Arlington County Government Sealed Solicitation

Title: 22-DPR-RFP-666 Landscape Architectural Services

Deadline: 5/11/2022 1:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: 22-DPR-RFP-666

Description: The County is seeking the services of a minimum of two (2) qualified contractors to provide as-needed Landscape Architectural design services for the Department of Parks and Recreation (DPR) for one (1) initial year with an option for up to four (4) additional one‐year renewal periods.

Pre-Bid Meeting Date: 4/22/2022 10:00 AM

Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.

Documents:

Documents as of 4/7/2022
Proposal Form Submittal.pdf
Final 22-DPR-RFP-666 Landscape Architectural Services.pdf
Addition 1

Posted: 4/22/2022

Type of Addition: PreProposal Conference Meeting Notes and Sign-in

Overview: Meeting minutes for the preproposal conference meeting with sign-in.

Documents:

Addition 2

Posted: 5/19/2022

Type of Addition: In Review

Addition 3

Posted: 10/17/2022

Type of Addition: Notice of Award Information

Overview: Landscape Architectural Services awarded to: Hord Coplan Macht, Inc. and Gordon US, LLC dba Gordon

Documents:

Question 1

Posted: 4/7/2022

Question: At this time, can you confirm if the above referenced solicitation is a new requirement or a re-compete of an existing contract? It doesn’t appear to be reflected in the County’s contract register. If it is a re-competed contract, can you please confirm who the previous contract holder (s) are? Thank you in advance.

Response: This RFP is a new solicitation of current service for the County's Parks and Recreation Department. The current Contractors are LSG Landscape Architecture, Inc. and Mahan Rykiel Associates, Inc.

Question 2

Posted: 4/8/2022

Question: Is the pre-bid meeting virtual or in-person?

Response: Please reference the Preproposal conference information and Microsoft Teams link on the first page of the solicitation.

Question 3

Posted: 4/18/2022

Question: On Page 42, they request two signatures for the Individual Data Security Agreement. Would the first signature be the people working on the project and then witnessed by the Project Manager for us? Do we need our subs to sign too or is this just for the prime consultant?

Response: NONDISCLOSURE AND DATA SECURITY AGREEMENT (INDIVIDUAL) is for the individual who is working on the project to sign and the Contractor's PM to that individual to witness their signature. The signature is required by the employer or prime contractor.

Question 4

Posted: 4/19/2022

Question: Page 16 states: "The Offeror must have a minimum of three (3) Licensed Landscape Architects in the State of Virginia." Would a VA registered architect (RA) practicing as a Landscape Architect count to meet this criteria? i.e. would 2 RLA's + 1 RA suffice?

Response: No, a VA Registered Architect (RA) would not count to meet the criteria of a Licensed Landscape Architect.

Question 5

Posted: 4/25/2022

Question: Section E.1 of the proposal notes to provide a minimum of 5 relevant projects, while Section E.2 describes of the 5 total projects. Please confirm if 5 is the minimum or maximum or provide min max range.

Response: 5 is the minimum number of required projects per section V.E.1

Question 6

Posted: 4/26/2022

Question: Can one of the three required VA licensed landscape architects be from one of the subconsultants firms?

Response: No. All three VA licensed landscape architects must be from the primary offeror.

Question 7

Posted: 4/26/2022

Question: We have many great projects to showcase but some are more than 10 years old. Would we be penalized for including project examples that are more than 10 years old?

Response: Sample projects above the minimum of five (5) can be greater than ten (10) years old.

Question 8

Posted: 4/26/2022

Question: Are you expecting each team to include an architect?

Response: No, an architect is not required as part of the offeror’s team.

Question 9

Posted: 4/26/2022

Question: Since this is an on-call contract, the subconsultants we may work with could vary depending on the assigned Scope of Work. At this stage, should we provide teaming information for all potential disciplines, or is working with the preferred vendors of the City of Arlington preferred? We often coordinate with the following disciplines: • Structural engineering • MEP engineering • Geotechnical engineering • Lighting design • Fountain design • Irrigation design

Response: The offeror and their project team shall consist, at a minimum, of landscape architecture, engineering, land surveying, and arboriculture. Other disciplines may be included at the offeror’s discretion.

Question 10

Posted: 4/26/2022

Question: How is the anticipated work for this contract coordinated with disciplines that may be covered under similar on-call contracts for the County?

Response: As per RPF Section IV.E.1, Task Assignment Procedures, the County will provide the contractor with a scope of work describing necessary work and deliverables. This may include coordination with other project contractors.

Question 11

Posted: 4/26/2022

Question: Section V.7.D.1 of the RFP requests that Offerors submit narratives and a workflow diagram. Should items a-c included in this section be included within a single page or are items a-c considered separate items and Offerors have up to three (3) pages to respond to these items?

Response: Items a-c should be limited to one single page.

Question 12

Posted: 4/26/2022

Question: Is the Quality Assurance/Quality Control Form required in Section V.7.D.6 of the RFP limited to one (1) page?

Response: No, the offeror can submit as many pages as necessary.

Question 13

Posted: 4/26/2022

Question: Do Offerors have flexibility in formatting the content required for project examples if each example is within three (3) pages? For instance, may graphics appear on the same page as text (project description)?

Response: Text and graphic pages can be combined, but Construction Document Page should stand alone.

Question 14

Posted: 4/26/2022

Question: Can references requested in Section V.7.E.1.vi. be the same as those requested in Section V.7.E.7 of the RFP? Are the references required in Section V.7.E.7 included in the page count? If so, what is the limit?

Response: Yes, references are requested in Section V.7.E.1.vi. It can be the same as those requested in Section V.7.E.7. References provided for Section V.7.E.7 should be combined on one page, separate from the project examples.

Question 15

Posted: 4/26/2022

Question: May Offerors use Arlington County DPR as a reference?

Response: No, Arlington County DPR may not be used as a reference.

Question 16

Posted: 4/26/2022

Question: Is the Project Manager’s resume limited to one (1) page?

Response: Yes, all resumes are limited to one (1) page.

Question 17

Posted: 4/26/2022

Question: Is all the information required in Section V.7.V.F (with the exception of resumes) limited to two (2) pages?

Response: Individual resumes and copies of awards or commendations are not included in the two (2) pages.

Question 18

Posted: 4/26/2022

Question: Are copies of awards or commendations requested in Section V.F.3.d included in the page count?

Response: No, copies of awards or commendations are not included in the page count.

Question 19

Posted: 4/26/2022

Question: Should a Lighting consultant be included as part of the team for this response?

Response: A lighting consultant is not required as part of the RFP, however, it may be included at the offeror’s discretion.

Posted: 4/22/2022

Type of Addition: PreProposal Conference Meeting Notes and Sign-in

Overview: Meeting minutes for the preproposal conference meeting with sign-in.

Documents:

Posted: 5/19/2022

Type of Addition: In Review

Posted: 10/17/2022

Type of Addition: Notice of Award Information

Overview: Landscape Architectural Services awarded to: Hord Coplan Macht, Inc. and Gordon US, LLC dba Gordon

Documents:

Posted: 4/7/2022

Question: At this time, can you confirm if the above referenced solicitation is a new requirement or a re-compete of an existing contract? It doesn’t appear to be reflected in the County’s contract register. If it is a re-competed contract, can you please confirm who the previous contract holder (s) are? Thank you in advance.

Response: This RFP is a new solicitation of current service for the County's Parks and Recreation Department. The current Contractors are LSG Landscape Architecture, Inc. and Mahan Rykiel Associates, Inc.

Posted: 4/8/2022

Question: Is the pre-bid meeting virtual or in-person?

Response: Please reference the Preproposal conference information and Microsoft Teams link on the first page of the solicitation.

Posted: 4/18/2022

Question: On Page 42, they request two signatures for the Individual Data Security Agreement. Would the first signature be the people working on the project and then witnessed by the Project Manager for us? Do we need our subs to sign too or is this just for the prime consultant?

Response: NONDISCLOSURE AND DATA SECURITY AGREEMENT (INDIVIDUAL) is for the individual who is working on the project to sign and the Contractor's PM to that individual to witness their signature. The signature is required by the employer or prime contractor.

Posted: 4/19/2022

Question: Page 16 states: "The Offeror must have a minimum of three (3) Licensed Landscape Architects in the State of Virginia." Would a VA registered architect (RA) practicing as a Landscape Architect count to meet this criteria? i.e. would 2 RLA's + 1 RA suffice?

Response: No, a VA Registered Architect (RA) would not count to meet the criteria of a Licensed Landscape Architect.

Posted: 4/25/2022

Question: Section E.1 of the proposal notes to provide a minimum of 5 relevant projects, while Section E.2 describes of the 5 total projects. Please confirm if 5 is the minimum or maximum or provide min max range.

Response: 5 is the minimum number of required projects per section V.E.1

Posted: 4/26/2022

Question: Can one of the three required VA licensed landscape architects be from one of the subconsultants firms?

Response: No. All three VA licensed landscape architects must be from the primary offeror.

Posted: 4/26/2022

Question: We have many great projects to showcase but some are more than 10 years old. Would we be penalized for including project examples that are more than 10 years old?

Response: Sample projects above the minimum of five (5) can be greater than ten (10) years old.

Posted: 4/26/2022

Question: Are you expecting each team to include an architect?

Response: No, an architect is not required as part of the offeror’s team.

Posted: 4/26/2022

Question: Since this is an on-call contract, the subconsultants we may work with could vary depending on the assigned Scope of Work. At this stage, should we provide teaming information for all potential disciplines, or is working with the preferred vendors of the City of Arlington preferred? We often coordinate with the following disciplines: • Structural engineering • MEP engineering • Geotechnical engineering • Lighting design • Fountain design • Irrigation design

Response: The offeror and their project team shall consist, at a minimum, of landscape architecture, engineering, land surveying, and arboriculture. Other disciplines may be included at the offeror’s discretion.

Posted: 4/26/2022

Question: How is the anticipated work for this contract coordinated with disciplines that may be covered under similar on-call contracts for the County?

Response: As per RPF Section IV.E.1, Task Assignment Procedures, the County will provide the contractor with a scope of work describing necessary work and deliverables. This may include coordination with other project contractors.

Posted: 4/26/2022

Question: Section V.7.D.1 of the RFP requests that Offerors submit narratives and a workflow diagram. Should items a-c included in this section be included within a single page or are items a-c considered separate items and Offerors have up to three (3) pages to respond to these items?

Response: Items a-c should be limited to one single page.

Posted: 4/26/2022

Question: Is the Quality Assurance/Quality Control Form required in Section V.7.D.6 of the RFP limited to one (1) page?

Response: No, the offeror can submit as many pages as necessary.

Posted: 4/26/2022

Question: Do Offerors have flexibility in formatting the content required for project examples if each example is within three (3) pages? For instance, may graphics appear on the same page as text (project description)?

Response: Text and graphic pages can be combined, but Construction Document Page should stand alone.

Posted: 4/26/2022

Question: Can references requested in Section V.7.E.1.vi. be the same as those requested in Section V.7.E.7 of the RFP? Are the references required in Section V.7.E.7 included in the page count? If so, what is the limit?

Response: Yes, references are requested in Section V.7.E.1.vi. It can be the same as those requested in Section V.7.E.7. References provided for Section V.7.E.7 should be combined on one page, separate from the project examples.

Posted: 4/26/2022

Question: May Offerors use Arlington County DPR as a reference?

Response: No, Arlington County DPR may not be used as a reference.

Posted: 4/26/2022

Question: Is the Project Manager’s resume limited to one (1) page?

Response: Yes, all resumes are limited to one (1) page.

Posted: 4/26/2022

Question: Is all the information required in Section V.7.V.F (with the exception of resumes) limited to two (2) pages?

Response: Individual resumes and copies of awards or commendations are not included in the two (2) pages.

Posted: 4/26/2022

Question: Are copies of awards or commendations requested in Section V.F.3.d included in the page count?

Response: No, copies of awards or commendations are not included in the page count.

Posted: 4/26/2022

Question: Should a Lighting consultant be included as part of the team for this response?

Response: A lighting consultant is not required as part of the RFP, however, it may be included at the offeror’s discretion.