Draft RFP Comments Questions.doc

1. Do we need to provide consultant's information as well as the Architect's (Prime's) information?

No, only the Architect’s (Prime’s) information is needed with the proposal submission.

2. In what format should this information be presented.....Standard SF330 or otherwise?

SF 330 is not applicable to this requirement. Refer to Section L of the RFP (specifically L.6 and L.8) for information pertaining to proposal format.

3. Is there a requirement to stamp and seal in ALL 50 States even though there may not be an office located in every state?

Yes, the requirement includes all 50 states, which should be possible through the reciprocity process. Although there may not be offices located in every state, the locations of OCC’s offices may vary as the locations of banks change.

4. Will we be required to present fees for all of our consultants or only for the Architect (Prime)?

Fees (labor rates) are required only for the Architect (Prime).

5. The document that was posted on January 23, 2009 states "Draft RFP". Is this a typo or will another version of the RFP be issued? If so, what is the approximate time of the release and will the deadline be extended?

This was not a typo. The 1/23/09 version is a Draft that will be finalized as soon as practicable. The proposals will be due 30 days after the RFP is released “officially”.

All dates will be posted to the FBO Web site.

6. Should we include the subcontracting services listed on page 10 in our proposal? If so, should we include hourly rates or just give our recommendations as to whom we would use for each of the services?

No, this information is not required at this time. This information will be required on proposals submitted in response to specific task order requirements.

7. On page 8 it is stated that "....and possess the capability to stamp and seal construction documents in all 50 states." Is it sufficient enough if we can stamp and seal cds in the states where your facilities are located, as mentioned on page 5?

The requirement is the capability to stamp and seal in all 50 states, regardless of where OCC currently has offices.

8. On page 12, C.6.2 Quality Action Plan it states, "The Contractor shall submit a QAP covering the performance measures in Appendix A as part of the response. The final QAP will be negotiated after contract award." Please clarify whether or not we should include our QAP in our proposal? If yes, should it be included in the Technical Volume?

Section L.6(b), Submission of Offers – Technical Volume, will be revised to specify inclusion of the QAP as part of the Technical Volume.

9. What is the deadline for our clients to submit the completed Past Performance Questionnaire? Page 58 states, "TBD" at 2:00 pm.

The deadline has not been specified and will be stated in the final version of the RFP when it is released. The deadline is usually the same date that proposals are due.

10. Should we have each team member complete the Non-Disclosure Agreement and submit with our proposal? If yes, should they be included in the Technical Volume?

Every individual designated as Key Personnel is required to submit a NDA with the proposal. All other employees with be required to sign an NDA prior to performing work under the contract.

Section L.6(a), Submission of Offers – Business/Price Volume, will be revised to specify inclusion of the NDAs as part of the Business/Price Volume.

11. The Contract No. referenced in the Non-Disclosure Agreement is different from the Solicitation Number on the cover page of this RFP. Is this a typo?

This is the current contract number and is not applicable to this RFP. The space should be “blank” for purposes of this RFP. A corrected NDA will be posted with the final RFP.

12. Can we receive the current hourly rates used by Group Goetz Architects?

This information may be available pursuant to the Freedom of Information Act (FOIA). Please visit the OCC Web site at www.occ.gov and click on the FOIA tab on the left of the page for additional information regarding the process.

13. Can we modify the Hourly Rate Tables on pages 3 and 4 to include additional positions? The positions listed on the rate tables do not correspond to the Key Personnel listed on pages 11, 12, and 29.

All references to Key Personnel have been corrected to specify the following Key Personnel positions: Project Director, Project Coordinator, Project Manager, Project Architect, Project Designer, Aperture Operator.

Yes, the hourly rate tables may be modified. The OCC recognizes that companies may utilize different position descriptions and associated minimum qualifications. Additionally, companies may propose certain functions (i.e., administrative, clerical, etc.) as direct labor, whereas others may include such labor as part of indirect expenses. As such, companies may propose additional positions and associated hours and direct labor rates, as necessary. However, positions equivalent to the Key Personnel positions shall be included, at a minimum.

14. In section C.3.1, it states that the Contractor will coordinate the architectural design team. Would there be a separate contract for that team? What duties would that team be responsible for, if this contract is stated to create Design Intent Drawings and Construction Documents?

The “architectural design team” refers to the contractor(s) that will be awarded a contract as a result of this solicitation. C.3.1, Project Management Services, indicates that in addition to coordinating the contractor’s own team, the contractor will also be responsible for coordinating activities that encompass “…numerous consultants, RECA and the OCC team, Landlord, etc.” This will not be a separate contract, but will be part of the task order when it is issued. This immediate contract involves more than creating Design Intent Drawings and Construction Documents.

15. In section C.3.2.5 – under the Note, it states that the Schematic Design and Design Development phases will occur simultaneously as outlined in Attachment 1. I did not see an Attachment 1 to reference. Was that part of the Draft RFP?

Attachment 1 was inadvertently omitted from the Draft RFP. It will be provided with the Final RFP.

16. Is the Contractor required to have a Comprehensive Furniture Management Schedule (CFMS) for Project Management and/or Interior Design/Layout Services? If they do not, would it help with the selection of the Contractor if they did and should that be outlined?

The contractor is not required to have a CFMS schedule. Please refer to Section M for the evaluation criteria for selection.

17. In section C.3.2.7 – it states that the designer shall be experienced using the LEED CI requirements. Does this designer have to be LEED certified?

It is beneficial that the designer be LEED accredited; however, it is not a requirement.

18. We are a small/woman owned business that holds a contract for similar services for another large government entity, and do not have anyone on staff that is a certified Interior Designer. How important is it to have the Project Director and/or Senior Project Manger be a registered architect or licensed interior designer? Would the small business concern outweigh that requirement, if necessary?

In accordance with SOW C.4.2, the Project Director and Project Coordinator shall be a registered architect or licensed interior designer. The Project Manager shall have at least an undergraduate degree in Architecture or Interior Design. A concern’s status as a small business would not outweigh this requirement.

19. Will all design and actual drawing activities be performed at the Contractor’s office (except for meetings and on-site visits)? Or is someone required to be onsite for this contract?

No, there is no requirement for on-site services, except for meetings and on-site visits.

20. Will the OCC provide the Aperture software or is that something that the Contractor would have to purchase?

Yes, the OCC will provide the software.

21. Is it acceptable to partner with another company that does offer some of the services (i.e. stamping construction documents) that we may not offer?

Yes, it is acceptable to partner with another company. The exact nature of the partnership must be fully explained in the proposal.

22. Will the answers to these and all other questions posed, be displayed for all to review prior to issuing a formal RFP?

Yes.

23. I feel it is unreasonable to support an exclusion of those qualified firms outside the DC area. Is it possible to have this qualification removed?

Although the OCC leases space throughout the country, the majority of work is conducted and executed in Washington, DC. Additionally, the Real Estate and Capital Assets (RECA) office that manages all design, construction and facilities work for the OCC is located in DC. Only a small percentage of the workload occurs outside the metropolitan DC area.

24. What will be the responsibilities of the Aperture Operator and is there any particular experience you are looking for this individual to have?

The responsibilities are data input and updating of databases utilizing the Aperture software. In addition, this person shall have experience providing services of the same or similar nature.

25. Which version of Aperture does the agency currently use? (C.4.1, para 2)

The OCC is currently using version 8.05 and migrating to Aperture View 500, a Web-based application.

26. Will the Contractor’s personnel assigned to the contract need security clearances? If Yes, what level?

The contractor personnel must undergo standard background investigations.

27. Reimbursable Expenses need to be clearly defined with regard to printing, plotting, and reproduction. What repro expenses are usual as part of the Contractor’s overhead? Which ones are added to the task order as part of the project cost?

A not-to-exceed amount of $2.5 M has been designated for Other Direct Costs, including travel and other reimbursable expenses such as printing, plotting and reproduction. Generally, repro expenses associated with deliverables to the OCC are added to the task order as part of the other direct project cost. Because accounting for certain costs will vary from company to company, the requirement is for accurate and consistent handling of these costs as either direct or indirect expenses. If they are handled as indirect expenses, the OCC assumes the cost is included in the fully-burdened direct labor rates.

28. Does the agency (OCC COTR) require pre-approval of Contractor staff assigned as substitutions?

In accordance with clause H.15, substitution of key personnel requires advanced notification. “The OCC will provide either its written approval or rejection of the proposed replacement within five working days after receipt of the qualifications material.”

29. Invoices are submitted monthly. What is the agency process for review and approval of invoices? How many days after receipt?

Pursuant to the Prompt Payment Act, invoices are paid (reviewed, approved and processed) no later than 30 days after receipt of a proper invoice.

30. Which Small Business Size Standard is being applied to this contract? Architect’s ceiling is $4.5 million in gross revenues, Interior Designers have a $6.5 million ceiling, A/E firms have a $7.5 million gross ceiling. It is much easier to meet the 40% Small Business subcontracting goals if the higher ceilings are used.

The applicable NAICS code for this requirement is 541310, Architectural Services, for which the small business size standard is $4.5 M. The primary consideration in determining the proper NAICS is the nature of the work to be performed.

31. Is this procurement being conducted in accordance with the Brooks Act (P.L. 92-582) on a QBS basis? If Yes, pricing data is not to be considered until after the best qualified firm is selected and notified of the selection in accordance with Sec. 904. <40 U.S.C. 544> (a). The RFQ involves design services performed by Architects and Engineers, and therefore, these services must be procured in accordance with FAR 36.6.

No, this procurement is not being conducted in accordance with the Brooks Act. The Contracting Officer has made a determination pursuant to FAR Subpart 36.6, which identifies the exceptions to the Qualifications-Based Selection (QBS) procedures outlined therein, that:

1. The SOW for to the OCC’s requirement does not to a substantial or dominant extent specify performance or approval by a registered or licensed architect or engineer. Only Construction Documentation requires a licensed architect to stamp and seal drawings.

2. It is likely that A-E firms will submit proposals in response to the solicitation.

3. The determination that this requirement is not A-E, although A-E firms will be solicited, is not made to circumvent the Act.

4. Utilization of competitive procedures described in FAR Part 15 is proper and considered to be in the best interest of the agency.

32. We recommend OCC consider increasing the number, type and grade of disciplines required under the solicitation. This will ensure the best mix of skill levels and prices for the different types and sizes of tasks anticipated under this contract. For example, Senior, Mid-Level and/or Junior position could be identified for such as Architect and Interior Designer.

Please see the response to Question #13.

33. Would you consider in-house engineering to be an advantage since the proposed scope of work includes the preparation of facility designs and construction documents following sustainable design principles? We recommend adding Mechanical Engineers and Electrical Engineers to the required disciplines.

MEP is included in C.3.7, Additional Services. In-house engineering is considered neither an advantage nor a disadvantage.

34. We recommend adding a Federal Real Property expert as a Key Personnel position for the overall OCC program.

This expertise is not considered to be a part of this requirement.

35. We recommend adding Cost Estimating to your list of required disciplines.

Cost Estimating has been added to C.3.7, Additional Services.

36. We recommend adding a Data Center Specialist to support your Data Center program.

Data Center facility relocation consultation is already included in C.3.7, Additional Services.

37. We recommend adding a Senior Consultant and a consultant category to the list of required disciplines.

Additional consultants may be added to the contract as requirements dictate.

38. For Item C.2.3.5 Design Development, could you please provide Attachment 1 that outlines the typical project process?

Attach 1 will be provided with the Final RFP. It was inadvertently omitted from the Draft RFP.

39. Could you please clarify the requirement for Aperture Operator? Would a person experienced in operating a different kind of CAFM system and the ability to be quickly trained on the Aperture CAFM system be suitable?

Please see the response to Question #24. Experience in operating a different kind of CAFM would be considered during the evaluation of this key person’s capabilities.

40. We recommend OCC consider having the proposing firm identify local branch offices at key locations outside the Washington DC area.

The requirement is to work with the firm’s team in the Wash DC area.

41. There appear to be some inconsistencies between the Key Personnel requirements and the labor categories used in the sample Pricing Table.

All references to Key Personnel have been corrected to specify the following Key Personnel positions:

Project Director

Project Coordinator

Project Manager

Project Architect

Project Designer

Aperture Operator

42. Could you provide the anticipated labor hours on this contract?

See Section B.

43. Under category L.8.3, can projects currently under design or under construction/execution be used as sample projects?

Yes.

44. Will the OCC consider holding interviews as part of the selection process?

In accordance with L.9, the OCC may use Oral Presentations as part of the selection process.

45. Has the OCC determined the total number of awards to be made?

No.

46. Given the number of tasks to be executed under this contract, it may be useful to evaluate each firm’s ability to concurrently respond to and process multiple task order for various OCC offices in various geographic areas.

The evaluation of a firm’s ability to provide concurrent services in multiple geographic areas is inherent in the evaluation of factor a) Contractor Experience/Technical Capability, as defined in Section M.4.1.

47. In section B.3 you indicate 6 positions for which you require a unit price cost per hour. In section.4.2, you list the 6 Key Personnel for whom you want resumes. These lists do not match up person/title to person/title. Is that correct?

Please see the response to Question #41.

48. In section C.3.9, the RFP addresses Weekly Coordination Meetings, Weekly Status Meetings and Status Reports. Is the scope of work for these meetings and reports a separate task order or will they be included in the task orders issued for each project? How will this item in the scope of work be contracted?

This specific issue is negotiable and will be decided with the awardees. It can be scoped as a separate task or included in each project.

49. In section L.2, item (f) (1), page 55, it is noted that the government may issue multiple contracts for this work. What do you estimate the minimum number and maximum number of contracts to be issued?

This has not been determined.

50. In sections H-9 through H-12, the phrase “Error! Reference source not found. Error! Reference source not found.” When referencing specific requirements under these sections. When will these references be quoted as part of the RFP?

This will be corrected in the Final RFP. These were hyperlinks to specific information on the security badge process.

51. In section C.5, you describe a project management system. Does the OCC have a specific project management system tool that they currently use or have used in the past for these tasks? Can the OCC provide examples of tools that they find acceptable for these tasks? Or is the description noted in section C.5 a series of procedures and protocols using multiple software tools?

This is an aspect of the requirement that affords offerors an opportunity to demonstrate their project management capabilities and experience. As stated in the multi-part question, an effective PM system may be comprised of various procedures, protocols and software tools.

52. Why is OCC going from one firm doing all of the work to multiple IDIQ contracts? How much work is in the pipeline?

In accordance with a statutory preference for multiple-awards for IDIQ contracts, the OCC determined it appropriate to consider multiple awards for this requirement. The total estimated value of the requirement is $45M over a five-year period.

53. How many IDIQ contracts do you expect to release?

A specific number has not been determined.

54. May Group Goetz reapply?

The incumbent is not prohibited from competing

55. Can you please explain the differences in the FAR? How does it affect this selection process?

This procurement is being conducted in accordance with FAR Part 15, Contracting By Negotiation, in lieu of FAR Part 36, Construction and Architect-Engineer Contracts. Please see the response to Question #31 for additional information.

56. What is an Aperture Operator?

Please see the responses to Questions #24 and #39.

57. Do we need to submit a signed Conditional Access form?

Please see the response to Question #10.

58. Do we have to select specific subcontractors (listed on page 10 including SBE, etc.) at this point or only submit the Subcontracting Plan?

No. Only submit the Subcontracting Plan.

59. What is your advice for completing the Subcontracting Plan when we don’t yet know the contract amounts?

The OCC realizes that any percentages or dollar amounts for subcontract awards to small businesses would be estimates only. Offerors shall utilize their best judgment based on a total estimated contract value as determined by completion of Section B of the RFP.

60. Who are the SBAs who have worked with Treasury/OCC in the past?

Settles Associates, Inc.

61. Explain why the unit and extended prices are filled in under CLIN 0007.

It would be difficult for offerors to estimate what this amount should be. Therefore, to ensure consistency amongst offers relative to Other Direct Costs, an amount is provided.

62. Provide more information regarding project sizes for preliminary assessments and project initiations.

C.2.1 provides the current real estate portfolio. Any projects would fall within these square footages.

63. Expand on what criteria OCC uses when deciding if a project should aim for LEED certification.

Each project is evaluated on a case-by-case basis as to whether or not it will be LEED certified.

64. Explain whether or not real estate site/building feasibility evaluations include financial or cost estimates—or is this the role of your real estate consultant?

This is the role of the real estate consultant.

65. Please define work letter analysis.

The lease work letter analysis is primarily focused on review and coordination of project schedules.

66. Explain if space data includes existing facility inventories.

It has not yet to date included existing facility inventories.

67. Explain if post-occupancy evaluations are currently being performed.

Yes.

68. Please consider allowing a Project Director/Senior Project Manager that in lieu of registration has significant and directly relatable work experience.

Please see the responses to Questions #18 and #41.

69. Explain if the role of Aperture Operator be a dedicated, full-time person.

To date it is not; however, it could become a full-time position as requirements expand.