AMENDMENT 0002 Question_and_Answer_Worksheet.xlsx
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Sheet1
| No. | RFP Section/Reference | Comment/Question | Government Response |
| 1 | Q&A Item 5 follow-up on Section L.9: Proposal Format pg 76 | Question: To clarify, are the past performance write ups from Part III included in the 30-page count limit for "Executive summary Background, Technical Evaluation factors"? | No, past performance questionnaries are not included in the page limitation. |
| 2 | Q&A Item 6 follow-up on Section L.10: Technical Proposal Instructions; pg 82 | Considering the Attachment J.1 listing of labor categories is 6 pages, and given the number of staff we have available, we are concerned that providing tables (A, B, C) as requested in Attachment J.8 may have a drastic impact on our technical volume content due to page limitations. |
Question: Are the Staffing Matrix items / tables as requested in Attachment J.8 excluded from the response page count? The master staffing matrix contains, essentially, the same fields as the Junior Staffing Matrix Question: Is J.8.c - Junior Staffing Matrix required, or can the master staffing matrix include junior labor categories to meet this requirement?
Matrix Items/tables in Attachment J.8 are execluded from the Technical Proposal page limitation.
Junior and Support Staff should NOT be included in the Master Staffing Matrix.
J.8.B Master Staffing Matrix and J.8.C Junior and Support Staff Matrix should not be combined.
| 3 | Q&A Item 27 follow-up General | Question: Would the government extend the response submission deadline two weeks from responding to these questions to allow adequate time to consider and account for the corresponding impact on the proposal response? | Yes. Proposals are hereby extended and additional two days; due October 22 at 11:59 pm. |
| 4 | Q&A Item 29 follow-up on Section I.2.3 Page 54 | Q&A Response #29 mentioned maximum order would be no more than $2,000,000. Question: In this case, would the $2,000,000 maximum order amount apply to all option periods for the order (i.e. base + all options for a task could not exceed $2,000,000)? | Yes. The $2,000,000 would all apply to the base and all option years; if applicable. |
| 5 | Q&A Item 31 follow-up on Attachment J.6 Scenario, pg 1 | Question: Will all TA Scenarios be evaluated as technically acceptable, or will any be evaluated as best value? It is unclear what effort the government is expecting with regards to the TA 6 Scenario. |
Question: Can the government provide clarification / guidance / metrics for the TA 6 Scenario so that a cost can be reasonably priced / estimated?
| Scenarios will be evaluated as per page 88 of the RFP. The Offerors shall describe or demonstrate its response to the scenario(s) based on technical approach, ability to achieve expected results. | |||
| 6 | Attachment 3 – Business Proposal | •Tab “Total Budget” & “Budget by Task” - The row for Indirect Costs (row 39) is calculating from column AB, AE, and AH, which is outside the range of the pricing table. Can BTS please provide an updated pricing template workbook that allows the offeror to input their indirect cost percentage within the table? • Tab “Total Budget” & “Budget by Task” - The row for Fee/Profit (row 43) is grayed out with no associated formula/calculation. This row should not be grayed out and should have a calculation that multiplies the offeror’s fee/profit percentage by the subtotal costs before fee, so that the total price can be calculated. Can BTS please provide an updated pricing template workbook that allows the offeror to fill out the fee/profit row within the table? • Tab “Total Budget” & “Budget by Task” - Indirect Costs (row 39) are being applied to Total Subcontractor costs (row 33). Can BTS please provide an updated pricing template workbook that either allows the offeror to exclude indirect costs from subcontractor costs, or a way for the offeror to input a specific indirect costs percentage for each subcontractor that is then also rolled up into the total price calculation? | Attachment 3 is a template. Offerors may manipulate the document to propose the needed labor mix and hours to meet the requirements. |
| 7 | Attachment J7- Font | Page 11 of Attachment J.7 IDIQ RFQ TO states that Volume I shall be presented in 10- point font or larger. May we use a font no smaller than 10-point across the main text of the Technical, Scenario and TO Technical proposal responses. | See question # 37 of original set. |
Page 11 of Attachment J.7 refers to the Task Order font size.
The font size for Volumen 1 of the RFP, shall be 12 point, unless other wise specified.
| 8 | Attachment J1 – Labor Categories | BTS does not specify the tier(s) for the Program Manager labor category. Should we just price the four standard ones – junior, mid, senior, and national expert? | The Project Manager labor category shall be at the senior level. | |
| 9 | General | In the Final RFP Amendment 0001 – Part I – Cost Price Information Assumptions /Section B. Subcontracts/Consultants / Sub-section C. (Page 96) refers to a Negotiation Memorandum format that should be used. Can we please obtain a copy of that format? | Please be informed that a format is not available. Offerors shall provide its own format. | |
| 10 | General | In the Final RFP Amendment 0001 – Part I – Cost Price Information Assumptions /Section B. Subcontracts/Consultants / Notes Sections reference a cost/price analysis report that complies with FAR 15.404-3. Does BTS prefer a certain format? | No, Offerors shall provide its own format. | |
| 11 | General | Our interpretation is that we may propose specific individuals as Key Personnel for more than one Task Area; is that correct? | Key Personnel are identified in Section G.10 of the RFP. An individual may be proposed as key staff in more than one Task Area. | |
| 12 | General | Given that there is only one specific Task Order associated with this RFP, our interpretation is that the specific individuals proposed as Key Personnel across the six Task Areas will be considered representative only and could change for subsequent task orders; is that correct? | Key Personnel are identified in Section G.10 of the RFP. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change. However, each Task Order may have additional key staff. | |
| 13 | Q&A Question # 113 | 1. Each Task Area on which they are proposing; and 2. Each Scenario for each task area on which they are proposing; and 3. Task Order Attachment J7 (if they choose to respond to Task Order)? If the answer to item 1 is Yes, is there a standard number of hours on which submitters should base their Business Proposals for each task area? What period of performance should be assumed? | ||
| If the answer to item 2 is Yes, is there a standard number of hours on which submitters should base their Business Proposals for each scenario or is it up to submitters to determine # of hours, Labor categories, and period of performance for the scope of the scenario? | 1. Yes. No, there is not a standard number of hours to base proposals on for each scenario. Offerors shall provide an estimation. |
2. No. Only the staffing plan is needed with labor categories. Level of effort is not needed. There is not period of performance for the scenarios.
3. Yes
| 14 | Q&A Question #7 | The Q&A worksheet item 7 notes that Form 33 would be provided attached to the final RFP. We have not found it in the RFP or attachments. Can you direct us? | Please view page 2 of the Final RFP Amendment 0001. |
| 15 | General | We want to ensure that we are compliant with organizational roles. We have a team member with a college education and twenty years of experience in contracts, procurement, and financial analysis. Can you please provide some guidance on experience in lieu of a degree? | Refer to Attachment J.1 - General Staff Labor Category Descriptions or Part II Qualifications of Project Personnel (page 93). |
| 16 | General | I am reaching out in reference to RFP 693JK420R800002 to gain additional information on if the competition for this opportunity will in fact be a small business "set aside" or will it be designated as something else? Additionally, I wanted to verify size standards, they were supposed to be updated in Jan. 2020, per SBA legislation, but it looks as though the SBA hasn't officially updated them. Can you verify the following size numbers are what you are working from in determining this award? Here are the SB set aside NAICS codes listed in the for this opportunity: 541611 $16.5M, 541614 $16.5M, 541990 $16.5M, and 561990 $12M | In accordance with RFP 693JK420R800002, Section L.6 General Information, 1.a, this requirement is 100% a small business set-side. In accordance with SBA Table of Size Standards on SBA site Version 2019, effective date Aug 19, 2019, is the latest version available. As referenced in Section L.6 General Information, the standard size listed remains: 541611 $16.5M, 541614 $16.5M, 541990 $16.5M, and 561990 $12M. |
| 17 | Page 2, Section B.1.C | Will the contractor be required to provide its estimate on this ceiling cost? | Section B.1.C will be completed by the Government shall there be a potential award. Offeror's cost proposal narrative and Excel cost proposal shall clearly state the estimated ceiling cost. |
| 18 | Page 2, Section B.2.1 | Will the contractor be required to provide its estimate on C.5 “Kick-off Meeting”? It is not included in the Business Proposal Template (Attachment 3) | Section B.2.1 will be completed by the Government shall there be a potential award. Offeror's cost proposal narrative and Excel cost proposal shall clearly state the kick-off meeting amount. Offorors may manipulate the Business Cost Proposal template rows, columns, etc. to fit the Offeror's cost. |
| 19 | Page 85, L.9, last paragraph | Does the “Task Area” in this paragraph refer to general write-up for each task area or scenarios? | Page 85, L.9, last paragraph should reference Scenarios. The RFP has been updated. |
| 20 | Page 85, L.9, Page Limit: | Please further clarify the scope of 30-page limit. Does it include the write-up for each individual Task Area write-up in addition to the write-up of individual scenarios? If so, the proposals that do not seek to cover all task areas will have more space for their management, personnel qualifications, corporate experience, and past performance sections, which will lead to unequal content levels across all bidders. We would suggest DOT considers further allocating the 30-page to the Management section, Personnel Qualifications, and Corporate Experience and Past Performance sections. | See Q40 of original set |
The 30 pages do not include the scenario response. Executive summary Background, Technical Evaluation factors are not to exceed 30 pages. (page 85 of RFP)
21 Page 85, L9, Page Limit, last paragraph Please clarify the following: The proposal is limited to 30 pages plus the following for each intended Task Area: Does this mean that the page limit is 54 pages plus 4 pages per Task Area that is being bid? Or is this sentence referring to the page limit for each Scenario? If the 30 pages includes the Task Area write-ups, would the Gov’t consider increasing the page limit for each Task Area that is being bid? See Q5 of original set The technical proposal shall not exceed 54 pages, as follows:
Scenario responses, not to exceed 4 pages, per task area (scenarios 1-6 maximum 24 pages) Executive summary Background, Technical Evaluation factors – not to exceed 30 pages (Page 85 of RFP)
| 22 | Page 86, 1st line | Should the 50-page limit be changed to 54-page limit? | Yes. The page limit of 54 was updated in the Final RFP and referenced in the initial Q&A # Question #5. |
| 23 | Page 86, middle of the page | Can you please clarify where the factors and all the sub-factors referenced here are in the proposal? Do they refer to the evaluation factors in Section M? | The factors/subfactors begin with Part I: Techical /Management Approach and Understanding at the top of page 89 in the Final RFP Amendment 0001. |
| 24 | Page 89 | Can you please further clarify whether the Program Manager for individual task areas should be mapped to the Project Manager category or the Program Manager category? | Task Areas should be mapped to the Project Manager. |
| 25 | Page 94, Part I – Cost/Price Information | Cost/Price Information – It is not clear as what pricing information is needed at the IDIQ contract level. Item A and B seem to address only the cost information for the attached Task Order (J.7). Can you further clarify what cost information must be submitted at the IDIQ contract level? Is it the cost estimate for each Scenario? | Items A and B, both apply at the IDIQ level. Attahment J.7 is referenced if an Offeror intends to respond to the Task Order, which should then be included in items A and B. |
| 26 | Page 94, Part I, Item A, 2nd bullet | The first sentence states that the offeror shall submit separate cost proposals to Scenarios. Is our understanding correct that we will prepare separate cost proposals to Scenario 1, 2, 3, 4, 5, and 6? Can more information be provided in Attachment J.6 such as anticipated period of performance so that we have adequate details to develop a reasonable cost estimate for each scenario? | The period of performance in Attachment J.7 is as follows -" The period of performance shall be from date of contract award and will include a one (1) six (6) month base period and two (2) optional periods of nine (9) months each for a total of twenty-four (24) months from the date of award." |
Separate cost proposals shall not be submitted for the scenarios.
| 27 | Page 94, Part I, Item B, 1st sentence | The first sentence states that the offeror shall include the Base Level Requirements under Section C.6. Base Level Requirement is in Section C.5 about the Kick-off meeting. Can the government please clarify this item? | The statement should read "Cost Proposals shall include, at a minimum, all costs for each task in the attached Task Order, including the Base Level Requirment under Section C.5 and Potential Task Orders under Section C.6. |
| 28 | Page 95, Item C | It requires the offeror to have a separate schedule to breakdown ODC to individual cost item and provide rationale. Does this refer to each Task Area or the Task Order? | This referes to the Task Areas. |
| 29 | Page 95, Item C | It states that a total of $250,000 is estimated for all six task areas for the entire period of performance or that the offers can propose their own amounts. Without knowing individual task orders, it will be difficult to estimate correctly the ODC. Can the government consider using a fixed amount of ODC so that final total costs from all offers can be evaluated on a consistent basis? | The advisory ODC is $250,000. |
| 30 | Page 102, Attachment 3 | Business Proposal Template – will the offeror submit this as a separate Excel file or copy the tables to the Business and Cost proposal file? | The Business Proposal "Template" should be submitted as an Excel document. |
| 31 | Page 102, Attachment 3 | Business Proposal Template –We understand that this is an IDIQ contract. Thus, the total budget will depend on actual task orders to be issued. Can you please provide guidance to complete the Total Budget sheet? | The IDIQ contract shall be based on estimated cost for all proposed Task Ares of interest and the bottom line cost of the Task Order, if proposed. If proposing on the Task Order, a separate cost proposal shall be submitted. |
| 32 | Page 102, Attachment 3 | Business Proposal Template –Please clarify what columns “hours” refer to on the Total Budget sheet. | Hours refers to the level effort for the labor categories proposed. |
| 33 | Page 95, Part I – Cost/Price Info B: Subcontractor | Can you please confirm that the subcontractor information is only needed for the Sample Task Order (J.7)? Do we need to provide this information for all of our subcontractors/consultants for the proposal, or not until we submit a TO with them? | The IDIQ shall list all potential subcontractors to perform in the proposal during the 60-month period of performance. |
| 34 | General | 1. Will the government please confirm if the following summary is accurate for what is required for the IDIQ proposal, the scenarios, and the Task Order proposal, as it is not immediately clear from the response to questions or the RFP: IDIQ Proposal: |
• Volume I – Technical proposal, including response to each Scenario for each Task Area being proposed.
• Volume II – o Price schedule with loaded hourly labor rates across 5 years for all labor categories, with rates provided for the Prime and each subcontractor, as well as justification for the rates o Attachment J.3 pricing for each Scenario in each Task Area being proposed o Attachment J.3 pricing for the Task Order o Attachment J.3 pricing for Base Level Requirement C.5 and $250,000 in ODCs o All other items listed in Section L.11 Task Order Proposal:
• Volume I – Technical proposal, to include resumes for all staff being proposed in the task order
• Volume II – Attachment J.3 pricing and all items listed in Section L.11 (duplicating what is also being provided for the IDIQ proposal)
| Yes, this correct. | |||
| 35 | Q&A Question #63 | Will the government please confirm its response that Unloaded hourly rates are required for Firm Fixed Price requirements and Loaded hourly rates are only required for Labor Hour contact types? | |
| 36 | Q&A Question #66 | Will the government please elaborate on how contractors should provide a general itemization of up to $250,000 of ODCs for future unknown task orders and if this general itemization should include both travel and non-travel related costs? | If Offerors are unable to provide an estimate for ODCs, the advisory amount of $250,000 shall be used. The travel advisory amount for the 60-month period of per performance is $150,000. The RFP has been updated in Section L.11.E. |
| 37 | Geneal | In providing the price schedule for the labor categories, should we use the labor categories in Attachment J1 AND the key staff labor categories on pages 89-91? For example, should there be a rate for National Expert Civil Engineer and a separate rate for National Expert Civil Engineer, System Condition and Supply if these are two different people? Or should we just use the labor categories in Attachment J1 and assume that National Expert Civil Engineer, System Condition and Supply is also in the National Expert Civil Engineer labor category and would use the same rate? | The key staff labor categories on pages 89-91 are a subsset of the labor categories in attachment J.1. Using your example the National Expert Civil Engineer in Attachment 1 should be the same individual as the National Expert Civil Engineer in Key Staff pages 89-91. The rate may be different by labor category. |
| 38 | Q&A Question #68 | The response to question 68 stated: Yes, these (purchasing) procedures should be developed and approved by a Government agency or an independent agency and are required for an award. Companies will not be eligible for award without approved purchasing procedures. We believe this is a restrictive requirement for a small business contract. The majority of small businesses do not have purchasing systems approved by a government agency or an independent agency. In fact, many large businesses do not meet this criteria. | If a business is unable to obtain an approved purchasing system, the contractor can seek COR approval on purchases and subcontracts, as needed. At this time, please assume approval will be required above $15K. The Government reserves the right to adjust the approval threshold prior to awarding the final contract. |
| 39 | Attachment J8 | Is this to be included as a separate attachment or do we need to submit it in the 30 page limit of the technical approach? These tables will take up a considerable amount of space, so we would ask to be able to submit it as a separate attachment and have it not be included as part of the page count. | See response to Question 3 above. |
| 40 | General | The draft RFP does not seem to have any particular reference to Attachment J.7, i.e., is this a formal task order that bidders shall expect to response? | Please review Amendment 0001 updates. Attachment J.7 is the Task Order. Offerors shall submit proposal; if dersired to respond to the Task Order. |
| 41 | General | Attachment J7/Page 6: Can you clarify Task 4 in the table? The previous pages only describe Task 1, 2, and 3. | Question #17 of the initial Q&A addresses this error, which has been corrected. On page 6 - Task 4 should be a deliverable under Task 3. |
| 42 | General | Attachment J7/Page 13/Item 2: We could not find the “anticipated Level of Efforts in Section 1” mentioned in this item. | Offerors are to proposal the Level of Effort. |
| 43 | RFP Attachment J.7, page 12, section “a. Cost/Price Information Assumptions” | Related to the requirement, “An Offeror shall provide its labor rates and categories to support the needs outlined using the Business Quotation Template provided as in Attachment 1,” can you please clarify if the offeror should use the Attachment 3 (Amendment 1) Business Proposal spreadsheet template to price the task order defined in J.7? If yes, can you confirm that the offeror is required to submit two versions of the Attachment 3 (Amendment 1) Business Proposal, one for general pricing per the RFP and one for the Attachment J.7 task order? If no, can BTS please provide the Business Quotation Template Attachment 1? | Yes, use Attachment 3 in Amendment 1 as this is the last version of the RFP and attachments. Yes, two versions of the Attachment 3 (amendmnet 1) shall be submitted: one for the IDIQ proposal and one for the Task Order. |
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