Solicitation Process

Kids playing

A. Designated Point of Contact

Proposers shall provide a single point of contact who will receive all formal RFP notifications. Contact information should include full name, mailing address, email address and phone numbers (office and mobile).

All Proposer communications must be in writing and sent via email to Jill Ramsey at jnramsey@ucdavis.edu.

B. Stage 2 RFP Schedule

 

RFP Schedule

 

The actual timing of this Stage 2 RFP may be adjusted from time to time at the sole discretion of the Campus team.

C. Communication with the University

With the exception of Campus-initiated communications and Requests for Information, as defined below, and specific, planned events where Proposers are expected to engage with University representatives (e.g. charrettes, interviews, etc.), the Proposers shall not initiate any communications with University representatives (Campus staff, students, or Office of the President staff) specific to this Stage 2 RFP during the Stage 2 RFP selection process. Any attempt to influence the selection process could result in the Proposer not being advanced.

D. Requests for Information during Stage 2

Proposers may submit questions and Requests for Information (collectively “RFIs”) in writing via email to Jill Ramsey at jnramsey@ucdavis.edu. RFIs will not be accepted by telephone.

Proposers are encouraged to submit RFIs as early as possible, but no later than the following deadlines:

  • RFIs related to the Design Charrette shall be submitted in writing via email prior to 3:00 p.m. PDT on August 9, 2017.
  • RFIs related to the definition and interpretation of the Stage 2 RFP shall be submitted in writing via email prior to 3:00 p.m. PDT on August 24, 2017.

The Campus will respond to all RFIs via direct email to all Proposers’ designated points of contact. Campus responses will include the question and the Campus’ answer. Oral explanations or instructions shall not be considered binding on the Campus.

E. Design Charrette

Prior to the Submittal Deadline (August 31, 2017), each Proposer will be invited to Campus to participate in a Design Charrette with University representatives. The Campus reserves the right to require additional presentations or meetings, as it deems necessary, with Proposers.

SUBJECT MATTER OF DESIGN CHARRETTE

The Design Charrette is intended to provide Proposers with: (i) a better understanding of the Project or Projects; (ii) the opportunity to test certain concepts for their fulfillment of Project goals and objectives; and (iii) the opportunity to demonstrate their ability to work collaboratively with the Campus team. The Design Charrette is intended to be an open dialogue and working session with the Proposer and the Campus team. To that end, Proposers may ask questions, make observations and/or present concepts. The Campus team may provide specific direction as to development approaches to pursue and to incorporate in the final submission; however, no negotiation shall take place at the Design Charrette.

During the Design Charrette, Proposers will be invited to:

  • Provide feedback and solicit clarifications from the Campus team as to any aspect of the Stage 2 RFP that the Proposer believes should be modified to either improve affordability or better meet project goals;
  • Explore different densities and their impact on affordability and quality of place;
  • Present program scope, early design concepts, master planning, and phasing strategies to receive feedback from the Campus team;
  • Discuss the feasibility of each Project as presented in the Stage 2 RFP, especially as it relates to the rental targets for each Project; and
  • Discuss the design and operations approach to building a sense of community for the students who live in each Project
MEETING NOTICE, CONFIRMATION AND AGENDA AGREEMENT

The Campus will notify each Proposer in writing via email of the scheduled time, place, date, and duration of the Design Charrette. For the Design Charrette, each Proposer will suggest an agenda no later than 3:00 p.m. PDT on Wednesday, August 9, 2017 outlining the meeting goals and detailing those topics it would like to address with the Campus team. The Campus team will suggest any additions or changes to the agenda by 3:00 p.m. PDT on Friday, August 11, 2017.

STATEMENTS AT THE DESIGN CHARRETTE

Nothing stated at the Design Charrette will modify any part of the Stage 2 RFP unless it is incorporated in the Stage 2 RFP as a written Addendum issued by the Campus.

CAMPUS USE OF DESIGN CHARRETTE MEETING INFORMATION

The Campus reserves the right to disclose to all Proposers any issues or relevant information raised during the Design Charrette, except to the extent that the Campus determines, in its sole discretion, such disclosure would reveal confidential or proprietary information.

F. Examination of the Sites

Each Proposer shall be responsible for any physical examination of each Project site it deems necessary for the purpose of responding to the Stage 2 RFP.

G. Stipend

The Campus will not pay a stipend to Proposers for the Stage 2 RFP.

H. Addenda

The Campus may issue Addenda to the Stage 2 RFP at any point during the Stage 2 RFP process. Proposers will be responsible for reviewing the requirements contained in all Addenda and for adhering to all requirements contained therein.