October 29, 2024
Introduction and Project Overview
Kairos Academies is seeking qualified Owner’s Representative (OR) services for a new campus development project in the Bevo Mill neighborhood, St. Louis, MO. The project encompasses the rehabilitation of a historic 94,000-square-foot building, the construction of a new 15,000-square-foot gymnasium, and associated site work. Situated on a 4.5-acre site, this facility will support Kairos’s mission to empower students through flexible, personalized learning.
Kairos requires a proactive Owner’s Representative to provide comprehensive oversight and project management services, ensuring that the project is completed on schedule, within budget, and to the highest quality and safety standards.
Scope of Work
The selected Owner’s Representative will be responsible for the following services throughout the project lifecycle:
Project Oversight and Client Representation
Act as Kairos’s representative, liaising with design professionals, contractors, and other stakeholders.
Provide project oversight, ensuring all activities meet Kairos’s quality, schedule, and budget expectations.
Design Management
Review design documents and ensure alignment with project goals.
Coordinate with architects and engineers to maintain design compliance with requirements and quality standards.
Budget and Cost Management
Develop and manage the project budget, including regular cost estimation, expense tracking, and pay application verification.
Implement cost-control measures and oversee budget adherence, with monthly budget reviews with Kairos.
Schedule Management
Create and maintain a project schedule with clear milestones.
Monitor progress and recommend adjustments to ensure timely completion of phases.
Risk Management
Identify, assess, and proactively mitigate project risks with actionable strategies.
Provide recommendations for risk reduction, utilizing Kairos’s preferred communication and reporting protocols.
Procurement and Contracting
Assist in General Contractor selection, bid evaluation, and contract negotiation.
Coordinate and facilitate bidding processes, ensuring Minority/Women-Owned Business Enterprise (M/WBE) targets are met.
Quality Assurance and Control
Conduct inspections, reviews, and tests to ensure project quality and specification compliance.
Communication and Reporting
Provide regular updates to Kairos on project progress, issues, and action items through reports and meetings.
Change Management
Manage project scope changes, including cost, schedule, and quality impact assessments.
Issue Resolution
Identify and address project conflicts, disputes, or issues arising during design and construction.
Permitting and Regulatory Compliance
Oversee permitting and regulatory requirements to ensure timely compliance.
Closeout and Handover
Oversee project closeout, ensuring a smooth transition to Kairos, including warranty collection, utility setups, and training for Kairos staff on key systems.
RFQ Process
Submission Requirements
Responses should be concise and follow the format outlined in Section 4. Submit electronic copies of proposals by November 8, 2024 to:
Jack Krewson, Kairos CSO (jack@kairosacademies.org)
Bennie Jackson, Kairos CAO (Bennie.Jackson@kairosacademies.org
Evaluation Criteria
Proposals will be evaluated by Kairos leadership based on the following criteria:
Firm Qualifications and Experience – 30%
Project Approach – 25%
Fee Schedule and Pricing Structure – 20%
Minority Participation – 15%
Proposal Quality and Presentation – 10%
Schedule
Request for Clarifications Deadline: Friday, November 1st, 2024
Proposal Submission Deadline: Friday, November 8th, 2024
Finalists Interviews completed: Wednesday, November 12th, 2024
Notification of Selection: Friday, November 15th, 2024
Format and Required Information
Please include the following sections in the RFQ response, in the order shown below:
1) Letter of Interest: Briefly describe your firm’s interest, availability, qualifications, and what makes you uniquely suited for this project.
2) General Information: Include contact details, type of organization, and any relevant background information on your firm.
3) Firm Background and Staff: Provide a history of your firm, principal staff bios, and specific individuals proposed for this project.
4) Fee Schedule: Outline your baseline pricing, including management fees, general conditions, and insurance rates.
5) Personnel Qualifications: Include qualifications of key personnel assigned to this project, highlighting experience with similar educational facilities.
6) Organizational Chart and Project Schedule: Provide an organizational chart and project timeline, describing your approach to quality control and meeting deadlines.
7) Completed Project Experience: Detail relevant educational or institutional projects completed within the past five years, including client references.
8) Current Workload and Availability: Describe your current workload and the team’s availability to support Kairos’s project requirements.
9) Professional Services Provided: Summarize the specific services your firm provides that align with the Owner’s Representative role.
10) Diversity and Minority Participation: Detail your firm’s approach to diversity and inclusion, with examples of its effectiveness.
11) Technology and Data Use: Describe any technology used for data and project management that will enhance project delivery.