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HomeMy WebLinkAboutADDENDA 1 - RFP - 9911 OWNER'S REPRESENTATIVE PROJECT MANAGEMENT SERVICES SOUTHEAST COMMUNITY CENTERAddendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 1 of 7 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 9911: Owner's Representative Project Management Services SE Community Center OPENING DATE: 3:00 PM (Our Clock) February 9, 2024 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions and Answers Exhibit 2 – Section III Item F Cost and Work Hours Section III Item F is removed and replaced in its entirety by Exhibit 2 attached hereto. Please contact Dennis Ralph, Senior Buyer, at 970-221-6281 or dralph@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE 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 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 2 of 7 EXHIBIT 1 QUESTIONS AND ANSWERS 1. Does the City intend to solicit RFQ/RFPs for design (A/E) and construction separately, or will you be seeking design/build services for the SE Community Center? If so, what project delivery method is anticipated? If this is not determined yet, at what point will you do so, given the intent to onboard design and/or construction teams by EO Q2? Answer: The city and stakeholder group have not made a final determination on the project delivery approach. Both design/build and construction manager/general contractor are being considered. We plan to have the Owner’s Representative be part of further discussions, including helping determine which is the most advantageous for this project. We anticipate these discussions to occur soon after the Owners’ Representative is on board. 2. The RFP states, "The Professional will submit hourly rates by employee classification and a not-to-exceed estimate for each task as detailed in Section III." Can clarification be provided regarding which tasks the proposing firm's "estimated price" should be related to? Is it solely for the two tasks outlined in RFP Section III, Item F, or are the proposing firms required to submit pricing for the entire project scope as outlined in Section II? Answer: Refer to attached Exhibit 2 which replaces RFP Section III, Item F. During this project, the Professional may also be required to provide costs for various services on a work order basis as stated in the RFP. 3. Do the stakeholders have a minimum LEED Certification level they want the project to meet? Answer: The City’s ordinance requires projects over 5,000 SF to seek the highest level LEED certification possible. We are targeting LEED Gold. 4. Does the City have staff in charge of reviewing certified payroll with whom the Owner's Representative will be working? Answer: The City of Fort Collins does have a few staff members who have experience working with certified payroll for projects which have federal and other specialty funding. However, we are anticipating the Owner’s Representative taking the lead role for this task. 5. It is our understanding that the School District is not yet formalized as a partner, but that they expect to provide the land and desire to have scheduling priority for the swimming lanes. Please confirm the accuracy of Addendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 3 of 7 this understanding and elaborate as needed to clarify the role and interest of the School District in the project. Answer: Currently, Poudre School District has signed onto an IGA and the City intends to acquire the property for the planned project. All stakeholder involvement is planned to be further developed, including priorities for each stakeholder, and documented in a project charter and guiding principles. 6. It is our understanding that the Library District is a separate entity from the City of Fort Collins, with separate taxing authority and a Board of Directors? Would a separate IGA be needed for the Library District and the City, as well as the School District and the City? Or would one IGA govern the relationship among all three?  Answer: Currently, the City of Fort Collins, Poudre Library District, and Poudre School District have signed onto a high level IGA. The IGA is intended to govern the overall relationship between the three entities. The plan is to process a more detailed IGA for the partnership between the City and the Library and another IGA between the City and Poudre School district which will provide more details and cost sharing and responsibilities for the new facility. 7. The RFP mentions assisting in “coordination of facilitation of an IGA between the Owners and end users of this new facility.” It is our understanding that the “end users” in the context of this statement are the City, the Library District, and the School District. Please confirm or clarify. Answer: The City of Fort Collins, Poudre Library District, and Poudre School District are separate entities. The three entities may have similar or different priorities that relate to their end users. The plan is to process a more detailed IGA for the partnerships between the City and the Library and another IGA between the City and Poudre School district which will provide more details and cost sharing and responsibilities for on-going maintenance of the new facility. 8. The RFP references “coordination with city real estate services for land purchases, easements, right of way and potential private developments.” What is meant by the inclusion of “potential private developments” in this context?  Answer: The City of Fort Collins Real Estate Division is assisting with various land acquisition duties. We are not aware of any private developments currently. Addendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 4 of 7 9. What is the intended role of the selected Professional in “Certified Payroll Management” for the project?  Answer: We are anticipating the Owner’s Representative taking the lead role for any certified payroll. Depending on the project delivery approach, this could include verification of contractor pay requests, wage rate verification (if tied to grant or other special funding sources), etc. 10. In Section I.A. the potential size of the indoor space is listed at 50K-90K SF; in an effort to homogenize proposals, would the Owner like submitters to assume a square footage for bidding purposes? Answer: Refer to question #2 response. Additionally for your cost response, assume a 70K GSF facility. 11. Page 6, under Specific Responsibilities that might be required, it is noted “Professional shall use a fully comprehensive project management software program (Procore) to manage and document the project with powerful features that track every task and aspect of a highly complicated project with a challenging budget with funds from multiple sources.”  It is typical that a General Contractor will utilize Procore (or similar software) to manage documentation but it’s less typical that the design phase requires a software of this type.  Please confirm you are requesting Procore (or similar software) be utilized during the planning/programing & pre-construction/design  phase of the project and shall be provided by the Owner’s Rep. Answer: The City of Fort Collins has invested significant time and resources into hosting the use of Procore for certain projects. While this software is typically used during bidding and construction phases of the project, it can also be used to track design submittals and other correspondence during earlier phases. We plan to further discuss the use with the successful Professional as a potential tool to help manage correspondence and submittals. In any case, the City of Fort Collins is planning to host the project and the Professional will be given access. The Professional will not have to provide or host this software. Additionally, refer to question #2 response. 12. Page 13, Section F asks for pricing of “the following tasks” and lists Coordination of partnering/charrette with project Owners, and Review of IGA between City & Library.  Please confirm these are the only 2 tasks you are requesting a not-to-exceed pricing for at this time.  (Aside from hourly rates & a per-meeting rate.) Addendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 5 of 7 Answer: Refer to question #2 response. 13. Will the City please confirm the requested estimated price (estimated hours, cost for each task, etc.) is only for the tasks identified in the first two bullets of section F (creation of partnering charter & review IGA)? Answer: Refer to question #2 response. 14. Is the City considering a phased start-up of the Owner’s Representative and Project Management Services? Is this the reason for the requested ‘not- to-exceed estimate for each task’, in addition to the hourly rates by employee classification? Answer: Refer to question #2 response. 15. Please clarify the expectation for the OR/PM team office location be it on- site, off-site, or a hybrid of the two.  Answer: The expectation is for the assigned personnel to be available when needed which could require both in-person meetings and tasks being performed off-site. As such, we see a hybrid depending on the needs and requirements. For the initial tasks required to be priced, provide a clear indication as to which is being provided. We will work with the successful Professional to define expectations for all future tasks. 16. In the proposal, will the City permit firms to use fonts/sizes other than Arial 10pt for graphics and headers (non-body text)? Answer: The city permits firms to use other Fonts/sizes as long as they exceed the minimum requirements and does not exceed the maximum page limit. 17. Would the City consider revising the second to last sentence of Section 11(a) to the following: “…in such event the PROFESSIONAL shall not be held responsible for the design to the extent the CITY utilizes the design for any project other than the one specified under this Agreement or deviates from the Project Instruments”? Answer: The City may consider minor revisions to the Agreement and reserves the right to negotiate the Agreement terms with the selected Professional.  As stated in the RFP, please state in the proposal any objections to the terms of the Agreement and provide suggested revisions. Addendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 6 of 7 EXHIBIT 2 SECTION III ITEM F COST AND WORK HOURS Schedule of Rates: Provide a separate schedule of hourly billing rates which includes labor, overhead, and profit. This schedule of rates will be firm for at least one (1) year from the date of the Agreement. The schedule will be used for all invoicing for time and material based items. The proposal also needs to include a fee schedule(s) for subconsultants/subcontractors, if used, with the same level of detail breakout. Direct Costs: All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. All direct costs will be reimbursed as per the current rates found at www.gsa.gov. The Professional will be required to provide original receipts to the City for all travel expenses. Provide estimated hours for each proposed task by job title and employee name. Estimated hours should be based on your understanding and assumptions regarding each task of the project. Provide a breakout of scope, assumptions and clarifications for each task and work order to support the estimated costs. In your response to this proposal, please provide the following: 1. Work Order I (Pre-Construction) Services: (Anticipate ten months) i. Lump sum cost for your team’s involvement to complete pre-construction services, including, but not limited to, coordinating charrettes, and partnering charter, assisting with IGA’s for stakeholders, assisting with RFP’s for design, construction and other consultants, planning & development coordination. Meetings with owner stakeholders, designers, contractors, consultants to collaborate and coordinate project delivery, design development, sustainability, LEED coordination, cost estimating, value engineering and other related tasks. Pre-construction ends once a GMP has been established with a contractor for construction. $________________________________________ ii. On a separate sheet, provide your schedule of rates by job title and estimated hours by task utilized to establish the Pre-construction lump sum cost stated above. iii. Lump sum cost for your required use of the City’s Procore account for project management documentation from award through contractor GMP. This will be used to coordinate design, development review, LEED, schedules, etc. $________________________________________ Addendum # 1 RFP 9911 Owner's Representative Project Management Services SE Community Center Page 7 of 7 iv. Provide your total estimated direct cost for any overhead expenses associated with copies, vehicles, mileage, tolls, or other fees for pre-construction. Please list them on your separate sheet for iv below. $________________________________________ v. On a separate sheet, provide your schedule of rates for each direct cost expense item. 2. Work Order II (Construction) Services: (Anticipate Eighteen months) i. Total estimated cost for your firm’s involvement in managing the overall project and represent the owner’s stakeholders during the construction phase as detailed in the scope of work. This includes, but is not limited to, permitting, weekly OAC meetings, budget meetings, LEED coordination, QA/QC coordination, 3rd party inspections, submittal reviews/coordination, pay applications, certified payroll, site inspections, punch list and project closeout. $ ________________________________________/Month ii. On a separate sheet, provide your schedule of rates by job title and estimated hours by task for the monthly cost stated above. iii. Total lump sum cost for your required use of the City’s Procore account for project management documentation for construction beginning with the GMP through final construction completion. This will be used to coordinate permitting activities, submittals, RFI’s ASI’, proposal request, cost proposals, change orders, LEED coordination, project schedules, pay applications, QA/QC documentation, punch list, as-builts, record drawings, O & M’s, Owner training, etc. $ ________________________________________ iv. Provide your estimated direct cost for any overhead expenses associated with copies, vehicles, mileage, tolls, or other fees for the construction phase. Please list them on a separate sheet if different from the Pre-construction phase.