Questions_and_Response_-_Stage_1.docx

Please see below questions (submitted through May 1, 2015) and responses (in blue) in reference to the listed solicitation SAQMMA-15-R0267, Domestic AE IDIQ posted to FBO.gov.

Question 1: If one of the team’s consultants has a facility clearance, can the architect use that until they obtain a clearance of their own, understanding that the personnel assigned to the project must be cleared?

A facility clearance is a specific office location of the company with the clearance. A facility clearance cannot be shared. If selected for award and the company does not already have a facility clearance they would have to be sponsored by us to get a facility clearance. Then we would award only after the facility clearance has been approved and processed.

Question 2: The solicitation states that “In Stage 2, upon notification the short-listed offeror(s) will assemble their technical teams and submit detailed information as to their proposed team, management plan, and past performance on construction documents.” However, Item #5 of the Stage 1 Submission Requirements and Evaluation Criteria asks for a management plan as well as the firm’s experience with specific consultants. This seems to be in conflict with the stated two-stage process. Please clarify:

The first submission is for Stage 1. Please submit portfolios as required in the FBO notice for Stage 1.

The criteria required for Stage 2 will only be given to offerors that have been short-listed for Stage 2 consideration. While it may be also called management plan for Stage 2, there will be different criteria.

a. Whether we should submit our management plan in Stage 1.

Stage 1 requires a Management Plan. Stage 2 requirements would only be required if the offeror gets short-listed for Stage 2.

b. Whether we should include consultants in Stage 1. If not, should we submit a total of ten (10) project examples under Item #4 (Specialized Experience and Technical Competence)?

FBO notice states when consultants should be submitted. See (5) Management Plan criteria.

Question 3: The solicitation asks to “provide back-up data, including dates completed, for five (5) examples of recent projects which have been completed within the five previous years from the proposal submittal date.” Please clarify:

Provide details for 5 recent completed projects that have been completed within 5 years of the submission due date for this requirement.

a. What is meant by “completed.” Is it acceptable to submit projects whose design is complete?

“completed” is construction complete.

Question 4: In respect to the following Special Notice, NAICS Code 541330—Engineering Services with size standard of $15 million and NAICS Code 541310—Architectural Services with size standard of $7.5 million are listed in two separate areas.

The NAICS 541330 that was posted on FBO is incorrect and has been corrected to reflect the NAICS 541310 in the solicitation notice. The NAICS for this requirement is 541310 - Architectural Services size standard of $7.5 million.

The NAICS code has been reviewed for this procurement and it has been determined that NAICS Code 541310 is the appropriate code.

Question 5: Do you foresee the selected AE to be responsible for any construction management (Title II) support services?

Yes, Title II support services are included.

Question 6: On page 3 in section 5 (Management plan) there is a request for an organizational chart. However, page 4 paragraph one states “Consultants and the “production firm”(if different from the A/E firm) should not be included in the stage 1 portfolio…."

For (5) Management Plan – it states an Organization chart should be a part of this criteria. Please submit as requested.

The page 4 paragraph one that states “Consultants” and the “production firm” (if different from the A/E firm) should not be included in the stage 1 portfolio” is referring to (7) Previous Government Experience only.

Question 7: Can you please clarify if the Prime A/E (who is also the lead designer / Architecture Firm on our team) should include their team of consultants (i.e. - MEP, Structural, etc)?

I don’t know if this is referring to a specific section of the notice or in general. Please re-read the notice where this question is in reference to. Each of the criteria in the notice states what is required.

Question 8: (3) Professional Qualifications . . . Document the qualifications of personnel with an emphasis on those in key roles .

Please clarify that the following are considered key roles. Architectural, including space planning and interior design; master planning; treatment of historic/cultural resources; facilities programming; electrical engineering; mechanical engineering; structural engineering; blast; civil engineering; security systems engineering; lighting system design, acoustical engineering, chem-bio [Nuclear, Biological, Chemical (NBC)] engineering; cost estimating and planning; value engineering; landscape architecture, commissioning, communications information and audiovisual technology, Energy Analysis and Environmental Assessment.

The offeror has the flexibility to identify the professionals in those key roles.

Question 9: In response to Evaluation Criteria (3) Professional Qualifications, are comprehensive resumes required for evaluation of key personnel?

The offeror may submit resumes to supplement the information required for (3) Professional Qualifications.

Question 10: In response to (4) Specialized Experience and Technical Competence, will contracts and/or single projects be accepted as an example of a recent project?

Information in (4) Specialized Experience and Technical Competence provides the time in which a project is considered recent. If the task orders were considered one “project,” then yes, it could be considered as a project for purposes of submission.

Question 11: Please define and/or further clarify Lead Designer. Is it a single individual, a group of Lead Designers, the Prime Firm?

The solicitation notice amendment A02 removed references to “Lead Designer”.

Question 12: The RFQ references that one contract will be set aside for women-owned businesses. What is the certification criteria, if any, for a women-owned business under this solicitation and would a woman-owned business that is not also a small business under NAICS Code 541310 qualify under this set aside (ie not a WOSB under SBA standards)?

The one contract set-aside for Women-Owned Business will be for WOSB under SBA standards for NAICS code 541310.

Question 13: In response to Evaluation Criteria (5) Management Plan, will an IDIQ contract be accepted as one of the five examples of a recent project?

As for an IDIQ contract, an IDIQ contract is not an actual project. It’s an indefinite delivery indefinite quantity contract that has no specific requirements to it. Which means the actual projects are awarded as task orders under the IDIQ contract.

Question 14: In response to Evaluation Criteria (7) Previous Government Experience, will an IDIQ contract be accepted as experience with federal agencies?

The firm may choose what to submit for (7) Previous Government Experience.

Question 15: The solicitation states:

Consultants and the "production firm" (if different from the A/E firm) information should not be included in the Stage 1 portfolio.

Please confirm that this statement is only applicable to Selection Criteria (7) Previous Government Experience and that the Management Plan, inclusive of the Organizational Chart, is required to feature our proposed subconsultants to be utilized on this contract.

The solicitation notice amendment A02 removed Consultants and the "production firm" (if different from the A/E firm) information should not be included in the Stage 1 portfolio.

Question 16: The short-listed Lead Designers and their associated A/E firms will be notified in writing and requested to submit more detailed information indicating each member of the design team, including the primary outside consultants for Stage 2 evaluation.

Do the Lead Designers need to be part of the firm that will have contractual responsibility for the project design (Prime Firm)?

The solicitation notice amendment A02 removed references to “Lead Designer”.

Question 17: Is it the intent of OBO to exclude firms from out of the DC area to participate in this solicitation?

It’s not RPM’s (Real Property Management) intent to exclude any firms out of the DC area but this contract will exclude travel expenses as stated in the solicitation notice.

Question 18: As we prepare to respond to RFP Stage 1 requirements for SF330, do we need to complete both parts I and II, or just part II at this time?

It’s stated in the notice SF330, Part II only.

(2) Standard Form 330. Standard Form 330 Architect-Engineer Qualifications, Part II only. For the purposes of this solicitation, Firm as requested in Box 2A is defined as the individual, firm, partnership, corporation, association or other legal entity permitted by law to practice the profession of architecture or engineering that will have contractual responsibility for the project design, should the proposed offeror be selected for the contract.

Question 19: The RFP requests five (5) examples of recent projects each for three categories: Specialized Experience and Technical Competence, Management Plan, and Past Performance. Can the same projects be repeated/used in all three of the required categories?

The solicitation notice amendment A03 states: Project examples can be the same or different projects for each of the criteria as long as they meet the specific criteria requirements.

Question 20: The RFP requests an SF330, Part II only. Should Submission Requirements/Evaluation Criteria 3-7 also be submitted in the SF330 format?

It is not a requirement that submission requirements for all criteria be submitted in SF330 format.

Question 21: Is the SF330 Part II required for all firms or only the prime?

Please notice requirements for this section below.

(2) Standard Form 330. Standard Form 330 Architect-Engineer Qualifications, Part II only. For the purposes of this solicitation, Firm as requested in Box 2A is defined as the individual, firm, partnership, corporation, association or other legal entity permitted by law to practice the profession of architecture or engineering that will have contractual responsibility for the project design, should the proposed offeror be selected for the contract.

Question 22: The RFP states that in Stage 1 “prospective offerors…will submit portfolios of accomplishment that establish the design capabilities of the AE firm,” and that in Stage 2 “short-listed offeror(s) will assemble their technical teams and submit detailed information as to their proposed team.” The RFP also states that “short-listed A/E firm will be notified in writing and requested to submit more detailed information indicating each member of the design team, including the primary outside consultants for Stage 2 evaluation.” However, the Stage 1 Management Plan states that “if using consultants, offeror must demonstrate that they have worked successfully as a team with these consultants.” Should subconsultants be included in Stage 1 proposals?

Solicitation states:

(5) Management Plan (25 Points maximum). Demonstrate experience in providing and coordinating a multi-discipline effort either in house or with consultants. If using consultants, offeror must demonstrate that they have worked successfully as a team with these consultants in providing similar services. This collaboration shall be demonstrated by submitting information for five (5) examples of recent projects which have been completed within the five previous years from the proposal submittal date, including the dates completed, performed by the team. Submit a management plan that explains how you propose to manage and coordinate Department of State projects. Provide an Organization Chart that reflects key management functions and managerial authority for prime and subcontractors.

The requirement for (5) states the offeror must demonstrate they have worked successfully as a team either in house or with consultants.

Question 23: Is it expected that ALL subcontracting consultants would need to possess, or be eligible to possess, a DSS Secret FCL? If not, are there certain key disciplines that would be expected to meet that requirement such as MEP engineering, civil engineering, etc.?

No, it is not expected that ALL subcontracting consultants need to possess or be eligible for a SECRET FCL. It would depend on the specific requirement on whether a facility clearance (FCL) is needed. The clearance would not be related to a specific discipline, it all depends on the requirement.

Question 24: We would like to inquire as to whether we need to list whom our consultants would be and provide info on them now, or would this be at stage II?

The solicitation notice amendment A03 provides further clarification.

Question 25: Please confirm that only sf 330 part II is required at this time.

Per the notice, SF330 Part II only.

(2) Standard Form 330. Standard Form 330 Architect-Engineer Qualifications, Part II only. For the purposes of this solicitation, Firm as requested in Box 2A is defined as the individual, firm, partnership, corporation, association or other legal entity permitted by law to practice the profession of architecture or engineering that will have contractual responsibility for the project design, should the proposed offeror be selected for the contract.

Question 26: May one vendor be considered for contract award as a prime contractor (for one of the three non-set aside awards) and also as a subcontractor (to a small business or woman-owned business) on another contract? Will this adversely affect scoring of the vendor?

A vendor may submit as a prime and may be identified separately as a subcontractor in another Prime’s proposal. There will be no adverse scoring based on submitted as Prime and considered a subcontractor in another proposal.

Question 27: May we group associated task orders, performed at one location, under an umbrella IDIQ contract as one example of a recent “project” in response to Evaluation Criteria (4) Specialized Experience and Technical Competence.

If the task orders were considered one “project,” then yes, it could be considered as a project for purposes of submission.

Question 28: May we group associated task orders, performed at one location, under an umbrella IDIQ contract as one example of a recent “project” in response to Evaluation Criteria (5) Management Plan.

If the task orders were considered one “project,” then yes, it could be considered as a project for purposes of submission.

Question 29: May we group associated task orders, performed at one location, under an umbrella IDIQ contract as one example of a recent “project” in response to Evaluation Criteria (6) Past Performance.

If the task orders were considered one “project,” then yes, it could be considered as a project for purposes of submission.

Question 30: Can the five (5) examples of recent projects provided in response to Evaluation Criteria (4) Specialized Experience and Technical Competence be different that the five (5) examples of recent projects that demonstrate performing work on schedule and effective cost and quality control provided in response to Evaluation Criteria (6) Past Performance?

Question 30a: In points 4, 5, and 6 of the submission requirements it requests 5 examples of recent projects in each section – are you looking for 15 example projects to be submitted total with different project experience submitted for each section or is a smaller collection of projects that meet each of these 3 sections acceptable?

Yes, the project examples can be the same or different for each factor. They do need to meet the criteria for each of the specific criteria. The solicitation notice amendment A03 provides further clarification.

Question 31: Can a top secret cleared small businesses with the NAICS code 541330 (Engineering) are able to Prime this submission, if a qualified architect is on the team?

The NAICS code for these IDIQ contracts will be 541310 not 541330. The A/E firm should be the Prime.

Question 32: Are you looking for architecture firms with engineering services in-house? (The amendments changed the language of the RFP, striking out “Lead Designer and A/E firm” to just A/E firm.)

The NAICS code for these IDIQ’s are 541310 – Architectural Services. No it is not necessary for the engineering services to be in-house.

Question 33: The website indicates that the submittal response can be electronic. Is this correct? If “yes” then if you submit electronically do you still have to provide the hard copies?

Electronic submission responses are not acceptable. Please see the solicitation notice for package submission requirements.

Question 34: Section 7; please clarify if in Stage 1 the entire project team is to be identified? If so, is a detailed subcontracting plan required with the stage I submission?

No, a subcontracting plan is not required with Stage 1. The solicitation notice amendment A03 provides further clarification.

Question 35: Is it acceptable for a full and open business to submit a proposal as a Prime, and join a team as a sub that is being primed by a minority-owned firm?

A vendor may submit as a prime and may be identified separately as a subcontractor in another Prime’s proposal.

Question 36: Since SF 330 Part II is required, is there a page or format requirement for the resumes and example projects?

The notice did not state a specific page or format requirement for resumes or project examples.

Question 37: Are copies of professional licenses required with the submission?

In criteria (3) of the notice it states:

(3) Professional Qualifications (15 Points maximum). Professional qualifications necessary for excellence in the performance of the required services as listed above. Document the qualifications of personnel with an emphasis on those in key roles. Demonstrate applicable licenses, registrations and certifications as well as other indicators of high quality professional performance. Note which team members are LEED Accredited Professionals.

Question 38: For this project, will the US Department of State follow the District's Building Codes and Regulations for the new construction and renovation projects?

Refer to GSA P100. Building code requirements for this IDIQ are the same as for all federal agencies:

When the structure is federal property the International Building Code and NFPA Life Safety code are used. When the property is a commercial lease, the building code for the locality governs.

Question 39: Is there a list of A/E Finns that have downloaded the RFP?

No, there is no list of firms that have downloaded the RFP.

Question 40: Is it required that all requested projects come from the Prime contractor's experience only?

Per the notice, Stage 1 is for the design capabilities of the A/E firm.

In Stage 1, prospective offerors, in each category, will submit portfolios of accomplishment that establish the design capabilities of the A/E firm. Offerors will be point-scored by a Technical Evaluation Panel based on criteria provided in this announcement. Offerors will be ranked and a short-list issued for consideration in Stage 2

Question 41: In the “(5) Management Plan” section of the proposal do you want an organization chart for the proposal team for this RFP, or do you want one for each of the 5 projects profiled?

Check the requirements to see if that requirement is requested for any of the other criteria.

Question 42: If the org chart is for this RFP should the org chart include subconsultants’ firm names or just disciplines?

See the solicitation notice amendment A03 - (5) Management Plan.

Question 43: If a project will be completed in July 2015 can it be one of the profiled projects?

Notice states the project has to be construction completed not to be completed.

(5) Recent projects which have been construction completed within the five previous years from the proposal submittal date.

Question 44: In the 4th paragraph of the original IDIQ related to “Contract Services”; it mentions “chem.-bio [Nuclear, Biological, Chemical (NBC) engineering”. Please expand upon your reference to “Nuclear” as it relates to this IDIQ.

Occasionally there may be an engineering design requirement for the detection and mitigation of Nuclear threats - for example, mailed packages that may contain Nuclear devices or providing safety controls and devices to mitigate nuclear fallout in Government facilities.

Question 45: In Part (3), Professional Qualifications should we therefore include resumes for all key team members?

It states in the notice:

(3) Professional Qualifications (15 Points maximum). Professional qualifications necessary for excellence in the performance of the required services as listed above. Document the qualifications of personnel with an emphasis on those in key roles. Demonstrate applicable licenses, registrations and certifications as well as other indicators of high quality professional performance. Note which team members are LEED Accredited Professionals.

Question 46: In Part (2) you request our SF 330 Part II only. Should we submit only for the prime or should we submit SF 330 Part II forms for all of our consultants too?

(2) Standard Form 330. Standard Form 330 Architect-Engineer Qualifications, Part II only. For the purposes of this solicitation, Firm as requested in Box 2A is defined as the individual, firm, partnership, corporation, association or other legal entity permitted by law to practice the profession of architecture or engineering that will have contractual responsibility for the project design, should the proposed offeror be selected for the contract.

Question 47: For the Stage 1 portfolio submission’s professional qualifications (3), we must assemble and provide information for a full team fulfilling the listed services/disciplines OR just include qualifications for our firm’s key personnel and those of our major consultants (primary engineering disciplines, interior design, landscape architecture, etc.).

The amended notice states:

(3) Professional Qualifications (15 Points maximum). Professional qualifications necessary for excellence in the performance of the required services as listed above. Document the qualifications of personnel with an emphasis on those in key roles, which may include consultants. Demonstrate applicable licenses, registrations and certifications as well as other indicators of high quality professional performance. Note which team members are LEED Accredited Professionals

Question 48: Will the department pay for local travel (taxi, public transportation) to project sites and project meetings in DC, Maryland, and Virginia?

The notice states:

The interested offerors reviewing and/or responding to this notice are hereby notified that DOS will exclude travel expenses and costs related to contractor travel to and from the Washington Metropolitan area, to include Department of State Facilities in Northern, VA, Maryland, and Washington DC for any reason during performance of work under the contract. This specific travel expense payment exclusion is applicable to the awarded A/E firm and any and all consultants and subcontractors of any kind that may be utilized during the period of the contract.

Question 49: Will fees, billing rates be explained prior to Stage 2 submissions?

Request for price proposals would only be requested from the short-listed Stage 2 firms.

Question 50: How much percentage of the work will a small business be allowed to subcontract?

The FAR clause 52.219-14 – Limitations on Subcontracting is intended to be in the contract.

52.219-14 -- Limitations on Subcontracting.

As prescribed in 19.508(e) or 19.811-3(e), insert the following clause:

Limitations on Subcontracting (Nov 2011)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) Applicability. This clause applies only to--

(1) Contracts that have been set aside or reserved for small business concerns or 8(a) concerns;

(2) Part or parts of a multiple-award contract that have been set aside for small business concerns or 8(a) concerns; and

(3) Orders set aside for small business or 8(a) concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for --

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) Supplies (other than procurement from a nonmanufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.

(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

(4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.

Question 51: Do all five of our sample project have to show LEED certification.

The solicitation notice states that experience with LEED certification is required but it does not say all projects must show LEED certification and they need to be specifically identified.

Question 52: As per the announcement, of the 8 contracts that would be subsequently awarded, 4 would be set aside for small business. Considering that the small business size threshold has considerably gone up, could there a possibility for further setting aside some 8(a) awards.

The determined set asides and size determination are in the solicitation announcement.

Question 53: Per addendum 2, Stage 1 is only requesting information from the Prime A/E firm. Would we be allowed to submit our sub-consultants information in stage 1 or at most mention who our consultants will be? If we have a strategic partnership with our consultants, would we be permitted to submit their qualifications along with ours?

Submission of sub consultants is not a requirement. Please check FBO for the Amendment A03 that was posted for more information.

Question 54: Regarding Solicitation SAQMMA-15-R0267, Domestic AE Services IDIQ, what format should part I be in?

Are you referencing Part I as in Stage I or the criteria I – (1) Cover Letter or are you referencing the SF 330 Part I? The notice states what needs to be included in the Stage 1 submission and it does not state a specific format that the submission needs to be in.

Question 55: It states that SF330 Part II to be part of the 2nd section. Do we need to use SF330 as part I as well or is there no format required?

The notice states only SF330 Part II is needed.

(2) Standard Form 330. Standard Form 330 Architect-Engineer Qualifications, Part II only. For the purposes of this solicitation, Firm as requested in Box 2A is defined as the individual, firm, partnership, corporation, association or other legal entity permitted by law to practice the profession of architecture or engineering that will have contractual responsibility for the project design, should the proposed offeror be selected for the contract.

Question 56: Are sub-consultants restricted to working with one prime contractor or can a sub be included on multiple teams?

A vendor may submit as a prime and may be identified separately as a subcontractor in another Prime’s proposal.

Question 57: It states that all projects must be construction completed in the past 5 years. Are we allowed to showcase IDIQ contracts that are on-going?

It is the firm’s decision as to which projects they want to submit. However, the solicitation notice states “projects must be construction completed in the past 5 years”.

Question 58: Under “professional qualifications” it says “which may include consultants”, should we include resumes for our consultants now?

The Amended A03 solicitation states:

(3) Professional Qualifications (15 Points maximum). Professional qualifications necessary for excellence in the performance of the required services as listed above. Document the qualifications of personnel with an emphasis on those in key roles, which may include consultants. Demonstrate applicable licenses, registrations and certifications as well as other indicators of high quality professional performance. Note which team members are LEED Accredited Professionals.