Addendum 1 RFP 199-VSP-2024-019 VC Exhibits GH-SR-SB.pdf

RFP-199-VSP-019, Addendum 1 Page 1 of 6

ADDENDUM NO. 1 TO ALL OFFERORS:

Reference: Request for Proposals (RFP) 199-VSP-2024-01 Dated: June 3, 2024 For: Virginia State Parks, Visitor Center Exhibits, GH/SR/SB RFP due: August 2, 2024, 4:00 PM

The following questions were received on or before 4:00pm on June 28, 2024. Answers are included below in red.

1. Can you please provide us with the floor plans of each of the existing visitor center spaces at each of Visitor Centers at the (3) State Park Sites that are part of this RFP.

Links to available as built drawings and/or floor plans, except Staunton River Battlefield VC, have been included in ATTACHMENT G. Staunton River Battlefield VC drawings are not available. We are also making site visits available to any contractor wishing to see the existing spaces.

2. The file Attachment from the eVA site for “ATTACHMENTS_A-E_GH-SB.pdf” appears to have the incorrect ATTACHMENT D – Pricing Schedule on page 5 of 6 and

ATTACHMENT E – PROPERIETARY/CONFIDENTIAL INFORMATION

IDENTIFICATION form has the incorrect RFP number listed in the RFP Number field.

Can you please provide us with a new “ATTACHMENT A-E_GH_SR-SB” file with correct pricing sheet and RFP number?

Thank you for pointing out this oversight. We will include the correct attachment with the Addendum/Questions and Answers provided after the pre-proposal conference.

3. Is the budget for this RFP to be evenly split between each of the projects, or is there an established budget for each one? Or are we to determine that with our response?

It is our expectation that a cost estimate will be developed with your response.

4. Confirm by what you mean by Demolition as listed on pricing sheet? If we are to demo existing exhibits, can you provide some photographs of the existing exhibits?

Links to photographs of existing sites and exhibits have been included in ATTACHMENT G.

5. We are in receipt of all 3 RFPS for the Virginia State Parks that are all due August 2, 2024 @ 4:00 PM electronically on the eVa site and noticed that the Mandatory Pre-Bid Virtual Meetings are all scheduled for the same time, Monday, June 17th @ 10:00 AM. Is it the intent for VA - DCR and VSP to hold this meeting for all 3 RFPs at the same? Or will they be separate meetings for each RFP?

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Yes, we are conducting one pre-proposal conference to discuss all three projects at one time because the need for the projects and the desired outcomes are the same and the structure of the solicitation and responses requested are also similar.

6. Who is responsible for all of the demolition work at each of the three sites?

The contractor will be responsible for all demolition work at each site, some items may be retained by DCR.

7. Who is responsible for all patching and painting of the interior spaces at each site once all demolition is completed?

Contractor is expected to repair/patch/paint over any damages caused by/during activities associated with this project.

8. Regarding the Attachment H-K, Attachment I Special Terms and Conditions, page 15 of 23, Section W. PERFORMANCE AND PAYMENT BONDS. This is a Design-Build Project. In our experience, we have never had to bond an Exhibit Design-Build project.

This has to do with how the Bonding Company looks at a Design-Build project in terms of the Scope of Work not being completely defined at time of contract.

A contract resulting from the award of this RFP will include a significant investment for DCR, and as such, we included this requirement to ensure satisfactory completion of the project within the specified timeframe.

Please refer to the Code of Virginia section § 2.2-4339, which states a public body may require bid, payment, or performance bonds for contracts for goods or services if provided in the Invitation to Bid or Request for Proposal.

9. Regarding Attachment J – Federal Grant Terms and Conditions. Two links were provided for Department of Commercial Financial Assistance Standard Terms and Conditions and Code of Federal Regulations § 200.317 - § 200.327 Procurement Standards.

Are there any specific guidelines provided here that would alter any of the terms provided in Attachments H & I already provided?

Not that we are aware.

Is there anything included here that we need to have brought to our attention?

No.

10. We noticed that there are two RFP numbers for each solicitation, one associated with the eVA posting and notification, and a second on the cover sheet of the actual RFP.

This one is listed in the RFP as: RFP-199-VSP-019.

But on eVA it is identified as: RFP 69005.

Which number takes precedence when including in our response?

RFP number RFP-199-VSP-019 is the agency control number.

RFP number RFP 69005 is generated by eVA.

The agency control number should be used on all documentation.

11. What engagement with State Recognized Indian Tribes of Virginia that is expected?

Please explain how many and what kinds of meetings are required for each site.

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The level of engagement will be site dependent. The consultation process will be guided by the VSP Tribal Liaison and most communication coordinated through them. There is no set number or type of meeting that can be provided at this time.

12. Can you provide more details on how the $3,000,000 budget is expected to be allocated across the three parks?

The total budget is flexible across the three parks.

13. Could we be contracted for the design-build of just one (or two), or will the contract automatically include all three sites?

We anticipate awarding the contract for RFP-199-VSP-019 to one vendor but have the option to contract the projects individually should that prove most beneficial for the project results.

14. Section V, 3e. 1) states that the proposal should be no more than 30 pages with exclusions. Section V, 6. states that the proposal is limited to 100 pages. Does the 100-page limit include financial statements, resumes, RFP attachments, addendums, and appendices?

Number of pages limited to no more than (30) (excluding financial statements, resumes, RFP attachments and appendices), with at least 11-point font.

15. Do you know how many in-person meetings will be required for each project during the design phase, or would you like us to propose a travel plan in our proposal?

Please include a travel plan with proposal. Refer to RFP Section V.6.C. Project Approach & Methodology for proposal expectations.

16. Would you like us to propose a payment schedule, or has DCR determined one already?

Payment Schedule proposals are welcome. Payment schedule will be addressed during negotiations.

17. Do collection databases (with dimensions and materials) exist for Grayson Highland State Park and Staunton River Battlefield State Park?

Not at this time.

18. For Staunton River Battlefield State Park, are there any school curriculum requirements our team should know for content development purpose?

Please refer to the Virginia Standards of Learning available online through the Virginia Department of Education website.

19. Are finalist interviews expected at the (or one of the) park(s) or virtual?

All presentations will take place at one location TBD. Presentations will be in person, but virtual can be accommodated if needed.

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20. Page 9, part e1 states a 30 page limit while page 10 section 6 states a 100 page limit.

Please clarify the page limit and what specific components of the document count against the page limit (eg, specific forms required by the state).

Number of pages limited to no more than (30) (excluding financial statements, resumes, RFP attachments and appendices), with at least 11-point font.

21. Attachment D - Is every line in the pricing schedule required to be filled out?

No, Price schedule is for evaluation on the grand total.

22. Attachment D - What is the difference between research & writing and conceptual planning in the pricing schedule?

Conceptual planning includes development of overall exhibit concept in conjunction with the site advisory committee. Research & writing is part of the exhibit content development. The items in the pricing schedule are not necessarily in sequential order.

23. For Attachment D - pricing schedule, many of these items are unknown with the design still to be determined. Can we submit an alternate pricing schedule in place of what is provided?

No, Price schedule is for evaluation on the grand total. Additional information or alternate pricing schedule may be submitted as part of the proposals Project Approach and Methodology.

24. Attachment I.W What bond type, if any, needs to be submitted with the proposal?

No bonds are required to be submitted with the proposal.

25. Attachment I-I Does the prime contract holder have to have a contractor license valid in the state of Virginia to propose on this job?

Yes, if the prime contract holder is the fabricator/installer a Virginia Contractor’s license is required.

No, if the prime contract holder is subcontracting the fabrication/install, then the subcontractor is required to hold a Virginia Contractor’s license.

26. Attachment I-I What class of contractor license does the prime contractor need to hold?

See Special Term and Conditions, section I and J. We anticipate that a Class A license will be required.

27. Attachment I.V.A We are a minority owned company in the process of being certified in our state, once that process is complete, we would be eligible to be certified in the state of Virginia. If a DSDBD certification were to be complete during the time of the contract performance, would that meet the required qualifications for this RFP?

See the Small Business Subcontracting Plan in the RFP for scoring information. If a DSBSD certification is received after proposal is submitted, the proposal can not be rescored.

28. Attachment I.V.A If a firm is unable to provide a certification by DSBSD for themselves or subcontractors by the proposal due date, would that disqualify them from proposing on this job?

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No, DSBSD certification is not required to submit a proposal. Attachment C - Small Business Subcontracting Plan form is required.

29. RFP – III.5.j How was the $3,000,000 all-inclusive budget developed for these sites?

This amount represents the total available budget for this project.

30. Does the $3,000,000 budget need to be divided equally between all sites?

No.

31. Is the exhibit fabricator responsible for removing existing exhibits at Grayson Highlands Park?

The contractor will be responsible for all demolition work at each site, some items may be retained by DCR.

32. Is exhibit fabricator responsible for demoing existing flooring, wall treatments, removing lighting and all MEP relocation and additions (as needed)?

We do not anticipate the need for any mechanical or plumbing relocation or additions, but otherwise, yes, fabricator is responsible as needed.

33. Attachment G – Section 3.4 Will the requirements for the retail space for Staunton River State Park be known and provided to the exhibit fabricator at the start of the design process?

Yes, retail space needs will be discussed with the successful contractor.

34. Attachment G – Section 3.4 How many exhibit elements at Staunton River Battlefield State Park would the park like the reuse?

Largely, this will be design and budget dependent. Contractor should anticipate replacing all signage and graphics. Reproduction artillery and life size cavalry mount will be incorporated.

RFP-199-VSP-019, Addendum 1 Page 6 of 6

A signed acknowledgment of this addendum for RFP-199-VSP-019 must be received with offerors electronic proposal submission in eVA either prior to the proposal due date and hour or attached to your Proposal.

Signature on this addendum does not substitute for your signature on the original solicitation document. The original solicitation document must be signed.

Suzanne Swinson. MBA, CPPO, VCO Procurement and Administrative Services Director

Name of Firm

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