Architectural Concept Studies for the TMT HQ and Other Buildings: Post-Conference Questions and Answers

The following are the TMT responses to the post-conference questions regarding the RFP for the Architectural Concept Studies for the TMT HQ and Other Buildings:

What is expected in terms of a “Conceptual Design”?

TMT received several questions regarding how detailed or comprehensive the Conceptual Design needs to be. TMT has the underlying need to have realistic construction cost estimates for each of the four tasks of this RFP for purposes of (1) budgeting within the TMT project and (2) determining the extent of participation TMT may have if the Stone Cabin renovations and Visitors Center improvements are pursued as mitigation measures. Conceptual Design Drawings and Supporting Documents should be sufficient to illustrate and explain the basis for the conceptual level construction cost estimate. Information provided normally would include site plans, floor plans, sections, elevations, major building systems, and construction materials. The final contents should reflect the schedule constraints of each task.

TMT is further aware of the short schedule for the submission of the Conceptual Design and how this will affect the level of detail of the submission. TMT is looking for as much information and accuracy as possible in the allowable timeframe.

Please be aware that TMT is requesting only conceptual designs and construction cost estimates with this procurement. Further development of any of the designs will be performed under contracts initiated by a separate RFP

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What is expected by paragraph 5.1.D. (Deliverables from the Work) of the RFP?

Paragraph 5.1.D. (Deliverables from the Work) of the RFP requests that the respondent “describe the deliverables of the proposed task.” As paragraph 1.2.1., under Scope of Work describes the deliverables as “Conceptual Design Drawings, cost estimates and supplementary information as required,” no further information is required beyond acknowledging the deliverables requested, unless the respondent wishes to qualify how the deliverable will be handled.

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How will the Conceptual Design be applied to the Environmental Impact Statement?

TMT will use the information in the Conceptual Design drawings and construction cost estimate as input in the consideration of mitigation measures that might be included in the Environmental Impact Statement. It is not expected that any conceptual design drawings or construction cost estimates will be placed directly into an Environmental Impact Statement.

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Questions concerning access to the Stone Cabins and Visitors Center; availability of as-built drawings, availability of topographic and utility surveys.

The Visitors Center and the exterior of the Stone Cabins may be inspected during operating hours by obtaining permission from the ranger on duty or the operator of the Visitors Center before making the inspection.

Construction drawings for the Visitors Center, which include a topographic survey of much of the Hale Pohaku area, are available and will be provided to all awardees. No as-built drawings are available. There are no drawings available for the Stone Cabins or for the “Keck” dormitory buildings.

Existing topographic surveys are available for some of the suggested Headquarters Facility sites and will be provided to all awardees. No additional topographic or utility surveys will be made for the purposes of the work of this RFP.

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Questions regarding programming sessions and details such as budgets, footprints, design styles, laboratory facilities, etc.

TMT is anticipating that programming sessions will be held separately for each of the four tasks of this RFP. These programming sessions will be scheduled after contracts are awarded. The programming sessions for the Headquarters Facility and the replacement of the “Keck” dormitories will be held at the TMT offices in Pasadena, California. Programming sessions for the Visitors Center and the Stone Cabin renovations will be held at Hale Pohaku.

In addition to participation by TMT representatives, other representatives of appropriate divisions of the University of Hawaii and certain agencies might participate in the programming sessions. Please note, as explained in the response above, these conceptual studies and construction cost estimates are for TMT purposes only.

Prior to each programming session, TMT will provide available information to the awardee for the task involved. It is expected that the programming sessions will provide a sufficient mutual understanding of the requirements of the task to allow the awardee to prepare the conceptual design and construction cost estimate.

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Questions regarding available Environmental Assessments and the Environmental Impact Statement being prepared for the TMT Observatory.

An Environmental Assessment was approved that covers three of the suggested headquarters sites. Another Environmental Assessment was approved for the fourth site for the Headquarters Facility. All four headquarters sites are proposed to be located at the University of Hawaii – Hilo Science and Technology Park. For the purposes of the Conceptual Design and Construction Cost Estimate for the Headquarters Facility, it should be assumed that this facility will be compatible with the applicable existing Environmental Assessments.

The replacements for the “Keck” dormitories, the renovations of the Stone Cabins, and the expansion of the Visitors Center are being studied as either possible mitigation measures that might be supported by TMT or as work that TMT will want to carry further.

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Sites for Buildings

Four sites have been suggested for the TMT Headquarters Facility. These are shown in the presentation at the following link.

TMT anticipates that the choices will be narrowed to no more than two of these sites prior to the first programming session.

The replacements for the “Keck” dormitories should be within the footprint of the existing buildings; however, this may be discussed further during programming.

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Questions regarding the involvement of M3 Engineering and Technology

M3 Engineering and Technology (“M3”) will be allowed to compete for this work. Any proposal that partners M3 and another company will be considered on an equal basis with all other proposals.

As noted in the presentation at the following link, M3 is TMT’s overall A/E firm. However, the direct involvement of M3 in the work of any awardee of which M3 is not a party will be limited to areas such as mirror coating facilities, electronics laboratories, optical laboratories, control rooms, etc., where similarities with the observatory facilities or M3’s specialized expertise make M3’s participation appropriate. M3’s involvement will be through TMT rather than directly with an awardee.

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What specific drawing sizes will be acceptable by TMT?

The drawing sizes should be 8.5 x 11 inches or 11 x 17 inches when bound in a report. Separate drawing sets should be either 11 x 17 inches or 24 x 36 inches, with all drawings sheets being the same size. The awardee shall select an appropriate drawing size and scale to illustrate legibly the design components and their relations.

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Questions regarding the (1) negotiation of model contract terms and (2) issues with certain RFP requirements.

All exceptions to the RFP and suggested modifications to the model contract must be stated in your proposal under the section designated for “Exceptions.” TMT may consider such exceptions and modifications during the proposal evaluation.

nless an issue or provision is listed in the “Exceptions” section of the proposal, TMT will consider all other terms and conditions of the RFP and Model Contract as accepted by the respondent.

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How will the work under the RFP be awarded? Will Conceptual Design Drawings and Supporting Documents for each structure be awarded separately, all together, or in some combination?

At this time, TMT is considering all options including, but not limited to, the possibility of dividing the work for individual structures among different awardees as well as awarding all of the work to a single awardee. TMT will determine how work will be awarded based on its evaluation of proposals during its source selection process. TMT may also consider more than one award for any task

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What level of insurance coverage does TMT expect to be proposed?

Typically, TMT requests that its Contractors procure and maintain, at their own expense, the following insurance coverage: (A) workers’ compensation at statutory limits, (B) employer’s liability insurance with limits of at least $1,000,000 per occurrence, and (C) comprehensive general liability (including bodily injury, property damage and contractual liability) insurance with limits of at least $1,000,000 per occurrence. Contractor shall give TMT at least 30 days prior written notice of any cancellation of insurance coverage or any proposed reduction of insurance coverage.

Awardees shall provide TMT with a certificate of insurance for the required coverage promptly upon request. This coverage is expected to be maintained at all times during the term of the Contract.

TMT may consider alternate levels of coverage. All proposed coverage limits are considered suggested modifications and must be stated in the proposal under the section designated for “Exceptions.”

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Will TMT post the contact information of individuals within the list of conference attendees so that partnership opportunities can be explored?

TMT has already posted the names of firms and individuals who attended the Conference. If you would like your own individual contact information listed, please contact Pratheep Eamranond at pratheep@tmt.org. Pratheep will post your name and email on the attendee list. Likewise, if you did not attend the conference but would like your name listed to explore partnership opportunities, please also contact Pratheep Eamranond.

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What are TMT’s expectations for the deliverables given the available timeframe?

TMT is looking for as much information and accuracy as possible in the allowable time-frame.

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Can Hawaii law govern the awarded contract(s) rather than California law?

Typically California law governs TMT’s contracts. Requests for modifications to contract terms should be stated in the “Exceptions” section of your proposal.

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How should labor rates be stated in the proposal?

Bidders should present their billings rates in their customary commercial or government formats, whichever is applicable. Rates should include all applicable taxes, fees, shipping costs, insurance and duties.

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What is the current schedule for the deliverables?

Currently, it is expected that the deliverables for the Stone Cabins and the Visitors Center will be due in mid-December 2009. The deliverables for the headquarters are expected one month later in mid-January 2010. The schedule may be revised.

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Has TMT applied for permits with the Hawaii State Government at this time?

No permit applications are required for these conceptual studies.

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How should I approach the box in the Offer Submittal Form that asks for the "Total Estimated Cost of the Proposal?"

Please ignore this box. It is part of TMT's standard offer submittal form but it is not applicable to this RFP.

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Suppliers are encouraged to check this page regularly for any modifications, additions or new information regarding the Architectural Concept Studies for the TMT HQ and Other Buildings RFP.

Mahalo.

The TMT Project