Addendum_2_RFQ2025-001_EOC_Building_and_Garage_A&E_Design_Services.pdf

March 5, 2025

Addendum No. 2

Project: Emergency Operations Center (EOC) Building and Prefabricated Parking Garage Architectural & Engineering Design Services Bid No: RFQ2025-001

TO ALL PROPOSERS:

The following items are clarifications, corrections, additions, deletions and / or revisions, which shall take precedence over the original documents.

Question 1: Would the City be open to considering a design-build approach?

Answer: No

Question 2: Will this be a Design/Bid/Build project or a Design/Build Project?

Answer: No, although design-build was one of the construction delivery methods considered for this project, the City wanted to maintain more control over the design and construction by having separate contracts, so we wanted to make sure.

Question 3: Please provide the estimated construction cost or budget range for this project?

Answer: $15,000,000.

Question 4: Are monies currently available for this project?

Answer: Yes, funds are readily available.

Question 5: How many cars does the parking garage need to park?

Answer: Approximately 250 cars. The first floor must accommodate a ~15” tall “Bearcat” tactical vehicle. The garage must have a connection to the second floor.

Question 6: Is there key milestone dates by which design and/or construction must be completed?

Answer: Not for construction, but we would like to ensure design is completed to allow for a rough construction start od March or April 2026.

Question 7: Is there a deadline when the project is top be completed?

Answer: No deadline for construction completion, but design should be completed to ensure construction can start in March or April 2026.

Question 8: The wording for the parking deck indicated like a prefabricated structure. Is there a desired vendor that is preferred that you have in mind, or is it up to the AD team to decide that?

Answer: The City does not have a preferred precast vending company.

Question 9: How many EOC staff will be roughly?

Answer: To avoid confusion, the design should account for 22 operators in the dispatch operations floor and then an additional 25 within the main Emergency Operations Center working room. The building should account for an additional 10 administrative positions split between the EOC and 911 Centers operations.

Question 10: What’s the square feet for that space (EOC Center)

Answer: 15,000 square feet, but that accounts for all space for the 911 Center, EOC, Administration Space, and ancillary space for operations.

Question 11: What is the highest utility vehicle that will be using the parking garage?

Answer: All vehicles would be DOT compliant, so we should plan for a 13’6” minimum clearance. This would allow for our existing and future mobile command post.

Question 12: Are there any EV’s that will be parking in the garage?

Answer: We currently do not have any EV’s in the Police Department, we will want conduit installed for future use.

Question 13:

Do you have a specific preference whether if this is going to be an Architect, PM or Engineer?

Answer: No preference; however, the point-of-contact must have experience managing similar projects of the same magnitude.

Question 14:

Does that mean that all the staff listed on our team be located within 60 miles?

Answer: Not the entire team; however, it would be preferred to have some staff that can respond quickly to issues that need to be handles on-site.

Question 15: Section V Proposal Format and Section VIII Proposal Requirement are conflicting, which should proposers follow?

Answer: See the following Revisions on Proposal Requirements (attached to this addendum

2 below questions)

Question 16: Should resumes be included, and if yes, are those included in the 20- page limit?

Answer: Yes, please include staff resumes. These page numbers are not included in the 20-page limit.

Question 17: Should the minimum font used, be 10 point or 12 point?

Answer: See the following Revisions on Proposal Requirements (attached to this addendum 2 below questions)

Question 18: Can you define how the City interprets “prefabricated” for the garage structure?

Answer: The City interprets this as a pre-cast concrete structure.

Question 19: What is the project delivery method?

Answer: The project delivery method will be CMAR.

Question 20: Will the existing vehicle/evidence processing garage be demolished?

Answer: Yes, the existing vehicle/evidence processing garage will be demolished.

Question 21: Is the City considering renovating the existing EOC building?

Answer: No, the City would like to demolish the existing EOC and construct a new facility, either in the garage or as a standalone building. However, the radio tower on-site must remain and the radio base station equipment to be relocated to the new EOC building.

Question 22: Is the other building site on the East side of the site (Facing N. Stewart Ave) part of the project?

Answer: No, the building at 100 Stewart Ave. is not part if the site and will be demolished.

The space can be used for the project. The building at 400 Mabbette Street must remain during construction and will be demolished after they move into the new building. However, that space can be used for the site layout as long as it’s clear it would happen after final CO of the new building.

Question 23: Is the existing communications tower being replaced, renovated or expanded as a part of this project? Can the tower be relocated if it is in the way of the preferred design?

Answer: The tower on-site must remain and part of the design will be relocating/rerouting cabling and radio base station equipment into the new building.

Question 24: The solicitation is called for a Request for Qualifications (RFQ), which implies the selection will be qualified-based. However, Section 1.3 discusses “unit prices for each item being submitted will be shown on the qualifications schedule and will include costs for or associated with the item.” Further, Section 1.8 includes price as a factor that me be evaluated. Do these sections imply that a fee proposal should be included with the qualifications package, or will the project be awarded solely on the basis of qualifications and the fee negotiated with the preferred vendor?

Answer: The project will be awarded solely based on qualifications. Section 1.3 and 1.8 pricing information is not applicable.

Question 25: Are there known hazardous materials or concerns about suspect hazardous material on the intended project site, or in any of the buildings targeted for demolition?

Hazardous materials may include asbestos containing materials (ACM), lead paint, PCB’s, PFAS, organic volatiles, non-organic volatiles, mercury, arsenic or other contaminants. Are there any monitoring wells on the subject site?

Answer: The only known hazards were identified in a Phase II for the 100 Stewart Ave.

building. However, the report found that given it would be covered by the garage there was no concern or mediation required for that site.

Question 26: The walkthrough included discussion of relocating the Police Station’s generator.

Will the Department require a new larger generator? Is the intent to power the entire garage and EOC on the same generator, on a new generator, or should we expect to provide a new generator capable of powering the entire site?

Answer: The new EOC/911/Garage should be designed to have its own generator capable of powering the new structures only.

Question 27: Are there any specific security or resilience requirements for the EOC (e.g., hardened structures, redundancy, backup power, storm resistance)?

Answer: The 911/EOC should be hardened and storm resistant. We are wanting a primary generator and then a secondary generator and transfer switch that is in-line but would only focus on the data center in the new building. We’re open to exploring this option a little more with the design team when the time comes for the best approach.

Ideally, a design that limits the exterior walls of critical operational components (data center, operations floor, etc.) from being on walls that are street facing if possible.

Or, if that’s not achievable there is some setback to protect against vehicle born or small bag improvised explosive devices.

There is a preference there be no street facing windows at the ground floor level, and any windows in the building must be storm resistant and have higher hardening to prevent projectiles and bullets.

The desire is to have staff park in the parking garage, but a small public parking space still be available but not immediately at the front entrance of the new building to prevent VIED or ramming attacks.

Question 28: Is the site currently located in a designated flood zone?

Answer: No, the site is not in the 100-year or 500-year flood zone.

Question 29: Will the EOC need to meet any Federal or State mandated emergency management facility guidelines (i.e. FEMA P-361, NFPA 1221, etc.) or any labor group guidelines?

Answer: Ideally, the 911/EOC structure should be designed for P361 and NFPA 1221 standards.

Question 30: Does the City require certification with LEED, Florida Green Building, or other sustainability standards?

Answer: No, but we would want to incorporate sustainable designs when it comes to MEP.

Question 31: In addition to staff assigned to the EOC, how many additional staff must the facility accommodate during an emergency event?

Answer: During activation, we would expect to have in worst-case 47-50 people working.

With, an alternate shift that would be sleeping in quarters (so possibly 95-100) in the building with some in sleeping quarters.

Question 32: Will the garage serve only the EOC and Police Department/City staff, or will it be open to the general public?

Answer: No, it is not open to the public. It will be for the 911/EOC/Police Department Staff only.

Question 33: Are there any specific security or resilience requirements for the EOC (e.g., hardened structures, redundancy, backup power, storm resistance)?

Answer: Same as Q29 // Ideally, the 911/EOC structure should be designed for P361 and NFPA 1221 standards.

Question 34: Are there any historical/archeological considerations that may affect the project?

Question 35: Will the EOC include sleeping quarters, food pantries, laundry, or other self-sustaining facilities for extended duration events?

Answer: We would like to explore the concept of a small commercial kitchen that would be shared by the 911 Center personnel and the EOC personnel during activations. But we need to balance this for 911 Center personnel daily use that won’t need all of the commercial components.

Sleeping quarters would only be required for long-term activations. Our initial concept was the ability to take a desired training room and flip that into sleeping quarters.

We also need to account for shower and restrooms for these long activations as well.

Question 36: Will the EOC need additional meeting rooms beside a large training room? (e.g., small conference room, huddle room).

Answer: We would like to have at least one large training room that can be divided into two training rooms (or also sleeping quarters.

In the EOC, we would like two small break out rooms/small conference rooms and then one breakout room for seating up to 10-12 at a table and some Charis along the wall for a policy setting room.

Question 37: Does the City have any MWBE or DBE requirements for this project?

Question 38: Will the City handle FF&E (furniture, fixtures, equipment) procurement or will that be included in the design scope?

Answer: We would like assistance with some FFE, but the 911 Personnel have selected the desired 24/7 operations desks/furniture they want.

Question 39: Will the selected team be required to design and specify the communications equipment for the EOC or is there a pre-selected vendor who performs this service for the City?

Answer: Some items will need to be designed based on existing agreements with vendors such as Motorola for radios and Lumen for the 911 systems. Outside of that, we request assistance with the design of some of the data centers/room.

Question 40: Does the City have expectations for a typical or “standard” 911 call center cubicle?

i.e. size, technology, terminals, etc.

Answer: For planning purposes we estimated a 8x8 space for each 911 operator. However, we can be flexible with that as we work through design to ensure sound and functionality are optimal.

Question 41: We understand the delivery method will be CMAR. When will the CMAR be selected? Will the CMAR be involved in the pre-construction services, cost estimating, and value engineering during the design phase?

Answer: We plan to have a Construction Management firm selected within the next 45-60 days. Yes, the CMAR will be involved in the pre-construction services, cost estimating, and value engineering during the design phase.

Question 42: We assume the City will require a GMP. Pl. Confirm and describe the basis of developing the GMP and how it may be adjusted during design.

Answer: The construction management firm will be required to provide sufficient timely data and detail to permit the Construction Team to control and adjust the Project requirements, needs, materials, equipment and site elements, so that the Work will be completed at a cost which, together with all other Costs of the Work, will not exceed the City’s Project Budget. The construction manager will provide the following in addition to the constructibility review:

• Estimate at the completion of schematic design; and

• Estimate at the completion of 100% design development plans; and

• Estimate at the submission of the GMP Proposal

Question 43: The RFQ outlines a traditional CA role for the architect of record, but in CMAR, the responsibilities are typically different. Will representatives from the design firm be expected to attend weekly meeting throughout construction, or only milestone meetings established by the CMAR?

Answer: The AOR or representatives from the design firm will be expected to attend bi-weekly meetings throughout construction, Question 44: Will the CMAR manage quality control and inspections?

Answer: Yes, CMAR will manage quality control and inspections. The City’s building inspection team will also conduct inspections.

Question 45: The CMAR is typically the primary cost estimator, but the RFQ also required the design firm to provide an opinion of probable cost (ROM). How will the CMAR’s estimates be incorporated into the design decision-making process?

Answer: The ROM was included in the RFQ to assist with the city’s planning should the onboarding of the CMAR firm to the project be slightly delayed.

Question 46: Will the design firm’s ROM cost be reconciled with the CMAR’s estimates? If so, starting when and how often?

Answer: No

Question 47: Will the CMAR have authority to suggest scope reductions at any point during design to maintain budget compliance?

Answer: No, the decision to reduce or increase the scope will solely rest on the city.

Question 48: Section 3.0 items IV states that the architect assists with obtaining permits and bidding assistance, however this appears to overlap with the CMAR responsibilities. Please clarify.

Answer: The design team is responsible for providing all the DESIGN documents needed for permitting. In addition, they will need to attend the pre-application meetings with the building division. The permit application itself is the responsibility of the CMAR as the CGC; however, the design team is expected to assist with the required information.

Question 49: Police staff present at the walkthrough discussed the garage accommodating a

~15’ tall Bearcat tactical vehicle. Are any other specialty vehicles to be accommodated in this facility?

Answer: We don’t own any assets that exceed the DOT 13’6” requirement for highways. We are exploring a new mobile command vehicle, but it would be within regulation height for highways.

Question 50: Question 1: Page 9, Section VIII under proposal requirements lists that “font size large enough to be easily legible (shall not be smaller than 10 point)”. However, page I section V, Proposal Content says “minimum 12-point font”. Can you please clarify if 10 and/or 11-point font are allowable?

Answer: See the following Revisions on Proposal Requirements (attached to this addendum 2 below questions)

Question 51: Could you please clarify the correct proposal format and page limitations? Section

V and Section VIII outline different page requirements and section structures, and Addendum 1 confirmed that we should follow the outline and requirements in Section VIII — removing the 20-page limit and using its section breakdown.

However, during the pre-proposal meeting, procurement read through both Sections V and VIII as if both were still valid, including the 20-page limit. Should we follow the format and page limits outlined in Section VIII, or are both sections still required? Please confirm the expected structure and any page restrictions.

Answer: See the following Revisions on Proposal Requirements (attached to this addendum 2 below questions)

Question 52: There are two sections in the RFQ that outline the proposal organization (Section V

– Pg. 8 and Section VII – Pg. 9). Which section should we follow in order to properly organize our response? Additionally, there was a font limitation and page maximum mentioned in Section V (on Pg. 8). If we are to follow Section VII, can you confirm that these limitations do not apply?

Answer: Please use VIII. Proposal Requirement (attached to this addendum)

Question 53: On Pg. 1 of the RFQ, it is stated that submissions must include “one (1) original, five

(5) copies, and one (1) electronic copy. On Pg. 9, it states that only “five (5) paper copies and an electronic (pdf) file” is required. Can you please confirm which one is accurate?

Answer: Per Page #9 - Five (5) paper copies and an electronic (pdf) file of the proposal must be received no later than 2:00PM, on March 18, 2025 to the following address:

Question 54: Is the “Project Approach” (from Section V outline) or “Project Understanding”/”Work Plan” (from Section VIII outline) apart of the evaluation criteria?

Answer: Work Plan (from Section VIII outline) See attached

Question 55: What is the budget for this project?

Answer: See answer to question 3

Question 56: Please clarify what is meant as Prefabricated Garage as stated in the RFP as opposed to Pre-cast system?

Answer: Precast concrete

Question 57: Does the City have a preference for a steel frame Prefabricated system or a Pre-cast Concrete system or other for the Parking Garage?

Answer: Precast concrete system.

Question 58: Following section 8 there is no page limit. Please clarify if the proposal has a page limit and if so, does that page limit include cover, introductory letter, table of content, organizational charts, tabs, and resumes?

Answer: See Question #16

Question 59: Have any community engagement activities or stakeholder visioning exercises already been conducted for the proposed project? If so, can the results of such be made available to the bidders for review?

Answer: No community engagement activities or stakeholder visioning exercises were done.

Question 60: Will the project design need to comply with any specific grant funding program requirements? Is so, which grant program(s)?

Answer: No.

Question 61: We noticed that following section 8, there is no mention of a page limit for the proposal. Could you please confirm if there is a page limit for the proposal? If there is, would this page limit include elements such as the cover page, introductory letter, table of contents, organizational charts, tabs, and resumes?

Answer: See Question #16

Question 62: As currently worded in Section 1.11 of the RFQ and Section 14.1, the City is asking

Kimley-Horn to assume the highest professional standards in performing its work.

While Kimley-Horn is committed to serving its clients, we are only required to do so in accordance with the professional standard of care, which is the degree of care and skill ordinarily exercised by consultants performing the same or similar services in the same locality at the time the services are provided. The relationship currently described in the proposal exceeds the Standard of Care to be provided by Design Professionals. Would the City consider modifying this language to comply with the foregoing language?

Answer: The contract within the bid packet is a “Sample” contract and not the final version.

Revisions and/or modification with take place with the selected consultant.

Question 63: As currently worded, we believe that the indemnity provisions Section 2.4 of the

RFQ and Section 9.1 of the Sample Contract are not in compliance with FL Statute

725.08 and is unenforceable. Would the City consider rewording same to conform with the statute? Suggested language per FL Statutes 725.08: “The design professional shall indemnify and hold harmless the City, and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract.” Furthermore, note that the indemnification language, as previously agreed to, in our contract with the City, dated July 6th, 2021, is in compliance with Florida Statutes and we request to maintain those same agreed upon terms.

Answer: The contract within the bid packet is a “Sample” contract and not the final version.

Revisions and/or modification with take place with the selected consultant.

Question 64: There is an existing cell tower on site. Is the intent to relocate this tower or consider it as a site item to remain?

Answer: See answer to question 23

Question 65: Is W Verona St to remain as an access point to the existing/proposed parking lot?

Answer: No final decision has been made on the access points. They will depend on the final proposed design.

The following are Revisions on Proposal Requirements:

V. Proposal Content (page 8)

All pages count towards the page total except the cover, introductory letter, and organizational chart (if included). The proposal shall be submitted in the format as outlined below.

VIII. Proposal Requirement (page 9)

Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions or limitations may be cause for rejection of the submittal. Use 8½ x 11 sheets (fold outs are acceptable for charts, etc.) and font size large enough to be easily legible All proposals shall be a maximum of twenty (20) pages, on 8 1/2 x 11-inch paper, in a minimum 11-point font.

A. Cover Letter:

1. Provide a cover letter and introduction, including the name and address of the organization submitting the proposal, together with the name, address, telephone numbers, and email address of the contact person authorized to represent the proposal team. Provide the location of the main office, local office, and office nearest to the City of Kissimmee. The letter must be signed by an individual authorized to bind the firm contractually.

2. Provide a statement that addresses the Consultant team’s ability to meet the City’s insurance requirements.

B. Project Understanding:

1. Provide information based upon the Consultant’s understanding of the goals of the project, potential challenges, design considerations and identification of the various design functions (i.e., sub consultants and their scopes).

C. Project Team:

1. Contact Person: Name of the principal or project manager in the firm/entity who will have direct and continued responsibility for the services provided to the City. This person will be the City point-of-contact on all matters dealing with the services offered and will handle day-to-day activities through to completion.

2. Brief information about the consulting team/firm background, organization, office structure and location, number of professional personnel, and equipment.

3. A summary of the consultant team’s capability and experience in providing services on projects similar to the project set forth in this RFQ.

4. An organizational chart showing the proposed relationships between all key personnel and support staff expected to participate on the project. (Note: if the proposal includes more than one firm/entity, please identify the responsibilities and roles of each firm).

5. Personnel – Describe the project team including name and office location of key personnel, including subs. Describe key personnel's proposed roles and responsibilities on the project, and relevant related experience with an emphasis on design principles. A successful Contractor will consist of the following professionals with related experience:

Licensed Architect, Licensed Civil Engineer, Licensed Structural Engineer, Licensed MEP Engineers.

6. A list of at least three (3) references (non-City of Kissimmee staff) from similar projects that may be contacted, including at least two references for each sub consultant listed.

D. Work Plan:

1. A statement that addresses the challenges that can occur during a project similar to this and any unique experience, abilities, or services that can be provided by the firm or consultant team to solve these challenges. Cite an example where these qualities were used.

2. A detailed written description of proposed work plan for performing the required services.

3. Statement that addresses how the firm or consultant team will demonstrate their commitment to be responsive and accessible to City staff in a timely manner.

4. A detailed CPM Schedule defining design tasks, permitting, bidding, award and construction phases to represent how the consultant team plans to achieve the City of Kissimmee’s project completion goals.

A. ACKNOWLEDGMENT OF ADDENDA:

1. The proposer shall acknowledge receipt of this addendum by completing the applicable section in the RFQ. The Proposer shall submit said Form with the proposal.

2. All other terms and conditions of the RFQ remain unchanged.

Brandon Durango Procurement Manager

ACKNOWLEDGMENT OF ADDENDA NO.(S) _________ (IF APPLICABLE)

(Signature)

COMPANY NAME _______________________________________

COMPANY ADDRESS _______________________________________

BY: _________________________ DATE:________________________

(signature)

_____________________________ EMAIL:_______________________

(typed name/title of signer)