REQUEST FOR PROPOSAL FOR DESIGN SERVICES UVA INDOOR GOLF PRACTICE FACILITY JANUARY 25, 2015
REQUEST FOR PROPOSAL The University of Virginia Foundation (UVAF) invites highly qualified design consultants to submit a proposal and associated supporting materials for consideration in the selection of a design team. This team will provide design services for an Indoor Golf Practice Facility in support of the University of Virginia’s Varsity Golf Teams at Birdwood Golf Course in Albemarle County, Virginia (Project). This Project will include schematic design, design development and construction documents, as well as construction administration. A conceptual plan has been developed and approved by UVA Athletics and the UVA Foundation Board. The Project will be developed by the UVA Foundation in partnership with UVA Athletics, under County of Albemarle code review.
BACKGROUND/PURPOSE OF THE PROJECT History The Birdwood Mansion site consists of 11.743 acres on the National Historic Register (Virginia Department of Historic Resources #002‐0003). The UVA Indoor Golf Practice Facility would be located on the northern edge of the Birdwood Golf Course driving range at the edge of the Birdwood Mansion property, which is wholly owned by UVAF.
The Boar’s Head, a four diamond resort and the official hotel of the University of Virginia, is a quintessential Virginia resort, offering a warm, intimate ambiance, exceptional service, and unparalleled southern hospitality. In 2012, the Boar’s Head was named by Tennis Magazine as one of the top 50 tennis resorts in the country, as well as the best in the Mid‐Atlantic Region. In 2010, Birdwood Golf Course was cited by Golfweek Magazine as one of the 30 best collegiate golf courses in the country. The 2013 completion of the McArthur Squash Center at the Boar’s Head Sports Club has been endorsed by U.S. Squash, which hosted both the 2014 U.S. National Championships and the 2014 Masters Squash Championships. The Old Mill Room, the epicurean heart of Boar’s Head, has for 26 years running earned AAA's Four‐Diamond designation in recognition of its culinary artistry. This new facility would be operated by the Birdwood Golf Course.
Additional information on the Boar’s Head can be found at www.boarsheadinn.com.
EXISTING FACILITIES The UVA Varsity Golf Team utilizes the Birdwood Golf Course at the Boar’s Head as the home course. In 2004, a practice tee was constructed on the north end of the driving range for use by the Varsity Golf Team and teaching lessons by Birdwood staff. In 2006, the Ohmeig Short Game Facility was opened at Birdwood under similar use restrictions. The driving range tee was expanded in the summer of 2012.
An Indoor Golf Practice Facility has been planned for the site since the late 1990’s. In 2011, building plans were developed for the southern end of the driving range. In 2014, the site to the north of the driving range was studied. The conceptual plans developed in this study have been approved by UVA Athletics to continue through the design process.
SCOPE OF WORK 1. Discovery: Complete review and analysis of existing project materials and studies. Review and provide strategic input on county and/or state jurisdictional processes and requirements necessary to facilitate any proposed development. 2. Site Due Diligence: Review of a select area of existing site features, carrying capacities and infrastructure requirements. 3. Design Phase: Schematic Design, Design Development and Construction Document preparation and presentation. Assist the Foundation with establishment of an overall project schedule. 4. Bidding: Prepare bid documentation and provide UVAF with assistance during the bid process. 5. Construction Administration: Assist UVAF staff during construction process as required.
CONSULTANT REQUIREMENTS Discovery Review and assess existing studies and relevant data for the Birdwood site. Visit the site to become familiar with landform, environmental, utility, and physical plant conditions. Working from the existing planning studies and limited additional interviews/workshops with UVA Athletics and UVA Foundation staff, develop an understanding of the physical site, use, and programs at Birdwood.
Site Due Diligence Build on the work done in the conceptual study to define site opportunities and constraints. Provide operational‐level information through surveys, soil tests, test wells, and utilities, etc. The package should include schematic specifications and additional drawings of major systems, including:
Potable and fire service water supply, development, storage, and distribution systems Waste water collection and treatment options Storm water management collection and mitigation systems Electrical requirements, source, and distribution systems Property lighting Roads and parking Telephone and data Architectural system recommendations/alternatives for new construction, and code analysis used in development of site plan
Design Phase Develop design packages, including: site, roads and parking, infrastructure, new housing, and support facility construction. This will include site plans, building plans, elevations or sketches, sections, and design narratives. Required documentation for all permits through Albemarle County is included.
Bidding Develop bid documents, inclusive of specifications and necessary bid forms. Provide assistance to UVAF in the contractor selection process, including verification of bidder qualifications, assisting with a pre‐bid conference, interpretations, substitutions, bid opening, and review of any unit costs and allowances that may be part of a construction contract.
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Construction Administration Provide on‐site presence for weekly meetings during construction. Assist UVAF with administration duties, such as: communication, record keeping, request for information, document changes, review and approval of payment applications, submittal review, field report documentation, completion, and closeout procedures.
QUALIFICATIONS Submittal Requirements and Process Firms must demonstrate significant experience designing, documenting, and providing representation and consulting for similar projects, which combine significant historic sites with athletic programs or similar. Recent experience in designing facilities supporting collegiate athletics will be required, as well as experience working in historic settings, experience in obtaining LEED certification, and experience with local government zoning and code review.
Proposal submittals will be evaluated based on the demonstrated significant experience of the firm and its proposed personnel with similar design assignments, facilities, and projects within an athletic environment; the ability to meet specific project objectives, e.g., design and construction of home of UVA Varsity Golf in an efficient manner, budget, schedule, etc.; proposed fee and other criteria as the Selection Committee may determine. Subsequently, the shortlisted firms will be invited to make an oral presentation to the Selection Committee.
DESIGN TEAM 1. List all proposed members of the design team. 2. Provide information about each team member that is relevant to the proposed work. 3. Briefly describe how the team will be structured and will approach the project. 4. Provide information about previous projects completed by the proposed team. 5. Discuss the impact this project will have on your firm’s manpower ability.
PRICING Please provide a separate schedule of fixed fee pricing for base building, site design, and tenant interior architecture. Please break down fees by phase: schematic design, design development, construction documentation, and construction administration. Please describe the scope of services to be provided and any notable exceptions.
REIMBURSABLE EXPENSES Please note that reimbursable expenses shall be quoted with a 0% markup factor.
SCHEDULE Please provide preliminary design schedules showing breakout of work by phase (schematic design, design development, construction documents) for both the base building and tenant architecture. Also, please define scope of work completed by phase.
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SUBMITTAL INSTRUCTIONS All proposals should be submitted to the University of Virginia Foundation by noon (12:00 p.m.) on Wednesday, February 11, 2015. Please send five (5) hard copies and one digital copy to:
Mr. Chris Schooley Real Estate Project Manager University of Virginia Foundation
Overnight Delivery: One Boar’s Head Pointe Charlottesville, Virginia 22903
US Postal Service: P.O. Box 400218 Charlottesville, Virginia 22904‐4218
TENTATIVE SELECTION SCHEDULE RFP Advertised & Distributed January 25, 2015 RFP Deadline February 11, 2015 Selection Committee Review February 16‐20, 2015 Shortlist Notified February 23, 2015 Interviews Conducted February 25‐27, 2015 Begin Work March 2015
CONFIDENTIALITY All information which is communicated to, learned, developed or otherwise acquired by proposers in the preparation of this proposal for UVAF, which is not generally known to the public, shall be confidential and proposer shall not, at any time, disclose, communicate or divulge or permit disclosure, communication or divulgence to another, or use for proposers own benefit or the benefit of another, any such confidential information. The provisions of this paragraph shall survive this request for proposal.
Any comments or questions concerning this request for proposal should be directed to:
Chris Schooley Real Estate Project Manager Phone: (434) 982‐3777, Fax: (434) 982‐4852 or E‐mail: [email protected]
or
Fred Missel UVAF Director of Design & Development Phone: (434) 982‐4848, Fax: (434) 982‐4852 or E‐mail: [email protected]
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