PRF77 Final Q-A 9 29 2021.pdf

Answers to Bidder Questions for PRF77 Page 1 of 12

Statewide Professional Environmental and Consulting Services and Associated Training Contract (PRF77)

Q&A – Answers to Bidder Questions

The following questions were submitted during the Pre-Bid Conference on August 5, 2021, and/or were submitted via COMMBUYS.

Only these published written answers may be relied upon by Bidders. Bidders are required to read each, and every question and answer published.

Please see the re-issued RFR including appendices for PRF77. Key changes include:

• The Estimated Procurement Schedule on Pages 2 and 3 was updated. Bid

Response Packages are due on October 12, 2021, by 1:00PM.

• The language in section 4.1 on page 31 was updated.

• The Uniform Cost Form in the appendices was updated to correct a typographical error as well as a format change. The contract dates listed at the bottom of the Uniform Cost Form were revised to reflect the revised procurement schedule for

PRF77.

Q1. Can you provide more detail on the 1% Administration Fee? Is this passed on to the Eligible Entity who uses the Contract?

A1. No, it's not a pass-on or pass-through cost or fee. The 1% Administration Fee is a cost of doing business with the state of Massachusetts. Vendors must pay 1% of payments received from awarding authorities under the contract to OSD.

Q2. In the RFR there is a request for a comprehensive narrative. Is that narrative where we describe minimum of three projects that demonstrate our experience in each category? Or is this a separate narrative?

A2. The narrative should describe the breadth and depth of the firm’s experience for each category or subcategory of work for which the Bidder is bidding. At the end of the narrative, Bidders should describe three projects that demonstrate their experience for each category or sub-category for which they are bidding.

Q3. Is the gross revenue reporting companywide or just gross revenue from work in Massachusetts?

A3. Bidders should provide the company's overall gross revenue, not just revenue from work in Massachusetts.

Answers to Bidder Questions for PRF77 Page 2 of 12

Q4. In the Bidder Experience Table form, the box for Relevant Experience is very small. What do you want to see in that table cell? The categories covered by that person. A summary bio about their qualifications? Or a list of projects?

A4. The Bidder Experience Table calls for summary information about Staff Experience, as set forth by the column headings. As noted on the form, Bidders may, but are not required to, attach resumes of staff listed on the Bidder Experience Table. If necessary, the cells on the form may be expanded (by hitting the return key within a particular cell), but bear in mind that this Table is intended to provide a high-level summary overview. There are other forms and requirements that will collect other information requested in the RFP.

Q5. While we plan on partnering with other SDP firms, we are actually one ourselves. How does that weigh into our RFP response?

A5. Your RFP Response should provide all required information, as set forth in the RFP, and may include information that your firm is an SDP firm. The scoring criteria are as set forth in the RFR, Section 5. Evaluation Criteria.

Q6. What are the evaluation percentages for criteria other than SDP?

A6. The Evaluation Criteria are set forth in Section 5 of the RFR, and include Price, SDP, RFR Compliance, Bidder’s Qualifications and Depth of Experience. See the RFR at pages 31 through 33 for further detail.

Q7. Are three (3) business reference forms required for all sub-categories, like a1, a2, etc.?

A7. Yes, separate reference forms are required for each category or sub-category.

Q8. Does subcontracting spending have to be associated with specific PRF77 projects?

A8. Yes, when you are spending with a particular subcontractor on work associated with PRF77, that would be subcontracting. If you spend with the same company outside of a PRF77 scope of work, that would be ancillary.

Q9. Is there a preferred SDP percent of total contract value?

A9. No, there is not a preferred SDP percent of the total contract value, but there is a minimum 1% commitment required. The SDO would like these percentages to be competitive, but also ask vendors to be realistic about what they can do and make sure that they set goals that they can meet because this does become a contractual requirement once you sign the contract. See also answer to Question #38 below.

Q10. What is the State or OSD annual diversity spend goal?

Answers to Bidder Questions for PRF77 Page 3 of 12

A10. The state has four annual diversity spending goals. We have a separate minority goal of 8%, women owned spending goal of 14%, veteran goal of 3%, and small business goal of 3.3%.

Q11. Will this presentation be available for distribution to attendees?

A11. Yes, the pre-bid presentation is posted on the OSD / COMMBUYS website at:

https://www.mass.gov/event/attend-prf77-professional-environmental-and-consulting-services-event- 2021-08-05t140000-0400-2021-08-05t153000-0400.

Q12. Can subcontractor spending with SDP vendors on non-statewide contracts be applied to projects under the statewide contract in our reporting? To be clearer, the question is if we spend with SDP sub-contractors on projects that do not have requirements - for example a municipal client - can that spending be used to meet our goals on a PRF contract?

A12. SDO advises that PRF77 Vendors should not double count SDP spending by reporting spending on diverse vendors on one contract and then reporting it again on other contracts. However, SDP spending on another contract may be included in ancillary SDP spending on this contract.

Q13. If the vendor is a sole-member company with one employee, will the owner's experience at previous employers count?

A13. Yes, that experience would be considered.

Q14. This pre-bid conference is being recorded. Will the recording be available to view later?

possibly as a posted link? I know that you will receive a copy of this in in a day or so as a follow up e-mail, but is there any plans to publish this anywhere else?

A14. Yes, see answer to Question #11 above.

Q15. Do you need to specify all subcontractors that may be required and do all subcontractors need to be individually approved under PRF77?

A15. No, you do not need to specify all subcontractors in your Bid. Subcontractors are not pre-qualified under PRF77. However, Eligible Entities using this contract may require prior approval rights for proposed subcontractors under specific statements of work (SOWs).

Q16. Clarifying question on gross revenue - you are looking for total company gross revenue and SDP spending - so if we are national firm, we include all - not specific to Massachusetts?

https://www.mass.gov/event/attend-prf77-professional-environmental-and-consulting-services-event-2021-08-05t140000-0400-2021-08-05t153000-0400 https://www.mass.gov/event/attend-prf77-professional-environmental-and-consulting-services-event-2021-08-05t140000-0400-2021-08-05t153000-0400

Answers to Bidder Questions for PRF77 Page 4 of 12

A16. List the company's gross revenue overall, not just revenues specific to Massachusetts.

Q17. Because more than one contractor will be awarded, which could result in numerous PRF77 contractors, how does OSD and DCAMM decide from which contractors to solicit project quotes from?

A17. Once PRF77 becomes effective, any Eligible Entity may issue a Scope of Work (SOW) soliciting firms on contract to provide bids for that particular SOW. There are statutes and rules that govern the solicitation and award of work under particular statewide contracts. You can review the current statewide PRF67’s contract user’s guide, to understand how Eligible Entities may use existing PRF67 to solicit and award a particular SOW. A user’s guide will be developed and published for PRF77 once it becomes effective.

Q18. Can you provide more information on what types of work would be covered by the "Environmental Strategy Services" category?

A18. Environmental Strategy Services is a broad category. We refer you to the language in the RFR, and further note that an Eligible Entity will determine the specific Environmental Strategy Services they need. Note that this category has been expanded in terms of its availability to all Eligible Entities. The expiring statewide contract PRF67 had inadvertently provided Environmental Strategy Services only for DCAMM properties. PRF77 makes this service category available to all Eligible Entities.

Q19. In follow up to the Reference question can a particular reference be used in more than one category?

A19. Yes, a Bidder may list a reference for more than one category or subcategory, provided that the reference has experience working with the Bidder in each category or subcategory of work for which they are listed as a reference.

Q20. Is it an annual SDP percentage goal or per project?

A20. Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with SDP Partner(s) on a Massachusetts Fiscal Year basis (July 1st through June 30th). Please refer to the RFR at Section 4, Supplier Diversity Plan, and the SDP Plan Commitment form.

Q21. In our SDP Plan, if we are a woman owned business wouldn't 100% of contract sales be spent with certified diverse companies? Or is it only our subcontractors?

A21. No, the fact that you are a woman owned business is not relevant to your SDP Plan Commitment. All bidders must identify a commitment in the form of a specific

Answers to Bidder Questions for PRF77 Page 5 of 12 percentage of sales made under the resulting contract that will be spent with SDP Partner(s) on a Massachusetts Fiscal Year basis (July 1st through June 30th). Please refer to the RFR at Section 4, Supplier Diversity Plan, and the SDP Plan Commitment form.

Q22. To qualify as a small business in COMMBUYS, what are the requirements?

A22. A small business is for-profit or a non-profit, but focusing on the for-profit business, it is a business with a primary place of business in Massachusetts that has 50 or fewer employees, that has a gross annual revenue of $15 million or less on a three-year average. Additional detail about small businesses can be found at:

https://www.mass.gov/how-to/register-for-the-small-business-purchasing-program-sbpp. What you do is fill out and submit the Small Business form, and then overnight, it's checked by the Department of Revenue interface. If MassDOR locates you in its database, they will check these parameters for you and qualify you automatically. If they cannot locate you in the database, they will tell you that they cannot find you, and then we will ask you to send us some supporting materials for your small business status. As a piece of advice for people applying for a small business status that are family-owned LLC's or sole proprietors, please list the filing entity on the form, meaning that if you're filing as an individual, you have to provide your Social Security Number and your first and last name, so the DOR can find you. The same applies for one-person LLCs or family-owned LLCs, basically, it's the filer that matters. Even though you may be doing business under a business FEIN, since you're not filing taxes under it, you will not be found by DOR. So please list the filing entity for your business to be quickly found by

DOR.

Q23. What is the Massachusetts procurement definition of a small business?

A23. See answer to Question #22 above.

Q24. Is the intent to award large firms larger complex projects?

A24. No, there is no intent for particular PRF77 work to be awarded to particular potential Bidders or to large, medium, or small vendors. When an Eligible Entity wants to solicit work that fits within this contract, they will post or provide a Scope of Work (SOW) to solicit some competitive bids on that SOW. The Eligible Entity will determine which contractor on PRF77 provides the best value for its SOW, based on criteria set forth in the SOW.

Q25. What is the total number of firms to be awarded a professional services contract?

A25. There is no set number of Bidders who may be awarded a contract under PRF77.

Bidders’ Bid Response Packages will be evaluated based on the criteria set out in the RFR and those that are selected based on that evaluation will be placed on the contract.

https://www.mass.gov/how-to/register-for-the-small-business-purchasing-program-sbpp https://www.mass.gov/how-to/register-for-the-small-business-purchasing-program-sbpp

Answers to Bidder Questions for PRF77 Page 6 of 12

Q26. Does this contract include stakeholder facilitation or mediation processes? Our firm specializes in designing and running energy and environmental stakeholder processes. We are currently a vendor on the PRF62 contract (to be replaced by PRF74). We are not seeing anything about facilitating public engagement or stakeholder processes in any of the subcategories but wanted to clarify whether we need to be on this contract to be eligible to facilitate environmental-related stakeholder processes?

A26. The RFR does not list stakeholder facilitation or mediation processes as a service category or subcategory, but environmental-related stakeholder processes may be included within some of the categories or subcategories. Therefore, should you wish to be on this PRF77 contract, you may submit a Bid for those categories and subcategories for which you would offer such environmental-related stakeholder processes.

Q27. Is there is an expected length of response for Bidder's Diversity and Inclusion Statement Form?

A27. The SST expects that a Bidder's Diversity and Inclusion Statement Form will typically range from six (6) to eight (8) pages in length. A Bidder’s Diversity and Inclusion statement should not exceed ten (10) pages.

Q28. Will an attendee list be provided?

A28. Yes, the attendee list for the pre-bid conference has been posted on the COMMBUYS page for PRF77 at:

https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-21-1080-OSD03- SRC04-63552&external=true&parentUrl=close .

Q29. To minimize additional risk that may have to be factored into pricing, would the Commonwealth consider adding the following clause to the Contract between the Commonwealth and Contractor: “The Commonwealth and the Contractor agree to waive any claim against each other for consequential, incidental, special or punitive damages, but only to the extent permitted by law.”

A29. The requested clause will not be added to the contract.

Q30. To minimize additional risk that may have to be factored into pricing, would the Commonwealth consider adding the following clause to the Contract between the Commonwealth and Contractor: “Contractor’s liability under the Contract shall be limited to the value of the insurance coverage to be provided by Contractor pursuant to the Contract.”

A30. The requested clause will not be added to the contract.

Q31. The RFR requires insurance to have an AVII rating. Our professional liability is AV, is that a concern?

https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-21-1080-OSD03-SRC04-63552&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-21-1080-OSD03-SRC04-63552&external=true&parentUrl=close

Answers to Bidder Questions for PRF77 Page 7 of 12

A31. As noted, the contract requires insurance to have an AVII rating. If your current insurer is not AVII rated, that is a concern, as documentation of the required insurance is required to be placed on the contract. If you wish to bid in, please indicate current rating of your insurer and a commitment to promptly meet this requirement if selected for the contract.

Q32. Will you please provide the VIP website address?

A32. The US. Veterans Administration vendor information pages, VIP, website is found at: https://www.va.gov/osdbu/ .

Q33. Is the SDP partners commitment measured by their participation only under projects for PRF77, or under all contracts and procurements secured by the company?

A33. A Bidder’s SDP commitment is measured by a Bidder’s participation under all contracts and procurements secured by the Bidder.

Q34. Are three projects required per subcategory or is the requirement three projects per main category?

A34. Three project descriptions and supporting details are required for each category and subcategory for which a Bidder provides a Quote. See also answer to Question #19 above, and answer to Question #45 below.

Q35. Are resumes required for all staff listed in the Bidder Experience Table?

A35. No, resumes are not required for staff listed in the Bidder Experience Table. The Bidder Experience Table calls for summary information about Staff Experience, as set forth by the column headings. As noted on the form, Bidders may, but are not required to, attach resumes of staff listed on the Bidder Experience Table. See also answer to Question #4.

Q36. What exactly does this statement mean and require of the Bidders: “Bidders must state the number of current contractual agreements in place, as well as provide a list of all contractual agreements in the last 12 months prior to the closing (Bid Opening Date) of this Solicitation. For each contractual agreement listed please provide the client's name and contact information, scope of work, facility location and size (if applicable).” We have numerous agreements/contracts in place for a wide variety of private and public entities; do we need to provide all of the information in our response?

https://www.va.gov/osdbu/

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A36. A Bidder must state the number of contractual agreements that they have been involved with for the past year (from October 13, 2020, through October 12, 2021. See also the answer to Question #39 below.

Q37. Will OSD post a list of interested bidders/actual bidders to COMMBUYS?

A37. A list of the pre-bid conference participants has been posted on the COMMBUYS page for PRF77 at https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD- 21-1080-OSD03-SRC04-63552&external=true&parentUrl=close . No list of actual bidders will be posted in COMMBUYS. Once Bidders have been placed on contract, that list will be publicly available via COMMBUYS.

Q38. Please clarify the minimum 25% scoring for SDP Commitment; does this mean all responses with the required 1% commitment will get 25% of 100% possible points?

A38. No, providing the required minimum 1% commitment does not mean that a bidder will necessarily receive all 25 points for that evaluation criteria category.

Q39. In Section 3.2, #3, the RFR requests: Bidders must state the number of current contractual agreements in place, as well as provide a list of all contractual agreements in the last twelve (12) months prior to the closing (Bid Opening Date) of this Solicitation. For each contractual agreement listed please provide the client’s name and contact information, scope of work, facility location and size (if applicable). Does the number of contractual agreements in place pertain to our current DCAMM contract? If this pertains to all contractual agreements held by our company, please note that names and street addresses of our clients are considered business confidential. How can we be responsive to this question, while maintaining the confidentiality of our clients?

A39. As noted, the RFR requires a Bidder to state the number of contractual agreements that they have been involved with for the past year (from October 13, 2020, through October 12, 2021). Information about these agreements must include the client’s name and contact information, scope of work, facility location, and size. To the extent that a Bidder believes that some of the information is bona fide confidential business information (CBI), a Bidder may submit a partially redacted list, redacting only the CBI, subject to further inquiry from the SST.

Q40. RFR Section 3.2(3) requires bidders to provide a list of all current contractual agreements, including client name, scope of work, etc. Such a list could include hundreds or thousands of entries, depending on firm size. What is OSD’s objective in requesting this information and how will be it used to evaluate a proposal submission? Additionally, such lists are business confidential information. How will OSD protect the confidentiality of this information if submitted? Considering these points, will OSD consider eliminating this https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-21-1080-OSD03-SRC04-63552&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-21-1080-OSD03-SRC04-63552&external=true&parentUrl=close

Answers to Bidder Questions for PRF77 Page 9 of 12 requirement and replacing it with a requirement to provide a list of contractual agreements with Commonwealth of Massachusetts agencies or a statement of workload/capacity to complete requested scopes of work?

A40. See answer to Question #39 above.

Q41. In Section 2.2 of the RFR, it states: Bidders should provide business experiences on letterhead for all Environmental Service Categories they apply for. Please define business experiences and must it be specifically on letterhead, or will it suffice that the Bidder’s logo is included on each page?

A41. While the RFR calls for letterhead, the letterhead need not be used on every page, only on the first page of each document. A logo included on every page is also acceptable. See also Section 2.2 of the RFR.

Q42. In Section 4.1 of the RFR (Diversity & Inclusion), it states: The Diversity Focus Statement form in Appendix 3 has a section for a Diversity narrative and a table for listing external partners to assist Bidders with their RFR Diversity and Inclusion statement.? The table is missing from the form. Will DCAMM post an updated form for download via COMMBUYS?

A42. No, an updated form will not be posted on COMMBUYS. Bidder should add a table at the end of their narrative that lists external partners. See the RFR at Section 4.1 for additional detail.

Q43. Will the questions that were asked at the pre-bid meeting be published on the COMMBUYS site?

A43. These Questions and Answers include questions asked at the pre-bid meeting and is being posted on the COMMBUYS site.

Q44. On page 29, the RFR states each Bidder must propose one or more SDP Partners to utilize. Since this is a blanket contract and the scopes of work will be the subject of individual awards, the types of subcontractors are unknown at this time. This makes it difficult to identify specific partner(s) as part of the RFR response submission. Is it acceptable to state that the SDP Partner(s) will be determined based on the scopes of work requested for each individual award?

A44. As stated in the RFR, each Bidder must propose one or more SDP Partners. A Bidder must list in its proposal a minimum of one potential SDP Partner. If at the time a specific task is assigned under the contract, that SDP partner would not be applicable, the vendor could seek to substitute another SDP partner.

Answers to Bidder Questions for PRF77 Page 10 of 12

Q45. Is the Business Reference Form and three (3) project examples required for each subcategory in addition to each category? For example, if we are responding to Media Assessments, do we provide the Business Reference Form and three (3) projects for 1. Air Quality and another Business Reference Form and three (3) projects for 2. Asbestos Consulting and/or sampling and Analytical Services separately?

A45. Yes, three business references and three project examples are required for each category and sub-category for which your firm is proposing to provide services under

PRF77.

Q46. What is the required format for electronic signatures (e.g., DOCUSIGN, pdf)?

A46. Either DOCUSIGN or PDF signatures are acceptable, provided however that each vendor who is awarded a contract under PRF77 shall be required to submit an original ink signature on the Standard Commonwealth Contract Form.

Q47. How many years back should we include for LSP Audits?

A47. Bidders should disclose any LSP disciplinary actions within the past five years and a list of Notice of Audit Findings (NOAF), including the RTN, date NOAF was issued, and current status) within past two years (from October 13, 2019, through October 12, 2021).

Q48. Should the Business reference Forms be submitted as one combined file if submitting on multiple categories or as separate files for each?

A48. Business reference forms should be submitted as one document.

Q49. Must a Bidder that proposes to provide services under Media Assessment (Section 3.1, 3.1.1, a) of the Solicitation), propose to provide services under every Media sub-category listed? May Bidders exclude subcategories?

A49. No, a bidder is not required to provide services under every media sub-category.

Yes, a bidder may exclude sub-categories. A Bidder must indicate each category or sub-categories on which they are bidding. See the Bidder’s Applicable Environmental Services Categories Form. For Media Assessments and Permitting and Reporting, a Bidder must indicate which of the subcategories it is bidding into. If a Bidder does not check the box for a particular category and/or sub-category on the Bidder’s Applicable Environmental Services Categories Form, the Bidder will not be evaluated for that category and/or sub-category.

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Q50. Section 2.6 of the Solicitation: can more than 3 references be provided per Services Category?

A50. The RFR asks for three (3) references for each category or subcategory for which Bidder is providing a proposal. Please provide just the three (3) references required, and no additional references.

Q51. Section 2.6 of Solicitation: are 3 references required per Sub-category of proposed services?

A51. Yes, three (3) references are required per sub-category of proposed services.

Q52. Can references be used for more than one Category or Sub-category of proposed services?

A52. Yes. See answer to Question #19.

Q53. Section 3.1: Must Bidders demonstrate in their Bid that they meet all criteria for each Sub-category for which they propose to provide services?

A53. Yes, Bidders must demonstrate that they meet the criteria set forth in the RFR for each category and/or sub-categories that they propose to provide services.

Q54. What are the distinctions between services to be provided under a) Media Assessment, Sub-category 3 - Ecological/Wetland Assessment and d) Permitting and Reporting, Sub-category 4 - Wetlands, Waterways and Resource Areas?

A54. The distinctions are that the first sub-category listed in the question focuses upon Media Assessment work, which the second sub-category listed focuses upon Permitting and Reporting. There is some potential overlap of work tasks under these two sub-categories. If a Bidder is interested in being eligible to provide services under both of these sub-categories, then the Bidder must apply for both sub-categories.

Q55. What is the distinction between the Additional Mandatory Requirements in Section 3.2 and Mandatory Specifications in No. 11 of Section 3.2?

A55. The words requirements and specifications have been used interchangeably in this

RFR.

Q56. Is there a list of Mandatory Specifications provided in the Solicitation?

Answers to Bidder Questions for PRF77 Page 12 of 12

A56. See the RFR at Section 3 for Service, Environmental and Cost specifications.

Q57. Please confirm that Section 3.2(3) of the RFR is requiring firms to only submit existing contracts with Massachusetts government entities and not all contracts (including other states and/or commercial clients) due to confidentiality concerns.

A57. Section 3.2(3) of the RFR refers to contracts with any entity, not just government entities. See also answer to Question #39.

Q58. Is a Comprehensive Narrative (3.1.1) required for each Category of Services for which the Bidder proposes to provide services?

A58. Yes. Bidders must present a comprehensive narrative for each category and sub-category for which they are proposing to provide services.

Q59. Is a Continuity of Operations Plan required with the Bid package?

A59. No, while Section 2.3 discusses Continuity of Operations Plans (COOPs), Bidders should not provide a COOP with its Bid package. Once PRF77 has become effective, an Eligible Entity may issue a Scope of Work that calls for a COOP as one of the SOW tasks.