Request for Proposal - Louisville Foundation · 1. Complete design, planning, programming, schematic design, design development, full ... Request for Proposal - Architectural and

REQUEST FOR PROPOSAL ARCHITECTURAL AND ENGINEERING

SERVICES

Lump Sum Proposal

Developer: University of Louisville Development Company, LLC and

NTS Development Company

Project: ShelbyHurst Office Buildings 300, 900 & 1000

Louisville, Kentucky

ISSUED MONDAY, APRIL 18, 2016

RESPONSES DUE THURSDAY, MAY 5, 2016, BY 5:00 PM EDT

The information contained herein has been prepared for the express use of University of Louisville Development Company, LLC and NTS Development Company and should be considered strategic and confidential. Reproduction and distribution beyond the named recipients is strictly prohibited.

Request for Proposal - Architectural and Engineering Services ShelbyHurst Office Buildings 300, 900 and 1000

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TABLE OF CONTENTS I. PROJECT DESCRIPTION AND LOCATION A. Description and Location of the Property 1. Regional and Neighborhood Context Maps and Description 2. Description of the Subject Development Parcels B. Development Guidelines II. SCOPE OF SERVICES A. Architectural and Engineering – Services Summary III. QUALIFICATIONS/PROPOSAL SUBMITTTAL GUIDELINES A. Qualifications/Proposal Format Section I – Corporate Information and Firm Profiles Section II – Experience and Project Approach Section III – Proposed Team Section IV – Fee Proposal Section V – Additional Information IV. SELECTION INFORMATION

A. General Information

1. Selection Criteria 2. Schedule of RFP Events

ATTACHMENTS Attachment A - Zoning Ordinance Attachment B - Binding Elements Attachment C - Minutes of Mtg LMPC Feb 2010 Attachment D - Louisville Metro Ordinance No. 131, Series 2013 Attachment E - Building 300 Documents Attachment F - Building 900 Documents Attachment G - Building 1000 Documents Attachment H - Fair Labor Standards for Taxpayer Subsidized Projects Attachment I - Local Participation Agreement Attachment J - Bid Form (excel and pdf files)


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I. PROJECT DESCRIPTION AND LOCATION A. Description and Location of the Property

1. Regional and Neighborhood Context Maps and Description: The University of Louisville Foundation Office Park, also known as the ShelbyHurst Research and Office Park (ShelbyHurst) is situated in Eastern Jefferson County in the northwest quadrant of the highly recognized intersection of Shelbyville Road and Hurstbourne Parkway. The site is about two miles north of I-64 from the Hurstbourne Parkway Interchange and approximately 10 miles east of Louisville’s Central Business District. A limited liability company for each future office building will be formed via a joint venture agreement between the University of Louisville Development Company, LLC (ULDC) and NTS Development Company (NTS), hereafter referred to as the (Developer). The Developer is committed to constructing the next three office buildings (300, 900 and 1000) in ShelbyHurst.

Regional Context Map


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ShelbyHurst is well situated in close proximity to business and office parks, public transportation, regional shopping, diverse housing opportunities, parks and recreational facilities.

Neighborhood Context Map

2. Description of the Subject Development Parcels: The Developer completed “600 North,” ShelbyHurst’s 1st office building in May, 2012. The 2nd office building, “700 North”, was completed in June, 2015 and “500 North” is slated for completion in May of 2016. The 500 North, 600 North and 700 North office buildings all front on Hurstbourne Parkway and are named in reference to their respective Hurstbourne Parkway street addresses. All three buildings are virtually fully leased. Due to the rapid absorption of these projects, the Developer is seeking proposals to start the architectural and engineering work on the next three office buildings; 300, 900, and 1000. These building numbers do not correlate with Hurstbourne Lane addresses, but rather will have North Whittington Parkway addresses.


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Exhibit Showing Partial Park Layout


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Exhibit Showing the Location of the 300 Building

Exhibit Showing the Location of the 900 and 1000 Buildings


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B. Development Guidelines

The subject sites are presently zoned OR-3 (typical for suburban office development) and are located within the Campus Form District as defined in the Metropolitan Land Development Code. Since an objective of the development is to create a Class A+ office/research park, it is necessary to have enhanced restrictions that will create the desired visual amenities, as well as physical attributes created by developer/owner/lessor restrictions that will be maintained by an association.

Although multiple uses are permitted under the OR-3 Zoning, it is the intent of the Developer to construct additional Class A+ professional, multi-tenant office building for this phase of development.

The proposed general lot development requirements for the campus are as follows:

Minimum Lot Size: None Max Floor Area Ratio (FAR): 4.0 Max % Building Coverage: None Open Space Required: 10% Max Building Height: 150’*

*The ShelbyHurst Research and Office Park will be limited to a maximum building height of 5 stories.

• Building Setbacks Hurstbourne Parkway: 50’ Shelbyville Road: 50’ Internal Streets: 25’ Side Yard: 0’ Rear Yard: 20’

• Landscape Buffers Hurstbourne Parkway: 30’ Shelbyville Road: 50’ Internal Streets: 25’

The requirements of the Metropolitan Land Development Code shall govern parking, lighting, loading, and landscape requirements. Please see Attachments A-D (Zoning Ordinance, Binding Elements, Minutes of Mtg LMPC Feb 2010 and Louisville Metro Ordinance No. 131, Series 2013) for the subject properties, which speak to additional restrictions based on the project during the 2010 rezoning.

In February 2016, the Developer recently obtained Detailed Development Plan approvals for the 300, 900 and 1000 buildings. Please see Attachments E, F, & G (case information, binding elements and approved plans) for each building. It is important to note that these approvals were obtained with the maximum allowable building sizes to offer the Developer maximum flexibility. The Developer anticipates that these three buildings will likely be smaller than what is on the approved plans. The Developer anticipates that building 1000 will be two floors and both buildings 300 and 900 will each


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be four floors. The final building size for each building will be determined in collaboration with the selected Architectural Firm (the “Firm”). The ShelbyHurst Development must follow all requirements in the Fair Labor Standards for Taxpayer Subsidized Projects (Attachment H) and Local Participation Agreement (Attachment I). While this doesn’t pertain to Professional Services, it will apply to all efforts associated with the construction of each project.

Currently planned parameters for the subject office buildings:

• LEED Certification (Base Level) • Sustainable site • 2-4 floors • 40,000 – 150,000 u.s.f. • Class A+ Office • Leading Edge Design • Parking: 4-5 : 1,000 • Architecture that supports and compliments the architecture and pallet established with the 500, 600 and 700 Office Buildings • Floor Plates: +/- 29,000 u.s.f. • Minimal column interference in tenant spaces • Common area conference room • Outside employee patio/break area • Minimum 10’ (first floor) and 9’6” (upper floors) finished ceiling heights throughout • Generator pad location and conduits for future tenant use


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II.SCOPE OF SERVICES

A. Architectural and Engineering – Services Summary

The Developer intends to first engage the services of a qualified Firm to provide initial conceptual design services (Phase 1) for the 300, 900 and 1000 buildings. The typical Phase 1 work associated with the completion and approval of the Detailed Development Plans (DDPs) is complete. The approved DDPs will guide the design for the site and limit the building size; however, exercises to determine the final building size, footprint, core, elevations, etc. have not been performed and will be required as part of this scope. Subsequent Phases (Phases II through IV) of design services listed below for each lot (300, 900 and 1000) may be awarded to the selected Firm and are, therefore, being competitively bid in this qualification process. Such subsequent engagements for Phase II through IV for each lot will be at the Developer’s sole discretion. The Developer anticipates that the architect services will include, without limitation, the following:

Phase 1 (Conceptual Design and Marketing): 1. Create to the satisfaction of the Developer multiple massing exhibits, elevations and

conceptual building footprints for the 300, 900 and 1000 buildings. 2. Preparation and administration of schematic design and/or design development

packages for release to selected contractors for pricing. 3. Create conceptual renderings, floor plates, flybys/site plans and other marketing type

material as needed by and to the satisfaction of the Developer so that preleasing marketing efforts can begin. A sample packet from a prior project will be available upon request.

Phase 2 (Design Feasibility, Cost Estimates and Detailed Development Plan): 1. Preparation of multiple cost estimates that will assist in making decisions related to

material options, building size, LEED requirements and other specifications. 2. Assist with the creation of a Loan Package to secure construction financing. 3. Assistance with evaluation and preparation of cost-saving and/or value engineering

alternatives developed during design, preconstruction, and/or construction phases and incorporation of approved alternatives or changes into the design documents.

4. Provide and submit elevations and other required documentation for approval per the requirements of the Detailed Development Plans for each building. Coordinate with the Architect’s Civil Engineering firm and assist the Developer with all meetings, drawings, renderings, etc. to facilitate public meetings related to the approval of the Detailed Development Plan, construction plans and all other agency reviews.

Phase 3 (Final Design Services): 1. Complete design, planning, programming, schematic design, design development, full

construction documents, specifications, contract documents and bid administration, as outlined in the standard AIA Agreement for Design Services. Basic services shall include the design and coordination with the following disciplines, which are required to complete the design element of the project: a. Civil Engineering


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b. Structural Engineering c. Interior Design d. Mechanical Engineering e. Electrical Engineering f. Plumbing Engineering g. Fire Protection h. Landscape and Irrigation Design

2. Assist in the selection of firms identified in Phase 3-1, (a-h), as well as the General Contractor. Once selected, the Firm will be responsible for all coordination and management of the participating firms.

3. Review of documents with governing authorities during design and construction. Preparation and submission of documents necessary to obtain all required permitting and regulatory approvals.

4. Coordination and incorporation into the documents all details related to Owner furnished equipment and systems. These include, but are not limited to, the following: a. Fixed and Movable Equipment b. Furniture c. Communication Equipment d. Phones e. Computers f. Interior Design g. Signage and Graphics (Interior, Exterior, Donor) h. Security Systems i. Sound Systems

5. Ensure that the design anticipates and secures a base level LEED certification at a minimum. Coordinate, collect, provide and submit all necessary documentation, calculations, verifications, etc. to the USGBC for all LEED submissions and resubmissions necessary to achieve LEED certification.

Phase 4 (Construction Administration): 1. Respond to RFIs, RFCs, Product Submittals, Product Substitutions, etc. 2. Construction Monitoring 3. Pay Application Reviews 4. Assistance with scheduling and phasing issues. 5. Attendance at required meetings, including, but not limited to, regularly scheduled

coordination meetings during the design and construction phases.

Each responding Firm should feel empowered to expand on the scope outlined above as it feels necessary to provide the services desired and provide in its response any other tasks that will be completed during the above phases of work.


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III.QUALIFICATIONS/PROPOSAL SUBMITTAL GUIDELINES A. Qualifications/Proposal Format

• Firms will be evaluated on the basis of overall experience and depth of resources with preference to Firms that can meet an aggressive time schedule and budget. Review and consideration of capabilities will be given to each Firm.

• It is imperative that the RFP be complete and contains all of the information requested.

• In the interest of performing a thorough and timely evaluation of all qualifications received, all qualifications should be submitted in the following tabbed format:

Section I – Corporate Information and Firm Profiles

1. History of the Firm, including present ownership and key management individuals. Describe any recent (within the past three years), current, and/or anticipated changes in overall corporate management ownership.

2. Location of corporate headquarters and other divisional offices. Specify which

office(s) will be involved with these projects.

3. Pertaining to the office(s) serving these projects, indicate the total number of full-time equivalents (FTEs) dedicated to the architectural sector and delineate by management, professionals (by discipline), and secretarial/clerical.

4. A corporate organization chart showing authority structure and depth of resources.

5. Identify any joint venture or sub-consulting firm(s) proposed to be part of the Team

for these projects. Please provide the following information for each firm: a. Name of firm b. Firm History/Profile c. Location of Corporate Office d. Location of Office(s) Performing the Requested Services e. Length of Time in Business (years) f. Service(s) To Be Provided

Section II – Experience and Project Approach

1. Identify at least three of the most recent projects in which your firm has provided architectural services that are similar to the projects outlined in “Project Description and Location”. The following information is requested on each project: a. Facility Name and Address:

i. Name of Parent System (if applicable) ii. Profit or Non-Profit Status

iii. Completion Date and/or Status of Project


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b. Project Description (identify new construction and/or renovation and major elements of the project and/or any unique features).

c. Project Size (number of square feet and separate new construction from renovation).

d. Lead design architect from your firm and other key personnel involved in the project. Identify whether those individuals are proposed for each of these three buildings.

e. Client Reference (Name, Position, Address, and Telephone Number) f. Project Budget:

i. Initial Budget ii. Final Budget

iii. Variance (%) g. Fees and Reimbursables:

i. Fee ($ amount and % of construction cost) ii. Amount of Additional Services ($)

iii. Total Reimbursable Costs ($) h. Who was the General Contractor/Construction Manager involved with the

project? Please name the firm and a key contact (name, position, and telephone number).

i. Photographs, plans, diagrams, and other graphic materials for the three recent projects described in the proposal should be submitted under separate cover. Please submit only one (1) copy of photographs and other supporting materials.

2. Describe the Firm’s approach to staying abreast of emerging technologies, innovative

design practices, materials, construction practices and the current market pricing structure.

3. Provide descriptions of any unique services or processes that your firm could offer to

this project. Are any of the services listed regularly subcontracted to other entities? If so, which ones?

Section III – Proposed Team

1. A project specific organization chart outlining personnel roles and responsibilities.

2. Submit the current resumes of the proposed team members outlined above, including their experience and qualifications. Resumes should be no longer than one (1) page in length and specifically address the individual’s Class A, speculative office architecture experience on completed projects of similar size. Resumes should include a minimum of the following information: a. Name of Individual b. Office Location c. Education/Degree/Year Received d. Type and associated Years of Experience e. Years with Firm f. Project Assignment/Role Description including anticipated time commitment to

the project.


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g. Relevant Project Experience: including project name, project description, project size (square feet), and current project status.

3. Indicate which, if any, proposed team members have worked together before on projects (preferably in a matrix format). Also, if applicable, identify whether your firm has previously worked with the proposed sub-consulting firm(s).

Section IV – Fee Proposal

Because the scope of the project is well defined at this point, the Developer asks that you:

1. Utilize the attached Bid Form (Attachment H) to provide a lump sum bid and a capped expense category for each individual phase (Phase I, II, III and IV) of each project as identified in Section II Scope of Services.

2. Provide any applicable multipliers for additional consulting services and

reimbursables with a capped or maximum expense (not to exceed) category.

Because the timing of each subsequent phase will likely be dictated by the success of the preleasing marketing efforts, all proposals shall be good for two (2) years from the date of submittal.

Section V – Additional Information

1. Schedule: Assuming a start date around June 1, 2016, please provide an anticipated schedule with durations to complete each phase of the Scope of Services.

2. Suits and Claims: Describe all instances of project disputes, which in the last five

years reached the level of formal mediation, arbitration, or litigation. For each dispute, describe the parties involved, the nature of the dispute, and the amount in dispute. Please provide this information for all such disputes arising out of the firm’s projects, regardless of whether the firm was a party or a witness in the dispute. This information will be kept strictly confidential and used only for purposes of this selection.

3. Due Date: Proposals from interested Firms must be received by 5:00 pm on

Thursday, May 5, 2016. RECEIPT OF QUALIFICATIONS/PROPOSALS: Please submit four (4) copies of the RFP to: Matt Ricketts NTS Development Company 600 North Hurstbourne Parkway, Suite 300 Louisville, Kentucky 40222 (502) 426-4800 X225


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a. Proposals shall be sent overnight delivery, courier, or registered mail. b. Electronic copies, in Adobe PDF format, are required in addition to submitted

hard copies. c. Proposals received via fax or e-mail will not be considered.

QUESTIONS/REQUESTS FOR INFORMATION: Please direct all inquiries related to the project and this RFP to: [email protected]

All questions should be asked via email so that they can be documented and broadcast to all participating parties if appropriate.

4. Miscellaneous:

a. Any direct contact with members of the University of Louisville selection committee, Foundation board members, employees, or consultants outside of the structured process (listed above) will be grounds for disqualification.

b. Developer will use discretion in providing answers to questions submitted from all Firms responding to this RFP. If questions are general or informational in nature, answers will be broadcast to all respondents. However, if questions are of a proprietary nature, answers will be provided only to the Firm that issued the request.

c. All materials submitted will become the property of the Developer and will not be returned to the proposing Firms.

d. Developer reserves the right to accept or reject any proposal for any reason at its sole and absolute discretion.

5. Confidentiality: The information contained in this RFP and any information about

the University of Louisville and NTS Development Company and its campuses, facilities, services, and/or business practices shall be considered strictly confidential by any Firm receiving or responding to this RFP.

mailto:[email protected]


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IV.SELECTION INFORMATION A. General Information

The evaluation of qualifications will be conducted in the following manner: • All submittals received will be given a preliminary screening and evaluation. • Developer reserves the right to reject any or all proposals and to waive any

informality in proposals received whenever such rejection or waiver is in the interest of the Developer.

• It is understood and agreed by the submitting Firms that submittals, interviews, etc. are voluntary and that the Developer and/or its employees, agents, etc. are not responsible for any compensation and/or other commitments associated with submittals or interviews.

• Any submittal that does not contain each element described in this RFP, fully completed, initialed, and/or executed, as appropriate, may be judged incomplete and may not be considered further.

1. Selection Criteria: The major categories that compose the evaluation criteria in

determining the short list are as follows: a. Completeness of qualifications in responding to the information requested in the

format outlined. b. Current and past experience and performance in providing design services for

similar programs. c. Evaluation of key personnel and fit with the Developer project personnel. d. Probable responsiveness of the Project Team and availability to the Developer. e. Depth of the Firm, including capabilities and availability of resources. f. Budget to actual outcome of past projects. g. Creativity of Project Team. h. Fee compared to other Responses. i. The ability of the Firm to meet an aggressive timeline and budget.

2. Schedule of RFP Events:

a. RFP Issued: Monday, April 18, 2016 b. Deadline for Submission of RFP Questions: Friday, April 22, 2016 c. Response to Questions Published: Wednesday, April 27, 2016 d. RFP Due: Thursday, May 5, 2016 @ 5:00pm e. Interviews and Presentations of selected finalists are anticipated to be conducted

the week of May 9, 2016. f. Notice to Proceed will likely be issued in May, 2016. g. Developer intends to negotiate an agreement with the selected Firm as

expeditiously as possible following the selection. However, the Firm tentatively selected will be required to attend and participate in certain meetings regardless of the status of the formal agreement with the Developer.