3_Addendum_2.pdf

“Provide a safe and reliable transportation network that serves all people and respects the environment.”

STATE OF CALIFORNIA------- CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF TRANSPORTATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET – MS 65

SACRAMENTO, CA 95816

PHONE (916) 227-6000

TTY 711

www.dot.ca.gov

Making Conservation a California Way of Life.

August 13, 2024

REQUEST FOR QUALIFICATIONS (RFQ) NOTICE NUMBER 04A7071

ADDENDUM NO. 2

A&E On-Call Environmental Cultural Resources Services

The purpose of this Addendum is for the Department to provide a response to consultant’s questions.

Question 1:

In Section C.15.a, the RFQ calls for the consultant to provide specialized services, including “xx.

Preparation of descriptive and interpretive reports, websites, videos, and displays including those for public interpretation and outreach;” and “xxi. Developing GIS and Microsoft Access data consistent with existing District cultural resources databases.” These services require specialized skills that are often provided by non-archaeologists. What types of job classifications will Caltrans accept, outside those specifically listed in the RFQ, in support of these services? Are the following common classifications acceptable? Production Specialist; GIS Specialist/GIS Analyst; Public Outreach Specialist.

Department’s Response:

Yes. Acceptable job classification personnels who provide Specialized services can included but not limited to the followings:

GIS Specialist/Assistant, Public Outreach Specialist/Coordinator, etc.

Question 2:

Section K.2 lists equipment to be provided by the consultant. Section K.3 states that “the Consultant shall not be reimbursed separately for tools of the trade, which may include, but not be limited to, the above-mentioned equipment “ [i.e., equipment listed in K.2]. Task orders under these contracts sometimes require mechanical excavation and/or coring, which has typically been provided by an outside vendor and reimbursed as a direct cost. Mechanical excavation equipment and coring rigs are far outside the capability of most consultants to provide in-house. Can you confirm that this specialized equipment will not be considered tools of the trade, and will remain a reimbursable direct cost? How about job-site facilities such as portable toilets, trailers, hand-wash stations, etc.?

Department’s Response:

No. Common job-site facilities such as portable toilet, trailers, and hand-wash stations, are not reimbursable. Special mechanical equipment such as mechanical excavation and core rings are reimbursable.

RFQ 04A7071 - Addendum No. 2

“Provide a safe and reliable transportation network that serves all people and respects the environment.”

Question 3:

Section G.1, regarding work hours, states “Night work may be required on projects involving high traffic areas. The Caltrans’ construction contractor’s operations may be restricted to specific hours during the week, which shall become the normal workday for Consultant’s personnel. Changes in hours or schedules shall be documented by amendment of Task Orders. Any shift differential rate pay shall be reimbursed in accordance with the applicable Department of Industrial Relations (DIR) determination.” There does not appear to be any such applicable determination for archaeological work. Nonetheless, a substantial shift-differential is often required to ensure that extended night-work projects are adequately staffed. Does Caltrans intend to allow any reimbursement of shift-differential pay?

Department’s Response:

Hours behind typical 8-hours a day shift are entitled for overtime rates. No shift-different pay other than regular shift and overtime shift.

Question 4:

Could you clarify the correct version (i.e., form date) of the Conflict of Interest Form that should be included in the SOQ? RFQ Section III. B. states the “Disclosure of Potential Conflict of Interest Form, which can be found on the AE Contract Information website.” The form (no form number) from the AE Contract Information website is dated 2/3/21. However, a newer version of the form (ADM-0226), with a revised date of 7/2024, is available from https://forms.dot.ca.gov/v2Forms/searchForm.jsp?frmid=0226&valid=true.

Department’s Response:

The “Disclosure of Potential Conflict of Interest Form, link can be found: A&E Contract Information | Caltrans, under the “Conflict of Interest”

Question 5:

Page 3, item O of the SOQ Submittal Instructions states that we shall NOT name vendors in the SOQ. Can you please confirm whether we are or are not allowed to name vendors in our SOQ? If we are required to name them, are they to treated as subconsultants? If not, do we list the service only?

Department’s Response:

Per item O in the SOQ instructions, vendors shall not be named. Per item O, “vendor services will require a minimum of three bids to be submitted to the Caltrans Contract Manager.” Vendors aren’t treated as subconsultants. Per item O, “vendor services shall be listed in the SOQ transmittal letter.”

Question 6:

Addendum No. 1 dated August 1st on Page 2, states the Prime Consultant (including subconsultant and vendors) shall use and attach a completed STD 1000-“GenAI Disclosure & Factsheet” inserted after their transmittal letter. If vendors are to be listed by service only and not listed in the SOQ, how do we remain in compliance with this request?

Department’s Response:

The STD-1000 can be submitted after contract execution when a Vendor is needed and named.

https://forms.dot.ca.gov/v2Forms/searchForm.jsp?frmid=0226&valid=true https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information

“Provide a safe and reliable transportation network that serves all people and respects the environment.”

Question 7:

What sections of the proposal are required for Vendors? Transmittal Letter, GenAI Form, Conflict of Interest Disclosure, and/or Nondiscrimination plan?

Department’s Response:

They must be named and treated as sub consultants.

Question 8:

Are any of the services from the scope of work considered prevailing wage tasks?

Department’s Response:

No prevailing wage work will be performed on this contract.

Question 9:

Where can we find the guidelines for the negotiation process once the IOAI final recommendations have been determined and the negotiation goes to the DPAC facilitator?

Department’s Response:

The streamlined A&E contract process, which details the negotiation process, can be found on the following website: https://dot.ca.gov/-/media/dot-media/programs/procurement-contracts/documents/streamlined-ae-contract-process-overview-a11y.pdf

Question 10:

Are administrative personnel allowed on the cost proposal if their role is required on individual task orders in compliance with:

“2CFR 200.413.c :

1. Administrative or clerical services are integral to a project or activity;

2. Individuals involved can be specifically identified with the project or activity; and

3. Such costs are explicitly included in the budget or have the prior written approval of the

Federal awarding agency; and

4. The costs are not also recovered as indirect costs.”

Department’s Response:

No, administrative personnel aren’t allowed on the cost proposal and cannot charge to any task orders as not all the criteria listed under 2 CFR 200.413.c are met in A&E contracts. Item 3 isn’t met in any A&E on-call or project specific contracts.

Question 11:

Are Port-a-Lets; port-a-potties; and similar portable sanitation units considered Archaeological Tools of the Trade? If so, under what authority?

Department’s Response:

Portable toilets aren’t considered archaeological tools of the trade.

Question 12:

How does Caltrans define "acceptable rates"?

Department’s Response:

Acceptable rates are determined in accordance to 23 CFR 172.11 (2)(i) and 23 CFR 172.11 (2)(ii) https://dot.ca.gov/-/media/dot-media/programs/procurement-contracts/documents/streamlined-ae-contract-process-overview-a11y.pdf https://dot.ca.gov/-/media/dot-media/programs/procurement-contracts/documents/streamlined-ae-contract-process-overview-a11y.pdf

“Provide a safe and reliable transportation network that serves all people and respects the environment.”

All other terms and conditions of the original RFQ Notice dated August 1, 2024, are unchanged.

Please contact Denetia Smith at denetia.smith@dot.ca.gov for questions concerning this addendum.

mailto:denetia.smith@dot.ca.gov

DEPARTMENT OF TRANSPORTATION