RFP_Center WoodsAE_FINAL_2023-12-01.pdf

REQUEST FOR PROPOSALS #VT-229-18699-000-AE

FOR

ARCHITECTURE/ENGINEERING PROFESSIONAL SERVICES FOR THE

IMPROVE CENTER WOODS COMPLEX PROJECT

December 1, 2023

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

OFFER COVER PAGE

Solicitation Number: VT-229-18699-000-AE Commodity Code: PROFESSIONAL SERVICES Issuing Agency & Address: Virginia Polytechnic Institute and State University Procurement Department (0333) North End Center, Suite 2100 300 Turner Street, NW Blacksburg, Virginia 24061 Location of Work: Blacksburg, Virginia Period of Contract: Single project services Capital Project Number: 229-18699-000

All requests for information (“RFI”) should be directed to:

Rachel Meadows Assistant Contracting Officer Procurement Department Phone: (540)231-8544 Email: rachm87@vt.edu

All RFIs shall be submitted no later than December 15, 2023 at 2:00 PM EST. Sealed proposals for furnishing the services described herein will be received until 2:00 PM EST on January 8, 2024.

Proposals must be submitted in the manner described herein and by the stated deadline.

PROPOSAL SUBMISSION:

*Please note, proposal submission procedures have changed effective March 2023.

Proposals may NOT be hand delivered to the Procurement Office.

Proposals should be submitted electronically through Virginia Tech’s procurement portal. This portal allows you access to view business opportunities and submit bids and proposals to Virginia Tech digitally and securely.

Proposals must be submitted electronically at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech

Offerors will need to register through this procurement portal, hosted by Jaggaer. It is encouraged for all Offerors to register prior to the proposal submission deadline to avoid late submissions. Registration is easy and free. If you have any challenges with the registration process, please contact Jaggaer Support at 1-800-233-1121 or procurement@vt.edu.

Click on the opportunity and log in to your account to begin preparing your submission. Upon completion, you will receive a submission receipt email confirmation. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the Offeror to make sure their proposal is delivered on time.

Hard copy or email proposals will not be accepted. Late proposals will not be accepted, nor will additional time be granted to any individual Offeror.

Attachments must be smaller than 50MB in order to be received by the University.

mailto:rachm87@vt.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech

Offerors submitting proposals must be properly registered and licensed with the Virginia Department of Professional & Occupational Regulation (“DPOR”) as per the most recent version of the Virginia Tech Construction and Professional Services Manual (“VTCPSM”). The VTCPSM and the Virginia Tech Design and Construction Standards Manual (“VTDCSM”) shall be collectively referred to as the “VT Manual.” For Offerors with multiple offices, the specific office submitting the proposal must be properly registered and licensed with DPOR. Proposals submitted by Offeror (or specific offices of Offeror) who are not properly registered and licensed shall not be considered.

In compliance with this Request For Proposals, which includes 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 Offer Cover Page, the completed and signed Forms AE-1, 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.

The undersigned further acknowledges that they are familiar with the Virginia Tech Campus Design Principles and agrees that, if selected for this project, will provide design submittals that fully comply with these principles.

Name and Address of Offeror:

__________________________________ Date: ______________________________

__________________________________ By: ________________________________ (Signature in Ink) Typed Name: ________________________

City: ______________________________ Title: _______________________________

State: __________________ Zip: _______ Email: ______________________________

FEIN/SSN # _______________________ Telephone No. (______) _______________

DPOR/APELSCIDLA License # for Proposing Office Listed Above: ________________________

Acknowledge receipt of Addendums: No.______ Dated______ No.______ Dated______ No.______ Dated______ No.______ Dated______ No.______ Dated______ No.______ Dated______

PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held on December 7, 2023 at 2:00 PM EST via Zoom. Additional information on the pre-proposal conference can be found in Section XI of the RFP.

SWAM PARTICIPATION: Virginia Tech’s SWaM Participation Goal is 50%. Additional information on SWaM participation goals can be found in Section X of the RFP.

[END OF OFFER COVER PAGE]

I. APPLICABILITY OF THE VT MANUAL

The VT 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 the VT Manual, Definitions, for definitions of terms used in this RFP. The terms “Virginia Tech,” “University,” “Agency” and "Owner" are used interchangeably in the material referenced in this RFP and each refers to the public body, Virginia Polytechnic Institute and State University, issuing this solicitation for services and with whom the successful Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (HECO-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 planning and design of large higher education facilities.

Virginia Tech is seeking an Architectural/Engineering firm to provide full design services to include, but not necessarily be limited to Pre-planning studies, Schematic Design, Preliminary Design, Working Drawings and Construction Administration for the project. Virginia Tech envisions using the Design-Bid-Build (“DBB”) method of construction delivery as well as engaging an independent Commissioning Agent to participate in the design and construction of this project.

Offeror shall provide professional services for the project described in this RFP consistent with the VT Manual, as revised.

III. PROJECT BACKGROUND AND DESCRIPTION

A. Introduction

The Department of Fish and Wildlife Conservation, in the College of Natural Resources and the Environment (“CNRE”) at Virginia Tech is home to nationally and internationally recognized undergraduate and graduate programs, including the only undergraduate program in fisheries management in the Commonwealth of Virginia, and stands as a model of stakeholder integration under the land-grant university mission. The applied research conducted by the faculty and students of the department directly benefits conservation of game and non-game species in the Commonwealth through cooperative research and the provision of federal funds.

In alignment with CNRE’s Strategic Plan 2020-2025, the college has established new degrees and majors to support the program, and has identified the construction of a new research, teaching and outreach facility at Center Woods as a top priority for the College. Center Woods is a wooded peripheral zone of campus, located in Blacksburg, west of the Agricultural Belt and U.S. 460. This area serves as the staging location for all field research conducted by the department and class field trips, in addition to playing a critical role in providing a quality learning experience for both undergraduate and graduate students. Investment in first-rate facilities at this location will have significant impacts on the future of the department, the work of the faculty, and learning opportunities for students. The proximity of meeting rooms, research laboratories, facilities for holding animals under standardized experimental conditions, and a significant area of forest make Center Woods a place where students and collaborators can come to experience and engage in the modern tools and technologies of fish and wildlife conservation. The Improve Center Woods Complex project will assure students are better prepared and equipped to take on the emerging natural resources management and conservation challenges of the 21st century including sea level rise and its impact on coastal communities and the continuous increasing urbanization of Virginia’s population.

This project seeks to construct approximately 25,900 gross square feet of new office, research and laboratory, field support, and field storage spaces at Center Woods and includes select demolition of outdated facilities.

B. Context

Within the university’s Beyond Boundaries 2047: The Campus Plan, the Academic & Research Framework chapter identifies Center Woods as an area for CNRE growth. This location is a low traffic area and sufficiently adjacent to core campus making it the ideal location for working with wild animals and fish, as well as the storage of field equipment.

Faculty, students, and staff of the Department of Fish and Wildlife Conservation currently conduct research and experiential learning in a complex of four (4) outmoded and undersized structures centered near the middle of the south side of Center Woods. The department currently maintains and stores more than twenty (20) boats and thirty (30) trucks at the Center Woods location to support the department’s fieldwork. Center Woods is also home to the Research Aviary which opened in September 2015. Other programs supported by facilities at Center Woods include the Black Bear Research Program, the Virginia Tech Shorebird Program, the Freshwater Mussel Propagation Laboratory, and the Conservation Aquaculture Program.

Many of the existing facilities at Center Woods have surpassed their useful life expectancy and are not of sufficient size, and are too outdated and dilapidated, to support the learning activities and research of the department. The size and condition of the facilities limits program operations and activities. The project scope includes demolition of twelve (12) existing outdated facilities totaling approximately 5,900 GSF as a best practice in preparation of the site for the new facility.

C. Site Challenges and Opportunities

The site’s key objectives include appropriate building configuration, scale and massing, stormwater mitigation and site integration, and sustainability priorities consistent with the recently updated Climate Action Commitment.

Set at the edge of a mature forest, the site for the proposed building is adjacent to the existing research complex on the south area of the property. Design considerations should include the creation of a formalized approach with a readily discernable arrival point, views of the facility from various vantage points, and site preparation including all necessary infrastructure.

Additionally, the site should include support elements such as a mechanical yard, parking, pathways/access points, and other amenities. Careful consideration of landscaping and hardscape to integrate the building with its natural surroundings. The exterior envelope needs to respond to the site, solar orientation, wind, and maximize beneficial daylighting and other environmental factors.

Stormwater. Preserving the existing drainage patterns of the site will increase the efficiency of stormwater management without expensive infrastructure. Consideration shall be given to low-impact best management practice strategies to address stormwater and sustainability goals of this project include rain gardens, rainwater harvesting, amended soils, bioretention basins and ponds with other infiltration practices. These strategies will contribute to sustainability, blend into the site, and complement the character of the area. The project will comply with stormwater management for water quality and quantity in accordance with The Virginia State Code and the Town of Blacksburg.

Utilities. The new building will require a domestic water line, a fire line possibly with a fire hydrant, and a sanitary force main. Each of these lines will necessitate the extension of utilities to the site with provisional planning for future expansion. The facility will be best served by an underground electrical service fed from the existing service line currently on site or new electrical service extended to the site, as needed. Exterior site lighting will be dark sky type compliant.

HVAC units and an emergency generator will be required to support the laboratories in the event of a power outage based on user’s identified loads.

Parking. To encourage sustainable design, parking improvements should employ a pervious material with concrete wheel stops and a concrete pad at accessible spaces. Parking lots should also be organized to enable the building to greet visitors, capitalize on the proximity of the access road via integration of pull off /parallel parking, and maintain low visual and environmental impact.

D. Key Project Design Components

• Future Expansion of Southgate Drive. The potential for the creation of a gateway moment at the south of the property should be closely evaluated given the planned expansion of Southgate Drive from the intersection with US Route 460 toward the west.

• Cost-efficient Structure. Virginia Tech’s building construction for this off-campus location should reflect commercial quality similar to the University’s assets at the Corporate Research Center.

• Alternative Construction Systems and Materials. The potential use of innovative construction materials and systems that will physically manifest the goals of the program and the vision of the department is appropriate to explore and evaluate.

• Climate Action Commitment. The design components of the project should comply with the university’s sustainability priorities. Refer to the Climate Action Commitment Plan approved by the Board of Visitors on November 2020.

E. Special Project Considerations

• Accessible Design and Universal Design Principles. ADA compliance and Universal

Design principles, as identified in Virginia Tech's Design Team Assistance Checklist, shall be embraced in all aspects of the design. Refer to VTDCSM.

• All-Gender Restroom. All-gender restroom(s) shall be included in each new capital project and major renovations. Refer to VTDCSM.

• Lactation Room. A lactation room shall be included in each new capital project and major renovations. Refer to VTDCSM.

• Hazardous Materials. Hazardous materials were utilized during the era in which some of the existing facilities were constructed. Anticipate the presence of hazardous materials, identify the extent during field investigation, and incorporate findings during the demolition planning.

• Mechanical Equipment & Building Automation Systems. Mechanical equipment and building automation systems are to be designed and selected to meet performance requirements and to optimize total costs of ownership inclusive of energy costs and operations and maintenance costs. System selections are justified based on a 30-year economic life cycle analysis. Mechanical equipment will be covered and secured to maximize equipment life and service.

• Power / AV. Power outlets for seat count and in common areas should exceed the minimum code requirements by approximately thirty percent (30%). Automated audiovisual and lighting controls are to be included for all classroom and class laboratory spaces. Climate controlled technology server rooms, ten (10) feet by ten (10) feet, are to be provided on each floor of the building or as required to provide efficient distribution of services.

IV. INFORMATION AVAILABLE

See VT Manual. Offerors shall refer to the VT Manual and adhere to all the procedural and technical requirements in the design of this project. Any deviation(s) shall be brought to attention for processing a waiver request when appropriate. If any conflicts exist between the VT Manual and the current adopted version of the Virginia Uniform Statewide Building Code, the more restrictive requirement shall take precedence:

VTCPSM -

https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf

VTDCSM -

https://www.facilities.vt.edu/planning-financing/design-and-construction-standards.html

Signage, wayfinding, and brand. Refer to VTDCSM for interior and exterior signage and wayfinding standards and visit the Virginia Tech Brand Center for logo and brand color guidelines. https://brand.vt.edu/

See Virginia Tech 2020 Climate Action Commitment Documentation. The project design shall seek to advance the university’s sustainability priorities. Refer to the VT CAC Final Report Rev 10-27, and associated Appendices, approved by the Board of Visitors, March 2021:

https://www.facilities.vt.edu/sustainability/climate-action-commitment.html

See also Beyond Boundaries 2047: The Campus Plan, adopted November 2018:

https://vtechworks.lib.vt.edu/handle/10919/87075

Gateway Building at Center Woods Feasibility Study, March 20, 2020*:

https://drive.google.com/drive/folders/1xQTxQmMw3LtxggpFck5MpiKe0dLdtGtY?usp= sharing

*Note: The Gateway Building feasibility study illustrates themes and programmatic elements which translate to the Improve Center Woods Complex project, but the program (9,605 SF) in the feasibility study is less than the program contemplated for this RFP (26,000 SF).

V. SCOPE OF SERVICES

https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf https://www.facilities.vt.edu/planning-financing/design-and-construction-standards.html https://brand.vt.edu/ https://www.facilities.vt.edu/sustainability/climate-action-commitment.html https://vtechworks.lib.vt.edu/handle/10919/87075 https://drive.google.com/drive/folders/1xQTxQmMw3LtxggpFck5MpiKe0dLdtGtY?usp=sharing https://drive.google.com/drive/folders/1xQTxQmMw3LtxggpFck5MpiKe0dLdtGtY?usp=sharing

Virginia Tech's documents, provided for in this RFP, describe the program, siting, appearance, aesthetics, functional arrangement, and level of quality desired by Virginia Tech.

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

A. Refine, clarify, and define Virginia Tech’s project description, program, data, and requirements as necessary to develop a Schematic design of the project which meets Virginia Tech’s requirements, the legislative intent of the project as outlined in the June 22, 2023 Capital Budget Request, and is within the stipulated “design-not-to-exceed” construction budget. The design-not-to-exceed budget amount for this Project is $9,750,000.

B. Respond to all Virginia Tech and other regulatory or agency review comments and resolve outstanding design issues at the various phases of design.

C. Develop a Preliminary Design submission consistent with the requirements of the VT

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

D. Provide complete Working Drawings/Construction Documents with professional seals and signatures in accordance with the procedures of the VT Manual.

E. Assure that the Construction 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, the accessibility standards referenced in the VT Manual, Virginia Tech Campus Design Principles, including All-gender Bathroom, Wayfinding and Signage and Universal Design Requirements.

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

G. Provide Bid Documents and related services to assist Virginia Tech in the bidding and award of the construction contract as provided for in the VT Manual.

H. Where applicable, develop and prepare Construction Documents for an Erosion and Sediment Control Plan and a Stormwater Management Plan to comply with Virginia Tech, Department of Environmental Quality and/or other applicable Agencies’ requirements. Obtain approvals from Virginia Tech and other required Agencies, as required.

I. Coordinate with and respond to issues/items identified by the University Building Official

(“UBO”).

J. Design and coordinate the utility connections or relocations with local utility providers and obtain necessary approvals. Such coordination shall, to the extent possible, minimize construction risk and or disruption to Virginia Tech campus and operations.

Utility studies and design will be required to the limits of the Center Woods complex and beyond in some cases.

K. Coordinate planning and design efforts with the Virginia Tech Campus Master Plan.

L. Prepare cost estimates for the project per the VT Manual. In collaboration with Virginia

Tech, the A/E shall participate and support cost estimate reconciliation efforts, as needed.

M. Represent Virginia Tech by presenting necessary oral, graphic presentations and/or renderings to State Agencies such as the Art and Architectural Review Board (“AARB”) or any other group having interest in the project.

N. Prepare renderings in coordination with VT Office of University Planning (“OUP”) staff to present to the Board of Visitors for a preview (approximately following Schematic Design) and a review (approximately following Preliminary Design).

O. Complete all forms and documents in formats required by the VT Manual and Virginia

Tech direction. Process such forms and documents in accordance with Virginia Tech's instructions.

P. Participate in pre-construction design reviews and cost estimate reconciliations with

Virginia Tech representatives and Virginia Tech’s independent cost consultant and/or Contractor.

Q. Conduct internal quality assurance reviews of all documents per the Quality Assurance

Checklists of the VT Manual prior to delivery of document(s) to Virginia Tech for review and approval.

R. Provide construction administration services as required by the VT Manual. This includes but is not limited to evaluating all Contractor Change Order requests to confirm the entitlement of the change as well as assess the reasonableness of the costs and schedule impacts.

S. As necessary, provide as-built site verifications, field investigations and subsurface utility surveys.

T. Provide lightning, security, fire suppression and fire alarm design.

U. Provide energy efficient and sustainable design per the VT Manual.

V. Provide furniture, fixture and equipment design and related procurement support.

W. Where applicable, provide topographic, geotechnical and geophysical investigations and related design services. Topographic survey will need to cover the extents of utility and roadway corridors which extends beyond the Center Woods complex.

X. Provide an Environmental Impact Report (“EIR”) and related documents in accordance with the VT Manual.

Y. Universal Design principles shall also be embraced in all aspects of the design. Offeror shall explore opportunities to apply Universal Design principles in the design and composition of project elements to allow for ease of access, use, and understanding, to the greatest extent possible, by all people regardless of their age, size, ability or disability.

Z. Perform the services described in the HECO-3a – Terms and Conditions of the A/E Contract and Virginia Tech Special Terms and Conditions. See Appendix A and B, respectively.

AA. Incorporate in the design, to the extent possible or as directed by Virginia Tech, the goals identified in the most recent version of the Virginia Tech 2020 Climate Action Commitment. See also Section IV – Information Available.

Offeror shall provide, if requested by Virginia Tech, Contractor with electronic data/digital files (“Files”) for the project. The Files shall be provided to Contractor in their native format as a convenience to Contractor for coordination of the work and preparation of Contractor’s submittals such as shop drawings and coordination drawings. The Files referenced herein include any 3D models of the work. Offeror shall share building information model files with the Contractor under the conditions of the Building Information Model Electronic Files Acknowledgement Agreement attached hereto as Exhibit 2 to Appendix B.

VI. PRELIMINARY PROJECT SCHEDULE

Milestone Anticipated Date

A/E RFP Issued 12/01/2023

A/E Pre-Proposal Conference 12/07/2023

A/E RFI Submission Deadline 12/15/2023

A/E Responses Due 01/08/2024

A/E Shortlist JAN 2024

A/E Interviews JAN-FEB 2024

A/E Contract Award MAR-APR 2024

Working Drawings Complete APR 2025

Substantial Completion NOV 2026

VII. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES

The mission of the Virginia Tech’s small, women-owned and minority business (“SWaM”) program is to foster inclusion in the university supply chain and accelerate economic growth in our local communities through the engagement and empowerment of high quality and cost competitive SWaM businesses. Virginia Tech encourages prime suppliers, contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships. Virginia Tech’s goal for SWAM participation is fifty percent (50%) of small businesses certified by the Commonwealth of Virginia.

Virginia Tech will not suppress any firm from participating on a project if it meets the requirements as set forth in the terms and conditions of the RFP. Instead, should a business participating in the project not be qualified to be certified through the Commonwealth of Virginia as a SWaM business, Virginia Tech cannot report that spend toward the targeted goal.

Virginia Tech is committed to increasing SWaM participation on capital projects. Failure to provide information on its past utilization of SWaM businesses, and failure to state and quantify (by listing percentages) any plans to utilize such businesses and the manner in which they may be utilized under this Contract may result in a proposal being deemed non-responsive.

As a means to track SWAM participation/payments, the successful Offeror will be required to report their participation, on a monthly basis via GC Pay, when submitting Offeror’s invoices to

Virginia Tech. No invoice shall be approved by Virginia Tech until Offeror has submitted the required participation data.

VIII. PROPOSAL REQUIREMENTS

A. Proposals shall be signed by an authorized representative of the Offeror. 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 Offeror's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. One (1) electronic original of the proposal shall be submitted to Virginia Tech in the manner described in the Proposal Submission section of the Offer Cover Page above.

Offeror’s proposal shall include:

1. The completed and signed Offer Cover Page. See Page 2 of this RFP for the referenced form;

2. Summary of Offeror’s proposal and proposed team on a double-sided place mat type 11”X17” format; and

3. The completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-

6 (form DGS-30-004). Form DGS-30-004 is available for download at the http://forms.dgs.virginia.gov website;

a. All Proposals shall comply with the following limitations:

1) AE-4 – No more than 1 page for each resume

2) AE-5 – No more than three (3) representative projects for Offeror and no more than three (3) additional projects reflecting the team experience, as a whole. Each representative Project Summary should not exceed two (2) pages.

3) AE-6 – No more than five (5) pages of Supplemental Information.

Supplemental information is defined as any information not specifically requested in the AE-1 through AE-5 forms or otherwise required to be submitted with Offeror’s Proposal (for example, the place mat and small and diverse business participation data are not considered supplemental information).

4) Additional Information in excess of the noted limitations above will not be considered.

4. Small and Diverse Business Participation.

a. Completed Small Business and Diverse Business Participation Data (form DGS-30-360). Form DGS-30-360 is available for download at the http://forms.dgs.virginia.gov website;

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

b. Provide information on Offerors past utilization of SWaM businesses and also state any plans to utilize such businesses and the manner in which they may be utilized under this Contract; and

5. Any additional information requested herein or via addendum.

D. All documentation submitted with the proposal shall be included in that single bound file.

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

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an attachment 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.

IX. EVALUATION AND AWARD OF CONTRACTS

A. Evaluation Criteria: For purposes of shortlisting and establishing the final order of preference, proposals shall be ranked by Virginia Tech using the following criteria:

1. Expertise, experience, and qualifications of the proposed Offeror team (including Specialty Consultants, if proposed) for providing the services described herein specifically for the project type provided for in this RFP.

2. Demonstrated ability of Offeror’s Project Manager and proposed team members to work collaboratively, through design and construction, to successfully deliver a project of similar size, scope and complexity as described herein.

3. Past performance on projects of a similar complexity for Virginia Tech and/or similar institutions.

4. Offeror's experience in providing services in conformance with the VT Manual, Virginia Tech Campus Design Principles, including All-gender Bathroom, Wayfinding and Signage and Universal Design Requirements.

5. Proposed participation of SWaM businesses.

Generally, Virginia Tech will consider Offeror's overall suitability to provide the required services within the project's time, budget, operational constraints and past performance.

Virginia Tech may consider the comments and/or recommendations of Offeror’s previous clients, as well as other references.

B. Award of Contract: After evaluation of the Proposals, received in response to the RFP, Virginia Tech 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 emphasis on professional competence, to provide the required services.

Repetitive interviews are permitted but not required. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed scope of work. 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 this RFP and the information provided and developed in the selection process to this point, Virginia Tech 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 Offeror ranked first. If a contract satisfactory and advantageous to Virginia Tech 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 Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. Should Virginia Tech determine, in writing and in its sole discretion, that only one Offeror is fully qualified, or that one Offeror 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.

B. The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that Offeror register as a vendor within the eVA system.

There are transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Offeror must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue Offeror a Purchase Order or contract. If Offeror conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at:

https://eva.virginia.gov/, or call 866-289-7367 or 804-371-2525.

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. Subsequent to contract award, the A/E services will be incrementally authorized and funded by the following phases: Preliminary Design, Schematic Design, Working Drawings, and GMP Development/Construction Administration.

Invoices for each phase mentioned above shall be subject to a 5% retainage per the requirements of the CO-3A.

The Memorandum of Understanding prepared by Virginia Tech 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 Offeror that is authorized by Virginia Tech.

http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm https://eva.virginia.gov/

XI. OPTIONAL PRE-PROPOSAL MEETING

An optional pre-proposal conference will be on December 7, 2023 at 2:00 PM EST via zoom.

Zoom Meeting Details:

Meeting Link:

https://virginiatech.zoom.us/j/84727278448?pwd=YUdQNHBPUjlWbXRLNGxBTlZ3dW

VKUT09

Meeting ID: 847 2727 8448 Password: 910119 Call-In Number: 309-205-3325

The purpose of this pre-proposal conference is to allow Offerors an opportunity to present questions and obtain clarification relative to any facet of this Request for Proposal. While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are strongly encouraged to attend.

Any changes resulting from this pre-proposal conference will be issued in a written addendum to this solicitation.

Offeror may request a site visit via RFI no later than December 8, 2023 at 2:00 PM EST. Any site visit shall be non-mandatory and open to all Offerors. Due to scheduling consideration and upcoming holidays, Owner has identified the dates of December 18-20 as a potential window for any site visit, if requested.

If a site visit is required, it is strongly recommended that attendees obtain a Virginia Tech parking permit for display on your vehicle prior to attending the pre-proposal conference.

Parking permits are available from the Virginia Tech Parking Services Department located at 505 Beamer Way, phone: (540) 231-3200, e-mail: parking@vt.edu.

XI. APPENDICES

Appendix A: Terms and Conditions of the A/E Contract (CO-3a) dated July 2022 Appendix B: Virginia Tech Special Terms and Conditions dated September 8, 2023 https://virginiatech.zoom.us/j/84727278448?pwd=YUdQNHBPUjlWbXRLNGxBTlZ3dWVKUT09 https://virginiatech.zoom.us/j/84727278448?pwd=YUdQNHBPUjlWbXRLNGxBTlZ3dWVKUT09 mailto:parking@vt.edu

Appendix A Terms and Conditions of the A/E Contract dated July 2022

(CO-3a)

DGS-30-018 CO-3a 07/22

COMMONWEALTH OF VIRGINIA

TERMS AND CONDITIONS OF THE A/E CONTRACT

TABLE OF CONTENTS

1. DEFINITIONS

2. LICENSE AND REGISTRATION

3. A/E OF RECORD

4. PROFESSIONAL SERVICES

5. TAXPAYER IDENTIFICATION NUMBER

6. DEBARMENT STATUS

7. IMMIGRATION REFORM AND CONTROL ACT OF 1986

8. RELATIONSHIP OF ARCHITECT/ENGINEER TO OWNER

9. ARCHITECT/ENGINEER’S MANUAL (A/E MANUAL)

10. “DESIGN-NOT-TO-EXCEED” BUDGET AS RELATED TO A/E CONTRACT

11. CODE AND REGULATORY COMPLIANCE

12. A/E PROFESSIONAL LIABILITY INSURANCE

13. DESIGN ERRORS AND/OR OMISSIONS

14. OTHER INSURANCE REQUIRED OF THE A/E

15. RECORDS RETENTION

16. OWNERSHIP OF DOCUMENTS AND MATERIALS

17. STANDARD/PROTOTYPE PLANS

18. REQUIREMENTS FOR A/E SEALS AND SIGNATURES

19. SUBCONTRACTS

20. MODIFICATION OF THE A/E CONTRACT (A/E CHANGE ORDERS)

21. PAYMENTS TO THE ARCHITECT/ENGINEER

22. PAYMENTS BY ARCHITECT/ENGINEER

23. AUDIT

24. CONFLICTS OF INTEREST

25. RELEASE OF INFORMATION PERTAINING TO PROJECT DESIGN

26. DEFAULT

27. TERMINATION OF CONTRACT BY THE OWNER/AGENCY

28. ASSIGNMENT OF CONTRACT

29. ANTITRUST

30. ETHICS IN PUBLIC CONTRACTING

31. NONDISCRIMINATION

32. CONTRACTUAL DISPUTES

33. INFORMAL ALTERNATIVE DISPUTE RESOLUTION

34. APPLICABLE LAW AND COURTS

35. PROHIBITION OF ALCOHOL AND OTHER DRUGS AT WORKPLACE

36. DESIGN OF SECURITY SYSTEMS

37. USE OF STANDARD FORMS AND FORMATS

38. PARTICIPATION OF SMALL BUSINESSES

39. RESPONSIBILITIES OF THE OWNER TO THE A/E

40. QUALITY OF WORK

41. STANDARDS FOR A/E SERVICES

42. A/E BASIC SERVICES

43. WORK NOT INCLUDED IN THE SCOPE OF A/E BASIC SERVICES

44. IDENTIFICATION OF DOCUMENTS AND MATERIALS

45. CONFLICTS; ORDER OF PRECEDENCE

PLEASE NOTE: The Terms and Conditions of the A/E Contract (CO-3a) (“Terms and Conditions”), have been created specifically for the use of agencies of the Commonwealth of Virginia, which may not alter any provisions without the express written approval of the Virginia Department of General Services, Division of Engineering and Buildings. The Terms and Conditions have significant legal implications and shall not be altered or modified. The Terms and Conditions shall not be amended or deleted or its intent changed, except by an approved and properly issued Supplemental General Conditions. The Commonwealth of Virginia makes no representation as to their suitability for any other purpose. Note: Governmental entities not subject to DGS purview intending to modify the Terms and Conditions for their use should consult with their legal counsel.

1. DEFINITIONS

Whenever used in these Terms and Conditions of the A/E Contract (“Terms and Conditions”) the following terms have the meanings indicated, which are applicable to both the singular and plural and the male and female gender thereof:

AARB: Commonwealth of Virginia’s Art and Architectural Review Board

ADA: The Americans with Disabilities Act of 1990.

ADAAG: Americans with Disabilities Act Architectural Guidelines.

Addendum: Written or graphic instruments issued prior to the opening of bids or proposals that clarify, correct or change the IFB or RFP.

Advertisement: The term commonly used to describe the public announcement or “Notice” of the availability of the IFB or RFP made by publishing a notice in eVA, and by providing public notice pursuant to the Virginia Public Procurement Act (Code of Virginia, § 2.2-4300, et seq.).

A/E Contract: The Contract between Owner and A/E for Professional Services (CO-3, CO-3.1, or CO-3.2) and any documents expressly incorporated therein, including but not limited to: the Terms and Conditions of the A/E Contract (CO-3a); Supplemental General Conditions; the A/E Manual; the MOU; all addenda;

and all modifications, including subsequent A/E Change Orders.

A/E Change Order: A document (CO-11ae) issued on or after the effective date of the A/E Contract which is agreed to by the A/E and approved by the Owner, and which authorizes an addition, deletion or revision in the A/E Services, including any adjustment in the Total Contract Amount, Contract Price and/or the Contract Completion Date. An A/E Change Order, once signed by all parties, is incorporated into and becomes a part of the A/E Contract.

A/E Manual: The A/E Manual shall consist of the following Chapters and Sections of the CPSM: Chapters 1, 2, 3, 6, 7; and Sections 4.0 through 4.20 (excluding 4.19), Sections 5.0 through 5.17, ; and Appendices A thru through Z, including all revisions thereto. The A/E Manual and all revisions shall be incorporated into the A/E Contract in their entirety except as amended or superseded in the A/E Contract or an addendum thereto.

A/E of Record: An individual person named by the A/E to oversee, coordinate, review and be the professional responsible for the aggregate collection of A/E Services and the Construction Documents.

A/E Project Manager: The A/E Project Manager as used herein shall be the A/E’s designated representative for the Project. The A/E Project Manager shall be the person through whom the A/E generally conveys written decisions and notices. The A/E may change the A/E Project Manager from time to time and may, in the event that the A/E Project Manager is absent, disabled or otherwise temporarily unable to fulfill his duties, appoint an interim A/E Project Manager.

A/E Services: The entirety of the services that the A/E performs that constitute the scope of services for the A/E under the A/E Contract, including the Basic Services (Section 42 below), Additional Services, and any Extra Services.

Additional Services: Services required by the A/E Contract to be performed by the A/E that are in addition to those services required under Section 42 for “A/E Basic Services.”

Agency: The agency, institution, or department which is a party to the A/E Contract. For purposes of the Contract, the term Owner shall include such Agency, whether or not the Agency owns the Site or the building.

Agency Contracting Officer: The person designated in writing by the Agency as being delegated authority to award and sign contracts, change orders, and other documents related to capital outlay projects for the Agency (may also be called the Chief Facilities Officer).

Agency Manual: The Agency Manual shall consist of the following Chapters and Sections of the CPSM:

Chapters 1 through 8, Appendices A through Z, and all revisions thereto.

APELSCIDLA Board: Board for Architects, Professional Engineers, Land Surveyors, Certified Interior Designers and Landscape Architects.

Architect: A person who is qualified and licensed to practice architecture in Virginia by the APELSCIDLA Board. “Architect” may also be used to refer to a firm of such individuals which is properly licensed in the Commonwealth of Virginia.

Architect/Engineer (“A/E”): The Virginia licensed Architect or Engineer that contracts with the Owner to provide the A/E Services for the Project. The A/E is a separate contractor and not an agent of the Owner.

The term includes any subcontractors, associates or consultants employed by the A/E to assist in providing the A/E Services.

ASAD: ADA Standards for Accessible Design, current edition.

Association: As applied to architects or engineers, this term shall mean a legal entity formed by several architects and/or engineers who have associated together for the purposes of working as a unit on a specific Project. The Association may take the form of a partnership, joint venture, corporation, etc.

Beneficial Occupancy: The time, following Substantial Completion, at which the Project or portion thereof, is sufficiently complete and systems operational such that the Owner could, after obtaining necessary approvals and certificates, occupy and utilize the space for its intended use. Guarantees and warranties applicable to that portion of the Work begin on the date the Owner accepts and occupies the Project, or a portion thereof, unless otherwise specified in the Supplemental General Conditions or by separate agreement.

Bid: The offer provided by a bidder submitted on the prescribed form and setting forth the bidder’s price(s) for the Work to be performed.

Bid Documents: Another term for the Invitation for Bids (“IFB”), defined below.

BIM Model: The documents and electronic information produced by the building information modeling (“BIM”) process.

Building Official: The Building Official for all buildings on Commonwealth of Virginia property excluding non-occupiable buildings, bridges and structures in the VDOT right-of-way and who is the Director of the Division of Engineering and Buildings, Department of General Services. The Building Official’s duties, responsibilities and authority generally conform to those described in the Uniform Statewide Building Code (Code of Virginia, § 36-98.1).

Chief Facilities Officer: Another term for Agency Contracting Officer, defined above.

Code of Virginia: Code of Virginia 1950, as amended. Sections of the Code referred to herein are noted by (§ xx-xx).

Competitive Negotiations: A method of contractor selection that includes the following elements (Code of Virginia, § 2.2-4302.2):

• Issuance of a written RFP indicating in general terms that which is sought to be procured, specifying the factors which will be used in evaluating the proposal and containing or incorporating by reference the other applicable contractual terms and conditions, including any unique capabilities or qualifications which will be required of the Contractor.

• Public notice of the RFP at least ten (10) days prior to the date set for receipt of the proposal by posting in a public area normally used for posting of public notices and by publication on the eVA web site.

Competitive Sealed Bidding: A method of contractor selection that includes the following elements (Code of Virginia, § 2.2-4302.1):

• Issuance of a written IFB containing or incorporating, by reference, the specifications and contractual terms and conditions applicable to the procurement.

• Public notice of the IFB at least ten (10) days prior to the date set for receipt of bids by posting in a designated public area and by publication of the public announcement or “Notice” of the availability of the IFB (i.e. Bid Documents) on the eVA web site www.eva.virginia.gov. Bids may be solicited solely from contractors who have prequalified. (Code of Virginia, § 2.2-4317). In addition, bids may be solicited directly from potential contractors. Any additional solicitations shall include businesses selected from a list made available by the DSBSD.

• Public opening and announcement of all bids received.

• Evaluation of bids based upon the requirements set forth in the invitation.

• Award to the lowest responsive and responsible bidder.

• Competitive sealed bidding shall not be used for procurement of Professional Services.

Construction: Includes new construction, reconstruction, renovation, restoration, major repair, demolition, and all similar work upon buildings and ancillary facilities owned or to be acquired by the Commonwealth of Virginia, including any draining, dredging, excavation, grading, or similar work upon real property.

Construction Administration: Non-professional services provided under a contract with the Owner which generally includes inspection of the Work, coordinating testing services contracts procured by the Owner, reviewing change orders and schedule submittals from the Contractor, and providing other construction period services for the benefit of the Owner.

Construction Administrator (“CA”): The CA is the entity responsible to the Owner for providing these services to assure compliance with the Contract Documents but is not responsible under the Construction Contract for providing the Work. The Owner may use an employee to perform Construction Administration services. This differs from the Contract Administration services required under the A/E Contract, defined below.

Construction Contract: The Contract between Owner and…