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HomeMy WebLinkAboutRFP - 8274 LOW IMPACT DEVELOPMENT IMPLEMENTATION MANUAL (2)Addendum 2 – 8274 Low Impact Development Implementation Manual Page 1 of 5 ADDENDUM NO. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 8274: Low Impact Development Implementation Manual OPENING DATE: 3:00 PM (Our Clock) April 22, 2016 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 Exhibit 2 – City Expense Guidelines Please contact Pat Johnson, CPPB, Senior Buyer at (970) 221-6816 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 2 – 8274 Low Impact Development Implementation Manual Page 2 of 5 QUESTIONS & ANSWERS Q1. Has this type of work been done before for the City? If so, can you name the incumbent? A1. No, this is a new program. No previous LID guidance document has been prepared for the City of Fort Collins Q2. Is there a specific number of people the City is envisioning to complete the work? A2. We are looking to the Consultant to define how many people work on the scope. Q3. Will most of the content be coming directly from the City? What percentage of content will the contractor be responsible for developing directly? For example, in Task 3, a list of suggested plantings is expected to be included in the document design development. Will this list be the responsibility of the contractor, or will the contractor be incorporating the list into the document after it has been created? A3. This is a combination, depending on the item. If there is existing information previously developed by the City (such as recommended plantings) or other agencies that we can draw upon, then those can be used. But the project calls for new content to be developed specifically for this project where current City regulations are lacking, such as construction details for LID installations. These currently exist but we would like to expand the range and enhance the quality. Q4. Please clarify: Are 3 references required for each key personnel? Can references overlap? A4. Yes, 3 references each, for each key personnel. Yes, references can overlap. Q5. The RFP states that the project team will work closely with Stormwater Quality Engineer and the LID Roundtable Committee to revise draft documents in order to address comments from the review team, is there an editing structure in mind beyond the 60% draft, 90% draft and final document? Does the City have an iterative process scheme in mind for this process? A5. Yes, the consultant team will work closely with the Stormwater Quality Engineer on the iterative day to day revisions. It is envisioned that the whole review team will only look at the document at 60 90 and 100 percent progress in order to limit the amount of review and revisions. Q6. Could you please elaborate on the modes of public outreach that the City envisions the contractor managing for this project? What will the structure/purpose of public meetings be? A6. The City would like to provide Boards and Commissions presentations as well as a web based content that can be posted on the public website for public review. City personnel will lead the public outreach program with the help on content provided by the consultant team. Q7. Could you provide an example of one of the existing documents that is similar in use and practice to the LID manual that will be created mentioned on page 5 for reference? Addendum 2 – 8274 Low Impact Development Implementation Manual Page 3 of 5 A7. The City of Mesa Arizona LID Toolbox is a good example and is available on the City of Mesa website. Q8. Are the fees, travel and expenses mentioned in Section F to be considered above and beyond the project budget of 50,000.00 or inclusive of that amount? A8.They are to be included in the project budget of $50,000. Q9. Under the Scope of Work, Section F. Fees, Travel & Expenses, it references "per the attached Attachment 4, Exhibit D Fort Collins Expense Guidelines." We're having trouble locating this Attachment 4. Would you be able to direct us toward it? A9.The Fort Collins Expense Guidelines document is attached to this addendum. Addendum 2 – 8274 Low Impact Development Implementation Manual Page 4 of 5 EXHIBIT 2 – CITY EXPENSE GUIDELINES Fort Collins Expense Guidelines: Lodging, Per Diem Meals and Incidentals and Other expenses: January 1, 2016 Fort Collins Policy: Lodging:  Hotels will be reimbursed at $109/day provided the government rate is available. If the government rate is not available, the best available rate shall be used and a printout of the available rates at the time of the reservation provided as documentation.  Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes.  Receipts are to be provided.  Actual expense will apply Meals and Incidentals: In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines.  Daily rate: $59  Travel Days rate: 75% of $59 = $44.25 Vehicle Expenses:  All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed. The standard for vehicle size is mid-size to lower.  If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most direct route is the standard for determining total mileage.  Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2016 is $0.54.  Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins. Extra Ordinary Cost  Prior authorization required. Expenses Not Allowed  Liquor, movies, or entertainment (including in-room movies);  Sporting events;  Laundry, dry-cleaning or shoe repair;  Personal phone calls, including connection and long-distance fees;  Computer connections (unless required for City business);  Other personal expenses not directly related to City business;  Convenience charges;  Rescheduling Airline Charges not related to City requirements.  Excessive meal tip amounts generally over 20%;  Delivery fees shall not exceed 10% of the total bill, if not already included;  Hotel Cleaning Tips;  Extra Baggage for one day trips;  Air Travel (when local);  Items that are supplied by the City. Addendum 2 – 8274 Low Impact Development Implementation Manual Page 5 of 5 Time Frame for Reporting  Per contract (every 30 days). Reference: The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 for meals and incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses , and 2) transportation between places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item. The M&IE is further broken down by:  Breakfast: $13  Lunch: $15  Dinner: $26  Incidentals: $5 Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for Fort Collins.