Taipei Economic and Cultural Office in San Francisco

Taipei Economic and Cultural Office (TECO) in San Francisco

RFP for Construction Management Owner’s Representative Services

Case number：SFCM202303001

 Introduction

The Taipei Economic and Cultural Office in San Francisco (TECO in San Francisco) has recently purchased 345 4^th Street in San Francisco. This is a stand alone building that was left in warm shell condition. There are 7 floors and a rooftop terrace. The goal of the project is complete the tenant

improvements on all floors totaling roughly 56,000 SF.

The objective of this proposal is to hire the Construction Management Owner’s Representative that is the best match for the TECO in San Francisco team. The Owner’s Representative will be responsible for using the Programming & Space Plan Package developed by the selected architect to finalize the onboarding of the final selected architect to complete the project through Design Development, Construction Documentation, Permitting, through construction and close-out.

The Owner’s Representative will be responsible for the continued development of the overall budget, schedule and build team. It is understood that the proposal will be based upon the information provided in this RFP and that all transactions and communications shall be conducted in an ethical manner. All bids must be submitted in the format requested in this RFP. Failure to supply any information requested may result in disqualification. We look forward to learning more about you and your company.

Timeline

About TECO

Taipei Economic and Cultural Office (TECO) in San Francisco is one of thirteen representative offices for the Republic of China on Taiwan in the United States.

The San Francisco office includes the Consular Division, Education Division, Economic Division, Tourism Division, Science and Technology Division, Immigration Division, Chinese Culture Centers (in SF-Chinatown and Milpitas) and Taiwan Trade Center. TECO-SF serves Northern California (above Visalia), Nevada and Utah.

Taipei Economic and Cultural Office in San Francisco Office Hours: Monday-Friday, 9am-5pm

Project Scope

TECO of San Francisco has recently purchased a new building located at 345 4th St, San Francisco, CA 94107 with floor space totaling approximately 56,000 SF. There are 7 floors in warm shell condition and a finished roof deck. The build out will be

determined through final programming. However, for general understanding consider the following conceptual plan for now.

1st Floor Suite A - Reception, secured with new turnstiles for additional security

1st Floor Suite B - Private library space which will most likely require a GN restroom, stairs and ramp

2nd Floor: Consulate Division - Where passports and visas will be handled. This will include counters, bulletproof glass and drywall. If budget and design permit, a new LED wall leading into waiting room. Potential themes to include ocean lift and elements of Taiwanese culture

3rd Floor: All Hands Area - Large group meeting area with potential for oversized LED screen and stage with repeat monitors

4th-7th Floors: General Office Area and a large conference room at whichever location proves most suitable

Roof Deck: A new storage room

All floors will require construction, furniture, IT cabling, AV, Security, Art and Branding.

Construction Management Services

The successful bidder will be reporting to Martin HOU, a Deputy Director of Administrative Division, and will be expected to provide construction management services including, but not limited to:

• Review sites to ensure space-specific construction costs are properly considered
• Ensure that programming / future growth planning is taken into consideration​
• Provide guidance around the permitting process
• Provide value engineering solutions and alternatives as required
• Ensure all critical dates are being met per the milestone schedule
• Hold detailed coordination meetings with MEP Engineers and structural team to best solve for scheduling and cost controls
• Setup clear communication tools and checklists
• Lead weekly coordination meetings with PM Team, general contractor, architect and various other participants
• Hold offline meeting with individual teams as needed including IT, AV, Security and EDG teams
• Provide team with weekly progress reports and photo updates
• Update and review the overall budget on a bi-weekly basis
• Manage the overall schedule and keep all parties coordinated on updates
• Audit all change notices for validity and present for approval
• Monitor and evaluate the quality and accuracy of work completed by contractor
• Coordinate all contractors and internal groups to meet schedule
• Coordinate all contractor RFI submittals and present to project team for resolution
• Ensure project is completed on time and budget (or better)
• Perform a detailed punch walk with the building pre-move in
• Provide a final all-inclusive budget
• Collect all project documentation and provide project close out package
• Ensure that all trades have completed their work and project is concluded successfully.

Specifically Addressing:

1. Schedule: Developing a schedule of events, durations, approvals, permits, construction and FFE.  Own all aspects of the schedule in coordination with the architect, MEP engineers, FFE and Contractor.  Develop microschedules as needed for sprint activities such as furniture deliveries or moves.
2. Budget: Prepare overall budget including professional fees, construction fees, FFE as well as IT as needed.  Issue GC RFP and review GC bid in detail to ensure that the bidders are qualified and the bids are reasonable.  Review and approve all pay applications and invoices to ensure work is completed.  Forecast future spend on a monthly basis. PM to work with TECO to obtain appropriate internal accounting records to reconcile internal spending as well as vendor spending.
3. Building the Team:  TECO is in the middle of their Architectural RFP and expects to have an architect onboard.  CM will be responsible for working with TECO to RFP additional vendors as needed.   Other vendors should include but are not limited to include: General Contractor, AV, IT, Security, Art and Branding.  Assist in contract negotiations.
4. Meetings: Conduct at minimum weekly Architectural and GC meeting.  Coordinate additional offline meetings with all vendors and conference calls as needed. Maintain documented notes and record retention. These meetings shall commence immediately upon notification of award and continue through completion of construction activities.  Meetings may be initially held via conference calls, but once a project team has been assembled, meetings will take place either remotely or onsite.
5. Design Review and Permits: Perform a quality control and acceptance check for the design.  Examine and give thoughtful input on the feasibility of construction implementation. Assist in obtaining City approvals or permits as needed.
6. General Contractor Oversight:  PM to provide weekly onsite presence and will walk the site weekly once construction has started. PM to track and observe design, permitting, procurement, building, punch list and move-in activities.  PM will advise on slippage of the schedule and any critical path activities and propose recovery plan to maintain necessary progress to meet completion date. PM will review design team add services for entitlement and fairness and provide TECO and design team with specific input on each. PM will review construction change orders for entitlement and fairness and provide TECO and contractor with specific input on each.  PM will review and approve all pay applications and closeout for the project.
7. FFE Oversight:  PM to coordinate all vendors who are not direct to the GC with the team.  This includes budgeting, schedule and overall involvement with the team.
8. Project closeout:  Include all final lien invoices and lien releases to ensure the project is properly closed out
9. Weekly Report:  Provide a weekly report that includes a status report of all meetings, a high level schedule, important decisions that are required as well as an overview of the current project status, as well as photos and/or images of design during the appropriate phases.

Qualifications & Requirements

Information to provide

• As part of this RFP we are asking your team to build a realistic schedule showing how you see design, permitting, construction and moves in order to complete work by the end of September 2024
• Provide examples of a budget, typical meeting minutes and a weekly report that you would submit

Qualifications

• Provide overview information on your company.
• Provide a list of the services you would provide for TECO for this project
• Provide examples of previous projects that include office tenant improvemnets

Personnel

• List your proposed project team members and their respective roles, responsibilities, and relevant experience
• Provide two to three client references with whom the team has worked on a comparable project.
• Describe the unique value your team will add to the project.

Fees

• Please provide your proposed fee schedule for the project
• Provide ROM estimate of any reimbursable expenses
• Provide billing rates for proposed personnel as the basis of all fee billings. Use fee/rate sheet provided.

Evaluation Criteria

The following criteria will be considered by TECO in their evaluation of RFP submittals:

1. The RFP response including all documentation around proposed communication methods
2. The qualifications of the proposed team members, including their technical expertise and references.
3. The ability of the Bidder to work well with the members of the project team, including architects and consultants.
4. Fees for the service requested.

TECO reserves the right to reject any or all bids without compensation or explanation if insufficient cost justification is made

for the service. TECO does not bind itself to accept the lowest in price of any bid and reserves the right to accept all or any

part of any bid. TECO reserves the right to select and negotiate with those suppliers it deems qualified for competitive bidding

and to terminate negotiations without incurring any liability. While we welcome procedural questions about this RFP, please

refrain from making inquiries about the status of your proposal. We will contact you once our evaluation is complete.

Submission of Proposals

A total of eight (8) copies of the proposals are required to be submitted to the TECO in San Francisco, no later than 5:00 pm, Monday April 10th, 2023.

Proposals shall be submitted and clearly marked as follows: “Sealed Proposal for Construction Management Owner’s Representative Services for TECO in San Francisco New Office Project”. – Attn.: Martin HOU, Deputy Director of Administrative Division, TECO in San Francisco, 555 Montgomery Street, Ste. 501, San Francisco, CA 94111.

Exhibits– Plans / Photos /Rate Sheet

Download:

RFP-Construction_Management_Services_for_TECO_V0306