RFP 2025-005_ArchtiectureEngineering_Hiawatha-addendum1_250227.pdf

CITY OF MANITOU SPRINGS

ADDENDUM FORM

RFP 2025-005

ADDENDUM NUMBER 1 DATE: February 27th, 2025

1.01 GENERAL

The following changes, additions, and/or deletions are, by issuance of the Addendum for the RFP 2025-005 Manitou Springs Architect and Engineering Design Services for: Hiawatha Gardens Restoration and Design as if originally contained therein. Execution of the acknowledgement of receipt shall be the bidder’s acceptance of the conditions herein set forth. This Addendum shall be submitted with and attached to the submitted Bid Form. Failure to do so may result in the rejection of the Bid.

1.02 Questions and Answers received as of February 25, 2025 in conjunction with the Pre-Proposal meeting on February 25th at 11 am MT.

1.03

1. Question: Is the pre-bid meeting mandatory for all interested bidders?

a. No, the pre-bid meeting was not mandatory. If your firm missed the site walk, you’re encouraged to visit the site on your own, but City staff will not be available for additional and/or individual site walks.

2. Question: Can you please confirm that there will be at least three firms shortlisted, assuming you receive qualified responses?

a. Answer: At this time, the City anticipates shortlisting two to four firms, pending how many qualified responses are submitted. Additionally, at the time of shortlisting, fees will be requested of the short-listed firm only and will be reviewed as part of final selection.

3. Question: Additionally, at the time of shortlisting, fees will be accepted and reviewed. Is there a specific weight given to this portion of the scoring matrix?

a. Answer: There is not a specific weight given at this time to the fees provided. The City will be looking to select based on firm and individual team members’ qualifications, value, and fees. A scoring matrix for the interview and proposal phase will be provided to the short-listed firms as part of the interview invitation.

4. Question: Could you please clarify the specific reasons for requiring performance and payment bonds during the design phase? I am wondering if this is standard text from a construction bid request.

Answer: There is no requirement for Payment and Performance bond during the design phase.

5. Question: What funding is in place for the project phases?

a. Answer: Phase 1 is fully funded for design and construction. Funding does include

PPRTA funds as this project is considered Transportation oriented. The PPRTA grant does require construction to begin in 2025. Phase 2 is partially funded, and the City hopes to have it fully funded by the end of 2025 and are pursuing grants. The City is currently working on funding for Phase 3&4.

6. Question: When submitting the proposal, how is the bid expected to be broken down? I know that is appears as if Phases 1 & 2 will go first and be together with preconstruction services/design, followed by phases 3& 4. Is that accurate?

a. Currently, the City Anticipates Phases 1-4 will go through the Schematic Design phase simultaneously for a cohesive design approach.

b. Phase 1 and 2 will need to go through construction documentation and entitlements together. We will be requesting fees and scope from Schematic Design to Construction Observation time frame estimated 2025-2026.

c. Phase 3 Vehicular Bridge and Old Mans Trail Closure - the City will be requesting fees for Schematic Design including a Traffic Study with an expected timeline to begin 2025.

The City does not have an anticipated

d. Phase 4: Chase Bank schematic design scope and fees.

e. Each project phase will have a separate fee and we will provide a fee worksheet to clearly identify what fees and design phases are anticipated. We will only be requesting fees from the short-listed firms.

7. Question: Please clarify if there are anticipated budgets for the project phases?

a. Answer: Phase 1: Approximately $2.5 million

Phase 2: Approximately $3.6 million Phase 3: Approximately $1 million Phase 4: Approximately $2.7 million

The budgets are approximate and based on concept design level documentation.

8. Question: Please clarify the expectation of evening meetings that may be required?

Answer: Evening meetings will be limited to occasional City Council meetings as well as for entitlement public hearings with the Historic Preservation Commission and the City Planning Commission for Phase 1 and Phase 2. Design and pre-construction meetings will be held during working hours. Community Engagement events will also be held in the evenings and are anticipated for Phase 3 and Phase 4

9. Question: Is any of the project designated as historic property?

Answer: Yes, the dance hall is locally designated (not federal) as historic.

10. Question: When was the Chase Bank building built?

a. Answer: Chase Bank was constructed in 1971 according to the assessor.

11. Question: How much of the concept design will be incorporated into the next phases of design?

Answer: The City has received extensive community and City Council input on Phases 1, 2 and 3. The overall scope, orientation, and location of the bathroom structure and roadway/parking lot adjustments will remain as shown in the concept design package.

12. Question: Has CDoT been included in any of the design process thus far?

Answer: Early discussions with CDoT have been had in regard to this project as Manitou Avenue is a CDoT road. However, no application or detailed design input has been prepared. We anticipate the Design Team and GC will be involved in further coordination with CDoT. A traffic study will be required as part of Phase 3 Schematic Design.

13. Question: Should the new vehicular bridge design and finishes match the existing vehicular bridges seen in Manitou Springs, e.g., stone walls?

a. Answer: The cost estimate provided for the vehicular bridge as part of concept design, did not include stone finishes for the proposed bridge.

14. Question: Will rezoning or any sub-division be required; and if so, will the design team be assisting with that scope?

Answer: Rezoning applications are being prepared by City Planning Staff. A major subdivision plat will be required, but it is not included in the Architecture/Engineering Scope at this time.

15. Question: Please clarify what assistance the Design Team may need to provide regarding the Major Development plan?

Answer: The Design Team would prepare the documents for the Major Development Plan application. When the City has had special projects requiring a Major Development Plan, the application has been reviewed as part of the 50% Construction Documents project milestone. City Planning Staff would review the application for completion. The City’s Project Manager and selected design team would co-present the application to Planning Commission and City Council. For Phase 1 and 2 the anticipated entitlements under this contract are:

Major Development Plan Grading and Erosion Control Permit Application Material Change of Appearance Certificate

16. Clarification: The existing EV car chargers will need to remain in their existing location.

17. Clarification: The City Council meeting on December 3, 2024 covered discussion of the

Hiawatha project and scope. Should firms be interested in listening to this, it can be found on the City’s YouTube channel.

Additional Documents:

a. Site Survey Hiawatha

b. Site Survey Chase Bank

c. Geotechnical Report Hiawatha

d. 2016 Hazard Assessment for Hiawatha Building (Contains Information Regarding the

Demolished Buildings as Well)

1.03 ACKNOWLEDGEMENT OF RECEIPT

Receipt is acknowledged this ___________ day of 20_____.

Name of Bidder

Authorized Officer

Title

END OF ADDENDUM