COVB-24-101233 Addendum 1 .pdf

City of Virginia Beach

Revised 5/10/2023

2/1/2024

Addendum #1

TO: All Bidders

FROM: Francisco Barros, Contracting Agent

RE: ITB #COVB-24-101233- RUDEE LOOP RFQ PROCESS

Please be advised the above referenced ITB is hereby amended, clarified, and/or changed as follows:

I. On the solicitation COVB-24-101233 the questions received are here below:

1. We've read that there is a 40-60 M budget for the park. Does the city have an amount allocated for the garage vs the park?

Answer: No, Part 1 of the Scope of Work (Public Input & Master Planning) will inform future budget requests and implementation strategies for the project.

2. With the Landscape Architect serving as the prime consultant for the park, would the city consider design build or have the garage issued as a separate project?

Answer: The project's construction delivery method has not been determined at this time. Per page 2 of the RFQ document, the proposed garage could be separated out as a stand-alone project. Again, this has not been determined.

3. Will the city lead and manage the community engagement process with the prime consultant, or is the city looking for a community engagement consultant on the team to help facilitate the process and build audience?

Answer: Per the RFQ document, the prime consultant will lead and handle the public engagement process. The decision to have an engagement consultant on the team is at

PURCHASING DIVISION

(757) 385-4438

FAX (757) 385-5601

2401 COURTHOUSE DRIVE, 3RD

FLOOR

VIRGINIA BEACH, VA 23456

the discretion of the submitter but the Prime consultant's ability to manage and approach for handling public engagement will be part of the evaluation criteria.

4. Would the city be open to holding the contract directly with the Geotech consultant?

Answer: The City prefers submitters have a multi-disciplinary team that can handle the proposed scope of work and project requirements. The City has various on-call contracts for different disciplines and needs that we could potentially use on a case-by-case basis, but again; our preference is the selected vendor's team be able to handle project tasks.

Please see asterix statements regarding Fees for “Part 1” and “Part 2” on pages 1 and 2 respectively.

5. Is there an anticipated schedule or targeted delivery date for master plan?

Answer: No schedule at this time. This will be determined with the selected vendor.

6. Just confirming that 15 sheets of paper, double sided means that the submission can be a total of 30 pages. Will covers, table of contents and divider pages count towards this amount?

Answer: 15 sheets of paper (double-sided) equal 30 pages. Covers, table of contents and dividers do not count towards the total sheet limit.

7. We understand and support the participation of SWAM businesses when putting together our consultant team. The RFQ states a minimum of 12% Minority

Participation, and also mentions that bidders must commit at least 50% of the value of the subcontracted work to businesses certified as Small, Women-owned, and

Minority-owned businesses (SWaM) by the Virginia Department of Small Business and Supplier Diversity. Does one requirement supersede the other?

Answer: The mention of the 12% is for information purposes only. The Swam program that applies here is the SBEP, Small Business Enhancement Program that represent 50% of the value of the subcontracted work.

Even though, we encourage for these forms to be completed the SBEP program does not apply at this phase and therefore it will not be required at this moment nor at the moment of the submission of this RFQ per below:

SMALL BUSINESS SUBCONTRACTING/CONSULTING PARTICIPATION

It is the policy of the City of Virginia Beach to encourage the participation of SWAM certified businesses in city procurement activities, including the procurement of professional and other professional services by competitive negotiation. In furtherance of this policy the City adopted sections 2- 224.1 through 2-224.8 of the City Code on

February 28, 1995. City Council amended sections 2-224.1 through 2-224.8 of the City

Code on September 27, 2011, to enact an Enhancement program for SWAM-certified

Businesses (commonly referred to as the “Small Business Enhancement Program”).

Pursuant to City policy, it is strongly encouraged that the offeror submits a Small

Business Subcontracting Participation Plan detailing the SWaM-certified businesses, certified by the Commonwealth of Virginia Department of Small Business and Supplier

Diversity, that the offeror intends to utilize to perform the services indicated in the scope of services.

The Small Business Subcontracting Participation Plan (“The Plan”) is located on the

SWaM Business Office webpage, Business Development Initiatives, The offeror may be required to have on file with the Purchasing Division the composition of the offeror’s workforce, which may be updated annually, using the Prime

Contractor Workforce Composition Form. Offeror shall also provide monthly updates as to payments made to sub-consultants/contractors listed on “The Plan” via the Monthly

Subcontracting Payment Data Sheet (CVAB-E).

Prior to final payment, the offeror may be required to submit a report documenting, using the Monthly Subcontracting Payment Data Sheet (CVAB-E), its efforts undertaken in compliance with “The Plan”. “The Plan” shall become a part of the contract with the City of Virginia Beach.

OFFEROR IS STRONGLY ENCOURAGED TO ADDRESS ALL ELEMENTS OF

THE SMALL BUSINESS SUBCONTRACTING PARTICIPATION PLAN IN ITS

RESPONSE TO THE RFP.

If detailed responses are not practicable at this stage due to uncertainty as to the precise scope of the project, please indicate that the specifics are unknown at this time.

8. We note ‘Virginia Beach City Council has adopted a 12% goal for minority participation in City Contacts.’ We also note ‘...Project must commit at least 50% of the value of the subcontracted work to businesses certified as Small, Women-owned, and Minority-owned businesses (SWaM)...’

• Could you please confirm the required percentage of SWaM within the consultant team?

• Could you please confirm if we shall submit MBE, WMBE, etc certifications within the RFQ, if applicable, and if they count towards the

15-page limit?

Answer: Please see answer 7 above.

9. Does the City have an estimated project start date and/or general project schedule?

Answer: This will be determined with the selected Offeror.

https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Small-Business-Subcontracting-Participation-Plan.pdf https://finance.virginiabeach.gov/swam-business/business-development-initiatives https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Prime-Contractor-Workforce-Composition.pdf https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Prime-Contractor-Workforce-Composition.pdf https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Monthly-Subcontractor-Payment-Data-Sheet.pdf https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Monthly-Subcontractor-Payment-Data-Sheet.pdf https://s3.us-east-1.amazonaws.com/virginia-beach-departments-docs/finance/Purchasing/SWam/Monthly-Subcontractor-Payment-Data-Sheet.pdf

10. Does the City have an estimated project budget?

Answer: No estimated budget at this time. Performance of the RFQ Scope of Work will inform future budget requests and implementation strategies for the project.

11. Does the City have an estimated time when Offerors shall be notified of being selected for short-list?

Answer: At this time, the City intends to make short-list selections towards the latter half of March 2024 and notify Offerors between then and middle of April 2024. These dates are subject to changes.

12. Does the City have any required types of subconsultants (other than suggested scope in RFQ), or is it at the discretion of the Offeror?

Answer: The composition of design teams is at the discretion of the Offeror; however, the City expects a multidisciplinary team that can handle the entirety of the Scope of

Work (Parts 1 & 2) and eventually into Construction Administration and Management

Services. Additionally, please see asterix statements regarding Fees for “Part 1” and

“Part 2” on pages 1 and 2 respectively.

13. Does the City have any preferred subconsultants for teaming purposes, i.e. civil, structural engineering offices etc?

Answer: See answer in #12 above.

14. Shall the RFQ Response elaborate on the design team for the full project scope (Part

1 Public Input & Masterplanning + Part 2 DD & CDs) or only for Part 1?

Answer: Offeror responses shall elaborate on the full Project Scope of Work (Parts 1 &

2). Offeror and its sub-consultants should expect to be involved during the entirety of the project’s life cycle from beginning to ribbon-cutting and beyond as needed.

15. The RFQ notes the need for surveying. Shall the Offeror propose a surveyor on their team, or will surveyor be contracted separately by client?

Answer: As mentioned in the RFQ Scope of Work, Offeror teams should include various land surveying work as part of their multidisciplinary team (ALTA, Physical, SUE, Plats, etc.).

16. What is the extent of the existing surveys available?

Answer: The City will provide available site data in whichever formats we have available (GIS, Autocad .dwg, PDF, etc., etc.), however; the selected Offeror shall perform all survey and investigatory work to progress the project forward from concept design through design development and construction documents, etc. Offeror and its sub-consultants should expect to be involved during the entirety of the project’s life cycle from beginning to ribbon-cutting and beyond as needed.

17. Is there any existing geotech / boring information within or adjacent to the site available?

Answer: See answer in #16 above.

18. Are the executed forms to be included in the page count requirement, or are they a separate exhibit?

Answer: Executed forms are a separate exhibit from the 30-page count.

19. Page 7 states that “the consultant” shall be registered and authorized to transact business in the Commonwealth and that proof of registration is required. Is a requirement for the RFQ or just for the contract. Please also confirm if this is needed only for the prime proposer or for all team member firms?

Answer: For Both.

20. The RFQ states that the submission is limited to 15 letter-sized sheets (double sided).

Please confirm if this is 15 pages total or 30 pages total?

Answer: Please see Question 6.

21. What is the last day you will accept questions?

Answer: The last day for questions was January 26, 2024.

22. Will responses be available on the Supplier Portal prior to 2/21?

Answer: Yes

23. Is the % minority participation required for the SOQ?

Answer: Please see answer to question 7.

24. Is the Small Business Subcontracting Participation Plan required with the SOQ? If so, does it count toward the 15-sheet limit?

Answer: Please see answer to question 7.

25. If there are exceptions or deviations from the provisions of the RFQ, are they to be submitted with the SOQ? If so, do they count toward the 15-sheet limit?

Answer: Exceptions and deviations should be submitted with the SOQ and will count towards the sheet/page limit.

26. What is the timeline for the overall procurement process?

Answer: At this time, the City intends to make short-list selections towards the latter half of March 2024 and notify Offerors between then and middle of April 2024. We cannot forecast the schedule past short-listing, but the process will include

Presentations/Demonstrations (in-person), Negotiation with the Selected Offer, and

Contracting with the Selected Offeror.

27. Is Business Entity Registration required at the time of submitting SOQ?

Answer: Yes

28. On page 15, Preparation Guidelines, #1, please clarify whether the (min) one built project must be “a minimum of 5 acres in size with a budget of $10 million or more” or whether that refers to all 5 project examples.

Answer: The project examples should be built or under construction. The project examples to include are at the Offeror’s discretion, but should satisfy the criteria to the greatest extent possible.

29. What is included in the 15-sheet max? Does it include covers, table of contents, cover letter?

Answer: Dividers, Covers and Table of Contents will not count towards the 15 letter-sized sheets (double sided) limit. (15 letter-sized sheets, double sided = 30 pages) Cover

Letters will count towards the limit. Required forms will not count toward the sheet/page limit and may be included as an Addendum.

30. If responses to questions are unavailable until 2/21 (48 hours before SOQ deadline), would the 2/23 deadline be shifted to accommodate any necessary revisions, printing and [fedex] delivery?

Answer: All questions received by deadline are hereto addressed.

31. Part J 1-6, is described as the minimum content of the SOQ. Please clarify whether additional content may alter/interject the flow of the bullets 1-6.

Answer: The content of the SOQ is at the discretion of the Offeror.

32. Create multiple conceptual designs and final Master Plan based’ - can you clarify what would constitute multiple? We will need to define a number for fee purposes.

Answer: The City is not requesting fees at this time. Fees will be determined during

Negotiation with the Selected Offer, but Offerors should anticipate a minimum of three

(3) concept designs.

33. Which City staff will assist with community engagement?

Answer: The exact number and composition is unknown at this point in time, but may include Parks and Recreation, City Communications, Planning, Public Works and others.

34. Have similar, recent community engagement efforts been completed and are these available online?

Answer: Information related to previous efforts may be issued as a future Addendum, but the scope will be determined and negotiated with the Selected Offeror. Additionally, refer to the links provided in Appendix 1 of the solicitation.

35. Is there any more clarification on who the stakeholders, appointed and elected officials, City council, City boards, and Commissions might be and how many separate meetings this might involve ensuring a successful project?

Answer: Not at this time.

36. Is diversity, equity, inclusivity, and belonging integral to the engagement and design considerations?

Answer: These aspects are foundational to the delivery of public parks and recreation programs.

37. We understand that fees for PART 1 are to be included in this submission by fees for PART 2 are NOT to be included, is this correct?

Answer: No fees are to be included in SOQs submitted by Offerors. Fees will be

Negotiated with the Selected Offer.

38. To what degree is coastal resiliency, sea level rise, biodiversity considered as part of this project, understanding this is a small site? We see the reference in the relevant reports section.

Answer: These are important considerations within this region and for site design in general but may not be key issues to drive the programmatic elements of the master plan.

Needed and preferred elements of the master plan will be identified, evaluated and confirmed during site analysis and public engagement.

39. How are passive and active programming handled today on this site and in the future?

Answer: The solicitation document includes and describes various types of current active and passive uses of the site. The City will provide additional information and details with the Selected Offeror. The intent of this project is to determine the future programmatic elements.

40. What are the hours of operation for the parking today?

Answer: In general, paid public (Municipal) parking is seasonal from April 1 to October

31 from 8:00am to 2:30am. Additional information may be found here on the below link:

https://pw.virginiabeach.gov/city-property/parking/resort-area-parking

41. What is the capacity of the parking lots and their rate of use today?

Answer: This information will be identified and shared with the Selected Offeror. In the meanwhile, Offerors may find additional info at the web link above or other online sources.

42. Is there a requirement for parking? If so, is there a specific capacity requirement?

Answer: Part 1 of the Scope of Work describes including a study regarding parking needs and considerations.

43. What is the maintenance and operations staffing and budget?

Answer: This information will be identified and shared with the Selected Offeror.

44. Who will be the project manager for this project?

Answer: A landscape architect from the Parks and Recreation Department’s Planning, Design and Development Team has been assigned as the Project Manager but the City team will include staff from multiple departments.

45. Is security or general safety a concern here?

Answer: Yes, public safety, security and Crime Prevention though Environmental

Design are considerations for the design of public parks.

46. How will seasonal use and activation be considered?

Answer: The project area is within the Beach Resort Area, as such; seasonal use is a consideration. The impact of seasonality and considerations for activation are aspects that will be identified and evaluated during the course of the project.

47. What are the statistics and number of visitors/tourists and residents that use this area seasonally?

Answer: On average, over 13 million visitors per year.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpw.virginiabeach.gov%2Fcity-property%2Fparking%2Fresort-area-parking&data=05%7C02%7CFBarros%40vbgov.com%7C1825b421862045092f5808dc2299eabc%7C87767a669f6e49f784d149f49be494e7%7C0%7C0%7C638423291680760607%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=8V%2BUWfxNL5gZ%2BfSU1ud%2FK7mdIciVW2pbRP1oBBqJGTY%3D&reserved=0

48. Do the front/back covers, a cover letter, and dividers count toward the page limit?

Answer: Dividers, Covers and Table of Contents will not count towards the 15 letter-sized sheets (double sided) limit. (15 letter-sized sheets, double sided = 30 pages) The

Cover Letter will count towards the limit.

49. Could you clarify if we need to show plans, renderings, and completed photos for each example in the similar park projects section?

o If so, could we add an appendix at the end of the proposal to show full project sheets as well as resumes given the page limit?

Answer: The content Offerors include to demonstrate project experience and team capability is at their discretion and will count toward the sheet/page limit. Offerors may include Addenda of their choice but submittal packages will be evaluated on the content shown within the 15 letter-sized sheets (double sided) limit. The Evaluation Team may use Addenda content to differentiate between Offeror RFQs in the case of needing to break tied scoring.

50. In the RFQ, it said, “Foreign and domestic businesses authorize to transact business in the Commonwealth. The Consultant shall be registered and authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.” Is it required to provide proof of such registration to the City with this quals package? or could this be provided later if/when selected?

Answer: Need to be provided with package.

51. Could you clarify if we are required to meet the 12% goal for minority participation for this project? We have also seen a different number on the city’s portal where it says, “This solicitation is subject to the requirements of the Small Business

Enhancement Program. As a matter of responsiveness, bidders that intend to subcontract work on the resulting project must commit at least 50% of the value of the subcontracted work to businesses certified as Small, Women-owned, and Minority-owned businesses (SWaM) by the Virginia Department of Small Business and Supplier

Diversity; if the bidder is unable to meet the 50% subcontracting requirement, then the bidder must provide documentation showing, with specificity, good faith efforts undertaken to meet the 50% SWaM-certified subcontractor participation requirement.”

Answer: Please see answer to question 7 above.

52. Do you recognize small, women- and minority-owned businesses certifications in other states? Or just Virginia SWaM?

Answer: Need to be Swam Certified Companies only.

53. Does the City of Virginia Beach - Purchasing Department Monthly Subcontractor

Payment Data Sheet need to be provided with this quals package?

Answer: No, please see answer to question 7 above.

54. Lastly, in the Prime Contractor Workforce Composition Form, an individual could be double or triple-counted as a woman, minority, or woman-minority in the accounted total. Could you clarify if "Total # Employees" means the total number of employees who identify as a woman, minority, or woman-minority or the total number of employees at the firm? Also, would "% Managers" in the "Total" row mean "What percent of the firm are managers"?

Answer: Please see answer to question 7 above.

55. The 50% commitment stated above is of a different order than the 12% we understood. Before we begin to dismantle our team, we'd like to understand if this is in fact a requirement of the design phase of this project.

56. ? I will make sure we are registered, we are not asked to submit a bid or fee at this stage. On the Small Business Subcontracting Participation Plan form, should we then leave blank the Total Bid Amount, Total Subcontracting Amount and Total

SWaM-certified Subcontracting Amount? For the Estimated Subcontractor Dollar

Amount for each firm, should we put in an estimated percentage of the total fee to be negotiated upon award?

57. We understand there is a limit on this SOQ to 15 sheets of paper, double-sided (30 pages). Are the forms counted in the page limit? Does a cover count toward the page limit?

Answer: Please see answer to question 29 above.

58. The RFQ requires us to submit “Demonstrated experience of at least five similar park projects that have been designed and built by the team within the last 10 years including at least one built park project, a minimum of 5 acres in size with a budget of $10 million or more.” As part of our five similar projects, would the City consider allowing park projects, over 5 acres and with a $10 million minimum budget, that are currently under construction?

Answer: Yes.

59. Please confirm if the City would like the prime consultant to be a landscape architecture firm?

Answer: The Prime Consultant may be a landscape architecture firm. Per Section I, Purpose: The City of Virginia Beach, Virginia is soliciting Statements of Qualifications

(SOQs) from qualified, professional design teams with a demonstrated track record in designing significant parks and public spaces of the highest caliber for communities in the United States or abroad. Design teams may include but not be limited to landscape architects, urban designers, architects, engineers and artists.

60. Page 15 of the RFQ states that the SOQ be limited to 15 letter-sized sheets (double sided). Please verify if divider pages or elements such as a table of contents are included in this page limit.

Answer: Please see answer to question 29 above.

61. Please confirm it will be acceptable to include an appendix outside the 15-sheet limit to include additional information that showcases our team's qualifications, such as full-page resumes and subconsultant firm profiles.

Answer: Qualifications, resumes and firm profiles are part of the evaluation criteria and will count towards the sheet (page) limit. The format and content of these elements is at the discretion of the Offeror.

62. Does the City anticipate any in-water work as part of this scope and/or the need for sea level rise and marine hydrologic studies or analysis?

Answer: The City does not anticipate these services at this time; however, the extent of design services may need to be adjusted as design progresses through various development stages. Please see asterix statements regarding Fees for Parts 1 and 2 on pages 1 and 2. The City and the Selected Offeror should have a better understanding of the extent of design services needed after Part 1 – Public Input and Master Planning has concluded, and a preferred master plan vision has been determined through City, stakeholder, and public input.

63. Is there a specific locations were the answers will be posted to the questions that were due on January 26th?

Answer: We will be posting an addendum with all the answer on the city website and on eVA,

64. The outline of requirements, items J 1-6 on pages 15-16 of the RFQ, doesn’t include resumes. Would you like us to include resumes for key team members as an addendum that doesn’t contribute to the page count?

Answer: Resumes are a standard component of this type of solicitation. Professional qualifications and experience are part of the evaluation criteria and should be included in

Offerors’ submissions. Resumes will count towards the page limit. The format and content of the resumes is at the discretion of the Offeror.

65. The outline of requirements, items J 1-6 on pages 15-16 of the RFQ, doesn’t include the SWAM Participation Plan, but it is suggested on page 13 of RFQ that we include the SWAM Participation Plan. Should we include the SWAM. Participation Plan as an addendum that doesn’t contribute to the page count?

Answer: The SWaM Participation Plan may be included as an addendum that does not count towards the sheet count.

66. Do the covers, table of contents, and divider pages contribute to the page count?

Answer: No

II. On the solicitation COVB-24-101233 see plans below:

Legal Business Name: _______________________________________________

Acknowledgement: _________________________________________________ (signature)