REQUEST FOR QUALIFICATIONS
ARCHITECTURAL AS-BUILT/AS PROPOSED DRAWING PREPARATION, AGENCY INTERFACE/COORDINATION SERVICES
CAMP KREM CAMPUS REBUILD
BOULDER CREEK, SANTA CRUZ COUNTY
Owner: Camping Unlimited for the Developmentally Disabled (CU)
Deadline Extended: 11.59pm, August 1.
RFQ Addendum No. 1 – Click Here to View
Addendum No. 2 (7/21/21) – Click Here to View
RFQ Questions & Answers
The following Questions were received and answered herewith:
Q.The assumptions outlined in the our SOQ about the initial efforts are no longer relevant if the first task has been completed already. With as-builds complete, were any further steps been taken by the ownership to communicate with the agencies and outline the approvals process?
A: Yes. We have had an on-site meeting with Greg Adams and Kevin McClish of Four Leaf Consultants, fire recovery contractors to the Santa Cruz Building Department, working for Marcus Johnson (also Four Leaf). Now we must complete “pre-application” documents to start the process.
Advancing these discussions and applications would be part of the Scope of Work.
Q. Scope of Work. The interview invitation lists the updated scope to include ‘county approved plans with possible subsequent involvement in actual building’. Can you expand on that explanation?
A. Original Task Order SOW was rather limited (due in large measure to a significant misunderstanding between us and our former Owner’s Rep). As time has progressed, we have used our own limited resources to complete most of the jobs described in that original SOW. Since we are obliged to rebuild what we lost (more or less) and have good drawings of what we had pre-fire, we are already well along with reviewing code requirements. What we need from our A&E consultant is:
- Final stamped drawings we can deliver to the County’s Fire Recovery Team (Four Square) for approval by them – and by CalOES and FEMA.
- Possible ongoing supervision of construction. We had an Owner’s Rep to do that but no longer do. So we will need to explore in the interview the possible roles you could play to reduce costs and accelerate construction once plans are approved by the many offices in the County.
Q. Please clarify if the “Task 1 – As-Was and As-Was to Code’ documentation has been completed and approved by approving agencies.
A. Pre-fire “as was” drawings are almost completed by a local draftsman. We will present them to the County during our pre-application process. Our draftsman claims to understand code and will take these drawings and indicate necessary changes to conform to code. ADA issues are particularly pertinent. This has not yet been done, but he tells us it is a straightforward task. There are some opportunities to compel improvement that need discussing. For example, if the county “requires” we improve our septic system for code compliance, FEMA will pay 75% of the costs. However, if the County only “recommends” it, then FEMA does not.
FEMA will assist in financing that, plus any additional Hazard Mitigation changes required by the authorities, Section 406 of the Stafford Act designed to reduce or eliminate the threat of future similar damage to a facility damaged during the disaster. So these Section 406 hazard mitigation measures would restore a Camp beyond its pre-disaster design and might include:
- Fire hardening structures (metal framing, concrete siding, metal roofs, tempered glass, fire shutters, modified venting, sprinklers)
- Additional fire flow water (which would depend on whether all buildings must be protected by sprinklers or if our seasonal cabins are exempt as Class C).
- Deluge sprinklers. As you know, interior sprinklers operate only if there is a fire and have the intent of giving occupants 5 – 10 minutes to exit. We believe this is not sufficient, and have designed an external system that would be deployed before the building was aflame, and douse the roof, walls, decks and surrounding ground with water (and also douse the roof overhangs where heat accumulated and vents where embers enter the building). Ironically, we had engaged a local sprinkler company to install such a system on our main multi-purpose building one month before the fire. I phoned and emailed them repeatedly to start the project, but they never got around to it. We will now never know if it might have saved our 10,000 sf flagship building.
Nothing has been submitted to the approving agencies (County, State and Federal) yet. We expect the selected A&E firm to be involved in the final review, before submitting.
Q. What firm completed the work and if they are eligible for this newly defined phase of work.
A. Eight firms expressed interest and seven submitted RFQs. Five are eligible for this newly defined work.
Q. Has FEMA and the county accepted the ‘Task 1 – As Was and As Was to Code’ drawings and did it include requested variances and changes to the minimum code compliance?
A. No drawings submitted.
Q. How will Camp Krem’s FEMA consultant engage with the project team?
A. Jerry Quinn has spent 30 years representing people like us and has been invaluable. He would act as a guide and coach, advising on what FEMA is likely to accept.
Q. How will the Owner’s Representative, Louis Gallegos be involved in the project and the interview?
A. We have terminated our relationship with Beezley. No Owner’s Rep.
Q. Can you please forward a copy of the completed documents, so that we can gauge the work to be completed in the next phase/s.
A. Not yet. We want to go over them one more time, to ensure that they are correct.
Q. How long will be interview be?
A. 30 minutes. All firms which submitted RFQs were competent and impressive. All could do the job. The purpose of the interview is to evaluate personal styles. Which teams are most sympathetic to our mission and compatible to us?
On the basis of this “chemistry test”, we may invite two or three back for a final interview, which will be longer and more task oriented.
Q. Who will attend the interview?
A: Members of our “Recovery Team” including Christina Krem (Camp Director), Tom Krem (electrical contractor and chair of our Grounds and Buildings Committee), Bob Bauer (who built most of Camp Krem in the 1960s and has come out of retirement to rebuild it again), Jerry Quinn (FEMA consultant) and me. Possibly Don Etzbach (our Treasurer) and Pete Wang (board member and in-house legal expert).
Q: Can you please let us know how many teams you are interviewing?
A: We have had submissions from seven teams and will interview five. We then plan to invite two or three back for a final interview.
Q: What is your expectation for the interview? Length of presentation and Q&A?
A: Perhaps a 15 minute presentation followed by Q&A and a general “get to know one another” discussion.
Q: What would you most like to learn from us in the interview? Do you have a proposed agenda?
A: No agenda. Think of this as a speed date. We have all read all the excellent proposals, so no need to go into detail. A quick summary of your recommended (and now necessarily revised) work-plan, an introduction to your team and how they fit into the work-plan, and some discussion of cost control methods.
We are a modest charity with limited means, so we are mindful of cost. So we hope to explore this sensitivity with you and will look for ways to establish a common dedication to frugal, productive work practices. Because the rebuilding process will be long, we want to avoid an uncontrolled burn rate. The City of Berkeley lost its Camp Tuolumne nine years ago and has just begun construction. That means it has been supporting a first class A&E team for almost a decade. We do not have the resources to see the meter spinning forever.
We hope you will demonstrate credible discipline in finishing a job and putting it aside rather than constantly polishing and revising it.
Q: What is the evaluation criteria for making the final decision? Different than outlined in the RFQ?
A: Evaluation criteria will be the same as in the RFQ. This interview is an informal “chemistry test”. How do we get along? Do you understand us and our mission? All written presentations were excellent, so now we look for interpersonal compatibility.
- Anything specific you would like us to address?
A: We are more interested in results than process. A compelling explanation of how you will manage your impressive teams effectively, achieve results in a timely manner then stand down until it is time to go back to work.
If you are looking for an amazing summer job working with people with developmental disabilities, Camp Krem might be for you! Gain hands-on experience in the fields of Special Education, Healthcare, Human Services and Recreation.
*You must be 18 years of age, at the time of employment, to work at Camp Krem. Under 18? See CIT Program.