240812 SSD AE RFQP Clarification 01.pdf

REQUEST FOR QUALIFICATIONS

& PROPOSAL (RFQ/P)

FOR PROFESSIONAL SERVICES

Request for Qualifications & Proposal for Professional Services

ARCHITECTURAL & ENGINEERING

For the 2024 Bond Program – School Projects

Summit School District

CLARIFICATION #1

August 12, 2024

Provided by: DYNAMIC PROGRAM MANAGEMENT

SUMMIT SCHOOL DISTRICT

AE RFQ/P – Clarification #1 2 © DYNAMIC PROGRAM MANAGEMENT, LLC

Request for Qualifications & Proposal – Clarification #1

A. Procurement Schedule Remaining

B. Documents Issued to Date

a. RFQP and Exhibits

i. SSD Bond Schedule

ii. Summit Master Plan Update 2023

C. Documents Issued with This Addendum

a. AE RFQP – Clarification #1 (this document)

b. Q & A Clarification #1 (attached)

End – Clarification #1

RFQ/P Responses due by 5:00 PM 8.21.2024

Interview Invitations sent to Short-Listed Candidates 8.28.2024

Interviews 9.11.2024

Candidates Notified of Selection 9.13.2024

Contract Accepted by BOE Sept. 2024

AE RFQ/P – Clarification #1 3 © DYNAMIC PROGRAM MANAGEMENT, LLC

Summit School District

AE RFQ/P

Clarification Q/A

Question No. Question Response

Owner Project Information Item B Owner and Project Information lists all the school projects and budgets. In the chart for who the Owner intends to hire it lists – Housing.

Is there a budget associated with the Housing? Is it part of this RFQP or will another RFQ be issued for housing?

Per page 4 of this AE RFQ/P, the design team for the housing projects will be a separate procurement. It will include any budget information for the housing that is available at the time of release. The housing RFQ/P has been posted to BidNet as of 8/9/2024.

2 Additional Professional Services The RFP on page 4 states that the Owner will hire other professional service providers for the project team. Does the School District have an anticipated timeline for when the additional RFQ/Ps will be released?

Please refer to the project schedule incorporated in the RFQ/P for approximate timelines for other procurements. Those dates are subject to change.

Page 11 RFQP Submission Information Page 11 refers to a mandatory site walk.

Please clarify if and when a mandatory or optional site walk would occur.

Please disregard. The School District is not holding a site walk.

Section D.1. Can you clarify the intent for Section D.1 as to how the projects will be awarded? It appears that “all priority projects” are both in options 2 and 3. The statement following the award options leads to the understanding that the Owner will select teams based on the best fit for the various project groups, which lead us to think the award options 1-4 may be changed following the interviews.

The four options are outlined in the RFQ/P the best way the district felt it could be communicated. Firms may choose any of the four options in which to be considered.

Currently, the Owner plans to award the priority projects as a single package. That package may be tied to the Breckenridge Elementary or the Summit HS projects or awarded separately. Firms may ask to be considered for more than one option 1-4.

Submittal Deadline Is the submittal deadline on 8.21.24 at 5pm as listed on the Cover Page or 3pm as listed in the Procurement Schedule?

The submittal deadline is 5pm on 8.21.24.

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Mandatory Site Walk A mandatory site walk is mentioned in Section F but no date is given in the RFP schedule. If a mandatory site walk is occurring, please share the date/time. If not, please advise so everyone can plan accordingly.

See #3

7(A) Professional Liability Requirements Are the professional liability insurance requirements negotiable? For several of the projects the insurance requirement values are greater than the listed base hard cost budget. They exceed the industry standard by a significant amount and have considerable cost implications, particularly for smaller (local) firms, and in some cases are not obtainable to firms without large revenues

As noted on page 8 of the RFQ/P candidates must indicate in their proposals if their firm does not meet the insurance limits but if they could be provided if required.

Depending on how the packages are awarded, the district will review the insurance requirements.

7(B) Professional Liability Requirements In relation to the question of professional liability requirements, has the client considered an owner’s protective professional indemnity (OPPI) policy to enable smaller firms to stay within the industry standard yet provide the client with the level of protection you are seeking? According to a recent AIA study, 72% of architectural and engineering firms carry $2M or less in professional liability insurance.

At the moment, this is not something being considered as the district would have to confer with legal counsel and their insurance carrier.

We appreciate the suggestion. The District is keeping an open mind on these projects while making the most responsible decisions possible during all procurements processes.

Similar Projects If applying for option 1 “all projects in the program”, could we submit more than 5 similar projects to better represent our firm’s experience in the different project types?

The Owner is looking for efficient proposals that conveys the qualifications of the proposed firm.

The preference would be for five or less, however the reference section can provide a brief description of the project(s).

Clarification questions The RFQP states two different RFQP response due times – 3 pm and 5 pm. Please confirm which is correct.

See #5

Clarification questions The RFP states no physical copy will be required but BidNet states a physical submittal. Can you confirm that it is electronic? And if so, where is the upload section of the portal to submit?

No physical copy is required.

The district will review the owner settings in bidnet to allow for a vendor

AE RFQ/P – Clarification #1 5 © DYNAMIC PROGRAM MANAGEMENT, LLC to ‘place a bid’ and upload the document.

For assistance with uploading to BidNet please contact BidNet’s Vendor Support Department at 800-835-4603, Option 2.

In the event it is not possible to upload on bidnet because there is no link to do so, please email your submission to procurement@dynamicpm.com with a cc to kara.drake@summitk12.org by the due date & time.

Clarification questions In Section 6 REFERENCES – you ask for a comprehensive list of all school projects completed or begun within the past 8 years by your firms.

As a national firm, we have an extensive K12 portfolio. Would it be acceptable to provide local Colorado office projects?

Yes, that is acceptable.

Fire Protection Design Is the expectation for the design team to include a fire protection engineer for both fire sprinkler and fire alarm design drawings to be submitted at the time of building permit?

Please provide this service as an alternate. Once the project teams are formed, it will be decided if this scope will be design-build under the CMGC.

mailto:procurement@dynamicpm.com mailto:kara.drake@summitk12.org