University of California, San Diego Resource Management and Planning RFP 0818KHC REQUEST FOR PROPOSAL Project Information Title: Administrative Space Analysis Purpose: Selection of a consultant to assist UCSD Administrative Space Work Group in a comprehensive review of current on/off campus administrative space utilization and documentation; propose use changes for optimal unit effectiveness; and propose space options, guidelines and models. Project Co-Chairs Nancy Kossan Brian Gregory Asst. Vice Chancellor Director Real Estate Resource Planning (858)534-1488 (858)336-3623 nkossan@ucsd.edu bgregory@ucsd.edu Procurements and Contracts Point of Contact Kim Carnot Interim Assistant Director, Business Contracts Procurement and Contracts (858)534-4436 kcarnot@ucsd.edu Important Dates Activity Name Due Date RFP Release Date April 22, 2008 RFP Questions Due Date May 9, 2008 (by 2:30 p.m.) RFP Answers Posted May 16, 2008 RFP Submission Due Date May 30, 2008 (by 2:30 p.m.) Proposal Review Period June 2 to 6, 2008 Presentations (if needed) June 19, 2008 (at UCSD) Anticipated Contract Award July 2008
I. Project Overview & Background The University of California, San Diego (UCSD) has experienced unprecedented growth in the last 10 years in both building space and personnel. During this accelerated growth phase the University constructed new buildings, purchased buildings, and leased off-campus space in order to meet space demands. UCSD has now transitioned from a growth campus to a slow growth campus, characterized by a slowing of new construction for the core academic programs and associated support services, and a growing emphasis on renewal, renovation, adaptation, and sustainability practices. In order to support current programs and continuing (albeit slower) growth in the face of diminishing resources for new construction, the University seeks to develop space planning guidelines to serve as an aid in planning, allocating and managing existing and future administrative space on and off campus in the most effective and optimal manner. To achieve this goal, the University must examine how existing administrative space is utilized and funded. For the purposes of this project, administrative space is defined as any building space that is not primarily used for instruction, research, laboratory or clinical activities. Units defined by program code criteria as academic departments that include an administrative function are not included. Therefore, the total administrative space to be analyzed includes 103 administrative departments in 498,216 assignable square feet (asf)* spread throughout 154 buildings. In order to meet the space needs of a growing institution, UCSD also leases 27,897 rentable square feet (rsf)* of space in two buildings located off-campus for four administrative departments. *Please note: ASF - Assignable square feet is the sum of all floor or surface areas of a building assigned to, or available for assignment to, an occupant or user, including every type of space functionally usable by an occupant or user. RSF - Rentable square feet is computed by adding a percentage (called core factor) comprised of the building's common areas such as bathrooms, hallways, main lobbies, etc., to the usable square feet of the space to be occupied. These administrative spaces are under the direction of the Chancellor and seven vice chancellorial areas: Academic Affairs, Business Affairs, External Relations, Health Sciences, Marine Sciences, Resource Management and Planning, and Student Affairs. The general intent of this project is to assist UCSD with organizing and evaluating data, evaluating the effective use of administrative space both on and off campus, and recommending strategies for addressing space needs most efficiently over the near-term (immediate, less expensive fixes) and long-term (systemic changes). Ultimately, the results will help UCSD develop a strategic road map for accommodating program growth. The consultant will provide a more specific work plan and schedule to address these goals after reviewing the objectives and scope of work that follow. 2
II. Objectives For this project, the University seeks to hire a consultant to assist the UCSD Administrative Space Work Group in a comprehensive review of current on and off campus administrative space utilization and documentation. The consultant will: confirm what administrative space will be studied through a review of UCSD space data; propose a more accurate descriptor to use if applicable; identify areas of administrative space underutilization and adjacency issues; propose strategies, options, guidelines and/or models to maximize use of current and future administrative space, in the context of sustainability practices and policies. The work of the selected consultant will be directed by the Administrative Space Work Group co-chairs. III. Technical Proposal The Technical Proposal must provide responses to all parts of the Scope of Work/Specifications indicated below. A. Scope of Work/Specifications 1. Description of Qualifications Provide a description of your firm s qualifications, a list of similar types of consulting contracts successfully concluded with Universities or Colleges within the past 10 years, a sample of your work, and a description of the lead personnel with resumes and qualifications, and anticipated supporting personnel to be employed on this project. 2. References Provide three (3) professional references for similar types of consulting contracts for your firm and each of the lead personnel (some references may serve for both). Include contact name, title, address and current phone number. 3. Description of Techniques Provide an overall description of the techniques by which you intend to approach this effort, consultant resources expended, equipment and facilities to be utilized and, if subcontractors are contemplated, a description of these persons or firms and the portions and monetary percentages of the work to be done by them. 4. Information Collection Methodology Provide a description of the type of information, if any, to be collected about an individual, the method of collection, the physical type of the resulting record, i.e., typed or written notes, tape recording, photograph, and the proposed ownership of such records. See sections 6 and 7 of the University of California Terms and Conditions for Consulting Agreements. 3
5. Prior Cost of Services Provide the total dollar amount of the work contracted with the University of California in the last 12 months. 6. Employee-Vendor Relationships Provide the name and the University of California position of any officer, faculty member, or other employee of the University who holds a position of director, officer, partner, trustee, manager, or employee in the consultant organization, as well as the names of any near relatives who are employed by the University. 7. Consultant s Citizenship/USCIS Status If the consultant is not a citizen of the United States, provide the person s alien status. 8. Specific Tasks Please describe your experience and proposed approach/technique for accomplishing and prioritizing the following tasks: a) Task 1: Analysis 1) Examine the organization, uses, frequency of uses, and types of existing UCSD administrative space. How is the space organized and how is it used? How often and when is the space used? Can all potential users access the spaces they need? 2) Identify and examine underutilized space, making use of current UCSD space guidelines, along with comparative benchmarks and standards. 3) Seek input from UCSD stakeholders both on and off campus to understand their space needs and adjacency issues. 4) Determine how space can be used in the future. 5) Determine if the UCSD space guidelines are comparable to and as valuable and useful as other UC campuses, other comparative universities, and for corporate real estate. b) Task 2: Recommendations 1) How should UCSD revise and improve its space guidelines? 2) How can UCSD adapt or renovate existing space to maximize its use? 3) How can UCSD minimize idle time; is there a better use of space than is currently employed (e.g., hoteling)? 4) How can UCSD make existing space accessible to all potential users? 5) What is the best way to ensure the effective use of future space? 6) How can UCSD add flexibility to existing and future space? Consider open office plans. 7) Identify Quick Wins : departments that are not effectively using space. 4
c) Task 3: Consolidation Plan 1) Determine the effectiveness of consolidating space from off campus to on campus. 2) Determine if any on-campus units should move off-campus as part of the consolidation. 3) Recommend consolidation of administrative space. d) Task 4: Long Range Planning 1) Propose long-range tools to support the planning and managing of administrative space in the future. This should include clear present and future guidelines. e) Task 5: Other Options 1) Identify other options that may become viable as the evaluation progresses. 9. Additional Tasks Identify any additional tasks that were not identified in the Scope of Services that you or your firm deems appropriate. Describe why you believe each task is relevant and how you would accomplish them. B. Deliverables The consultant awarded a contract for services will provide bi-weekly electronic progress reports to be submitted to the Work Group co-chairs describing the status of this effort, along with the final report. These reports will address the services delivered to the Work Group for the following criteria: Timeline describing activities and milestones. Quick Win Plan including goals, objectives and policies. Long Term Plan including goals, objectives and policies. Long Range Tools for planning and managing administrative space, including an analysis of the UCSD space database versus readily available software packages, and space guidelines. Monitoring Mechanism to ensure goals, objectives and policies are being realized effectively. The final report will consist of two hard copies and an electronic version. C. Utilization of UC Resources and Cooperation Consultant will perform services at their offices and at UCSD when necessary. They will have access to UC data, computers, data ports, phones, copiers/faxes, printers, as required. All access to locations and other needs must be cleared through the Co- Chairs. D. Term of Agreement The term of any contract(s) issued as a result of this competitive process will be for up to a six (6) month period. IV. Cost Proposal 5
Provide a base hourly rate to be charged for the completion of these services. The hourly rate should be broken down by personnel/job title of individuals who will be working on the deliverables. Include an estimated number of hours to complete. Include the total number of hours not to be exceeded. Indicate desired method of payment. List any other ordinary and necessary expense you will require to complete these services. Note: if your proposal is based on a flat rate for the project, you still must provide the information asked for above in addition to provided the flat rate. V. Proposal Inquiries If there are any discrepancies in, or omissions to, the RFP, or if there are any questions as to any information provided in the RFP or by any other source, a request must be submitted in writing via email for clarification, interpretation, or correction. Such inquiries must be directed to the UCSD Point of Contact and the Work Group co-chairs. In the event that it becomes necessary to clarify, interpret, or correct any part of this RFP, the information will be posted on the RFP Web site http://wwwbfs.ucsd.edu/pur/services/rfirfq/rfirfqpg.htm The proposers are responsible to check the Web site frequently during the RFP question and answer activity periods. VI. Proposal Submission A. Technical Proposal Provide three (3) hard copies and an electronic copy to the Procurements and Contracts Point of Contact. The Technical Proposal must be numbered/tabbed to correspond to the part of the Scope of Work/Specifications responded to. The Technical Proposal must be duly executed by an authorized person. B. Cost Proposal Provide (3) hard copies and an electronic copy to the Procurements and Contracts Point of Contact. Note: the Cost Proposal must be separate from the Technical Proposal and clearly labeled as such. VII. Cost of Preparing and Submitting Proposal This RFP shall not be construed as obligating UCSD to award a purchase order or contract or to otherwise pay for the information solicited. UCSD is not liable for any costs incurred by proposers in preparing or submitting proposals, in making oral presentations, in attending a pre-proposal conference, or in satisfying any functional demonstrations, analytical modeling, or any other pre-award requirements. VIII. Duration of Proposals 6
Proposals shall remain valid for a period of ninety (90) days from the RFP due date in order to allow UCSD the opportunity to evaluate the proposal, make an award, and execute a contract. IX. Evaluation and Selection Process All proposals will be subject to the same evaluation criteria as defined herein. The lowest cost proposal may or may not be determined to best meet the needs of UCSD when all factors have been considered. However, the cost proposal is an important factor in the determination of the Successful Proposer. A. Based on the evaluation and award criteria of this RFP, the Contract shall be awarded to the responsive, responsible proposer who, in UCSD's determination, is most suitable to provide the required goods and/or services as detailed herein. B. The factors to be considered in the evaluation are set forth in Part 3 (Scope of Work). UCSD reserves the right to accept or reject proposals on each item separately, or the proposal as a whole, without further discussion. If any item in the proposal is deemed mandatory and the proposer does not provide information on the mandatory item or indicates it would not be able to comply with the mandatory item, that proposal is non-responsive. Following is a summary of the proposal evaluation process: i. Technical proposals will be first evaluated to determine if they are administratively responsive in that all information submitted in the proposal is complete and meets all requirements of the RFP. ii. Technical proposals that are administratively non-responsive will not undergo further evaluation. iii. Administratively responsive technical proposals will then undergo the substantive evaluation process focusing on the proposer s ability to provide the goods and/or services requested. Quality points will be assigned during this process. iv. Following the substantive evaluation process, cost proposals will be opened and reviewed to determine if they are administratively responsive. v. Cost proposals that are administratively non-responsive will not undergo further evaluation. vi. Once the evaluation team determines the administratively responsive technical and cost proposals, the lowest-cost-per-quality-point calculation will be used to determine the apparent Successful Proposer. 7
vii. If UCSD awards a Contract, any such award will be based on successful negotiations with the responsible proposer whose proposal has the lowest-costper-quality-point score. All proposals received by the RFP due date will be reviewed to determine if all required technical information is complete, required forms are included and are complete, and all other information provided in response to this RFP is in conformance with the provisions defined throughout this RFP. Proposals meeting these requirements will be considered administratively responsive. A team assigned to review proposals will evaluate the technical proposal responses and assign quality-point scores to each evaluation criterion. The sum of all points assigned will become the total quality-point score. The quality-point score assigned to proposals is one factor that will be the basis for an award made in response to this RFP. i. Technical proposals will be reviewed and evaluated for this substantive phase prior to and separately from analysis of cost proposals. ii. Cost proposals must be submitted under separate sealed cover, as noted above. In order for proposer s cost proposal to be considered administratively responsive, the costs must be submitted on the Cost Proposal Form. Cost proposals will be reviewed for responsiveness, and cost information will be disclosed to members of the evaluation team only when the total quality-point score has been determined. The Total Proposed Costs amount is the other factor that will be the basis for an award made in response to this RFP. UCSD reserves the right to negotiate any elements of the cost proposal before awarding a contract in response to this RFP. Lowest Cost Per Quality Point Explanation: To determine the cost-per-quality-point score for each proposal, the Total Proposed Cost will be divided by the quality-point score to identify the proposal with the lowest-cost-per-quality-point score. Selection of Finalists: i. Proposers whose proposals are evaluated will be ranked in order of lowest cost per quality point to highest cost per quality point. In the event that UCSD determines that the scores are close enough to warrant further evaluation, UCSD may elect to declare up to three proposers with the lowest cost-perquality-point rankings as finalists ("Finalists") and to conduct a second stage of evaluation. ii. If the Finalists express an interest in continuing to participate in the evaluation process, UCSD may elect to request presentations, site visits, and/or functional demonstrations to further negotiate with one or more Finalist. 8
UCSD s Right to Accept or Reject Proposals or Waive Ambiguities i. All proposals shall be rejected when, in the opinion of UCSD, an award would not be in the best interest of UCSD. Any proposal which, in the opinion of UCSD, is determined to be non-responsive or is made by a proposer who is non-responsible shall be rejected. ii. UCSD reserves, at its sole discretion, the right to accept or reject any proposal, in whole or in part, without comment; providing, a. no proposers have been notified of UCSD's intent to negotiate for the purpose of establishing an agreement; or, b. no award has been made. iii. UCSD reserves the right to waive any irregularity in any offer providing such waiver does not afford an unfair advantage to one respondent over the others or providing the waiver of such irregularity does not materially alter the results of the standings. iv. UCSD reserves the right to award all, part, or none of the goods or services when, in UCSD s sole opinion, it is in its best interest to do so. X. Negotiation Prior to Award of Contract UCSD reserves the right to negotiate each and every aspect of any proposal received in response to this RFP. In addition, UCSD may require additional cost and pricing data or documentation prior to award of any contract in whole or in part which may result from this RFP. UCSD reserves the right to negotiate all terms and conditions of a final contract whether or not such terms and conditions are specified by this RFP. 9