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MEMORANDUM OF UNDERSTANDING
OWNER:
Virginia Commonwealth University
DESIGN BUILDER (DB):
TBD
TITLE OF PROJECT:
West Grace Street – West Broad Street Housing
PROJECT CODE:
TBD
DATE OF MOU:
ABBREVIATIONS:
BCOM
HCO Manual
Owner / VCU
DB
March 2013
******************************
= Bureau of Capital Outlay Management
= Virginia Commonwealth University – Higher Education Capital Outlay Manual
= Virginia Commonwealth University
= Design Builder – Design Build Team (all inclusive: Contractor, Sub-Contractors,
Architect/Engineer, and Consultants)
TABLE OF CONTENTS:
1. DB Services
2. Proportioning of the DB Fee
3. Personnel
4. Project Description
5. Schedule for Planning, Design and Construction of the Project
6. Supplemental Instruction and Clarifications
Appendix A – Documentation, Archiving, Final Deliverable Requirements
Appendix B – Statement of Needs and Expectations – Interior Design Standards
1.
DB SERVICES
The DB shall furnish all expertise, labor, and resources to provide complete Design Build services for the West
Grace Street – West Broad Street Housing project in accordance with the terms, conditions and requirements of
the RFP.
2.
PROPORTIONING OF THE DESIGN BUILD PRICE PROPOSAL
The final, negotiated contract amount for this project will be proportioned according to the RFP documents
between Wing A and Wing B and between the “Housing” and “Mixed-Use / Living Learning” components of
each Wing.
The correct proportioning of the final negotiated contract amount and invoicing is critical to ensure the
Owner’s need to track costs for the project on the basis of the individual components involved.
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3.
PERSONNEL
The Owner's primary Project Manager and point of contact for the design phase of this project shall be:
Carl F. Purdin, AIA
700 West Grace Street
P.O. Box 843049
Richmond Va., 23284-3049
Phone: (804) 828-0391
FAX: (804) 828-0006
E-mail: cfpurdin@vcu.edu
The Owner’s Project Manager and point of contact for the construction phase of this project shall be:
Ralph Patch
700 West Grace Street
P.O. Box 843409
Richmond, Va. 23284-3049
Phone: (804) 827-3843 Cell: (804) 400-2154
Fax: (804) 828-2528
The Owner will advise the DB in writing of any change in the Project Manager’s for this project.
The DB Team has assigned the following individuals as the responsible persons for the
function/disciplines indicated for this project:
(to be revised to reflect actual DB organization)
Principle in Charge:
Senior Project Manager:
Project Superintendent:
Project Architect:
Architect Project Manager:
Structural Engineer:
Mechanical Engineer:
Plumbing Engineer:
Electrical Engineer:
LEED Consultant/Project Manager:
Interior Design Project Manager:
ETC.
Should circumstances require substitution for any of the above-listed personnel assignments, the DB
shall so advise the Owner in writing. Any substitute shall have the same or greater level of expertise
and experience. Owner reserves the right to accept or reject proposed substitutions of personnel.
4.
PROJECT DESCRIPTION
The Owner has provided the following documents which describe the program, siting, appearance, aesthetics,
functional arrangement, and level of quality required for this project:

RFP # 5364113JH
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5.
SCHEDULE FOR DESIGN AND CONSTRUCTION OF PROJECT
The DB understands that time is of the essence and agrees that the date for Substantial Completion of the
project shall be on or before the dates listed below based on a Notice authorizing Work to proceed on or before
July 1, 2013. Final Completion shall be achieved within 30 consecutive calendar days after the date of
Substantial Completion.
(appropriate dates and additional critical milestones to be determined by the DB and Owner prior
to contract execution)
Authorization for D/B to Proceed
BCOM Schematic/Pre-design Meeting
Submit to Art & Architectural Review Board
Submit to VCU Architectural Review Committee Submit preliminary design to VCU
Submit preliminary design to BCOM
Submit Working Drawings to VCU
Submit Construction Documents to BCOM
(include milestones and dates for early packages)
Construction begins
Substantial Completion/Occupancy
Final Completion
-
July 1, 2013
????
????
????
????
????
????
????
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July 15, 2015
August 15, 2015
It is understood that the above dates are contingent upon the Owner's receiving the necessary approvals,
funding and authorizations. Should the Owner not receive the necessary approvals, funding and authorizations
through no fault of the DB or if the Owner delays the work through no fault of the DB, appropriate adjustments
and changes will be made in the schedule. The DB shall be notified in writing of any changes to the schedule
resulting from the Owner’s actions.
6.
SUPPLEMENTAL INSTRUCTIONS & CLARIFICATIONS
The following are offered to clarify the Owner's expectations regarding the DB services required by the HCO
Manual. They are explanations offered for the benefit, information and assistance of the DB. None of the
items listed below are additional or extra services, but are included in the DB Basic Services as set forth in the
HCO Manual and Contract.
A. The Owner has provided to the DB copies of pertinent drawings on file indicating utilities and site
conditions. It will be the responsibility of the DB to coordinate with all public and private utility
companies regarding existing utilities (if any) and their location. The DB must also consult with the
Owner's staff regarding any existing utilities not indicated on drawings or by utility easements. Owner shall
supply to the DB a Site Survey including Utility locations. The Owner does not certify the accuracy of the
survey.
B. The Owner has provided the DB with a topographic and boundary survey for the site. The DB shall be
responsible for acquiring and coordinating additional survey information the DB determines is needed to
provide its services. Additional survey service, if required by the DB, shall be the responsibility of the DB.
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C. The cost of services for meetings and all presentations to the Owner's Building Committee, the Art and
Architectural Review Board, BCOM and all other State and local agencies will be the responsibility of the
DB included within their services. The DB project related costs of all miscellaneous blueprinting,
reproduction of reports, photocopying, long-distance telephone calls, facsimile transmissions, telegrams,
travel and postage are included in the DB Price.
D. So that the Owner's Building Committee will have a reasonable knowledge and understanding of the
concepts and design components (i.e., materials, equipment and systems), the DB as part of basic services
will be required to present up-to-date descriptions of concepts, materials, equipment and systems which are
being considered. These presentations will consist of the DB presenting drawings, cut sheets, verbal
descriptions, etc., regarding the advantages and/or disadvantages, the economic evaluations, and the
justifications as to why certain materials, equipment, systems, etc., are being considered or used.
These presentations should not be confused with, or considered in lieu of, formal presentations or
submittals to the Art and Architectural Review Board, BCOM or other State or local agencies.
It is understood that the DB shall assist the Owner in preparing materials (Power Point and Project
Summary) for presentation to the VCU Board of Visitors (BOV). In addition, the DB (lead “design”
project manager and “build” project manager) shall actively participate in the presentation of the project to
the BOV, following approval of the final design by the VCU Building and Steering Committee.
F. The VCU Culture

Organization and hierarchy: VCU has a relatively flat organizational structure. Instead of information
filtering down through levels of hierarchy, the information and work flows directly to the person
responsible. Decision-making tends to be democratic and is spread across groups and committees. The
DB should come to meetings prepared with specific goals and decision points. Decisions should be
framed comprehensively to avoid schedule delays as a result of indecisiveness.

Project Committees: Each project is assigned a steering committee and a building committee.
o Building Committee – This is the working group making day to day decisions about the
project during design. This committee is chaired by the University Architect and always
includes the Director of Construction Management as well as key stakeholders.
o Steering committee – This group is briefed by University personnel at major project
milestones such as completion of planning phases. It is chaired by the Associate Vice
President for Facilities Management and always includes senior administrative key
stakeholders. Other than that, they only meet if needed to broker decisions that are
unresolved at the building committee level.

Briefings and Presentations: The DB is responsible for certain presentations and university personnel
are responsible for other presentations. The responsibilities are as follows:
DB Building Committee- The DB is responsible for all briefings.
Board of Visitors – The DB shall present the project design to the BOV.
Art & Architectural Review Board (AARB) – The DB shall prepare
materials and present the project design to the AARB.
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VCU Steering Committee – The VCU Project Manager is responsible for all briefings.
Architectural Review Committee – The VCU Project Manager is responsible for all
briefings/presentations.
Vice Presidents – The VCU Vice Presidents are briefed by the Associate Vice President for
Facilities Management prior to presentation of Project Plans to the Board of Visitors.
Community Advisory Boards – For new projects, the Associate VP for Facilities Management
makes these presentations.

Invoicing - Proper invoicing is critical for timely payment. All invoices for this project for both the
design and construction phases shall utilize the Schedule of Values and Certificate of Payment HECO-12.
The Schedule of Values and invoices shall clearly delineate the project cost and invoiced amount
between the various components of the project as outlined in Section 2 of this MOU.
(details for the formatting, timing and address for submission of invoices shall be discussed and agreed
upon by the Owner and DB prior to contract execution – and this section of the MOU will be revised
accordingly prior to execution of the contract)

Schedules are sacred. The DB and Owner will agree upon a work plan that is reasonable and
achievable, but not filled will contingencies. Once this schedule is agreed upon, it must be met.
G. Presentation Materials - In addition to the preparation of various presentation materials noted elsewhere,
the DB shall be responsible for providing (3) final professional renderings that represent the anticipated
appearance of the completed project. (1 rendering of Wing A + 1 rendering of Wing B + 1 rendering of the
overall site showing the final siting and configuration of both wings)
Resource Personnel
NOTE: This list is being provided for information only. The DB shall not contact any of the named persons
below without prior consent of the VCU Project Manager. For all phone and fax numbers the area
code is 804.
GROUP:
VCUnet
VCU Media Support
Housing – Security
and Access Control
systems
Interior Design
Housing-Facilities
Coordinator
GROUP:
ROLE:
Data: Design and wire
buildings for fiber
connectivity to campus
infrastructure.
Video: Design, order and
installation of audiovisual systems and
instructional technology.
Reviews, determines
security/access control
requirements
Signage, F&E design and
ordering. Interior design.
PERSON:
Keith
Deane
PHONE:
828-9931
FAX:
828-7432
E-MAIL
bkdeane@vcu.edu
John
Bogen
828-1960
828-1714
jebogan@vcu.edu
Hunter
Rauscher
828-0992
828-0986
jcrausch@vcu.edu
Joyce
Foster
828-1826
828-0090
jfoster@vcu.edu
Plan review, participate in
mechanical equipment
selection and design of all
support space
ROLE:
Sam Stuart
400-8420
828-2466
sdstuart@vcu.edu
PERSON:
PHONE:
FAX:
E-MAIL
March 2013
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FMD-Physical Plant
MPC Campus
coordinator
FMD - Planning
FMD - Recycling
FMD-Director of
Sustainability
Notification of upcoming
disruptions, contact with
building managers.
Room Numbering,
establishes building
address, archives
presentations and AsBuilts.
Assists with dumpster size
and location and
recycling.
Assists with ensuring
appropriate LEED
certification.
Margaret
Kelland
828-7269
828-8516
mkelland@vcu.edu
Bryan
Brown
828-0006
828-6617
bbrown@vcu.edu
Sylvia Britt
827-1482
828-4954
sjbritt@vcu.edu
Jacek
Ghosh
827-1116
827-1275
jghosh@vcu.edu
THIS MEMORANDUM OF UNDERSTANDING IS AGREED TO BY:
______________________________________
Design/Build firm name
By: ___________________________________
Signature
________________
Date
____________________________________
Printed Name & Title
Attest: _________________________________
Virginia Commonwealth University
Owner
By:___________________________________
David W. Hanson
_________________
Date
Attest: _________________________________
APPENDIX A
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Documentation, Archiving, Final Deliverable Requirements
The standards listed below are the minimum deliverables required by the VCU Plan Room archive for any project
completed on the Monroe Park or VCUHS campus. These deliverables shall be turned in to the Plan Room within 30
days of project completion. All electronic requirements may be turned in on the same CD or flash drive.
RECORD DRAWINGS (or “AS-BUILTS”)
PRINT:
(1) complete full or half size drawing set labeled “VCU Plan Room Copy” on the cover page
- Each drawing in the set should be labeled “Record Document”
- Must be on paper or bond (no Mylar or Sepia will be accepted)
ELECTRONIC:
(1) complete drawing set in EACH of the following formats (see naming convention below):
• DWG
DO NOT include X-REF on any drawings
Must be purged of all layers, blocks, etc.
Do not use the color yellow on any drawings
There must be a continuous and closed “polyline” around each room. This line
should extend from inside wall to inside wall within the room and reside on the
layer “P-Space-Polyline.” This layer’s color should be “(3) Green” and line type
should be “Continuous”
All other layers should be based upon the AIA CAD Layer Guidelines
• PDF
-
All drawings should be black/white (monochrome)
All drawings should be to the scale designated on the set
When printed from Adobe Acrobat, all drawings shall be the exact size of the
printed set
-
Each individual JPEG file should be 300dpi resolution
• JPEG
Spreadsheet containing the following for all rooms:
Column A: Building Number (provided by VCU)
Column B: Floor Number (2 digits) example: 0B, 01, 02, 03, 04, 05, etc.
Column C: Room Numbers (assigned by VCU)
NAMING CONVENTION FOR ALL ELECTRONIC DRAWINGS:
Project Number - Sheet Number
example: 236-17896-E2 or 236-17896-E-2
RENDERINGS and VIRTUAL MODELS
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PRINT:
(2) final renderings printed in color, size 24” x 36”
ELECTRONIC:
(1) complete set of all final renderings on a CD or flash drive in TIFF format, minimum 600dpi resolution
(1) final model in its native format (example: Revit, Sketch-Up, Rhino, etc.)
- Must include all pages, layers, families, components, etc. that comprise the finished model
SPECIFICATIONS, O&M MANUALS,WARRANTY INFORMATION
PRINT:
(3) complete sets of each, printed and bound on 8.5”x11” paper
- (2) sets should be labeled “VCU Plan Room Copy” on the cover page
ELECTRONIC:
(1) complete set of each in PDF format
POWERPOINT PRESENTATIONS
ELECTRONIC:
(1) complete set of each presentation in Microsoft PowerPoint (PPT) format, version 2000 or later
All graphics used in presentation must be included in TIFF format, minimum 300dpi resolution
STUDIES AND MASTER PLANS
PRINT:
(2) complete sets, printed and bound on 8.5”x11” paper
ELECTRONIC:
(1) complete set in PDF format
All graphics used in study or Master Plan must be included in TIFF format, minimum 300dpi resolution
(1) complete set, labeled “VCU Plan Room Copy” on the cover page
PROPERTY AND SITE SURVEYS (Must be on State Plan Coordinate Systems)
PRINT:
(2) complete sets, printed and bound on 8.5”x11” paper
APPENDIX B
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STATEMENT OF NEEDS AND EXPECTATIONS: INTERIOR DESIGN SERVICES:
This Statement of Needs and Expectations is a list of Interior Design services that
will be required by the DB in the execution of this project.
A. Interior Finish Selection and Design
1. The DB shall be responsible for the selection and specifying of all building materials and
interior and exterior finishes. Services shall include, but not necessarily be limited to the
following:

Conduct periodic project meetings with the Owner to include the project Building
Committee and VCU’s Interior Design Project Manager to review and determine the
finish selections to be used in the project.

Detailed “Interior Finish Schedule” with a Room by Room listing of all surface
finishes. Each finish shall have a designator that will be used in completing the
Interior Finish Schedule.

General Finish Notes that further define the use of the individual finishes.

Provide fire testing data to VCU.

Provide full samples, of appropriate size (full size where practical) of all finishes
proposed for use in the project.

When the final finish selections have been made, the Contractor shall provide a
“Finish Legend”, listing the manufacturer, style, color selection and size of each
product. Items shall have a finish code and shall be referenced on the “Interior
Finish Schedule”.

Provide labeled finish presentation boards (color photo presentation board) to VCU,
within five (5) working days of approved final design. These boards shall remain the
property of VCU. Prior to final submission it will be the DB Teams responsibility to
inquire if the presentation material will need to be matted and framed for public display.

Provide one “record file” set of the finish presentation boards to VCU in 8”
x 10” format within five (5) working days of submission of the finish presentation
boards.
APPENDIX B (continued)
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B. Furnishings and Equipment:
1. Preparation of furnishings and equipment layouts for all spaces shall be the responsibility
of the DB in consultation and coordination with VCU. The final furnishings and
equipment drawings shall also include locations for miscellaneous equipment such as
printers and copiers.
2. Unless otherwise noted in the RFP documents the selection, specification, purchase and
installation of all “movable” furnishings and equipment items shall be the responsibility
of VCU. (Unless otherwise noted all living unit appliances are to be included in the DB
Contract and Base Price)
4. The selection, specification, purchase and installation of all window blinds and/or
window shades shall be the responsibility of VCU.
5. The DB shall be responsible to coordinate with VCU all furnishings, equipment and
miscellaneous deliveries and installations of materials purchased by VCU under separate
contracts. VCU will work with the DB Team to develop a delivery schedule for tracking
deliveries to the site and coordinating vendor access and installations.
C. Administration of Punch List and Project Close Out:
1. The DB will work with the Owner to prepare a Punch List of damages and deficiencies
upon completion of installation of all furnishings, equipment and signage by the Owners
separate contractors.
March 2013