Pre-solicitation Conference Notes for
RFQ 16-3011 for Architect Services
Friday, February 19, 2016 at 10 a.m. local Arizona time
Meeting held using MeetingBridge Telephone Conferencing
Anita McLemore called the meeting to order at 10:05 a.m.
Anita McLemore introduced herself as the author of RFQ 16-3011 and facilitated the meeting. Michael Carter, from Mohave,
was also in attendance. The meeting notes will be posted on Mohave’s website within 24 hours after the meeting. The
questions asked today will determine if an amendment will be issued for clarifications, corrections and/or additions. The
final decision to issue an amendment rests with Mohave. If an amendment is issued, it will be emailed to the email address
provided on the vendor’s Prospective Bidders registration. Note: An amendment will be issued.
There were 21 firms who called in.
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Firm
ADM
ArringtonWatkinsArchitects
AssociatedArchitects
BreckenridgeGroup
BWSArchitects
Corgan
CSHQA
Dekker/Perich/Sabatini
DLRGroup
DyronMurphyArchitects
EMC2GroupArchitectsPlanners
JonesStudio
LSWEngineersArizona
MerryCarnellSchlect
MichaelTaylorArchitects
NaylorWentworthLundArchitects
RedTreeConsulting
Smitthipong&RosamondAssoc.
VanBoerum&FrankAssociates
Winslow+Partners
WSMArchitect
ConfirmedAttendance
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
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Yes
Yes
Yes
Anita McLemore provided an overview of the procedure for the conference.
— Mohave is requesting that all participants mute phones, while on the call.
— Keep in mind that statements made during the pre-solicitation conference are not amendments to the solicitation.
Mohave Educational Services Cooperative, Inc.
625 E. Beale St. • Kingman • AZ • 86401 • 928-753-6945 • www.mesc.org
MSC 12/2/15
Reminders:
— This solicitation is for Architect Services only.
— The due date and time for this solicitation is March 17, 2016 at 3:00 p.m. Late submittals will not be considered.
Any interested parties are welcome to attend the opening, however the solicitation’s sign-in and opening documents
will be posted on our website within 24 hours of the due date.
— The last day to submit questions regarding this solicitation is March 10, 2016 at 5:00 p.m. It is requested that all
questions be submitted by email.
— Kingman is considered a rural area. FedEx, UPS and USPS will not guarantee overnight delivery to Kingman. Be sure
to mail, or deliver responses before the specified due date and time.
— The Statement of Qualifications and Acceptance Form will need to be signed by someone within in the firm
authorized to sign contracts.
— Please follow the specified format included with the Instructions for Submittal.
— This solicitation is for Architect Services only. Stand-alone Engineering Services are not requested at this time.
— Various types of services are requested for Mohave statewide membership of approximately 450 public agencies.
— Contracts shall be awarded for an initial one (1) year term and four (4) potential one-year extensions.
— The last contract for Architect Services expired June 8, 2014. Activity under that contract was over $10,500,000,
which is not a guarantee of volume under an awarded contract, it is merely an indication of the potential this
contract may have.
— The award criteria were reviewed.
— The contract vendor shall provide necessary engineering to meet member’s needs including, but not limited to:
Landscaping, civil, structural, mechanical, plumbing, electrical, transportation, environmental, geotechnical and
special system needs.
— The contract vendor may not have all staff required to complete the requested services for members.
Subcontractors are allowable under this contract, however this must be bound by the terms and conditions and the
specifications of this RFQ and have the member’s approval. A completed copy of the Proposed Subcontractors Form
will be included for any proposed subcontractors.
— The contract vendor will be responsible for obtaining all necessary permits to conform to all federal, state and local
requirements. All permit fees will be considered a reimbursable expense (at cost).
— All of the forms were reviewed.
— Professional Liability and Comprehensive General Liability Insurance with an aggregate amount of not less than
$2,000,000 is required under this contract.
— Workers Compensation Insurance will be maintained during the life of the contract.
— It is preferred that the vendor have at least five (5) years experience with providing services offered.
— The contract vendor and it’s employees and subcontractors who are required to provide services on a regular basis
at an individual school, shall obtain and present a valid DPS fingerprint clearance card, however the Governing Board
may take exception to this requirement.
— For work performed at an Arizona school, contract vendor agrees that no employee or employee of a subcontractor
who has been adjudicated to be a registered sex offender will perform work at any time when students are or are
reasonably expected to be present.
— If vendor believes that its response contains confidential trade secrets or other proprietary data not to be disclosed,
a statement advising Mohave of this fact shall accompany the response, and the information shall be so identified
wherever it appears. Mohave shall review and determine in writing whether the information shall be withheld or
disclosed. Request to deem the entire response as confidential will not be considered.
— The laws of Arizona shall govern the contract.
— Pricing will not be considered during the evaluation process.
Mohave Educational Services Cooperative, Inc.
625 E. Beale St. • Kingman • AZ • 86401 • 928-753-6945 • www.mesc.org
— Mohave will not hold interviews during the evaluation of qualifications.
— To assure that our contracts meet the needs of all members, Mohave intends to award multiple contracts for similar
specified professional services to separate vendors by region. There will be a final list of five vendors for each of the
seven regions and up to five contracts may be awarded per region.
— Payment terms are net 30 from the receipt of the vendors invoice.
— Members may make progress payments under the following the guidelines set in the RFQ.
— Forms and format contained in the solicitation shall be used. Vendors may reproduce the forms and retype the
information, but all of the required information must be presented in the tab order requested. Electronic or faxed
responses shall not be considered.
Questions and Answers:
— Question: Page 5; how long was the last contract for, where the activity was over $10,500,000 and did it include
construction cost?
— Mohave Answer: It was for 5 years and was for architect services only.
— Question: Page 7; 1.1.04, Geotechnical services are generally services that our insurance agency prefer us not to
direct contract for, how should we handle this?
— Mohave Answer: Please include this as a deviation in your response.
— Question: Page 8; 1.2.05, this is usually something the general contract provides.
— Mohave Answer: If you do not provide these services, then please include as a deviation in your response.
— Question: Page 20; how will statewide offers be evaluated with regional offers?
— Mohave Answer: Each region will be evaluated separately. A statewide offer will be evaluated and their
score/ranking will be identified in each regions list.
— Question: Page 20; how many contracts will be awarded?
— Mohave Answer: Each region may be awarded up to 5 contracts. There are 7 regions, so a total of 35 contracts
may be awarded.
— Question: Page 23; what information are you looking for under “other pertinent information”?
— Mohave Answer: We are not looking for anything in particular. If you feel there is other information that would
be of value, please feel free to include.
— Question: Page 23; can additional sheets be added?
— Mohave Answer: You can add additional lines.
— Question: Page 23; will this section include sub-consultants?
— Mohave Answer: Yes, we would consider sub-consultants the same sub-contractors.
— Question: Page 24; can we include projects that we designed but were never constructed or are you looking for a
design project that was constructed?
— Mohave Answer: We are looking for completed projects that have been both designed and constructed.
— Question: Page 24; can pictures be included?
— Mohave Answer: Yes
— Question: Page 24; what projects are preferred?
— Mohave Answer: Our membership is diverse, so we will let you determine what projects you feel best represent
your firms capabilities.
— Question: Page 24; is there a limit to the number of projects we include?
— Mohave Answer: No, however please be cognizant of our evaluators time.
Mohave Educational Services Cooperative, Inc.
625 E. Beale St. • Kingman • AZ • 86401 • 928-753-6945 • www.mesc.org
— Question:
entities?
Page 28; do the reference letters have to be from contractors or can they be from other government
— Mohave Answer: In this section, they need to be from General Contractors, however you may include those types
of references in the Political and Regulatory Agency area.
— Question: Page 34; what is the definition of Alternative Project Delivery Method?
— Mohave Answer: Alternative Project Delivery Method means Construction Manager at Risk, Design-Build and Job
Order Contracting services.
— Question: Page 37; audited Financials are very expensive.
requirement.
This appears to be more of a General Contract
— Mohave Answer: We do allow another option, as described in paragraph 1, to provide a current letter from your
financial institution indicating the range of credit available to firm as well as a letter from your financial institution
and/or officers of major suppliers, indicating confidence in your firm’s stability and payment history.
— Question: Page 38; are there any other Terms and Conditions other than what is included in the RFQ?
— Mohave Answer: No.
— Question: If we require an AIA document to be signed by the member, we should include it?
— Mohave Answer: Correct.
— Question: Page 41; 7.2, we don’t usually provide services that would fall under the OSHA standards.
— Mohave Answer: Then this section would not apply.
— Question: Page 42; 10.2, is this in reference to our services or to the constructed project?
— Mohave Answer: The intent is with the services being provided.
— Question: Are there any page limits?
— Mohave Answer: No, but then again, please be cognizant of the evaluators time.
There were no other questions and the meeting was concluded at 10:50 a.m.
Mohave Educational Services Cooperative, Inc.
625 E. Beale St. • Kingman • AZ • 86401 • 928-753-6945 • www.mesc.org