HomeMy WebLinkAboutAddenda - RFP - 8151 BROWNFIELDS ASSESSMENT CONSULTANTADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID RFP 8151: Brownfields Assessment Consultant
OPENING DATE: 3:00 PM (Our Clock) August 18, 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
Exhibit 2 – Brownfields 2015 Assessment Grant Fact Sheet
Please contactEd Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 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 – 8151 Brownfields Assessment Consultant Page 1 of 13
EXHIBIT 1 – QUESTIONS & ANSWERS
1) Does the scope need to include the minimum number of Phase 1 and Phase 2 sites
specified in the approved Brownfields Cooperative Agreement Work Plan detailed in
Exhibit A of the RFP?
Answer:
Yes.
2) Are the Task 1 Programmatic costs in Exhibit A of the RFP to be used by the City or the
consultant?
Answer:
Most Task 1 Programmatic requirements (and costs) in Exhibit A of the RFP refer to
work conducted by City staff as in-kind contributions. The specific tasks required of the
consultant are called out in the RFP Scope of Work on pages 4-6 of the RFP.
3) Will City assistance be provided from non-grant funds for website development?
Answer:
Website development is a consultant task under Task 2, Public Outreach, in the Scope
of Work, with funding provided under the EPA grant. The City would likely host the
webpages on its official website, and therefore some assistance will be provided by City
staff.
4) What are the 6 meetings for Brownfields presentations under the Community
Involvement Task in Exhibit A of the RFP? Will the consultant or City staff present?
Answer:
The 6 meetings for Brownfields presentations are for outreach to local community
organizations and elected officials. The purpose is to provide the public with information
related to Brownfields Assessment efforts and results. The consultant will be responsible
for coordinating and conducting these meetings in collaboration with City staff and other
coalition members.
5) Newspaper ads are very expensive. Is there an acceptable alternative for outreach? If
not, which newspapers will require ads?
Answer:
The City is open to alternatives for outreach if sufficient justification for other strategies is
provided in the proposal. The City expects the consultant to propose appropriate
newspapers for communicating the Brownfields Assessment process and results.
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6) Is there an idea of how many three-color brochures would be needed and how many
copies of each would be needed?
Answer:
It will depend upon the proposed outreach strategy, but a rough estimate would be 2
different brochures at different phases of project outreach with 250 copies printed for
each brochure.
7) Is the consultant responsible for preparation of all materials for public meetings and for
all presentations? What materials do you anticipate beyond the brochures, FAQ and fact
sheet?
Answer:
See #4. The consultant will have primary responsibility for meeting preparation, but City
staff will collaborate and assist with meeting preparations. The type of presentation
materials will depend upon the size and type of audience expected (e.g., Public meeting,
City Council meeting, presentation to a community organization, etc.). An example of
outreach material outside those listed in the RFP could include a poster or PowerPoint
presentation.
8) Could the City be responsible for obtaining access for the Phase 1 properties?
Answer:
No. The consultant is expected to obtain access to the properties.
9) The funding for Task 5 (Remedial Planning) in Exhibit A of the RFP appears to be
insufficient for six Remedial Action Plans and six ABCA, three or more internal reuse
planning meetings, a public meeting, plus a developer/lender workshop and transaction
forum. Are additional funds likely to be available for this task?
Answer:
Please disregard all references to preparation of formal Remedial Action Plans
(RAPs) and ABCAs in both the RFP Scope of Work on pages 4-6 and on page
25, Task 4 of the approved Work Plan. A short evaluation of cleanup options and
associated cost estimates if applicable is requested for up to 6 to 8 completed
Phase II ESAs under Task 4 in the Work Plan. This requirement will be modified
in the Work Plan to indicate that it is for the high priority sites selected and in
addition to the requirements contained in ASTM Standard E1903-11.
The Exhibit A, Work Plan includes tasks completed by both City staff and the
consultant to meet EPA grant requirements. The RFP Scope of Work includes
tasks specific to the consultant. No additional funds are anticipated to complete
the work in the RFP. If needed, the City can amend the EPA-approved work plan
Addendum 1 – 8151 Brownfields Assessment Consultant Page 3 of 13
to accomplish tasks appropriate to this specific Brownfields Assessment and
within budget constraints.
10) Is a detailed cost breakdown required in the proposal or only for the interview?
Answer:
Please include that in your written proposal. Should your firm get invited for an oral
interview round, interview questions may delve into specific areas of your written
proposal where clarification is sought.
11) "Page Count" ... what is included in the 10 page count? Do cover letters, proposal title
pages, Table of Contents, and resumes and other required/non-required attachments
count toward the 10 pages?
Answer:
Yes, to all. For resumes, a short bio will suffice in lieu of a formal resume. Samples of
work product do not count toward the 10-page limit.
12) "Eligible to bid" ... if a consultant is already under a different contract with the City of Fort
Collins for other environmental work, can the consultant bid on this contract?
Answer:
Yes.
13) "Rates for Subs?" ... do we need to provide rate sheets for subcontractors and/or
subconsultants?
Answer:
Yes. If you propose to use subconsultants, we need to know what rate you are going to
charge us for them.
14) "Please clarify pre approval cost and is it per person" ... In Exhibit A which is the
Assessment Work Plan from the City under number 6 on page 26, there is a request for
approval for $1,500 for staff attendance at the 2015 EPA Brownfield Conference in Sept
2015. Is this something that the awardee will be paying, per person for how many
persons, and at what time does this get paid?
Answer:
Pre-approval costs pertain only to City staff and are a total amount for annual
attendance at the National Brownfields Conference.
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15) Is it anticipated that the selected vendor would participate in calls/meetings with the EPA
and other involved agencies?
Answer:
Yes, but not for all program administration. Certain tasks such as financial and ACRES
reporting and determining if sites are eligible for EPA funding may require that the
consultant coordinate with EPA or other applicable agencies.
16) Is it anticipated that the City will need a new website developed for this project, or will
the created site be part of the existing Ft. Collins government site.
Answer:
See #3.
17) Is the 2 page Sustainability Overview included in the 10 page submittal limit or separate?
Answer:
Yes.
18) Section III. - Submittal Requirements, No. 6. - Schedule of Rates, requests inclusion of a
schedule of hourly rates. Section V. - Review and Assessment, lists a “Standard” for
Cost and Work Hours whether the proposal includes a “detailed cost break-down for
each cost element”. Should the proposal include a Schedule of Rates along with a
detailed cost breakdown with hours for each task or just the Schedule of Rates?
Answer:
Both.
19) The submittal requirements request a resume for each professional assigned to the
contract. Are resumes excluded from the 10 page limit?
Answer:
See #11.
20) Should the Vendor Statement (Section IV) be included in the respondent’s proposal?
Answer:
Yes. We want responding vendors to fill out and sign this as part of their proposal. We
want to know you have acknowledged that we intend to use the Professional Services
Agreement and have agreed to it. Also, we want your contact information.
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21) Are there any pending redevelopment plans that are on hold pending specific
remediation?
Answer:
No. There are no specific plans on hold awaiting a specific remediation effort. There are
a few sites that may require remediation before redevelopment and at this time those
sites are not part of a formal redevelopment project or plan.
22) What are the suspected hazardous substances, other than petroleum, associated with
the grant?
Answer:
Additional suspected or potential hazardous substances include chlorinated solvents,
asbestos or asbestos-containing material, MTBE, PCBs, naphthalene, and phenols.
23) Is there any overlapping scope between performing the task identified in this proposal,
and the contracted work the City has with the existing environmental services consultant
that the City has contracted for 2015?
Answer:
No.
24) Clarification Request: Is the mention of ABCA’s in II c. and in II a. task 6: supposed to
be a reference to ”Analysis of Brownfield Cleanup Alternatives” rather than “Alternative
Brownfield Cleanup Alternative”?
Answer:
Yes. Also see #9.
25) The RFP states that there is a 10 page limit, exclusive of work product samples. Could
you explain what is included in work product samples? Does it include project
descriptions and resumes? Or is it limited to actual work products such as examples of a
report? Thanks for the clarification.
Answer:
Yes; by work product samples we mean an example of a report, examples of other
projects you have done that are similar to project we have. The work product examples
are outside of the 10 page limit; project descriptions and resumes are inside of the 10
page limit. For resumes, short bios will suffice.
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26) Section III states the submittal shall be limited to 10 pages or less, exclusive of product
samples. Do the resume attachments count toward the page total?
Answer:
Resumes are inside of the 10 page limit. For resumes, short bios will suffice.
27) Section III, Number 3 states that the resumes shall include at least three references from
previous assignments. Please define assignments – does that mean professional
references from any employer, client references, or other?
Answer:
No, what we are looking for there is three previous assignments you’ve worked on that
are similar to this project.
28) Item #6 in the Sample Agreement has terms for a fixed fee payment or for payment on a
time and materials basis. Which option applies to this RFP?
Answer:
The Sample Agreement is a standard template pre-approved by the City Attorney’s
Office. When the contract is offered to the awarded firm, the proper clauses will be
included in the Professional Services Agreement and the ones that don’t apply will be
deleted. This will probably end up being a time and materials contract designed to do as
many property assessments as we have funds for, with a not-to-exceed limit.
29) Is a copy of the Brownfields Grant Application available for review?
Answer:
See Exhibit 2, attached. Other than this; the City will consider whether or not it is
beneficial to the project to share the actual grant application with the firm selected for
award at a later date.
30) What developers are working with the City of Fort Collins on these areas?
Answer:
There are number of developers who have worked in the North College Urban Renewal
Plan Area and in Riverside. Two of those developers include: Loveland Commercial and
John Prouty.
31) Are there City Council meeting minutes or other documents that might help interested
firms understand past community input related to these areas?
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Answer:
There are a number of requests for Tax Increment Financing assistance reviewed by the
Urban Renewal Authority board that include public comment. These documents are
available via fcgov.com/CityDocs. The most notable are requests for assistance that are
within the North College Urban Renewal Plan Area. A specific project includes the North
College Marketplace considered by the URA board in 2007/2008 timeframe.
32) Will “Hazardous Site Assessments” include sites that are participating in the Colorado
VCUP? Will “Petroleum Site Assessments” include sites that are regulated under the
Colorado Division of Oil and Public Safety’s Petroleum Tank Program?
Answer:
For hazardous waste sites, the EPA makes the determination of site eligibility under the
Brownfields Law. For petroleum sites, it is a 2-step process involving the State of CO
and the EPA. This is a Brownfields assessment grant, not a cleanup grant, so any
participation in these 2 programs would happen later in the process, not under this grant.
33) What parties will rely on the results of the Phase I/Phase II ESAs? Just the City or all
future developers, lenders, etc.?
Answer:
The ESAs will be used by the Coalition members. Because this is a Federal grant, by
law citizens can request copies of the ESAs under the Freedom of Information Act.
34) Who is signing the MOU for the Coalition?
Answer:
Authorized representatives of the Coalition members (City of Fort Collins, Fort Collins
Downtown Development Authority (DDA), and Larimer County) as listed on page 3 of the
RFP.
35) The number of meetings, sites, etc. in the Work Plan Table (page 21-25) do not match
the quantities in the narrative of the scope of work. Which should be used for the
proposal?
Answer:
See #1 and #2.
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36) The “Submittal Requirements” section requires a schedule of hourly rates for required
tasks. However, Section V. Review and Assessment states that the evaluation criteria
include “detailed cost break-downs for each cost element…” Can you clarify what are
the expectations regarding submittal of costs – a schedule of rates, or a schedule of
rates and detailed cost breakdown with work hours.
Answer:
See #18.
37) A range of quantities is listed in the RFP (i.e. for Phase I’s, Phase II’s, RAPs), what
number should be used for the purposes of the proposal (minimum, maximum)?
Answer:
See #1 and #9.
38) Is the City open to consolidating RAPs into one document for the area rather than one
per site?
Answer:
See #9.
39) Is there preference given to firms based in Colorado?
Answer:
No. The City is following federal guidelines for RFPs for this solicitation, which
discourage geographic preferences. However, note that the RFP does state the
following: The ideal consulting team will demonstrate knowledge of and successful
project experience with working with Brownfield contamination under EPA and Colorado
Department of Public Health and Environment (CDPHE) guidelines.
40) Was there a consultant who helped prepare the grant application, if so who?
Answer:
Yes. Ayres Associates.
41) Are a majority of the sites to be evaluated on private property? If so, will the City
negotiate access or is that part of the contractor’s responsibility?
Addendum 1 – 8151 Brownfields Assessment Consultant Page 9 of 13
Answer:
Unknown. See #8.
42) Please advise whether the description of organization sustainability is included within the
10-page limit for the proposal.
Answer:
See #17.
43) Task 2. Confirm that the marketing materials to be prepared under Task 2 are focused
on providing information to the public related to the Brownfields Assessment efforts and
results. If the City intends that the focus of the marketing materials is different, please
clarify the purpose of the materials.
Answer:
Yes, the marketing materials under Task 2 are focused on providing information to the
public related to the Brownfields Assessment efforts and results.
44) Under Task 5, as related to the Phase I ESAs, who is the intended User of these ESAs,
as defined by Section 3.2.98 of ASTM Standard E1527-13?
Answer:
Coalition members.
45) As ASTM Standard E1903-11 for Phase II ESAs does not provide for a requirement of
cleanup options and cost estimates as part of the ESA process. Please clarify the level
of detail and requirements for the cleanup options and cost estimate required by the
City. As a suggestion, the City should consider the cleanup options and cost estimates
as part of Task 6, Remediation Plans, since this technical effort is related to remediation
planning.
Answer:
See #9. Preliminary cleanup options and cost estimates are requested as an additional
requirement in the Phase II ESAs as requested by EPA.
46) Exhibit A, Assessment Work Plan, Section 5, states that “the City of Fort Collins, CO
Coalition will prepare and submit the project-wide Quality Assurance Project Plan
(QAPP) and site-specific Sampling and Analysis Plans (SAP)...” Under Section II.c.,
these documents are included in the list of work products. Please clarify the nature of the
Coalition and the responsible party for producing the QAPP and site-specific SAPs.
Addendum 1 – 8151 Brownfields Assessment Consultant Page 10 of 13
Answer:
The contractor is responsible for preparation of the QAPP and SAPs. Coalition project
management is responsible for ensuring EPA requirements are met in these documents
and for submitting them to EPA for approval.
47) Are resumes included in the submittal 10-page limit?
Answer:
Yes. For resumes, a short bio will suffice in lieu of a formal resume.
48) Section III, Submittal Requirements, states the City requires only a schedule of rates,
however, Section V, Review and Assessment, under “Cost and Work Hours”, describes
more detailed evaluation criteria regarding costs that have not been requested. If a
proposed price is required, please provide instructions on the format and level of detail
required for proposed pricing.
Answer:
See #18.
49) Please clarify that the “Contractual” portion of the grant covers all labor, travel, and
supplies required by the consultant to execute the scope of work.
Answer:
Yes. The contractor will be responsible for including costs of all labor, travel, and
supplies as part of the proposal.
50) Will the contractor be expected to bill separately for work on each type of site (e.g.,
petroleum vs hazardous waste)? Are the amounts listed for travel and supplies those
funds authorized for the consultant? Does the City plan to award this contract on a fixed-
price or times-and-materials basis?
Answer:
Yes, it will be important for the contractor to separate costs by petroleum-related vs.
hazardous waste-related charges, although they may be contained in the same bill. This
is a requirement established by EPA under the grant.
51) Considering that Tasks 4 and 7 are not included as line items in the tables presented in
Exhibit A, page 20, is the contractor expected to propose a cost for these items to roll
under the total Contractual funding of $494,000, taking into account the budgets for
Hazardous Substance and Petroleum sites?
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Answer:
See #9 for removal of Task 7. The tables on page 20, Exhibit A, show projected costs for
contractual services that include the requirements under Task 4 as separated by
hazardous substance and petroleum sites. The total available contractual funding is
$500,000 under this assessment grant.
52) In Exhibit A, page 20. What does “Personnel - In Kind” mean? Is there an expectation
that Ft Collins is requiring contractors to perform services “in kind” without the ability to
request compensation?
Answer:
The “Personnel – In Kind” refers to City staff performed services only. There is no
expectation that contractors will perform “in kind” services.
53) Is the consultant expected (or required) to attend the 2015 Brownfields Conference
(September 2-4, 2015)? If so, how much will the City authorize to cover labor and travel
expenses per person to attend?
Answer:
No. This requirement is for City Staff.
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EXHIBIT 2