REQUEST FOR PROPOSAL FOR DESIGN SERVICES BOAR S HEAD INTERIOR PUBLIC SPACES FEBRUARY 1, 2015

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1 REQUEST FOR PROPOSAL FOR DESIGN SERVICES BOAR S HEAD INTERIOR PUBLIC SPACES FEBRUARY 1, 2015 REQUEST FOR PROPOSAL The invites highly qualified design consultants to submit a proposal and associated supporting materials for consideration in the selection of a team to provide design services for Public Spaces at Boar s Head in Albemarle County, Virginia. This project will include phased architectural and interior design improvements for meeting spaces, corridors, lobby, porte cochere, elevators, restrooms, restaurants, kitchens, and food and beverage storage spaces at Boar s Head (Project). This Project will include conceptual and schematic design, design development, and construction documents. The Project will be developed by the UVA Foundation in partnership with the Boar s Head, under County of Albemarle code review. BACKGROUND/PURPOSE OF THE PROJECT History 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, 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 McArthur Squash Center at the Boar s Head Sports Club has 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. Additional information on Boar s Head can be found at EXISTING FACILITIES The Boar s Head underwent renovation of all guestrooms in Mechanical improvements were completed in 2014 for all guest rooms. The 2012 guestroom improvements have been exceptionally well received by Boar s Head guests and form the basis of the work outlined within. The design intent of the guestroom renovation was borne from the 2011 Intangible Quality (IQ) Design Guidelines. The design components outlined in the IQ Design Guidelines formed the framework of design for the guestrooms. Those same components will establish the precedent for the Interior Public Space design process. Mechanical improvements in 2014 included replacement of all water source heat pump and PTAC units in each room. The Interior Public Space project will feature similar mechanical enhancements. SCOPE OF WORK 1. Discovery: Complete review and analysis of existing project materials and studies. Review and provide strategic input on any relevant county and state processes and requirements necessary

2 to facilitate any proposed development. Review of the project area of existing features and infrastructure requirements. 2. Design Phase: Conceptual and Schematic Design, Design Development and Construction Document preparation and presentation. Assist the Foundation with establishment of an overall project schedule and budget. 3. Bidding: Prepare bid documentation and provide UVAF with assistance during the bid process. 4. Construction Administration: Assist UVAF staff during construction process as required. CONSULTANT REQUIREMENTS Discovery Review and assess existing studies and relevant data for Boar s Head. Visit the facility to become familiar with guest, functional, utility, and physical plant conditions. Working from the existing IQ Study and limited additional interviews/workshops with Boar s Head and UVA Foundation staff, develop an understanding of the facility, use, and programs at Boar s Head. Specific focus will be required on mechanical components. Design Phase Develop design packages, including: mechanical, interior, and architectural. This will include plans, elevations or sketches, sections, and design narratives. Three (3) presentations of design concepts will be required to stakeholder group of Boar s Head and UVAF staff. Documentation for all permits through Albemarle County is required. 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. Construction Administration Provide on site presence during construction for weekly meetings. Assist UVAF with administration duties, such as: communication, record keeping, request for information, document changes, review and approval of payment applications, change order review and approval, submittal review, field report documentation, completion, and closeout procedures. SPECIFIC PROJECTS The scope of the project includes architectural, mechanical, and interior design for a variety of spaces. The anticipated details of the design and construction scope of work is as follows: Phase 1: Prefunction and Meeting Rooms: Ednam Hall, Original Ballroom Prefunction, Hearth Arbor Patio Rooms, Albemarle Blue Ridge Commonwealth Rooms, Ordinary Room Scope of Work: Demo, carpet, paint (walls, ceiling), trim, lighting, wallcovering, HVAC replacement, life safety, AV, window treatments, chairs, tables. Ballrooms: Original Ballroom Scope of Work: Demo, flooring, paint (walls, ceiling), trim, lighting, wallcovering, HVAC replacement, life safety, AV, window treatments, chairs, tables, operable walls. 2 P age

3 Corridors: Ednam, 600 Building, 700 Building, Main Inn, Hunt Club Scope of Work: Demo, carpet, trim, lighting, wallcovering, HVAC replacement, life safety, window treatments, artwork, elevator lobby furniture, vending area floor tile, signage. Food and Beverage: Old Mill Room kitchen Scope of Work: Kitchen station redesign including equipment planning, kitchen storage and sequencing. Demo, ceiling, walls, flooring, MEP, lighting. Phase 2: Lobby: Main Inn Scope of Work: Demo, carpet/flooring, paint (walls, ceiling), millwork, lighting, wallcovering, HVAC replacement, life safety, sound system, window treatments, artwork, seating groups, front desk, front desk equipment, porte cochere redesign. Public Restrooms: Ednam Hall, Original Ballroom Prefunction, Hearth Arbor Patio Rooms, Albemarle Blue Ridge Commonwealth Rooms, Lobby Scope of Work: Demo, tile, paint (walls, ceiling), trim, lighting, wallcovering, HVAC replacement, life safety, AV, window treatments, artwork, mirrors, toilet partitions, toilet accessories, toilets/urinals, vanity tops, faucets, sinks, millwork vanity base, sound system. Phase 3: Food and Beverage*: Old Mill Room, Bistro Scope of Work: Demo, carpet/flooring, paint (walls, ceiling), millwork, lighting, wallcovering, HVAC replacement, life safety, sound system, window treatments, chairs, tables, artwork. *Based on independent reconcepting plan for both restaurants. Additional spaces and projects may be added to the scope of the work. All HVAC improvements are assumed to be replacement of PTAC/WSHP units in kind and not replacement of larger boiler/chiller systems. QUALIFICATIONS Submittal Requirements and Process Firms must demonstrate significant experience designing, documenting, and providing representation and consulting for similar projects, which combine significant hospitality projects. Recent experience in hospitality and interior public space design will be required. Experience with local government zoning and code review will also be required for this project. 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 a hospitality environment; the ability to meet specific project objectives, e.g., design and construction of hospitality improvements of in use facilities, 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. 3 P age

4 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 that partitions the costs of architecture, mechanical and interior architecture. Fixed fee should be provided for Phase 1 with rough order of magnitude estimates for Phases 2 and 3. For each design component (Architectural, interior, mechanical), fees must be broken down by design phase: conceptual design, schematic design, design development, construction documentation, and construction administration. Please describe the scope of services to be provided and any notable exceptions. Contract will include Phase 1 work with subsequent phases approved based on performance of design team, construction success of Phase 1, and funding of future projects. REIMBURSABLE EXPENSES Please note that reimbursable expenses shall be quoted with a 0% markup factor. SCHEDULE This is a fast track project. All proposals should assume work will begin immediately with anticipation of Phase 1 construction in summer of Please provide preliminary design schedules showing breakout of work by phase (conceptual design, schematic design, design development, construction documents) for both the architectural, mechanical and interior architecture. Also, please define scope of work completed by phase. SUBMITTAL INSTRUCTIONS All proposals should be submitted to the by noon (12:00 p.m.) on Wednesday, February 16, Please send five (5) hard copies and one digital copy to: Mr. Chris Schooley Real Estate Project Manager Overnight Delivery: One Boar s Head Pointe Charlottesville, Virginia US Postal Service: P.O. Box Charlottesville, Virginia P age

5 TENTATIVE SELECTION SCHEDULE RFP Advertised & Distributed RFP Deadline February 16, 2015 Selection Committee Review February 17 18, 2015 Shortlist Notified February 19, 2015 Interviews Conducted February 26 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) , Fax: (434) , E mail: cds7c@virginia.edu or Fred Missel Director of Design & Development Phone: (434) , Fax: (434) , E mail: fam5c@virginia.edu 5 P age