UCB001280-UMC Master Plan RFQ.pdf

RFQ-AE

Rev. 01/2024 UCB Rev 4/2025

STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

STATE BUILDINGS PROGRAM

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

Notice Number: 25-29

For The University of Colorado Boulder

For The UCB001280-UMC Master Plan

Date July 09, 2025

UCB Rev 10/2024

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

TABLE OF CONTENTS

I. INTRODUCTION

A. Project Description B. Selection Process

1. Architect/Engineer/Consultant Submittals

2. Screening Panel/ Short List

3. Oral Interviews

C. Schedule

II. SUBMITTAL REQUIREMENTS

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

APPENDICES

Appendix A: Preliminary Selection/Evaluation Form Appendix A1: Interview Selection/Evaluation Form Appendix A2: Final Ranking Matrix Appendix B: Architect/Engineer/Consultant Contract Appendix C: Acknowledgment & Attestation Form Appendix D: Scope of Work

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ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

REQUEST FOR QUALIFICATIONS

DEPARTMENT OF PLANNING, DESIGN & CONSTRUCTION

I. INTRODUCTION

A. PROJECT DESCRIPTION

The University of Colorado Boulder (CU Boulder) is requesting qualifications for a consultant team to develop a master plan for the University Memorial Center (UMC) building, the campus’ student union. The university seeks a team with previous experience in creating building-specific master plans and experience in student-life focused design projects. This project aims to assess the current state of the UMC building, identify opportunities for growth and improvement, and create a forward-thinking plan that aligns with the university’s strategic goals and the evolving needs of CU Boulder’s students and community.

The selected firm will evaluate existing conditions, engage with stakeholders, and develop a master plan that defines key future projects (with cost estimates) that will enhance the functionality, aesthetics, sustainability, and utilization of the UMC. The anticipated fee range for this work is $200,000 to $250,000.

BACKGROUND

The UMC is a building and also one of numerous departments within the Division of Student Life that provides student support and services. The UMC is a service of CU Boulder Student Government (CUSG).

UMC Mission As the heart of the campus, the UMC supports students’ academic success by providing opportunities for student involvement, leadership development and entertainment in a welcoming and inclusive environment.

UMC Values The following core values guide the decision making and planning of the UMC:

• Diversity and inclusivity

• Engagement with the CU Boulder community

• Honoring veterans

• Quality facilities, programs, and services

• Student development

• Sustainability

The UMC building was originally constructed in 1953 on the Main Campus at CU Boulder. The facility presently contains 154,105 assignable square feet (ASF) and 257,485 gross square feet (GSF) of space. The UMC is frequented by many campus and community members, and to keep this campus hub functioning, the facility often has renovation and improvement work occurring within the building. Despite ongoing improvements, the last significant alteration to the

Rev. 01/2024 UCB Rev 10/2024 building occurred in 2002 which renovated 136,000 sf of existing space and added 50,000 sf of new space. UMC leadership has identified the need to comprehensively evaluate the building, including its systems and its various uses, to create a 20-year vision for the facility and how it can best serve its constituents over this timeframe.

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 will involve two stages:

submittals will be screened and scored. A limited number of firms will be short listed and invited to participate in oral interviews. CU Boulder 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’s Submittals: Specific requirements for submittals and scoring criteria are detailed in II. SUBMITTAL REQUIREMENTS. In order to facilitate review, submitted materials shall be in electronic format only. The digital file should be a maximum of (25) single-sided 8.5”x11” pages (inclusive of cover page, Acknowledgment and Attestation Form, etc.) as one pdf file for the entire submission.

Submittals are to be submitted electronically via Bidnet at:

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

Deadline for receipt is August 7, 2025 – 5:00pm MT

Late submittals will be rejected without consideration. CU Boulder and the State of Colorado assume no responsibility for costs related to the preparation of submittals.

2. Screening Panel/Short List: Submittals will be evaluated by a panel of individuals selected in accordance with state policies. The panel will review and score the submittals. Firms ranked the highest will be invited to an oral interview. It is anticipated no fewer than two (2) or no more than (4) will be interviewed.

3. Oral Interviews. It is anticipated that oral interviews will be conducted on August

26, 2025. Interviews will be conducted at the University of Colorado Boulder. The specific time and campus location for interviews is to be determined. The interview panel will be comprised of team members from the CU Boulder Planning Department, Student Life, and the UMC. Key personnel from the firm who will be directly involved with the project should attend the interview. The interview panel will be interested in knowing about the project approach proposed and in meeting the individuals who will act as the primary contacts with CU Boulder.

Each short-listed consultant team will participate in one 1.5 hour-long interview, consisting of two parts (consultant team can determine time allotment for each portion of the interview).

i. Part one shall be the consultant team presenting qualifications, relevant experience, and highlighting their unique approach to this project.

ii. Part two will be an open format for the consultant team to showcase their abilities to work together as a team. The consultant team could choose to lead a mock stakeholder meeting, a mock design workshop (utilizing design content from a previous project or a hypothetical UMC-specific design issue), or another type of

Rev. 01/2024 UCB Rev 10/2024 session/topic selected by the consultant team. The intent of this exercise is for the CU interview panel to learn how the consultant team will work together, present and share information, and lead discussions.

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 09, 2025 Date Questions Due via Bidnet July 23, 2025, 5pm MT Date Answers Issued via Bidnet July 28, 2025, 5pm MT RFQ Submittal Due via Bidnet August 07, 2025, 5pm MT Interview List Released via Bidnet August 19, 2025 Oral Interviews (as scheduled) August 26, 2025 Negotiation of A/E Contract August 28 – Sept. 26, 2025 Contract Approval (projected) September 26, 2025 Anticipated A/E Professional Services – Start September 29, 2025 Anticipated A/E Professional Services – Finish June 30, 2026

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.

Appendix C, Acknowledgment 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 sub-consultants. Present a brief discussion regarding how the team's qualifications and experience relate to the specific project.

Qualifications and relevant individual experience.

Unique knowledge of key team members relating to the project.

Experience on projects as a team.

Key staff involvement in project management and on-site presence, specific to different phases of the project.

Overview of qualifications and relevant sub-consultant experience. (At this initial phase of the RFQ, proposed sub-consultants shall be included in a list format followed by a description of why these consultants have been selected while highlighting past project experience with the lead design firm and other proposed sub-consultants. If selected to advance to the interview stage of this RFQ, further information about the sub-consultants may be requested by the university.)

Note: CU reserves the right to approve or request modifications to project team.

UCB Rev 10/2024

B. FIRM/TEAM CAPABILITIES

Are the lines of authority and coordination clearly identified?

Are essential management functions identified and effectively integrated? (e.g., sub-consultants’ role delineated)?

Current and projected workload.

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

C. PRIOR EXPERIENCE

Use this portion of your submittal to describe relevant experiences with the project type described in this RFQ document and various services to be provided.

Demonstrated success and experience of the key staff and firm with projects of similar scope and complexity.

Experience presenting information and working with campus groups to understand user requirements while controlling expectations to meet project program, constraints, and budget.

Demonstrated success in improving diversity, equity and inclusion in design practice, process and project outcomes.

D. PROJECT APPROACH

For the project and services outlined in the RFQ document, describe how you plan to accomplish the following project control and management issues:

Project Approach

− Demonstrated project approach to planning, designing, scheduling, and managing this project or one of similar scope, complexities, and budget.

− Ability to collect, organize, synthesize, and communicate complex information from multiple university stakeholders in a timely manner.

− Methodology for stakeholder engagement.

Budget Methodology/Cost Control

− Ability to establish and maintain estimates of probable cost.

− Control consultant contract costs.

− Provide campus and student fee funding strategies.

Schedule − Manage the required work to meet the established schedule.

Sustainability − Ability to maximize space efficiencies and design spaces for future flexibility and growth: highlight examples of flexible and adaptable designs in previous projects.

− Ability to incorporate sustainable design practices and energy efficiency upgrades in proposed design solutions.

Commitment to the University of Colorado Boulder

− Sensitivity to the goals and objectives of the project and the mission of the university.

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E. WORK LOCATION

Describe where the prime and sub-consultants will do the key work elements of this project.

Firm's familiarity with the project area.

Knowledge of the local labor and material markets.

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Appendix A

PRELIMINARY SELECTION/EVALUATION FORM

ARCHITECT/ENGINEERING/CONSULTANT SERVICES

QUALIFICATION BASED SELECTION (This form is to be used in the first step, i.e. short listing, of an architectural/engineering/consulting services selection process.)

Evaluator #:_____________________________________ Date:_________________________ Name of Firm:_________________________________________________________________ Name of Project: UCB001280 UMC Master Plan

Acknowledgment and Attestation included: Y _____ N _____

SCORE (PROJECT SPECIFIC QUALIFICATIONS): Weight2 x Rating3 = Score

1. PROJECT TEAM1

Qualifications and relevant individual experience. 5 x_____=____ Unique knowledge of key team members relating to the project. 5 x_____=____ Experience on projects as a team. 5 x_____=____ Key staff involvement in project management and on-site presence. 5 x_____=____ Qualifications and relevant subconsultant experience. 4 x_____=____

2. FIRM CAPABILITIES1

Are the lines of authority and coordination clearly identified? 3 x_____=____ Are essential management functions identified and integrated? 2 x_____=____ Current and projected work load. 1 x_____=____

3. PRIOR EXPERIENCE1

Success and experience of the key staff and firm with projects of similar scope and complexity. 5 x_____=____ Experience presenting information and working with campus groups to understand user requirements while controlling expectations to meet project program, constraints, and budget. 4 x_____=____

Demonstrated success in improving diversity, equity and Inclusion in design practice, process, and project outcomes. 2 x_____=____

4. PROJECT APPROACH1

Project approach (see submittal criteria, typ.) 4 x_____=____ Budget methodology / cost control 2 x_____=____ Schedule 2 x_____=____ Sustainability 2 x_____=____ Commitment to the University of Colorado Boulder 1 x_____=____

UCB Rev 10/2024

5. WORK LOCATION1

Firm's familiarity with the project area. 1 x____=_____ Knowledge of the local labor and material markets. 1 x____=_____

TOTAL SCORE: ________4

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 firms 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 A1

ORAL INTERVIEW SELECTION/EVALUATION FORM

ARCHITECTURAL/ENGINEERING/CONSULTANT SERVICES

QUALIFICATION BASED SELECTION (This form is to be used in the second step, i.e. oral interview, of an architectural/engineering/consulting services selection process.)

Evaluator #:_________________________________________ Date:_____________________ Name of Firm:_________________________________________________________________ Name of Project:_UCB001280 UMC Master Plan

SCORE (OVERALL QUALIFICATIONS)1: Weight2 x Rating3 = Score

1. PROJECT TEAM1 5 x _____ = _____

2. TEAM / FIRM CAPABILITIES1 2 x _____ = _____

3. PRIOR EXPERIENCE1 3 x _____ = _____

4. PROJECT APPROACH1 5 x _____ = _____

TOTAL SCORE: ________4

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 firms qualifications and assign a numerical rating of 0 to 5 with 5 being the highest rating. (Use whole numbers), 0 is missing information.

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 B

ARCHITECT/ENGINEER/CONSULTANT CONTRACT

(Consultant SC-5.3)

Sample forms can be found at the following link:

https://osa.colorado.gov/state-buildings/project-management-policies-guidelines/contract-forms https://osa.colorado.gov/state-buildings/project-management-policies-guidelines/contract-forms https://osa.colorado.gov/state-buildings/project-management-policies-guidelines/contract-forms

Appendix C

ACKNOWLEDGMENT AND ATTESTATION FORM

(Partnership Format)

By responding to this RFQ, the respondent(s) certify that he/she has reviewed the contents of this RFQ and addenda, and has agreed that the terms and conditions are expressly acceptable 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

Notary: ______________________________________________ ______________

Commission Expires: _____________________________________

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

(Sole Proprietorship Format)

By responding to this RFQ, the respondent(s) certify that he/she has reviewed the contents of this RFQ and addenda, and has agreed that the terms and conditions are expressly acceptable without change or modification.

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

Subscribed on at Date

City

Respondent Date

Notary:

Commission Expires:

(Joint Venture Format)

By responding to this RFQ, the respondent(s) certify that he/she has reviewed the contents of this RFQ and addenda, and has agreed that the terms and conditions are expressly acceptable without change or modification.

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

Subscribed on at

Date City

1) Venture Partner Binding Signature Date

Typed Name

Type of Business Title

Witness Date

2) Venture Partner Binding Signature Date

Type of Business Title

Notes:

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.

By responding to these guidelines, the respondent(s) certify that he/she has reviewed the Agreement and its Exhibits contained herein, and is familiar with their terms and conditions and finds them expressly workable without change or modification.

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

Subscribed on ________________________ at _________________________, Date City ____________________________, State of ____________________________, Applicant or Corporate Officer Signature Date

NOTE: Use full corporate name and affix corporate seal (if available).

(Seal)

Appendix D

SCOPE OF WORK

1. Assessment and Analysis

• Review and assess existing facility condition audit (recently completed in spring 2025), infrastructure conditions, operational workflows, and space utilization.

• Evaluate and prioritize deferred maintenance needs, integrating them into long-term planning.

• Identify all areas requiring revitalization, renovation, expansion, re-purposing, or modernization.

• Benchmark against other institutions and national best practices in student union design, sustainability, and student engagement.

2. Stakeholder Engagement

• Design and facilitate a robust engagement process including workshops, focus groups, and interviews with:

• Undergraduate and graduate students

• Student government leaders

• Faculty and staff

• UMC vendors and tenants

• Campus leadership and facilities management

• Synthesize and summarize stakeholder input to inform planning and design decisions.

• Ensure inclusive representation and transparency throughout the process.

3. Design and Conceptualization

• Develop multiple design concepts and phased implementation strategies that address:

• Renovation and modernization of existing spaces, articulating facility standards that will enable the UMC to enhance spaces in a consistent and cohesive manner

• Strategic expansion and revenue-generating opportunities

• Integration of deferred maintenance solutions

• Flexibility for future growth and evolving student, guest, and campus needs

• Recommend sustainable design practices and energy efficiency upgrades.

4. Financial and Funding Strategy

• Provide high-level cost estimates for each phase of implementation, including capital and operational impacts.

• Recommend funding strategies with a focus on student fee structures, including:

• Phased or tiered fee increases aligning with final plan

• Referendum planning support

• Exploration of alternative funding sources in conjunction with campus partners

5. Final Deliverables A comprehensive written report (PDF) including:

• Executive summary

• A 20-year framework plan that articulates current state and a viable future strategy with various design ideas to address facility priorities based on UMC, tenant & vendor, CUSG, and Student Life feedback.

• Supporting visuals (renderings, diagrams, space plans).

• Phased implementation roadmap with cost estimates and timelines, including:

o A phased approach to renovation, expansion, and deferred maintenance that balances operational continuity, student experience, and cost efficiency

UCB Rev 10/2024 o Identification of critical path items and sequencing logic, including dependencies between systems or spaces and opportunities for bundling work o Scenarios for different phasing options, including pros and cons o Strategies for concurrent vs. sequential work execution to optimize timelines and minimize disruption o Recommendations for maximizing construction and operational efficiency, such as leveraging low-occupancy periods and minimizing temporary relocations o Alignment with the 20-year vision, including adaptability to future needs, modular design, and flexible space planning o Current and projected cost estimates should be seamlessly integrated throughout the plan to effectively support and justify funding requests

• A presentation-ready slide deck and/or infographic video summary.

• Presentations to UMC staff, student government, university leadership, and other key constituencies.

E. WORK LOCATION

FIRM