Master RFI List: March 22, 2013 Version # 1, 2 & 3 1. Can the City confirm the completion and occupancy dates for the Main Street Garage (February 2003?) and Transit Center Garage facilities? Main Street Garage was occupied in March 2003. The Transit Center was occupied beginning in June 2000. 2. Can the City provide copies of the architectural and engineering drawings and specifications approved for building permit? 3. Can the City provide copies of the As-Built architectural and engineering drawings and specifications 4. Does the City have Project Manuals for the two facilities, including equipment schedules and warranties, periodic maintenance recommendations, operating instructions and similar information that can be shared? There are hard copies of the O&M Manuals. 5. Does the City have records of maintenance and repairs performed at the two facilities for the past five years? 6. For longer periods or since facility was accepted by the City? For some period beyond 5 years. 7. Has the City or any of its retail, restaurant or municipal tenants ever been the subject of a complaint or legal action involving architectural barriers or other instances of allegations of disabled accessibility noncompliance?
To our knowledge and that of The City of San Mateo, we do not know of any complaint or legal action involving architectural barriers or other instances of allegations of disabled accessibility non-compliance. 8. Does the City have any documentation establishing the presence of lead based paint or asbestos containing building materials either as part of the original construction of core and shell and interior improvements or subsequent remodeling, maintenance and repairs? From the documents, the original construction did not have lead based paint or asbestos containing materials. The City of San Mateo could not find any records for subsequent tenant improvements, but based on the years for the construction, these materials were not in use in the industry. 9. Does the City have any documentation establishing the presence of chlorinated fluorocarbons, chlorinated hydro fluorocarbons or other suspected ozone-depleting refrigerants in any of the mechanical systems and equipment presently installed at the two facilities? Main Street Garage: There are six condensing units on the second level over the storefronts; and two dedicated condensing units for Cold Stone s refrigerator. Transit Center: There are 2 package units on the roof over the office space area. These are all newer units so there are no chlorinate fluorocarbons or other suspected ozone depleting refrigerants. 10. Does the City have any documentation about building code violations, unsafe conditions or similar instances of regulatory non-compliance at either of the two facilities? No code violations for the cold shell construction of the buildings. 11. For the 2013-2014 Annual Operating Budgets, can you identify what specific scope of work the $144,678 in capital expenditures is budgeted for? Not as this time. 12. For the 2013-2014 Annual Operating Budgets, can you identify what portion of the $654,622 operating budget is allocated for preventative maintenance such as window refurbishment, paving striping and sealing, mechanical equipment maintenance, etc.? Not as this time. 13. Is the City considering a sale-leaseback of either of the two facilities? Is the Facility Assessment Report intended to support the evaluation of an asset sale to an outside party? The City is not considering or contemplating any such sale. 14. Please confirm that the Scope of Work requires conformance with ASTM E2018-08 (attached for your reference). Conformance with ASTM E2018-08 is NOT required. 15. What is the overall square footage of both facilities?
The Main Street Garage and the Transit Center contain approximately 10,000 square feet of ground floor retail and restaurant space. The Main Street Garage has approximately 82 parking spaces below grade (2 levels) and approximately 251 parking spaces on 4 above grade levels. The Transit Center has approximately 165 parking spaces below grade (1 level) and approximately 57 spaces at street level. 16. Please confirm that the proposal shall submit an Approach to clearly define the level of effort, means and method that they intend to take to complete the comprehensive condition assessment. This will aide in comparing the submitted proposals Confirmed. 17. Please confirm your acceptance to include a sample report from a prior similar project in an Appendix. We would accept and encourage a sample of previous work completed for a similar project. 18. What is the breakdown of square footage between the two sites/buildings? Main Street Garage has approximately 3,500 sq. ft. of retail/office space + 82 parking stalls below grade and 251 parking stalls above grade on 4 levels. The Transit Center has approximately 6,570 sq. ft. of retail/office space + 165 parking stalls below grade and 82 parking stalls at street level. 19. What kind of documents will be made available for review, (e.g., previous FCA s, seismic studies, geotech reports, ADA studies, plans/as-builts, etc.) Permitted Construction Plans only. 20. What is the term of the assessment? The City is interested in identifying short term and intermediate needs. 21. Is an IR and 10-year term adequate? 22. Will the selected consultant be required to follow a specific report format? No 23. We assume a single report would be prepared incorporating both sites can you please confirm this? A single report incorporating both properties and all structures would be sufficient. 24. Is there a specific list of systems to be assessed as part of the FCA (i.e., paving, parking, landscaping, irrigation, topography, drainage, site amenities, etc.)? Please refer to Section IV, Items 1 11. 25. Is a seismic risk assessment required (i.e., determining probable seismic performance per Seismic Evaluation of Existing Buildings - ASCE 2003 and to assess the global performance of the existing lateral load resisting systems of buildings)?
26. Under Section IV. Deliverables, item 3. of the RFP: Please clarify the reference to signage. Is this related to ADA signage or general interior directional signage? Is tenant signage included? the signage assessment should include ADA, code signage (exit signs, fire extinguisher signs, etc.) as well as traffic and interior directional signage. 27. Under Section IV. Deliverables, item 9. of the RFP: Please clarify security. Is this related to hardwired building security systems; i.e., cameras, motion sensors, etc.? Security assessment should also include an evaluation of dead end paths, unlit corners, security breach areas such as locations where trespassers can enter, climb or hide. 28. Does this exclude police and/or volunteer patrols? Yes, these police and volunteer patrols are excluded. 29. Under Section IV. Deliverables, item 10. of the RFP: Please clarify Traffic Safety. Is this limited to vehicle access to and from the properties and interior traffic circulation, traffic control systems or measures? Does this include pedestrian traffic flow and access? We assume the City is not asking for a full traffic study. Correct. The City is not asking and does not want a full traffic study. 30. Will the selected firm or partnership for this facility condition assessment be precluded from submitted on a future RFP for design and construction administration services? 31. Does the City or Capital Realty Group anticipate creating a pre-selected list of consultants based on this RFP for future, similar assessments and studies of buildings in the City s real estate portfolio? No pre-selected list of consultants will be created. It will be an open process available to all who may want to participate. 32. What problems are occurring relative to Traffic Safety? There have not been any problems to date but we would like to know what we can do to enhance Traffic Safety for pedestrians as well as vehicles. 33. Should the FCA concern surface driveways, surface parking, sidewalks, parking meters, site lighting, etc.? Please refer to Question 24 on the Master RFI List. 34. What problems are occurring relative to physical security? There have not been any major physical security problems. That being said, the City wants to be proactive in enhancing security conditions within their facilities. 35. Since existing conditions lack cameras or a security station, what security measures should be evaluated? The City wants the proposal to include what the firm believes will be an integrated system that provides a high level of security.
36. What relationships exist between the City of San Mateo and CAL-TRAIN which might have bearing on security? The San Mateo Police patrol the area. Currently CalTrain provides their own security for special events only. On maintenance? CalTrain is responsible for maintenance of their tracks and up to 10 from the edge of the platform. The City maintains the Transit Center. 37. Since the police substation is vacant, what is the current status of security patrols on these premises? The police substation has moved to the larger space at 380 1 st Avenue from 360 1 st Avenue. With this move the police have a greater presence in the area. 38. For cost estimating purposes, we would like to include a general contractor specializing in repair and restoration work as part of our team. We believe that this level of pricing will be more accurate but want to provide an incentive to the contractors to participate on the project. Is the corrective work identified as part of the selected consulting team s work product (e.g. identifying and mitigating pathways for moisture intrusion) subject to bidding under the jurisdiction of the City of San Mateo Department of Public Works? The RFP requests identification and the estimated cost to mitigate all identified issues. When a firm submits their proposal the proposed corrective solution would be subject to competitive bidding. 39. Is the Department of Public Works considering awarding an on-call contract with unit pricing and similar cost controls in place to a service and repair contractor for performing this sort of asset preservation and incremental repair work? The City of San Mateo has not yet determined the contracting method for asset preservation and incremental repair work. 40. May we get a copy of the attendee list for everyone that attended the site visit? The attendee list is posted on the City of San Mateo s website. 41. When asking for a Fee Schedule are you referring to our hourly rates or are you asking for a break down for each service? The fee schedule should include separate fees for each of the listed deliverables in IV. DELIVERABLES as well as each of the consultants proposed personnel s hourly rate.