ESBD_File_323663_582-24-50014 - Pre-Proposal Conference Presentation.pdf

Water Filtration System Services (WFSS) Pre-Proposal Conference

Request for Proposals 582-24-50014 May 31, 2023

Agenda

• Opening

• MS-Form Attendance live reply

• Introduction of Panel

• Response Instructions and Contents Checklist

• Response Requirements: Evaluation Criteria and Scope of Services

• Terms and Conditions and Insurance

• Questions and Answers - Panel

• HUB Requirements

• Wrap Up

Opening and Conference Process

• Solicitation Announcement

• Remarks and explanations at this conference shall not qualify as changes to the solicitation, unless there is a written change via an addendum.

• How to ask questions during the presentation

Vendor Contact Information

• Sign In via MS-Form, Sign-in Sheet/Attendance

• TCEQ would like to share your business contact information via an addendum posted to the public.

• This effort improves networking between sub-contractors and prime vendors to reach each other.

Pre-Proposal – Questions

• Responses provided at today’s conference are not binding and shall not qualify as changes to the solicitation, unless there is a written change via addendum that is posted to the ESBD.

• All questions must be submitted to Procurements&Contracts@tceq.texas.gov.

• Answers to written questions will be provided on the ESBD in the form of an addendum.

Introduction of Panel

• Procurements & Contracts Section

Contract Specialist - Aaron Stoke

• Remediation Division, Superfund Section

Project Manager - April Palmie Project Manager - Adam Nichols

• Remediation Support Section Contract Liaison - Sam Davis Contract Liaison - Sheena Hart

• General Law Division Contracts Attorney - Angela Burnett

• Historically Underutilized Business Assistant Coordinator - Wendy Cole

RFP 582-24-50014 Pre-Proposal

Response Requirements

Response Requirements - General

• REMINDER: Carefully review the requirements for submittal of your responses.

• Responses become TCEQ records and cannot be returned

• Submitted Via Email

• Procurements&Contracts@tceq.texas.gov

• Details in 1.1.12 of RFP

• Solicitation page 20: Responder’s Signature and Information Sign It

• Submittal will include complete pdf as well as:

• Schedule of Pay Item Prices (Excel file, protected version) mailto:Procurements&Contracts@tceq.texas.gov

Response Requirements

Response Contents Organization See page 19 of Solicitation Continued on the next slide

Requirements

Response Contents Organization See page 19 of Solicitation

Continued from the previous slide

Requirements –

Remember to Sign and Date

This page belongs in Tab 1 – even if you check this box.

Addendum Example - Remember to Sign and Date Include in Tab 1

Response Organization continued

• Table 1: Evaluation Categories

Category Percent Available

Company Description and Organization 20%

Personnel (Key and Non-key) 20%

Past Performance 20%

Technical Approach 10%

Price 30%

Total Available Percent 100%

Response Organization continued

• Tab 3: Joint Venture

• Tab 4: Additional Response Forms

• Tab 5: Schedule of Pay Item Prices (PDF)

• Tab 6: Other

WFSS Pre-Proposal Conference

RFP 582-24-50014 Pre-Proposal Conference

Program Area Presentation April Palmie, Superfund Section Project Manager

Program Area Presentation Topics

• Overview of Specifications

• Evaluation of Responses

Scope of Contract

• This is a state-wide contract - Responders must be able to travel anywhere in Texas for system installation and maintenance.

• This Contract is designed to meet the needs of the Remediation Division

Programs (mostly Superfund and Petroleum Storage Tank Programs)

• Under this Contract, the Remediation Division issues Work Orders for services to be performed at sites of sole-source domestic water wells identified by TCEQ

• Services include installation and maintenance of filtration systems to remove hydrocarbon, volatile organic compounds, semi-volatile organic compounds, and metals contamination

• Remediation Division Sites are all over Texas – most current systems are in West Texas

Specifications Section Includes

• Scope of Services

• Points of Clarification

• Technical Specifications for the Pay Items

• Work Order Proposal Process – Format and Content

General Notes for Specifications

• Specifications, pay item numbers, and descriptions revised for clarity and consistency

• Fully loaded pay items do not include staff travel time, mileage, or per diem

• Mobilize to install new systems or begin repairs within 48 hours

• Provide alternate potable water source (bottled water) if unable to mobilize within 48 hours for install or system repair

• Must have a 24-hour toll free number

• All work requires authorization in a Work Order or Non-Standard Work Authorization (NSWA)

Sections in Specifications

• General Specifications for all Basic Water Filtration Systems

• Followed by Pay Item Descriptions for

• Basic Water Filtration System

• Canister Exchange

• Removal of Water Filtration System

• Refurbishment for Reuse of Water Filtration System Components

• Unscheduled Service Call

• Additional and Replacement Equipment

• Work Order Status Report

• Other Filtration System (non-standard)

• Labor Rates

• Light Vehicle Mileage Rate

• Meals and Lodging Per Diem

• Miscellaneous Reimbursable Items

• Special Projects

Basic Water Filtration System

• First two sections describe the basic water filtration system requirements and specifications

• Fully loaded pay item including first two canisters (Granular Activated Carbon (GAC) or Ion Exchange)

• Mobilize to install within 48 hours

Canister Exchange

• Describes the canister exchange process which includes routine maintenance tasks

• GAC Canister Exchanges are fixed price

• Ion Canister Exchange prices are negotiated at the time of the Work Order

Removal of Water Filtration System

• Complete removal of system within 30 days of Work Order

• Components will be evaluated for refurbishment/reuse as part of the removal pay item

Refurbishment for Reuse of Water Filtration System Components

• If refurbishment for reuse is authorized, the price will be negotiated at the time of the Work Order

• Price shall not exceed 75% cost of new component

Unscheduled Service Call

• Respond and mobilize within 48 hours

• Includes up to one hour technician time for repairs

• Maintenance tasks also included

• Additional time and parts compensated separately

Additional and Replacement Equipment

• May be ordered separately from the original system installation

• Specifications for most items described in the “General Specifications for all Basic Water Filtration Systems” section

• Weatherproof enclosure pay item in this section - cost not included in basic system install

Work Order Status Report

• Required for all installations, exchanges, and unscheduled service calls

• Includes pay items used

• Includes field notes and travel logs

• Submitted by 15th day of month following the work

• (Oct 20 work = due by Nov 15)

• Required before invoicing activities

Other Filtration System

• For the installation and maintenance of any other filtration system not specifically addressed in any other pay item

• Price negotiated at the time of the Work Order

Labor Rates

• Descriptions include experience requirements

• For field technicians, fully loaded rates are used for travel time and repairs over one hour

• Other staff used to build up negotiated pay items or for special projects

Mileage Rate

• Includes fuel, lubricating oils, and all other costs of operating a light vehicle (except labor to drive the vehicle)

• A point-to-point mileage log shall be submitted with request for payment

Meals and Lodging Per Diem

• Includes separate pay items for East and West Region

• Partial per diem not allowed

• Fixed price with no receipts to submit – documented by certification

Miscellaneous Reimbursable Items

• If authorized in a work order, will be paid according to actual vendor receipts submitted as back-up to an invoice

• Not for costs covered by fully-loaded pay items

Special Project Costs Not Otherwise Specified

• Costs for any special projects authorized by the TCEQ shall be negotiated under this pay item series

• Hourly rates established in the Contract shall be utilized in determining compensation for time spent completing the special project

Work Order Proposal Process

• For a new site, the TCEQ will contact the Contractor Program Manager

• The TCEQ Project Manager will communicate project requirements to the Contractor Project Manager and make appropriate site records available for review

• The Contractor Project Manager must submit a work order proposal to the TCEQ Project Manager for approval

• TCEQ prepares work order which is sent to Contractor when final

Evaluation Categories Category Percent Available Responder Company Description and Organization

20%

Personnel (Key and Non-key) 20%

Past Performance 20% Technical Approach 10%

Price 30% Total Available Percent 100%

Requirements

Response Contents Organization See pages 12-17 and 19 of Solicitation

General Law Division, Contracts Attorney – Angela Burnett Contract Terms and Conditions

•Special Terms and Conditions (pg. 42)-

• Item 2., Subarticle 2.1 updated to add:

The bottled water shall be provided to the impacted parties within 48 hours of receiving an authorized Work Order or NSWA from the TCEQ, unless the water is not available. If the water is not available, the water must be provided as expediently as possible.

• Item 3. now specifies that the Contractor shall notify the TCEQ of modifications or repairs performed by an electrician.

• Item 6.: invoice pre-authorization continues to be required in this solicitation.

•Special Terms and Conditions-

• 35.6.1 Invoice Pre-Authorization Request

• example on the next slide

Invoice Pre-Authorization Request Example

Contract General Terms and Conditions

•General Terms and Conditions (GTCs) (pg. 96)

• Article 23 Waste Disposal and Manifests (pg. 77)-

Contractor signs as Offeror. May qualify its signature with:

Signed as Offeror in the course and scope of the contractual performance or service on behalf of the TCEQ, as required by a State contract.

• Recent changes to GTCs- NOT a list of all changes

• Subarticle 2.2 Work Order Completion (pg. 45)-Additional explanation regarding issuance of a workorder (WO) and the extension of the WO Period of Performance.

• Article 8 Title to and Management of Equipment (pg. 52)-extensive rewrite (some definitions moved to Article 44).

• Recent changes to GTCs- NOT a list of all changes

• Changes to Article 10. Insurance (pg. 56)

• 10.3- combination of coverages (equal to limits for the coverages, for example, CGL and Professional Liability Insurance) AND some minimum coverage limits have been increased.

• 10.3.7- Environmental Impairment or Contractor’s Pollution Liability Insurance- listed as separate coverage with $2 million limit. The $1 million occurrence limit will be removed in an addendum;

therefore, the per occurrence amount must equal the aggregate limit.

• 10.3.8- added. Explains aggregate without a per occurrence limit.

• 10.5.1- clarification about insurance period (clarifies includes 2 years after correction).

• Recent changes (cont.)

• Article 12 Qualifications of Personnel (pg. 64)- extensive rewrite.

• Subarticle 14.5.2 (pg. 68-69)- Clarifies that the calculation for determining if the five-thousand-dollar spending threshold for HUB is met must include all charges for the Work, including freight, taxes, materials, equipment, and other charges that are part of performing the Work.

• Recent changes (cont.)

• Article 18 Intellectual Property requirements (pg. 72)-

• 18.6.2- taking necessary steps to pass through all warranties, representations, and other service commitments applicable to third-party intellectual property incorporated in the Work.

• 18.6.3- commercially-available software that is necessary to use the Work may be exempted from this requirement with TCEQ approval; e.g. MS Word.

• Article 24 Conflicts (pg. 79)- extensive rewrite.

• Article 28 Availability of Lands (pg. 84)- rewritten.

• Recent changes (cont.)

• Article 30 Value of Work Orders (pg. 87)-

• 30.1- significant rewrite and addition of Exhibit B: Contractor

Mobilization Table (see pg. 132).

• 30.3.3.6.1- additional information about transportation, travel, lodging, and subsistence expenses.

• Subarticles 31.1.1 (pg. 95) and 33.1.1 (pg. 95)- TCEQ Project Manager authority regarding changes to tasks and schedules- more flexibility.

• 34.5 (pg. 97)- correction period is four (4) years from the date of Final

Completion and acceptance of the Work by TCEQ under a Work Order.

• 38.6 (pg. 107)- adjudicated of hazardous waste violations (substantive, non-clerical)- notify TCEQ.

• Recent changes (cont.)

• Article 40 (pg. 107)

• 40.5.1- defense is included in the indemnity requirement.

• 40.5.1.10 and 40.5.1.11- adds trespass and nuisance to indemnity.

• 41.2 (pg. 112)- Survival of obligations- clarifies includes four years after corrections.

• 41.6 (pg. 113)- Public and confidential Information- extensive rewrite.

• 41.8 (pg. 114)- Security requirements if Contractor accesses transmits, uses, or stores TCEQ data.

• 41.27 (pg. 117-118)- Cybersecurity training is not applicable to this contract.

• Article 44 (pg. 119)- Definitions

• Forms and Procedures List (pg. 130)- updated.

• Recent changes (cont.)

• Article 44 (pg. 119)- Definitions

• Forms and Procedures List (pg. 130)- updated.

• Mobilization Table (pg. 132)- added.

Question and Answer Session

Questions and Answers

• Questions submitted via email may be addressed in addendum

• Procurements&Contracts@tceq.texas.gov

• Open Q&A Session

• Submit questions in chat

• Deadline for Questions is June 6, 2023, at 3:00 PM (Central Time)

HUB Presentation – Wendy Cole Draft HSP Courtesy Review - Due by June 9, 2023

Wrap Up

Wrap Up •Deadline for Questions:

• June 6, 2023, at 3:00 PM (Central Time)

• All questions in writing to Procurements&Contracts@tceq.texas.gov

•HUB courtesy HSP review submission deadline:

• June 9, 2023, at 12:00 PM

•Solicitation Due Date:

• June 21, 2023, at 3:00 PM (Central Time)

Thank you for attending!