Amendment #2
RFP #03-13: Proposition EE Program Management
Issued: October 31, 2012
Clarifications
Requests by a Proposer for clarification must be received by the District by the deadline set forth in the RFP Schedule for
submission of RFQ/RFP Proposals. Without limitation to the District's right to conduct Pre-Scoring Discussions,
Negotiations or Post-Scoring Discussions, requests for clarification received after that time will not be responded to. All
requests for clarification must be in writing and shall be delivered, by hand delivery, mail, fax or e-mail no later than
Thursday, October 25, 2012 between the hours of 8:00 a.m. and 4:30 p.m. and prior to the applicable deadline in the RFP
Schedule to the following:
Kim Simonds, Buyer
MiraCosta Community College District
1 Barnard Drive
Oceanside, CA 92056
Phone: 760-795-6755
Fax:
760-795-6795
Email: ksimonds@miracosta.edu
1. Are you able to provide job descriptions for each of the positions requested in the RFP? At a minimum, Computer
Systems Administrator?
Answer:
The District does not have job descriptions for any positions that may be provided by the firm selected. If there is a
title included in Exhibit ‘A’ that a firm does not have, then please do not provide pricing.
2. On page 9. B. Firm Information, m. Provide information on the personnel that you would recommend for assignment
to design and construction projects – Can you please clarify what you would like us to address?
Answer:
This question has been addressed in Addendum #; please refer to the District’s website along with the original RFP
document: http://www.miracosta.edu/administrative/purchasing/RFP03-13.html
3. Would you like the Comprehensive Methodology and Approach within the Firm Information and Technical Proposal.
Answer:
Yes.
4. Is there a page limit for the Comprehensive Methodology and Approach?
Answer:
The District has determined that this section be no longer than 2 pages in length.
5. In Exhibit A – Schedule of Hourly Billing Rates, are the “Hourly Rate Fully Burdened” meant to be for the first year and
can we escalate them for the length of the contract, or is this meant to be the rate for the term of the contract?
Answer:
The amount is for the first year, and the amounts can escalate for the length of the contract.
6. On Page 14, item D. Office Space & Support, since this may be provided by the District, should this cost be broken
out separately and not included in the hourly rates.
Answer:
No.
7. On Page 9, Item B-l, since we are including resumes for the staff, what information is the District looking for in regards
to the personnel assigned to the project?
MCCD RFP #03-13 Proposition EE Program Management
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Answer:
The District is looking for information related to experience. It is acceptable to refer to the resumes, but be clear to
which resumes you are referring and what position the person would be proposed to fill.
8. Exhibit A: What is meant to be in the column titled “Extended Rate”?
Answer:
This question has been addressed in Addendum #; please refer to the District’s website along with the original RFP
document: http://www.miracosta.edu/administrative/purchasing/RFP03-13.html
9. Page 11, A. Submittal Information, Paragraph 6: instruction is to include Cost and Price Summary in the “second
section” (Firm Information). Is this in lieu of Page 9. A. General Instruction stipulation to use/follow the format of
putting the Cost & Price Summary in a separate section 5?
Answer:
There are to be two distinct sections.
a. Section 1 should include item of Page 9. A. General Instructions
i. Introduction
ii. Firm Information
iii. Technical Capabilities
iv. Working Together
v. Comprehensive Methodology and Approach
b. Section 2 should include item of Page 9. A. General Instructions
i. Cost and Price Summary
10. What information is desired in the Exhibit ‘A’ column titled “Extended Rate?
Answer:
This question has been addressed in Addendum #; please refer to the District’s website along with the original RFP
document: http://www.miracosta.edu/administrative/purchasing/RFP03-13.html
11. Are hourly rates for the listed personnel (for each of the three years of the contract) the only “Cost and Price” Data
you are seeking in this proposal?
Answer:
This is the only information we are seeking. Please be sure that they are fully burdened rates.
12. Responses will be evaluated for compensation requirements and alternatives (p. 12, item 8): The Cost Summary
information requested appears to be a simple list of billing rates; other than the 3 year billing rates what “requirements
and alternatives” are you seeking or anticipating?
Answer:
Additional requirements that the District may need should be the suggested by the proposer. This will then be further
negotiated upon award of contract and distinct scope of work.
13. Is it your intention to have the Program Manager also act as the Commissioning Agent, or as the manager of a
separate Commissioning Agent?
Answer:
The District is currently undecided.
14. Scope of Work item G. 11 – For the training of District Staff in the practice of Labor Compliance Program operation,
will this District Staff play any role in the Labor Compliance responsibilities for this Program? Or is this training meant
to provide a more general education of the staff?
Answer:
District staff will not have a role in Labor Compliance; however, it is the District that is ultimately responsible for
compliance. The training provided would be to provide general education for staff in an overview capacity.
MCCD RFP #03-13 Proposition EE Program Management
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15. The RFP is asking for the following:
The RFQ/RFP shall consist of two distinct sections (1) one consisting of the firm information and technical proposal;
and (2) the other containing the firm’s pricing structure presentation. Proposer’s first section (Firm Information and
Technical Proposal) should be subdivided into two separate sections, i.e., one section shall include the Firm
Information, and a second section shall include the Technical proposal. The complete technical proposal (both
sections 1 & 2?) shall not exceed 50, double-spaced, 11 point, Arial font, pages in length.
I am not sure if Tab C. – Technical Capabilities, Tab D. Comprehensive Methodology and Approach and Tab E.
Working Together are all a part of the Technical Proposal Section and the 50 page limit only applies to these three
tabs or does the 50 page limit apply to Firm Information + Technical Proposal? This is confusing. The RFP says that
Tab C needs to have a one page maximum per question and there are 11 questions, which makes this section to be
no more than 11 pages. Tab E. Working Together says the same thing – one page per question maximum, which
makes this section to be no more than 6 pages (one page per question). Does it mean that we have 33 pages left for
the Tab D. Comprehensive Methodology and Approach or is it 33 pages for Tab B. Firm Information + Tab D.
Comprehensive Methodology and Approach? Could you please clarify this?
Answer:
There are to be two distinctive sections.
a. Section 1 should include item of Page 9. A. General Instructions
i. Introduction
ii. Firm Information
iii. Technical Capabilities
iv. Working Together
v. Comprehensive Methodology and Approach
b. Section 2 should include item of Page 9. A. General Instructions
i. Cost and Price Summary
16. In Firm Information: “n”, page 11, do we provide resumes for everyone we’re planning for this program at the start or
only provide resumes for the individual people we plan on bringing on until the full program is up and running? Versus
year 1, versus year 5, versus…
Answer:
Please provide the resumes of the individual people for the first year.
17. Also, at the pre-proposal meeting, Susan mentioned that the sign-up sheet would be distributed to everyone. Has that
been sent out yet?
Answer:
This question has been addressed in Addendum #; please refer to the District’s website along with the original RFP
document: http://www.miracosta.edu/administrative/purchasing/RFP03-13.html
18. Is there a PLA/PSA or are they expecting to have one for this program?
Answer:
No.
19. Page 4, Item C/2/d: Will there be a specific process for evaluating and approving the “or equal” aspect of the project
management software? If yes, what criteria will the District use to evaluate the "or equal" aspect of the management
software? In other words, is the District highly interested in someone willing to use the software mentioned, or does
the District expect performance over mandating what tools you use to perform?
Answer:
The District expects performance over mandating what tools will be used.
20. New Page – Submission Format: Section A has a certain order mandated for the 6 sections that are to be tabbed.
The are numbered 1 through 6. These are in a different order than listed in items B through F. We assume that we
are to hold to the order shown in Section A, and use B through F as a reference for what belongs in each numbered
tabs 1 through 6. Is this a correct assumption?
MCCD RFP #03-13 Proposition EE Program Management
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Answer:
There are to be two distinctive sections.
a. Section 1 should include item of Page 9. A. General Instructions
i. Introduction
ii. Firm Information
iii. Technical Capabilities
iv. Working Together
v. Comprehensive Methodology and Approach
b. Section 2 should include item of Page 9. A. General Instructions
i. Cost and Price Summary
21. Page 11, Section A – Submittal Information, 3rd paragraph mentions that there should be 2 distinct sections, and not
all the required items in 1 through 6 are listed. Should we assume that all items 1 through 6 except for item 5 are to
be in Section 1 and only item 5, cost and price summary, should be in Section2? If this is the case, could items 5 and
6 be reversed so that price is last in order and can be placed in Section 2 as Item 6?
Answer:
There are to be two distinctive sections.
a. Section 1 should include item of Page 9. A. General Instructions
i. Introduction
ii. Firm Information
iii. Technical Capabilities
iv. Working Together
v. Comprehensive Methodology and Approach
b. Section 2 should include item of Page 9. A. General Instructions
i. Cost and Price Summary
22. Page 11, Section A – Submittal Information, 4th paragraph mentions that there is a 50 page limit for the items in the
new Submission Format page item C. Technical Capabilities. Is there any set page limit for the new item 6 –
Comprehensive Methodology and Approach? We suggest that perhaps the 50 page limit would include both C. and
new D. to ease the burden of district reviews, using item D. to allow space for items not asked in item C that will be
scored, and to show how all the pieces work together and how the firm will deliver the program.
Answer:
The District has determined that this section be no longer than 2 pages in length.
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