Request's For Proposals

Request's For Proposals

Tornado Safe Room Project RFP's Questions and Answers.

Group A.

In Item no. 1, is the letter of interest, to be counted as part of the “not to exceed 10 pages”. Yes
Can the Architect’s Qualification Statement AIA B305-1993 be part of the appendix, or does it need to stay as part of the “10 pages”? This can be part of the appendix.
In item no. 4, you ask for resumes of key team members. Can the resumes be part of the appendix? Yes

Group B.

The AIA Architectural Forms that need to be included in the Statement of Qualifications (B305-1993 is 7 pages by itself) leaving only 3 pages to cover everything else. Can you clarify, please? As for the Appendices (B101-2007 (40 pgs) & A201-2007 (18 pgs) I'm assuming the 10 page limit is applicable only to other backup materials in #2.Architect’s Qualification Statement B305-1993 does not need to be counted within the 10 pages. The items in the appendices are a separate part of the submission. You have a 10 page limitation outside of the SOQ and then you have the appendices.

Group C.

We are looking to submit on the proposal and under the submission requirements (item 2) a completed copy of the Architect’s Qualification Statement B305-1889 that B305-1993 is the intended form.
Under Item 3 - A completed copy of the Architect’s Information Form (see attached) and we didn’t receive either. That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.

Group D.

Can we receive a copy of the preliminary plan that was sent to FEMA? There was no preliminary plan sent to FEMA there was a preliminary site sketch that will more than likely change, but still be within FEMA 361.
When will a decision be made for the selection of an architect? Before the end of February.
Item #2: Do you mean B305-1993, not B305-1889? That is correct.
Item #3: It states that the Architect’s Information Form is attached, we didn’t receive that form. Can you email that form to me at your earliest convenience That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
In item #4 you are asking for copies of the professional licenses for the team. I am assuming these will be appendices and not included in the 10 pages of the SQ, correct? That is correct.
Appendix item #1: Do you just want a basic blank copy of the AIA forms listed? Everything but the negotiated items (fees, etc.). That is fine.

Group E.

The RFQ requests a completed copy of the Architect’s Qualification Statement B305-1889, is it safe to assume that B305-1993 is the intended form? That is correct.
The RFQ requests a completed copy of the attached Architect’s Information Form, but the document was not included in the information sent to us. Could you please have a copy forwarded to me? That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
I am concerned about the 10 page limit for the required elements. The B305-1993 form could easily take 6 pages. If you need copies of Iowa Licenses for all of the professionals on the team, could those be moved to the attachments as they will also take up a large volume of space? The licenses and project summaries are not to be counted in that total.
With the limited information of the proposal, the AIA Contract Documents B101-2007 and A201-2007 will need to be in draft form, will this satisfy your intent of having them included? Everything but the negotiated items (fees, etc.). That is fine.

Group F.

Item 4a on page 2, we don't normally send out copies of our licenses unless we get the project so we don't have a lot of copies floating around. Can we do that after approval? 2 principles would be fine.
Item 3 on page 2, the Arhitect's Information Form you refer to, is that the FEMA sheets? That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
Item 1 on page 3. Do you want just copies of those two documents B101 and A201? Or are you asking for the B101 to be filled out? Fees too? Or just refer to them as being part of our proposal? We normally just refer to the A201 in our spec. for example. Everything but the negotiated items. That is fine.
With copies of the other background and qualifications sheets plus full copies of these B & A forms it could be over 50 pages per set times 7 sets or over 350 pages of material so we just wanted to clarify it. If you are talking to several firms that could be a major set of paperwork for you to go through. Understood.
You say this project will be on the north side of the existing 3C's building, if it is attached, will there be a full set of pans and specs on that building for us? A photo of that side? At the present time the thought is that the building would not be attached but have a walkway in between. Any documents that we have or information we will provide.

Group G.

A completed copy of the Architect’s Qualification Statement B305-1889 is requested. There is a document B305-1993 is this the correct document? Yes
B305 is a 7 page document. Is the full statement of qualifications to still be 10 pages total? That will not count toward the 10 Pages
Would the city of Huxley like to pursue the option of having this building LEED certified? That would be discussed with selected architect during design.
Would the city of Huxley like to pursue energy efficient heating and cooling methods? That would be discussed with selected architect during design.

Group H.

Architect's Qualification Statement B305-1889: Are you referring to the AIA B305-1993 version? This document will be at least 3 pages, more if project examples are included. It will be nearly impossible to stay in the 10 page single-side maximum. Can you please expand your thinking on this? I am referring to the B305-1993. That is fine. The project examples are separate.
Architect's Information Form: were you going to supply this or can we find it on a web site? Nothing was attached to the packet I received. How many pages is the document? That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
AIA Contract B101-2007: are we to fill it out and if so what are the parameters for fee/expenses? I know this is a lump sum fee so is this "bidding" on the project or will a fee be negotiated at a later date? It is very hard to determine a fee without understanding the complexity of the systems planned in the application process. Everything but the negotiated items. That is fine.
AIA Contract A201-2007: General Conditions of the Contract for Construction, can you please expand your thinking on this requirement? Was this suppose to be E201-2007? This was an item referenced by Iowa Homeland Security.
Under "Statement of Qualifications" item 7 Project Examples - is that to be included in the maximum 10 page single sided packet or part of appendices? Separate
You mention a proposed schedule, do you have an approximate date for the approval process of architect and when we would begin design? Our goal is to have a recommendation to the Council by March 9, 2010.
In your evaluation section you list "Schedule and Budget Management" yet only a schedule is listed as a criteria on the Statement of Qualifications. Can you please expand your thinking? The written portion of the proposals the consultant would have to explain through a table or via references on their ability to meet a design schedule and how successful they’ve been in the past on estimating projects and keeping them within budget. Project budgets are important in Huxley and other communities, I felt it was important that they qualify their abilities to stay within a projected budget..
Can the references be included directly on the project example sheet or do they need to be on a separate page? Can be on the project sheet.
Can you please provide a list of firms this packet was sent to? We had around 2 dozen firms in Central Iowa and western Iowa.
Will you be submitting answers prior to the January 20 date so we can review and if needed respond with follow-up question? Most answers are here and will be posted later. I will get back to you on the Schedule and Budget Management.

Group I.

Can we receive a copy of the preliminary plan that was sent to FEMA? There was no preliminary plan sent to FEMA there was a preliminary site sketch that will more than likely change, but still be within FEMA 361.
When will a decision be made for the selection of an architect? Before the end of February
Item #2: Do you mean B305-1993, not B305-1889? That is correct.
Item #3: It states that the Architect’s Information Form is attached, we didn’t receive that form. Can you email that form to me at your earliest convenience? That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
In item #4 you are asking for copies of the professional licenses for the team. I am assuming these will be appendices and not included in the 10 pages of the SQ, correct? That is correct.
Appendix item #1: Do you just want a basic blank copy of the AIA forms listed? ? Everything but the negotiated items (fees, etc.). That is fine
On the second page of the RFQ it states that we should include: “2. A completed copy of the Architect’s Qualification Statement B305-1889”. We assume you mean B305-1989, however this document is no longer available and has been replaced with the Architect’s Qualification Statement B305-1993, it is acceptable to use this version? We have attached a draft copy for your review. That is fine
Also, on the second page of the RFQ it states that we should include: “3. A completed copy of the Architect’s Information Form (see attached).” We do not seem to have that attachment included in our packet. Could you please forward us a copy of this? That was dropped. That information was included in other sections. We did not want to duplicate. This you can ignore.
On page three under the paragraph that starts Appendices, it states that we should include: “1. AIA Contract Document B101-2007 & A201-2007”. Is it intended that we fill out this contract in its entirety? In filling out the contract it requests detailed scope of services and fee information – none of this information is realistic to provide at this point in time, because it will all be negotiated, and will be interpreted different for each firm you have discussions with. Should this document be provided with only the information other than that to be negotiated? Everything but the negotiated items. That is fine.