313310018R0002_Amendment_No._1.pdf

UNITED STATES

NUCLEAR REGULATORY COMMISSION

WASHINGTON, D.C. 20555-0001

January 26, 2018

SUBJECT: REQUEST FOR PROPOSAL NO. 31310018R0002 ENTITLED, "DESIGN

ENGINEERING INSPECTIONS” - AMENDMENT NO. 001

OFFERORS:

The purpose of this amendment is to answer offerors questions to the solicitation and to clarify various sections in the solicitation:

Part A Solicitation Corrections:

1. The proposal due date is hereby revised to February 20, 2018 at 8:00AM EST.

2. Past Performance Evaluation Factor Refer to Section L.8(d)(1)(vii)(3)(b) shall be revised to add “or corporate organization”

b) Name and address of government agency or corporate organization

3. Corporate Experience Evaluation Factor

Refer to Section L.8(d)(1)(vii)(4) third paragraph, first sentence shall be revised as follows:

“The offeror should submit references for contracts performed in the past five years.”

Refer to Section L.8(d)(1)(vii)(4)(b) shall be revised to add “or corporate organization”

b) Name and address of government agency or corporate organization

4. Attachment No. 3b IPP Billing Instructions

IPP Billing will not be required during the Base Period. There is a chance that IPP Billing will be implemented during one of the Optional Periods, therefore Attachment No. 3b “IPP Billing Instructions” is being added should IPP be implemented.

Part B Questions regarding the NRC Design Engineering Inspection IDIQ RFP (RFP # 31310019R0002)

Question No 1. (Proposal Due Date) The RFP SF-33 states the proposal is due on 02/17/2018 at 1500ET. February 17th is a Saturday. Please verify the proposal due date.

NRC Response: The proposal due date is changed to February 20, 2018 at 8:00 AM EST. The proposal shall be submitted electronically to Jeffrey.mitchell@nrc.gov.

Question No 2. (Number of Key Personnel) There is a confusion on required minimal number of Key Personnel. RFP Page 8, the second bullet paragraph under C.5 Scope of Work/Tasks, it’s stated that “…the contractor shall be required to maintain a pool of at least 12 qualified contractor inspectors available to support DBA inspections (two contractor inspectors each for six inspections) …”. RFP Page 12-13, in the matrix under C.6 Estimated Labor Categories, key Personnel and Levels of Effort, it’s stated minimum number of Mechanical Systems Key Personnel is Five and minimum number of Electrical Power Systems Key Personnel is Five.

Please clarify.

NRC Response: The second bullet paragraph under C.5 Scope of Work/Tasks, is revised as follows:

It is anticipated that there will be up to six five DBA inspections conducted simultaneously during contract performance. Therefore, the contractor shall be required to maintain a pool of at least 12 10 qualified contractor inspectors available to support DBA inspections (two contractor inspectors each for six five inspections), who shall work under the oversight of a RTL.

The contractor inspectors shall be designated as key personnel.

Question No 3. (Cost Proposal) RFP Page 77, paragraph i. states that “… The offeror should include payroll verification documents of proposed personnel with their proposal submission.” Our proposed personnel include contingent hires therefore their payroll verification documents are not available because they are not out current employees. Is that allowable to submit a Contingent Hire Letter (including the agreed to salary and direct hourly rate) in cost proposal, in lieu of the payroll verification documents for them?

NRC Response: A table listing labor categories and hourly rates for all individuals proposed. As part of the cost proposal offerors shall provide payroll verification in the form of payroll documentation or paycheck stubs for each of the offeror’s proposed personnel, as well as for all proposed subcontractor personnel. For contingent employees please provide a commitment letter including the proposed rate. For all consultants proposed, the offeror shall provide documentation that demonstrates the proposed rate is consistent with rates charged to other customers (e.g. invoices paid).

Question No 4. (Cost Proposal) In RFP Page 5-6, B.3 Schedule of Estimate Cost, the Schedule B table does not include separate CLINs for Travels cost. Should the estimated Travel Cost be included in the CLIN 001, CLIN 002, CLIN 003 and CLIN 004 separately?

NRC Response: Travel cost shall be included in CLIN 001 – 004 under “estimated cost”, however no fee shall be assessed on travel. The schedule under Section B.3 is only a snapshot of total estimated cost. Your cost proposal shall provide more detailed in accordance with Section L.8 entitled “Part 2 – Cost Proposal”.

mailto:Jeffrey.mitchell@nrc.gov

Question No 5. (Page Limitation) RFP Page 74, paragraph A. states that “For all key personnel proposed, provides an employee-signed statement of availability.” Do these statement letters count against the 50 pages limitation of Technical Proposal?

NRC Response: No, by providing an employee-signed statement of availability will not count towards the 50 page limitation of the technical proposal. The employee-singed statement of availability shall not be longer than one page.

Question No 6. (Page Limitation) RFP Page 74, paragraph A. states that “For those proposed key personnel who are indicated as contingency hires (contractor inspectors who have agreed to work for you contingent upon the award of this contract), the offeror shall provide a letter of intent signed by the contingency hire. “

Do these letters of intent count against the 50 pages limitation of Technical Proposal?

NRC Response: No, by providing a letter of intent signed by the contingency hire will not count towards the 50 page limitation of the technical proposal. The letter of intent signed by the contingency hire shall not be longer than one page.

Question No 7. (Security and Training Requirements) Section C.19, Other, Security and Training Requirements describes the initial and annual security related training. Are the costs incurred by third parties, e.g., the psychological assessments, criminal background checks, laboratory costs for FFD, etc. are responsibility of the contractor, or is the contractor’s responsibility limited to the time charges of the employees/subcontractors? The RFP states “All costs associated with obtaining clearances for contractor-provided personnel shall be the responsibility of the contractor.”

NRC Response: The NRC absorbs the cost of the background checks, drug testing, psychological assessments and reimburses for the basic site access training requirements. The background checks, drug testing and psychological assessments are part of the security clearance process.

The basic site access training requirements, will be reimbursed under various Task Orders.

The “cost associated with obtaining clearances for contractor-provided personnel shall be the responsibility of the contractor” refers to time associated with these individuals completing the necessary forms when requesting a security clearance. The NRC will not reimburse for this time or any travel associated with submitting the necessary clearance forms.

Question No 8. (Corporate Experience) Question: Can a Corporate name be used in lieu of “Name and address of government agency” specific in Item 4, Corporate Experience of Section L.8?

NRC Response: Yes, corporate organizations may be used.

Refer to Section L.8(d)(1)(vii)(4)(b) shall be revised to add “or corporate organization”

c) Name and address of government agency or corporate organization

Question No 9. (Task Order No. 001) The basic IDIQ RFP includes a RFP for Task Order No 001.

In RFP for Task Order No. 1, Page 1, the first paragraph states that “ … Please submit a technical and cost proposal for the subject task no later than the request for proposal closing date.”

Does the Government expect the Offeror to submit two sets of proposals, i.e., one proposal for IDIQ basic contract, and another proposal for Task Order No. 001?

NRC Response: Yes, in order to be in compliance with the RFP, offerors must submit two sets of proposals by the close date and time of the solicitation. One cost and technical proposal for the IDIQ base contract and one cost and technical proposal for Task Order No. 1.

Question No 10. (Travel Cost Estimate) RFP Page 77, in paragraph viii., it’s stated that “For the purpose of uniformity in quotes, prices shall include travel expenses in the amount of $180,000 per year (3 Trips for 2 inspectors, 20 inspections for $1,500 per week per individual).”

In RFP for Task Order No. 001, Page 2, paragraph d. states that “For the purpose of uniformity in quotes, prices shall include travel expenses in the amount of $2,000 per week per individual.”

Which amount should we use to estimate the travel cost per week per individual? ($1,500 or $2,000)

NRC Response: For the IDIQ cost proposal use $180,000.00 for each year. For Task Order No. 1 cost proposal use $2,000 for each traveler.

Question No 11. (Corporate Experience) RFP Page 76, the first paragraph under section 4.

Corporate Experience says “…clearly discuss the details of the offeror’s corporate experience in performing contracts/orders similar in scope and size to this procurement during the past five years.”, but the third paragraph under this section says “The offeror should submit references for contracts performed in the past 3 years.” It appears that the “past 3 years” here should read “past five years”. Please clarify.

NRC Response: Correction offeror should submit references for contracts performed in the past five years.

Refer to Section L.8(d)(1)(vii)(4) third paragraph, first sentence shall be revised as follows:

“The offeror should submit references for contracts performed in the past five years.”

Question No 12. (Contract Project Manager) RFP Page 12, in the matrix under Section C.6, there is little description on Contract Project Manager’s required Position Minimum Requirements, such as education and detailed skills. Is this position considered a Technical Position, or an Administrative type position? Please clarify.

NRC Response: The Contract Project Manager is an Administrative position.

Question No 13. (Evaluation Criteria) In the previous RFP for the same effort (RFP No. NRC- HQ-13-R-03-0012, as of 2013), Section M specified a point system to evaluate the technical proposal which gives a clear weight assignment on each of the four evaluation factors. This RFP removed the quantitative point criteria. Is there any specific consideration for the change?

NRC Response: In accordance with Section M.2 (a) “(a) By use of narrative and adjectival scoring techniques, proposals are evaluated against the evaluation factors specified in paragraph (I) below. These factors are listed in their relative order of importance.” The NRC is using adjectival scoring techniques in lieu of numerical weights that were used under the prior solicitation NRC-HQ-13-R-03-0012.

Question No 14. Based on our experience with nuclear power outages, we know that we occasionally have schedule slippage and often times critical operational activities get prioritized over inspections. Hence, on prior projects, we've kept additional bench resources on standby in the event that utility schedules affect our resource allocation plans. We were wondering if such contingency should be included in the base cost estimate or identified as a variable time and material item?

NRC Response: This contingency is not required. The NRC inspection process is a planned event of which is not impacted.

Question No 15. For planning purposes, we were wondering if there were any documented lessons-learned from prior inspections that we could review. These documents typically identify best-practices to include in future inspections. Do you know if these are documented by the NRC? Is it possible to identify the firms who performed these inspections in the past?

NRC Response: No documents are available for review during the solicitation phase.

Beckman and Associates is the incumbent vendor.

Question No. 16. General question - Will the NRC select one contractor or more than one for this Task Order Proposal Request? If more than one contractor, how many separate contracts are anticipated?

NRC Response: The NRC intends to award a single award IDIQ. However, per Section M.2 NRCAR Clause 2052.215.79(f) “The Government reserves the right to make multiple awards if, after consideration the additional administrative cost, it is in the Government’s best interest to do so”.

Question No. 17. General question - When is the anticipated date of award?

NRC Response: The NRC intends to make an award in the March/April 2018 timeframe.

Question No. 18. General question - Are computers provided to inspectors?

NRC Response: The NRC will not provide computers/laptops to the inspectors.

Question No. 19. General question - Is it a positive attribute to have worked at the plant to be inspected?

NRC Response: Not necessarily. The NRC has strict Organizational Conflict of Interest Regulations (see Attachment 2), which may prevent that individual from inspecting that plant based on his/her prior employment with the licensee.

Question No. 20. Document 31310018R0002_Solicitation – under section L.8. 3. Past Performance, your RFP asks for three references on similar work performed in the last three years. Our company is still relatively new (less than a year in operation) and while the individual work histories of our ownership and staff covers many decades of relevant experience, our company resume cannot meet this references requirement. Is there any provision for leveling the field of competitors to allow consideration of SPEQ LLC as a new bidder with significant capability that can perform the requested services? Or does this prohibit us from contention?

NRC Response: In accordance with FAR 15.305(a)(2)(iv) “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.”

Refer to Section L.8(d)(1)(vii)(3)(b) shall be revised to add “or corporate organization”

d) Name and address of government agency or corporate organization

Question No. 21. Document 31310018R0002_Solicitation – under section C.3. Background in paragraph “In addition to the DBA inspections, contract technical support may be required for other inspections of design and operations including (but not limited to): fire protection; plant modifications; supplemental inspections at plants which experience degraded performance;

reactive inspections (such as augmented inspection teams and special Inspections);

independent design verification programs; and integrated design inspections.”, how does the bidder identify this potential additional effort as hours and thereby additional cost in the bid proposal?

NRC Response: These additional inspections will be identified and processed under a Task Order.

Question No. 22. Document 31310018R0002_Solicitation – under section C.5. Scope of Work/Tasks in bullet point “Optional Inspections may cover unscheduled design engineering and operations inspections. Typically there will be a maximum of five optional inspections per year. The scope and schedule of these inspections will be defined in each separate task order.

The task order for optional inspections will contain inspection elements similar to those stated in the tasks section below.”, do we just acknowledge this in our bid proposal so the NRC knows we understand this potential and let them know the cost is not included in the total estimated cost of the bid proposal?

NRC Response: Your organization may acknowledge that your organization can or cannot perform the optional inspections that may or may not occur. The level of effort, Section L.7, includes these optional inspections.

Note: Section C of the solicitation references the general scope of work required. All billable work will be directed and performed at the Task Order level.

Question No. 23. Document 31310018R0002_Solicitation – under section C.5. Task 1 - Attend Post Award Conference and Meetings, “The contractor shall be required to meet annually with the COR and CO after the start of this contract.”, what is the periodicity of meeting with the NRC, if at all, with this DBA assignment which is < 12 months?

NRC Response: The contractor will be required to attend kick-off meeting. This may be in person or via conference calls. The contractor shall be made available during the contract duration to attend annual meetings in person or by conference calls.

Question No. 24. Document 31310018R0002_Solicitation – under section C.5. Task 6 – Provide DBA Inspection Element 5 – Documentation of Inspection Results, Additional Guidance or Reference: “The contractor inspectors may be required to provide additional inspection input or reviews, which typically require 20-40 hours per instance. A provision for this additional scope will be stated in the task order describing the inspection(s).” Also, “discussions and support for NRC presentations such as answering questions at teleconferences, workshops, or other NRC meetings to describe findings from the DBA inspections over the life of the contract.” Do we just acknowledge this in our bid proposal so the NRC knows we understand this potential and let you know the cost is not included in the total estimated cost of the bid proposal? This also applies to Task 7- Optional Inspections.

NRC Response: Your organization may acknowledge that your organization can or cannot perform the additional inspection input or review that may or may not occur. The level of effort required for Task 6 and Task 7 are included in the estimated level of effort under section L.7.

Task 6 and Task 7 requirements shall be proposed under the base and optional periods. Task 6 and Task 7 shall not be proposed as an optional line item.

Note: Section C of the solicitation references the general scope of work required. All billable work will be directed and performed at the Task Order level.

Question No. 25. Document 31310018R0002_Solicitation – under section C.14 Hours of Operation “The contractor is responsible for conducting normal business, as determined by the RTL, Monday thru Friday except Federal holidays or when the COR/RTL has verified Government closures due to local or national emergencies, administrative closings, or similar Government directed facility closings (note: travel on weekends or holidays may be required to support specific inspection dates).”. Is travel on weekends or holidays chargeable as hours worked in whole or in part?

NRC Response: For inspections that last through Friday, the offeror shall arrange for airfare to return home Friday afternoon. If for some reason the offeror cannot travel out on the evening of the last day of the inspection, they must get prior approval from the NRC Cognizant Officer’s

Representative (COR) prior to travelling on weekend or holiday. Also, refer to Federal Travel Regulations for additional guidance.

Question No. 26. Document 31310018R0002_Solicitation – under Section B.2(c), (Page 5) states that the Minimum Guarantee under this contract is $50,000 and Section I.3 52.216- 19(a), (Page 52) of the same Solicitation states that the Minimum Guarantee under this contract is $100,000. Which is correct? It is expected that if one contract is awarded, the yearly cost for the estimated level of effort 8,160 hours will exceed $100,000. Will the maximum ceiling be addressed during the award period?

NRC Response: The minimum guarantee under this contract is $50,000.00.

Refer to Section I.3 52.216-19 Order Limitations, paragraph (a) is deleted in its entirety and revised as follows:

“(a) Minimum order. The minimum guarantee under this contract is $50,000.00.”

At award, the maximum ceiling will be inputted as a result of the winning vendor’s proposal.

Question No. 27. Document Attachment No. 3b IPP Billing Instructions Cost-Reimbursement Type Contracts - Is there a separate billing for training?

NRC Response: The NRC will not reimburse for a vendor to establish IPP account and training.

Note: Currently IPP does not support cost plus fixed fee type contracts. Therefore the IPP invoicing is not required at this time. There is a chance that during the award period IPP invoicing with be required.

Question No. 28. Document Attachment No. 3b IPP Billing Instructions Cost-Reimbursement Type Contracts - Will we be able to receive copies of the vendor training material?

NRC Response: Per Attachment No. 3b IPP Billing Instructions;

“What type of training is provided?

Vendor training materials, including a first time login tutorial, user guides, a quick reference guide, and frequently asked questions are available on Treasury’s IPP website.

Individuals within your company responsible for submitting invoices should review these materials before work begins on the contract.”

The NRC would defer to Department of Treasury for the IPP training material.

Note: Currently IPP does not support cost plus fixed fee type contracts. Therefore the IPP invoicing is not required. There is a chance that during the award period IPP invoicing with be required.

Question No. 29. Document RFP Task Order No. 1 Final 31310018R0002 – under the section instructions Regarding the Cost Proposal Item 3.a. - Is there a requirement to breakdown the total cost for all inspections by each element within each inspection?

NRC Response: Yes, it is preferred to have a breakdown of each of the thirteen inspections, with a total cost summary page.

Question No. 30. Document RFP Task Order No. 1 Final 31310018R0002 – under the section Instructions Regarding the Cost Proposal Item 3.b. - Can you clarify what is meant by and required by the statement “A schedule for the design engineering specialists … “. We understand that the design engineering specialists will be assigned to a site dictated by the schedule for that site identified within the RFP, but what else do we need to know to respond to the RFP that might be implied by this phrase?

NRC Response: The NRC wants to understand the proposed staffing for each of the thirteen inspections. Therefore it is important to identify the proposed staffing for each inspection. Your organization can identify the design engineering specialist on the breakdown of the cost proposal.

Question No. 31. Document RFP Task Order No. 1 Final 31310018R0002 – under the section LEVEL OF EFFORT The estimated level of effort per individual for CDBI inspections is as follows:

… “ - Regarding the statement “Hours may be revised, such as for additional hours to document significant inspection findings.”, these additional hours can only be identified once it is determined there is/are significant findings. Are the number of projected “additional hours” determined by the inspector and reported to the onsite lead NRC RTL? Would it make sense for the bidder or has it been past practice by supporting contractors to include “x” number of hours for unknown hours such as these being discussed as a contingency in the proposal?

NRC Response: For the purpose of the cost proposal include an additional 80 hours priced at an average rate for the additional hours that may be needed. The additional 80 hours is for the total Task Order duration.