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HomeMy WebLinkAboutAddenda - RFP - 9841 Landscape, Streetscape, Irrigation and Urban Design On-Call ServicesAddendum 1 Page 1 of 6 ADDENDUM NO. 1 Description of RFP 9841: Landscape & Streetscape Irrigation & Urban Design On-Call REQUEST FOR PROPOSAL 9841 RFP Landscape & Streetscape Irrigation & Urban Design On-Call OPENING DATE: 3:00 PM (Our Clock) September 15, 2023 To all prospective proposers under documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Adam Hill, Senior Buyer, at adhill@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE REQUEST FOR PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 Page 2 of 6 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Page 5, 2nd bullet discusses GIS Mapping support for the City’s GIS system. Can you describe potential GIS mapping tasks and preferred software? Response: GIS mapping work could potentially range from basic data input (geometry and information) via ArcGIS Pro to in the field data gathering utilizing Survey 123, dashboard creation via ArcGIS online, etc. The City’s PM’s and GIS Department will work with firms to ensure compatibility of deliverables. The Parks Department maintains a robust dataset of park assets, trail data, streetscape information, etc. 2. Page 7, Section III, first paragraph says “Please limit the total length of your proposal to a maximum of fifty (40) 8 ½ x 11 pages…. Please clarify the page limit. Response: Page limit forty (40). 3. How many contracts does the City intend to award for this on-call? Response: Most likely between 3-5 teams. 4. Will grant writing services be needed under this contract? Response: Yes, grant writing and assistance services will be needed under this contract. 5. Should teams include language interpreters, or will the City provide? Response: These services are not required under this contract the City can provide these as needed. 6. Is there a need for architecture services under this contract? Response: We will need architectural services under this contract. 7. The RFP mentions both plan review and design services. Is there a sense of what the balance of that between those two needs? Response: This contract would be primarily used for design services, but our Engineering Department has utilized this contract in the past for plan review which is anticipated to be a minor scope of this contract. Addendum 1 Page 3 of 6 8. Are there specific grants the city would like to pursue? Response: The City is always pursuing local, state and federal grants as they become available, we do not have specific grants identified at this time. 9. RFP requests references from municipalities, are metro districts acceptable? Response: Preference would be for experience with municipalities, but metro district experience will be reviewed and considered. 10. Can you speak to how you will release RFP's to the selected teams for different sized projects? How many teams at once will bid on RFP's? Response: For federally funded projects all contracted firms would be contacted to participate in a “mini” RFP process for selection. For locally funded work the City may at its discretion ask for quotes from any or all of the firms or select as stated on page 6 of the RFP Section I. Work Order. 11. What are the maximum work order amounts under this contract? Response: Each work order will have an established maximum cost and the maximum limit amount for each individual work order is $300,000 unless approved by the Director of Purchasing. 12. Section C.10, Scope of Proposal asks for a project schedule for completing tasks. Due to the nature of an on-call, can I confirm that it is permissible to include language saying that the schedule will be outlined on a project-by-project basis? Response: Please delete section C.10. Each work order will establish a schedule for that specific project. 13. Can a dedicated irrigation design firm propose, or do we need to be on a landscape or engineering team? Response: This contract is focused on a team approach versus breaking out individual services. Addendum 1 Page 4 of 6 14. You said no pricing, but do you want the hourly rates? Response: No pricing/ hourly rates are to be included with proposals. This will be requested and negotiated with firms selected through the proposal review/ interview processes. If pricing is included, we will have to remove your proposal from consideration of this contract. 15. Are you saying that you plan to award the on-call contract to several of the same categories? Such as multiple landscape architects or multiple irrigation designers? Response: Correct, we anticipate on hiring multiple teams to handle the scope of this proposal as stated in question 3 above. 16. Line item #3 in Section C, Scope of Proposal asks for a description of the approach to execute the scope of work. Can you please clarify how you would like the consultant to detail methods, assumptions, and exceptions/risks for projects yet to be identified under the on-call contract? Response: See question 21. 17. Please clarify the font size requirements and what is included in the page count. Response: This is outlined in Section III. Proposal Submittal on page 7. 18. What is the time frame for the On-Call contract? Response: Please see page 5 Section II.B. Anticipate Schedule and page 17 Attachment 2 paragraph 4 Contract Period. 19. Do you find a typical landscape firm able to handle signage and wayfinding expectations for your on-call projects using the City of Fort Collins’ standards, or do you foresee the need to include a signage and wayfinding expert? Response: Wayfinding and signage scope is included with this on-call contract, please provide information/ qualifications of your Team for this scope. 20. Given the open-ended nature of projects within the RFP, do you recommend us including an MEP (mechanical, electrical, and plumbing) engineer on our team? Addendum 1 Page 5 of 6 Response: Mechanical, electrical, plumbing services are not required under this contract but if your Team has these services, please provide information. 21. How would you recommend responding to section C given the open-ended nature of projects and city needs? Should we respond given a hypothetical project or should we approach the response in a similarly general way? Response: Please see below for revisions to Section III. C: 1. Provide a detailed narrative of the services provided if awarded the contract per the scope above. The narrative should highlight the benefits of your unique Team. 2. Describe how this on-call would be managed and who would have primary responsibility for its timely and professional completion of on-call projects. 3. Briefly describe project management methods your firm will use to address assumptions, exceptions, and risks. 4. Describe the methods of communication your firm will use with the City’s Project Manager and other parties. 5. Include a description of the software and other analysis tools to be used. 6. Identify what scopes of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Service Provider/Professional. 7. Are other qualified personnel available to assist in meeting multiple project schedules if required? 8. Explanation of understanding of City of Fort Collins’ standards, guiding principles and goals related to landscaping, streetscaping and urban design. 9. Description of understanding of the role of landscaping, irrigation, signage, trails, site and urban design in City projects (transportation projects, park projects, etc.). 22. Can you clarify the standards or requirements for DBE firms (City of Fort Collins, Federal/NAICS codes, etc.)? Response: See Attachment 3 paragraph 17 Disadvantaged Business Enterprise (DBE), they must be an approved DBE per this section. 23. What DBE documentation is required, and will it count against the 40-page limit? Response: Please state which Team members are DBE per attachment 3 paragraph 17. Confirmation on DBE’s will required on each individual work order assignment. Documentation presented for DBE’s will be counted towards the 40 page limited. 24. Is the 40-page limit intended to be 40 sides of paper (single-sided) or 40 sheets of paper (double-sided)? Response: It is a 40-page limit which would be the number of pages allowable and not sheets of paper double sided. Addendum 1 Page 6 of 6 25. Will the one-page resumes count against the 40-page limit? Response: This is outlined in Section III. Proposal Submittal on page 7. Resume’s will count towards the 40-page limit, and they have a one page maximum. 26. The RFP states that ‘Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing.’ Since pricing is not required, can 11x17 pages be used in other sections of the proposal, and can we assume that they count as one page toward the limit? Response: Since pricing will not be required as part of this proposal no 11”x17” pages will be allowed. 27. Was the pre-proposal meeting recorded? Response: Meeting was recorded for internal reference only as stated in the meeting and will not be shared. The presentation slides and attendance sheet have been posted to Bidnet.