DATE: November 2, 2017 MANAGEMENT SERVICES

Transcription

1 DATE: November 2, 2017 SUBJECT: REQUEST FOR PROPOSALS FOR MANAGEMENT SERVICES ON-CALL CONSTRUCTION Pursuant to the Request for Proposals (RFP) for On-Call Construction Management Services, all proposers were to submit any questions regarding this RFP no later than Tuesday, October 24, Questions were to be answered in writing and all questions and responses were to be posted on the Department s website. Below is a list of questions received from proposers and the Department s response: 1. Q: Will this be single or multiple awards? A: Multiple awards. 2. Q: Please confirm that proposals are to be 25 single sided pages or double sided pages. A: Single sided. 3. Q: Are we to submit rates escalated for 5 years or rates for 1 year? A: Rates should be stated for the entire proposed contract year. 4. Q: Are the resumes to be provided in the Appendix part of the 25 page limit? A: Resumes do not count towards the page limit. (See Addendum No. 1) 5. Q: For Construction Services scope item 28 Soil Testing Services, please clarify if these services are for landscaping/non-structural locations only or if structural fill/backfill are included in this scope? Also provide clarifications for the requirement of specifications for horticultural soil suitability work? A: Landscaping/ non-structural locations only. Horticultural soil suitability specifications shall be deleted from scope of work. (See Addendum No.1) 6. Q: Section 2.2, Item B. 18 (Pre-Construction Services Env. Compliance) requires the consultant to be registered Environmental Manager. We are not aware of this registration. Please clarify what agency issues this registration? A: National Registry of Environmental Professionals. It is not mandatory for the consultant to be REM (Registered Environmental Manager) if he meets the

2 experience requirements and is a Professional Geologist or Professional Engineer. (See Addendum No.1) 7. Q: The Proposal Content requirements in Section 3.4 of the RFP are different from those in Section 3.5 (Checklist for RFP Submittal Requirements), specifically A: Section 3.4 lists all items that should be included in the proposal. Section 3.5 lists the order in which those items should be included. Your proposal should include a cover letter and an Executive Summary. 8. Q: Section 3.2 indicates that cover letter and resumes are part of the 25 pages, and another section calls out that they are part of the appendices. Please clarify. A: Please include resumes as a part of the appendix. They will not count towards the page limit. (See Addendum No.1) 9. Q: Please confirm that rate sheets of the prime and its subcontractors are not a part of the 25-page limit. A: The rate sheets will not count towards the page limit. 10. Q: Are the Cover, Table of Contents and Tabs included in the 25 page limit? A: No. 11. Q: Can a firm qualify for both SBE and VSBE? A: Yes. Firms must be certified through LABAVN.org at the time proposals are due. 12. Q: Can we submit our electronic proposal on a jump drive in PDF? A: Yes. The electronic version of your proposal can be submitted on USB or CD. 13. Q:.Can we place all of Administrative Documents in one section called Business Enterprise Programs and Contract Administrative Requirements? A: Yes. 14. Q: Is the Executive Summary referenced in the Proposal Content section the same as the Cover Letter referenced in the Checklist for RFP Submittal Requirements, including the two page limit? A: See question # Q: Are comments to the Agreement allowed and if so should we place these behind the cover letter or somewhere else? A: No. As stated in the RFP, please do not submit a proposal if your firm cannot agree to the terms of the agreement. 16. Q: Does the Port have a list of registered VSBE firms available? The search engine for the LABAVN database is not functioning correctly. We requested support from the City in regard to this issue and were directed to request a list from the Port, or to access other resources such

3 as the State DGS database. If the Port could provide a list it would be most helpful in correctly identifying registered firms. A: A list of firms is attached. 17. Q:.Section 3.4, 2. Project Team, second paragraph: It is requested that resumes include references and contact phone numbers for projects within the last five (5) years. a. What is the minimum number of references required? b. Are projects not within the last 5 years allowed? A: a. There is no minimum number of references required. b. Yes, references are only required on projects completed within the last 5 years. 18. Q: Section 3.4, 7, (B) Insurance Verification: are insurance verification letters required of the subconsultants? A: No. 19. Q: RFP page 20, Section 3.4, 7, (C) City Ethics Commission (CEC) Form 55 (Exhibit F): Since this is an on-call with the amount and value of work yet to be determined, should we have ALL of the subconsultants submit Schedule B? A: The form may be amended at a later date to include additional subconsultants. You may list all subconsultants at this time. 20. Q: RFP page 21, Section 3.4, 7, (D) Iran Contracting Act of 2010 Compliance Affidavit (Exhibit G): Is this form required of the subconsultants? A: No. This form is only required from the prime. 21. Q: RFP page 21, Section 3.5 Checklist for RFP Submittal Requirements: Section 3.4 Proposal Content requests an Executive Summary, but the Checklist identifies a Cover Transmittal Letter. Can the Letter be considered the Executive Summary or vice versa? Which does the Port prefer? A: See question # Q: RFP page 32, Exhibit C Business Tax Registration Certificate: is proof of City of Los Angeles BTRC number or an exemption number required to be submitted with the proposal? If so, should proof copies for both the Prime firm and subconsultants be submitted with the proposal? May proof copies of BTRC be included as an appendix, and excluded from the 25-page limit? A: BTRC does not have to be submitted with the proposal. It will be requested at time of award. Subconsultants are not required to submit this information. 23. Q: Can a Professional Geologist or Professional Civil Engineer be substituted in lieu of a Registered Environmental Manager? A: Yes. (See Addendum No.1)

4 24. Q:.The RFP states under Item 3.4.2, Project Team, to include resumes for all personnel listed in the organization chart. Is it acceptable to include resumes only for Key Personnel, due to the 25-page limit? A: Resumes shall be included in the appendix and will not count towards the page limit. 25. Q: In section 1.3 The Construction Division of the RFP, it states: The Harbor Department s Construction Division is responsible for successfully managing all construction contracts and construction-related consultant agreements for the Harbor Department s Capital Development Program. Construction management-related responsibilities of the Division include, but are not limited to: Participating in design reviews and performing constructability/bidability reviews on all projects, and value engineering reviews on select projects; Managing advertising contracts for bids, receipt of bids, and award of contracts; Reviewing and processing all Requests For Information (RFIs) and shop drawings; Reviewing and approving construction schedules; Providing survey, inspection and materials testing services for all construction contracts; Processing all construction and consultant progress payments; Providing coordination between customers, contractors, utility companies, community groups, government agencies and other City departments; Performing environmental mitigation, monitoring, and reporting during construction; Ensuring contractor compliance with regulatory requirements; and Recommending construction packaging to enhance contractor efficiency. Can you please clarify if the Harbor s Construction Division will provide these services and staff; or if the selected on-call consultant will be performing these services? A: The selected on-call consultant will be providing support to the Port s Project Manager in the above services. 26. Q: Is Section 6, is the Basis of Fees included in the 25-page limit. A: See question #9.

5 27. Q: Page 18, 3.4 Proposal Content, Section 2. Project Team do you want references on every project listed on an individual s resume, or just for projects within the last 5 years? A: Projects within the last 5 years. (See Question No.17) 28. Q: Confirming Exhibit B - which has to be included for the prime and subs, does not count toward the 25-page limit. A: Exhibit B Affidavit and Consultant Description Form must be filled by the prime and include all anticipated subconsultants. It does not count towards the page limit. 29. Q: Is the Insurance Verification Letter only required from the prime or do you want to see one from each sub too? A: The letter is only required from the prime. 30. Q: Is CEC Form 55 (Exhibit F) only required from the prime or each sub has to submit one too? A: Exhibit F CEC Form 55 must be completed and signed by the prime and include all anticipated subconsultants. Subconsultants do not need to submit this form. 31. Q: Is the Signed Letter for the Standard Contract Provisions only required from the prime or you want to see one from each sub too? Is it included in the 25-page limit? A: The letter is only required from the prime. It does not count towards the page limit. 32. Q: On page 19, Section 7, will this be included in the 25-page limit? A: No. Administrative documents are not included in the page limit. 33. Q: If we include a Table of Contents will it be counted towards the 25-page limit? A: No. 34. Q: Do we have to include the Consultant Description Form? If so, where do we include it and will it count towards the 25-page limit? A: Yes. The completed Consultant Description Form must be included. It is part of Exhibit B. It does not count towards the page limit. 35. Q: Is an 11X17 page acceptable to include? If so, will it count as 2 pages? A: No. 11X17 pages are not accepted. 36. Q: What is included in the requirements to be a registered Environmental Manager? A: Please visit the National Registry of Environmental Professionals. 37. Q: Is there a specific agency in California with which to register?

6 A: See question # Q: Is a pending registered Environmental Manager application acceptable? A: Yes. 39. Q: We have never heard of a REM being a common certification requirement in California. Will the Port recognize California registered Professional Engineer or Geologist licenses or a national Certified Hazardous Materials Manager (CHMM) as an alternative to the Registered Environmental Manager (REM) certificate if the licensed individual can demonstrate experience coordinating and managing environmental compliance projects and programs which meets or exceed the REM work experience requirements? A: See question # Q: Please clarify highlighted words (i.e. sole negligence, agents and liability of any nature whatsoever) in paragraph listed within Section 9.1 of Agreement between the City of Los Angeles and Consultant; in regards to Professional Liability Insurance coverage for a consultant. Section 9.1- Indemnification: Except for the sole negligence or willful misconduct of the City, or any of its Boards, Officers, Agents, Employees, Assigns and Successors in Interest, Consultant undertakes and agrees to defend, indemnify and hold harmless the City and any of its Boards, Officers, Agents, Employees, Assigns, and Successors in Interest from and against all suits and causes of action, claims, losses, demands and expenses, including, but not limited to, attorney's fees (both in house and outside counsel) and cost of litigation (including all actual litigation costs incurred by the City, including but not limited to, costs of experts and consultants), damages or liability of any nature whatsoever, for death or injury to any person, including Consultant s employees and agents, or damage or destruction of any property of either party hereto or of third parties, arising in any manner by reason of the negligent acts, errors, omissions or willful misconduct incident to the performance of this Agreement by Consultant or its subcontractors of any tier. Rights and remedies available to the City under this provision are cumulative of those provided for elsewhere in this Agreement and those allowed under the laws of the United States, the State of California, and the City. A: A response shall be provided by Wednesday, November 8, Q: Please clarify highlighted words (i.e. and include coverage (or no exclusion) for contractual liability) in paragraph listed within Section 10.1 of Agreement between the City of Los Angeles and Consultant; in regards to Professional Liability Insurance coverage for a consultant. Section 10.1-(d) Professional Liability Insurance:

7 Consultant is required to provide Professional Liability insurance with respect to negligent or wrongful acts, errors or omissions, or failure to render services in connection with the professional services to be provided under this Agreement. This insurance shall protect against claims arising from professional services of the insured, or by its employees, agents, or contractors, and include coverage (or no exclusion) for contractual liability. A: A response shall be provided by Wednesday, November 8, Q: Page 11 of the RFP reads, In addition, the consultant shall: Be a registered Environmental Manager. Is this certification required or will a registered engineer or geologists in California suffice? A: See question # Q: Will soil and/or groundwater sampling activities be coordinated through a regulatory agency such as the LARWQCB or the DTSC? A: Yes. 44. Q: There are conflicting statements in the RFP regarding contract duration. On page 4, it says the contract term is 5 years. In Attachment 1, it says 3 years. Can you please confirm which is correct? A: Attachment 1 of the RFP is a sample boilerplate agreement from the existing agreement. The term is anticipated to be 5 years. 45. Q: Under the requirements for Project Team, it says to include references for projects within the last 5 years. Should the references be for the proposed staff or our firm in general? A: Proposed staff. 46. Q: On the executive summary (pg. 18 of RFP) it states: no more than two pages summarizing your firm s experience and qualifications (including subconsultants), and the experience and qualifications of each of the personnel assigned to the Harbor Department. As this is an On-Call contract, there is a variety of services requested and to try and list the experience and qualifications of each of the personnel might not fit on two pages. Could you please clarify which personnel should be? A: Key personnel.