Lexington Center Corporation Request for Proposals …lexingtoncenter.s3.amazonaws.com/doc/RuppDistrict...Request for Proposal is made pursuant to the Procurement Policies andProcedures

Lexington Center Corporation Request for Proposals for

Convention Center Architectural and Engineering Services

April 9, 2013 Page 1 of 6

Convention Center Expansion and Relocation I. Description of Project The Lexington Center Corporation (LCC), in partnership with the Lexington Convention & Visitors Bureau, Lexington-Fayette Urban County Government, the Lexington Downtown Development Authority and other partners, is seeking professional architectural and engineering services associated with the expansion and relocation of the Lexington Convention Center. The LCC has entered into an agreement with Project Control/PC Sports/Conventional Wisdom (Owner’s Representative) to act as the Program Manager for the duration of this project. This Request for Proposal is made pursuant to the Procurement Policies and Procedures of the Lexington Center Corporation officially adopted by its Board of Directors in July, 2012. Background – As a result of the efforts of a task force of Forty Seven (47) community leaders appointed by Lexington Mayor, Jim Gray, and charged to look at the competitive positioning of the Lexington Center and immediate environs, a report was issued that recommended a major revitalization of what is referred to as the Rupp Arena, Arts & Entertainment District (“Rupp District”). This area consists of approximately Forty Six (46) acres owned by the LCC as well as contiguous properties that make up a portion of the downtown core of Lexington. The Rupp District Task Force (“Task Force”) met numerous times and used their collective creative thinking to craft a set of takeaways that challenged all of Lexington’s citizens to think about what the future Lexington could and should be. Preliminary reports included the Need, Use & Benefit Committee Recommendations that identified the possible program of improvements. As an endpoint to the process, the Task Force hired a world class team, led by Space Group Architects, to translate the ideas and concepts into a graphic representation of what the redevelopment of the Rupp District might look like – the Rupp District Master Plan. Information on the Rupp District Task Force, the process, the Master Plan and the Lexington Center Feasibility Study (November 2011) can be found at www.ruppdistrict.com. The Rupp Arena Feasibility Study completed in 2011 (conducted by Global Spectrum, NBBJ, and Skanska) will also be made available to the winning team. Ongoing efforts include the business plan and Convention Center Feasibility Study (conducted by CSL Consultants) to be completed in June. Additionally, the LCC is soliciting proposals from geotechnical and survey consultants to develop site information which will be made available to the public when it is complete. Also of note is the Town Branch Commons, a nearly 2-mile stretch of connected public space that was envisioned by the Task Force to run through the Rupp District. Information regarding the Town Branch Commons Master Plan based on the winning competition design of New-York based SCAPE Landscape Architecture firm can be found at www.townbranchcommons.com. Design objectives include: Cooperation and collaboration with the selected Architect for the Rupp Arena renovation will be required to develop the architectural plans to meet the building program while transforming the current architectural experience of the Lexington Convention Center and Rupp Arena into a new development made up of its individual parts for a unified downtown urban center. An iconic exterior and urban plan along with competitive market

Lexington Center Corporation Rupp District Expansion & Renovation


positioning for sporting events, concerts, and conventions, modern amenities, expanded and improved food service, relationship to Town Branch Commons, and the creation of an arts & entertainment district are all important. Sustainable and green building practices will be incorporated into the design and construction of the project. The actual requirements have not been determined at this time, but evidence of the proposers experience with these practices is very important. Additionally, the proposing team will need to make recommendations on the impact of potential lost surface parking with new structured parking and also recommendations on private retail and food service development in and around the project. The recommendations applicable to this RFP include the following two primary components:

1) Renovation of Rupp Arena – The Rupp Arena Feasibility Study proposed a retrofit of the existing arena, including a new exterior façade, the addition of one level of “premium seating” accommodations, along with replacement of the upper arena seating bowl, numerous upgrades to hospitality, media and technology, and other improvements. The current estimate for this part of the project is $110-$140 million. (By Others)

2) Relocation and Expansion of the Lexington Convention Center – It is generally agreed

that the Convention Center is in need of an additional 25,000-50,000 square feet, (for a total of 100,000 square feet) of exhibition space and approximately 50,000 square feet of associated support space in order to compete for modern convention and meeting business. The approximate projected scope for the new Convention Center is targeted at $100-$120 million.

Authority and Oversight – The LCC and Rupp District Project Director, Frank Butler together with the Owner’s Representative will serve as the prime contracting and decision-making authority. Urban Collage has been engaged as overall district planner and coordinator with ongoing city efforts and infrastructure. The project will also be assisted by governmental and quasi-governmental entities in implementing the proposed project. Major partners include:

Lexington-Fayette Urban County Government- the city will provide staff and financial support for project components and serve as the local government authority under the direction of the Mayor and Urban County Council;

University of Kentucky – one of the primary tenants for Rupp Arena as the home of the national champion men’s basketball program;

Lexington Downtown Development Authority – will support and help direct private development activities and the delivery of supportive public infrastructure in conjunction with the Lexington Fayette Urban County Government;

Lexington Parking Authority – will explore the possibility of new supportive parking structures for the Rupp District;

Lexington Convention and Visitors Bureau – will support planning and design of the new Lexington Convention Center;

Town Branch Partnership – the private non-profit, yet to be created, is envisioned as the vehicle for private and philanthropic support to the development in the Rupp District.



II. Project Overview Although it is intended that fees for all services will be negotiated, this project will commence with one AE Design Team for the Schematic Design Phase for the Rupp Arena renovation and another AE Design Team for the Schematic Design Phase for the relocation and expansion of the Convention Center. As part of this proposal submission, the Owner is requesting fees for professional services for Phase I Schematic Design and Phase II Design Development, Construction Documents, Bidding and Construction Administration services be provided. The fee for Phase II is to be based on an overall percentage of construction cost for the Convention Center, less the Schematic Design cost. At completion of Phase I - Schematic Design, the Construction Manager will prepare a Schematic Design cost estimate from which funding resources will be procured. Phase II Final Design and Construction will commence when necessary resources are procured. Phase I Schematic Design concepts should be supplemented by renderings, and a model. It is expected that the planning, design and construction phases of this project will be completed with the assistance of a Construction Manager who is being selected simultaneously with this selection. The Design Team will work closely with the Construction Manager during the Phase I period. Construction sequencing, scheduling, cost estimates, and alternative construction building systems will be jointly evaluated by both parties during this period. All materials created through the Schematic Design phase will become property of the LCC. Project budget may be adjusted upon completion of Phase I Schematic Design. At the completion of Phase I Schematic Design, and depending on the availability of funds, an amendment or subsequent agreement may be written for the professional services required to complete the project. A key funding component of the project will be fundraising efforts, and it is anticipated that the successful proposer(s) will have an active role in assisting with the assimilation or presentation of materials related to those efforts. Composition of the design team will be critical to ensure a successful project. It is also expected the project will be designed in order that construction will be accomplished in phases in such a way that will allow for the uninterrupted season(s) of the University of Kentucky Men’s Basketball games with minimal disruption to fans and athletes. Alternative scheduling scenarios will be explored. III. Proposal Format The LCC requests separate professional services proposals for the Arena project and the Convention Center. Proposers may submit for both components but must submit separate proposals. Site boundaries for the Convention Center and Rupp Arena site will be defined by Broadway, West Main Street, South Jefferson Street, and West High Street. Submit an individual proposal package clearly identified as “Convention Center Proposal”. Should a single AE firm submit for both components a “Discounted” or “Reduced Fee” may be submitted in one of the proposals should the firm be awarded a single contract for both scopes of work. IV. Scope of Work Scope of Project – This is the initial phase (8 months) of Architectural, Structural, Mechanical, Electrical and Plumbing (Schematic Design Team) services to assist the Construction Manager develop the Phase I Schematic Design Cost Estimate for the project. It is anticipated that the Schematic Design Team will review and evaluate all previous work done for the LCC and perform the following:



1) Prepare Convention Center Expansion/Renovation Schematic Design Package consisting of the following:

Drawings a. Site Civil and Utilities b. Hardscape and Softscape Design c. Proposed Grading and Stormwater Management d. Architectural Schematic Design e. Structural Schematic Design illustrating proposed foundation and building framing

systems f. Proposed MEP Design systems including anticipated utility loads, equipment and

distribution systems

2) Narrative / Outline Specification a. Preliminary description of proposed room finishes and associated material legend b. Outline specifications for Civil, Landscape, Architectural, MEP, Fire Protection, and

Low Voltage Systems Term of Contract – The term of the contract is anticipated to be May, 2013 through November, 2013. The LCC shall have the option to modify and/or extend the contract on similar terms and conditions and hourly rates at its sole discretion. The Design Teams for the Arena project and Convention Center project shall work together in a collaborative effort to ensure a cohesive design solution meeting program and budget goals. It is anticipated bi-weekly meetings will be held in Lexington to review design progress of both projects. Meetings with the Construction Manager will be held concurrently. V. Schedule Refer to attached Exhibit A; Preliminary Phase I Schematic Design Schedule for project milestones. VI. Qualifications / Experience Proposals shall include the following:

1) A history of having provided similar services to projects of similar size and financial scope;

2) Evidence of the ability to provide clear, concise recommendations; 3) A team with a proven track record of success in similar projects.

VII. Proposal Submission and Contents The Proposer must submit one (1) master (hardcopy), one (1) electronic version in PDF format on a flashdrive or CD and seven (7) duplicates (hardcopies) of their proposal for evaluation purposes. The point of contact for the submission of proposals will be as follows:



The Lexington Center Corporation Attn: Frank A. Butler Rupp District Project 430 W. Vine St. Lexington, KY 40507 (859) 420-1894 If you have any questions they should be directed to Tom Bond with PC Sports. Contact information: [email protected] or at (202) 664-2866. A pre-proposal conference and building tour will be held for all interested proposers at 9:00am Tuesday April 16, 2013 at the Lexington Center - Thoroughbred Four Conference Room, 430 W. Vine Street, Lexington, KY 40507. The proposal shall be submitted by 2:00pm on Friday April 26, 2013, and must include the following:

1) Transmittal – Indicate who will be assigned to the project, the project leader, and that the proposal will be valid for a period of six (6) months.

2) Approach / Project Work Plan – Describe how the work will be done within the given

timeframe and proposed budget. Include a proposed work plan and schedule. Indicate overall team structure. Provide organization chart illustrating prime contracting entity, proposed partners and proposed staff for each. Also provide evidence of knowledge in convention center innovation and emerging industry trends and your familiarity with work done within the Rupp District.

3) Staffing / Project Manager Designation – Identify specific personnel assigned to major project tasks, their roles in relation to the work required, percent of their time on the project, and specific qualifications they will bring to the project. Include resumes of individuals proposed for this project.

4) Firm Experience – List projects conducted over the past five years which involved services similar to the services required here. For each of these projects include the name of the customer, contact person, his/her title and role on the project. Identify personnel on the proposed project team for this RFP who also worked on each of the projects listed, and their respective roles on those projects. Also indicate if any of the projects were done in the vicinity of the Lexington Center.

5) Green and Sustainable Design and Building Practices – The LCC is committed to the incorporation of Green and Sustainable Design and Building Practices. Identify specific projects you have worked on which have LEED certifications or better. Also list projects which have used alternative green building rating systems or green building practices. Be specific with the practices used on each project.

6) MBE/WBE and Local Participation – The LCC is committed to MBE, WBE and Local participation for this scope of work. For purposes of this project, local is defined as the State of Kentucky. Please provide a list of qualified partners using the attached exhibit (Exhibit B) who are included on your team.



7) Cost / Budget – Present an initial fee for Phase I - Schematic Design and a separate fee for Phase II - Design Development, Construction Documents, Bidding and Construction Administration services. The fee for Phase II is to be based on an overall percentage of the construction cost for the full design of the new Convention Center, less the Schematic Design cost. If a single AE firm submits for both the Arena renovation and the relocation and expansion of the Convention Center, they may propose a total “discounted” or “reduced” fee should they be selected for both projects. The LCC reserves the right to negotiate the cost of services following selection.

VIII. Disclosure Each responder shall disclose all subsidiaries, parents, or otherwise affiliated entities with whom it is associated that might be considered for providing future services on the project, including but not limited to, financial services, architectural services, construction services, or marketing services.

IX. Contract Conditions Evaluation and Award – This RFP does not commit the LCC to the award of a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The LCC reserves the right to reject all proposals, portion of submittals, sub consultants or team members, to further modify the scope of work and negotiate a fee for such modification, and/or to select the firm which, in LCC’s sole judgment, provides the best proposal with respect to qualifications and abilities. Conflict of Interest – A firm or business filing a proposal thereby certifies that no officer, agent, board member, or employee of LCC has a pecuniary interest in the proposal and that the proposal is made in good faith without fraud or collusion. X. Evaluation of Proposals Evaluation Criteria – This section provides a description of the criteria which will be used in the evaluation of the proposals submitted to accomplish the work defined in the RFP.

Project Work Plan/Approach Total Score of 100 Points De monstration of Understanding of Project Objectives 10 points Fa milia rity with pre vious work in the Rupp Dis trict 10 points Evide nce of innova tion and emerging industry trends 10 points

Project Firm/Staff Experience P roje ct Te am/S ta ff Expe rie nce 15 points S imila r Project Experience 15 points Gre e n Building P ra ctice s Project Experience 10 points MBE/WBE and Local Participation 10 points Budget/Cost Proposal P roje cte d cos t / be ne fit of propos e d work pla n and approach 20 points

Lexington Convention Corporation

Rupp District Expansion & Renovation

April 8, 2013 Page1

Lexington Convention Center

Architectural & Engineering Services

Exhibit A

Phase I Schedule

ID WBS Task Name Duration Start Finish

0 RUPP ARENA DISTRICT - SCHEMATIC PHASE 178 days Thu 2/28/13 Mon 11/4/131 AAG1 PC Sports Contract 1 day Thu 2/28/13 Thu 2/28/13

41 AAG3 LCC Board Meeting 0 days Thu 5/16/13 Thu 5/16/134 AE1 Prepare A/E RFP 6 days Fri 3/15/13 Fri 3/22/138 AE2 Submit A/E RFP for LCC Review 5 days Mon 3/25/13 Fri 3/29/139 AE3 Advertise A/E RFP 1 day Mon 4/1/13 Mon 4/1/13

18 AE4 A/E Site Visit 1 day Tue 4/16/13 Tue 4/16/1314 AE5 Receive A/E Proposals 0 days Fri 4/26/13 Fri 4/26/1315 AE6 Review A/E Proposals 2 days Mon 4/29/13 Tue 4/30/1317 AE7 A/E Shortlist 1 day Wed 5/1/13 Wed 5/1/1322 AE8 Interview A/E SL Firms 1 day Tue 5/14/13 Tue 5/14/1325 AE9 Select A/E 1 day Fri 5/17/13 Fri 5/17/1332 AE10 Award A/E NTP 1 day Fri 5/24/13 Fri 5/24/1334 AE11 Create Concept Design 35 days Mon 5/27/13 Fri 7/12/1335 AE12 Submit Concept Design 0 days Fri 7/12/13 Fri 7/12/1336 AE13 Create Schematic Design 45 days Mon 7/15/13 Fri 9/13/1337 AE14 Submit Schematic Design 0 days Fri 9/13/13 Fri 9/13/135 CM1 Prepare CM RFP 6 days Fri 3/15/13 Fri 3/22/133 CM2 Submit CM RFP for LCC Review 5 days Mon 3/25/13 Fri 3/29/13

10 CM3 Advertise CM RFP 1 day Mon 4/1/13 Mon 4/1/1316 CM4 CM Site Visit 1 day Wed 4/17/13 Wed 4/17/1320 CM5 Receive CM Proposals 0 days Fri 4/26/13 Fri 4/26/1319 CM6 Review CM Proposals 2 days Mon 4/29/13 Tue 4/30/1321 CM7 CM Shortlist 1 day Wed 5/1/13 Wed 5/1/1323 CM8 Interview CM SL Firms 1 day Mon 5/13/13 Mon 5/13/1324 CM9 Select CM 1 day Fri 5/17/13 Fri 5/17/1326 CM10 Award CM NTP 1 day Fri 5/24/13 Fri 5/24/1327 CM11 Create Concept Estimate 15 days Mon 7/15/13 Fri 8/2/1338 CM12 Submit Concept Estimate 0 days Fri 8/2/13 Fri 8/2/1328 CM13 Create Schematic Estimate 21 days Mon 9/16/13 Mon 10/14/1339 CM14 Submit Schematic Estimate 0 days Mon 10/14/13 Mon 10/14/1340 CM15 Reconcile Schematic Estimate 14 days Tue 10/15/13 Fri 11/1/132 SG1 Prepare Geotech RFP 10 days Fri 3/1/13 Thu 3/14/136 SG2 Submit Geotech RFP for LCC Review 5 days Fri 3/15/13 Thu 3/21/137 SG3 Advertise Geotech RFP 1 day Fri 3/22/13 Fri 3/22/13

11 SG4 Receive Geotech Proposals 0 days Fri 4/5/13 Fri 4/5/1312 SG5 Review Geotech Proposals 3 days Mon 4/8/13 Wed 4/10/1313 SG6 Award Geotech Contract 1 day Thu 4/11/13 Thu 4/11/1330 SG7 Geotech Borings 20 days Fri 4/12/13 Thu 5/9/1331 SG8 Preliminary Geotech Report 0 days Thu 5/9/13 Thu 5/9/1333 SG9 Final Geotech Report 1 day Fri 6/7/13 Fri 6/7/1329 ZG2 Schematic Phase End Date 1 day Mon 11/4/13 Mon 11/4/13

5/16

4/26

7/12

9/13

4/26

8/2

10/14

4/5

5/9

S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F SFeb 3, '13 Feb 24, '13 Mar 17, '13 Apr 7, '13 Apr 28, '13 May 19, '13 Jun 9, '13 Jun 30, '13 Jul 21, '13 Aug 11, '13 Sep 1, '13 Sep 22, '13 Oct 13, '13 Nov 3, '13

Task

Split

Milestone

Summary

Project Summary

External Tasks

External Milestone

Inactive Task

Inactive Milestone

Inactive Summary

Manual Task

Duration-only

Manual Summary Rollup

Manual Summary

Start-only

Finish-only

Deadline

Progress

Page 1

Project: RUPP ARENA DISTRICT - SDate: Mon 4/1/13

Lexington Convention Corporation



Convention Center Architectural and Engineering Services

Exhibit B

Phase I MBE/WBE/Local Participation Form

Lexington Center Corporation



MBE/WBE/Local PARTICIPATION FORM

Bid/RFP/Quote Reference #___________________________

The MBE/WBE/Local subcontractors listed have agreed to participate on this Bid/RFP/Quote. If any

substitution is made or the total value of the work is changed prior to or after the job is in progress, it is

understood that those substitutions must be submitted to the owner for approval immediately.

MBE/WBE Company,

Name, Address, Phone,

Email

Work to be Performed Total Dollar Value of

the Work

% Value of Total

Contract

1.

2.

3.

4.

The undersigned company representative submits the above list of MBE/WBE firms to be used in accomplishing the work contained in this Bid/RFP/Quote. Any misrepresentation may result in the termination of the contract and/or be subject to applicable Federal and State laws concerning false statements and false claims.

_______________________________________ ______________________________

Company By

_______________________________________ ______________________________

Date Title