ESBD_File_353707_Addendum 2 - RFQ 2024-Q02.pdf

Addendum #2 to RFQ 2024-Q02 Professional Engineering Services

March 29, 2024

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@co.hays.tx.us

ADDENDUM #2

RFQ 2024-Q02 Professional Engineering Services

Please find attached Addendum #2 to RFQ 2024-Q02 Professional Engineering Services.

Attachments to this addendum:

• Questions & Answers

• Extended Deadline:

Current Deadline: April 4, 2024 @ 11:00 AM Updated Deadline: April 10, 2024 @ 11:00 AM

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@co.hays.tx.us

ADDENDUM #2

RFQ 2024-Q02 Professional Engineering Services

Questions & Answers

Questions:

1. Can you please confirm that our firm is currently on the list of Pre-Qualified firms for Professional Engineering Services and we DO NOT need to resubmit a proposal for consideration? Attachment A & C reflected the same list of firms.

• Addendum 1 was posted today (March 18, 2024) with the corrected Attachment A containing the current pre-qualified list of firms.

2. Attachments A and C posted on Bidnet for the above-referenced RFQ are the same document but have different titles. Will the corrected Attachment A document be posted today?

• See question 1

3. Our initial proposal award with the county was in 2018, over 5 years ago, and we submitted updates in 2021. I see we’re not listed in the attached but still wanted to confirm the County is only interested in any updates we may have from our 2021 submission for this 2024 pool.

• Only the firms listed on Attachment C: Updated Proposals Required Listing are required to submit a new proposal, no matter if their company has had any changes or not.

• If your company has had any updates that need to be reported from your last submission, then you must submit Attachment B with the updates and the required documents. The information submitted in 2021 should have been the most up-to-date information of your company.

4. Hope you are doing well, our firm is putting together our bid of Attachment B to the County and was wondering if you all could provide some clarification on the question below: Do the three projects within Section E (Updated Project History/Experience) of attachment B need to be completed within the past three years or simply active?

• They can be completed or active with at least a 75% completion.

5. We are submitting the proposal electronically through BidNet Direct. To clarify do we still need to submit a hard copy 24 hours prior to deadline even if we submit electronically?

• Per the solicitation: F. Submittal Requirements

• Electronic SOQs:

Upload SOQ with required forms manually signed by the respondent. (through BidNet Direct)

One (1) original SOQ with required forms manually signed by the respondent, delivered to the Hays County Purchasing Office. Either the original or Electronic SOQ (through BidNet Direct) MUST be received by the due date and time to be considered responsive. Physical copy must be received in the Hays County Purchasing Office within 24 hours of SOQ due date.

6. The RFQ states to submit Statement of Qualifications (SOQ) or Firm Identification Packet. If we submit an SOQ we only need to provide the information below (20-pages):

• Profile/Experience of the Company

• Qualifications of Staff

• Capacity to Perform

Can we only submit the Firm Identification Packet? Just clarifying that we do not need to submit both a SOQ and Firm Identification Packet.

• New Proposal submitted: New proposals MUST be submitted if your firm is not currently in the pool or if your firm is listed on Attachment C.

• Attachment B: Firm Identification Packet: your firm will only submit this if they are not listed on Attachment C, but are listed on Attachment A.

If your firm is listed on Attachment A and has had no changes in company structure, company bio, or company leadership then the firm must submit the first page of Attachment B only.

If your firm is listed on Attachment A and has had changes in company structure, company bio, or company leadership then you MUST fill out Attachment B with all updated information. The information will be reviewed by the evaluation committee, and they will determine if the firm will remain in the Professional Engineering Services Pool or if the firm will be removed.

7. I noticed an RFQ for Engineering services was released. I was curious if Architectural Services RFQ has a set time frame? Also, if they are for overall services or RFQ’s are set for specific projects?

• Currently, Hays County does not currently have an Architectural Services pool. In the past we have one RFQs for specific projects when services are needed.

8. Our firm (under a former name) is currently on the Hays County pre-qualification list and is not required to submit an updated proposal. However, since our pre-qualification, we have undergone a merger and now operate under a new identity with an expanded array of services.

Given this, would we need to submit a new qualifications package for this solicitation, or are we still eligible to just complete the Firm Identification Packet?

• See question 6

9. Our SAM.Gov registration has expired, and we recently registered to renew. We cannot provide a printout of the Entity Registration page until the 1st stage gets approved. What can we provide for verification if it hasn’t been approved by the deadline on April 4th?

• Verification of the submittal of new registration and any additional communication you receive prior to due date MUST be submitted for verification purposes.

10. Although we post an electronic copy to BidNet, do we still need to mail 1 hard copy?

• See question 5

11. Can our firm submit on various services we can provide, in one submittal package?

• Any Engineering Services your company provides should be identified in your Statement of Qualifications.

12. We do not have a SAM number. Is this needed to submit?

• It is not required, but if your firm is not registered on SAM.gov then your firm cannot be selected for certain projects based on the funding source.

13. Would you like us to include subconsultants on the org chart and in the SOQ (i.e., geotechnical services)?

• No, the contract is with your firm and the services the Engineering Services you provide.

If you firm is selected for a project and utilizes sub-contractors for a job, that must be disclosed during the Professional Services Agreement execution process.

14. Do you require a Conflict of Interest and Related Party Disclosure Form from each subconsultant? Can these be signed electronically?

• See question 13, Hays County is not contracting with a firm’s sub-contractors.

15. Do you want manual signatures on all of the forms?

• Manual (wet) signatures are preferred, however; if your firm accepts and recognizes a digital signature then it is accepted.

16. Because there have been changes in company and leadership, we need to complete Package B and a SOQ and submit each?

• See questions 3 & 6

17. Section III. Specifications, E. Statement of Qualifications (SOQs) Requirements, Qualifications of Staff It states “Provide resumes of all employees who may be assigned to provide services if your company is selected.” Are resumes required for Non-Key employees or just the resumes for Key Staff Members? Are resumes counted in the 20 page count? If resumes of all possible employees are required and not just the resumes of Key Staff Members, then all employee resumes would most likely max out the 20 page count.

• Staff resumes can be included in the appendix section. Hays County is only requesting the resumes of the Key Staff Members that would be assigned to any Hays County projects.

18. We are interested in submitting our qualifications for this RFQ and I wanted to ask. Are the section dividers / tabs included in the 20-page limit?

• No dividers/tabs are not counted towards the page count.

19. Regarding the requirement for firms with a proposal on file that is five years old or greater, with no updates submitted, could you please clarify whether the submission of Attachment B with updates will suffice or whether the County would also like a statement of qualifications for pre-qualification renewal?

• See questions 3 & 6, as well as Section B: Scope of Work

• “All firms who are currently in the Professional Engineering Services Pool (Attachment A -awarded via RFQ 2016-P02, RFQ 2016-P13, RFQ 2018-P08, or RFQ 2021-Q01) who have not submitted an updated proposal in five (5) years MUST submit a new proposal, see Attachment C.”

20. We are currently in the Professional Engineering Services Pool (awarded via RFQ 2021-Q01), and we have experienced some minor changes in company structure, company bio, and company leadership. We will fill out a new Firm Identification Packet (Attachment B). My questions are as follows: Do we have to fill out any other forms and provide a new SOQ, or do we just need to submit only the Attachment B form?

• See questions 3 & 6, as well as Section B: Scope of Work

Will the General Terms and Conditions for Solicitations be per RFQ 2021-Q01 or per this new

RFQ 2024-Q02?

• The General Terms and Conditions are the same for both.

21. The scope of work mentions Environmental Documentation. Can you give more details ? what kind of documentation?

• Any required documentation pertaining to environmental engineering services. This could vary depending on jobs.

22. We provide Environmental, Geotechnical and Material Testing Services. Is Construction Materials Testing Services part of this Scope of Work? If so, there is a page limitation 20 pages.

Should we submit one SOQ per Service or just 1 SOQ with all services?

• See question 11, your firm should list all services you provide with a concise and brief description within the twenty (20) page count limit.

23. We appear on Attachment C. In this case, do we need to submit a complete Attachment B or just the first page as mentioned in the attachment: “ Firms that do not have any substantial changes from the last proposal submitted and would like to stay in the Professional Engineering Services Pool ONLY need to sign page 1 of Attachment B and submit.”

• See questions 3, 6, & 19

24. Our Firm is listed on “Attachment A Current Pre-Qualified Firm Listing.” In April 2022, we were acquired by another firm but a majority of our local staff remains currently employed. To remain on the list, do we need to submit the full SOQ (the 20-page document) as well as the full Firm Identification Packet? Or just the Full Firm Identification Packet?

• See questions 3, 6, & 19

25. Can you confirm that firms submitting Attachment B attach only the forms included at the end of Attachment B? (or those in addition to the checklist items on page 3 of the RFP?) For example

– is the below correct for a full/correct attachment B?

all items requested in Form B(org chart/resumes) forms included at end of attachment B signed addenda all forms included in checklist on page 3 of the RFP

• The forms listed on the submittal checklist are the same forms in the back of the solicitation and Attachment B. See questions 3, 6, & 19

26. If a firm is submitting an Attachment B – can you confirm the below for the physical submittal and forms? (and thanks!!)

would we also need to include the signed first page of the RFP for firm’s representative?

do we also need to include the Vendor Reference form? (or is that only for the full proposal)

Is the 1295 required as well?

it is one physical hard copy and 1 submittal thru bidnet as well – correct?

• See questions 3, 6, 19, & 25.

• The Vendor reference form is not required with Attachment B: your firm is filling out section E instead, reference checks were already conducted with your firms’ Statement of Qualifications.

• Your firm will only submit Form 1295 when your firm enters into a Professional Services Agreement with Hays County.

27. Page 4 (Item 4) of the RFQ states “SOQs can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.” I just wanted to verify that it is acceptable to submit our qualifications for the above solicitation electronically via BidNet Direct by 11:00 am on 4/4/24, and submit a hard copy to Hays County within 24 hours of the due date (even though that is technically later than the official deadline of 11:00 on 4/4).

• Yes, if you submit an electronic SOQ/Attachment B through BidNet Direct, then a hard copy MSUT be received in the Purchasing Office within 24 hours of the due date (no later than) April 5 @ 11:00 AM, CST.

28. Page 7 – “All firms who are currently in the Professional Engineering Services Pool (Attachment A - awarded via RFQ 2016-P02, RFQ 2016-P13, RFQ 2018-P08, or RFQ 2021-Q01) and who have experienced changes in company structure, company bio, or company leadership, MUST fill out the Firm Identification Packet (Attachment B) and all required information. The Firm Identification Packet and all required information will be reviewed by the evaluation committee to ensure each firm still meets the requirements within the scope of work. SAM is listed on the current Professional Engineering Services Pool (Addendum 1). Do we need to submit Attachment B + a 20-page SOQ (pages 8 and 9 of the RFQ) to be considered responsive or just Attachment B?

• See questions 3, 6, 19, & 25

29. Page 9 - Electronic SOQs: • Upload SOQ with required forms manually signed by the respondent.

(through BidNet Direct) | • One (1) original SOQ with required forms manually signed by the respondent, delivered to the Hays County Purchasing Office. Either the original or Electronic SOQ (through BidNet Direct) MUST be received by the due date and time to be considered responsive. Physical copy must be received in the Hays County Purchasing Office within 24 hours of SOQ due date. Can proposers hand deliver our hard copy proposals to the County’s office?

• Proposals can be mailed, or hand delivered but MUST be in my office by the due date and time. See questions 27 as well.

30. On page 8, the RFQ states “SOQs shall not exceed twenty (20) pages (10 sheets front and back) in length” – Should printed hard copies be printed double-sided where applicable (SOQs, but not forms and other documents)?

• Either is fine for printed SOQs/Attachment B.