6862 - Electric Transmission and Substation Capital Program Management Services, Addendum 1
Purchasing Department
901-B Texas St.
Denton, TX 76209
(940) 349-7100
www.dentonpurchasing.com
ADDENDUM #1
RFQ # 6862
PROFESSIONAL ENGINEERING SERVICES FOR ELECTRIC
TRANSMISSION AND SUBSTATION CAPITAL PROGRAM
MANAGEMENT SERVICES
Issue Date: November 21, 2018
Response due Date and Time (Central Time):
Thursday, November 29, 2018, 11:00 A.M. CST
RFQ # 6862
ADDENDUM #1
The following are clarifications to the RFQ:
The RFQ states:
“The Easement/Property Acquisition Services (real estate support services) may be awarded as
a separate contract or be awarded as a part of the contract for the all other categories of work
outlined in the Statement of Work, whichever is more advantageous for the City of Denton.
Consequently, the City will accept SOQ’s directly from real estate service entities that are
capable of demonstrating the ability to provide all the required services.”
The questions are as follows:
1. Can a land services/real estate firm respond to ONLY the real estate portion of the RFQ?
Yes
2. Can the same land services/real estate firm also respond as a Prime with Subs? Yes,
please clearly state the name of the subcontractors as well as their specific roles in your
RFQ submittal.
3. Can the same land services/real estate firm respond as a Sub to another Prime? The land
services/real estate firm may participate as a subcontractor; however, only the primary
contractor shall submit a response to the RFQ. Please reach out to the primary
contractor(s) to collect and send your proposal on the behalf of your land services/real
estate firm.
The following are the City of Denton/Denton Municipal Electric (DME) responses to questions
submitted during and after the November 15, 2018 Pre-Submittal Conference:
1. Is the Program Manager going to be written into the construction contracts to be
representing the City with some authority? No. DME will retain authority to act. The
Program Manager is an adviser to DME. (DME is an operating department of the City
which is bound by State and City laws, ordinances, policies, and procedures.)
2. Does the City have a contracting strategy for engineering, procurement, and construction
for these projects (such as EPC, Design-Bid-Build or bid projects individually or package
them, etc.)? Yes. DME typically has long term contracts in place for engineering,
procurement, and construction for multiple years and projects.
3. Under Exhibit 2 General Provisions –Terms and Conditions for Professional Services,
23.B. Will the invoice be based on project milestones or time and material? Time and
incidentals to the work performed.
4. In 6862-1 Section 12, timesheet copies are requested. Is a summary of timesheet
information acceptable to the City? Summaries of timesheet information will be
acceptable. Individual timesheets are not expected to be included with the invoices.
5. Is federal funding applicable to these projects? Is the land acquisition process going to be
subject to the Uniform Relocation Assistance and Real Property Acquisition Act?
Federal funding is not typically applicable to DME projects. There is none expected at
this time for the projects planned. The land acquisition process is subject to Senate Bill
18.
6. It is our understanding after the pre-submittal conference, the program management
services provided under this contract will not be executing contracts directly for the
performance of engineering and construction? Correct. City of Denton Purchasing will
arrange for all contracts.
7. If the City decides to contract land acquisition services separately, is the intent to have
the Program Manager manage that contract for the City? There is some possible
flexibility, but DME intends to be the primary entity managing the land and land rights
acquisitions. The Program Manager will track planning and activities of the real estate
contract and advise DME in the management of the contract.
8. Can the contracted program manager work remotely instead of on site at DME three days
per week? The normal expectation of DME is for the program manager to work on site
three days per week when a project(s) is (are) going strong. This allows easier
accessibility for DME staff with the program manager. Remote work will be possible
from time to time, however, not on a regular basis. DME is willing to be flexible when
needed.
9. Who will be the primary program manager? Chuck Sears, Engineering Division
Manager, Electric Engineering, and Brent Heath, Executive Manager of Energy Delivery,
will be the primary program managers. The contracted program manager will not,
technically, be the program administrators. DME will be administering the program and
the contractor will add to the DME staff as an adjunct. The contracted program manager
will primarily be responsible for assisting DME in tracking, reporting, and filing records.
10. Has the City or DME had a separate contract for real estate in addition to the program
management? No, it was determined to offer an opportunity for a separate contract to
extend an opportunity to more vendors in the marketplace and to increase competition.
The real estate program manager will be expected to work with City of Denton’s Real
Estate Department. The real estate program manager will be tracking and maintaining
records. These records are expected to be produced when requested by City staff. The
contractor will also be expected to draft documents based on templates provided by the
City’s Real Estate and Legal Departments.
11. What is the expected number of staff to be provided by the contractor? For real estate,
DME expects at least one person and the same person to work the real estate portion of
the program management; however, DME will not restrict the contractor from using more
of their staff if the need is appropriate and approved by DME.
For the project planning aspect of the program management contract, project planning is
its own discipline; therefore, one specialist in this area will be expected in addition to the
program manager. Please note that the definition of project planning under this contract
will not include any type of city planning.
The program manager will be expected to be the primary person working in the onsite
office three days per week; however, based on the workload, it can be a different person
from the other specialty areas (real estate or project planning).
Regarding the substation inspection discipline, DME expects a separate inspector to work
on the individual job sites. At times, there will be multiple projects going on at the same
time, therefore, the inspector will be required to visit multiple job sites during the same
time period.
There will be no transmission project inspection required under this contract. DME has a
separate contractor who performs the transmission project inspection work.
12. How much substation inspection work will be needed? Please refer to page 5 of the
Scope of Work (RFQ’s Exhibit 3) for the list of projects identified for the next three
years. It is possible that additional projects will be necessary depending on the major
economic development projects approved by the City Council.
13. Will procurement services be required under this contract? No. In general, procurement
tracking services will be needed rather than procurement support services; however,
DME will allow the contractor to take on a larger role in procurement services if the firm
has the capabilities to do so.
14. Regarding cost management, will the contractor be expected to perform cost
management? No, the program manager will be expected to track, document, and report
the project costs, but not doing the actual cost management. Chuck Sears will be
responsible for all cost management.
15. Will the contractor be expected to come up with the program or will there be a two-way
communication between DME and the program manager? DME expects ongoing two-
way communication throughout the duration of the individual projects. Program
management will consist of a two-way communication. DME will communicate its
needs, desires, and methods to the extent possible for the contractor to supplement these
or to implement these methods with some of their own insights. DME welcomes
additional individual input from the contractor to enhance the program. For example,
DME will provide general guidelines for a dashboard, such as the things they want to see
on the dashboard. It will be left to the contractor to determine the details for the
dashboard.
16. How much plan sealing by an engineer will be required under the contract? DME
expects very little engineer sealing to be required. An engineer under the program
management contract may be called on to assist and reviewing project drawings from
received from engineering firms. The contractor’s firm may have a lot of expertise in
some particular area and part of program management is making things fit better into a
project. The contractor’s engineer(s) will not be expected to create or design anything
from scratch. The engineering role will primarily reformatting, modifying, or enhancing
existing drawings while preparing for a presentation. For example, a section of a drawing
may be highlighted or circled for enhancement purposes.
17. It is noted on page 8 of the RFQ document that Attachment C is a “Safety Record (if
applicable will be attached)” and on page 12 of the RFQ document Attachment C is
referred to as “Schedule and Budget Compliance Form.” Can you please advise? Please
disregard any references in the RFQ to Safety Record Questionnaire or Schedule and
Budget Compliance forms. These were originally a part of the RFP template for new
construction projects and should not have been included in the RFQ template.
NO OTHER CHANGES AT THIS TIME.
Please acknowledge addendum on Attachment F of the
main solicitation document when submitting a proposal.