CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services - Purchasing Division Telephone: 301-645-0656 RFP NO. 18-28 - SPACE ANALYSIS STUDY FOR GOVERNMENT SERVICES ADDENDUM NUMBER THREE TO: All Offerors Please be advised of the following modification(s) & information related to Request for Proposals (RFP) 18-28. These modifications, comments, and attachments are hereby made a part of the solicitation documents to the same extent as if bound therein. Refer to the Schedule Changes in Addendum 2. 1. Changes A. Part I, Section 3.0, Section 4 - Key Personnel/Resumes, Item 3 Delete the strikethrough text and add the bold, italicized text: 3. Civil Engineer - Professional experienced in government/institutional design; specific experience with Space Utilization, Renovation and New Construction required road access, parking, sewer and water availability. B. Part III, Section 2.1.1 Phase I Deliverables Delete the strikethrough text and add the bold, italicized text to following: Item 4: 4. Conceptual layouts/floor plans/30% 10% architectural drawings of up to three (3) alternatives for future short-term space renovation. Item 9: 9. Final 30% architectural 10% conceptual drawings, ANSI D size, that incorporate any edits from staff. C. Part III, Section 2.2.1 - Phase II Deliverables Delete the strikethrough text and add the bold, italicized text to following: Item 2.b: b. Summary of recommendations for up to three (3) alternatives for renovation of each off-campus buildings, including square footage estimates. The Consultant shall provide up to a total three (3) proposed alternatives for renovation. Item 3: 3. Conceptual layouts/floor plans/30% 10% drawings for up to three (3) alternatives for space renovation of each off-campus buildings. Item 8: 8. Ten (10) copies, ANSI D size, of the Final 30% architectural 10% conceptual drawings that incorporate any edits from staff. Page 1 of 5
2. Pre-Proposal Meeting Notes A. INTRODUCTION Good morning, and welcome to the optional pre-proposal meeting for RFP 18-28, SPACE ANALYSIS STUDY FOR GOVERNMENT SERVICES. My name is Shanna Reese, Chief of Purchasing for Charles County Government. This pre-proposal meeting includes in-person and telephone conference call participants. The meeting will begin with each technical representative from Charles County Government their name. Steven Ball, Planning Director, and Amy Blessinger, Planner from Department of Planning & Growth Management. The meeting will be conducted in two parts: o I will review selected portions of the Request for Proposals. Items not reviewed should not be construed as being less important than those reviewed. o The meeting will then be turned over to our technical representatives who will highlight the technical aspects of the project. The question and answer period will begin after the technical representatives have completed their highlights. All participants (in person and by phone) shall HOLD all questions until that time. No information obtained from any source other than the Solicitation documents found on the County Bid Board, the technical representatives (during this meeting), or myself may be considered to be accurate. B. PROCUREMENT DISCUSSION All solicitation documents may be found on the County Bid Board. Ensure all required forms and any other information required is complete and in your proposal submission package. Submission instructions are explained in Part I, Section 1.3 of the solicitation. Submit 6 bound copies of the Technical Proposal Package and 2 unbound originals of the Original Proposal Package and a complete copy of the Original Proposal Package on USB drive in pdf format. All questions should be directed to me in writing via the contact information provided in the RFP. Proposals shall be valid for a minimum of 120 days from the proposal due date. There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal. This solicitation is subject to the County s Small, Local Business Enterprise Program as indicated in the RFP. The Contractor selected shall complete the scope of work and all requirements contained herein within five hundred forty (540) consecutive calendar days on or before the start date to be specified in a written Notice to Proceed issued by the County. Insurance requirements are located on page I-13. The protest policy may be found on page I-7. The County intends to award this solicitation on the basis of a combination of the evaluation of the Offerors experience and qualifications, as well as the fees proposed on the Cost Proposal Form specifically, the Total Proposed Price. Award will not be based upon cost alone, and this solicitation does not commit the County to award a contract or to award to that firm which has submitted the lowest fee. The County may reject any and all proposals for any reason it deems necessary, and Page 2 of 5
may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County. By submitting a proposal in response to this solicitation, the Offeror certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. C. TECHNICAL DISCUSSION The County is soliciting proposals for a space analysis study for future office and storage needs to be conducted in two phases. A third phase may be exercised as a contingency item. Each phase is expected to take approximately nine (9) months in duration for a total term of 540 consecutive calendar days for Phases 1 and 2. Phase 1 includes shorter term needs, focusing on the Government Building and interviewing Department heads. This should include needs analysis for the next 1 3 years and may include recommendation of interior renovations, feasibility of modifying existing interior spaces, such as the County Commissioner meeting room and converting to offices. Phase 2 will address space needs outside the Government Building facility, including offsite buildings located off Radio Station Road and proposed animal shelter and transit facility spaces. This Phase should also evaluate potential opportunities for the County to rent, lease or buy in the Waldorf Urban Redevelopment Corridor (WURC). This phase will also include a presentation to the Board of County Commissioners. Phase 3 is considered a contingency for long range master plan redevelopment opportunity of the Government Building facility and surrounding areas for 7 10 years out. This phase may include a graphic design of the Government Building campus, summary analysis, construction schedules and presentation to the Board of County Commissioners. Each phase should incorporate opportunities for LEED/sustainable designs. D. PRE-PROPOSAL MEETING QUESTIONS: 1 Will a site visit be available to tour the Government Building? 2 3 4 5 What background materials will the County be able to provide the consultant? As-builts? Does the County require a 30% design or a conceptual plans (10% design)? In Phase II, the County is asking the consultant to consider offsite facilities and provide 30% design for those locations? Can the County specify the number of existing facilities to be evaluated and the number of additional facilities to be evaluated? Page 3 of 5 Refer to Addendum #2 for site visit schedule. The County has archived materials for the Government Building, Bel Alton and the Armory. The County will specify which buildings these drawings can be provided for in a future addendum. Plans/drawings will only be provided to the awarded Consultant. Refer to the Changes in this addendum. The analysis should include recommendations for renovations to existing County facilities and potentially new development/redevelopment with standard conceptual plans. The County will clarify these requirements in a future addendum.
6 Will the consultant be evaluating facility condition as part of its analysis? No, but issues should be noted if identified. 7 A civil engineer is required as part of key personnel, is this for Phase II or Phase III? A civil engineer is required for Phases II & III. 8 9 10 11 12 13 14 15 16 17 18 19 20 How much evaluation of parking lots and narrative on mechanical systems of Phase III be required? Is an MEP Engineer required? Are Mechanical, electrical, structural engineers required? Is a site engineer and/or architect/cost estimator required? Are all County Departments located within the Government Building? Are phases I & II to be conducted sequentially or can they be completed simultaneously? Documentation needs for Phase I period only? Can the County provide a list of all offsite locations to be considered? Does Phase II or III include the Sheriff's Office or School Board properties? Can the County provide a number regarding the potential number of sites to be considered in Phase II? Can the County define the Commercial Space opportunities to be considered in Phase II? For Phase II, can the County provide asbuilts, current condition/baseline drawings/floorplans, etc? Would the consultant be responsible for providing floorplans or drawings for offsite locations? Does the County only want alternatives for potential options? Can this be better defined/clarified? Page 4 of 5 The intent of this Phase of the project is only to identify potential for redevelopment and to develop a master redevelopment plan, to include evaluation of parking at a conceptual level. No mechanical system analysis is required. No. This shall be determined by the Consultant based on the County requirements stated within the solicitation. The Consultant will need to provide cost estimates. No, the County will identify these locations. Interviews will be conducted with Departments to obtain background information and identify needs during Phases I and II of the study. The intent is that they are completed sequentially. A recommendation should be provided upon the completion of each Phase. According to the Scope of Work, needs should be documented for both Phases I and II. No. These facilities are not included in this study. The intent would be for the County to potentially rent, lease or purchase vacant space in Waldorf or other alternative locations. Assistance may be obtained through the County s Department of Economic Development.
No, the County is only seeking 3 The County is seeking 3 options for each alternatives/sites total during Phase II as 21 feasible site identified for potential space comparison recommendations for the County to needs? select a preferred recommendation. Refer to Changes above. 22 Should Phase II include a cost estimate for each of the 3 options per recommended site? 23 Is there a published budget for this project? No. Are any points assigned during proposal 24 evaluation for use of Minority Business Enterprise (MBE) firms? 25 Can the County clarify the requirement for 30% drawings? 26 Will the County extend the schedule? As needed. Regarding the rent vs. buy options of Phase II, the cost estimator will only estimate the 27 cost for a building and will not estimate cost regarding the rental aspect? 28 Regarding the Contingency Item B-1, will the County consider the option of keeping the Government Building at its current location as an option? Cost estimates should only be provided for up to three sites/alternatives recommended by the Consultant. The County does not offer preferences for this program. Firms are highly encouraged to use MBEs to meet the aspirational goal. The drawings should basically identify square footage and general design at a conceptual level. Rental/lease costs should be incorporated into the analysis. The County's Economic Development staff can provide assistance with rental data. Yes. ***END OF ADDENDUM*** Page 5 of 5