Construction Management at Risk Services

Polk School District
Renovations, Modifications
and Additions
INVITATION TO SUBMIT PROPOSALS
September 16, 2026
Sealed Proposals, from construction professionals, will be received by the Polk County Schools,
Cedartown, Georgia, Owner, in the Office of the Polk County Schools, Board of Education, 612 South
College Street, Cedartown, Georgia 30125, until 2:00 PM. prevailing time on October 20, 2026 for
Construction-Management-At-Risk services for the following projects:
1. Eastside Elementary School Modernization
2. Van Wert Elementary School Hvac Modifications
3. Westside Elementary School Classroom Additions
4. Young's Grove Elementary School Hvac Modifications
5. Cedartown Middle School Athletic Field Lighting
6. Cedartown Middle School Roof Modifications
7. Cedartown Middle School Hvac Modifications
8. Rockmart Middle School Athletic Lighting
9. Rockmart Middle School Roof Modifications
10. Rockmart Middle School Hvac Modifications
11. Cedartown High School Auxiliary Gymnasium
12. Cedartown High School Hvac Modifications
13. Rockmart High School Auxiliary Gymnasium
14. Rockmart High School Football Stadium Visitor Fieldhouse
There will be a Pre-Proposal Meeting at 11:00 A.M. on October 7, 2026 in the Polk County Schools,
Board of Education, 612 South College Street, Cedartown, Georgia 30125. Attendance at the pre-
proposal meeting is mandatory. Parties not attending the pre-proposal meeting will not be eligible to
submit proposals for CM services.
Each proposal shall be submitted on the prescribed Form of Proposal. All blank spaces shall be filled in,
in ink or typewritten, in both words and figures, and the certification shall be completed and executed
when submitted.
At the time and place noted above, the proposals for the project will be received by the Board of
Education. No extension of the proposal period will be made.
Request for Qualifications may be obtained by contacting Mrs. Teresa Moore at James W. Buckley &
Associates by phone at (478) 237-6467 or E-Mail: tam@jwbuckley.com. Electronic documents in .pdf
format will be furnished to interested parties at no cost.
Scope of Work: The scope of the project consists of improvements to the existing Rockmart High
School, Cedartown High School, Cedartown Middle School Rockmart Middle School, Eastside
Elementary School, Westside Elementary School, Young's Grove Elementary School, and Van
Wert Elementary School. Modifications and Additions include, but is not limited to:
1. Site Work, including demolition, grading, storm drainage and pavement.
2. Classroom, Cafeteria, Kitchen Additions, and Modifications.
3. Auxiliary Gymnasium Modifications
4. HVAC System Modifications
5. Athletic Lighting for Baseball, Softball, Football, and Soccer Fields.
Contract, if awarded, will be based on 'Selection Criteria' defined in the 'Request for Qualifications'. No
statement of qualifications may be withdrawn for a period of sixty (60) days after time and date of opening.
The owner reserves the right to reject any or all bids and to waive technicalities and informalities.
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Polk School District
Renovations, Modifications
and Additions
I. Introduction
A. Purpose
1. The Polk County Schools ("Owner") is considering retaining a Construction Management Firm
(CM/GC) for Construction-Management-At-Risk services for the Eastside Elementary School
Modernization, Van Wert Elementary School Hvac Modifications, Westside Elementary School
Classroom Additions, Cedartown Middle School Athletic Lighting, Cedartown Middle School
Roof Modifications, Cedartown Middle School Hvac Modifications, Rockmart Middle School
Athletic Field Lighting, Rockmart Middle School Roof Modifications, Rockmart Middle School
Hvac Modifications, Cedartown High Gymnasium Addition, Cedartown High School Hvac
Modifications, Rockmart High School Auxiliary Gymnasium Addition, and Rockmart High
School Football Stadium Visitor Field House.
2. The CM/GC will assume responsibility for project construction cost by issuing a guaranteed maximum
price once the construction documents have been completed. CM/GC will also develop an overall
project schedule, which will be a contractual obligation. In addition, CM/GC will be responsible for
methods of construction, safety, and the scheduling and coordination of the work of all construction and
miscellaneous contracts required for completion of the project within its predetermined budget and
schedule.
3. The CM/GC will be expected to work closely with the Architect, James W. Buckley & Associates,
Gregory C. Smith, 423 Pine Avenue, Suite 200, e-mail: gcs@jwbuckley.com, Albany, Georgia 31702,
Phone: (229) 883-4698, Fax: (229) 883-0936
B. Project Objectives
1. The CM/GC will function as a CM-At-Risk (CM/GC).
2. During Pre-Construction, the CM/GC will be responsible for pricing and value engineering issues, along
with issues of the facility's maintainability and constructability.
3. When design documents for the project have been completed, the CM/GC, will commit to a Guaranteed
Maximum Price (GMP) for all site and facilities improvements.
4. The CM/GC shall competitively select all construction subcontracts and other work appropriate for
competitive selection using cost, other factors, and including owner input.
5. The successful CM/GC shall not be eligible to bid or enter into contract or subcontract for any of the
construction packages or other services of any nature on the project without the specific approval of
the Owner.
6. In selecting a firm, the Owner will place emphasis on experience of the firm and assigned personnel in
providing function on projects of similar magnitude and complexity as the proposed projects. Selection
preference will be toward firms oriented to the construction field that have depths of knowledge and
resources in principles of general contracting, scheduling, contract coordination and compliance,
budget control, familiarity with State, County, and City laws, ordinances, and codes.
C. Project Assumptions
1. The CM/GC firm should prepare the proposal with the understanding that it will commit, at a minimum,
a Project Manager, Project Superintendent, Assistant Project Superintendent, and one Laborer.
Staffing requirements may be adjusted based on the size and complexity of the individual project(s).
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Polk School District
Renovations, Modifications
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2. The CM/GC, as a part of its Preconstruction Services, will assist with developing a strategy for the best
approach for the successful completion of the Project. Work to include, but shall not be limited to, l
providing guidance and assistance in the preparation of a schedule and a reliable cost estimate.
D. Proposed Section Schedule
1. The tentative CM selection schedule is as follows:
a. Advertise of RFQ/RPF from CM Firms: September 16, 2026
b. Mandatory Pre-Proposal Meeting: October 7, 2026
c. Receive RFQ/RFP from CM Firms: October 20, 2026
d. Review CM RFQ/RFP: October 22, 2026
e. Interview CM firms (if applicable): To be determined
f. Award CM contract: To be determined
E. Technicalities
1. The Owner shall have the sole right to waive technicalities and irregularities in submitted proposals,
and, where deemed appropriate by review committee may pre-qualify, under certain circumstances,
firms which fail to meet one or more minimum criteria.
2. The Owner's right to waive technicalities and irregularities or to prequalify firms which fail to meet
certain aspects of the minimum criteria shall not be construed as an obligation to do so.
F. Bonding
1. Prior to the award of a GMP Contract, the CM/GC shall provide the Owner with a 100% performance
and payment bond for its faithful performance.
a. The CM's performance and Payment Bonds shall be included in the CM's Fee Proposal
2. SubGard Insurance: Construction management firms may, at the construction manager's discretion,
provide Subgard Insurance for Trade (Sub) contractors. If SubGard insurance is to be provided, the
insurance shall cover all trades.
3. Bonding of Trade (Sub) Contractors: Construction Management Firms may, at the Construction
Management Firm's discretion, provide bonding for trade (sub) contractors.
4. Evidence of required bonds shall be presented prior to the execution of contract, insurance policies to
be carried under the agreement shall not be changed, canceled, or allowed to expire without thirty (30)
days prior written notification to the school system.
E. Insurance/Licensing/Taxes and Fees: The Construction Management firm shall provide and maintain in
effect during the life of the agreement, the following insurance coverings:
1. Worker's Compensation:
a. State: Statutory
b. Employers Liability:
1) $50,000.00 Each Accident
2) $50,000.00 Disease Policy Limit
3) $50,000.00 Disease Each Employee
2. Comprehensive General Liability (including Premises-Operations; Independent Contractors Protective;
Products and Completed Operations; Broad Form Property Damage; X-C/U Explosion, Collapse and
Underground Coverage):
a. $2,000,000.00 General Aggregate
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Polk School District
Renovations, Modifications
and Additions
b. $2,000,000.00 Products/Completed & Operations Aggregate
c. $1,000,000.00 Each Occurrence
d. $1,000,000.00 Personal & Advertising Injury
e. $1,000,000.00 Fire Damage - Any One Fire
3. Comprehensive Automobile Liability:
a. $1,000,000.00 Combined Single Limits
4. Umbrella Excess Liability:
a. $5,000,000.00 General Aggregate
b. $5,000,000.00 Products/Completed & Operations Aggregate
c. $5,000,000.00 Each Occurrence
d. $5,000,000.00 Personal & Advertising Injury
e. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors, and
Sub-subcontractors and covering the entire project including materials stored offsite and materials
in transit.
5. Other Insurance:
a. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors, and
Sub-subcontractors and covering the entire project including materials stored offsite and materials
in transit. Value of Builder's Risk policy to equal the value of the GMP.
b. Contractual Liability (Hold Harmless):
(1) Each occurrence: $1,000,000
(2) Aggregate: $2,000,000
5. Evidence of required bonds and insurance shall be presented prior to the execution of contract,
insurance policies to be carried under the agreement shall not be changed, canceled, or allowed to
expire without thirty (30) days prior written notification to the school system.
a. Self-insurance or own maintenance policy will not be acceptable.
6. The CM/GC shall be responsible for the payment of any required taxes or fees associated with the
execution of the contract. The CM shall also be responsible for compliance with all acceptable codes
and statutes. All deductibles shall be included within the CM/GC responsibilities. All installation and
construction work shall be done by contractors licensed in the state of Georgia.
7. The CM will be required to use the E Verify system and provide documentation to the Owner showing
compliance with requirements of the system.
II. General Instructions
A. General
1. The projects will be designed and constructed to a level of quality and timeliness that reflects the use
of a Public-owned facility.
B. Building Program
1. Scope: The project scope of the work includes:
a. Site Work, including demolition, grading, storm drainage and pavement.
b. Football and Baseball Field Modifications
c. Classroom Modifications and Additions
d. Auxiliary Gymnasium Modifications
e. HVAC System Modifications
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Polk School District
Renovations, Modifications
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C. Construction Budget:
1. The conceptual estimate for the work associated
a. Eight Classroom Addition: $ 3.000,000
b. Auxiliary Gym Modifications: $ 8,000.000
c. HVAC System Replacement: $ 5,000.000
d. Athletic Field Improvements: $ 2,000.000
e. Modernization $ 7.000.000
f. Total: $ 25,000,000
D. Construction Schedule:
1. Schedule-General:
a. The Owner would like the construction of the facility completed as expeditiously as possible.
However, the Owner is not willing to pay additional monies for the early completion of the project.
b. The completion of the construction in a time period of less than the times noted on the RFQ is
acceptable provided that the reduced construction time frame does not result in increased costs
to the Owner or otherwise affect the quality and integrity of the work.
c. The CM firm shall be solely responsible for the development of the construction schedule. The
CM firm shall incorporate into the schedule, the necessary time to accommodate limitations
placed on the project by the Owner, and as required to limit interference with the instructional
process.
2. Schedule Considerations:
a. The building will, other than during scheduled breaks, be fully occupied during the construction
period. No work may be performed in the existing building when occupied.
b. The existing building does not contain any 'extra' classrooms that, should they be available,
might allow for renovations to occur in portions of the building while the building is occupied.
c. The CM firm shall plan, for the purposes of developing a fee proposal, a construction schedule
of no less than 16 months.
3. Conceptual Schedule: The time indicated in the Request for Proposals is the architect's estimate of
time required to construct the project. This time frame is not a contractual requirement.
a. Cedartown Middle School HVAC;
(1) Anticipated start date: May 2027.
(2) Anticipated completion Date: August 2027
b. Rockmart Middle School Roof
(1) Anticipated start date: May 2028.
(2) Anticipated completion Date: August 2028
c. Rockmart Middle, Cedartown Middle, Rockmart High Athletic Field Improvements
(1) Anticipated start date: May 2028.
(2) Anticipated completion Date: August 2028
d. Classroom Additions and Modifications
(1) Anticipated start date: May 2029.
(2) Anticipated completion Date: December 2029
e. HVAC Replacements
(1) Anticipated start date: May 2027.
(2) Anticipated completion Date: August 2029
E. Owner-CM/GC Agreement: The contract will be Actual Cost Plus a Percentage Fee not to exceed the
Guaranteed Maximum Price. The Project will be Open Book. All savings, including unused allowances and
contingencies, will be returned to the Owner.
1. The established fee submitted will be a minimum of 8% and a maximum of 12.0% for the project.
This fee shall include all items listed on Project Cost Matrix, including "Pre-Construction Services",
"Construction Management Services Within-Fee", corporate overhead, profit, General Conditions,
and other services specified in CM RFQ/RFP and required by the project.
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Polk School District
Renovations, Modifications
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2. According to this paragraph "In the event a Guaranteed Maximum Price cannot be agreed upon by
all parties, the CM shall receive $100.00 in compensation for preconstruction services. The CM firm
shall not request, nor shall any monies be due, in excess of this amount for services performed prior
to the receipt of trade contract pricing and the development of the GMP, should the submitted GMP
not be accepted by the Board of Education. If the CM's GMP is accepted, the cost for pre-
construction services shall be part of the CM's firm base fee (percentage).
3. Guaranteed Maximum Price: The Guaranteed Maximum Price (GMP) shall include cost of all trade
packages, self-performed work packages, contingencies and specified allowances plus the CM's fee.
a. The CM's fee shall be based on the sum of cost of all trade packages and self-performed work
packages only. In calculating the CM's fee, the following shall not be applied to or included in
the calculations of the CM's fee:
(1) Contract contingencies
(2) Specified allowances
(3) The CM's Fee.
b. Where unused contingencies and/or allowances are returned to the Owner, the dollars returned
to the Owner shall be at 100% value of the unused contingencies and/or allowances.
c. When contingencies and/or allowances are authorized to be used, the CM's fee shall be applied
to these costs.
4. Project Contingencies:
a. ALL contingencies (CM and Owner) consist of the 'Owner's' monies.
b. CM Contingencies:
(1) CM contingency shall be no more than 5% of the value of work.
(2) The contingency is intended to be for the CM's use to resolve unforeseen conditions only.
(3) The contingencies are not intended to be used for the following reasons:
(a) Issues cause by scope gaps in bid packages
(b) To correct non-compliant work or complete incomplete work regardless of whether the
work in question was performed by the CM or trade contractors.
(c) Costs caused by default of contractor, trade contractors or suppliers.
(4) No contingency shall be used without the Owner's and architect's prior approval. Failure to
request and obtain the Owner's and architect's prior approval, will result in requests for use
of continency funds being denied.
(5) All unused contingencies shall be returned to the Owner.
c. Owner Contingencies:
(1) Owner contingency shall be 5% of the value of work.
(2) The contingency is for the Owner's use only.
(3) No contingency shall be used without the Owner's and architect's prior approval. Failure to
request and obtain the Owner's and architect's prior approval, will result in requests for use
of continency funds being denied.
(4) All unused contingencies shall be returned to the Owner.
d. Allowances:
(1) All specified allowances to be included in the GMP.
(2) The allowances are for the Owner's use. None of the allowances shall be used without the
Owner's and architect's approval.
(3) Unused allowances shall be returned to the Owner.
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Polk School District
Renovations, Modifications
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F. Standard Form of Agreement Between Owner and Construction Manager as Constructor: The
Owner-CM contract will be actual cost-plus fee not to exceed the Guaranteed Maximum Price. The project
will be "open book", all unused contingencies will be returned to the Owner. The CM-Owner form of
agreement (Contract) will be AIA document A133-2017 as amended by the Owner and General Conditions,
AIA A201-2019 as amended by Owner. A copy of the amended contract and general conditions will be
available upon request. By submitting a Proposal, the proposer agrees to execute Contract and General
Conditions, as amended by Owner/architect. Changes to the contract by the CM firm will not be acceptable
1. The CM shall provide a two-year warranty on the entire project and shall require that each of the
trade contractors provide a two-year warranty for work performed by trade contractor(s).
2. Upon completion of the selection process the Owner will issue a letter of intent to enter into contract
with the CM firm. Listed below is the process for developing a Guaranteed Maximum Price and
signing of the contract:
a. Signing of A-133-2019 without mandatory Amendment #1, including General Conditions AIA-
201-2017.
b. CM Perform: Pre-Construction phase, including schedule, budgets, and estimates.
c. Upon agreement of construction schedule and preliminary cost, CM/GC will solicit bids from
qualified contractors where a Guaranteed Maximum Price will be generated.
d. Agreement will be signed with A-133-2019 with Amendment #1. This shall constitute a full
contract for the project. The previously developed construction schedule will also become a
contractual obligation. The signing of the contract will be considered the start of construction.
All input prior to Amendment #1 will be considered preconstruction.
e. Should the provisions of the AIA contract conflict with the provisions of this RFP/RFQ, the
provisions of the RFP/RFQ shall govern.
f. In the event a Guaranteed Maximum Price cannot be agreed upon by all parties, the CM shall
receive a maximum of $100.00 in compensation for preconstruction services.
G. Self-Performed Work:
1. Prior to establishing bid packages, the CM shall consult with the Owner and architect regarding the
CM's intent to bid and self-perform portions of the work.
a. The CM is only permitted to submit bids on bid packages where such packages have been
approved by the Owner and architect.
b. CM shall comply with approval conditions established by Owner and architect.
c. The Owner shall have the right to reject the CM's request to self-perform work of bid packages.
2. During the bidding process, the CM shall provide to the architect, a list of trade contractors invited to
bid each bid package for which the CM intends to submit a bid.
3. Where CM intends to submit bids for portions of work, the CM shall submit the sealed bids in
accordance with the following:
a. Sealed proposals shall be submitted to the Owner and Architect no less than 48 hours prior to
the time and date established for the receipt of trade contractor bids.
b. Bids shall be delivered in person or by certified mail, FedEx or UPS.
c. Bids shall have no modifications to bid or bid form and shall contain exclusions, qualifications
or assumption.
4. At Bid opening, where the CM is submitting a bid for self-performed work, the architect will receive
and open the bids from competing trade contractors.
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Polk School District
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H. Selection Process
1. Georgia Code Title 50 Chapter 22: Selection of the CM/GC will be a multi-step process. The Owner
will generally follow the requirements of Georgia Code Title 50 Chapter 22 with respect to the selection
of a CM/GC for the proposed project.
2. Selection Committee: The selection of a CM/GC Firm will be by a selection committee composed of
representatives of the Architect, and the Owner.
3. Written Submittal: The Selection Committee will receive and review Statements of Qualifications and
Performance Data in response to the "Written Submittal for Construction Management Services."
a. Review of responses by selection committee representatives may result in a shortlist of firms to
be interviewed.
b. Responses to the RFQ will first be evaluated against a set of weighted criteria to determine those
firms most qualified and suited for this project.
c. The Fee Proposal is to be submitted in a sealed envelope with written qualifications. Fee will be a
contributing, not deciding factor in the selection.
d. The Owner will then negotiate a contract with the highest-ranked firm. If negotiations are not
successful, the Owner will then negotiate with the second-ranked firm, and so on.
e. Qualifications alone will narrow or determine the field to one who may be invited to interview or
awarded the contract.
f. If interviews are deemed to be necessary, the date and location of interviews will be determined
at a later date.
I. Proposal Instructions
1. Written Submittals: No submittals will be accepted after the time set for receipt. Qualifications and
proposals submitted via facsimile, telegraph, or Mailgram will be rejected. Submit the qualifications
and proposal to the following address:
Polk County Schools
Board of Education
612 South College Street
Cedartown, Georgia 30125
2. Except for submission of questions, discussed further below, proposers shall not contact any elected
members or employees of the BOE or the Architect regarding any aspect of this procurement until
after the award of the contract. Contact with the persons mentioned above could be grounds for
elimination. Contact only the persons listed below. Questions relating to the RFQ or RFP may be
asked by fax or email to:
Gregory C. Smith, Project Architect
James W. Buckley & Associates, Inc., Architects
423 Pine Avenue, Suite 200
e-mail: gcs@jwbuckley.com
Albany, Georgia 31702
Phone: (229) 883-4698
Fax: (229) 883-0936
3. It is the responsibility of each proposer to examine the entire RFQ and RFP, seek clarification in
writing, and review its submittal for accuracy before submitting the document. Once the submission
deadline has passed, all submissions will be final. The Owner will not request clarification from any
individual proposer relative to their submission, but reserves the right to ask for additional information
from all parties that have submitted qualifications.
4. It is the Owner's intent to limit the cost to proposers in responding to this solicitation, so you are
encouraged to be brief and succinct. Page limits for the qualification and proposal submittals are
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