RFQ-2025-018-BC Master Planning Consultant Services.pdf

STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

STATE BUILDINGS PROGRAM

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

For The

COLORADO STATE UNIVERSITY

For The

24-025 MASTER PLANNING CONSULTANT SERVICES

RFQ-2025-018-BC

July 18, 2025

FOR

MASTER PLANNING CONSULTANT SERVICES

TABLE OF CONTENTS

I. INTRODUCTION

A. Project Description

1. Background

2. Scope of Services

3. Minimum Requirements

4. Notice: Condition Precedents B. Selection Process

1. Mandatory Pre-Submittal Conference

2. Architect/Engineer/Consultant Submittals

3. Screening Panel/ Short List

4. Oral Interviews

C. Schedule D. Questions and Requests for Clarification

II. SUBMITTAL REQUIREMENTS

A. Project Team B. Firm Capabilities C. Prior Experience D. Project Approach E. Work Location/Miscellaneous

III. ORAL INTERVIEW EVALUATION CRITERIA

A. Team Introductions B. Prior Experience C. Interactive Demonstration

APPENDICES

Appendix A1: Prequalification Submittal/Evaluation Form Appendix A2: Oral Interview/Evaluation Form Appendix A6: Final Ranking Matrix Appendix C2: Sample: SC5.3 Consultant Agreement Appendix D2: Project Reference Documents Appendix G1: Single Point of Contact Form Appendix G2: Acknowledgement and Attestation Form Appendix G4: Request for Clarifications (RFCs) Form Appendix H3: Oral Interview Information

COLORADO STATE UNIVERSITY

MASTER PLANNING CONSULTANT SERVICES

I. INTRODUCTION

A. PROJECT DESCRIPTION

Facilities Management at Colorado State University wishes to engage a master planning consultant to update the Physical Development Master Plan for all CSU campuses. The primary goal of this procurement is to select a consultant to provide these master planning services. The last Physical Development Master Plan was published in 2014.

1. Background

Colorado State University (CSU) is a R-1 public university serving a student population of approximately 34,000 students, 1500 faculty, and numerous daily visitors. The multiple CSU campuses located throughout the state of Colorado encompass more than 8000 acres, including more than 13.4 million square feet of building space and more than 800 buildings. Within its 8 colleges and schools, the university offers a broad array of undergraduate, professional, research, and graduate programs in more than

70 academic fields. The Fort Collins campus provides housing for over 6000 undergraduate students, and nearly 600 residents who live in graduate/family housing.

In preparation for master planning, the university has been involved in numerous strategic initiatives that will inform the planning process. Refer to Appendix D2 for access to the following documents:

• Colorado State University Strategic Plan

• Colorado State University Academic Master Plan

• CSU Strategic Roadmap 2035

• 2014 Physical Development Master Plan

• Colorado State University Transportation Demand Management Master Plan

• Housing and Dining Master Plan Executive Summary

• Energy Master Plan

2. Scope of Services

The successful firm shall have the experience and resources to update a physical development master plan for all CSU campuses that will serve as a framework for future facilities and infrastructure work. The first focus of the master planning effort will be to create a departmental master plan for the Walter Scott, Jr. College of

Engineering. The initial term of this contract shall be twelve (12) months to develop the departmental master plan for the College of Engineering. The selected consultant may be retained to complete CSU system-wide master planning over the next several years.

3. Minimum Qualifications

a. Licensed architect(s), landscape architects, and/or regional and community planners registered in the State of Colorado.

b. Demonstrated in-house and sub-consultant experience providing comprehensive facility planning services for R1 Universities.

4. Notice: Condition Precedents

The CSU master planning updates are dependent on availability of funds. At the time of this solicitation, there are sufficient funds budgeted and appropriated to compensate the master planning consultant only for performance of the services for creating the departmental master plan for the Walter Scott, Jr. College of Engineering.

B. SELECTION PROCESS

The selection of an architect/engineer/consultant will be conducted in accordance with the Colorado Revised Statutes, 24-30-1401 et. seq. The process used in the selection of the firm is comprised of two steps: STEP I: Prequalification Submittals: Interested firms shall submit prequalification submittals that will be reviewed and evaluated by the Selection Committee. At the conclusion of STEP I, no less than three (3) and no more than five (5) firms will be invited to participate in STEP II. STEP II shall include the shortlisted firms being invited to participate in an oral interview. CSU will attempt to negotiate a contract with the highest ranked firm following the interview segment. Following is additional information relative to the selection process:

1. Architect/Engineer/Consultant Submittals:

a. Prequalification Submittal responses to the RFQ shall be submitted online at https://www.bidnetdirect.com/colorado/csuconstruction under the applicable solicitation. Submissions shall be less than 20 MB.

b. The final date for submission of prequalification submittals is indicated in Section C.

c. Late submittals will be rejected without consideration. CSU and the State of

Colorado assume no responsibility for costs related to the preparation of submittals.

d. Firms interested in pursuing the contract should submit a prequalification submittal response to this RFQ addressing the evaluation criteria identified in SECTION II –

PREQUALIFICATION SUBMITTAL EVALUATION CRITERIA – STEP I

e. Submittals shall be limited to a maximum of 30 pages formatted as an 8 ½” by 11” PDF. All cover pages, Table of Contents pages, pages left intentionally blank and divider pages shall be included in the 30-page limit. If printed, the page limit is 30 pages single sided. The following Appendices are required to be completed and submitted with the prequalification submittal and will not count toward the page limit.

i. Appendix G1 – Single Point of Contact Form

ii. Appendix G2 – Acknowledgment and Attestation Form

iii. Sample products/documents for a master planning project of similar scope and complexity.

f. Submittal Cover Letter shall be included and shall be addressed to the Selection

Committee. Submittal Cover Letter shall describe how the submitting firm meets minimum qualifications.

i. Submittal Cover Letter shall be included in the page limit.

2. Screening Panel/Short List:

a. Submittals will be evaluated by a panel of individuals selected in accordance with state policies.

b. The panel will review and score the submittals.

c. Firms ranked the highest will be invited to an oral interview.

d. It is anticipated no fewer than three (3) or no more than five (5) will be interviewed.

3. Oral Interviews:

a. The oral interview details will be released to shortlisted firms only during Step II.

b. Key personnel from the consultant firm who will be directly involved with the contracted services should attend the interview.

C. SCHEDULE

Following is a detailed schedule of events for the RFQ process and an outline of the schedule for the balance of the project.

Advertisement July 18, 2025

Date RFC Questions Due August 1, 2025

Final Addendum Issued (anticipated) August 5, 2025

Step I Submittal Due August 19, 2025

Interview Short List Released (anticipated) September 19, 2025

Step II Oral Interviews October 2, 2025

Award (anticipated) Mid-October, 2025

Negotiation of Contract October 2025

Contract Approval (projected) November 2025

Anticipated Services - Start November 2025

D. QUESTIONS AND REQUESTS FOR CLARIFICATION (RFC)

1. Owner-initiated changes to this RFQ and responses to Questions and RFCs prior to the shortlist announcement will be posted in the form of addenda to:

https://www.bidnetdirect.com/colorado/csuconstruction

2. Addenda following the shortlist announcement will be issued under numerically sequenced addenda, emailed directly to the shortlisted firms.

3. Addenda generally consist of the following items:

a. Clarifications

b. Scope Changes

c. Time and/or Date Changes

4. Questions and RFCs regarding this project shall be submitted at:

https://www.fm.colostate.edu/rfc/.

a. Questions and RFCs submitted for Step I: Prequalification Submittal shall be received by date issued in the schedule. Responses will be issued via addendum and posted to https://www.bidnetdirect.com/colorado/csuconstruction by date issued in the schedule.

b. All requests for clarification must be submitted using the format identified in Appendix G4 – Requests for Clarification (RFC) Form. Questions not submitted according to the RFC process identified in the RFP will not receive a response.

5. Respondents must acknowledge all issued addenda in their prequalification submittal.

II. SUBMITTAL REQUIREMENTS

Firms will be judged not only on their past experience for the type of work involved, but also on their ability to address issues critical to the success of the project requirements outlined in this RFQ document. (Note that the primary focus of the prequalification evaluation will be the firm(s) capability and the primary focus of the oral interview will be the proposed Project Management Team members capabilities.)

Appendix G2, Acknowledgement and Attestation Form must be fully completed and certified.

The following are elements that will be used to evaluate each firm's qualifications:

A. PROJECT TEAM

Identify the project principal, the project manager, key staff and subconsultants. Present a brief discussion regarding how the team's qualifications and experience relate to the specific project.

Qualifications and relevant individual experience.

Qualifications and relevant subconsultant experience.

Unique knowledge of key team members relating to the master planning effort.

Experience on master planning projects as a team.

Key staff involvement in for specific planning tasks.

Proposed time commitment of key staff.

B. FIRM/TEAM CAPABILITIES

Are the lines of authority and coordination clearly identified?

Are essential management functions identified?

Are the team’s functions effectively integrated? (e.g., subconsultants’ role delineated)?

Current and projected workload over the term of this contract.

Note: Organization charts and graphs depicting your capacity may be included.

C. PRIOR EXPERIENCE

Describe at minimum two (2) projects and no more than four (4) master planning projects of similar scope and complexity of services.

The selection committee will be most interested in master planning efforts for CSU peer institutions for Higher-Education.

Include Owner reference (name, phone, email) for projects Identify members of the proposed key staff and firm who were engaged in the projects.

Identify specific services provided for the projects & contracts listed.

D. PROJECT APPROACH

Describe your firm’s approach to master planning which makes your firm uniquely-qualified to provide services under this contract.

Describe your firm’s methodology for master planning as it relates to the Higher Education environment.

Describe your firm’s methodology for efficient teamwork as it relates to project fees.

Provide sample products/documents for a master planning project of similar scope and complexity (exempt from page limit requirements)

E. WORK LOCATION/MISCELLANEOUS

Describe where the prime and subconsultants will do the key work elements of this contract.

Proximity of firm’s office as it may affect coordination with the University's project manager and the campus’ location.

Firm's familiarity with the campus region.

Cover Letter shall describe how the submitting firm meets minimum requirements.

Cover Letter & Submittal shall meet requirements in Section I.B.1 “Architect / Engineer

/ Consultant Submittals” Submittal format shall follow the outline of requirements in Section II “Prequalification

Submittal Evaluation Criteria – Step I”

III. ORAL INTERVIEW EVALUATION CRITERIA – STEP II

Firms will be scored not only on their past experience for the type of work involved, but also on their ability to address issues critical to the success of the service requirements outlined in this RFQ document. (Note that the primary focus of the prequalification evaluation will be the Consultant Firm(s) capability and the primary focus of the oral interview will be the proposed staff capabilities. The evaluation is not focused on sub-consultant team members, as these are expected to change based on project scope.) Following are elements that will be used to evaluate each firm's qualifications:

A. TEAM INTRODUCTIONS

The Selection Committee is interested in meeting with the consultant firm’s team members who will interact with the Owner’s project team under the contract.

Present each proposed team member’s qualifications and describe their anticipated roles and responsibilities. CSU will be interested in the reasons why each member was chosen for the team.

B. PRIOR EXPERIENCE

Present two (2) master planning projects of similar scope and complexity of services previously completed by the proposed consultant team. Projects shall be from the Higher Education market.

Describe the consultant firm’s proposed team members’ roles and responsibilities in the example projects and how this will relate to the success of providing similar services for CSU.

Describe lessons learned, tools used, processes implemented, etc. on the example projects and how they might be applied to the services to be provided for CSU.

Projects shall demonstrate expertise in a higher education environment.

C. INTERACTIVE DEMONSTRATION

Using both CSU Masterplanning information from this RFQ and examples from previously-completed projects, during the interview firms shall lead an interactive session to demonstrate the following:

Demonstrate the team’s methodology for master planning both at the departmental and the campus-wide master plan levels

Demonstrate the team’s approach to working collaboratively, both with each other and with their customers.

Demonstrate strategies for engagement with the Owner and stakeholders.

Demonstrate the team’s approach to facilitating decision-making exercises with complex stakeholder groups with diverse backgrounds. This may include demonstration of the team structure and dynamic and tools that the team will utilize to engage with the owner representatives and stakeholders throughout the duration of the campus masterplan update.

Demonstrate the firm’s ability to deliver innovation and value.

Demonstrate software, tools and resources for performance of the master planning services.

END OF RFQ

Appendix A1

PREQUALIFICATION SUBMITTAL/EVALUATION FORM

ARCHITECTURAL/ENGINEERING/CONSULTANT SERVICES

Name of Firm:_________________________________________________________________ __ Name of Project:___________ MASTER PLANNING CONSULTANT SERVICES_ RFQ-2025-018-BC Evaluator No:_________________________________________ Date: _______________________

RFQ REFERENCE

MINIMUM REQUIREMENTS Y ____ N ____

If the minimum requirements have not been met, specify the reason(s):

SCORE

Weight2 x Rating3 = Score

1. PROJECT TEAM 5 x =

2. FIRM/TEAM CAPABILITIES

3 x =

3. PRIOR EXPERIENCE

5 x =

4. PROJECT APPROACH

5. WORK LOCATION/MISCELLANEOUS

2 x =

TOTAL SCORE:

NOTES:

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator to assess the strength of each firm’s qualifications and assign a numerical rating of 1 to 5 with 5 being the highest rating, 0 is missing information. (Use whole numbers)

4. Total Score: Includes the sum of all criteria. Note: a passing score (as a percentage of the total points available) is optional and should be assigned by the agency/institution prior to evaluation.

Appendix A2

ORAL INTERVIEWS/COST PROPOSALS EVALUATION FORM

ARCHITECTURAL/ENGINEERING/CONSULTANT SERVICES

Name of Firm:_________________________________________________________________ __ Name of Project:___________ MASTER PLANNING CONSULTANT SERVICES_ RFQ-2025-018-BC Evaluator No:_________________________________________ Date: _______________________

SCORE

Weight2 x Rating3 = Score

1. TEAM INTRODUCTIONS

4 x =

2. PRIOR EXPERIENCE

3. INTERACTIVE DEMONSTRATION

TOTAL SCORE:

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator to assess the strength of each firm’s qualifications and assign a numerical rating of 1 to 5 with 5 being the highest rating, 0 is missing information. (Use whole numbers)

4. Total Score: Includes the sum of all criteria. Note: a passing score (as a percentage of the total points available) is optional and should be assigned by the agency/institution prior to evaluation.

Appendix A2

FINAL RANKING MATRIX

QUALIFICATION BASED SELECTION

(Use this form to rank and determine the most qualified architectural/engineering/consulting services firm for both the preliminary and interview evaluations.)

FIRM

QUALIFICATIONS SCORE1

CUMULATIVE2

TOTAL SCORE

RANK3

EVAL

#1

EVAL

#2

EVAL

#3

EVAL

#4

EVAL

#5

EVAL

#6

1. Insert total score from each evaluator's PRELIMINARY SELECTION or INTERVIEW SELECTION/EVALUATION FORMS. The scores from the

Preliminary Selection process are not used to determine the final score or ranking unless there is a tie score during Phase 2.

2. Add all evaluators' total scores to determine the cumulative score. NOTE: Each firm's cumulative total score should be as a percentage of the total points available.

3. Rank all firms with the highest scoring firm being the most qualified.

Appendix C2

SAMPLE: SC5.3 CONSULTANT AGREEMENT

https://projectcloud.newforma.com/shared/t7czAeZDeMyKwbnteSuKCtpnRH1QtOuS

Appendix D2

PROJECT REFERENCE DOCS

The following documents can be accessed at the links below:

• Colorado State University Strategic Plan https://plan.colostate.edu/

• Colorado State University Academic Master Plan https://plan.colostate.edu/academic-master-plan/

• CSU Strategic Roadmap 2035 https://president.colostate.edu/strategic-roadmap/

• 2014 Physical Development Master Plan

• Colorado State University Transportation Demand Management Master Plan

• Housing and Dining Master Plan Executive Summary

• Energy Master Plan

APPENDIX G1

SINGLE POINT OF CONTACT FORM

COLORADO STATE UNIVERSITY

Project Number / Name: MASTER PLANNING

CONSULTANT SERVICES

Bid Number: RFQ-2025-018-BC

Name of Firm:

Address (Street Address):

Address (City, State, Zip):

Name and Title (Contact 1): Telephone Number (Contact 1):

Email Address (Contact 1):

Name and Title (Contact 2): Telephone Number (Contact 2):

Email Address (Contact 2):

APPENDIX G2

ACKNOWLEDGEMENT AND ATTESTATION FORM

(Partnership Format)

Date: ______________________________

By responding to this RFP, the respondent(s) certify that he/she has reviewed the sample contract, and its exhibits contained herein, and is familiar with their terms and conditions and finds them expressly workable without change or modification.

We certify and declare that the foregoing is true and correct.

Subscribed on _______________________________ at ____________________________ Date City

___________________________, State of _______________________________________ County State

1)___________________________________________ Partner Signature

Typed Name:_________________________

2)___________________________________________ Partner Signature

Typed Name:_________________________

Notary:________________________________________________ ________________ Date

Commission Expires:_____________________________________

Note: Add additional signature if there are more than two partners.

(Joint Venture Format)

Date: ______________________

By responding to this RFP, the respondent(s) certify that he/she has reviewed the sample contract, and its exhibits contained herein, and is familiar with their terms and conditions and finds them expressly

Subscribed on _______________________________ at _________________________, ___________________________, State of _____________________________________.

County State

1)_______________________ ______________________ _________________ Venture Partner Binding Signature Date

________________________ Typed Name: _____________________________ Type of Business Title: ____________________________________

Witness Date

Typed Name: _____________________________

2)_______________________ ______________________ _________________ Venture Partner Binding Signature Date

________________________ Typed Name: _____________________________ Type of Business Title: ____________________________________

Witness Date

Typed Name: _____________________________

Note:

1. Add additional venture partners as necessary.

2. Witnesses of venture partners shall be corporate secretary for corporations, partners for partnerships, and notaries for sole proprietorships.

3. Attach venture agreement

4. Type of business shall identify the venture partner as a corporation, venture, partnership, sole proprietorship, or other legal entity.

(CORPORATE FORMAT)

By responding to this RFP, the respondent(s) certify that he/she has reviewed the sample contract, and its exhibits contained herein, and is familiar with their terms and conditions and finds them expressly

___________________________, State of _____________________________________.

Corporate Officer Signature Date

Secretary Date

Note: Use full corporate name and attach corporate seal here.

(SEAL)

(Sole Proprietorship Format)

By responding to this RFP, the respondent(s) certify that he/she has reviewed the sample contract, and its exhibits contained herein, and is familiar with their terms and conditions and finds them expressly

___________________________, State of _____________________________________.

Respondent Date

Typed Name: ________________________

Notary: ______________________________ ____________________________ Date

Commission Expires: ___________________

APPENDIX G4

REQUEST FOR CLARIFICATION FORM

A generic Microsoft Excel request form and upload link can be found in the website below:

https://www.fm.colostate.edu/rfc/

Appendix H3

ORAL INTERVIEW INFORMATION

The oral interview details will be issued to shortlisted firms in Step II