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1. Proposal Due Date and Time: Proposals are due August 26, 2019, 1:00 PM at the District Offices location at 425 Plumas Blvd, Yuba City, California 95991. Attention: David Willis Provide proposals in a sealed container with the identifying project and RFP number on the outside of the container. ALL proposals must be received by 1:00 PM. No exceptions. A public proposal opening will be held.
2. Proposer Evaluation Interviews for Top 2 or 3 Firms:
Monday, September 9th, 12:00 PM to 5:30 PM
Firms will be notified Friday, September 6th at 1pm if they will be invited to participate in the interview process.
Interview format:
A. Overview of the Firm, Project Team, Consultants, Project Approach, Experience on “Like” Projects. This could be in a MS PowerPoint presentation with bound copies of the presentation.
B. Answers to specific questions provided by the District on Friday, September 6th.C. Open Q & A DiscussionD. Concluding Remarks
3. Short List: Please see Addendum No. 1 for the Pre-Approved “Short List” of Firms. No other Firms will be allowed to participate in the process.
4. Clarification: Use the MS Word RFP version 1.1 document loaded on the District Purchasing Web page for a reference as the base document for this project.
5. Clarification:
Question: Page 7 of the RFP. The Proposal Sections are numbered, while the Sections from page 8 onwards are lettered sequence. We propose to use the numbered sequence to differentiate from the Lettered Sequencing of the Appendices. Please confirm that this is acceptable.”
Answer: Pages 1 through 7 have numbered sections. Pages 8 through 13 are Lettered sections under section 3.1. For example, 3.1.A, 3.1.B, 3.1.C, etc… Sorry for the confusion. Section 4 starts on the top of page 14.
6. Clarification:
Question: “Page 12.K. Fee Proposal, This page outlines the maximum fee percentage is 8%. Page 23, Appendix A: The same fee information is present, however, the maximum fee percentage is noted as 11%. (We assume that the 8% fee is correct as the 11% fee is typically relates to reconstruction projects only.) Please confirm which maximum % you are desiring the team to conform to.
Answer: Correct. Yes, please use the maximum fee to be 8% for Architectural Services per the JCAF 32 form for the project. The exact percentage may be a little less than 8%. Please verify.
Addendum No. 2RFP 19-01 Architectural Services: Woodland Community College, Performing Arts/Culinary Services,
New BuildingDate: 08/08/2019
7. Clarification:
Question: “Please issue a current JCAF-32 form so that our fee proposal can align with this. We understand that there are different % fee allowable for different tasks.”
Answer: The updated JCAF 32 form is in the RFP under Appendix “H”. It is also shown below:
8. Clarification:
Question: “We assume that the Fee Proposal can be left under Section 10 and not located in Appendix A? Please confirm.”
Answer: It is intended that the FEE PROPOSAL be located in Appendix A only.
9. Clarification:
Question: Appendix B – Detailed Description of Services Approach is this different form the information provided under Section 7 - Proposed Project Approach?
Answer: No. My error. Please include information in one location. Let’s use Appendix B for this information. Please just refer the section 7 tab to Appendix B. Sorry about that.
10. Clarification:
Question: Appendix D- Examples of “Like Projects”. Is this different from the information provided under Section 6 – Experience.
Answer: Yes. Section 6 is intended to be a broad overview/summary of the experience of the firm, team, and consultants with explanation on what projects the team has worked together on in the recent past. There is some natural overlap. Appendix D is more focused on specific “Performing Arts and Culinary Services” projects that the team has worked on, the roles of the team members, and why this team would be a “good fit” for this specific project.
11. Clarification:
Question: Should each section be tabbed by numerical values (as shown in the list on page 7) or tabbed alphabetically as shown on pages 8-12?
Answer: Please use the values shown in the table on page 7 for all proposal tabs.
12. Clarification:
Question: Which Fee Format do we go by? The one in Section K (page 12) or Appendix A (page 23)?
Answer: Use the following FEE FORMAT:
1. Preliminary Plans Fee: .
2. Working Drawings Fee: .
3. Construction Administration, Architecture and Engineering Fee:
.
4. Other Fees & Costs: .
5. Total Proposal Costs: .
Include a Schedule/List of Hourly Rates:
Provide a list of hourly rates for anticipated positions within the Architect’s organizational structure. Additional services shall be billed to the District at the Architect’s contracted hourly rates. Such rates shall include all labor, materials, overhead and profit (OH&P), and other direct and indirect costs.
13. Clarification:
Question: Are Design Development Drawings included in the Preliminary Plans phase of the project.
Answer: Yes, it is expected that the Design Development Drawings are included at an approximate 60% level of completion. A cost estimate that verifies the scope of work is in alignment or under the JCAF 32 budget is also required in the preliminary plan phase.
14. Clarification:
Question: How are scores determined if lower cost fees do score higher during the review and evaluation process?
Answer: Firms that provide fee structures aligned with the JCAF 32 form will receive the full score points. Firms that provide additional “other fees” and have a fee structure that is higher than the JCAF 32 form will score lower. Reimbursable Fees such as Travel and Reproduction fees should be included in the JCAF 32 form 8% fees. If they are not, then include them as a separate “other” fee. Include at a minimum, a 120 second virtual fly-over and through video rendering of the project in the Preliminary Plan phase that can be updated once the Working Drawings are completed. This video rendering will be used for many purposes include fund raising, Board meetings, and the management of expectations.
15. Clarification:
Question: Should we include sub-consulting fees for each phase of the project as mentioned in Appendix A fee Proposal (page 23)?
Answer: Yes. Line itemize what is included in-house and the sub-consulting fees with the sub-consultant listed.
16. Clarification:
Question: Section 4.0 Statement of Qualifications / Additional Information Requested (page 14) does not follow the alphabetical tabs of previous sections. How should this be addressed in our submission? Do we include the info after Section K Fee Proposal and tab it as Section L?
Answer: Use the following updated Proposal Table:
Proposal Section Format1. Cover Letter PDF2. Table of Contents PDF3. Identification of the Firm PDF4. Executive Summary PDF5. Section 3.1.E: Staffing Resources PDF6. Section 3.1.G: Experience: (Firm, Team Members, Professional Sub-
Consultants)PDF
7. Section 3.1.H: Proposed Project Approach8. Section 3.1.I: Technical Competence PDF9. Section 3.1 J: Fiscal Stability of Firm PDF10. Section 4.0: Statement of Qualifications/Additional Information Requested PDF
Appendices A. Fee Proposal:
1. Preliminary Plans Fee: .
2. Working Drawings Fee: .
3. Construction Administration, Architecture and Engineering Fee:
.
4. Other Fees & Costs: .
5. Total Proposal Costs: .
--List and include sub-consultants in the appropriate section with the appropriate value. Sub-Consultant fees are to be included in the Architectural Firms total Fee structure.
Include a Schedule/List of Hourly Rates:
Provide a list of hourly rates for anticipated positions within the Architect’s organizational structure. Additional services shall be billed to the District at the Architect’s contracted hourly rates. Such rates shall include all labor, materials, overhead and profit (OH&P), and other direct and indirect costs.
B. Detailed Description of Services Approach—Focus on “Like” Projects PDF
C. Other Areas of Concern PDFD. Examples of Previous “Like Projects” Architectural Planning and
Professional Services Work. Description of and examples of cost control, constructability, minimization of change order, traditional Design/Bid/Build deliverable method, and innovative Performing Arts and Culinary Services Projects with specific details. More information scores higher.
E. Critical Project Success Criteria: Specifically, what can the District/College expect regarding the following:
1. Project Cost: +/- % Within Budget2. Change Orders: +/- % After Award3. Schedule: Compared to State Milestone Dates in JCAF
32 Form.F. Contractor Construction Change Order Processing Procedure
Recommendations for the District to make timely changes, meet DSA requirements, provide a proper review and cost estimate of the changes, provide a qualify and performance review, and keep construction work moving forward without delays. Provide example forms.
G. Academic Calendar PDFH. Map of Woodland Community College Campus PDFI. Preliminary Planning Documents PDFJ. Non-Collusion Affidavit Form PDFK. References Form PDFL. Proposal Signature Form PDFM. Acknowledgement of Addendum Form PDFN. Firm W9 Form PDFO. Insurance Form PDFP. Licenses, Certifications, Documents Proving Qualifications by Team
MembersPDF
17. Clarification:
Question: Several items in the Appendices were provided in the RFQ. Should we provide them again? (Appendix C: Other Areas of Concern (page 26); Appendix J: Non-Collusion Affidavit Form (page 39); Appendix K References Form (page 40); Appendix N: Firm W9 Form (page 44); Appendix O: Insurance Form (page 45).
Answer: Yes, as a reference for the Project Team.
18. Clarification:
Question: Do we need to notarize Appendix L: Proposal Signature Form (page 41-42)?
Answer: Yes, the original copy only.
19. Clarification:
Question: Do we need to also provide documents for subs in Appendix P: Licenses, Certifications, and Documents Proving Qualifications by Team Members (page 46)?
Answer: Yes.
20. Clarification: Reference Documents from the State of California Community Colleges
Item No. 1: Letter dated July 17, 2019, described as: Yuba PPs Release ApprovalItem No. 2: Signed Form 14 D, described as: Yuba DF14D PPs Release (CCCI 6684)
Item No. 1:
Item No. 2:
21. Clarification:
Section 3.1.G.4:
Currently reads:
“Experience (References)Provide a description of at least Five (5) most relevant “Like” project services contracts that include either Performing Arts or Culinary Services features by the firm, preferably involving projects for California community colleges or four-year colleges and universities, within the last ten (10) years, to include:”
It is preferred that firms can provide relevant experience for BOTH Performing Arts AND Culinary Services projects. If it takes more than five (5) projects total to demonstrate this, provide up to a total of five (5) projects that Demonstrate Performing Arts and five (5) projects that demonstrate Culinary Services projects for a total of up to 10 projects. Some projects will demonstrate both Performing Arts and Culinary Services in the scope of work. If the Firm had five (5) projects that demonstrated both Performing Arts AND Culinary Services then this would suffice for the requested information. Firms may submit as many projects as they would like up to 20 projects. I suppose after 20 project, it just gets a bit much to review and evaluate. Colored pictures, information on budget vs. actual costs, initial schedule vs. actual schedule, change order percentage and costs, challenges that were overcome, and special features of each project would be helpful.
If a Firm just submits information on Performing Arts projects then, it would not be meeting this requirement. The same is true for Culinary Services.
22. Professional Services Schedule:
Please provide a Gant Chart that shows demonstrates the details of the services provided. Include the timeline milestones and the meetings that would be needed.
The College/District Project Team is preliminarily planning to be available to meet every Friday from 9am to 12:00 PM Noon once the project is awarded. These meetings should be in-person meetings as much as possible but could be Video Conference Calls during up to 50% of the meetings. We are open to your suggestions regarding the frequency of meetings.
The College/District would like to have at least one open Forum in the Preliminary Planning phase and one open Forum in the Working Drawings phase, which the Campus staff would be offered the opportunity to attend, see an initial update by the Architectural Firm, and ask questions regarding the scope of the project. Although we will certainly not promise that we will make all the suggested changes, we will certainly consider the items suggested and encourage engagement and support for the project.
The Preliminary Plans Phase is due to the State by the end of February. This means that it will need to be submitted to the District Board at the February 13th Board of Trustees meeting for approval. This also means that they will need to be presented to the Board Facilities Committee and Finance Committee on February 5th and be submitted to be on the agenda by January 29th. This is pretty tight.
Refer to the JCAF 32 and the approval letter from the State Chancellors Office for more information regarding the schedule.
It is expected that the Architectural Firm will facilitate the Project meetings and document decisions made, next decisions, and keep the Project Team moving forward in a collaborative and friendly manner. It is strongly recommended that the Project Guiding Principles and Owners Requirements be defined and prioritized early in the project planning work.
23. College / District Project Team:
3 District Board of Trustees Members5 District Representatives11 College Representatives
Once the project is designed, the College / District Project Team will be much smaller. Not everyone will be able to make it to all of the meetings.
The End.
