RFP 22-010 Architectural Design Services - Addendum 1 with Exhibits - Final.pdf

RFP 22-010 – Addendum #1

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

(QUALIFICATIONS BASED SOLICITATION)

RFP #22-010

ARCHITECTURAL DESIGN SERVICES

ADDENDUM #1

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 22-010.

The following changes, clarifications and SAMTD responses to questions posed to date are hereby provided to all proposers:

1. Question: Does the RFP call for a lump sum fee to cover all the scopes identified, or just our team’s hourly billing rates populated into Exhibit 13?

Response: The units are intended to be in hours for staff rates and per mile rate for mileage if applicable. Other categories should be identified by the Proposer with an applicable unit of measure. The most critical detail is the hourly rates for the billable hours for the various staff categories assigned to the project in the time periods associated (Base Term and option Year 4, Year 5, Year 6, Year 7). We do not have an estimated quantity of hours per category, per project that would allow for a lump sum rate. For Exhibit 13, please enter “1” in Quantity column for each line item proposed.

2. Question: Would SAMTD like to see qualifications for sub consultants, such as Civil, Mechanical, Electrical or Structural Engineering, included as part of the Architectural Design Team for this RFP response?

Response: No, it is not required to provide qualifications of the subcontractors.

3. Question: Is it correct that the architect team and engineering team will collaborate throughout the project as a whole?

Response: Yes, SAMTD project manager will bring the two firms together to coordinate work.

4. Question: Does this Engineering contract cover all possible engineering scopes on any project?

Response: No, this solicitation includes specific projects that are identified in the scope of work and related projects. These projects could include structural, mechanical, fire, electrical, IT, etc. If necessary, SAMTD will obtain specialized service resources. This resulting contract doesn’t preclude the successful bidder from bidding on any other support project of this proposal.

5. Question: Price Proposal and Work Scope, Exhibit 13; how do we track price breakdown?

Can this negotiation on the detailed scope of work be done after selection?

Response: This Exhibit 13 worksheet is attempting to identify category of work roles and rates of specific roles that could be in a project. The specific task orders under a resulting contract will be determined between the SAMTD Project Manager and the successful proposer based upon the estimated number of hours needed for the task. The hourly rates identified in Exhibit 13 will be utilized to calculate the cost of the task order utilizing the estimated hours associated with the task order.

6. Question: Part 1, Section 2 C and D; please clarify.

Response: SAMTD uses a standard proposal package template for its solicitations. The language refers to the variety of options of pricing categories for SAMTD to elect, as well as the anticipated billing rates for next 7 years. SAMTD has the ability / rights to ask for those types of pricing categories, but we’re asking for what’s been identified in the specific solicitation. With regards to proposing on all items, on larger solicitations which may require specific expertise you don’t have, you can bid on part of it; or if it’s a category that doesn’t align with your workforce you can put no proposal, or you can itemize other tasks if you don’t see it listed. Please refer to the solicitation instructions for specific requirements.

7. Question: Exhibit 13; Can we add a cost estimating category?

Response: Yes, it is OK to add additional categories on the lines provided as proposers deem necessary in response to our solicitation. Additional lines may also be added if more room is needed on Exhibit 13. The form can be modified to support and itemize anticipated tasks / roles that are not already captured in the Exhibit.

8. Question: Once selection is made, a negotiation is made for hourly rates and task orders, have you executed this approach in prior projects?

Response: Yes, this is a qualifications based solicitation and pricing is not evaluated as part of supplier selection. SAMTD has utilized this approach for pricing in former projects. When a supplier is recommended for award by the selection committee, a negotiation will occur to arrive at final pricing and rates with the successful proposer. For cost of a specific task, the SAMTD

Project Manager will work with the supplier to discuss hours associated, and labor details of each task order to determine final cost based upon the estimated hours and negotiated rates.

9. The Agenda for Pre-Proposal Conference that was held on 8/24/2022 is attached as Exhibit A to this Addendum.

10. The Attendance Sheet for the Pre-Proposal Conference that was held on 8/24/2022 is attached as Exhibit B to this Addendum.

All other specifications and terms and conditions remain unchanged.

By: Daniel M. Knauss Procurement & Contracts Manager

Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 August 31, 2022

ARCHITECTURAL DESIGN SERVICES

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No. 22-010 Project Name: Architectural Design Services

Wednesday August 24, 2022 at 1:00 PM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301

A. WELCOME

1. Sign-in sheet

2. Introductions

a. Procurement Contact: Dan Knauss, Procurement & Contracts Manager

b. Project Manager: Steve Dickey, Director Of Technology & Program Management

B. PROJECT DESCRIPTION, DELIVERY METHOD & SCHEDULE

1. Description: SAMTD is soliciting Requests For Proposals for Architectural related services pursuant to 49 U.S.C. § 5325(b) and the “Brooks Act” 40 U.S.C. §§ 1101-1104. This solicitation requests Proposals for general architecture services on project support for specific projects identified in Part 2 of this solicitation.

This is a qualifications based solicitation. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation. No set amount of work is guaranteed.

• Successful proposer shall be licensed by the State of Oregon to do the work required under the resultant contract.

• All items or services to be furnished under the solicitation and resultant contract shall meet all applicable state and federal requirements of the Occupational Safety and Health Standard.

• Successful proposer shall obtain and maintain in current status all applicable permits and licenses.

2. Delivery Method—Project will be performed under a single Prime Contract.

3. Project Schedule and Completion Time:

a. Notice of Intent To Award: October 15, 2022 (Estimate)

b. Notice Proceed: November 1, 2022 (Estimate)

c. Service completion:

• Final Completion on or before October 31, 2029 (Estimate – if all 4 option years are executed)

C. PROPOSAL PROCESS AND PROPOSER INSTRUCTIONS

1. Request for Proposal, Plans, Specifications, Addenda, and other related documents for this project are available on the procurement page of the State of Oregon OregonBuys website.

www.oregonbuys.gov Notice #S-KS2410-00004017 & SAMTD RFP #22-010

2. Important Dates:

a. Submit Questions Deadline: August 26, 2022: 4:00PM PDT

b. Issue Addendum Response to Questions: August 31, 2022: 5:00PM PDT

c. Solicitation Closes: September 14, 2022: 4:00PM PDT

d. Issue Notice Of Intent To Award: October 15, 2022: (Estimate)

e. Contract Award and Notice To Proceed: November 1, 2022: (Estimate)

3. Required Proposal Submittals — See required items on Salem Area Mass Transit District “Instructions For Proposers” and “Exhibits” included in the Request For Proposal.

D. SAFETY AND SECURITY

EXHIBIT A

SALEM AREA MASS TRANSIT DISTRICT

Architectural Design Services

RFP 22-010

Addendum #1 http://www.oregonbuys.gov/

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No.: 22-010 Architectural Design Services Wednesday August 24th, at 1:00 PM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301

1. Safety Requirements—Job Site Conditions

• The successful proposer shall take all necessary precautions for the safety of all personnel on the job site, and shall comply with the Contract Documents and all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises where the Work is being performed. Contractor shall erect and properly maintain at all times, as required by the conditions and progress of the Work, all necessary safeguards for protection of workers and the public against any hazards created by the installation and provision of goods and services.

Contractor shall designate a responsible employee or associate on the Work site, whose duty shall be the prevention of accidents. The Owner's Authorized Representative has no responsibility for Work site safety.

Work site safety is the responsibility of the successful proposer.

2. Site Visitation & Viewing

• Not available for this solicitation.

E. INSURANCE

Requirements as identified in RFP 22-010 Exhibit B - Sample Contract, Special Contract Conditions, Section SP.7 “Insurance”.

F. BONDING

This requirement is “Reserved” for this procurement.

G. SPECIAL CONSIDERATIONS

1. Compliance with local requirements for the Jurisdictions where work is performed.

2. Coordination with SAMTD Security and Business Operations. SAMTD Project Manager will be liaison with these SAMTD organizations.

H. SAMTD SUPPLEMENTARY CONDITIONS & SUPPLEMENTARY INSTRUCTIONS

Please review all solicitation documents thoroughly to ensure complete understanding of all supplementary conditions and instructions.

1. Please review Part 1, Section 3, Subsection 2 (A-F) regarding preparation of proposals.

I. TOUR OF AREA WHERE WORK IS TO BE PERFORMED

There will be no tours associated with the Conference today.

J. SCOPE OVERVIEW BY SAMTD PROJECT MANAGER

K. QUESTION & ANSWER PERIOD

EXHIBIT BSALEM AREA MASS TRANSIT DISTRICT

Architectural Design Services RFP 22-010

Addendum #1