On Call Urban Planning and Design RFP Project #: 2184 / Contract # TBD Questions & Answers April 11 th, 2019 In connection with the RFP relating to the On Call Urban Planning and Design released by NYCEDC on March 4 th, 2019, the questions from potential Respondents and answers provided by NYCEDC are below. General Questions 1. Q: For the 2020 2022 contract period what types of projects or locations do they envision being the priority or focus of this On Call? A: All projects will be located within the NYC Boroughs. As examples, see the projects presented in the Pre Proposal presentation which can be found on the RFP page: https://www.nycedc.com/opportunity/call urban planning and design services. Other projects will include and focus on the Services outlined in Exhibit 6 (Contract Draft), Appendix B (Scope of Services). 2. Q: Can you provide a percentage mix of the type of scopes that NYCEDC commissions in a 12 month period? Understanding that many projects will encompass a range of services, is it possible to give some indicative guidance of the mix? What s the balance of urban design vs market analysis vs. pure creative production (renderings and visuals)? Can you break down the last 2 years of projects by type? A: A majority of the projects encompass a range of services, vs solely pure production or market analysis. However, it is difficult to predict the exact makeup of future Scopes since they will depend on our project pipeline which varies from year to year. 3. Q: We noted that all the incumbent On Call teams are led by architectural firms. Is your preference for architectural firms to prime the next cycle? A: EDC has no preference and will evaluate responses in accordance with the selection criteria set forth in Part I, Section 2.2.8 of the RFP. 4. Q: What types of projects are anticipated and will be available through this contract? A: Please see the Services outlined in Exhibit 6 (Contract Draft), Appendix B (Scope of Services). 5. Q: Can the winners from the last cycle apply again? A: Yes, they can apply again.
6. Q: Who were the previously selected firms? A: Gensler, WXY Architecture + Urban Design, Beyer Blinder Belle Architects & Planners LLP., Perkins Eastman and FXCollaborative Architects LLP.. 7. Q: How many firms will EDC select? A: This will depend on the quantity and quality of the applicants. 8. Q: How many Mini RFPs does EDC anticipate issuing per year? A: Release of Mini RFPs to selected Consultants will be dependent on project pipeline and needs at that time. For reference, the previous contracts were for a 4 year term and approximately 40 projects in the aggregate were assigned to all the On Call Consultants, with an average of 8 to each during that 4 year term. Team Related Questions 9. Q: How is a typical project team structured on the City side (e.g. mix of EDC staff & team members vs team members from other agencies.)? Who typically plays the lead role from a project management standpoint? Who is our day to day point person for the relationship? A: The lead role and your day to day point person will be an EDC project manager. The typical project team is a mix of EDC staff; some projects also include other agencies. 10. Q: Can two Primes feature the same sub? A: Yes. 11. Q: For newer and emerging disciplines, is there interest in creating a team that specializes in that area? A: We are looking for Consultant Teams capable of and experienced in providing all the Services necessary for the complete performance of the Contract. 12. Q: If you have a small to medium sized team, can you cover just a few of the disciplines, and add team members later? A: You may add team members later, however the Respondent, if selected, will be expected to use substantially the same personnel and subcontractors described in the proposal to perform the Services. And 20% of the selection criteria will be based on the quality of the respondents Consultant Team including (without limitation) the educational and experiential background of the Consultant Team s members. 13. Q: If smaller teams submit qualifications, will they have the same opportunities as the larger teams? A: Yes.
14. Q: Is EDC looking for Consultants to submit comprehensive proposals with teams that encompass all disciplines, or are you looking for smaller specialist team submissions that might be non urban planning firms? A: It is anticipated that the selected Primes will lead a Consultant Team that is capable of and experienced in providing all the Services necessary for the complete performance of the Contract. The Services are outlined in Exhibit 6 (Contract Draft), Appendix B (Scope of Services). We also encourage firms of all sizes, specialty and capacity to apply to EDC s Vendors List at https://www.nycedc.com/opportunities/vendors list. NYCEDC continuously seeks to identify reputable and qualified construction and consulting firms to assist with a variety of economic development projects and initiatives throughout New York City. This Vendors List is used to notify companies of potential contracting opportunities in various fields, trades and specialties. By having your company added to the Vendors List, you will receive notification of upcoming contracting opportunities in your field(s) of expertise as they become available. 15. Q: Are firms allowed to apply as Prime and subprime? A: Yes. However, if you are selected as a Prime you will be unable to work as a subcontractor for another Prime selected for this RFP and vice versa. 16. Q: Where can we find a list of interested firms for primes and subconsultants? Our agency was interested in learning how we can work with the consultant teams that are interested in this RFP. Is there a list that would be made available after RFP proposals are submitted? A: You can find the March 14 th Pre Proposal PowerPoint presentation which includes the M/WBE requirements, selection criteria slides, meeting sign in sheets, interested subcontractors and suppliers, the RFP Addendums and a link to download the RFP posted on the NYCEDC RFP page here: https://www.nycedc.com/opportunity/callurban planning and design services. M/WBE 17. Q: Can NYCEDC provide an electronic version of the M/WBE Narrative Form provided in Exhibit 4? A: An electronic form can be found on NYCEDC s website under the Vendor s Resources page found here: https://www.nycedc.com/resources/vendor resources.
18. Q: The RFP states that the M/WBE Participation Goal is 25 35%. Please explain how the percentage response (i.e. 25% 35%) will be scored for each Consultant Team. How much of the score for this portion depends on the stated percentage that the firm is committing to vs. the plan for engaging M/WBE partners? A: The goals are ranked relative to each other. As this is a Retainer Contract with unknown upcoming projects, the ability of the Consultant to engage M/WBEs for future work is important and will be weighted accordingly. 19. Q: How does one document M/WBE percentages for task orders when tasks are unknown and fee schedule is only hourly? A: M/WBE percentages will depend on the size and scope of future Mini RFPs and will be included in the proposals submitted for the specific Mini RFP the selected Consultant is responding to. 20. Q: If the Prime Respondent is registered as a M/WBE with the State but not the City, does their certification count towards the Participation Goal? A: No, firms must be city certified (or at least have their application pending) in order to count towards the goal. 21. Q: On the M/WBE Narrative Form in Section 1.4, Exhibit 4, please confirm that Respondents do not respond to Letter B. A: Confirmed. 22. Q: Are the project calculations and award amounts for the Subcontractors Participation Plan and Intent to Perform forms shown in Exhibit 4 4, 4 5 and 4 6 (RFP) required? A: The responses for this RFP requires only the Narrative Form shown in Exhibit 4 2 and 4 3 (RFP). Only after a Consultant has been selected for the On Call Contract will the Subcontractors Participation Plan and Intent to Perform forms shown in Exhibit 4 4, 4 5 and 4 6 (RFP) be required and only when the Consultant is submitting a proposal to a Mini RFP. 23. Q: On page 10, section 4.3.4 of the RFP, it reads, A Respondent may not subcontract more than 50% of the total value of the Contract unless it is working under a retainer contract or a construction management contract. Presumably this would indicate that the Prime Respondent should be able to handle at least 50% of the work anticipated under a typical task order in house, with the balance subcontracted to other members of the proposed Consultant Team, or other consultants added for the specific task order. Is this correct? This seems to contradict Addendum #2 which states, NYCEDC welcomes firms of all levels of capacity and different specialties to apply to the RFP as a Prime Consultant A: This RFP is for a Retainer Contract so the above does not apply.
24. Q: Will even more robust M/WBE networking opportunities be available in the future? A: EDC will determine if this is a necessity in the future. 25. Q: Do M/WBE goals apply for smaller firms that work on just one task? A: M/WBE goals apply to the Contract as a whole. 26. Q: If the Prime Consultant is M/WBE how does that effect the way the M/WBE Subcontractors Participation Plan is filled out? A: The response for this RFP requires a narrative form shown in Exhibit 4 2 (RFP). At a later stage after Consultants are selected, if the Prime is an M/WBE they will indicate that on the Subcontractors Participation Plan shown in Exhibit 4 4 and 4 5 (RFP) when responding to a Mini RFP. 27. Q: In the interest of meeting EDC's M/WBE participation goals for this contract, can proposing firms (and/or their subconsultants) have their NYC M/WBE Certification pending at the time of submitting proposals or do they need to be certified prior to responding? A: Yes, a firm s NYC M/WBE Certification can be pending but will be required to provide their proof of submission when the RFP proposal is submitted. Procurement 28. Q: Is there a limit to the number of project samples that you would like to receive from the Prime and subcontractors? A: There is no limit. 29. Q: Please confirm that there is no page limit. A: There is no page limit. 30. Q: If a team submits as a Joint Venture, the RFP notes that the team must include a copy of the Joint Venture agreement; to clarify, must the JV agreement be completed in its entirety and executed by both parties, or is a letter expressing an intent to form a JV sufficient at this RFP stage? A: A Respondent team intending to submit as a Joint Venture may submit a Letter of Intent in its proposal. However, the Joint Venture must be in effect (i.e. the Joint Venture agreement must be completed in its entirety and executed) by the time of contract award, which NYCEDC expects to complete around mid to late September.
31. Q: Please clarify what you mean by only proposals from Principals and authorized officers will be considered responsive in 7.11. A: Part II, Section 7.11 (RFP) requires Proposals from Principals. Principals are defined in Section III of Exhibit 6 (Contract Draft), Appendix A (Definitions) as the Consultant s most senior officer of the Consultant s staff responsible for the performance of the Services. 32. Q: Can you confirm that Consultants proposing to provide design services do not need to fill out the Real Property version of the Doing Business Data Form and only fill out the standard Doing Business Data Form? A: Only the standard Doing Business Data Form is required. 33. Q: Are Doing Business Data Forms as required in Section 1.3, Exhibit 3 required of all team members or just the Respondent? A: Only the Respondent is required to submit the Doing Business Data Form. 34. Q: What is the relevance of construction management services to this On Call? A: As part of the overall delivery of the Services associated with the Contract, from time to time, it is possible that EDC may seek construction management consultant support relating to constructability and cost estimating. 35. Q: If awarded a contract, are Consultants able to decline submitting project proposals as needed? And if awarded a project under this Contract, can consultants decline projects as needed? A: Selected Consultants can decline to submit a proposal for a Mini RFP, but we strongly encourage all selected consultants to apply to all competitive Mini RFP s. And we strongly discourage selected Consultants to submit proposals to any projects they may need to decline after the project award has been issued. 36. Q: Please provide any certification requirements for the conflict resolution and mediation scope listed in Section III of Exhibit 6 (Contract Draft), Appendix B (Scope of Services) under Public Facilitation and Engagement. A: We do not mandate specific certifications for this Scope. We would like to understand past experience, including relevant education and professional qualifications, that demonstrates ability to fulfill the intent of this Scope. 37. Q: Can you confirm that Part III, Section 1.1.2 on page 21 ( Respondent s Outside Funding Certifications ) is not applicable to this RFP? A: This is not applicable to this RFP.
38. Q: Are the Contract terms negotiable? In particular, the terms that we would like to propose modification to are: a. No limitation of liability or waiver of consequential damages b. Non negligence based indemnity (which is uninsurable) c. Right to terminate for non payment. A: Those terms are part of NYCEDC s standard consulting contract and are not negotiable. 39. Q: Can firms apply to RFP covering all tasks, or just some? A: All RFP responses should clearly demonstrate that the Consultant Team, inclusive of Primes and subconsultants, is capable of and experienced in providing all the Services necessary for the complete performance of the Contract. The Services are outlined in Section III of Exhibit 6 (Contract Draft), Appendix B (Scope of Services). 40. Q: For projects that go on to build works in other (EDC?) contracts, will they be excluded from bidding on the building? A: Consultants will not be excluded from bidding on other EDC contracts. 41. Q: If a Prime or subconsultant works on planning for a project, would they be precluded from working on the later stages of that project or other future projects? A: No. 42. Q: As a Canadian firm based in Toronto, Ontario, would we be eligible to submit a response for this RFP? We have previously worked on projects in New York State and across the country, but do not have an office in the United States. We ve reviewed the RFP but have not found a definitive answer. A: No, Respondents are not required to be headquartered in New York City or New York State. However, NYCEDC requires that Selected Respondents be registered to do business in the State of New York. Envelope Submission 43. Q: Are the requirements set forth in Part III, Section 1.1.5 (RFP) for Envelope #1, Proposal for Consultant Services for On Call Urban Planning and Design Services being requested from the Prime Consultant only, or does it also include all members of the subconsultant teams? A: The requirements set forth in Part III, Section 1.1.5 (RFP) for Envelope #1, Proposal for Consultant Services for On Call Urban Planning and Design Services is being requested for all staff members, encompassing staff from both the Prime and subconsultant teams. More specifically all personnel that will be providing the Services outlined in Section III of Exhibit 6 (Contract Draft), Appendix B (Scope of Services).
44. Q: The RFP states that the proposal should contain, in addition to other things, an organization chart indicating the level of responsibility of all personnel who are expected to provide Services. Please clarify what you mean by level of responsibility. A: When providing the requirements set forth in Part III, Section 1.1.5 (RFP) for Envelope #1 we require all personnel providing the Services outlined in Section III of Exhibit 6 (Contract Draft), Appendix B (Scope of Services) to be included in an organizational chart. This chart should show the hierarchy of the Consultant Team as well as the names of individuals and their roles as they relate to the specific Services listed in the Scope. This chart can include staff from the Prime Consultant and their subconsultants. 45. Q: How should we package the USB flash drive? Should it get its own envelope? A: You can package the USB flash drive in 5 separate envelopes. Ensure the envelopes and drives are appropriately labeled stating which portion of the proposal is on it. 46. Q: In which section/envelope should the cover letter go? A: You can include the cover letter in Envelope 1 with your Proposals for Consulting Services. 47. Q: Do the five (5) required hardcopies of each section of the proposal go into the envelope together (as in, all 5 Doing Business Data Forms go into one envelope), or does each copy of each section require its own envelope (so, 20 envelopes total)? A: We would suggest putting the five (5) copies of each portion in one envelope (5 Proposals for Consulting Services in one envelope, 5 Price Proposals in one envelope, 5 Doing Business Data Forms in one envelope, and 5 M/WBE Forms in 1 envelope), but if you want to use 20 envelopes you can also do that. Fee and Cost Schedule 48. Q: Do we need to note the home office location of employees (if not located in New York City) in the Fee and Cost Schedule? A: No. 49. Q: Please confirm that it is not necessary to submit Exhibit 1 To Appendix C and instead that the Schedule will be used in the future on a per project basis. A: The Price Proposal for the RFP (page number Exhibit 2 2) should be in the form of the Fee and Cost Schedule set forth in Addendum 3, Exhibit 2 to the RFP. Exhibit 1 to Appendix C in the Contract Draft is intended for information only at this time; this Exhibit will be used for each Mini RFP.
50. Q: How should the Fee and Cost Schedule be formatted, and does it need to include all positions listed in Part I, Section 2.2.2.2? A: The Fee and Cost Schedules included in Envelope #2, Price Proposals for Consultant Services for On Call Urban Planning and Design Services should follow the format shown in Addendum 3 with the revised Fee and Cost Schedule set forth in Exhibit 2 of the RFP (page number Exhibit 2 2) and does not need to include all of the specific positions listed in Part I, Section 2.2.2.2.2. The only position required in the Respondent s Fee and Cost Schedule is an Urban Planner as shown in Part I, Section 2.2.2.2.1. All other Prime and subconsultant staff positions within the overall Consultants Team s positions can be listed according to their resumes. 51. Q: Can the team propose competitive hourly rates or do the rates need to be based on actual salary with an audited overhead multiplier? A: Hourly rates should not include a multiplier and competitive rates can be proposed. 52. Q: Do the contents in Envelope # 2, Price Proposals for Consultant Services for On Call Urban Planning and Design Services required in Part I, Section 2.2.6.1.2 (RFP) and described in Part III, Section 1.2 (RFP), need to include the requested information for the Prime Consultant only, or should it include all subcontractor staff members as well? A: Contents for Envelope #2, Price Proposals for Consultant Services for On Call Urban Planning and Design Services required in Part I, Section 2.2.6.1.2 (RFP) and further explained in Part III, Section 1.2 (RFP) must include complete Fee and Cost Schedules for all Services. For the Price Proposal to be considered complete, the Prime Consultant Team and the staff members of the subconsultant teams must be included.