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HomeMy WebLinkAboutRFP - 8138 PROFESSIONAL SERVICES FOR ADA CONSULTANTAddendum 1 – 8138 Professional Services for ADA Consultant Page 1 of 5 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8138: Professional Services for ADA Consultant OPENING DATE: 3:00 PM (Our Clock) August 6, 2015 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 & Answers Please contact Doug Clapp, CPPB, Senior Buyer at (970) 221-6776 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE 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 – 8138 Professional Services for ADA Consultant Page 2 of 5 EXHIBIT 1 – QUESTIONS & ANSWERS 1. QUESTION: The pages in the RFP we must return with our proposal – do those pages count as part of our proposal? If submitting electronically, do you want us to pull this page from the digital RFP and send it to you in a separate PDF? a. There is only one page that needs to be included with your proposal from the RFP; page 8 the pricing summary. Including this page will not count in your total of 25 pages that are allowed. b. The preference would be to pull this page out of the RFP and place it in a combined pdf. However, if that is not possible for you, the pricing summary can be attached separately. 2. QUESTION: In Appendix A – List of Buildings, is there a key for the Category letters? May we see the key? a. A = A variety of building types that the City has determined as critical facilities to evaluate and are maintained by the City general fund b. B = Transit facilities and have a combination of funding, including federal funds c. C = Buildings that are part of the City owned Utility department d. D = Golf clubhouses e. E = Parking garages f. F = Fleet shops that do not have public visitors g. G = Office at the 2 Cemeteries in Fort Collins h. Buildings were split into categories based on funding or use, so that a group could be pulled out and reviewed later if the funding for the full project is not in place. 3. QUESTION: The Appendix lists a golf clubhouse but not a golf course. In the 2010 ADA standards, there are accessibility requirements for golf courses, and they are not safe harbored. These include ramp requirements, accessible routes, etc. Will the golf course be added to this scope? a. This RFP is for built facilities only and will not include the land of the golf courses. 4. QUESTION: Are any parks, playgrounds, trails, or sport fields currently included? Will they be included under a second phase? Is the City aware that all of these areas are covered under ADA? a. No, we are only including actual buildings in the RFP. b. There is not a planned phase 2 at this time. c. Yes, we are aware of ADA coverage. The way that the City is structured, facilities are handled by one department and parks, trails, etc. are out of different areas. Therefore, we are only focusing on facilities at this time. 5. QUESTION: If parks are not included, have they already been evaluated or will they be evaluated in the future? a. Parks are maintained by a different department and I do not know their intent regarding a past or future ADA review. Addendum 1 – 8138 Professional Services for ADA Consultant Page 3 of 5 6. QUESTION: Should we include our insurance coverage (Exhibit) as part of the proposal? a. No, this will be provided only from the selected company 7. CLARIFICATION: Under category A, the review of FAC will be removed from this scope of work. 8. CLARIFICATION: City Park Center / Club Tico should have been listed as a recreation facility in place of a 3 story office 9. QUESTION: Under the “Scope To Be Provided By Consultant” section of the RFP you state, “Facility Survey shall include signage, accessible parking, routes and entrances, along with the review of facilities for effective communications.” Are these the only elements to be surveyed or are you expecting all of the following elements to be surveyed? a. All elements below are to be included unless they have been struck through b. Focus will be on public areas and common areas, and not individual work spaces Accessible Routes  Facility Entrance  Parking Facility  Walking Surfaces  Doors/Doorways  Curb Ramps  Elevators General Site Elements  Parking Spaces  Access Aisles  Passenger Loading Zones  Stairways  Handrails  Ramps Plumbing Elements  Drinking Fountains  Restrooms  Water Closets  Toilet Compartments  Urinals  Lavatories and Sinks  Grab Bars Accessibility Elements  Turning Space  Clear Floor Space  Changes in Level  Reach Ranges  Operable Parts  Protruding Objects  Knee and Toe Clearance Special Rooms, Spaces, and Elements  Courtrooms  Break Rooms  Reception Areas  Conference Rooms  Auditoriums Built-in Elements  Signage  Fire Alarm Systems  Assistive Listening Systems  Work Surfaces  Service Counters 10. QUESTION: In the Facility Survey section, only elements such as “…signage, accessible parking, routes and entrances, along with…effective communication” is required. What about restrooms, building assets such as AEDs, fire extinguishers, operating mechanisms, and the other aspects of these buildings? Addendum 1 – 8138 Professional Services for ADA Consultant Page 4 of 5 11. QUESTION: Are employee common and/or work spaces included in the scope of this project or are we only expected to survey public spaces? a. Individual work spaces will not be evaluated, but areas common to employees will be reviewed in addition to the public spaces. 12. QUESTION: Please confirm that this RFP does not include any evaluation or assessment of services, programs, and activities or the policies and practices that ensure access to them. a. Correct, this is an evaluation of facilities only and will not include an assessment of service, programs, activities, policies, or practices. 13. QUESTION: The RFP language regarding the Facility Survey references “State Title 24 Building Code”. However, the State of Colorado title 24 statute addresses rulemaking and licensing procedures by State of Colorado agencies. Can you clarify to what this refers? a. This is an error. The City of Fort Collins has adopted Colorado State Law CRS 9-5 and ICCA117.1-2009 for accessibility. 14. QUESTION: In the Facility Survey section, only elements such as “…signage, accessible parking, routes and entrances, along with…effective communication” is required. What about restrooms, building assets such as AEDs, fire extinguishers, operating mechanisms, and the other aspects of these buildings? a. Yes, all aspects of the building are included with the exception of assistive listening systems 15. QUESTION: What is the format of the existing drawings? a. Majority of existing files are in Autocad. Some are in tiff or pdf. If required all cad files can be converted to pdf. 16. QUESTION: What is the expected format of return drawings? a. Return drawings can be in a pdf, cad files are not expected 17. QUESTION: When a physical walk through of all building is done, can long days 8-10 hours be scheduled to minimize the time on location. a. Yes, we will make accommodations to work extended hours during the site walks. Work can begin at 7:00 am and continue until 7:00pm or 8:00pm depending on the property 18. QUESTION: Is there a council presentation as part of the outcome? a. No, just the report delivered back to Operation Services 19. QUESTION: What is the completion time for the evaluation? a. All evaluation and reporting to be returned to the City by December 1, 2015. 20. QUESTION: Should costs be based on final costs or an hourly rate with an estimate number of hours? a. Cost should be final rather than an hourly rate Addendum 1 – 8138 Professional Services for ADA Consultant Page 5 of 5 21. QUESTION: If there are additional reimbursable costs, how should those be included in the pricing? a. Include reimbursable costs in the other box on page 8 of the RFP and provide an explanation in the area beneath the costs. 22. QUESTION: Is a rough estimate for corrective action acceptable? a. Yes, a ball park number is acceptable. Please note what you are using for source data and when the project was from: i.e. Estimate is based on a similar City project from 2011. 23. QUESTION: What tracking mechanism does the City expect to see as a deliverable? Is an editable Excel file acceptable? a. Yes, excel is acceptable to track all items that are found though this process. a. All restrooms, building operating assets, and operating mechanisms will be included. The only item we are not expecting evaluation on is the assistive listening systems.