Clarification - CDM Smith Response.pdf

12400 Coit Road, Suite 400

Dallas, TX 75251

April 30, 2024

Ms. Ana Machiche Procurement Officer Arizona Department of Environmental Quality 1110 Washington Street Phoenix, AZ 85007

RE: Request for Clarification – Solicitation Number: BPM006010 “ASRAC Assessment and Remediation of Hazardous Substances”

Dear Ms. Machiche:

CDM Smith Inc. (CDM Smith) is pleased to provide a written response to this Request for Clarification for subject Solicitation via email by COB, April 30, 2024.

Attachment 6 – Key Personnel and Attachment 8 -Organization Profile:

The response to Attachment 6 – Key Personnel lists fifteen (15) key personnel, however, only one

(1) of the key personnel listed is located in Phoenix, AZ.

The response to Attachment 8 – Organization Profile, “Capacity” section indicates the Phoenix office, capacity (% of staff available to perform the work as state at the location) at 20% of 42 staff.

Clarify the following:

1. Is the 20% accurate, as only one key personnel is located in Phoenix, AZ?

2. Are other staff from the Phoenix office available to perform work under the ASRAC contract?

3. If travel to Arizona is required, will the remaining fourteen (14) key personnel be requesting travel expense reimbursement from ADEQ?

CDM Smith Reponses:

1. Is the 20% accurate, as only one key personnel is located in Phoenix, AZ?

Response: The ADEQ did not offer details of project specific scope of work or project needs under the contract. The 20% was an estimation based on similar state contracts in similar situations CDM Smith has had experience with. CDM Smith’s Phoenix location currently has 42 staff in the office. Our

Request for Clarification – Solicitation Number:

BPM006010 “ASRAC Assessment and Remediation of Hazardous Substances” March 8, 2024 percent of staff available to support and perform the work required by the ASRAC contract is accurate and includes three (3) Environmental Engineers, two (2) Hydrologists/hydrogeologist, one (1) Chemical Engineer, two (2)technicians, and one (1) construction manager. Additional CDM Smith personnel in the Phoenix office are qualified to support the ADEQ ASRAC contract with remediation systems design (civil, mechanical, structural and electrical engineers), operations and maintenance, CAD design, administrative support, and other field activities. It is important to note that our personnel in Phoenix are also HAZWOPER trained. Additionally, to ensure cost effectiveness while servicing the contract, CDM Smith anticipates utilizing local subcontractors to support some of the field work activities, including soil and groundwater sampling.

When identifying the key staff for this contract, CDM Smith understood it was important to demonstrate our high-level technical experience working with projects in the arid southwest geography or similar site conditions while demonstrating high level proficiency with the technical challenges in these type of environment conditions. Our response to presenting our key staff was to showcase our most technically qualified personnel that can support the most challenging environmental risks associated with the ASRAC contract located within the closest geographical proximity to the state of AZ. The key staff CDM Smith has identified for this contract are expected to work in close collaboration with the local Phoenix office staff. Different than most consulting firms in our industry, CDM Smith is a Matrix organization. The benefits of a Matrix organization include:

1. Efficient Communication and Collaboration,

2. Increased Flexibility and Adaptability,

3. Optimal Resource Utilization, and,

4. Enhanced Employee Motivation & Development

We strive to make the best use of the available human and material resources and to share resources (ideas, labor, etc.) to allocate across projects and functions based on the specific client needs. This ultimately results in reduced costs, avoids duplication, and increases efficiency.

If CDM Smith is selected, once we gain a better understanding of the project needs and scope of work requirements, CDM Smith will ensure personnel assignments will address ADEQ ASRAC contract needs.

Additionally, CDM Smith is committed to at any time add personnel as the need is identified, through strategic hiring.

2. Are other staff from the Phoenix office available to perform work under the ASRAC contract?

Request for Clarification – Solicitation Number:

BPM006010 “ASRAC Assessment and Remediation of Hazardous Substances” March 8, 2024

Response: Please see the response provided to Question #1 above. Additional CDM Smith Phoenix office personnel are available to perform work under the ASRAC contract.

3. If travel to Arizona is required, will the remaining fourteen (14) key personnel be requesting travel expense reimbursement from ADEQ?

Response: CDM Smith does not anticipate the need for personnel to travel from out of state. We anticipate the CDM Smith local staff available will be able to support the ADEQ ASRAC contract needs for work to be completed on-site or which requires in-person presence, with technical support being provided remotely by key personnel and technical experts. This is in part due to our Matrix organization capabilities and resources. If necessary, key technical personnel may travel from out of state on a case-by-case basis. Alternatively, out of state personnel will rely on readily available virtual meeting platforms for expedited communication with ADEQ. As mentioned above, CDM Smith is committed to at any time add personnel as the need is identified, through strategic hiring to satisfy the ADEQ ASRAC contract requirements.

CDM Smith greatly appreciates the opportunity to respond to ADEQ’s Request for Clarification – Solicitation Number: BPM006010 “ASRAC Assessment and Remediation of Hazardous Substances”.

Please contact me (903.571.3868; ortizca@cdmsmith.com) should you have any questions or require additional information regarding the contents of our submittal.

Very truly yours, Carlos A. Ortiz Client Service Leader/Associate CDM Smith Inc.

Main Office 1110 Washington Street • Phoenix, AZ 85007

(602) 771-2300

Southern Regional Office 400 West Congress Street • Suite 433 • Tucson, AZ 85701

(520) 628-6733

Katie Hobbs Governor

Karen Peters Cabinet Executive Officer Executive Deputy Director

April 26, 2024

CDM Smith, Inc.

Carlos Ortiz, Principal-in-Charge 11811 North Tatum Boulevard, Suite #3030 Phoenix, AZ 85028

SENT VIA EMAIL: OrtizCA@cdmsmith.com

Re: Request for Clarification – Solicitation Number: BPM006010

“ASRAC Assessment and Remediation of Hazardous Substances”

Dear Mr. Ortiz:

ADEQ requests a written response to this Request for Clarification for subject Solicitation via email to Machiche.Ana@azdeq.gov by COB, April 30, 2024.

Attachment 6 – Key Personnel and Attachment 8 – Organization Profile:

The response to Attachment 6 – Key Personnel lists fifteen (15) key personnel, however, only one (1) of the key personnel listed is located in Phoenix, AZ.

The response to Attachment 8 – Organization Profile, “Capacity” section indicates the Phoenix office, capacity (% of staff available to perform the work as state at the location) at 20% of 42 staff.

Clarify the following:

1. Is the 20% accurate, as only one key personnel is located in Phoenix, AZ?

2. Are other staff from the Phoenix office available to perform work under the ASRAC contract?

3. If travel to Arizona is required, will the remaining fourteen (14) key personnel be requesting travel expense reimbursement from ADEQ?

If you have any questions regarding this notification, please contact Ana Machiche at Machiche.Ana@azdeq.gov or 602-771-4140.

Sincerely, Ana Machiche, Procurement Officer mailto:Machiche.Ana@azdeq.gov mailto:Machiche.Ana@azdeq.gov

Request for Proposal

Solicitation No. BPM006010

ASRAC Assessment and Remediation of Hazardous Substances

Arizona Department of Environmental Quality (ADEQ)

1110 W. Washington Street Phoenix, AZ 85007

Solicitation Attachment – Conformance Statements | Revision No. 1 | Revised 11-22

Attachment 5 – Conformance Statements

If taking exceptions, the relevant subsequent pages titled “Attachment Supplements” must be completed.

Attach additional pages as needed.

STATE WILL NOT CONSIDER ANY EXCEPTIONS UNLESS DESIGNATED ON THIS FORM.

READ ALL INSTRUCTIONS TO OFFERORS BEFORE TAKING ANY EXCEPTIONS. OFFERS WITH EXCEPTIONS MAY BE FOUND NOT SUSCEPTIBLE FOR AWARD UNDER A.A.C. R2-7-C311 OR RECEIVE LOWER SCORES DURING EVALUATION.

IF NEITHER BOX IS CHECKED UNDER ANY SECTION BELOW, THE OFFEROR’S RESPONSE TO THAT SECTION WILL BE CONSIDERED “YES” AND STATE WILL INTERPRET THE OFFER AS IF THERE WERE NO EXCEPTIONS TAKEN.

CONFORMANCE TO THE INSTRUCTIONS TO OFFERORS

Check one of the following:

X YES – Offeror acknowledges that it has read and understands the Special Instructions to Offerors and Uniform Instructions to Offerors of the Solicitation Documents and attests that its Offer complies with both.

☐ NO – Offeror acknowledges that it has read and understands the Instructions to Offerors in the Solicitation Documents, and attests that its Offer complies with both EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Instructions.

CONFORMANCE TO THE SCOPE OF WORK

X YES – Offeror acknowledges that it has read and understands the Scope of Work Document and the Pricing Document of the Solicitation Documents and attests that its Offer complies with both.

☐ NO – Offeror acknowledges that it has read and understands the Scope of Work Document and the Pricing Document of the Solicitation Documents and attests that its Offer complies with both EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Scope of Work.

CONFORMANCE TO THE CONTRACT TERMS AND CONDITIONS

☐ YES – Offeror acknowledges that it has read and understands the Special Terms and Conditions and the Uniform Terms and Conditions, along with their respective Exhibits and Appendices of the Solicitation Documents and attests that its Offer complies with all.

X NO – Offeror acknowledges that it has read and understands the Special Terms and Conditions and the Uniform Terms and Conditions, along with their respective Exhibits and Appendices of the Solicitation Documents and attests that its Offer complies with all EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Contract Terms and Conditions.

CDM Smith Inc. 5/8/2024

Company name Signature of person authorized to sign Date

Arizona Department of Environmental Quality (ADEQ)

Attachment Supplement 5 – Conformance Statements - Exceptions to Instructions

Article / paragraph or exhibit reference

RFP language (Copy and paste from Solicitation) Alternate language and Rationale

Special Instructions to Offerors

1 N/A N/A

2 N/A N/A

3 N/A N/A

Uniform Instructions to Offerors

1 N/A N/A

2 N/A N/A

3 N/A N/A

Arizona Department of Environmental Quality (ADEQ)

Attachment Supplement 5 – Conformance Statements - Exceptions to Scope of Work or exhibit reference

RFP language (Copy and paste from Solicitation) Alternate language and Rationale

Scope of Work

1 N/A N/A

2 N/A N/A

3 N/A N/A

Arizona Department of Environmental Quality (ADEQ)

Attachment Supplement 5 – Conformance Statements - Exceptions to Contract Terms and Conditions or exhibit reference

RFP language (Copy and paste from Solicitation) Alternate language and Rationale

Special Terms and Conditions

1 Insurance – 1.2.4.C. Professional Environmental Liability. The Policy shall cover professional misconduct or lack of negligent acts for those positions defined in the Scope of Work of this Contract.

Alternate Language: The Policy shall cover professional misconduct or omission for those positions defined in the Scope of Work of this Contract.

2 N/A N/A

3 N/A N/A

Uniform Terms and Conditions

X N/A N/A

N/A N/A N/A

N/A N/A N/A

Ana Machiche <machiche.ana@azdeq.gov>

Re: Insurance Module Question 1 message

James Abdo <james.abdo@azdoa.gov> Mon, Apr 8, 2024 at 1:55 PM To: Ana Machiche <machiche.ana@azdeq.gov>

Hi Ana, The change is acceptable.

James Abdo Senior Insurance Analyst ADOA – Risk Management Division | State of Arizona 100 North 15th Avenue, Suite 301, Phoenix, AZ 85007 Mailing Address: 1802 W. Jackson Street #93, Phoenix, Arizona 85007 New Phone: (480) 381-0606 | james.abdo@azdoa.gov https://doa.az.gov/

On Mon, Apr 8, 2024 at 12:10 PM Ana Machiche <machiche.ana@azdeq.gov> wrote:

Hi James, My solicitation closed and I have a bidder that is asking for an exception to Insurance module on page 62, Section 1.2.4.C as follows:

From:

Professional Environmental Liability. The Policy shall cover professional misconduct or lack of negligent acts for those positions defined in the Scope of Work of this Contract.

To:

The Policy shall cover professional misconduct or omission for those positions defined in the Scope of Work of this Contract.

Please let me know if you have any questions.

Thank you, Ana Machiche, CPPB Contract Manager

(602) 771-4140 azdeq.gov Your feedback matters to ADEQ. Visit azdeq.gov/feedback

For ADEQ Staff: ADEQ Business and Finance Sites Page

On Fri, Mar 1, 2024 at 8:29 AM James Abdo <james.abdo@azdoa.gov> wrote:

You are very welcome Ana. Thanks for reaching out. I'm here to help.

James Abdo Senior Insurance Analyst

5/28/24, 2:18 PM State of Arizona Mail - Re: Insurance Module Question https://mail.google.com/mail/u/0/?ik=58f7a56870&view=pt&search=all&permthid=thread-a:r9159453754721156999%7Cmsg-f:1795801509817114716… 1/4 https://www.google.com/maps/search/100+North+15th+Avenue,+Suite+301,+Phoenix,+AZ+85007?entry=gmail&source=g https://www.google.com/maps/search/1802+W.+Jackson+Street+%2393,+Phoenix,+Arizona+85007?entry=gmail&source=g mailto:james.abdo@azdoa.gov https://doa.az.gov/ mailto:machiche.ana@azdeq.gov http://azdeq.gov/ http://azdeq.gov/feedback http://azdeq.gov/feedback https://sites.google.com/azdeq.gov/adeqbusinessfinance/home-page mailto:james.abdo@azdoa.gov

Ana Machiche <machiche.ana@azdeq.gov>

RE: Solicitation No. BPM006010 (ASRAC Assessment and Remediation of Hazardous Substances) - Clarification #1 1 message

Ortiz, Carlos A. (Dallas) <ortizca@cdmsmith.com> Wed, May 8, 2024 at 11:38 AM To: Ana Machiche <machiche.ana@azdeq.gov>, "Adams, Timothy P. (Denver)" <adamstp@cdmsmith.com>

Ana, Per our discussions and the information reviewed, please find our revised Attachment 5 Form – Conformance Statement for CDM Smith’s submittal.

Thanks.

Carlos A. Ortiz Environmental Client Service Leader

WCG, North America Unit CDM Smith 12400 Coit Road, Suite 400, Dallas, TX 75251

m. 903.571.3868

e. ortizca@cdmsmith.com web. cdmsmith.com

Our Digital Company: Trinnex - Trust in What's Next

From: Ana Machiche <machiche.ana@azdeq.gov> Sent: Friday, April 12, 2024 12:49 PM To: Ortiz, Carlos A. (Dallas) <ortizca@cdmsmith.com>; Adams, Timothy P. (Denver) <adamstp@cdmsmith.com> Subject: Solicitation No. BPM006010 (ASRAC Assessment and Remediation of Hazardous Substances) - Clarification #1

Hello Carlos and Tim, 5/10/24, 7:11 AM State of Arizona Mail - RE: Solicitation No. BPM006010 (ASRAC Assessment and Remediation of Hazardous Substances) - Clarifi… https://mail.google.com/mail/u/0/?ik=58f7a56870&view=pt&search=all&permthid=thread-a:r-7711059383486929741%7Cmsg-f:179851077116308679… 1/2 https://www.google.com/maps/search/12400+Coit+Road,+Suite+400,+Dallas,+TX+75251?entry=gmail&source=g https://www.google.com/maps/search/12400+Coit+Road,+Suite+400,+Dallas,+TX+75251?entry=gmail&source=g mailto:ortizca@cdmsmith.com http://www.cdmsmith.com/ https://www.trinnex.io/ https://www.cdmsmith.com/ https://www.cdmsmith.com/ https://www.facebook.com/CDMSmith/ https://www.facebook.com/CDMSmith/ https://twitter.com/CDMSmith https://twitter.com/CDMSmith https://www.instagram.com/cdmsmith/?hl=en https://www.instagram.com/cdmsmith/?hl=en https://www.linkedin.com/company/cdmsmith/ https://www.linkedin.com/company/cdmsmith/ https://www.youtube.com/user/CDMSmith https://www.youtube.com/user/CDMSmith mailto:machiche.ana@azdeq.gov mailto:ortizca@cdmsmith.com mailto:adamstp@cdmsmith.com

Thank you for taking time off your busy schedule to discuss the submitted "Attachment 5 - Conformance Statements" to the ASRAC Solicitation. As discussed, ADEQ is requesting the following:

Exception Request #1 (13.7. Removal of Personnel) to the Special Terms and Conditions be removed. This has not been an issue in the past and if it came up it would be reviewed by Procurement.

Exception Requests #1 and #2 to the Uniform Terms and Conditions be removed. ADEQ is unable to change any of the Uniform Terms and Conditions. If not applicable, it does not apply.

ADEQ is able to grant exception request #2 (Insurance - 1.2.4.C) to the Special Terms and Conditions.

I am attaching a new Attachment #5 to be completed if CDM Smith is in agreement to the above requests. If in agreement, remove all of the exceptions and only keep the Insurance exception. Return the completed attachment by COB, Friday, April 19, 2024.

If you have any questions, please let me know.

Thank you, Ana Machiche, CPPB Contract Manager

(602) 771-4140 azdeq.gov

Your feedback matters to ADEQ. Visit azdeq.gov/feedback

For ADEQ Staff: ADEQ Business and Finance Sites Page

BPM006010_ATTACH_05_Conformance Statements_CDM Smith_UPDATE.docx 49K

5/10/24, 7:11 AM State of Arizona Mail - RE: Solicitation No. BPM006010 (ASRAC Assessment and Remediation of Hazardous Substances) - Clarifi… https://mail.google.com/mail/u/0/?ik=58f7a56870&view=pt&search=all&permthid=thread-a:r-7711059383486929741%7Cmsg-f:179851077116308679… 2/2 https://urldefense.com/v3/__http:/azdeq.gov/__;!!OZ2Q16syoZo!75GGpYN9ks296yyKZ3SmslKYZbx2ZEOmqNGJvFgQ059QbIz70m16xQfV8daIs-pLjblhai7DfCl-4HtLvYJ-mtWWaqA$ https://urldefense.com/v3/__http:/azdeq.gov/feedback__;!!OZ2Q16syoZo!75GGpYN9ks296yyKZ3SmslKYZbx2ZEOmqNGJvFgQ059QbIz70m16xQfV8daIs-pLjblhai7DfCl-4HtLvYJ-tNzf4G8$ https://urldefense.com/v3/__http:/azdeq.gov/feedback__;!!OZ2Q16syoZo!75GGpYN9ks296yyKZ3SmslKYZbx2ZEOmqNGJvFgQ059QbIz70m16xQfV8daIs-pLjblhai7DfCl-4HtLvYJ-tNzf4G8$ https://urldefense.com/v3/__https:/sites.google.com/azdeq.gov/adeqbusinessfinance/home-page__;!!OZ2Q16syoZo!75GGpYN9ks296yyKZ3SmslKYZbx2ZEOmqNGJvFgQ059QbIz70m16xQfV8daIs-pLjblhai7DfCl-4HtLvYJ-RPh321E$ https://mail.google.com/mail/u/0/?ui=2&ik=58f7a56870&view=att&th=18f5980477e3bfca&attid=0.1&disp=attd&safe=1&zw https://mail.google.com/mail/u/0/?ui=2&ik=58f7a56870&view=att&th=18f5980477e3bfca&attid=0.1&disp=attd&safe=1&zw