AG-32KW-S-11-0255 IDIQ Questions.docx

1. I have downloaded the package documents from FedBizOpps. On what page does it specify what the Statement of Qualifications submittal requirements are? The submittal requirements can be found on page 50 of 50, Section M.3

2. So to verify format, no SF330 is required? Format of proposal, number of pages, and materials to include (resumes, projects, etc.) is totally open and unrestricted? An SF330 or applicable substitute is required. There are to be no more than 200 pages with a 12pt. font.

3. The cost proposal requirements are not clear. Section B shows direct labor rates per labor category. The work requested is for a Firm Fixed Price (FFP) task order contract and a listing of facilities to be assessed is provided with the RFP. Section L is silent on what cost data is to be provided with the proposal. Can you please clarify the cost submission requirements? Are you requesting labor rates by category or a FFP proposal to complete the assessment of the facilities listed in the attachment? Labor rates by category

4. Section M.3 does not mention cost as part of the Evaluation criteria. However, M.2 indicates costs will be evaluated. Can you please clarify how cost will be evaluated in an award decision? Cost is not part of the evaluation criteria. See amendment 3 for clarification.

5. The proposed contract includes option years. Section C 1.4 states:

“A list of all USDA APHIS facilities that are presently in the rotation to be assessed every three years is included in Attachment A along with number of buildings, square footage of buildings and size of each location”

Is this the list of facilities to be inspected in year 1 and that a different listing set of facilities will be provided to the contractor for each option year? If not, please clarify the work statement requirements for performing the assessments and facilities. There is the possibility that more facilities can be added and/or deleted during the life of the contract. All facilities are not going to be inspected each year. There is generally a three year rotation of all the facilities that will have inspections.

6. Section c 1.6.3 requires site licenses. However, no software set is specified. There are various capital asset management software sets on the market. Do you already have a software set that APHIS has been using that we are to provide license for? If so, please indicate the required software. If the offerors are to propose a software solution, are there a minimum set of requirements that APHIS requires? There is no specific software that is required for this IDIQ. The requirements for the software are located on page 10 of 50, to provide licensing for.

7. Section C, 6.2 indicates submittal quantities leading to believe that hard copy submittals are being requested. If the data is populated in the database and provided to APHIS (see software licensing question) what type of hard copy submittal are required. Typical capital asset management planning software allows user customized reports. Only select individuals will receive a site license. We require hard copies of the data in the database but in an organized report format.

8. Section L does not specify a proposal format that correlates to Section M. Should we prepare proposals to meet the section M criteria of M.3 1 through 3? See question 2 answer

9. Are there page count limitations on the proposal? See question 2 answer

10. Please clarify section M.3 item 1 “Directly related specialized experience and technical competence in the type of work required …”. Does having performed directly similar Facility Condition Assessment and Sustainability Assessment work for other federal government agencies meet this requirement or does APHIS believe their facilities are unique and only companies that have performed similar work for APHIS will have the “specialized” experience? APHIS’s facilities are similar and unique to other Federal Government agencies. We would look at each on a case by case basis. The more similar experience to our facilities (animal, labs, etc.) the better.

11. Section C 1.6.1.4 indicates there is an Attachment B. One was not provided in the RFP. Please provide. Attachment B has been added to amendment 3.

12. Section C 1.4 mentions Attachment A. The RFP includes an Attachment 1. Please confirm if Attachment A and Attachment 1 are the same. Attachment A and 1 are the same sheet.

13. In Attachment 1 has a section that states “Facilities just added to the assessment program that are presently in progress:” Please clarify this meaning. Are these facilities to be assessed in year 1 and included in the price if a FFP cost proposal is required? These facilities have not been assessed in the past and are presently being assessed by our current contractor. They will not be assessed during year 1. Depending on the funding available, we try to assess all active facilities on three year cycle.

14. I have not seen any amendments posted regarding the subject solicitation. I sent a few questions in on June 23rd. It is now July 11th and the proposal due date is 11 days away. Are answers to the questions going to be posted? If so, will the proposal due date be extended so that offerors may have enough time to factor the answers into their bid process? See amendment 2

15. On page 9, section c – it states “USDA APHIS started the assessment program back in 2003.” Could you please tell us who has been conducting the assessments or if USDA has been conducting the assessments internally. See amendment 2

16. Also is it possible to preview a completed assessment report? This information is proprietary and cannot be distributed.

17. After a quick review of this RFP can you provide if the previous assessments were performed by an outside consulting firm(s) and who they were? See amendment 2. If so was database access as discussed in section1.6.3 a part of that engagement? Was the contractor retained for the 5 year contract period. Database accesses were part of the contract. This was not an IDIQ contract.

18. Please advise if and who the incumbent is for the subject procurement. See amendment 2

19. Specifically, I would like clarification on the following language;

“To evaluate offers for award purposes, the Government will apply the offeror's proposed fixed-prices/rates to the estimated quantities included in the solicitation, and will add other direct costs if applicable.”

There does not seem to be estimated quantities in the solicitation and since this is a procurement under FAR36.6 (see below), will rates be only be required after selection? If so, do we still submit a schedule of fees with the proposal? No, labor rates are not required until after a selection is made.

“Evaluation and selection of firms for award will be in accordance with FAR 36.6 Architect-Engineer Services. Discussions may include the opportunity to make a presentation to the selection panel in Riverdale, MD. Detail will be provided only to those firms selected for discussions.”

Does this statement mean that we are to submit an SF330 including our qualifications as outlined in FAR 36.6 defined below? See amendment 2

(1) Professional qualifications necessary for satisfactory performance of required services;

(2) Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials;

(3) Capacity to accomplish the work in the required time;

(4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;

(5) Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project; and

(6) Acceptability under other appropriate evaluation criteria.

20. Regarding (6), have you identified any specific qualifications you would like us to address in Section H of the SF330? See section M.3 on page 50 of the solicitation for evaluation criteria.

21. After reviewing the solicitation documents I’m left with the impression that the standard for federal A/E procurement SF-330 is not required for this IDIQ and interested vendors shall respond by completing document FCA IDIQ AG-32KW-S-11-0255.doc from the solicitation package. Is that observation correct and is any additional information required from the A/E companies? See amendment 2

22. On the above referenced solicitation, you are asking that the firm chosen provide licensing agreements for 8 APHIS employees. Does your ongoing assessment program

· utilize a proprietary software database that the selected consultant will obtain access to and continue using, or

· is it based on a more conventional Excel or Access type database that is created by the consultant as part of the services on this contract?

Either way we could provide the necessary licensing - just need to know if there is a set procedure currently in place that we should reference in our submittal. Present contractor developed a proprietary software. We will be using whatever method works best for the winning contractor.

23. The RFP documents posted on the Fedbizopps.gov website don’t indicate that a SF330 is necessary. Would you confirm what information you need besides the fee schedule? I apologize in advance, if there is a document that I have missed as part of the package. See amendment 2

24. SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS provides information on what to include in the proposal cover page (section c.2). What should the remainder of the proposal contain? Are there specific qualifications that we need to provide? See amendment 2

25. If so, is the SF330 format preferred? See amendment 2

26. Is the solicitation asking us to submit pricing? Please see page 47/ L.2.f.4 and provide clarification. Award will be made on qualifications alone. See section M.3 on page 50 of the solicitation for evaluation criteria.

27. Does the solicitation response require a full example of a previous Facility Condition Assessment(FCA)? Enough to demonstrate their experience and quality of reporting.

28. How many contracts will be awarded as a result of this solicitation? Only one award will be made.

29. Attachment 1 identifies a column for “# of Green” and “SF of Green”. Does this refer to greenhouses? No, Number (#) of Green refers to number of building requiring full “Green” analysis and the Square Footage (sf) of Green refers to the square footage of buildings requiring full “Green” analysis.

30. In the RFQ package USDA asks for the following:

The Contractor shall assign to this contract the following key personnel:

Project Manager Senior Architect/Project Architect Senior Civil Engineer Senior Structural Engineer Senior Mechanical Engineer/Project Mechanical Engineer Senior Electrical Engineer Are these the only Key personnel USDA wants to see hrly rates for or are we allowed to add in addition too who we think might also be needed for these assessments? All labor rates of personnel that might be used in the assessment process should be included.

31. Does USDA plan to issue an amendment stating the proposal format (SF330 or custom) and what information it is requiring offerors to submit in their proposal responses? See amendment 2

32. Can the USDA provide the name of the current FCA program being used? VFA’s propriety reports

33. Are bidders required to use the program currently used by the USDA? No

34. Is the $1M ceiling shared between all successful bidders over 5 years? No, $1M per year, $5.0 million limit for all years

35. How many firms does the USDA plan on contracting with on this proposal? See question 29 answer

36. Is there an incumbent on Facility Condition Assessment work for USDA? If so, who is it? See amendment 2

37. What type of condition assessment software does USDA currently use to store information? The software presently used is proprietary. We also receive the data on a disk and in report format.

38. Is the SF330 format acceptable for submission? See amendment 2

39. Does the USDA plan on conducting the facility assessments of the entire asset inventory all at once, or piecemeal and as needed over a five year period? Piecemeal; as needed and as funding is available.

40. Is travel expected to be covered in the costs? Yes

41. Can you confirm that the maximum amount of this contract is $1.0 million over the full 5 year term of the contract if all option years are taken? Does this include travel costs? $1M per year including travel costs. $5.0 million limit for all years

42. Do the 2 licenses with the ability to manipulate the data require those users to have the ability to perform cost estimating within the program? No, cost estimating is not required for the two licenses.

43. Site licenses are referred to in paragraph 1.6.3; is there an existing facility/asset management software for which those licenses need to be provided? Or is USDA open to various types of software tools to house APHIS assessment data? See question 7 answer

44. A maximum contract amount of $1.0 million is noted in B.1 of the RFP; is it anticipated that all 42 facilities indicated in the list will need to be visited within the 5 year period, and facility assessments of all completed, including all deliverables, licenses and travel expenses, for less than that total amount See question 35 answer.

45. Paragraph 1.6.2 refers to an existing Facilities Condition Assessment Program Executive Summary Report - can we get a copy of the existing report? See question 17 answer

46. Paragraph 1.6.1.4 refers to a USDA criteria and spreadsheet (identified as Attachment B) – where can we access these documents? See question 17 answer

47. Do up-to-date floor plans and other drawings of building systems exist for all facilities included? No. If so, does USDA have a CAFM system currently in use? We do not have a CAFM system.

48. Does USDA have current real property/plant replacement values for all facilities that can be used in generating the FCI’s? No, contractor must determine the replacement value of each facility assessed.

49. Is there a specific format preferred or required for the RFP response/proposal? See question 2 answer

50. Paragraph 6.1 cites a suggested format for “proposed schedules for each assessment.” Please provide anticipated dates for start of work, and when all facility assessments and deliverables need to be provided for the entire project. Assessments are completed on an as-needed basis and when funding is available. The scheduling is negotiable.

51. Attachment 1 – Facility List and Description cites only the Guatemala City facilities as being accomplishable during one assessment. We have noted other facilities that could possibly be grouped by location. Do you see this as feasible? Do you have any other priorities that might affect our choice of grouping or order? Depending on funding available, we try and group close locations to reduce the travel costs.

52. Per Section M.2, please clarify what estimated quantities will be used to produce the government’s cost estimate. See Amendment 3 for clarification

53. How does the government’s pricing evaluation approach account for a company’s unique labor mix/pricing approach? Evaluation is based on qualifications only.

54. Are we permitted to complete the Section B. pricing sheets with labor categories not identified in Section H.2.A for key personnel? Yes

55. Under Section M.2., how will the government conduct its evaluation if contractors are allowed to submit additional labor categories? The evaluation board does not see the labor category charges. Evaluations will be based on the criteria stated on page 50 of 50. See Amendment 3 for clarification.

56. Because the evaluation and selection will be based on FAR 36.6, does the government require the proposal to be in SF330 format? See question 2 answer

57. No specific guidance is given for preparing proposals in Section L, what are the government’s expectations for page limit, format, font, etc. See question 2 answer

58. Section L does not give a specific outline for the proposal; what does the government expect to see so that it can evaluate proposals under Section M.3.1, M.3.2, and M.3.3? The contractors are expected to demonstrate their specialized experience and technical competencies

59. Are resumes required for key personnel? Yes, SF330. Evaluation factor.

60. Where is the contractor to discuss how it will accomplish all of the tasks under Section 1.6, and what are the evaluation criteria for that discussion? See Section M, page 50 of the solicitation.

61. Section 1.6.1.4 references Attachment B, USDA sustainability criteria and spreadsheet. Attachment B was not part of the solicitation. Will the government provide Attachment B? Attachment B has been added to amendment 3.

62. Section M states that the evaluation will be in accordance with FAR 36.6. The selection criteria in FAR Section 36.602-1 does not match the evaluation criteria in the solicitation’s Section M.3. Please clarify which criteria will be used to evaluate the proposals. Evaluation criteria that will be used is in Section M.3.

63. Does the government anticipate a single IDIQ award? See question 29 answer

64. Section 6.1.1 states that “the assessment team shall be registered engineers, architects or equivalent for the discipline evaluated.” Does this mean that in lieu of a registered engineer, we may provide an equivalently experienced and capable engineer without the PE certification? Yes.

65. Section 1.6.3 states that the government requires a site license for a single calendar year. Will the government accept a 5-year site license? No, because the four option years are not guaranteed.

66. Does the price of the site license under Section 1.6.3 go under the “Other costs” category in the Section B pricing sheets? Yes

67. Please verify that the site license fee will be able to be spread across 2 calendar years in the Section B pricing reports because they reflect fiscal years, and the use of the license is for a calendar year. Yes, this will cross two calendar years. Licensing will be based on one year from time of award of site licensing.

68. The evaluation criteria seems to indicate that pricing on estimated quantities will be a factor in the selection; however, we have not found any estimated quantities. We also noted in the statement that evaluation and selection will be based on FAR 36.6, which requires selection on qualifications only. Please clarify your intent for this solicitation. Award will be based on qualification only. See Amendment 3 for clarification

69. The SF 1442 seems to be more nearly geared toward solicitation of construction bids rather than A/E services. Most agencies ask that A/E qualifications be submitted on an SF 330. Please clarify your intent. If a SF 330 is acceptable, please indicate that as well. See question 2 answer

70. The NAICS code for this selection indicates 561; however, because Architecture/Engineering Services and FAR 36.6 are referenced we wanted to confirm this NAICS code with your Agency. Yes this is the correct code.

71. Would you mind confirming whether or not any contractor(s) has worked this or a similar requirement for APHIS facilities in the past? If so, are you able to provide the contractor’s name and the associated contract number? See amendment 2

72. Can you provide the names on the firms who have provided the services for the past three years? See amendment 2

73. Can you pride a copy of the submittals, in a hard or soft format? See question 17 answer

74. When will a final decision be made on the subject of multiple awards? See question 29 answer

75. Page 10 of 50. Paragraph 1.6.1.4 refers to “A copy of the criteria and spreadsheet are included as Attachment B.”

We haven’t located this attachment. Please provide or direct us to the appropriate location. Attachment B has been added to amendment 3.

76. Page 11 of 50. The last sentence of the first paragraph of 3.0 Scope of A/E Services states the A/E shall provide Services for the following tasks marked by an “X”. The second paragraph then states “Specific requirements will be delineated for the location on the task order.” Does this last sentence mean that there will not be any tasks marked with an “X” within this solicitation? This section will be completed for each specific task order.

77. Based on the time spent this far and you being out of town, can we get an extension of a week + please? See amendment 2

78. We are trying to determine if it is open to everyone and, if so, if there are requirements beyond the requested fee schedule. I have attached the document that we downloaded from FEDBIZOPPS, but we cannot find a request for SF330 or other information related to our credentials. Yes, this requirement is open to the general public. The SF330 can be obtained through an internet search.

79. Is there a preferred FCA database/program that is to be used to compile all building data to be used by the individuals mentioned in part 1.6.3? See question 7 answer

80. Are we to only submit cost data related to section B with our submission? Yes

81. Could you please let me know where can I find the guide of documents that the offeror has to submit with the proposal (form 1442) since it’s not clear for us? See amendment 2

82. I see that SF-330 or applicable substitute is required, but what information is requested. The only information I see is on page 43 of 50 (FCA IDIQ AG32KW…) but the 330 form has projects information, resumes and different sections.

Please advise what information do we have to submit and the presentation of the sections to be filled out in the submittal package. See section M.3 on page 50.

83. I wanted to know the contract number that VFA Holds for these services? AG-32KW-D-11-0056 is a current project contract number.

84. Ref para 1.6.3, what is the current database/software platform APHIS uses to track facility condition information? Currently, the data is kept in the contractor’s database and we have access with our licenses.

85. Will APHIS continue to use this platform? Will the contractor be required to load assessment data into the platform? Is there any associated IT support (web, database administration, software licensing and distribution, training, etc) required within this IDIQ? The new contractor must maintain the data in their own database system. We will pay for annual updates of the data per paragraph 1.6.4 of the solicitation. If training is required of our staff, we will pay for this requirement.

86. Does APHIS personnel manage data entry in the existing facility condition assessment software? Is the contractor expected to maintain the database and accuracy of the data? APHIS employees do not manage the data entry. Contractor shall maintain access to the database. Only two APHIS employees should have access to modify the database and this will only to be able generate reports. Besides the initial assessment and annual updates, Contractor is not required to guarantee the accuracy of the data.

87. Does APHIS expect to include horizontal infrastructure assessments and data inclusion in the database? Para 1.5 discusses infrastructure and utility assessments but there is no further discussion in para 1.6, Project Tasks. Assessment of site utilities and grounds will be on an as needed basis. This will be requested in the specific requests for proposals.

88. Para 6.1 project schedule indicates 45 days to draft the Detailed Facility Condition Assessment, is this after data collection is complete? The 45 days include the actual assessments. Is the Government requesting all assessments and data be collected and assimilated into a draft report within 45 days of NTP? No. This schedule is a sample of on an on-site assessment. Is there a specific timeline that field assessments must be complete by and the report completed in order for the Government to meet its planning, budgeting, and execution windows for FY2012? The schedule for each assessment will be a negotiable item. We will let you know of specific critical assessments and timeline.

89. What is the format of the data for the buildings that have already been accessed? Yes, but the new contractor can propose a new format as long as data is presented in a logical manner. Submitting a sample existing report in the proposal will allow us to know if your existing format is acceptable.

90. How many firms will be selected for award of the IDIQ? If more than one, will data from multiple firms be compatible based on the use of different databases/software platforms? How will this issue be managed? See question 29 answer

91. Are there quarantined facilities which may require special safety training and/or hazard controls to be considered? We do have some special high containment facilities that will require special requirements to gain access. This information will be included in the request for proposal for those specific locations.

92. The pricing includes the request for rates for one base year plus multiple option years. Should the first year be priced based on completing 100% of the square footage (1.9M SF) and multiple years as well? Or, should the pricing be based on completing 1/3 of the SF on an annual basis based on the statement in Section C, 1.4, that the facilities that are presently in the rotation to be assessed every three years. We are only requesting labor rates of all labor categories that might be used in the assessment and report process, not specific proposals of the actual assessments in this RFP.

93. Ref. para. M.2 (page 50) that states fixed-price/rates will be compared to the estimated quantities. We cannot find quantities other than the square footage of facilities to be evaluated. We understand that the Government does not expect the offeror to supply a price per square foot? Is that correct. Award will be made on qualifications only; not price. See amendment 3 for clarification.

94. Ref. para. 4.1 (page 11) that states the A/E shall prepare a separate itemized fee proposal for each task identified with the required disciplines, hours, and rates. Is it correct to assume this is after award and during the task order phase and not part of this proposal effort (i.e., at this point, our pricing is limited to fixed-price/rates)? Your assumption is correct.

95. How are ODCs, such as travel costs, to be captured? Ref. para. M.2 that “the government…will add other direct costs if applicable”. Please explain. All costs shall be included by the contractor in their proposal of the specific assessment. See amendment 3 for clarification.

96.

97. On the schedule of Fees for Architect/Engineering Services (pages 3-7), is it expected that the offeror will define the engineering disciplines? Offeror should include all labor categories that might be used in the assessment and report process

98. What are the insurance requirements? Contractor shall provide insurance of their employees. We do not require bonding.

99. Ref para 6.1 The Project Submittal Schedule, we understand that this schedule is to be provided during the task order phase and not within the response to this solicitation. Is this correct? Yes

100. Ref para M.2 Evaluation Quantities, reference is made to “the Government will apply offeror’s proposed fixed-prices/rates to estimated quantities”. It is our understanding that the only cost/price information required to be provided by the offeror is specific rates required to be input onto the Schedule of Fees for Architect/Engineering Services. Is that correct? Yes. Also, it is our understanding that the “estimated quantities” referenced in subsection M.2 and the associated calculation will be done by the Government. Is this correct? No. See amendment 3 for clarification.

101. Is there a page limit to the proposal? See question 2 answer

102. Can a 2-week extension be provided? This is based on the fact that answers to submitted questions will need to be provided by the Government and then offerors will need time to incorporate the Government’s answers into their submittal as appropriate. See amendment 2.