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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.