RFQ 21-036 Topographical and Boundary Survey Services - Addendum 1 with Exhibits - Final.pdf

RFQ 21-036 Addendum #1

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR QUALIFICATIONS

RFQ 21-036

TOPOGRAPHICAL AND BOUNDARY SURVEY SERVICES

ADDENDUM #1

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 21-036.

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

1. Question: Can SAMTD share the budget for this project?

Response: SAMTD does not publish its internal project budget figures during an open solicitation. This is done to preserve the competitive environment of the solicitation.

2. Question: Does SAMTD have an idea of how many projects would be active at one time?

Response: There are potentially 2-3 projects that would be running at the same time with overlap, however, the peak amount of work would not be occurring at the same time.

3. Question: Can SAMTD explain the need for 2 years of audited financial statements?

Response: SAMTD will accept documents that can demonstrate the management resources and financial capacity to effect performance of the work under a resultant contract, and that will allow SAMTD the ability to make a determination in this area. These documents may include the following: The most recent 2 year records of financials (Balance Sheet & Income Statement), letters of credit from a financial institution, or other documentation that would allow SAMTD to make a determination. SAMTD will treat all identified “Confidential” or “Trade Secret” accordingly. Should SAMTD receive a request for public records, SAMTD will notify the supplier in advance of providing any information, so that the supplier may take steps necessary to protect their interests.

4. Question: Regarding B. Content of Proposals, (2) Project Management Plan & Technical Approach, bullet 1 Work Plan: Are you looking for a generic work plan? Or do you want a detailed work plan for all projects?

Response: A generic work plan will be sufficient with the applicable staff categories assigned that the Proposer elects to include per project.

5. Question: Regarding 2.F, page 8 (requiring 2 years of audited financial statements). We would like to clarify that this requirement applies to public corporation only and is not required to be provided for private businesses. As the RFQ response is public record, there is concern with providing this type of financial information for a private business. The remaining proposal criteria will adequately demonstrate proposers’ ability to perform the scope of work. If proof of financial ability is required, please let us know what other documents besides those listed would be acceptable as to not disclose sensitive financial information for private businesses.

Response: Please see response to question #3 above.

6. Question: Regarding the price proposal form (Exhibit 13). Please clarify expectations for unit and quantity. The projects have not been scoped out, so what assumptions are we to make to quantify those values?

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, overhead rate, and profit margin.

7. Question: Regarding the price proposal form (Exhibit 13). Can mileage reimbursement be included in the rates?

Response: Proposers can choose to include mileage as a part of their overhead in the identified rates or they can elect to call it out as a separate expense as identified in Exhibit #13.

8. Question: Regarding the price proposal form (Exhibit 13). Can mark-up for subconsultants be included in our rates?

Response: Proposers can include appropriate costs as part of their overhead or other components when formulating rates.

9. Question: Regarding the price proposal form (Exhibit 13). Annual rate escalation is typically based on CPI, ENR20, or other similar metric. Please clarify expectations for rate escalation.

Response: Proposers should complete Exhibit 13 as identified in the Exhibit. SAMTD makes no reference to a rate escalation in Exhibit 13. Proposers have the option to maintain rates throughout all option years or to modify them in years 4-7.

10. The Agenda for Pre-Proposal Conference that was held on 1/7/2022 is attached as Exhibit “A” to this Addendum.

11. The Attendance Sheet for the Pre-Proposal Conference that was held on 1/7/2022 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 January 19, 2022

TOPOGRAPHICAL AND BOUNDARY SURVEY SERVICES

PRE-PROPOSAL MEETING AGENDA

SAMTD RFQ No. 21-036 Project Name: Topographical & Boundary Survey Services

Friday January 7, 2022 at 11:00 AM 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 requesting Proposals for a Qualifications Based solicitation for Architectural and Engineering 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 TOPOGRAPHICAL AND BOUNDARY SURVEY SERVICES on project support for specific surveying, right-of-way, and boundary activities in the Salem Area Mass Transit District service area, including Regional Service in Marion, Polk, Linn, and Clackamas counties. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

• 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: March 4, 2022 (Estimate)

b. Notice Proceed: March 28, 2022 (Estimate)

c. Service completion:

• Substantial Contract Completion on or before March 27, 2025 (Estimate)

• Final Completion on or before March 27, 2029 (Estimate)

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-KS2410-00000984

2. Important Dates:

a. Submit Questions Deadline: January 14, 2022: 4:00PM PST

b. Issue Addendum Response to Questions: January 19, 2022: 5:00PM PST

c. Solicitation Closes: January 31, 2022: 4:00PM PST

d. Issue Notice Of Intent To Award: March 4, 2022: (Estimate)

e. Contract Award and Notice To Proceed: March 28, 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.

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Topographical & Boundary Survey Services

RFQ 21-036

Addendum 1EXHIBIT A http://www.oregonbuys.gov/

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No.: 21-036 Topographical & Boundary Survey Services Friday January 7th, at 11:00 AM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301

D. SAFETY AND SECURITY

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 RFQ 21-036 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

SIGN IN SHEET

FOR PRE-BID CONFERENCES, PRE-PROPOSAL CONFERENCES, BID OPENINGS

IFB OR RFP NUMBER: __RFQ 21-036______________ GRANT NUMBER: _______________________________ PAGE __1___ OF __1_____ DATE: __1/7/2022___________ PROJECT TITLE: __Topographical & Boundary Survey Services_____________

_____ PRE-BID __XX__ PRE-PROPOSAL _____ BID OPENING _____ WALK THROUGH

ATTENDANCE LIST

NAME

FIRM

REPRESENTED ADDRESS CITY/STATE/ZIP TELEPHONE F

A X

EMAIL

Dan Knauss SAMTD CH2 Salem, OR 97301 (503) 361-2555 dan.knauss@cherriots.org

Steve Dickey SAMTD CH2 Salem, OR 97301 (503) 361-2552 steve.dickey@cherriots.org

Ann Korrell SAMTD CH2 Salem, OR 97301 (503) 361-7521 ann.korrell@cherriots.org

Maggie Thornton Westlake Consultants 15115 SW

Sequoia

Parkway

Ste 150

Tigard, OR 97224 (503) 684-0652 mthornton@westlakeconsultants.com

Richard Walker AKS Engineering &

Forestry

3700 River

Road N, Suite 1

Keizer, OR 97303 (503) 400-6028 richard@aks-eng.com

Joe Sullivan AKS Engineering &

Forestry

3700 River

Road N, Suite 1

Keizer, OR 97303 (503) 400-6028 sullivanj@aks-eng.com

Kim Martin Emerio Design kim@emeriodesign.com

Dan Adsit Emerio Design (503) 932-88352 dan@emeriodesign.com

Chris Sherby S&F Land Services 4858 SW

Scholls

Ferry

Road, Suite A

Portland, OR

97225

(503) 345-0328 Chris.sherby@sflands.com

Sarah Othman Harper Hoff Peterson

Righellis Inc.

530 Center

St NE, Suite 240

Salem, OR 97301 (503) 2211-1131 saraho@hhpr.com

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Topographical & Boundary Survey Services

RFQ 21-036

Addendum 1EXHIBIT B