Addenda No. 2.docx

City of Fredericksburg Telephone: 540.372.1017 P.O. Box 7447 Fax: 540.372.12.15 Fredericksburg, VA 22404-7447

January 26, 2024

ADDENDUM NO.2 TO ALL BIDDERS:

Reference –RFP#24-0417 Commodity: On-Call Professional Engineering Services - Utilities Wastewater and Water DUE DATE: February 1, 2024 – 2:00 P.M. EST

The following is a general summary of the questions asked at the pre-bid meeting, edited for clarity, along with the City’s responses.

1. In terms of proposal formats, will the tabs, coversheet, and resumes counts towards the 50 page limit.

A. The front and back covers and section dividers/tabs are not included in the 50-page limit count. Please, note that a page is considered as front and back (two sided print)

2. Can a proposal be submitted single paged or does it have to be front and back?

A. The proposal does NOT have to be front and back. You may submit your proposal either way, front and back or single paged.

3. Please explain how architectural support could play into the future of this project based off the historical nature of the City?

A. Architectural support may be required for projects that include vertical construction within a historical district or historically significant area.

4. Please give insight on any future upcoming projects the City may have. Do you anticipate the use of any grant funding state or federal for any of the upcoming projects the City might have?

A. The City has a significant project listing within the Capital Improvement Plan which can be found on the City of Fredericksburg website. Grant funding is always encouraged based on availability and eligibility. This will be considered on a per project basis.

5. Does the City anticipate keeping two or more consultants for this project?

A. The RFP states that the City can award multiple contracts. The City currently has 2 contracts. The final determination will be based on the anticipated volume and scheduling of proposed projects.

6. If multiple firms are hired for this project. Will the City rotate the firms in accordance to workload, specialty, or project type?

A. The City does make every attempt to spread the work among the selected firms based on availability, workload, project type and other considerations for the City’s best interests

7. What is the level of construction or field inspection support is the City looking for from the consultants?

A. Construction administration and field inspection levels of support will be determined based on the type of project.

8. Does the City have separate contracts for I &I and CCTV?

A. We do NOT have a separate contract, but it is identified and included in the City’s CIP.

9. Does the City run their own Asset Management Program? Or would you like Asset Management support prioritizing age and condition renewals?

A. The City does not currently have fully developed Asset Management Program.

10. RFP Scope of Work, Item I, 8., As Built drawings (page 5).

The RFP states in part, “As Built drawings shall be signed and sealed by a Virginia Licensed Professional Engineer and or Surveyor.”

Comment: Providing As Built (Record) drawings is a normal service intended to reflect changes that occurred during construction. As Built drawings are prepared based on mark ups provided by the Contractor.

18VAC10-20-760.A. 1. states, “No professional shall affix a seal, signature, and date or certification to plans, plats, documents, drawings, or other works constituting the practice of the professions regulated that has been prepared by an unlicensed or uncertified person unless such works were performed under the direct control and personal supervision of the professional while the unlicensed or uncertified person was an employee of the same firm as the professional or was under written contract to the same firm that employs the professional.”

Based on conversation with VA DPOR, for an engineer to affix his/her seal to drawings prepared by the Contractor is a violation of 18VAC10-20-760.

A. The requirement for professional seals for record drawings will be based on the level of support for construction administration and inspection services. If the services require sealing of record drawings, all field changes must be verified and documented under the direct supervision of the licensed professional.

11. In the Proposal Instructions Section – B: Specific Proposal Submission Instructions – TAB 1: RFP and ADDENDA, it states to include the complete RFP (with attachments) signed and filled out as required; however, in the same section TAB 5 is intended for us to include attachments A, B, C, & D. Please clarify if you want us to include the entire RFP within TAB 1 along with the completed attachments or if you would just like for the Signed Cover Page in TAB 1 and attachments in TAB 5.

A. For Tab 1 you only need the signed coversheet and any other documents with the RFP that require signature. Like attachment A, B, & C.

12. In the Proposal Instructions Section – B: Specific Proposal Submission Instructions – TAB 5: Attachments, this section says to include Attachment D; however, Attachment D is the “Optional Pre-Proposal Meeting Instructions”. Please confirm if this needs to be included or if we just need to include Attachments A, B, & C.

A. Yes, please include only attachments like A, B, & C, that require you to fill them out and return. You do NOT have to include attachment D which is just pre-conference information.

13. Please confirm if the City would be ok with single sided submissions or if we must do double sided.

A. You may send a single sided proposal, but it can NOT be over 50 pages.

14. TAB 4: Experience asks for references, but Attachment A is also a reference sheet. Are we allowed to use the same references in Attachment A that we also included within TAB 4.

A. Yes, you may include the same references for both Tab 4 and attachment A, it is your choice.

15. On page 2, third paragraph states, “Offerors should address their ability to provide all services required for this contract to include, at a minimum, the following:” Seven specific requirements (Items A. thru G.) follow the above statement.

Page 8, Item 1., third paragraph states, “ Proposals should be organized in the order in which the requirements are presented in the RFP. The proposal should contain a table of contents which cross-references the RFP requirements.”

Therefore, it my understanding that Items A. thru G. (page 2) should be the first request covered in our response.

Page 10, Item B., third paragraph states in part, “ Offerors are required to submit the following items, separated by tabs within the proposal and in sequential order corresponding to the related sections of this RFP:”

It is my understanding the required organizational format follows in Tabs 1 thru 5. However, the requirements of Pages 2 thru 7 (Items A. thru G.) do not appear in any of the Tabs.

In order to provide responses in the order requested, should the requirements of Pages 2 thru 7 (Items A. thru G.) be included at the beginning of Tab 2?

A. The items A thru G starting on Page 2 of the RFP are general services expected by the RFP and demonstrated within the proposals Tabs. The information can be included in the most appropriate Tab. This information can be included in Tabs 2 thru 4 as necessary to adequately demonstrate ability to provide the requested services.

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