Architectural/Design Services Request for Proposal Number 10202017 [Responses Due November 6, 2017 by 3 pm ET] 1 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
I. INTRODUCTION The purpose of this Request for Proposal (RFP) is to select a firm to provide professional architectural/design services to design a new building for Michigan Virtual (formerly known as Michigan Virtual University). II. BACKGROUND OF MICHIGAN VIRTUAL Michigan Virtual was established in 1998 and operates as a private, nonprofit 501(c)(3) corporation and is governed by an independent Board of Directors comprised of individuals representing business, industry, higher education, K-12 education and state government. Michigan Virtual works to expand the use of learning technologies with a focus to serve Michigan s K-12 community with quality online instructional services. Today, Michigan Virtual provides online courses to middle and high school students, online professional development services for K-12 school personal and leading research in the field of online and blended learning. Michigan Virtual employs over 200 people that includes a large number of part-time employees that work remotely. III. DESCRIPTION OF THE REQUEST Michigan Virtual occupies approximately 18,000 square feet of Class A office space in the Innovation Tech Center at the University Corporate Research Park in Lansing, MI, located at 3101 Technology Blvd., Suite G. The building is owned and operated by the Michigan State University Foundation. Michigan Virtual s current lease expires in December 2018. The current 18,000 square feet of office space represents the merger of two previously independent suites that were not originally designed to be joined. This merger of space was convenient, but did not produce an efficient floor plan. A new facility will allow Michigan Virtual to design a floor plan layout that is efficient and better meets its current and future needs. The overall space size needs are not expected to change substantially in the foreseeable future as Michigan Virtual builds a new office. However, a need to design the new office for maximum utilization and a flexible working space is critical. Our vision is a modern layout that combines fewer and smaller private offices with cubicles and truly open floor plans as well as communal areas and private rooms which employees can reserve for team collaboration or to concentrate on solo work. Ten years ago, 100% of Michigan Virtual employees worked on a full-time basis out of the existing office space. Today, all of our part-time instructors work remotely and nearly 40% of our full-time employees work remote 100% of the time. In addition, nearly all of our staff with dedicated offices/cubicles in the Lansing office telework from home 1-2 days a week. A review of the current offices reveals that approximately 3,000 square feet of the space is functionally underutilized given the high amount of acute and obtuse wall angles. While working with an architectural/design firm, Michigan Virtual may want to explore a plan for future options such as a second floor expansion, or addition if needed. 2 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
Michigan Virtual identified six criterion when assessing future office space needs, including: 1) Reduce annual operating costs; 2) Assume no increase from current space size of approximately 18,000 square feet; 3) Floorplan that accommodates greater use of flexible hotel space for teleworkers and more efficient use of space that reduces the number of private offices and space used for corridors/hallways; 4) Reasonable proximity to a major highway in the Lansing area; 5) Inclusion of a configurable conference room for up to 100 people (current max is 40); and 6) Proximity to other education organizations with existing office space needs desirable. The desired timeline for this project includes plans to acquire 3.5 acres of land (Delta Township, Michigan) in the fall of 2017, complete a design for the new office building before the end of January 2018, use the plan to select a contractor through a competitive bid process and begin construction in spring 2018 with completion in late 2018. A single contract will be awarded to an architectural/design firm based on specified criteria. IV. PROPOSED FORMAT In order to simplify the evaluation process and obtain maximum comparability, Michigan Virtual requires that all responses to the RFP be organized in the manner and format described below. Any relevant supplemental information should be included as attachments. Each proposal must remain valid for at least ninety days from the due date of this RFP. Proposals should be prepared simply and economically providing a straightforward, concise description of the consultant s ability to meet the requirements of the RFP. Each firm s response will be limited to twenty (20), single-faced pages (excluding supplemental material). Michigan Virtual reserves the right in its sole and absolute discretion to accept or reject any or all proposals, or alternative proposals, in whole or in part, with or without cause. Contents of proposals submitted are confidential and will not be disclosed to any parties outside of Michigan Virtual. In addition, Michigan Virtual reserves the right to waive, or not waive, informalities or irregularities in terms or conditions of any proposal if determined by Michigan Virtual to be in its best interest. Michigan Virtual also reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. V. POSSIBLE SCOPE OF SERVICES Michigan Virtual is interested in learning more from architectural/design firms about the possible options and corresponding benefits to a range of different professional services, including: Criteria Development: Architect/design firm to meet with the Michigan Virtual team and develop complete criteria and understanding of the project scope, timing and budget. Preliminary Design: Develop conceptual design schematics based on Michigan Virtual criteria. Prepare preliminary design package complete with high level cost estimates as well as exterior and interior renderings. 3 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
Preliminary Design Review: Meet with the Michigan Virtual team and present preliminary design, budget numbers and schedule. Design Development: Architect/design firm to present design development drawings plus an accurate cost estimate and schedule. Value Engineering Exercise: Architect/design firm to conduct value engineering exercise with Michigan Virtual to ensure that the budget is aligned with financial and timing expectations. Signage Package: Architect/design firm to develop exterior and interior signage package for the project. Work Drawings and Specifications (Bid documents): Develop detail designs, prepare construction plans, specifications and detailed cost estimates. Include AutoCAD drawings, both electronic and hard copy, with the ownership of documents being Michigan Virtual. Additional digital files, such as final 3d models or graphics may also be required. Supervision and Administration: Secure all necessary permits, provide bid phase assistance, including answering RFIs, attending pre-bid meetings, addendum preparation, participating in preconstruction meetings, construction progress meetings, monitoring of the projects, coordination and supervision of testing services, review and approval of shop drawings, final inspection and measurement, periodic reporting of progress, preparation of progress payments, review and recommendation of claims, preparation of change orders and approval of final payments. Architect to have representative attend all construction progress meetings. As-Built Construction Plans: Provide as-built construction plans reflecting actual field measurements and other records as required by the township on all projects assigned to the consultant within one month of completion of the project as AutoCAD drawings, both electronic and hard copy, with the ownership of documents being Michigan Virtual. Additional digital files, such as final 3d models or graphics may also be required. Costs: It is Michigan Virtual s top priority for this project to align to our strategic goal of financial sustainability; plan needs to be affordable, functional and comfortable for all team members. VI. PROPOSAL ELEMENTS The following describes the proposal elements that should be included in each firm s response that will be used for evaluation of the proposals. 1. Professional Qualifications: State the full name and address of your organization and, if applicable, the branch office or other subsidiary element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation. If as a corporation, include whether it is licensed to operate in the State of Michigan. Include the name of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located 4 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the projects. Identify only individuals who will do work under this RFP by name and title. Resumes and qualifications are required for all proposed project personnel, including all subcontractors. Qualifications and capabilities of any subcontractors must also be included. State history of the firm, in terms of length of existence, types of services provided, etc. Identify the technical details that make the firm uniquely qualified for this work. 2. Past involvement with Similar Projects: The written proposal must include a list of specific experience in similar infrastructure projects and the individuals that were involved in the project. A complete list of client references must be provided for similar projects recently completed. It shall include the firm/agency name, address, telephone number, project title, and contact person as well as identification of the general contractor used for the project. 3. Proposed Work Plan: Provide a detailed and comprehensive description of how the firm intends to provide the services identified in the Possible Scope of Services section noted above. This Work Plan shall include, but not be limited to: how the project(s) will be managed and scheduled, how and when data will be delivered to Michigan Virtual, communication and coordination, the working relationship between the consultant and Michigan Virtual staff, and the company s general philosophy in regard to providing the requested services. 4. Results in a challenging design project. The proposal shall include an example of a particularly challenging design project, whereby problems developed as the project progressed. Describe how the consultant intervened to remediate the issues, how information was relayed to the owner and the ultimate outcome of the project. 5. Client References. Provide the contact name, company, email and telephone number, and a brief description of your business, for three references who can speak to your company s qualifications based on their direct interactions. 6. Fees. Proposals should include price options for different services based on the recommended scope of services. Price quotations are to include the names, title, hourly rates, overhead factors, and any other relevant details. The proposal should highlight key staff and positions that would likely be involved with projects. VII. SELECTION CRITERIA In addition being evaluated on the clarity, thoroughness, and content of proposal responses, the final selection of an architectural firm or design consultant under this RFP will be based upon the professional qualifications necessary for the satisfactory performance of the services required, subject to the following considerations: 5 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
Experience in the architectural/design field Capacity to accomplish the work within the established schedule Quality of performance on past projects Status as a Michigan-based company Qualifications of key personnel assigned to project Experience with similar projects Client references Vendor s understanding of work to be performed Evidence of collaborative working relationships with general contractors to ensure project success especially when conflicts have surfaced Value delivered in proportion to fees proposed Michigan Virtual reserves the right to make the award to the vendor of its choosing, reflective of our understanding of needs, the audiences served and results desired rather than solely based on pricing or other combinations of factors. Further, this RFP does not obligate Michigan Virtual to award any contract. We reserve the right to cancel the RFP at our discretion. VIII. PROPOSAL DUE DATES, SUBMISSION DEADLINE, CONTACT Date October 20, 2017 October 27, 2017 October 31, 2017 November 6, 2017 November 9-15, 2017 November 17, 2017 Item RFP Distributed Written Vendor questions submitted to Michigan Virtual Michigan Virtual responds to Vendor questions Written Proposals due to Michigan Virtual Vendor finalist presentations Award notification to Vendor IX. PROPOSAL SUBMISSION All proposals are due and must be delivered to the Michigan Virtual Offices on, or before, November 6, 2017 by 3:00 p.m. (local time). Proposals submitted late will not be considered or accepted. One (1) electronic copy of your proposal sent by email to the contact below and one (1) printed and signed hardcopy of the proposal. Proposals submitted must be clearly marked: Michigan Virtual Architectural/Design Services and list the consultant s name, firm and address. 6 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7
A. QUESTIONS ABOUT THE RFP All questions regarding this RFP shall be submitted via e-mail to Paula Coulier on or before October 27, 2017 by 3:00 p.m. Michigan Virtual will respond to all questions in writing no later than close of business on October 31, 2017. Paula Coulier Leader for Administrative Operations & Customer Care Michigan Virtual 3101 Technology Blvd. Suite G Lansing, MI 48910 pcoulier@michiganvirtual.org B. VENDOR PRESENTATIONS Michigan Virtual plans to identify the highest scored proposals and invite a small number of firms to participate in a private presentation that includes a Q & A session. Based on the results of the individual meetings on November 9-15, 2017, Michigan Virtual anticipates selecting a single firm for award notification no later than November 17, 2017. 7 P a g e M i c h i g a n V i r t u a l R F P # 1 0 202 0 1 7