Questions_and_Answers_FINAL_52PAPT1300022.pdf

Solicitation Number:

52PAPT1300022

Space and Facilities Management Support Services Questions and Answers

1. Is this a new requirement or is there an incumbent contract for these services? If an incumbent exists, could you please provide that vendor’s name and contract number?

This is a new requirement.

2. Please confirm – This RFP is only for WOSB? And that we cannot bid directly?

This is a 100% Women Owned Small Business set-aside. If your company does not fall under that socio-economic category your company is not eligible for consideration.

3. Is it possible to have the Interested Vendor tab available to vendors so we may see whom is interested in this solicitation and to contact for potential teaming?

Yes the Interested Vendors tab is now available.

4. How many FTE?

We envision that 1-2 FTE will be needed to support the CAD/CAFM requirement and that additional people will be required on an as-needed basis for the architectural part of the requirement.

5. Does the Patent and Trademark Office currently have a CAFM System that it utilizes?

We utilize Aperture, which has been customized to fit our needs. It is no longer supported by the vendor and we seek a new system that offers easier reporting and metrics.

6. The solicitation states that one “Blanket Purchase Agreement” will be awarded. Can you clarify what is included in a BPA? Fees for services and reimbursable expenses? Or, since this is a being procured as an A/E contract, just the fees?

The USPTO anticipates three different types of “calls” that are anticipated under the resulting BPA:

(1) full-time CAD and CAFM services, based on fixed labor hour rates;

(2) architectural drawings on a fixed price basis. All costs required for submissions should be included in the “call.” Reimbursable expenses such as printing, copying, and filing fees/permits will be allowed and should be included in the total fixed price. However, travel expenses or field verification costs will not be reimbursed and should not be included in the fixed prices; and

(3) CAFM software on a fixed price basis.

7. If the successful firm is providing the CAFM, how will this be billed to the Patent and Trademark Office? As a reimbursable expense? Is this part of the $1 – 5 million contract value?

This will be billed on a separate call see Question 6. CAFM software is a part of the $1-$ - $5 million contract value estimate.

8. The solicitation states that the successful firm must be able to provide Architecture and Engineering Services, yet in the Pertinent Factors section, you request brief resumes from the lead architect and CAD/CAFM support.

Do you want us to include resumes for a complete design team, including mechanical, electrical, plumbing and fire protection engineering?

Additional resumes for mechanical, electrical, plumbing and fire protection engineering are not required.

9. Can you give a rough estimate of how much of this contract will be CAD and CAFM Support, and how much of it will be A/E Services?

We anticipate that CAD/CAFM support will be approximately 85% and architectural services 15%.

10. Do you anticipate using Space Lease management modules within the CAFM system or are there other modules/applications you plan to use in the future?

(move management, asset management, hoteling, building operations, condition assessment, etc.)

Currently, our expectation is that initially, the CAFM system would merely replace our current Aperture functionality, but are expecting to explore additional modules such as hoteling and conference services, move management, sustainability management, etc.

11. Do you expect the awarded contractor to provide the CAFM or will you be purchasing you own software licenses?

We expect the awarded contractor to provide the CAFM software with sufficient licenses for contractor and USPTO use (up to 50 USPTO users. To the extent that additional licenses are required for USPTO use, those additional licenses shall be transferable to the USPTO at the conclusion of the contract as deliverables under the contract.

12. Will you be using all out-of-the-box CAFM reporting or will you require custom reports?

We will request customized reporting as needed.

13. Please define in more detail your reference to SaaS.

Software as a Service (SaaS) refers to the software being hosted in the cloud environment, rather than hosting at the USPTO or by the vendor.

14. Will the CAD/CAFM team be acting as the CAFM system Administrator or will USPTO?

The CAD/CAFM team will be acting as the CAFM system administrator.

15. Will all work be performed at USPTO Alexandria Campus office or will some of the work be done offsite?

The contractor will be required to attend meetings, field verifications, etc. at the designated USPTO offices in Northern Virginia.

16. What is the size of the projects that will be worked on under this contract?

The projects will vary in size from discreet, simple, internal space design and modifications to more complicated, or larger project requiring construction documents and permitting.

17. Is subcontracting permitted?

Subcontracting is permitted, however the prime must be a Woman Owned Small Business and must do 51% of the work.

18. The RFP notes that up to 50 PTO users will access the system. Will this be 50 concurrent users or 50 users total?

50 users total, with the possibility for approximately 10 people to use the system concurrently.

19. Will the contractor train and support PTO users as part of the contract scope, or only manage the system?

Training will be fulfilled by the contractor under the CAFM Software call.

20. Will the on-site contractors be required to provide software and hardware, or will this be government furnished?

See answer to question no. 15.

21. Will the CAFM system maintain CAD files in the cloud, or will they reside on PTO servers?

The CAFM system will maintain CAD files in the cloud.

22. Is subcontracting permitted for A/E services? If so, must all subs be declared as part of proposal response or can they be contracted case-by-case within task orders?

See answer to question no. 17, and the instructions in the RFQ under section subtitled Pertinent Factors, no. 4. Subcontracting is permissible, but subcontractors must be identified in the solicitation.

23. Who will host the CAFM database? The architect or PTO? How many users will the PTO have?

See answer to question no. 18.

24. Is it expected that the successful firm will have their PTO assigned employee(s) working primarily from the PTO’s location?

It is possible, for up to 2 contractors, but not required.

25. Does PTO have an AV integration service that they contract with separate from their A&E consultant, or is the A&E consultant providing the AV integration services?

AV integration is not a requirement of this contract.

26. Will the architect be involved with the selection of a CAFM product or will that decision be made solely by the PTO?

If the architect doesn’t already have a CAFM system in place, refer to the CAD & CAFM Support Services section in the solicitation.

27. Please confirm that the architect will be responsible for providing both design-intent drawings and final architectural and MEP engineering permit drawings.

Yes the architect will be responsible for providing both design-intent drawings and final architectural and MEP engineering permit drawings.

28. Will a teaming arrangement with a small Woman-Owned architectural firm be allowed in order to provide the full range of services requested?

This is a Women-Owned Small Business set aside, teaming is allowed.

29. What is the current area total for PTO facilities?

We currently occupy 3,140,166 rentable square feet (RSF) with planned expansion of approximately 90,000 RSF in the next few years. The USPTO maintains approximately 91 floor plans.

30. What percentage is leased vs. own?

98% is leased; with 2% owned.

31. Do you foresee usage of CAFM Maintenance module?

We do not know what a CAFM Maintenance module is.

32. Is transition (drawings and data conversion) from existing CAFM system a part of the SOW?

Our AutoCAD drawings will be largely updated for this process and we have polylines in place. While we do not anticipate transitioning from Aperture directly, we anticipate that there will be a transition in setting up the new CAFM system to provide graphics reports and details. The vendor will be responsible for that transition.

33. Please explain in detail 1-2 people concept. Are these 2 FT or one is a backup or perhaps one is a CAFM specialist and other in more of A&E role?

It is envisioned that the 1-2 people will provide full-time support for CAD/CAFM only. The A&E portion will only be necessary when a call is generated for construction documents.

34. Out of 50 users how many are “power users” not just “browsers”?

We will have up to 5 power users; 45 will be browsers. It is envisioned that the contractor’s CAD/CAFM support will be 2 of the 5 power users.

35. Can the prime contractor provide CAFM support services in conjunction with an A/E sub-consultant partner firm in lieu of having the A/E as two direct employees of the prime?

Yes as long as the prime performs 51% of the work under the contract.

36. The prime contractor is considered a WOSB. However, the A/E sub-consultant to the prime is not a WOSB, although the sub-consultant is located in Alexandria. Is this an acceptable arrangement?

Yes see answer to question no. 17.