24-32-KB Addendum 1.pdf

Addendum 1 RFP No. 24-32-KB Page 1 of 3

Addendum #1 to

Spotsylvania County

RFP #24-32-KB

Geotechnical Engineering Services

February 14, 2024

Addendum #1 to Request for Proposals (RFP) No. 24-32-KB is issued in accordance with the RFP Terms & Conditions and is intended to provide additional information and clarification to Respondents.

Addendum #1 consists of two (2) items which are listed below, attached hereto and made a part hereof to RFP No. 24-32-KB.

ITEM 1 – CHANGES TO RFP

1. Remove Section VI.H.6.ii in its entirety, and replace with the following/;

“ii. The Offeror shall provide a minimum of three references of other similar size organizations utilizing geotechnical engineering services that they have provided on Attachment D. The references shall include names, phone numbers and email addresses of key contact personnel. Spotsylvania County cannot be listed as a reference. The County reserves the right to check undisclosed references.”

2. Remove Section IV – Contract Award, Contract Term, and Ordering Procedures, Letter A in its entirety, and replace with the following:

“A. Contract Award. Once negotiations have been conducted with each Offeror(s) so selected, the County shall select the Offeror(s) which has made the best proposal, and shall award a Contract to that Offeror. It is the intent of the County to award contracts to three (3) fully qualified and best suited firms in which negotiations were conducted. Should the County determine in writing and in its sole discretion that only one Offeror is fully qualified for an RFP Category, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.”

3. Add subdivision F to Section IV – Contract Award, Contract Term, and Ordering Procedures, as follows:

“F. Task Order Distribution. The County will distribute task orders on a rotational basis. However, the County also reserves the right to issue Task Orders to other A/E’s under Term Contracts at its sole discretion, based on its evaluation of each A/E's qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. It is

RFP No. 24-32-KB Page 2 of 3 understood that more than one Task Order may, at the County’s sole discretion, be offered to the Contractor during the Contract Term. Although the potential exists for multiple Task Orders during the Contract Term, services are ordered based on need, therefore the County does not represent or guarantee that the A/E Contractor will receive any Task Orders.”

ITEM 2 – Q&A

1. Page 1 of the RFP lists the due date as February 21, 2023. Just to confirm, is the due date Wednesday, February 21, 2024?

ANSWER: Please see page 1 of the RFP for the bid closing date and time.

2. Which company/companies currently hold this contract?

ANSWER: Legacy Engineering and Hillis-Carnes Engineering Associates, Inc.

3. Could you tell me who the incumbent firms are on the current Spotsylvania County

Geotechnical Engineering Services contract, please?

ANSWER: Please see question 1.

4. Is there an incumbent on the current contract? If so, who holds it?

ANSWER: Please see question 1.

5. Are there any identified projects that the County expects to use this contract for?

ANSWER: Currently the County does not have any projects identified.

6. In Section IV. Contract Award, Contract Term, and Ordering Procedure, Paragraph A.

Contract Award: This states that “The County may issue term contracts up to three (3) fully qualified and best suited firm in which negotiations were conducted. If there is more than one Contract awarded, the Contracts would be awarded based on evaluation and scoring and the contracts would be primary, secondary, tertiary, etc. Primary vendor would get the first chance to work on a project that came up. If the primary vendor was not able to do the project, then the secondary vendor would be asked to do the work.”

Would the County consider changing to a “rotating basis” of vendor selection, assuming all vendors are able to do the project?

ANSWER: Please see Item 1, Number 2 and 3 of this Addendum.

7. If available, what is the dollar amount of work that has been issued through the most recent contract to date?

ANSWER: This information is not readily available. We have issued task order that range from $5,000 to $50,000 depending on the complexity of the project.

8. Will the task orders under this contract be primarily for utility projects?

ANSWER: Task Orders will be issued for utility and general fund projects.

9. Other than utilities, what other types of projects will be issued through the contract, so we may demonstrate familiarity with this type of work?

RFP No. 24-32-KB Page 3 of 3

ANSWER: General fund capital projects such as new commercial buildings, fire stations, and site development projects. Special inspection requirements for commercial building permits shall be understood.

10. Page 9 item H.6.ii – for references, in addition to “organizations utilizing solid waste engineering services,” can we provide references for companies who provided engineering and/or construction services for solid waste engineering facilities?

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

11. Page 9 item H.6.ii – did the County only want us to include references for “organizations utilizing solid waste engineering services,” or should this be for organizations utilizing geotechnical engineering services?

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

12. How would the County like us to incorporate Page 9 Section H “Technical Proposal” requirements into the Page 7 item E Proposal Checklist? Should items H1, H2, H3, H4, H5 all fall under “Statement of Understanding Offeror Provided?”

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

13. Just to confirm, per page 9, item G, our proposals should include a table of contents and “introduction/cover letter/executive summary on company letterhead” before the “Signed Cover Sheet Page 1 & 2 RFP”?

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

14. Page 6 Section V of the RFP requests a “an electronic copy of the proposal and attachments on a virus free flash drive” (in addition to the printed proposals that we will be delivering to you). Would you accept a PDF copy of our proposal via electronic transfer, rather than on a physical USB drive?

ANSWER: All electronic copies must be submitted on a virus free flash drive.

Respondents shall acknowledge receipt of this Addendum with Quote submission.

February 14, 2024 Katie Baird Date Senior Procurement Officer