RFP_DP.pdf

Georgia Institute of Technology

Board of Regents of the University

System of Georgia

Request for Qualifications (Step I) and

Request for Proposals (Step II)

To Provide

Design Professional Services for

“Smith and Howell Residence Halls Renovation” GT Bid-Contract No. 2027-24 / BOR Project No. BR-30-2407

Atlanta, Georgia

Solicitation Issue Date: February 28, 2024 Qualifications Packages Due: March 20, 2024

TABLE OF CONTENTS

STEP I – REQUEST FOR QUALIFICATIONS (RFQ)

1. GENERAL PROJECT INFORMATION

2. DESIGN PROFESSIONAL SERVICE REQUIREMENTS

3. SCOPE OF SERVICES

4. QUALIFICATIONS REVIEW PROCESS

5. SCHEDULE OF EVENTS (STEP I)

6. SUBMITTAL OF QUESTIONS AND REQUESTS FOR QUALIFICATIONS

7. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS

8. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

9. FINALIST NOTIFICATION

STEP II – REQUEST FOR PROPOSALS (RFP) from Qualified Finalists

1. CONTRACT INFORMATION

2. BUILDING PROGRAM

3. SCHEDULE OF EVENTS (STEP II)

4. PRE-PROPOSAL SITE VISIT

5. SELECTION PROCESS

6. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION AND EXTENSIONS

7. INSTRUCTIONS FOR PREPARING DESIGN TEAM PROPOSALS

8. SUBMITTAL OF DESIGN TEAM PROPOSALS

9. PRESENTATION / INTERVIEW INFORMATION

10. SUBMITTAL OF FEE PROPOSALS

11. ADDITIONAL TERMS AND CONDITIONS

EXHIBITS

a. Exhibit A – Certification Form

b. Exhibit B – Certificate of Insurance and Minority Status

c. Exhibit C – Project Team Composition

d. Exhibit D – Design Professional Fee Proposal Form

e. Exhibit E – Contractor Affidavit

f. Exhibit F – Proposer’s Disclosure Statement

g. Exhibit G – Links to Master Plan and other planning documents

STEP I

REQUEST FOR QUALIFICATIONS

Georgia Institute of Technology, Atlanta, Georgia

The Board of Regents of the University System of Georgia (“BOR”) as (“Owner”), on behalf of Georgia Institute of Technology (“Georgia Tech”), (“User”) is soliciting statements of qualifications from firms interested in providing professional design services for the construction of a project known as Project No. BR-30-2407 “Smith and Howell Residence Hall Renovations” at Georgia Institute of Technology, Atlanta, Georgia. This Request for Qualifications (RFQ) seeks to identify potential providers of the above-mentioned services. Some firms that respond to this RFQ, who are determined by the Owner to be especially qualified, may be deemed eligible and may be invited to interview and offer proposals for these services. All respondents to this RFQ are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. BOR reserves the right to reject any or all statements of qualifications or proposals, and to waive technicalities and informalities at their discretion.

1. GENERAL PROJECT INFORMATION

Constructed in 1947 and 1939, respectively, Smith and Howell Halls (the “Halls”) offer traditional style, first-year student residential housing on the east side of GIT’s Atlanta campus (the “East Campus Housing Area”). The Halls collectively contain approximately 418 beds and associated common spaces including study rooms; communal kitchens, restrooms, and laundry rooms; and back-of-house support areas. Totaling approximately 64,000 square feet, Smith Hall has four residential floors, while Howell Hall contains approximately 24,000 square feet and three levels of residential housing. The Halls each contain an attic and a basement and primarily house first-year students and support staff.

With a goal of preserving their historic character, GIT proposes to fully renovate the Halls and construct a new connector structure that would create a central entry point for the buildings and provide additional study and social gathering space (the “Project”). In addition to refreshed finishes, new lighting, and improved amenities, the Project would enhance restroom privacy by implementing a modified communal restroom model. Other improvements would include ADA accessibility to all floors, upgraded building systems and envelope performance, and the addition of approximately eighteen beds in the attic level of the Halls. These additional beds would help offset those that would be lost to the revised restroom design and new programming and social spaces.

Part of a multi-year plan to renovate the historic first-year housing stock located in the East Campus Housing Area, the Project would be enabled by the construction of a new first-year residence hall that is currently in the design phase. Construction of the Project is expected to be phased over two academic years.

Adjacent buildings will remain fully-occupied and in use by students for housing and dining throughout the project. The scope of the renovations is extensive. This will include but is not limited to all new MEP systems, addition of elevator(s), hazardous material abatement, fire and life safety systems, accessibility upgrades, exterior veneer restoration, windows, doors, roof, and finishes. The design team should study the addition of resident rooms and mechanical space on the currently unoccupied attic level. Restrooms should be fully renovated from existing traditional communal type showers to those that accommodate modern enhanced levels of privacy but maintain a communal approach. Central laundry for building residents should be included.

Student gathering spaces such as study lounges, kitchens, and recreational/leisure spaces should be incorporated into the design. We anticipate loss of bed-count (6 at Smith; 12 at Howell) resulting from an increase in the amount of high quality commons space.

In addition to the existing building renovations, we envision the construction of an approximately 8000-sf connecting structure between the two residence halls that will provide a centralized entry point for the halls and an accessible path for traversing the topography of the site, along with increasing the amount of high quality commons area available to the residents, similar to the Glenn & Towers Connector on the north side of this block along Bobby Dodd Way.

This project will also include design and construction of improvements to the adjacent landscape addressing pedestrian circulation, service requirements, outdoor common space, infrastructure improvements and stormwater management. While Brown, Harris, Harrison, and Brittain renovations are to be renovated as separate future projects, the design of landscape for the Smith & Howell project will influence work on these future renovations.

This project will also include the design and construction of utilities infrastructure improvements.

The team should analyze multiple strategies that support campus sustainability, reliability, and resiliency goals. This includes analysis of district-level solutions that will not be fully-implemented as part of this project, but only realized upon continuation of the Area 1 residence hall renovation program. This includes but is not limited to options for electrification that reduce scope 1 emissions and reduce reliance on current in-use campus heating and cooling infrastructure. The district scale solutions will be evaluated as part of a utility master planning effort that will run concurrent to this project’s design.

The collaborative space offered to our students in the first-year housing community strongly supports and enhances the Institute’s academic mission and student-first priority. This model provides students with a sense of connection to fellow students and, consequently, a stronger sense of community. Opportunities for interaction and engagement are particularly beneficial to first-year students, who are the primary occupants of these and adjacent residence halls. The renovated halls will capture and expand upon these benefits and further improve the student experience through the inclusion of enhanced amenities, such as providing student study lounges, laundry areas, and community kitchens.

Mechanical, electrical, and plumbing (MEP) design-assist with subcontractors (as selected through a process led by Construction Manager) is anticipated and the Design Professional should plan for multiple component packages. These may include demolition/abatement, design-assist for MEP, elevator or other long lead items, site utilities, and other components as determined in conjunction with the Owner and Construction Manager.

The project will align with State of Georgia and GT planning, design, and construction standards.

This includes but is not limited to the “Yellow Book” design standards and associated Appendix A:

Department of Housing & Residence Life Design Standards. Building material and systems selections should consider durability, resiliency, simplicity of maintenance/operation/replacement, in addition to health, sustainability, and aesthetic considerations as well as coherence across the housing portfolio.

Deliverables of the preliminary feasibility study will be made available to the short-listed firms as part of Step II of this RFQ/P.

Sustainable Approach The project will incorporate the requirements of the Energy Efficiency & Sustainable Construction Act of 2008 (O.C.G.A. 50-8-18) as a minimum and it is the desire of the Owner for this building to support campus sustainability measures and strategies through its design and construction. The project is intended to be a model of sustainability in the district. Project sustainability goals will include:

Energy Use Intensity (EUI) target of 38 or better.

Reducing storm water runoff and maximizing water capture and reuse Prioritization of specifying materials with sustainable criteria, Prioritizing healthy material selections that target reduction of embodied carbon, Maximizing greenspace on the site and designing to increase biodiversity Material and equipment decisions based on life cycle cost analysis Georgia Peach Building Rating of at least 3 Peaches Compliance with tenets of the 2018 International Green Construction Code and Passive

House appropriate for student residential renovation LEED Gold or better certification

Georgia Tech will independently employ a commissioning agent early in the design process. The commissioning agent’s scope will include building envelope and systems commissioning. The commissioning agent will be responsible for the development and maintenance of the Owner's

Project Requirement document (OPR) and will work with the Design team to align with their Basis of Design document (BOD).

Project Delivery Method The delivery method for this Project will be Construction Manager-at-Risk (CM), and, at a minimum, will employ the services of a Commissioning Agent in addition to the services of the Design Professional.

The contract for all design services will be a Board of Regents contract.

Project Budget The preliminary Stated Cost Limitation (SCL) or construction cost is estimated at $56,448,000. The final SCL may be revised by the Owner due to final programmatic requirements, funding availability or other circumstances.

Design Professional Fee The Design Professional Base Fee is anticipated to be approximately $5.0M which includes Basic Design and Construction Administration services. Anticipated Design Professional service requirements include the services as listed in Item 3 below “Scope of Services”. The shortlisted Design Professional firms are required to submit a fee proposal that also includes anticipated fees for any specialty consultants needed and all reimbursable expenses such as printing and travel in the Step II – Request for Proposals (RFP) phase. Only the fee proposal for the selected DP will be opened and others will be disposed of, or picked up by the respective unsuccessful proponents, once contract is signed.

Project Schedule The Design Professional’s services are anticipated to commence by July 2024 with early release construction documents and final construction documents as required to achieve the schedule for completion. A preliminary master project schedule is attached. The start of construction is May 11, 2026, with Substantial Completion no later than June 30, 2027 for Smith, and June 30, 2028 for Howell and the Connector. (All of the dates above are estimates which are subject to change.

The fee structure for design professional services relative to the schedule, and fee amounts will be agreed upon by the Owner and the Design Professional prior to the start of design professional services.)

2. DESIGN PROFESSIONAL SERVICES REQUIREMENTS

The Owner is seeking the services of an architectural/engineering firm (the “Design Professional”) to provide all design services, including the development of plans and specifications. The Design Professional will provide programming, schematic, design development, and construction documents. The Owner previously engaged a consultant to perform a district wide planning and site feasibility study. The deliverables of this study will be included in an exhibit which will be issued to the shortlisted design firms. It is the goal of the institution to use these documents as a foundation for the selected design team to build upon, however the Owner is open to changes that may be recommended by the selected Design Professional.

The successful Design Professional will contract with the Owner in a timely manner. The applying firm shall be an individual firm fulfilling all contractual obligations and performing a minimum of 50% of the architectural design services (exclusive of engineering and specialty consultants) in-house.

An associated firm (if desired) may provide up to 50% of the architectural design services, allowing two or more architectural firms to share in the design effort on an equal basis. The Owner will employ other consultants, commissioning agent, cost consultant, etc., to perform design analysis of the various building systems. The Design Professional is expected to work closely with the Owner’s other consultants.

Responding firms/teams must be able to demonstrate successful experience in programming, design and delivery of student housing facilities and spaces of similar scope and complexity, as well as design and site planning to minimize negative impact on natural resources, existing campus structures, and campus operations in a densely populated area of a college campus.

3. SCOPE OF SERVICES

It has been deemed appropriate to engage a professional services firm to provide comprehensive planning and design services for the proposed project.

Specific guidelines for the project include building designs that are:

attractive and contextual with the existing campus buildings and meet the design guidelines established in the campus master plan and campus historic preservation plan.

energy-efficient and sustainable efficient and economical to construct and operate durable, comfortable, secure, and that achieve a high degree of value for the Institution “smart” buildings with the flexibility to respond to rapidly evolving technology in the academic and residential environment.

The scope of the design professional services includes, but is not necessarily limited to:

Coordination of work with other Owner consultants Program validation Cost modeling Program development for common areas and other non-bedroom space Schematic Design Design Development Guaranteed Maximum Price (GMP) Construction Documents Separate, early Construction Documents packages to support a fast-track delivery.

Construction Administration Exterior envelope design and review, to include functional mock-up Evaluation of and modifications to existing utilities infrastructure as needed to support new building Final Geotechnical surveys as required to support structural design Code Review and Compliance Sustainability consulting Interior Design, to include furniture, furnishings, and equipment (FFE). Design Professional shall be responsible for developing furniture layouts with GT and reflecting the aesthetic and layout in renderings and design documents, but GT will be responsible for selection of and procurement of furniture.

Material Finish Boards Signage and Wayfinding Commissioning Support including OPR and M&V development All BIM deliverables as described in the GT BIM Standards” and as agreed upon in the “GT BIM

Template.” A draft of the BIM template is included as an addendum to the RFQ.

Quarterly presentations to Georgia Tech’s Planning & Design Commission throughout design, which should include multiple floorplan graphics and 3D computer renderings Page turns with stakeholders at each deliverable Cost estimates prior to conclusion of each phase (independent from CM Cost Estimates), to include Concept, Schematic Design, Design Development, and GMP (70% Construction Document) phases

Cost estimate reconciliations with A/E and CM estimates prior to conclusion of each phase

Review of CM change orders and change order requests Meeting notes for design meetings and track a design decision list Energy and Carbon Modeling at each deliverable Assist in application for Georgia Power rebates Submittal of the renovation for approval to the State Historic Preservation Officer, and addressing their comments and feedback

Other design services shall include the following.

Civil Engineering Level A SUE Parking/Traffic Landscape and Irrigation Lighting Waterproofing and Roofing Consultant Low Voltage/IT Security Mechanical / Electrical / Plumbing Fire Suppression / Fire Alarm Elevator Consultant Acoustic Design Storm Water Management Permitting Multiple Component Packages. Current Anticipated packages include Site & Foundation

Package, GMP and CDs.

Regular coordination with the Project Manager and Construction Professional during preconstruction, design, and construction phases Quality Assurance/Quality Control (QA/QC) Other requirements as per the Design Professional contract:

o *Surveying - topo, location of existing structures/trees o *Environmental – Preliminary Phase I Environmental Site Assessment, GEPA o *Testing Agency – Preliminary geotechnical evaluation o *Testing Agency – Material testing and special Inspections

*The Design Professional will be responsible for procuring and contracting for the services of this firm (costs will be reimbursed by the Owner without cost mark-up).

It is anticipated that site permitting will be through the City of Atlanta and that building permitting will be coordinated through the Georgia Tech Fire Safety Office.

4. QUALIFICATIONS REVIEW PROCESS

Selection of the DP will be a multi-step process generally following the steps outlined in the State Construction Manual, but managed by Georgia Institute of Technology.

Step I - Qualifications Review, is initiated with this RFQ for the purpose of acquiring Statements of Qualifications from prospective DP firms. A selection of finalist firms will be made by a Selection Committee consisting of representatives of the Georgia Institute of Technology and the University System of Georgia. The Selection Committee will receive and review Statements of Qualifications submitted in response to this RFQ and then evaluate the submittals based on the criteria for evaluation listed below:

Criteria for Evaluation of Statements of Qualifications

25% Factor: Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, litigation history, financial information, and other evidence of stability.

45% Factor: Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective design of facilities comparable in complexity, size, and function, for Owners such as the State of Georgia and other similarly-structured organizations. This includes relevant experience and qualifications of the principal Design Professional(s) and lead staff, and evidence of relevant competencies for this project.

30% Factor: Firm’s apparent suitability to provide services for project, including past performance and firm’s apparent fit to the project type and/or needs of the Owner, performance on past work and any special or unique qualifications for the project, current and projected workloads, the proximity of office to project location, and services offered by the firm. The firm’s non-discrimination policies, any affirmative action policies and/or stated efforts for the inclusion of Minority-Owned Business Enterprises and/or Woman-Owned Business Enterprises will be a part of this evaluation.

Experience and proficiency with the design of public buildings with regard to the areas of public safety and health, accessibility for persons with disabilities and special needs, and environmental concerns will be considered.

5. SCHEDULE OF EVENTS (STEP I)

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta, Georgia. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

6. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

It is the responsibility of each respondent to examine the entire RFQ, seek clarification in writing, and review its submittal for accuracy before submitting the document. Once the submittal deadline has passed, all submissions will be final. The Owner will not request clarification from individual proposer regarding their submission, but reserves the right to ask for additional information from all parties who have submitted qualifications. Questions about any aspect of the RFQ, or the project, shall be submitted in writing via email to:

Brad Morris Director, Capital Projects – Campus Services Bmorris30@gatech.edu

STEP I (RFQ) Estimated Time Line

a. Owner issues public advertisement of RFQ to Georgia Procurement Registry 2/28/2024

b. Deadline for written questions/requests for clarification (see Section 6). 3/8/2024 4:00 p.m.

c. Deadline for submission of Statements of Qualifications Package 3/20/2024 2:00 p.m.

d. Owner completes evaluation, post results, and issues notification to finalist firms 3/29/2024

The deadline for submission of questions relating to the RFQ is the time and date shown in the Schedule of Events (Section 5). Please list email subject as “Smith & Howell Renovation RFQ Questions.” All relevant questions and requests for clarification received by the Georgia Tech in writing, prior to the deadline will be compiled, and answers will be posted on the Georgia Procurement Registry as an addendum to the original solicitation for services at http://ssl.doas.state.ga.us/PRSapp/.

7. INSTRUCTIONS FOR PREPARING STATEMENTS OF QUALIFICATIONS

Interested firms shall submit one (1) electronic copy in .pdf format of the complete qualifications package via e-mail Submittals must be prepared in a manner that fits a standard 8 ½” x 11” paper format when printed. Responses are limited to using a minimum of an 11-point font. The entire response shall not exceed 60 pages, including exhibits, affidavits or other enclosure information that may be included in an appendix. File size shall not exceed 10MB. All pages count regardless of content. Submittals that include qualifications of more than one firm shall not exceed page limits. Submittals that exceed the page limit will be deemed non-responsive and will not be considered by the Selection Committee.

STATEMENT OF QUALIFICATIONS

(DELIVERABLES “A”, “B” and “C” FOR ALL FIRMS)

Emphasis should be on completeness, relevance, and clarity to content. The content of all Statement of Qualifications must be categorized and numbered as outlined below, and responsive to all requested information.

A. Description and Resources of Firm A1 Provide basic company information: Company’s legal name, address, name of primary contact, telephone number, fax number, email address, and company website (if available).

If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately. Identify office from which project will be managed and this office’s proximity to the project site. If applicable, indicate the year the local office was established and the number of persons staffing that office and their disciplines. Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), or other structure?

A2 Briefly describe the history and growth of your firm(s). Provide general information about the firm's personnel resources, including disciplines and numbers of employees and locations and staffing of offices.

A3 Has the firm been involved in any litigation in the past five (5) years? Describe your experience with litigation with Owners and/or Contractors. List any active or pending litigation and explain. List any claims against your firm or against Owners where your firm is named.

A4 Provide the name of the insurance carrier, types of coverage and deductible amounts per claim.

A5 List the firm’s annual revenue for the past 5 years. List the parent office and the local office revenues separately, if applicable.

A6 Supply financial references and main banking references.

A7 Has the firm ever been removed from a design services contract or failed to complete a contract as assigned? If yes, provide an explanation.

A8 Complete and submit the Certification Form (Exhibit “A” provided with RFQ) and provide a scanned notarized copy with response with the firm’s Statement of Qualifications.

A9 Complete and submit a Certificate of Insurance and Minority Status Form (Exhibit “B” provided with RFQ) and provide a scanned notarized copy with response with the firm’s Statement of Qualifications.

A10 Complete and submit the Project Team Composition Form, including subconsultants (Exhibit “C” provided with RFQ). This is to identify composition of the project team only. More detailed information about the consulting team members and relevant project experience will be requested in Step II, Request for Proposals (RFP).

A11 Complete the Contractor Affidavit Form (Exhibit “E” provided with RFQ) and provide a scanned notarized copy with response with the firm’s Statement of Qualifications in compliance with the Georgia Security and Immigration Compliance Act.

A12 Complete the Proposer’s Disclosure Statement (Exhibit “F” provided with RFQ) and include with firm’s Statement of Qualifications.

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT(S)

“Contractor” in the following Affidavits shall mean “Design Professional” for the purpose of compliance with O.C.G.A. § 13-10-91, (b).

For the purpose of completing the attached Affidavits, please insert the following:

“Name of Public Employer” shall mean “Board of Regents of the University System of

Georgia, Owner, for the use and benefit of Georgia Institute of Technology.

“Name of Project” shall mean “BR-30-2407 and Smith and Howell Residence Halls

Renovation ”

B. Experience and Qualifications B1 Provide professional qualifications and description of experience for principal Architects and

Consultant personnel. (At this stage, firms are asked for information on lead staff only, but may list qualifications and experience on more than one lead individual who is qualified and available for proposed project. If the firm is selected as a finalist, the Owner will request detailed information on the exact proposed expanded team and their relevant experience during the RFP process.) Please note that diversity, equity and inclusion amongst team members as well as sub-consultants is strongly desired. You may be asked to reflect on strategies that your business actively uses to promote, manage and catalogue diversity opportunities.

B2 Provide information on the firm’s experience on projects of similar type, size, function, and complexity. Describe no more than five (5) and no less than three (3) projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project at hand. For each project, the following information should be provided:

a. Project name, location and dates during which services were performed.

b. Project delivery method (e.g. construction manager at risk, design-build, or design-bid-build).

c. Brief description and representative photo of project and physical description (square footage, number of stories, site area).

d. Services performed by your firm.

e. If your firm has more than one office, indicate which office was responsible for each of the example projects.

f. Respective Owner’s stated satisfaction in design and service of your firm. Provide any

Owner-written letters of reference/recommendation about the firm’s performance on the project.

g. Owner’s current contact information.

h. Contractor’s current contact information.

i. Include a form similar to the GSA SF-330, which requires teams to identify the role of proposed team members on the representative projects included in the Qualification package. Firms should only include projects that proposed team members have worked on as relevant projects.

C. Statement of Suitability C1 Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Provide evidence of the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project; Provide list of prior and in process green certification projects; Provide current and projected workloads, the proximity of office to project location, and any services offered by the firm that may be particularly suitable for this project.

C2 Provide Minority-Owned Business Enterprise (MBE) / Woman-Owned Business Enterprise (WBE) status and M/WBE participation on this project, as well as any non-discrimination and affirmative action policies of the firm. Provide evidence of experience and proficiency with design of public buildings with regard to the areas of public safety, environmental, accessibility for persons with disabilities and special needs or other related concerns.

C3 Provide information on any special services offered by the firm that may be relevant and available for this project.

8. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

Submit one (1) electronic copy of the complete package in .pdf format via e-mail to Brad Morris at bmorris30@gatech.edu. E-mailed responses (file names) must reference the Project No. BR-30- 2407, the firm’s name, and the word “Qualifications”.

(File name Example: Project No. BR-30-2407-DP, ABC Company, Qualifications)

The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately.

Statement of Qualifications must be received electronically by the Owner prior to the deadline indicated in the Schedule of Events (Section 5 of the RFQ). Printed copies will not be accepted.

If difficulty is encountered during submittal, please contact Brad Morris at: bmorris30@gatech.edu or 678-618-2092 for assistance or confirmation that the file was received. Firms are encouraged to verify their e-mail was successful at least 45 minutes prior to the deadline.

It is the sole responsibility of the Proposer to assure delivery by the specified deadlines; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No submittals will be accepted after the time stipulated above. Submittals will not be accepted via facsimile or fax.

Proposers are further reminded to include a completed CONTRACTOR AFFIDAVIT UNDER O.C.G.A. §13-10-91 (b)(1) with the Statement of Qualifications (See Exhibit “E”). FAILURE TO

PROVIDE THIS AFFIDAVIT WILL RESULT IN REJECTION OF PROPOSAL.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

9. FINALIST NOTIFICATION

Once the Selection Committee has completed the evaluation of the Statements of Qualifications, a list of the finalist firms will be posted on the Georgia Procurement Registry as an announcement/notice to the original RFQ solicitation.

Step II- DP Selection, will be initiated by invitation to finalists to submit Design Team Proposals as instructed in the Owner’s Request for Proposals (RFP). Finalists will be those firms determined by the Selection Committee to be especially qualified to perform as the Design Professional for this Project in accordance with the qualification criteria herein. The Owner will issue a notice to finalists to participate in an oral presentation/interview. The successful DP will be determined from the interviews and proposals received.

STEP II

REQUEST FOR PROPOSALS

(From Pre-Qualified Finalists)

Georgia Institute of Technology, Atlanta, Georgia

Note: The information in this Section, Step II (Request for Proposals) is provided for firms who have been issued notification as having been deemed eligible and are shortlisted for the project.

To firms who have been issued notification as having been deemed eligible, the Board of Regents of the University System of Georgia (BOR), as “Owner” on behalf of Georgia Institute of Technology (“User”), for those firms to offer proposals for design professional services for the core & shell scope for the specific project.

1. CONTRACT INFORMATION

The contract for the design professional services will be based on the Design Professional Agreement for the Construction Management at-Risk Contract located on the University System of Georgia’s Office of Real Estate and Facilities website:

https://www.usg.edu/facilities/services/contracts_and_agreements

You are encouraged to review and become familiar with the terms and conditions of these contracts. GT does not intend to modify any language contained in general terms and conditions of the contract, and any significant exceptions proposed by a firm could lead to a firm being deemed non-responsive.

2. BUILDING PROGRAM

See General Project Information in RFQ (Step I), Section 1.

3. SCHEDULE OF EVENTS (STEP II)

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

STEP II (RFP) Estimated Time Line

a. Owner issues notice to finalist firms to propose as instructed in RFP 3/29/2024

b. Owner conducts Mandatory Pre-Proposal Site Visit for finalists 4/5/2024 TBD

4. PRE-PROPOSAL SITE VISIT

A pre-proposal site visit will be conducted by the Owner, and attendance of finalist firms is mandatory. The site visitors will convene at an exact date, time and location to be determined and communicated in the Notice to Finalists by the Owner. At the pre-proposal site visit, all finalist firms may be given any relevant available information that has previously been developed, such as programs, studies, preliminary plans, maps, etc. The Owner reserves the right to disqualify a proposer from the selection process due to a failure by a proposer to arrive for the site visit by the scheduled time. Failure to attend a mandatory site visit will automatically result in disqualification from the selection process.

5. SELECTION PROCESS

Step II- DP Selection, will be initiated by the invitation to the qualified finalists by the Selection Committee (determined in Step I from evaluation of Statements of Qualifications) to submit Design Team Proposals and Fee Proposals as instructed in this RFP. Finalist interviews will also be conducted by the Owner. The successful DP will be determined from the evaluation of proposals received and interviews.

Criteria for the Evaluation of Project Proposals:

15% Factor: Previous Performance and References of the firm including level of quality of the services of the firm to previous customers, customer’s statements of that quality, the firm’s ability to meet established time requirements, the firm’s response to project needs during design and construction, the firm’s control of design schedule, quality and budget. The Owner will use references from stakeholders of the Owner’s choosing from previous projects of the finalists, among other information as necessary. This information will be collected by the Selection Committee from project references provided in the RFQ (Step I) submittal.

20% Factor: Design Team Qualifications and Experience of the Proposed Project Team.

Experience of the principal, lead designer, and project manager on completed projects of similar size, type, complexity and energy performance and sustainability goals; assigned team’s experience with effective budget and schedule control;

availability of the proposed team for this project. Provide information regarding percentage of the primary team member’s time will be committed to this project.

15% Factor: Quality of Proposed Design Plan: The firm’s design and detailed work plans; Firm’s approach for managing responsibility and accountability for project concerns; Firm’s process for effectively resolving issues and maintaining project commitments.

Criteria for the Evaluation of Finalist Interviews:

25% Factor: Methodology Presented: The firm’s ability to assure success to complete the project within the time and cost budgeted. The firm’s presentation of the proposed design Plan, and the committee’s overall impression of the firm and key team members (lead designer, project manager, project director, project executive, etc.)

c. Deadline for finalist submission of written questions and requests for clarification

4/12/2024 2:00 p.m.

d. Deadline for submission of Design Team Proposals 4/26/2024 2:00 p.m.

e. Owner interviews finalist firms and Fee Proposals are due 5/3/2024 TBD

25% Factor: Team Communications/Project Solutions: The effectiveness in communication of the team members during the interview process, and the firm’s ability to effectively answer project questions and provide solutions during the interview.

6. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

It is the responsibility of each respondent to examine the entire RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document. Once the submittal deadline has passed, all submissions will be final. The Owner will not request clarification from individual respondents relative to their submission, but reserves the right to ask for additional information from all parties who have submitted qualifications. Questions about any aspect of the RFP, or the project, shall be submitted in writing via e-mail to:

Brad Morris Director, Capital Projects, Campus Services Email: bmorris30@gatech.edu

The deadline for submission of questions relating to the RFP is the time and date shown in the Schedule of Events (Section 3). Please list email subject as “Smith and Howell Residence Hall Renovations RFP Questions.” All relevant questions and requests for clarification received by the Institution in writing, prior to the deadline will be compiled, and answers will be posted on the Georgia Procurement Registry as an addendum or notice to the original solicitation for services at http://ssl.doas.state.ga.us/PRSapp/. Any proposer exceptions to the RFP requirements or requests for proposal deadline extensions must include the reason(s) for such a request. The Owner reserves the right to approve or reject such requests as the Owner deems necessary.

7. INSTRUCTIONS FOR PREPARING DESIGN TEAM PROPOSALS

Design Team Proposals must be prepared in a manner that when printed would typically fit on standard (8 ½ x 11”) paper. Proposal responses should not exceed 50 single sided pages or 25 double sided pages and use a minimum 11-point font. Submittals shall not exceed 10MB. Submittals that include qualifications of more than one firm shall not exceed the page limit. All exhibits or other enclosure information required count towards the page limit. All pages count regardless of content.

Emphasis should be on completeness, relevance, and clarity of content.

To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below. The content of all Project Proposals must be categorized and numbered as outlined in the following “DESIGN TEAM PROPOSAL DELIVERABLES”, and must address in a responsible and responsive manner all requested information:

DESIGN TEAM PROPOSAL

(DELIVERABLES “D”, and “E” FOR FINALIST FIRMS ONLY)

Emphasis should be on completeness, relevance, and clarity to content. The content of all Statement of Qualifications must be categorized and numbered as outlined below, and responsive to all requested information.

D. Qualifications and Experience of Proposed Design Team

D1 Describe your firm's proposed organization for the design team. Please designate all specific individuals and their roles on your team by submitting an organizational chart for the project: At a minimum, the project organization chart shall show the names of key designers, consultants and staff; descriptions of responsibilities for all proposed staff. The Owner requests a primary and alternate MEP and IT consultant that can be selected based on qualifications at the time of selection.

D2 Please provide for each of the above personnel current resumes listing relevant project experience and percentage of the person’s time to be committed to this project.

D3 Please identify the individual who, from project start to finish, will be the leader of your team and the principal point of contact between your firm and the Using Agency. Provide detailed information on the qualifications of this individual and the direction, authority, and management tools that will be provided to the individual by the firm. This individual’s competence, his/her leadership, and his/her ability to achieve customer satisfaction will be heavily considered in the selection.

D4 Provide examples of your team’s recent experience in similar projects, including the following information:

a. Provide detailed information on the three most recent relevant projects your firm has completed with proposed team members working together. Include the total value of the project, dates of the project, quantity of change orders or amendments to the contact and net total cost increase. Summarize the actual schedule performance relative to the initial project schedule. For each project, provide the name of Client’s representative (with a current phone number) who is most familiar with your performance on the project.

Summarize successes achieved and problems encountered with the project.

b. Provide a reference from the Client and any other stakeholders (with current phone numbers) familiar with your performance on each of the above projects.

c. List the individuals who served as the Principal Architect/Executive/Director, lead designers, project manager, and other key roles on the projects. Please note whether these individuals are still employed with your firm. Identify and provide detailed information on projects in which all or any combination of members of the proposed team has worked together on.

d. Provide detail information on the level of experience team members have with the design of facilities similar to this project; include the project name and project type. To the degree applicable to this type project.

E. Design Plan E1 Provide a statement of your definition of your firm’s proposed overall role in this project, your anticipated level of management responsibility and accountability for project concerns.

Describe your process for efficiently resolving issues and maintaining the project commitments while working collaboratively with the BOR, Using Agency, and others as applicable. Provide detailed procedures for routine solving of complex project issues without compromising your team commitments. Provide your proposed methods and plans of communication.

E2 Provide your proposed timeline covering the scope of design and a detailed work plan for the project. Each milestone must include the detailed steps describing the tasks to be done.

Describe systems and procedures your firm uses to manage the design schedule. Describe alternatives that may be explored to shorten the schedule.

E3 Please explain your process for construction administration.

E4 Provide your detailed plan for applying any services not specifically mentioned herein.

Explain the relevance of these services to this project and how they benefit the project.

8. SUBMITTAL OF DESIGN TEAM PROPOSALS

Submit one (1) electronic copy of the complete package in .pdf format via e-mail to bmorris30@gatech.edu. Uploaded responses (file names) must reference the Project No. BR- 30-2407-DP, the firm’s name, and the words “Proposals”.

(File name Example: BR-30-2407-DP, ABC Company, Proposals)

The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately.

Proposals must be received electronically by the Owner prior to the deadline indicated in the Schedule of Events (Section 3 of the RFP). Printed copies will not be accepted.

If difficulty is encountered during submittal, please contact Brad Morris at: bmorris30@gatech.edu or 678-618-2092 for assistance or confirmation that the file was received. Firms are encouraged to verify their e-mail was successful at least 45 minutes prior to the deadline.

It is the sole responsibility of the Proposer to assure delivery by the specified deadlines; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No Design Team Proposals will be accepted after the time stipulated above. Submittals will not be accepted via facsimile or fax.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the

9. PRESENTATION/ INTERVIEW INFORMATION

Interview Format

Firms selected to make presentations shall be notified by the Invitation to Interview letter issued by the Selection Committee Manager. The Invitation to Interview letter shall designate a place and time for the interview session. The time allotted to each firm to present and be interviewed will be in accordance with the State Construction Manual. The Invitation letter will specify the manner in which the presentations will be conducted.

The interview will last a total of 65 minutes (5 minutes for setup, 35 minutes for the presentation, 20 minutes reserved for questions and answers and the last 5 minutes for knock down). The interview will be in front of representatives of the Institution and the Board of Regents Office of Facilities. The final Selection Committee will consist of representatives of the Institution and the Board of Regents Office of Facilities.

Electronic presentations, such as PowerPoint presentations are also allowed.

The institution will typically have a screen and projector available in the interview room, and possibly a laptop computer. Nevertheless, presenters must be prepared with their own projector, flash drive and laptop computer in case unforeseen technical difficulties are encountered.

The presentation may involve flip charts or boards along with the oral presentation.

All members of the Selection Committee will be present during all of the presentations and interviews.

Firms are not allowed to address any questions, prior to the interview, to anyone other than the designated contact.

Interview Requirements

The primary intent of the formal interview process is to provide the Selection Committee with in-depth and clarifying information about the firm. Information provided should assist the Selection Committee in making an informed decision as to the proposer best suited for the work.

Firms should focus their presentations on:

Describing their detailed plan for designing and administrating the construction, schedule, and quality on the project; and

Observations and analysis of the previous planning efforts; high level discussion on how your team would build off of the previous study or recommend alternate ideas. Georgia Tech is curious about site planning and phasing strategies, creative massing or explorations of form, and innovation of programmatic adjacencies and integrated systems.

Unique characteristics or services the firm offers Specific roles of your team members

Please bring a copy of your interview presentation on a thumb-drive to leave with the Selection Committee.

Firms are discouraged from reviewing general company history and past experience as submitted in Statements of Qualifications or Project Proposals unless this information is particularly relevant to the presentation. All key personnel should be present at the interview to discuss how the team will successfully complete the project.

10. SUBMITTAL OF FEE PROPOSALS

Fee Proposals will be solicited from the finalists invited to interview. Fee proposals shall be submitted at the conclusion of the interview session in a sealed opaque envelope and shall not include any project proposal information. Firms must use “Design Professional Fee Proposal” form (included as an Exhibit to this RFQ/RFP). No sealed fee proposal will be opened until one firm has been judged to be the top ranked firm. Subsequently, only the fee proposal from that top ranked firm will be opened. Please understand that this proposal constitutes a starting point for negotiation toward an eventual agreement on fees.

Final Selection

Upon completion of the evaluation and interview process by the Selection Committee, the firms will be ranked in descending order of recommendation. Negotiations will then be initiated with the best-qualified firm to finalize the terms and conditions of the contract.