CSD Long Range Planning and Comm Outreach Srvs Addendum No. 1.pdf

Long-Range Facility Planning and Community Outreach Services Solicitation 2025-5

Addenda Date: 6/10/2025

ADDENDUM NO. ONE (1)

THE FOLLOWING CHANGES, ADDITIONS, AND DELETIONS TO THE REQUEST FOR

PROPOSAL ISSUED ON MAY 16, 2025 HEREBY BECOME A PART OF THE RFP AND

CONTRACT DOCUMENTS.

NOTIFY ALL SUBCONTRACTORS AFFECTED BY THIS ADDENDUM.

QUESTIONS AND CLARIFICATIONS:

Question #1:

Will the firm contracted for long-range planning & community outreach services be excluded from consideration for future implementation and construction projects that originate from the planning efforts?

Response: No

Question #2:

Is the supplied reference form part of the page count? The RFP asks for five (5) references, therefore five (5) forms would need to be included.

Response: No. Per item 36. PAGE LIMIT AND PROPOSAL FORMAT. The page limit does not include a one-page cover (optional), a one-page cover letter (optional), Attachments “A” through “F” or key person resumes. Attachment “F” is the supplied reference form.

Question #3:

On page 17, the Evaluation Criteria Matrix includes 20 points for category #4, “Engagement Strategy.”

The Detailed Proposal Requirements listed on page 16 don’t include a specific reference to the “Engagement Strategy” component. Does the District have any specific prompts/questions relative to “Engagement Strategy” that we should be sure to respond to as part of our submission?

Response: See below changes to Item number 37

• SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS

• SECTION B - EVALUATION CRITERIA

Question #4:

“Engagement Strategy” is listed under item #38 – Section B – Evaluation Criteria, but is not referenced in item #37: Section A – Detailed Proposal Content Requirements. Should Engagement Strategy be addressed as a separate section in the Proposal Content, or grouped into the Project Approach Section.

If it is a separate section, will additional pages be added to the limit given the additional content section?

Response: See below changes to Item number 37

• SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS

• SECTION B - EVALUATION CRITERIA

The 15-digital page limit set out in Item number 36.b is unchanged.

SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS

SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS is hereby changed as follows:

SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS:

DETAILED PROPOSAL CONTENT REQUIREMENTS:

i.INSURANCE REQUIREMENT.

A. Provide a statement of agreement to the insurance clause in the sample Contract

ii. FIRM QUALIFICATIONS.

A. Provide a detailed description of the Proposer firm’s recent, similar projects. Briefly explain the successes and challenges the Proposer’s firm experienced with each project. Explain how any lessons learned have been adopted by the firm for the benefit of future projects.

iii. STAFFING AND KEY PERSONNEL.

A. Provide a company organization chart showing the proposed staffing plan for the work.

B. Provide a listing of key staff and their specific roles in carrying out the work.

C. Provide a description of the estimated hours each key staff will spend on the work during the initial contract term.

D. Include a one-two page resume for each key staff involved.

iv. PROJECT APPROACH.

A. Provide a narrative overview of your firm’s proposed approach to carrying out the work.

B. Provide a sample project plan and schedule (this can be modified/adapted with the successful proposer).

C. Explain how the proposed approach supports success, mitigates risks, and fits within the timeframe and proposed fee schedule.

D. Clearly identify any work that is proposed to be provided on a remote (not in-person) basis.

v. ENGAGEMENT STRATEGY

A. Provide specific components, goals, and milestones of your firm’s proposed engagement strategy B. Provide a sample of outreach materials your firm will provide C. Explain how the proposed approach supports equity and engagement of historically underserved and culturally diverse community members D. Explain how engagement levels will be measured and adjusted if engagement goals are not met.

vi. REFERENCES.

A. Provide five (5) professional references from projects similar to the scope of this Solicitation, and from accounts of similar size and complexity. K-12 school district references shall be preferred. Use of the provided Proposer Reference Form (attached) is required.

B. Provide the name, telephone number, and email address of the client for each of these five (5) references. These contacts will be used by the District for reference checks.

C. The District may contact references at any time during the RFP/contracting process, or elect not to contract references.

vi. PRICE SCHEDULE.

A. Provide a fee schedule including fully-loaded hourly rates for all proposed staff.

B. Provide estimates of hours needed to successfully complete the work as proposed.

C. Provide estimates of any reimbursable expenses.

D. Detail any other potential costs to the District for the proposed services.

E. Identify any major factors that might significantly affect/change project costs.

vii. INTERVIEW FORMAT (only applicable to Proposers invited to participate in interviews). The general format for interviews is as follows:

A. Interviews are anticipated to last 45 minutes.

B. It is desired that key persons attend the interview.

C. Provide a presentation regarding proposed approach specific K-12 facility planning.

D. Provide a presentation regarding proposed community engagement.

E. District staff may ask follow-up/proposer-specific questions.

SECTION B – EVALUATION CRITERIA

SECTION B – EVALUATION CRITERIA is hereby changed as follows:

SECTION B - EVALUATION CRITERIA

38. EVALUATION CRITERIA: The District will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above. The following table indicates how the total points in the scoring will be assigned by required Proposal item. Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items.

Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX MAXIMUM POSSIBLE POINTS

1. Insurance Requirement Pass / Fail

2. Firm Qualifications 20

3. Staffing and Key Personnel 20

4. Project Approach 20

5. Engagement Strategy 20

6. References Pass / Fail

7. Price Schedule 20

PROPOSAL CONTENT SUB-TOTAL 100

INTERVIEW (IF REQUIRED)

8. Interview 50

COMBINED TOTAL 150

END OF ADDENDUM ONE (1)