Western Res Hall RFQ Clarification - Q & A

WESTERN CAMPUS RESIDENCE HALL RFQ CLARIFICATIONS From the pre-bid meeting, it sounds as though the design/build team is to stay with the foot print as shown in the RFP, please confirm this is the case? THE LOCATION OF THE BUILDINGS ON THE SITE PLAN SHALL BE CONSIDERED PRE-DETERMINED BY THE OTHER PROJECTS AND SITE FACTORS AROUND THEM THE FLOOR PLAN INCLUDED IN THE RFQ IS A ‘CONCEPT’ PLAN SHORT LISTED TEAMS THAT ARE ASKED FOR A PROPOSAL WILL ENTER INTO AN ABBREVIATED DESIGN COMPETITION AS PART OF THE SELECTION PROCESS LIMITED MODIFICATION OF THE FLOOR PLAN WILL BE ALLOWED AT THAT TIME, AFTER FURTHER EXPLANATION Please confirm that the design is to at a minimum meet the requirements of the design standards for Miami University? THIS PROJECT WILL HAVE ITS OWN DESIGN STANDARDS, WHICH WILL BE ISSUED AT THE RFP STAGE THIS PROJECT WILL NOT BE LIMITED TO THE DESIGN STANDARDS OR AESTHETIC OF THE OXFORD ‘MAIN CAMPUS’ If our submission happens to be larger than 5MB, can we transmit that to you on a USB drive or DVD? (Assuming it is there by the deadline indicated in the RFQ) If the soft copy is limited to 5MB, maximum, does it need to be an exact replication of the hard copy? THE INTENTION OF THE FILE LIMITATION IS TO BE EFFICIENT FOR OUR USAGE; VIEWING ON MULTIPLE DEVICES, TRANSFER OF THE FILE OVER EMAIL, ETC LARGER FILES MAY HINDER FULL INVOLVEMENT OF OUR CONSULTANTS IN REVIEWING THE SUBMISSION FILE SIZES UP TO 10 MB SHOULD STILL WORK FOR OUR PURPOSES TEAMS SHOULD TAKE EVERY EFFORT TO REDUCE THE FILE SIZE OF THE ELECTRONIC SUBMISSION ELECTRONIC COPIES MAY BE DELIVERED OVER THE INTERNET VIA EMAIL OR ON A PHYSICAL MEDIA SUCH AS DISC OR USB DRIVE MIAMI WILL NOT TAKE THE RESPONSIBILITY FOR HAVING TO DOWNLOAD FROM A TEAMS’ FTP SITE THE ELECTRONIC COPY SHOULD BE AN EXACT REPLICATION OF THE HARD COPY TEAMS SHOULD ASSUME THAT ANY MEMBER OF THE SELECTION COMMITTEE MAY REVIEW ONE FORM OF THE SUBMISSION AND NOT THE OTHER BOTH HARD AND ELECTRONIC COPIES ARE DUE BY THE SAME DATE AND TIME Does the University prefer that the additional profile pages be included in the body of the proposal or as attachments to the proposal? THE PERMISSIBLE SINGLE SHEET PER PROJECT MAY BE INCLUDED IN THE BODY OF THE DOCUMENT IMMEDIATELY FOLLOWING OTHER PROJECT INFORMATION, OR AS AN APPENDIX AT THE END OF THE SUBMISSION Is there a scoring system developed for the evaluation of the proposals? Will the scores from the qualification phase be carried forward into the design competition phase? YES, THERE IS A SCORING SYSTEM, IT IS INCLUDED IN THE RFQ UNDER SECTION V SELECTION CRITERIA THERE WILL BE A SCORING SYSTEM FOR THE SECOND (RFP) STAGE THAT SCORING SYSTEM WILL BE DIFFERENT, AND WILL BE SHARED WITH THE SHORT LISTED TEAMS Can we send our financials under separate cover to you directly or another confidential contact, specifically documents that pertain to the following: a Team Strength and Capacity: i d) Financial Strength and Responsibility 1)Evidence of the capability to provide a surety bond in the amount of $50M in accordance with paragraph (A) of OAC 153:1-4-02 This evidence shall be in the form of a letter from a licensed bonding company or an agent of the bonding company that typically bonds the firm 2) Income statement 3) Balance sheet 4) Statement of cash flows 5) Statement of retained earnings (or member basis if an LLC) for 2010 and 2011} NO YOU CAN LABEL SPECIFIC INFORMATION YOU WOULD LIKE TO BE KEPT CONFIDENTIAL HOWEVER, WE ARE A PUBLIC INSTITUTION SUBJECT TO ‘OPEN BOOK’ OR ‘SUNSHINE’ LAWS SUCH INFORMATION WOULD HAVE TO BE CONSIDERED TRADE SECRETS IN ORDER FOR THIS INFORMATION TO BE KEPT OUT OF ANY PUBLIC DOCUMENT REQUEST Could we please get a copy of the slide presentation from the pre-bid and the attendance sheets? BOTH WILL BE PROVIDED AS SEPARATE FILES ON THE SAME WEB SITE THE RFQ Are sub consultants beyond the Architect of Record part of this evaluation at this time? YES, ANY SUBCONSULTANTS THAT WILL BE KEY TO THE PROJECT IS DESIRABLE TO IDENTIFY THE MORE INFORMATION ABOUT THE TEAM, THE BETTER 9 Can you enumerate the members of the selection committee which was mentioned at the RFQ meeting? ASSOCIATE VP OF PHYSICAL FACILITIES, SENIOR PROJECT MANAGER, SENIOR ENGINEERING STAFF, PURCHASING REPRESENTATIVE, PROJECT MANAGER (EX-OFFICIO) 10 What will be the EDGE participation requirements for the design build project? THE UNIVERSITY IS WAITING RECOMMENDATION FROM THE STATE OUR TYPICAL GOAL IS 5% OF THE CONTRACT 11 When will the University design standards be available for review? THESE WILL BE DISTRIBUTED TO THE SHORT LISTED TEAMS AS PART OF THE CONFORMING DOCUMENTS IN THE SECOND (RFP) STAGE OF THE SELECTION PROCESS 12 Can you define the intent of “the overall quality of the submission” ? REVIEWERS DISCRETION TO EVALUATE THE TEAM ON CHARACTERISTICS THAT ARE NOT IDENTIFIED IN THE SELECTION CRITERIA 13 Under Part IV,1,d, is the financial information requested, which could be lengthy, to be included in the maximum page count of 20? YES THE FINANCIAL INFORMATION IS COUNTED TOWARD THE 20 PAGE MAXIMUM THE UNIVERSITY NEEDS TO BE ABLE TO DETERMINE THAT A TEAM HAS A STRONG FINANCIAL HISTORY WE ASSUME A TOP LEVEL, YEARLY SUMMARY SHEET FOR THE REQUESTED DOCUMENTS WOULD BE APPROXIMATELY ONE SHEET EACH 14 Can an appendix be included in the response and not be considered part of the page count? THE ONLY EXCEPTION TO THE 20 PAGE LIMIT IS FOR ONE PAGE OF IMAGES PER PROJECT IN THE PROJECT PROFILE SECTION OF THE SUBMISSION THESE IMAGE PAGES COULD BE ORGANIZED AS AN APPENDIX 15 Will the DB team be responsible for the commissioning of the facilities? THE UNIVERSITY WILL HIRE (UNDER SEPARATE CONTRACT) A THIRD PARTY COMMISSIONING AGENT FOR THE ‘ENHANCED COMMISSIONING’ REQUIRED BY THE USGBC’S LEED POINT SYSTEM, ENERGY AND ATMOSPHERE CREDIT #3 THE D-B TEAM WILL BE RESPONSIBLE FOR PRE-REQUISITE #1: FUNDAMENTAL COMMISSIONING AND OTHER REQUIREMENTS OR RESPONSIBILITES IN ORDER TO ACHIEVE THE LEED CERTIFICATION SPECIFIC LEED POINTS WILL BE DETERMINED IN CONJUNCTION WITH THE UNIVERSITY, THE CRITERIA A/E AND THE D-B TEAM 16 Is there a possibility that the due date for the RFQ will be extended? NO 17 For the submission under 2.a you are asking for resumes, which design professionals you wish to see? THE KEY PROFESSIONALS THAT WILL WORK ON THE PROJECT EACH FIRM IS DIFFERENT IN THEIR PERSONNEL STRUCTURE THE TEAM SHOULD DETERMINE WHO THOSE KEY PEOPLE NEED TO BE FOR THIS PROJECT 18 In addition to the architect of record, you want information on the structural, mechanical, and electrical designers? YES THE UNIVERSITY WOULD CONSIDER DESIGNERS OF SYSTEMS FOR THE BUILDING TO BE IMPORTANT THE MORE INFORMATION ABOUT THE TEAM (AND THOSE INDIVIDUALS WHO WILL BE WORKING DIRECTLY WITH THE UNIVERSITY), THE BETTER 19 As the project is into the schematic design phase, we are assuming that Miami University has soil/geotechnical data for the three sites If so, will the geotechnical/testing firm remain engaged in the project… or if not, is there a recommended firm? YES, THERE IS A GEOTECHNICAL REPORT THAT WAS PERFORMED THE DESIGN-BUILD TEAM WOULD BE RESPONSIBLE FOR ANY FURTHER GEOTECHNICAL SERVICES NEEDED THE UNIVERISTY CHOOSES NOT TO IDENTIFY ANY CONSULTANT AS ‘PREFERRED’, BUT LOOKS TO THE SUBMITTING TEAM TO PROPOSE A CONSULTANT WITH WHICH THEY ARE FAMILIAR AND CONFIDENT 20 Will the Design-Build team be required to include a civil engineer and landscape architect as part of this project, or will those services be contracted in the separate site/infrastructure project? THESE SERVICES WILL BE THE RESPONSIBILITY OF THE DESIGN-BUILD TEAM LANDSCAPE DESIGN SERVICES WOULD BE LIMITED FOR THIS PROJECT 21 In Question 1(d), will the bonding letter, income statement, balance sheet, statement of cash flows, and statement of retained earnings for 2010 and 2011 all be counted in the 20 page limit? These materials encompass nearly half of our submittal and will significantly cut into the 20 page maximum Would it be possible to include these items in an Appendix? THE FINANCIAL INFORMATION IS CONSIDERED PART OF THE SUBMISSION AND IS INCLUDED IN THE PAGE LIMIT THE ONLY EXCEPTION TO THE PAGE LIMIT IS FOR ONE PAGE OF IMAGES PER PROJECT IN THE PROJECT PROFILE SECTION 22 The RFQ indicates that response submissions are due on or before 3:30 pm EST on Monday, March 12, 2012 and should be sent electronically as a PDF document and delivered as six (6) bound copies to Ms Elizabeth Davidson Must both the PDF document and the six (6) bound copies be received by March 12 or is it acceptable to email the PDF document by the requested time and date and send the six (6) bound copies for delivery on Tuesday, March 13 ALL PARTS OF THE SUBMISSION ARE DUE AT THE SAME DATE AND TIME 23 In an effort to be completely thorough in our response, we will be providing evidence of financial strength and responsibility for all of our proposed partners By doing so, our financials have the chance of taking our proposal way beyond the 20 page limit In an effort to meet the page limit of the RFQ response, is it possible to submit the financials as an addendum to the proposal? NO 24 Secondly they mentioned the “University Design Standards”, I have not seen these documents on your website Are they available on-line? If not can you e-mail me a copy or a link? THIS PROJECT WILL HAVE ITS OWN DESIGN STANDARDS, WHICH WILL BE ISSUED AT THE RFP STAGE THIS PROJECT WILL NOT BE LIMITED TO THE DESIGN STANDARDS OR AESTHETIC OF THE OXFORD ‘MAIN CAMPUS’ 25 Under part IV, Submission Requirements, paragraph 3.c, what should we assume is meant by “local” subcontractors and suppliers and is there any sort of list available from the University? ‘LOCAL’ SHOULD BE CONSIDERED TO BE CLOSE ENOUGH TO BE ABLE TO RESPOND IN A TIMELY MANNER TO THE NEEDS OF THE PROJECT FOR EXAMPLE WHEN UNFORESEEN SITUATION ARISES AND AN EMERGENCY MEETING NEEDS TO BE HELD, OR IF ADDITIONAL LABOR FORCES ARE NECESSARY TO KEEP THE PROJECT ON SCHEDULE A SUB-CONSULTANT IS CLOSE ENOUGH TO THE PROJECT TO REALLOCATE PERSONNEL FROM ANOTHER PROJECT THIS TERM MAY BE DEFINED DIFFERENTLY FOR DIFFERENT PROJECTS BASED ON ITS CHARACTERISTICS 26 Please confirm if site design professional services (landscape architecture, civil engineering) will or will not be needed for this project THE UNIVERSITY CANNOT CONCLUSIVELY CONFIRM THE NEED FOR ALL CONSULTANTS SINCE THE DESIGN IS NOT COMPLETE 27 Would it be acceptable to print the Project Profile Summary Worksheet in answer to Question #4 on 11x17” paper and, if so, would it be counted as one page in our submittal? YES, BUT ANY SHEET LARGER THAN 8.5” X 11” SHALL BE FOLDED DOWN TO 8.5” X 11” IN THE HARD COPIES 28 Do the use of divider tabs to clearly identify the different sections of the RFQ submission and assist in the evaluation process count against the 20 page maximum length or are they in addition to the 20 page length? DIVIDER TAB SHEETS WILL NOT BE COUNTED TOWARD 20 PAGE MAXIMUM 29 Section 1.d.2-5 under the Submission Requirements is typically submitted as part of a certified audited financial statement that typically is 20 pages itself and contains confidential information The independent auditor’s comments included in a certified financial statement are usually very helpful in determining the financial strength of a company We request that consideration be given requiring a certified financial statement be provided in a separate envelope for Miami University’s use and not be counted against the 20 page maximum length or reduce the maximum length by pages Can this be changed? THE FINANCIAL INFORMATION IS COUNTED TOWARD THE 20 PAGE MAXIMUM THE UNIVERSITY NEEDS TO BE ABLE TO DETERMINE THAT A TEAM HAS A STRONG FINANCIAL HISTORY WE ASSUME A TOP LEVEL, YEARLY SUMMARY SHEET FOR THE REQUESTED DOCUMENTS WOULD BE APPROXIMATELY ONE SHEET EACH 30 What professional person/firm was responsible in developing the Student Housing and Dining Long Range Master Plan, Exhibit B Site Plan and Exhibit A First Floor Plan? CBT ARCHITECTS (OF BOSTON DEVELOPED THE FLOOR PLAN IN EXHIBIT A CBT ARCHITECT’S CONSULTANT, CAROL R JOHNSON ASSOCIATES, CREATED THE RENDERED SITE PLAN (WHICH WAS ENHANCED BY THE UNIVERSITY WITH TEXT, ETC) 31 Is the Western Campus Site Infrastructure Project awarded to an engineering team or will be forthcoming via a similar RFQ advertisement for site engineers? THAT PROJECT IS ALREADY IN DESIGN WITH AN ENGINEER THE UNIVERSITY HAS CONTRACTED WITH KLEINGERS & ASSOCIATES FOR THE WESTERN CAMPUS INFRASTRUCTURE PROJECT, WHICH INCLUDES THE PONDS BEYOND THE RESIDENCE HALLS, THE GEOTHERMAL WELLS AND ENERGY PLANT AS WELL AS OTHER SITE UTILITIES THAT WILL SERVICE THESE RESIDENCE HALLS 32 Who is the engineer for the new Geothermal Energy Plant? THE UNIVERSITY HAS CONTRACTED WITH KLEINGERS & ASSOCIATES FOR THE WESTERN CAMPUS INFRASTRUCTURE PROJECT, WHICH INCLUDES THE PONDS BEYOND THE RESIDENCE HALLS, THE GEOTHERMAL WELLS AND ENERGY PLANT AS WELL AS OTHER SITE UTILITIES THAT WILL SERVICE THESE RESIDENCE HALLS 33 Is there a level of design/engineering documentation (very conceptual, 20%, 30%, 50% etc,) that has been developed and will be “assigned” to the Design/Build Team for their completion and construction? YES BRIDGING DOCUMENTS WILL BE PROVIDED TO THE SHORT LISTED TEAMS THAT WILL TAKE PART IN THE DESIGN COMPETITION PORTION OF THE SELECTION PROCESS THE DRAWINGS ARE ESTIMATED TO BE 80% OF A TYPICAL SCHEMATIC DESIGN SUBMITTAL OTHER DOCUMENTS SUCH AS DESIGN STANDARDS, PROGRAM OF REQUIREMENTS, GEOTECHNICAL REPORT, ETC WILL ALSO BE PROVIDED TO THOSE TEAMS 34 Does Miami University have an estimate as to how many D/B Teams they expect to short-list and issue an RFP? WE EXPECT TO SHORT LIST THREE OR FOUR TEAMS 35 In evaluating/scoring the final RFP responses, does Miami University have an estimated “weight” they assign to D/B Team “qualifications” and “GMP”? ie: 50% Qualifications 50% GMP THERE WILL BE A SCORING SYSTEM FOR THE SECOND (RFP) STAGE THAT SCORING SYSTEM HAS NOT BEEN DETERMINED AT THIS TIME, BUT WILL BE SHARED WITH THE SHORT LISTED TEAMS 36 Does Miami University have an estimate as to the value of the stipend they will provide each of the short-listed firms who are unsuccessful in being selected as the Design/Build team? THE FINAL AMOUNT OF A STIPEND HAS NOT BEEN DETERMINED AT THIS TIME THE UNIVERSITY IS CONSIDERING AN AMOUNT IN THE RANGE OF $20,000 - $25,000 37 Will there be a set of control documents produced for the project or will everything be generated from the design competition? BRIDGING DOCUMENTS WILL BE PROVIDED TO THE SHORT LISTED TEAMS THAT WILL TAKE PART IN THE DESIGN COMPETITION PORTION OF THE SELECTION PROCESS THE DRAWINGS ARE ESTIMATED TO BE 80% OF A TYPICAL SCHEMATIC DESIGN SUBMITTAL OTHER DOCUMENTS SUCH AS DESIGN STANDARDS, PROGRAM OF REQUIREMENTS, GEOTECHNICAL REPORT, ETC WILL ALSO BE PROVIDED TO THOSE TEAMS 38 In review of the site plan included in the RFQ, there are no areas for loading, deliveries or drop-off outside of the roadways How is this anticipated? At least times per year this could be pretty challenging SERVICE DRIVES FOR EACH BUILDING MAY BE DIFFICULT TO SEE ON SMALL SCALE OF THE SITE PLAN INCLUDED AS EXHIBIT B EACH BUILDING WILL HAVE ITS OWN SERVICE DRIVE TO THE AREA OF THE ‘BIKE’ AND ‘STORAGE’ ROOMS LABELED ON THE FLOOR PLAN 39 The dormitory rooms look like everything is accommodated with furnishings with no apparent placement for clothing in closets What is anticipated here? DESIGN QUESTIONS WILL NOT BE RESPONDED TO AS PART OF THE RFQ PROCESS 40 Why is residence hall C different? Why would you not just mirror Residence Hall B and create an enclosure (refer to accompanying sketch)? DESIGN QUESTIONS WILL NOT BE RESPONDED TO AS PART OF THE RFQ PROCESS  ... financials under separate cover to you directly or another confidential contact, specifically documents that pertain to the following: a Team Strength and Capacity: i d) Financial Strength and Responsibility... capability to provide a surety bond in the amount of $50M in accordance with paragraph (A) of OAC 153: 1-4 -0 2 This evidence shall be in the form of a letter from a licensed bonding company or an... pages Can this be changed? THE FINANCIAL INFORMATION IS COUNTED TOWARD THE 20 PAGE MAXIMUM THE UNIVERSITY NEEDS TO BE ABLE TO DETERMINE THAT A TEAM HAS A STRONG FINANCIAL HISTORY WE ASSUME A