Ecology Action Centre Eco Renovation

Transcription

1 Ecology Action Centre Eco Renovation REQUEST FOR PROPOSAL FOR DESIGN-BUILD SERVICES PHASE 1, SCHEMATIC DESIGN August 2014 Summary The Ecology Action Centre (EAC) is currently accepting proposals for the schematic design phase of the ecological renovation and expansion of our office. The EAC, with a consistent Halifaxbased staff of 35 (not including short-term use by students, interns, volunteers and community members) has outgrown its current building in North End Halifax. We are seeking to renovate our building with a design that will create more square footage, showcase ecological building principles and greatly improve the building s energy efficiency. The purpose of this Request for Proposal (RFP) is to solicit proposals from experienced and qualified design and build professionals, conduct a fair and thorough evaluation based on the criteria listed in this RFP, and select the team best suited to work with the EAC on the initial schematic design phase of this project. This work will be carried out under one contract. For Phase II of the project (design development and construction), the EAC will again issue an RFP or RFPs. If Phase I is a successful experience the intention would be to continue working with the same team, so during that selection process significant preference will be given to the Phase I schematic design team or team members. For Phase I we are looking for a team that can advise us on the best design approach given our budget, timeline, and existing site constraints and then complete the schematic design phase and initial budget estimate (Class C cost estimate). The involvement of a builder during this early design process is required to provide insight into existing building and future constructability issues that would be relevant to design and, in particular, cost. Using innovative problem-solving approaches to apply green building solutions to an older home will be an essential part of this design process, therefore a builder with this technical knowledge will be an integral part of the successful design team. Organizational Overview The Ecology Action Centre, established in 1971, is Nova Scotia's largest and most active environmental charity. We are proud to be a membership-based organization with over 3,500 members, more than 300 volunteers and over 40 staff. We work at the local, regional, national and more recently, international level to build a healthier and more sustainable world. Our

2 work is focused around seven action areas: sustainable transportation, marine, water and coastal issues, wilderness and forestry, energy, the built environment and food. Project Background The EAC purchased its Halifax office at 2705 Fern Lane in 2005, and, with hundreds of volunteer hours, led an extensive renovation over 10 months to make it a beautiful home and a public demonstration site for an innovative green office renovation. This initial renovation allowed the Centre to significantly improve the building s energy efficiency, showcase innovative building materials and approaches, and inspire hundreds of other property owners and industry professionals who were looking to make environmentally conscious choices. Now that almost a decade has passed and the number of staff has greatly increased, it is time to make some more significant changes to the building to improve its efficiency and to enhance the experience of the people who use it. After much careful consideration and discussion, both internally and with the broader community, the EAC has made a commitment to stay on the Fern Lane site and continue to invest in this building and community. Part of this commitment is in recognition of the neighbouring Bloomfield Centre development and the benefits that it could offer in future years. There is also recognition of the work and commitment that has gone into the current building and a desire to continue to use this site as a relevant green demonstration site for other owners of similar buildings with similar environmental goals. The long-term vision for our space on Fern Lane is to expand with a multi-storey addition onto the back of our building and to stay involved in the Bloomfield development process and explore the potential on that site. In the short-term however, we need to address our need for additional space while respecting our financial limitations, ecological principles and the longer-term vision. A considerable part of this project will be focused on energy efficiency upgrades. Our unfinished, uninsulated basement is currently our biggest energy efficiency concern, and increased building shell insulation, window upgrades, and new cladding are also necessary as part of improvements to the building s performance and aesthetic. Project Goals A successful design for the renovation will: Improve our ability to meet the needs of our staff, volunteers, and visitors by gaining additional functional and aesthetically pleasing space, to be used for meeting rooms, more workstations, a third bathroom, some storage space, and other needs. Efficiency of space is of great importance and the design must allow for flexibility for future changes in function, occupancy and longer-term expansion plans. Improve the building s energy efficiency by insulating the basement and including a new wrap of the exterior shell. 2

3 Be highly innovative, responsive, and creative, incorporating environmentally conscious materials, methods and principles while balancing the constraints of a non-profit s budget. Site Overview The current building is on a 3600 sq ft lot, approx sq ft of which is used by the building footprint. The building is an 1800s style salt-box home, wood-frame construction, and is approximately 130 years of age. The condition of the foundation and basement reflect the age of the building. Our recent EnerGuide audit showed that our basement is our biggest source of inefficiency; by making the recommended insulation improvements we could raise our rating from 52 points to 64 points. The building is in a C-2 zone (by-law code 10). Currently, the first floor of the EAC is wheelchair accessible via a ramp at the back of the building. We need to maintain that accessibility to the first level, but we also want to consider how to increase the building s level of accessibility. It is of high importance that proposed additional levels be accessible and potentially even barrier-free, either as part of this renovation or planned for as a component of a future expansion. Project Scope The successful team for this project during the schematic design phase would be expected to fulfill the following objectives: Work as an integrated team that engages design expertise, build expertise, engineering expertise and the EAC s staff representatives to assess the various possible design options given the parameters of the site and the project goals. Refine the existing Functional Program, review site conditions and constraints, and relate to any other necessary pre-design items. Produce a number of initial design concepts for consideration by the EAC to allow us to select the best path forward. Produce schematic design documents and estimate of probable construction cost (Class C estimates) for the chosen design. Employ design strategies that maximize efficiency and comfort while achieving goals for sustainability and cost-effectiveness. Produce sketches or renderings suitable for use in public communications. Our Team The EAC is a large organization, with many volunteers and community members involved, as well as over 3,500 members. To help us get to this point in the project, an Expansion Committee was formed last fall. This committee is comprised of staff members and volunteers, and will continue to meet monthly and help oversee the project on a high level, but will not be involved in the dayto-day decision-making. In order to simplify communication throughout this process, key our staff members are: 3

4 Maggy Burns, Managing Director of the Centre Phoebe Owen, Fern Lane Expansion Manager Carla Vandenberg, Financial Director of the Centre Will Fawcett Hill, Co-Chair of the Expansion Committee and Community Food Programmer at the Centre Maggy Burns and Phoebe Owen will be the primary points of contact for the design team. Project Budget and Timeline Our overall budget for this project is $450,000. This includes our soft costs (design, project management, fundraising, staff relocation during construction, etc) as well as our hard costs construction budget of $320, 000. The design for this project should allow the renovation to be completed and ready for staff to re-occupy the building by summer/early fall Our estimated budget for this schematic design contract is $5,500 or less. We aim to have the schematic design phase completed by the end of October Evaluation Criteria We will be evaluating submissions and teams in the following areas: Level of experience on your team, in the areas of design, build, and project management Previous experience on similar projects Level of specific technical expertise regarding green design solutions and renovations in older homes Experience with working with non-profit organizations or clients with a similar organizational structure to the EAC Proposed approach to the project Fit with the ecological and social values of the EAC Price for the schematic design phase and how the budget is allocated References Short-listed teams will be invited to make an in-person presentation to key staff and committee members at the EAC. Proposal Requirements Information required in your submission is outlined in the following sections. Please follow this format in your submission. 1. Contact Information: Name of firm or individuals Complete address 4

5 Contact person Phone number address Website (if applicable) 2. Personnel: Provide a list and resume of your personnel (specifically your design and build team members) who would be committed to this project along with a summary of their relevant experience on similar projects and a list of their qualifications. Provide a list of any professionals outside your team whom you would engage in this project as consultants (engineering, efficiency, interior design, etc.) or otherwise. Provide a summary of their relevant experience on similar projects and a list of their qualifications. Identify what role personnel will play in the schematic design phase of the project. 3. Examples of Work: Examples of 3 or more similar projects designed and/or built by your team. 4. Client References: Contact info for 2 recent clients of your team members (ideally from projects similar to the EAC s). 5. Proposed Approach: A proposed workplan for the schematic design phase including hours worked by team members by task, organized in a timeline. Your approach when working with an integrated design team. Your approach to creating an excellent design that prioritizes ecologically friendly options while adhering to budget, timeline and functional needs. Your approach to working with clients and non-profit organizations in particular. Your approach to managing a design-build project. Indicate your level of liability insurance, and confirm that you are in good standing with provincial workers compensation. If you submitted to EAC s Ideas Competition in March 2014 include reference to this experience and how it has influenced your thinking on the project. 6. Price: Your fixed price to complete the outlined scope of work including all reasonably necessary meetings and consultations with EAC staff. Hourly rates and hourly allocations for all team members consistent with your outlined workplan from Section 5 (above). 5

6 Deadline for Submission Proposals are due no later than 12pm (noon), Wednesday August 27 th, Proponents are encouraged to submit electronically rather than on paper. Evaluation of proposals will be conducted from August 28 th, 2014 until September 12 th, Any additional information or discussion required from teams will be sought during this period. Shortlisted teams will be invited to make an in-person presentation to key staff and committee members at the EAC during this period. The EAC may withdraw this RFP at any time prior to the closing date of August 27 th 2014 and is not obliged to accept any proposal and may reject all proposals. The EAC intends to enter into final negotiations with the proponent having the highest ranking at the end of the evaluation process. The negotiation process may result in material differences between the proposal as submitted and the final agreement, assuming one is reached. If negotiations are unsuccessful in reaching an agreement after 15 days from their commencement, the EAC reserves the right to terminate the RFP process without making any award or to open negotiations with the next highest ranked proponent. Proponents agree to leave their proposals open for acceptance for not less than 60 days from the closing date of August 27 th The EAC s intention is to select a team and enter into an agreement no later than September 19 th, The final form of the agreement will be based on Royal Architectural Institute of Canada (RAIC) and/or Canadian Construction Documents Committee (CCDC) standard form documents. Notifications to teams who were not selected will take place when the selection process has been completed. Debriefs will be provided on request. Proposals can be sent to: Phoebe Owen Fern Lane Expansion Manager phoebe@ecologyaction.ca (902) (cell) Questions can be addressed to: Before August 10 th : Maggy Burns Managing Director centre@ecologyaction.ca (902) (office) After August 10 th : Phoebe Owen Fern Lane Expansion Manager phoebe@ecologyaction.ca (902) (cell) 6