OWNER REPRESENTATIVE/PROJECT MANAGER

Agency:	Kenton County
State:	Kentucky
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction 541611 - Administrative Management and General Management Consulting Services 541618 - Other Management Consulting Services
Posted Date:	Jul 26, 2024
Due Date:	Aug 16, 2024
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

July 26, 2024

To All Interested Consultants

Project:

Subject:

Owner Representative/Project Manager

Services for Higher Education Project

REQUEST FOR PROPOSALS (RFP)

The Northern Kentucky Port Authority (NKPA) is requesting proposals from consultants for

Owners Representative/Project Manager professional services for the development of a new

higher education project in Covington, Kentucky. The consultant will function as an extension of

staff, conceptual designer, and will lead stakeholder engagement throughout the delivery of the

project. NKPA is considered the Owner for the project.

This RFP is for professional consulting services for owner representative/project manager (OR-

PM) services for this project. The general scope of this contract consists of providing staffing

and resources and providing owner’s representative and project management support services

for planning, design and construction of the new higher education project.

I. BACKGROUND

During the 2024 Regular Session of the Kentucky General Assembly, an allocation of

$125,000,000 was established in House Bill 1 for: the Northern Kentucky Port Authority to plan,

design, and construct a Commonwealth Center for Biomedical Excellence in the City of

Covington in partnership with Northern Kentucky University and the University of Kentucky.

The funding is intended to facilitate relocation of the Salmon P. Chase College of Law (Chase

Law) and the University of Kentucky College of Medicine – Northern Kentucky Campus (UK

Medicine), both currently housed on the campus of Northern Kentucky University (NKU) in

Highland Heights. To date, no site(s) have been selected or acquired, though a portion of the

fiscal allocation is anticipated to be used for those purposes.

The City of Covington has acquired the former IRS site adjacent to the Ohio River and have

developed a master plan for the 23-acre property. The master plan subdivided the site into 16

individual parcels and collectively named the larger area the Covington Central Riverfront

(CCR). Details related to the development can be found on the City’s website at the following

link:

Covington Central Riverfront - Covington, KY Economic Development (thecovky.gov)

The NKPA anticipates that the site selection process for the new higher education complex will

focus primarily, though not exclusively, on the CCR development.

Subject: Request for Proposal

Project: Owner Representative/Project Manager Services for Higher Education Project

The program scope as currently developed consists of:

• Site analysis, recommendations, and acquisition assistance.

• Planning, design, and construction on the selected site(s) to house program staff

and functions of the Salmon P. Chase College of Law and University of Kentucky

College of Medicine – Northern Kentucky Campus.

• Relocation of staff and functions from NKU’s Highland Heights campus to

Covington.

• Total project budget is $125,000,000.

• Anticipated Design-Build (DB) project delivery method.

The Northern Kentucky Port Authority anticipates the development of an advisory group of core

stakeholders that includes members from Chase Law, UK Medicine, and the Kenton County

Fiscal Court, at a minimum. The advisory group will play a key role in project definition and

scope. The selected consultant will be responsible for leading engagement with the advisory

group. In addition, the selected consultant will be expected to lead multiple meetings to gather

NKPA input and may be asked to participate in external community information sessions. These

meetings could take the form of town halls, one-on-one meetings, specific ‘single group’

community engagement meetings, and/or publicly held community information gathering

sessions.

II. DISCLOSURE

The firm Gresham Smith contributed to the creation of this Request for Proposals (RFP) and is

not precluded from participating as a bidder for the services contained herein.

III. GENERAL PROJECT DESCRIPTION

The Northern Kentucky Port Authority anticipates three major streams of work:

• Architecture and Engineering (A/E)

• Stakeholder Engagement

• Funding

The Northern Kentucky Port Authority also anticipates addressing the following high-level

project objectives in the near-term:

• Complete site due diligence and site selection. Develop overall site plans, business case

and site recommendation for decision-makers.

• Work with the advisory group and other stakeholders to finalize the vision and goals that

will guide the project.

• Activate consultant’s architecture and engineering project team. Identify strategies and

scopes of work to commence each of the three project work streams (Architecture and

Engineering, Stakeholder Engagement, Funding) and coordinate activities across them

all.

• Advance design through the development of Owner’s Project Requirements, Facility

Master Plans, Conceptual Design, and Schematic Design.

Subject: Request for Proposal

Project: Owner Representative/Project Manager Services for Higher Education Project

• Develop project scope, cost, and schedule model to inform NKPA stakeholders and

budget processes.

• Develop criteria for moving project from schematic design into design development and

ultimately construction documents via the selected project delivery method.

The selected consultant will support Northern Kentucky Port Authority as follows:

1. Provide assistance and resources and act as owner representative/project manager

for all three work streams, with primary focus on the Architecture and Engineering

stream, the scope of which will include:

a) Deploy a comprehensive team that will be responsible for developing the project

through schematic design with milestone costing exercises to validate that the

project is reasonably expected to be delivered within the fixed project budget.

b) Help build comradery and teamwork across the project team while holding all

parties accountable for contractual obligations, deliverables, and schedule.

c) Be the independent advocate and advisor for the Northern Kentucky Port

Authority to coordinate all activities of the project team, manage project costs,

accelerate project delivery, and optimize value for Northern Kentucky Port

Authority.

d) Work closely with the Northern Kentucky Port Authority team to coordinate all

bidding, contracting and design activities, manage relationships, seek efficiency

in all phases of the project, provide reports, and monitor/assure contractor

compliance with Northern Kentucky Port Authority record-keeping and other

reporting requirements.

e) Identify and manage project risks, coordinating risk mitigation efforts across the

entire project team throughout the life of the project.

2. Lead and/or participate in the Stakeholder Engagement and Funding Options work

streams as needed to inform the project design work.

The selected consultant will be expected to coordinate with the NKPA and other

consultants/contractors retained by the NKPA. If the NKPA ultimately adopts a Design-Build

method for delivering the project, A/E design work performed by the selected OR-PM consultant

team shall cease at the end of the Conceptual Design, Schematic Design, and Preconstruction

phase. Additionally, the OR-PM’s A/E team will be precluded from participating as part of a DB

team for final design and project construction.

IV. SCOPE OF CONSULTANT SERVICES

The successful Consultant will provide all services as specified per the standard terms and

conditions of AIA C103-2015 Standard Form of Agreement Between Owner and Consultant

without a Predefined Scope of Consultant’s Services, modified to incorporate the Northern

Kentucky Port Authority requirements. A draft contract is included as Attachment 1. The

contract shall be a lump sum contract, providing all the services required as described herein.

GENERAL REQUIREMENTS

The Consultant for this project shall:

Subject: Request for Proposal

Project: Owner Representative/Project Manager Services for Higher Education Project

• Coordinate, manage, and administer the services provided and ensure that any sub

consultants’ services are managed appropriately.

• Set up and continuously manage a document sharing and storage system.

• Consult with the designated Northern Kentucky Port Authority representatives as

needed.

• Attend project meetings, prepare and distribute exhibits and supporting information for

meetings as required, prepare and distribute agendas and minutes for each meeting.

• Communicate with and coordinate activities of all members of the Project team.

• Prepare and regularly update a project schedule that will include milestones for

decisions to be made by Northern Kentucky Port Authority, work by the consultant, and

level of completion.

• Issue written progress reports on a regular basis (not less than monthly), providing

status updates on scope, schedule, budget, and deliverables, and identifying additional

input needed from the Northern Kentucky Port Authority.

• Coordinate their work with those services provided by Northern Kentucky Port Authority

and Northern Kentucky Port Authority’s consultants/contractors.

The consultant shall include, as part of their contract, sub consultants that will be required based

on the project scale, type of facility, and specialized functions. These sub consultants, along with

their expertise and level of participation, shall be indicated in the consultant’s proposal.

Project phases and tasks may overlap or lag each other as the overall project develops, and the

OR-PM shall adjust their work structure accordingly. Anticipated detailed requirements for each

phase are shown below. The scope and sequence of services can be negotiated at any time,

and Northern Kentucky Port Authority may apply internal resources as needed to address the

needs of Northern Kentucky Port Authority and the project.

The initial engagement is for services through schematic design and preconstruction. Services

after the schematic design and preconstruction phase may be authorized incrementally by the

Northern Kentucky Port Authority. Consultants shall propose a fixed budget for schematic

design and preconstruction services as well as estimated budgets for all phases that follow

preconstruction to help inform the total OR-PM budget for the project. Consultants shall detail

broad assumptions associated with estimated budgets for phases after preconstruction. NKPA

is not requesting, nor does it desire, an exhaustive list of clarifications for this budget as part of

this submission, rather a general understanding of how the budget was conceived.

A. Throughout Project

1. Prepare a Monthly Progress Report, which will relate to the status of the project,

throughout the duration of the project. The report should include the following:

a. Executive Summary – include a summary and commentary on financial status,

highlights of major events and milestones, risks and risk mitigation, a schedule

summary, and identification of upcoming activities/milestones/events.

b. Status of Design – summarize design activities and identify known and potential

delays.

c. (If Authorized) Status of Bidding and Construction – summarize bidding and

construction activities and identify known and potential delays.

Subject: Request for Proposal

Project: Owner Representative/Project Manager Services for Higher Education Project

d. (If Authorized) Status of Facility Activations and relocations – summarize plan

and activities and identify known and potential risks and delays.

e. (If Authorized) Status of Close-out – summarize project close-out activities and

identify known and potential delays.

f. Status of Owner’s Items – summarize status and plans for items to be completed

by the Owner (potentially including professional services, fees, FF&E and move

costs).

g. Budget Status Report – include a master project budget which will include a

summary of project cost forecast and variances from budget, and status of scope

changes that are approved, pending, and/or anticipated.

h. Schedules – include an updated milestone project schedule.

i. Risk Matrix

j. Anticipated Project Activity – indicate, in narrative form, anticipated activities of

the project in the upcoming month, actions to be taken during the period, and

any scheduled governing agency reviews/approvals, etc.

k. Other – include such additional or revised information as required by the Owner.

B. Intake and Planning Phase

1. Work with Owner to develop a complete understanding of the project assignment,

including identification of the project customer, key stakeholders, and the project

delivery method/contracting strategy.

2. Attend meetings with the Owner to develop a mutual understanding of the project,

identify roles and responsibilities, and develop working protocols and standards for the

execution of the project.

3. Develop and adhere to a Project Management Plan that includes, but is not limited to,

customer project goals and objectives, financial objectives and controls, schedule,

sustainability, relocation, and timing requirements, change management procedures,

records and reporting, and customer department key success factors. Review and

update the scope, goals and objectives of the project based on review of any previous

project work and input from the Owner and key stakeholders.

4. Manage the development of one or more Owner’s Project Requirements (OPR)

document(s), with inputs from all project team members and stakeholders. The purpose

of the OPR(s) is to provide clear and concise documentation of the Owner’s goals,

expectations, and requirements for the project, and shall be utilized throughout the

project delivery and commissioning process to provide an informed baseline and focus

for design development and for validating the project’s energy performance and

alignment with overall values and goals. The intent of the OPR(s) is to detail the

functional requirements of a project and the expectations of the building’s use and

operation as it relates to building and systems design. The OPR documentation may

consist of one combined higher education complex document, or multiple OPRs for the

different facilities and/or to address new construction versus use/renovation of adjacent

spaces/facilities. The OR-PM is welcome to recommend a different OPR format and

method of differentiating between renovation and new construction, for consideration

and acceptance by the Owner.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid Number:	SPECS 428
Bid Title:	OWNER REPRESENTATIVE/PROJECT MANAGER
Category:	Administration
Status:	Open

OWNER REPRESENTATIVE/PROJECT MANAGER

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also