ESBD_File_346847_Addendum 1 - RFP 2024-P03.pdf

Addendum #1 to RFP 2024-P03 Countywide Project Management Services

Issue Date: January 17, 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

January 17, 2024

ADDENDUM #1

RFP 2024-P03 Countywide Project Management Services

Please find attached Addendum #1 to RFP 2024-P03 Countywide Project Management Services. All questions were answered by Hays County staff.

Attachments to this addendum:

• Questions & Answers

• Attachment A: Updated Solicitation Documents

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

RFP 2024-P03 Countywide Project Management Services

Questions & Answers

Questions:

1. Can we broadcast your RFP 2024-P03 Countywide Project Management Services bid on the DemandStar platform (for free)?

• You can share it with whomever, they will still be required to follow the guidelines within the solicitation.

2. We specialize in project management and process enhancement and hold certifications in MBE, VBE, DBE. While our forte lies in non-construction domains like HR and IT as well as large-scale organization restructuring, it seems like this RFP leans towards construction, am I correct?

• This RFP is for any potential project the County might have, it is not specific to construction or any other project.

3. Can you direct me to where I can download the solicitation documents?

• To view current solicitations and related documents please visit:

BidNet Direct: www.bidnetdirect.com//hayscounty City of San Marcos, Civic Plus Bid Posting: https://www.sanmarcostx.gov/Bids.aspx Electronic State Business Daily: http://www.txsmartbuy.com/sp

4. Are the Appendix materials (any required forms, see RFP Submittal Checklist, and addenda from

Hays County) included in the 30-page limit or not included? There is conflicting information on pages 10 and 11.

• No, the appendix materials do not count towards the thirty-page count limit.

5. Will divider sheets be included in the 30-page limit?

• No

6. Could you please forward the RFP for the Countywide Project Management Services?

• See question 3.

7. Does the RFP 2024-P03 - Countywide Project Management Services include horizontal/transportation projects?

• This solicitation is for any possible County projects that might include remodeling, addition of structures, and new builds. It does not include any road construction projects.

8. Do references count towards page limit and what section do references need to go in?

• No, it counts as “required Forms” and would go in the Appendix per pg. 10 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%40co.hays.tx.us%7C0962ec5841ef4393764208dc1062c607%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638403263615597566%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=LzFzE7lDAo7ohEfhdVsuQ8Oe4vEY1DuyrUCh34IqFB4%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.sanmarcostx.gov%2FBids.aspx&data=05%7C02%7Cstephanie.hunt%40co.hays.tx.us%7C0962ec5841ef4393764208dc1062c607%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638403263615597566%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=OLGzoyW0Uq2KKPrq09sbX58UnnU9kd3Xi93oL5%2BU6Xc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.txsmartbuy.com%2Fsp&data=05%7C02%7Cstephanie.hunt%40co.hays.tx.us%7C0962ec5841ef4393764208dc1062c607%7C8c0a6e38391149a79fd7da2ef5430acd%7C0%7C0%7C638403263615754649%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=dcW0zysAs%2FRbJDeXAw6fDPmLwOvI1ZtghpB1ZshgGNE%3D&reserved=0

9. Does Hays County only want résumés for key personnel likely to be assigned to the project? Or include support personnel as well?

• Pg. 10 states “Provide resumes of all employees who may be assigned to provide services if your company is selected.” “Provide an organizational chart containing the names, telephone numbers and email address of the prime providers and any sub-providers that would be proposed for the team and their contract responsibilities by work category.”

10. Section E. Proposal Requirements states the following: “Narrative of the firm's experience in providing employee benefits consulting services on issues similar to those described in the scope of work to public sector employers of a comparably sized public sector entity.”

Should this be re-written around the provision of project management services?

• Updated verbiage: “Narrative of the firm’s experience in providing Project Management Services similar to those described in the scope of work to comparably sized public sector entities.”

11. Page 3: Item 1 under Hays County will accept bids/proposals/SOQ,…states that “one (1) hard copy delivered within 24 hours of proposal due date”. Given the proposals are due on Friday January 26, 2024, will the Hays County offices be open Saturday January 27, 2024 or will we need to wait until Monday January 29, 2024 to turn it in the hard copy.

• County offices will not be open on Saturday, Hard copies will be accepted until 11:00 AM January 29, 2024.

12. Does Hays County have a list of priority projects that will be worked on first?

• No, not at this time.

13. Just to confirm, did yall mean a narrative on Project Management services instead of employee benefit consulting services? Second bullet point on page 10 under “Profile/Experience of Company”.

• See question 10.

14. Do you just want the primary point of contact’s contact information on the org chart or all contact information for each employee?

• See question 9.

15. What will be the funding sources of the projects?

• The funding source will depend on the project, it could be Federal, State, or Local funding.

16. Is there an over all master project list that can be provided?

• See question 12.

17. How many projects are forecasted to be part of this contract?

• See question 12.

18. Is this contract intended to be staff augmentation, where the Project Manager and other staff would sit in the County offices?

• No

19. Is there a specific percentage of HUB participation that must be met?

• This would depend on the project and funding source.

20. “As individual projects requiring Project Management Services are developed, Hays County Department Directors, or Elected Officials, or the Commissioners Court, will choose one of the pre-qualified firms.” Does this mean that one firm will be selected at the will of the Hays County Department Directors, or Elected Officials, or the Commissioners Court or that the pre-qualified firms will submit proposals as projects requiring Project Management Services are developed and competitively be selected?

• As a project arises, the Hays County Department Directors, Elected Officials or Commissioners Court would select a vendor from the pre-qualified list and request a scope of work and fees schedule for that particular project. Once reviewed and approved then a Professional Services Agreement would be executed in Commissioners Court from the scope of work and fee schedule provided. The fee schedule would align with the proposed fee schedule submitted with each firm’s proposal.

21. “For all fee structures, include the classification of personnel and the hourly rate for each classification.” This is the only mention of fee structures in the RFP. What is “all fee structures” referencing?

• See Attachment A: Update Solicitation Documents, all cost proposal verbiage & requirements have been removed.

22. “A cost proposal must be submitted with the following information. • For all fee structures, include the classification of personnel and the hourly rate for each classification. • List any additional services that you foresee may be necessary, if any, and list the proposed costs for such services.” “5. Proposed Cost 15 points” Normally, there would be a list of classifications determined by the County for which proposers would submit an hourly rate. That way there would be a clear comparison between the proposer’s costs. The way it is written Proposer A could submit 5 classifications and Proposer B could submit 15.

In the evaluation criteria the proposed cost is valued at 15 points. How is the proposed cost going to be compared in an “apples-to-apples”?

• See question 21.

23. Following the above question, the RFP is asking for wide-reaching services including:

“Provide general administrative management of the construction management tasks. Such as but not limited to architectural, engineering, scheduling, cost estimating, construction administration, warranty phase support and all other services necessary to complete the project.” “Specialized professional services may be required including, but not limited to: life cycle costing; utility infrastructure design; interior design; acoustics; lighting; interior wayfinding signage and graphics; and landscape design.”

And, the cost proposal asks to list, “any additional services that you foresee may be necessary, if any, and list the proposed costs for such services.” If a proposer suggests a classification like Communications for public outreach of project information would that be counted in the cost 15-point evaluation of the “For all fee structures, include the classification of personnel and the hourly rate for each classification”?

• See question 21.

24. “Prepare all closeout documents to include final project accounting, cost per unit comparisons and close-out reports. (provide a sample during as part of the RFP).” Does this sample count toward the page limit?

• No, it would be considered an appendix document.