240821 SSD AE Staff Housing 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 – Staff Rental Housing Project

Summit School District

CLARIFICATION #1

August 21, 2024

Provided by: DYNAMIC PROGRAM MANAGEMENT

SUMMIT SCHOOL DISTRICT

AE RFQ/P STAFF RENTAL HOUSING – Clarification #1 © DYNAMIC PROGRAM MANAGEMENT, LLC

Request for Qualifications & Proposal – Clarification #1

A. Procurement Schedule Remaining

B. Documents Issued to Date

a. RFQP and Exhibits

i. 2024.05.16 SSD Housing Master Plan Presentation

ii. Summit Master Plan Update 2023

iii. SSD Bond Schedule

iv. SSD Housing Master Plan Final

C. Documents Issued with This Addendum

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

b. Q & A Clarification #1 (attached)

End – Clarification #1

RFQ/P Responses due by 5:00 PM 8.29.2024

Interview Invitations sent to Short-Listed Candidates 9.5.2024

Interviews Week of 9.16.2024

Candidates Notified of Selection 9.20.2024

Contract Accepted by BOE Oct. 2024

Summit School District

AE RFQ/P STAFF RENTAL HOUSING

Clarification Q/A

No. Question Response

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.

BidNet does not allow a setting change to accept electronic submissions through BidNet after a solicitation has been posted.

Please email your submission to procurement@dynamicpm.com with a cc to kara.drake@summitk12.org by the due date & time.

2 Additional Documents Section D.5 mentions a provided schedule that we should reference in our submission. Is this in reference to the goal of opening units prior to the 2026/2027 school year or is there a more specific proposed project schedule? If there is a more specific schedule, please clarify where it can be accessed. Section B of the RFQ/P mentions a link that contains the bond program schedule and master plan documents. However, this link appears to be broken. Could you provide an updated link?

Per the communication on BidNet issued on 8/16/2024, please use this link if unable to open through the link included in the

RFQP:

https://drive.google.com/drive/folders/1ZalRUgIqiHe1LcMEz-x1tehnaF8cDjPz?usp=sharing

The folder includes the overall bond schedule, school master plan, housing master plan and a housing presentation.

Code Question Does the project expect to permit under Summit County Sustainable Building Codes or the 2021 IECC State Code through the State Architect or the CO office of Fire Control and Prevention?

The property is owned by SSD; therefore the State’s Division of Fire Protection & Control (DFPC) will be the permitting authority.

Contract Format The B133 is for the CMGC, we typically use the B109 for multifamily projects, please advise.

Per the RFQP, SSD intends to deliver the project CMGC using a modified B133 contract. Contract information will be provided to the short-listed candidates.

Design Density The RFQP indicates you hope to build 60 rental units on 10-acres. Can you please provide the Master Plan developed by Norris Design to provide an indication of the building format that is desired (i.e. single-family, town-home, tri- and four-plex, low-rise apartments, etc.)?

The project will be built on a portion of the Silverthorne site and this phase is not expected to fill the whole 10 acres. The master plan can be found in the link provided in #2 above. SSD is not dead-set on the unit mix and type and will look to the design team for guidance. SSD is interested in constructing the higher density units with this project, but will want input from the selected design team regarding best value for the dollars available.

mailto:procurement@dynamicpm.com mailto:kara.drake@summitk12.org https://drive.google.com/drive/folders/1ZalRUgIqiHe1LcMEz-x1tehnaF8cDjPz?usp=sharing https://drive.google.com/drive/folders/1ZalRUgIqiHe1LcMEz-x1tehnaF8cDjPz?usp=sharing

Meeting Clarifications Could you provide more details on the anticipated frequency, duration, and timing of the Board of Education, Community and User Group meetings that will occur?

SSD anticipates the housing design team will provide one or two updates at a regularly scheduled BOE meeting. The user group / executive committee will be a small group of SSD leaders who will provide decisions to the design team on a regular basis. SSD does not anticipate any community updates beyond the BOE meetings and the municipal review process by the Town.

Modular vs. Traditional Construction What specific factors or criteria will the Owner consider when deciding between modular and traditional construction methods? Does SSD already have experience with modular construction?

As indicated in Section C, the ideal design team will be able to help the Owner navigate the decision of using modular/panelized/traditional construction methods. SSD also intends to engage the CMGC early to assist in providing information to the owner as well. As stated, cost, time and value to the community are the biggest decision factors currently.

In the event of a successful bond, this will be the first residential project for SSD. The Owner’s Representative has had experience with all three types of systems in residential projects.

Municipal Review Process For the municipal review process, including planning & zoning and town council meetings, what level of involvement is expected from the design team in terms of presentations and community engagement? Will SSD continue to have Norris Design involved as a consultant for Municipal Review?

SSD intends to have the design team selected prior to initiating any process with the Town as the design team will need to lead these efforts. The Town has expressed an interest in having the project move through a courtesy review process. Please refer to DFPC’s permit requirements regarding local municipalities. It is not anticipated a full Planning & Zoning process will be required as if this project were permitted through the Town, but there will most likely be some presentation at a P&Z meeting and a Town Council meeting.

As noted above and in the RFQP, the design team will lead this effort and SSD has no contract with another entity to lead this process.

Subconsultant Roles Many of the Subconsultants you list in the RFQP are not typical to multifamily projects including:

Acoustical Consultant; IT / Low Voltage Design;

Envelope / Waterproofing / Roofing Consultant;

Interior Design; and Lighting Design? Typically the General Contractor’s Subcontractors provide Design-Build services for IT / Low Voltage Design and Fire Protections. Would this approach be desired by SSD?

SSD would like the design team to provide the design and, with the exception of fire protection, those scopes will not be design-build.

Sustainability Expectations While the project does not aim for LEED certification, could you clarify what specific High Performance standards or guidelines the design must adhere to?

Sustainability but more importantly, building-energy-efficiency is a high priority for the Owner. The cost effectiveness of these buildings will be crucial for SSD and the future residents so insulation, circulation and system maintenance need to be High Performance. SSD is also interested in being presented options and life cycle analysis of all-electric units.

Insurance Coverage If our current insurance coverage does not meet the specified limits, but we can provide the required coverage if awarded the contract, how should we document this in our proposal?

On Page 7 of RFQP #2, FIRM INFORMATION in bold, blue underlined text it says “Please note if your firm does not meet these limits, but if they could be provided if required by the Owner”. This should be addressed in Section 2 of the response for firm information.

Interview Format What should shortlisted candidates expect in terms of the interview format? Will there be any specific topics or aspects of the proposal that the selection committee will focus on during the interview?

The interview invitations sent to shortlisted candidates will contain more detailed interview format information.

Scoring and Selection Criteria Could you provide more detail on how the final selection will be made after the interviews?

The interview invitations sent to shortlisted candidates will contain more detailed interview format information.

Schedule Question The RFQP indicates that you would like units available for move-in by August 2026. This allows for less than 2 years from A/E Contract acceptance to completion. Can you provide a preliminary schedule for design, entitlements, permitting, and construction in order to meet this goal?

Please see the link for the overall bond schedule in the google folder shared in Question 2.

Design Meetings Who from the SSD will attend design meetings? How will design decisions be made by the SSD team?

A small group of SSD leadership will be providing design direction.

Construction Meetings Is a combination of virtual and on-site meeting acceptable to the

SSD?

The preference is that the design team should be on site at least once per week during CA during critical construction activities.

Construction Budget Can you please provide your preliminary budget for infrastructure and the construction of 60 units?

In the RFQP, Section B, the target hard cost of the program is between $20-25M in today’s dollars.

Team Qualifications Do you want the sub consultants included in the planned workload chart? Do you want roles and responsibilities for subconsultants?

As noted on page 7, number 3, and in bold text, the architectural team should be in the table. This does not include subconsultants as we know their time will fluctuate throughout the design phases.

Org Chart Clarification Clarify what information you want to glean from the Org Chart that is not already provided under the other questions of Part 3 -Qualifications of Proposed Team

We are not sure we understand the question.

SSD is asking for the information requested in 3. QUALIFICATIONS

OF PROPOSED TEAM.

Subconsultant Team Are submissions expected to provide specifics on sub-consultant firms for all of the specialties listed on page 6 of the RFQ?

Or would it be acceptable to submit a core team for the specialties with a larger scope with the understanding that consultants with smaller scope would be assembled at a later stage?

It is up to the candidates on how to respond. The owner will be reviewing information about the candidates proposed key subconsultants.

Master Plan Unit Mix In anticipation of us being invited for an interview and preparing fees can you clarify the 61 units in Phase 1. Which units in the current master plan would be added together for the 61 units? Just trying to understand the mix for the 61 units.

The Silverthorne site shows a potential test fit of up to 90+ units.

SSD’s desire is to build a phase of this site build out with 2024 Bond proceeds. The unit mix, SF, building type is TBD and will be a part of the programming / conceptual design phase.

Budget Costs Who compiled the estimate of $20-$25 Million and is it possible to get a copy of the document? We ask because we have a very recent similar project to gage and compare.

Without giving up too much to our competitors the number appears low for 61 units and the associated site work. Currently we have a 20 unit (with 20 garages) building going for over $10 Million without the site work included and $4 Million for a 5 unit townhome (with garage).

Site work is approximately $6 Million for a similar flat site. All project are different for sure and with competitive bidding numbers can come down. The garages do come at a premium which will drive the cost up. We also noticed the housing master plan has much higher estimates noted on the sheet. We would just like to fully understand what the school district is anticipating.

SSD based the hard cost budget upon input from design and construction professionals on a high level cost/sf basis in 2024 dollars. There is no detailed estimate to share at this time. SSD understands unit mix, size of units and amenities will impact the cost of the project and quantity of units.

Master Plan Can we get a copy of the Master Plan? The link provided in the PDF does not work. We found the site on the SSD website but when we try to access it is a Google Document which restricts our access. We asked for access but none has been given to us yet. Trying to get a full PDF copy we can read.

Please see the link provided in Q#2.

Soils Report Is there a soils report for the proposed site.

There is not yet a soils report available for the site.

Suare Footage Can you provide a breakdown of the building type, unit mix and square footage?

This is TBD and will need the selected design team’s input to provide options during the programming/conceptual phase.

Total Build Area What is the proposed total area of the new construction?

Please see response to #25.

Alternate Building Systems The RFQ mentions only considering modular vs. on site framing, but is SSD open to other options that may provide a schedule advantage (metal panelized framing, CLT flooring, etc.)?

SSD is open to evaluating options presented by the design team.

Project Schedule 1) Is there an anticipated schedule for each phase of the design? 2) Assuming an opening for the 2026-27 school year, what specific date is being targeted for certificate of occupancy? 3) Is a foundation only or other partial permit under consideration? 4) What is the schedule of engaging CMGC?

1.) Please see Q2 2.) Please see Q2 3.) SSD is open to multiple bid packages.

4.) SSD is targeting having the CMGC on board before election day.

High Performance Design What is the reference standard for this? Is high performance design applicable to the 60 unit scope, as the sustainability program section refers to only schools being designed to this level?

Please see Q10 above.

Subconsultants Is SSD open to contracting directly with Civil? Traffic Engineering?

No. These services should be provided under the architect.

Design Program 1) The masterplan concept is showing 60 stacked flats and 35 townhome units. Is this phase 1 and phase 2 respectively?

2) Is SSD open to other product types / configurations provided the unit count is still met? 3) Are there any amenities, maintenance, leasing, storage or other spaces beyond dwelling units? Indoor or outdoor?

Please see Q5 above.

Management & Operations 1) Will SSD be managing the property directly or will this be through a 3rd party? If 3rd party, will they have a voice in the design process? 2) Will residents be exclusively SSD staff or is there a possibility it will be open to the greater workforce? 3) Will units be for-sale or rental only?

SSD will issue a RFQP for a property manager at the appropriate time. They will not be involved in the design process.

SSD intends for the units to be SSD staff.

The units are rentals only.

Project Team How will the scoring for the project team’s familiarity with each other and past collaborations be weighted vs. similar project experience?

Please refer to the scoring matrix in the RFQP on page 8.

Area Median Income Is there a specific AMI range is being targeted?

This is not applicable to the project.

Accessibility Will any of the funding sources trigger additional accessibility and/or design requirements (ie. 2010 ADA, UFAS)?

The answer to this question is unknown at this stage in the project process.