WES Q-A Responses - FINAL 20200508.pdf

May 8, 2020

Subject: Jordan Water Engineering Services (WES)- Amendment No. 1

Ref.: RFQ Number 72027819R00012

To all Eligible Offerors:

On April 16, 2020, the United States Government, represented by the U.S. Agency for International Development (USAID) Mission to Jordan, requested proposals from qualified firms interested in providing the services as described in the RFQ. The deadline for receiving questions was on April 27, 2020. With this Amendment No. 1, USAID Jordan is providing answers to questions received from prospective Offerors in response to this RFQ (See Appendix I). In addition, as a result of clarifications provided, USAID is hereby amending selected sections of the RFP; specifically RFQ cover letter;

Attachment 2- SOW subsection C.4; and Attachment 3- Instructions to Offerors as further detailed in Appendix II. The answers provided under Appendix I should in no way be construed as an alteration of the RFQ.

Additionally, this amendment is hereby authorizing a second round of questions due on May 14, 2020, no later than 15:00 PM Jordan Time . Further, this amendment is extending the closing date of the RFQ from June 3, 2020 to June 17, 2020, no later than 15:00 PM Jordan Time.

This solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any costs incurred in the preparation and submission of the proposal. Furthermore, the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

Any further amendments to this solicitation will be issued and posted on https://beta.sam.gov/ . Offerors are encouraged to check this website periodically. As shown above, the deadline for Receipt of Proposals under this RFQ is hereby changed. Proposals must be submitted to the email address listed in the RFP:

WaterCMservices@usaid.gov

We extend our best wishes to all and thank you for your interest in USAID business opportunities.

Sincerely, Jaime Dominguez Contracting Officer USAID Jordan

Attachments:

Appendix I: Questions and Answers (Including Volume 4 in response to Q.44) Appendix II: Revisions to RFQ https://beta.sam.gov/ mailto:WaterCMservices@usaid.gov

Appendix I Questions and Answers

RFQ Number 72027819R00012 Jordan Water Engineering Services (WES)

The following are the questions and answers in response to the RFQ:

Q.1: Please advise with the possibility of conducting a virtual pre-bid meeting to enable the bidders to better understand the submission requirements and Client expectations?

Answer 1:

USAID is not planning to hold a pre-bid conference for this procurement action.

Q.2: Providing the local classified company is the prime, is it allowed to partner with

International Companies?

Answer 2:

Yes, local Jordanian companies may partner with international companies, but the total proposed amount for subcontracting to international companies cannot exceed 30 percent of the total estimated cost of the contract.

Q.3: Reference to page 15 of 48 of the RFQ, it is requested to procure international expertise, is it required to include these expertise at this stage or only to prove association and the ability to utilize international partners at a later date?

Answer 3:

The RFQ states “the contractor may need to procure international expertise to assist in developing innovative methods.” This is not a request or a requirement that international expertise must be procured.

Q.4: In the tasks relevant to design services where topographical and geotechnical investigations/surveys have not been completed, and since it would not be possible to estimate the relevant costs with the information available, please indicate a provisional sum to cover these costs.

Answer 4:

Offerors are not required to submit a cost proposal at this stage; therefore, this information is not required at this time or at this stage of the procurement.

Q.5: In order to create a valuable work plan, please indicate USAID’s priorities for the implementation of these tasks.

Answer 5:

There is no priority ranking for the implementation of the tasks.

Q.6: Reference to page 32 of 48 of the RFQ, the Offeror must propose key personnel and designated positions, not to exceed 4 of the activity, please identify “the activity” if it is the whole project or each task?

Answer 6:

“The activity” refers to the whole project.

Q.7: Regarding the request for a Statement of Qualification, please identify the minimum standards acceptable to USAID?

Answer 7:

Please refer to the standards defined on page 31 of the RFQ that specify what should be included in the Statement of Qualifications.

Q.8: Depending on the responses to the questions raised here above, we would respectfully request the opportunity to pose additional questions and a reasonable extension of time for preparation of bids.

Answer 8:

A second round of questions is authorized. The due date for receipt of additional questions is May 12, 2020, no later than 15:00 PM Amman Time.

The due date for submitting proposals is hereby amended from June 3, 2020 to June 17, 2020.

Q.9: Under page 7 of the RFQ, section C.4.1. Task 1: Construction Management Services for

Amman Water System Improvement Project, Phase III Package 2 (OPTIONAL), design drawings, design documents and design review are mentioned as task deliverables while the task is called Construction Management Services implying Construction Supervision.

Please confirm if the Design or Design Review required under this task?

Answer 9:

This is to confirm that the designs of the project were completed. Minor design works might be required as part of the project task.

Q.10: The Contractor will provide all required construction management services under section

(4.6.2.13.1). Please confirm the reference is to section (4.6.2.13) and not (4.6.2.13.1) only.

Answer 10:

This is an error under the RFQ. The correct reference should be for the entire section 4.6.2.13.

Q.11: Under page 8, construction works are expected to finish in January 2021 Task 2, the

Anticipated Award Date for this project is 1/11/2020 as in USAID website and the construction works are expected to finish in January 2021. The task duration would be only 2-3 months? Please confirm.

Answer 11:

The task duration is dependent on the completion schedule for the construction works.

Q.12: Under page 8, Task 2: Construction Management Services for Tafilah

WastewaterTreatment Plant (WWTP) (OPTIONAL). Since the constructed works is 40%, is it required to evaluate the erected works and to conduct a survey condition for the implemented works? If yes, will the condition survey be under the Consultant’s obligations to do prior to the commencement date of the construction period?

Answer 12:

This is an optional task. If it is exercised, USAID will provide specific instructions at that time.

Q.13: USAID indicated that there are two Construction phases, is there any intention for phase

2 to be constructed in the project life time (within the 5 years limit)? Please confirm that this tender include the construction of Phase I only?

Answer 13:

There is no intention at this time to include Phase 2 of Tafileh WWTP under this project.

Q.14: As understood, the project was awarded to a Jordanian Contractor in 2017. Will this project be re-tendered for the construction activities again or will it be done and completed by the same Contractor? If it will be re-tendered, is the tendering stage under Task 2?

Answer 14 :

The project was awarded and is currently under implementation; it will not be re-tendered.

Q.15: Design drawings, design documents, and design review are mentioned as task deliverables. Is the Design or Design Review required under this task? If it is not, will it be for phase II (assuming that phase I design is approved)?

Answer 15:

The design and design review will be part of the required work under this task.

Q.16: Will the demolition works be done by the Works’ Contractor of the WWTP and under his obligations as one contract. Please confirm.

Answer 16:

The demolition works are part of the current construction contractor’s obligations.

Q.17: Under pages 8&9 of the RFQ, section C.4.3. Task 3: Construction Management Services for Dair Alla Water and Wastewater Systems. While the detailed design is under preparation for all components, will the tendering stage be within the scope of work under this Task?

Answer 17:

Tendering is not part of this task. This task will start after the completion of the tendering stage.

Q.18: Design drawings, design documents and design review are mentioned as task deliverables. Please confirm status as the RFQ indicates that the detailed design is under preparation.

Answer 18:

Correct; detailed designs and tender documents are under preparation.

Q.19: If the tendering stage and the design review are under the Consultant’s obligations, is there a time frame for these activities ?

Answer 19:

Please see the response for question 18

Q.20: Under page 10, Section C.4.4. Task 4: Feasibility Study and Design for Bal’ma and Al

Hashmia Wastewater Collection Networks. The Deliverables under this task is referred to section (4.7.6) but there is no 4.7.6 section in the RFQ. Please advise.

Answer 20:

The correct section should be C.4.6.2.7 and C.4.6.2.8.

Q.21: Under page 22, Section C.4.6.2.9 GIS Assistance to Water Utilities Paragraph C, Are there specific hardware and Software required or is it up to the Consultant to propose?

Answer 21:

No; there are no specific hardware or software requirements at this time. As this is an optional task, the specific requirements would depend on the requirements of water utilities at the time it would be exercised.

Q.22: Under page 27, Section C.4.6.2.13.6 Start-Up and Commissioning of the Constructed

Facilities, under this subtask of the RFQ, it states “Prepare as-built drawings as well as other documentation required in the contract upon completion of the work. Review, certify, and deliver to the Employer (MWI/WAJ, Miyahuna, or other water utility) final as-built drawings, records, and instructions regarding the work”. It is normal practice that the implementation Contractor prepares the As-built drawings and O&M manual.

The Consultant’s responsibility is to review and approve these submittals. Please confirm if the Consultant’s duty is “Preparation” or “Review and Approve”of the said submittals?

Answer 22:

The selected contractor will be required to review and approve the as-built drawings.

Q.23: Under page 30, Closing Date and Time: Time of receipt of the email is the USAID email, gateway time-stamped e-mail message header. The statement is not clear. Please clarify.

Answer 23:

We recognize this sentence is not clear. The correct language is: “Receipt time of the proposal is when the proposal is received by the USAID Internet server.” A proposal must be received by the Government by the due date and time specified in order for it to be considered.

Q.24: Under page 31, Regarding the following of SF330, Section H, Additional information shall include the following 5 parts:

1. Personal Qualifications & Experience

2. Technical Approach

3. Past Performance

4. Institutional & Financial Capacity (1 page)

5. Evidence of Responsibility ( 3 pages not included in page limit)

Please confirm our understanding that the first 4 parts shall not exceed 24 pages, and the fifth part shall not exceed 3 pages so the maximum number of pages of section H is 27 pages. Please confirm.

Answer 24: Confirmed.

Q.25: Under Page 32, It is mentioned that “The Offeror must propose key personnel and designated positions, not to exceed 4, that will best meet the requirements of the activity.”What does USAID specifically mean of “activity” in this statement? Is it the discipline or task or this whole project?

Answer 25:

“The activity” refers to the whole project.

Q.26: Under page 34, It is mentioned that “(c) Describe any quality awards or certifications that indicate exceptional capacity to provide the service or product described in the Statement of Work. This information is not included in the page limitation”. Please confirm if this information shall be included in Annex No.4 after the past performance matrix.

Answer 26:

Yes, this information should be included in Annex 4 after the past performance matrix.

Q.27: Under page 32, It is mentioned that the contractor shall provide CV, SOQ and Commitment letters for the key personnel without mentioning any specific positions in the RFQ as the key personnel. Do you have a specific criteria as to whom would be considered a key personnel?

Answer 27:

Key Personnel are defined as individuals who will have major contract responsibilities and/or provide unusual or unique expertise.

Q.28: Are there any obligations required from the Consultant during the defects liability period under the Supervision tasks?

Answer 28:

Yes, if the defects liability period is within this project timeframe.

Q.29: Please confirm whether the Consultant is required to specify the level of effort and time duration for each task at this stage?

Answer 29:

Yes; the offeror should provide information on the required level of effort and time duration.

Please refer to section “A. PROFESSIONAL QUALIFICATIONS AND EXPERIENCE,” under page 32 of the RFQ.

Q.30: Under pages 34&35, Item E. EVIDENCE OF RESPONSIBILITY, Please reconsider the pages limitation of 3 pages for the “evidence of responsibility”as providing the criteria mentioned on page 35 need many more pages. If the limitation of 3 pages is confirmed, please clarify what is your priority of the mentioned documents on page 35 you need us to present.

Answer 30:

The page limit remains at 3 pages. The Offeror should do their best to ensure that they cover the requirements within the page limit.

Q.31: Duration and time plan including start and end dates of each task shall be provided in order to approach and meet all objectives in the best manner within the period of the project.

Answer 31:

Specific start and end dates will not be provided at this time. The offeror is expected to propose a realistic duration for the tasks based on their understanding.

Q.32: With regards to subcontractors, FAR clause 52.244 addresses the subcontracting.

Please confirm which sub-clauses of 52.244 (sub-contracting) apply to this RFQ.

Answer 32:

Please refer to FAR clause 52.244-2 and 52.244-4.

Q.33: Please confirm that if a subcontractor is to be engaged, what are the requirements that USAID need to be shown in the proposal for the subcontractor in terms of filling the forms, providing relevant experience information, evidence etc., will the subcontractor be evaluated?

Answer 33:

Please refer to the RFQ, in particular Section “C. Past Performance” under page 33, and “Section 3 Past Performance” under Page 39;

Q.34: Under page 32, Page size standard 8 1/2" x 11" paper size. As this is not the commonly used size in Jordan, please confirm that an A4 (21 x 29 cm) size paper is accepted.

Answer 34 :

Please disregard the paper size identified under page 32.

Q.35: Under page 38, Evaluation criteria Would it be possible to inform us about the evaluation marks distribution ie. No. of marks for each proposal selection criteria and sub-criteria?

Answer 35:

Please refer to “Section 2. Selection Criteria” on page 38.

Q.36: On page 32 of 48, Section A “Professional Qualifications and Experience,” Paragraph

no. 2, it was mentioned that “the offeror must propose key personnel and designated positions, not to exceed 4, that will best meet the requirement of the activity.” Please confirm that the 4 nominated Key personnel / positions shall be nominated for the six (6) tasks mentioned in this contract.

Answer 36:

The four key personnel positions are for the entire project (activity).

Q.37: Please confirm that the offeror can propose more than one Key personnel in each designated position.

Answer 37:

The Offeror should propose four key personnel total - one key personnel for each offeror-proposed position.

Q.38: On page 32 of 48, Section A “Professional Qualifications and Experience,” Paragraph

no. 4, it was mentioned that “the offeror must provide resumes of key personnel in section E of the SF 330.” Please confirm that NO additional detailed resumes are requested; the offeror has only to fill Section E of the SF 330.

Answer 38:

Detailed resumes are only required for key personnel.

Q.39: Please confirm that No resumes are requested for additional staff other than the Key staff!

Answer 39:

Confirmed, resumes are only required for key personnel positions.

Q.40: In Attachment 1 – SF 330, Part II (General Qualifications), Point 4 (Unique Entity

Identifier), Please confirm that this means DUNS Number.

Answer 40: Confirmed.

Q.41: We request your kind consideration to extend the submission date for at least 2 weeks;

considering the holy month of Ramadan and in order to be able to prepare a well-studied, comprehensive and competitive proposal. Thank you for understanding.

Answer 41: P lease see answer to Q.8 above.

Q.42: Regarding Task. 1 and Task 3, Section C.4.1-Page 7 of 48, Section C.4.3 –Page 8 of 48 CM for Amman Water System Improvements & CM for Dair Alla Water and Wastewater Systems: The title is related to Construction Management and it’s our understanding that the required tasks are related to site supervision. However, some of the deliverables are Design Deliverables (e.g. Design drawings and Design documents) in addition to a design review deliverable. Please clarify what will be the expected deliverables of these two tasks if they are related to Supervision.

Answer 42:

Correct, the required tasks are related to providing construction management services including supervision and other construction management related services, including submittals review, designs review and preparing and designs that might be needed later based on the findings once the construction starts.

Q.43: Regarding Task. 1, Section C.4.1- Page 7 of 48 CM for Amman Water System Improvements: We noticed that the scope does not include house Connections. Please advise if the scope covers replacement / installation of house connections

Answer 43:

Yes; it contains house connections. Please refer to item 9.2.5 Saddle and Ferrule and the House Connection’s Pipes” in Vol. 3 in the tender documents for construction of water sector infrastructure project (WSIP) Amman improvement phase III Package (2): Miscellaneous Water Networks in Amman.

Q.44: Regarding Task 1, Section C.4.1- Page 7 of 48 CM for Amman Water System Improvements: It is mentioned that “Phase III of the overall network improvement will extend the water network to 26 locations within Amman under Miyahuna’s service area”. Please advise what are these 26 locations?

Answer 44:

Please refer to Vol. 4 in the tender documents for construction of water sector infrastructure project (WSIP) Amman improvement phase III Package (2): Miscellaneous Water Networks in Amman. Please see attached volume 4.

Q.45: Regarding Task 2, Section C.4.2 –Page 8 of 48 CM for Tafilah Wastewater Treatment Plant (WWTP): It is our understanding that the design of the Plan has been completed, Contractor is already working on site and there is a Supervision Consultant taking the role of the Engineer on site. Please clarify what will be our role in this Task and what are the expected deliverables?

Answer 45:

This project (activity) will take over from the current supervision consultant once awarded and will be responsible for the deliverables listed under Task 2.

Q.46: Regarding Task 5, Section C.4.5 – Page 11 of 48

Reuse Plan for South Amman and Madaba WWTPs: Kindly clarify if the reuse of Treated Sludge “Biosolids” shall be assessed and included in the Reuse plan within Task 5?

Answer 46:

Reuse of treated sludge is not part of this Task.

Q.47: Regarding Task 5, Section C.4.5 – Page 11 of 48 Reuse Plan for South Amman and Madaba WWTPs: Kindly clarify if any Environmental and Social Impact Assessment studies were conducted for the planned expansion of the Madaba WWTP, and the recently completed expansion of the South Amman WWTP?

If yes, have they taken necessary approvals from the Ministry of Environment?

Answer 47 :

An Environmental and Social Impact Assessment (ESIA) will be completed for the expansion of the Madaba WWTP, but has not yet been finalized. An ESIA was already completed for South Amman WWTP.

Q.48: Regarding Task 5, Section C.4.5.1 – Page 11 of 48 Reuse Plan for South Amman and Madaba WWTPs: Would the conducted EIA studies be available for the awarded consultant?

Answer 48:

An Environmental and Social Impact Assessment (ESIA) will be completed for the expansion of the Madaba WWT, but has not yet been finalized and so is not available to be shared at this time.

An ESIA was already completed for South Amman WWTP.

Q.49: Regarding Task 5, Section C.4.5 – Page 11 of 48 Reuse Plan for South Amman and Madaba WWTPs:

Referring to the scoping session method and stakeholders engagement activities in light of the COVID-19 pandemic, it is expected to face restrictions on public gatherings, this requirement may be difficult to meet. For that case, are there other alternatives, guidelines or instructions of such activities approved by USAID? If yes, kindly provide us with them.

Answer 49:

USAID’s COVID-19 guidance for implementing partners is available online through the following link:

https://www.usaid.gov/work-usaid/resources-for-partners/covid-19-guidance-implementing-partn ers However, given the uncertainty at this time and the fact that this guidance and the Government of Jordan’s guidance are changing rapidly, a determination will be made on how to proceed with those activities at the time of implementation and based on the prevailing conditions at that time.

Q.50: Regarding Task 6, Section C.4.6.2.3 – Page 16 of 48 Water Supply and Distribution Systems:

Referring to clause d. “Water Supply and Distribution Systems “ Shall the equipment be provided by the contractor or by the Utility

Answer 50:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Q.51: Regarding Task 6, Section C.4.6.2.8 – Page 22 of 48 Preparation of Detailed Design and Tender Documents, Referring to clause b. “Acquire the latest project site maps from appropriate agencies and provide all supplemental surveys to complete a detailed design”. Please confirm that detailed topographical surveys are required here and not basic since Detailed Design & Tender Documents are required?

Answer 51:

Detailed topographic surveys are for the purpose of preparing detailed designs and tender documents.

Q.52: Regarding Task 6, Section C.4.6.2.8 – Page 22 of 48 Preparation of Detailed Design and Tender Documents, Referring to clause f. “The cost of the soil investigation shall be included in the financial proposal as a provisional sum.”

Please advise the expected locations and number of geotechnical surveys to be carried out?

Otherwise, would it be accepted to provide unit rates instead of provisional sum?

Answer 52:

As this is part of an optional task, at this time a unit rate would be more appropriate than a provisional sum.

Q.53: Regarding Task 6, Section C.4.6.2.11 –Page 24 of 48 https://www.usaid.gov/work-usaid/resources-for-partners/covid-19-guidance-implementing-partners https://www.usaid.gov/work-usaid/resources-for-partners/covid-19-guidance-implementing-partners

Geological and Hydrogeological Studies, Referring to d. “Measure relevant information including water quality, as needed” . Please advise whether water quality tests can be performed at WAJ labs. Otherwise, please advise if costs shall be incorporated in the financial proposal and advise the number of expected tests?

Answer 53:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Q.54: Regarding Task 6, Section C.4.6.2.3 - page 17 of 48 Additional Architecture and Engineering Services - Water Supply and Distribution Systems, Referring to clause j "Assess non-revenue water losses in the study area. Recommend measures and means to reduce physical and administrative losses and increase revenues."

Does this involve physical measurements and interventions to isolate the areas?

Shall we expect WAJ staff to be involved as well ?

Answer 54:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Q.55: Regarding Task 6, Section C.4.6.2.5 - Page 18 of 48 Additional Architecture and Engineering Services - Wastewater Collection System Referring to clause h. "Evaluate the effect of roof drains on sewer systems" Does this involve physical measurements of infiltration and inflow?

Answer 55:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Q.56: Regrading Task 6, Section C.4.6.2.5 - Page 18 of 48 Additional Architecture and Engineering Services - Wastewater Collection System Referring to clause j. " Carry out flow measurements in critical areas to calibrate the model."

Please clarify what is the role of the utility here?

Answer 56:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Q.57: Regarding Task 6, Section C.4.6.2.6 – Page 20 of 48 Additional Architecture and Engineering Services - Hydraulic Network Analysis Software (Wastewater Systems), Referring to clause "The Contractor will provide software licenses what is the number and software to include in budget?

Answer 57:

As this is an optional task at this time, these specifications would be determined at a later date if the optional task is exercised.

Appendix II Revisions to RFQ

Amendment No. One (1) RFQ Number 72027819R00012

Jordan Water Engineering Services (WES)

The RFQ is hereby amended as follows:

I. RFQ Cover Letter

Delete the header on the RFQ cover page and replace with the following in lieu thereof:

Solicitation Number: 72027819R00012 Date Issued: April 16, 2020 1st Round of Questions Due: April 27, 2020 at 15:00 pm Jordan Time 2nd Round of Questions Due: May 12, 2020 at 15:00 pm Jordan Time RFQ proposals Due: June 17, 2020 at 15:00 pm Jordan Time

II. RFQ Attachment 2- STATEMENT OF WORK; SUBSECTION C.4 Description of Tasks:

i. Under “Task 1 Deliverables”; “Task 2 Deliverables” and “Task 3 Deliverables”, delete the reference to “4.6.2.13.1” and replace with “4.6.2.13” in lieu thereof.

ii. Under “Task 4 Deliverables” delete the first sentence in its entirety and replace with the following in lieu thereof:

“The Contractor will complete all required feasibility studies and detailed design and tendering documents under sections (C.4.6.2.7 and C.4.6.2.8) for the Bal’ma and Al Hashmia wastewater collection networks.”

III. RFQ Attachment 3- INSTRUCTIONS TO OFFERORS

i. SUBSECTION 3, SUBMISSION INSTRUCTIONS Item 6: Closing Date and Time, delete paragraph a. in its entirety and replace with the following:

“a. All proposals in response to this RFQ shall be due not later than the date stated on the cover letter of this Solicitation. Offerors are responsible for ensuring timely delivery of proposals. Receipt time of the proposal is when the proposal is received by the USAID Internet server. A proposal must be received by the Government by the due date and time specified in order for it to be considered.”

ii. SUBSECTION 4- INSTRUCTIONS FOR PREPARATION OF THE TECHNICAL

PROPOSAL

Appendix II Revisions to RFQ

Amendment No. One (1) RFQ Number 72027819R00012

Jordan Water Engineering Services (WES)

Under item No. 2 delete the Note that follows the table in its entirety and replace with the following in lieu thereof:

“* The text must be written in English using Times New Roman 12-point font, single-spaced, one-inch margins, with each page numbered consecutively. Times New Roman 10-point font is accepted for graphs, charts, and textboxes. The narrative must not contain any cost information. Proposals that do not comply with the aforementioned requirements will not be considered. Any page in the narrative, which contains a table, chart, or graph not otherwise excluded in the above table, is subject to the page limitation.”

[End of Amendment No. One ]