ESBD_378357_1729889704791_Addendum 1 - RFQ 2025-Q01.pdf

Addendum #1 to RFQ 2025-Q01 Professional Services Pool

Issue Date: October 25, 2024

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@co.hays.tx.us

October 25, 2024

ADDENDUM #1

RFQ 2025-Q01 Professional Services Pool

Please find attached Addendum #1 to RFQ 2025-Q01 Professional Services Pool. All questions were answered by Hays County staff.

Attachments to this addendum:

• Questions & Answers

• Extended Deadline:

Current: October 31, 2024 @ 10:00 AM Updated: November 4, 2024 @ 10:00 AM

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@co.hays.tx.us

ADDENDUM #1

RFQ 2025-Q01 Professional Services Pool

Questions & Answers

Questions:

1. Does this current RFQ 2025-Q01 allow for Program Wide contracts with fiscal year work authorizations?

• As individual projects requiring any of the above services are developed, Hays County

Department Directors or Elected Officials, or the Commissioners Court, will choose from this pool of pre-qualified firms. The chosen firm will then negotiate a professional services agreement with Hays County to perform the required duties per individual project, which must be accepted and approved via Commissioners Court.

2. Does this current RFQ 2025-Q01 also allow for On-Call contracts (like CE&I RFQ 2022-Q02) with project specific work authorizations?

• See question 1

3. I just want to confirm this Professional Services Pool does not include RFQ 2021-Q07. I didn’t see it on the list.

• RFQ 2021-Q07 is for specific projects related to the 2016 Road Bond, it is not a pool of pre-qualified firms.

4. In the list of TxDOT pre-certifications on page 8 is “12.1 Material Testing.” Would you please clarify this category? That is not one listed on the CCIS Precertification List.

• TxDOT provides pre-certifications for all types of disciplines. Materials testing begins under Group 12 and provides a category description and certification requirements.

• https://www.txdot.gov/content/dam/docs/business/peps/precert/precert-work-categories.pdf

5. Hello - Our company should be on the professional engineering services list (RFQ2024-Q02). I am wondering how this RFQ2025-Q01, Professional Services Pool, is different from that one, and if we are on the engineering list do we need to be on the professional services pool list?

• RFQ 2024-Q02 was never awarded to any firm. All firms who responded received an email communication to the email contact provided in the submitted proposal. Any previous pools that are listed in Section III. Specifications A. Introduction will be closed/cancelled with the award of this pool. If your firm is currently in any of those pools and would like to be considered for the RFQ 2025-Q01 Professional Services Pool, then you need to submit a proposal for consideration.

6. can you please email me the bid documents to see if we want to apply to be in the professional services pool? We provide geotechnical engineering design phase services and construction phase testing and inspections services.

• If you are interested in responding to the RFQ, you can find the solicitation documents on the following sites. BidNet Direct: www.bidnetdirect.com//hayscounty, City of San https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.txdot.gov%2Fcontent%2Fdam%2Fdocs%2Fbusiness%2Fpeps%2Fprecert%2Fprecert-work-categories.pdf&data=05%7C02%7Cmarti.reich%40hayscountytx.gov%7C7f9dea8e954b4a27a3ff08dcf44626ed%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638653829459283489%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=4MAgXsiqodLiJ7IvBBTFQ4ATkbH39MeyHS6SJ%2Ba2HIc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.txdot.gov%2Fcontent%2Fdam%2Fdocs%2Fbusiness%2Fpeps%2Fprecert%2Fprecert-work-categories.pdf&data=05%7C02%7Cmarti.reich%40hayscountytx.gov%7C7f9dea8e954b4a27a3ff08dcf44626ed%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638653829459283489%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=4MAgXsiqodLiJ7IvBBTFQ4ATkbH39MeyHS6SJ%2Ba2HIc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fu4966273.ct.sendgrid.net%2Fls%2Fclick%3Fupn%3DMVBjs-2FbBM6gS39fB13J9AiTj-2B8M1m4IBV1NvYy-2FQ0JnyFLutACNIShaoMURvo-2Fp-2BZMNQ_m1-2B5T0y9KKTFwH14HcV3J1jmttZDWugTDdpI2xF6M-2ByVjHYHq76DQeYtEqYrw7aY-2FOStS8k4rvO72ddmrQoAjmqZIjCcXpiGVP4SWBBQX7H03b7eY7Q77vacdsRId5yHITSqQL4pFBctCqKIYxtQmGbjf8RMmjdxo8a0aOP-2FTGpi8GdmZHUmP5T32PWKSO4-2FwR9iBl0i2v3WiWFfmOJ5AaRy7qWod-2F8qt3MYxEZSCdJY4JWz-2BPBSIrjMrvpwisg0&data=05%7C02%7Cstephanie.hunt%40hayscountytx.gov%7Cbc273c157c3b40dadc8e08dce8a9606d%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638641061364717871%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=MfeSOcBYSEqQO0TDrigt5VlUKs8YN%2Bc4X%2B8efHtE92U%3D&reserved=0

Marcos, Civic Plus Bid Posting: https://www.sanmarcostx.gov/Bids.aspx, Electronic State Business Daily: http://www.txsmartbuy.com/sp

7. Will section divider pages, if utilized in the electronic copy, be excluded from the page count?

• Dividers will not be counted towards the forty (40) page count.

8. If a firm is wanting to submit on multiple services (for example Professional Engineering

Services AND Utility Coordination) would it be a separate submittal for each service or can it be combined into one submittal with sections representing each service?

• No, only one submittal is being requested from respondents, each firm should note the various services they offer by utilizing Attachment A: Company Provided Services Checklist. Your Statement of Work should be prepared simply and economically, providing straightforward, concise description of the respondent’s ability to meet the requirements and the various services offered. Identify the various services by an individual tab/section of your statement of work.

9. In the Profile/Experience of the Company section, does the County want to see three similar projects overall or three projects per each service we're submitting on?

• If submitting a statement of work that includes the various services, i.e. engineering, CE&I, land Surveying, and utility coordination, provide two projects and two references per service.

• If submitting a statement of work for only one service, i.e. land surveying, then provide a reference for three separate jobs.

10. Was wondering if someone could get back to me on this. I'm curious about the difference between the two RFQs, or if they are essentially the same thing.

• See question 5

11. Could you kindly provide the details on the RFQ submission requirements, deadlines, and any associated documentation? If there are any specific instructions or points of contact for this process, I would appreciate that information as well.

• See question 6

12. We are reviewing the Hays County Professional Services Pool RFQ categories. Should we respond to this RFQ as a prime or team up with the engineers and architects as a geotechnical engineering, construction materials testing, and environmental services firm?

• Hays County is pre-qualifying your firms for services you offer in house. If you subcontract out services, then those should not be included.

• You are not required to team up with anyone, a firm can be awarded under this pool for only offering one service category or multiple.

13. Will there be any vertical construction used for this RFQ?

• There will not be any vertical construction for this RFQ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.sanmarcostx.gov%2FBids.aspx&data=05%7C02%7Cstephanie.hunt%40hayscountytx.gov%7Cbc273c157c3b40dadc8e08dce8a9606d%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638641061364740359%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pon5dBCgB%2BZx4FpSYQFK1N0oNzHyYV%2FYdUW6qPUeY28%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.txsmartbuy.com%2Fsp&data=05%7C02%7Cstephanie.hunt%40hayscountytx.gov%7Cbc273c157c3b40dadc8e08dce8a9606d%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638641061364753738%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=7%2F8DY2K%2FvL%2FLtQi8x7K6JK33e%2BzdOCnjr9dINWIlGnU%3D&reserved=0

14. Can you clarify the services required are on the top of page 7 of the RFQ or located in Attachment A?

• The services being requested are identified in Section III. Specifications, B. Scope of Work.

15. The RFQ Submittal Checklist states we must include an SOQ or Firm Identification Packet. Can you confirm where the Firm Identification Packet is located?

• Remove Firm Identification Packet from Table of Contents. A SOQ is required from any form responding to this solicitation.

16. Does the 11x17 org chart count as 1 page or 2 pages?

• 1 page

17. The 3 projects requested, is that for the firm or per category we are submitting on?

• See question 9

18. Do we still need to respond to new RFQ or will we be included in the new pool?

• See question 5

19. Are consultants to follow the requirements listed in Section E Statement of Qualifications

Requirements under Specifications for each category we can provide or across all categories?

20. Section E under Specifications requires vendors to provide “prior work performance on three

(3) projects of similar size and scope.” Is that a maximum number of projects total or per category?

21. Is the County selecting a pool of consultants per category?

• The County will have one pool but will identify what services/categories each firm is pre-qualified to provide.

22. Could you please clarify if we are allowed to submit three projects per service category (e.g., three for engineering, three for survey, three for SUE services) or if we are limited to three projects in total, regardless of the number of categories we submit?

23. In Section E of the RFQ, it asks us to "Clearly define the County’s participation and responsibilities." Are you looking for tasks similar to the following? If not, could you please specify what the county would like to see here? Provide record drawings or pertinent information, Approve the scope of work

• In your “Capacity to Perform” write-up you will describe your firm’s ability to provide qualified, experienced and responsive personnel to service projects assigned to your firm at any given time, but also explain what you visualize the County’s role will be in order to facilitate your ability to perform.

24. When will the answers to submitted questions be released?

• Once all questions have been answered.

25. Is an 11x17 organizational chart counted as two pages?

• See question 16

26. Should resumes be included in the 40-page section, or should they be placed in the appendix?

• Resumes can be included in the Appendix items.

27. Is the Solicitation, Offer, and Award Form the same as the Letter of Transmittal, since both request similar information, or are they separate items?

• They are similar documents, but both are required.

28. Is the RFQ submittal checklist on page 3 the correct order for assembling the SOQ? If so, do the

Solicitation, Offer, and Award Form, Vendor Reference Form, and Attachment A: Company Provided Services Checklist count toward the page limit?

• Per the Submittal Checklist: “this checklist is provided for the Vendor’s Convenience and identifies the documents that must be submitted...”

• Section E. Statement of Qualifications (SOQs) Requirements identifies items required for the SOQ. It is up to the respondent to provide SOQs that are prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to meet the requirements of this RFQ. Emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and the understanding of the County’s Needs.

29. Is there a Firm Identification Packet we should be using?

• See question 15

30. In regard to the Terms and Conditions, would the County consider revising the Indemnification so it aligns with §151 of the Texas state statutes?

• Per our Legal Counsel this will remain as stated in the solicitation.

31. The hard copy submittal will have a “wet” signature. Can we use a digital version of the signature for the electronic copy?

• If your firm recognizes the signature as a valid signature, then Hays County will accept it.

32. Does the County expect the respondent to assemble a full team of subconsultants (i.e.

surveyor, geotechnical engineering) at the time of submission, or can we state that we are prepared to partner with subconsultants if awarded based on the scope of future projects and subconsultant availability?

• See questions 12 & 34

33. Regarding Attachment A – Company Provided Services Checklist:

• Under Engineering Services list, can you elaborate on the Data Gathering and Geological/Geotechnical services’ expectations?

o Projects assigned may be in various phases of design, i.e. a study, schematic phase, construction, etc., data gathering depending on the phase refers to collecting historical information such as and not limited to environmental data, surveys, ROW records, traffic impacts/studies, etc. to serve in the design or construction of a project. As it applies in this solicitation is your firm able to provide a service of collecting this data?

o A geological or geotechnical report is essential for road construction as it provides critical information about the subsurface conditions of a project site.

Can your firm provide geotechnical services, or will a sub be required for this type of services?

• Under Construction, Engineering, and Inspection Services list, can you elaborate on the Permitting and Regulatory Compliance service expectation?

o Ensuring that the project complies with all relevant regulations, such as environmental laws and safety standards. This includes environmental impact assessments and ensuring compliance with the Clean Water Act, Clean Air Act and other relevant regulations.

• Under Utility Coordination Services list, can you elaborate on the Rate Analysis service expectation? Is the rate analysis associated with impact fees?

o Yes, it impacts fees.

34. Does the County anticipate consultants to provide teams for this pool or to only highlight our firm’s in-house service offerings?

• See question 12

• In-house service offerings

35. Under Profile/Experience of the Company is the limit of three projects per category? (ex. Three for Engineering Services, three for CE&I Servies, three for Land Surveying Services, three for Utility Coordination Services, and three for Other Services.) Or are we limited to three TOTAL for all the categories combined?

• See question 9 & 34

36. Does Hays County only want to know the qualifications of the submitting firm, or does the County want firms to provide a team of subconsultants and the qualifications of that entire team?

• See question 9 & 34

37. Under item III. F Submittal requirements (Page 11 of the RFQ), the Electronic SOQs option reads:

• Upload SOQ with required forms manually signed by the respondent. (through BidNet Direct)

• One (1) original SOQ with required forms manually signed by the respondent, delivered to the Hays County Purchasing Office. Either the original or Electronic SOQ (through BidNet Direct) MUST be received by the due date and time to be considered responsive.

Could you please clarify instructions for electronic submittal? If choosing the Electronic SOQ option, is it acceptable to only submit the electronic SOQ through BidNet Direct, or is a hard copy original still required?

• If uploading an electronic copy, a hard copy of the SOQs MUST be submitted to the purchasing office within 24 of the proposal closing date.

38. Are digital signatures acceptable?

• See question 31

39. Item III. E SOQ Requirements, Profile/Experience of the Company (page 11 of the RFQ) requires to include projects completed within the last 5 years. Is it acceptable to include active/ongoing projects?

• Yes, as long as they are 50% complete.

40. Item III. E SOQ Requirements, Profile/Experience of the Company (page 11 of the RFQ) requires to include three (3) projects. Is it acceptable to include three projects per scope of work service/category? For example, 3 for transportation, 3 for CE&I, and 3 for Utility Coordination, so 9 projects total.

41. Item III. E SOQ Requirements, Qualifications of Staff (page 11 of the RFQ) requires to “provide resumes of all employees who may be assigned to provide services if your company is selected.” Is it acceptable to include resumes for proposed key team members only?

• Yes, only key team members resumes are required.

42. Can we provide 3 projects for professional engineering services and 3 projects for CEI within the 40 page limit?

43. On page 9 of the RFQ: Are the three references total for the submittal, or should three references be provided per each category (ie engineering, CEI, land surveying, utilities?)

44. Does the County want three projects total or three projects per category?

45. Given the number of resumes, would the county consider excluding them from the page limit?

• See questions 26 & 41

46. For Utility Coordination Services, are Identification of Utilities and Location of Utilities services for Subsurface Utility Engineering only or does it include coordination services like identification of conflicts?

• It includes identifying conflicts.

47. For CEI Services, what is Permitting and Regulatory Compliance? Is it documentation or environmental?

• It is environmental, but also documenting conditions which do not comply.

48. The above referenced RFQ states that the response/forms should be “manually signed” (Item F, Page 11). Is it acceptable for our response/forms to include electronic signatures?

49. will there be an option to team as a subcontractor or not since it's a pool?

50. My team was wondering if the data-gathering service is explicitly tied to a specific task listed in the RFQ.

• It is not. It is having the ability to collect data necessary for a project assigned to your firm.

51. (CE&I) What PM and/or Document Control software systems does the County currently use?

• The County currently does not utilize a specific PM/document control system.

52. (CE&I) Do we need Materials Testing or does County plan on procuring their own Materials

Testing services?

• This RFQ is for the purpose of determining what types of services a firm can provide. If the firm is able to provide in-house material testing, you need to specify that, if you are not able to provide information on how the firm will provide the service, i.e., sub-consultant.

53. (CE&I) In order to plan for staffing, does the County anticipate the construction management to be full time or part time?

• Construction Manager should be full time.

54. (CE&I) Does the County have a list of potential projects under this RFQ and the Construction

Value?

• No. The purpose of this RFQ is to have on-call firms available for assignments as projects present themselves.

55. (CE&I) How many firms does the County plan on selecting?

• We do not have a number; selection of firms will be based on number of qualified firms submitting.

56. (CE&I) Will the consultant be leading with the construction management effort in collaboration with the County or will the County be leading and the consultant be supporting efforts?

• Consultants will be leading with the construction management effort in collaboration with the County.

57. (CE&I) Can the Prime fulfill the HUB/MWBE goal?

• If the HUB goal is for subcontractors, then the prime cannot fulfill the subcontracting HUB goal.

58. Will the County provide a sample professional engineering agreement that they intend to execute with the selected engineering firm in an addendum?

• See Attachment B – Sample Professional Services Agreement

59. In the “Project Experience” section, can we provide more than 3 project examples?

60. I did not see the “Attachment A: Company Provided Services Checklist” in the original RFQ, will the County be releasing this in the addendum?

• It is posted as a document to download on all three sites.

61. The Certificate of Interested Parties is not listed on the “RFQ Submittal Checklist”, where should we include this at?

• This document is not required to be filled out and submitted until a contract is awarded.

If your firm is awarded into the pool, you will only fill out this form if your firm is selected for a project and execute a Professional Services Agreement.

62. Is the County looking only for the qualifications of the firm to be qualified in the pool or can we provide a team with subcontractors to fill in for services we don’t provide?

63. I’d like to get clarification on whether we are allowed to join a prime firm as a subconsultant if we are also submitting as a prime for this contract.

64. Are electronic original signatures acceptable?

65. If we submit electronically via BidNet, the RFQ states that we must also deliver one hard copy within 24 hours of the due date. Does that mean we can deliver the hard copy up to 24 hours after October 31st @ 10:00 am if our electronic copy is submitted before the due date?

• Yes, if you submit electronically, then the hard copy must be delivered to the purchasing office by Friday, November 1@ 10:00 AM (CT)

66. Please confirm if 3 projects for each service marked under Attachment A: Company Provided

Services Checklist needs to be submitted (i.e., Civil Engineering (Transportation vs. Hydraulic Design and Review) and Construction Engineering, and Inspection Services (CEI).

67. When preparing our submittal do we follow Section D Criteria or Section E SOQ requirements?

• Section D is how firms will be evaluated, and Section E provide details that the County is requesting in order to evaluate each firm.

68. Can we get more information regarding Design and what type of services you would like for this subtask?

• Preparation of construction documents and specifications for bidding.

69. Can we get more information regarding Civil and what type of services you would like for this subtask?

• Creating detailed plans and designs for roadway projects, considering factors like traffic flow, safety, and environmental impact. Includes designing the road alignment, cross-sections, and drainage is an example of “Civil”.

70. Can we get more information regarding Street and roadway and what type of services you would like for this subtask?

• Majority of projects to be serviced under this RFQ are for design of streets and roadways.

By checking this you in Attachment A, you ascertain that your firm has ability to design, manage, and/or inspect them.

71. Can we get more information regarding Transportation and what type of services you would like for this subtask?

• Transportation designers are able to tackle a vast range of projects to make getting from A to B more efficient, safe, and enjoyable. Such as, roadway design, bridge design, bicycle and pedestrian facilities, etc.

72. Can the forms have an original digital signature instead of being manually signed?

73. In Qualifications of Staff can we provide an org chart and then the names, telephone numbers and email address in a table or listing below it?

• Yes, if it is on the same page, or it can be identified on the back of the org. chart.

74. Do you want resumes for all staff (including junior staff that may work on your projects depending on the task orders or only the Key Individuals that will lead the Task Orders for this contract?

• See questions 26 & 41

75. Do we need to identify any subconsultants now or can we select them based on the task orders as needed?

76. Does the County want the prime firm to create a team with subconsultants?

• See question 12 & 34

77. Can you provide some clarification on what services will be expected under the Environmental

Documentation?

• Environmental documentation is essential for assessing the potential impacts of projects and ensuring compliance with environmental regulations, such as environmental impact statements, environmental assessment, categorical exclusions, environmental impact reports, etc.

78. Is this RFQ intended for the solicitation of a team, comprised of the prime firm and subconsultants, providing the full range of services requested or just the firm submitting with subconsultants providing supplemental services being added from the approved pool of providers once a project assignment is made? For example, if a firm only provides engineering services and not survey services, should the firm team with a surveying firm for this solicitation, or once a project is assigned, the engineering firm would be able to select a survey firm from the approved pool providers if those services are needed?

• See question 12 & 34