VE IDIQ BetaSAM 19AQMM21R0028_Amendment 2 Q and A.pdf

Beta.SAM.GOV ANNOUNCEMENT - FY2021 OBO Value Engineering IDIQs

RFI 19AQMM21R0028

AMENDMENT NUMBER TWO

The purpose of this amendment is to post the questions and answers submitted pertaining to this

RFI

Question One:

My main question is regarding the 2-stage approach, under Stage 1 is it just the prime submitting information alone or can a prime and key VE sub provide combined responses to show strength and to work towards becoming a Stage 2 shortlisted firm? The gist of my questions is that our

SB prime is a constructability review and facility management firm and will be teamed with subs that provide value engineering, risk and cost services – and I wanted to confirm if that is a valid approach?

Answer: Prime and Key Subs can be submitted in response.

Question Two:

A certified Risk Management Professional (PMI- RMP), will be required to oversee all risk management workshops. Please let me know if a Decision and Risk Management Professional

(DRMP) certificate will be accepted as an alternative to PMI-RMP. The Association for the

Advancement of Cost Engineering (AACE International) certifies DRMPs as senior-level professionals with extensive technical experience in specialized tools and services such as decision analysis, cost risk and uncertainty analysis, and schedule risk analysis and experience in life cycle asset and project management with exhibited knowledge and skills ranging from analytical to socio/psychological to project and risk management. More information about the

DRMP certificate can be found at https://web.aacei.org/certification/certifications-offered/expertise-certifications

Answer: No, we do not wish to accept DRMP at this time as the certification has been suspended and is under review. But we are willing to revisit after AACEI reactivates the certification.

From the link you provided - “Decision & Risk Management Professional (DRMP). Application for DRMP certification is temporarily suspended while the Certification Board undertakes a review for potential reconfiguration. This review is driven by the Certification Board’s response to requests from industry constituents for a professional-level risk management certification as a precursor to the expertise-level DRMP certification. In order to configure a professional-level risk management certification, a reconfiguration of the DRMP certification is necessary to achieve appropriate compatibility between these two levels of risk management certification.”

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Question Three:

Does the bidder need to be registered to operate (to have an authorization to operate) in

Washington, DC?

Answer: Yes

Question Four:

How many Task Order assignments should each Consultant expect per year?

Answer: We do not track number of assignments instead we try to distribute the contract award funds as evenly as possible. But it also depends on the number of projects OBO awards in any given year. However we expect to maintain a guaranteed minimum task award as we’ve done in the past.

Question Five:

Will a firm that does not have a CVS or certain subject matter experts among its employees but has those individuals on a part-time basis be allowed to bid?

Answer: No. I would expect that a company like this would partner with a CVS to bid together.

Question Six:

We are a WBE certified firm in the States of NY and NJ. Will our services be eligible to satisfy the subcontracting WBE goals?

Answer: Yes.

Question Seven:

Page 1 states, “A senior professional cost estimator with a minimum of five years’ experience … and with a membership in a professional organization within the United States and/or Europe

…”. Do they just have to be a member of the organization, or do they need to be certified by that organization?

Answer : Certified.

Question Eight:

Will this contract be used to award task orders to develop construction cost estimates?

Answer: Yes.

Question Nine:

Do we have to provide a dedicated resume for “LEED, Sustainability, LCCA, and planning expertise”?

Answer: Yes.

Question Ten:

Page 3 Item (2) states, “Proposed team information MAY be documented in this stage using

Standard Form 330, Part I, Sections A through H.” Are we permitted to use another format besides the SF 330 to submit our qualifications?

Answer: As long as it contains the same information as would be listed on SF-330.

Question Eleven:

Do we have to submit a “SF 330-Part II” form for all subconsultant firms?

Answer: Yes.

Question Twelve:

Are the “SF 330-Part II” forms included in the 110-page limit?

Answer: Yes.

Question Thirteen:

Page 3 Item (3) states, “… provide an organizational chart to address Item (g) below”. The reference does not seem to make sense as Item (g) states, “Demonstrated ability to estimate initial construction costs on vertical construction, such as buildings and facilities”. Please clarify.

Answer: Bidders should prove that they have experience providing the requested service and show the names and credentials of persons providing that prior service.

Question Fourteen:

Page 3 Item (3) states, “… provide an organizational chart to address Item (g) below”. Is this organizational chart in addition to the organizational chart required in SF 330, Block D?

Answer: No.

Question Fifteen:

Page 3 Items (4), (5), and (6) state, “… it should be indexed at a minimum to the report sections.” What is meant by “indexed”?

Answer: It is the divider page for each section.

Question Sixteen:

Page 3 Items (4), (5), (6), and (7) state, “Provide a _______ report produced by the firm”. Can these reports be produced by a subconsultant on the team?

Answer: Yes.

Question Seventeen:

Page 5 states, “The short-listed A/E firm(s) will be notified in writing and requested to submit more detailed information indicating each member of the design team …” What is meant by

“design team”?

Answer: Personnel including sub-consultants to perform the work.

Question Eighteen:

Page 6 states, “All submissions must be E-mailed.” How are FOUO/SBU documents to be transmitted?

Answer: There should be NO FOUO or SBU documents.

Question Nineteen:

Based on the following three excerpts from the announcement, there appears to be conflicting guidance. Are the multi-disciplined team (i.e., Subject Matter Expert) resumes required for

Stage 1?

Answer: Stage 1 should have resumes listing credentials and experience as part of their submittal. Stage 2 will allow for the introduction of more details that support the accomplishments noted in State 1.

Page 2 states, “In Stage 1, prospective offerors will submit portfolios of accomplishment that establish their value engineering capabilities with a certified value specialist and multi-disciplined architect and engineer team members that would be responsible for the direction of task orders under this is value engineering contract.”

Page 2 states, “For Stage 2, the short-listed offerors will be notified in writing and requested to submit more detailed information including sub-consultants for Stage 2 evaluation.”

Page 5 states, “The short-listed A/E firm(s) will be notified in writing and requested to submit more detailed information indicating each member of the design team, including the primary outside consultants for Stage 2 evaluation. Sufficient time will be provided for the A/E firm to establish their team.”

Question Twenty:

My main question is regarding the 2-stage approach, under Stage 1 is it just the prime submitting information alone or can a prime and key VE sub provide combined responses to show strength and to work towards becoming a Stage 2 shortlisted firm? The gist of my questions is that our

SB prime is a constructability review and facility management firm and will be teamed with subs that provide value engineering, risk and cost services – and I wanted to confirm if that is a valid approach?

Answer: It is expected to see both Prime and subs if both (or all) companies are needed to demonstrate ability to provide the contract requirements. If the prime has the staffing to cover all requirements on their own, then I assume that showing that availability (with just the Prime staff) would be sufficient. Essentially, I suggest that the offerer clearly demonstrate that they can cover all requirements and using what resources are needed to do that.

Question Twenty One:

In order to highlight all the services in their entirety, can we use 11 by 17 sheets for the organizational chart? If so, will this count as one or two pages in regards to the overall page limit?

Answer: It will count as two pages.

Question Twenty Two:

In regards to section (3) SF 330 Qualifications Statement (Block H): Section 2 asks for the

SF330 sections and Part IIs. Section 3 asks for specific information in regards to H which falls under the general SF 330 order listed under section 2. Can you please confirm that the SF330 sections A-I followed by Part II’s is the correct order?

Answer: Yes it is.

Question Twenty Three:

In regards to section (3) SF 330 Qualifications Statement (Block H): “A separate page insert should be included to provide an organizational chart to address item (g) below.” G states to

“demonstrate ability to estimate initial construction costs” which doesn’t seem to warrant an organizational chart. Can you please clarify what the organizational chart should address? The

SF 330 Section D contains an org chart. Is this organizational chart different than the one requested for H?

Answer: No it is the same.

Question Twenty Four:

In regards to section (3) SF 330 Qualifications Statement (Block H): “Statement must address the evaluation factors listed in the following section.” Sections 4-7 seem to fall under the evaluation factors identified to be included into section 3. Please confirm if 4-7 need separate sections or they are ok to be included in H.

Answer: It is to be included in Section H.

Question Twenty Five:

How shall a sample VE study report be submitted if designated as SBU and cannot be emailed?

Should an electronic copy submitted separately on a thumb drive or CD?

Answer: SBU information should be redacted from the report.

Question Twenty Six:

All Stage 1 submissions shall be received by 10am on 5/24. Is it acceptable to email earlier than

5/24, i.e. 5/23, to ensure timely delivery?

Answer: Yes you can submit your response earlier than the May 24, 2021 due date.

Question Twenty Seven:

Do the Sample VE Study, Sample Risk Analysis, Sample FPE, and Sample Cost Estimate documents count towards the overall page limit?

Answer: No it does not.

Question Twenty Eight:

If the vendor VE, Risk, or other IDIQ related personnel transfer into their effort, can we perform services for this IDIQ (if selected) under their FCL? If I recall correctly, we want US companies?

Please confirm with your group or Legal

Answer: Official response to contractor should be: Yes, non-US/uncleared personnel would be able to perform on the unclassified portions of the task orders under this IDIQ contract (with whichever firm that has the FCL).

Question Twenty Nine:

Would the VE or Risk workshops be held at DOS Roslyn or would ANS need to provide a secure facility? We have dropped the facility clearance.

Answer: But I understand that I neglected to add – all classified work would be performed on

OBO’s offices.

Question Thirty:

Would the transferred personnel need to obtain a security clearance before performing such services? I’m not sure if we’ve required that all team members be cleared but there certainly will be workshops that are cleared and require S (or sometimes TS) to participate.

Answer: Official response to contractor should be: Not necessarily, it would depend on the security clearance requirements of a specific project. Not all projects under the IDIQ will require

Secret personnel security clearances. Non-US/uncleared personnel would be able to perform on the unclassified portions of the task orders under this IDIQ contract.

Question Thirty One:

If so, can that be accomplished within the allotted 120 days? If their personnel is allowed to bid

(and are awarded a contract) we cannot give a duration on the time DS needs to complete an investigation. Time duration for clearance investigations are dependent on an applicant’s personal situation.

Answer: Official response to contractor should be: The period of 120 days for sponsorship is referring to the time allotted for an uncleared firm to obtain the necessary SECRET Facility

Clearance (FCL) as stated in the solicitation (see below for solicitation language

If a SELECTED offeror does not possess an interim or Final Secret FCL, the Department of

State will sponsor the uncleared firm for an FCL at the time of selection. Sponsorship does not guarantee that the firm will receive the clearance. A period of 120 days from the date of sponsorship will be allowed for the uncleared firm to obtain the necessary FCL. After this period, the Government may, at its discretion, consider awarding the contract to another firm or awarding fewer contracts. No contract can be awarded until at least an Interim Secret FCL has been granted. Due to time constraints, the Government will not delay award of contracts to selected firms already in possession of Secret FCLs.

Question Thirty Two

Please provide information regarding what certifications are required for the Facilities

Management professional.

Answer: Certified Plant Engineer (CPE) credential from Association for Facilities Engineering

(AFE).

Question Thirty Three

Please provide information regarding award of individual task orders under the IDIQ contract. Will each task order be competitively procured through cost proposals solicited by each contract holder?

Answer: each task order will be assigned to each respective vendor

Question Thirty Four

Is classified work expected to be included in the services under this contract?

Answer: Yes, classified work expected to be included in the services under this contract

Question Thirty Five

For Section F example projects within the SF-330, can an individual project consist of a group of projects as a program delivered under an IDIQ contract, or will each individual task order counts as one of the ten projects?

Answer: each Individual Task Order counts as a project.

Question Thirty Six

Will Sample VE study, Sample Risk Analysis, Sample FPE, and Sample Cost Estimate count as part of the 110 page limit?

Answer: No it does not goes towards the page count.

Question Thirty Seven

Can these samples be provided as appendices to the SF-330 format?

Answer: Yes, samples be provided as appendices to the SF-330 format

Question Thirty Eight

We intend to use VE studies, Risk Analyses, FPE’s, and Cost Estimates that have been delivered as part of real projects for our clients. As such, we intend to “scrub” the name of our clients from these documents. Will the “scrubbing” of client names negatively impact our score?

Answer: Yes, “scrubbing” of client names will negatively impact scores as work will unverifiable

Question Thirty Nine

Will stage 1 scoring only be used to determine the shortlist for stage 2, or will scores carry forward for overall selection at the end of stage 2?

Answer Stage 1 scoring is only for determining who will move on to stage 2.

Question Forty

In your Value Engineering RFI (19AQMM21R0028) you mention Secret Facility Clearance

(FCL) as being a requirement to be awarded a contract, does each firm and each individual involved in this contract require a FCL?

Answer: Secret Facility Clearance (FCL) would be required for only the facilities where classified material would be held/discussed.

Question Forty One

A FPE has many definitions, can you elaborate on or provide examples of FPEs done for DOS in the past so we understand the scope and scale of FPE needs?

Answer: The Facility Performance Evaluation (FPE) involves a comprehensive assessment of how well the mission, goals and performance criteria for the facility are being met. The purpose of the FPE is to ensure proper stewardship and planning for future life cycle milestones as part of a recapitalization program. In addition, the FPE establishes a continual improvement process for new and existing assets. KPIs, which are quantifiable metrics to evaluate the operational performance of a broad range of facility assets, will be identified prior to Task Orders to focus contractors efforts on mission critical systems and equipment.