Addendum 1 Questions and Responses.pdf

Addendum 1

COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT

SOLICITATION QUESTIONS AND ANSWERS

Solicitation #: RFP 2026*268 Solicitation Name: Consulting Services for Site Assessments

Vendor Question #1: Can submitters provide the same project samples requested in section A.

Submission Instructions (5. Requested Proposal Documentation), c. Project Samples on page 7 of the RFP to meet the 7. requirement of section C. Minimum Qualifications on page 6? Or do these need to be separate examples, for a total of five project examples?

CDPHE Answer #1: Section V.C and Section VI.5.c are intended to address two separate proposal requirements. For the Minimum Qualifications identified in Section V.C, Offerors are required to demonstrate completion of a minimum of three (3) projects of similar size and scope. Offerors should provide a high-level overview of these projects and describe how they meet the minimum qualification requirements.

The project samples requested in Section VI.5.c are intended to provide a more detailed demonstration of the Offeror’s experience and approach. For the two (2) project samples, Offerors should provide the requested project details, including information such as project personnel, quality control procedures, project timeline, and other applicable details identified in the solicitation. These project samples may be selected from the projects used to demonstrate compliance with the minimum qualifications in Section V.C.

Vendor Question #2: Is CDPHE looking for submitters to include a SDVOSB team member/sub to meet the 3% goal references in section 13. of the RFP on page 15?

CDPHE Answer #2: This is a preference and not a requirement. Subcontractors who are SDVOSB will not be considered for the submitter’s eligibility. This will not be considered in the evaluation of the proposal.

Vendor Question #3: Can CDPHE provide any details on where the six sites currently identified for assessment are located in the state?

CDPHE Answer #3: At present, the sites identified for assessment are located within the Denver metropolitan area or the immediate surrounding area; however, future sites may be identified anywhere within the state.

Vendor Question #4: RFP VII. Award - How many contracts does the State anticipate awarding?

CDPHE Answer #4: Based on the number of applicants, CDPHE anticipates hiring a minimum of 4 but no more than 6 contractors.

Vendor Question #5: RFP I.B. Award under this RFP is not a guarantee of any volume of work. Awarded Offerors will be placed on an eligible list and will be used as needed for these services. - Can the State clarify how task orders will be distributed among awarded Offerors (e.g., rotation, mini-competition, or direct assignment)?

CDPHE Answer #5: Task orders will be assigned on a case-by-case basis, taking into consideration factors such as project needs, contractor availability, expertise, capacity, and the specific requirements of the task. CDPHE may utilize various assignment methods, including direct assignment, rotation, or mini-competition, as appropriate.

Vendor Question #6: RFP VII. Evaluation Criteria - Can the State provide the relative weighting or prioritization of evaluation criteria to help Offerors tailor proposals appropriately?

CDPHE Answer #6:

Organizational Summary - 20 points Minimum Qualifications - 40 points Project Samples - 30 points Technical Proposal - 30 points Budget - 20 points Total - 140 points

Vendor Question #7: Section V.C. and Section VI. Section V.C requires completion of “a minimum of three (3) projects of similar size and scope,” while Section VI.5.c requests submission of “two (2) project samples” - Can the State clarify whether Offerors are required to demonstrate three (3) qualifying projects or submit two (2) project examples, and how these requirements should be aligned in the proposal response?

CDPHE Answer #7: Please refer to question #1, above.

Vendor Question #8: Section I.B. The RFP states that awarded Offerors will be placed on an eligible list and used as needed, and that the State intends to award multiple Offerors. Can the State clarify how task orders will be competed, assigned, or distributed among awarded Offerors after initial award?

CDPHE Answer #8: Please refer to question #5, above.

Vendor Question #9: Can the State clarify whether each task order will be site-specific, region-specific, or may bundle multiple sites under a single task order?

CDPHE Answer #9: Site specific.

Vendor Question #10: Can the State provide a representative list of the types of contaminants, site settings, and media most commonly expected under these site assessments?

CDPHE Answer #10: Sites can range from residential to industrial settings and may involve any environmental media, including soil, groundwater, surface water, sediment, soil gas, and air.

Potential contaminants may include any hazardous substances that could impact human health or the environment, including but not limited to VOCs, SVOCs, PFAS, petroleum-related compounds, metals, pesticides, and other site-specific contaminants.

Vendor Question #11: Section V.C.2.h. Minimum Qualifications - Will data validation be required for all analytical data, and if so, to what validation level or standard should Offerors assume for planning purposes?

CDPHE Answer #11: Yes. All data should be validated using a Level 4 data package and Stage 2B validation.

Vendor Question #12: RFP Section IX. A..5.a., pg. 11 - Please confirm the pricing to be provided is for just the first (base) year of the contract and that annual price increases will be allowed. If correct, does annual escalation percentages need to be provided with this submittal, or will they be negotiated each year?

CDPHE Answer #12: The pricing includes anticipated projects and associated services expected to be performed over the five-year contract period.

Vendor Question #13: Is this a recompete of a previous similar solicitation. If so, can you provide a list of previous contract holders?

CDPHE Answer #13: This is not a recompete.

Vendor Question #14: RFP Section IX. B.12. Pg. 14 - As specific sites have not been identified, please clarify how the State would like Conflict of Interest addressed in this proposal.

CDPHE Answer #14: Offerors should disclose any potential conflicts of interest in accordance with the requirements outlined in the RFP at the time of proposal submission for each specific site assignment.

Vendor Question #15: RFP Section IX. B. 13., pg. 15 - Please confirm that the 3% SDVOSB goal is a preference, not a requirement and thus not included in overall evaluation criteria or rankings of the proposal.

CDPHE Answer #15: Please refer to question #2, above.

Vendor Question #16: RFP Section VII. F. 3. Pg 9 - What is the maximum number of Offerors that can be chosen for this solicitation?

CDPHE Answer #16: Please refer to question #4, above.

Vendor Question #17: Contract Provision 2. C. Pg 3 - Will year 1 rates be extended to future years or will Offeror be able to negotiate rate increases for future years?

CDPHE Answer #17: Offerors should provide their proposed rates as part of this solicitation; however, CDPHE will request project-specific proposals, including costs, when individual sites are identified.

Rates for future site-specific work will be evaluated at that time.

Vendor Question #18: Contract Provision 5. B. C. Pg 12 - Would the State consider payment terms within 30 days?

CDPHE Answer #18: Net 45 is in state statute.

Vendor Question #19: I.B. 2nd paragraph - Will awarded offers that are placed on the eligible list compete against one another for work under this contract or will HMWMD decide which work is allocated to each awarded offer? If competed will selection from awarded offers be made on a best value or lowest price technically acceptable selection?

CDPHE Answer #19: Work assignments will be evaluated on a site-specific basis. For each site, CDPHE will solicit project-specific proposals from eligible contractors, and where competition exists, the lowest qualified bidder will be selected.

Vendor Question #20: RFP Section IX.B.14 and Example Task Order Contract Section 6.C - The RFP and the Example Master Task Order Contract states the contractor/offer must disclose/report services outside of the State of Colorado or the United States. The Example Task Order Contract indicates that it shall not apply if Contract Funds include any Federal Funding. The Statement of Work mentions funding is through a cooperative agreement with EPA. Please clarify if this requirement is thus applicable to this project?

CDPHE Answer #20: Funding for this work is provided through an EPA cooperative agreement;

therefore, federal funding is included under this contract. As such, any services performed outside the State of Colorado must be disclosed.

Vendor Question #21: Example Master Task Order Contract PDF Page 33 Section 17.T.i, General Indemnification - Would it be possible to revise the referenced clause as follows without the State determining the Offeror’s proposal to no longer being responsive and thus ineligible for award:

Contractor shall indemnify, save, and hold harmless the State, its employees, agents and assignees (the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards and other amounts (including attorneys’ fees and related costs) incurred by any of the Indemnified Parties in relation to the extent caused by any negligent act or omission or willful misconduct by Contractor, or its employees, agents, Subcontractors, or assignees in connection with this Contract.

CDPHE Answer #21: Contract modification requests will not be taken into consideration during the evaluation of proposals.

Vendor Question 22: Example Master Task Order Contract PDF Page 33 Section 17.T.ii, Confidential Information Indemnification - Would it be possible to revise the referenced clause as follows without the State determining the Offeror’s proposal to no longer being responsive and thus ineligible for award:

Disclosure or use of State Confidential Information by Contractor in violation of §8 may be cause for legal action by third parties against Contractor, the State, or their respective agents. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all claims, damages, liabilities, losses, costs, expenses (including attorney’s fees and costs) incurred by the State in relation to the extent caused by any act or omission by Contractor, or its employees, agents, assigns, or Subcontractors in violation of §8.

CDPHE Answer #22: Please refer to question #21, above.

Vendor Question #23: Who are the incumbent contractors on the previous award of these services?

CDPHE Answer #23: Please refer to question #13, above.

Vendor Question #24: How many contracts does CDPHE intend to award?

CDPHE Answer #24: Please refer to question #4, above.

Vendor Question #25: Will rates provided in the Cost Proposal apply only to the first year of the contract?

CDPHE Answer #25: Please refer to question #17, above.

Vendor Question #26: Will the awarded contractor(s) be able to increase rates for optional contract years to account for inflation? If so, does the state have a standard formula for that calculation or will this be negotiated between the State and contractor?

CDPHE Answer #26: Please refer to question #17, above.

Vendor Question #27: Is there a minimum requirement for validity of pricing provided in the Cost Proposal?

CDPHE Answer #27: The Cost Proposal rates should remain valid through the contract award process.

Site-specific costs will be requested through task-specific proposals as projects are identified.

Vendor Question #28: Can you provide the list of sites that are being considered for site assessments?

CDPHE Answer #28: Please refer to question #3, above.

Vendor Question #29: Will experience working for other State programs (e.g. CalRecycle or CalEPA) that are analogous to CERCLA site assessments be considered as applicable experience for meeting the minimum experience requirements for the RFP?

CDPHE Answer #29: Yes. Experience working for other state programs or agencies may be considered applicable experience if the work performed is comparable to CERCLA site assessment activities and demonstrates the Offeror’s ability to meet the requirements outlined in the RFP.

Vendor Question #30: How many firms does CDPHE anticipate awarding under this solicitation and placing on the eligible list?

CDPHE Answer #30: Please refer to question #4, above.

Vendor Question #31: Following the award, how will individual site assessments be distributed among the awarded contractors? Will assignments be based on qualifications, geographic location, workload, rotation, mini-competitions, or another process?

CDPHE Answer #31: Please refer to question #5, above.

Vendor Question #32: Who are the current or most recent contractors performing these services for CDPHE, and what is the annual contract value associated with the current contracts?

CDPHE Answer #32: CDPHE does not currently have, nor has it recently had, a contractor performing these services under a similar contract.

Vendor Question #33: Can CDPHE provide historical data regarding:

a. Number of task orders issued annually?

b. Typical task order values?

c. Average site assessment budget per site?

d. Range of field effort required per site?

CDPHE Answer 33: Historically, these tasks have been performed in-house by CDPHE; therefore, historical task order quantities, values, and site-specific contractor budgets are not available. The level of effort required will vary based on site-specific conditions and may range from limited assessment activities to more complex investigations requiring extensive field work, sampling, and data evaluation.

Vendor Question #34: What types of sites are most commonly assessed under this contract (e.g., mining, industrial, railroad, landfills, dry cleaners, former manufacturing facilities, military sites)?

CDPHE Answer #34: Sites assessed under this contract may include a wide range of property types, including but not limited to industrial facilities, mining sites, dry cleaners, manufacturing facilities, landfills, and other properties with potential releases of hazardous substances.

Vendor Question #35: Approximately what percentage of projects are located in urban versus rural areas?

CDPHE Answer #35: CDPHE does not have a predetermined percentage of urban versus rural projects.

Site locations will vary based on identified assessment needs and may include both urban and rural areas throughout the State of Colorado.

Vendor Question #36: What level of analytical data validation is expected (e.g., Stage 2A, Stage 2B, Stage 4, EPA National Functional Guidelines, etc.)?

CDPHE Answer #36: Stage 2B

Vendor Question #37: Is CDPHE seeking dedicated personnel commitments throughout the contract period, or is availability on a task-order basis sufficient?

CDPHE Answer #37: Dedicated personnel are not required, but the contractor must demonstrate availability to support assignments.

Vendor Question #38: Will analytical laboratory services be procured through the contractor, or does CDPHE maintain separate laboratory contracts?

CDPHE Answer #38: CDPHE has access to the EPA Contract Laboratory Program (CLP), which provides reduced-cost analytical laboratory services. Contractors should utilize this resource when applicable.

Vendor Question #39: If laboratory services are included, are there specific laboratory certifications required?

CDPHE Answer #39: If analytical services are required that are not available through the EPA Contract Laboratory Program (CLP), the contractor shall utilize appropriately certified and qualified laboratories that meet all applicable federal and state requirements.

Vendor Question #40: During renewal periods, will awarded contractors be permitted to request annual labor-rate adjustments?

CDPHE Answer #40: Please refer to question #17, above.

Vendor Question #41: Can CDPHE clarify what costs should be included within contractor markup rates (e.g., subcontractors, laboratory services, equipment rentals, drilling subcontractors, and other direct costs)?

CDPHE Answer #41: Offerors should clearly identify their proposed markup structure, including the specific rates, fees, or costs to which any markup will be applied.

Vendor Question #42: Can CDPHE clarify what costs should be included within contractor markup rates (e.g., subcontractors, laboratory services, equipment rentals, drilling subcontractors, and other direct costs)?

CDPHE Answer #42: Please refer to question #41, above.

Vendor Question #43: Are there six sites in total or six sites per year?

CDPHE Answer #43: Six sites anticipated per year.

Vendor Question #44: How many project examples are required for this solicitation—two or three?

Additionally, may the consultant provide more than the minimum number of examples?

On page 6 (Section V.C.7), the RFP states: “Have completed a minimum of three (3) projects of similar size and scope within the past five (5) years or an assemblage of individual projects that cumulatively equal similar size and scope.”

However, on page 7 (Section VI.A.5.c), the RFP states: “Offeror shall submit two (2) examples of projects, similar in scope and complexity, completed within the past five (5) years and include the following:”

CDPHE Answer #44: Please refer to question #1, above.

Vendor Question #45: Should the budget narrative include an estimate of the level of effort (hours) for each staff member or labor category supporting the proposed scope of work, or is it sufficient to provide only the hourly rate schedule, contractor markup rates, and applicable administrative costs?

(Reference: RFP page 7, Section VI.A.e.i.)

CDPHE Answer #45: The latter is sufficient.

Vendor Question #46: Can you provide additional guidance regarding what constitutes an administrative cost for this project? For example, should administrative costs include travel expenses, office expenses, or other indirect costs?

(Reference: RFP page 7, Section VI.A.e.iii.)

CDPHE Answer #46: Administrative costs are costs associated with the general management, administration, and support of project activities that are not directly attributable to a specific task or deliverable. Examples may include general office expenses, administrative personnel, accounting, project management support, or other indirect costs necessary to support contract performance.

Offerors should provide sufficient detail in their cost proposal to demonstrate how administrative and indirect costs are calculated and applied.

Vendor Question #47: How many consulting firms does CDPHE anticipate selecting for this work?

CDPHE Answer #47: Please refer to question #4, above.

Vendor Question #48: What type of sites does CDPHE envision will require technical support (for example, former mining, or landfills/dumps)?

CDPHE Answer #48: CDPHE has not identified a specific site type or industry category that will require technical support under this contract. Sites may include a variety of potential sources of contamination or environmental concerns, including but not limited to former mining operations, landfills/dumps, industrial facilities, or other sites requiring assessment or technical support. The purpose of this contract is to provide flexibility to support site assessment activities across a range of site types and environmental conditions as needs are identified.

Vendor Question #49: For the Preliminary Assessments, have any of the project sites been assessed before; can CDPHE confirm the previous reports will be available for the contractor to review for this portion of the assessments?

CDPHE Answer #49: Records associated with sites that have prior investigations are considered public records and will be available to the Offeror through applicable public records processes.

Vendor Question #50: Will any historical documents (for example, historical aerials, topographic maps, etc.) need to be purchased for this contract? If yes, should representative costs for such reports be included in the cost proposal?

CDPHE Answer #50: The need to obtain historical documents will be dependent on site-specific conditions and project needs. Representative costs for historical records do not need to be included in the cost proposal for this RFP. If historical records are determined to be necessary for a specific task, associated costs will be identified and incorporated as part of the task-specific cost proposal.

Vendor Question #51: Subsection A. Submission Instructions, Item 5. Requested Proposal Documentation, Item e. Cost Proposal. This item states, “the offeror shall submit a budget narrative that includes: (1) rate sheet with hourly personnel rates, (ii) contractor markup rates, and (iii) any other administrative costs necessary to successfully complete the project.”

Will this contract operate as a time and materials contract using the hourly personnel rates?

Will CDPHE provide a cost proposal template for contractors to complete and submit with the proposal so that bidders can be consistently evaluated across the cost proposals?

CDPHE Answer #51: This contract is anticipated to utilize task-specific work assignments, with costs developed based on the scope of services required for each task. The hourly personnel rates, contractor markup rates, and administrative costs submitted with the proposal will be used to evaluate the overall cost structure and reasonableness of each Offeror’s proposed rates. CDPHE will not provide a cost proposal template; however, Offerors should provide a detailed budget narrative that clearly identifies proposed rates, markups, and applicable cost assumptions.

Vendor Question #52: Statement of Work - Page 2, Section IV, Primary Activity #2, Item 1. This states “the Contractor shall develop an addendum to CDPHE’s Remediation Program Quality Assurance Project Plan (QAPP).”

Will each site-specific sampling and analysis plan (SAP) constitute the addendum to the QAPP?

If not, can CDPHE indicate what constitutes the QAPP addendum?

CDPHE Answer #52: All field activities will be conducted in accordance with the Quality Assurance Project Plan (QAPP) prepared by CDPHE. Any proposed activities or procedures not currently addressed in the QAPP will require an addendum that includes the applicable new or revised Standard Operating Procedures (SOPs). Any deviations from CDPHE-approved SOPs will be clearly identified and documented in the Site Assessment Plan (SAP).

Vendor Question #53: Statement of Work - Page 2, Section IV, Primary Activity #2, Items 2.a and 4.c.

lists Discovery Efforts and Discovery Effort Reports.

Could CDPHE provide an additional description of what “discovery efforts” and associated reports entail?

CDPHE Answer #53: Discovery efforts are activities conducted to gather and evaluate available information to support site assessment activities and determine potential environmental concerns.

These efforts may include, but are not limited to, review of historical records, regulatory databases, site information, interviews, site reconnaissance, and other information-gathering activities necessary to support the assessment. Discovery Effort Reports should summarize the activities performed, information reviewed, findings, and any recommendations or next steps, as applicable.

Vendor Question #54: Statement of Work - Page 3, Section IV, Primary Activity #2, Item 4.g. This section lists Data Validation Reports.

What level of data validation does CDPHE envision for analytical data?

CDPHE Answer #54: Please refer to question #11, above.

Vendor Question #55: Statement of Work - Page 3, Section IV, Primary Activity #2, Item 4.h. - The scope identifies HRS Evaluation Reports.

Can CDPHE provide additional clarification on what this report entails?

CDPHE Answer #55: HRS Evaluation Reports are documents that summarize the evaluation of a site using the EPA’s Hazard Ranking System (HRS) criteria to assess potential eligibility for further CERCLA evaluation.

Vendor Question #56: Can the Department identify the funding source(s) for this project?

CDPHE Answer #56: Funding for this project is provided through a cooperative agreement with the EPA. The cooperative agreement is supported through EPA grant funding provided to CDPHE to conduct eligible site assessment and related activities.

Vendor Question #57: Key Personnel – The Technical Proposal requests identification of key personnel assigned to the project. Is there a minimum or maximum number of key personnel that CDPHE would like Offerors to include?

CDPHE Answer #57: CDPHE has not established a minimum or maximum number of key personnel that Offerors must identify. Offerors should identify personnel they consider essential to successfully completing the scope of work and describe their relevant qualifications and anticipated roles on the project.

Vendor Question #58: Resumes – The Technical Proposal requests resumes of key personnel. Is there a minimum or maximum number of resumes that should be provided with the proposal? Additionally, is there a preferred page limit for resumes to help keep responses concise?

CDPHE Answer #58: CDPHE has not established a minimum or maximum number of resumes that Offerors must provide. No specific page limit has been established for resumes; however, Offerors are encouraged to provide concise resumes that highlight relevant experience and qualifications.

Vendor Question #59: References – Aside from the references associated with the two required project samples, is there a minimum or maximum number of additional references that CDPHE would like Offerors to provide in the References section of the proposal?

CDPHE Answer #59: CDPHE has not established a minimum or maximum number of additional references required beyond those associated with the two required project samples. Offerors should provide references that demonstrate relevant experience and qualifications related to the scope of work identified in the solicitation.

Vendor Question #60: Proposal File Organization – Does CDPHE prefer that all proposal materials be uploaded as a single PDF document, or may Offerors submit separate files for items such as the signed Confirmation of Offer Form, resumes, cost proposal, and supporting attachments?

CDPHE Answer #60: CDPHE prefers that Offerors submit proposal materials as one document organized by document type; however, CDPHE has not established a required format, and Offerors may organize their proposal materials in a manner that allows for clear review and evaluation.

Vendor Question #61: Key Personnel Time Commitment – The Technical Proposal requests an estimate of the time commitment of key personnel. Does CDPHE have a preferred format for this information (e.g., percentage allocation, estimated hours per task order, narrative description, or another format)?

CDPHE Answer #61: There is no preferred format.

Vendor Question #62: Multiple Award Task Order Process – CDPHE indicates that multiple contractors may be awarded contracts. Can CDPHE clarify the process that will be used to assign or compete future task orders among awarded contractors?

CDPHE Answer #62: Please refer to question #5, above.

Vendor Question #63: Labor Rate Escalation – Are proposed labor rates expected to remain fixed throughout the potential five-year contract term, or will rate adjustments be permitted during renewal periods?

CDPHE Answer #63: Please refer to question #17, above.

Vendor Question #64: Historical Scope of Work – Can CDPHE provide examples of the range of site assessment projects completed under the current or predecessor contract, including facility type, environmental media investigated, assessment type (e.g., Discovery, PCS, PA, SI, HRS), general site category, and approximate level of field and office effort?

CDPHE Answer #64: Please refer to question #33, above.

Vendor Question #65: Historical Task Order Utilization – Can CDPHE provide historical information regarding annual task-order volume and utilization of contractors under the current or predecessor contract?

CDPHE Answer #65: Please refer to question #33, above.

Vendor Question #66: Incumbent Contractor(s) – Can CDPHE identify the current incumbent contractor(s), if any, currently providing these services or similar services for the Hazardous Materials and Waste Management Division? If available, please also provide the associated contract number(s).

CDPHE Answer #66: Please refer to question #33, above.

Vendor Question #67: Are there incumbents and if so who currently holds this contract?

CDPHE Answer #67: Please refer to question #13, above.

Vendor Question #68: How frequently is the contract renewed?

CDPHE Answer #68: Once per year during the 5-year contracting periods.

Vendor Question #69: Does the CERCLA experience need for the proposed team need to be in Colorado?

CDPHE Answer #69: CERCLA-experienced personnel do not need to reside in Colorado; however, having CERCLA-experienced personnel located in Colorado is preferred. Regardless of location, Offerors should demonstrate the ability to provide timely and effective technical support to meet CDPHE’s site assessment needs as necessary.

Vendor Question #70:Are there page limits for the technical proposal, resumes, project examples, or qualification narratives?

CDPHE Answer #70: No.