Q&A RFP # BPM036948_ Cable & Wiring Inside Plant_Final.pdf

STRUCTURED CABLE AND WIRING MATERIALS & SERVICES INSIDE PLANT

SOLICITATION NUMBER – RFP # BPM036948

Q&A # 1

Issued: August 8, 2023

This list of ques�ons and responses is being issued to clarify certain informa�on contained in the above-referenced RFP. The State’s responses are italicized and in blue. The statements and interpreta�ons contained in responses to any ques�ons, whether responded to verbally or in wri�ng, are not binding on the Department of General Services (“Department”) unless the RFP is expressly amended. Nothing in any response to any ques�ons is to be construed as agreement to or acceptance by the Department of any statement or interpreta�on on the part of the en�ty asking the ques�on.

1. Ques�on: Can a prospec�ve contract awardee be a prime and subcontractor on two (2) different RFP submissions? For example, we would be the prime contractor, and XYZ company would be the subcontractor. However, XYZ company is also submi�ng a bid as a prime contractor on a separate proposal.

Answer: Yes, a prospec�ve contract awardee can be a prime and subcontractor on two (2) different RFP submissions.

2. Ques�on: As an MBE and WBE for the State of Maryland, if a prime vendor contacts you to partner with them on this contract. Are you allowed to submit a proposal as a partnering MBE/WBE on mul�ple proposals?

Answer: Yes

3. Ques�on: In reading Atachment B: Price Sheet, is the assump�on that the hourly rate is based on a 10,000-hour minimum?

Answer: The price that the Offeror will provide will be the maximum price that the State will pay.

The 10,000-hour is the estimated Maximum.

4. Ques�on: In the solicita�on sec�on 2.5.2, the third paragraph States the following: General Experience: Technician(s)performing this service typically requires five (5) years of experience in facili�es work or in inside plant cabling work and must have Building Industry Consul�ng Service Interna�onal (BICSI) cer�fica�on(s); and must have experience in proving detailed inside plant wiring diagrams and designs. Can this requirement be amended to require the individual performing the service to be cer�fied by BICSI as a Registered Communica�ons Distribu�on Designer (RCDD)?

5. Ques�on: Contractor-Supplied Hardware, Section 2.3.3 B, P8 – The purchase costs of Materials does not capture the entire actual costs to the contractor for that item since there are handling and overhead costs (employee time to order and process, insurance, storage, lines of credit, etc.) associated with each item that cannot be captured in labor costs. Additionally, the purchase price of an item may change from time of bid to time of order. Does the "Pass Through costs" include those handling costs?

Answer: The “Pass Through Cost” shall reflect the fully loaded prices that include all costs/expenses associated with the provision of services as required by the RFP. Please reference Attachment B-1 Financial Proposal Instructions.

6. Ques�on: Installation Services - Functional Area 1, Section 2.5.1, P10 - This should include all associated overhead costs, including materials. The cost sheet only has a space for a singular hourly service rate and no materials. Please clarify how an hourly rate can include every possible material necessary.

Answer: This shall reflect the fully loaded prices that include all costs/expenses associated with the provision of services as required by the RFP. Please reference Attachment B-1 Financial Proposal Instructions.

7. Ques�on: System Analysis Services - Functional Area II, Section 2.5.2, P11 - Will the customer allow for employees without the BICSI certifications to perform the service if a BICSI certified manager reviews and approves the work?

8. Ques�on: PORFP Content, Section 2.6.1, P 12, To be eligible for receipt of a PORFP, a Master Contractor must have accepted all contractual language updates promulgated by DGS and must have executed contract modifications evidencing the same. Will contractors have the opportunity for discussions, or do all modifications have to be accepted as is?

Answer: All fully executed modifications are agreed upon by both parties. As such, “discussions” are held as necessary prior to the execution of modifications.

9. Ques�on: Insurance Requirements, Section 3.6, P15 - The current insurance requirements are excessive and cost prohibitive for small, disadvantaged businesses. Will the customer consider lower insurance limits for small businesses whose policies vary from the requirements? The RFP has a requirement under Errors and Omissions/Professional Liability of $1,000,000 per combined single limit per claim and $3,000,000 aggregate – Will $1M per claim and $2M Aggregate be acceptable? Will the State allow for proposals that have different/lower insurance levels to be proposed with those limits nego�able during contract review/award?

Answer: No. The insurance limit will remain as stipulated in the RFP.

10. Ques�on: Requirements, Sec�on 2.3.2 D, P5, “Prior to placing communica�ons cables, power cable impedance readings shall be taken to ensure approved standards are being met.” Most contractors for this RFP are only low-voltage and not electricians. The two disciplines are entirely different. What is the expectation for taking impedance readings on high-voltage power cables we would not have installed?

Answer: The purpose is to make sure any cabling installed by vendors is free from electromagnetic interference from nearby installed power lines. Identification of such interference is all that is necessary.

11. Ques�on: Requirements, Sec�on 2.3.2 I and 2.3.2 I. c, P6 &6, The final acceptance test a�er installa�on and before State acceptance shall consist of a performance test, which will involve tes�ng the installed cable plant using live data. Who performs the test owner or contractor? Cable analyzer sends data packets during testing. This testing is outside of the BICSI/Industry standard. Since the RFP doesn't list any metrics for successful live data testing. Is the Government going to be performing the testing and, in order to ensure that minority businesses are not placed in a negative financial situation, will that testing be performed within 48 hours of installation completion?

Answer: The vendor would be responsible for testing all cables they install. DoIT typically hires third party inspectors to independently test in addition to vendor testing. If defects on the installed cable are found, it would be incumbent on the installation vendor to correct such defects.

12. Ques�on: Requirements, Sec�on 2.3.2.M, As-Built Drawings, P7: What format will base drawing be provided?

Answer: Ultimately this will be determined by the issuing Agency. DoIT makes these drawing available in various industry standard CAD formats.

13. Ques�on: Contractor-Supplied Hardware, and Materials, Sec�on 2.3.3. F, P9: The Contractors are not eligible to purchase materials using the State’s exemp�on from sales and use tax. - Is the State expecting to see sales tax in our PORFP submittals? With the requirement to supply materials on a strict pass-through basis, and the preclusion of using the State's tax exemption certificate, this would place materials at a 6% loss.

Answer: No. Please refer to Attachment B-1 Financial Proposal Instructions.

14. Ques�on: Experience and Qualifica�ons of Proposed Staff, Sec�on 5.3.G, P42: The RCDD is just an example of qualification and not a requirement; please confirm.

Answer: Correct. Any required certs would be identified in subsequent PORFPs.

15. Ques�on: Conflict of Interest Affidavit and Disclosure, Sec�on 4.30.4, Participation in Dra�ing of Specifica�ons: Disqualifying Event; Under FA2 and on other contracts, the government some�mes uses Contractors to dra� the specifica�ons, drawings and technical content for future work. In many cases, that same contractor is eligible also to bid the work they have designed, crea�ng an opportunity for that contractor to have exclusive informa�on not available to other bidders. This would lend to unfair compe��on. Please confirm that a contractor on this contract or any other that has par�cipated in the development of specifica�ons for a project is then prohibited from submi�ng a bid for the same project, including this RFP.

Answer: Specifically, no Contractor was involved in the drafting of this solicitation.

Notwithstanding “Offerors are advised that Md. Code Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement;

or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Offeror submitting a Proposal in violation of this provision shall be classified as “not responsible.” See COMAR 21.05.03.03.

16. Ques�on: Experience and personnel, Section 3.10.3, P19: Please clarify if the individual POC needs a cert or did you mean the company needs a BICSI cert. Please identify what cert is required?

Answer: The Contractor Point of Contact (POC) must have Building Industry Consul�ng Service Interna�onal (BICSI) cer�fica�on

17. Ques�on: Installa�on Services - Func�onal Area 1, Sec�on 2.5.1, P10; Technicians performing this service requires … and must have BICSI certifications.: Will the State allow for years of experience to substitute for the BICSI so long as a BICSI certified employee performs a final review?

18. Ques�on: System Analysis Services - Functional II, 2.5.2, P11; Technicians performing this service requires … and must have BICSI certifications.: Will the customer allow for years of experience to substitute for the BICSI so long as a BICSI certified employee performs a final review?

19. Ques�on: Pricing Sheet, Atachment B - A singular labor category limits the possibility of employee advancement and/or the ability to utilize staff with varying years of experience and limits the potential cost savings to the Government. With the statewide emphasis on developing apprenticeship programs, would the customer consider adding higher and lower levels for each Labor Categories (LCAT)?

Answer: The Pricing Sheet is based on Service Categories and not Labor Categories.

20. Ques�on: Minimum Qualifications, Section 1.1, P1, states, “There are no Offeror Minimum Qualifica�ons for this procurement,” and Sec�on 3.10.1 A, P19, states, “Offeror shall have five (5) years of experience installing terminated and unterminated copper and fiber op�c cable, as well as ancillary equipment used to support data, video, and voice applica�ons required by this RFP.

As proof of mee�ng this requirement, the Offeror shall provide with its Proposal up to three (3) references from within the past five years, per func�onal area proposed, able to atest to the Offeror’s experience in providing services required by this RFP.” Note: Offeror may not use subcontractor experience to meet Minimum Qualifica�ons. The Offeror/Contractor must meet the minimum qualifica�ons. As the RFP is inconsistent within its own language regarding qualifications, can you confirm that qualifying bidders must have 5 years demonstrable experience to be compliant?

Answer: 3.10 is a preferred personnel qualification, not a minimum qualification to propose. It is part of the evaluation criteria. As such, a firm may submit a proposal without providing what is asked for by 3.10.1 A, may be assessed as a "weakness" for not having staff with the desired qualifications and experience.

21. Ques�on: List of Current or Prior State Contracts, Sec�on 5.3 J, P43, "Provide a list of all contracts with any entity of the State of Maryland for which the Offeror is currently performing goods and services or for which services have been completed within the last five (5) years.” As the RFP is inconsistent within its own language regarding qualifications, can you confirm that qualifying bidders use references from an entity in the State of Maryland, can we use other entities that may be from the federal government or a federal government project that may have been performed in MD?

Answer: No, the RFP requests a listing of all current State contracts. References are requested elsewhere in the document.

22. Ques�on: Financial Proposal Evalua�on Criteria, Sec�on 6.3, P48; Sec�on states “A Master Contractor will not be allowed to propose a labor category to a PORFP for which prices were not provided in its proposal. Can the State modify the pricing sheet to include applicable labor categories? EX: Advisory Services/System Analysis is requested on the pricing sheet without a pricing line on the form.

Answer: The reference to “labor Category” will be amended to reflect “Service Category.” The pricing sheet does not ask for a labor category but a service category, which shall include straight pass through cost. This contract shall be a fixed price contract, with Indefinite Quantity.

23. Ques�on: Contractor-Supplied Hardware, and Materials, Sec�on 2.3.3-C & F, P8&9; Sec�on C states materials are to be provided on a straight pass through. Will the State exempt the MBE goal and electronic fee on all material purchases? Sec�on F states the contractor can’t purchase materials using the State’s exemp�on from sales and use tax. Will the State reimburse the contractor for taxes paid for materials?

Answer: No, the State cannot extend its tax exemption to contractors. The State does not waive or exempt tax for the purposes of MBE program goals or electronic fees applicable to state contractors. Please refer to Attachment B-1 Financial Proposal Instructions.

24. Ques�on: Pre-proposal Presenta�on – Slide 9, The MBE and SBR Requirements slide states that the Subcontract area of work is NAICS Code 238210. Must the MBE subcontractor have that specific code to qualify for this contract?

Answer: No, the NAICS was just to illustrate the subcontractable area, and it is not a requirement to submit a proposal.

25. Ques�on: Contractor-Supplied Hardware, and Materials, Sec�on 2.3.3-C & H, P8&9, Would the State consider a 10% markup on materials to cover shipping and overhead?

Answer: This is a fixed Price Contract. Material costs shall be passed through with no mark-up by the Contractor. Please refer to Attachment B-1 Financial Proposal Instructions.

26. Ques�on: Sec�on 4.26.1 MBE – Atachment D, the sec�on states: An Offeror must properly complete and submit a separate Atachment D-1A, MBE U�liza�on, and Fair Solicita�on Affidavit & MBE Par�cipa�on Schedule, for EACH Func�onal Area (I and II) for which it is submi�ng a proposal. If an Offeror is submi�ng a proposal for each of Func�onal Areas I and II, the Offeror must submit two separate Atachment D-1As, one for each of the two Func�onal Areas.

Attachment D-1 provided in the RFP states the MBE goal of 10% is for Functional Area 1. Please clarify.

Answer: The 10% MBE goal for Functional Area I only. MBE Forms D-1A - Attachment D-1A, MBE Utilization is required with proposal submission. MBE Forms D-1B, D-1C, D-2, D-3A, D-3B, are due 10 Business Days after recommended award. Please reference the Table 1 RFP attachments and Appendices.

27. Ques�on: Experience and Qualifica�ons of Proposed Staff – Sec�on 5.3.2 G3, P42, the sec�on states: Include leters of commitment to work on the project, including leters from any proposed subcontractors. Are the leters for the Organiza�on or the individual to provide services under the contract?

Answer: The letters of intended commitment are only for Key Personnel, and yes, they come from individuals. They are not required from all personnel or subcontractor personnel.

28. Ques�on: Problem Escala�on Procedure, Sec�on 3.83 N, the sec�on States: Contact informa�on for persons responsible for resolving issues a�er normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis and the pricing sheet doesn’t include a sec�on for evening, weekends, holidays and emergency services. Will the state consider adding this sec�on to the pricing sheet?

Answer: This is basically asking for the Contractor’s point of contact. Please refer to Attachment B-1 Financial Proposal Instructions.

29. Ques�on: Living Wage Requirements, sec�on 4.28 G, states NOTE: Whereas the Living Wage may change annually, the Contract price will not change because of a Living Wage change or a change in the State minimum wage. Due to the length of the contract, will the State consider changes to the contract price for Living and Minimum wage increases?

Answer: This a fixed price contract, and pricing shall be passed through with no mark-up by the Contractor.

30. Ques�on: If a vendor is submi�ng a response to Func�onal Area II of solicita�on # BPM036948.

Do they have to address anything in Func�onal Area I?

Answer: No

31. Ques�on: Contractor-Supplied Hardware, and Materials, Section 2.3.3 F, H, P9: Please provide more information on F and H.

Answer: Material costs shall be passed through with no mark-up by the Contractor, and the Contractors are not eligible to purchase materials using the State’s exemption from sales and use tax. Therefore, the Contract shall provide fully loaded pricing, the maximum the State will pay.

Please refer the Attachment B-1 Financial Proposal Instructions.

32. Ques�on: How many BISCI cer�fied technicians must be within the organiza�on itself?

Answer: The Contractor, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation, and the successful Offerors (the Contractors) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

33. Ques�on: I have only registered my business within the last two months and have yet to receive payment for any invoicing for work completed through my company. I cannot provide vendor financial documenta�on on this response. Will this be an issue?

Answer: The State asks that Offerors provide evidence of financial stability. In the absence of balance or P&L sheets, evidence of a line of credit is one of the listed options. An Offeror unable to provide any documentation as to its corporate financial health may be determined to be not responsible and may be ineligible for award, at the State's discretion.

Issued by:

Emmanuel G. Smith Procurement Officer