HomeMy WebLinkAboutAddendum No. 1
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Addendum No. 1
CITY OF SUNNY ISLES BEACH
RFQ NO.1 0-04-01 - Professional Engineering Services
RFQ NO.1 0-04-02 - Professional Architectural Services
To All Bidders:
Bidders for the above-referenced projects shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
1. Mandatory Pre-Submittal Conference Minutes (Q&A) May 5, 2010.
2. Sign-In Sheets from Mandatory Pre-Submittal Meeting.
Addendum No.1 Mandatory Pre-Submittal Conference QA OSOSIOPage 1 of 6
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City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
Mandatory Pre-RFQ Submittal Conference Summary Minutes
Wednesday, May 5, 2010 at 10:00 a.m.
RFQ No. 10-04-01, Professional Engineering Services, and
RFQ No. 10-04-02, Professional Architectural Services
City Manager Rick Conner welcomed everyone and asked everyone to be sure to sign the Sign-In
sheet that is going around as this is a mandatory meeting. Assistant City Manager/Services Jorge
Vera, Assistant City Attorney Fernando Amuchastegui, and Assistant City Clerk Mauricio Betancur
were also in attendance. The deadline for submission of Request for Qualifications documents is
Wednesday, May 26, 2010 at 2:00 p.m. for RFQ No. 10-04-01 (Engineers) and at 2:30 p.m. for
RFQ No. 10-04-02 (Architects), at which time those sealed responses will be publicly opened.
Any additional questions are required to be in writing and may be submitted up to seven days before
the opening (at the close of business, Wednesday, May 19,2010), which will be answered and placed
on Demand Star. You may email themtoCityManagerRickConner.atrconner@sibfl.net. or fax
them to 305-792-1561.
City Manager Conner said we are looking for a very brief response, which is the reason for the 10-
page limit. If you can't tell us in 10 pages why you are a good firm for our needs, you missed the
point, we are not looking for fluff. He said that the people who will be looking at these responses,
have technical backgrounds. He mentioned that if you think about the mechanics, we have to go
through all of these, and there are about 80 people in the room, and those people who get to the point
and sell us immediately, are the ones we will be impressed with and pay a little more attention to.
The 10 pages are a description to the City of what services you can provide, you do not have to
provide all services, we are not looking to select a firm that can do everything. Tell us that you do
geotechnical, structural, etc., tell us how you do it well, and there will be multiple firms approved.
When we have projects that fit those categories, we don't have to go through a long RFQ process just
for a small project. If you can't handle a small job and give us response that shows you care about
our City as a client, that is fine. If you have other big clients somewhere else take care of them, but
we want somebody that is looking out for us. This is sort of that little test process that says you are
interested in the City, you are willing to come here to the City and give us great service on our
projects, get us through them, and then we move forward with you on to the next one. That is what
we are looking for, you do not have to submit as a complete umbrella firm. A lot of people have
asked if they should get subs, no, please don't, we want to know what you do, and we will select
firms based on our needs, and who can fill those needs. When we have a specific large project it will
go through a separate stand-alone RFQ process.
Mr. Conner said that you can substitute Form 330 for the 254 and the 255, and it does not count
toward your ten pages. The required backup documents do not count toward the ten pages, but your
firm, your people, what you are going to do for us, that is the ten pages, and then if we need to verify,
the backup is there. We are not going to automatically read those forms, but if we think a firm really
Addendum No.1 Mandatory Pre-Submittal Conference QA OSOSlOPage 2 of 6
meets our qualifications, then we will dig deeper and look into those forms.
QUESTIONS AND COMMENTS FROM PROSPECTIVE BIDDERS
1. For the 10-page limit, the business financial statements and annual revenues, would that be
counted towards it?
No. The financial statements are also not part of the ten pages.
2. What format do you want it in?
How you make your presentation is up to you, you know best how to sell yourselves.
You know what your skills are, you know what is going to make the best impression on
us. We want to use the free-form approach because it gives you a chance to shine. If
we give you a very particular format, it may not give you a chance to show us what you
can really do, and we don't want to limit you, so whatever is best for you, please use
that approach.
. 3. How many firms will you be selecting?
We don't know. If it takes 20 firms to give us the opportunities that we need, it will be
20 firms. If three firms cover it, it will be three firms. Last year we selected two
architectural firms, and one of them did a small project and did not satisfy the City, the
other firm did very well. The firm that did well picked up other small projects and are
now doing larger projects.
4. Can we create our own 330 Form?
No. Please use the existing forms so there is consistency.
5. If you are selected as one of the companies on this list, are you prohibited from submitting on
the larger projects that the City undertakes?
Absolutely not. Again, this is kind of that chance for the City's benefit, this process
serves two purposes: 1) we have got a list of people that have gone through the process,
and in this City we like things done quickly, that is the driving force here. That is
what we will be looking for, how quickly you react and give us services, and so this is a
great opportunity for us to get jobs done quickly because all the legal processes have
been accomplished and we can get on with doing the job; and 2) again, it gives us a
chance to see who is going to give us better service on the larger projects and so quite
the contrary of eliminating you from the larger projects, it gives you a foot in the door.
This is a golden opportunity to be first up on the list for the larger projects.
6. If you have a project and, we are a Mechanical Electrical Plumbing (MEP) sub-consultant to
an architect or a civil engineer, if he is hearing you right, we should submit prime, and let's
say there is an architectural project that does require a sub-consultant, will you put the teams
together?
Typically no, unless it is a small project that we know we can just pull a couple of
people together, knock it out and move on. Anything that has got any real meat to it,
we don't want to force you all into a marriage that may not work, and so we would ask
whoever we select to pick their own people. We might say, here is a list of people that
we have already approved but we would not force it on you.
Addendum No.1 Mandatory Pre-Submittal Conference QA OSOSlOPage 3 of 6
7. And the architects and civil engineers should not include MEP on their teams?
No, unless you have those in-house services. Again, the idea is: what can you do for us?
If we have a larger project, a bridge for example, we will need structural people,
environmental specialists, etc, and you would go pick the team for that project. For
the small ones, for instance where we just need someone to do another entrance at
Pelican Community Park (PCP), we would pick a consultant from the list to do the
work for us and we are done.
8. On number 6 you are asking for proposed personnel assigned to the City, the City's various
potential projects including their qualifications and experience, is that the resume?
What we are saying is, it doesn't matter if you have all these great people if they won't
be working on our project. What are you going to do for the City with whom, and that
should be in the ten pages.
9. Resumes will not be part of the ten pages, is that correct?
The resumes will be part of the ten pages, if it is part of the 330 or any of the other
required forms, if you have to submit that as part of the backup package for the firm,
that is fine, but what we are looking for in the ten pages is: who are you going to send
to us and tell us why they would be the best person to hire for the job. We are not
looking for the firm name, we are not looking for the national offices, these are one-on-
one issues.
Our approach to this is that when we start, we are a team and we will be there for you
and we want you to be there for us. If you do good work and you support us, we are
the best people on the planet to work for, if you don't we are not. So if you have heard
good or bad things we probably deserve both. If it is a firm that has not given us what
we feel to be good service, then we are tough to work with. If you do a good job, we
will take care of you but it is your response that counts. We can't say that enough, it is
response that counts.
10. Tabs and cover pages do not count on the ten pages?
No, and again, the old joke in English class where the professor threw up the term
papers and the one that hit the floor first was the A, and then he graded the rest of
them on the curve depending on how quickly they hit the floor. We do the exact
opposite. We have found that people who really know what they are doing and are
really good at what they are doing, can tell you that very quickly. People who depend
on fluff and a lot of verbiage may not be as good at their jobs. Weare going to have a
lot of these to go through and we are looking for real service, and again, the people who
are looking at them have a very good understanding of what they are looking for, so
please don't waste your time or ours. Take your ten pages and run them ofT the Xerox
machine in black and white, the glamour is not what we are looking at. The pretty
covers and pictures are not going to be anything that is considered, it is the text. When
you submit your packages, do not bind them, do not put them in a folder, don't staple
them, just use a clip or binder clip, that makes it easier for us to go through them.
Addendum No.1 Mandatory Pre-Submittal Conference QA OSOSlOl'age 4 of 6
11. With all the attachments that are there too, you want all of those unbound as well, and all one
big clip, or do you want all the financial statements separate, etc.?
Put them all together with a clip, and put the ten pages on the top, and everything that
substantiates it underneath, that way we can quickly go through them, it is a little
easier to store them, etc.
12. There is one original and four copies, and all five are unbound and clipped together, is that
correct?
Yes, that is correct, and then we can hand out those copies to the people who are
reviewing them and then they can go through them very easily.
As a side note, when we did this last time, a lot of firms would call up and say, when do
I get my job. This is not one of those rotation things, what we are looking for are
specific services. If it turns out that we didn't need a structural or a geotechnical that
entire period of time, then we didn't need it. We will use you if we get the chance. It
also tells us that you are a firm that we like, and so when someone submits on a larger
project and they need a structural, and we thought you were a good structural and we
look and see you are a part of their team. That can be a plus, and so it is not a loss
even if we don't necessarily use you under this program.
13. What is the duration of these contracts?
Our desire is to have them go for about two years. We are still working with the City
Attorney's Office on that. We have had that discussion and we will finalize that.
14. Will there be individual negotiations for the fees and the rates?
Yes, obviously your professional services are guided by law, and we will follow those
regulations.
15. Are you going to email out a list of the today's attendees?
We do everything on Demandstar.com, and staff is wonderful about getting the
information posted. They will have the list of attendees and the minutes posted on
Demand Star fairly quickly. Do not call and ask if we have it yet because if it is not on
Demand Star then we don't have it yet. The moment we have it we will post it. Just
keep checking the site.
16. Do you anticipate having any federal funds and do you anticipate to use those through this
contract?
Again, the reason this group is here is for projects that we don't even know we need
yet. If it is a large project, we are going to have a specific RFQ process for that
project. The whole point of this process is that we don't know what is going to come
tomorrow and we want to be try be prepared.
17. Have you received federal funds recently?
We are finishing up a project now on federal funds, but again, those are the larger
projects that we will go out specifically for.
j\ddendum No.1 Mandatory l're-Submittal Conference QA OSOSlOl'age 5 of 6
18. How does Demand Star work?
If you subscribe to one municipality you are able to see all the notifications, all the
addend urns that are put out by that municipality. There is no fee, however if you want
to register with more than three municipalities, then there is a fee for that. If you
subscribe with this City, the minute we put out the minutes, addenda, etc. you will
receive it within a few minutes of it being posted.
The City has now instituted payment of invoices once a week. Again, you are not going
to get rich off of these projects, they will not be coming at you every day, but it is a
great opportunity to get your foot in the door, and show that you are the company that
we want to deal with on a regular basis.
19. Do you have a set cap for the projects that you put under your continued contracts, fee-wise
or construction value wise?
No. We look at the individual project. Some of the little projects that are on that list
have graduated to some fairly hefty projects, but they were the kind of projects that we
just needed this done.
20. What is your typical construction delivery system, at risk, low bid, etc.?
Typically it is a hard bid. We are not opposed to the Construction Manager At Risk
(CMAR) or design build or any of the other opportunities, but if we've got something
that we are looking at under those options, it is almost certainly going to be a separate
project.
In closing, if you have any questions, just drop us a line. When you are submitting
your proposals make sure you clip them and not put them in folders, spirals, or
binders.
Do not leave the room without signing in because if your name is not on the sign-in
sheet, you are not eligible to submit. So it is really important, make sure you get your
name on that sheet.
The mandatory Pre-Submittal Conference was concluded at 10:41 a.m.
Addendum No.1 Mandatory Pre-Submittal Conference QA OSOSlOl'age 6 of 6
SIGN-IN SHEET
PROJECT: Engineering and Architectural Services Pre- Submittal Meeting
DATE: May 5, 2010
CITY STAFF: Rick Conner, City Manager
Jorge Vera, Assistant City Manager
Mauricio Betancur, Assistant City Clerk
Fernando Amuchastegui, Assistant City Attorney
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