strategic development plan , pl-0009 proceedings: non ...facilities.ufl.edu/prjdocs/00018681.pdf ·...

Strategic Development Plan, PL-0009

Proceedings: Non-Mandatory Pre-Proposal Meeting

August 17, 2015 10:30 – 11:30 AM

Attendees:

CONSULTANT SELECTION & CERTIFICATION COMMITTEE:

1. Dr. Charles Lane, Senior Vice President and COO University of Florida

2. Carlos Dougnac, Assistant Vice President Planning Design & Construction , University of Florida

3. Linda Dixon, Director of Planning and Project Manager Planning Design & Construction , University of Florida

4. Lee Nelson, Director of Real Estate Office of the Sr. Vice President and COO, University of Florida

5. Brad Pollitt, Vice President, Facilities UF Health

PARTICIPANTS:

Jere Lahey Cedric Christian Allen Penniman Richard Galehouse Marc LeBrun Steven Jacobs Zach Schwanberk Roger Weber Adam Glaser Jonie Fu David Venters Tom White James Bennett Brad Lukanic Jena Brooks Tom Thomas Missy Boyer Rory Causseaux Amber Gartner Pat McLaughlin Joe Limpert Wiatt Bowers Grace Perdomo Lara Neaubauer Deborah Miller Andrea Lamberti John Risher S. Jackson Joanna Morlot Dumont Janks Noelle Salerno sagastume@ Alyn Pruett Jeremy Marquis Jeff Williams Betsy Pepine Sally McIntyre Elizabeth Fazzare Amy Zimmerman Alexis Mattey Hernan Guerrero jdang@ Anita Roach Erik Lewis

Proceedings: (see attached presentation materials)

1. Welcome and Introductions

Dr. Lane welcomed participants and introduced the Selection Committee members. He described the origins of the project through discussions at the University of Florida Board of Trustees (UFBOT) meetings in December 2014 and June 2015. He described the “who, what, when, where and how” of the

Strategic Development Plan, PL-0009 of 4 Proceedings: Non-Mandatory Pre-Proposal Meeting, 8/17/15

project. He stated that the project is for the university and community with “out of the box” thinking to bring forward ideas that may never have been explored. He described the strategic plan as exploring development paths that would make Gainesville a great college town and support the university’s rise to preeminence. He envisions the plan spanning actions that can happen immediately and those that take the university 30-40 years into the future with phased implementation. He described a geographic area of influence approximately ½ mile around the campus noting that this plan is not envisioned to address the entire county, but that the process will help further define the study area. He emphasized that strategic implementation steps and clear communication of the plan are critical to the effort’s success.

2. Selection Process Overview, Schedule, and Scoring

Ms. Dixon described the selection process and documents that have been made available online. The two-step process includes shortlist and interview phases with scoring that is not cumulative such that shortlisted firms advance to the interview stage with a clean slate. The committee will shortlist and rank at least 3 firms with the possibility of up to 5 firms. The proposal instructions are purposefully detailed in order to ease the selection committee’s review and enable them to have consistent information from each applicant. Extraneous marketing materials and company-wide resumes should not be included. She reviewed the selection schedule highlighting the deadline for questions is Aug. 20th at 5:00 PM EST. She described the shortlist scoring criteria as being Personnel, Experience, and Project Approach/Understanding. Of these, 60% of the score will be for Approach/Understanding. She highlighted the portions of the PQS submittal documents that relate to each of these categories. For personnel, the committee only wants to see resumes of those people who will be involved in this project. In the interview phase, applicants will be asked to provide work load summaries of team members, so they must be people who are available for this project. In terms of experience, she said that the committee thinks this project is very unique and no firm will have likely done anything exactly like it. However, she noted that the Fact Sheet, part B, includes the criteria that the committee will be considering when reviewing the 5 sample projects for relevancy to the Strategic Development Plan. The approach and understanding scores are addressed in the PQS instructions (questions 4-9), but this is the part of the proposal where applicants can include other information they deem relevant to convey their understanding and approach. She noted that the 26-page limit is an opportunity to demonstrate the firm’s ability to communicate clearly and concisely.

3. The Strategic Development Plan

Dr. Lane resumed a discussion of the Strategic Development Plan differentiating it from the recently completed Campus Master Plan, which is largely regulatory-driven focusing on policy and the campus building program. He noted that UF and FSU have been designated by the State of Florida as preeminent universities in the State University System. The Strategic Development Plan should focus on this goal and how the physical environment plays a role in achieving preeminence. He discussed synergies between the university, city, and county as they relate to college town benchmarking. The Project Fact Sheet cites some potential benchmark college towns, but Dr. Lane encouraged applicants to consider their own experience and expertise in identifying appropriate benchmark communities. Examples of community synergies include retail environment, housing stock, economic opportunity for graduates, and infrastructure systems including transportation. He described a phasing concept for the plan with Phase 1 to address benchmarking, land use analysis, and stakeholder input resulting in a larger menu of possible directions and highlighting key directions. Phase 2 would include further review by key


stakeholders including the UFBOT and City Mayor with renderings and preliminary plans. Phase 3 would further develop implementation steps and key actions.

4. Questions Previously Asked

Ms. Dixon presented answers to questions that had previously been asked (see attached presentation materials). She reiterated the August 20th deadline for questions and that responses will be posted online and via email to registered interested applicants by August 24th. Ms. Dixon elaborated that with regard to question #6 in the presentation, the intent for licensing is that any firm doing business as an architectural or engineering firm must be licensed by the State of Florida at the time of executing any agreements with the university. The same is true for corporations to be certified to do business in Florida. In order to open the advertisement widely to applicants from around the country, the university is not requiring this documentation at the proposal phase. Licenses and certifications included in the proposal can be resized to fit multiple forms on one page as long as they are legible.

5. Open Forum Q&A – Ms. Dixon asked for questions from the audience in the room and online.

Q1: For applicants that are not joint-venture, is the proposal required to state this?

A1: Ms. Dixon responded, yes, a statement is required as described in the instructions.

Q2: In addition to transportation, what other infrastructure issues are anticipated to be addressed?

A2: Dr. Lane discussed campus entry points and other campus-community interfaces. Mr. Pollitt recommended that applicants think out of the box to address access to a variety of services that might include grocery stores and grids for power, telecommunications, and transportation.

Q3: What does the university anticipate for stakeholder participation in terms of who and how many?

A3: Dr. Lane described initial interaction with the university president, senior vice presidents and cabinet perhaps over the course of one or two meetings. Also, interaction is anticipated with deans/associate deans, the health campus, and city/community leaders. He noted that the university intends to involve a number of stakeholders in discussions concerning the strategic development plan, but that in the initial phase, it is likely that much of the project’s direction would be established by a more limited group of people. Dr. Lane indicated that there would be greater involvement of external constituencies in the second and third phases of the project. Ms. Dixon added that the applicants should bring their expertise in consensus building and stakeholder involvement to the project approach. Dr. Lane agreed that the university is seeking guidance in this area.

Q4: Will there be public meetings or is this an internal exercise?

A4: Dr. Lane advised that this will be more internal, especially in Phase 1, but at some point there will need to be community dialogue.

Q5: Preeminence is being addressed currently short-term – how does this plan address the drastic changes going forward with preeminence? What has UF done to address what preeminence means?

A5: Dr. Lane offered that preeminence steps have been short term and tactical. UF has new leadership under President Fuchs who has initiated a goal-setting process targeted to publish results in the fall.


Currently there are no strategic goals for how to become a preeminent university. The strategic goals are primarily at the college level.

Q6: Has there been any dialogue with the City and County about the Strategic Development Plan?

A6: Dr. Lane stated that he has had some individual meetings with City leaders, but most of the discussion has occurred at UFBOT meetings, which are advertised public meetings.

Q7: Does the university have any agreements with the city or county in which funds have transferred to the local governments for infrastructure?

A7: Ms. Dixon stated that the university has operated under development agreements with the City and County since 1998, and that these agreements have allocated funds to the local governments for infrastructure improvements. These Campus Development Agreements are available online.

Q8: Will today’s presentation be made available online?

A8: Ms. Dixon said that the presentation will be made available with proceedings of this meeting no later than Monday, August 24th.

6. Closing Remarks – Dr. Charlie Lane

Dr. Lane thanked the attendees and closed the meeting.


Strategic Development Planfor the

University of Florida

August 17, 2015

Agenda (Please Sign In)

1. Welcome and Introductions

2. Selection Process Overview, Schedule, and Scoring

3. The Strategic Development Plan

4. Questions Previously Asked

5. Open Forum Q&A

6. Closing Remarks

Selection Process Overview

• Two-Step Process– Shortlist and Interview– Contract negotiations with selected

firm/team– If unable to finalize contract, will negotiate

with next ranked team• Detailed instructions

– Ease of review– Consistency of review– Demonstrates communication

Selection Process ScheduleNon-mandatory pre-proposal meeting

Monday, August 17, 2015, 10:30 AM Local Time

Deadline for question submittal

Thursday, August 20, 2015, 5:00 PM Local Time

Applications Due: Tuesday, September 1, 2015, 3:00 PM Local Time

Shortlist Meeting: Tuesday, Sept. 22, 2015, 1:30 PM Local Time

Final Interviews: Wednesday, October 28, 2015

Selection Recommendation Approval:

Week of 10/26/15 – 10/30/15

Contract Negotiation & Execution:

Week of 11/16/15 – 11/20/15

Kickoff Workshops Week of 1/11/16 – 1/15/16

Selection Process Scoring

• Shortlist and Interview not additive• Additional instructions prior to

interview of shortlisted firms• Shortlist criteria:

– Personnel PQS 0-1-2Only project team personnel

– Experience & References PQS 3 5 projects and criteria in Fact Sheet, B

– Approach & Understanding (60%) PQS Instructions 4-9

STRATEGIC DEVELOPMENT PLANDr. Charles Lane

A COMPARISON OF PLANS:

Master Plan• Subject to Campus

Development Agreement• Statutory requirements• 10 year horizon• Focuses on campus

projects / issues

Strategic Development Plan• University initiative• Scope determined by

University / BOT• 30 – 40 year horizon• Considers relationship of

University to surrounding city

3

STRATEGIC DEVELOPMENT PLAN

PURPOSE:

To support the University’s goals for preeminence

2


GOAL:

Determine optimal synergy between Gainesville and the University

4


GOAL:

Integrate seamlessly with Campus Master Planning efforts

5


GOAL:

Assess impact area relative to preeminence goals

6


GOAL:

Explore benefits of enhancing key connections between campus and City

7


GOAL:

Ascertain current and potential challenges to preeminence goals

Retail and other built environment amenities On- and off-campus housing stock

Economic opportunity for graduatesInfrastructure choke points

8


IMPLEMENTATION STEPS:

• Identify appropriate consultant

• Determine phasing of plan implementation

• Engage stakeholders in University and community

9

Previously Asked Questions1. Does 26 page requirement refer to 26 sheets or 26 sides?

As an electronic submittal, there should be a max. of 26 pages. If printed double-sided, that would be 13 sheets of paper.

2. Is the inclusion of copies of AICP certificates required? If not included, will it count against us?

Only the firm licensing is required as described in the materials. Other certifications can be included as part of team bios or other back-up but it is not required.

3. Does the 'letter of application' in the advertisement refer to the cover letter?

Yes

4. Retyping or Resizing Forms: Could you please clarify whether it would be acceptable to reformat the form provided for Question 3_Experience and References. There seems to be conflicting information in the General Instructions --see items D, H and Submittal Instructions #3 on pg 3.

Instructions H and 3 say to use the forms. D says the forms can be retyped and resized. The intent is that the forms can be retyped and resized to better fit your layout, but the form content should be kept intact, consistent, and in the same order.

Previously Asked Questions, cont.

5. Items Included in the Page Count: Please clarify whether the following would be included in the page count: pages in the Supplemental Information section (licenses, proof of ability to transact business in Florida), resumes and professional certificates.

Yes, all items are counted in the page count. Certificates and licenses can be resized to fit multiples on a single page. You need only include the licenses and certifications specified as required.

6. Question regarding Item K, PQS Instructions: Is the requirement for providing architecture or engineering license(s) waived IF architecture or engineering services are not included in the proposed scope? For example, if an applicant firm has the capability to provide architecture, planning, branding, etc services but standard architectural services are not included in the proposed scope of services, would they still be required to provide the architecture license?

We discussed this requirement at length during our RFQ development. We consulted the Florida statutes, the FL Dept. of Business and Professional Regulation and the Florida Board of Professional Engineers. The intent is that any firm doing business as an architectural or engineering firm must provide these licenses as specified in the documents.

Previously Asked Questions, cont.

7. What is the project budget?

A final budget has not been set. The university recognizes the value of the services being requested. We do not want budget to restrict proposals and project approach at this point in the process. We want to hear your recommendations for how we best proceed keeping in mind the need to be fiscally responsible. Final project scope and budget will be negotiated with the selected firm/team.

The selection materials describe a phased approach and state that “The contract will be structured in a manner to award the entire project, but with each phase comprising a separate cost and requiring a separate notice to proceed. The University reserves the right at its sole discretion to terminate the project at the close of any phase for any reason.”

Open Q&A

Ben Tanner Photography

Deadline for Questions:Thursday, August 20th

5:00 PM EST

Responses Due:Monday, August 24th

5:00 PM EST

Proposals Due:Tuesday,September 1st

3:00 PM EST

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