2022-12 Emergency Shelter Upgrades Addendum 1.pdf

City of Ashland Revised Bid Schedule – Page 24 of ITB

ADDENDUM NO. 1

TO THE INVITATION TO BID

DOCUMENTS FOR PROJECT NO. 2022-12

EMERGENCY SHELTER UPGRADES

This addendum issued this 27th day of March 2025 affects the invitation to bid documents for the above-referenced project and shall be deemed an integral part of the above referenced documents.

1 INVITATION TO BID

The project description, meetings, and evaluation criteria are changed by this Addendum as follows:

None

2 QUESTIONS AND ANSWERS

Questions, answers and clarifications specific to the mandatory pre-bid meeting held on March 20, 2025 at 2:00 PM onsite are contained within this section.

1. Page 4 of 26 of the RFP notes that 'permitting activities are included in Phase One and Two.' Could you please clarify what permitting activities are expected to be part of Phase 1? Looking at page 8, is there anything beyond performing a code review & identifying the permitting requirements that would be considered permitting activities?

Answer:

Permitting as used is meant to provide flexibility to the City and selected team in conjunction with phase 1 and phase 2 in order to meet the project schedule.

Permitting could include building permits and right of way/utility coordination in order to facilitate the construction phase. Selected team to coordinate with City during phase 1 on permitting needs formally identified in order to maintain tight project schedule.

2. Page 10 of 26 of the RFP lists that the DB shall 'obtain all required land use permits.'

Given that the proposed scope of the project does not alter the building size or facade, it is our understanding that there would be no requirement for a land use review. Please clarify.

Answer:

The City’s general assumption is their would be no land use permitting required for improvements considered as part of this solicitation, but has left this option available in case more funds become available to increase project scope to include expansion and potential stand-alone structures for various uses associated with an emergency shelter hub.

City of Ashland Revised Bid Schedule – Page 25 of ITB

3. Page 10 also mentions that the DB is responsible for performance testing. We assume that the Owner would be responsible for 3rd party testing and special inspections while the DB would be responsible for commissioning. Please confirm this is an accurate assumption.

Answer:

Selected team would be responsible for identifying any performance or special testing and inspections required in order to facilitate commissioning and obtaining certificate of occupancy. City would be responsible for testing and special inspections outlined by consultant/contractor team.

4. It is our understanding that heating and cooling for the mechanical system is to be part of this proposal and to be upgraded, however, air purification would be a future consideration but not part of this proposal. Please confirm.

Answer:

Heating and cooling modifications necessary to accommodate recommended design changes to facilitate the overall scope of work are part of the proposal. Upgrades if necessary would be determined during the design phase. Changes to air purification are not directly related to the proposal at this time, but the design and modifications should have this as a consideration.

5. During the 3/20/15 site walk, the following items were proposed to be added to the scope of work:

Answer:

In general all of the items discussed will be considered in design meetings with the City of Ashland in phase 1 considering budget constraints and project timing. More detailed information below.

a. Ensuring front entry & adequate parking spots meets ADA accessibility requirements.

Yes.

b. Renovate the existing Break Room kitchen for new larger kitchen.

No, design consideration should account for the potential expansion of the breakroom into a larger kitchen in the future as monies become available.

c. Maintain two offices for staff use which would include upgrading interior finishes and casework.

City of Ashland Revised Bid Schedule – Page 26 of ITB

Yes to maintaining two offices with minimal improvement effort required.

d. Maintain storage room currently labeled as "Utility Room".

Yes.

e. Demolition of all interior walls and potentially hardlid ceilings to accommodate new interior walls for proposed programming, upgraded HVAC system, and new fire suppression system.

Answer:

This is a design and budget consideration during phase 1 on the full level of improvement necessary to facilitate the City’s immediate shelter improvement goals.

f. Replace all existing flooring.

This is a design and budget consideration during phase 1 on the full level of improvement necessary to facilitate the City’s immediate shelter improvement goals.

g. The FDC will be located in the northeast corner with a fire riser.

Answer:

Yes.

h. Upgrade existing mechanical system per the proposed needs.

As needed to facilitate code and design requirements.

i. Provide wiring for future security system (video surveillance).

Yes

6. Will a CAD file of the existing building be provided to the awarded DB?

The City is currently trying to acquire the base cad files used as part of the building permit application process in 2011. If acquired they will be provided to the selected team.

7. Section 7.3 of the RFP lists the methods of compensation by the City. Are these applicable to the Design Fee Proposal? If so, when will this method be determined?

Time and materials, up to a maximum NTE amount (City preferred method)

City of Ashland Revised Bid Schedule – Page 27 of ITB

8. Are the red lines shown on the Facility Floor Plan (Appendix 1) relative to the scope of the proposal? If so, can those red lines be defined as they are currently illegible? Most of the dimensions provided in the Facility Floor Plan are blurry too, which is making it difficult to create takeoffs for budgeting purposes.

Exhibit A of this addendum includes a clean version of the floor plan.

9. Does the City of Ashland have original structural drawings for the building located at 2200

Ashland St., including foundation plans, roof framing plans, and wall assemblies (which include shear wall or other lateral force resisting element locations)?

Answer:

No, only 2011 building permit drawings for improvements made at that time.

10. Does the City of Ashland anticipate this building being an “essential facility” and seismically retrofitted to a Risk Category IV structure after construction?

No.

11. Page 5 of the RFP:

“Federal funding is being utilized for this project, and therefore compliance with Davis-Bacon Act requirements, including the payment of prevailing wages to laborers and mechanics, will be mandatory.”

Answer:

Yes, confirmation that Community Block Development Grant funding will be utilized on this project.

3 INFORMATION

Exhibit A

Floor Plan

Building Permit Information

City of Ashland Revised Bid Schedule – Page 28 of ITB

END OF ADDENDUM