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HomeMy WebLinkAboutAddendum 1 - RFP - 10160 Comprehensive Plan for The Gardens on Spring CreekAddendum # 1 10160 Comprehensive Plan for The Gardens on Spring Creek Page 1 of 3 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10160 : Comprehensive Plan for The Gardens on Spring Creek OPENING DATE: 3:00 PM (Our Clock) August 8, 2025 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 Please contact Beth Diven, Buyer II at bdiven@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. nd Floor 970.221.6775 fcgov.com/purchasing Addendum # 1 10160 Comprehensive Plan for The Gardens on Spring Creek Page 2 of 3 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Could you please clarify the statement in Section III:C:7 on page 11? Specifically, what is required for each subconsultant in relation to the instruction: Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Professional. This means that if your firm intends to subcontract any of the work, you will need to state what work is being subcontracted, who the subcontractor is and what their qualifications are for the assignment. 2. The RFP states, Font shall be a minimum of 10 Arial. Does this mean that Arial is the required font, or is the requirement solely regarding a minimum font size of 10, regardless of typeface? Arial is not the required font. Professionals may use the font style of their choice. The guidelines around font, font size and margins are to set a general baseline guide for document formatting and ensure that interested Professionals do not submit proposals with no margins and microscopic font sizes to get around the page limitations. 3. Please confirm whether the maximum budget of $150,000 is separate from or should be inclusive of reasonable expenses incurred by the project, including travel, community engagement materials and/or methods, and/or printing and reproduction of materials for stakeholder meetings and client marketing. The maximum budget is intended to be all inclusive. 4. We understand that the City of Fort Collins can assist the consultant with the community engagement process. Does this include: identifying community point people/liaisons, staff for tabling events, time, and assistance with digital engagement tools, and/or production of engagement materials, including boards, flyers, etc? Yes to all of the above. The City has a robust communications department with a wide variety of resources that are available. 5. Please describe the client's leadership team, including who will make final decisions and the process for final decisions to be made, including desired review timelines and feedback methodologies. The Executive Director of the Gardens on Spring Creek will be the main point of contact. Final decisions will be in consultation with City of Fort Collins leadership, including Director of Arts & Culture, Director of Community Services, Deputy City Manager, and City Manager. Ideally, the Professional will develop a phased approach and review times can be aligned with the completions of milestones in each phase. The City is not prescriptive on feedback methodologies as long as such feedback is clear and instructive. Professionals may be asked to make a presentation to City Council during a work session. Council members may have follow-up questions. Addendum # 1 10160 Comprehensive Plan for The Gardens on Spring Creek Page 3 of 3 6. What is the client's desired length of the comprehensive plan process? Is there a specific deadline or benchmark that would necessitate completion for a donor ask or planned celebration, etc.? The ideal project timeline is 6-9 months. The Comprehensive Plan will be used to inform the Gardens’ next budget requests in the City’s 2-year budgeting cycle, in this case for 2027 and 2028. Initial budget deadlines begin in March with July 1st as the final deadline. Preliminary findings from the Comprehensive Plan may be sufficient for meeting these deadlines. 7. The RFP identifies a 2021 StratOps report. Can this be made available to bidders? The document in question is not a formal report, but rather the less formal document that was already attached as a separate PDF titled “Gardens Playbook Relaunch 2023”. Our apologies for the naming confusion. 8. Can we use fonts other than Arial so long as they are legible and with a minimum size of 10 points? See answer to Question 2. 9. Regarding the margin requirements, does the procurement team plan on printing the proposal? The answer will inform our formatting. No, we do not plan to print proposals. 10. Will any pages included with comments on the sample agreement count towards the page limit? No, these are exempt from the page limit. 11. Regarding the proposal criteria for Section D. Firm Capability & Assigned Personnel, how are you looking for us to demonstrate financial strength within our submission? This can be fairly subjective, but typically an established firm that has sound references, prior experience with similar work and has not changed ownership numerous times in recent years is typically considered to be financially solid. 12. Regarding C.7 under section III, if we plan to have subconsultants on our team, does “all applicable information herein requested for each Professional” refer to the information requested for the prime under B.1-7? If so, should relevant subconsultant information be included in section B alongside prime information, or in section C? See answer to Question 1. This information should be included in Section C. 13. Should we provide relevant precedent (project) experience under D.3 in section D? Yes.