DCKA-2024-R-0042_Amd3.pdf

AMENDMENT OF SOLICITATION

1. Solicitation Number Page of Pages

DCKA-2024-R-0042 1 2

2. Amendment/Modification Number

3. Effective Date 4. Requisition/Purchase Request No. 5. Solicitation Caption

Amendment No. 03

See Block 16C.

N/A

Safe and Efficient Deployment of Autonomous Vehicles Study

6. Issued by: Code 7. Administered by (If other than line 6) District Department of Transportation

Office of Contracting and Procurement

250 M Street, SE, 7th Floor

Washington, DC 20003

District Department of Transportation

Office of Contracting and Procurement

250 M Street, SE, 7th Floor

Washington, DC 20003

8. Name and Address of Contractor (No. street, city, county, state and zip code)

ALL OFFERORS

9A. Amendment of Solicitation No.

DCKA-2024-R-0042

9B. Dated (See Item 11)

See Block 16C.

10A. Modification of Contract/Order No.

Code

Facility

10B. Dated (See Item 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended. is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __________ copies of the amendment: (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) BY separate letter or fax which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such may be made by letter or fax, provided each letter or telegram makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. Accounting and Appropriation Data (If Required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACT/ORDERS ,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14

A. This change order is issued pursuant to (Specify Authority): 27 DCMR, Chapter 36, Contract Modifications The changes set forth in Item 14 are made in the contract/order no. in item 10A.

B. The above numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriation data etc.) set forth in item 14, pursuant to the authority of 27 DCMR, Chapter 36, Section 3601.2.

C. This supplemental agreement is entered into pursuant to authority of:

27 DCMR 3601.2 Change Clause, 27 DCMR 2005.6(d) as amended.

D. Other (Specify type of modification and authority)

E. IMPORTANT: Contractor is not is required to sign this document and/or return 1 copy to the issuing office.

14. Description of Amendment/Modification (Organized by UCF Section headings, including solicitation/contract subject matter where feasible.)

The purpose of Amendment No. 03 is to provide clarifications and changes to the solicitation:

1. All proposals documents must be submitted via the DTAP portal at https://dtap.ddot.dc.gov/ by Monday, February 26, 2024, 2:00 pm EST. Please DO NOT use Ariba E-Sourcing for proposal submission. Please refer to the answer for question #10 for more details.

2. See attached Answers to Questions received by Friday, February 9, 2024.

3. See attached Proposal Submission Checklist to for items to include in your proposal submissions.

4. See attached DTAP Proposal Submission screenshot for details on how to submit your proposal.

Except as provided herein, all terms and conditions of the document is referenced in Item 9A or 10A remain unchanged and in full force and effect.

15A. Name and Title of Signer (Type or print) 16A. Name of Contracting Officer

LaTonya T Holland 15B. Name of Contractor

(Signature of person authorized to sign)

15C. Date Signed 16B. District of Columbia

LaTonya T. Holland (Signature of Contracting Officer)

16C. Date Signed

02/16/2024 https://dtap.ddot.dc.gov/

DDOT RFP DCKA-2024-R-0042 (January 2024) Safe and Efficient Deployment of Autonomous Vehicles Study Page 1 of 8

DDOT OCP

Questions & Answers for

Solicitation

DCKA-2024-R-0042

Safe and Efficient Deployment of Autonomous Vehicles Study

Issued February 16, 2024

No. Vendor Questions DDOT Answers

1 Can DDOT provide information on the expected available budget for this work?

No, DDOT does not provide estimates or anticipated budgets for any projects during the solicitation phase.

2 Section B.4.1 states that “For contracts more than $250,000, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with section

H.9.1.” Can DDOT confirm whether the contract will be more than $250,000 so that proposers can determine whether this clause applies here?

An offeror's proposal could be less than, equal to, or more than $250,000. If the vendor's proposal goes over $250,000, then the vendor is required to demonstrate how they intend on delegating 35% of the contract price performed by subcontractor(s). This includes providing the name(s) of the subcontractors and the amount to be spent with the subcontractor(s).

3 Section H.5.1 states that “For contracts for services in the amount of $300,000 or more, the Contractor shall comply with the First Source Employment

Agreement Act of 1984, as amended, D.C. Official Code § 2-219.01 et seq.

(First Source Act).” Can DDOT confirm whether the contract will be $300,000 or more so that proposers can determine whether this clause applies here?

An offeror's proposal could be less than, equal to, or more than $300,000. If the vendor's proposal goes over $300,000, then the vendor is required to complete and return Attachment J.4 New - Non-

Construction First Source Employment

Agreement Form with their proposal.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 2 of 8

4 Section G.6.2.1 requires Contractors to pay subcontractors within 7 days of

Contractor’s receipt of payment from

District. Will the District consider changing this requirement to 15 days?

Alternatively, will the District consider changing it to 7 business days rather than calendar days, in order to account for weekends and holidays?

Section G lists the District's standard contract language, and that language cannot be changed, altered, or amended.

5 Section H.9.3 requires that “Within twenty-one (21) days of the date of award, the Contractor shall provide fully executed copies of all subcontracts identified in the subcontracting plan to the CO, CA, District of Columbia

Auditor, and the Director of DSLBD.”

Because subcontractors may require time to review the relevant DDOT contract terms, and may desire to negotiate terms in the subcontract itself, will DDOT consider amending this requirement so that executed copies of subcontracts would be due to DDOT within 10 days after actual execution of the subcontract rather than within 21 days of prime contract award?

It is expected that the prime contractor will review DDOT contract requirements and terms with subcontractors when preparing technical and price proposals.

Subcontractors selected by the prime contractor should be well informed of the tasks and requirements that they will be completing on the project in advance of the District issuing a contract award to the prime contractor.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 3 of 8

6 Will DDOT consider amending the first sentence of the second paragraph of

Section I.9.A to read: “The Government of the District of Columbia shall be included in all policies, where applicable and allowable by law, required hereunder to be maintained by the

Contractor and its subcontractors (except for workers’ compensation, Network

Security/Privacy (Cyber) Liability, and professional liability insurance) as an additional insureds for claims against

The Government of the District of

Columbia relating to this contract, with the understanding that any affirmative obligation imposed upon the insured

Contractor or its subcontractors

(including without limitation the liability to pay premiums) shall be the sole obligation of the Contractor or its subcontractors, and not the additional insured.”

Section I.9(A) cannot be amended.

DDOT will not add "Network

Security/Privacy (Cyber) Liability" to the sentence indicated. Section I.9 specifies

Worker’s Compensation and

Professional where additional insured provisions are well established. This includes where applicable and allowable by law to cover fluid situations like Cyber where additional insured status may or may not be available. If additional insured status is unavailable under the vendor’s Cyber, then DDOT will not look for affirmative additional insured status on that line.

7 Will DDOT consider amending the requirement in Section I.9(B)(5) that

“continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least ten years after the completion of the professional services” from ten years to three years, which is customary?

Section I.9(B)(5) cannot be amended.

This provision contemplates the “long-tail” natured of Professional Liability exposures and claims.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 4 of 8

8 Will DDOT consider removing the final two sentences of Section I.9.I, or alternatively, modifying the final two sentence to read: “The Government of the District of Columbia may reasonably change the above insurance coverage requirements during the Term by giving

Contractor at least 30 days’ notice of the change. Contractor must comply, at your expense, and deliver to the CO evidence of compliance before the change becomes effective. However, notwithstanding the foregoing, should such change result in increased costs to

Contractor or should Contractor be unable to obtain any additional coverage required, such inability shall not be deemed a default or breach of contract, and the parties may either execute an amendment to cover such increased costs or either party may elect to terminate the

Agreement for convenience.”

No, Section I.9(I) cannot be amended.

9 Will DDOT consider a modification to

Section 9 of the Standard Contract

Provisions in J.1 for purposes of this project so that the indemnification obligation is predicated on a negligence standard, which we believe would be more appropriate for this work?

No, modifications will not be considered at this time for the District’s Standard

Contract Provisions.

10 Amendment 2’s presentation instructs consultants to submit proposals via

DTAP instead of Ariba (as indicated in the RFP). However, when logged into

DTAP, we are not seeing a button for uploading proposal documents/submitting proposals on the

“Solicitation - DCKA-2024-R-0042.”

Will you please provide further instruction?

All proposal documents must be submitted via DTAP portal. Please DO

NOT use Ariba E-Sourcing system. First, register and create an ID on DTAP website: https://dtap.ddot.dc.gov/. Once you log into your account, go to the

Submittals tab. Click on "Add New

Documents" button. After adding all proposal documents, click on "Submit" button to submit. Please see attached picture.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 5 of 8

11 The RFP requested that addenda/amendments be acknowledged electronically via Ariba’s E-Sourcing system. Since Ariba is no longer required for this proposal, should we have the addenda/amendments signed and attached to the end of the proposal?

All addenda and amendments should be signed and submitted along with the proposals via the DTAP portal. Please

DO NOT use Ariba E-Sourcing system.

12 Will a front and back cover and/or table of contents count toward the 30-page limit?

A front cover, back cover, and table of contents will not count toward the 30-page limit for the technical proposal requirement.

13 For the Safety Lead role, would DDOT accept an engineering degree from an engineering program with a systems component?

Yes, this would be acceptable as long as the resume/bio makes clear how this individual has the appropriate technical background for this role.

14 Will you please confirm that the items listed under L.17.1 (page 57 of the RFP) do not need to be included with the proposal and will only need to be provided upon request?

Please submit business licenses, registrations, and certifications with the proposals at the same time.

15 Will you please confirm that the copies of “each District of Columbia license, registration, or certification” are part of the documents excluded from the page limits?

Business licenses, registrations, and certifications are excluded from the 30-page limit for the technical proposal requirement.

16 Page 58 of the RFP states, “Please refer to section C.6 and L.20 for the key personnel requirements.” However, there is no L.20 in the RFP. Will you please clarify?

For Key Personnel requirements, please refer to section C.6 and L.19. There is no section L.20. L.20 is a typo.

17 For “Evaluation Criteria 3: Team

Members,” the RFP requests, “time spent and time period per relevant experience.” Are you seeking the amount of hours an individual clocked to a project, the timeframe of the project, or both?

For Evaluation Criteria 3: Team

Members, please state beginning and ending month and year of the experience for each team member. For example (Jan

2020 - July 2023).

Safe and Efficient Deployment of Autonomous Vehicles Study Page 6 of 8

18 Do the following documents have to be completed and returned with the proposal or will they only be required upon contracting?

-Tax Certification Affidavit

-New Construction First Source

Employment Agreement

Attachment J.7 Tax Certification

Affidavit and Attachment J.4 New Non-

Construction First Source Employment

Agreement Form (if required) should be completed and returned with the proposal at the same time.

Please see question 3 for more details on

Non-Construction First Source

Employment Agreement.

Please note that there are two versions of the First Source Employment

Agreement: "Construction" and "Non-

Construction" versions. Please fill out

Attachment J.4 which contains the new non-construction version. Please disregard Attachment J.9.

19 Regarding the J.3.1 OHR’s EEO Packet:

Do we only have to submit this to

AffirmativeAction.OHR@dc.gov or does this also need to be a part of the proposal?

Does this need to be completed prior to proposal submission or prior to contracting?

Interested contractors must submit the

OHR's EEO Packet with thier proposal in DTAP portal at the same time. Please

DO NOT email

AffirmativeAction.OHR@dc.gov. Please make sure there are no blank boxes in pages 4 to 5. Please fill in all blank spaces with zero "0".

20 Will you clarify which attachments and forms should be completed and submitted with the proposal? Our current understanding is that the proposal forms only include the following:

-Price Schedule

-SBE Subcontracting Plan

-Bidder/Offeror Certification Form

-Amendments

Please see attached Proposal Submission

Checklist. Technical Proposal and Price

Proposal must be submitted separately.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 7 of 8

21 Section F1 of the RFP states that the term of the contract will be 1 year from date of award. However, Section L7 requires price proposals to include option years and Section M4 states that proposal prices will be evaluated based on the price for the base plus option years. Can DDOT clarify:

-Does DDOT require proposers to include option year pricing since the term of contract is only one year?

-Should offerors assume the SOW and

CLINs are unchanged for the option years, or is there further guidance on what will be included in option year pricing to ensure a level playing field for all offerors?

The term of the contract will be one (1) year from the date of award. Please do not include option year pricing.

22 Section L.17.6 on p. 58 of the RFP says that there is a 2-page limit per person for

Evaluation Factor 2, Team Members.

Section L.19.2 requests resumes for key personnel. Does the 2-page limit apply to team member resumes (excluded from the 30-page limit per Section L.17.3) or to the team member descriptions requested in Section L.17.6?

The 2-page limit applies only to the team member resumes and is excluded from the 30-page technical proposal limit.

23 Section L.17.3 of the RFP says that proposals must use no less than 11pt font. May offerors use smaller font sizes such as 10pt in graphics and tables?

Graphics and Tables may use 10pt font.

All other proposal information must use no smaller than 11pt font.

24 Would a cover page, cover letter, table of contents, any dividers, and back cover be included in the 30-page maximum page count for the Technical Proposal?

See question 12. The cover page, cover letter, table of contents, any dividers, and back cover are not included in the 30-page limit for the technical proposal requirement.

Safe and Efficient Deployment of Autonomous Vehicles Study Page 8 of 8

25 Regarding the Past Performance section of the Technical Proposal, is the form referring to form J.10? Do these pages count toward the 30-page limit?

The Past Performance Form is

Attachment J.10. The 30-page limit does not include the past performance forms themselves.

DDOT OCP

Proposal Submission Checklist for

Solicitation

DCKA-2024-R-0042

Safe and Efficient Deployment of Autonomous Vehicles Study

Deadline: February 26, 2024, 2:00 PM EST

1 Technical Proposal (Refer to Section L and M)

2 Price Proposal – Follow the Price Schedule (Refer to Section B.3.1)

3 Subcontracting Plan Form (Refer to Section B.4 and Attachment J.8. If your proposal is greater than $250,000, then you are required to submit this form.)

4 Office of Human Rights (OHR) Equal Employment Opportunity (EEO)

Packet (Refer to Attachment J.3.1)

5 Department of Employment Services (DOES) New Non-Construction

First Source Employment Agreement (Refer to Attachment J.4 and disregard Attachment J.9. If your proposal is greater than $300,000, then you are required to submit this form.)

6 Tax Certification Affidavit (Refer to Attachment J.7)

7 DDOT Past Performance Evaluation Form (Refer to Attachment J.10)

8 Bidder-Offeror Certification Form (Refer to Attachment J.11)

9 District of Columbia Business License, Registration, and Certifications