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Frequently Asked Questions about Willard Hall & Hallett Hall Residential Re-Commissioning

1)  Who is on the Selection Committee?

Selection Committee for this project will be composed of Paul Leef, Campus Architect; Chair, Thomas Goodhew, Planner, Facilities Planning; Katherine Dunklau, Design & Construction; Candy Roberts, Design Review Board; Steve Hecht, and Lori Lander, representing Housing and Dinning Services.  Other members may be added to the selection committee in the next week or so.

Phone numbers can be obtained by searching the CU-Boulder Phone Directory .

2) Does any firm have an advantage in the selection process?

The University of Colorado at Boulder selects firms solely on the qualifications listed in the RFQ and expanded in the Information Packet. Prior work of any kind at the university is not a guarantee that a particular project will be given to a firm. On the other hand, the second criteria, (Understanding of the Project), often is demonstrated by firms familiar with the building and programs. Clearly, any firm that can thoroughly research the project, synthesize concepts for the successful execution of the idea, and demonstrate that for the selection committee will succeed in getting this project.

3) How does the university feel about out-of-state consultants?

CU-Boulder has no policy prohibiting or encouraging out-of-state firms, however experience has shown that in-state firms provide better service to the university. Out-of-state firms must demonstrate that their experience is superior to that of in-state firms. Firms that partner with local firms should have experience with other projects, so that contractual arrangements have been worked out in advance of this project.

4) What are the WBE/MBE goals for the project?

The university's goal for MBE participation is 17%. For WBE, the goal is a range from 8% to 23.8%. Firms submitting may be required to demonstrate that they have made an effort to obtain qualified sub-consultants.  These forms are not required to be completed at this point.  Forms will be part of the contracting requirements for the selected firm.  We encourage firms to discuss in there submittal how they might address these issues.

5) Are there any specific sub-consultants that are needed for this
    project?

The University uses a two step selection process for the selection of major sub-consultants. During contract negotiations, separate interviews typically for consultants who will have a major role in or provide a specialized service critical to this project (e.g. mechanical, electrical, telecommunications consultants )  will be conducted jointly by the consultant and University. Other minor sub-consultants (e.g. structural, civil, landscape architecture, cost consultants) should be included in the submittal package.

6) The RFQ implies that in-state firms must be in the lead, is that
    correct?

No, that assumption is incorrect. The RFQ's wording is to make sure that the architect of record is licensed in the State of Colorado. Any firm holding such a license may submit as the lead firm. Please refer to Question 3 above and note that an out of state firm will have to demonstrate how their level of service will exceed that of in-state firms, particularly in the areas of capability, understanding of the project and methodology.

7)  Was the Program Plan completed in house or was there a
     Program Architect?

The Program Plan was prepared in 2008 by the Planning staff of the Department of Facilities Management.  A copy is available on the project page.

8)  We noticed the Pre-application meeting was non-mandatory;
     could you elaborate on your view on why it is not necessary
     for a firm to attend the meeting?

The pre-submittal meeting is an opportunity for firms to find out general information about the project and the submittal process, at their option. For the RFQ submittal, we are primarily looking at architects' qualifications and not expecting much about this specific project at this time. Finally, we have found that many firms may have previous commitments on a pre-submittal meeting date.

9) Where and how do we submit our RFQ?

Submittal procedures are explained in the RFQ information packet; however, some additional clarification is required about addressing mail to Facilities Management. When mailing items through the US Postal Service the item must go through Campus Mailing Services, which exclusively uses the campus mailbox designation 453 UCB. Express services (e.g. FedEx, UPS, Airborne) and couriers deliver directly to Facilities Management's offices located at 1540 30th Street.

If a firm elects to use US Postal service, allow an extra day for delivery, and address the package as:

Thomas E. Goodhew, Planner
Facilities Planning
Facilities Management
453 UCB
Boulder, Colorado 80309-0453

Express mail and couriers should be addressed to:

Thomas E.Goodhew
Facilities Planning
Facilities Management
1540 30th Street, Room 301
University of Colorado at Boulder
Boulder, Colorado 80309

Of course, you may always deliver the submittals in person to the 30th Street address, Room 301.

10)  Is there a preferred or required software format for the
       building information model?

Recognizing that the industry is still sorting out the advantages and disadvantages of the software, we have not established a requirement or standard.  Please also reference the CAD / Document Management web page on the Facilities Management web site.

11)  Will the consultant be expected to do LEED Commissioning?

The University is its own commissioning agent.  The consultant team will be expected to participate in the commissioning process but not serve as the commissioning agent.

12)  In the RFQ you ask for the drawings to be in CAD, but also
      request Building Information Modeling of the building
      systems, so are you requiring the use of Revit on certain
      portions of the projects?

Our standards require that all drawings be submitted in AutoCAD format.  For these projects, the need for BIM is minimal as we anticipate minimal work on building systems.  We will probably require BIM from the design team.  If design team members are using Revit for the project, we ask that those models be made available.

13)  Is the Commissioning Service a separate contract from this
      RFQ?

Commissioning of the building systems is to be done by CU, typically by our staff.

14)  In looking at the fee you have identified a professional
       services budget of $378,700 for both projects.  We are
       wondering if that is strictly architectural or if that does
       include all engineering consultants as well?

The fees listed would include all engineering fees as well as architectural fees described in the RFQ.

15)  Are you able to share which firm did the original program
       plan?

The program plan for the projects was done by Facilities Planning staff.

16)  I am wondering when the submittal for the Willard Hall and
      Hallett Hall Re-commission project is due.  In the RFP it
      states Thursday, April 21, 2009 at 4:00 p.m.  April 21 is a
      Tuesday.  Can you please clarify?

The Submittals are due by Tuesday, April 21, 2009, at 4:00 p.m.

17)  Do these buildings currently have fire sprinkler systems?

Willard and Hallett Halls both currently have full fire sprinkler systems.    

18)  I have reviewed the Program Plan as well as the RFQ and
       have found a discrepancy in the Professional Services fees.  
       On page 8 of the RFQ Information Packet the fees add up to
       $378,700.00 and on pages 19 & 20 in the Program Plan the
       fees add up to $652,588.00.  Can you explain the substantial
       difference in these fees and comment on which fees are
       correct?

The fees noted on pages 19 and 20 of the Program Plan include all professional fees that we anticipate for the project.  This includes items such as internal construction management and inspection fees,  fees for testing and monitoring hazardous materials and other studies, test and inspections that the owner would pay for directly.  The fees listed on page 8 of the RFQ are the anticipated architectural and engineering fees for the basic services described in the RFQ.  

19)    If we elect to use a contractor as our cost estimator throughout the design process,
        will that contractor be allowed to bid the project if they want to do so and deemed
        qualified by you?

This situation has happened many times.  The contractor would still be allowed to bid, assuming they were able to meet the general minimum qualifications that are set for the project.  

20)    I was at the pre-submittal meeting on Monday and have a question regarding the
        2nd tier consultants.  Should the three M/E firms be named in the proposal being
        submitted on the 21st or should they only be named after the architect is selected?

I suggest that you not list your MEP consultants in the proposal.  Keep your proposal as concise as possible.  Understand that we have limited time to review these documents.  

21)    The submittal of qualifications is to include “Anticipated percentages of the effort            and the fee devoted to the design effort for the major components of this project.” 
         Is this a request to break down the “anticipated fee” for each project as indicated             by the University in the RFQ into the anticipated fee percentages for architectural,
         structural, mechanical, electrical, etc. services?

This is more about how you allocate between the different design phases - how you intend to allocate resources between Concept, Schematic, DD, etc.  This provides us with insight as to how you structure your process and your understanding of our review process.  

22)     What year were Hallett and Willard constructed?

Willard was constructed in 1955; Hallett was constructed in 1956.  

23)     What type of HVAC system do the buildings have? 

Both facilities are perimeter hot water fin-tube radiator systems;  heat is provided from the central steam plant for the campus with a heat exchanger in each building.  There are no central cooling or ventilation systems for the buildings.