ADDENDUM NUMBER ONE
SANTA FE COMMUNITY COLLEGE
Purchasing Department
6401 Richards Ave.
Santa Fe, New Mexico 87508
Date: 4/20/16
Proposal Number: RFP P004-16
Name of Procurement Specialist: Eduardo Ybarra
Due Date: May 9, 2016 @ 2:00 pm MDT
Notice to all respondents:
Amend the Proposal: P004-16 SFCC Master Planning Services
This addendum becomes part of the Proposal Documents and modifies, as noted below, the original Bidding Documents.
Question 1: Proposal Due Date. While we are prepared to submit a response by the date listed in the RFP, we respectfully requestsgranting additional time to prepare a submittal. The RFP was released on April 18, 2016, and is due on May 2, 2016, whichallows only ten working days for respondents to prepare a submittal. Most RFPs of this type allow between three and four weeks for potential respondents to assemble a team of consultants and develop a competitive responses.
SFCC Response to Question 1: Yes, the new due date is May 9, 2016 @ 2:00 pm MST.
Question 2: Awards - Multiple (page 2). The Scope of Work clearly definesSFCC’s needfor a master plan update. It is not clear to us how a master plan update process can successfully be split among multiple vendors. Can you please clarify?
SFCC Response to Question 2: The term states “SFCC reserves the right to make multiple awards to primary, secondary or more sources or to otherwise split the award of the items, projects and/or sections of this proposal.” It is not SFCC intent to split the wards at this time but it does reserve to do so dependent on the responses received.
Question 3: Quantities page 2 andpage 13,section 4.12). Quantities in this contextappearto be for a procurement of goods, rather than professional services.What is your intent?
SFCC Response to Question 3: The intent is to inform the Offerors, SFCC may purchase all, some or none of the elements (Services), describe in this proposal or an offerors response. In addition, actual quantities (of services) may fluctuate up or down based on SFCC needs. The successful Offeror will be required to fill all orders placed regardless of quantities (of services) ordered.
Question 4: References to multiple solutionsforall facility and professional needs, and potential product options (page 5). A) We are not clear how these statements apply to the procurement of professional services. Can you please clarify:"There may be more than one solution presented to represent all facility and professional needs addressed in this RFP; and/or different options/products may be chosen by SFCC under this RFP to meet different needs and they may bepurchased at different times under separate purchase orders? B) The intent of this RFP is to establish a purchasing mechanism for these products and services. Upon award, an indefinite Master Price Agreement(s) will be established with the Awardee(s) and all subsequent purchase orders will be released onan as needed basis against the resultant price agreement.”
SFCC Response to Question 4A: You may provide more than one response (solution) for the scope of work. If you do so and are awarded this RFP, SFCC may choose to purchase services from either one or both based on the needs of SFCC. We may choose to purchase other services at a later time or more of the same services we purchased based on this RFP.
SFCC Response to Question 4B: The New Mexico State Procurement Code requires that procurements over $60,000.00 be made through a competitive bidding process unless we have a purchasing mechanism compliant with the procurement code. SFCC does not have a purchasing mechanism for these services and this RFP is to establish the purchasing mechanism to purchase these services.
Question 5: Page limit of 100 pages per solution (page 9,section 2.2.6)Please clarify this statement. Do you mean“section” rather than "solution"? 100 pages for a solution/section seems excessive. Does SFCC have a desired page limitfor thecomplete submittal, or suggested number of pages for the scored sections of the submittal?
SFCC Response to Question 5: The 100 page limit is per solution. For example, if you are provided two (2) different solutions (responses), each would have a max of 100 pages (excluding exhibits, samples, or other attachments in a font not smaller than 10).
Question 6: Section 1.3.4 states that a condition and infrastructure assessment is part of the planning process. Can you provide baseline information on the total square footage of space to be assessed, identify buildings to be excluded (if any), a list of the infrastructure systems to be assessed, and the total acreage included in theassessment? This type of data is necessaryfor developinga cost estimate.
SFCC Response to Question 6:
- Square Footage – 680,000 est.
- Excluded Building – None at this time.
- Infrastructure systems – Physical Plant, PV array system, WWTP, Utilities, Parking Lot, Roof and other information as identified once an award is made.
- Total acreage – 366
Question 7: Item 3.3, Action Plan This sectionends in acolon, which implies that a list of example actions is intended to be inserted. Is intended material missing in this section?
SFCC Response to Question 7: the Colon should be a Period.
Question 8: Price Proposal. Items 3.4.1 and 3.4.2, page 11, and Exhibit I - Cost Response Form, page 60appear to be geared toward a procurement of goods rather than professional services. Please clarifythe intent ofthe language in this section. Also, if the Cost ResponseForm is to be used, can SFCC make the form available to respondents as an EXCEL file?
SFCC Response to Question 8: The Exhibit I – Cost Response Form (Total Project Cost) is intended for the Offeror to identify the Total Cost of the services necessary to fulfill the complete scope of services outlined in the RFP for the quoted costs noted on this Exhibit based on the Offeror understanding of the RFP.
Question 9: Potential Additional Services identifiedonpage 5, item 1.4.30. Item1.4.30 lists a number of potential feasibility studies that the college may requestas part of this project. Does SFCC expect a fee proposal for each of these potential studies? Many of the identified potential studies willrequire the services of specialty consultants,and a fee proposal developed without a clear scope of work for each study will not accurately reflect costs. Can SFCC exclude these studies from the base fee proposal, andinsertlanguage in the RFP stipulating that fee proposals for these potential studies will be developedif and when SFCC determines a need for them?
SFCC Response to Question 9: No fee proposal is required for the services under Potential Additional Services. SFCC is not expecting a fee proposal for these services. These are services the successful Offeror may be asked to perform in the future.
Acknowledge receipt of this Addendum in the space provided in Exhibit B. Failure to do so may subject Offeror to disqualification.
All other provisions of the Proposal Documents shall remain unchanged. This addendum is hereby made a part of the Proposal Documents to the same extent as those provisions contained in the original documents and all itemized listing thereof.