RFQQ 2024 0327_Vendor Q&A.pdf

RFQQ 2024 0327– WSF Travel Wait Times Assessment Services

Questions and Answers

DATE: April 10th, 2024

TO: All Potential Vendors

FROM: Chase Johnson, RFQQ Coordinator

SUBJECT: VENDOR QUESTIONS AND ANSWERS

for RFQQ 2024 0327 – WSF Travel Wait Times Assessment Services

Executive Summary:

This document is prepared by the Washington State Department of Transportation (WSDOT) and shall serve as the sole official reply to Vendor Questions submitted in response to RFQQ 2024 0327 released on March 27, 2024. Questions and comments have generally been stated as they were received except that some questions have been modified to maintain vendor confidentiality or to reduce redundancies. The answers may only explain or clarify some aspect that is already addressed in the RFQQ. It is important that Vendors review all questions and answers.

Vendor Questions and Official Answers

1. QUESTION: Would the lack of client references automatically deem the bid unsuccessful?

ANSWER: A submittal of three (3) Client Reference Evaluations is Mandatory and used in conjunction with determining a Bidder’s Responsiveness and Responsibility. Bidders failing to submit three (3) Client References or providing responses that do not address the requirements of the RFQQ can be determined as non-responsive and will be rejected.

2. QUESTION: The “concept of operations” mentioned in the scope refers to an actual document. If so, please share the DOT best practices structure for the same.

ANSWER: There are no defined best practices available from WSDOT at this time. The bidder's Concept of Operations proposal will be evaluated.

3. QUESTION: In regard to Exhibit C, Exhibit C – "Cost Proposal Bid Price", table has column named "Title of Position". Could you please share additional context on this column. What details are expected in this column?

ANSWER: “Title of Position” refers to someone’s job or position at work that helps identify their level of responsibility or role. Title of positions might refer to an Engineer, Project Manager, Project Coordinator, etc. We want to know the roles of you or your team that will complete the work.

4. QUESTION: Exhibit F Scope of Work indicates that there are three locations/terminals at which the Concept of Operation will be used to carry out a planned pilot demonstration. Will this pilot demonstration be part of an extension to this contract, or will it be separately procured?

ANSWER: Separately procured.

5. QUESTION: Will the system-wide deployment be part of an extension to this contract, or will it be separately procured?

ANSWER: Separately procured.

6. QUESTION: Exhibit B Performance Requirements lists a minimum of three and maximum of five client references for the Prime Consultant. Can references be included for subconsultants that are on the team, and if so, will those be scored?

ANSWER: 3 client references for the Prime Consultant are strongly encouraged as they are the organization being evaluated. Client references for subconsultants may be considered a non-responsive submission.

7. QUESTION: Can you share if the anticipated interview process will be in person or virtual?

ANSWER: If needed, the interview process will be done virtually.

8. QUESTION: Are the references requested on page 3 of Exhibit A-2 Bidders Profile for the subconsultant? Or should they match the Exhibit E Client Reference Forms required by the Prime?

ANSWER: They should match the Exhibit E Client References Form. We would use the contact information found in Exhibit A-2 if we need further explanation from Exhibit E Client References. If listing more than 3, you are allowed to add rows to the References section of A-2.

9. QUESTION: To clarify on the Written Response column in Exhibit B – does the response need to be contained within the column (extending down as far as needed) or can we attach separate sheets to this Exhibit and reference the attachment in the Written Response column? (i.e. “Please see REQ ID 1. Written Response attached” or something similar?) We were unclear about the statement in red that states “Written responses must not reference any material present elsewhere.”

ANSWER: We prefer that answers be included within the provided column however we recognize that a bidder may need more space to write. If additional space is necessary than what is provided, please attach all written responses in order by REQ ID and compile into one document named Exhibit B- Performance Requirements Response. If additional writing space is utilized, indicate in the provided response column below which page that the response can be found.

Regarding the instruction “Written responses must not reference any material present elsewhere”, the bidder should make sure that responses for Exhibit B should only refer to content related to Exhibit B. Do not make references to other Exhibits in the solicitation.

10. QUESTION: Are there any restrictions to the use of graphics in the written responses?

ANSWER: There is no restriction on graphics, however the bidder does so at their own risk. The bid format must at minimum follow the requirements found in “Section 4.5 Bid Format”.

11. QUESTION: Can we include resumes in an appendix? Or do key team member quals need to be confined to REQ ID 3 in Exhibit B?

ANSWER: The solicitation does not preclude bidders from submitting resumes as an appendix. However, the bidder must provide answers in the “Written Response” column.

Resumes will not be scored.

12. QUESTION: Do the 3 projects provided in REQ ID 1 of Exhibit B need to match the 3 project references used for Exhibit E?

ANSWER: No.

13. QUESTION: Will there be dedicated resources on the State side for this project? If so, in what roles?

ANSWER: There will be a dedicated Project Manager to manage the contract and coordination of WSDOT resources.

END OF DOCUMENT