Questions Answers 23-LIB01.pdf

This is a Questions and Answers document for RFQ 23-LIB01 issued by the Sun Prairie Public Library and City of Sun Prairie, Wisconsin for Owner's Representative services during the design phase of the Sun Prairie Public Library Expansion & Renovation project. The Owner's Representative will provide oversight and guidance throughout the pre-design, design, and pre-construction phases to ensure the project remains on schedule and within budget while meeting the library's identified service and sustainability goals. Anticipated services include team member selection, building design, budgeting, scheduling, contract negotiation for architectural services, assistance with the hard bid process, and document review. The Owner's Representative is expected to submit background information demonstrating relevant construction phase experience and services provided. Proposals were due December 1, 2022 at 12:00 AM.

The fee structure requires submission as a lump sum amount that may be invoiced on a monthly basis rather than strictly quarterly as initially stated. Bidders may request monthly payment schedules instead of quarterly payments. A $5 million umbrella insurance policy is required per the RFQ attachment; however, the requirement remains under discussion with the City Attorney. Bidders without such existing coverage should identify the cost of obtaining this policy as a pass-through cost within their fee proposal. The Owner's Representative will generate monthly written reports to the Library Board during most project phases and reports to City Council only as needed or requested. Meeting attendance is expected at Library Board meetings at each milestone (anticipated quarterly or less frequently) and at least one City Council meeting for design presentation with potential follow-up meetings as necessary.