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21FY023-RFP- Addendum 1

Addendum #1 – 21FY023-RFP

Manassas City Public Schools Office of Purchasing and Contracting

8700 Centreville Rd., Suite 400 Manassas, VA 20108

IFB Title: Architecture/Engineering Services to Renovate the former Manassas City Police Department and Convert to Use for the Manassas City Public Schools Administrative

Date: May 4, 2021 To: Prospective Bidders Bid Due Date: May 11, 2021, by 2:00 p.m. EST Purchasing Contact: Colleen Keener, CPPB, CPCP, VCO, VCA; ckeener@mcpsva.org

The following information is provided to all prospective Bidders and is hereby made a part of this solicitation. Acknowledgment of this Addendum is required on the Bid Form. This addendum is a total of seven (7) pages, including: Questions/Answers, four (4) pages and Optional Pre-Bid Conference Sign-In Sheet, three (3) pages. Visit our website for bid documents, addendum, awards, project updates: www.mcpsva.org The following clarifications, revisions and additions in bold have been made to the original solicitation referenced above. Q1. Under APPENDIX A, Item 2.c.ii states: “MCPS will contract with various other team members in support of the

Project. These may include, but are not limited to, commissioning agents, environmental engineers, geotechnical engineers, and building systems specialists.” Item 13 states: “SUPPLEMENTAL ADDITIONAL SERVICES: The following services could be required during the course of the Project and, if needed, would be compensated as additional services…c. Geotechnical Investigation: The A/E shall provide all geotechnical investigations related to design of the structures associated with the Project...” Can you clarify whether geotechnical services will be required for this project? If necessary, who is responsible for providing the geotechnical services? Under APPENDIX F - FEE WORKSHEET AND SCHEDULE SUMMARY, there is no line item for geotechnical investigations.

A1. Manassas City Public Schools (MCPS) does not anticipate the need for Geotechnical services with the scope of this project being primarily interior design; however, MCPS would contract a Geotechnical firm if a need arises. Example, interior concrete slab modifications, steel structure inspection, or unforeseen ground disturbances.

Q2. Page 19 references “geotechnical engineers” as an Owner Consultant while page 33 outlines that Additional

Services of Geotechnical Investigation are to be provided by the A/E via its geotechnical engineer. Are we to include the qualifications of a Geotechnical Engineer in our proposal?

A2. No. MCPS would contract a Geotechnical Engineer independently. Q3. Page 33 references a Hazardous Materials report as an Additional Service, but does not list on page 6 under

Scope of Work. Are we to include the qualifications of a Hazardous Materials consultant in our proposal? A3. MCPS will contract a Hazardous Material Consultant separately for any Hazardous Materials inspection/

report, as required, prior to the Construction Phase, however, the selected firm will need to provide documentation that hazardous materials were not used during the process upon project completion.

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Q4. Page 11 under Proposal Requirements specifies that the proposal be submitted in a “binder.” Should that be interpreted as bound by any method or is a three-ring binder the required submission format?

A4. That should be interpreted as bound by any method. There are no specific binder requirements, as long as the proposal does not have loose paper. Bound to include all information as required.

Q5. Regarding the above RFP – can you tell me the approximate size of the building? I haven’t been able to find that

in the document. A5. Approximate size is between 22,500-25,000 square feet. Q6. Can the proposal response be printed double-sided or does it need to be printed single-sided? A6. The proposal response may be printed doubled-sided. Q7. Are there supposed to be physical tabs inserted to separate TAB 1, TAB 2, TAB 3, TAB 4, TAB 5, TAB 6, and TAB

7? A7. MCPS would prefer to have a physical tab to clearly identify each section. Q8. If double-sided printing is allowed and if physical tabs are required, can we put a photo on the back side of a

page that would be blank before the next TAB? For instance, TAB 1 is currently 7 pages long. If a physical tab needs to be inserted, page 8 would be blank. Would we be allowed to put a photo on page 8 instead of leaving it blank?

A8. Please submit your proposal as economically as possible. Blank pages are not encouraged. A photo may be inserted.

Q9. Is spiral binding allowed instead of a binder? A9. Yes Q10. If a binder is required, can the binder’s front cover sheet be wider than 8.5 inches to properly fit the ‘window’

space? A10. A binder is not required. If a binder is used, the cover sheet may be wider to fit the “window”. Q11. Based upon discussions during the preproposal site visit, the MCPS team noted that the project would be

executed within the existing building walls and would not include an addition. P.33 of the RFP asks for “Geotechnical Investigation.” As the building does not include an addition are we to include a Geotechnical Engineer?

A11. No, do not include a Geotechnical Engineer. Q12. Based upon discussions during the preproposal site visit, the MCPS team noted that the existing facility does not

have hazardous materials. P.33 of the RFP asks for” Hazardous Materials report.” As the project does not include hazardous materials are we to include a Hazardous Materials Consultant?

A12. No, do not include a Hazardous Materials Consultant. MCPS will contract a Hazardous Material Consultant separately for any Hazardous Materials inspection/ report, as required, prior to the Construction Phase, however, the selected firm will need to provide documentation that hazardous materials were not used during the process upon project completion.

Q13. Are rates needed? A13. As stated in 21FY023-RFP, Section V, #3, fees are not to be submitted with the Offeror’s Proposal. Q14. Would MCPS reconsider the requirement of BIM for the deliverables, especially since the deliverable files are

required to be saved in AutoCAD format? A14. BIM is not a requirement.

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Q15. Would MCPS reconsider the requirement of BIM for the deliverables since this is an adaptive reuse project of an older building? In this situation traditional 2D AutoCAD format seems appropriate.

A15. BIM is not a requirement. Q16. If the concern is ensuring coordination, could the proposed team present alternate ways of ensuring

coordination? A16. Yes. Q17. Will MCPS provide the background/model file or will the AE need to create from scratch? A17. The City of Manassas has given Manassas City Public Schools permission to modify the facility. If the firm can

use existing drawings, but the firm will be responsible for all drawing submissions to the City, and as-builds upon completion.

Q18. Page 22, How many stakeholder interviews? A18. A sufficient number of meetings with Stakeholders, during the design phases, will be needed to ensure a

successful design. The number of meetings as well as costs associated with those meetings will be discussed/ negotiated with the top ranked Offeror.

Q19. Page 24, 5b. Cost study shall include at least 3 design concepts. Does this mean we would need to provide 3

separate furniture layouts and associated costs? If so, would all 3 need to be different manufacturers? A19. No, want options, but do not require 3 separate manufacturers in the design package. FFE purchases would be

decided at a later time. Q20. Page 26, 6.b. Are furniture plans expected to be done using a specific software such as CAP 2020? A20. No. Q21. Page 29, 9.c.i. What comprises the “existing inventory” that is to be evaluated? Is it everything stored in a

warehouse? A21. Existing inventory is mainly comprised of what is in use at the current Central Office Space. It does not include

items stored in a warehouse. Q22. Page 29, 9.c.iii. What product lines are under contract? Is there a specific dealership we are to work with? A22. No, there isn’t a specific dealership, vendor or product line under contract. MCPS utilizes National

Cooperative Contracts, however, we may also issue separate solicitations for these purchases. Q23. Has there been strategic planning or programming for the space that has already been done and, if so, can MCPS

share this? A23. No, there has not been strategic planning or programming for the space. Q24. Who will be on the Selection Advisory Committee (SAC)? A24. This committee is in the process of being selected. Q25. Are there previous award lists where we can see consultants that have worked with MCPS? A25. MCPS does not maintain a separate list of consultants that have worked with MCPS. We have information

about consultants if given a specific project to reference. Q26. Are there specific targets or requirements for inclusion of small business entities on project teams? A26. MCPS does not have a specific target or requirement, however, MCPS encourages the use of and collaboration

with Small, Women and Minority owned and Service Disabled Veteran-Owned businesses. Q27. There is a conflict between 2.c.ii and 13.b. over who should contract with Geotech: will it be MCPS or the

architect?

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A27. MCPS Q28. Is the $6 Million budget identified at the pre-bid walkthrough intended to cover construction costs only, or does

that also need to include soft costs? A28. It includes all costs, design and construction. Q29. The RFP says the current MCPD HQ building will become vacant in summer 2022. Will the future office tenants

be moving into the building before the renovation construction is completed, so that project phasing or other considerations must be addressed to accommodate an occupied building?

A29. The time line is based-upon MCPD relocating to their new facility. Project phasing or other considerations will be considered and will be coordinated with the selected firm.

A30. Section 4 outlines extensive existing site documentation to be completed as part of this project, but the scope of

work is almost entirely interior. Are all of the listed surveys – site, boundary, and tree – required to be completed, compiled into a Site Survey Report, and submitted with a Master Plan Report?

Q30. A site plan revision will be required for this project. Q31. Is a Master Plan Report required as part of this project? If so, please provide the requirements. A31. No, a Master Plan report will not be required. Q32. Understanding that budget constraints must be considered and accommodated, is MCPS open to designs that

would require operational changes on the part of future office occupants? Q32. MCPS will work with the selected firm to design spaces that meet the current and future needs of the Central

Office staff. POINT OF CONTACT: Colleen Keener, CPPB, CPCP, VCO, VCA Purchasing Agent ckeener@mcpsva.org IMPORTANT: Do not contact the School Board, Superintendent, or Staff.