name company email attended - western carolina … company email attended ... don hair wcu – fm...
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RFQ Meeting Minutes Project name: Steam Plant Renovations SCO ID No.: 17-17448-01 WCU Project No.: 2017-002 Date: August 30, 2017 Name Company eMail Attended Matt Ketchum WCU - FM [email protected] Y
Don Hair WCU – FM [email protected] Y Lee Smith WCU – FM [email protected] Y
Chad Griffith Griffith Engineering [email protected] Y Will Gaither CUBEX [email protected] Y
Tom Parker Burns & McDonnell [email protected] Y Chad Hancock Optima Engineering [email protected] Y
Ron Almond Optima Engineering [email protected] Y Gary Hubler FWA Group [email protected] Y
Todd Forrest Burns & McDonnell [email protected] Y Jason Kolano Ewing Cole [email protected] Y
Tom Paladino Zapatia Inc. [email protected] Y Peter Ludman Cope Architecture [email protected] Y Bryant Brown GMKA [email protected] Y
Grant Tharp Cope Architecture [email protected] Y Thad Rhoden MPS Architecture [email protected] Y
Michael Watson WTS [email protected] Y Peter Alberice MHA Works [email protected] Y
Craig Smith Power Engineers [email protected] N Charles Davis Business Development Consult [email protected] 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.
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 http://www.wcu.edu/webfiles/pdfs/WCU_2014CampusMasterPlan_ScreenRes.pdf and 20/20 Plan https://www.wcu.edu/discover/about/wcu-2020-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 emailed 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, 2017. 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, 2017. g. The goal of the Advance Planning/Initial Design phase is to be completed and submitted to SCO by
mid-April 2018
5. 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
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
RFQ Meeting Sign-in Form New Steam Plant Facility August 30, 2017 Name Company eMail AttendedMatt Ketchum
WCU - FM [email protected] Y
Don Hair
WCU – FM [email protected]
Y
Lee Smith WCU – FM [email protected] Y
Chad Griffith
Griffith Engineering [email protected]
Y
Will Gaither
CUBEX [email protected] Y
Tom Parker
Burns & McDonnell [email protected] Y
Chad Hancock
Optima Engineering [email protected] Y
Ron Almond
Optima Engineering [email protected] Y
Gary Hubler
FWA Group [email protected] Y
Todd Forrest
Burns & McDonnell [email protected] Y
Jason Kolano
Ewing Cole [email protected] Y
Tom Paladino
Zapatia Inc. [email protected] Y
Peter Ludman
Cope Architecture [email protected] Y
Bryant Brown
GMKA [email protected] Y
Grant Tharp
Cope Architecture [email protected] Y
Thad Rhoden
MPS Architecture [email protected] Y
Michael Watson
WTS [email protected] Y
Peter Alberice
MHA Works [email protected] Y
Craig Smith
Power Engineers [email protected] N
Charles Davis
Business Development Consulting
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New Steam Plant Building
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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 28723. 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 1891. 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.
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1.3 PROJECT 1.3.1 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.
1.3.2 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.
1.3.3 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 kick-off 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.
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1.4 SCHEDULE
1.2.1 Project Summary Schedule
Anticipated milestone dates that are critical to the delivery of this project are as follows:
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.
2.1.1 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 (emailed or flash drive PDF format)
Posting of RFQ August 14, 2017 5:00 PM
Initial Question Period August 17 – September 11, 2017
Site visit August 30, 2017 3:00 PM
Final Question Period Ends September 7, 2017 5:00 PM
Issue of Addendum September 11, 2017 5:00 PM
Proposals due September 19, 2017 5:00 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, 2017 1:30 PM
Advance Planning Phase November 2017 – January 2018 Estimated
SCO Review and Comment Period January 2018 15 days Schematic Design Phase January – March 2018 Estimated
SCO Review and Comment Period April 2018 30 days
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2.2 QUALIFICATIONS 2.2.1 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, email 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
2.2.2 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 2.2.3 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
2.2.4 Proposal Submittal Information
Please submit your proposal with all of the requirements of this RFQ to the following email address: Matthew J. Ketchum, AIA Director of Capital Projects Office of Facilities Management Western Carolina University [email protected]
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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
(https://files.nc.gov/ncdoa/documents/files/Design_Contract%28Jan‐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 team7 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, 2017
8 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.
Design Services for: Raw Score Key5 Excellent
4 Very Good
3 Acceptable
2 Marginal
1 Poor
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I - Workload that is fully able to accommodate the addition of this project. (2017 - 2019) 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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. 10.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 10.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 15.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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. 15.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 5.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 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 15.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 A. Describe how your leadership enhances the WCU team
B. What processes would you change based on your experiences with other designed projects
TOTAL 'Interview' SCORE 100 0.0 0.0 0.0 0.0 0.0 0.0 0.0Remarks:
Steam Plant Renovations
PROPOSAL EVALUATION / SCORE SHEETSeptember 19, 2017
Signature of Member
Design Team Criteria