AE RFP - Plant Ops and Warehouse (3).pdf

COMMONWEALTH OF VIRGINIA

CHRISTOPHER NEWPORT UNIVERSITY

1 AVENUE OF THE ARTS

NEWPORT NEWS, VIRGINIA 23606-3072

REQUEST FOR PROPOSALS

(SEALED)

PLANT OPERATIONS AND WAREHOUSE BUILDING

RFP # 242-18704-000

FOR

A/E SERVICES, PRELIMINARY DESIGN THROUGH CONSTRUCTION

ADMINISTRATION

DUE: APRIL 30, 2024 by 2:00 P.M

Denise Patesel

Virginia Contracting Officer

(757) 594-7809 denise.patesel@cnu.edu

REQUEST FOR PROPOSALS

Issue Date: March 27, 2024 RFP#__242-18704-000__

Title: A/E SERVICES FOR DETAILED PLANNING DEVLOPMENT THROUGH CONSTRUCTION

ADMINISTRATION FOR CONSTRUCTION OF THE PLANT OPERATIONS AND WAREHOUSE BUILDING

Project Code: 242 -18704-000 .

Commodity Code: PROFESSIONAL SERVICES - 90607

Issuing Agency & Address: Commonwealth of Virginia

Christopher Newport University

1 Avenue of the Arts

Newport New, VA 263606

Location of Work: Christopher Newport University

1 Avenue of the Arts

Newport News, VA 23606

Period Of Contract: Single project services

All inquiries for information must be made by April 16, 2024 and directed to: Denise Patesel. VCO, MBA

Email: denise.patesel@cnu.edu Phone #: 757-594-7809.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE: Offerors must provide to the

Contracting Office the delivery service used and a tracking number to ensure receipt of the proposal prior to proposal close date and time. The proposal envelope must clearly state the solicitation number.

IF PROPOSALS ARE HAND DELIVERED, DELIVER TO: Christopher Newport University, Office of Procurement Services, 321

Hiden Boulevard, Suite 100, Newport News, Virginia 23606.

Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on April 30, 2024.

Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP.

It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name And Address Of Offeror:

_________________________________ Date:____________________________

_________________________________ By_______________________________

(Signature in Ink)

_________________________________ Typed Name:_______________________

_______________________Zip: Title:____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________ Email:_________________________

MANDATORY PRE-PROPOSAL CONFERENCE: There will be a Mandatory Pre-Proposal Meeting on Monday, April 8, 2024 at 10:00am. The pre-proposal meeting shall be virtual with access via Google Meet Link - meet.google.com/sco-ynxr-pyz

Attendance is required to submit a proposal. Each firm in virtual attendance must sign in using the ‘chat’ feature on the Google Meet

Link. No one will be admitted after 10:00 a.m. Please have a copy of the solicitation with you.

Christopher Newport University does not discriminate against faith based organizations in accordance with Code of Virginia Section 2.2-4343.1 or against any contractor, bidder, or offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by State law relating to discrimination in employment.

mailto:denise.patesel@cnu.edu

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 4

II Purpose 4

III Background 4

IV Information Available 5

V Scope of Services 5

VI Participation of Small Businesses and Micro Businesses 6

VII Proposal Requirements 6

VIII Evaluation and Award of Contracts 8

IX. Payment 9

X Fees 9

XI Attachments 9

Attachment A: AE Data Forms, AE-1 through AE- 6

Attachment B: “Small Businesses and Businesses Owned by

Women & Minorities” Data Forms

Attachment C: eVA Vendor Registration Requirements

Attachment D: RFP Question Form

Attachment E: Campus Map

Attachment F: Proprietary & Confidential Form

Attachment G: Pre-Planning Study dated February 1, 2024.

Attachment H – AE Terms and Conditions eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA

Vendor Registration Requirements.

[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA

Vendor Registration form (DGS-30-384) are available for download at the following website:

http://forms.dgs.virginia.gov/ ] http://forms.dgs.virginia.gov/

I. APPLICABILITY OF THE A/E MANUAL

The A/E Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE

The purpose of this RFP is to solicit proposals with the intent to enter into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in the designing facilities management buildings and warehouses.

The A/E shall provide professional services for the project described in Part V of this RFP consistent with the A/E Manual, as revised, and latest directives issued by the Division of Engineering and

Buildings concerning construction and professional services for new and renovated State buildings.

III. BACKGROUND

A. Christopher Newport University is a small, selective public university offering more than 80 academic majors and programs at the undergraduate and graduate levels. CNU’s stunning, 260-acre campus is located in Newport News, Virginia, two-and-a-half hours south of Washington, D.C., and less than an hour from historic Williamsburg and Virginia Beach. Founded in 1960 as a two-year branch of the College of William & Mary, CNU became independent in 1977 and gained university status in 1991. The youngest comprehensive university in the Commonwealth, CNU enrolls 5,000 students in rigorous academic programs through the College of Arts and

Humanities, the College of Natural and Behavioral Sciences, and the College of Social Sciences including the Luter School of Business, and places strong emphasis on leadership, civic engagement and honor. The University has completed more than half-a-billion dollars in capital construction within a decade, creating a state-of-the-art campus with dazzling facilities. For more information about CNU, visit www.cnu.edu.

B. This project will replace the existing Plant Operations and Warehouse building, an aging 36,000

SF converted grocery store, located at 11 Sweetbriar Dr in Newport News. The department also occupies a portion of Commonwealth Hall, a former motel building on an adjacent site. This new building will house and consolidate the Facilities Management skilled trade shops along with housekeeping, warehouse space, shipping and receiving, and mail room functions. The proposed construction is envisioned as a phased approach to minimize disruption to these essential services. When the initial phase is complete, the existing facility will be demolished and the new building will be completed on the current footprint.

The new building will provide spaces for the talented support teams that assist the University with executing its mission. It is desired that this building be a model of energy efficiency and should target net-zero design principles and incorporate passive-house standards. The space must be highly flexible and adaptable for future needs. The infrastructure of the building will support specialized equipment and will require careful MEP systems design.

http://www.cnu.edu/

IV. INFORMATION AVAILABLE

A pre-planning study, dated February 1, 2024, has been completed for this project and will serve as the basis of design. Please see Attachment G.

V. SCOPE OF SERVICES:

The Agency's documents indicated in Section IV above describe the program, siting, appearance, aesthetics, functional arrangement, and level of quality desired by the Agency.

The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the project in accordance with the requirements of the A/E Manual. The following generally highlights the services that the A/E will be required to perform:

A. Provide all services listed with special focus on approaching Net-Zero Energy status as defined by the

U.S. Department of Energy (DOE). Design a high-performance building with sustainability concepts incorporated where possible into all phases of project development. Perform an energy model and provide a Life Cycle Cost Analysis to illustrate the relative cost effectiveness of the design.

B. Refine, clarify, and define the Agency’s project description, data, and requirements as necessary to develop a Schematic Design of the project which meets the Agency’s requirements and is within the stipulated “design-not-to-exceed” construction budget. Respond to all DEB and other agency review comments and resolve outstanding design issues at the various phases by taking appropriate action in the design of the project.

C. Develop a Preliminary Design submission consistent with the requirements of the A/E Manual.

Respond to all DEB and other agency review comments and resolve outstanding design issues prior to submission of construction documents.

D. Provide complete construction contract documents with professional seals and signatures in accord with the procedures of the A/E Manual. Preliminary Design documents (CPSM 5.7) must be complete and ready for DEB review submittal not later than November 18, 2024.

E. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code, and the accessibility standards referenced in the CPSM.

F. Provide specifications which reflect current requirements, standards and product availability.

G. Where applicable, develop and prepare construction documents for an Erosion and Sediment Control

Plan and a Stormwater Management Plan. Obtain approvals from required Agencies.

H. Where applicable, coordinate entrance design with and obtain approval from the Virginia Department of Transportation office having jurisdiction.

I. Coordinate the design of utility connections with local utility provider and obtain necessary approvals. Agency will pay filing fees and connections charges, as required.

J. Prepare A/E cost estimates for the project per the A/E Manual.

K. Represent the Agency by presenting necessary oral and/or graphic presentations to State Agencies such as the Art and Architectural Review Board, the Division of Engineering and Buildings or any other group having interest in the project.

L. Complete all forms and documents in formats required by the A/E Manual and process in accord with the Agency's instructions.

M. Provide services to assist the Agency in the bidding and award of the construction contract.

N. Provide services for the construction phase, as required by the A/E Manual, for the administration of the contract.

VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender-neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of

Small Business and Supplier Diversity).

Owner’s Small Business Participation Goal: 50%

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in state procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses required with any proposal for A/E services where the total A/E contract amount may exceed $100,000. Proposer must provide information on its past utilization of Small, Women, and Minority Owned disadvantaged businesses, and must also state any plans to utilize such businesses and the manner in which they may be utilized under this Contract. Electronic copies of the “Small Businesses and Businesses Owned by Women &

Minorities" Data Forms are available for download at the http://forms.dgs.virginia.gov website.

VII. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Offeror’s proposal shall include: the completed and signed RFP cover page 1; and the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6; One (1) manually signed original and five (5) copies of the proposal shall be submitted to the

Agency. Each copy of the proposal shall be bound in a single volume where practical.

D. In addition, one (1) thumb drive in .pdf format of the entire proposal and one (1) redacted thumb drive in .pdf format (marked redacted) of each proposal must be submitted to the agency. The redacted version of the proposal must have proprietary information deleted that has been marked as proprietary. Section numbers which are redacted should be identified as follows: Example: Section 3, paragraph B: “Redacted”. The redacted version of the proposal must be carefully edited, altered, and refined by the Offeror in order to protect and maintain complete confidentiality of protected information. Christopher Newport University will not accept responsibility for any public disclosure of proprietary information that is a result of improper redaction by the Offeror. No other distribution of the proposal shall be made by the offeror. Reference the Opening Date, Opening Time and RFP number in the lower left-hand corner of the return envelope or package.

Note that Attachment F, Proprietary and Confidential Information Form, MUST be included with the proposal. This form will identify the data which is redacted.

E. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

F. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

G. To reduce the effort and expense of responding to RFPs, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms

AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA (DGS-30-004), shall be used by A/E's responding to State agency RFPs.

H. Descriptions of these forms and instructions for completing the forms are included in the A/E

Manual. Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and the ‘Small Businesses and Businesses Owned by Women & Minorities” Data Forms are available for download at the http://forms.dgs.virginia.gov website.

I. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Agency. This provides an opportunity for the

Offeror to clarify or elaborate on the proposal. This is a fact-finding explanation session only and does not include negotiation. The Agency will schedule the time and location of these presentations. Oral presentations are an option of the Agency and may or may not be conducted.

J. Ownership of all data, materials and documentation originated and prepared for the Agency pursuant to the RFP shall belong exclusively to the Agency and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the

Freedom of Information Act; however, the Offeror must invoke the protections of Section 34-

5129 of the Rules Governing Procurement, in writing either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. The Agency is not bound by Offeror’s classification of data or other materials as trade secrets or proprietary information.

VIII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

WEIGHT:

1. Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services 10 described in Section V, Scope of Services.

2. Expertise, experience and qualifications of any special consultants 10 proposed for providing the services described in Section V, Scope of Services.

3. Expertise and past experience of the A/E team in providing services 20 on projects of similar size, scope and features as those required on this project, with special focus on sustainability.

4. Geographic location of the A/E's office where work will be 5 performed in relation to the project location(s).

5. Current and projected work load, plan to complete the work and 5 ability to complete the work in a timely manner.

6. Qualifications and experience of the A/E's project manager to be 5 assigned to this project.

7. A/E's recent (past 5 years) experience / history in designing 5 projects within an established "Design-not-to-exceed" budget.

8. A/E's experience in providing services in conformance to the 10

State's Construction and Capital Outlay procedures including

Codes, Standards, Accessibility, and Building Efficiency.

9. Use of small businesses and businesses owned by women 20 and minorities as consultants, subcontractors, suppliers or support services.

10. Size of the firm relative to the size of the project(s). 5

11. Financial Responsibility as evidenced by the A/E's carrying 5

Professional Liability Insurance.

TOTAL: 100 POINTS

Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

B. AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are

DGS-30-300

(Rev. 05/02) Page 9 of 9 permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Offeror ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the

Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee.

Should the Agency determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

IX. PAYMENT:

The Contractor shall submit a fully itemized invoice that references the Christopher Newport

University purchase order number, material descriptions, quantities and unit prices. Payment will be made thirty days after receipt of a proper invoice for the amount of payment due, or thirty days after receipt of the goods or services, whichever is later, in accordance with the Commonwealth of Virginia

Prompt Payment Legislation. Mail invoices to: Christopher Newport University, Attention: Accounts

Payable, 1 Avenue of the Arts, Newport News, VA 23606 or send electronically to apinvoices@cnu.edu .

X. FEES:

The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the

Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

XI. ATTACHMENTS:

Attachment A: AE Data Forms, AE-1 through AE- 6

Attachment B: “Small Businesses and Businesses Owned by women & Minorities” Data Forms

Attachment C: eVA Vendor Registration Requirements

Attachment D: RFP Question Form

Attachment E: Campus Map

Attachment F: Proprietary & Confidential Form

Attachment G: Basis of Design Narrative dated February 1, 2024.

Attachment H: AE Terms and Conditions mailto:apinvoices@cnu.edu