Amendment_00001_Questions_Answers.docx

Solicitation # AG-0120-S-15-0035 Amendment 00001 Chugach National Forest Interpretive Planning

Forest Service response to e-mail questions submitted

Question 1: Will the consultant have access to the Region's library of existing stock and local Ranger-produced photos and images for each area or must all required photos be taken during each project?

Forest Service (FS) Response: Yes, the successful contractor will have access to any photos that the Forest Service currently has; however, our photo libraries are not complete and not all areas of the forest (including many those in this contract) have adequate photos. The successful contractor will need to supplement with their own photos. (NOTE: This RFP is only for the interpretive planning portion and not the actual product development. Photos will need to be used throughout the documents to help illustrate themes, ideas, etc.) The Russian River interpretive plan includes a sign plan as part of that package – photos are a critical part of any sign plan and the contractor shall obtain the needed photos for that sign plan.

Question 2: What types of products and services will require cost estimates from the consultant?

FS Response: The products will be the actual interpretive plans that are produced – services would include time for research, interpretive planning, writing, graphic design (layout of the plan and illustration of proposed ideas, etc.). It is expected that the interpretive plan will include cost estimates for the proposed ideas included in the plan.

Question 3: Are historical visitation counts for each area available for use by the consultant, or will counts need to be made during each project for each area?

FS Response: The Forest Service has past use numbers for most of these areas. The successful contractor would be responsible for obtaining use numbers that are collected outside of the Forest Service (for example, state of Alaska visitor statistics, etc.).

Question 4: Are there existing inventories of "interpretations" for each area for use by the consultant, or will those inventories need to be developed for each area during each project?

FS Response: The contractor shall be responsible for inventorying existing interpretive products/opportunities, etc.

Continuation of Question 4: Have local stakeholders in each project area been apprised of this study and assistance requested as possible information sources (e.g., PoCs for town/borough/state museums, Native American museums and cultural centers, corporate museums (mining, pipeline, drilling, and fishing industries), etc.)?

FS Response: No, the contractor shall work in cooperation with the Forest Service to identify the stakeholders. The successful contractor shall be responsible for gathering input and data from the stakeholders.

Question 5: Are there environmental studies, historic site studies, and complete maps of areas with interpretive relevance available for use by the consultant?

FS Response: Some of this information may exist for some areas; but not all. It would be the successful contractor’s responsibility to research this information.

Question 6: Some of the projects have no Interpretative Plan and some have a partial plan, one also requires a sign plan. Given these variances, is it the Govt's intent that each project (Base and Options) be completed in a six month period regardless?

FS Response: No, the six (6) month period is for the base bid item only.

Question 7: Please clarify. Is item 8.d “Estimated Rate of Progress” section of the Experience Questionnaire applicable for this proposal?

FS Response: No – it’s not applicable

Question 8: Please clarify. For item #9 of the Experience Questionnaire, are you asking for experience of all principals working at our firm or just those proposed to work on this specific Chugach National Forest Interpretive Planning project?

FS Response: Just those proposed to work on this specific project.

Question 9: Please clarify. In section C. Scope of Work, can you estimate the number of Public / Stakeholder Meetings envisioned for each Project (Base and Options)?

FS Response: One (1) stakeholder meeting for each project. The contractor may set-up multiple stakeholder meetings for the different projects during the same trip to help minimize travel costs. The contractor may also follow up with stakeholders through phone, email and/or web.

Question 10: Will all of these Public/Stakeholder meetings be centrally located for each project (e.g., all in Anchorage for the CRD study and all in Whittier or Valdez for the Prince William Sound study) or will meetings be held at locations throughout each study area of each project?

FS Response: No – see next question for likely locations for each of the stakeholder meetings.

Question 11: Other than the initial site visit and data collection trip, will all of the subsequent meetings with the Forest Service’s study steering committee be in Anchorage for each project (Base and Options)?

FS Response: No – meetings with the Forest service team will vary based upon the project: Copper River Delta meetings will take place in Cordova, Prince William Sound meetings would most likely take place in Girdwood/Portage, Russian River meetings would take place in Moose Pass or Cooper Landing and the Iditarod meetings would most likely take place in Anchorage. Video and teleconferencing options are acceptable.

Question 12: Will there be a separate Forest Service’s study steering committee for each project, or will there likely be one primary Forest Service’s study steering committee coordinating all the projects (Base and Options) with rotating SMEs for the different geographical areas?

FS Response: There will be one (1) Forest Service primary point of contact (POC) for all of the projects. This POC will sit on each of the project committees. There will be different committees for each of the projects- each with their own SME for that area.

Question 13: Is there a budget for the project?

FS Response: The budget for the project is not releasable. Since this solicitation was posted on FBO, offerors can assume the project exceeds $25,000.

Question 14: Is there a schedule for the project, or does the project timeframe (for the Copper River Delta project) correspond to the 6 month base bid?

FS Response: The project timeframe (six months) indicated in the solicitation is for the base bid item only. Reference clause 52.211-8, Time for Delivery, for the time frame for each item in the schedule.

Question 15: Regarding the scope of work, is there a methodology or phased approach (schematic design/concept design, design development, final design, etc.) that is envisioned for the project?

FS Response: It is the contractor’s responsibility to provide a proposed schedule; however, it is common practice within the Forest Service to review projects at 30% - 60% - 90% and then final.

Question 16: I see that the projected period of performance shows 6 months for each of the 4 interpretive plans. To clarify, are you hoping those planning processes will run concurrently, or consecutively?

FS Response: This would depend upon available funding and if more than the base bid is awarded. If multiple option(s) are awarded along with the base bid, the Forest Service would like to see the option of having some plans developed concurrently.

Question 17: If consecutively, do the number of projected site visits listed on page 4 of 31 relate specifically to the base bid planning process? In which case, we'd need to account for additional site visits for the optional plans.

FS Response: The number of projected site visits on pg 4 relate to the base bid. Yes, you would need to account for additional site visits for the optional plans Question 18: Is it possible to see the draft plan for the Southern trek of the INHT?

FS Response: Yes

Question 19: Do you plan to complete the base projects and the options in 6 months, or would each take 6 months? When do you expect the contract to be awarded? Is there any flexibility in the timeline?

FS Response: On page 6 of the solicitation, FAR 52.211-8 “Time of Delivery” provides a required delivery time of 6 months for each item. Offerors may provide an alternate proposed delivery schedule with an earlier delivery date for the Forest Service’s consideration.

The Forest Service anticipates award and issuance of the Notice to Proceed (NTP) by September 1, 2015, based upon the established response date of July 27, 2015. Work shall be started within 2 weeks after issuance of the NTP.

Question 20: What is the budget for this project?

FS Response: A budget is not releasable. Since this solicitation was posted on FBO, offerors can assume the project exceeds $25,000.00 for the base and all options.

Question 21: Is full funding available for the plan?

FS Response: Funding is currently only available for the base bid.

Question 22: Can we get copies of any other documents available? (draft plans, old plans, inventories of current interpretive materials, etc.)

FS Response: Yes, we will make available the draft Iditarod National Historic Trail interpretive plan. There are no old plans for the other areas. The contractor will be responsible for developing interpretive inventories as part of the planning process.

Question 23: Based on the RFP on Page 4, we understand you are looking for the framework for the interpretation and implementation strategies, design guidelines, and budget. Can you clarify the scope a bit more for each area in order for planning teams to better determine the level of effort required and consequently provide a more realistic price for the work? Is this defined, or are you expecting the consultant to help define the scope? For example, is the project limited to certain areas within Prince William Sound (etc), or are you expecting a full investigation of the region's trails, historic sites, etc.? The 4 project options cover extremely large areas and could potentially involve a large effort in information gathering in sign production.

FS Response: See document defining interpretive planning. The Forest Service is expecting the selected contractor (along with the Forest Service working group) to help define the scope. For example, Prince William Sound covers a large, remote area. We are not asking for the selected contractor to fully investigate (i.e. on the ground) every trail, historic site, etc. They will need to work closely with Forest Service staff and partners who know each of the areas well to gather the bulk of the information. A certain level of familiarity with each of the areas in necessary however it does not warrant extensive trips to the area to gather information first hand.

Question 24: Can you please clarify the number of trips/workshops you anticipate for each of the areas?

FS Response: This is already defined in the scope of work

Question 25: We understand there is an option to pursue any of the 4 projects independently or all of them. Is this correct? If so, do you intend to award all 4 projects in the same time frame or in phases?

FS Response: The award of the option items will depend upon when funds become available. The FS does not guarantee that funds for option items will be available past September 30, 2015.

Question 26: Are there any milestone dates you need to meet? How flexible is your schedule?

FS Response: Offerors should provide a schedule based upon completion of each item within six months after funds become available. If funds for multiple items become available the FS may negotiate a revised schedule and price.

Question 27: Can you clarify the schedules for the 4 project options? 6 months for each seems very aggressive based on what the RFP outlines for the work and based on our experience. Is there a chance we would have to complete all 4 projects in the same 6-month period?

FS Response: Since funding is only available for the base bid items; technical proposals should be based within 6 months of issuance of the Notice to Proceed for each item.

Question 28: Are there restrictions on the schedule in terms of funding? For example, will any of the funding expire at the end of this fiscal year?

FS Response: Upon award of the contract the funds remain for that awarded item until the work is completed and accepted by the Forest Service.

Question 29: Can you clarify the intent of the cost proposal and what you expect to see for or gain from this item?

FS Response: A detailed cost proposal as required on page 28 of the solicitation which will allow us to determine that the offeror’s have an understanding of the Scope of Work.

Question 30: What is the next step after the planning documents are done? Is there funding available for implementation, or will the documents be used to move the projects forward?

FS Response: The next step would be implementation, however the Forest Service currently does not have funding to implement any of the plans being developed. Should funding become available at a later date, the Forest Service may choose to implement some of the highest priority projects in any of the completed plans.

Question 31: For the Russian River — the scope states that the plan should include a sign plan. We are assuming this means fully developing interpretive exhibits — is this the case? And if so, approximately how many exhibits should we budget for? — if this is not the case, please help us with a little more information.

FS Response: See document defining sign plan.

Question 32: For Prince Williams Sound, are all the sites accessible by road, or will it be faster to access them by boat. And if it is more efficient to access by boat, should we budget for this or will the Forest Service provide this transportation?

FS Response: Prince William Sound is not accessible by road and the Forest Service will not be responsible for providing transportation to Prince William Sound.

Question 33: Is it a correct understanding that interview locations and the public/stakeholder meet locations will be predominantly held in locations closest to the USFS office location to the area studied within each of the four projects?

FS Response: See clarification regarding meetings.

Questions 34 (1 -6) : In order to cost lodging and travel costs for each of the four projects,

1. Please provide a list of locations where meetings/briefings with USFS staff will be held.

FS Response:

Copper River Delta – Cordova

· Russian River – Moose Pass

· Prince William Sound – Girdwood/Portage

· Iditarod National Historic Trail - Anchorage

2. Please provide a list of locations where public / stakeholder meetings will be held.

FS Response: See clarification regarding meetings.

3. Please provide a list of blackout dates, weeks, or months during which the consultant should NOT propose to be on site for public / stakeholder meetings or wilderness photography due to seasonal weather and travel conditions and/or due to Forest area seasonal closures?

FS Response: It would be impossible to predict exact times when weather or travel conditions would prevent travel to meetings. Winter weather is always unpredictable in Alaska. Sites will be more accessible before there is snow on the ground. There are no seasonal closures on the Forest.

4. Is it the Government’s desire that public / stakeholder meetings be accomplished during the second trip of each project so that the topics can be developed during and from the initial site visits and interviews, and so sufficient advance advertisement of meetings can be accomplished?

FS Response: Contractor should provide a proposed schedule.

5. Will Government-Furnished Transportation (boat/plane/off-road vehicle) be provided to the consultant from the nearest transportation point (Anchorage, Seward, Whittier, Cordova) to those sites that have no road access? The Copper River Delta was mentioned as one such location.

FS Response: No - the selected contractor will be responsible for providing their own transportation to the appropriate locations in order to complete the work. While Cordova (Copper River Delta) is not on the road system, it is serviced by both commercial airlines and the state ferry system.

6. Is it the Government’s desire for an in-person / on-site presentation of the Final Interpretive Plan and Appendices for each project or will a teleconference and/or Go-to-Meeting type of presentation be acceptable for the close-out of each project?

FS Response: No, an in-person/on-site presentation of the final plan is not necessary.

Question 35: In order to estimate Other Direct Costs for each of the four projects, will the Government supply, as Government-Furnished:

1. The public/stakeholder meeting location facilities (USFS meeting rooms, hotel meeting rooms, etc.)?

FS Response: Meetings can be held at Forest Service facilities if they are available during the desired date.

2. The local media advertising of the meeting times and locations for each public/stakeholder meeting?

FS Response: We are not anticipating the need for any formal public meetings that require local media advertising. See clarification regarding meetings

3. A bridgeline to allow public / stakeholders to participate in specific meetings by phone (given weather and geographic dispersion of stakeholders for each project)?

FS Response: If a govt. bridgeline is available during the desired date and time, it may be used to conduct the meeting. If it is not, then the contractor needs to provide a bridgeline.

Question 36: Will there be USFS personnel assigned to accompany the consultant on site visits to field locations within each project area?

FS Response: Yes

Question 37: For consistency across offerors, please provide a standardized cost breakdown structure format for use by each offeror as the backup to the required fixed price quote for each project using the RFP page 3 form.

FS Response: The FS will not provide a format for use by the offerors. The offerors shall submit their cost proposal insufficient detail to ensure there is an understanding of the work required.

Question 38: For consistency across offerors, please provide a standardized alternative proposal cost breakdown structure format for use by each offeror as the backup to their allowable Alternative Cost Proposal to perform two or more of the projects simultaneously should additional funding become available.

FS Response: Offerors shall submit their cost proposal based upon funds being available for the base bid only.

Question 39: Can the Interpretive Planning experience, Wilderness Interpretation experience, Sign Planning experience, Resource Management experience, Forest Service familiarity, and Alaska experience of both a Prime and a Sub be included for evaluation if both parties are GSA-certified Small Businesses?

FS Response: Offerors would need to specify what percentage of work is to be performed by the Prime and Subcontractors if the experience is considered.

Question 40: If the Sample Interpretive Plans and other required documents are larger than might be easily emailed, may offerors reference them in their emailed proposal but send them on a DVD to your office as a single separate item to be matched to the emailed proposal volumes we send – if the DVD arrives prior to the Proposal Due Date and Time? (i.e., can we send the DVD to arrive by mail a day or two prior to sending you the rest of the proposal (Tech and Cost Volumes) via email?)

FS Response: Yes. A DVD may be sent by a different method but it must be received prior to the established response date and time.

Question 41: Please clarify Section 5, Page 30 of the Experience Questionnaire (List the projects your business has completed in the last 3 years): Are you asking for all completed contracts across the Offeror’s entire company or only the contracts relevant to our work performed that is similar in scope to these Interpretative Plan Development efforts in this RFP?

FS Response: Please include the projects to only relevant contracts for similar work and not to exceed 5 contracts.

Question 42: Please clarify Section 6, Page 30 of the Experience Questionnaire (List all of your firm’s current contract commitments): Are you asking for all current contracts across the Offeror’s entire company or only the current contracts commitments of those specific employees that we are proposing for the Base Period project staffing?

FS Response: Include only the current contracts commitments of those specific employees that you are proposing for the Base Period project staffing?

Question 43: Please provide any existing Draft Interpretive Plans for the project areas?

FS Response: The Draft Interpretive Plan will be provided to the successful contractor upon award of the contract.

Clarification Regarding Meetings:

It is the Forest Service’s intent to include interested stakeholders in the interpretive planning process. The Forest Service will work with the selected contractor to identify the potential stakeholders for the base bid and each of the options. Depending upon the area and the stakeholders identified – simple phone conversations with the stakeholder and/or providing opportunities to comment on the plan will most likely be sufficient. We do not anticipate the need to conduct formal public meetings to gather input and support from our stakeholders.

While we realize that some travel is necessary to conduct inventories, familiarize yourself with the area, etc. we encourage the use of technology (phone, video, web) to conduct meetings with the working groups whenever necessary to reduce travel costs.