews and reporting.
c. Provide GMP estimating for schematic design (SD), design development (DD),
and construction document (CD) level design documents.
d. Provide constructability design reviews and reporting.
e. Provide value engineering design reviews and reporting.
f. Provide master project scheduling and reporting services
g. Coordinate and conduct all pre-bid meetings.
h. Provide competitive subcontracting bidding services.
i. Schedule and coordinate all bid openings.
j. Provide bid tabulation results and a GMP.
k. Provide all Buildings permitting services.
l. Provide all construction services.
m. Provide demolition services(if applicable).
n. Coordinate and attend all construction progress coordination meetings.
o. Coordinate and participate in all closeout documentation requirements and
meetings.
p. Provide all warranty services.
The Estimated construction cost is $15,884,134.00.
It is anticipated that the design and permitting phase will take nine (9) months and the
construction phase will take eighteen (18) months.
QUALIFICATIONS
1. Prime contractor must be a State of Florida Certified General Contractor (GC)
and should provide proof of current general contractors' license(s) with their
submittal.
2. Prime contractor must have been in business under the same name or EIN
number for a minimum of 10 years.
3. Bidders must possess a Polk County Local Business Tax Receipt (f/k/a Business
License) in order to do business with the County. A copy of such license must be
provided to the Procurement Division before award is made to the successful
bidders.
4. Prime contractor must have CMAR experience.
AGREEMENT
The term of the resulting CMAR agreement will be negotiated as part of Elevation Level
4, contract negotiations.
SUBMITTAL
Submittals should not contain information in excess of that requested, must be concise,
and must specifically address the issues of this RFP. The responses should be in the
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same order as the selection and evaluation procedures. Proposals are to be printed
double-sided. Unnecessarily elaborate brochures or other presentations beyond those
sufficient to present a complete and effective submittal to this solicitation are not desired
and may be construed as an indication of the proposer's lack of cost consciousness.
Elaborate artwork, expensive visual aids, and other presentation aids are neither
necessary nor desired, unless specifically requested. The proposal submittals should be
contained within a three (3) ring binder (original and each copy in separate binders).
Each submittal should contain:
Tab 1, Executive Summary:
(Items a-e: Maximum two (2) pages)
a) Name, company name, telephone number, and email address.
b) State the number of years in business as the same company/firm.
c) State the number of full time employees.
d) Provide a copy of your current State of Florida General Contractors license.
e) Describe and explain any litigation, major disputes, contract defaults, or liens
experienced in the last ten (10) years.
Tab 2, Approach to the Project (30 Points)
(Maximum three (3) pages)
a) Define in detail the components of job specific pre-construction services and the
responsibility of the Construction Manager for each component of this phase
including budget estimating, value engineering, constructability recommendations
and master project schedule.
b) Detailed approach to the CM's competitive bidding for subcontracts, other cost of
the work, general conditions cost summary, CM fee negotiations, GMP
compilation, etc.
c) Owner direct purchase and sales tax savings approach to the project.
d) Approach to the management and construction of the project.
e) CM's approach to quality workmanship and contract compliance control
measures.
Tab 3, Experience and Expertise, Personnel & Technical Resources (25 Points)
I. Provide a minimum of three (3) and a maximum of five (5) similar CMAR projects
performed for public entities which best illustrate the experience of the prime
Construction Manager and current staff. (List no more than five (5) projects within
the last ten (10) years.) (Maximum of one (1) page only per project). For each
project please provide:
a) Name and location of the projects.
b) The nature of the Contractor's responsibility on the projects.
c) Project Owner's representative name, address and phone number.
d) Date projects were completed or are anticipated to be completed.
e) Size of projects (gross S.F. and/or area of construction).
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f) Cost of projects (construction cost).
g) List of change orders, including dollar amount, which were the result of
unforeseen circumstances or design errors/oversights; and any time
extensions created as a result of the change order
h) Work for which your staff was responsible (self-performed).
i) Project manager, superintendent and other key professionals involved in
the projects
II. Provide an organizational chart of the firm's team highlighting the key individuals
who will work on this project as identified above.
III. Provide brief resumes of key personnel to be assigned to the project including
but not limited to the items in the list below. (Maximum one (1) page per resume.)
Identify project related capability of in-house staff and indicate the adequate
depth and abilities of the organization that it can draw upon as needed. This will
include management, technical, and support staff. (Indicate whether office or field
related.)
a) Name and current position held by the person.
b) Job assignment for other projects.
c) Percentage of time to be assigned full time to this project
d) How many years have they worked with this Contractor?
e) How many years have they worked with other Contractors?
f) Experience:
1. Types of projects.
2. Size of projects (dollar value of project).
3. What were the specific project involvements?
g) List degrees, certifications, and registrations.
Tab 4, Scheduling and Cost Control (20 Points)
(Maximum three (3) pages plus the sample schedule)
The Contractor's scheduling system and cost control system should be described.
Methods for assuring subcontractors adherence to schedule should be highlighted.
a) Describe the Contractor's use of computer-generated schedules for the
management of construction.
b) Indicate the level of detail to define schedules. Describe methods for
managing the processing of shop drawings. Define means and methods
for managing and responding to requests for Information (RFI's) and
Architect's Supplemental Instructions (ASI's).
c) Indicate the Contractor's approach to project scheduling and coordination
of subcontractors.
d) Describe the Contractor's method for holding projects within budget.
Provide one example.
e) Attach a sample schedule that illustrates your overall scheduling
capabilities.
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