20250604CMAR authorization
School District of Clayton
For Information Only | Action Required Board of Education
Page 1 of 2 Authorization to Solicit Qualifications for Construction Manager At-Risk Services June 4, 2025
Summary Pursuant to Policy FED, the Board may, at its discretion and in accordance with law, use the construction manager at risk method for construction of non-civil works (building) projects in excess of $3,000,000. By definition, a construction manager at risk is a legal entity that assumes the risk for the construction, rehabilitation, alteration or repair of a project at the contracted price as a general contractor and provides consultation to a political subdivision regarding construction during and after the design of the project.
Description of Agenda Item Following adoption of the District’s Long-Range Facility Master Plan, the District is assembling a team to advance certain projects including (a) and academic wing at CHS, (b) improvements to District athletic facilities, and (c) renovation or reconstruction of the elementary schools. The cost of these projects will exceed $3.0M. Accordingly, the District is hiring architectural firms to prepare feasibility studies and preliminary design work. A construction manager (CM) is the next team member to be hired. The initial role of the CM will be to evaluate architect plans for constructability and develop the construction budget. If the projects advance to construction, the CM will be the general contractor and be at-risk to bring the project to completion within budget.
Hiring a CM at-risk (CMAR), requires the following steps: 1. At least one week prior to publishing the request for qualifications, the Board will publicly disclose at a regular meeting its intent to use the construction management at risk method and the criteria it will use to select a CMAR. 2. The superintendent or designee will prepare a request for proposals or qualifications for a CMAR that includes: a. General information on the project site, scope and schedule. b. Selection criteria. The selection criteria may include the CMAR's experience, past performance, safety record, proposed personnel and methodology, and other appropriate factors that demonstrate the capability of the construction manager at risk. c. The time and place for receipt of proposals or qualifications. d. Other information that may assist the district in its selection of a CMAR. e. The district will not request fees or prices in the initial request for proposals or qualifications. 3. Prior to opening the proposals or qualifications, the district will publish the request for proposals or qualifications once a week for two consecutive weeks in a newspaper of general circulation published in a county where the district is located. Additionally, the district may publish the request for proposals or qualifications by a virtual notice procedure. In accordance with law, the district will use the virtual notice procedure only if the district uses virtual notice for at least 20 various purchases, design contracts, construction contracts or other contracts each year. 4. The superintendent or designee will publicly open and read aloud the names of the CMARs from whom the district received a response. 5. Within 45 days of opening the proposals or qualification submissions, the superintendent or designee will evaluate and rank each proposal or qualification submitted. The Board, superintendent or designee will select, based solely on qualifications, five or fewer CMARs to submit additional information, including the proposed fee and price for fulfilling the general conditions. 6. The superintendent or designee will publicly open the submissions from the CMARs regarding fees. A CMAR's qualifications will account for a minimum of 40 percent of the evaluation, and cost will account for a maximum of 60 percent of the evaluation. The Board shall interview, in open session, at least two of the top-qualified offerors as part of the final selection.
School District of Clayton
For Information Only | Action Required Board of Education
Page 2 of 2 7. The Board will select the CMAR that submits the proposal offering the best value for the district based on the published selection criteria and on its ranking evaluation. 8. The superintendent or designee will negotiate a contract with the selected CMAR. If the superintendent or designee is unable to negotiate a satisfactory contract, the superintendent or designee shall end negotiations by sending a written notice to the CMAR. The superintendent or designee will then proceed to negotiate with the next CMAR in order of ranking. The Board must approve the final contract with a vote of the majority of the whole Board. 9. The CMAR must furnish a performance bond if the project is estimated to exceed $50,000.
Selection criteria: 40% - Cost (fee structure and budgeting) 40% - Firm experience and qualifications (past performance, references, expertise, quality of work, safety record) 10% - Key personnel and staffing (successful track record and understanding of project delivery) 10% - Technical approach and management plan (methodology, cost control, communications, other project specific factors)
Recommendation Authorize hiring a CMAR pursuant to Policy FED.
Motion The Board of Education authorizes issuance of a Request for Qualifications (RFQ) for a Construction Manager At-Risk (CMAR) in accordance with Policy FED.
Submitted by: John Brazeal, Chief Financial Officer