16-102R Addendum 1 - Anne Arundel County, Maryland · SEPTEMBER 15, 2016 RFP NO. 16-102R FULL DELIVERY OF WATER QUALITY IMPROVEMENTS ... but projects with SD will typically be rated

ANNE ARUNDEL COUNTY, MARYLAND Annapolis, Maryland ADDENDUM NO. 1

SEPTEMBER 15, 2016

RFP NO. 16-102R FULL DELIVERY OF WATER QUALITY IMPROVEMENTS

TO ALL OFFERORS: Please see the following for the above-mentioned RFP resulting from questions from Offerors.

1. See attached Pre-Proposal Meeting Attendance Sheet. 2. The completed Affidavit form and Vendor Information form should be included in the

Technical Proposal package. 3. All other Terms and Conditions remain the same.

Questions/Answers: Q1: Reference Section 1.1.1 - Projects are to take place on Private Properties - Are applicants

able to install projects on State or Federal land? If not, why?

A1: All projects must be on private land. State and federal properties often have their own water quality permit compliance requirements.

Q2: Reference Section 2.2.2 – Requires an Easement/ Perpetual agreement on a property, for the purpose of the proposal, would a Right of Entry or Letter of Intent from the landowner suffice?

A2: Yes, either one would be acceptable.

Q3: What are the County’s expectations for pollutant reductions?

A3: The County’s primary focus is nitrogen (N), phosphorus (P), total suspended solids (TSS) and Impervious Surface reduction; however we will consider other pollutants.

Q4: Will the applicant be required to break out the costs in the proposal, if so, can that information be held as proprietary?

A4: Yes – the Applicant will be required to break out costs. See Section 1.6.8 regarding Public Information Act Notice.

Q5: What is included in cost proposals for multiple projects?

A5: Break out costs by type of best management practices (BMP) to allow for a complete “apples to apples” comparison of BMP type.

Q6: Is a best and final offer going to be required?

A6: Typically the County does reserve the right for a best and final offer from top proposals.

Anne Arundel County, Maryland INVITATION FOR BID


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Q7: What is the purpose of the Financial Plan?

A7: Payment is not made until the complete project is delivered to the County. The plan shows that the Applicant is able to carry the cost of the project until payment is made.

Q8: How does the weight on pollutant removal compare to the weight given to qualifications of the contractor?

A8: See Section 2.6 “Evaluation of Offerors – Technical Proposal” for a breakdown of the evaluation criteria and the priority level for each.

Q9: Can you only submit questions by fax?

A9: No – email is also acceptable, however the Contractor needs to ensure it receives a response confirming receipt. The County is not responsible if the email is not received.

Q10: Does the technical approach require schematic design to confirm feasibility (e.g. survey, geotechnical, soils, etc)?

A10: No, the technical approach does not require schematic design (SD) to confirm feasibility, but projects with SD will typically be rated higher. The County will not pay if a design is found to be unfeasible upon further investigation by the applicant.

Q11: Pay schedule – will payment be made after construction and before maintenance. How will this be structured? Will a retainer be required for maintenance?

A11: Payment will be made after construction with the expectation of a retainage for maintenance until this period is completed. If maintenance in unnecessary, and the maintenance period is completed, the maintenance line items can be paid.

Q12: Will only one contract be awarded or will multiple be awarded?

A12: An award will be made to one (1) Contractor.

Q13: Is there a hierarchy of N, P, and TSS in their importance?

A13: No, there is no hierarchy. MS4 requires impervious surface reductions, NPDES requires a “constellation” of reductions for TMDL credit. MS4 permit requirements will be the primary factors.

Q14: Is there a specific contract document for land access / easements that the County requires/ can provide?



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A14: The County has a variety of boiler plate/template documents for Right of Way and easements which can be provided upon request. These templates, as well as the letter of intent, cover various levels of commitment from the landowners

Q15: Can you define private landowners – schools, parks, churches, HOAs?

A15: Acceptable sites are private schools, private parks, churches, and HOAs. Public schools are not on private land and are not acceptable.

Q16: How will funds be dispersed if there are multiple sites proposed?

A16: If BMPs are broken down in the Cost Proposal in an itemized fashion, the line item could

be used to pay for the individual BMP after inspection and acceptance.

Q17: Will there be an opportunity for oral presentations?

A17: Section 4.4 sets out the procedure for Oral Presentations. The County may require presentations if the proposal requires clarity. Not all Offerors may be asked to make such oral presentations.

Q18: Will the County review designs as they are being developed?

A18: The expectation is that the County (WPRP) will review the concept during the Technical Review Committee (TRC) review but not the final design as the consultant is developing it. The County is open to, and would encourage, having County staff provide input after the contract is awarded, as needed.

Q19: In reference to earlier payment question – 2.9.1 says payments will be made within 30 days.

A19: 2.9.1 refers only to the inspection of the project after notification. Once the inspection is completed and accepted by the County, the Contractor may submit an invoice for payment. Payment is net 30 days upon receipt of an accurate invoice.

Q20: Are there other incentives available from the County to offer to landowners, outside of the Stormwater Fee Credit?

A20: If maintenance is done by the County then the landowner is not eligible to a fee credit. If the property owner is willing to assume perpetual maintenance responsibilities under a private inspection and maintenance agreement, the property owner could be eligible for a stormwater fee credit. The County does not offer other incentives, and such negotiations should be exchanges between the landowner and the applicant.

Q21: Should landowner incentives be considered in the economic calculations for the proposal?



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A21: Yes.

Q22: The expectations of the inspection and acceptance of the project is vague and puts a lot of

risk on the Contractor if the County does not accept the final project. What is the inspection/acceptance criteria?

A22: Inspection & Acceptance: Inspection & acceptance will be handled in three phases:

Phase #1 Initial Acceptance: Initial acceptance of the proposed solution will be done at the time of contract award. The initial acceptance shall be provided to confirm that the proposed projects, if executed in accordance with local and state regulation, shall receive project completion acceptance. Initial acceptance shall not constitute a completion milestone and will only serve to verify that the proposed plan is found to be acceptable to the County.

Phase #2 Substantial Completion Acceptance: Substantial Completion Acceptance also known as project completion acceptance shall be an inspection to determine the projects have been completed in accordance with all local and state regulations.

Phase #3 Maintenance Inspections: Once projects are completed, each project shall be inspected on an annual basis to determine that the project is being maintained and is continuing to perform the desired initial function. These inspections will only be applicable to those projects that require annual maintenance. Applicability will be determined during phase #1 of initial acceptance.

Q23: Will the inspection/acceptance criteria get clarified in the contract documents or should the applicant clarify this inspection as part of the application because it appears as though the proposal will be used as the contract documents.

A23: See the answer provided in question 22 above which details how acceptance will be

handled.

Q24: Can projects in this proposal utilize Private, Federal, or State Funds?

A24: The requirements of the RFP shall not be contingent on any outside source of funding. Responding entities must be able to perform without any conflicting contractual or financial obligations.

Q25: What is the intent of the “right to use” portion in 1.1.3?

A25: Section 1.1.3 says that the County has the right to use the ideas of the applicant, even if that applicant is not awarded the contract, unless otherwise noted by the applicant. The County can use any ideas unless they are marked as proprietary or confidential.



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Q26: Can existing projects be brought to this RFP.

A26: No, existing projects cannot be brought to this RFP. Projects must be completed after the proposal due date, November 17, 2016.

NOTE: THIS ADDENDUM AND ACKNOWLEDGMENT MUST ACCOMPANY THE BID RESPONSE TO MAKE IT VALID. Return to: Purchasing Agent Attn: Kim Lee, Buyer Anne Arundel County Heritage Office Complex 2660 Riva Road, 3rd Floor, Annapolis, MD 21401 Sir/Madam: This will acknowledge receipt of Addendum No. 1 to RFP NO. 16-102R FULL DELIVERY OF WATER QUALITY IMPROVEMENTS Date: _________ FIRM NAME: _________________________________

SIGNATURE: _________________________________ TITLE: _______________________________________ Signature shall conform to requirements of the RFP.



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Documents

16-102R Addendum 1 - Anne Arundel County, Maryland · SEPTEMBER 15, 2016 RFP NO. 16-102R FULL DELIVERY OF WATER QUALITY IMPROVEMENTS ... but projects with SD will typically be rated