CMU COLORADO MESA UNIVERSITY REQUEST FOR QUALIFICATIONS FOR

Transcription

1 CMU COLORADO MESA UNIVERSITY REQUEST FOR QUALIFICATIONS FOR DESIGN, FABRICATION AND INSTALLATION OF GRAPHICS AND INTERACTIVE VIDEO IN THE COLORADO MESA UNIVERSITY BROWNSON ARENA LOBBY For: Colorado Mesa University For the: Brownson Arena Lobby Published: November 8, 2017 Due: December 8, 2017, 11:00 a.m. MST

2 I. INTRODUCTION Colorado Mesa University ( CMU ) is seeking proposals from qualified environmental graphic and interactive exhibit design firms for work in support of its intercollegiate athletic programs ( Project ). The Project is for works to be displayed in the main hallway lobby inside Brownson Arena: Through this solicitation, Colorado Mesa University intends to contract with one firm whose capabilities include project design, fabrication and turnkey installation. OFFICIAL MEANS OF COMMUNICATION: During the solicitation process for this RFQ, all official communication between the Purchasing Department and Offerors will be via postings on the Rocky Mountain Bids System or the Colorado Mesa University s Purchasing website at: Colorado Mesa University Purchasing Department will post notices which will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning Offeror. It is incumbent upon Offerors to carefully and regularly monitor either the Rocky Mountain Bids site or the Purchasing website for any such postings A. PROJECT DESCRIPTION Colorado Mesa University is adding static and interactive displays and images that describe CMU s athletic history, tell the stories of athletes and teams and showcases their achievements and passion for excellence. A trophy case dedicated to national championships and designed for future growth is required. Regional championships, Rocky Mountain Athletic Conference ( RMAC ) championships, Hall of Honor Inductees, All-Americans and individual champions for 26 Division II ( DII ) sports and a select number of Club Sports need to be accommodated in the design and/or interactive programming. The proposed solution(s) and design(s) for these elements should be scalable and enable the University to adapt the exhibit as needed over time for future awards in each category and the expansion or elimination of sports. EXHIBIT 1: FLOOR PLAN AND PHOTOS OF CURRENT LOCATIONS Key components of the Project include the following: 1. Collaborate with Colorado Mesa University Athletics staff and Marketing Department to identify story lines and design concepts that support Colorado Mesa University s desired images and messages. 2. Recommend specific locations within the Brownson Lobby for each graphic format. 3. Confirm work can be accomplished within a designated project cost Design, fabricate and install the work. Key project goals include the following: 1. Recruitment Create and showcase CMU athletics resulting in a recruiting tool for all student athletes. 2. Create school spirit, motivating current students and staff 3. Honor Alumni 4. Donor Development Page 1

3 Scope of Work includes: Phase 1: Conceptual Design Phase Phase 2: Fabrication and Installation of graphic design and installation of video hardware Phase 3: Interactive Video Content Development, Programming and CMS Training Qualifications 1. Professional Design Firm Qualifications: A professional design and fabrication firm who is experienced in providing design and fabrication services of the kind indicated. 2. Firm must demonstrate that they can oversee and collaborate with various subcontractors including but not limited to general contractors and specialty trade services. 3. Firm must have demonstrated experience producing similar displays and interpretive spaces. A minimum of 3 years experience is preferred. Submittals must provide no less than three examples of completed projects including but not limited to collegiate institutions in the past 3 years; conceptual design and photos of finished product. Submittals must provide references for previous projects referenced above. Indicate in submittal the following information about your firm s ability and desire to perform this work. Provide a brief description of your firm and the focus of the practice. Identify the firm s key personnel and who will be assigned to CMU s project. Describe your firm s prior experience with similar projects including but not limited to collegiate experience. Include information about the process used to develop the storyline and graphic theme, type of graphics installed (i.e. static, interactive) and project timeline/milestones/completion dates. Describe whether your firm provides in-house production and installation services. Describe your firm s experience, understanding and accommodating the requirements of students, staff and visitors with disabilities. Describe the technology proposed in your solution. Include all aspects of technology inclusive of software, hardware and any integration required with the University s relational database, Ellucian Banner. Project Delivery Timeline Work shall commence upon execution of a contract immediately following selection of a firm, A February 1, 2018 start date with installation and completion by August 1, A sample contract is attached with this solicitation for review Page 2

4 1 Price/Cost It would be helpful to understand for budgeting purposes how project costs are determined. Please describe and itemize the cost components of the project. If your fee is a percentage of the total project cost please fill out the table below. Responses are for budgetary purposes only. Total Project Costs $300,000 $400,000 $500,000 Design Fees B. SELECTION PROCESS The selection process will involve two stages: submittals will be screened and scored. A limited number of firms will be short listed and invited to participate in oral interviews. Colorado Mesa University will attempt to negotiate a contract with the highest ranked firm following the interview segment Following is additional information relative to the selection process: 1. Pre-submittal Conference: To ensure sufficient information is available to firms preparing submittals, a pre-submittal conference call is scheduled. The intent of this conference call is to discuss the project and have key University staff available to discuss the project. Should firms elect to attend in person for a site visit the information is provided below. The pre-submittal conference will be held on: November 15, :00 p.m. MST Colorado Mesa University Lowell Heiny Hall Room N. 12 th Street Grand Junction, CO #17 on the campus map. Conference call in number: Access code: Firm s Submittals: Specific requirements for submittals and scoring criteria are detailed in II. SUBMITTAL REQUIREMENTS. In order to facilitate review, One Original (1) and One (1) Electronic Copy (CD or USB) of submittals must be provided. Submittals must be received at: Colorado Mesa University Purchasing Department Attn: Suzanne Ellinwood, Purchasing Manager 1260 Kennedy Avenue Grand Junction, CO sellinwo@coloradomesa.edu Page 3

5 Deadline for receipt (whether mailed or hand delivered) is: December 8, :00 a.m. MST Late submittals will be rejected without consideration. The University assumes no responsibility for costs related to the preparation of submittals. 3. Evaluation Committee/Short List: An evaluation committee will evaluate Submittals. The committee will review and score the submittals. Firms ranked the highest will be invited to an on campus oral interview. 4. Oral Interviews. It is anticipated that oral interviews will be conducted during the week of January 5, The time and venue for interviews is to be determined. Key personnel from the firm and major consultants who will be directly involved with the project should attend the interview. The interview evaluation committee will, in particular, be interested in knowing about the project approach proposed and in meeting the individuals who will act as the primary contacts with the [agency/institution]. C. SCHEDULE Following is a detailed schedule of events for the RFQ process and an outline of the schedule for the balance of the project. Advertisement November 8, 2017 RFQ Document Available November 8, 2017 Pre-submittal Conference November 15, :00 p.m. Written Inquiries Due November 20, 2017,11:00 a.m Response to Written Inquiries November 22, 2017 Submittals Due December 8, 2017, 11:00 a.m. Submittal Screening Week of December 15, 2017 Short List Released December 15, 2017 Oral Interviews (as scheduled) Week of January 5, 2018 Negotiation of Contract January 2018 Contract Approval (projected) January 2018 Anticipated Design Start February 1, 2018 Anticipated Project Start/Finish August 1, 2018 Page 4

6 II. SUBMITTAL REQUIREMENTS Firms will be judged not only on their past experience for the type of work involved, but also on their ability to address issues critical to the success of the project requirements outlined in this RFQ document. (Note that the primary focus of the prequalification evaluation will be the firms capability and the primary focus of the oral interview will be the proposed Project Management Team members capabilities.) Following are elements that will be used to evaluate each firm's qualifications: A. PROJECT TEAM Identify the project principal, the project manager, key staff and subconsultants. Present a brief discussion regarding how the team's qualifications and experience relate to the specific project. Qualifications and relevant individual experience. Unique knowledge of key team members relating to the project. Experience on projects as a team. Key staff involvement in project management and on-site presence. Time commitment of key staff. Qualifications and relevant subconsultant experience. B. FIRM/TEAM CAPABILITIES Are the lines of authority and coordination clearly identified? Are essential management functions identified? Are the functions effectively integrated? (e.g., subconsultants role delineated)? Current and projected work load. Note: Organization charts and graphs depicting your capacity may be included. C. PRIOR EXPERIENCE Use this portion of your submittal to describe relevant experiences with the project type described in this RFQ document and various services to be provided. Experience of the key staff and firm with projects of similar scope and complexity. Demonstrated success on past projects of similar scope and complexity. Demonstrated design creativity capturing campus culture and the ability to convey the University s story References. Note: Include the name and current telephone number of the owner s project manager for every project listed. D. PROJECT APPROACH For the project and services outlined in the RFQ document, describe how you plan to accomplish the following project control and management issues: Demonstrate that the design and outcomes achieve stated goals. Budget Methodology/Cost Control. Page 5

7 Establish and maintain estimates of probable cost within owner's established budget. Control consultant contract costs Quality Control Methodology. Insure University procedures are followed Insure the project is designed for future maintainability Schedule. Manage the required work to meet the established schedule E. WORK LOCATION Describe where the prime and subconsultants will do the key work elements of this project. Proximity of firm s office as it may affect coordination with the University and the potential project location. Firm's familiarity with the project area. Knowledge of displays and interpretive spaces for collegiate institutions. Page 6

8 Appendix A CMU PRELIMINARY SELECTION/EVALUATION FORM DESIGN, FABRICATION AND INSTALLATION OF GRAPHICS & INTERACTIVE VIDEO IN THE COLORADO MESA UNIVERSITY BROWNSON ARENA LOBBY QUALIFICATION BASED SELECTION (This form is to be used in the first step, i.e. short listing, of an design, fabrication and installation provider services selection process.) Evaluator #: Date: Name of Firm: Name of Project: RFQ REFERENCE MINIMUM REQUIREMENTS Y N If the minimum requirements have not been met, specify the reason(s): Acknowledgment and Attestation included: Y N SCORE (PROJECT SPECIFIC QUALIFICATIONS): Weight 2 x Rating 3 = Score 1. PROJECT TEAM 1 _20% x = Qualifications and relevant individual experience. Unique knowledge of key team members relating to the project. Experience on projects as a team. Key staff involvement in project management and onsite presence. Time commitment of key staff. Qualifications and relevant subconsultant experience. 2. FIRM CAPABILITIES 1 _25% x = Are the lines of authority and coordination clearly identified Are essential management functions identified? Are the functions effectively integrated (e.g., subconsultants roles delineated?) Current and projected work load. 3. PRIOR EXPERIENCE 1 _25% x = Experience of the key staff and firm with projects of similar scope and complexity. Demonstrated success on past projects of similar scope and complexity. References.

9 4. PROJECT APPROACH 1 _25% x = Budget methodology/cost control. Quality control methodology. Schedule maintenance methodology. 5. WORK LOCATION 1 5% x = Proximity of firm s office as it may affect coordination with the University s project manager and the potential project location. Firm's familiarity with the project area TOTAL SCORE: 4 NOTES: 1. Additional criteria can be included that reflect the unique characteristics of the project under each category to help determine the submitter's overall qualifications. 2. Weights are to be assigned prior to evaluation and are to be consistent on all evaluation forms. Use only whole numbers. 3. Rating: 10 = Excellent 7 = Good most requirements met 4 = Satisfactory some requirements met, not sufficient 1= Unsatisfactory requirements essentially not met 4. Total score includes the sum total of all criteria. Note: A passing score (as a percentage of the total points available) is to be established prior to evaluation.

10 Appendix A1 CMU PRELIMINARY SELECTION/EVALUATION FORM DESIGN, FABRICATION AND INSTALLATION OF GRAPHICS & INTERACTIVE VIDEO IN THE COLORADO MESA UNIVERSITY BROWNSON ARENA LOBBY QUALIFICATION BASED SELECTION (This form is to be used in the second step, i.e. oral interview, design, fabrication and installation provider services selection process.) Evaluator #: Date: Name of Firm: Name of Project: SCORE (OVERALL QUALIFICATIONS) 1 : Weight 2 x Rating 3 = Score 1. PROJECT TEAM 1 25% x = 2. TEAM CAPABILITIES 1 25% x = 3. PRIOR EXPERIENCE 1 20% x = 4. PROJECT APPROACH 1 25% x = 5. WORK LOCATION 1 5% x = TOTAL SCORE: 4 NOTES: 1. Additional criteria can be included that reflect the unique characteristics of the project under each category to help determine the submitter's overall qualifications. 2. Weights are to be assigned prior to evaluation and are to be consistent on all evaluation forms. Use only whole numbers. 3. Rating: 10 = Excellent 7 = Good most requirements met 4 = Satisfactory some requirements met, not sufficient 1= Unsatisfactory requirements essentially not met 4. Total score includes the sum total of all criteria. Note: A passing score (as a percentage of the total points available) is to be established prior to evaluation.

11 CMU FINAL RANKING MATRIX Appendix A2 QUALIFICATION BASED SELECTION (This form is to be used separately to rank and determine the most qualified design, fabrication and installation provider services firm for both the preliminary and interview evaluations.) FIRM QUALIFICATIONS SCORE 1 CUMULATIVE 2 TOTAL SCORE RANK 3 EVAL #1 EVAL #2 EVAL #3 EVAL #4 EVAL #5 EVAL #6 NOTES: 1. Insert total score from each evaluator's PRELIMINARY SELECTION AND INTERVIEW SELECTION/EVALUATION FORMS. DO NOT combine scores of the two evaluations. 2. Add all evaluators' total scores to determine the cumulative score. NOTE: Each firm's cumulative total score should be as a percentage of the total points available. 3. Rank all firms with the highest scoring firm being the most qualified.

12 Appendix B ACKNOWLEDGEMENT AND ATTESTATION FORM CMU By responding to these guidelines, the respondent(s) certify that he/she has reviewed the Agreement and its Exhibits contained herein, and is familiar with their terms and conditions and finds them expressly workable without change or modification. I certify and declare that the foregoing is true and correct. Subscribed on at, Date City, State of, County State Applicant or Corporate Officer Signature Date Witness Date NOTE: Use full corporate name and affix corporate seal (if available). (Seal) Bidder Acknowledges Receipt of Addendum No.,, (to be completed by bidder as necessary)

13 Exhibit a Extent shown in pink a Retail

14 Varsity Sports Section

15 Varsity Sports Section

16 Club Sports Section

17 Club Sports Section

18 Club Sports Section