ESBD_367302_1720479327821_RFP782024 - Master Planning and Campus Development Services.pdf

PROPOSAL SUBMISSION:

Procurement Department Southwest Key Programs

6002 Jain Lane Austin, Texas 78721

Bonfire SWK

REFER INQUIRIES TO:

Bonfire SWK

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PROPOSALS ARE DUE: MONDAY, JULY 22ND BY 5:00 PM CST

REQUEST FOR PROPOSAL

RFP No. 782024 Master Planning and Campus Development Services

Southwest Key Programs 7/8/2024 https://swkey.bonfirehub.com/projects https://swkey.bonfirehub.com/projects

TABLE OF CONTENTS

Table of Contents

1 INTRODUCTION AND OVERVIEW

1.1 Purpose of the Request for Proposal (“RFP”)

1.2 Background Information

1.3 Requirements and Deliverables

1.3.1 Overview

1.3.2 Scope of Work

1.4 Samples/Exhibits

1.5 Contract Term/Option to Extend

1.6 Awarded contracts

1.7 SWK Terms and Conditions

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL REQUIREMENTS

2.1 Notice of Intent to Submit

2.2 Submission Of Questions

2.3 Proposal Submission, Date, and Time

2.4 Key Dates

2.5 Standard Proposal Requirements

2.6 Non-disclosure Agreements

2.7 Proposal Preparation Costs

2.8 Disclosure of Proposal Content

2.9 Vendors Conference

2.10 Conflict of Interests

3 PROPOSAL FORMAT AND CONTENT

3.1 Proposal Format and Content

3.1.1 Proposal Cover Page

3.1.2 Table of Contents

3.1.3 Response Checklist

3.2 Requirements Plan

3.3 Timelines

3.4 Cost Proposal

3.5 Respondent’s Profile and Financial Responsibility

3.6 Additional Terms and Conditions

4 REVIEW OF PROPOSALS

4.1 Review of Proposals

4.2 Selection Criteria

4.3 Discrimination

4.4 Encouraged Participants

4.5 Best and Final Offer

5 CONTRACTUAL REQUIREMENTS

5.1 Respondent’s Proposal

5.2 Material & Product Requirements

5.3 Vendor Performance

5.4 Payment

5.5 Vendor Registration in Oracle

6 Appendix

Attachment A – Terms and Conditions

Attachment B – Notice of Intent to Submit a Proposal

Attachment C – Cover Page Suggested Format for Proposal

Attachment D – Respondent Company Profile Form

Attachment E – Respondent References Form

1 INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF THE REQUEST FOR PROPOSAL (“RFP”)

Southwest Key Programs, Inc. (“SWK”) is seeking proposals from qualified Real Estate Advisory and Architectural firms to assist in the development of a Master Plan for our new campus in San Antonio, Texas. This project is dedicated to creating a comprehensive campus that seamlessly integrates corporate offices, community centers, housing, care facilities for the elderly, medical clinics, and shelters for unaccompanied minors.

The selected firm(s) will be responsible for providing detailed architectural plans and consulting services throughout the development process, including site selection, lease negotiations, and master planning.

Our objective is to construct a campus that not only meets the diverse needs of the community but also aligns with SWK’s vision and values.

1.2 BACKGROUND INFORMATION

SWK is a national nonprofit organization that exists to create opportunities and improve the quality of life for thousands of youth and families each day by providing safe shelter, alternatives to incarceration, career development and quality education. This is done through three areas of programming:

a. Immigrant Children’s Shelters

b. Youth and Family Services

c. Workforce Solutions

1.3 REQUIREMENTS AND DELIVERABLES

1.3.1 Overview

SWK extends an invitation for proposals to experienced Real Estate Advisors and Architectural firms interested in contributing to a significant campus development initiative in San Antonio, Texas. We are open to receiving separate proposals for real estate advisory services and architectural design or a combined proposal from firms looking to offer a comprehensive package. The successful Respondent(s) will be responsible for guiding SWK through the intricate process of creating a Master Plan that encompasses a variety of facilities, including corporate offices, community centers, housing, elderly care facilities, medical clinics, and shelters for unaccompanied minors. The scope of work will encompass all stages, from conceptual design to project realization, with specifics to be determined in collaboration with SWK during the negotiation phase.

1.3.2 Scope of Work

Southwest Key Programs, Inc. (“SWK”) is inviting detailed proposals from adept Real Estate Advisors and Architectural firms to partake in the master planning of a new, multi-use campus in San Antonio, Texas. We are seeking partners who can navigate the complexities of campus development, offering a blend of innovation and practicality to meet our diverse facility needs.

Respondents may submit proposals for either:

• Real estate advisory services, focusing on site selection, lease negotiation, and strategic real estate planning, and/or

• Architectural services, delivering detailed architectural plans and design management from conception to completion.

Alternatively, firms with the capacity to deliver both sets of services are encouraged to submit a comprehensive proposal.

The appointed firm(s) will act as SWK’s consultant, ensuring that the campus development aligns with our mission to provide a sanctuary for youth and families. The scope of work includes, but is not limited to:

• Master planning and development oversight,

• Estimation of space requirements for various facilities,

• Project management across all phases, including planning, design, and relocation,

• Identification and negotiation with developers and contractors, and

• Ensuring a cohesive blend of facilities such as corporate offices, community centers, housing, elderly care facilities, medical clinics, and shelters for unaccompanied minors.

SWK emphasizes that this RFP outlines a general scope of work. The final list of tasks and responsibilities will be collaboratively refined with the selected Respondent(s) during the negotiation process. Proposals should address each requirement in a narrative format, detailing the approach and structure for achieving the outlined objectives.

Qualifications

SWK is seeking proposals from highly skilled brokerage and architectural firms that demonstrate a strong track record in site selection, brokerage, and development planning. To be considered for this opportunity, Respondent(s) must meet the following qualifications:

• Licensing and Credentials: Respondent(s) are required to have all necessary business licenses, professional certifications, or credentials to provide the services outlined in this RFP.

Firms must maintain good standing and be authorized to operate in Texas throughout the contract period.

• Local Expertise in San Antonio: Respondent(s) must have a proven history of providing real estate brokerage and/or architectural services to commercial clients within Bexar County. A continuous local presence or significant project experience in the San Antonio area for at least the past five (5) years is highly preferred.

• Broker and Architectural Expertise: The broker and architectural team overseeing this contract should have at least ten (10) years of relevant experience and a documented history of successfully managing large-scale real estate transactions and development projects similar in scope to SWK’s campus development project.

Respondents are encouraged to present robust evidence of their qualifications, such as references, case studies, and any other relevant documentation that demonstrates their ability to effectively manage the planning and development phases of this project.

Collaboration

Effective collaboration between all parties (including, but not limited to, the Legal Team, UM Team, Procurement and Contracts Team, Finance Teams, etc.) is essential for the success of SWK’s San Antonio campus project. The selected Respondent will be expected to work closely with SWK’s Legal team, UM team, and other relevant stakeholders to ensure all project steps align with SWK’s mission and operational needs. The Respondent must demonstrate a commitment to open communication, proactive problem-solving, and a collaborative approach to decision-making. Regular meetings, updates, and collaborative planning sessions will be integral to ensuring that all parties are aligned and informed throughout the lease negotiation and management process. The Respondent should be flexible and responsive, ready to adapt to changing requirements, and provide expert advice to support SWK’s goals.

Use of Consultants & Subcontractors

The use of consultants and subcontractors is permitted. Proposals must clearly specify the percentage of work that will be subcontracted. SWK has the authority to approve or reject subcontractors, consultants, or teaming agreements, including the specified engagement percentage. Written approval from SWK is required before any subcontractor or consultant is used. Respondents must disclose if a subcontractor/consultant is affiliated with the prime contractor and provide a list of current projects.

SWK will be involved in every stage of planning, design, implementation, and construction and must approve all project phases before moving forward. The prime contractor, any subcontractors, and any consultants must work cohesively with SWK’s team, the selected brokerage firm, and any other involved parties. Non-cohesive collaboration will result in termination for convenience. SWK reserves the right to refuse to work with any contractors, including consultants, prime contractors, and subcontractors, at any time during the agreement.

Respondents may propose a teaming agreement, where a brokerage firm and an architecture/construction firm apply together. These agreements must be clearly indicated. Respondents may also bid on either brokerage services, architectural/contractor services, or both. If bidding on part of the services, Respondents must agree to partner with the other party.

Respondents proposing to subcontract must comply with SWK procurement rules and regulations and collaborate closely with SWK for subcontractor approval. A detailed subcontractor plan is required. SWK reserves the right to select architects and will ensure our approval of the architect selection. Language will be included, stipulating that the broker must obtain SWK’s approval before finalizing any agreements. SWK reserves the right of first refusal, allowing us to exclude any vendor before the broker signs a contract.

Organizational Structure and Capacity

In response to this RFP, Respondents must provide a presentation detailing company information, qualifications, client list/testimonials, awards/certifications, and fee structure.

• Provide a detailed overview of your organization, including its history, mission, and core competencies relevant to the services required.

• Clearly outline the proposed services in alignment with SWK’s needs, emphasizing campus and/or facility design management services.

• Demonstrate sufficient staffing and resources to effectively manage SWK’s portfolio, including the number of properties currently managed and specific staffing allocated to SWK’s account.

• Identify key personnel assigned to SWK’s account and detail their roles, responsibilities, qualifications, backgrounds, and relevant experience.

• Present a client list highlighting similar projects successfully managed by your firm.

• Include at least three (3) positive references from current or recent clients, showcasing your track record of similar project management success.

• List any relevant certifications, industry awards, or recognitions that highlight your firm’s excellence in comprehensive planning and design services.

• Include a staffing plan outlining how resources will be allocated to ensure SWK’s account receives comprehensive attention and service.

• Clearly identify the lead design professional or engineer who will oversee the project, specifying their role and direct responsibility.

• Address SWK’s requirements for professional competence, adherence to timelines, cost considerations, and project administration capabilities.

• Provide an organizational chart indicating key project team members and any consultants, outlining their areas of expertise and roles on the project.

Respondents are encouraged to provide detailed, structured responses that clearly demonstrate their capacity to meet SWK’s requirements and deliver exceptional service throughout the project lifecycle.

Capability

The Respondent must provide a comprehensive description of their approach to delivering master designing and planning services, emphasizing unique qualifications and capabilities that set them apart from other Respondents. This should include, at a minimum:

• Detail the specific techniques, strategies, and methods employed in brokerage/architecture/site development services. Showcase examples of successful implementations based on prior experiences.

• Provide samples of reports and technologies utilized to keep SWK informed about all project efforts, market conditions, and negotiation techniques.

• Demonstrate proficiency in leveraging technology to enhance transparency and efficiency in project operations.

• Describe the ability to scale operations according to SWK’s changing needs, including the capacity to add or remove requested goods and services from the portfolio as required.

• Outline how the Respondent manages workload fluctuations while maintaining service quality.

• Demonstrate familiarity with local markets in Bexar County.

• Showcase understanding of regional real estate trends, zoning laws, market conditions, and regulatory frameworks that impact leasing activities.

• Outline risk management strategies and contingency plans to address unforeseen challenges as they relate to master design planning.

• Detail proactive measures to mitigate risks and ensure continuity in project planning and execution.

• Clearly state the business name, address, and telephone number of the office(s) where the brokerage services will be performed.

• Specify the type of firm (e.g., corporation, partnership, sole proprietorship, joint venture).

• State the year the firm was established and any former names by which the firm was known.

• Provide the names and registration numbers of Texas Registered Professional Architect/Engineers who will be directly responsible for the work. Include their email addresses and telephone numbers.

• Disclose whether any individual registration has been subject to disciplinary action by the Board of Examiners for Architects.

• List all applicable business licenses your firm holds that are required by the State of Texas. Include the license number, jurisdiction, and the name of the license holder exactly as it appears on file.

Campus Vision:

SWK is committed to creating a campus that serves as a cornerstone for empowerment in the low-income minority communities of San Antonio, Texas. Our vision is to establish a property that integrates state-of-the-art corporate offices with shared spaces and comprehensive facilities, fostering a nurturing environment for community development. The campus will feature:

• Innovative Workspaces: An office building with workspaces designed in collaboration with SWK, including cubicles, private offices, and diverse meeting rooms, along with shared spaces to encourage innovation and collaboration.

• Comprehensive Facilities: The campus will be home to Unaccompanied Minor (UM) shelters, a community center, an elderly care facility, medical clinics, and workforce housing/affordable housing, all of which aim to support the well-being and advancement of the community.

• Strategic Land Acquisition: We aim to acquire approximately 50-100 acres of land, whether vacant or with existing structures suitable for adaptation, specifically in areas that will enable us to serve the targeted low-income minority communities effectively.

• Location Priorities: Our focus is on identifying sites within areas predominantly inhabited by low-income minority communities, ensuring that our services are directly accessible to those who need them most. Proximity to public transportation and ample parking availability are also important to ensure the campus is accessible and meets the needs of our employees and the communities we serve.

• Building Compliance: All facilities must comply with applicable code requirements, including but not limited to seismic standards, life safety regulations, ADA accessibility, and other relevant codes, upon occupancy. The Respondent will be responsible for identifying and remedying any code violations, ensuring that all necessary repairs and modifications are completed to meet these standards. Additionally, the Respondent will manage all required permitting processes to ensure compliance with local, state, and federal regulations. The infrastructure must be capable of supporting advanced technology needs, with particular attention to electrical, networking, and security systems.

Through this campus, SWK aims to create a space that not only meets the diverse needs of the community but also aligns with our vision and values, promoting economic development and resilience. This initiative is dedicated to empowering underrepresented communities, focusing on sustainable job creation, entrepreneurship, and fostering community growth.

Brokerage Services and Master Design Development

SWK seeks a partner(s), herein referred to as broker and/or master planning team, with proven expertise to create an optimized and comprehensive master plan for our campus development project in San

Antonio, Texas. The team must have a strong track record in visioning, design, financial modeling, and project phasing. The chosen Respondent(s) will coordinate with various consultants, such as visioning facilitators, architects, engineers, accountants, finance professionals, attorneys, and contractors, to conduct planning, feasibility studies, design work, and related services for SWK.

SWK aims to collaborate closely with our brokerage firm(s) to initiate the project by developing a comprehensive master plan for the San Antonio site. This initial phase will include visioning sessions to inspire developers and industry partners interested in partnering with SWK. This project represents an opportunity for SWK to strengthen partnerships across various sectors and make a significant impact on the region's development landscape.

As part of their proposal, Respondents must submit a narrative describing their project approach, focusing on building design theory, site integration, and overall project schedule. This narrative should include key milestone dates for design deliverables within the preliminary schedule. No drawings or illustrations are required in this submission.

The project will encompass various uses, including office spaces, temporary residential accommodations, workforce housing, and other commercial amenities, alongside surface and/or structured parking facilities.

The broker, in partnership with SWK and/or the master design plan team, must address the following:

• Site development strategies

• Real estate acquisition processes

• Utilities and infrastructure requirements

• Transportation logistics

• Management of vehicles, parking, and pedestrian flow

• Design of open spaces and landscape features

• Development of buildings

• Detailed implementation plan

• Strategies for resource optimization

• Incorporation of local and regional community perspectives

Respondents must detail their knowledge of the project area (San Antonio, Texas) and understanding of the scope of work, including information about the project site (upon selection). Proposals should demonstrate familiarity with project constraints and potential design approaches, as well as their ability to promptly address on-site and off-site architectural/engineering needs and project administration through narratives, graphics, or maps.

Respondents must also thoroughly describe any ongoing work or affiliated consultants who can enhance their ability to meet project needs effectively. The proposal should include a comprehensive guide through each stage of the commercial real estate site selection and lease process, covering strategic planning, needs analysis, move-in, and post-relocation follow-up. SWK anticipates the selected Respondent(s) to provide the following master planning services, at a minimum:

• Reviewing SWK’s requirements for office and residential spaces, including current space assessment, staffing needs (current and future), and operational or strategic changes affecting future space needs.

• Preparation of draft marketing materials to solicit landowners and developers, specifying minimum land requirements, locating criteria, operational features, and financial requirements. The Broker will conduct pre-proposal conferences and manage all inquiries.

• Marketing the real estate opportunity to brokers and other resources with property listings in the San Antonio area.

• Identifying suitable sites that meet SWK’s specified needs.

• Receiving and initially assessing all responses, evaluating seismic compliance, and coordinating site tours for SWK staff.

• Describing how proposed parcels, if developed by SWK, would economically benefit the surrounding neighborhood.

• Providing related studies, long-range economic development plans, or other documentation demonstrating neighborhood revitalization or development opportunities.

• Regulatory/legal compliance, coordination, and reporting with SWK, state, county, and federal agencies, as required.

• The Respondent must demonstrate an understanding of state licensure policies for any state in which SWK will require a new lease, with a particular focus on Texas.

• Providing a packet with purchase terms, conditions, purchase price, and other relevant terms.

• Provide evidence of ownership or control of each proposed property, along with legal descriptions and site plans or American Land Title Association (ALTA) surveys if available.

• Ensuring site access to major roads with minimal turns and good visibility and disclosing any known deed or use restrictions.

Deliverables will include:

• Participation in recurring meetings with project stakeholders, both in-person and via video conference.

• Provide monthly reports of efforts/status and relevant market conditions.

o Such reports should include an executive summary that contains the highlights and key issues.

• Conceptual locations for buildings, green spaces, parking, roadways, and sidewalks, depicted through rendered site plans and basic 3D renderings.

• Collaboration with developers and professionals to align individual parcel development with the overall plan.

• Guidance on zoning and platting processes, recommending zoning classifications supportive of desired development.

• Site maps assessing topography, existing utilities, and recommended upgrades.

• Advisement on-site efficiency, parking, traffic, and environmental configurations, developing preliminary and alternate plans based on client feedback.

• Evaluation of current traffic patterns with proposed changes and upgrades.

• Phasing diagrams based on SWK input for site development.

• Conceptual renderings of architectural, landscaping, branding, and design standards reflecting

SWK.

• Formal presentations and updates to SWK and Executive Leadership Team.

• Support for documentation submission for funding, public approval, and SWK endorsement.

• Geotechnical, environmental investigations, and land survey of existing conditions.

• Historical preservation studies.

• Analysis of land use, zoning, commercial real estate, market research, financial feasibility, economic impact, cost/benefit, regulatory compliance, due diligence, environmental impact, permitting, transportation planning, and risk assessment.

• Assistance with implementation, evaluation, monitoring, regulatory advisory, and policy development.

• SWK approval is required if funds are part of the project budget.

Blueprints

Following the design of the facility in collaboration with SWK, the Respondent will be required to prepare blueprints for the construction agency. The following are specified requirements:

• Standard Architecture Requirements o Paper Sizes: Blueprints should adhere to common architectural paper sizes, including

ARCH A (9 x 12 inches), ARCH B (12 x 18 inches), ARCH C (18 x 24 inches), ARCH D (24 x 36 inches), and ARCH E (36 x 48 inches). The size selected should accommodate the level of detail and scale appropriate for the project.

o Standard Scales: Blueprints should be drawn to standard architectural scales such as 1/4 inch = 1 foot for building plans and larger scales (e.g., 1/8 inch = 1 foot) for detailed drawings. Consistency in scale across all sheets is crucial and should be clearly indicated.

o Title Block: Each blueprint sheet must include a title block containing essential project information: Project name and number, sheet title and number, date of issuance, scale of the drawing, architect’s name, firm, and contact information, revision history with dates, and descriptions of changes made.

o Layering and Line Weights: Use consistent layering conventions to distinguish between different elements of the drawing (e.g., walls, doors, electrical). Clearly defined line weights should be employed to emphasize structural components and details.

o Annotations and Dimensions: Provide clear and consistent annotations and labels for all elements depicted in the blueprints. All necessary dimensions should be accurate and detailed, placed outside the drawing to ensure readability and clarity.

o Legends and Samples: Use standard architectural and engineering symbols throughout the blueprints for consistency and clarity. Include a legend or key on each sheet to explain any non-standard symbols or abbreviations used.

o Compliance and Standards: Ensure that all blueprints comply with relevant building codes and regulations. Adherence to industry standards, such as those set by the American Institute of Architects (AIA), is essential.

o Color Coding: Use color coding and fill patterns consistently to differentiate between various building elements, materials, and functional zones within the blueprints.

• Digital Blueprint Format o CAD Files: Utilize standard CAD file formats such as DWG and DXF for digital blueprints.

These formats ensure compatibility across various CAD software platforms.

o PDFs: Provide high-resolution PDF files for easy viewing and sharing. PDFs should include all necessary layers and details required for construction purposes.

o BIM Models: For complex projects, BIM files in formats like Revit (RVT) or IFC may be necessary to integrate architectural, structural, and MEP systems seamlessly.

o Should the digital files be printed, the Respondent is required to maintain high resolution in all digital files to preserve clarity. Ensure that all text, lines, and details are clear and legible, even when scaled down.

Sustainable Design Practices

SWK aims to create a sustainable and environmentally responsible development that enhances the quality of life for both occupants and the surrounding community. The Respondent must develop a holistic design approach that integrates energy efficiency, green spaces, and environmentally friendly materials, adhering to green building strategies and achieving high indoor environmental quality. This includes maximizing indoor air quality with effective ventilation and designing for safe maintenance. Buildings should surpass energy efficiency standards, including water. Connectivity to alternative transportation and local amenities should be promoted. Overall, site construction should minimize environmental impact, protect habitats, and use sustainably sourced and recycled materials. Collaboration with architects, engineers, environmental consultants, and stakeholders is essential to implementing these sustainable design practices.

Site Selection

During site selection, the brokerage/advisory firm, in partnership with any consultants and SWK, must assist with the following at a minimum:

The following general information must be provided:

• Provide address, parcel ID, legal description, and current owner details.

• List current and past uses of the property.

• Describe any existing buildings and potential contamination.

• Detail structures like water towers, storage tanks, and cellular towers.

Confirm the availability and location and ensure the reliability of the following public municipal services:

• Police services and nearest precinct.

• Waste management services.

• Fire protection services and nearest station.

• Natural gas, water, and sewer services.

• Telephone, cable/internet, fiber optics.

Provide the following guidance on land and environmental matters:

• Provide existing environmental studies and testing results.

• Describe any known environmental issues or required remediation activities.

• Preferably, the selected property should be vacant and free of environmental contaminants at closing. Include:

o Land partitioning details.

o Site surveys.

o Flood elevation certificates.

o Architectural/topographical surveys.

Closing on the identified site will depend on securing appropriate zoning for intended use. The following information must be provided for land zoning and use matters:

• Describe current zoning and land use classification.

• Documentation of violation notices, rezoning, or land use reclassifications.

• Opinions of counsel on zoning matters.

• Agreements, orders, or decrees related to impact fees, linkage fees, and exactions.

At SWK’s discretion, the broker, alongside any consultants and master land development teams, must be able to provide the following services and deliverables, at a minimum:

• Review and evaluate land proposals with the SWK team, confirming associated costs.

• Assess improvements required for construction readiness.

• Negotiate lease terms for optimal incentives and concessions.

• Document negotiation process and terms.

• Present final lease option for SWK approval.

• Prepare lease documentation and facilitate transaction finalization.

• Provide move/relocation management services.

• Coordinate design services for tenant improvements.

Site Development

The chosen firm will lead the development of the master plan in coordination with any planning teams, SWK team, and consultants or subcontractors. This will include drafting text and creating mapping and graphics. SWK's selected developer will undertake the following responsibilities:

• Coordinate with SWK and consultants to assess infrastructure needs, including utilities and municipal services availability.

• Review of existing plans and project documentation.

• Provide detailed reports on environmental assessments, including any necessary remediation plans.

• Facilitate zoning approvals and land entitlement processes as required for project development.

• Develop architectural and topographical surveys, flood elevation certificates, and site partitioning plans.

• Collaborate on the negotiation and finalization of lease agreements, ensuring optimal terms and conditions.

• Manage move/relocation services and oversee tenant improvement design and construction management.

• Compare current SWK locations, emphasizing guiding principles, campus planning frameworks, sustainability, diversity, accessibility, and architectural and landscape design guidelines.

• Provide a comprehensive review, critique, and innovative planning tools, benchmarking successes from peer institutions, and best practices in university campus planning, including sustainability, resilience planning, and lessons from pandemics.

• Analyze trends in designing flexible indoor spaces that foster office dynamics while accommodating physical distancing as needed in higher education.

• Recommend strategies to enhance outdoor spaces, including outdoor classrooms, therapeutic areas, curricular landscaping, and sustainable landscapes.

• Create an analytic summary report on peer institutions and best practices, focusing on emerging physical needs and innovative ideas for sustainability and resilience planning.

• Summarize space standards and metrics for active learning, interdisciplinary research, and shared office spaces, proposing strategies to maximize existing physical assets.

• Provide a summary report with recommendations for outdoor space design in Southern climates.

• Evaluate the contiguous area to propose campus expansion strategies benefiting SWK's constituents.

• Outline a recommended site planning and design review process, including committee structures to support effective review and decision-making.

Once the site has been selected and designs have been approved, the master development team will assist and provide the following information, at a minimum:

• Layout of SWK’s proposed premises, detailing interior walls, open areas, door swings, demising walls, corridor partitions, and exterior window walls in relation to the building core and overall floor plan.

• Identification and accurate sizing of columns, stairways, elevators, and other building features.

• Specification of room names and sizes within the space plan.

• Ensuring appropriate scale and proportion of furnishings.

• Summary of total rentable and usable square footage requirements derived from the space plan.

• Development, documentation, and presentation of a design concept aligning with SWK’s desired image, budget, schedule, and established standards.

• Expansion of space plan details as needed to complete the schematic design phase.

• Creation of a Preliminary Pricing Package for a General Contractor, inclusive of final space plans and detailed notes to facilitate initial construction pricing.

• All pricing packages, designs, and construction must receive written approval from a designated SWK Point of Contact.

• Collaboration with SWK to establish and confirm a project budget and schedule.

• Issuance of a comprehensive Schematic Design package for SWK’s review and approval.

Following SWK’s approval of the schematic design package, the Respondent is required to:

• Prepare final electronic plans for design development and team coordination.

• Verify critical dimensions against existing "as-built" plans.

• Coordinate with respective engineers for preliminary MEP (Mechanical, Electrical, and Plumbing) and Structural designs based on approved space plans, considering phasing requirements.

• Develop, document, and present design details, finishes, and color schemes to meet SWK’s specifications.

o Followed by completed MEP plans specifying heating, ventilating, air conditioning, plumbing, and electrical requirements, developed in coordination with the engineer for MEP construction drawings.

• Receive and confirm technical criteria from SWK, including specifications, dimensions, and environmental requirements for furniture, fixtures, and equipment.

o Finishes plans includes detailing flooring materials, wall treatments, paint colors, wall coverings, millwork surfaces, and associated finishes.

• Coordinate equipment schedules, system design, improvements, and architectural requirements.

• Create an equipment matrix detailing electrical, mechanical, and structural needs and utility connections.

• Assist in updating the detailed project budget, which covers consultants, construction, furniture, fixtures, equipment, and signage.

• Participate in project design and coordination meetings as necessary.

• Coordinate and document ADA compliance for both site and building.

The Respondent must also outline the necessary geotechnical or soil engineering services. The

Respondent will provide geotechnical engineering and surveys. Additionally, the master design team will prepare a statement outlining civil engineering needs to safeguard new and existing structures from adverse conditions. The master planning team is responsible for preserving and protecting structures, equipment, and vegetation (trees, shrubs, grass) on or adjacent to the work sites, excluding those designated for removal or interfering unreasonably with the projects.

Architecture and Design Services

Respondent(s) must possess the capability to perform, subcontract, or partner with firms capable of performing all services related to architecture and design, encompassing:

• Design Development Phase Services

• Safety and Security Analysis

• Renderings and Graphic Presentations

• Construction Documentation

• Landscape Architecture

• Safety and Risk Management

• Quality Assurance

• Construction Inspection

• HVAC, Electrical, Plumbing, and Fire/Life Safety Engineering

• Energy and Sustainability Services

Mechanical, Electrical, and Plumbing (MEP) Design

The following outlines anticipated activities associated with the MEP design phase, subject to potential additions or requests by SWK throughout the project term. Proposals must comprehensively detail all activities necessary to fulfill the requirements listed below. The Engineer shall:

• Participate in meetings, review sessions, and site tours to assess and document Electrical, Mechanical, Plumbing, and Fire Protection requirements for SWK’s new facility.

• Prepare detailed Construction Documents for MEP and Fire Alarm systems in compliance with SWK’s specifications, applicable codes, and ordinances.

• Coordinate with internal and external vendors, such as Cabling, Phone/Server, Audiovisual, Furniture, and Security, documenting all related requirements in the contract documents.

• Conduct site visits as necessary to verify accuracy of As-Built or Core and Shell Documents provided by others, ensuring MEP documents are conflict-free with existing installations.

• Attend planning and coordination meetings as required.

• Prepare Fire Protection performance specifications and drawings for Design-Build sub-contractors.

• Ensure design compliance with all applicable codes and ordinances.

• Assist with lighting design and specification as required by the Architect/Interior Designer.

• Provide preliminary progress review drawings and documents throughout schematic design, design development, and construction phases.

• Detail electrical connection and telephone/data cabling distribution for modular and freestanding furniture and equipment.

• Assist the Architect in preparing and submitting necessary documents for preliminary and final plan checks, code compliance, and variance work.

• Collaborate with the project team to obtain separate permits as required by project phases.

• Incorporate additive and deductive alterations into the contract documents as needed.

• Support the Project Team during subcontractor bid evaluations to ensure bids align with engineering intent.

• Attend construction and coordination meetings, providing expertise in resolving field conflicts and accommodating client-requested changes.

• Assist in evaluating General Contractors' Change Order Requests.

• Review submittals and shop drawings.

• Actively engage in field construction activities, including site visits to verify critical dimensions against approved Core & Shell documents.

Construction

The Respondent, in collaboration with SWK and any subcontractors, partners, brokers, and master planning teams, shall prepare final construction documents to be issued in PDF format. These documents are essential for contractor pricing, obtaining building permits, and achieving final build-out. Prior to commencing construction, all parties involved must mutually understand the project’s goals and constraints, including budgetary considerations, with written consent from SWK. The construction documents shall include, but are not limited to:

• Cover Sheet

• Specifications

• Standards and Schedules

• Demolition Plans (if any)

• Architectural Partition Plans

• Electrical Plans

• Mechanical Plans

• Plumbing Plans

• Structural Plans

• Lighting Plans

• Finish Plans

Relocation Assistance

SWK anticipates that an alternative solicitation will be released for relocation assistance; however, the

Respondent(s) to this solicitation will be required to collaborate with both SWK and the identified relocation services vendor. This collaboration will involve providing support in space planning, coordinating timelines, and ensuring that the new site is prepared to accommodate the moving process efficiently. SWK’s goal is to leverage the expertise of both the relocation services vendor and the Respondent(s) to address any structural or logistical challenges, ensuring a smooth and seamless transition to the new location.

Implementation Plan:

An implementation plan and schedule describing the methods and steps by which Respondents will assume responsibility for providing brokerage and master design planning services must be provided as part of the organization’s proposal submission. The Respondent(s) should assume a contract award in

July 2024 and an effective project start date of August 2024.

This plan should outline clear action steps, assign responsibilities to individuals, and specify anticipated start and completion dates. The plan must be presented as an interactive electronic document, facilitating easy access and integration of future plans through links and files.

• Provide information regarding the role in strategic planning, site location and development, financial evaluation and analysis, market research and analytics, and project management.

• Research and acquire documents, plans, regulations, agreements, and other reports relative to local zoning requirements and market issues.

• Conduct a comparative market analysis and recommend the most appropriate price that SWK should pay for the land.

Respondents are strongly encouraged to provide a phased approach as part of their implementation plan.

An example implementation plan is provided below to assist Respondents in preparing for proposal submission:

• Contract Award and Kick-Off Meeting o Timeline = Month Date Year o Description = Upon contract award, the Respondent convenes a kickoff meeting with SWK to finalize project details, including roles and responsibilities, communication protocols, and initial project planning.

• Master Planning and Project Design o Timeline = Month Date Year o Description = Develop a comprehensive master design plan in coordination with SWK and relevant stakeholders. This phase includes site assessments, infrastructure evaluations, and initial concept development.

• Design Development Phase Services o Timeline = Month Date Year o Description = Progress from schematic designs to detailed design development, incorporating feedback from SWK. Prepare electronic plans and coordinate with engineers for MEP and structural designs.

• Construction Documentation o Timeline = o Description =

• Approval Process and Permits o Timeline = o Description =

• Construction Phase o Timeline = o Description =

• MEP Design o Timeline = o Description =

• Quality Assurance and Project Management o Timeline = o Description =

• Project Closeout o Timeline = o Description =

• Post Project Support o Timeline = o Description =

Customer Support and Communication

The Respondent must outline robust communication processes to ensure continuous transparency and informed decision-making for SWK throughout the entire contract term. This includes, but is not limited to, the following key components:

• Reporting o Provide comprehensive online reporting accessible 24/7.

o Detail capabilities to generate ad-hoc reports and specify available report types.

o Commit to delivering regular market reports, as agreed upon contract award, forecasting market changes over the next 12 months.

o Reports should empower SWK with insights into tenant rights and enhance negotiation strategies.

o Reports must reflect SWK's perspective as the tenant, focusing on enhancing SWK’s understanding and leverage in negotiations.

o Any partner engaged in SWK’s master development plan must furnish monthly status reports summarizing all activities and tasks performed under the contract.

• Executive Engagement and Meetings:

o Participate in quarterly business reviews with SWK Executives to review analyses and set strategic goals.

o Ability to travel to SWK headquarters locations (Austin, TX; Brownsville, TX; Houston, TX;

Phoenix, AZ) as required.

o Attendance in weekly operations and change management calls.

• Incident and Status Updates o Provide weekly incident reports and monthly status reviews.

o Submit time and materials reports regularly or upon request by SWK.

SWK will utilize a scorecard to evaluate the Respondent’s performance across:

• Delivery, quality, and support of services.

• Compliance with agreed-upon metrics and benchmarks.

The scorecard outcomes will inform SWK’s decisions regarding the contract and ongoing partnership with the Respondent.

1.4 SAMPLES/EXHIBITS

Samples are not required for this RFP.

1.5 CONTRACT TERM/OPTION TO EXTEND

The term of any contract or subcontract arising from this RFP will begin with the award of the subcontract and will continue until the completion of the project unless SWK decides to terminate it earlier. SWK reserves the right to terminate the subcontract at any time if it is determined that the relationship with the subcontractor is no longer advantageous or necessary for the success of the project or if our funding is discontinued.

1.6 AWARDED CONTRACTS

It is anticipated that one or multiple contract(s) will be awarded as a result of this RFP. Proposals must include a detailed cost proposal in accordance with the requirements of Section 3.4 of this RFP.

1.7 SWK TERMS AND CONDITIONS

By submitting a proposal, the Respondent is accepting SWK Terms and Conditions (https://southwestkey.org/procurement/). Any Respondent not accepting the SWK Terms and Conditions will be deemed non-responsive and not meeting the requirements of the RFP.

Appendix II to 45 CFR 75 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards shall also apply to this RFP. See Title 45 Part 75 Appendix II Code of Federal Regulations.

Respondent will also be required to adhere to all necessary Office of Refugee Resettlement (ORR) policies. Please see the ORR's Unaccompanied Children Program Policy Guide.

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL

REQUIREMENTS

DATE EVENT

Publication of Request for Proposal

Optional Notice of Intent to Submit a Proposal

Submission of Written Questions

SWK Written Response to Questions

Respondent Proposal Submission

July 2024 Proposal Evaluation, Oral Presentations (if required), and Negotiations (if required)

July 2024 Anticipated Award Date

August 2024-Project Completion Anticipated Period of Performance

2.1 NOTICE OF INTENT TO SUBMIT

Respondent is encouraged to submit a letter of intent to Bonfire SWK if they intend to submit a proposal in response to this RFP; however, Notice of Intent to Submit is optional. See Attachment B.

2.2 SUBMISSION OF QUESTIONS

Respondent questions shall be submitted to:

Bonfire SWK

2.3 PROPOSAL SUBMISSION, DATE, AND TIME

WITHOUT EXCEPTION – PROPOSALS MUST BE RECEIVED ON OR BEFORE:

Monday, JULY 22nd BY 5:00 PM CST

Proposals must reference the RFP number and be submitted to Bonfire SWK by the Respondent’s point-of-contact. PROPOSALS RECEIVED AFTER THE DUE DATE WILL NOT BE CONSIDERED.

2.4 KEY DATES

7/8/2024

7/22/2024

7/11/2024

7/12/2024

7/17/2024 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75#Appendix-II-to-Part-75 https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program-policy-guide https://swkey.bonfirehub.com/projects

2.5 STANDARD PROPOSAL REQUIREMENTS

A. In accordance with the first paragraph in Section 1.3.2 Scope of Work, proposals may address either a single portion of this RFP or all the requirements collectively, depending on their organizational capacity.

B. SWK Programs reserves the right to:

a. reject any and all proposals.

b. negotiate portions thereof including the submitted cost proposals/budget.

c. select the proposal based on the best value to the company. The Respondent shall furnish additional information that the evaluation team may require in order to complete the evaluation of the proposals submitted. Failure to provide the requested material or information will disqualify the proposal.

d. cancel or re-issue the RFP at any time.

e. request and record and/or videotape all Webinars, Web demos, conference calls, demos or other communications relative to this RFP.

C. The Respondent must work with SWK staff to clarify the design of the materials, project design, project activities, and/or other products, and modify these items if necessary.

D. Proposals must be valid until the RFP has closed or been awarded.

E. Proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt.

2.6 NON-DISCLOSURE AGREEMENTS

Respondent shall sign a non-disclosure agreement upon award and execution of a subcontract. All information and data furnished to the Respondent during the solicitation process shall be treated as confidential to SWK. Any oral or written disclosure to unauthorized individuals is prohibited and can be grounds for proposal dismissal and termination of any subcontract awarded.

2.7 PROPOSAL PREPARATION COSTS

All costs associated with the preparation, submission, and any other-related activities before award of a subcontract resulting from there are the sole responsibility of the Respondent.

2.8 DISCLOSURE OF PROPOSAL CONTENT

Respondent may protect trade secret and confidential information from public release. If the Respondent asserts that information provided in the proposal is trade secrets or other confidential information, it must be clearly marked. Such information must be in boldface type and include the words “confidential” or “trade secret” at the top of the page.

2.9 VENDORS CONFERENCE

SWK, at its sole discretion, may elect to host a vendor conference in relation to this RFP. A vendor conference is designed to complete the following objectives:

• Review the formal solicitation and specific requirements with vendors

• Allow vendors to ask clarifying questions on the formal solicitation

Respondents are encouraged to notify the Sole Point of Contact and Communications listed below, regarding participation in the conference. People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact listed below at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by SWK.

SW…