RFQ Meeting Minutes Project name: Lower Campus Residence Hall SCO ID No.: 17-17448-01WCU Project No.: 2016-071Date: June 22, 2017

Name Company eMail Attended

Douglas Hall  Ewing Cole  dhall@ewingcole.com  x John Dreiling  Hanbury  jdreiling@hewv.com  x Michelle Moseley  Ayers Saint Gross  mmoseley@asg‐architects.com  x Dan Fields  EYP  dfields@eypae.com  x Gary L. Hubler  FWD Group  g.hubler@fwagroup.com x Dick Kirschner  KWK Architects  dickk@kwkarchitects.com  x Michael Watson  WTS  mwatson@watsontatesavory.com  x Brad Crotts  Perkins Eastman  b.crotts@perkinseastman.com x Jana Hartenstine  WTS  jhartenstine@watsontatesavory.com  x Mark Bertagna  RMF Eng.  mark.bertagna@rmf.com  x Scott Baker  LS3P  scottbaker@ls3p.com  x Chad Roberson  Clark Nexsen  croberson@clarknexsen.com  x Warren Sugg  Civil Design Concepts  wsugg@cdcgo.com  x Chad Hancock  Optima Eng.  chancock@optimapa.com  x Kyle Wagner  Mackey Mitchell Arch.  kyle_w@mackeymitchell.com  x Lindsey Rhoden  McMillan Pazdan Smith  lrhoden@mcmillanpazdansmith.com  x Tim Cook  SKA Sonsulting Eng.  tecook@skaeng.com  x Kenn Gardner  Stantec  kenn.gardnre@stantec.com  x Doug Burns  KSQ  d.burns@ksq.design x Scott LaPorte  MHA Works  slaporte@mhaworks.com  x Peter Alberice  MHA Works  palberice@mhaworks.com  x Joe Stramberg  TreanorHL  jstramberg@treanorhl.com  x Nick Fredlund  Cooper Carry  rickfredlund@coopercarry.com  x Ben Carver  McKim + Creed  bcarver@mckimcreed.com  x John Vecchio  EMH&T  jvecchio@emht.com  x Larry Robbs  Walter Robbs  robbs@walterrobbs.com  x Malcom Davis  Bergmann Assoc.  mdavis@bergmannpc.com  x Charles Bradley  Surface 678  cbradley@surface678.com  x Josh Karrick  Bell Engineering  jkarrick@hkbell.com  x David L. Liberatore  BSA Life Structures  dliberatore@bsalifestructures.com  x Stephanie Cooper  Moseley Architects  scooper@moseleyarchitects.com  x Patrick Paige  Jenkins‐Peer Architects  ppaige@jenkinspeer.com  x Dan Pering  Perkins + Will  daniel.pering@perkinswill.com  x Shannon Rydell  Little  shannon.rydell@littleonline.com  x

1. Introductions:a. Attendees introduced themselves to the groupb. Attending from the owners group were the following people:

i. Matt Ketchum – Director of Capital Projectsii. Matt Millican – Project Manager for the Projectiii. Keith Corzine – Associate Vice Chancellor for Campus Services

c. Additional owner representatives not able to attend:i. Joe Walker – Associate Vice Chancellor – Facilities Managementii. Bryant Barnett – Director of Campus Servicesiii. Tim Chapman – Business Officer for Residential Living

2. Project overview:a. An overview of the campus and the it’s relation to the project was presented to the group. (see

attached PDF presentation)b. WCU campus map was presented showing the two campuses, Main Campus at 360 acres, and

Millennium Campus at 334 acres.c. The project will be located on the lower portion of main campus, in the area of the existing

Scott/Walker residence halls.d. The site will be bounded by the Robinson Building to the south, Reid Gym to the north, Courtyard

Dining to the east, and Norton Road to the west.e. The site is approximately 8 acres of sloping grade from east to west.f. The development of the project should reinforce the campus axial grid and pedestrian movement

through campus.g. One of the main reasons for redeveloping this site is its relationship to Courtyard Dining. Continued

connection to the dining hall will be essential to the success of the project.h. The design of the Project will be developed in relation to an additional project – Public Safety and

Parking Deck. These two projects will be led by different design teams but will influence the design ofeach other. Coordination between the two teams is vital to the success of both.

i. Development of the Lower Campus for pedestrian and vehicular movement will be studied by bothdesign teams to create a seamless design for both projects.

3. Project scope:a. The Project will consist of an Advance Planning Phase as the initial scope of work.b. WCU will shortlist three design teams for consideration of the Advance Planning Phase.c. The selected shortlisted design teams will be considered for both the initial Advance Planning and for

the remaining design scope. We will not repost the project for the second phase of design. We willselect from the original shortlisted group.

d. WCU considers this a multi-phased project which would allow for the redevelopment of this portion ofcampus.

e. The first phase should be planned for an initial 400 – 600 bed project, with additional phase(s) tocomplete the build out of 1200 beds.

f. Overall planning of the project will be developed with a phased implementation in mind.g. The “Master” planning of the site will consider the future Parking Deck/Public Safety building, the

development of the Campus Corridor, connection to Outdoor spaces to support the lifestyle of WCUstudents, faculty, and staff.

h. The project will look at constructability, cost modeling, sustainable development of the site,connection to existing and proposed campus amenities, the vision of the 2014 Master Plan, andimplementation of the 20/20 Plan. (refer to the following links for additional information for the Master

Plan http://www.wcu.edu/webfiles/pdfs/WCU_2014CampusMasterPlan_ScreenRes.pdf and 20/20 Plan https://www.wcu.edu/discover/about/wcu-2020-plan/ )

4. Schedule Review:a. The RFQ schedule was posted as part of the RFQ advertisement and was discussed during the

meeting.b. The question period will close June 29, 2017 at 5:00 PM. All questions should be submitted in writing

prior to this deadline.c. A site walk was conducted after the RFQ meeting to familiarize the group with the site and the

surrounds campus conditions.d. Proposals are due July 13, 2017 by 5:00 PM. ALL proposals shall be in the form of an electronic PDF

format. This can be emailed file or a mailed file on flash drive. NO hard copies will be considered forreview.

e. The shortlisted selection will be announced on July 24, 2017. NO de-briefs will be done for the non-selected teams until after final selection of the design team is made.

f. The tentative kick-off meeting for the project will be held on August 31.g. The goal of the Advance Planning phase is to be completed and submitted to SCO by mid-December

2017.

5. Informational Documents:a. WCU Design Guidelines are posted to the University website and will be the basis of deliverables in

conjunction with the scope of work in the RFQ.b. Room standards and the Living Module will be shared with the selected design team. These

documents are the basis for the project program and relationships within the building.c. WCU will provide a site survey and utility location map to the selected team to assist with the

Advance Planning and final design.

6. Comments:a. The SF 330 is considered part of the 40-page limit for proposals. Please be concise in the information

you wish to convey in your proposals.b. WCU is located in a remote part of the State with limited access to metropolitan areas and services.

Given our location, services to our campus is a concern. In your proposals please elaborate on howyou will deliver your services from a distant location. Skype/GoToMeeting are not the best options forengaging the owner’s team.

c. The scoring form is attached to the minutes for your review. The weighted scores are indicated in theleft hand column. Each member of the selection committee will evaluate the proposals independentlyand then will meet as a group to comply the scoring and shortlist.

End of Meeting Minutes

Western Carolina University New Residence Hall

Western Carolina University is accepting qualifications for Architectural and Engineering design services for the Lower Campus New Residence Hall until 5:00 PM, July 13, 2017 in the Office of Facilities Management, located at 3476 Old Cullowhee Road, Cullowhee, North Carolina 28723. The project will consist of Advance Planning for a new 120,000 square foot 400 bed Phase I Residence Hall with two additional future phases for a total build out of 1200 beds located on the lower portion of the main campus of Western Carolina University, replacing Scott and Walker Halls. The new residence hall will reinforce the campus master plan and expand the precinct linking the existing adjacent residence halls and Courtyard dining facility with the existing campus core.

A Pre-Qualification Conference will be held on:

Conference Date: June 22, 2017 Conference Time: 1:30 PM Conference Address: 1st Floor Conference Room

Harrill Hall Western Carolina University Cullowhee, NC 28723

For purposes of coordination, primary contact for project information is:

Project Information Link http://www.wcu.edu/discover/campus-services-and-operations/facilities-management/facilities-planning-design-and-construction/project-solicitations.aspx

Project Manager Matthew J. Ketchum, AIA Title Director of Capital Projects Mailing Address 3476 Old Cullowhee Road

Cullowhee, NC 28723

Phone Number 828.227.7441 E-Mail Address mjketchum@wcu.edu

Main Campus360 Acres

Main Campus360 Acres

Millennium Campus334 Acres

Upper Campus

Upper Campus

Lower Campus

Lower Campus

Project Site7.90 Acres

Future Parking Deck

Future Parking Deck

Highw

ay 107

Highw

ay 107

Highw

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Highw

ay 107

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Request for Qualifications For Architectural/Engineering Design Services for the New Lower Campus Residence Hall

1.1 SUMMARY OF REQUEST

Western Carolina University (WCU) is soliciting qualifications for professional Architectural/Engineering (A/E) design services for Advance Planning a multi-phased design for replacing the existing Scott and Walker Residence Halls. The first phase will consist of the new 400 bed residence hall located on the lower Main Campus in Cullowhee, North Carolina. The project will consist of the construction of approximately 120,000 square foot multi-storied building. The project will be phased to allow for the existing residents in Scott and Walker to remain until they are relocated to Phase I of the new building. After existing residents are relocated to Phase I, Scott and Walker will be demolished for the construction of Phase II/III (parking and site amenities). It is expected that construction of phase will be completed by June 2020.

It will be the responsibility of the successful A/E firm to deliver Advance Planning services including but not limited to Site Development; Architectural Massing and Design; Energy Modeling; Cost Estimating; and Constructability Review.

The A/E firm selected for this project will report directly to the WCU Project Manager assigned to this project, and assume full responsibility for facilitating all aspects of pre-construction management services.

The purpose of this document is to provide the detail of the A/E services required for this project and establish the basis for the contract agreement between WCU and the A/E service provider. Although unforeseen circumstances may require departures from this directive; any deviations require prior written approval or direction from WCU or the WCU Project Manager.

1.1.1 WCU History

WCU was founded in August 1889 as a semi-public secondary school and chartered as Cullowhee High School in 1891. The founder, Professor Robert Lee Madison, wanted to provide an education for the young people in the region and train teachers to spread education throughout the western part of the state. In 1893, the Legislature designated the school as the first publicly funded normal school. Over the next 40 years, the school expanded its curriculum and evolved into a junior college, and in 1929 it was chartered by the legislature as a four-year institution under the name Western Carolina Teachers College. Often called “the Cullowhee experiment,” Madison’s idea became the model for the other regional colleges in the state. In 1967, the institution was designated a regional university by the North Carolina General Assembly and Western Carolina University was given its current title. And, on July 1, 1972, WCU became a member of the University of North Carolina system. The Millennial Initiative, doubling the size of the campus in 2005, is a growing knowledge enterprise zone where university faculty and students, private industry, and government partners conduct research and development into scientific and technological innovations that have commercial applications. WCU continues its promise to the region by giving students intensive, hands-on educational opportunities while simultaneously promoting economic development.

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1.2 PROJECT 1.2.1 Project Confidentiality

The A/E service provider will be required to: 1) Maintain strict confidentiality of all oral, written and otherwise documented information pertaining to this project; 2) Limit distribution of such information to only individuals necessary to prepare your proposal; 3) Return all materials provided by WCU during the Request of Qualification (RFQ) process to the WCU Project Manager, within ten (10) calendar days of notification, if you are not awarded the contract; and 4) Include an acknowledgement that all copies made have been destroyed. If you are awarded the contract, do not distribute any project related information at any time, except as required to complete the project, without written permission or direction from WCU.

1.2.2 Scope of Services

A. Advance Planning a. Participate in design meetings with Owner and their consultants to develop an overall

building program and site utilization plan for a multi-phased project. b. Provide a program document for review and approval by WCU.

1.2.3 Changes in A/E Scope or Criteria

During the design and/or construction phase, it may be necessary for WCU to make modifications or additions to the project scope or criteria. In such cases, the WCU Project Manager will request a Proposal Request (PR) for additional services from the appropriate party. In either case, do not proceed with the changes until receipt of a change order or contract alteration signed by an authorized WCU representative and SCO. If verbal instructions are received from one of the members of the WCU project team that would result in changes to the original scope or criteria and have an impact on the total costs or schedule of your contract, notify the WCU Project Manager. Unless otherwise directed by WCU, submit detailed break out quotations for Proposal Request.

Change Notice with details of A/E hour’s, certified payroll rates, labor burden (not to exceed 40%), reimbursable, etc. to be provided. There may be times when the WCU Project Manager will request that you prepare one or more of the following, to be included in an ASP:

• Description of the change • Estimated hours, by trade, to accomplish the change

• Proposed duration for the completion of design revisions and notification of whether or not the modifications will result in additional duration to the established contractual delivery dates, if applicable

• Net change in fee to complete the change, broken down by drawing and specification revisions, document distribution, construction cost estimate preparation, and additional shop drawing reviews resulting from the change

1.2.4 Changes Initiated by the A/E

WCU encourages you to submit recommendations for procedures or design changes that will reduce project cost, improve functionality of the completed facility, and/or shorten the project schedule. However, any such changes are subject to approval by WCU and must meet the same functional and technical requirements that are included in this RFQ. Identify and submit recommended changes separately from other project correspondence and documentation. Provide all information and materials necessary to satisfy the WCU project team that recommended changes do not adversely affect cost, functionality, or schedule.

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1.2.5 Kick-Off Meeting

The WCU Project Manager will schedule a kick-off meeting with the A/E. It is mandatory that your project organization chart be established by the day of this meeting and that your Project Manager and all assigned staff be in attendance. The A/E shall require that all the people that will be attending the kick-off meeting read the entire document and formulate questions regarding the parts of it that they will be responsible for and do not fully understand.

At the kick-off meeting the following items will be completed/reviewed:

• Review of project scope. • Review of, and the identification of, specific people from each organization for the items,

services, tasks, etc. indicated including roles and responsibilities.

• A preliminary schedule, by A/E, indicating functional review meeting dates, coordination meeting dates, completion of engineering dates, issue of bid dates, award of contract dates, and construction duration periods for each bid package.

1.3 SCHEDULE

1.3.1 Project Summary Schedule

Anticipated milestone dates that are critical to the delivery of this project are as follows:

Posting of RFQ June 8, 2017 5:00 PM Initial Question Period June 9 – 29, 2017 Site visit June 22, 2017 1:30 PM Final Question Period Ends June 29, 2017 5:00 PM Issue of Addendum June 30, 2017 5:00 PM Proposals due July 13, 2017 5:00 PM Review of Proposals by WCU – A/E July 17 – 21, 2017 Issue of selected firms list (Short List) July 24, 2017 Interview of Short List August 3, 2017 Selection of Design Team August 4, 2017 Negotiate/Award Design Contract August 25, 2017 Kick-off Meeting August 31, 2017 1:30 PM Advance Planning Phase August - December 2017 Estimated SCO Review and Comment Period January 2018 15 days

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2.1 PROPOSAL REQUIREMENTS

Please address all of the items noted in this section in your proposal. Failure to do so may result in your proposal not being considered. Proposals will be evaluated based on demonstration of meeting the requirements of this RFQ. Refer to SCO guidelines for requirements for A/E submitting proposals. 2.1.1 Proposals shall include the following information:

• SF330 • 8 ½” x 11”, 40-page (20-page double sided) limit not including front cover, cover letter, dividers, or

back cover. • Electronic copy only (emailed or flash drive PDF format)

2.2 QUALIFICATIONS

2.2.1 Organization

Please submit general statements about your organizations qualifications and other information deemed necessary. Include at least the following:

• Refer to SCO – Administration and Design Contract and Forms • Firm name, business address, telephone, email address, website address and fax numbers • Contact person(s) with title(s) • Professional history and affiliations • Current staff size and professional registrations • Range of Design service capabilities • Impact of current workload on ability to meet the requirements of this RFQ • Previous experience with WCU

2.2.2 Relevant Project Experience

Provide descriptions of at least three projects that have been executed within the past five years. The projects described shall be similar in scope and complexity to the project described within this RFQ. Please include at least the following:

• Project size (square feet) • Construction value including building and site • Basic project program • Project delivery approach • Project owner with current address and telephone number

• Principal Tenant Organization contact with current address and telephone number 2.2.3 Key Personnel

Please submit resumes for key personnel proposed for the project form. State their proposed project responsibilities. Include the following:

• Project Manager • Licensed Architects and Engineers who will be professionals of record • Discipline leaders (architectural, civil, structural, mechanical, electrical, etc.) • Project Managers, licensed engineers, and designers of consulting firms

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2.2.4 Proposal Submittal Information

Please submit your proposal with all of the requirements of this RFQ to the following email address: Matthew J. Ketchum, AIA Director of Capital Projects Office of Facilities Management Western Carolina University mjketchum@email.wcu.edu

Design Services for: Raw Score Key5 Excellent

4 Very Good

3 Acceptable

2 Marginal

1 Poor

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I - Workload that is fully able to accommodate the addition of this project. (2016 - 2019) 5.0 3.0 15.0 5.0 25.0 5.0 25.0 5.0 25.0 4.0 20.0 4.0 20.0 A. Percentage of projected workload compared to historical average

B. Workload of prime consultants (PME)

C. Number of staff available

II - Successfully completed projects of similar scope without major legal or technical problems. 10.0 3.0 30.0 5.0 50.0 5.0 50.0 5.0 50.0 3.0 30.0 3.0 30.0 A. Number of similar projects

B. Original estimated estimated cost vs final cost

C. Number of design revisions after final documents were issued

D. Amount of contingency and percentage remaining at the end of the project

III - Previous experience with Western Carolina University and/or SCO 10.0 2.0 20.0 4.0 40.0 4.0 40.0 3.0 30.0 2.0 20.0 1.5 15.0 A. Team Members (clarity of role, responsibilities and experience with WCU/SCO)

B. Design Phase Strength (who, what, when and how)

C. Construction Phase Strength (who, what, when and how)

IV - Key personnel that have appropriate experience and qualifications 15.0 3.0 45.0 4.5 67.5 5.0 75.0 5.0 75.0 4.2 63.0 2.5 37.5 A. Strength of Leadership (Corporate, Regional and Others)

B. Strength of On-Site Project Team Members

C. Strength of Consultants Assigned to WCU Projects

D. Familiarity of Team Members with WCU Campus, Site, Facilities and Systems

V - Relevant and easily understood graphic or tabular presentations 5.0 3.0 15.0 4.5 22.5 4.5 22.5 5.0 25.0 4.0 20.0 2.0 10.0 A. Organization of proposal

B. Concise formulation of material and relevance to WCU's project

C. Project Insight (anticipation of problems and Issues)

D. Problem Solving Ability and Communication Strength

VI - Completion of Design projects with little differences between the initial and final cost. 15.0 3.0 45.0 4.0 60.0 4.0 60.0 3.0 45.0 3.0 45.0 3.0 45.0 A. Plan for Controlling Costs while Maintaining Quality and Schedule

B. Track Record of Costing and Cost Control

VII - Projects that were completed on or ahead of schedule 5.0 3.0 15.0 4.0 20.0 4.0 20.0 3.0 15.0 3.0 15.0 3.0 15.0 A. Ability to forecast task and expedite schedule

B. Experience using tracking software and presenting information to OAC team

VIII - Recent experience with project cost estimating and schedules 5.0 3.0 15.0 4.0 20.0 4.0 20.0 3.0 15.0 3.0 15.0 3.0 15.0 A. Projects Completed within Project Time frame and estimated cost

B. Ability to project/forecast market trends to be most effective to use if funding

IX - Construction administration capabilities 5.0 2.0 10.0 4.0 20.0 4.5 22.5 3.0 15.0 2.0 10.0 2.0 10.0 A. Experience to track and expedite submittals, RFIs, and material procurement

B. Track Record / Proven Results of Project Engineers (mentoring)

X - Proximity to and familiarity with the area where the project is located 5.0 2.0 10.0 4.5 22.5 5.0 25.0 3.0 15.0 2.0 10.0 2.5 12.5 A. Experience with local conditions or the ability to bring new contractors to the area

B. Experience with the geotechnical conditions of the region

XI - Quality of compliance plan for minority business participation 5.0 4.5 22.5 5.0 25.0 3.0 15.0 4.0 20.0 2.0 10.0 2.0 10.0 A. Processes used by the Designer to promote and recruit MBE participation

B. Track Record of Results

XII - Other factors that may be appropriate for the project 15.0 4.0 60.0 5.0 75.0 5.0 75.0 4.5 67.5 3.0 45.0 2.0 30.0 A. Describe how your leadership enhances the WCU team

B. What processes would you change based on your experiences with other designed projects

TOTAL 'Interview' SCORE 100 7.0 302.5 2.0 447.5 1.0 450.0 4.0 397.5 6.0 303.0 16.0 250.0Remarks:

Design Team Criteria

PROPOSAL EVALUATION / SCORE SHEET

Signature of Member

Lower Campus Residence Hall

August 25, 2016