SI_NZP_CPF_-_RFP_T17SOL10048_-_Clarifications_1_of_2_2018-1-23.pdf

Smithsonian National Zoological Park CPF P3 RFP No. T17SOL10048

Requests for Clarifications and Amendment [part 1 of 2]

No. Document Section Question Response

1 Data Room n/a We need access to the existing as-built plans, load assumptions/calculation, soils analysis, etc. for the Commissary building, adjacent structures and areas.

Please refer to folder 02.02 (Sub-surface, Geotechnical, and Structural). In particular, the following documents have been uploaded into the data room:

Folder 02.02.02 (As-built Drawings for GSB) that includes AutoCAD Civil Drawings Flattened

02.02.08 (Retaining Wall As-builts) that includes “Support of Excavation Design Submittal (RNC)” and “Permanent Tie Back System RW As-Built

(RWNC)”

02.02.12 (Retaining Wall CAD drawings) that includes AutoCAD files of General, Architectural, Civil, Structural, Mechanical, Electrical, Plumbing, Fire Sprinkler, Fire Alarm, and Electronic Security details

2 Data Room n/a We need access to CAD site survey with topo, utilities, easements and property boundaries.

2.1 See previous response for Civil Drawings. In addition, topo with utilities ACAD file has been uploaded in Folder 02.02.09 (GSB Site utilities plan) Folder 02.02.15 (Site Plan NZP) includes contour lines for Lots A, B, and D.

3 RFP, PA n/a Please clarify the anticipated governing code and code/permitting authority.

3.1 Smithsonian Directive (SD) 410 establishes authorities and responsibilities associated with the facilities building program as delegated by the Secretary of the Smithsonian Institution.

The Director, Smithsonian Facilities, is the designated Smithsonian code official who is delegated the responsibility for the planning, real estate management, design and construction services of the Smithsonian Institution. All facility-altering projects are managed by or through Smithsonian Facilities. This is applicable to all units, museums, other Institution organizations, including the National Zoo. The SF Director delegates authority to the Deputy Director of OPDC Engineering Design Division for internal approvals of the design through the SD-410 review process as managed through the SF Database called "I-Manage". Smithsonian is the Code Official "Authority Having Jurisdiction" for all architectural and engineering disciplines except DC Health Department for food service, which may not apply to this RFP.

For external approvals, The Developer will be required to work with, and prepare submissions on behalf of, the Smithsonian in order to secure approvals from governing bodies with jurisdiction over the Project. These include, but are not limited to, the following:

1) U.S. Commission of Fine Arts (CFA)

2) National Capital Planning Commission (NCPC)

3) DC State Historic Preservation Office & Advisory Council on Historic Preservation (DC SHPO & ACHP).

4) District Department of the Environment. (DDOE)

Moreover, as part of its obligations, the Developer will be required to update the Transportation Management Plan (TMP) and secure environmental approvals (if required).

The Data Room Folder 02.03.03 contains "Smithsonian Institution Facilities Design Standards - 2012" and Folder 02.03.04 contains " Codes, Standards and Guidelines, Revised February 15, 2012". Both documents are also located online in SF's A/E Center. A link to I-Manage will be provided to the successful Developer.

http://www.sifacilities.si.edu/opdc/index.html

Please also refer to page 25, 3.3.3 (d) of the RFP.

http://www.sifacilities.si.edu/opdc/index.html

4 PA / TR not provided Please provide clarification on storm water requirements (i.e. retention and reuse v. detention and discharge, required volumes – first 1.5 inches of a storm event?, what potential Smithsonian facilities/operations could use gray water in a reuse scheme and at what volumes )

4.1 Stormwater requirements shall be in compliance to "2013 Rule on Stormwater Management and Soil Erosion and Sediment Control" by District Department of the Environment (DDOE). The document is available Online www.ddoe.dc.gov.

Additionally, cross reference Section 4.5 of RFP Exhibit C for additional codes.

4.2 Gray water is currently not used for any facility/building at the National Zoo Park, and would only be considered if permitted by DDOE.

T1 Technical Requirement s and Operating Standards

Exhibit C, Tech Reqs, p9

Section 3.1 (xii) and Exhibit G, Operating Standards, Page 14, Section 2.10 (i)

In the Technical Requirements, it specifies: “The CPF is not envisioned to be utilized for bus parking.” In the Operating Standards, it specifies: “The Developer shall also be responsible for school bus parking and scheduling.” Does the latter apply only to Lot E? If so, does this responsibility continue throughout the Term of the Project Agreement?

Please clarify.

The CPF will not to be utilized for bus parking. Bus parking must be accommodated elsewhere on the property (Lot E) throughout the term of the Agreement.

T2 RFP Exhibit B (p66) and Exhibit C, Technical Proposal, Page 76, Section 2.8

Please confirm that Exhibit B, Summary & Checklist of Proposal Contents, Page 66 should read:

“Appendix H: Draft Design and Construction Quality Management Plan” to match Exhibit C, Technical Proposal, Page 76, Section 2.8.

The Smithsonian confirms that Appendix H should include the “Draft Design and Construction Quality Management Plan”. Exhibit B, as well as Section 2.2.k(i) of the RFP, have been amended accordingly.

T3 RFP Exhibit B (p67), and Exhibit D-

1, Financial Proposal

Instructions, pps 86 and 87

Exhibit D-1 shows Financial Proposal tabs as “Divider Tab A” through “Divider Tab E”, whereas Exhibit B shows them as “Part 1” through “Part 5”. Please confirm whether the tab labels should be alpha or numerical.

For the sake of consistency, the Divider Tabs indicated in Exhibit D-1 have been changed to numerical values (Parts 1 – 5). Please use numerical values.

T4 RFP Exhibit B, Summary & Checklist of

Proposal Contents, P. 67

Please provide Form D-1 (ref: Price Proposal Form), Forms D-2 and D-3 (ref: Proposal Guarantee or Proposal LC), and Forms A-3 to A-6 (ref: Financial Proposal Letter).

Forms A3-A6 have been added to the updated RFP, as have Forms D-1 through D-3.

T5 Operating Standards

Exhibit G, Operating Standards, Page 25, Section 2.20

(p) (iii)

Regarding the statement: “The exposed steel in new construction shall be galvanized”, is “exposed steel” intended to mean that all of the steel exposed to air within the CPF shall be galvanized, or just that which is directly exposed to the elements (e.g., rain, snow, etc.)?

The Smithsonian deletes the requirement for the use of galvanized steel, noting that the intent is that the Developer will provide highly durable, low maintenance coatings for exposed materials, including steel, to prevent corrosion and failure of the exposed materials. Noting that solutions other than galvanizing may provide equal or better corrosion resistance and/or design aesthetics, the Smithsonian is not prescribing or specifying the materials and methods to be applied. The technologies associated with high-performance coatings are constantly improving and quite dynamic, so the Developer shall have total flexibility to select the coating system it will apply.

T6 RFP Data Room, Section 3.1.6.1, Zoo Visitation CY 14-17

Zoo visitation from January-August 2017 was 1,340,188, down from 1,993,343 over same period in 2016, 1,614,963 over the same period in 2015, and 1,903,141 over the same period in 2014. Please provide any information regarding what may have caused this decline.

While there is no conclusive evidence as to why visitation levels were down in January – August, 2017, the Smithsonian suspects that Zoo visitation was negatively impacted by the Metrorail system SafeTrack program, as well as by NZP’s inability to accommodate additional parking demand resulting from the SafeTrack program.

Moreover, increased NZP visitation is closely correlated to the birth of baby giant pandas, explaining why there can be variations from year to year.

T7 RFP N/A Will there be any stipend in connection with this

RFP?

No, the Smithsonian does not anticipate offering any stipend in connection with this

RFP.

L1 Project Agreement

Page 38, Section 5.26

Please provide a District of Columbia wage scale decision number and date that all Proposers should follow for purposes preparing their proposals.

Wage scale is determined by the Department of Labor. Developers should consult their own legal counsel to determine whether a wage scale waiver from Dept. of Labor may apply.

L2 Project Agreement

Page 38, Section 5.27 and Page 4, Definitions

“Bond Security” as defined on Page 38 contradicts “Construction Security” as defined on Page 4.

Please confirm that the latter supersedes the former.

Smithsonian has deleted the term Bond Security and made conforming amendments in the Project Agreement.

L3 Project Agreement

Page 53, Section 8.10.1 and Page 54, Section 8.10.3

Section 8.10.1 calls for the Handover Reserve Account to be established at least five (5) years prior to the expiration of the Term, whereas Section

8.10.3 calls for it to be funded quarterly throughout the Term, starting after the first anniversary of the Effective Date. Please clarify.

Correction has been made and section 8.10.3 of the Project Agreement has been amended to clarify that the Handover Reserve Account will be established at least five (5) years prior to the expiration of the Term.

L4 RFP Data Room, Section 4.2.1, Parking Rates

Section 4.2.1 states: “Beginning FY 19, paid employee parking shall go into effect. Employees must adhere to the policies and procedures included in the Zoo parking directive (draft available).” Please provide a copy of this directive.

The draft parking directive is being uploaded into the Data Room. Additional information on employee parking is provided in Exhibit P.

L5 RFP Data Room, Section 4.1.1, Annual Summary Report

The Utilities category in the spreadsheet titled “Zoo Parking Monthly PLs FY14 thru FY17 Aug run 9-22- 2017 by Nike” includes subcategories for gas and telephone service. Please confirm what the gas expense is for and if electrical service will be sub-metered and/or provided by the Zoo.

The gas expense is associated with gas consumed by the van and gator services provided by Smithsonian Enterprises and is billed quarterly from the Transportation Department of NZP to Smithsonian Enterprises.

Options relating to the provision of electrical service and other utilities are set forth in section 4.7 of the Agreement.

L6 Operating Standards

Appendix B, Parking Privileges, Exceptions and Special Events, Appendix B is missing from the Operating Standards

– please provide a copy.

Appendix B has been eliminated from the Agreement. Parking privileges, exceptions and special events have been incorporated into Exhibit P of the Agreement.

L7 Parking Rates N/A With regard to parking fee increases, would annual increases at a set % (and rounding to nearest dollar) be permitted and/or defined increases on a regular schedule (i.e. $25.00 year-one fee growing at 3% annually or at $4 every 5 years)? Please confirm acceptable methodology and amounts.

Parking Fees shall be adjusted in accordance with Section 8.5 “Inflation Adjustments” and Section 8.7 “Extraordinary Increases of Parking Fees” of the Concession Agreement

L8 Parking Rates N/A With regard to free/discounted parking, please confirm if an annual upper limit can be established (i.e. not more than $500,000 annually), over which the Smithsonian would be responsible for reconciling the difference

Please refer to Exhibit P.

L9 Parking Rates N/A With regard to free/discounted parking, please confirm each parker category that would be counted as free/discounted (i.e. Premier and Premier Plus Members, Volunteers, Official Visitors, etc.)

Please refer to Exhibit P.

L10 Parking Rates N/A With regard to free/discounted parking, please confirm if an upper limit can be established for employee and/or monthly parking spaces

Please refer to Exhibit P.

L11 Parking Rates N/A Please confirm the number of employees covered by collective bargaining agreement with AFGE Local 2463.

Currently there are approximately 194 bargaining unit employees at the National Zoo.

L12 Parking Rates N/A Please confirm the number of employees covered by collective bargaining agreement with AFGE Local 2463 that currently park on campus.

Of the 194 bargaining unit employees at NZP, approximately 176 currently park. This number will be reduced, as only 131 spaces will be designated for employee parking at NZP.

L13 Parking Rates N/A Please provide a copy of the Zoo Parking Directive referenced in the Parking Rates and Charges Document

The draft Parking Directive has been included in Data Room. Also, please refer to Exhibit P for employee parking fees.

L14 Parking Rates N/A Please provide a copy of the contract with Parking Panda for parking pre-sales. Will Operator be required to maintain Parking Panda as provider or can a comparable provider be utilized?

Smithsonian Enterprises holds the contract with Parking Panda and due to proprietary information, it will not be made available. Nevertheless, the Smithsonian clarifies that this contract may be cancelled for convenience at any time (subject to 30 days’ notice), so the Developer will not be required to maintain Parking Panda as the provider. A comparable provider may be selected at the full discretion of the Developer.

L15 Parking Rates N/A Please confirm or provide estimate of the number of annual days vehicles are turned away due to lack or parking availability.

Based off the gate counts (using 1300 as the break point), the Smithsonian had to close the gates due to lack of capacity roughly 100 times in 2017 (approximately 27% of the time). The months when the gates were closed most often were April followed by July and August.

F1 Monthly Flash Reports Copy of Zoo Parking Monthly PLs FY14 thru FY17 Aug run 9-22-2017 by Nike

N/A According to 4.Financial/04.01Cash Flow Statements/Annual Summary Report/Copy of Zoo Parking Monthly PLs FY14 thru FY17 Aug run 9-22- 2017 by Nike, historical revenues are as follow:

2014 2015 2016 2017 (to date)

Gross Revenue $4,146,142 $6,345,037 $7,149,358 $6,129,543

Discounts -$978,527 -$1,715,447 -$1,886,547 -$1,615,789

Net Revenue $3,167,615 $4,629,590 $5,262,811 $4,513,754

According to 4.Financial/04.01Cash Flow Statements/Monthly Flash Reports, historical revenues are as follow (is this a Gross or Net number?):

Revenue $3,151,885 $4,420,919 $6,919,984 $4,256,141

Please confirm historical revenue information (which should be referenced) and/or is it possible to clarify the following variances:

Variance $15,730 $208,671 -$1,657,173 $257,613

Note that if 4.Financial/04.01Cash Flow Statements/Annual Summary Report/Copy of Zoo Parking Monthly PLs FY14 thru FY17 Aug run 9-22- 2017 by Nike is correct, per-vehicle revenue appears to exceed $20.00 (i.e. 2015 per vehicle revenue is $6,345,037 / 285,957 vehicles = $22.19).

Please note that the following table has been verified by the Smithsonian and is correct, with 2017 numbers reflecting the full year:

2014 2015 2016 2017

Gross Revenue $4,146,142 $6,345,037 $7,149,358 $6,129,543

Discounts -$978,527 -$1,715,447 -$1,886,547 -$1,615,789

Net Revenue $3,167,615 $4,629,590 $5,262,811 $4,513,754

The Smithsonian also clarifies that the revenues reflected in Financial/04.01Cash Flow Statements/Monthly Flash Reports are a gross number, but that they do NOT include Parking Panda and facility rental revenue.

Finally a daily parking rate of $22 has been in place since 2014.

F2 Monthly Flash Reports

& RFQ & RFQ

Amendment

N/A According to 4.Financial/04.01Cash Flow Statements/Monthly Flash Reports, historical vehicle counts are as follow:

2014 2015 2016 2017 (to date)

Vehicles 188,409 282,957 316,593 266,919

According to the RFQ and RFQ Amendment 2, historical vehicle counts (for 2015 and 2016) are as follow:

Vehicles N/A 285,957 295,204 TBD

Please confirm/provide historical vehicle counts (which should be referenced) and/or is it possible to clarify the following variances:

Variance N/A -3,000 21,389 TBD

The Smithsonian clarifies the following vehicle counts, which have been verified:

2014 2015 2016 2017

Vehicles 188,409 282,957 316,593 302,317

F3 Monthly Flash Reports

N/A Please confirm current and year one pricing for each of the following provided parking categories and confirm if full amount will be collected/retained by Operator from 4.Financial/04.01Cash Flow Statements/Monthly Flash Reports):

Please note that Operator receives 100% of all revenues, net of discounts. Exhibit P sets forth applicable rate regimes.