Addendum 3.pdf

Rev. 07/28/2016-Addendum #3.doc

Finance Department David P. Schmiedicke, Finance Director

City-County Building, Room 406 Purchasing Services

210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

DATE: Tuesday, August 29, 2017

RE: ADDENDUM 3

8659-0-2017-BO

James Madison Park Master Plan and Shelter Design

Notice to All Bidders:

Please note the following responses to the questions received:

Question 1: This project consists of two distinct sub-projects, Park Master Plan and Shelter

Modification, is there an implementation budget (or range) for the overall project to help guide the planning effort?

Answer 1: The implementation of the Master Plan improvements are anticipated to be phased into the future capital budget as part of the city’s budget process. The city currently has $200,000 in the adopted budget for master planning and schematic shelter design for this project. Components of the master plan implementation will be funded based on the final master plan recommendations and the capital budget process through future budget appropriations.

Question 2: What is the master planning budget for this project?

Answer 2: See above.

Question 3: How will implementation (construction) of the master plan be funded? What sources/programs will be used? Has a budget been set for implementation?

Answer 3: Funds for implementation will be determined as part of the capital budgeting process. See above response for budget.

Question 4: Will iClickers be available to gather demographic information at meetings?

Answer 4: They may be available depending on the dates and existing reservations by other agencies for use.

Question 5: What demographic information does the City expect the Consultant to gather?

Answer 5: Demographic data gathering should be obtained as it relates to ensuring that this process employs the recommendations of Racial Equity and Social Justice Initiative included in the proposal.

Question 6: What information or evaluation criteria does the City expect the Consultant to report on with the “benchmark progress reports”?

Answer 6: The City expects the Consultant to report on the findings of the engagement strategy as part of the benchmark progress reports.

Question 7: Does the City have standard evaluation criteria, or is the Consultant expected to develop these prior to distributing and gathering responses from the community?

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing

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Answer 7: The Consultant is expected to develop the evaluation criteria for the benchmarking progress reports.

Question 8: Should the benchmarking progress reports be distributed broadly among the community and/or all individuals who have participated in the engagement process, or could the consultant work with the City to identify a targeted group of stakeholder representatives from which to collect feedback?

Answer 8: The benchmarking progress reports should be distributed to those involved in any aspect of the engagement strategy.

Question 9: Is the City able to provide branded “Play Madison Parks” t-shirts to members of the consultant team to wear during community outreach activities?

Answer 9: The City would consider this.

Question 10: Would the City consider creating or allowing the Consultant to create a separate project

Facebook page or other online resource to use in gathering and sharing information?

Answer 10: The City would consider this.

Question 11: The RFP states that, “The City of Madison can assist with reproduction of handouts and presentation boards for public input meetings.” Is the City also able to cover all printing for other project activities, including commission submittals and targeted engagement activities?

Answer 11: The City can cover printing costs, so long as materials are provided at least 3 business days in advance.

Question 12: What constitutes “preliminary approval” by the DNR? (p. 18 of RFP) Will the project seek to change the shoreline alignment, i.e. fill or otherwise encroach on the existing lake bed? What permits does the city ultimately anticipate requiring for the project?

Answer 12: The consultant shall obtain, in writing, preliminary approval or general consensus for all applicable permits for the proposed shoreline design from the Wisconsin Department of Natural

Resources that verifies the proposed design would meet the requirements set forth by the Wisconsin

Department of Natural Resources. The City anticipates this project will require Chapter 30 and Water

Resources Application for Project Permits. The Consultant shall be responsible for identifying all applicable permits required for any regulatory agency as it relates to the proposed shoreline and park design. The design of the shoreline shall be part of the master planning process and will be developed by the consultant team.

Question 13: Is the City able to provide a food budget for public meetings?

Answer 13: No, this should be included in the Consultants fees.

Question 14: The RFP states, “Once the Consultant has been selected, the Consultant will meet and confer with city staff to revise final details of the public engagement process. This may include coordination with additional groups, additional meetings and responsibilities, etc.” Should these meetings be estimated and included in the overall project budget or should we include a finite number of meetings with additional meetings being added services?

Answer 14: The Consultant shall identify and include all estimated meetings, and shall break down the cost for each meeting by task. Additions or subtractions to the number of meetings shall be determined once the Consultant has been selected.

Question 15: Who will be on the selection committee?

Answer 15: To be determined.

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Question 16: An assessment of the historical structures and monuments is requested in the RFP.

Please describe the deliverables expected with this assessment. Historical narrative, structural assessment, Historic Structures Report, etc.

Answer 16: The Consultant shall determine what deliverables are necessary as part of the master planning and schematic shelter design process in order to obtain approvals from appropriate agencies including, but not limited to the Madison Landmarks Commission and the Wisconsin State Historical Society. The City does not anticipate that a structural assessment of historical buildings, other than the existing shelter building that is to be evaluated as part of this project.

Question 17: Attachment 10- #5 Historic Preservation. States: “the scope for this project shall meet all regulatory mandates to rehabilitate the facility in a manner that preserves the architectural character.” Please elaborate on the specific deliverables required in the RFP.

Answer 17: The Consultant shall determine what deliverables are required to satisfy this requirement.

Question 18: Asbestos and Lead abatement - the RFP states the existence of Lead and Asbestos in the existing shelter. Will the removal of the material be the sole responsibility of the City of Madison?

Please clarify if the removal cost shall be included in the cost estimate.

Answer 18: The removal of the asbestos along with all site work and improvements shall NOT be included as part of the Consultant’s responsibilities under this proposal.

Question 19: My colleagues and I are very interested in pursuing the James Madison Park Master Plan & Shelter Design project. I am wondering if the City of Madison has allocated funds in this year’s annual budget for the consultant services, and/or construction budget, for the project, and if so, if that number or range can be shared. It will greatly help us in determining our approach, focus and budget break-down for our response.

Answer 19: See above response.

Bidders must acknowledge receipt of this addendum accordingly on RFP Form B, Receipt Forms and Submittal Checklist.

Please direct any other questions to the Purchasing contact person below.

Brittany O'Donnell City of Madison Purchasing Services

PH: (608) 243-0529

bodonnell@cityofmadison.com