RFP - Walter Library Toaster Space.pdf

©2026, Regents of the University of Minnesota, all rights reserved.

Do not copy or publish without express written permission.

Architectural and Engineering Professional

Design Services Request for Proposal (“RFP”) for

Walter Library Toaster Space Expansion

RFP # 01-042-26-4177

RFP Title: Walter Library Toaster Space Expansion

RFP Number: 01-042-26-4177 Page 2 of 17

TABLE OF CONTENTS

1.0 PROJECT INFORMATION

1.1 Background

1.2 Project Description (the “Work”)

1.3 University-Provided Information

1.4 Contract Sum

1.5 Critical Project Schedule Dates

1.6 Form of Contract between the University and the Selected Respondent

2.0 PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA

2.1 Tentative Schedule of Selection Process

2.2 Pre-Proposal Meeting

2.3 Evaluation Criteria

2.4 RFP Cover Page and Declaration

2.5 Respondent Team Qualification

2.6 Project Work Plan

2.7 Project Schedule

2.8 Project Fee

2.9 Interviews

All checked Attachments listed below are part of the RFP.

X Attachment A: RFP Cover Page and Declaration

X Attachment B: Respondent Team Qualifications

X Attachment C: Project Work Plan

X Attachment D: Project Schedule

X Attachment E: Project Fee

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Throughout this RFP “Respondent” or “you” means the prime firm responding to this RFP.

1.0 PROJECT INFORMATION

1.1 Background

The Board of Regents of the University of Minnesota (the “University”) is requesting

Proposals to provide professional design services for an expansion of the Toaster

Innovation Hub in Walter Library, located on the east bank of the Twin Cities campus

(the “Project”).

1.2 Project Description (the “Work”)

The Toaster Innovation Hub (Toaster) opened as a pilot location in the basement of

Walter Library in 2020 to test the demand for a student-focused collaborative workspace.

Since re-opening of the space post-COVID, the Toaster has welcomed more than 500,000 student visits representing 19 UMN colleges and schools. Each year, the space hosts more than 400 events in partnership with dozens of courses and student organizations.

The selected design team will be expected to work with CPM, Libraries, the Holmes

Center for Entrepreneurship to determine program of the space.

The addition of approximately 8,100 SF will be in the sub-basement level, directly below the current space. The scope may include the addition of a new staircase to connect the existing and expanded spaces, if feasible. The space should bring in as much light and energy as possible to this space. The expanded Toaster will include a variety of spaces for these programmatic elements: class workshops, larger flexible speaker events; expanded makerspace, virtual reality (VR), and podcasting spaces; small rooms for team meetings, mentoring and student organizations. Additional capacity will be designed for flexible study, meeting and event space. The design scope will include reconfiguration of some areas in the current Toaster space on the Basement Level to maintain continuity of expanded program space and accommodate (potential) new stair connection. The design of the VR space will be transformed into a more dynamic and collaborative teaching space, similar to other VR resources on campus (see VR Services).

Project Goals:

• Expand capacity with flexible spaces and specialized resources

• Minimize student disruption in existing basement floor during construction

• Creating a bright and energetic space for students

• Efficient use of donor financial contributions

The design team will lead a brief pre-design with the following objectives:

1. Verify program

2. Code review (as required for this project scope)

3. Feasibility-structural analysis for the added stair https://www.lib.umn.edu/spaces/toaster https://www.lib.umn.edu/services/vr#vr-studio

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4. Evaluate existing HVAC and electrical capacities to what is needed to serve space

5. Construction cost estimate

This pre-design deliverable should conclude by December 1, 2026 to allow for University review and confirmation of scope and budget prior to proceeding with Schematic Design.

The timeline for the project:

• 2026: Pre-design and finalizing scope/budget

• 2027: Design

• 2028: Construction

Existing drawings of Walter Library and the 2019 Toaster project are provided for your reference. Assume no other information is available in plans and would need to be generated by the designer. The design responsibilities include furniture, audio-visual, security and data design in addition to Basic Services. We expect this renovation will be a change in occupancy and use. All code requirements must be included in the scope of work. The team should include a qualified construction firm to provide pricing at the pre-design and schematic design phases.

The estimated construction cost for the Project is $1,300,000 (current dollars, no escalation).

1.2.1 Required Design Services

The following design services have been designated for the Project:

1. Supplemental Services

A. Programming/Predesign

B. Furniture, Furnishings, and Equipment (FF&E) Design (see section 1.2.2 of the RFP for additional details/requirements)

C. Audio/Visual Design

D. All other required services noted in Article § 4.1.1 of the Contract

2. Basic Services

A. Schematic Design Phase

B. Design Development Phase

C. Construction Documents Phase

D. Procurement / Construction (Administration) Phase

Respondent is responsible for including all appropriate service(s) to complete the Work, as defined by the Project scope, in their Project Fee.

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Cost estimating for the Project (if applicable) shall be prepared by a qualified, experienced, and licensed construction contractor, or others as approved by the

University.

All service requirements are further defined in the Contract referenced in section 1.6.

1.2.2 Furniture, Furnishings, and Equipment Design Services

The selected Respondent will partner with Capital Project Management’s (CPM’s)

Interior Designer to recommend and select furnishings available through the University’s

Purchasing policies. CPM will provide templates required to complete this process

(specification forms, product sheets and tagged furniture installation plans). The selected

Respondent is to write the detailed specifications necessary for bidding and procurement, partner with the CPM Interior Designer to establish the Project’s installation schedule and be available for the punch process

1.3 University-Provided Information

The University has assembled the following information about the Project (collectively, the “RFP Documents”) for review by the Respondent:

• This RFP and all Attachments

• RFx Instructions, Requirements, and Rights Reserved by the University

• Walter Original Plans

• 2019 Innovation Hub Record Drawings

The University has assembled the following additional RFP Documents (available to view online) for review by the Respondent:

• The Contract

• The General Conditions of the Contract for Construction

• The University’s Building Standards

However, note the RFP Documents are subject to change. The University will provide notice of any changes to the RFP via addenda. Any information provided to Respondents during the RFP process, including the documents enumerated in this Section 1.3, is provided only for your use in preparing your Proposal. Respondents shall independently evaluate the information for their use in preparing the Proposal and shall be solely responsible for their use or interpretation of the information.

1.4 Contract Sum

The selected Respondent will perform the Work for a Contract Sum that shall be a fixed, lump sum Fee that shall include all costs necessary to complete the Work in accordance with the Contract, including Reimbursable Expenses for the Project, Respondent’s overhead, and profit.

https://cpm.umn.edu/resource-center/cpm-resource-center https://cpm.umn.edu/resource-center/cpm-resource-center https://cpm.umn.edu/resource-center/cpm-resource-center

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The estimated value of the design for this Project is $140,000 (current dollars, no escalation).

1.5 Critical Project Schedule Dates

The University requires the Construction Documents Phase to be complete by no later than October 15, 2027.

Predesign and cost estimate must be completed before December 1, 2026.

1.6 Form of Contract between the University and the Selected Respondent

1.6.1 The Contract between the selected Respondent and the University will be the Owner and

Architect (Design) Agreement, AIA B101-2017, as modified by the University on

January 1, 2026, which is incorporated into this RFP (the “Contract”). By submitting a

Proposal, Respondent acknowledges and agrees that it received, read, understands, and shall be bound by and comply with the Contract. No exceptions or deviations to the

Contract will be considered.

1.6.2 The Contract will incorporate by reference this RFP and any RFP Attachments, the

General Conditions for the Contract for Construction, AIA A201-2017, as modified by the University on January 1, 2026, and any RFP modifications agreed to by the

University. The University may attach to the Contract as Supplementary Conditions

Respondent’s Proposal, selected provisions of Respondent’s Proposal or modifications to

Respondent’s Proposal agreed to by University and Respondent.

2.0 PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA

2.1 Tentative Schedule of Selection Process

The University’s intended schedule for selection of the selected Respondent is set forth below.

Activity Date*

RFP Available for Distribution July 31, 2026

Pre-Proposal Meeting August 7, 2026 at 9:00 AM

Deadline for RFP Questions August 13, 2026 at Noon

RFP Due Date August 27, 2026 at 2:00 PM

Shortlist for Interviews N/A

Interviews N/A

Identification of Potential Selected Respondent September 10, 2026

Anticipated Authorization to Proceed September 17, 2026

*All times are noted in Central Time Zone https://cpm.umn.edu/resource-center/contracts-forms/contract-forms https://cpm.umn.edu/resource-center/contracts-forms/contract-forms https://cpm.umn.edu/resource-center/contracts-forms/contract-forms

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2.2 Pre-Proposal Meeting

A Pre-Proposal Meeting has been scheduled for the date and time noted in section 2.1 of this RFP. Attendance at this Pre-Proposal Meeting is Mandatory for prime firms that are interested in responding to this RFP. The University will not accept Proposals from

Respondents that are not listed on the Pre-Proposal Meeting Sign-in Sheet that is made publicly available after the meeting via addenda.

The location of the Pre-Proposal Meeting is:

Walter Library

Basement Room B10

117 Pleasant Street SE, Minneapolis MN 55455

Campus navigation and parking information for the Pre-Proposal Meeting can be found on our Interactive Campus Maps.

Walter Library is a secured building. Please meet at the entry on Northrup Mall no later than 9:00 AM to be admitted into the building.

2.3 Evaluation Criteria

2.3.1 The University will evaluate Proposals against the evaluation criteria for the degree to which each Proposal meets the criteria as follows:

Attachment / Section Description Value

Attachment A RFP Cover Page and Declaration Pass / Fail

Attachment B Respondent Team Qualifications 35

Attachment C Project Work Plan 35

Attachment D Project Schedule 10

Attachment E Project Fee 20

2.3.2 In order to be considered responsive, each Respondent must complete and submit all required Attachments without any modifications to the RFP Documents. Failure to complete or follow directions within any of the Attachments may result in disqualification or loss of RFP points for said Attachment.

2.3.3 The University will evaluate each Proposal based on the criteria noted above. The

University reserves the right to shortlist Respondents for further evaluation and interviews. The Respondent selected for an award will be the one whose Proposal is responsive, responsible, and is the most advantageous to the University, as determined by https://campusmaps.umn.edu/

RFP Number: 01-042-26-4177 Page 8 of 17 the University in its sole discretion, whether or not the Proposal is the lowest cost or the highest scorer.

2.3.4 Submission of a Proposal indicates the Respondent's acceptance of the evaluation criteria.

2.4 RFP Cover Page and Declaration

The Respondent will prepare and submit the RFP Cover Page and Checklist. This completed document should be the cover page of the Respondent’s Proposal. Failure to answer “Yes” to certain questions may result in disqualification.

2.5 Respondent Team Qualification

The Respondent will prepare and submit information pertaining to their Team’s

Qualification which will identify the experience of the Respondent and its Team

Members. A lack of prior experience and/or working together on comparable projects may hinder your overall score. The University reserves the right to contact any noted references, consider other references, or consider Respondent’s documented past performance at the University.

2.6 Project Work Plan

The Respondent will prepare and submit a Project Work Plan. The Project Work Plan should emphasize the Respondent’s understanding of the Project requirements by documenting their approach/methodology as it applies to the Project’s scope of Work, schedule, and budget. In addition, the Respondent should identify any constraints and issues they see affecting the Project.

2.7 Project Schedule

The Respondent will prepare and submit information regarding their proposed schedule for the Project. The Respondent must take into account any critical dates identified in section 1.5 when building their schedule.

2.8 Project Fee

The Respondent will prepare and submit information regarding their proposed Project fee.

2.9 Interviews

The University does not intend to include interviews as part of the selection process for this RFP.

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ATTACHMENT A: RFP COVER PAGE AND DECLARATION

1. Does the Respondent acknowledge and confirm they have adhered to all page limit requirements and have not modified the RFP Attachments?

☐ Yes ☐ No

2. Does the Respondent agree to sign the Contract referenced in this RFP with no exceptions or deviations?

☐ Yes ☐ No

3. Did the Respondent have a representative from their firm present at the Mandatory Pre-Proposal Meeting?

☐ Yes ☐ No

Respondent’s Legal Name of Firm Date of Submission

Respondent’s Mailing Address

Name of Respondent’s Primary Contact (to whom all future communication regarding this Proposal will be sent)

Email Address of Respondent’s Primary Contact Phone Number of Respondent’s Primary Contact

Name of Respondent’s Authorized Signee (to whom all future Contract documents will be sent)

Email Address of Respondent’s Authorized Signee

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ATTACHMENT B: RESPONDENT TEAM QUALIFICATIONS

1. Complete the following Critical Team Member Experience Matrix (Attachment B-1) identifying the experience and responsibilities of the identified team members. Note the following when documenting this information:

a. Submit information for only the Project Roles specified in the Matrix. Do NOT alter the table by removing or adding additional roles.

b. List only ONE individual per role.

c. The comparable project(s) must have been commenced/completed within the last

FIVE years and should be similar to the University’s Project.

d. Attach a 1-page resume for EACH individual listed in the Matrix.

2. Complete the following Additional Team Member Matrix (Attachment B-2) identifying the other key Team Members / Subcontractors that will contribute to the success of the

Project. Note the following when documenting this information:

a. Attach a 1-page resume for EACH individual listed in the Matrix.

3. Complete and submit the following Project Data Sheet(s) (Attachment B-3) identifying the specific project experience of the Respondent and their Critical Team Members. Note the following when documenting this information:

a. A separate Project Data Sheet must be prepared for EACH project with only one project allowed per sheet.

b. Submit up to, and no more than, THREE total projects.

c. Listed project(s) must have been commenced/completed within the last FIVE years and should be similar to the University’s Project.

d. Listed project(s) must have been managed by the Respondent or any other firm’s on the Respondent’s team.

e. It is recommended that you list projects completed by the Team Members identified in Attachment B-1.

f. Attach any photos or additional information (no more than two pages worth) with each Project Data Sheet.

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ATTACHMENT B-1: CRITICAL TEAM MEMBER EXPERIENCE

Project Role Design Project Manager Design Architect Electrical Engineer

Name of Individual

Email Address

Individual’s Firm Name

Individual’s Firm Location City, State City, State City, State

Years working within Firm # # #

Years working within Industry # # #

Number of projects completed with other Team Members

1. Design Architect: #

2. Electrical Engineer: #

3. Mechanical Engineer: #

4. Structural Engineer: #

5. Cost Estimator: #

1. Design Project Manager: #

2. Electrical Engineer: #

3. Mechanical Engineer: #

4. Structural Engineer: #

5. Cost Estimator: #

1. Design Project Manager: #

2. Design Architect: #

3. Mechanical Engineer: #

4. Structural Engineer: #

5. Cost Estimator: #

Identify the name, cost, and completion date for up to three comparable projects

1a. Project Name

1b. Project Cost

1c. Completion Date

1a. Project Name

1b. Project Cost

1c. Completion Date

1a. Project Name

1b. Project Cost

1c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

Briefly describe the Individual’s

Responsibilities for this Project

Percent of Time on Project #% #% #%

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ATTACHMENT B-1: CRITICAL TEAM MEMBER EXPERIENCE

Project Role Mechanical Engineer Structural Engineer Cost Estimator

Name of Individual

Email Address

Individual’s Firm Name

Individual’s Firm Location City, State City, State City, State

Years working within Firm # # #

Years working within Industry # # #

Number of projects completed with other Team Members

1. Design Project Manager: #

2. Design Architect: #

3. Electrical Engineer: #

4. Structural Engineer: #

5. Cost Estimator: #

1. Design Project Manager: #

2. Design Architect: #

3. Electrical Engineer: #

4. Mechanical Engineer: #

5. Cost Estimator: #

1. Design Project Manager: #

2. Design Architect: #

3. Electrical Engineer: #

4. Mechanical Engineer #

5. Structural Engineer: #

Identify the name, cost, and completion date for up to three comparable projects

1a. Project Name

1b. Project Cost

1c. Completion Date

1a. Project Name

1b. Project Cost

1c. Completion Date

1a. Project Name

1b. Project Cost

1c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

2a. Project Name

2b. Project Cost

2c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

3a. Project Name

3b. Project Cost

3c. Completion Date

Briefly describe the Individual’s

Responsibilities for this Project

Percent of Time on Project #% #% #%

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ATTACHMENT B-2: ADDITIONAL TEAM MEMBER

Project Role / Subcontractor Individual Name Firm Name Firm Location (City, State)

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ATTACHMENT B-3: PROJECT DATA SHEET

Design Firm Name Project Owner

Project Name Project Owner Contact

Project Location City, State Project Owner Contact Email

Construction Cost

Proposed Team Members from

Attachment B-1 / B-2 that worked on this project

Construction Commencement Date

Construction Completion Date

Project Size (square feet, etc.)

Type of Services Provided

(Predesign, Design, etc.)

Construction Delivery Method

(CMAR, Design-Build, etc.)

Briefly describe how this project is similar to the University’s Project.

Identify any challenges you encountered on the project and briefly describe how these issues were resolved

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ATTACHMENT C: PROJECT WORK PLAN

NOTE: Your response to this Attachment must NOT exceed SEVEN (7) pages.

You may also NOT include or reference supplemental information as an Appendix/Exhibit or in virtual form (e.g., hyperlinks to documents/videos/images stored elsewhere).

1. The Respondent must prepare and submit information pertaining to their approach/methodology as it applies to the Project’s scope of Work, schedule, and budget.

In addition, identify any constraints, risks, and/or issues you see affecting the Project.

2. The Respondent must prepare and submit information pertaining to the description of services and deliverables provided at EACH phase as defined in section 1.2 of the RFP.

The Respondent should also identify the percentage breakdown of work (by firm) for each of these phases. For example: Schematic Design Phase: Respondent Name – 50%;

Engineering Firm Name – 40%; Sub-Consultant Firm Name: 10%.

3. The Respondent should identify any optional Additional Services (and the cost / time associated with these services) they would recommend the University consider that are

OUTSIDE the Required Design Services noted in section 1.2.1.

4. Identify any concerns you noted in your review of the RFP Documents and/or any other

Project/RFP requirements.

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ATTACHMENT D: PROJECT SCHEDULE

1. Respondent must attach a suggested total Project schedule (including all design and construction phases that are required for the Project). This should be a realistic schedule that allows adequate time for University reviews/decision-making at all critical steps of the Project. The schedule should provide a high level overview including all major milestones. When preparing the schedule, assume the following:

a) All schedule dates noted in Sections 1.5 and 2.1 of the RFP. The Respondent MUST use the Anticipated Authorization to Proceed date as the starting point of their Project

Schedule. Respondent should not be doing any Work prior to this Anticipated

Authorization to Proceed date.

b) University Project team reviews will occur as required by the University’s Standards and Procedures for Design. While progress on design can be made during the review periods, reviewers have two weeks to provide responses.

2. State what events or issues, if any, could impede your ability to achieve the substantial completion date (or any other critical dates) stated in Section 1.5 of the RFP.

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ATTACHMENT E: PROJECT FEE

1. Respondent must include an Hourly-Rate Schedule with their Proposal

2. Respondent must complete the following tables to identify their Lump Sum Fee on the

Project. Reimbursable Expenses, as defined in § 11.8 of the Contract, are to be included in your Project Fee.

The Fee tables noted below are for the designated services required for the Project. Do

NOT edit the table unless directed via addenda. Any optional Additional Services (as noted in your response to Attachment C) are NOT to be included in the Fee below.

Supplemental Services Contract Proposed Fee

Programming/Predesign Phase § 4.1.1.1 $

FF&E Services § 4.1.1.28 $

Audio/Visual Design § 4.1.1.30 $

Basic Services Contract % of Total Basic

Service Fee* Proposed Fee

Schematic Design Phase § 3.2 20% $

Design Development Phase § 3.3 25% $

Construction Documents Phase § 3.4 30% $

Procurement / Construction Phase § 3.5 / 3.6 25% $

Total Design Services Proposed Fee**

Total Supplemental Services Fee $

Total Basic Services Fee* $

Total Design Services Fee $

Notes: * The percentage breakdown of the Total Basic Services Fee shall follow the structure identified in § 11.5 of the Contract. No deviations to this structure shall be allowed.

** Your Fee shall include all required services noted in Article § 4.1.1 of the Contract.

Any exceptions to these services are noted in section 1.2.1 of the RFP.