Addition_Instruction_for_Bidders1.20.26.docx

ADDITIONAL INSTRUCTIONS TO OFFERORS

SMALL ARCHITECTURE AND ENGINEERING SERVICES BASIC ORDERING AGREEMENT

TABLE OF CONTENTS

This Solicitation shall be conducted in accordance with the Commission’s Procurement Regulations: WSSC Code of Regulations, Title 6 Ch. 6.15. The following instructions are in addition to those contained in the Instructions to Bidders/Offerors included in the Solicitation.

1. PROPOSAL SUBMISSION

A. Submission

1) Only one Proposal may be submitted by a Proponent.

2) Bid submittals shall contain one Electronic Copy Bid Submittal of Original Bid documents. Electronic Copy Bid Submittal shall be submitted on the supplier portal in the Online Discussion.

3) The Subject line for Electronic Copy Bid Submittal shall be titled as follows:

Bid Submission for RFP No. XXXXX - “Small Architectural and Engineering Services Basic Ordering Agreement

4) Proposals submitted in any form other than as specified herein may be deemed non-responsive and will not be considered for award. If discrepancies between the Original Proposal and the Proposal copies occur, the Original Proposals will take precedence over the Proposal copies. Oral and telegraphic proposals, including e-mail submissions, are considered invalid and will not be accepted or considered for award.

5) Proposals shall be concise, yet sufficiently comprehensive to set forth the Proponent’s understanding of the required services. Proposals must be organized to the structure described in these instructions to bidders.

2. PROPOSAL EVALUATION

All Proposals will be evaluated in accordance with WSSC Procurement Regulation Chapter 6.15.320, Competitive Sealed Proposals. Accordingly, Offerors must note that a number of factors will be considered by WSSC in making an award. Price will not be the sole determining criterion.

Evaluation Factors

A. Technical Proposals received will be evaluated by the Evaluation Committee based on the Offeror’s qualifications as described in the proposal. The evaluation will be based on the following major criteria found in Item 3, Technical Proposal.

B. Proposals which do not meet the minimum requirements as stated in the Solicitation, or which are deemed non-responsive or non-responsible, will not be evaluated. Proposals will be selected on the basis of the technical evaluation to proceed to Phase II, Price Proposal. Price Proposals selected to proceed to Phase II will be opened and evaluated. Price Proposals that are not selected to advance to Phase II will be returned unopened.

C. The Commission reserves the right to not shortlist a contractor that scores below satisfactory on one of the evaluation factors referenced above during the evaluation phase.

D. Shortlisted firms may be invited to present and discuss their proposals with the Evaluation Committee.

E. Once the Evaluation Committee has completed its review, the results of the Technical Proposals and the Price Proposals will be combined for a final evaluation.

F. The proposal(s) deemed most advantageous to WSSC, taking into consideration the evaluation factors set forth in the Request for Proposals will be recommended for award.

G. If two (2) or more proposals are equally ranked, WSSC reserves the right to select the proposal deemed most advantageous to the Commission by the Evaluation team.

H. The Commission reserves the right to award this Contract on the basis of Proposals received with or without further discussion or negotiation.

I. Offerors may be asked to submit Best and Final Offers (BAFO) after the price proposals have been opened.

J. All Offerors will be notified by the Commission of the final awardee(s).

3. TECHNICAL PROPOSAL

The Technical Proposal must demonstrate the Minimum Qualifications found of the Solicitation.

The Technical Proposal shall be no more than 75 single-sided pages in length including resumes, exhibits, appendices, attachments, required documentation and forms required to be submitted with the Proposal. Electronic copies should be bookmarked to enable easy navigation of pdf documents.

The Technical Proposal shall be tabbed into the specified sections. The sections shall be divided as follows:

TAB 1: Firm’s Experience

This section demonstrates Prime Consultant Team’s strong record of successfully delivering comparable A&E design services and technical competence of the team members.

A. Provide certification on company letterhead and a copy of the firm’s business license that demonstrates the Prime Consultant has been in business for a minimum of five (5) years within the State of Maryland, signed by an authorized representative of the firm.

B. Provide documentation consistent that demonstrates the successful completion of a minimum of ten (10) projects in the past eight (8) years within the Maryland, DC and Virginia covering all project phases for architectural design, engineering of commercial office building, vehicle maintenance garage, warehouse reconfiguration, green/non-green roof parking lot replacement or rehabilitation, and all other facility renovation projects including all electrical equipment replacements, upgrades and modernizations. For each project submitted, provide documentation that includes the project title, location, description and year completed as well as the project owner’s name and contact information. Within the project description include the total value of contract and value of services performed. Each example project submitted shall be limited to one (1) page.

TAB 2: Key Personnel & Staffing Plan This section identifies key personnel and demonstrate that proposed staff possess the necessary qualifications, experience, and availability to successfully execute the work.

A. Submit documentation for the Prime Consultant’s Team to include a one (1) page Team organizational chart that includes the names and roles of key personnel and the firm with which they are associated.

B. Submit resumes that demonstrate lead Prime Consultant’s Team members for this project have a minimum five (5) years’ work history in their engineering discipline as defined in the scope of this project and experience as described in the minimum qualifications section. Relevant experience shall include sufficient project detail to validate qualifications. Team member titles and roles shall be consistent with the defined team member role descriptions. Submit a maximum of twenty (20) resumes. Each resume shall be one (1) page, except the Project Manager position which may comprise two (2) pages. Provide a copy of Project Manager’s current Maryland Professional Engineer’s License and/or Architect License; this copy is in addition to the allotted resume page count. Project Manager resume shall list all contracts on which they are currently participating. Include a brief description of their role in each contract and a brief explanation that demonstrates the individual’s ability to perform on multiple contracts without decreased quality or timeliness.

C. Provide documentation on company letterhead and no more than two (2) pages that demonstrates the team has the professional resources and capacity to handle the Scope of Services including the names of the Prime’s and Sub-consultant’s team members and project roles. If the Prime Consultant’s Team has an existing WSSC contract, the documentation shall also address how much time the team staff, on current WSSC projects, will be utilized on this project.

TAB 3: Technical Approach

This section demonstrates a comprehensive, disciplined, and coordinated technical approach to delivering multi-discipline A&E services. At a minimum, the project technical approach shall address the following components:

A. Understanding of Project Scope and Requirements

· Demonstrates a clear understanding of the scope, objectives, and challenges associated with vertical asset design projects.

· Addresses complexities of occupied and operational facilities, including phasing, continuity of operations, and safety.

· Shows familiarity with renovations, rehabilitations, and reconfigurations rather than new-building design.

· Identifies potential design risks and constraints and proposes mitigation strategies.

B. Design Methodology and Workflow

· Describes a structured design approach for all phases (planning, design development, construction documents, and permitting).

· Explains how interdisciplinary coordination will be managed throughout the design process.

· Addresses constructability, and lifecycle considerations in design decisions.

· Incorporates applicable codes, standards, and regulatory requirements (e.g., building, energy, accessibility, fire/life safety).

C. Engineering Discipline Integration

· Demonstrates effective integration of architectural, mechanical, electrical, plumbing, structural, and civil/site disciplines.

· Describes coordination procedures for clash detection and conflict resolution.

· Addresses system compatibility with existing infrastructure and facilities.

· Shows experience with HVAC upgrades, electrical system modifications, plumbing retrofits, and structural evaluations.

D. Sustainability, Code Compliance and Resiliency Considerations

· Addresses sustainable design principles applicable to green roof and non-green roof systems.

· Considers energy efficiency, durability, climate resiliency, and long-term performance.

· Demonstrates experience with rehabilitation or replacement of roof systems and envelope components.

E. Quality Control and Quality Assurance

· Describes internal QA/QC procedures to ensure accurate, complete, and coordinated deliverables.

· Identifies review milestones and responsible personnel.

· Demonstrate approach to risks mitigation

· Demonstrates how errors, omissions, and scope gaps are minimized.

F. Schedule and Communication

· Presents a realistic design schedule aligned with owner/utility’s expectations.

· Describes coordination and communication methods with the owner, permitting agencies, stakeholders, and facility users.

· Demonstrates responsiveness and proactive issue resolution.

Note: Project Technical Approach shall be no more than five (5) pages.

TAB 5: Addendum Acknowledgement

A written statement acknowledging receipt of all Addenda.

TAB 6: OSDI Participation

Provide all forms required in Appendix A (sub-consultant participation certificates, good faith efforts affidavit form, non-discrimination declaration form) of the Solicitation. Ensure that each subcontracting participation certificate includes a percentage of work to be completed by the sub-consultant.

4. PRICE PROPOSAL

Bidders shall submit in a separate PDF file your firm’s price offer. All pricing shall be submitted on the Labor Rate Price Schedule and Pricing Page provided. The rates shall be firm for the base term and any subsequent option year renewals exercised by the Commission.