Lisa Alderson, Contracts and Procurement Supervisor

Transcription

1 TO: FROM: Prospective Offerors Lisa Alderson, Contracts and Procurement Supervisor SUBJECT: Addendum No. 2 Request for Proposals P DATE: July 18, 2018 This addendum provides responses to prospective offerors questions. RESPONSES TO QUESTIONS 1. On page 9, section F. Preparation and submission of proposals states that Signed in ink by authorized principals with the Offeror's legal name fully stated. Corporations must give the state in which incorporated, using the phrase "A Corporation organized under the laws of the State of ". Partnerships must give names of partners, using the phrase "Co-partners, doing business under the firm name of ". Individuals using a trade name must give the individual name, using the phrase "An individual doing business under the trade name of ". Where should this statement should go? Should this be mentioned in the cover letter, or in a separate page before the cover letter? Response: The full legal name and form of business (corporation, partnership, etc.) are required on the Proposal Declaration (page 44), which is required to be signed by an authorized officer of the firm. The legal name and form of business may also be identified in the cover letter. There is no need for a separate statement of this information elsewhere in the proposal. 2. Our office technically has no Project Manager or Senior Professional staff because our Associates (with 5+ years of experience) have not yet received their architectural licenses. All work is completed under the supervision of our fully-licensed Principal. For purposes of providing resumes and portfolios of "managers" then, should we just include our Principal? Or should we include the personnel who may be serving as Project Architects? Response: See Part V.E of the RFP and response to Question #24 in Addendum No. 1. Resumes or description of experience should be submitted for all managers and key staff; Bid No. P Addendum No. 2

2 portfolios should be submitted for managers in this case your Principal, as well as any subconsultant managers you wish (but are not required) to submit portfolios for. 3. Would it be possible for the RFP reply date to be extended until Friday, July 27? Clarifications made in the Addendum issued at the end of the day today show that it will take additional time to preparing the application. Specifically, it was unclear from the original RFP that resumes and fully-loaded hourly fee structures for subconsultant firms would be required. Response: Proposals are due Tuesday, July 24 at 2:00 p.m. 4. The RFP says that there will be no reimbursables, but printed drawings and reports are not included on the list of items that will not be reimbursed. Will the printing of reports and drawing sets be reimbursed? These can end up being a big expense. Response: Task Orders issued under contracts resulting from this solicitation will specify any printed materials (and number of copies) required as part of the Task Order services and, therefore, to be included in the consultant s fee proposal. No other reimbursables will be allowed under these contracts. 5. Additional Insured (page 19) Part III. Special Conditions, Section E. Insurance: Professional Liability carriers will not allow additional insureds on their professional liability policy form. Our insurer does not know of any carrier that will allow this. Policy coverage applies to the named insured s rendering of professional design services and pays on behalf of the insured in the event of the insured s negligence in the rendering of those professional services. As a third party policy, a professional liability policy never pays to a named insured, but rather pays to correct damage to a third party caused by the named insured. Finally, the additional insured would not be able to collect under the policy because, simply put, an insured cannot make a claim against itself. Response: Understood the additional insured requirement applies to all other liability policies, but not to Professional Liability or Worker s Compensation. 6. Latest Financial Statements of Offeror (page 38) Part V. Proposal Format & Submittals, Section I.1: For firms who do not have audited financial statements, what exactly should be included: Balance Sheet, Income Statement and the latest Federal Tax Return? If including the tax return, can just the summary page 1 be included or do you want all schedules, which in our case is 20 pages? Response: Per that section, if audited financial statements are not available, submit unaudited or staff-prepared statements balance sheet and income statement. If those are not available, submit latest Federal tax return (in its entirety). Bid No. P Addendum No. 2

3 7. References (page 38) Part V. Proposal Format & Submittals, Section I.2: The project costs you are asking for in the reference section are they construction costs or the contract cost for our services, or both? Response: Both, if available. 8. Price Proposal Form (pages 39 and 47) Part V. Proposal Format & Submittals, Section J: Please clarify the requirements for Senior Professional in terms of years of experience. There is one description in Section J (5+ years experience) but two different labor categories (10+ years and 15+ years) in the Price Proposal Form. Response: As described in Section J, a Senior Professional is one with a minimum of 5 years experience and a professional license. On the Price Proposal form, submit an average, fully-burdened hourly rate for all Senior Professionals with 15 or more years experience, and an average, fully-burdened hourly rate for all Senior Professionals with less than 15 years experience. 9. Insurance Checklist (page 48): Item 7 Renovation over $50,000 All Risk builders Coverage/Completed Form: Does this insurance apply to design firms or contractors? Response: Contractors. We acknowledge that consultants providing professional services do not, and are not required to, carry All Risk Builders Coverage. For Professional Liability coverage, can you clarify the 20% of total project cost rounded up to next $100,000? Response: The Task Order maximum under these contracts is $400,000; therefore, the required Professional Liability coverage will be $100, Since the Financial Statement is to be in a separate, sealed envelope per Addendum 1, does that also mean the references also will be in that separate envelope? Response: The Financial Statement(s) may (but is not required to) be in a separate, sealed envelope if the offeror wishes. The references should be included in the proposal as an attachment to the Statement of Evidence of Responsibility. 11. Under Part VII. Forms, on page 48 of 57, the Insurance Checklist, item 6, the Commission can be named as additional insured on the policies, except Worker s Compensation and Professional Liability. Response: Acknowledged see response to Question #5 above. Bid No. P Addendum No. 2

4 12. Under Part VII. Forms, on page 48 of 57, the Insurance Checklist, item 7. Other Insurance, the first bullet states: Renovation over $50,000 All Risk Builders Coverage/Completed Form Please confirm whether or not builders risk is a requirement due to the fact that construction is not part of the scope. We are not a contractor therefore, we do not carry Builders Risk coverage. If it is not a requirement, we would like to request that the requirement be removed. Response: See response to Question #9 above. Also, does the 20% of total cost refer to Builder Risk coverage? Response: The 20% of total cost refers to Professional Liability. See response to #9 above. 13. On Addendum N.1, Page 3, it says to include relevant information under Firm Experience and Capabilities section and disregard item G. Other Relevant Information. If we add relevant information to the Firm Experience and Capabilities section, this section would be larger than the maximum of three (3) pages limit for overall description of Firm Experience and Capabilities. Could you confirm if we can extend that section beyond the three (3) pages limit? Response: This was called out in RFP Section V.D: Provide any additional information you wish to call to the Commission s attention. It is not a new component of this section, and it is optional, not required. Every effort should be made to stay within the 3- page limit. However, a proposal will not be rejected solely on the basis of exceeding a stated page limit. 14. Should subconsultant resumes be included in the Project Team section or the Subconsultant section with their Price Proposal Forms? Response: See Addendum No. 1, Clarification #3. Subconsultant resumes should be included in the Project Team section. Price Proposal Forms should not be submitted for subconsultants. Hourly rates for the entire team must be provided in detailed breakdown described in Part V.J and Addendum No. 1, Clarification # Please confirm that each team is to submit only one Price Proposal Form, found on page 47 of 57, blended among team members. Is it intended to be blended rates from every discipline proposed, or only core A-E disciplines for each category (i.e. Category A: architecture, civil, structural, MEP, Landscape)? Response: Confirmed. See Addendum No. 1, Clarification #3. Bid No. P Addendum No. 2

5 17. Is it possible to extend the proposal due date, in order for bidders to have at least five business days from receipt of responses to RFIs? Response: The due date remains Tuesday, July Re Addenda Item 16 wherein the Prime must meet the MFD subcontracting level of participation through the subconsultants. State agencies now allow for a certified MBE to count for 10% of the minority contract. Will the Commission reconsider allowing the prime s MBE status to account for part of the minority participation. For smaller task orders where a subconsultant like a civil, structural or MEP engineer has only a small amount of work, it may be difficult to meet the percentage. Response: The Commission s Anti-Discrimination Program applies to subcontracting, and the MFD level of participation cannot be met by the prime consultant. See the Non- Discrimination in Subcontracting Form for additional information, including the various ways consultants may indicate compliance with the Program on a per project/task Order basis. 19. Per Addendum 1 dated, July 12, Your response to Question 4 states to include any additional information regarding the firm s qualification in the Firm Experience and Capabilities section, disregarding the Other Relevant Information Item G from the original RFP. Will the 3-page limit for the Firm Experience and Capabilities narrative be increased to allow for inclusion of any additional information? Response: See response to Question #13 above. 20. On page 2 of Amendment #1, item 3, second paragraph states: The detailed breakdown of hourly rates described on page 39 of the RFP should include the actual fully-burdened hourly rates of all personnel (prime consultant and all subconsultants) who may provide services under a contract resulting from this solicitation. Individual employees need not be identified by name. This comprehensive, detailed list of fully burdened hourly rates will become the fee schedule that will be incorporated into the contract, and consultants must use those hourly rates in developing a fee proposal in response to a Request for Task Order Proposals issued by the Commission. The detailed breakdown of hourly rates may be submitted in a format of the offeror s choosing (e.g., Excel, Word, etc.). Please clarify specifically what MNCPPC needs from the Offeror, per the detailed breakdown. Is there additional information beyond the rates that has to be submitted? Response: Firm name (prime consultant and each subconsultant), primary discipline of each firm, job classification/labor category, fully-burdened hourly rate. Bid No. P Addendum No. 2

6 21. In regard to the Clarification #1, our firm likes to submit two separate proposals for two different categories that our firm offers. Is this acceptable, or do the proposals for the two categories need to be combined into one proposal. Response: Separate proposals are acceptable. 22. If a firm offers all of the services listed for a particular category in house, does it need to provide names of the sub-contractors, meet the MBE requirements and provide the name of the sub-contractors listed under the Subcontractor Utilization Report. If not, does it help our proposal to subcontract a portion of the services (which could have been performed in house) to a MFD subcontractor. Response: Offerors should include MFD subcontractors on their team. See Non- Discrimination in Subcontracting Form and response to Question #18 above. 23. From the response to question #16 of Addendum #1, it is concluded that any firm applying for any category that needs to hire a subconsultant to fulfill the requirements of the specific category, has to meet the MFD requirements and provide the name of the subcontractor. Please verify. Response: See #18 and #22 above. 24. For Category D (Structural Engineering) should the prime offeror, being a structural engineering firm, anticipate there being a need to provide information for completing disciplines from other firms such as architecture, historic, civil, etc.? Response: The prime offeror should submit qualifications for its entire team, including any proposed subconsultants who may be needed to provide services under a task order, regardless of whether those services are covered in another category. For example, it would not be unusual for an architectural firm who is a prime offeror in Category A to have a structural engineering firm on their team as a subconsultant, and vice versa. 25. Is it your intention that for Category D that offerors should only submit qualifications for their own firm -- structural engineering firm -- and not for any other disciplines in light of the other categories. Response: See response to #24 above. 26. Can a primer offeror for one of the Categories also be a sub-consultant for another Category submitted by another prime offeror? Response: Yes. Bid No. P Addendum No. 2

7 27. Can you share who and how may were shortlisted previously for Category D--Structural Engineering? Response: Structural Engineering was not included in the previous RFP. 28. How many task orders were issued for pricing for Category D--Structural Engineering? Response: See #27 above. All other terms and conditions of Bid No. P remain unchanged. Please sign below as acknowledgment of receipt of Addendum No. 2 and include with your proposal. Signature: Print Name: Firm: Address: Date: Bid No. P Addendum No. 2