DESIGN SERVICES BOSTON CONVENTION & EXHIBITION CENTER EXPANSION

Transcription

1 Request for Proposals DESIGN SERVICES BOSTON CONVENTION & EXHIBITION CENTER EXPANSION January 30, 2015 Questions Due..12 noon, February 13, 2015 Proposals Due 12 noon, March 13, 2015 MASSACHUSETTS CONVENTION CENTER AUTHORITY 415 Summer Street, Boston, Massachusetts Telephone: Fax:

2 MASSACHUSETTS CONVENTION CENTER AUTHORITY REQUEST FOR PROPOSALS DESIGN SERVICES BOSTON CONVENTION & EXHIBITION CENTER EXPANSION The Massachusetts Convention Center Authority ( Authority ) requests proposals from entities interested in providing architectural, engineering, interior planning and design services for the expansion of the Boston Convention & Exhibition Center ( BCEC ). Proposals must be received at the Administrative Office of the Authority, Attn: Theresa Ruane, Contract Administrator, Massachusetts Convention Center Authority, 415 Summer Street, Boston, Massachusetts 02210, not later than 12:00 p.m. local time on March 13, Proposal requirements and content are set forth in this Request for Proposals ( RFP ). The complete Request for Proposals may be obtained via the Authority's website at on or after January 30, Proposals must be submitted in hard copies, with a signed original. Submission materials must also include a USB drive or CD ROM with the proposal in PDF format. Proposals submitted solely in the form of electronic media will not be accepted. James E. Rooney, Executive Director MASSACHUSETTS CONVENTION CENTER AUTHORITY DATE: January 30, 2015 Public Notice 1

3 1. Section 1 BACKGROUND MASSACHUSETTS CONVENTION CENTER AUTHORITY REQUEST FOR PROPOSALS DESIGN SERVICES BOSTON CONVENTION & EXHIBITION CENTER EXPANSION The Massachusetts Convention Center Authority ( Authority ) requests proposals ( Proposals ) from entities ( Proposers ) with exceptional experience and capabilities interested in providing architectural, engineering, interior planning and design services ( Design Services, provided by the Design Team ) for the expansion of the Boston Convention & Exhibition Center ( Project ). Design Services will include architectural services, and any and all necessary design and other technical and consulting services, from programming and schematic design through construction administration and project closeout. The Design Team will work under the direction of the Authority s BCEC Expansion Project Director and will, on a day to day basis, coordinate with the Owner s Project Manager ( OPM ), the construction manager ( CM ) and other parties working on the Project. The requirements and objectives for the scope of work are described in more detail herein. The Authority is a body politic and corporate of the Commonwealth of Massachusetts created pursuant to Chapter 190 of the Acts of 1982, as amended. The Authority owns and operates the BCEC, the John B. Hynes Veterans Memorial Convention Center, the Boston Common Garage and the MassMutual Center in Springfield. The Authority was authorized and directed by Chapter 152 of the Massachusetts Acts of 1997 ("Chapter 152") to undertake the design and construction of the BCEC. Under Chapter 152 the Boston Redevelopment Authority ( BRA ) was responsible for acquiring approximately sixty acres of land in an area designated the Convention Center Development Area (bounded generally by Summer Street to the north, D Street to the east, Cypher Street to the south and the South Boston Bypass Road to the west), relocating existing tenants and businesses, and then conveying the land to the Authority for a nominal sum. The Authority was responsible for the subsequent design and construction of the BCEC. Ground breaking for the BCEC occurred in 2000, and construction of the project was completed in The existing BCEC currently occupies approximately forty acres of the site acquired by the BRA. The BCEC, which held its first event in May of 2004, is one of the largest convention complexes in the northeast, providing unparalleled meeting and exhibition opportunities. It offers 516,000 square feet of contiguous exhibition space, 160,000 square feet of meeting space in 80 meeting rooms, and a 40,000 square foot ballroom. In June of 2006, the Westin Boston Waterfront Hotel ( Westin ) opened on an Authority 1

4 owned, ground leased parcel on the northeast corner of the BCEC site. This headquarters hotel contains 793 rooms, with potential expansion of an additional rooms. Both the BCEC and the Westin have achieved success in a shorter than anticipated period. This early success has been sustained, with both projects enjoying strong, steady operating results. In 2014, the BCEC hosted 139 events, welcomed 488,504 attendees and generated demand for an estimated 264,669 hotel room nights, generating $390 million in economic impact. From November 2009 until mid 2011, the Authority engaged in a wide ranging strategic planning process with the goal of elevating Boston into the Top 5 of North American convention destinations. A 27 person task force, the Convention Partnership, worked with Authority staff and consultants to establish a framework for further study and action. The Convention Partnership issued the Convention Partnership Report in August of 2011, setting forth its findings and recommendations. The Convention Partnership affirmed the success of the Authority in establishing Massachusetts as a leader in the convention industry and endorsed the expansion of the BCEC. The group found that the BCEC has become a powerful economic engine, creating jobs, generating hotel room nights and associated tax and economic benefits, and drawing events that create synergies with key sectors of the Massachusetts economy. The Convention Partnership identified insufficient hotel room supply in the vicinity of the BCEC as the biggest impediment to future success, and recommended that hotel supply challenges be addressed immediately. Other impediments to growth include the need for a second, larger ballroom at the BCEC, the need for expanded exhibit space, and the lack of amenities for event attendees, such as restaurants and retail stores, in the area surrounding the BCEC. Upon the completion of the Convention Partnership Report, the Authority began implementation of the Partnership s recommendations. As an initial step, approximately ten acres of land, located to the east of the BCEC, were acquired. This land will accommodate new parking garages to be built by the Authority, new hotels and other uses. The garages will accommodate the parking currently located to the south of the BCEC, where the Project will be located. These garages will be developed as soon as possible, with a different design and construction team from the BCEC expansion. To encourage much needed hotel development near the BCEC, a request for proposals to develop two mid priced hotels on a portion of the ten acres east of the BCEC was issued in November The developer selected through this process subsequently entered into a ground lease and other agreements with the Authority and commenced construction of two hotels, a 330 room Aloft Hotel and a 180 room Element Hotel, in December In addition, the Authority and Massport are involved in a joint process to select a development team for a 1,200 room headquarters hotel, to be located on two parcels of Massport land on Summer Street across from the BCEC. Pursuant to a request 2

5 for qualifications, hotel development entities and hotel brands and operators were prequalified in July A request for proposals was issued on October 31, 2014, and proposals will be received on February 17, The development of the headquarters hotel project is expected to occur concurrently with the development of the BCEC expansion. Expansion of the BCEC was recently authorized by state legislation, signed by Governor Deval Patrick on July 29, 2014 (Chapter 195 of the Acts of 2014). The BCEC expansion plans include the addition of approximately 75,000 square feet of flexible ballroom space; expansion of the exhibit hall by approximately 335,000 square feet; and associated increases in meeting rooms, pre function and registration spaces, kitchens and back ofhouse support. In addition to the expansion of the BCEC, the overall expansion effort includes the construction of an outdoor event space, a truck marshalling area adjacent to the existing and future additional loading docks, and design and construction of the two parking garages. BCEC expansion pre construction activities began in July of 2014, and the 33 month construction period is anticipated to begin in It is projected that the BCEC Expansion will be completed by mid SECTION 2 INTRODUCTION AND DEFINITIONS 2.1 In accordance with this Request for Proposals ( RFP ), including all documents bound herewith, the Authority hereby invites Proposals for the design services described herein. 2.2 The instructions contained in this RFP are intended to assist Proposers in the preparation of their Proposals, to call attention to various legal requirements and to set forth certain conditions upon which Proposals are submitted and received. 2.3 Certain provisions of applicable statutes and procedures may be summarized or referred to in this RFP. Whenever these instructions or any other documents contained in the RFP set forth or summarize applicable statutory provisions or procedures adopted pursuant thereto, whether or not the statutes or procedures have been specifically referred to, such summaries are for convenience only, do not purport to be complete or correct as summaries, and shall in no respect supersede, expand or limit rights or duties of the Authority or Proposers in matters governed by statute or applicable procedures. 2.4 The following definitions shall apply in these instructions and in the other documents contained in this RFP: a. The terms "Request for Proposals" and "RFP" shall include the Public Notice, this document entitled Request for Proposals, the Affidavit of Corporate Vote, 3

6 any other documents bound herewith, any documents specifically incorporated into any of the foregoing documents by reference, and all Addenda issued prior to the opening of Proposals. b. The terms "Addenda" and "Addendum" shall mean written documents and/or drawings issued by the Authority prior to opening of Proposals which supplement, modify, correct, explain or interpret any other document contained in this RFP. 2.5 All definitions set forth in other documents in this RFP as therein defined are applicable to these instructions and to the other RFP documents. 2.6 The award of this contract is governed by Massachusetts General Laws Chapter 7C, Section 44, and the Authority's Designer Selection Procedures adopted pursuant thereto. 3. SECTION 3 AVAILABILITY OF RFP DOCUMENTS 3.1 The complete Request for Proposals may be obtained via the Authority's website at on and after January 30, Proposals must be submitted in hard copies, with a signed original. Submission materials must also include a USB drive and/or CD ROM of the Proposal in PDF format. Proposals submitted solely in the form of electronic media will not be accepted. 3.2 The Authority, in making copies of this RFP available, does so only for the purpose of obtaining Proposals for the work of this contract and does not expressly or impliedly confer a license or permission of any kind to any person for any other use thereof. 4. SECTION 4 EXAMINATION OF REQUEST FOR PROPOSALS 4.1 Before submitting a Proposal, each Proposer must thoroughly examine this RFP and become familiar with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the contract. Failure of a Proposer to become familiar with this RFP shall in no way relieve the Proposer from any obligation with respect to its Proposal. 4.2 Each Proposer shall promptly notify the Authority of any ambiguity, inconsistency or error discovered upon examination of the RFP. The submission of a Proposal will constitute a representation that the Proposer has complied with every requirement of this Section 4 and that the RFP is sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance of this contract. 4.3 All questions and requests for clarifications or interpretations of the meaning of this RFP shall be in writing by mail addressed to the Authority, Attention: Theresa Ruane 4

7 or by electronic mail at To be given consideration, such questions and requests for clarification and interpretation must be received by the date set forth on the cover of this RFP. 4.4 Clarifications or interpretations and any supplemental instructions or forms, if issued, will be issued in the form of written Addenda prior to the date established for receipt of Proposals. The Authority will endeavor to send Addenda by or facsimile transmission to all parties who, according to the Authority's records, have been issued this RFP. However, the Authority shall not be obligated to send such Addenda to such parties, nor shall the Authority be obligated to ensure that all such parties have received such Addenda. Each Proposer shall be responsible for determining that it has received all Addenda issued, and failure of any Proposer to receive any such Addendum shall not relieve such Proposer from any obligation under its Proposal as submitted All Addenda so issued shall become part of the RFP Oral clarifications or interpretations will be of no effect. The Authority will not be responsible for, and a Proposer may not rely upon or use as the basis of a claim against the Authority or a consultant of the Authority, any information, explanation or interpretation of the RFP rendered in any fashion except as herein provided. 5. SECTION 5 SCOPE OF SERVICES 5.1 Objective. The Authority is seeking the services of a qualified, architect led, interdisciplinary Design Team to provide architectural, engineering, interior design and other related services for the Project. The scope of services to be provided by the Design Team and the scope of the Project are described more fully below. The Design Team will work under the direction of the Authority and its BCEC Expansion Project Director. The Authority also intends to procure the services of an OPM, which will be responsible for project management and coordination, and to engage a CM, which will be responsible for the construction of the Project. The Design Team will work collaboratively with the OPM and the CM on a day to day basis. The CM will be procured during the design phase of the Project and will provide preconstruction services in coordination with the OPM. It is contemplated that the design and construction of the Project will be fast tracked to the extent possible. 5.2 Project. Chapter 195 directs the Authority to complete the Project on the approximately twenty acre surface parking lot to the south of the BCEC (the Site ). The Site is bounded to the north by the existing BCEC, to the south by Cypher Street, 5

8 to the west by the South Boston Bypass Road and Track 61, and to the east by D Street. Chapter 195 approved $1 billion for the complete BCEC expansion program, which includes land acquisition; remediation, demolition, design and construction for the scope of the Project as described in this RFP; and design and construction of two offsite garages. This RFP is for design services for the Project elements outlined in the following paragraph only, and does not cover services related to the garages or any hotels. Construction of the Project is currently planned to commence in the fourth quarter of 2016 and to be completed in mid The construction budget and schedule for the Project will be confirmed prior to commencement of services requested in this RFP. The expansion program includes approximately 335,000 square feet of contiguous exhibit space, 100,000 square feet of meeting room space, a 75,000 square foot ballroom, ancillary circulation and support spaces, and administrative office space for the Authority. The scope of services to be provided by the Design Team selected pursuant to this RFP also includes the design and construction of a rail station along Track 61; a truck marshalling area and pedestrian bridge on the west side of the BCEC; an outdoor event space adjacent to a new BCEC entrance on D Street; modifications to the existing Summer Street entry plaza and streetscape; the redesign of D Street from Cypher Street to Summer Street; and other streetscape and infrastructure improvements. The Design Guide, attached as Appendix A to this RFP, outlines current Project thinking, including considerations related to connectivity, transportation, and urban design, and includes a test fit to demonstrate the feasibility of the Project program. The Authority has spent five years working with various design teams to study design options for the BCEC expansion. The Design Guide is a compilation and synthesis of those efforts. In order to maintain the Project schedule, the Design Team is expected to accept certain specific requirements identified in the Design Guide. These requirements and other considerations outlined in the Design Guide should be used as points of departure, allowing the selected Design Team to build upon the substantial work completed to date and move forward rapidly to explore considerations which have not yet been resolved. 5.3 Aspirations. The Design Team is expected to build upon the substantial work that has been undertaken by the Authority and its consultants during a five year process of market analysis, master planning and conceptual architectural design. Through these efforts, aspirational principles have been developed that will provide a framework for the design of the Project. 1. The Building: Develop a 21st century, Boston convention center. The future of the conventions and meetings industry is evolving, with the rise of 6

9 technological innovations and a new generation of meeting planners and attendees interested in new ways of convening and less interested in the traditional conference format. The Authority seeks to anticipate these and other trends affecting the industry and develop a facility that is sufficiently adaptable to provide a high level of service for decades. It is anticipated that considerations on this topic will range from technological features and infrastructure, to the design of informal meeting spaces, to programming decisions that may inform the BCEC s basic business model. The Design Team will be expected to design the facility to accommodate future technologies, flexible meeting and exhibit spaces, and new business models. Additionally, local character is increasingly becoming a differentiating factor for meeting planners in selecting convention cities. The Authority aspires to an expansion Project that reflects the distinctive character of Boston, and is of the city rather than just in the city. The 21 st century, Boston convention center must be: Open and welcoming to all visitors and community members Accessible to users of all ability levels Organized in a way that is easy to understand and navigate Flexible and adaptable so that it may respond to changing user needs Technologically advanced, both at the time of opening and in its ability to accommodate future technological innovations Reflective of the unique character of Boston Complementary to and integrated with the existing BCEC 2. The Context: Integrate the BCEC seamlessly into its surroundings. The South Boston Seaport district, in which the BCEC is located, has changed markedly since the BCEC opened in At that time, the BCEC was surrounded primarily by parking lots and industrial uses. The pace of development around the BCEC has accelerated rapidly in the last few years, with new residential, office and retail projects coming online both in the Seaport and the traditional South Boston neighborhood. To date, these projects, except along D Street, have been located a step removed from the BCEC, leaving it disconnected from the surrounding built environment. The Authority seeks to develop connections between the BCEC and its surroundings, rather than considering the Project in isolation. Achieving this goal will require consideration of all faces of the Project, including frontage on D Street, Cypher Street, and the South Boston Bypass Road, with connections through to the Fort Point neighborhood. A well integrated BCEC expansion must: Affirmatively knit the BCEC into the surrounding urban fabric on all 7

10 sides Reach north, across Summer Street, to connect to the new headquarters hotel and beyond to create linkage with the waterfront Reach east, across D Street, to connect to the hotels, garages, and beyond Reach south, across Cypher Street, to present an active, neighborhood friendly face to the South Boston neighborhood Reach west, across Track 61 and the South Boston Bypass Road, to connect to the Fort Point neighborhood Create a pedestrian connection from D Street through the BCEC to the Fort Point neighborhood Integrate with potential rail service from the Back Bay to the BCEC 3. The District: Create a distinctive, authentic D Street district. Convention planners and attendees prefer facilities that are surrounded by vibrant, authentic culture and amenities. The Hynes Convention Center, in Boston s Back Bay, is an outstanding example of a convention facility where attendees benefit from the countless options for eating, shopping, and interacting with local Bostonians and fellow convention attendees. The Authority strives to bring an authentic Boston experience to the front door of the BCEC, creating a distinctive new district on D Street that will enhance the BCEC s appeal. In support of the D Street district, the BCEC expansion must: Provide a memorable experience that will serve and attract convention attendees, residents, local employees and visitors Create an unparalleled outdoor event space that will be the focal point of the district Provide locally based, unique eating, drinking and retail options Convert D Street into a complete street, with consideration of pedestrians, bicyclists and automobiles Integrate innovative technology and public art into the district Encourage members of the public to engage and interact with the facility and the district as a whole 4. The Natural Environment: Achieve extraordinary levels of sustainability. Chapter 195 requires that 1) the Project achieve a minimum certification of LEED Silver New Construction from the United States Green Building Council or an equivalent certification from a similarly recognized organization issuing certification for compliance with environmental and sustainability guidelines for design and construction; 2) the Project comply with the energy efficiency requirements of either the Stretch Energy Code, as defined in 780 CMR 115, or the Massachusetts energy code in effect at the time of the application for building permit, whichever is more stringent; and 3) the 8

11 Authority use best efforts to achieve, for the existing BCEC, a minimum certification of LEED Silver Existing Buildings from the United States Green Building Council or an equivalent certification from a similarly recognized organization issuing certification for compliance with environmental and sustainability guidelines for building operations and maintenance. The Authority seeks to ensure that the Project is designed and will be operated with environmental sustainability as a priority. Resource and energy conservation will be areas of focus in the development of the design for the Project. A sustainability consultant is expected to be added as a member of the Design Team after the award of the contract, and will be responsible for establishing energy and water usage goals, energy modeling, identifying awards and certificates applicable to the Project and its elements, applying for grants and utility rebates, and other similar services. The Authority seeks to significantly exceed the sustainability requirements outlined in Chapter 195, and establish a new sustainability standard for large public buildings in Massachusetts. To ensure that an appropriate level of sustainability is achieved, the Design Team must: Consider sustainability measures that reflect long term building performance and resource consumption to ensure that the BCEC is operated sustainability throughout its lifespan Investigate the goal of operating the BCEC as a zero net energy facility, and determine the feasibility and cost implications of such goal Coordinate with a separate design team, tasked with achieving LEED Silver Existing Building certification for the existing BCEC, to ensure that this requirement is met in a coordinated manner 5. The Process: Practice unparalleled openness, inclusiveness and diversity. The BCEC expansion is a public project and will be financed through publicly issued, tax exempt debt. It is therefore incumbent on the Authority and the Design Team to establish and maintain unparalleled transparency in the procurement of goods and services and in the use of funds. It is also incumbent on the Authority to build the capacity of underrepresented groups and individuals, including Minority owned Business Enterprises ( MBEs ) and Women owned Business Enterprises ( WBEs, together with MBEs, M/WBEs ), service disabled veteran owned small businesses, and others. Chapter 195 requires that the Authority provide for meaningful participation of traditionally underrepresented groups and individuals and meet or exceed established goals for participation by M/WBEs, as more fully described in Section 6.3 of this RFP. The Authority seeks to surpass the applicable minimum requirements, achieving higher and more meaningful 9

12 levels of diversity and inclusion. The achieve the desired openness and inclusivity, the Authority seeks to: Pursue creative initiatives designed to produce an exceptionally diverse Project team Build the capacity of underrepresented groups and individuals through participation in the Project, thus promoting meaningful, long term change Achieve unprecedented transparency in procurement processes and expenditure tracking 6. The Budget/The Schedule: Complete the project on time, on budget. The Authority aims to achieve all of the aforementioned goals while completing the Project on time and on budget. With its fundamental and central role in the Project, the Design Team will be required to continually balance numerous demands, all competing for limited resources, while adhering rigorously to scheduling and budgeting imperatives. 5.4 Team Members. Each Proposer team is expected to consist of an architectural design firm, or a joint venture consisting of two or more firms, with expertise in the design of convention and exhibition centers, as well as supporting team members with expertise in urban design and landscape architecture if the lead firm or firms do not have in house expertise in these areas. In this Proposal, only the lead architecture firm or firms and those firms providing urban design and landscape architecture services should be named. It is anticipated that certain key subconsultants will be added to the Design Team after the RFP selection process, either during the negotiation of the Authority Consultant Agreement or during the performance of the scope of services. In each case, the Design Team will propose one or more subconsultants to the Authority, and all subconsultants will be subject to the approval of the Authority, including review and approval of the Designer Selection Panel (the Panel ), as appropriate. 5.5 Scope of Services. The scope of services to be provided under this contract, as currently understood, is outlined below. However, the actual scope of services under this RFP will be as requested and directed by the Authority. The scope of services will be a function of a variety of factors including project demands and the capabilities of the Authority s staff and other team members, and will change over time during the expected project duration. While descriptions of tasks are included below to demonstrate the breadth and depth of background, experience and ability required, the Design Team may not be requested to perform each such task and, if the Design Team is requested to provide services related to a task, such services may or may not be as described below. 10

13 The Design Team will develop a design for the Project that both meets the Authority s design aspirations and the construction budget and schedule established for the Project. The Design Team s services will cover six key categories: programming, schematic design, design development, construction documents, construction procurement, construction administration, and project close out. Within these categories, the Design Team s scope will include comprehensive design services for the Project, including architectural services and any and all necessary design and other technical and consulting services in the following areas: urban design; landscape architecture; public art; technology; space utilization/postoccupancy user analysis; building envelope; structural; mechanical, electrical, plumbing and fire protection; code compliance; interior design; furniture, furnishings and equipment; specialty lighting; graphics/signage; sound systems; acoustics/sound control; security; food services; vertical transportation; civil; environmental; transportation, traffic and parking; and telecommunications/data systems. The Design Team and its subconsultants will provide full design services with respect to each category of work, including schematic design for each system and subsystem to be included in the Project, all necessary design development, final construction drawings and specifications, and construction administration and close out services Schematic Design Project Information. Meet with Authority staff to obtain details of the assignment and pertinent information including presentations prepared for and delivered to the Authority s Board and Convention Partnership; studies prepared by the Authority and its consultants; and relevant studies prepared by others. If the Design Team believes that any additional studies, including land surveys, geotechnical or other subsurface testing, or any other investigation or testing with respect to existing conditions at the Site is necessary in connection with the design of the Project, recommend to the Authority that such studies be performed. If approved by the Authority, furnish full specifications for such studies and participate in the completion, review and analysis of such studies. Interested Proposers are encouraged to review the following background information: a. BCEC Expansion Design Guide. The Design Guide is attached as Appendix A to this RFP. 11

14 b. The Massachusetts Convention Partnership Final Report issued July 2011: Meeting the 21st Century. The report can be found on the Top 5 website at t5boston.com Program. Review and evaluate the preliminary program as established by the Authority in conjunction with previous consulting teams and establish a final, comprehensive program for the Project. Identify and compare benefits of any recommended alternative facility configurations. Meet with Authority operational and maintenance personnel and other relevant stakeholders as necessary to ensure that the program meets operational needs as well as aspirational goals. Meet with Authority staff to gain familiarity with the operations of the existing BCEC to identify program and operational efficiencies Schedule and Budget. Review and evaluate the schedule and budget as established by the Authority in conjunction with previous consulting teams. Provide comments to the Authority as to the adequacy or inadequacy of the schedule and budget and identify proposed modifications to the proposed program, schedule and budget to ensure that the Authority s goals are met. Work with the Authority to evaluate the schedule, budget and other impacts associated with coordination with other projects in the area, phased Site availability, and other events or conditions that may affect the schedule, design or cost of the Project Schematic Design Documents. Provide schematic design documents based on the final program, illustrating the scale and relationship of the project components. The schematic design documents will resolve all major functional issues; identify all significant cost components; include floor layouts, cross sections and elevations in sufficient detail to demonstrate that the recommended solution is feasible within the estimated cost; include human, vehicular and materials flow pattern diagrams; and establish requirements and locations for all utility systems for the Project, including preliminary planning for off site utility connections. The schematic design will also include design criteria and preliminary specifications for minimizing environmental and construction impacts Cost Estimate. Assist and participate in any cost estimates performed by the OPM, the CM or any other consultants to the Authority Building Information Management Protocol. Assist the Authority 12

15 and its consultants to develop a Building Information Management ( BIM ) protocol for the Project, including systems, software, procedures, levels of access and other matters. The BIM protocol for the Project will be established to ensure that, at Project completion, the BIM documentation and records will be available for and contribute to the successful operation and maintenance of the completed facility. Implement and administer the BIM protocol throughout the design and construction process Permits and Approvals. Assist the Authority, the Authority s permitting consultant(s) and the OPM in identifying all governmental permits, approvals and licenses of any kind which must be obtained and all public review requirements which must be met in connection with the construction, use and occupancy of the Project. Assist with the preparation of a schedule of permits and approvals. Prepare drawings, specifications and other design information for the Project so as to comply with applicable federal, state and municipal laws, codes, regulations, ordinances, orders and directives. Participate in meetings and presentations as necessary Design Development The Design Team, the OPM and the Authority s permitting consultant(s) will work cooperatively to obtain all permits and approvals. In general, the Authority s permitting consultant will be primarily responsible for preparing and filing applications, requests, appeals and filings necessary to obtain permits and approvals Design Development Documents. Provide design development documents based on the schematic design documents approved by the Authority and any changes in the construction budget approved by the Authority. The design development documents will utilize the established BIM protocols and will illustrate and describe the refinement of the design of the Project, establishing the scope, relationships, forms, size and appearance of the Project by means of plans, sections, and elevations, typical construction details, three dimensional sketches and equipment layouts. The design development documents will include technical specifications and performance criteria that identify all significant materials and systems and establish in general their quality levels. 13

16 Updated Cost Estimates. Assist and participate in any cost estimates performed during the design development phase by the OPM, the CM, or any other consultant of the Authority Design Review. Coordinate with the OPM and the CM to facilitate periodic reviews of the Project design for value engineering and constructability, maintainability and operability. Furnish copies of design documents as necessary in connection with design reviews; participate in value engineering workshops, design walk throughs and all other design review meetings; and implement recommended design requirements and criteria and recommended design modifications, as directed by the Authority Graphics and Signage. Locate and design graphics and signage, including final details and construction documents for utility connections and other service infrastructure serving graphics and signage Landscape Architecture. Provide all design services necessary to locate, design and implement landscaping elements, including final details and construction documents for utility connections and other service infrastructure serving landscape elements Telecommunications/Data Systems/Technology. Provide all design services necessary to implement telephone, building wide data/computer systems and other state of the art convention center technologies as may be recommended by the Design Team and its consultants and as approved by the Authority Utilities. Provide all design services necessary in connection with providing utility service for the Project, including all extensions of and connections to utility distribution systems within the Project Site or within 100 feet of the boundaries of the Project Site Food Services. Provide all design services necessary in connection with food services facilities for the Project, including layout and specification of kitchen equipment and other food service equipment and coordination with mechanical, electrical, plumbing, fire protection, FF&E, and all finishes and other design disciplines Construction Documents Construction Documents. Provide construction documents based on the final design development documents approved by the Authority 14

17 and any changes in the construction budget approved by the Authority. The construction documents will utilize the established BIM protocols and will set forth in detail the requirements for construction of the Project, including drawings and specifications that establish in detail the quality levels of all materials and systems required for the Project. The construction documents will be consistent with sound architectural and engineering practices and will comply with and incorporate applicable laws at the time the construction documents are completed Bidding Documents. Assist the Authority, the OPM and the CM in the development and preparation of trade contractor bidding procedures and documents Updated Cost Estimate. Assist and participate in any cost estimates performed during the construction documents phase by the OPM, the CM, or any other consultant of the Authority Construction Procurement CM Contract. Assist the Authority and the OPM in finalizing a contract, and negotiating a fee, with the CM by reviewing and commenting in writing on the proposed contract with the CM and amendments thereto Trade Contractors. If requested, assist the Authority in connection with prequalification of trade contractors in accordance with procedures established by the Authority, and provide advice in connection with the bidding and award of trade contracts. Assist and advise the Authority or the CM in the review of bids and determination of the successful bidders, and otherwise in connection with the award of the trade contracts Addenda. Consider requests for alternatives or substitutions, if permitted by the bidding documents, and address other questions raised during the trade contract bidding process. If and as requested by the Authority, prepare or assist in preparing addenda specifying approved alternatives or substitutions, if applicable, and other modifications to or clarifications or interpretations of the construction documents, or otherwise responding to questions from prospective trade contract bidders Bid Conferences. Assist and participate in pre bid conferences for prospective trade contract bidders. 15

18 5.5.5 Construction Administration Consultation and Assistance. a. In coordination with the OPM, represent the Authority during construction of the Project. b. Provide assistance in the administration of the CM contract and any other contracts for construction of the Project. c. Serve as, and perform all functions required to be performed by, a registered professional architect or engineer under the Massachusetts State Building Code, including the services required to be performed by a registered architect or professional engineer under 780 CMR 116 Construction Control of the Building Code, with respect to the Project Evaluations of the Work on Site. a. Review and become generally familiar with the progress and quality of the work completed and determine whether the work is proceeding in accordance with the CM contract and other Project construction contracts. Devote an appropriate portion of each work day to walking the Site and gaining access to all appropriate portions of the work so as to observe the progress and quality of the work. Attend all Project construction progress meetings. Submit to the Authority each week a detailed written report of the Design Team s observations at the Site and at any off site inspections or other off site activities attended by the Design Team s personnel. b. Submit all required affidavits, certificates, records, reports or other documents to the Massachusetts Department of Public Safety and/or the City of Boston Inspectional Services Department, and all other obligations of a registered architect or registered professional engineer under applicable laws, including those records and reports required pursuant to Section 780 CMR of the Massachusetts State Building Code. 16

19 c. Keep the Authority informed as to the progress and quality of the work and, if the Design Team observes or otherwise becomes aware of any fault, defect, or deficiency in the Project or the work, or any non conformance with the contract documents, give the Authority prompt written notice thereof. d. Assist the CM and the trade contractors in coordination of the trade contractors work Certifications of Payments to Contractors. a. Assist the Authority and the OPM in determining the amounts owing to the CM and other construction contractors, based on observations at the Site and on evaluations of the contractor s requests for payment. Issue Certificates for Payment in approved amounts. Establish procedures in coordination with the Authority to ensure timely review of the CM s requests for payment and issuance of Certificates for Payment or other action, in order to ensure that the legal requirement for prompt payment to construction contractors is met Interpretations; Contract Administration. a. Review requests by the CM or other construction contractors for additional information about the construction documents. Prepare, reproduce and distribute supplemental drawings and specifications in response to such requests for information. b. On written request of either the Authority or the CM, render decisions on interpretations of the drawings and specifications contained in the construction documents, approval of equipment, material, or any other approval, or progress of the construction work promptly c. Assist the Authority in evaluating substitutions proposed by the CM, and make any necessary revisions to the construction documents resulting therefrom. Assist the Authority in evaluating claims submitted by the CM or others in connection with the work, including claims submitted to mediation or other alternate dispute resolution methods. Consider other suggestions and recommendations made by the CM, evaluate them and provide recommendations with respect thereto to the Authority. 17

20 d. In cooperation with the OPM and subject to the directions of the Authority, assist in preparing and issuing all necessary documentation for the proper administration of the CM contract and any other contracts for construction, including but not limited to field reports, field orders, proposal requests, requests for information, architect s supplemental instructions, construction change directives and change orders. Maintain a complete log and record of all such documentation and all submittals by the CM and any other construction contractors Submittals. Review and approve or take other appropriate action upon the CM s submittals and any other construction submittals such as shop drawings, product data, samples and mockups for the purpose of determining conformance with the design concept and intent of the Project and the information given in the construction documents Completion Inspections. In conjunction with the OPM and the Authority, conduct inspections to determine the dates of substantial completion and final completion of the CM contract and any other construction contracts, receive and forward to the Authority written warranties and related documents required by the construction contracts as conditions precedent to final payment and assembled by the CM, prepare and oversee completion of punch lists, and issue certificate(s) of substantial completion and final certificates for payment. Assist the Authority and the OPM in an orderly closing out of the construction work, including advice to the Authority concerning the details of disputes and claims, and participation in testing of systems and equipment as further provided below Record Drawings. With assistance of the OPM, periodically review the as built drawings, including BIM materials, and other record construction documents to be maintained by the CM and its subcontractors Close Out Services. Provide usual and customary assistance to the Authority in connection with the close out and final acceptance of the Project, including assisting the Authority in enforcing compliance with all contract requirements relating to final acceptance of the Project, including commissioning and correction of all defective or unacceptable work. 18

21 Operations. After the completed Project is in full convention service operation, perform or participate in a comprehensive review of operational performance issues, such as adequacy of maintenance staffing and functional adequacy and performance of building systems, and make recommendations for design or construction corrections or improvements Records. Maintain records in an orderly manner according to filing systems approved by the Authority, including complete and accurate records of the Design Team s observations of construction progress, and including correspondence, construction contracts, change orders, construction change directives, proposal requests, deficiency notices, architect s supplemental instructions, project meeting minutes, shop drawings, project data, samples, supplementary drawings, color schedules, contractor s requests for payment and Design Team s certificates for payment, BIM models, and such other schedules, reports and other documents as are prepared or received by the Design Team and its subconsultants in connection with the Project. 6. SECTION 6 LEGAL AND OTHER REQUIREMENTS 6.1 Accessibility to the Authority. To provide the services anticipated under this RFP, the Design Team must establish a fully functioning Project office in Boston in a space to be provided by and shared with the Authority s Project staff near the Project Site. The Design Team s key personnel must be available on a full time basis at the Project office, as appropriate for each phase of work. The Design Team must have the capacity to respond to requests and directives from the Authority on short notice. In addition, meetings and presentations will frequently require that members of the Design Team not located in the Project office be available in Boston. 6.2 Sustainability and LEED Certification. Chapter 195 requires that 1) the Project achieve a minimum certification of LEED Silver New Construction from the United States Green Building Council or an equivalent certification from a similarly recognized organization issuing certification for compliance with environmental and sustainability guidelines for design and construction; 2) the Project comply with the energy efficiency requirements of either the Stretch Energy Code, as defined in 780 CMR 115, or the Massachusetts energy code in effect at the time of the application for building permit, whichever is more stringent; and 3) the Authority use best efforts to achieve, for the existing BCEC, a minimum certification of LEED Silver Existing Buildings from the United States Green Building Council or an equivalent certification from a similarly recognized organization issuing certification for compliance with environmental and sustainability guidelines for building operations and maintenance. 19

22 The Authority seeks to ensure that the Project is designed and will be operated with environmental sustainability as a priority. Resource and energy conservation will be areas of focus in the development of the design for the Project. 6.3 Minority and Women Business Enterprises. Executive Order No. 524 establishes a policy of promoting equity of opportunity in state agency contracting by encouraging the full participation of minority and women owned businesses in all areas of such contracting, including contracts for construction and design. Further, the Commonwealth of Massachusetts establishes combined M/WBE participation goals of 17.9% for design and 10.4% for construction of state funded and stateassisted projects in order to encourage the full participation of M/WBEs. The Authority supports such policy and will evaluate each Proposer s approach to encouraging M/WBE participation in the Project. Accordingly Proposers shall discuss their plans and programs for achieving the goals outlined below, and will be required to certify in their RFP submission that they understand the goals and are committed to achieving them if selected as the top ranked Proposer. The Authority has established the following minimum M/WBE participation goals for the Project: Combined M/WBE participation goals: 17.9% for design 10.4% for construction 6.4 Presentations and Presentation Materials. From time to time, the Design Team will be expected to prepare and deliver presentations to various audiences, including the Authority staff, the Authority s Board of Directors, and outside stakeholders such as neighborhood and trade groups. 6.5 Coordination with Authority Staff and Marketing Teams. The Design Team will assist the Authority in engaging the members of the Authority s staff who are involved in operating and maintaining the BCEC, seeking their comments and advice on the building and its operations, as well as their thoughts and objectives for the expansion program. In addition, the in house and external marketing teams that book events at the BCEC will be consulted, to obtain their perspectives on the expansion program and requirements for Project. 7. SECTION 7 RFP Schedule and Submission Procedures The Authority expects to follow the schedule set forth below for the selection process. The schedule is subject to change RFP Packages to Proposers..... January 30, 2015 Questions Due... February 13,