Amendment No. 3 Concept Design QA.pdf

AMENDMENT TO SOLICITATION

AMENDMENT NO. 03 DATE OF AMENDMENT: 10 September 2024 SOLICITATION NO. ISD-356574-RK DATE ISSUED: 7 August 2024 PROPOSAL DUE DATE: 27 September 2024 TITLE OF PROJECT: Fermilab -Conceptual Design Report Engineering Services Bidders must acknowledge this Addendum prior to the hour and date set forth in the solicitation by one of the following methods:

1. Immediately upon receipt of the amendment via email to the FRA Procurement Specialist.

2. Return the Amendment with a signature on the acknowledgment signature line.

3. In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

If by virtue of this Addendum, you desire to change a bid already submitted, such change may be made by email or letter, provided such email or letter makes reference to the Solicitation and this Amendment and is received prior to the time set for opening.

The above reference Solicitation is amended as follows with the listed questions and answers:

QUESTIONS & ANSWERS (Q&A)

1. Question: I’m hoping to try and find out if there are any current subcontractors in place who are performing this work and, if so, whether it’s possible to learn the names of the vendors.

Answer: Fermilab cannot share this information at this stage.

2. Question: Section 10.3 identifies a Project Cost Estimator as a Key Position in the paragraph but

Section 10.4 does not have a description for this position. Could you please confirm if the Project Cost Estimator is a Key Position to be bid?

Answer: No, The Cost Estimator is not a Key Position for this solicitation In section 1.1.1 only two key positions are identified, Project Manager and Project engineer/architect.

3. Question:. By participating in the development of CDRs would we be precluded from the ultimate

A/E OR design services?

Answer: Participating in one RFP does not exclude a firm from participating in other one.

4. Question: If the Offeror wishes to respond to 3 out of the 5 total categories, should there be three separate submittals each with their own statement of interest cover letter, narrative and company information, key personnel information, and QA/QC documentation?

Answer: No. A separate statement of interest cover letter , narrative and company information, key personnel information and QA/QC documentation are not required for each category submission. This information can be provide once.

5. Question: Section 1.2 (Project Categories) of Exhibit B lists the project categories as 1) Civil

(roadways, underground utilities), 2) Distribution and Storage, 3) Mechanical-Electrical, and 4) Architectural and space reconfiguration. Can you please confirm which categories of support are requested?

Answer: We are seeking support for all four of these categories, offerors should respond to any number of them as they are qualified and desirous of the work.

6. Question: Section 10.2 (Narrative and Company Information) of the QBS states that there is a 3-page maximum for this section of Offeror's response but Exhibit B, Section 1.1.1 states the narrative discussion has a 4-page maximum. Could you please clarifity the maximum page count for the Narrative and Company Information section?

Answer: The SOW is correct.

7. Question: Is Project Cost Estimator a key position? Section 10.4 addresses Project Manager requirements and Section 10.5 addresses requirements for the Project Engineer(s) but there does not appear to be any requirements or evaluation criteria specified for a Project Cost Estimator.

Answer: Key for this proposal are the Project Manager and Project Engineer / Architect. Given the early-stage nature of CDRs, in Exhibit B under Basis of Estimate Alternative Concept Development and Cost, we deliberately left flexibility for companies to define how they produce an estimate for the proposed work.

“The AE-Sub-consultant shall provide illustrative sketches, lists of major components used as the cost basis, and shall state any major components for which allowances in the cost estimate have been made, but the concept design provided cannot better define at this stage of project development. The concept cost estimate provided shall suggest a contingency to be added to the cost estimate of the work more fully identified to consider uncertainties at this stage of design and the range of components whose design cannot be determined at this stage of plan development. In no case shall the estimate contingency be greater than 30%, and such design and concept development shall be advanced to the point where the AE sub-consultant believes a 30% contingency is adequate to capture project construction costs’’.

8. Question: Section 10.3 (Key Personnel) of the QBS states states 'submit resumes (2-page max.) and a two-page (maximum) explanatory narrative on the person' - please confirm that the maximum key personnel narrative is 2 pages.

Answer: Key personnel must be designated for the following roles, with resumes limited to two (2) pages each and accompanied by a one-page narrative highlighting unique qualifications.

9. Question: May offerors include a cover page that is not included in total page count for each of our project category proposal submittals to assist Fermilab with easily differentiating between proposals?

Answer: Yes.

10. Question: Can the project manager be a registered engineer or architect? As shown below there are 2 different descriptions for the PM role. Which one is correct?

Answer: There is a formatting incongruity in Exhibit B that is correct in 7.3 of the QBS. The Project Manager role and Project Engineer/Architect role are two distinct key positions. We would have no objection to a PM who is also a PE or RA.

Question: Is there a need for a project cost estimator. Exhibit B does not mention it, but the QBS section 10.3 states it.

Answer: A cost estimator is not included in the key personnel for this solicitation.

11. Question: Can you confirm that resumes are to be provided for a project manager, a cost estimator, and (2) engineers for each selected category?

Answer: Key for this proposal are the Project Manager and Project Engineer / Architect. Yes, resumes for Project Manager and Project Engineer / Architect should be submitted for each category.

12. Question: Is it acceptable to provide a resume with an Illinois PE application that is in progress?

Answer: If the information is accurately represented it can be submitted and will be considered appropriately with all other applicable offers.

13. Question: Please confirm which positions are considered Key for this proposal. Conflicting information is found in the following sections:

a. SOW pp 2 – Project Manager and Project Engineer / Architect

b. RFQ pp 15 – Project Manager and Project Cost Engineer

c. RFQ pp16 – Project Manager and Project Engineer(s)

Answer: Key Personnel for this proposal are the Project Manager and Project Engineer /

Architect.

14. Question: Does this procurement still include the categories of Specialty Environmental Resources Support and Water Resources Design and Permitting (both of which are listed on SAM.gov but not the SOW document)?

Answer: No. the SOW is lists the categories to be included in the solicitation.

15. Question: For the “Distribution and Storage” category listed in the SOW document, is that distribution and storage of water or electricity?

Answer: FRA has potential projects for D&S of both water and electricity. Offers are welcome for either/both.

16. Question: Does the procurement include the category of Architectural/Interiors (which is listed in the SOW document but not SAM.gov)?

17. Question: On page 2 of the QBS document, it says: “A/E firm and its sub-tier subconsultants to support the development of Concept Design Reports (CDRs) or Programmatic Studies which combine multiple individual CDRs design, on projects consisting of primarily Structural / Civil works that will include but are not limited to repairs, rehabilitations, and site improvements. The A/E will be used to develop an IDIQ pool of prequalified A/E firms that will provide engineering services under broad categories of project types.” And “The CDR is the technical element of a Preliminary Project Plans (PPP) and is used in part for budgetary requests and planning, as well as becoming the basis for future A/E solicitations for final design and procurement documents.” This all sounds like the CDRs will lead to different future engineering IDIQs, so will the A/E awarded this CDR scope be eligible to compete for those IDIQs?

Answer: These CDRs will support singular minor construction projects, typically General Plant Projects (GPPs). Additionally, page 2 should read “The A/E QBS will be used to develop an IDIQ pool

18. Question: The SAM.gov solicitation lists different project categories from the QBS or Exhibit B

Statement of Work, such as: Structural Engineering; Specialty Environmental Resources Support;

and Water Resources Design and Permitting. It looks like these may have been left over from the Site Civil & Structural Engineering Services IDIQ solicitation this past spring, but just checking if these categories are open for qualifications as well?

19. Question: The solicitation notes that the cover letter should identify the categories we are submitting for. Does this mean we can do one cover letter for all categories, and then supporting documentation specific to each category? Or do we need to have a complete package of cover letter and supporting documentation for each category?

Answer: One cover letter for all categories, and then supporting documentation specific to each category

20. Question: Seeking further clarification on page limitations for entire proposal and each individual section since the documents state different requirements for the proposal. Page 15, criteria 10.2 Narrative and Company Information on Request for Qualifications – Conceptual Design Report Engineering Services requests discussion in narrative form (3-page per category max) of a successful project approach for each of the categories requested. Since there are five services proposed, does this mean were permitted 15 pages for Narrative and Company Information, plus additional pages for company introduction/data? Exhibit B-Qualification Based Selection (QBS), page 4, section 7.2 states that this section is limited to 4 pages, with 20 pages for entire proposal.

Answer: The qualification submittal package is limited to a maximum of 20 pages. Boilerplate marketing materials are discouraged, and concise, comprehensive submissions will be favorably considered. The package should adhere strictly to the outlined requirements, ensuring clarity and relevance in all sections.

21. Question: Are resumes and required forms excluded from the 20-page limitation?

22. Question: Clarify Project Cost Estimator on page 15. Was this intended to be Project Engineer? If not, please clarify requirements for Project Cost Estimator.

Answer: Key Personnel for this proposal are the Project Manager and Project Engineer / Architect.

23. Question: Other than the key staff, are we permitted additional resumes + consultant resumes? If so, how many?

Answer: We have no objection to this.

24. Question: Does participation in CDR development preclude us from further design efforts on same projects?

Answer: Participating in one RFP does not exclude you from participating in other ones.

25. Question: We intend to submit on multiple categories, is it acceptable to combine submittals into one?

Answer: We have no objection to this, as long as the categories and qualified personnel are clearly delineated. We will not make assumptions on behalf of offerors when evaluating proposals.

26. Question: The superceded QBS Instructions to Offerors had a detailed description of an alternate list of project categories. Is the list in 1.2 of the Exhibit B SOW the final list of project categories, and can we get a detailed description of the four categories?

Answer: Section 1.2 in the SOW is the list for this QBS.

27. Question: Under section 1.2 in the Statement of Work document there are four separate categories of projects. If we would like to pursue all four categories are four separate submittals required? One for each category?

proposals

28. Question: Under section 1.2 in the Statement of Work document can you confirm a complete consultant team is required for category 4 “Architectural and space reconfiguration” including an architect or does Fermilab have a separate, existing IDIQ pool of architects that the engineering team will be paired with for individual task orders?

Answer: A complete team is required.

29. Question: We provided a completed SARC form in April for a previous submittal and included the required forms due to our name change from IMEG Corp. to IMEG Consultants Corp. For this submittal do we also need to provide those same documents, or are we now on record as being IMEG Consultants Corp?

Answer: Please provide the same documents.

30. Question: If we are submitting on multiple Project Categories, should we address all of them in single, four-page Approach and Work Plan, or should we submit a separate Approach and Work Plan for each category? If the answer is the latter, will the 20-page maximum be raised to accommodate the additional narrative required for each category?

proposals.

31. Question: Can you please confirm that there are four Project Categories (Civil projects, Distribution and storage, Mechanical/electrical, and Architectural and space reconfiguration), as presented in "Exhibit B Statement_of_Work_for_DCRs_3-142024 rev 3-25-2024 (002)" for this QBS? There were five Project Categories (Roadway and underground utilities, Mechanical-electrical, Structural engineering, Specialty environmental resources support, and Water resources design and permitting) in the removed file "QBS Selection for Site Concept Design Services 8.7.2024" that are still present on the SAM.gov description.

32. Question: Will the front cover, table of contents, dividers, signed Amendments, and back cover count toward the 20-page limit on the qualification submittal package?

Answer: No.

33. Question: Are the completed "Exhibit D PUR-466_Proposal Certifications Rev 1-10-14-21" and

"Exhibit E SARC_Subcontractor Annual RepsCerts Rev 3" excluded from the 20-page limit?

34. Question: Can you please confirm whether a licensed Illinois SE (but not necessarily a PE) would be eligible to serve as the Project Manager per section 7.3.1?

Answer: Yes , they would be eligible.

35. Question: Can you please clarify the types of scopes that would fall under the "Distribution and storage" project category?

Answer: FRA has potential projects for D&S of both water and electricity. Offers are welcome for either/both.

36. Question: How many subcontractors will be selected to be on the bench for this contract?

Answer: FRA cannot share this information at this stage.

37. Question: Can you please clarify the definition of Federal Projects in section 7.3.1 Project

Manager? Would projects performed for federal government agencies, such as the Bureau of Overseas Building Operations, count toward this experience requirement of our proposed Project Manager(s)?

Answer: The Bureau of Overseas Building Operations (OBO) is a part of the US Department of

State, and projects completed with that agency are Federal Projects.

38. Question: Amendment 1 deleted 'QBS Selection for Site Concept Design Services 8.7.2024.pdf' and in doing so the five categories of projects in Section 4.2 (Roadways and Underground Utilities;

Mechanical-Electrical; Structural Engineering; Specialty Environmental Resources Support; and Water Resources Design and Permitting) did not migrate to the new document, 'QBS Instructions to Offerors Concept Design.pdf'. Additionally, SAM.gov still lists the original categories but that is not an official RFP document. We also note that these original categories differed from the four work categories identified in Section 1.2 of the SOW (1. Civil projects including but not limited to utilities, underground piping and roadways, water pumping. 2. Distribution and storage. 3.

Mechanical/Electrical 4. Architectural and space reconfiguration.) Please clarify if the categories in Section 1.2 of the SOW work are the appropriate categories for offerors to submit their qualifications.

Answer: The categories in Section 1.2 of the SOW is correct.

39. Question: The 'QBS Instructions to Offerors Concept Design.pdf' in Amendment 1 modifies the request for a Project Approach and Work Plan to one document regardless of the number of work categories an offeror may wish to be considered. Is this correct?

Answer: The limit is 20 pages.

40. Question: Does FRA expect to select/identify only one firm for each work category (unless a firm is selected for multiple categories) or is it possible there will be multiple awardees per category?

Answer: No, we prefer and anticipate multiple awards per category.

41. Question: The deadline for Questions is listed as September 1, which is a Sunday prior to a Federal holiday. Can the deadline for questions be extended to September 2nd?

Answer: The deadline for submission to this solicitation has been extended to September 27, 2024.

42. Question: Considering the Labor Day holiday and time necessary for FRA to provide responses to questions, can the due date for offeror's proposals be extended by 5 business days to September 20th?

Answer: The deadline for submission to this solicitation has been extended to September 27 , 2024.

Kindly acknowledge receipt of this Amendment by signing and returning one (1) copy of this Amendment.

Company Name

Signature

Name & Title of Individual

Date

43. Question: The QBS Instruction’s “Section 7.1 Cover Letter” requires an offeror to submit separate submittals for each category for which they propose. Can you clarify what elements of the submission need to be provided separately and how? For instance, are separate stand-alone submittals expected that will duplicate such elements as the Cover Letter, Approach (please reference our question above) and Program Manager information when proposing on more than one category? Does one electronic submission (i.e., via email with attached files) that provides separate documents (i.e., resumes) for specific categories meet this requirement for separate submittals?

Answer: As long as the categories and qualified personnel are clearly delineated. We will not make assumptions on behalf of offerors when evaluating proposals.

AMENDMENT TO SOLICITATION

Fermi National Accelerator Laboratory

P.O. Box 500 Batavia, IL 60510 M.S 210

Richard Konan, Procurement Specialist IV

(630) 840-2835 Email:

R K o n a n @fnal.gov