24-16-KB Addendum 2.pdf

Addendum 2 RFP No. 24-16-KB Page 1 of 4

Addendum #2 to

Spotsylvania County

RFP #24-16-KB

Stormwater and Environmental Professional Engineering Services

January 31, 2024

Addendum #2 to Request for Proposals (RFP) No. 24-16-KB is issued in accordance with the RFP Terms & Conditions and is intended to provide additional information and clarification to Respondents.

Addendum #2 consists of three (3) items which are listed below, attached hereto and made a part hereof to RFP No. 24-16-KB.

ITEM 1 – CHANGES TO RFP

1. Change Proposal Due Date and Time to February 13, 2024 at 2:00 PM.

2. Remove Section III, Letter B, Number 7 in its entirety.

ITEM 2 – Q&A

1. Will the attendee list from the pre-proposal call be shared?

ANSWER: Please see Addendum 1, Item 3 and Item 3 of this addendum.

2. On page 9, the RFP states that it is the “intent of the County to award contracts to one (1) ...firm... for each RFP category” and on page 15 it states “selection shall be made of one or more firms deemed to be the most qualified and best suited … for each of the categories identified”. Can you clarify how many firms the County intends to select for each service category contract?

ANSWER: Please see Addendum 1, Item 1, Number 1.

3. If there is an addendum to be issued in the next week, we’d like to request an extension on the proposal deadline in order to address changes in the addendum.

ANSWER: Please see Item 1, Number 1 of this Addendum.

4. We respectfully ask for an extension until 3 pm Friday, February 9th. Due to receiving responses to questions today, there could be additional questions and responses which leaves less time to prepare a proposal to address these responses.

RFP No. 24-16-KB Page 2 of 4

ANSWER: Please see Item 1, Number 1 of this Addendum.

5. Would the County please provide Spotsylvania County’s Standard Form of Agreement for review?

ANSWER: As the County cannot request or require exceptions at this time, the standard contract will not be provided until negotiation with shortlisted firm(s).

6. Will Spotsylvania County consider any exceptions to the terms and conditions; and if so should we include those in our response?

ANSWER: Please see Item 2, Number 5 of this Addendum.

7. I just want to clarify that more than 3 references are allowed for the proposal. Or does the County require at least 3 references per the 5 Scope of Services categories?

ANSWER: A minimum of 3 references with a max of 5 references total, no matter the number of categories.

8. If we are proposing on multiple categories, do you want a separate Attachment D References for each category?

ANSWER: Please see Item 2, Number 7 of this Addendum.

9. Is there a limit on the number of pages for resumes?

ANSWER: No.

10. Are subcontractors required to provide References or just the Offeror?

ANSWER: Please see Addendum 1, Item 2, Number 9.

11. For the layout of the proposal, should the 5 scopes of service categories be shown together as that section of the proposal or should the proposal flow with each category separately? For example should it be:

A) Environmental requirements expertise Demonstration of ability Approach, etc.

Wetlands requirements expertise Demonstration of ability Approach, etc.

Engineering… Hydrogeological Studies… Land Surveying…

Or:

B) Environmental requirements expertise

Wetlands requirements expertise Engineering requirements expertise Hydrogeological Studies… Land Surveying… Environmental Demonstration of ability Wetlands Demonstration of ability

RFP No. 24-16-KB Page 3 of 4

Engineering Demonstration of ability Hydrogeological Studies… Land Surveying… Environmental Approach, etc.

Wetlands Approach, etc.

Engineering Approach, etc.

Hydrogeological Studies Approach, etc Land Surveying Approach, etc

ANSWER: The Offeror is to determine the most appropriate layout for their proposal.

12. Can you provide any anticipated workloads as evaluated for the term of the contract? Can this be provided for each category?

ANSWER: At this time, we are unable to determine exact workload as this will be determined based on the workload at the time of the contracts. Additionally, the decision made by DEQ to designate the County as a MS4 locality.

13. About how much money and what number of projects are expected to be awarded per contract?

ANSWER: Resulting contract(s) will be for “as-needed” services there is no guarantee as to a number of projects at this time. The budget for projects will be determined by the approval of the budget by the County’s Board of Supervisors.

14. Are there any advantages to a Prime offering services in all five categories (even if using sub-contractors) vs. offering less than the five listed?

ANWER: This would be determined in house by the Offeror.

15. Will Spotsylvania County Public Schools and the Department of Public Utilities be able to use this contract?

ANSWER: The resulting Contract(s) will be for the entire County only. This is not a joint procurement with Spotsylvania County Public Schools, and they will not be utilizing the resulting contract(s).

16. Section III (Scope of Services), Subletter B. (Wetlands and Stream Consulting Services), number 5 Implementation of wetlands mitigation projects including design, construction, and monitoring and number 7 are identical. Please clarify if this is a typographical error.

ANSWER: Please see Item 1, Number 2 of this Addendum.

17. Section VI (Proposal Requirements), Subletter H. (Technical Proposal), number (6)(i) “A list of completed projects and a resume of personnel expected to be assigned to this contract including the name(s) of the partner in charge.” Please clarify as to whether we should place the resumes of project personnel and specific project experience in the proposal or in the appendix.

ANSWER: The location within the proposal is up to the Offeror.

18. On page 14 of the RFP number 6(i) requests “A list of completed projects… and a resume of personnel… including the name(s) of the partner charge;” – is this asking for a

RFP No. 24-16-KB Page 4 of 4 partner in charge to be listed for each of the completed projects that are referenced?

ANSWER: Yes.

19. Page 14, VI Proposal Requirements, H. Technical Proposal, 6. i states, “A list of completed projects and a resume of personnel expected to be assigned to this contract including the name(s) of the partner in charge.” Please clarify what defines an Offeror’s “partner in charge.”

ANSWER: The “partner in charge” would be the person authorized by agreement of all partners to execute the contract, receive any instructions/communications/payments and attend any discussions or other activities in respect to this contract on behalf of all partners.

20. Section VI (Proposal Requirements), Subletter H. (Technical Proposal), number (6)(ii) requests references “provided on Attachment D”, however this criterion is listed as a part of the Technical Proposal requirements. Should we include the references in BOTH locations (Technical Proposal AND Attachment D) or only as Attachment D?

ANSWER: Both locations.

21. Page 14, VI Proposal Requirements, H. Technical Proposal 3 states, “The Offeror shall provide its current workload with particular reference to personnel and other resources being proposed.” How should an Offeror describe its current workload as described in VI.H.3? Is a number of employees and locations sufficient or is the County interested in seeing actual details on the current workload?

ANSWER: The Offeror should describe its workload however they feel is necessary in order to provide the County the requested information.

ITEM 3 – ADDITIONAL PRE-PROPOSAL ATTENDEES

• Megan McCollough, Stantec

Respondents shall acknowledge receipt of this Addendum with Quote submission.

January 31, 2024 Katie Baird Date Senior Procurement Officer