Q&A's from 10.13 Pre-proposal meeting (PDF | 204KB)

CLARIFICATION:
Proposals should not exceed 30 pages, single-sided in length. Resumes and letters in Section B.4 ARE NOT included in the 30 page count.

Question: Are you also advertising for commissioning separately? LEED facilitation?
Answer: We already have a firm on board to do the LEED commissioning. LEED facilitation will be a part of the architect's services.

Question: In regards to the education and collections facility RFP for A/E services, I see that the geotechnical investigation will be contracted through the owner.  Will DMNS be accepting proposals for a geotechnical investigation in the near future, or will that be requested after the A/E is contracted?
Answer: These services will be contracted after the A/E is contracted.

Question: The requirement for submission is 30 pages-is that single sided or 30 pages-double sided?
Answer: Single sided.

Question: Resumes-Are they included in the page count?
Corrected Answer: No, resumes are not included in the page count.

Question: Do the letters in Section B, #4 count toward page count and are the letters required for each person on the team as well?
Corrected Answer: No, the letters in Section B.4 do not count toward the page count.  The letters can be limited to the Architect's key staff, the working staff member from the key trades such as MEP, Civil, Structural, Landscaping, and LEED.

Question: Does the information required on Page 8, 9-MBE/WBE Participation count towards the page count and should the information be included in a separate section?         
Answer: There is no need for a list outside of attachments 8, 9, and 10.  But you must include a fully executed Letter of Intent (attachment 8) for each company you intend to use for MBE/WBE credit. The forms will not be included in the 30 page count.

Question: How can we obtain a set of plans for this project?
Answer: The current RFP is for the Architect & Engineer team.  This team will be developing the plans.

Question: Is there a pre-conceived preference for any particular MEP engineering consultant to complete this project?
Answer: There is no preconceived preference for a particular MEP engineering consultant for this project.

Question: I understand that this RFP is for A/E services. Will there be any opportunities for an exhibit design firm in the future?
Answer: Part of the A/E services include exhibit design expertise so A/E firms who don't have this expertise may be looking for it elsewhere.

Question: Is Architectural Energy Corporation precluded from participating on A/E teams?
Answer: AEC is precluded from contracting with the architect, but they will be working with the A/E
Team.

Question: Are the required letters included in the 30 page count, since the resumes are not included in the 30 page count?
Corrected Answer: The letters and the resumes will not be included in the 30 page count.

Question: RE: Cost estimating role and reconciling with the CM/GC. On page 4 under Project Phasing it states architects will be responsible for a preliminary cost estimate at the end of Programming only. But then on page 7, the third paragraph under Project Approach states, upon approval of the SD documents, the Owner will add a contractor as a CM/GC to the team. I understand that to be after SD approval. Through this selection process, a detailed project estimate will be required by the Contractor. The completion of the Contractor selection process and the reconciliation of the contractors estimate with the Owner's Approved Budget will conclude the Phase 1. It says that the A/E will reconcile their SD documents to reflect the Contractors budget. Who is responsible for SD estimate that's to be reconciled with the selected CM/GCs SD estimate? If there is no SD estimate but yet you want to reconcile the CM/GCs SD estimate, there is nothing to benchmark against. The conceptual estimate won't represent true value.
Answer: The A/E firm will be responsible for a preliminary cost estimate at the end of Programming only. At this time we are not requiring the A/E to include the Program Estimator to participate in a reconciliation effort at the end of Schematic Design (SD).
Using the (SD) documents, the Owner, with the A/E's assistance, will select a contractor for a CM/GC delivery method.  The SD design is not the end of the Phase One- Pre-design. Once the Contractor has been selected, the Owner, A/E and Contractor will work together to be certain that the Contractor's SD budget is within the Owner's Approved Budget.  To achieve this objective the team may require work sessions which will either result in the Contractor revising their budget to align with the appropriate scope or the  A/E revising their SD documents to align with the Owner's Approved Budget which needs to be within the Contractors SD estimate.  Typically, both efforts will occur.  Once the Scope and Budget alignment is complete, the Pre-design Phase is concluded.  We will not move into Phase 2, Design until the A/E's scope at SD is in line with the Owner's Approved Budget.  The need for further estimating by the A/E team beyond the Programming Phase is not required.

Question: Can you please clarify what is meant in Section B. Local Presence:  All Firms participating in this Project must be licensed in the State of Colorado and have a production office located within a 100 miles of the Denver Museum of Nature & Science?  Specially, when stating have a production office located in Denver, does all firms pertain to architects only?  Or, does it pertain to architects and consulting engineers? 
Answer: This requirement is for the architect and lead engineer on the team. Other consultants will not be held to this rule.

Question: Can you please clarify what is meant in Section B. Local Presence: All firms participating in this Project must be licensed in the State of Colorado and have a production office located within 100 miles of the Denver Museum of Nature & Science? Does "all firms" pertain to architects only? Or does it pertain to architects and consulting engineers?
Answer: This requirement is for the architect and lead engineer on the team. Other consultants will not be held to this rule.

Question: Consultants - B103 Article 3 item 3.1.21 requires the Architect to provide additional consultants to provide the Tele/Data, Security, and Audio/Visual systems.  B103 Article 4 item 4.1.20 states that the Owner will provide the Telecommunications / data design.   B103 Article 4 item 4.1.21 states that the Owner will provide the Security Evaluation and Planning.  Please clarify if we should provide a Telecommunications/Data Design subconsultant and a Security Evaluation and Planning subconsultant.
Answer: The owner will provide Tele/Data, Security Evaluation and Planning, and Audio Visual systems-not the Architect.

Question: The RFP implies that the Discovery Zone will be relocated to the new Education and Collections facility.  Does this project scope include renovation to the vacated Discovery Zone space in the existing building?
Answer: No, the renovation of the vacated Discovery Zone would be another project at another time.

Question: Can we get an indication of the Sq Foot areas for the Discovery Zone and the Learning Labs? 
Answer: The Discovery Zone could be 5,000-7,000 sq. ft. Learning labs could be approximately 1,000 sq. ft. each.  But this should be flushed out in the programming with the Youth & Teacher Initiative team once the A/E team is on board.

Question: Can we get more information on the programmatic requirements and size of the Learning Labs?
Answer: The requirements will be discussed in the programming with the Youth & Teacher Initiative team once the A&E is on board.

Question: In calculating our fee, we would like to understand if a construction cost contingency is being carried within the overall budget, such that our design team will ultimately be responsible for the $0,000,000 construction budget, plus some amount of contingency.
Answer: There will be a construction contingency built in to the $40,000 construction budget.

Question: In the Contract, Article 11.8.1 says that the Reimbursable Expenses allowance is to be a "top set" number, but lists "Limited" printing as a requirement. Can you please define the number of copies of the documents required by the Owner at each phase of the Contract so we can properly develop our expense allowance?
Answer: See RFP #12G. Attachment5-Reiumbusable expenses-"Proposers shall include in their fee proposal the cost of producing eight (8) sets of documents for each phase of design requiring Museum's review and approval and bid package submittal."  We are looking for the expertise to accomplish our goals and objectives but want to know the total costs associated with adding the appropriate expertise. It is important that we fully understand the reimbursable expenses including travel etc. associated with each team.  We also require the detail used in developing these assumptions so that we can understand your approach. We are looking for transparency.

Question: Can we request that the Reimbursable Expense Allowance not have a "top-set" requirement?
Answer: No, we need a realistic understanding of the cost exposure in this area for the Project.

Question: May prose-form biographies be submitted for key team members instead of resumes?
Answer: Prose-form biographies can be used, as long as they include pertinent information re: experience.

Question: In the proposed contract, paragraph 2.5.4 states "All subcontractors, independent contractors, suppliers or other entities providing goods or services required by this Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverages required of the Architect.  The Architect shall include all such subcontractors, independent contractors, suppliers or other entities as additional insureds under its policies or shall ensure that all subcontractors maintain the required coverages. I assume all consultants to the Architect would qualify as "subcontractors, independent contractors," etc.? The first sentence clearly states that all consultants must carry the same coverages as the Architect.  (This would likely be cost prohibitive for a project where such a broad range of consultants will be required.) The second sentence seems to indicate that either the consultants must carry the same coverages as required of the Architect, or the Architect must shall include any consultants not meeting the insurance requirements as additional insureds under the Architect's policy.  Which of the two sentences governs?
Answer: Our (DMNS) agreement is with the Contractor (architect) and therefore any claims that arise will be the responsibility of the Contractor (architect).  Therefore, we expect that the Contractor (architect) will require appropriate types and levels of insurance from its subcontractors to cover all exposures.  That being said, it is fine if the Contractor does not require the same coverages or limits of its subcontractors, if that line of insurance is not applicable to work the subcontractor will be doing.  Professional Liability is generally the insurance line in question.  However, if that sub is doing design or engineering work they do need to carry a minimum of $1 million in professional liability coverage.

Question: Re: project sheets-Can we include project sheets showcasing some of our team's relevant work experience? If so, where is it appropriate in our submission to place these project sheets? How many project sheets are allowed?
Answer: Please see item No. 12. Project Format in the RFP. Project sheetsshould be bound separately and included  in "Marketing Booklets." You may bind as many of these items as you feel is appropriate, however, based on the number of proposals and the available time of each selection committee member, these marketing materials may or may not be reviewed in detail.

Question: Is there an overall RFP page limit?
Answer: Please see item No. 12. Project Format in the RFP: "Proposals shall not exceed 30 pages in length."

Question: In section B, question #4 asks for a letter "from each proposed key staff member…" does this include every key member of our entire team including associate architects and consultants, or just key staff members from the prime architecture firm's team?
Answer: This can be limited to the Architect's key staff, the working staff member from the key trades such as MEP, Civil, Structural, Landscaping, and LEED

Question: Where in the RFP Submission should Attachment 1 be included?  Where in the RFP Submission should Attachment 8 & 9 be included?  Where in the RFP Submission should Attachment 10 be included? 
Answer: All attachments should be in order at the end of the proposal.

Question: Is the 30 page count limit front and back? In other words, would use of front and back of pages equal 15 or 60 printed pages?
Answer: We would like 30 pages, single sided.

Question: Does orientation of 8.5" X 11" page size matter? Is landscape orientation acceptable or do we need to keep the format in portrait?
Answer: Orientation doesn't matter, as long as the size is 8.5"x11".

Question: Are there any limitation or specification on the separate marketing books? (quantity, size, information, etc...)
Answer: You may bind as many of these items as you feel is appropriate, however, based on the number of proposals and the available time of each selection committee member, these marketing materials may or may not be reviewed in detail.

Question: Are we allowed to also include marketing materials for other key consultants? And if so, would you prefer them bound together or separately?   
Answer: Yes, you may include marketing materials for other key consultants, however, based on the number of proposals and the available time of each selection committee member, these marketing materials may or may not be reviewed in detail.   Please bind all marketing materials together.

Question: Must firm be registered in Colorado if they are partnering with a local firm? If the firm must be registered in Colorado, is it permissible to be in mid process at the time the proposal is submitted?
Answer: The lead architect and engineering firm must be registered in Colorado and must have an office within 100 miles of the Museum at the time of the proposal submittal (November 6, 2009).

Question: The Contract form indicates that our fee proposal and hourly rate information can be considered confidential. Can we submit our fee within a separately sealed envelope marked "confidential" so that it is not included in "public record?"
Answer: Yes, you can submit your fee in a separately sealed envelope marked confidential. Before a contract is finalized and fully signed, terms regarding pricing as submitted by all proposers shall be treated by the Museum as confidential. However, under the Colorado Open  Records Act, after a firm is selected and a contract has been signed for the RFP work, any information submitted  would be part of the public records open for inspection, unless subject to a statutory exception.

Question: Per addenda on 10.22.09 it shows that the Owner will provide Tele/Data, Security Evaluation and Planning, and Audio Visual Systems-not the Architect. Will there be a separate RFP posted or have those services already been commissioned?
Answer: The Tele/Data, Security Evaluation and Planning, and Audio Visual systems will be handled by our in-house staff.  No RFP is planned for this work.

Question: To understand the starting point for the Phase 1 programming scope, what information is already available on preliminary planning for back-of-house facilities in the new building? Are there studies of space and technical requirements for specific offices and laboratories, space requirements for specific collection storage areas, and/or definition of desired adjacencies that have already been carried out? Has DMNS developed any preliminary square footage and/or technical requirement or various learning and exhibit areas? Or will such tasks fall under the first phase of work?
Answer: Although there has been some discussion of some of the things you list, we will be addressing for the first time or re-addressing these things in the first phase of work.

Question: Given the conservation expertise you already have in-house, can you be more specific about the type of expertise the proposing team should include for the design of your collections storage areas? Are you looking primarily for expertise in including various open and accessible storage techniques, or does the Museum need help in designing their back-of house storage systems as well?
Answer: A collections risk assessment to be completed by DMNS staff around the end of this year will be a key resource for defining and prioritizing design specifications of collection storage and associated spaces. 
Space requirements for all collections have been thoroughly studied.  Very conceptual layouts were done as a part of this study purely to calculate space requirements.  We would expect a design team to work with us and our carriage/storage equipment vendor on layout design to maximize the storage efficiency of the actual available footprint of the collection facility, and to minimize the impact of architectural features like columns, stairways, and doors, mechanical and other infrastructure spaces, etc.
Education collections may end up in a space visible to the public.  We would expect a design team to work with us on a design to achieve balance between preservation and access to this active collection.  This might involve working with a carriage/storage equipment vendor to maximize the storage efficiency of the available space, and to minimize the impact of architectural features.
As for the storage cabinets, shelves, etc, our staff will be working with vendors directly to define design and load requirements.
Any assumptions about space requirements receiving areas, etc should be re-evaluated.  We have already defined adjacency requirements for all required spaces.  And we would expect to work with the design team on the technical and design requirements of these spaces.

Question: Please expand on the meaning of the "new DMNS science Frameworks" as noted under item A - Expected Results on page 6 of the RFP. i.e., How do the Museum's Initiative Teams define "new science frameworks?"
Answer: Our new science frameworks will be a set of guiding principles for the science content and pedagogy (teaching methods) we will focus on with preschool through grade 8 students. The frameworks will be predicated on research in science education such as the AAAS Science Benchmarks and Science Strand Maps, our current core competencies such as health, space, life science, geology, paleontology, and anthropology, the most recent research in informal science education best practices such as the National Research Council's Learning Science in Informal environments, and the National Association of Environmental Education national standards.  Our focus will be on foundational skills that support science literacy.

Question: At the pre-proposal meeting on October 13, 2009 it was stated that the DMNS Education and Collections Facility will be completed in 3 competitively-bid phases. The first phase being programming and SD.  If that is the case, wouldn't it make more sense to propose only on the Programming/SD phase at this time - knowing that the project scope, budget and configuration will be much more clearly defined (and hence easier to use for competitive bidding) for Phases 2 and 3? 
Answer: I think you may have misunderstood re: "3 competitively-bid phases." The competitive RFP selection process is for the whole project.  We don't plan on doing another competitive selection process for Phases 2 and 3. However, we will be making a decision at the end of each phase whether to go on to the next phase.  The hope is that all phases will utilize the same Architect. (Note: The owner, at its sole discretion, may dismiss the A/E team at any time throughout this process, postpone or cancel the Project or move forward in another direction with another design team.)

Question: If this proposal is for all 3 phases, does the MBE/WBE requirement need to be met at each phase or is it acceptable for the cumulative participation to meet the cumulative 15% goal?
Answer: The 15% MBE/WBE goal is for the entire project, cumulative, not each phase.

Question: It is understood that there are no conceptual drawings available as the intention is for the selected A/E design team to have a clean slate with which to start. However, to what extent will as-built records and digital files be available to the team upon commencement of the project?  Please provide a detailed listing (by discipline) of the drawings that are available, the area of the museum covered, the date of the drawing and the format in which they will be provided (e.g. CAD, hard copy, etc.) 
Answer: Most of the new construction is available digitally, however many of the older portions of the Museum are still hard copy drawings.

Question: Please confirm that the owner will provide the site survey that will be adequate for design purposes, including utility relocations.
Answer: Yes, the Museum will provide the site survey that will be adequate for design purposes, including utility relocations including Sanitary Sewer, Storm Sewer, Telephone, Fire Water and Electrical.

Question: A sewer manhole was observed south of the School entrance in the landscape island of the drive loop.  City's GIS system does not include this sewer manhole or any sewer on the south side of the building. Is the sewer on the south side of the building sanitary sewer or storm sewer?
Answer: It is a Storm Sewer.

Question: What route does the sewer take to connect to the public system?
Answer: There are two feeds coming from the NNE and the NEE into this manhole. The exit goes to the SW into City Park.

Question: It is noted that no storm water detention is provided on the east and south sides of the site currently. Is this new project exempt from providing storm water detention?
Answer: This is still to be determined.

Question: Is any new parking required as a result of the new building?
Answer: This is still to be determined.

Question: Sanitary Sewer: it appears that all of the sanitary sewer goes to a private sewer line in the north parking lot, then southwest toward the lake and the city main.  Please confirm if this is correct, and if not, please provide a clarification.
Answer: Unknown

Question: Potable Water Main: It appears that there is an 8" main that loops around the south, east and north sides of the building, with connections to 17th on the south, City Park Rd on the north, and running in Denver Zoo Rd. to N Colorado Blvd.  Please confirm if the potable main loops around the west side of the building.
Answer: Unknown

Question: Non-Potable Water: It appears that the Museum landscaped areas are irrigated by a non-potable water source.  Please confirm if this non-potable water source is regulated by Denver Water.
Answer: All landscaped areas outside of the Museum building are operated and maintained by Denver City & County Parks & Recreation and are not within the Museum's responsibilities.

Question: Is the cover letter included in the page limit?
Answer: The cover letter is not included in the page limit.

Question: Should proposers include FF&E design services in our fee?
Answer: No, FF&E design services should not be included in your fee.

Question: On attachment 3, #18 under the A/E scope: Will the Architect be responsible for LEED administration and filing with the USGBC? We understand that AEC will do all of the energy and daylight modeling.
Answer: AEC will NOT be responsible for LEED administration and filing. See page 14 of the RFP, 10.A-Architect Scope of services, #22  "Leadership in Energy and Environmental Design (LEED) Management (Register the Project; provide design expertise; studies; coordination and reporting including the filing and follow up of all documentation to the US Green Building Council)."

Question: Are existing building plans and sections available that could be provided to the proposers?
Answer: Existing building plans will be made available to the selected A/E team once the selection and contract is complete.

Question: The Lighting Design service will be selected separately-but does the process commence subsequent to selection of the Architect?
Answer: The Museum has used a lighting consultant for years who has great expertise in Museum lighting design and with our building.  We will either make a request from the city that this be a sole source contract and use the same consultant OR release an RFP for these services in first or second quarter 2010.

Question: To what degree will AEC be contributing energy and daylight modeling services to the various design phases? What will their degree of involvement and collaboration be with the A/E team?
Answer: AEC will be serving as the Museum's Sustainability consultant working closely with the design team and will provide energy design and analysis and day lighting design and analysis to the team.

Question: In addition to the approx 7,000 sf that has been identified for the Education/Engagement space, approximately how much space can we assume will be dedicated to new permanent exhibits (for which the design team will be responsible)? Is the cost of exhibit fabrication/construction included in the $40M construction budget?
Answer: The 7,000 sf is for the Early Childhood Education (ECE) engagement space, which will be the permanent gallery. The cost of exhibit fabrication for this space is not included in the $40M construction budget. There are no plans for other permanent exhibits in this space.

Question: The RFP state's that the Owner's energy and sustainability consultant will be responsible for "Energy analysis/modeling, including any renewable energy system analysis, and day-lighting design and analysis." Will the outcome of these studies be the determining information that is used to prove that the building will achieve carbon neutral?
Answer: Yes, this is our intent at this point.

Question: Is carbon neutral defined as site carbon neutral (carbon generated at the building) or source carbon neutral (carbon generated including transmission and distribution losses)?
Answer: It is our expectation that the design and engineering of the ECF will enable us to reach our energy efficiency and sustainability goal of at least 50% lower than a minimally-compliant ASHRAE 09.1-2007 building that has a zero carbon footprint through a combination of on-site and off-site energy efficient and renewable energy strategies.  Clearly we expect the A/E team to design the building to help us achieve this goal, but the Museum team, with AEC, will be responsible for researching and analyzing off-site energy sources.

Question: Please confirm that the will be performed as part of the Parks & Recreation project, and is not included in the DMNS-ECF scope of work except to review and provide comment on the P&R Dept. proposed design.
Answer: The A/E team will be heavily involved with the Parks & Recreation Dept. in the design of the driveway and drive loop reconfiguration design.

Question: Is Attachment 1, Consultant Disclosure Form to be completed only by the Prime,
or does each business entity on the entire A/E team need to complete this form individually?
Answer: This form should be filled out by the prime, however, please see Section 5. Disclosure of Subcontractors, Suppliers and Unions for pertinent information re: other firms of the A/E team.

Question: Attachments 6 & 7, Joint Venture Forms: If these do not apply, do they need to be included and marked as "N/A" or can they simply be omitted.
Answer: These forms can be omitted if they don't apply.

Question: Since the Resumes and Letters are not included in the page count, do you still want them to be included in the proposal where indicated, or can they be included under a separate tab?
Answer: The resumes and letters can be included under a separate tab.

Question: Can you clarify whether the prime submitter must have attended the mandatory pre-proposal meeting, or whether we can submit without having attended, though one or more of our sub consultants did?
Answer: The intent is that the lead Architect participated in the mandatory Pre-proposal meeting, however in the event of a joint venture either member of the joint venture's participation would be acceptable.