Conrad Grebel University College. Kitchen and Dining Room Expansion and Renovation Architectural Feasibility Study

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1 Conrad Grebel University College Request for Proposals For the Provision of Architectural Consulting Services Conrad Grebel University College invites eligible architects to submit a proposal for the provision of architectural and engineering consulting services for the following project: Kitchen and Dining Room Expansion and Renovation Architectural Feasibility Study 1. BACKGROUND a. The purpose of this RFP is to solicit proposals from architects (Proponents) to complete an Architectural Feasibility Study for Conrad Grebel University College (the College) for the Kitchen and Dining Room Expansion and Renovation project. The study report and schematic designs will be used to inform the College s stakeholders of potential designs and to generate interest in the project amongst potential donors. b. Proponents will need to include the following professional services: i. Architectural ii. Engineering (structural, electrical, mechanical, acoustical) iii. Food Service Facilities Planning and Design Consultant iv. Cost Consulting 2. PROJECT OBJECTIVES AND REQUIREMENTS a. Background Conrad Grebel University College is an Anabaptist-inspired liberal arts college affiliated with the University of Waterloo. The College has a 175-bed residence and thriving academic programs serving thousands of university students each year. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. The College s mission is to seek wisdom, nurture faith and pursue justice and peace in service to church and society. The College s Food Services operation has maintained a reputation for excellence over several decades. The College is seeking ways to enhance the kitchen and dining room operation while maintaining the quality of food and service that have characterized the operation. In 2014, the College s strategic planning identified expansion and renovation of the current food service facilities as a top priority. The new kitchen and dining room should align well with the identity and values of the College. Communal dining is a central feature of the Grebel experience. b. Scope- The scope of the project is described as follows: i. Increase the dining room capacity to at least 300 people ii. Establish a private dining room with a capacity for 20 persons. iii. Expand the kitchen facility and equipment to service the increased dining capacity iv. Redesign the food serving line to allow for more options, better flow and better organization of the food line. v. Redesign food prep and food serving areas to accommodate special diets Page 1 of 12

2 vi. Improve people traffic flow through and around the dining room vii. Improve service and delivery access to the kitchen viii. Improve waste removal facilities for the kitchen ix. Ensure new and renovated spaces will integrate well with the atrium, the patio, walkways, chapel foyer and any future expansions c. Incorporate leading standards of environmentally sustainable construction to maintain vital interests of the College. d. Develop detailed Statement of Requirements (SOR) based on the preliminary requirements provided herein and interviews to be held with stakeholders at the College, namely Board members, employees and students. The SOR is to include the following information: i. A listing of all rooms/spaces, with name of room, net floor area, critical dimensions, IT requirements, special mechanical/electrical requirements, security, special finish requirements and related storage needs. ii. Service space requirements such as washrooms, custodial, mechanical, electrical, storage, and communications rooms iii. Functional relationships iv. Estimated total gross floor area of new construction and net area v. Estimated total gross floor area of renovation and net area vi. Future expansion options vii. Other information as required e. Prepare at least two schematic designs based on the SOR, i. The Statement of Requirements ii. The required construction schedule and budget iii. Mechanical and electrical servicing strategies iv. Cost effective options for meeting the SOR and the requirements of the Ontario Building Code, the Grand River Conservation Authority, the University of Waterloo and other authorities having jurisdiction. f. As the College s kitchen and dining room is in use forty-nine weeks of the year, the SOR will need to include alternatives for providing food services to the College community while renovations are in progress. g. As part of the feasibility study process, the consultant will develop the construction budget in conjunction with the stakeholders and the College administration. At present, the anticipated design and construction costs for this project will be in the range of $3 million. A Class C construction estimate based on the schematic design is required. The estimate is to be inclusive of all potential construction costs, design and construction contingencies, escalation costs, furniture, fixtures, and equipment and any other items proposed. If design options are under consideration or proposed, estimates are to be included for all options. h. Consolidate the SOR, the schematic designs (including options), and the construction estimate(s) into a comprehensive and fully detailed Architectural Feasibility Study document. Include a description of the development process. Also include a design and construction schedule indicating a timeline for occupancy of the building. Designs will be presented as coloured plans of all proposed options on 11 x 17 paper. Colour renderings showing interior and exterior views of proposed designs are also required. Page 2 of 12

3 i. All materials will be presented in attractive packages as five bound copies and one unbound copy and one electronic copy in Portable Document Format (.pdf). ii. Printing costs will be considered a disbursement to the College (See Form 7.) iii. All print materials and drawings are also to be available on disk in PDF format. i. It is expected that building code and design expertise for this project is available within the Proponent s team. If not, and if specialty consultant expertise is required (to meet the program requirements identified in this RFP), the Proponent is to include these services within the fee proposal (i.e. at no additional cost to the College). j. Should the consultants undertake work beyond the scope of work described in this RFP, whether directed by the College or not, the consultant is to notify the College in writing immediately, and a method for determining appropriate compensation be agreed upon by both parties prior to the consultant proceeding with additional planning or design work. 3. OWNER PROVIDED INFORMATION a. Building floor plans including original construction drawings, reference floor plans and access to any as-built information in the possession of the College. b. Details on current information technology requirements and standards. c. Building condition information for the existing academic wing. 4. SCHEDULE a. The following schedule indicates the major tasks and timelines proposed for the architectural feasibility study. i. RFP Issued March 10, 2017 ii. Proposals Due (Closing Time 3 pm.) April 3, 2017 iii. Proposals reviewed by Evaluation Committee April 5-6, 2017 iv. Interviews of short-listed proponents April 17-19, 2017 v. Evaluation Made of Successful Proponent April 25, 2017 vi. Study Period Begins May 1, 2017 vii. Study Period to include a series of meetings with stakeholders and committees to gather data and explore options viii. Study Period Ends June 30, 2017 ix. Architectural Feasibility Study Report Due July 31, GENERAL CONDITIONS a. Submitted proposals may be withdrawn at any time up to the official closing time if requested by signed letter. Withdrawal requests after closing time will not be permitted. b. Proponents must hold membership in their respective provincial professional associations/licensing bodies and be legally entitled to practice architecture and/or engineering in the Province of Ontario. c. The College retains the right at any time after the closing date to request evidence of financial standing and stability. Proponents agree to provide such information within four (4) business days after date of request. d. All College policies, procedures, practices and other regulations are to be adhered to by the successful proponent. Page 3 of 12

4 e. The proposal shall be valid and irrevocable for a period of 90 days. f. The College will select the proponent who best meets the needs of the College, as determined by the College s own criteria. Alternatively, the College reserves the right to cancel the RFP either before or after the submission deadline without incurring legal liability to any proponent. There will be public opening of the proposals. g. Unsuccessful proposals will not be returned. They become the property of the College and will be held in confidence. If disposal is required at a later date, proposal documents will be shredded. h. All terms and conditions of this RFP are deemed to be accepted by proponents and incorporated into the submitted proposal. If there is a conflict in wording, the RFP shall govern unless agreed to in writing by the College. i. If the project is approved to proceed to the construction phase, the College may choose to engage the successful proponent to provide further design and construction services. However, the College also retains the right to select another architect. 6. CONTRACT Fees for the services to be rendered will be outlined in the proposal. There will be no additional reimbursements for printing costs, travel, courier, and artist s renderings. The above costs and other expenses should be included in the proposal. No other disbursements will be allowed unless pre-approved by the College. The accepted proposal may become the basis for the binding agreement. The successful Proponent will prepare a Form 600 to comply with current OAA guidelines. 7. PROPOSAL SUBMISSION REQUIREMENTS Please provide five bound copies and one electronic file in Portable Document Format (.pdf) of the following information: a. Covering letter indicating interest in the project and that the Proponent is a current holder of a Certificate of Practice issued by the Ontario Association of Architects and has a minimum of $1,000,000 professional liability insurance. If the proposal is a joint venture, explain the roles and responsibilities of the respective firms. Confirm that the firm(s) is compliant with Ontario Bill 124 effective January 1, b. Completed forms 1 through 7. c. Promotional literature for the architectural firm on projects pertinent to this RFP. d. Proposals must be delivered to E. Paul Penner, Director of Operations, at the Main office (2130) at Conrad Grebel University College by 3:00 pm on April 3, EVALUATION METHOD AND PROCEDURE An evaluation committee will be formed to evaluate proposals. The evaluation committee may request an interview with one or more proponents prior to final evaluation. Proposal evaluations will be based on meeting the criteria as outlined in this RFP and successful proponents will be selected for an interview. The final proponent evaluation will be based on the written submission and interview responses. The following chart outlines the criteria and lists the required forms for submission: Page 4 of 12

5 Heading Evaluation criteria Points Form 1 Project Team Team s appropriateness for project and experience working together. Form 2 Related Project Experience (Sub-consultants) * Experience on projects of a similar nature. Form 3 Workload Capacity Architect Conflict with other projects in the architect s office. Form 4 Qualifications of Key Individuals The experience of key individuals and their commitment to this project. Form 5 Project Vision Understanding the College s mission, vision and context. Form 6 Design Methodology Project specific response to the requirements of this project Form 7 Fee Proposal for Feasibility Study and Schematic Design Points deducted based on deviation from statistical mean of all fee proposals. 20 Total 100 During the evaluation process the College may consider and include in it decision any information or criteria that it may deem relevant. By submitting a proposal, including any personal information requested by this RFP, proponents agree to the use of such information in the evaluation process, for any audit of the evaluation process and for contract management purposes. 9. The College may at any time enter into negotiations with any proponent regarding any part or parts of proposals without giving notice to or entering into similar negotiations with any other proponent. 10. Selection of a proponent with whom the College wishes to enter into negotiations, does not guarantee that a contract will be entered into with such proponent and negotiations can be terminated at any time by the College without incurring liability. 11. Any questions or requests for clarification should be submitted in writing or to E. Paul Penner, Director of Operations Conrad Grebel University College 140 Westmount Road N. Waterloo ON N2L 3G6 Page 5 of 12

6 Form 1 Project Team Instructions: Provide the names of the firms included in this proposal, the total number of full time staff employed at the Office location (not the total number of employees of firms with multiple locations), the personnel that would be assigned to the project and their role. Firm Name Discipline Total Employees Proposed Personnel Role Page 6 of 12

7 Form 2 Related Project Experience Instructions: Provide the information requested below for a maximum of three completed projects that are relevant to this project. The projects listed should illustrate experience in projects with similar programmatic requirements that have been completed within the last 10 years: Project Name: Description: Construction cost at completion: Principal Engineers: Architect: Client: Client Contact/Phone No: Project Name: Description: Construction cost at completion: Principal Engineers: Architect: Client: Client Contact/Phone No: Project Name: Description: Construction cost at completion: Principal Engineers: Architect: Client: Client Contact/Phone No: Page 7 of 12

8 Form 3 Workload Capacity - Architect Instructions: List the projects to which members of the architectural design team are currently assigned. Include the Project Name, Construction Cost, Current stage of completion and Completion date. Page 8 of 12

9 Form 4 Qualifications of Key Individuals Instructions: List the individuals noted on Form 1 for each of the firms included in this proposal, their total number of years of experience in their field, the number of years employed full time at the current firm and professional designation or accreditations. Page 9 of 12

10 Form 5 Project Vision Instructions: Provide information on the study team s understanding of the College s mission, vision and context as a College of the Mennonite Church Eastern Canada affiliated with the University of Waterloo. Page 10 of 12

11 Form 6 Design Methodology Instructions: Provide a description of the architectural design approach that will be taken on the project. Provide a description of the management approach that will be used on the project. For example, include a description of the procedures that will be used to control the budget, as well as organize and schedule the project. Describe the presentation materials available at the conclusion of the study. Page 11 of 12

12 Form 7 Fee Proposal and Offer of Services Fee Proposal Provide the fee for the following to complete the scope of work as described in this RFP. The fee is to include all consultants required by the RFP and listed in the proposal. Include the fixed fees stated in Canadian dollars, the maximum allowance for disbursements and all applicable taxes. Offer of Services We hereby offer to provide professional services to Conrad Grebel University College in accordance with the terms and conditions of this RFP. In particular we commit to providing those services to a high professional standard and in accordance with the schedule included in the RFP. Name and address of proponent: Name and title of person authorized to sign on behalf of Proponent. If incorporated, the signor must be an agent of the corporation and must affix the corporate seal or write the words I have the authority to bind the corporation below the signature: Name (please print) Signature Date Page 12 of 12

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