Request for Proposals: Functional Needs Analysis/Facility Needs Assessment

Transcription

1 Request for Proposals: Functional Needs Analysis/Facility Needs Assessment Open Space Arts Society (the Owner) is seeking an architectural consultant to provide a functional needs analysis and a facility needs assessment for their entire building at 510 Fort Street in Victoria, BC. Overview: Open Space Arts Society (established 1972) is an artist-run centre that supports and presents contemporary visual art, new music, media, literary readings, performances and other new art forms. It is registered under the BC Society Act and as a Federal Charitable Organization. Open Space is funded by the Canada Council for the Arts, the British Columbia Arts Council and the Direct Access Program of the Department of Gaming and Enforcement of the Government of British Columbia, the Capital Regional District, foundations, fundraising, self-generated funding, the volunteer efforts of its members and supporters, membership fees, donation. Admission for most events is by donation. When admission is charged it is directed toward cost recovery. A Resource Centre is maintained for the general public, which contains magazines, catalogues, CDs, DVDs and Open Space archives. Site Description: Open Space s 2-storey heritage-designated building at 510 Fort Street was designed in 1921 by Ralph Burrell for the Victoria Baggage Co Ltd. The east, west, and north walls are concrete, reinforced over the lintels (windows and doors.) The south-facing façade is cast concrete on the main floor to a concrete beam, with brick construction above. The roof is a lined timber deck and the beams are pocketed into concrete (the floor is similarly structured). Main floor: 3278 ft2. Second floor: 4871 ft2. Open Space has occupied 510 Fort Street since 1971 and bought the building in Copies of construction documents from a major renovation in 1977 by Peter Cotton A.C.I.D., B.Arch., M.R.A.I.C., Architect that put in 3 stairwells and organized the layout of the building as seen today (with minor changes) are available, as are copies of some of the original construction documents. 1

2 Very few changes have been made to the building since the renovation in 1977, and Open Space has concerns about certain elements of the building itself, such as the fact that the expected useful life of the roof is coming to an end and the windows are extremely drafty, both of which add to concerns about the energy efficiency of the building in general. The functional needs of Open Space have changed over the course of the past 35 years as well, and with an assessment of the needs of the building and the changes that may precipitate comes a need to address the changing needs of the organization and the facility. Project Scope: Open Space is seeking an architectural firm to undertake a needs assessment of the building itself (exclusive of roof, engineering and mechanical assessment), including a building envelope assessment, and a functional needs analysis of the organization, inclusive of but also independent of, the building. This needs analysis should not be limited to the current space, but should consider the varied needs of the organization and suggest optimal solutions and ideal scenarios. The completed assessment should provide preliminary costing information and a prioritized list of recommendations with costs. This RFP does not include an expectation of completed architectural drawings. In the NEXT phase of this project, not covered under the scope of this RFP, Open Space anticipates the renovation project budget to be around $2 million, including required structural upgrades, addressing accessibility concerns and heritage façade maintenance. Open Space is looking for a proponent who will work creatively within a limited construction budget. The selected architectural firm will not be precluded from making a proposal for subsequent phases of Open Space s renovation and upgrade project. A roof assessment is being completed as part of a structural assessment currently underway with Genivar Engineering in Victoria. The structural assessment report as well as other building references will be available to the proponent, including but not limited to: Phase 1 Environmental Assessment (Wittich Environmental Services 2008) 2

3 Open Space stakeholder prioritization of facility needs (2009) Architectural Drawing for the building and renovations Report on Open Space Facility Planning Session December 2010 The selected architectural firm will coordinate reports by other consultants and groups. The successful proponent will analyze Open Space s prioritized needs and wants, then synthesize that information. Specific considerations for needs assessment of the building include: code issues, options for preferred method and type of lift/elevator, seismic upgrades, and what upgrades can be parceled together with other prioritized renovations for maximum cost-effectiveness. Considerations for functional needs analysis include: the distinctly variable multi-purpose function of the facility, including live music, performance, gallery installation (sculptural, kinetic, wall-based), a dynamic and shifting team of 3-9 staff and volunteers in the offices making office flexibility important. Storage of sound, lighting and gallery equipment need to be accommodated as well as archives and resource centre. The end result of this analysis should provide a clear idea of the kind of space Open Space needs to have to operate for the next years. We believe that the development of needs assessment solutions should be a conversation between our needs and the architect s expertise. Budget constraints: Open Space is a non-profit organization completing this work with the assistance of capacity-building/heritage improvement grants, and as such we are looking to work with an architectural firm that is experienced in and excited about projects which make the best use of limited resources. This needs assessment is meant to provide Open Space with a comprehensive report including needs assessment (program) and building envelope assessment, incorporating the recommendations of the engineering reports, and providing preliminary costing information that will assist the organization in the process of securing funding for the building project, and allow us to make informed decisions about the project direction. 3

4 Submission Requirements: Proposals should be brief (maximum 3 pages plus attachments, if necessary) and should include: A brief description of the proponent s firm and the services offered, including key personnel A statement of availability during the project timeline A summary of the proponent s relevant project experience An outline of the proponents methods of achieving an analysis of needs (site visits, client interviews, spatial analysis exercises, workflow maps, coworking forecasting, etc) Submissions may also include samples of relevant examples of needs assessment reports/findings compiled by the proponent. Fees: Proposals should identify fees for architectural services, and contain a breakdown of costs, including a summary of hourly charge-out rates for personnel working on the project, and explanation of the fixed fee structure. Timeline: The structural analysis that precedes this work will be complete by early June This contract is to start July 1 and be completed by August 30, Evaluation of Proposals: Open Space will evaluate submissions using a process that will help to identify proponents that are an appropriate ideological match with the organization, our project needs and budget constraints. Adjudication criteria will be as follows: Qualifications 10 Understanding of the project proposed 10 Design philosophy 10 Demonstrated interest in the project 10 Experience with building envelope analysis 10 4

5 Experience with needs assessments 10 Experience working with arts organizations 10 Relevant project experience and statement of skills 10 Special services or unique suitability to this project/organization 10 Fee proposal 10 TOTAL 100 points Awarding of Contract: The successful proponent will be hired directly by Open Space Arts Society and will work with the Executive Director in consultation with the Board of Directors under a single contract with a fixed fee. The proposed contract used will be an AIBC 6C. Standard Form of Contract 6C between Client and Consultant. Proposal Due Date: Please submit your proposal marked RFP Architectural Needs Assessment by 2:00 pm, Friday June 22, Submit Proposal To: RFP Architectural Needs Assessment Open Space Arts Society 510 Fort Street Victoria BC V8W1E6 Proposals can be submitted electronically, clearly indicating RFP Architectural Needs Assessment in the subject line, to: Helen Marzolf, Executive Director director@openspace.ca All electronic submissions must be in PDF format. Proposals submitted electronically will not be considered received by Open Space unless the proponent receives a confirmation . 5

6 For Additional Information or Clarification, Contact: Helen Marzolf, Executive Director Telephone: (250) By submitting a proposal, proponents agree to accept the terms of this RFP and to accept the outcome of the evaluative process. Late proposals will be refused and returned to the proponent unopened. 6