University of Delaware Request for Proposal (RFP)

For: RFP-9370-3

Name: Design Services for Drake Hall Renovation

Date: July 17, 2020

Introduction

Tracing its origins to 1743 and chartered by the state in 1833, the University of Delaware is a

land-grant, sea-grant and space-grant university. Delaware offers an impressive collection of

educational resources. Undergraduates may choose to major in any one or more of over 130

academic majors. The University's distinguished faculty includes internationally known

scientists, authors and teachers, who are committed to continuing the University of Delaware's

tradition in providing one of the highest quality undergraduate educations available.

The University enrolls over 19,000 undergraduates and over 4,100 graduate students. As a state-

assisted, privately controlled institution, the University seeks to enroll students from diverse

backgrounds and a wide variety of geographic regions. Currently, more than 60 percent of

Newark campus undergraduates are nonresidents who represent nearly every state and several

foreign countries. The University of Delaware’s main campus is in Newark, with additional

campus located in Lewes, and satellite locations in Wilmington, Dover, and Georgetown, DE.

For additional information, visit www.udel.edu.

Request for Proposal (RFP) Objectives

The University of Delaware’s (UD) primary objective is to solicit proposals from qualified firms to provide design services for Drake Hall renovation.

Introduction

The University of Delaware is pursuing the opportunity to renovate Drake Hall. Currently, an addition to the building is under construction (pre-construction), designed by Ewing Cole it will support both academics and research programs for the department.

The plan to renovate Drake Hall is in response to the need to renovate outdated and underperforming building systems. The primary program is part of our deferred maintenance program. We anticipate the work will require significant demolition and replacement of the mechanical and electrical systems. Impacting ceilings, lighting, and some program spaces, the university’s intent is to holistically design this project to renovate and upgrade all building systems while simultaneously advancing the architectural programs of this building.

The Department of Chemistry and Biochemistry at the University of Delaware offers a diverse and innovative program. Dedicated to both academics and research, the department supports a combination of classroom education and front-line research endeavors. As a historical leader in the molecular sciences, UD’s Department of Chemistry and Biochemistry has produced generations of academicians, research scientists working in both industrial and government settings, teachers, entrepreneurs, lawyers and policy makers.

Primarily housed in Drake Hall, the department supports core facilities throughout the campus:

https://www.chem.udel.edu/facilities/facilities-overview

PURPOSE & GOALS OF THE PROJECT UD Facilities, Real Estate and Auxiliary Services (FREAS) and the Department of Chemistry seeks to commission design and construction documents that will document the renovation of the existing Drake Hall. The goal is to create an overarching plan for the renovation that will holistically connect and advance building systems and the architecture of Drake Hall. It is intended that this is a rigorous, intense, and lean project. The design will have to take into consideration that the building will remain occupied during construction. The university will work with the commissioned firm and their consultants to bid and implement the construction of the documents.

To this end, the consultant’s scope of work is two-part. The first part will focus on the data assessment and analysis that will engage and enable FREAS, the department, and the consultant team to best understand the needs and prioritize them. The second part will extend this analysis function to create a clear and coordinated set of design and construction documents that speaks to all the relevant components of the project:

HVAC system replacement and upgrades

Improvements and renovations to the ventilation systems serving the existing fume hoods

The installation of a new fire sprinkler system connected to the new addition and associated

work

New ceilings, lighting systems and wall and floor finishes

ADA UPGRADES, including TOILET ROOMS and ELEVATOR

Exterior envelope renovation– stone coping, mortar deterioration, etc. Exterior window replacement

SCOPE OF WORK

The scope of work for the Drake Renovation:

Architectural services including review and validation of previous planning and building condition reports. The architectural scope shall include all architectural and engineering services including complete construction documents and construction administration services.

The architectural team will be responsible for presenting all exterior building, hardscape, landscape materials to all University of Delaware review committees.

The University of Delaware has established a full project budget of $8-10million We understand that the project cost will dictate many of the program and design decisions. The design team shall lead a process that formulates a design and construction strategy that accomplishes as many of the project goals as possible with the funds available. In addition the design process will result in a plan for future work.

Pre-schematic design: We do not believe this work is required. Please, include recommendations to incorporate analysis and option strategies within your design and document process.

Consultants/engineers shall be engaged by the Architect for all disciplines required to design and document a fully functional, code compliant facility. These disciplines include but are not limited to those listed below:

Interior Design: The design team will be responsible for any interior design and materials for the project. The design team will be responsible for presenting all color and finish materials to all University of Delaware review committees.

Structural Design: Include the structural design required to support the HVAC or other mechanical, electrical, plumbing equipment.

Mechanical/Electrical/Plumbing: The design work shall include fully coordinated HVAC and electrical systems for all HVAC systems, including equipment, piping, controls, risers, as well as the distribution. Provide coordinated design services for all primary, secondary and redundant power/electrical systems in accordance with University standards and with recommendations from our Sustainability, Energy & Engineering Department. As required, Provide coordinated design series for telecommunication and fire alarm devices and systems including infrastructure, distribution and control rooms/closets, as well as conduits and pathways.

Include design to update fire alarm system including duct detection and room devices.

Include design work for all specialty systems associated with the program.

Plumbing and Fire Protection: Design work shall include fully functional plumbing and fire protection systems including connections or site supply or discharge systems. Include design work for all specialty systems associated with laboratory and support spaces.

Security /Access Control: The design work shall provide for a security system and access control systems as defined by the program.

Sustainability: The University of Delaware recognizes that USGBC’s LEED rating system is the most common and frequently used standard for evaluating sustainability of a building and its environment. We do not require that we pursue accreditation of projects; still, every project is required to meet these guidelines. It is expected that a rigorous sustainability strategy will be initiating during concept and schematic design of a project and continue throughout design, documentation, construction and occupancy. We put special value on passive systems that emphasize appropriate and efficient exterior design, and economy and conservation of resources. Most importantly, sustainability must address the projects ability to be long lasting. Materials and methods that are of superior quality and durability, have minimal or no negative environmental impact in manufacture, installation, use or disposal.

We expect the project to minimally meet LEED Silver Standards and that the design team demonstrates this through the use of LEED checklists, appropriate calculations, and documentation that the standard has been met.

The design team will work with a commissioning agent for the LEED Fundamental Commissioning of the Building Energy Systems (EA P1).

Signage: Provide code required signage.

Cost Estimating: University of Delaware has not committed to a construction delivery method. The design team will be required to submit a cost analysis/estimate at each phase of the design and will collaborate with the university’s project manager to reconcile estimates and provide for a design that meets the construction budget.

The design team shall be responsible for controlling scope and costs to meet the defined project and construction budget.

Schedule

Start design: September 2020

Complete design: January 2021

Bid/Award: February 2021

Preconstruction: April 2021

Start Construction (subject to phasing): May 2021

Complete Construction (subject to phasing): June 2022

Occupancy: July 2022

*All dates above are subject to change at the discretion of the University of Delaware.

OTHER PROJECT REQUIREMENTS

Acceptance/Adherence of:

University of Delaware Design Guidelines and Standards – https://sites.udel.edu/freas-ppd/ University of Delaware AIA B101 Contract *(To be issued in Addenda) University of Delaware AIA B101 Supplement *(To be issued in Addenda)

BUILDING LOCATION

Associated Documents UD AIA B101 2017 Contract to be issued in Addenda

UD Supplement to AIA B101 2017 document to be issued in Addenda

Drake Hall Addition Project Documents can be accessed via the following link

https://pandora.nss.udel.edu/pickup.php?claimID=itpqoxoUJYRb4qLN&claimPasscode

=xVV743yjRZ6mauAp&emailAddr=wfbrady%40udel.edu

DRAKE LAB

DESIGNER SELECTION PROCESS

Due to the importance the university places on the successful design of this project,

selection of the design team will follow a two-part process.

Stage I

Selected architectural firms will be invited to submit their design qualifications and proposed

consultant team to the university. These materials should focus on the firms’ experience,

creativity and innovation to work within a confined budget, and architectural aesthetic

demonstrated in previously built projects of a similar size and scope. Include demonstrations

of coordination and management of your consultant team and project team. Speak to

design, schedule, budget management, and construction administration.

During Stage I the university will provide the opportunity for invited firms to submit questions

regarding this RFP. All questions must be in written form ( email ) and are required to be

submitted to Proposals@udel.edu no later than COB July 28, 2020. We will gather all

questions, anonymize the information, and respond in writing to all firms no later than COB

July 30, 2020.

Based upon a considered review of the Stage I submissions, the Selection Committee will

select 3-5 firms to participate in Stage II.

See Submittal Requirements for additional information.

Stage II Shortlisted firms are required to attend an electronic interview. The interview duration will be

50 minutes, with 20 minutes allocated for the design team’s presentation, and the remaining

time reserved for questions and answers.

Based upon the information presented at the interview and the Evaluation Criteria listed

below, the Selection Committee will determine a priority list. The University will inform the

short-listed firms of the rankings and begin final negotiations with the top ranked firm. If

negotiations cannot be successfully completed within 10 business days, the university

reserves the right to begin negotiations with the second-ranked firm.

See Submittal Requirements for additional information.

SUBMITTAL REQUIREMENTS

Provide information that is complete and transparent. If a proposed team member

worked on a relevant project while at another firm, acknowledge it. If the work was

performed by another branch or office of your firm, acknowledge it.

An approved submittal for each Stage noted above must contain, at a minimum, the following elements:

• Complete Signature Page.

• Letter of Transmittal: Include a brief statement of the firm’s technical qualifications to

complete this project. Please confirm your review and acceptance of the AIA B101

document along with UD supplement to the AIA B101 document (Attachment A). It is

non-negotiable and must be signed as part of your contract with the University of

Delaware.

Qualifications and previous related work of key project personnel, particularly regarding working with colleges/universities of similar size, complexity and issues.

Qualifications and previous related work of firm, particularly regarding working with colleges/universities of similar size, complexity and issues.

Project Approach: Prepare a written or visual narrative which clearly demonstrates an understanding of the specific needs of the University of Delaware and which presents an approach to completing the work.

Understanding of project goals, previous studies and local issues and needs. No more than three references for similar projects. References must include

current contact name and phone number. At least 2 of the references must be from projects or professional relationships started or completed within the recent 5 years.

Submission of electronic proposals in PDF format only, shall be emailed to Proposals@udel.edu.

Attn: David Heckman Senior Buyer

Procurement Services General Services Building 222 S. Chapel Street Newark, DE 19716

Stage II

Sealed fee proposal, which will include but not be limited to:

o A firm fixed fee amount, including all direct and indirect reimbursable costs and estimated total consultant costs. Any allowances shall be clearly stated.

o Hourly fee schedule for all members of the consultant team. o Signed attachment accepting all language, clauses, terminology in the

university’s current contract for design services (attached) without any requests for modifications or changes.

A PDF of the materials presented during the Selection Committee interview shall be submitted digitally (email, flash drive, etc) at the conclusion of the interview. The PDF must be read-only and password-protected from any possible editing.

Any models, presentation boards, etc presented during the Selection Committee interview shall be submitted to FREAS at the conclusion of the interview. If the design firm wishes to receive these materials at the end of the Selection Process, the firm will provide for all shipping costs (packaging and transport).

Submission of electronic proposals in PDF format only, shall be emailed to Proposals@udel.edu.

"Drake Labs Deferred Maintenance Renovation- Stage II"

Attn: David Heckman

Senior Buyer Procurement Services General Services Building

222 S. Chapel Street

Newark, DE 19716

Note: Although we may interview firms as part of our selection process, the proposal should be a “Stand-Alone” document and may be the sole basis of selection.

Contract Document Any agreement that comes about as a result of this solicitation will be governed by the specified

contract document (UD AIA B101 and the UD Supplement document) Be sure to review and

submit with your proposal.

Page | 9 of 16

RFP Disclaimers and General Instructions

1) To insure that all vendors receive a fair and complete evaluation, the University of

Delaware requires that vendors not deviate from the instructions regarding response

requirements of this Request for Proposal.

2) All communications regarding this Request for Proposal are to be directed to the

Procurement Services Office, University of Delaware, 222 South Chapel Street, Newark,

Delaware 19716 via e-mail at proposals@udel.edu.

3) Any vendor who contacts any other University personnel in person, in writing, by e-mail,

text or by telephone regarding this solicitation, without the approval of the Procurement

Services Office, may be eliminated from all further consideration.

4) The University of Delaware regards the information contained in the Request for

Proposal as confidential and requires that all recipients treat it as such.

5) The University of Delaware issues the Request for Proposal with the understanding that it

may or may not lead to the eventual procurement of products or services.

6) The University reserves the right to reject any or all proposals received. Nonacceptance

of a proposal will mean that one or more other proposals were deemed more

advantageous to the University or that all proposals were rejected. Firms whose

proposals are not accepted will be notified after a binding contractual agreement between

the University and the selected firm exists or when the University rejects all proposals.

7) The University of Delaware will not be responsible for any costs incurred by any vendor

in the generation or submission of proposals, visits to the University, presentations given

to University personnel or its designees, documentation provided to University personnel

or its designees, production of marketing literature, or any other costs incurred by the

vendor while participating in the proposal and evaluation process.

8) All proposals and accompanying documentation provided in response to the Request for

Proposal, or in support of a response to the Request for Proposal, will become the

property of the University of Delaware.

9) The University will exercise reasonable efforts to limit circulation of vendor's proprietary

materials to University personnel or their designees. Vendors must mark any submitted

material which they regard as confidential with a "PROPRIETARY MATERIAL"

designation.

10) Due to the public nature of the institution, the University cannot guarantee that submitted

materials will not be reviewed by outside parties. In any case, the University will not be

responsible for the inadvertent or accidental release of such materials to unauthorized

parties.

11) The University reserves the option to request an on-site presentation from any vendor

who submits a response to the Request for Proposal.

Page | 10 of 16

Questions

Questions are to be sent via e-mail to proposals@udel.edu, with the solicitation number in the

subject line, no later than Tuesday, July 28 2020.

All contact with the university regarding this RFP shall be solely with the Office of the University Procurement Services; please do not contact any faculty, staff, or students directly regarding this selection process.

Adherence to this request will be considered during the evaluation process.

Proposal Submittal Deadline

Complete proposals must be received via e-mail at proposals@udel.edu, with the solicitation

number in the subject line, no later than Tuesday, August 4, 2020, 2:00pm ET. Receipt on or

before the deadline will constitute satisfaction of this requirement. Proposals received after the

due date/time may be rejected.

Binding Proposal Acknowledgment Each proposal shall be signed by a duly authorized officer of the proposing firm and the

completed proposal shall be without interlineations, alterations, or erasures. It will be assumed

that all representations made in your proposal will be binding and that your firm has agreed to all

the requirements of the RFP unless specifically stated otherwise in a section on Deviations in the

front of your proposal.

A purchase order may be awarded based on the initial proposals received without negotiation or

discussion with the proposing firm. If UD elects to conduct negotiations after receipt of initial

proposals, any agreements, modifications or revisions must be confirmed in writing by the

proposing firm as an amendment to the proposal under consideration. The date and time for

closing of all negotiations with competitive proposing firms will be determined by UD.

Indemnification Vendor will indemnify and hold harmless the University and its officers and employees from any

claim, damage, liability, injury, expense, or loss, including defense costs and reasonable

attorney's fees, arising out of vendor's performance under any agreement that comes about as a

result of this solicitation or as a consequence of the existence of that agreement. Accordingly, the

University shall notify Vendor promptly in writing of any claim or action brought against the

University in connection with that Agreement. On such notification, Vendor shall promptly take

over and defend any such claim or action. The University shall have the right and option to be

represented in any such claim or action at its own expense.

Confidentiality

Any information provided by the University to the Vendor or which the Vendor acquires through

its own efforts in rendering a proposal or in providing services under any agreement that comes

about as a result of this solicitation, shall be confidential and shall only be released to the

Vendor's own personnel and then only to the extent necessary to submit a proposal and provide

services required by the agreement. Such information shall not be released by the Vendor to any

other person or organization without the prior written approval of the University. The Vendor

must comply with the Federal Trade Commission (FTC) Standards for Safeguarding Customer

Page | 11 of 16

Data (16 CFR Part 314). In addition, the Vendor shall maintain a comprehensive information

security program that contains administrative, technical and physical safeguards of customer

information, including financial and other personal identifying information about any University

employee or student.

Insurance

Prior to the start of work under any agreement that comes about as a result of this RFP, the

successful firm will have in effect and will maintain, through completion and final acceptance of

the work and for a period of at least two (2) years thereafter (or such longer period as may be

hereinafter specified), the following insurance from companies satisfactory to UD:

1) Worker's or Workmen's Compensation Insurance - including:

a. Employer's Liability, in an amount as may be required by the laws of the State of

Delaware; and

b.All States endorsement;

2) Commercial General Liability Insurance - including coverage for, among other things,

claims for bodily injury, sickness, disease or death of any person or damage to any

property, including loss of use resulting therefrom, with coverage limits of not less than

Five Million Dollars ($5,000,000) per claim for a period of not less than six (6) years

following the date of final payment for all services under this Agreement;

3) Comprehensive Automobile Liability Insurance - with combined single limit for personal

injury and property damage not less than $1,000,000; and

4) Professional Liability Insurance - covering errors and omissions in professional services,

with coverage limits not less than Two Million Dollars ($2,000,000) per claim for a

period of not less than three (3) years after substantial completion of the Work.

Prior to commencing with any work, the successful firm shall furnish a certificate for itself and

its sub-consultants, satisfactory to UD, from each insurance company showing that the above

insurance is in force, stating policy numbers, dates of expiration and limits of liability

thereunder, and further providing that the insurance will not be canceled until the expiration of at

least thirty (30) days after written notice of such cancellation has been mailed to and received by

UD. UD shall be named as additional insured under those policies of insurance identified in

Article 6(A)(2) - 6(A)(3), which must be executed on insurance policy endorsements acceptable

to University.

Page | 12 of 16

PRICING PAGE

UNIVERSITY OF DELAWARE

REQUEST FOR PROPOSAL – RFP-9370-3

Design Services for the Drake Hall Renovation

The University reserves the right to award the contract based on some or all of the items listed

below. The University reserves the right to remove an item and its associated cost from the

scope of work at a later date after review. (Please use additional sheets if needed.)

Submitted By:

Company Name

Company Address

Principal Office Location

State of Delaware Business License No.

Newark Business License No.

ITEM OF WORK

Project Design Cost

Fee

For Bid Documents

Construction Documents

Bid meetings (Pre-bid and Contractor Des-

cope)

Construction Administration

As-Builts / Closeout

Reimbursable (No mark-up)

Hourly Fee Schedule

TOTAL DESIGN COST $

Page | 13 of 16

Method of Payment

Pursuant to University of Delaware policy, if a Supplier accepts credit card as a method of

payment, then the University will pay the Supplier via credit card without incurring any

additional fees. The University of Delaware’s preferred credit card payment method is through

Bank of America’s Virtual Payables program. Suppliers that elect to be paid via this method will

receive payment upon invoice approval and payment terms will be net. An automated email

notification will then be sent to the Supplier for each payment with a link to a secure web portal

to process payment to a virtual credit card number.

For suppliers who are unable to acquire a merchant account for credit card acceptance, the

University offers ACH payment with net 45 payment terms.

To learn more about how Virtual Payables works and the many benefits of accepting payments

by credit card, or to review frequently asked questions, please go to:

http://www.bofaml.com/virtualpayables

Page | 14 of 16

SIGNATURE PAGE

Submitted to the University of Delaware per the terms and conditions of RFP-9370-3

REQUEST FOR PROPOSAL

UNIVERSITY OF DELAWARE

Design Service for Drake Hall Renovation Project

Proposals shall be received at the Office of Procurement Services, Room 104, General Services

Building, 222 South Chapel Street, Newark, DE 19716 by email to proposals@udel.edu until

Tuesday, August 4, 2020 by 2:00 PM ET. Proposals received after the deadline will not be

considered.

By submitting a Proposal, the Submitter represents that they have examined the site and accept

the conditions under which the work will be performed, have read, evaluated, understand and

accept all the Contract Documents and their content in their entirety, and have included all

provisions necessary to accomplish all work according to the information and requirements

prescribed therein without exception.

Company Name and Address

Date

Phone

E-mail

Print Name Signature

Page | 15 of 16

CONFLICT OF INTEREST CERTIFICATION

The University of Delaware believes that full disclosure is the best way to avoid the potential for conflicts

of interest. Accordingly, all respondents to this solicitation are required to complete this certification and

submit with their response. Failure to complete this document with the requested information may

disqualify your response. The University of Delaware, at its discretion, may also disqualify your response

if any representation is deemed inaccurate or if it concludes that a potential conflict of interest may be

present. Please initial one of the following, as applicable:

The respondent certifies that none of its directors, officers, employees, their immediate family

members or close relatives are employed by or affiliated with the University of Delaware.

The respondent certifies that, except for the persons whose names are listed below, none of its

directors, officers, employees, their immediate family members or close relatives are employed

by or affiliated with The University of Delaware.

_______________________________________

_______________________________________

Please indicate below if, during the past calendar year, your company, directors, officers, employees, their

immediate family members or close relatives have paid, given a gift, or provided other consideration

having a value over $25.00 to any employee, officer or trustee of the University of Delaware.

Yes, a payment, gift or other consideration was provided to an employee, officer or trustee.

No, a payment, gift or other consideration was not provided to an employee, officer or trustee.

Yes No

Are you currently a student at the University of Delaware?

Has your firm ever been involved in Federal debarment proceedings?

We, (I), certify that the foregoing information is true, correct and complete.

Signature

Printed Name

Title

Date

Submitted in response to University of Delaware solicitation for this RFP Request Number.

Page | 16 of 16

Supplier Diversity Program

In keeping with our commitment to Inclusive Excellence, the University of Delaware believes

that building relationships with small, minority-owned, veteran-owned, women-owned, disable-

owned and other disadvantaged businesses is essential if we are to provide opportunities to a

supplier base that is as diverse as the communities we serve. Participation in the University's

Supplier Diversity Program provides access to University procurement opportunities by

matching qualified diverse suppliers with the needs of our internal business units. The goal of the

program is to foster mutually beneficial relationships that add value to the University while, at

the same time, contributing to the development of diverse businesses through workshops and

consultations with the University's Procurement Services Department and Small Business

Development Center.

Getting Started: http://www1.udel.edu/procurement/cmoutreach/getstarted.html

Classification:

Choose one or more.

Minority Business Enterprise (MBE)

African American Asian Hispanic Native American Other

Veteran-owned Business Enterprise (VBE)

Disabled-owned Business Enterprise (DBE)

Small Business Enterprise (SBE)

Women-owned Business Enterprise (WBE)

Certifying Agency:

Choose one or more.

City of Wilmington

Delaware Department of Transportation

Delaware Office of Minority & Women Business Enterprise (OMWBE)

Minority Supplier Development Council of PA-NJ-DE

National Women's Business Corporation (NWBOC)

Small Business Administration (SBA)

The National Minority Business Council, Inc. (NMBC)

Women's Business Enterprise National Enterprise Council (WBENC)

Other:

Note: Should your firm enter into an agreement with the University as a result of this

solicitation, your firm will be considered a Tier I vendor of the University. As such, your

firm will be required to provide detailed reporting in Microsoft Excel format, to the

University Procurement Services department, on at least an annual basis, showing total

spend attributed to the University for each Tier II Diverse supplier that your firm utilizes

in providing goods and services to the University during the term of the agreement.