PMO Pre-Proposal Conference Q and A.pdf

No. Questions / Comments Answer / Responses Notes

1 What are the actual small business goals for this RFP?

If you're a small business, what we're talking about for the subcontracting plan would be for the large business and then we provide detailed information on how they have to prepare that in accordance with letting FTA and DOT know how they're going to meet these goals Question asked by Danielle Gains (00:59:49).

2 Will electronic delievery of the proposl be acceptable?

Yes. We will have the submission submitted through a secured electronic channel line. There will be detailed information on how to do this in the RFP. Question asked by Mike (01:01:00).

3 Are PPR's and CPAR's also due two to three weeks before the proposal? The details on this specific date will be listed in the actual solicitation. Question asked by Jack Angel (01:02:16)

If awarded, and you have work that's similar but it hasn't been awarded yet, you could be awarded, but not issue a task if that conflict of interest is not resolved, correct?

If it's determined that there is a conflict of interest, we would not be able to proceed with awarding you with the task order. If you award a base contract, you have your base contract we issue the work at the task order level, so we will make a determination at both levels, but precisely at the task order level. Question asked by Bobby (01:02:58)

Feedback: We've spent years looking for tunnel experts and it may be a better approach for the FTA to engage a number of professors that come in and they answer any questions. They'll be cheaper and it would reduce any of the conflict because they work for the big transit agencies as advisory committee, it might be a better approach than trying to find somebody who is not conflicted on tunnels. We appreciate the feedback. Please pay close attention to the requirements in the RFP. Comment by Brett Ricola (01:03:59)

6 Will you be sharing the slides with us? Yes, the slides will be a part of the industry day information that we will post on sam.gov. Question asked by Andy Lieber (01:05:09)

Regarding the small business subcontracting plan, will the adherence to the plan CPAR of the primes evaluation criteria for their sectors? Yes. Your subcontracting plan and your CPARS are tied to your past performance. Question asked by Andy Lieber (01:05:26)

When do you anticipate publishing the answers to questions that we had to submit by the 10th? And will that come through Sam? Yes, we're going to try to have that with the RFP, probably within 30 days. Question asked by Doug Newman (01:05:59)

Will you be accepting past performance projects from subcontractors or will all past performance need to be from the prime or joint venture?

The information regarding how to provide your past performance of what the government will be looking for will be noted in the RFP. Question asked by Molly Matthews (01:06:30)

In regard to the post award process, are task orders just direct awards at that point or is there another bidding process that happens there?

We do utilize FAR 16. When we award the task order, so either it's fair opportunity or other than fair opportunity. Under fair opportunity that is a competitive process, other than fair it is not and that's based upon the government's determination and need at the time. Question asked by Mark Dinicola (01:06:59)

In previous contract added the less experienced positions for civil engineer, structural engineer, etc. Positions that have been very minimally utilized in the current contract. I just want consideration to be given to think about whether those positions should be included in this contract, that it is an administrative burden to carry those positions when we know they're not going to be utilized, or changing those position descriptions in need be.

The final RFP will contain the final version of qualifications. For all offers, read the RFP very carefully so you are aware when you submit your proposals which labor categories are required to be submitted to your proposal and which ones would be required as part of a task order proposal later. Pay particular attention to which positions are key and mission critical and how and what is required for actual submission with proposal. Comment by Tim Anthage (01:07:32)

For the two IDIQ's for the woman owned small business, which certification is that? Is it going to be SBA women owned small business or presently under the contract that I have, it’s self-certified women owned business backed up by 9 state certifications.

When you send in your certification, a copy of your SBA, the self-certification process, I want to say is being eliminated because as you well know, it has been abused. SBA is requiring that you be certified by them when you send it in request for proposal. Question asked by Victoria Mel (01:09:21)

I am in the process of getting the SBA WOSB, but it takes at least 120 to 160 days to go through that process.

Ensure that you if you anticipate providing a proposal that you would put that notification on your letterhead in your proposal, and even if you get something from SBA that would be even helpful. Question asked by Victoria Mel (01:10:27)

What is the recognized authority for these certifications? What authority determines if somebody is actually meeting those requirements for one of those categories? What’s the ultimate authority? The ultimate authority is the Small Business Administration. Question asked by Cam (01:11:04)

If somebody has a certification with a transit agency, do they still have to apply? And will that certification come later, after they submit a proposal?

Yes, they still have to apply if they've been certified by that transit agency to do business with them as a DBE, MWE, etc.If they have put their paperwork in, then yes the certification can come after they submit their proposal. Question asked by Cam (01:12:04)

16 When do you expect the interviews or oral presentations to be held?

We do not have interviews. As far as oral presentations, that information will be noted in the RFP of how that process will work. Question asked by Cam (01:12:49)

Typically in contracts, there are listed key personnel and key critical personnel that have been evaluated and approved, but will we have to go through a second round of approvals with the issuance of task orders?

Please read the RFP carefully for your key and mission critical, because whether you've used them in the past or no, if it's required for your proposal, then you must resubmit them. They need to be reviewed and approved. At the time of task order RFP and you need skill sets that are defined in the RFP or you have a task order that has been modified to add additional personnel that have not already been approved through the base contract, then you would need to submit for review and approval. Question asked by Mike Island (01:13:30)

18 Those in the base contract do not have to be resubmitted?

If they have been technically approved, if you have gone through they have been approved, you’ve made no substitutions, you’ve told us you’re not making substitutions, yes they are approved. Question asked by Mike Island (01:14:41).

Are you taking pending certifications and nobody actually has to be certified at the time to submit the proposal?

The expectation is that you would be certified. If you're not, you need to provide the reason why you're not in letterhead, you're to provide that you're waiting, provide the timeframe, and that you've got notification from SBA and the government will make a determination. Question asked by Speaker (01:15;14).

The draft RFP indicated that we are to submit two candidates for the key personnel project or program manager, is that still what you anticipate in the final RFP?

Pay particular attention to the final RFP, you will use that as your official guide to prepare your proposal. Question asked by Doug Allen (01:15:58).

If the proposal has more than one task order, which one is the government going to evaluate the proposal on? I encourage you to submit one for each position as outline in the RFP. Question asked by Doug Allen (01:16:51)

If you have more than one task order and you want to include them in the proposal, can you do that or not?

We're looking for one, as outlined in the RFP, and if you wish to change, substitute, have an alternate, etcetera that is spelled out in there. Question asked by Doug Allen (01:17:27).

The L24 adds a new labor category this year, which is the technical writer. Could you explain the rationale for the need of that person and on what deliverables, etc?

The thought of the techincal writer is to reduce the number of times that deliverables monitor the reports. Creating better quality deliverables which will benefit the program from not having as many resubmissions. Question asked by Debbie Val (01:17:52)

Do all subcontractors have to get a CPA audit to support the indirect rates or only those with less revenue than $2.5 million?

The prime and all subcontractors will need to provide an audit to support your indirect pass-through cost to the government, regardless of the amount that they will be awarded. Question asked by Savaan (01:19:25)

In order to be considered for this contract, what is the latest by when you would like the subcontractor to be approved? If the CPA audit is still taking place for the subcontrator, by when would you like the whole thing to be approved?

You would need to provide that when you submit your proposal, because the government is making a destination of sustainability. You do have to have a supporter where CPA firm on their letterhead has supported this rate based upon the information, your companies cost, and that sort of thing, and in accordance to accounting practices gap. Question asked by Savaan (01:20:34)

Can a consultant or a subcontractor be on multiple prime teams, or is it just one-on-one pairing?

You're encouraged to read the final RFP. Generally, in the past, for key and mission critical, that's not a situation we want to be in because you can have a case where there creates conflict or people trying to be in two places at once. Question asked by Savaan (01:21:33)

I noticed in the draft section G11 that there's going to be two new fair opportunity tracks, small business track and an unrestricted track. Will the woman owned small business be in the small business track for competition?

Yes. So what that means is that under the anticipated award, there will be some task orders that will be solicited just to small businesses, the government will make that determination. Then we will have some that will be open to all of the PMOC holders. And again, the government will make that determination. Question asked by Victoria (01:22:19)

28 Are the subcontrators required to have the same insurance coverages as the primes? That information will be in the RFP. Question asked by Evelyn Hawkins (01:23:06)

So as a small business 8A woman owned firm, if I want to go off and be a prime in anticipation to be awarded one of the two, can I still sell to a prime?

Note carefully in the final RFP which positions say no subcontractors, it says in the draft as well,i f you’re carrying a prime as well as being a sub to another prime, you're in pretty good shape. That’s a decision that you would have to make Question asked by Bobby Tow (01:23:20)

In a mission critical position, is there one like risk assessment, there are not many risk managers around, so there are multiple teams and you mentioned that they shouldn’t be able to practice right now, there are multiple teams.

In the draft, you will see the number of positions that say no subs, it must be done by the front. In the final you should look for the same language of what positions that will answer your questions on that one. Question asked by Cam (01:24:37)

There was no wording, that I could find in the draft regarding requesting waivers for certain certifications. I know that will probably be covered in the final version, is it? Is that true? Will you address if we can request waivers to certain certifications for labor categories?

There are waivers and a procedure for it, and an explanation in the existing contract. Read carefully in the new one to see what and how it may have changed, but we have had process for waivers, and I want to go back for those who've been in the program. I know waivers came up a lot with certifications when we added them the last time based on the OMB Office of Management Budget, I think it was directive that we do that for the workforce which they included contractors. However, waivers have been in the contract prior to the certifications for iterations back, so this has been something consistent throughout our RFP's in the past, including the draft. Look at the new one when it comes out for additional clarification. Question asked by Doug Allen (01:25:19)

On the some of the requirements, for example like the PMP requirements was following what the contract officer requirements were and the Presidential Office went back and changed the requirements for contracting officers and the education requirements, so we're assuming that you're going to be in compliance with the new, the executive order and all that information. So I just wanted to bring that up because I know people have been asking about the waivers, but I understand that you're going to keep the current with the new rules.

There is for U.S. government folks some levels of reciprocity, but that's all history to tell you this.

Please do not confuse the requirements for the professional certifications for federal employees with what is in your contract. They are distinct and they are separate. Question asked by Brett Ricola (01:26:44)

When would you have an attendees that participate today and when do you anticipate the slides to be shared? Within 30 days. Questions asked by Bobby (01:30:00)

So, if we do have a question from now till the RFP comes out, how do we submit those questions?

So the period to ask questions as it relates to the draft RFP has come and gone. You can submit your questions, let me see that slide. If you have any questions about the FTA, I think it's 2024 projectmanagementoversight@dot.gov, you can submit your questions there, and we'll do our best to respond if it's related to the final release of the solicitation, we won't be able to provide that much information. There will be a question and answer period once the final RFP has been released, but you can submit your questions to that e-mail address right there. Question asked by Melanie (01:30:49)

Morning Session

No. Questions / Comments Answers / Responses Notes 1 When will the slides be available? Within 30 days. Question asked by Mike (01:10:55)

Just wanted to clarify that J2 resumes are only required to be submitted for the key personnel and the mission critical personnel?

Based upon the current RFP that would be our procedure, but make sure to read the final RFP carefully. Based upon the last RFP and what we did in the last contract, the key in the mission critical were needed at the time of your proposal, the other staff were needed, along with task order proposals when they called for those skill sets, Question asked by Chris Bottner (01:12:26)

As far as the format for the J2 resumes, there was only four projects to be listed on the resume, there's going to be challenges to try and demonstrate the total number of years of minimum requirements. So is it possible that in certain cases we can add more projects so we can get to the minimum years of requirements so we can meet your requirement?

Thank you for your feedback. So we will look into that and then that information will be in the final RFP, once that has been released. Question asked by Chris Bottner (01:13:39)

4 Will the attendance list for this afternoon and this morning sessions be made available? Yes, we will try to get it to you tomorrow. Question asked by Jeff Stiles (01:14:29)

In regards to waivers, if you are in the process of getting a PMP certification or a CCM certification, can we keep any leeway?

Read closely in your final RFP because we have made a concerted effort like we have not done to the extent in years past to make sure our language for things like waivers, is clarified. Question asked by Teresa (01:14:47)

At the time of our submission, if we have any waivers, do we submit them at the time of our proposal submission?

All of your personnel, your key and your mission critical need to be resubmitted along with all pertinent information about that person and qualifications. Question asked by Teresa (01:15:24)

We have people who've worked on PMOC contracts for 10-20 years but may not have the certifications that are now listed. My question is, would FTA accept the experience in lieu of a certification?

I’ll give you a two-part answer. Number one, look closely at the draft RFP. Look at those requirements, the requirements we have for education, experience, licensure and/or certifications are very stringent. They are part of the keys like I talked about a little bit earlier. For the exact clarification on your waivers, the waiver is what constitutes and how they'll be handled. Be sure to read the final

RFP.

Question asked by Gautham Joesome (01:16:08)

When we get to the point where there are going to be task orders that are issued and competed for, is there going to be a separate set of criteria or separate type of task orders that are issued specifically for the women owned small businesses to compete?

So when we award the base contract, we award the task orders as we facilitate our work. When we procure on the task order level so the base contract we're procuring from FAR 15, the task order level we're procuring from FAR 16 either can be fair opportunity or other than fair opportunity, the government will make a determination based upon if we do fair opportunity and reserves solely for small businesses so that will be identified. So that means that if you have a prime contract and the government says, this task order will be reserved only for small businesses at the fair opportunity, we would just compete those under those small business entities. There would be some instances where they’re saying, everybody under the pool can apply and that sort of thing. We also reserve the right to make a direct award to those folks, depending upon what it is, and the criticality of the need. Question asked by Emily Bennett (01:17:23)

Could you make the RFP and the contract documents PDF searchable so they can move them around and find the information?

The PDF will have table contents and you can do the control function to go to the various sections of the subheadings. You can do a control F and search for the word and it will search it that way as well. Question asked by Carlos Garay (01:19:41)

Regarding the three key staff position requirements. In parentheses after the name or the title it says, “PE or ENAB, PMP or CCM” and then in the sub bullets there is no mention of registered professional engineer which is what PE is usually referred to as. There is a mention of the PMP or the CCM so I guess, I'm trying to understand is a PE license required? Is it an either or, do they need a PE and PMP or CCM? It's not really clear in the draft RFP.

For some of them it is required. In Section 6 of your draft, yes, there are the titles with parentheses and there are sub bullets under them in C6. Look carefully, you may still have questions. I think the final RFP will answer those questions, but in the interim, besides the titles and parentheses, look underneath at the bullets.

They will give you a lot of what you're looking for, and that's in the current draft. Question asked by Dan Davies (01:21:12)

So when will we get a response to some of the questions and when is the last day that we can send in questions to that e-mail address.

So for the draft RFP, that date and time has passed. We're just about finished answering those questions. So we should be able to put that out, I would say within the next two weeks those responses to the draft solicitation. Question asked by Chris Bottner (01:24:02)

12 When will we receive responses for the questions asked during this session?

Within 30 days. There will also be a question period once the final RPF has been released as well. Question asked by Chris Bottner (01:25:20)

Afternoon Session