Amendment 01. Issued: August 18, For. RFP 18-KG-0725(BF): Professional Design Services for Douglass Valley Elementary School

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1 Amendment 01 Issued: August 18, 2017 For RFP 18-KG-0725(BF): Professional Design Services for Douglass Valley Elementary School Academy District 20 Proposals Due: August 25, 2017 by 2:00pm MST Issued by: Kris Garnhart Director for Building Fund Contracting and Procurement 1110 Chapel Hills Drive Colorado Springs, CO (office) (cell)

2 The following items are included in Amendment 01 for RFP 18- KG-0725(BF) Professional Design Services for Douglass Valley Elementary School: 1. Answers to questions asked by Vendors. 2. New Receipt of Amendments Certification page. a. This page will replace the Solicitation and Award Cover Page mentioned in Section I.6.b). This page must be included in your proposal and will not count as part of the 20 pages. 3. A revised Pricing Schedule is included. a. This page will replace the Pricing Schedule in the RFP document. This page must be included in your proposal and will not count as part of the 20 pages. 4. A copy of the sign in sheet from the mandatory pre-proposal conference is included. These items will be included in the contract when it is executed.

3 Questions asked by Vendors 1. Will forms F & G be included in the page count? No. All of the required pages from the RFP document will not count as part of the 20 pages. 2. Please confirm which team member s resume s you would like included in the proposal. We are assuming (Principal in Charge, Project Manager, Project Manager alternate, Project Architect/Designer at minimum) Section D.8 states to list key personnel who will used in performing this work. Section I.3.d) ii states to provide resumes of the person who will be the Program Manager and the first Alternate Program Manager. 3. Do you want a list of proposed consultants? If so should we include their resumes or experience as a team? Section D.9.1 states that sub-consultants need to be specifically identified. 4. Will resumes be included in the page count? Yes, if resumes are included they will count as part of the 20 pages. 5. I wanted to ask if you would be releasing an attendee list for last Friday's meeting? The sign in sheets are included in Amendment What is the plan for awarding the projects? Is it the District intent to award a maximum of one project per firm? If not, is there a limit to how many projects that could be awarded to one firm? Should we submit the same team or multiple teams? The District intends to award the design RFPs based on best value through the evaluation process. The District has no preconceived mindset to award contracts to one firm or separate firms. All RFPs will be evaluated independently. 7. Do you expect a cover letter for each Proposal? If so, would it be in addition to the Executive Summary? Or is the Executive Summary intended to take the place of a traditional cover letter? Are cover letters and/or Executive Summaries counted toward the 20 page limit? Section I.3.a states that an Executive Summary page be included. A separate cover letter can be included or it can be a part of the executive summary. Pages that make up the Executive Summary and / or Cover Letter will count as part of the 20 pages. 8. Your Scope of Work as identified in Article B.9, items B.9.1 through B.9.8, clearly outlines consultant responsibilities in that phase. The RFP also outlines professional services during bidding and postconstruction. The Pricing Schedules do not provide a line for our fees during these phases. Are we to assume, fees for those phases will be determined at a later date? New Pricing Schedules have been included in Amendment 01 and include line items for Solicitation Phase, Construction Phase, and Post Construction Phase. 9. My question is specifically for Douglass Valley Elementary School but may apply to all the schools. Can you provide us with the overall square footage of the building? Current records show Douglass Valley Elementary School to be approximately 44,000 SF. RFP 18-KG-0725(BF) DVES 1

4 10. You mentioned the mastic in the ceiling tile is asbestos containing. Do you know if any of the sealant for the windows inside and out contains asbestos, too? It is not known at this time if the sealant for the windows contains asbestos. 11. Can existing drawings of the building be made available to the various consultants? Regarding existing drawings, those firms with drawings of the school building from prior projects have an advantage since actual areas involved, the systems impacted, etc. can be more precisely determined. Providing existing drawings of the buildings would help level the playing field for every firm wanting to submit a proposal. Existing drawings will only be provided to the firm that is awarded a contract. The proposals will be evaluated on the evaluation criteria noted in the RFP. 12. Can D20 provide the areas (square footage) involved with the renovations, additions, etc.? This information would be helpful and to supplement the dollar amounts listed for the scope of work descriptions in determining the effort of work required for each portion of the project. The square footages involved with renovations, additions, etc. will be determined during design. The project must remain within the noted budgets. 13. The project solicitation phase, construction phase, and post construction phase do not have a line item on the Pricing Schedule in Section F. Should the fee for these phases be included in the proposal Pricing Schedule, or will these be negotiated later?? New Pricing Schedules have been included in Amendment 01 and include line items for Solicitation Phase, Construction Phase, and Post Construction Phase. 14. Do sub-consultants need to be identified in the proposal per Section D.9.1.? Section D.9.1 states that subconsultants need to be specifically identified. 15. Refer to Section B.7.7 regarding general contractors for pre-construction services. Should the AE team include in their proposed fees the time and effort required for pricing/producing the project budget (probable cost of construction), or will this be the responsibility of the general contractor as part of their pre-construction services?? The District s intent is to solicit an RFP to bring on a general contractor to provide pre-construction services during the design phase. As a part of the general contractor s preconstruction services, we will require them to provide construction cost estimates. Until the general contractor is hired, the design firm will be required to provide pricing / probable cost of construction. This shall be included in the design fee at this time. 16. Will any design work be required for the Fairness Formula items? Is the AE team s responsibility limited to expanding the scope of each item and providing a probable cost of construction for each item? Not at this time. The District is asking for a fee to assist in defining the scope of work for each fairness formula item and a probable cost of construction for each item and to provide your professional option on whether each fairness formula item will require design or just a written scope of work. If the District decides to proceed with any fairness formula items that require design then the District will ask for a fee proposal. 17. Refer to Section I.6.b) regarding the Solicitation and Award Cover Page ; is this cover page provided by the consultant or by the District? A new page, titled Receipt of Amendment Certification will be included in Amendment 01. This new sheet will take the place of the Solicitation and Award Cover Page mention in Section I.6.b). This page will not count in the 20 page limit. RFP 18-KG-0725(BF) DVES 2

5 18. Refer to Section B.3.3.d regarding life cycle costs and return on investment ; will a complete life cycle cost analysis be required? If not, then what level of life cycle costing is anticipated and required? The District is wanting a life cycle cost analysis that correlates with ASHRE standards (life of equipment in each proposed system vs. the cost to install that system) so it can make a more informed decision on the type of air conditioning system to have designed and installed. 19. Has the entry remodel budget been determined? If so, can the budget be provided by the District to the potential consultant? The District budgeted approximately $2,200,000 to design and construct controlled entry remodels at 13 elementary schools. There was not a specific budget for each school. 20. Are the budget numbers, including base scope items on your B.3 scope lists all inclusive (project) numbers? All budgets listed will be all inclusive to include design fees, construction costs, materials testing, surveys, asbestos abatement cost, commissioning, furnishings, and all other cost for a complete project. 21. Do the cover,table of contents and cover letter count in the total page count of 20? The cover and individual tabs will not count as a part of the 20 pages. A cover letter would count as part of the 20 pages. 22. Can an 11x17 page be used in the proposal, if so, would it count as 1 or two pages? All pages are to be 8 ½ x Please clarify if resumes are to be limited to program (project) manager and and alternate project manager Section D.8 states to list key personnel who will used in performing this work. Section I.3.d) ii states to provide resumes of the person who will be the Program Manager and the first Alternate Program Manager. 24. In the general conditions, are Consultant, Contractor, Vendor, and Provider all referring to the design professional? Section E.1.2 states: CONTRACTOR The term Contractor shall be construed to mean the consultant, vendor, supplier, firm, partnership, or Individual Party contracting with the District to provide product or services to the District. 25. Does the 20-page limit include covers and tabs? The cover and individual tabs will not count as a part of the 20 pages. 26. Is a sub-consultant list needed? (Section D.8) Section D.9.1 states that sub-consultants need to be specifically identified. 27. Confirm whose resumes to provide just architecture? (Section I.3.d.ii) Section I.3.d) ii states to provide resumes of the person who will be the Program Manager and the first Alternate Program Manager. 28. Confirm preferred format/layout follow Section I.3 Criteria? Should Section J information be included under I.3. sections? The proposal should follow the format described in Section I and address information pertaining to Section J. RFP 18-KG-0725(BF) DVES 3

6 29. Regarding the 20 page limit, is this inclusive of all the pages and sections mentioned for the RFP response? Specifically, does this page limit include the Executive Summary and other content in I.3, as well as the pricing response (Criteria C) and criteria listed in Award Eligibility (Criteria D)? All of the required pages from the RFP document will not count as part of the 20 pages with the exception of the Executive Summary which will count as part of the 20 pages. 30. Per Section I.2.1 is the request that proposals be delivered in an electronic means (i.e. thumbdrive) to the physical address and also ed to Kris Garnhart, or just ed? Proposal to be submitted in electronic form and ed to: Kris Garnhart, Director for Building Fund Contracting and Procurement, 31. Is the district amenable to awarding more than 1 project to any one firm? The District intends to award the design RFPs based on best value through the evaluation process. The District has no preconceived mindset to award contract to one firm or spate firms. All RFPs will be evaluated independently. 32. If the budgets listed are total project cost, what is the assumed construction cost per square foot that the District is using to calculate these? The assumed construction cost per square foot will be determined during design. All budgets listed will be all inclusive to include design fees, construction costs, materials testing, surveys, asbestos abatement cost, commissioning, furnishings, and all other cost for a complete project. 33. Will projects be permitted through Pikes Peak Regional or through the State? Currently, the District intends to have the contractor obtain a building permit from Pikes Peak Regional Building Department. The District does have the choice to obtain a building permit from the Colorado Division of Fire and Safety if it so desires. 34. Does the Cover Letter count in the 20 page total? Section I.3.a states that an Executive Summary page be included. A separate cover letter can be included or it can be a part of the executive summary. Pages that make up the Executive Summary and / or Cover Letter will count as part of the 20 pages. 35. Do covers or tabs count in the 20 page total? The cover and individual tabs will not count as a part of the 20 pages. 36. Does Section G count in the 20 page total? No. All of the required pages from the RFP document will not count as part of the 20 pages. 37. Are only AE firms holding current Academy SD20 On-Call Professional Services contract permitted to submit proposals? No. This RFP is available to all firms. 38. Does the record drawing as-built set contain any description of building code summary information? No. The original drawings were dated 1958 and there was no building code summary included. 39. What is the existing roofing main building and entry canopy structure - and what is the age? Portions are modified bitumen and portions are built-up roofing with gravel. The majority of the roofing was installed in RFP 18-KG-0725(BF) DVES 4

7 40. Confirm/clarify all hazards testing performed to date. Refer to information in table below: 41. Does the District have sole source manufacturers and specifications that we need to integrate into the project (e.g. window systems, finishes)? This will be determined during design. 42. Does the District have specific vendors and/or suppliers that we will coordinate with? This will be determined during design. 43. Do the USAFA Design Standards last published April 2011 apply to the planned renovations at Douglass Valley Elementary School? The USAFA Designs Standards would probably not apply to renovations at Douglass Valley Elementary School with the exception that the USAFA will need to approve any exterior items that may have cosmetic and /or aesthetic impacts on the exterior. 44. What is involved in the Design Review process with the USAFA and how long is the process? Does it occur during schematic and/or design development phases or beyond? We are not sure at this time but we are currently looking into it. RFP 18-KG-0725(BF) DVES 5

8 45. Are there plans to make formal presentations to the general public, outside of specific client user groups? If so, how many? There are currently no plans for the design firm to make formal presentations ot the general public. 46. Please confirm who submits the construction documents to AHJ. The District or the General Contractor will submit construction documents to the AHJ. 47. Will Pikes Peak Regional Building Department be the jurisdiction of authority for mechanical and general construction for projects at USAF Academy base (with plumbing and electrical still reviewed by the state)? The governing authority for public school districts in Colorado is the Division of Fire and Safety. They have delegated authority to Pikes Peak Regional Building Department if the District desires to utilize them in lieu of the Division of Fire and Safety. The District intends to have the general contractor obtain a building permit through Pikes Peak Regional Building Department which will adhere to the current code requirements that Division of Fire and Safety has dictated public school district must follow. Plumbing and Electrical permits will need to be obtained through the State Plumbing and Electrical Boards. RFP 18-KG-0725(BF) DVES 6

9 RECEIPT OF AMENDMENTS CERTIFICATION Title: RFP 18-KG-0725(BF) Professional Design Services for Douglass Valley Elementary School The Offeror shall acknowledge all amendments to this solicitation, and complete the following information with the submission of the proposal. Acknowledgements of amendment(s): Amendment Number Date Received Intials By: Manual Signature of Agent Date:

10 F. SECTION F -- OFFEROR S PRICING SHEET F.1 PRICING SCHEDULE A & E Services for: Pricing / Fee Schematic Design Report Fee for Controlled Entrance $ Schematic Design Report Fee to add Air Conditioning $ Schematic Design Report Fee to replace exterior windows $ Design Development Fee for Controlled Entrance $ Design Development Fee to add Air Conditioning $ Design Development Fee to replace exterior windows $ Construction Documents Fee for Controlled Entrance $ Construction Documents Fee to add Air Conditioning $ Construction Documents Fee to replace exterior windows $ Solicitation Phase Fee for Controlled Entrance $ Solicitation Phase Fee to add Air Conditioning $ Solicitation Phase Fee to replace exterior windows $ Construction Phase Fee for Controlled Entrance $ Construction Phase Fee to add Air Conditioning $ Construction Phase Fee to replace exterior windows $ Post-Construction Phase Fee for Controlled Entrance $ Post-Construction Phase Fee to add Air Conditioning $ Post-Construction Phase Fee to replace exterior windows $ Fee for assisting in defining the scope of work for all Fairness Formula items with cost estimates $

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