RFQ Meeting Minutes. Name Company Attended. SCO ID No.: WCU Project No.: Date: August 30, 2017

Transcription

1 RFQ Meeting Minutes Project name: Steam Plant Renovations SCO ID No.: WCU Project No.: Date: August 30, 2017 Name Company Attended Matt Ketchum WCU - FM mjketchum@wcu.edu Y Don Hair WCU FM drhair@wcu.edu Y Lee Smith WCU FM blsmith@wcu.edu Y Chad Griffith Griffith Engineering mcgriffith@griffitheng.com Y Will Gaither CUBEX wgaither@cubexinc.com Y Tom Parker Burns & McDonnell tfparker@burnsmcd.com Y Chad Hancock Optima Engineering chancock@optima.com Y Ron Almond Optima Engineering ralmond@optima.com Y Gary Hubler FWA Group g.hubler@fwagroup.com Y Todd Forrest Burns & McDonnell kforrest@burnsmcd.com Y Jason Kolano Ewing Cole jkolano@ewingcole.com Y Tom Paladino Zapatia Inc. tpaladino@zapatiainc.com Y Peter Ludman Cope Architecture plunman@copearchitecture.com Y Bryant Brown GMKA bbrown@gmka.com Y Grant Tharp Cope Architecture gtharp@copearchitecture.com Y Thad Rhoden MPS Architecture troden@mcmillonpazdansmith.com Y Michael Watson WTS mwatson@watsontatesavory.com Y Peter Alberice MHA Works palberice@mhaworks.com Y Craig Smith Power Engineers Craig.smith@powereng.com N Charles Davis Business Development Consult Charlie.Davis0045@outlook.com N 1. Introductions: a. Attendees introduced themselves to the group b. Attending from the owners group were the following people: i. Matt Ketchum Director of Capital Projects ii. Don Hair Project Manager for the Project iii. Lee Smith Director of Facilities Operations c. Additional owner representatives not able to attend: i. Joe Walker Associate Vice Chancellor Facilities Management 2. Project overview: a. An overview of the campus and the it s relation to the project was presented to the group. b. Description of WCU campus was discussed indicating the two campuses, Main Campus at 360 acres, and Millennium Campus at 334 acres. c. The project will be located on the north central portion of main campus, in the area of the existing Steam Plant. d. The site will be bounded by Joyner Drive to the south, Grounds Shop to the north and Central Drive to the west.

2 e. The site is approximately 1.25 acres of sloping grade from east to west. f. The development of the project should reinforce connection to the campus and vehicle/pedestrian movement through campus. g. One of the main reasons for redeveloping this site is its relationship is to take advantage of the existing steam infrastructure. 3. Project scope: a. The Project will consist of an Advance Planning Phase and Initial Design as the first portion of the scope of work. b. WCU will shortlist three design teams for consideration of this phase. c. The selected shortlisted design teams will be considered for both the initial Advance Planning and for the remaining design scope. We will not repost the project for the second phase of design. We will select from the original shortlisted group. d. WCU considers this a multi-phased project which would allow for the redevelopment of this portion of campus. e. The first phase should be planned for a building footprint of approximately 6,000 sf. f. Overall planning of the project will be developed with a phased implementation in mind. g. The project will look at constructability, cost modeling, sustainable development of the site, connection to existing and proposed campus amenities, the vision of the 2014 Master Plan, and implementation of the 20/20 Plan. (refer to the following links for additional information for the Master Plan and 20/20 Plan ) 4. Schedule Review: a. The RFQ schedule was posted as part of the RFQ advertisement and was discussed during the meeting. b. The question period will close September 11, 2017 at 5:00 PM. All questions should be submitted in writing prior to this deadline. c. A site walk was conducted after the RFQ meeting to familiarize the group with the site and the surrounds campus conditions. d. Proposals are due September 19, 2017 by 5:00 PM. ALL proposals shall be in the form of an electronic PDF format. This can be ed file or a mailed file on flash drive. NO hard copies will be considered for review. e. The shortlisted selection will be announced on September 28, NO de-briefs will be done for the non-selected teams until after final selection of the design team is made. f. The tentative kick-off meeting for the project will be held on November 9, g. The goal of the Advance Planning/Initial Design phase is to be completed and submitted to SCO by mid-april Informational Documents: a. WCU Design Guidelines are posted to the University website and will be the basis of deliverables in conjunction with the scope of work in the RFQ. b. WCU will provide a site survey and utility location map to the selected team to assist with the Advance Planning and final design. 6. Comments: a. The SF 330 is considered part of the 40-page limit for proposals. Please be concise in the information you wish to convey in your proposals. b. WCU is located in a remote part of the State with limited access to metropolitan areas and services. Given our location, services to our campus is a concern. In your proposals please elaborate on how

3 you will deliver your services from a distant location. Skype/GoToMeeting are not the best options for engaging the owner s team. c. The scoring form is attached to the minutes for your review. The weighted scores are indicated in the left hand column. Each member of the selection committee will evaluate the proposals independently and then will meet as a group to comply the scoring and shortlist. End of Meeting Minutes

4 RFQ Meeting Sign-in Form New Steam Plant Facility August 30, 2017 Name Company Attended Matt Ketchum WCU - FM mjketchum@wcu.edu Y Don Hair WCU FM drhair@wcu.edu Y Lee Smith WCU FM blsmith@wcu.edu Y Chad Griffith Griffith Engineering mcgriffith@griffitheng.com Y Will Gaither CUBEX wgaither@cubexinc.com Y Tom Parker Burns & McDonnell tfparker@burnsmcd.com Y Chad Hancock Optima Engineering chancock@optima.com Y Ron Almond Optima Engineering ralmond@optima.com Y Gary Hubler FWA Group g.hubler@fwagroup.com Y Todd Forrest Burns & McDonnell kforrest@burnsmcd.com Y Jason Kolano Ewing Cole jkolano@ewingcole.com Y Tom Paladino Zapatia Inc. tpaladino@zapatiainc.com Y Peter Ludman Cope Architecture plunman@copearchitecture.com Y Bryant Brown GMKA bbrown@gmka.com Y Grant Tharp Cope Architecture gtharp@copearchitecture.com Y Thad Rhoden MPS Architecture troden@mcmillonpazdansmith.com Y Michael Watson WTS mwatson@watsontatesavory.com Y Peter Alberice MHA Works palberice@mhaworks.com Y Craig Smith Power Engineers Craig.smith@powereng.com N Charles Davis Business Development Consulting Charlie.Davis0045@outlook.com N

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6 Request for Qualifications For Architectural/Engineering Design Services for the New Steam Plant Building 1.1 SUMMARY OF REQUEST Western Carolina University is accepting qualifications for Architectural and Engineering design services for a new Steam Plant Building until 5:00 PM, September 19, 2017 in the Office of Facilities Management, located at 3476 Old Cullowhee Road, Cullowhee, North Carolina The project will consist of Advance Planning through Schematic Design for a new 4,800 square foot two story building, housing new boilers and associated equipment, and a 1,200 square foot single story annex that will incorporate, control room, restrooms, and offices. The project will be located on the lower portion of the main campus, replacing a portion of the existing steam plant. The existing steam plant will stay in operation until the new portion of the facility is completed and all equipment is operational. It will be the responsibility of the successful A/E firm to deliver professional design service from Advance Planning through Schematic Design including but not limited to Site Development; Utility Relocation; Architectural Massing and Design; Determination of steam usage; Steam Plant equipment / piping design; Removal of existing above ground fuel storage tanks; and Cost Estimating. The A/E firm selected for this project will report directly to the WCU Project Manager assigned to this project. The purpose of this document is to provide the detail of the A/E services required for this project and establish the basis for the contract agreement between WCU and the A/E service provider. Although unforeseen circumstances may require departures from this directive; any deviations require prior written approval or direction from WCU or the WCU Project Manager. 1.2 WCU History WCU was founded in August 1889 as a semi-public secondary school and chartered as Cullowhee High School in The founder, Professor Robert Lee Madison, wanted to provide an education for the young people in the region and train teachers to spread education throughout the western part of the state. In 1893, the Legislature designated the school as the first publicly funded normal school. Over the next 40 years, the school expanded its curriculum and evolved into a junior college, and in 1929 it was chartered by the legislature as a four-year institution under the name Western Carolina Teachers College. Often called the Cullowhee experiment, Madison s idea became the model for the other regional colleges in the state. In 1967, the institution was designated a regional university by the North Carolina General Assembly and Western Carolina University was given its current title. And, on July 1, 1972, WCU became a member of the University of North Carolina system. The Millennial Initiative, doubling the size of the campus in 2005, is a growing knowledge enterprise zone where university faculty and students, private industry, and government partners conduct research and development into scientific and technological innovations that have commercial applications. WCU continues its promise to the region by giving students intensive, hands-on educational opportunities while simultaneously promoting economic development. 2

7 1.3 PROJECT Project Confidentiality The A/E service provider will be required to: 1) Maintain strict confidentiality of all oral, written and otherwise documented information pertaining to this project; 2) Limit distribution of such information to only individuals necessary to prepare your proposal; 3) Return all materials provided by WCU during the Request of Qualification (RFQ) process to the WCU Project Manager, within ten (10) calendar days of notification, if you are not awarded the contract; and 4) Include an acknowledgement that all copies made have been destroyed. If you are awarded the contract, do not distribute any project related information at any time, except as required to complete the project, without written permission or direction from WCU Scope of Services A. Advance Planning a. Participate in design meetings with Owner and their consultants to develop an overall building program and site utilization plan for a multi-phased project. b. Provide a program document for review and approval by WCU. B. Schematic Design a. Lead design meetings with Owner and their consultants b. Review Geo-technical report and incorporate in to design parameters c. Review existing building/site conditions d. Review asbestos abatement report e. Review constructability of building systems and site constraints f. Prepare a project schedule to meet WCU s milestone dates. g. Incorporate Architectural/Engineering space/system plans from Advance Planning Document h. Prepare conceptual site access/utilization layouts. i. Prepare conceptual cost estimate j. Comply with WCU SD Deliverable list k. Present final preliminary report for WCU s review Kick-Off Meeting The WCU Project Manager will schedule a kick-off meeting with the A/E. It is mandatory that your project organization chart be established by the day of this meeting and that your Project Manager and all assigned staff be in attendance. The A/E shall require that all the people that will be attending the kickoff meeting read the entire document and formulate questions regarding the parts of it that they will be responsible for and do not fully understand. At the kick-off meeting the following items will be completed/reviewed: Review of project scope. Review of, and the identification of, specific people from each organization for the items, services, tasks, etc. indicated including roles and responsibilities. A preliminary schedule, by A/E, indicating functional review meeting dates, coordination meeting dates, and completion of engineering dates. 3

8 1.4 SCHEDULE Project Summary Schedule Anticipated milestone dates that are critical to the delivery of this project are as follows: Posting of RFQ August 14, :00 PM Initial Question Period August 17 September 11, 2017 Site visit August 30, :00 PM Final Question Period Ends September 7, :00 PM Issue of Addendum September 11, :00 PM Proposals due September 19, :00 PM Review of Proposals by WCU A/E September 20 27, 2017 Issue of selected firms list (Short List) September 28, 2017 Interview of Short List October 5, 2017 Selection of Design Team October 6, 2017 Negotiate/Award Design Contract October 26, 2017 Kick-off Meeting November 9, :30 PM Advance Planning Phase November 2017 January 2018 Estimated SCO Review and Comment Period January days Schematic Design Phase January March 2018 Estimated SCO Review and Comment Period April days 2.1 PROPOSAL REQUIREMENTS Please address all of the items noted in this section in your proposal. Failure to do so may result in your proposal not being considered. Proposals will be evaluated based on demonstration of meeting the requirements of this RFQ. Refer to SCO guidelines for requirements for A/E submitting proposals Proposals shall include the following information: SF330 8 ½ x 11, 40-page (20-page double sided) limit not including front cover, cover letter, dividers, or back cover. Electronic copy only ( ed or flash drive PDF format) 4

9 2.2 QUALIFICATIONS Organization Please submit general statements about your organizations qualifications and other information deemed necessary. Include at least the following: Refer to SCO Administration and Design Contract and Forms Firm name, business address, telephone, address, website address and fax numbers Contact person(s) with title(s) Professional history and affiliations Current staff size and professional registrations Range of Design service capabilities Impact of current workload on ability to meet the requirements of this RFQ Previous experience with WCU Relevant Project Experience Provide descriptions of at least three projects that have been executed within the past five years. The projects described shall be similar in scope and complexity to the project described within this RFQ. Please include at least the following: Project size (square feet) Construction value including building and site Basic project program Project delivery approach Project owner with current address and telephone number Principal Tenant Organization contact with current address and telephone number Key Personnel Please submit resumes for key personnel proposed for the project form. State their proposed project responsibilities. Include the following: Project Manager Licensed Architects and Engineers who will be professionals of record Discipline leaders (architectural, civil, structural, mechanical, electrical, etc.) Project Managers, licensed engineers, and designers of consulting firms Proposal Submittal Information Please submit your proposal with all of the requirements of this RFQ to the following address: Matthew J. Ketchum, AIA Director of Capital Projects Office of Facilities Management Western Carolina University 5

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13 Western Carolina University Steam Plant Renovations September 12, 2017 Question Response 1 Please provide sign in sheet Sign in sheet for the Pre Proposal meeting is attached 2 Please confirm the contract to be used between WCU and the A/E for this work. The contract to be used in the SCO Owner Designer Agreement ( 2009%29.pdf) 3 Please confirm that information requested in Section 2.2 of the RFQ is intended to be provided in addition to the SF 330 Forms (as long as it meets the 40 page limit). The 40 page limit shall include the SF330 form 4 Please confirm whether the chosen team will be allowed to pursue the full design upon completion of this contract. Based on the proformance of the initial design contract the owner resereves the right to evaluate and award of the remaining contract. 5 Do you have any current GA s or similar of the existing facility? We are unable to respond to your request. GA is not a general term used in the proposal. 6 My assumption is we will come back for measurements if OK with you unless data is available. Existing conditions and field verification of the proposed scope will be the responsibility of the selected design team. The owner will provide a updated survey of the site to be used by the design team 7 Please confirm that the deadline for the RFQ response is September 19. One document that I found stated that the due date is September 14. Proposals are due by 5:00 PM on September 19, Is the SF330 required for this project? We have typically provided Form 254 for similar type projects per the SCO guidelines rather than SF330. Please provide SF 330 as part of your response.

14 Steam Plant Renovations PROPOSAL EVALUATION / SHEET September 19, 2017 Design Services for: 5 Excellent 4 Very Good 3 Acceptable 2 Marginal 1 Poor Raw Score Key Design Team Criteria WEIGHT RAW WEIGHTED I - Workload that is fully able to accommodate the addition of this project. ( ) A. Percentage of projected workload compared to historical average B. Workload of prime consultants (PME) C. Number of staff available II - Successfully completed projects of similar scope without major legal or technical problems A. Number of similar projects B. Original estimated cost vs final cost C. Number of design revisions after final documents were issued D. Amount of contingency and percentage remaining at the end of the project III - Previous experience with Western Carolina University and/or SCO A. Team Members (clarity of role, responsibilities and experience with WCU/SCO) B. Design Phase Strength (who, what, when and how) C. Construction Phase Strength (who, what, when and how) IV - Key personnel that have appropriate experience and qualifications A. Strength of Leadership (Corporate, Regional and Others) B. Strength of On-Site Project Team Members C. Strength of Consultants Assigned to WCU Projects D. Familiarity of Team Members with WCU Campus, Site, Facilities and Systems V - Relevant and easily understood graphic or tabular presentations A. Organization of proposal B. Concise formulation of material and relevance to WCU's project C. Project Insight (anticipation of problems and Issues) D. Problem Solving Ability and Communication Strength VI - Completion of Design projects with little differences between the initial and final cost A. Plan for Controlling Costs while Maintaining Quality and Schedule B. Track Record of Costing and Cost Control VII - Projects that were completed on or ahead of schedule A. Ability to forecast task and expedite schedule B. Experience using tracking software and presenting information to OAC team VIII - Recent experience with project cost estimating and schedules A. Projects Completed within Project Time frame and estimated cost B. Ability to project/forecast market trends to be most effective to use if funding IX - Construction administration capabilities A. Experience to track and expedite submittals, RFIs, and material procurement B. Track Record / Proven Results of Project Engineers (mentoring) X - Proximity to and familiarity with the area where the project is located A. Experience with local conditions or the ability to bring new contractors to the area B. Experience with the geotechnical conditions of the region XI - Quality of compliance plan for minority business participation A. Processes used by the Designer to promote and recruit MBE participation B. Track Record of Results XII - Other factors that may be appropriate for the project A. Describe how your leadership enhances the WCU team B. What processes would you change based on your experiences with other designed projects RAW WEIGHTED RAW WEIGHTED RAW WEIGHTED RAW WEIGHTED RAW WEIGHTED RAW WEIGHTED Remarks: TOTAL 'Interview' Signature of Member