Real Estate Q As.pdf

SAQMMA10R0015

International Real Estate Services

Questions and Answers

1. If the supplier is still bound to provide their own professional indemnity insurance and appraisal liability coverage, can the level of the coverage be capped or limited?

There is no cap imposed by the DOS. The coverage needs to be adequate to cover potential liability for providing the real estate services requested.

2. Will this contract only be awarded to US based entities?

No

3. If overseas companies can respond will their application be treated any differently to a US based company?

4. Will the supplier still be required to service an assignment in a location where the DOS advises against travel?

Services are requested in locations where business can be done without great risk of injury or harm. We do not intend to send contractors into areas where DOS officials could not personally visit. Travel advisories are not the determinative factor in seeking services as DOS officials can and do travel in such areas.

5. If a small business is not a registered company in the US will the company still be eligible to bid for this contract?

Yes

6. In instances where a supplier has made all reasonable efforts to obtain a visa, but is unable to meet the timeline for arrival at a location as specified in the contract will the supplier be penalized.

Depends on the situation. Global experience and presence in many regions and countries should serve to mitigate this as an unknown risk. Contractors are expected to know how and when they can deliver services when bidding. Unexpected political turmoil that impacts visas for all travelers is an instance where contractors would not be held responsible for delays.

7. Can the DOS confirm that the $20,000,000 cap is the total contract value over the five years divided by all contractors selected for the bench, and not a cap for each contract awarded?

8. If the cap is for all contractors combined can the DOS tell us the approximate (or maximum) number of contractors anticipated for inclusion on the bench?

Between 3 and 5 contractors are expected to be awarded contracts.

9. Can the DOS share historic information related to the total contract value by region for the previous contract(s) as well as the total number of contractors selected under the previous

Contract?

The total value of similar IDIQ contracts awarded for limited acquisition services several years ago was approximately $15 million. This amount cannot be broken down by regions. Five IDIQ contracts were awarded last time.

10. Does the DOS have a list of upcoming lease expirations (with location, square footage, etc.) so contractors can develop an understanding of the anticipated workload during the first two years of the contract.

Yes, however this is confidential information and cannot be shared at this time.

11. Are offerors required to bid on each region?

12. Will the lack of a bid for a specific region be viewed as an incomplete proposal?

13. All factors being equal, well evaluators favor proposals that contain bids on every region or is the

DOS only concerned with getting the optimum performance on a regional basis regardless of whether a single contractor can perform globally?

The evaluation of all bidders will include an analysis of technical ability to deliver services in all regions as well as price. The goal is to award global services contracts to multiple companies that, together, will provide maximum value and real estate services to the DOS. Our experience supports the expectation that no single contractor will be awarded all the work in a single region, and different contractors offer competitive advantages in different cities and regions.

14. Could an offeror be selected to provide services in a region for which they did not submit a bid?

This is not a possible scenario. Only contractors that bid on all regions are eligible for contract award. Proposals must include all regions. We are not looking for contractors to bid only regions of their choice and convenience. It is understood that subcontractors, partnerships and other forms of affiliations are relied upon and this should be explained clearly in all proposals.

15. Could the DOS provide a sample of old Service Delivery Order for each type of service to provide an indication of the level of detail which may be required?

The DOS believes the scope of services indicated are sufficiently defined to enable bidders to submit a proposal. We are using commonly understood labels for the real estate services sought and details of the level of detail which may be required will be provided in each individual service requests. Bids submitted at that time should reflect the level of work anticipated.

16. While the scope of services indicated is well-understood, will contractors have the opportunity to confirm standards, approach, methodology and scope of work on a Service Delivery Order basis?

Availability of information, local market practices, etc. can vary from region to region and city to city.

Yes, some of which may occur during the time allowed for responding to each service delivery request, and some after the individual service request award.

17. While the completion schedule will be unique for each Service Delivery Order, the two noted clauses seem to state two different expectations (i.e. the first clause states uncomplicated studies would likely be due within 21 days, while the second clause states as early as 7 days). How will

DOS ensure sufficient time is provided where work in selected remote areas require subcontractor support, the DOS’s approval of such subcontractor and time to finalize a subcontract agreement?

The DOS will make every effort to provide adequate time for delivery of requested services taking into account the location and availability of logistical and professional support. The shortest time allowed (7 days) would be given only for the simplest tasks and in advanced markets where real estate data is easily obtained and this timeline is viable.

18. Can the DOS provide samples of the preferred reporting formats or describe them in detail?

DOS does not have a single preferred format at this time but one may be provided after award of the global IDIQ contracts. Formatting styles should reflect modern standards of real estate professionals reporting to international clients.

19. If a contractor is selected to provide services in one or more regions under this contract, are they required to accept/bid on all task orders offered/completed for the region(s), or can contractors decline to participate on some task orders?

Contractors being awarded contracts to provide a full range of global real estate services are expected to be willing and able to deliver such services in all regions. However, contractors may decline to bid any individual service request. Repeated instances of a contractor declining to bid, especially in locations where professional grade real estate services are difficult to procure, may be reflected in the contractor’s performance evaluation.

20. Please confirm that offerors can utilize a font size smaller than 12 pitch in charts, tables and graphics and a font size larger than 12 pitch where appropriate?

21. Can the DOS provide a detailed breakdown of the volumes or portions of volumes where the 75 page limit applies?

Volumes I and II are limited to 75 pages each including all transmittal, title, blank pages, etc.

Volume III will be the pricing as shown in Attachment A.

22. Can DOS clarify the reference to “b.1” in section L.10.4.1? We can see where b.2 starts but not where b.1 begins.

Delete the sentence beginning: 2. Provide quality………..in its entirety.

23. Are resumes required in both Tabs B and C? Can DOS clarify that resumes are to be included in only Tab B, with high level summary information on staffing in Tab C related to the resumes provided in Tab B?

If the persons named in Tab A and Tab B are the same, then resumes may be included only once.

If they are different, resumes for each person is required.

24. Can the DOS verify the number of copies the offeror is required to submit for Volume II – Past

Performance? Volume I and III state the number of copies the offeror shall provide. However, the instructions do not specify the number of copies that the offeror is to provide for Volume II.

Bidders should submit the same number of copies for Volume II as are required for Volume I.

25. Are the past performance forms to be placed in Volume II or Volume III?

Volume II

26. Does the DOS have guidelines related to the application of rating for Outstanding, Excellent, Satisfactory, etc. for the Technical Approach factor?

The proposals will be compared to the evaluation criteria listed on pages 51-53.

27. Similarly, how will risk rating be assessed?

Risk assessment is internal to the DOS.

28. What would a contractor need to demonstrate to achieve an “Outstanding” technical rating and a

“low” risk rating?

One example of achieving an outstanding rating could be a bidder that supplies solid evidence of its ability to and experience in performing all services in all regions at high quality levels, along with a proven management team, a sound contract management strategy and experience in managing global service contracts. An example of achieving a low risk rating could be a bidder demonstrating a proven record of delivering similar services of high quality to the DOS in the past, that has ample internal capital and human resources to provide all or most services in-house without using subcontractors and outside consultants and is present in multiple regions with its own offices.

29. In which part of the response should we submit Section K – Representations and Certifications?

As part of the Price proposal?

30. If we are submitting to perform work for more than one region, should we submit Past

Performances for each region for which we are submitting? Do we need to submit 3 Past

Performances for each region for which we are submitting a proposal?

No. Past performance submissions are to demonstrate bidder’s overall global experience in all regions. The more regions that are covered, the better.

31. Upon issuance of an individual RFP, does the vendor have the right to decline to respond to the

RFP based upon lack of expertise, resources, or a geographic location that would be considered an unfriendly geography, war zone, or if a firm does not have local resources/dependable subcontractors.

See answer to question 19. Repetitive instances of a contractor declining to bid may indicate a lack of ability or will to perform services for the DOS and may impact long term contracting opportunities.

32. At the time of proposal submission for an individual task order/RFP, are traveling and living expenses as well as DBA insurance estimates to be included in the fee submission as a firm fixed price or well T&L and DBA be considered as a pass through upon completion of the work effort?

Items that are considered reimbursable expenses and not fees, may be added to each bid for a individual service. They are to be included as a fixed price. There will be adequate time allowed for contractors to gather expenses and pricing data.

33. As it relates to Tenant Representation Services, the solicitation requests a percentage. Would a flat fee be acceptable rather than a percentage?

No. When leased space is required, details of city, location and the kind and type of space needed will be provided to allow the contractors to submit appropriate percentage proposals.

34. Can you add clarity as to Section B, B.4.1 Proposed Rates? Given that the individual RFP/Task

Order will offer more information to allow for specific pricing, how will those rates be used/compared to the estimates in Attachment A as part of our proposal submission?

The Proposed Rates in Attachment A are not only for the process of evaluating bidders, but they are the maximum fees that the contractors may bid for services in the future, baring exceptional circumstances that impact all contractors. These Proposed Rates will determine their relative cost to the DOS, allow the DOS to judge bidder’s ability to price services fairly in light of their experience and activity in various regions of the world. Once the IDIQ contracts are in place, the contractors may revise prices for individual service requests.

35. Could our company invoice directly in the United States as opposed to in the country that the job is in?

All invoices are to be submitted directly to the Department of State in the US, to the Office of

Site Acquisition and not to the US diplomatic mission located there.

36. Do we need to have DBA insurance in place before we receive a specific RFP or contract.

No. DBA will be included in bids for individual RFP/service requests.

37. Does the DOS anticipate using outside contractors as evaluators for this procurement?

38. Section L.10.3, states that it expects the technical proposal to be structured according to the same sequence as shown in Section M.4 of the RFP. There is no Section M.4, however, the government has laid out the technical proposal structure in Section L.10.4. Is the contractor to follow the structure shown in L.10.4, or are we to use the evaluation criteria (Section M.2) to structure the technical response?

Delete the first sentence in L.10.3(b). The structure of the proposal should follow all of Section

M.2, subject to the general instructions in L.10.3.

39. The RFP asks the respondent to describe “your company’s international real estate acquisition services to a t least 5 different international clients regarding acquisition of properties outside of

North America. Provide details of the types of clients, the volume of transactions in number and dollars, and the countries where the real estate acquisition services were provided.” Are the identified transactions limited to instances where the respondent acted as agents or representatives for international clients, or are transactions where the respondent acted as an independent consultant acceptable?

Both are acceptable. The contractor’s role in each transaction should be defined in the proposal.

40. Attachment A indicates detailed services that may be required by continent and sub-region.

Attachment B indicates the cities in each sub-region. Will the government please provide a list of services performed by contractors during the previous period of performance by continent, sub-region and, if possible, city?

The services provided include market research, market surveys, property appraisals, property searches, highest and best use studies, field inspections support, and rent surveys. Data on the breakdown of service provided by region has not been compiled for distribution. Services were requested in all regions.

41. The following statement appears under C.13.2: “Where appropriate, the contractor shall make available to the DOS’s legal representative the kind of assistance normally provided by real estate professionals working the local setting to support the transaction closing and, if requested by the

COR, be present at the closing. For that support, no extra fees shall be paid by the DOS to the contractor for these services.” Will DOS please provide a rough estimate of the number of times a contractor was required to travel to a closing during the previous period of performance, without reimbursement by DOS?

No contractors were required to travel to a closing. On rare occasions, contractors residing in the city where the service was being provided has been invited to attend. The support anticipated by the this clause relates to ordinary sharing of information about land, owners, titles or processing or transaction documents that normally occurs between service providers representing one of the parties.

42. In Section M.31, Evaluation, the government is seeking a best value that values technical more than cost. In Section M.3.2, the government has stated that lowest hourly rate will be selected for task orders. Given that the government desires best value, would the government consider changing the lowest cost evaluation criteria from the task orders, so the government can be provided with the right resources for a task order as it has been shown historically that it is in the best interest of the government to use best value evaluation on a delivery order basis? This will ensure that the government receives the quality and value on every task order that was initially evaluated on the BPA submission.

Section M.3.2 states that the “government will usually award the delivery order to the low cost bidder.” However, this is not mandatory and in cases where the DOS finds good cause to award a service delivery order to a contractor that is not the lowest cost, the DOS reserves that right. This remains a competitive process and all contractors that receive IDIQ contracts are deemed to be qualified to perform all services in all regions. Pricing is usually the determining factor once all technically qualified contractors are under contract. Regional competitive advantages between contractors typically result in the DOS getting best value in each individual case.