Peralta Community College District Sealed Solicitation
Title: Bond Program Management Services (Measure G)
Deadline: 10/11/2024 12:00 PM (UTC-08:00) Pacific Time (US & Canada)
Status: Awarded
Solicitation Number: 24-25/02
Description: The RFQ/P process is designed to select a qualified firm to assist in establishing the overall organizational structure of the Bond program, developing appropriate delivery methods for each project, procuring one or more design, project and construction management firms to manage the design and on-site construction activity of each project.
Documents:
Addition 1
Posted: 9/23/2024
Type of Addition: Addendum One
Overview: Addendum One replaces the original sample contract and the exhibits of that sample contract with revised versions.
Documents:
Addition 2
Posted: 10/14/2024
Type of Addition: In Review
Overview: A total of five submissions were received.
Documents:
Addition 3
Posted: 11/5/2024
Type of Addition: An Intent to Award Information
Overview: A recommendation for an award scheduled for Board of Trustees Meeting on November 12, 2024.
Documents:
Question 1
Posted: 9/21/2024
Question: Will there be any pre-proposal meeting for this solicitation? Additionally, will there be any networking events with prime contractors that could assist LBEs in participating in this opportunity?
Response: No, and no. The District will not hold networking events during a bid solicitation, as this can compromise the District's objectivity with vendors who may or may not want to bid jointly or separately on the RFQ/P.
Question 2
Posted: 9/25/2024
Question: Does all text need to be Times New Roman or can we use alternate fonts as long as they're not smaller than 12-point Times New Roman?
Response: Yes, Times New Roman, font size 12-point only for your submittal.
Question 3
Posted: 9/26/2024
Question: Page 30 of the RFP documents states the Financial and Contract Manager qualifications include a BS in Financial Management BA in Business Management, CPA or CMA certification. In lieu of this requirement, will the district accept 10+ years of experience working in a school bond program and financial management software?
Response: The district will accept the following: associate degree in business, accounting, or finance plus two years of experience in place of each year of degree attainment towards a bachelor’s degree. A bachelor’s degree in accounting, finance, or business. Eight years of experience in financial management of a higher education general obligation bond program. The district reserves the right to accept or deny employees being considered for assignment to the Peralta Community College District.
Question 4
Posted: 9/27/2024
Question: If a firm is selected to be the Bond Program manager will that preclude the firm from being a construction manager for the bond program?
Response: The PM services contract is separate from any other contract currently in place in relation to CM firms. If a firm is a current CM firm they are allowed to compete for the current RFP for PM services. However, the teams for each contract have to be distinct and separate and cannot cross over in scope, staffing, billing or contractual obligations.
Question 5
Posted: 9/27/2024
Question: The pricing proposal requirements in the RFQ/P note the following, “Based on the team’s approach, the SOP shall include a fixed fee for all of the scope included in the proposal. The price should include all services. It should be made clear how the fixed proposal price was arrived at.” a. Exhibit A of the agreement identifies the scope of services for the Bond Program Manager however there are no schedules identified. If the District is looking for a fixed fee for all of the scope can the District provide a timeline for how long those services are expected to take place? b. The RFQ/P asks for a fixed fee proposal. Exhibit D of the agreement identifies that invoices must include time spent on work and/or monthly rates for each position. Is the intent for the monthly invoice to be based on the time spent on the project or a fixed fee monthly invoice?
Response: The contract shall be a for a "not to exceed" amount. The projects are outlined in Exhibit C of the addendum that was posted. Billable hours should be by person based on the hourly rate and detailed. The amounts will be billed against the contract total which will be the "not to exceed" price offered in the proposal.
Question 6
Posted: 9/30/2024
Question: Will you consider fonts other than Times New Roman and/or 12 pt for graphics, captions ONLY, etc., so long as it's not the main text?
Response: We have already responded to this question. Please see the public solicitation.
Question 7
Posted: 9/30/2024
Question: RFP Page 4, EXHIBITS TO THIS SOLICITATION (TABLE) lists "Exhibit N – Sample Agreement for Bond Program Management Services" as a YES to be included in the proposal. As this is the agreement and not a form, what is the actual deliverable you would like included in the SOQ/proposal?
Response: The district wants potential vendors to look at the agreement. If there is no change, then just note that you accept the agreement as presented. If the vendor requests changes to the agreement, then those changes (red lines) should be noted for consideration. The district reserves the right to deny changes made by vendors to the form contract, but it will consider reviewing said changes before making that determination.
Question 8
Posted: 9/30/2024
Question: If our subconsultant firm has a pending SLBE application, will they be considered for the SLBE points? Or does the process need to be completed?
Response: The application process needs to be completed for the SLBE at time of submission.
Question 9
Posted: 9/30/2024
Question: In the context of the Technical Approach Guidelines, could you provide further details on how the Program Manual and Cost Estimate Sample specified in Item 1 differ from the Program Procedures Manual referenced in the Implementation Plan under Item 3?
Response: Please answer in a way that you believe meets the requirements of the RFP.
Question 10
Posted: 10/1/2024
Question: Where can we find the Subcontractor List form mentioned in Exhibit F on pages 22 and 23?
Response: This “list” is just a list of subcontractors the responding vendor must provide of whom may work for you as part of the program services RFQ/P response.
Question 11
Posted: 10/1/2024
Question: Do subconsultants need to complete a copy of the SLBE/SELBE Self Certification Affidavit or provide any SLBE/SELBE documentation as part of the submittal?
Response: Yes.
Question 12
Posted: 10/1/2024
Question: A previous answer to a question about pricing states: “The contract shall be for a 'not to exceed' amount. The projects are outlined in Exhibit C of the addendum that was posted. Billable hours should be detailed by person and based on the hourly rate. The amounts will be billed against the contract total, which will be the 'not to exceed' price offered in the proposal.” While Exhibit C provides a list of projects within two separate phases labeled as “construction” or “slated,” the list does not clarify each project's current status. To prepare a comprehensive staffing plan and develop a fixed fee schedule, we kindly request that the district provide its existing program implementation plan or master schedule for the Measure G bond program.
Response: Please use the list provided. The awarded vendor will be given a detailed analysis of the project list.
Question 13
Posted: 10/1/2024
Question: The District's last Facilities Technology Master Plan was in 2017 and the District recently updated the Educational Master Plans in 2023. Will the District be pursuing an updated FTMP?
Response: The district is kicking off a Facilities Master Plan Update this Fall Semester.
Question 14
Posted: 10/1/2024
Question: The District lists key roles in 3.2 of the Agreement, within Exhibit D (page D-2), as well as providing a few "Key Personnel Definitions" in the RFP (Exhibit J - Glossary of Terms). Each of these list different role titles. Is it possible for the District to update the requested list of Key Personnel required as well as providing the definitions.
Response: Vendor should submit what they believe is applicable to the RFQ/P.
Question 15
Posted: 10/1/2024
Question: Does that District anticipate any roles to be on-site or can they be remote?
Response: Vendor can submit what they believe is appropriate for a response to this RFQ/P.
Question 16
Posted: 10/1/2024
Question: Good afternoon, On behalf of Brailsford & Dunlavey, I’d like to submit the following questions regarding the RFQ/P Number: 24-25/02 Request For Qualification And Proposal (RFQ/P) Bond Program Management Services (Measure G). Question 1: Cost and Budget The scoring sheets on page 7 of the RFP indicates that cost proposals are scored in both Phase 2. Please clarify under which phase you are seeking to score pricing proposals. The language on Page 12 outlining what is requested in Pricing and Proposal Requirements states "Pricing must be provided as part of this proposal..." Will Phase 1 remain at 100 points, or will the scoring of Pricing Proposal be moved to phase 1 with a new scorecard? Question 2: References The scoring sheets on page 7 indicate that references are scored in Phase 2, but page 8 mentions that references are required as part of the letter of interest (phase 1). Please clarify under which phase you are seeking to score references. Should you have any questions or need clarification, please do not hesitate to contact me. Thank you, Ty Taylor 415-480-4086
Response: 1. Phase 1 only, phase 2 is when the district shortlists firms for interviews. The score is evaluated in each phase, but it's only the one submittal. 2. See the previous answer; phase 1 will stay at 100 points, and the price is part of that current scoring. 3. Reference must be part of your submittal to be considered; however, reference will not be checked unless you make final round for interviews. 4. Please see previous answers.
Posted: 9/23/2024
Type of Addition: Addendum One
Overview: Addendum One replaces the original sample contract and the exhibits of that sample contract with revised versions.
Documents:
Posted: 10/14/2024
Type of Addition: In Review
Overview: A total of five submissions were received.
Documents:
Posted: 11/5/2024
Type of Addition: An Intent to Award Information
Overview: A recommendation for an award scheduled for Board of Trustees Meeting on November 12, 2024.
Documents:
Posted: 9/21/2024
Question: Will there be any pre-proposal meeting for this solicitation? Additionally, will there be any networking events with prime contractors that could assist LBEs in participating in this opportunity?
Response: No, and no. The District will not hold networking events during a bid solicitation, as this can compromise the District's objectivity with vendors who may or may not want to bid jointly or separately on the RFQ/P.
Posted: 9/25/2024
Question: Does all text need to be Times New Roman or can we use alternate fonts as long as they're not smaller than 12-point Times New Roman?
Response: Yes, Times New Roman, font size 12-point only for your submittal.
Posted: 9/26/2024
Question: Page 30 of the RFP documents states the Financial and Contract Manager qualifications include a BS in Financial Management BA in Business Management, CPA or CMA certification. In lieu of this requirement, will the district accept 10+ years of experience working in a school bond program and financial management software?
Response: The district will accept the following: associate degree in business, accounting, or finance plus two years of experience in place of each year of degree attainment towards a bachelor’s degree. A bachelor’s degree in accounting, finance, or business. Eight years of experience in financial management of a higher education general obligation bond program. The district reserves the right to accept or deny employees being considered for assignment to the Peralta Community College District.
Posted: 9/27/2024
Question: If a firm is selected to be the Bond Program manager will that preclude the firm from being a construction manager for the bond program?
Response: The PM services contract is separate from any other contract currently in place in relation to CM firms. If a firm is a current CM firm they are allowed to compete for the current RFP for PM services. However, the teams for each contract have to be distinct and separate and cannot cross over in scope, staffing, billing or contractual obligations.
Posted: 9/27/2024
Question: The pricing proposal requirements in the RFQ/P note the following, “Based on the team’s approach, the SOP shall include a fixed fee for all of the scope included in the proposal. The price should include all services. It should be made clear how the fixed proposal price was arrived at.” a. Exhibit A of the agreement identifies the scope of services for the Bond Program Manager however there are no schedules identified. If the District is looking for a fixed fee for all of the scope can the District provide a timeline for how long those services are expected to take place? b. The RFQ/P asks for a fixed fee proposal. Exhibit D of the agreement identifies that invoices must include time spent on work and/or monthly rates for each position. Is the intent for the monthly invoice to be based on the time spent on the project or a fixed fee monthly invoice?
Response: The contract shall be a for a "not to exceed" amount. The projects are outlined in Exhibit C of the addendum that was posted. Billable hours should be by person based on the hourly rate and detailed. The amounts will be billed against the contract total which will be the "not to exceed" price offered in the proposal.
Posted: 9/30/2024
Question: Will you consider fonts other than Times New Roman and/or 12 pt for graphics, captions ONLY, etc., so long as it's not the main text?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 9/30/2024
Question: RFP Page 4, EXHIBITS TO THIS SOLICITATION (TABLE) lists "Exhibit N – Sample Agreement for Bond Program Management Services" as a YES to be included in the proposal. As this is the agreement and not a form, what is the actual deliverable you would like included in the SOQ/proposal?
Response: The district wants potential vendors to look at the agreement. If there is no change, then just note that you accept the agreement as presented. If the vendor requests changes to the agreement, then those changes (red lines) should be noted for consideration. The district reserves the right to deny changes made by vendors to the form contract, but it will consider reviewing said changes before making that determination.
Posted: 9/30/2024
Question: If our subconsultant firm has a pending SLBE application, will they be considered for the SLBE points? Or does the process need to be completed?
Response: The application process needs to be completed for the SLBE at time of submission.
Posted: 9/30/2024
Question: In the context of the Technical Approach Guidelines, could you provide further details on how the Program Manual and Cost Estimate Sample specified in Item 1 differ from the Program Procedures Manual referenced in the Implementation Plan under Item 3?
Response: Please answer in a way that you believe meets the requirements of the RFP.
Posted: 10/1/2024
Question: Where can we find the Subcontractor List form mentioned in Exhibit F on pages 22 and 23?
Response: This “list” is just a list of subcontractors the responding vendor must provide of whom may work for you as part of the program services RFQ/P response.
Posted: 10/1/2024
Question: Do subconsultants need to complete a copy of the SLBE/SELBE Self Certification Affidavit or provide any SLBE/SELBE documentation as part of the submittal?
Response: Yes.
Posted: 10/1/2024
Question: A previous answer to a question about pricing states: “The contract shall be for a 'not to exceed' amount. The projects are outlined in Exhibit C of the addendum that was posted. Billable hours should be detailed by person and based on the hourly rate. The amounts will be billed against the contract total, which will be the 'not to exceed' price offered in the proposal.” While Exhibit C provides a list of projects within two separate phases labeled as “construction” or “slated,” the list does not clarify each project's current status. To prepare a comprehensive staffing plan and develop a fixed fee schedule, we kindly request that the district provide its existing program implementation plan or master schedule for the Measure G bond program.
Response: Please use the list provided. The awarded vendor will be given a detailed analysis of the project list.
Posted: 10/1/2024
Question: The District's last Facilities Technology Master Plan was in 2017 and the District recently updated the Educational Master Plans in 2023. Will the District be pursuing an updated FTMP?
Response: The district is kicking off a Facilities Master Plan Update this Fall Semester.
Posted: 10/1/2024
Question: The District lists key roles in 3.2 of the Agreement, within Exhibit D (page D-2), as well as providing a few "Key Personnel Definitions" in the RFP (Exhibit J - Glossary of Terms). Each of these list different role titles. Is it possible for the District to update the requested list of Key Personnel required as well as providing the definitions.
Response: Vendor should submit what they believe is applicable to the RFQ/P.
Posted: 10/1/2024
Question: Does that District anticipate any roles to be on-site or can they be remote?
Response: Vendor can submit what they believe is appropriate for a response to this RFQ/P.
Posted: 10/1/2024
Question: Good afternoon, On behalf of Brailsford & Dunlavey, I’d like to submit the following questions regarding the RFQ/P Number: 24-25/02 Request For Qualification And Proposal (RFQ/P) Bond Program Management Services (Measure G). Question 1: Cost and Budget The scoring sheets on page 7 of the RFP indicates that cost proposals are scored in both Phase 2. Please clarify under which phase you are seeking to score pricing proposals. The language on Page 12 outlining what is requested in Pricing and Proposal Requirements states "Pricing must be provided as part of this proposal..." Will Phase 1 remain at 100 points, or will the scoring of Pricing Proposal be moved to phase 1 with a new scorecard? Question 2: References The scoring sheets on page 7 indicate that references are scored in Phase 2, but page 8 mentions that references are required as part of the letter of interest (phase 1). Please clarify under which phase you are seeking to score references. Should you have any questions or need clarification, please do not hesitate to contact me. Thank you, Ty Taylor 415-480-4086
Response: 1. Phase 1 only, phase 2 is when the district shortlists firms for interviews. The score is evaluated in each phase, but it's only the one submittal. 2. See the previous answer; phase 1 will stay at 100 points, and the price is part of that current scoring. 3. Reference must be part of your submittal to be considered; however, reference will not be checked unless you make final round for interviews. 4. Please see previous answers.