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Request for Proposal

Architectural and Engineering Services for

Buenger Hall Renovation

Issue Date: October 18, 2016

Proposal Due Date: November 4, 2016

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PURPOSE OF THIS REQUSEST FOR PROPOSAL (RFP)

The purpose of this RFP is to solicit proposals for professional services from Architectural, Engineering and Specialty Services firms experienced with modifications and upgrades in existing buildings for higher education. The goal of this process is to award a single contract for all design work related to renovation of Buenger Hall to incorporate a renovated HVAC recirculation system including a new Energy Recovery Ventilator, all associated electrical work, and architectural finishes. Access to the building will be made available upon request, if desired during preparation of proposal.

1. INSTRUCTIONS TO BIDDERS 1.1 Proposal Submission: Xavier University requires that each respondent complete all RFP

information and submit by email to Joe Frecker. Email subject title should include: “Architectural and Engineering Services for Buenger Hall Renovation.”

1.2 All proposals submitted shall remain valid and be binding upon the respondent if accepted by

Xavier University within one hundred and twenty (120) days of the proposal submission date. Submit Proposals no later than 12 noon on the indicated due date to: Joe Frecker Senior Construction Manager freckerj@xavier.edu

Owner: Xavier University 3800 Victory Parkway, Cincinnati, OH 45207-5411 Project Address: Buenger Hall 3848 Ledgewood Avenue, Cincinnati, OH 45212

1.3 Inquiries:

Submit Technical and Project Management questions to: Joe Frecker Senior Construction Manager Office of Physical Plant freckerj@xavier.edu Xavier University 3800 Victory Parkway, Cincinnati, OH 45207-5411

2. TERMS AND CONDITIONS FOR REQUEST FOR PROPOSAL 2.1 The Architect and/or Engineer selected to bid this project is considered familiar with standard

Xavier RFP requirements and agrees to abide by and adhere to those requirements. Registration is required at the Office of Purchasing’s website http://www.xavier.edu/purchasing/Information-for-Suppliers.cfm

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2.2 SIGNATURE PAGE Must be executed and returned with completed RFP.

Xavier University

RFP: Architectural and Engineering Services for Music Rehearsal Space in McGrath HWC

Date: _______________________ The undersigned, ____________________________________________, an authorized representative of

______________________________, the respondent, submitting a proposal in response to this RFP, have

read, fully understand, and agree to be bound by this Request for Proposal including the terms and

conditions contained herein as well as the responses contained within our proposal, and acknowledge and

agree that an agreement may be entered into with the Xavier University that shall contain, at a minimum,

the pricing as set forth herein. It is understood that the issuance of this RFP and subsequent receipt of the

response to this RFP does not obligate Xavier University to purchase any goods or services from the

respondent.

Authorized Signature Print Name / Date Title Respondent Company Telephone Fax e-mail

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3. PROJECT BACKGROUND

3.1 Xavier University is soliciting designs for the renovation of a Residence Hall, including major HVAC upgrades. The goal is to complete all design work prior to the start of the 2017 school semester, January 2, 2017, and construction to be complete prior to the beginning of the Fall semester, August 14, 2017. A General Contractor (not Construction Manager) will be responsible for construction.

4. GENERAL SCOPE OF SERVICES

4.1 The selected Architectural/Engineering firm (hereinafter known as A/E firm) shall furnish all expertise, labor, and resources for complete design of mechanical, electrical, architectural, and structural services for the projects as described herein. Include any sub-consultants as needed. The successful bidder will be required to sign a modified AIA B101™-2007 - Standard Form of Agreement between Owner and Architect. The following generally highlights the services that the A/E firm will be required to perform.

4.2 Meetings – A/E firm shall lead design team meetings at Xavier with the owner’s representative present; minimum of 4 meetings during the design phase and monthly meetings during the construction phase.

4.3 Schematic Design – Prepare design solutions in accordance with project scope. Identify alternatives that provide cost savings or improved performance. Also identify life cycle costing. Provide cost estimates for the proposed work.

4.4 Design Development Phase - The successful bidder is required to use the final concept documents to create design development documents. The requirements for these documents shall be as described in AIA B101™-2007 - Standard Form of Agreement between Owner and Architect and shall generally consist of drawings and other documents including plans, sections, elevations, typical construction details, and diagrammatic layouts of building systems to fix and describe the size and character of the project architectural, structural, mechanical and electrical systems, and such other elements necessary to convey a full understanding of the project. These documents shall also include outline specifications that identify major materials, systems, interior finishes, and equipment. A design development cost estimate is required.

4.5 Construction Document Phase –Based on the approval and modifications to the design development documents and any adjustments to the design, the successful bidder is required to prepare complete bidding and construction documents for each area of work in conformance with generally accepted architectural and engineering practices that comply fully with all applicable codes and regulations and as normally defined in AIA B101™-2007 - Standard Form of Agreement between Owner and Architect. These documents shall generally consist of drawings and specifications that set forth in detail the quality levels of materials and systems and other requirements for construction. The successful bidder shall prepare bidding and procurement forms; review and summarize bids as part of this phase of the work. Please note that Xavier University will make contractor selection recommendations, prepare the agreement between the Owner and Contractor; and prepare the Conditions of the Contract for Construction (General, Supplementary and other Conditions) A construction document phase cost estimate is NOT required. Firm shall submit for all necessary permits on behalf of Xavier University.

4.6 Construction Phase - The successful bidder shall provide services for the construction phase as normally defined in AIA B101™-2007 - Standard Form of Agreement between Owner and Architect. In general, this work shall include reviews of shop drawings, product data, samples and other similar submittals; visits to the site at intervals appropriate to the stage of construction; observations and reports regarding the progress and quality of work; determinations whether or not the work is in accordance with the contract documents, and rejecting work not in conformance.

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5. BEUNGER RESIDENCE HALL RENOVATION

5.1 Modifications to the existing residence hall building include the following:

5.1.1 Mechanical, Electrical and Plumbing as described below.

5.1.2 All Architectural and Structural design to support the MEP design.

5.1.3 It is presumed that in general, all corridor ceilings will have to be removed and replaced to support the design. It is also presumed that all bedroom ceilings can remain in place.

5.1.4 Create new interior vertical shafts to support HVAC design.

5.1.5 Include structural support of new HVAC unit and interior building penetrations.

5.1.6 Replacement of public area furniture, but not bedroom furniture.

5.1.7 Replacement of mansard roof shingles.

5.1.8 The building envelope will need to be examined for water-tightness and structural integrity. Any necessary repairs or upgrades will need to be identified. Any additional exterior envelope modifications as part of the design will be included in the project scope.

5.1.9 Other modifications discovered during design process.

5.2 Mechanical & Plumbing Systems

5.2.1 Modifications and/or upgrades to the existing building HVAC system shall include a new Energy Recover Ventilator, all associated distribution ductwork, etc.

5.2.2 Replacement of individual dorm room fan coil units and blocking off existing brick vents.

5.2.3 Modifications to the plumbing systems as necessary to support other work.

5.2.4 Modifications to the existing sprinkler system will be required. Building is currently fully sprinkled.

5.3 Electrical Systems

5.3.1 Modifications to the existing building electrical system should include power for HVAC equipment, new LED lighting, and associated fire alarm work.

5.3.2 Addition of lightning protection system if required by code.

5.3.3 Existing data network equipment will need to be preserved.

6 INFORMATION/DATA

6.1 Information is available for each of the individual facilities. Preliminary existing CAD drawings are available upon request. They can be obtained by contacting the Office of Physical Plant. The CAD drawings will have to be field verified for accuracy.

6.2 XU owns all data specific to the University. Any information provided by Xavier University that has been prepared by an Architect or Engineer remains the property of that Architect or Engineer who is the copyright owner. These documents shall not be reproduced either in part or whole without the express written consent of the copyright owner and are only provided for the convenience of preparing a proposal.

6.3 Any documentation, plans, specifications, etc. shall be provided electronically in the format preferred by Xavier. Generally, this means drawings in AutoCAD, and all other documents in Microsoft Office format. It is preferred to have the project produced in Revit, but not required. Drawings shall also be provided full scale in Adobe Acrobat PDF format.

6.4 As part of project closeout, the Architect and Engineer will produce Record Documents (per Xavier University policy) of the As-Built project.

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7 FEES

7.1 The fees for services shall be provided on a lump sum, not to exceed basis considering the Scope of Services as outlined and included on the attached Bid Form.

7.2 The fees shall be broken down by phase and type of service provided. Provide individual hourly rates for all professionals.

8 QUALIFICATIONS

8.1 A/E firm selection will be based on the skill and experience set of the full team making the proposal. A member of the prime firm will be the lead professional that will coordinate the design activities. Resumes of all key team members must be provided. Consultant’s qualifications shall be included and clearly designated in the response to this RFP. The following exhibits are intended to facilitate this communication and should be used as a guide for A/E design experience.

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Bid Form (include fees anticipated, if, any, for each professional listed)

Phase +/- % Architectural

Fees MEP Engineer Fees

Structural Engineer Fees

Total Fees

Schematic Design Phase

Design Development Phase

Construction Document Phase

Bidding & Negotiating

Construction Phase

Percent of Total

Fee Subtotal

Reimbursable (est.)

Grand Total

A/E Hourly Rates

Professional Classification Rate

MEP/Structural Hourly Rates

Professional Classification Rate

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EXHIBITS

A. Buenger Hall Floor Plans B. Buenger Hall Mechanical Plans C. Existing Buenger Hall Photos

EXHIBIT A BUENGER HALL FLOOR PLAN

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EXHIBIT A BUENGER HALL FLOOR PLAN

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EXHIBIT A BUENGER HALL FLOOR PLAN

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EXHIBIT A BUENGER HALL FLOOR PLAN

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EXHIBIT A BUENGER HALL FLOOR PLAN

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EXHIBIT B BUENGER HALL MECHANICAL FLOOR PLAN

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EXHIBIT C EXISTING BUENGER HALL PHOTOS

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EXHIBIT C EXISTING BUENGER HALL PHOTOS

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EXHIBIT C EXISTING BUENGER HALL PHOTOS

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