CHARLES COUNTY GOVERNMENT RFP NO PORT TOBACCO COURTHOUSE GREEN PRELIMINARY DESIGN

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1 CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Telephone: March 21, 2017 RFP NO PORT TOBACCO COURTHOUSE GREEN PRELIMINARY DESIGN ADDENDUM NUMBER ONE TO: All Offerors Please be advised of the following modification(s) & information related to Request for Proposals (RFP) These modifications, comments, and attachments are hereby made a part of the solicitation documents to the same extent as if bound therein. The due dates for questions and proposals remains the same, as stated in the solicitation. I. Changes and Attachments to the RFP A. Changes 1. Part I, Section Technical Proposal (Page I-1 of the RFP) Add the following bold and italicized text to the end of the first paragraph: Offerors may provide any other information you feel is important for consideration in the evaluation of proposals. Part I, Section 4.0 Cost Proposal Content (Page I-10 of the RFP) Add the following bold and italicized text as item number 2: The Offeror shall include a breakdown of the Total Bid Price by task including at a minimum the following information for each task: the position title, number of man hours, and hourly rates. 2. Part I, Section 5.0 Proposal Evaluation Panel and Criteria for Evaluation (Page I-11 of the RFP): Add the following bold and italicized text as the third bullet in the scoring factors for evaluation criteria item 1, Project Understanding: Additional relevant information provided by the Offeror. 1

2 B. Attachments: Attachment A Attendance Roster Optional Pre-Proposal Meeting and Optional Site Visit II. Pre-Proposal Meeting Notes A. Introduction Good morning, and welcome to the pre-proposal meeting for RFP 17-24, PORT TOBACCO COURTHOUSE GREEN PRELIMINARY DESIGN. My name is Yaffa Seiden, Assistant Chief of Purchasing for Charles County Government. Also with us today are representatives from the Department of Planning & Growth Management, Planning Division: Ms. Cathy Thompson and Ms. Amy Blessinger. No information obtained from any source other than the Solicitation documents found on the County Bid Board, Ms. Thompson (during this meeting), or myself may be considered to be accurate. NOTE: COMMUNICATIONS THROUGH PURCHASING REPRESENTATIVE ONLY. The County intends to enter into a contract with a Contractor to develop a preliminary design for the Port Tobacco courthouse green, parking areas to accommodate visitors, and interpretive trail. B. Procurement Discussion All solicitation documents may be found on the County Bid Board. Ensure all required forms and any other information required is complete and in your proposal package. Refer to Part I, Section 1.2 for technical proposal package content requirements, Part I, Section 1.3 for original proposal package content requirements, and Part I, Section 1.4 for proposal submission instructions. All questions should be directed to me in writing via the contact information provided in the RFP. Proposals shall be valid for a minimum of 120 days from the proposal due date. There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal. The solicitation is subject to the County s Small Local Business Enterprise (SLBE) program as indicated on page I-12. The Contractor shall complete the scope of work and all requirements contained herein within one hundred eighty (180) consecutive calendar days from the date identified in the written Notice to Proceed. Insurance requirements are located on page I-13 & I-14. The protest policy may be found on page I-8. Award will be made on the basis of a combination of the evaluation of the Offeror s experience and qualifications, as well as the fees proposed based on the Total Bid Price; provided it is in the best interest to do so. The County may reject any and all proposals for any reason it deems necessary, and may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County. 2

3 By submitting a proposal in response to this solicitation, the Offeror certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. C. Technical Discussion Charles County is seeking proposals from qualified landscape design firms to develop a preliminary design for the Port Tobacco Courthouse Green & Interpretive Trail. The goal of the project is to enhance visitor-readiness of the site by providing appropriate parking, paving and urban design improvements, directional signage, and landscaping. Additionally, the project hopes to provide amenities such as an interpretive trail and signage that enhance the visitor experience and demonstrate the site s historic significance. Charles County recently completed the Port Tobacco Village Plan which identified a community-wide vision for the historic district that includes a central public events and gathering space, preserved or reconstructed buildings, and historic interpretation. A copy of the plan can be found online on the County Bid Board. Central to the plan is the enhancement of the village green as a formal public gathering space and event lawn and a trail network that provides pedestrian opportunities within the village. The consultant shall develop a preliminary design that will address the following key elements: landscaping, signage, trails, interpretation, parking and transportation access/circulation, drainage, siting of a sewage disposal system for the village, and pedestrian connectivity. Some of the key sites to consider as part of an interpretive trail include the standing buildings of Stagg Hall, Burch House and Chimney House as well as the reconstructed Port Tobacco Courthouse. Key archaeological sites include the Port Tobacco jail, St. Charles Hotel and other sites. The Charles County archaeologist will be available throughout the project to advise on these resources. Key connections to neighboring properties should also be considered; these include the one-room schoolhouse property to the north and the Port Tobacco River Park (currently under development) to the south. One of the challenges for this project is ongoing land acquisition. We will review the status of the acquisitions during the site visit. Since not all acquisitions are complete, a phased approach to improvements may be necessary. A preliminary design plan (30%) drawn to scale, will provide sufficient detail upon which to complete engineering and/or fabrication drawings as appropriate, as well as maps and visual references to key features of the proposed plan. The report should include detailed interpretive sign content for up to 5 signs along the trail. The subject property has restrictions including the following. The Port Tobacco Historic District is listed on the National Register of Historic Places and some properties are encumbered with preservation easements. Preliminary design should consider impacts to historic and archeological resources working in conjunction with the County archaeological consultant and limit proposed ground disturbance to the extent possible. Also, since Charles County is in the process of land acquisition, project phasing should be considered for this project. 3

4 D. Pre-Proposal Meeting Questions # Question Response 1 Is survey data available for the site? 2 3 Is topographic and vegetation information available on these surveys? Does a survey need to be done as part of the proposed project? Yes, boundary survey data exists and can be made available for the Courthouse Green and jail sites to the selected Contractor. No. Initial Response: No further survey is necessary. Further Clarification: Additional survey may be necessary for Phase I projects. 4 5 Are there any security concerns with archaeological sites/resources? Will the community and stakeholders be involved in this project? Yes. There have been some problems with people using metal detectors. However, since most of the properties in the village are privately owned, these activities generally cannot be legally stopped. Initial Response: Response to be provided in an Addendum. Further Clarification: Yes, scope of work shall include up to two stakeholder meetings. 6 Does the site have approved septic tests to confirm a location for restroom facilities? No. Septic tests have not been done and are not part of the proposed project Are there any types of specific septic facilities that would be preferred? The Port Tobacco Village Plan only shows one location for parking areas. Are there alternative parking locations that should be considered? In addition to coordination with the Maryland Historical Trust, should the project also include Maryland Department of the Environment and Maryland Department of Natural Resources in regards to initial approvals on stormwater, forest conservation, etc.? Selected Contractor shall provide recommendations on how to address septic issues, however septic will not be among the first priorities with moving forward with implementation. Yes, there are certain locations that staff has considered that would be optimal for parking. These areas are mostly on privately owned parcels being considered for acquisition by the County. More information on this can be provided to the selected Contractor. Consideration of parking locations should not be limited to the areas shown on the concept plan in the Village Plan. Parking is considered a high priority aspect of the project. Yes, the 30% design should include such coordination so that the project would be ready for the next stage. Ground disturbance should be minimized as much as possible. 4

5 What is the budget for this project? Is the project funded by any sources that contain additional requirements? Is there a map that identifies the parcels not owned by the County, including the ones being considered for acquisition? Is there information on future programming for the site crowd size, carrying capacity, etc.? Does the site currently host a farmer s market, and would this be a possible desired activity in the site? Does the interpretive signage task include full content development and graphic design? Would the current signage in the Village remain or is it expected to be replaced? Are there any other tour programs for the Village besides the Civil War Trail? Could parking areas be considered on sites other than those shown on the Village concept plan? Are there any trees on the site that are considered sacred by the community? Are the Village property owners aware of this project? Is the well in front of the Courthouse considered historic, or original to the Village? Initial Response: The project is 100% County funded. Additional budget information shall be provided in an Addendum. 5 Further Clarification: Offerors may obtain this information via the County website in the Capital Improvement Program Budget Monitoring Report. Yes, located in Appendix 2 on Page 2. The County s Tourism Department manages the Port Tobacco Historic Village and is still working on priorities for the Village. As part of the project, the Contractor would work with Tourism staff, as a key stakeholder. There are several events that are held in the Village, including an annual wine tasting event run by the local hospital (this is typically the largest event, with hundreds of visitors every year); an annual Market Day event in May; and occasional weddings. No. The closest farmer s markets are in La Plata and Waldorf. A farmer s market could be a possible desired activity in the Village. Yes. The Contractor should take a comprehensive look at signage in the Village, including existing signage, and consider whether to replace current signage in addition to new signage. Yes, there are several heritage tourism programs that apply to the Village. These include the Civil War Trails/Booth Escape Route, Captain John Smith Trail, Religious Freedom Byways and others. Yes. There are some that the Garden Club has planted as memorials that should remain. This information will be provided to the selected Contractor. The property owners are aware of the general Village plans, but have not yet been made aware of this phase of the proposed Courthouse Green project; however they will be involved as stakeholders as appropriate. The well location is 19th century and considered a historic feature.

6 Is the Quinsell Store property privately owned? Is the burial ground next to the Courthouse the only such burial area in the Village? Will the Port Tobacco River Park have multiuse trails? Yes. Yes. There is a cemetery close to the creek, probably on private property, however this is not clearly defined. Only trails for hiking are proposed at this time. More information can be provided to the selected Contractor. 24 What is the small structure behind the Courthouse? This is an early smokehouse that was relocated from another site. The Society for the Restoration of Port Tobacco (non-profit that owns the Courthouse property) is currently restoring the smokehouse and plans to put in exhibits for interpretation. The smokehouse could be one of the sites connected to the interpretive trail Will the project need to include or take into account additional turn lanes on Chapel Point Road for parking or events? Is the County s contract archeologist fulltime or part-time? Who is the county s historic preservation person? Will the project need to include guidance on accessibility? Does the County have plans to acquire other properties in the village; otherwise, how will access for the private owners be maintained? Does the Garden Club have interest in contributing to this project? Should the project include interpretive gardens? Is there any available documentation on historic plants from the time period? Does the Village get a lot of school groups touring? How important are bus tours to the Village tourism? It would be preferable to not have additional turn lanes on Chapel Point Road, as this road is one of the County s scenic roads. 6 Part-time. Cathy Thompson. No. The project will not need to include guidance on accessibility in terms of building code; the County has already done some work in this regard. However, in terms of the landscape and site design for the Courthouse Green, the project should be designed for accessibility. Yes, the County would like to acquire other properties in the village, as appropriate. In the meantime, access for the private owners will need to be maintained, and the design should take that into account. The Garden Club has not been formally involved in the Village planning or operations. They use the Courthouse property for plant sales and general storage. They have thus far not expressed a strong interest in the landscape planning for the Village. As appropriate but this has not been determined at this time. The County does not have site specific documentation but there are other groups/historic sites that do have such lists of period plants. There are some. The importance of bus tours is under discussion.

7 35 36 Who does the landscaping maintenance currently? Is the Village the same age as St. Ignatius Church? The County s Public Works lawn service Contractors. The two sites date from a similar time period. E. CLOSING REMARKS Thank you for coming. I will post the attendance sheet to the County Bid Board this afternoon. Please be on the lookout for the meeting notes. III. Written Questions Received as of 3/20/2017: # Question Response 1 Is Port Tobacco considering the addition of electric vehicle charging stations in conjunction with the Port Tobacco Courthouse Green Design? This is outside the scope of the project. Has a Cultural Landscape Report been 2 prepared for this site? If so, will a copy be A Cultural Landscape report has not been completed provided as part of this solicitation? however, staff can make available extensive past reporting Generally, a cultural landscape report on cultural resources including comprehensive provides the basis for making sound archaeological survey data to the selected Contractor. decisions about management, treatment, and use of historic properties and places What is the design budget for this task solicitation? Section 1.2 identifies each key element to be developed to a "preliminary design" level. What is the expectation of level of completeness? Is preliminary design plan (30%) equivalent to 30% complete construction documents (CD's)? Will specifications be required with drawings? Section 1.2-2: Detailed Master Plan for Village Green: Is the expectation for the plans of the Village Plan to be completed to the same level at 30% complete CD's? Is the expectation that a civil engineer will be needed for this task order? Depending on the level of design expected for the parking lot and pervious pavements, a civil engineer will be needed as part of the design team to develop and comply with local storm water management regulations. Offerors may obtain this information via the County website in the Capital Improvement Program Budget Monitoring Report. We anticipate the need for a phased plan. For Phase I projects, 30 percent complete construction drawings are expected. Yes. We anticipate the need for a phased plan. For Phase I projects, 30 percent complete construction drawings are expected. We anticipate the need for a phased plan. For Phase I projects, 30 percent complete construction drawings are expected which may require a civil engineer. 7

8 Section 1.2-3,a: What is the expectation for " interpretive signage" to demonstrate the sites historic significance? Do you envision an interpretive signage designer be part of the design team? Or is it just identification of potential interpretive sign locations? Section 1.4,f: Cost estimates: Please clarify deliverables. Is the expectation to provide an estimate of cost for designed work at 30% complete? Or does this mean 30% complete cost estimate with design and construction contingencies built in for further refinement during future construction document preparation. Was a set of the pre-bid meeting minutes published that we can review? Do you have a site plan that defines/outlines the specific limit of scope area? Do you have a survey base with utilities that can be provided? Or is civil survey part of the scope? What specific elements are you looking for in the technical proposal? A. Detailed scope of work? B. Approach? C. Review of existing design/challenges? D. Etc. Detailed interpretive sign content is anticipated. 30% complete cost estimate with design and construction contingencies built in for further refinement during future construction document preparation. The pre-proposal meeting minutes are contained in this Addendum. The scope of the project is the area covered by the Port Tobacco Village Plan included in the RFP. A boundary survey has been completed only and can be provided to the selected Contractor. Civil Survey for the Phase I area may be necessary to complete 30 percent construction drawings. The SF330. Offerors may submit additional information as stated in this Addendum. 14 Are technical proposals to be only on SF 330's or can additional proposal elements be included outside of 330 forms? Technical proposal elements shall include the SF330 as stated in the RFP, and may contain additional information as stated in this Addendum. 15 Is there a page limit to the proposals? No Do you need a fee schedule as back-up aside from just a lump sum fee? Has Charles County or MDOT determined the need for a turn lane into the Port Tobacco Courthouse site from Chapel Point Road? The RFP states that the cost proposal form and the offeror's experience form must be completed in ink or typewritten. Will Charles County accept forms filled out and printed from a computer? Yes, please provide a fee schedule. The need for a turn lane has not been determined. Yes. 19 Would you like us to submit only 5 projects or can we submit up to 10 in the SF330 forms? Offerors shall select 5 most representative projects. 8

9 On page I-2, Section it states to submit a copy of the Technical Proposal package in the Original Proposal package. Can you clarify whether the price and the technical are to be in separate envelopes or together? The Original Proposal is supposed to have our Price Form, the Offeror s Experience Form and all the other forms, and the technical and it is not supposed to be bound? Under it states to provide a complete copy on CD in PDF format; does that mean the technical and the cost proposal? Envelope instructions are provided in Part I, Section for the Technical Proposal Package and Part I, Section for the Original Proposal Package. Bound and/or unbound instructions are provided in Part I, Section for the Technical Proposal Package and Part I, Section for the Original Proposal Package. A complete copy on CD in pdf format of the Original Proposal Content, as described in Part I, Section Would you like to see any quals/resumes for a graphic artist or civil engineer or are you interested only in the prime s qualifications at this stage? Qualifications and resumes from key sub-contractors may also be submitted but are not required. 9

10 ATTACHMENT A 10

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12 ***END OF ADDENDUM*** 12