ADDENDUM NUMBER 1 February 27, 2015 JAMES CITY COUNTY REQUEST FOR PROPOSAL # Architectural Services for New Middle School Facility

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1 ADDENDUM NUMBER 1 February 27, 2015 JAMES CITY COUNTY REQUEST FOR PROPOSAL # Architectural Services for New Middle School Facility This Addendum is forwarded to provide answers to offerors questions, provide information regarding links to additional materials and provide a copy of the Pre-Proposal Log in Sheet. Please contact Kitty Hall, FAX (757) /Tel (757) /6646, kitty.hall@jamescitycountyva.gov if you have any questions about this Addendum. Attached are 2-files associated with the Middle School Study. This study/information was referenced in the pre-proposal meeting and provided here in response to requests by the firms to view the study. A.pdf file of the James Blair facility is available for online viewing. Interested firms will need to contact Alan Robertson/Marcellus Snipes directly to obtain the site information link and a password to access the.pdf of the building plans. Contact: Alan.Robertson@wjccschools.org, Marcellus.Snipes@wjccschools.org. or call: , or to request a link/password. QUESTIONS: 1. On page 7 (10 out of 32), Section IX. Proposal Submittal Requirements, the sixth paragraph requests Standard Forms 330. Specifically, Offerors should submit SF 330 for the entire project team and one SF 330 for each subcontractor. a) Are you requiring SF330, Sections A I, including a Section H that is blank for additional information? The SF330 usually allows for 10 projects in Section F. Is this what you are needing as well? ANSWER: Yes. b) Are you requiring Sections A I for each sub as well? Or would you like the Part II for each sub that gives their corporate information, including employees, disciplines, and a synopsis of experience? ANSWER: Per the RFP, page 7, Section IX.- Offerors should submit their Qualifications using Standard Forms 330 only. Offerors should submit SF 330 for the entire project team and one SF 300 for each subcontractor. 2. Page 11 gives the outline for what the proposal should consist of: 9.1 Project Information, 9.2 Personnel Information, 9.3 Work Plan, 9.4 Workload. Some of this information (9.1 and 9.2) is part of the SF 330 (Sections E and F). Would you like this to be repeated? ANSWER: Offerors are directed to provide all requested information in the sections as identified in the RFP, and organized in the sequence/order detailed in Section IX. 4 th paragraph. 3. Page 12 identifies the evaluation criteria, Section 10. Is this to be part of the 30-page proposal, labeled appropriately (10.1, 10.2, 10.3, 10.4, and 10.5)? Or is this what you would like in Section H of the SF 330? ANSWER: Offerors are encouraged to provide any additional information that they deem pertinent to their ability to offer services in Section H. The Evaluation criteria is listed so that firms are aware of the criteria that will be used by the school division to evaluate their proposals. 4. Are the following statements from the RFP correct, or should the bold text read school?

2 Consultant shall provide a brief description of current experience of the firm, with particular emphasis on completed public safety projects similar to that requested. (9.1) Each offeror must demonstrate that they have completed designs for at least three renovations of similar size and scope, preferably public safety related, or have included an expert in the development of such projects on the proposed project team who has designed at least three renovations of similar size and scope, preferably public safety related. (9.2) ANSWER: Offerors are advised to substitute school design experience in place of public safety related. 5. Page 3, 6 th paragraph, 2 nd sentence: Engineering services such as geotechnical investigations, site design, and plat creation Clarify survey and civil site design separate contract or in A/E scope? ANSWER: Geotechnical investigations specifically will be handled in a separate contract with existing firms. The W-JCC School Division is envisioning that the site design will be done as part of the A/E overall design as far as parking, entrances, etc. 6. Page 7, 4 th paragraph, last sentence: Proposals should be prepared in bullet outline format and be no more than 30 pages, excluding title page, letter of transmittal, table of contents, and forms SF 330 Is the intent to be a total of 30 printed faces or 30 sheets of paper printed front and back? Please verify. ANSWER: It is the intent of this section within the RFP to limit extraneous amounts of paper with the proposal. 30- Printed pages front and back is acceptable. 7. Page 8, Section 9.2: Each offeror must demonstrate that they have completed designs for at least three renovations of similar size and scope, preferably public safety related, or have included an expert in the development of such projects on the proposed project team who has designed at least three renovations of similar size and scope, preferably public safety related. We just wanted to confirm that the intent with respect to this statement is that the offerer can have that experience, OR, that the offerer can have an expert on their team that has the same amount of experience. Please verify that that is the intent. ANSWER: For clarification, references to public safety experience should be changed to school facility design experience. In response to the question above, the offeror firm should have a resume of person/nel within the firm with the relevant experience, or someone with the expertise who will be on the team and included in the proposals with the relevant experience should the contract award be extended to that firm. And, we are thinking that the project type being noted as "public safety related" should be replaced with "K12/Middle School projects." Please confirm if the language will be modified. ANSWER: Please see answer to Q. #4 above 8. Can WJCC provide a summary of funding for this project? ANSWER: The A/E fee for design of the facility is fully funded by the Board. $25 million is projected for Phase I construction costs. 9. What will happen to the existing field house, will it be replaced? What is the future goal for the sports fields? ANSWER: The initial report work is not intended to be the design of the new facility. The W-JCC School Division is flexible to consider all options that are proposed in regard to the fields 10. Are you able to advise the representatives on the selection committee? ANSWER: No 11. It was mentioned at the Pre-proposal meeting that WJCCPS is interested in seeing creativity and what we would suggest in regards to the Feasibility Study. Are you looking for firms to provide this information during the RFP submission? ANSWER: Proposal responses should take into consideration the background that was provided in the RFP, as to what the division desires in a collaborative and creative partner for the design of the new middle

3 school facility within the parameters of the RFP preparation requirements. The School Division is interested to review the proposals for firms that can meet the specific needs for this particular school, on this particular site in an innovative manner and not a template of a typical school design projects. 12. Please clarify that all consultants need to provide a full SF 330. Typically the consultants information is included within the Prime s SF 330. ANSWER: SEE RESPONSE TO #1 13. Please clarify that Section 9.1, 9.2, 9.3, 9.4 and , should all be part of the SF 330 Forms. ANSWER: SEE RESPONSE TO #2 & #3 14. Please clarify when you stated that proposals should be in bullet outline format and no more than 30 pages, aside from the SF 330. We are unsure as to additional information you are requesting in the 30 pages? ANSWER: SEE RESPONSE TO #6 15. On page 7 under Proposal Submission Requirements it states that proposals should be prepared in bullet outline format. Can you elaborate on this? ANSWER: SEE RESPONSE TO #6 AND #14 ABOVE 16. Is it your intent that we provide a SF 330 for our firm and team members in addition to answering questions 9.1; 9.2; 9.3; 9.4 outside of the SF 330? ANSWER: SEE RESPONSE TO #2 & #3 AND # I was reviewing this RFP and caught this: The Consultant shall provide all architectural services required for the project. Engineering services such as geotechnical investigations, site design and plat creation will be provided via a separate contract(s) with third party/parties. The Consultant shall fully coordinate and cooperate with the Owner and with the firms providing the engineering services. Will civil/site design not be included in this proposal? If not, when will that service be solicited? ANSWER: See Response to #5. The school division will utilize existing contracts in place for third party engineering services, such as any geotechnical, and plat preparation. 18. During today's pre-proposal meeting, this item was brought up. The information that was conveyed during the meeting indicated that there are currently no firms that are providing third-party engineering services, such as geotechnical investigations, site design, and plat creation. Please verify. ANSWER: The school division will utilize existing contracts in place for third party engineering services, such as any geotechnical, site design and plat preparation. 19. I am writing to inquire about access to the existing building plans for the James Blair facility as well as the middle school study report from May 2013 that was discussed during the pre-proposal meeting. Could you please provide access to these documents? ANSWER: Please see the information at the beginning of the addendum that references information provided to contact the appropriate school staff to assist you in obtaining a password and site information to be able to view the building plan.pdf. ATTACHMENTS: 1.) Pre-Proposal Log In Sheet (Attendees) 2.) Middle School Study (2 files) This Addendum 1 is incorporated into the RFP Documents and will be made part of the resulting contract ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.

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8 We shape our buildings and thereafter, they shape us. - Winston Churchill May 2013

9 Committee Work Overview The WJCC Middle School Learning and Facility Study Committee met three times and each meeting lasted 1.5 hours. The meeting dates and a brief overview of the content of each meeting are provided below: February 21, Meeting One: The committee reviewed and discussed research on the impact of school size on student achievement and school climate. Work groups brainstormed the advantages and disadvantages of large and small schools and presented their ideas to the whole committee (Appendix VIII). March 21, Meeting Two: The committee explored and deliberated on the future learning needs of students over the next 50 years (Appendix IX). A video on the needs of the digital learner, 21 st Century learners and 21 st Century school design elements were presented to frame the discussion. In addition, detailed information was presented to the committee, including site plans, cost and capacity, on two options for the future of WJCC middle school education. The committee also brainstormed additional options for consideration in Meeting Three. May 9, Meeting Three: The committee reviewed five additional options to increase the future capacity of WJCC middle schools and analyzed of the pros and cons of each option. A consensus process was utilized to select the three best options with accompanying rationale to present to the superintendent. Future Learning Needs and Building Design The following key concepts were foundational to the committee decision-making process. a. Flexibility in Design: The future learning needs of students should inform the decision on how to increase capacity at the middle school level and on the design of future school buildings. Buildings need to be designed with enough flexibility to meet the ever-changing trends in instruction and learning and incorporate 21 st Century skills. For example, technology should be incorporated into all learning spaces; learning environments should support active and project-based learning; individualized and student-centered learning should be emphasized; spaces should allow for flexibility in instructional delivery and size of student grouping; and, design, systems and furniture should support the concepts of change and flexibility. Future designs should be flexible enough to support organization by department or grade-level teams, interdisciplinary grouping, smaller learning communities, school-within-a-school concepts or thematic or project-based learning. Flexibility rather than specificity will allow WJCC to meet the future learning needs of students. b. Sustainability: Future-proofing of schools includes incorporating green design elements that impact learning such as natural light, air quality and temperature control. Page 2 of 108 6/3/13

10 c. School Size: The research on the impact of school size is inconclusive. However, following a review of research on the impact of school size on academic achievement and school climate, the committee recommends that middle school size should not exceed 950 students. Below are some highlights from the research considered by the committee: Page 3 of 108 6/3/13

11 10-Year Master Plan and Middle School Study Williamsburg / James City County Public Schools Middle School Study Summary Background Starting in June of 2014, RRMM Architects was tasked with the preparation of a Middle School Study. The goals for the study were: 1. Develop concepts for renovating the existing James Blair Middle School. 2. Develop concepts for converting the existing James Blair Middle School back to a Middle School with a 600 student capacity and consider expansion to a 900 student school. 3. Consider the possibility of a phased approach and leaving the existing Central Administration on site. 4. Develop cost models. The existing James Blair Middle School was originally constructed in the mid-1950 s. It consists of a mixed one-story/twostory building containing approximately 73,621 square feet of space and a detached one-story building containing approximately 15,318 square feet of space, for a total approximate building area of 88,939 square feet. In 2009, the building was decommissioned as a school facility concurrent with the opening of the Lois S. Hornsby Middle School. In 2010, the building was converted to the Williamsburg / James City County Public School Central Administration offices and this remains the current use of the facility. Detailed programming, building physical assessments and hazmat surveys are not included in the scope of the study. Recommendations on conversion and reuse of the existing building are made based on the Architect s knowledge gathered during previous work at the facility and experience in the planning/design of educational facilities. Since detailed programming is beyond the scope of this study, division specific data and correspondence as well as the Prototype Middle School Space Program Model contained in the DOE Virginia State Guidelines for School Facilities In Virginia s Public Schools, served as the primary sources for determining the recommended spaces and room sizes in a 600 student Middle School. Process At the beginning of the study, RRMM developed Concepts A-F showing potential new uses for the existing facility and then reviewed the concepts with WJCC Public Schools. These concepts typically include leaving the Central Administration in half of the existing building and renovating the other half of the building to house a range of new functions. The range of new functions includes a STEM academy, a CTE academy, cultural arts facility and small magnet school. Please refer to Tab 5 for more information on Concepts A-F. After the initial meetings with WJCC Public Schools, the study focus was narrowed down to converting the facility back to a middle school with a 600 student capacity. Concept-F and Concept-G were developed showing the renovated middle Middle School Study Summary 1 10-Year Master Plan and Middle School Study October 07, 2014

12 10-Year Master Plan and Middle School Study Williamsburg / James City County Public Schools school and the ability to retain the Central Administration offices on site. To meet budgetary constraints, the facility conversion was divided up into two phases in each of the concepts. Concept-F includes converting the existing building s classrooms from their current office use back to the original classroom use. This requires moving the Central Administration functions into the east half of the building, providing the opportunity for creating a more modern and consolidated office plan layout in that location. In this concept, new middle school core spaces including a kitchen/commons, auditorium, gym and support spaces are added in phase 2, expanding the school to the north on the site. Under this concept, a number of shortcomings limit the facility s use as a 600 student middle school in Phase 1. Reusing the existing classrooms, undersized by the Virginia DOE and the school district s standards, limits the ability to create modern 21 st century classroom settings without major renovations to the existing building s structure and significant financial investments. Also, devoting most of the allocated budget on renovating the classroom spaces and relocating the central administration offices to the other half of the building, limits the amount of middle school core area expansion that can be performed in Phase 1. Since the addition of key core spaces including kitchen/commons, auditorium, gym and support spaces is shifted to phase 2, the building would not be a fully functional middle school after the initial phase 1 renovations. Please refer to Tab 5 for more information. Concept-G, also divided into two phases, was recognized as the better option and was further developed. Concept-G involves the converting the building into a fully functional 600 student middle school, including all required core spaces, while keeping the Central Administration Offices on site in Phase 1. Phase 2 includes building additions and renovations supporting an additional 300 students, bringing the total school capacity up to 900 students. Key aspects of Phase 1 include: 1. Limit work in the Central Administration wings to a new Entrance Addition that connects the two-story office wing and one-story annex. This addition recreates a front door and reception area for the Central Administration and is adjacent to the Administrative Parking. 2. Convert existing Gymnasium into STEM labs / classrooms. 3. Build new Gymnasium, sized for 900 student assemblies, and new Locker Rooms. 4. Build new Administration/Guidance areas and main middle school Entrance oriented towards Longhill Road. 5. Build three-story Classroom Wing for 200 students each floor, 600 student total. Given the site constraints, a multistory building is required. 6. Renovate existing Kitchen and Cafeteria areas. A small teacher dining area is added adjacent to the Cafeteria. 7. Renovate other existing building spaces into new functions including Media Center, Band and Chorus. 8. Renovate the existing Auditorium, which has a number of accessibility issues, into a small Group Learning Room. 9. Renovate the existing Stage into a School Board meeting and training room. 10. Redevelop the existing site work to include new areas for Bus Drop-off, Visitor Parking, Parent Drop-off and Administration Parking. Key aspects of Phase 2 include: 1. Demolish the Central Administration wings (Revised relocation to another site is not included in this project budget). 2. Build new Auxiliary Gymnasium. 3. Build an addition onto the three-story Classroom Wing for additional 100 students each floor, 300 students total. Middle School Study Summary 2 10-Year Master Plan and Middle School Study October 07, 2014

13 10-Year Master Plan and Middle School Study Williamsburg / James City County Public Schools 4. Build new Kitchen and Commons areas with entrance facing Ironbound Road. 5. Build Fine Arts areas including an Auditorium, Stage, Scene Shop, Orchestra, Band and Chorus rooms with support spaces. 6. Renovate the existing Kitchen and Cafeteria to serve as a CTE Learning Kitchen with associated classroom. 7. Redevelop the Parent Drop-off and after hours parking, directly accessible to the new entrance into the Commons area. Cost Models for renovations and additions to the existing facility as shown in Concept-G, Phase 1 and Concept-G, Phase 2 were developed. For Phase 1, the total project cost in today s dollars is approximately $29,593, In determining the costs associated with reusing the existing portions of the building, the RRMM separated the building into three levels of intensity of renovation (medium, light and heavy). The phase 1 cost model includes demolition costs for the existing storage building and existing fueling station located north of the existing building. The model does not include the cost for the proposed Longhill Road realignment. For the Phase 2, the total project cost in today s dollars is approximately $21,540,831. The phase 2 cost model includes the demolition of the existing building s two-story and annex Central Administration areas. The model includes renovations to the existing building in the areas where the Central Administration offices are removed and in the Cafeteria/Kitchen for conversion to a CTE Learning Kitchen. The phase 2 cost model does not include any costs associated with construction of a new Central Administration facility offsite or any costs associated with building-wide refurbishments (approximately 10 years after phase 1 work is completed). Please refer to Tab 3 for more information. Conclusions Concept G, Phase 1 appears to confirm that the James Blair Middle School can be converted back to a 600 student Middle School, while keeping the Central Administration offices on site within a reasonable total project budget as indicated in the cost model. To manage this within the dollars estimated, work in the Central Administration areas will have to be limited to little more than a building connector to the annex. A presentation to the Williamsburg / James City County School Board is scheduled for October 07, The PowerPoint hardcopy is included in Tab 6. We would like to express our gratitude to all of those involved with the successful completion of the study, including but not limited to the Williamsburg / James City County Public School administration and staff, Williamsburg / James City County School Board, the City of Williamsburg and James City County. Middle School Study Summary 3 10-Year Master Plan and Middle School Study October 07, 2014