Questions from RFQ
1. COMMUNITY ENGAGEMENT. This could be a time-consuming line item if it were included in our scope, from the initial outreach and meeting notices/invitations, to the collection of public feedback from phone/online sources. Does the CoA/OoS/FFL plan to provide this service, do they have an infrastructure/system in place for this, so that all we have to do is show up at the meetings and/or read the feedback reports, so to speak?
OoS and FFL is responsible for community communication, venue logistics, and invitation to citizens. Additionally, OoS and partners will attend meetings and provide general support. The Design Team’s role will be to facilitate the meeting; provide agenda, coordinate with OoS staff, provide a presentation, stimulate dialog with participants, field questions, and record notes, pictures, and comments from the meeting.
This is the organizational infrastructure that will be in place to assist the design team in. community engagement activities:
Lead Partners (Office of Sustainability and The Conservation Fund)
Organizational Stakeholder Partners (US Forest Service, National Park System, Council Member Carla Smith’s Office, etc.)
Resident Committee (5-15 members of the Lakewood- Browns Mill neighborhood that meet once a month with Lead Partners)
Friends of Food Forest: email list of over 80 community members who have participated in the community planning process and wish to stay involved and updated.
Food Forest Leadership Committee consisting of selected members of the Resident Committee, selected Organizational Stakeholders and Friends of the FF, (determined by Lead Partners & Resident Committee) has been created to work closely with Design Team.
This is the communication strategy for public engagement: These items are the responsibility of OoS and partners: (DO NOT CONTACT THESE PARTNERS WITHOUT CONSENT FROM OOS)
Create flyers for community meetings and posts flyers. (Browns Mill Food Forest Facebook, Lakewood-Browns Mill NextDoor, and Friends of Food Forest email list in Spanish and English.)
Email flyer to 1) area Schools, 2) NPU Z president, and 3) Neighborhood Association President requesting these partners to share the flyer, (concept etc.) with their networks.
Posts flyers in neighborhood businesses and puts as many as possible in mailboxes.
Ms. Middlebrook (Neighborhood Association President) sends a text to alert neighborhood residents about community meetings.
Meet once a monthly with the Resident Committee and ask members to assist in this dispersal of information.
Representatives from the Food Forest Leadership Committee will attend NPU or Neighborhood Association meetings to answer questions.
2. A. TIMELINE. If there is a 30 day notice for the public meetings, and we need to set a meeting in June so that we can have that feedback for the July design work, it seems we would need to send out invitations ASAP, if not already. How and when does that first meeting work?
The June meeting is with the Food Forest Leadership Committee consisting of members of the Resident Committee, selected Organizational Stakeholders and Friends of the Food Forest, determined by Lead Partners & Residents.) There is no public meeting in June, thus it does not require a 30 day notice.
At the June Kick-off meeting between the Client and Consultant - dates will be selected for all the public meetings for the entire design process. OoS and partners will announce the dates for these public meetings a month out.
B. Likewise, if the public is invited to give feedback beyond the night(s) of the meeting(s), what is the timeline and cutoff dates for public feedback that we can expect in order to proceed with design work (ie, in July)?
The public comment duration will last 7 calendar days. The public will have full-time access to www.aglanta.org to provide additional public and private comments on the website. The website will have a calendar of events of design presentation and available windows for public comments. Consultant will have full-time access to public comments via the www.aglanta.org website during the design process.
3. SURVEYS & SITE DOCUMENTS. Has a boundary survey, topographical survey, tree survey and soil tests already been prepared for this site, and will we have access to them on Day One of the project, for interpretation and presentation? Or alternatively are these documents and services that we will need to provide as part of our Site Inventory services in Phase One?
OoS will supply the necessary documents. The boundary survey was included in the RFQ. A topographical survey, tree survey, and soil tests are being prepared now - with the goal of being completed by the Kick-off Meeting between the Client and Consultant.
4. FOOD FOREST LEADERSHIP COMMITTEE. Can you verify that this is a community/volunteer-led group of interested citizens providing input and support to the CoA/OoS in this endeavor (as opposed to a group of city employees, or other group or association)? Can you release the names of any of the members?
The Food Forest Leadership Committee consists of selected members of the Resident Committee, Selected Organizational Stakeholders and Friends of the FF, determined by Lead Partners & Residents). Names cannot be provided at this time because the group is in the process of being formed.
5. PROVIDE ACCESS TO CONCEPTS. How is this provided? Do we provide an online portal to the document? Or do we provide a digital copy for the City to host?
Concepts will be posted on Aglanta.org. The public comment duration will last 7 calendar days. The public will have full-time access to www.aglanta.org to provide additional public and private comments on the website. The website will have a calendar of events of design presentation and available windows for public comments. Consultant will have full-time access to public comments via the www.aglanta.org website during the design process.
6. STREAM. We notice that there is a creek on site. Has the City of Atlanta Site Development Department been contacted regarding this stream, have the FEMA flood maps been consulted yet, is this an “Impaired Waters” stream, is the scope of work subject to NPDES notice of intent, and is there any other information CoA/OoS would like to share in regards to this stream, its presence on this site, or opportunities or constraints related to it? (It is assumed there may eventually be construction or grading work as a result of this design scope that will be subject to typical soil conservation and erosion control measures and state/city stream setbacks.)
Through the inventory process the consultant should retrieve and collect inventory data (FEMA flood maps, riparian buffers etc.) necessary for a thoughtful, feasible community vision plan.
7. PERMIT AND SITES FEES. Will the CoA be responsible for all permit fees, SITES, NPDES fees, and the like?
No permit or site fees will be necessary for a community vision plan.
8. SITES. Will the SITES registration, application, review, and certification take place outside of this scope of work/contract? The design is meant only to comply with SITES if at some time in the future the project is submitted for certification.
SITES registration, application, review, and certification will take place outside this scope. The design is meant only to comply with SITE if at some time in the future the project is submitted for certification..
9. Are there any known environmental issues, toxic chemical contamination, or formal environmental cleanup that is required on this site before allowing the public on it for recreational purposes or growing food for public consumption? Can the City certify that the site is clean?
The Conservation Fund (Land Owner) will provide the Phase One Environmental Assessment and heavy metal soil test results. The Environmental Assessment found the site safe for food production.
10. Page 4 refers to a maximum project fee of $20,000, and denotes that quotes received in excess of $20,000 will be deemed non-responsive. Page 5 which describes the items to include in our proposal, does not specifically ask for a fee. Please clarify if a fee is required to be submitted.
Selection of contractor will be determined by lowest responsible bidder.
11. If a fee is required, how much weight is given to the fee is the final selection of a qualified team, versus the actual qualifications of the team?
Selection of contractor will be determined by lowest responsible bidder.
12. Page 6 indicates submittals are due 5/24 by 11:59 PM. We assume this means submittals are to be emailed to Elizabeth Beak before midnight. Please confirm, and provide any file type or size restrictions that might cause an email to be undeliverable. Will a link via DropBox or similar file transfer software be acceptable as a method of delivery?
Yes, a PDF submittal should be emailed to ebeak@atlantaGA.gov by 11:59 PM 5/24. or sharing a link to retrieve a PDF from a file sharing program ie Dropbox or similar.
13. Can you please provide all questions submitted and answers provided, via email or indicate where we may find them posted online for viewing/download?
Yes. COA will post answers to all questions submitted on Aglanta.org by Monday, May 22nd, 6pm.
14. How should proposals be submitted? Via email, hard copy or both? If hard copy is required, how many copies?
An electronic PDF copy or link to a PDF copy of the proposal must be submitted via email.
15. Who should the letter of interest be addressed to?
Mario Cambardella, Urban Agriculture Director, Mayor’s Office of Sustainability, City of Atlanta
16. Do project teams need to provide an exact proposed fee under the requested $20,000 or is it enough to acknowledge that the team understands the fee should be under this number?
Yes, teams must provide an exact proposed fee. Selection of contractor will be determined by lowest responsible bidder.
17. The RFQ states an organic land care strategy will be implemented, who does the City envision overseeing this approach long term?
The organic land care strategy will be implemented by a combination of the following groups: community volunteers, Friends of Food Forest Group, non-profits partners, professional subcontractor (food-producing landscape maintenance specialist), and the City of Atlanta Parks Department.
18. The RFQ mentions SITES accreditation, do project teams need to include a SITE AP or is knowledge of the program and scoring system sufficient to guide the master plan design?
Project teams need only knowledge of the program and scoring system. The master plan should comply with the SITE accreditation program.
19. A cot estimate is requested as part of the master planning process, should teams include a cost estimator as a consultant or will schematic level pricing suffice for this phase?
Schematic level pricing suffice for this phase.
20. Will the City provide a project budget for the design team to work towards or will the cost estimate help establish the construction budget?
The cost estimate will help establish the construction budget and implementation schedule.
21. Phase 2, Task #3 asks for concepts to be accessible for public commentary. Will the City provide the structure for receiving public commentary or will the Consultant Team be responsible for setting up and administering the public commentary structure? If so, what is the preferred or required structure for receiving public commentary and sharing the concept plans?
Reference response to question # 5.
22. Please confirm that payment to the Consultant Team will coincide with the project milestones at 30%, 60%, 90% and Final Completion and that progress billing and payment is allowed by the City for this project.
Consultant to submit for payment at 30%, 60%, 90%, and Final Completion.
23. My team received the RFQ document via email and not through the City bid solicitation website. How must the proposal be submitted to the City? Is it in person, online or email?
This is an under $20K project. An electronic PDF copy or link to a PDF copy of the proposal must be submitted via email to ebeak@aglantaGA.gov. No hard copies are necessary.
24. Please confirm that the City of Atlanta will provide to the Consultant Team at the start of the project:
Legal topographic survey
Tree survey (Time - within 2 weeks?)
Information from the 6-month community consultation
Reference response to question #3.
25. I did not see any SBE or WBE requirements for this project. Am I correct that there are no restrictions in that regard?
There are no such requirements for projects under $20K.
26. Phase 3: Refined Concept due August 31 or 24th (4th Thursday in August DPR Presentation)?
The Refined Concept is due Aug 31. An “as is” presentation of a design “in progress” will occur on Thursday, August 24th, 2017 with Department of Parks and Recreation (DPR). This is an opportunity for DPR to provide general comments and feedback before the final presentation.
27. Phase 4: Final Presentation due by Sept 30th or 'Deliver a presentation for 100% Final Community Vision Plan (end of August)
Final Presentation is due Sept 30th.
28. Phase 1:If we weren't able to meet in Atlanta for the required 'Introductory Meetings' could we set up a meeting via Skype or like software? (2 site visits in a month might be a little tricky)
29. Phase 2: Will your office provide online access to the 2 initial concepts for the public or will we need to facilitate that? Also how much time is customary to allow for public review?
Yes, OoS and partners will assist the design team in providing online access to the initial concepts. We will post the concepts on www.Aglanta.org to allow for public and private feedback and comments for 7 calendar days (1 week).
30. "...and offer job training and employment opportunities for neighborhood residents." Can you expand on this concept? Will the design simply provide space for this type of activity or actually develop a program?
The design will simply provide a space for potential programs, ie workforce training. Creative programming suggestions are a welcomed feature of the community design vision plan.
31. "Develop and prepare 100% Final Community Vision Plan...with call-outs to programs, site features, and amenities." Again, will program development be one element of the Community Vision Plan?
Creative programming suggestions are a welcomed feature of the community design vision plan.
32. "...tree replacement plan per phase." Is there a specific percentage of the existing tree canopy that the Office of Sustainability wishes to preserve?
Not at this time.
33. "The UFF aims to achieve at least a 'SITES' Certified' certificate."
Is the selected design team responsible for seeking SITES certification or using said rating system as a framework for the design process?
Contractor is NOT responsible for seeking SITES certification. However, the Client is interested in possibility of a design that meets SITES certification.