RFP Project Management Office Services for the North of Shellard Sports Campus/Recreation Complex Phase One. ADDENDUM No.

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1 Project Management Office Services for the North of Shellard Sports Campus/Recreation Complex Phase One ADDENDUM No. 1 Addendum Issued: September 16, 2015 The following shall form part of the Request for Proposals documents for the above, first issued by the Purchasing Division on September 2, 2015, and the revisions and additions noted herein and any attachments shall read in conjunction with all other documents. This Addendum shall, however, take precedence over all previously issued Request for Proposals documents where differences occur. includes the following: - Delete and Replace - Questions and Answers A. DELETE AND REPLACE A.1 PROJECT SCHEDULE: DELETE: 6.2 Paragraph 3 The anticipated dates for the Project are for completion of Phase One in September 2017, with the Consultant commencing duties in January 2016 and construction to tentatively start in May, REPLACE WITH: TENTATIVE PROJECT SCHEDULE TIMELINES Commencement Pre-Design Services Phases 1-3 October, 2015 Design Consultant Engagement and Detailed Design Phase 1 January, 2016 Pre-Construction and Tendering Phase 1 May/June, 2016 Construction Phase 1 October/November, 2016 Post Construction Phase 1 May, 2018 Page 1

2 A.2 PRICING FORM: DELETE: 2. a) PMO Services Item Contract Price Project Management Office Services Fee - Phase 1 $ REPLACE WITH: 2. a) Revised PMO Services As per the attached page: 2. Revised Pricing Form The Revised Pricing Form replaces Page 2 of Appendix C Pricing Form and shall be pricing form submitted with the proposal. A.3 PRICING FORM: DELETE: 1. (b) Rates quoted by the proponent shall be stated as a lump sum value for each phase of services and shall include all labour, materials, overhead and profit, disbursements and travel, insurance and WSIB costs necessary to deliver the scope of services as per this RFP, including any fees or other charges required by law. REPLACE WITH: 1. (b) Rates quoted by the proponent shall be stated as a lump sum value for each item of services and shall include all labour, materials, overhead and profit, disbursements and travel, insurance and WSIB costs necessary to deliver the scope of services as per this RFP, including any fees or other charges required by law. The contract will be based on the total contract price but awarded per phase. Page 2

3 B. QUESTIONS & ANSWERS Question #1 Answer #1 Question #2 Answer #2 Question #3 Answer #3 Within the North of Shellard Neighbourhood and Recreation Plan, Table 10 Phased Cost Estimate states that Phase 1 will be the development of the Recreation Centre. However, Section 2 Background in Appendix D of the RFP states that It is the City s intent to award Phase 1 to the PMO, which may be a combination of any of the above strategies. The above strategies referred to are the South Site, Central Site and North Site. Please clarify the Phase 1 scope. For the purposes of this RFP, assume services and calculate prices according to Phase 1 being the North Site. The RFP states that the proposed Project Manager must have PMP certification through the Project management Institute. Though we do have project Managers with this certification, the one which is best suited for this project and who we wish to propose, does not. We ask that you remove this requirement and the suitability of the project manager be judged on other merits. If you are not willing to do this, would you allow the proponent PM to be a member of the PMI vs having PMP certification? No, the City will not consider waiving the requirement for PMP certification for this project. Is the intent for the PM to be onboard at the end of the 30-day Contract Negotiation Period? Yes, if not sooner. Question #4 Answer #4 Appendix C, item (c) indicates that the fee is for the period identified in the schedule. Please confirm this is Nov 6, 2015 to Sep 6, 2017, 22 months. The PMO fee contract price is for the duration identified in the Tentative Project Schedule. Refer to the revised Tentative Project Schedule provided with this Addendum. Question #5 Appendix D, terms of reference, c) includes for warranty work, yet period is undefined and extends beyond Sep Thus we assume this falls under additional services. Please confirm. Answer #5 Post Occupancy / warranty work extends beyond the scope and timeframe of the project and would be performed as Additional Services. Page 3

4 Question #6 On Page 7, Item 5.3.1, General Duties indicates one of the first duties of the PM is to define the scope of work for the Consultant which would take place in November and December. In consideration that Council approval will be required for the final scope; this seems an unrealistic timeframe unless we do not understand this. Please confirm or clarify. Answer #6 Question #7 Answer #7 Question #8 Answer #8 Question #9 Answer #9 Question #10 Refer to the revised Tentative Project Schedule provided with this Addendum. In Appendix E, A.1 (d), you state that the proponent firm is to have a minimum of 3 project examples in the last 5 years with relevant experience. To increase the number of qualified responses we suggest that you modify to 10 years. The timeframe has been amended and will require the proponent firm to have a minimum of 3 project examples in the last 10 years with relevant experience. In Appendix E, A.2 (a), you state that the proponent PM is to have a minimum of 3 project examples in the last 5 years with relevant experience. To increase the number of qualified responses we suggest you modify to 10 years and 2 projects. The timeframe has been amended and will require the proponent PM to have a minimum of 3 project examples in the last 10 years with relevant experience. The fixed schedule does not appear to allow for any zoning, site plan approval, permits, etc. What approvals are required; and, does the City intend to expedite these processes? The approvals, permits etc. required will be determined by the scope of work moving forward in Phase 1. The PM will be required to assist with obtaining necessary approvals, where applicable. Has an Environmental Assessment been completed? Answer #10 Question #11 Answer #11 Question #12 No. A Preliminary Environmental Impact Assessment was completed and forms part of the North of Shellard Neighbourhood Recreation Plan document. As per Section 4 in Appendix D, please confirm what consultants, if any, have been retained by the City at this time. No consultants have been retained by the City of Brantford at this time. Please confirm whether the Consultant is referring to the Prime Consultant or the PM as it is used interchangeably at times throughout the RFP (i.e. the Form of Agreement, etc.) Page 4

5 Answer #12 Question #13 Answer #13 Question #14 Answer #14 Question #15 Answer #15 Question #16 Answer #16 In Appendix A Form of Agreement, the Consultant refers to the PMO. Otherwise, the Consultant refers to the Prime Consultant, as per Appendix D, Section D.1. paragraph 2, the Prime Consultant ( the Consultant ). As Table 10 Phased Cost Estimate within the North of Shellard Neighbourhood Recreation Plan was developed in 2011, is the proponent to assume the City has updated its budgets to reflect escalation, inflation, etc.? No. The costs shown within the North of Shellard Neighbourhood Recreation Plan document have not been revised. Will office space and supplies (phone, computer, internet, printer, etc.) be provided to the Successful Proponent? No. Should a site construction trailer become available as the work progresses there may be an opportunity for the PM to work in that space. Will the PM be required to be on site full-time; and, if not, how much time is the PM expected to be on site? The Respondent shall be responsible for determining the level of effort and on site time required to successfully perform the services of PMO based on the project requirements. A.5 Project Schedule and Work Plan; specifically part (b) where the RFP asks for "...A Time Task Matrix per team member for each task identified for the Project and shall identify the number of hours for each team member during each phase and major tasks of the Project ; is it the intent that each proponent is expected to provide number of hours for each team member for each of the 4 Phases / 30 Tasks? The Respondent is expected to provide a schedule and work plan identifying key milestones and critical paths, including major tasks to be undertaken in order to meet the Project requirements stated in the RFP. This is based upon the information in the RFP, as well as the Respondent s understanding of the project and related experience(s). The time task matrix quantifies which team members will be performing identified tasks and the anticipated number of hours it will take to do so. END OF ADDENDUM NUMBER 1 RECEIPT OF ADDENDA SHOULD BE ACKNOWLEDGED ON THE SUBMISSION FORM Linda Miedema, CPPB Coordinator of Purchasing Capital Projects Purchasing Division - Finance Department Attachment: 2. Revised Pricing Form Page 5

6 2. Revised Pricing Form PROPONENT S NAME: a) Revised PMO Services ITEM LUMP SUM Pre-Design Services Phases 1-3 $ Design Consultant Engagement and Detailed Design Phase 1 $ Pre-Construction and Tendering Phase 1 $ Construction Phase 1 $ Post Construction Phase 1 $ Contract Price $ b) Unit Prices Additional Services The following unit prices will be applicable during the term of the contract. Additional services shall only be performed upon written order of the City. Where the unit prices for additional services are unreasonably priced or do not represent the true market cost for that item, the City reserves the right to negotiate a more acceptable and representative price. Unit Prices Additional Services 1. PMO Fee for services beyond the scheduled time identified in the Tentative Project Schedule $ /month 2. Resources Hourly Weekly Project Director $ $ Project Manager $ $ Project Controller $ $ Project Administrator $ $ Other (specify): $ $ Page 6