City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490 Fax: 786-394-4002 November 18, 2009 RE: ADDENDUM NO. 5 TO REQUEST FOR QUALIFICATIONS No. 01-09-10 FOR PROFESSIONAL ARCHITECTURAL, LANDSCAPE ARCHITECTURE, PLANNING & URBAN DESIGN AND ENGINEERING SERVICES IN VARIOUS PROFESSIONAL SPECIALTIES ON AN AS-NEEDED BASIS, FOR PROJECTS IN WHICH THE BASIC CONSTRUCTION COST DOES NOT EXCEED $ 2 MILLION OR FOR STUDY ACTIVITIES WHEN THE FEE FOR SUCH PROFESSIONAL SERVICES DOES NOT EXCEED $ 200,000. In response to questions and requests for additional information received by prospective Proposers and the Administration s additional review of the requirements set forth in the RFQ, the RFQ, have been amended as follow: I. The deadline for receipt of proposals and Client Performance Evaluation Surveys is December 1, 2009 at 3:00 p.m. Questions and Answers Q#1: Addendum No.3 Q#19 stated: Since a minimum of ten projects, which demonstrates the Team s experience, are required for each specialized category as stated on page 6 of the RFQ document, does this mean that a firm pursuing all 9 specialized categories (Architecture General, Landscape Architecture, Planning & Urban Design; Engineering Civil, Electrical, Environmental/Coastal, Mechanical, Structural; Land Surveying) will be submitting a minimum of 90 projects that demonstrated the Team s experience? Addendum No.3 A#19: No. Ten (10) in total. Out team consists of a prime firm and 6 subs bringing different categories. Do we show 10 projects for prime and each sub? or do we show a total of 10 projects between the prime and subs all together? RE: 3. Previous Similar Projects: pg 13 of RFQ? A#1 Ten (10) in total. The ten may belong to the prime or a combination of the prime and the sub-consultants. 1 of 5
Q#2: Do we have to include in the proposal: Professional Licenses for the prime firm? Professional Licenses for each sub? Professional Licenses for all individuals included in the proposal both prime and subs eg. Architects and engineers licenses? If we do need to provide these where should we put these? A#2 Yes. Proposals must include Professional licenses of each proposed team member from the prime firm and sub-consultants. Proposers can include a specific section on their proposal for the licenses or proposers can include the licenses under the experience and qualification section of the prime or each sub-consultant. Q#3: A#3: Q#4: The revised Client Performance Evaluation Survey Form requires including the name of the Prime Firm of the team, if the firm is going as a sub-consultant. However, if the firm is submitting as sub-consultant for several teams and also as a prime, how can we fill out that section? Please advise. If proposer are sub-consultants to several Prime firms, proposers are to send separate Client Performance Evaluation Survey referencing each Prime Firm. In reviewing the Performance Evaluation Survey form you require from our clients, I have a couple of questions related to the bottom of page 2, you request the Dates of Services and the Dollar Amount for Services. 1. What happens if I have worked for one client on multiple projects? 2. Do the dates of services and the dollar amount for services refer to all of the projects lumped together, or each individual project separately? 3. If the request is for each individual project, then there should there be another line for Name of Project. A#4 Additional detailed comments can be attached to the Survey, if the client deems it necessary. However, the client can state multiple Projects and specify a dollar amount range to include all projects. Q#5: A#5: On page 15 of RFQ #01-09/10, the evaluation criteria includes 10 points scored based on the volume of work previously award each firm by the City of Miami Beach (Item H). Then, in Addendum No. 1, a question was raised about how far back the volume of work should be measured which was confirmed by the City to be 5 years. My question now is, should submitting firms provide this list as part of our response submittal, or will the City use its own records to evaluation the volume of work previously awarded? Each proposer must include as part of the proposal the list of project undertaken within the last five years, which will include the projects previously awarded by the City of Miami Beach. However, the City will review as well its internal records of work previously awarded to each proposer. 2 of 5
Q#5: May we submit team resumes that are clearly formatted and provide all requested information but that are not in SF 330/254/255 format? Please confirm. A#5: Yes, Excel or MS Word. Q#6: For recent, current, and projected workloads of the firm, please confirm that a bar chart showing our project team s (prime and subs) availability is acceptable to fulfill this requirement. A#6: Yes. Q#7: In regards the Insurance Checklist, please clarify whether items already marked XXX are mandatory. Also, are unmarked items (4 and 6) non-mandatory? If so, would they become mandatory at a certain point within the RFQ timetable, for instance, once the Responses have been shortlisted by the City? I believe some items do not apply to Consulting firms but only to Contractors, but I would appreciate if you confirmed this. A#7: All items marked XXX are mandatory. Items that are not marked XXX are not be required for this RFQ. Q#8: Is the Insurance Checklist the only required document to be submitted with the Response? Are other documents requires at this point to prove the Company s ability to meet the RFQ financial requirements? A#8: Q#9: Only the Insurance Checklist is required to be submitted with your proposal. However, all insurance certificates will be required before contract execution. I have been in business as such, less than a year, so based on the new requirements issued in Addendum 1, I cannot participate in any way. This is of course disappointing for me and means the City would be missing a (I like to think) potentially beneficial opportunity to take advantage of my 22 years of good experience, the vast majority of which is in public sector projects. So here s a question: Would the City reconsider the 3 years minimum rule for the business entity if the entity is not a team leader and is not being used to solely qualify the team for a particular discipline (e.g., a special consultant in architecture or landscape architecture serving on a team that already has a qualified architecture or landscape architecture firm)? A#9: The three (3) year minimum experience will apply to the business entity and the five (5) year will apply to the individual (i.e Architect, Engineer). Q#9 Under Section IV, Subsection 1.2 on page 13, the RFQ states that a SF-254/255 or SF-330 will suffice, but it is not mandatory. Is it okay for us to submit the required information in a different format (a table, etc.) in lieu of these standards forms? A#9: Yes, Excel or MS Word. 3 of 5
Q#10 Under Section IV, Page 13- No. 3 Previous Similar Projects- besides the Client Name, Address, Phone Number, and Email, does the City want to see our Name, Address, Phone Number, Fax Number and Email on each page? We are the architect prime. If not- please clarify what the City wants to see here. A#10: No. Q#11 Please accept this e-mail as a follow-up to our discussion regarding Item W (Prohibited Campaign Contributions by Vendors). I gave a small personal contribution to the campaign of Michael Gongora. The contribution was not representative of the company and I do not have any outstanding capital stock. Therefore, will this affect the firm s ability to respond to this RFQ as a sub-consultant or prime consultant? A#11: If the contribution was not made directly or indirectly on behalf of the business entity and you do not have a controlling financial interest as define below, then the firm is not in violation of the City s Vendor Campaign Ordinance. The prohibition applies to natural persons and to persons who hold a controlling financial interest in business entities. The definitions of vendor and controlling financial interest are as follows: Vendor means a person and/or entity that has been selected by the City as the successful bidder on a present or pending bid for goods, equipment or services, or has been approved by the City on a present or pending award for goods, equipment or services, prior to or upon execution of a contract, purchase order or standing order, direct payment or purchasing card payment. The term vendor shall not include those persons and/or entities who provide goods, equipment or services not exceeding $10,000.00 in a City of Miami Beach fiscal year wherein City commission action is not required. Controlling Financial Interest, means the ownership, directly or indirectly, of 10% or more of the outstanding capital stock in any corporation or a direct or indirect interest of 10% or more in a firm. Firm means a corporation, partnership, business trust or any legal entity other than a natural person. Q#12: In Addendum 3, Question #4 the City has responded that full pages resumes are required as well as 255 resumes. However, in Addendum 1, a question was raised asking if it was necessary to submit a 254/255 or 330, or can firms submit the same information in another format. The City responded yes, in Word or Excel. My question is, can you clarify whether or not we are required to submit a 254/255 or 330 as part of our submittal? We believe we can satisfy the information requirements without submitting a 254/255 or 330. I understood that we were not required to overlap information. But providing resumes separately is doing so, when they are in the 255 form. (A#5 of Add 3) 4 of 5
A#12: You are not required to submit SF Form 254/255 or SF Form 330, but you are required to provide us with the information contained on said forms (resumes and list of projects) regardless of the format. Proposers are reminded to please acknowledge receipt of this addendum as part of your RFQ submission. Potential proposers that have elected not to submit a response to the RFQ are requested to complete and return the Notice to Prospective Bidders questionnaire with the reason(s) for not submitting a proposal. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director 5 of 5