This website provides responses to all questions related to the ITN . The
responses are in bold
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ADDITIONS 07/03/08:
QUESTION SET AND RESPONSE 18
Page references for Question Set 4, A9 corrected
QUESTION SET 1:
We are unable to access the link for the attachments
(http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitatons). Please forward
the Master Plan, Construction Guidelines and FAMU Housing Study.
Could you kindly try copying and pasting the following web address to
your website?
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitatons
QUESTION SET 2:
Do you have a site plan and /or survey for the Polkinghorne Villages apartments
site. We need autoCAD and or pdf files for conceptual design purposes.
A survey of the Polkinghorne Village site can be found at:
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitatons
QUESTION SET 3:
When you have a chance, could you please tell me the time the Pre-Proposal
Tour and Conference, scheduled for June 13, will be held for the Financing,
Designing, Constructing and Renovating of Florida A&M University Student
Housing ITN (No. 7372)? Thank you for your help.
The Pre-Proposal Tour and Conference will be held at 9:00 a.m. on June 13,
2008 at FAMU’s School of Business and Industry, North Wing, Room G12.
The School of Business and Industry is located on FAMU’s Tallahassee
campus on the northeastern corner of Wahnish and Gamble streets in
Tallahassee.
QUESTION SET 4
A. General
A1) May we obtain copies of the current FAMU campus infrastructure drawings
(i.e. domestic water, sanitary-sewer, storm-water, central plant chilled water loop,
boiler water loop, telephone, data, cable TV, fire alarm, energy management
controls system, etc.)?
We do not have the campus infrastructure drawings in electronic form and
also we do not have an adequate number of hard copies for distribution.
The drawings would be available for review at the FAMU Tallahassee
campus. Please note that FAMU will be responsible to getting all
infrastructure (except cable TV and telephone) up to the new and existing
residence halls. Also please note that cable TV and telephone drawings
would have to be made available through the local companies.
A2) What are the currently available capacities for campus infrastructure utilities
at each new & existing housing site addressed by this ITN?
The campus infrastructure utilities capacities are available for review at the
FAMU Tallahassee campus. Please note that FAMU will be responsible to
getting all infrastructure utilities up to the new and existing residence halls.
A3) May we obtain a copy of FAMU’s Campus Development Agreement with the
City of Tallahassee?
FAMU’s Campus Development Agreement (CDA) with the City of Tallahassee
has been placed on the ITN website. Please note that the proposed increase
in square footage for the construction of the new facility is consistent with
CDA.
A4) May we obtain copies of any Wood Destroying Organisms (WDO) reports for
the existing housing facilities?
FAMU does not have any Wood Destroying Organisms (WDO) reports for
the existing housing facilities. FAMU has a termite control contract for the
Palmetto apartments.
A5) May we obtain copies of the current as-built surveys, including all above &
below ground utilities, for each new & existing housing site addressed by this
ITN?
As-built drawings are not available. File drawings are available for review
at the FAMU Tallahassee campus.
A6) May we secure a copy of the FAMU Professional Services Guide, dated April
2003?
The FAMU Professional Services Guide 2003 has been superseded by the
2005 version. The requirements of the ITN are not all consistent with the
requirements of the FAMU Professional Services Guide 2005. As such we
are not providing it as a part of this ITN response.
A7) May we secure a copy of the Roofing System Guidelines for FAMU?
The document on the ITN website “ITN 7372 – Appendix II - University
Construction Guidelines” includes the information on the roofing system
guidelines in Appendix III (pages 227-230).
A8) May we secure a copy of the FAMU Close Out Procedure Requirements?
FAMU’s existing closeout requirements are not fully applicable to the ITN.
As such we are not providing it as a part of this ITN response.
A9) Please provide the actual expenditures for the years 2005 / 2006 from Table
5, page 31.
The FAMU audited financial statements referenced below provide
information on the housing program’s net assets, revenues and
expenditures, and cash flows for fiscal years 2005/06 and 2006/07
http://www.myflorida.com/audgen/pages/pdf_files/2008-016.pdf (pages 50-51)
http://www.myflorida.com/audgen/pages/pdf_files/2008-050.pdf (pages 39-41)
B. New Polkinghorne Student Housing (occupancy July 2010)
B1) What is the desired Resident Assistant / Student ratio?
One (1) resident assistant for every 30 students.
B2) What is the desired life-expectancy / durability of this new structure, 20years, 50-years as it relates to its design as a wood frame, CMU, steel or
concrete structure which has a significant bearing on construction cost?
The document on the ITN website “ITN 7372 – Appendix II - University
Construction Guidelines” includes the information on the construction lifeexpectancy/durability requirements. All university buildings are to be
constructed with a life-expectancy of 50-years
B3) What is the desired roof-type & configuration (i.e. wood-framed pitched-roof
with shingles, metal-framed pitched-roof with standing-seam metal cladding, “flat”
modified bitumen roof with parapet. Etc.)?
The document on the ITN website “ITN 7372 – Appendix II - University
Construction Guidelines” includes the information on the roofing system
guidelines in Appendix III (pages 227-230).
B4) Will this new housing facility need to have a Central Plant sub-station
included to provide for the chilled-water, hot-water, electrical needs, or, will these
services come from the existing campus Central Plant, or, will it be necessary for
this project to augment the existing Central Plant to provide for the increased
loading?
FAMU will be responsible for providing all these services up to the new
facility.
B5) Will furnishings (beds, desks, tables, chairs, washers, dryers, etc.) be
provided / installed by the design-builder or FAMU under a separate outside
contract?
The furnishings must be provided by the proposer.
C. Sampson & Young Halls (occupancy July 2010)
C1) Has either Sampson or Young Halls ever experienced fire-damage, waterdamage or foundation settlement?
We have no record of fire-damage, water-damage or foundation settlement
for these residence halls.
D. Other Existing Student Housing (occupancy 2015)
D1) Does FAMU desire these other student housing facilities to be fitted with new
central HVAC, cable TV, data and telephone systems?
Some of these elements are already in place and where they are not, FAMU
desires to have them in place after the renovation.
D2) Given the anticipated cost and comprehensive nature of the renovation
scope, does FAMU desire these other student housing facilities to be renovated
compliant with current life-safety / ADA (stairs & elevators, ramps, toilets,
automatic door-operators, clearances, reach, etc.) and Fair Housing Act
standards?
FAMU’s intent is to eventually have all facilities compliant with current
codes and regulations. The extent of the renovations through 2015 will
depend on the overall profitability and sustainability of the housing
program as a whole.
D3) Have any of these other student housing facilities ever experienced firedamage, water-damage or foundation settlement?
We have no record of fire-damage, water-damage or foundation settlement
for these residence halls.
QUESTION SET 5
1. Are there any storm water management requirements the development
teams must adhere to as it relates to the Polkinghorne Village Site?
FAMU’s Campus Development Agreement with the City requires FAMU
to retain all stormwater on campus. The Polkinghorne Village site
storm water system will be constructed outside of the site itself and
FAMU will be responsible for its construction and design.
2. Has there been any geo-tech analysis performed on the Polkinghorne Village
site?
There has been no geo-technical analysis performed on the
Polkinghorne Village site.
3. Is there a tree survey for the Polkinghorne Village site?
There is no tree-survey available for the site
4. What is, if any, the expandability of the garage as it relates to incorporating
additional levels above the existing structure?
The current garage was not designed to accommodate additional
levels. A new evaluation would have to be done for any proposal to add
levels.
5. Can you describe the type of footings that were used on the garage
structure?
The construction drawing for parking garage are available for review at
the FAMU Tallahassee campus.
6. Central Utility Systems tend to be a very expensive would you accept a more
individualized residential system?
FAMU would be willing to consider a more individualized residential
system.
7. Are there plans that you can share on the Samson and Young Halls?
Plans for Sampson and Young and the other residence halls have been
placed on the ITN website
QUESTION SET 6
[We] were wondering if it was ok for us to come by the campus and take
some exterior pictures of the Sampson and Young Dormitories and if they
would be available for a walk-thru anytime in the near future? Please call or
email me and let me know.
Please feel free to visit the campus and to take exterior pictures of the
residence halls at any time. A walk through of the dorms would have to
be coordinated through Mr. Willie Minton ( willie.minton@famu.edu ) or
David Self ( david.self@famu.edu ) . They will make sure a Housing
staff member is available to assist with the walk through.
QUESTION SET 7
Electrical Distribution
Primary
1. Where will the primary power come from?
The University will provide primary power to the site to
accommodate design requirements.
2. Who coordinates with the local utility company and University?
The University will coordinate with local utility company.
3. Who puts down the primary conduit?
The University will provide this primary service.
4. Who pulls primary conductor?
The University will provide this primary service.
5. Who pays for transformers and pads?
The University will provide this service.
Secondary Electrical
1. Location of transformers
The University will provide this service.
2. [Who] is to install all conduit and conductor.
This secondary service will be provided by the proposer.
Electrical Metering
1.
Apartments to be master metered or individually metered?
The University would prefer to have the new complex mastermetered but would consider individual metering.
HVAC & Controls
Executive Summary on HVAC Systems
1. Will there be any need for off-site monitoring through a Metasys type
system or stand alone? Off-site monitoring in the Chilled Water Plant
Building.
a. Controls
b. Monitoring
c. Access
The off-site monitoring of the facilities will occur in the Central Plant
through an energy management system. For access monitoring
cameras should be provided to interface with the FAMU Police
Department.
Internet and Telephone Distribution
Executive Summary on Pre-Wire & Site Distribution
1. Who will terminate the homeruns from University?
The proposer will be responsible for this service.
2. Who will provide equipment and fiber into the building?
The proposer will be responsible for this service.
Cable/Telephone
Executive Summary of Pre-Wire & Site Distribution
1. What telephone & cable providers will be contacted by University?
The University has made no decision about telephone and cable
providers.
Security
1. Will site be stand alone or tied into existing campus – badge readers, prox
readers?
Our current readers are stand alone. It is our preference for new
construction and renovations to have readers that are networked.
2. Will security cameras & DVR be installed?
It is our preference to have security cameras and DVR.
3. What type of camera system – especially DVR – is utilized if tied into
campus, if any?
Currently in Housing, we do not have a camera system.
4. Room intrusion alarms or panel security system?
Our preference is to have door alarm on doors that exit to the
exterior of the building, not individual rooms.
5. Do first floor windows need monitoring?
Yes
Audio/Visual
1. Will there need to be any A/V equipment? Yes
2. What kind of televisions – plasma, LCD, DLP, CRT? Plasma
3. Television tied into an audio system? Yes
4. Intercom system? Yes
5. Where will, if any, audio switches and speakers be located?
Switches can be located at or behind the main reception desk. The
speakers should be throughout the lobby area or areas requiring
sound.
6. Emergency notification system? Yes
Doors & Locks
1. What is University locking and keying standard? Based on hierarchy
2. Cores provided by University. Keying and hierarchy by University?
Cores should be provided by the proposer. Hierarchy to be
established by University?
Civil Issues
Executive Summary of Known Issues
1. Any pre-existing site conditions?
The university has not done an investigation of the site conditions `
and is unaware of any pre-existing issues.
Asbestos Abatemment
Executive Summary of Known Issues
1. Any demolition requiring abatement?
The University will be responsible for doing the NESHAPS asbestos
survey and lead based paint testing (TCLP). The University will also
be responsible for the abatement work.
Contact List:
Please provide list of names, mailing address, contact phone numbers and email
addresses and position title.
Willie Minton, Senior Purchasing Agent
201 Foote-Hilyer Administrative Building
Florida A&M University
Tallahassee, Florida 32307
Phone: 850 599 3203
or
David Self, Associate General Counsel
300 Lee Hall
Florida A&M University
Tallahassee, Florida 32307
Phone: 850 599 3591
Development and Construction Schedule
1. Please see attachment(s).
There was no attachment. The proposer will be responsible for preparing
the development and construction schedule.
QUESTION SET 8
1. Karen brown committed to putting in a link for all the plans for the
university housing , so that the proposers can access.
Please see the ITN website for the plans.
2. Can the university housing provide the rent role for each building to
include what each apartment includes and the actual semester rent.
Please see the table below.
TABLE WITH APPROVED HOUSING FEES FOR FY 2008-08
Name of
Residence Hall
Cropper Hall
Diamond Hall
Gibbs Hall
McGuinn Hall
Paddyfote Complex
Palmetto Phase III
Palmetto Street
North
Palmetto Street
South
Truth Hall
Wheatley Hall
Approved 2008-2009 Housing Fee Per
Student Per Term
$
$
$
$
$
$
1,849.00
1,999.00
1,999.00
1,849.00
1,677.00
2,121.00
$
2,065.00
$
$
$
2,065.00
1,999.00
1,849.00
A description of each residence hall and the amenities can be found at
http://www.famu.edu/index.cfm?a=Housing under the menu heading
“Residence Halls At A Glance”
QUESTION SET 9
Please clarify the proposer selection and negotiation period to contract. The
description of this process confused several at the site visit so if you would again
describe this process and the work that is expected to be done during the
negotiation process (i.e. preliminary design, construction
documents, engineering, legal, etc.). Being that an ITN is a different process
from a RFP for most of the proposers at the site visit, we seek an understanding
of what risks are associated with the negotiation process such as financial
(design documents, etc.) and the effect on the overall schedule to delivery. This
question is derived based on the example given of selecting 4 proposers to a
shortlist for negotiation from August 18, 2008 to November 28, 2008.”
Please see Section 32 of the ITN document for a response to this question.
There is a special section entitled “Negotiations” which provides details for
for the August 18, 2008 to November 28, 2008 period.
QUESTION SET 10
Thank you for speaking with earlier this morning.
I was hoping to follow up on a question that was addressed during the PreProposal Conference. I believe it was mentioned that a submittal “template”
would be issued. Does this mean that there is a particular order that our submittal
needs to follow? The way I interpreted the ITN was that each submitter should
determine the sections and order of their submittal, based on the five Criteria for
Evaluation, outlined on PP. 12 and 13. It sounds as if we are permitted to include
any sections we thought might be helpful in the evaluation of our particular firm,
as long as the total number of pages for the entire submittal does not exceed
100. For example, we were thinking the breakdown might be as follows:
Section 1:
Section 2:
Section 3:
Section 4:
Section 5:
Section 6:
Section 7:
Executive Summary
Firm Overview
Project Team
Related Experience
Project Approach
References
Required Forms
Please let me know if FAMU has a preferred order instead. Thank you.
Thanks for your comments and suggestions. The template to be used has
been posted at the ITN website.
In addition, I was hoping you could tell me whether the handout from FAMU’s
Housing Office would be made available on the Purchasing Webpage.
Unfortunately, there were not enough copies to go around on Friday, and we did
not receive it. Also, do you have another site map of the project site that shows
the property boundaries (such as fences), as well as where the buildings are?
The handout from FAMU’s Housing Department will be placed on the ITN
website.
QUESTION SET 11
Please provide survey and building layouts for Sampson and Young properties.
A topographical survey of the Sampson and Young sites along with
additional plans have been placed on the ITN website.
These properties [Sampson and Young residence Halls] have been identified as
historic. Are the buildings on an historic register and must be retained or can
they be replaced with new construction.
The exterior of Sampson and Young must be preserved for historic
purposes. The interior must be renovated.
QUESTION SET 12
We have reviewed the updates but haven't receive a response to whether or not
we can incorporate a master plan design for Pattyfote properties to be included in
the redevelopment of the Sampson and Young properties as a strategy to
financed the renovation of these historic buildings.
Please feel free to incorporate a master plan design for the Paddyfoote
Complex if you feel it promotes the objectives of the ITN.
QUESTION SET 13
Could you please provide audited financial statements for FAMU’s Housing
Department for the last two years? Thank you for your help.
The audited financial statements are included in the SEC Continuing
Disclosure Requirement Report (Report) Fiscal Year 2006-07 which has
been posted on the ITN website. Please note that Report’s title is
erroneous; the Report covers both the 1992 and 1996 bond series. As
identified in the Financial Highlights section of the Report, for FY 2005-06
numerous deficiencies were reported which precluded the auditors from
satisfying themselves of the balances in the statements for Housing
Operations. As such, the audited financial statement for FY 2005-06 is not
provided.
QUESTION SET 14
… In reviewing the updated and expanded template for submittal, we noticed a
number of items that will be difficult to complete by the July 11th deadline. We
remain very interested in providing a thorough response to the ITN. However, in
order to provide a fully response reply, we ask that FAMU kindly consider
extending the deadline for responses.
The deadline of July 11, 2008 has been extended to July 18, 2008
QUESTION SET 15
When you have a chance, could you please clarify the proposal template/format?
It looks like there are two Section1s (Required Forms and Executive Summary).
I’m assuming that we should renumber the sections as follows:
Section 2: Executive Summary
Section 3: Project Approach
Section 4: Qualifications and Experience – Companies
Section 5: Financial Strength
Section 6: Qualifications and Experience – Individuals
Section 7: Understanding of Mission and Objectives
Section 8: Any Other Relevant Information
Section 9: Maps and Drawings
The Invitation to Negotiate Submittal template has been corrected and has
been posted on the ITN website.
QUESTION SET 16
We also wanted to know if we could use either a portrait or landscape format for
our proposal.
Portrait, landscape and a combination are all acceptable.
QUESTION SET 17
Following the amendments to the subject ITN last week, I respectfully request an
extension of time in the Bid Submittal to Friday August 1, 2008.
Thanks for your request for the extension of the bid submittal to Friday
August 01, 2008. We do understand that the deadlines we set are rather
tight. However, the July 18, 2008 deadline is the latest we could extend the
submittal date without seriously compromising the approval deadlines we
have for our governing bodies. We hope that in spite of our inability to
extend the deadline proposers would still able to submit a timely proposal.
QUESTION SET 18
If you will allow, I have a quick question on semantics regarding the forms to be
completed and returned with the ITN response. APPENDIX VIII is the
Amendment Acknowledgement Form and this is where I have my confusion. I
don’t see any “amendments” on the website advertisement for this bid, but I do
see Appendices I, II and IV. Are these appendices the same as an
“amendment”? if not, I don’t know how to complete the form unless there
haven’t been any amendments released by FAMU.
Follow-up question:
I was curious as to whether or not any additional addenda will be released on
July 7th per the revised calendar of events... Can you please determine if any
addenda are going to be posted on Monday?
We have not posted any addenda that requires the use of the “Appendix
VIII – Amendment Acknowledgement Form”. We cannot at this time, make a
commitment that there will be no addenda posted prior to July 7, 2008.