223040 Supplemental Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

April 13, 2022

RFP NO. 223040

FOR: Consultants of Record (COR) to Provide Design and

Construction Field Services on a Continuing Service Basis

CLOSING DATE: April 22, 2022, AT 4:00 PM (LOCAL TIME)

The following are Questions and Answers received on this RFP:

1. Q) The RFP states, in Section 1.1: The City is seeking proposals to hire Consultants of

Record (COR) to provide design and construction field services on a continuing services basis. Does the City require any design services for those proposing on

2.5.1 construction inspections? If so, could you please clarify scope?

A) No.

2. Q) The RFP states, in Section 2.2: The COR shall deliver a written, signed project proposal within five (5) business days, (or as otherwise required by City’s Contract

Administrator), following City’s verbal or written request for proposal for a specific project assignment. This statement seems to be in conflict with section 1.1? Is this a Continuing Service contract or a Specific Project Assignment, similar to a Task

Order based contract, in which a proposal needs to be written for each request?

A) Section 2.2 is dealing with a project assignment within the continuing service contract.

3. Q) The RFP states, in Section 2.3: The primary COR agrees to provide services for all projects offered by the City unless multiple projects exceed the primary COR’s ability to complete the work within the required time frames. The City, as its sole discretion, can offer a project to the alternate COR if the primary COR cannot perform within the required time frame, and/or the City and the primary COR cannot reach agreement on scope, fee, and/or schedule, and/or the City determines it is in the City’s best interest to do so. Will there be a continuing negotiation for fee?

A) Fees are negotiated up front and then may be increased per approved inflation rate annually at renewal.

4. Q) The RFP states, in Section 2.5.1: Firm shall be responsible to provide personal safety equipment, small tools and equipment (tape measures, smart hand levels, etc.), cellular telephones, lap tops and/or tablets with cellular internet access capabilities, Adobe Professional, and Microsoft Office Suite, and transportation to be used in performing inspection duties. Firm shall use Salem inspection forms, daily logs, progress payment forms, etc.

In addition, the RFP attachment, “Consultant Reimbursable Expenses” states:

“No mileage reimbursement will be paid for travel originating within a 70-mile radius of the City of Salem Civic Center at 555 Liberty Street SE, Salem, Oregon.

This is considered an indirect cost and included in the consultant hourly rate structure.”

Please clarify that the COR must provide a company-owned vehicle for assigned inspectors to travel to or between project sites or please clarify that payment for inspector private vehicle use will be included in the COR hourly rate structure and

City’s acknowledgment that the rate will necessarily be variable given the volatility of insurance and fuel/maintenance costs.

A) The City will not provide vehicles to consultant inspectors. You will need to burden your hourly rates to include all costs associated with the work. The City will not bear those costs outside the hourly rate.

5. Q) Per Section 6.1 Escalation/De-Escalation Agreement, please verify that the annual federal Cost of Living Adjustment (COLA) and any mid-year corrections that may occur will be honored as Price Increase at the time of renewal and/or request for cost adjustment should unusual inflation conditions exist in the broader economy.

A) Rate increases are allowed only at the time of contract renewal each year. If a rate increase is not requested prior to annual contract amendment, there will not be a price increase for that year. Mid-year adjustments are not allowable.

6. Q) Regarding Section 6.14 Pay Equity Compliance: If the City currently pays inspectors $31.87 - $39.27 per hour. Is this the expected range on which to base our fee structure and proposal?

A) The City is relying on the consultant to come with rates that cover their costs and reasonable profit, and this will be negotiated during contract negotiations.

7. Q) In section 3.1 E Rates of the RFP: Would the City like firms to provide additional rates for Specialty Inspection, i.e. Construction Inspection, Senior Construction

Inspection, Civil Inspection, Structural Inspection, MEP Inspection, and Survey positions?

A) The proposer is encouraged to present a rate structure that covers all inspection services provided by the proposer.

Shawna Self, CPPB

Purchasing Manager cc: File