rfq_residential commons (1!25!10 issue)

REQUEST FOR QUALIFICATIONS

INVITATION TO SUBMIT A STATEMENT OF QUALIFICATIONS

FOR PROFESSIONAL SERVICES

FOR

A New Residential Student Housing Complex

Southern Methodist University

Dallas, Texas

Issued by:

Office of Planning, Design, and Construction


January 25, 2010


GENERAL

Southern Methodist University (herein after referred to as “SMU”) is a private institution of higher education

incorporated under the Texas Non-Profit Corporation Act and located in Dallas, Texas. SMU was founded in 1911

by the predecessor of the South Central Jurisdiction of The United Methodist Church and opened in 1915 with

support from Dallas leaders. The University is nonsectarian in its teaching and committed to freedom of inquiry.

SMU offers strong undergraduate, graduate and professional programs in humanities and sciences, business,

performing, visual and communication arts, engineering, education and human development, law, and theology.

This Request for Qualifications (RFQ) describes the duties and responsibilities expected of the responding firm and

their respective Subconsultants. The intent is to obtain from the invited firm a description of how they will fulfill

the requested scope of services through evidence of relevant experience and proposed personnel.

SUBMISSION

Please submit twelve (12) original copies and one (1) electronic copy on compact disc (CD) of your Qualifications

Proposal to:

Suzanne Hamic



Mailing Address Physical Address

P.O. Box 750273 3050 Dyer Court

Dallas, TX 75275-0273 Dallas, TX 75205

(214) 768-4989 (General Office) **

**NOTE: The above noted phone number has been provided for delivery purposes only. No phone

calls will be accepted in response to this RFQ. All communication regarding this RFQ are to be

submitted via email to [email protected] with “RFQ Housing” in the subject line.

QUALIFICATIONS PROPOSALS ARE TO BE RECEIVED BY:

3PM CST on Tuesday, March 2, 2010

Submittals will require the development of tailored information in order to be responsive and competitive. The

submittals will not be returned in whole or in part after the selection process is complete. Should your firm decide

after issuance of a Letter of Interest you will not be submitting a Qualifications Proposals and/or your current

workload precludes the development of a submittal, we would appreciate receiving a letter indicating your decision.

Any such decision will in no way affect your firm’s receipt of future Requests for Qualifications from SMU.

During the review process, respondents should not attempt to contact any SMU staff member, SMU faculty member

or any other SMU representatives including members of the Board of Trustees in any manner contrary to the

instructions within this Request. If this occurs, the firm violating this provision may be disqualified from further

consideration.

If your firm is selected for consideration, you will be invited for an interview and to make a brief presentation at SMU in

Dallas.

If you have any questions regarding this invitation or the qualifications to be submitted, please submit your inquiries

in writing and forward via email to [email protected] with “RFQ Housing” in the subject line. No phone calls will

be taken.

mailto:[email protected]



This RFQ is not intended as an offer to contract. No contract or agreement, expressed or implied, shall exist or be

binding on SMU before the execution of a written agreement by both parties. Acceptance of a Qualifications

Proposal does not commit the University to award a contract, even if all requirements stated in this RFQ are met,

and does not limit SMU’s right to negotiate in its best interest.

Failure to respond accordingly to any portion of this RFQ may subject the Qualifications Proposal to be disqualified.

SMU reserves the right to waive any and all formalities and to reject any and all submissions if it is in the best

interest of the University to do so.

If selected, SMU reserves the right to accept or reject any proposed Subconsultants.

Expenses incurred in the preparation of Qualifications Proposals in response to this RFQ are the responsibility of the

responding firm.

No publicity, or any other information relating to this Project, is to be released without the prior written consent of

SMU.

PROPOSED SCHEDULE

Advertise Request for Qualifications (RFQ) on January 25, 2010

Letters of Interest from candidate firms submitted to SMU by February 2, 2010

Refer to Appendix “B” for requirements

Written questions from candidate firms submitted to SMU by February 9, 2010

Questions must be submitted via email only to

[email protected] with “RFQ Housing” in the subject line.

SMU responses to questions from candidate firms to be issued by February 16, 2010

Responses to inquiries will be issued via email only.

Qualifications Proposals due to SMU by March 2, 2010

Short list of candidate firms to be notified by March 22, 2010

Fee Proposals from short listed candidate firms for Phase 1 only due by April 5, 2010

Refer to Appendix “C” for requirements

Interviews with SMU of short listed firms April 5-9, 2010

Selection of firm made by SMU April 16, 2010

SMU reserves the right to amend the above Proposed Schedule once Qualifications Proposals have been submitted

to SMU for consideration.

EVALUATION CRITERIA

Each response will be judged on its merits according to the following criteria:

Firm’s and team members’ relevant experience

Project personnel

Project schedule management and control

Organizational structure

Project organization and communication

Quality and comprehensiveness of the qualification submittal

SUBMITTAL

Firms are encouraged to keep their submittals concise by limiting the information to only those items requested. If a

Qualifications Proposal is being issued as a partnership with another firm, the relevant experience each firm brings



to the relationship in response to this RFQ is required to be identified and noted accordingly in the Qualifications

Proposal.

The submittals must be bound in three ring binders with the name of the project and firm on the spine of the binder

and organized in sections separated by numbered or titled tabs as indicated in the following format:

Cover Letter

This should be limited to two pages maximum.

Tab 1 – History of Firm

A) Summarize the history of your firm including the dates established, type of organization, office locations,

number of professional staff members in each office, etc.

B) Areas of specialization (such as Educational, Institutional, Commercial, etc.) and percentage of work

associated with each area.

Tab 2 – Experience of Firm

A) Summarize a minimum of five similar/related projects with the most recent project listed first. Information

should include a description of the work, location, year completed, total project cost, services provided by

your firm, approach to sustainable/green building design (LEED), and use of BIM technology. Also,

designate if the client was a private or public institution.

B) Include a brief discussion of the key factors that your experience has shown to differ between public and

private institutions.

C) Include at least two references for each project listed including name, organization/institution, title, current

telephone number, facsimile number, and e-mail address.

D) Provide documentation of your firm’s experience and approach to sustainable/green building design

including participation in LEED. Identify additional projects, including the five projects requested above,

for which you have participated in achieving specific LEED certification categories.

E) Provide documentation of your firm’s experience and approach to the integration of BIM technology in

your design and planning process. Identify additional projects, including the five projects requested above,

for which you have utilized BIM technology.

Tab 3 – Proposed Project Personnel

A) Provide an organizational chart for the proposed team including all Subconsultants and their company

resumes.

B) Include a resume for each team member, address their experience with the work of a similar/related nature

previously listed in Tab 2, their past working relationship with other team members, and all relevant

credentials, certifications, and licenses.

Tab 4 – Project Approach and Project Schedule

A) Include a narrative describing the project’s intended approach. The narrative should include identification

of the important work elements or project tasks, key review periods/meetings, and project deliverables.

B) Include an anticipated schedule for the project broken out by significant work elements or project tasks.

The schedule should start with a generic “date of contract award” and indicate the timeframe associated

with the various project elements and milestones. The schedule should also include recommended review

periods for designated milestones. Calendar dates are not required since the date of award is currently

unknown.

Tab 5 – Claims and Litigation

A) Include any information from the firm indicating involvement in any claims and litigation in the last five

years.

B) Provide proof of insurance coverage as outlined in Appendix “D”

Tab 6 – SMU Agreement

A) If applicable, provide comments pertaining to SMU’s standard Agreement attached as Appendix “E”.

SMU will not make significant changes to its standard Agreement. Minor changes may be considered, but

SMU will not guarantee acceptance of such changes.


Appendices

A) List all publications written by and about your firm on similar type projects in the last five years.

B) Insert a reprint of key publications.

C) Insert sample graphics, spreadsheets, tables, etc., which are representative products typically included in

projects of this nature.

PROJECT DESCRIPTION

Southern Methodist University has embarked on its largest fund raising campaign in history: SMU Unbridled, The

Second Century Campaign. The campaign aims to enhance student quality, increase faculty and academic

excellence, and enrich the campus experience. As a component of this initiative, the University is undertaking a

residential student housing building program to supplement its current housing capacity and accommodate the

sophomore live-on campus requirement established by the Board of Trustees. In addition, the University plans to

integrate a Residential Colleges/Commons approach to the existing and planned housing.

The selected firm will be responsible for providing complete architectural and engineering services for the design

and construction of a new Residential Student Housing Complex to be located on SMU’s main campus in Dallas,

Texas. The project will consist, but not limited to, the following elements:

Approximately 1,400 beds.

Approximately 2,000 parking spaces in both underground and above ground parking structures.

A student services facility which will include, but not limited to, food services/dining hall, classrooms and

seminar rooms, offices, faculty housing, administrative and support functions, and other amenities to be

determined during the programming stage.

Landscape design, wayfinding/graphics, food service design, access control.

The project will seek, at a minimum, LEED Silver certification.

It is anticipated the total project schedule from Programming through Occupancy to be approximately 52

months.

The entire project will be constructed in a single phase.

The construction contract delivery method is to be determined.

The total project cost is to be determined.

The scheme attached in Appendix “A.1” represents a conceptual site plan of the Project. SMU reserves the right to

include in the Project any additional program functions indicated in Appendix “A.1” and not indentified in the list

outlined above.

SCOPE OF SERVICES

The Scope of Services shall include all services required for the successful completion of the Project as described.

This will include services that will produce deliverables to accommodate the requirements as described in this

Request for Qualifications. The selected firm shall engage the services of those Subconsultants deemed necessary to

complete the required deliverable as outlined in this Request for Qualifications. Final selection of all Subconsultants will

be as agreed and approved by SMU.

The selected firm will be contracted to provide, but not limited to, the following services. Refinement and further

development of each Phase's Scope of Work will be agreed upon prior to execution of an Agreement.

Phase One: Programming and Conceptual Design Services

These Services shall include, but not be limited to, the following:

Development of a Facilities Program in cooperation with SMU to accommodate the required program

for the new student housing and its supporting functions.

Review of required utilities and source, zoning and code issues.


Conceptual Design Concepts including site plans, floor plans, typical residential unit floor plans,

exterior elevations, overall building sections, and three-dimensional renderings of the design concept.

Project Cost Estimate including all planning, design, and construction costs.

Overall Project Schedule.

The selected firm will be required to work directly with SMU’s Office of Planning, Design, and

Construction (PDC) and the SMU User Group in completing this Phase. The outcome and final deliverable

for this Phase will be presented by the selected firm to the Oversight Committee for approval at a

determined date and time.

NOTE: If your firm is selected for consideration, you will be required to submit a Fee Proposal for the

scope of work only associated with Phase 1 prior to being interviewed by SMU. The requirements of the

Fee Proposal are outlined in Appendix “C”.

Phase Two: Basic Services

Schematic Design Phase: This phase will include the development of the Project’s site plan, floor

plans, elevations, building sections, exterior and interior finishes and materials, building systems,

LEED certification checklist, and overall project cost estimate and schedule to sufficiently describe

and depict the entire Project’s requirements. Upon completion of this phase, a presentation will be

made by the selected firm to the Oversight Committee for approval to proceed with Design

Development and Construction Documents.

Design Development Phase: This phase will include the production of documents and specifications,

further definition of the scope and details of the Project’s systems, components, finishes, materials, and

FF&E, enhancement of any additional requirements to satisfactorily describe the Project’s intent

including update to the LEED checklist, and refinement of the Project’s cost estimate and schedule.

Construction Document and Procurement Phase: This phase will include a comprehensive set of

construction drawings and specifications to sufficiently and accurately convey the Project’s design

intent including update of the Project’s cost estimate, schedule, and LEED checklist. SMU has yet to

determine which construction contract delivery method will be undertaken. Assistance with the

preparation of the procurement packages, selection process, responses to contractor questions during

the procurement process, value engineering, and other support during this phase will be required.

Construction Administration Phase: This phase will include construction observation, preparation of

field reports, review and approval of contractor submittals and pay applications, responses to RFIs,

processing of change orders, pre-Punch and Punch List inspections, preparation of As-built drawings,

and assistance with close-out and warranty issues.

GENERAL PROVISIONS

The successful firm shall enter into an Agreement with SMU in substantially the same form and with substantially

the same terms and conditions as contained in AIA Document B141, as amended by SMU, (SMU’s Standard

Documents) and as attached in Appendix “E”. Any and all comments pertaining to the SMU Standard

Documents must be submitted to SMU with the responding firm’s response to this Request for Qualifications.

SMU will not consider requested changes to SMU’s Standard Documents after receipt of the Architect’s response to

this Request for Qualifications. SMU reserves the right prior to execution of an Agreement by both parties to

modify the Agreement or use a different Agreement if the project warrants.

The invited firm shall certify to SMU that, for errors and omissions in regards to Professional Services, the firm has

insurance in good standing with a reputable Insurance Company, in sufficient amounts and under terms acceptable

to SMU, and the firm will maintain such coverage amounts until all work pursuant to the Agreement is complete.


Details of such insurance are to be provided with the firm’s response to this Request for Qualifications in

agreement with SMU’s requirements as outlined in Appendix “D”.

The selected firm will enter into an Agreement with SMU for all the services related to this Project. Invoices shall

be prepared monthly and submitted as outlined in the Agreement attached in Appendix “E”. In Texas, SMU is tax

exempt.


Appendix A.1 – SUPPORT GRAPHIC: CONCEPTUAL SITE PLAN

NOTE: The site plan above is a conceptual design scheme intended to provide a general understanding of the New

Residential Student Housing Complex. It is, by no means, meant to represent a final design scheme.


Appendix A.2 – SUPPORT GRAPHIC: CAMPUS MASTER PLAN (as of February 2007)


Appendix A.3 – SUPPORT GRAPHIC: AERIAL PHOTOGRAPH OF CAMPUS (as of October 2008)


Appendix B – LETTER OF INTEREST

A Letter of Interest must be received by 3pm CST, Tuesday, February 2, 2010, in order to submit a formal

Qualifications Proposal in response to this Request for Qualifications. The letter must be addressed and delivered

to:

Philip A. Jabour, AIA Executive Director






The letter must confirm the following criteria will be met upon submitting a Qualifications Proposal:

o The candidate firm has their main or a major office in the DFW area or will partner with a

significantly-sized DFW area Architecture firm with the main point of contact(s) and team

including Subconsultants located in a DFW office.

If partnering with a DFW area Architecture firm, the firm must be identified in the Letter

of Interest.

Proposed Subconsultants must be identified in the Letter of Interest.

o The candidate firm has experience in the design and construction of University student housing

incorporating a living-learning concept.

o The candidate firm has experience in the design and construction of higher education projects for

similarly sized Universities in the United States.

o The candidate firm has experience with large, major multi-use complexes incorporating housing,

retail, parking, landscape, and other amenities.

o The candidate firm has LEED experience including staff and Subconsultants from each discipline,

as applicable, who are LEED AP.

o The candidate firm has experience and utilizes BIM technology.

SMU reserves the right to reject any Qualifications Proposals submitted which do not meet the above noted criteria.

Qualifications Proposals submitted without a Letter of Interest issued by the deadline indicated

in Appendix B will be disqualified.


Appendix C – FEE PROPOSAL FOR PHASE 1 ONLY

If your firm is selected for an interview and to make a brief presentation to SMU, you will be required to submit a

Fee Proposal for the scope of work associated with Phase 1 by 10am CDT, Monday, April 5, 2010. The Fee

Proposal must be delivered in a sealed envelope to:

Suzanne Hamic Office of Planning, Design, and Construction





The Fee Proposal is required to be submitted in the following format:

Definition of Scope of Services for Phase 1 only and as understood

Proposed Deliverables

Compensation

o Total compensation

o Distribution of consultant fees by discipline

Supporting documentation of Subconsultant fee proposals and scope of work

Schedule for delivery of Phase 1 Services including significant milestones (based upon length of time

versus actual dates)

Proposed/Anticipated Additional Services

Hourly Rates for Architect and Subconsultants

Anticipated reimbursables at a Not to Exceed amount.

List of those individuals and their titles authorized to sign Contract Documents on behalf of the candidate

firm.

The Fee Proposal must be signed and dated by an official from the candidate firm authorized to sign

Contract Documents.


Appendix D – SMU CERTIFICATE OF INSURANCE REQUIREMENTS

Architect agrees that, with respect to the required insurance provision of the Agreement between Southern

Methodist University (“Owner”) and the Architect, all insurance contracts and certificate(s) of insurance will contain

the following provisions and that such insurance shall be in effect through the duration of the Agreement:

a) Name Southern Methodist University, its trustees, officers, employees, and agents as additional insured (as the

interest of each insured may appear) as to all insurance (where applicable) coverage required;

b) Notice of Cancellation Clause whereby the policy shall not be canceled or reduced, restricted, or limited until

thirty (30) days after the Owner has received written notice, as evidenced by return receipt of a registered or

certified letter, of such cancellation, or reduction, restriction or limitation of the insurance policy;

c) Provide that all provisions of this Agreement concerning liability, duty and standard of care, together with the

indemnification/defense provision of the Agreement, shall be underwritten by contractual coverage sufficient to

include such obligations within applicable policies.

NOTICES

Architect shall notify SMU in the event of any change in coverage and shall give such notices not less than thirty

(30) days prior to the change, which notice must be accompanied by a replacement Certificate of Insurance.

Architect must keep such insurance in effect through the duration of their work on campus and must provide an

updated certificate(s) if a policy expires before such time. The certificate must reflect that the insurance company

will provide thirty (30) days’ written notice to SMU before cancellation of any policies. Any language modifying

the insurance company’s duty to provide notice should be stricken by the insurance company, and replaced with the

following statement on a typical insurance certificate:

CANCELLATION

SHOULD ANY OF THE POLICIES DESCRIBED IN THIS DOCUMENT BE CANCELED BEFORE THE

EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MAIL THIRTY (30) DAYS WRITTEN

NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.

All notices shall be given to SMU at the following address:

Sandra Tefft, Contracts Administrator Anita Ingram, Executive Director

Office of Planning, Design and Construction The Office of Risk Management

Southern Methodist University Southern Methodist University

Dawson Service Center Dawson Service Center

PO Box 750273 PO Box 750231

Dallas, TX 75275-0273 Dallas, TX 75275-0231

Approval, disapproval, or failure to act by Owner regarding any Certificates of Insurance supplied pursuant to this

Agreement shall not relieve Architect of full responsibility or liability for damages and accidents as set forth in the

Agreement. Bankruptcy, insolvency or denial of liability by the insurance company shall not exonerate Architect or

its officers, trustees, employees and agents (including consultants, persons or entities hired by Architect) from

liability.

In the event that any claim for loss or damage arising from Architect’s negligence exceeds the limits of the insurance

policies and/or is not insured under the terms of the policies, Architect shall stand the risk at its sole expense.

Owner shall have the right to withhold any and all payments due Architect under the terms of this Agreement until

Architect furnishes additional security covering the loss or damage.


INSURANCE COVERAGE

The Architect, consultants, persons or entities performing work pursuant to this Agreement are required to provide

Certificate(s) of Insurance evidencing insurance coverage of the types and in the minimum amounts shown below:

GENERAL LIABILITY General Aggregate $2,000,000 (includes Products &

Completed Operations)

Each Occurrence $2,000,000

AUTOMOBILE LIABILITY Combined Single Limit $500,000

WORKERS COMPENSATION

and

EMPLOYERS’ LIABILITY $1,000,000 (Each Accident)

$1,000,000 (Disease -

Policy Limit)

$1,000,000 (Disease -

Each Employee)

PROFESSIONAL LIABILITY $2,000,000

If claims-made form is afforded on any of the above insurance coverage, the retroactive date, if any, must precede

the commencement of the performance of the contract. Also, if any policy is either canceled or non-renewed and

not replaced by another claims-made policy with either the same or earlier retroactive date, Architect agrees to

purchase an extended reporting period, at its own expense.

NOTE: All alternate insurance for nonsubscriber and other self-insurance options must be submitted and approved

by SMU Office of Risk Management prior to commencement of the Services.

REQUIREMENTS OF ARCHITECT

Prior to commencement of the Services, Architect:

a) will provide insurance coverage by a company licensed to do business in the State of Texas at the time the

policy is issued with such company being acceptable to the Owner;

b) will forward to Owner, in duplicate, Certificate(s) of Insurance evidencing Architect’s insurance coverage of the

types and in the amounts defined herein;

c) will verify all consultants, persons or entities hired by Architect pursuant to this Agreement comply with the all

of the terms and conditions of the Agreement inclusive of the insurance requirements defined herein;

d) upon Owner’s request, shall provide Owner with a copy of all consultant Agreements, purchase orders, and

Certificates of Insurance for same, and shall maintain same at its office;

e) will not allow any insurance to be canceled or lapse; and,

f) will waive subrogation against the Owner, its trustees, officers, employees and agents for injuries, including

death, property damage or any other loss to the extent same may be covered by the proceeds of insurance.


Appendix E – STANDARD AIA OWNER/ARCHITECT AGREEMENT AS AMENDED BY SMU