Prebid_Questions_-_Answers.pdf

National Institute of Standards & Technology.

Response to Pre-Bid Contractor Questions Solicitation Number: SB1341-13-RP-0101

October 24, 2013 # Bidder RFI Government/AE Response

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1 Does the Multi-Year, Multi-Award IDIQ General Construction

(Solicitation Number: SB1341-14-RP-0046) require a bid, payment, or performance bond?

The IDIQ does not require these documents. The initial Task Order will require payment and performance bond once awarded. All other Bonding requirements will be at the Task Order level.

2 For offerors' technical proposals, is the government only evaluating 1.

Bonding Capacity, 2. EMR, 3. Past experience, and 4. Past Performance as described on page 64 (M.4)? In other words, will offeror's be evaluated on "offeror's proposal delineating its capabilities and how it intends to perform contract requirements"

Yes, those are the only technical factors being evaluated.

3 Per L-5(i), page 61, are offeror's required to provide a technical proposal that describes how we intend to perform contract requirements outside of the 1. Bonding Capacity, 2. EMR, 3. Past experience, and 4. Past Performance? If so, how will this be evaluated? What is the page limit for this additional evaluation factor.

Only the four factors listed are to be evaluated. There are no additional factors.

4 Regarding L-5(i), page 61, what does "elite font" refer to? Follow formatting instructions on section L-3.2.1, Formatting information in L-5 is eliminated. Elite Format is not required.

5 Regarding L-5(ii)(C), page 62, is there a page limit for the "Summary of Technical Proposal?"

No

6 Regarding L-5(ii)(D), page 62, is there a page limit for the "Technical Proposal?"

There are no other page limits other than the one specified for Past Experience as 1 page per project at L-5(iii)(C)(2) on page 62.

7 Regarding L-5(ii)(%), page 62, is there a page limit for the "Exceptions and Deviations?"

No

8 Is there an overall page limit for the entire proposal? If so, does a cover page, cover letter, table of contents, etc count toward that page count?

No

9 I noticed that there was a HUB Zone preference. We are a self –certified Small Business and I would like to know if we could be excluded in any way.

No. the HUBZone preference has been removed. Any qualified small business for this NAICS code may bid on this contract

10 Is there a specific pricing sheet for the cost breakouts or can an Excel spreadsheet be used?

Excel spreadsheet may be used.

11 Is the technical proposal required to be typed double-spaced or singe-spaced?

Follow formatting instructions on section L-3.2.1, Formatting information in L-5 is eliminated.

12 Is there a page limit for the technical proposal? There are no other page limits other than the one specified for Past Experience as 1 page per project at L-5(iii)(C)(2) on page 62.

Solicitation Number: SB1341-13-RP-0101

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13 Is there a page limit for the price proposal? No 14 Can CCASS or other prior Past Performance Evaluations be used in lieu of the Reference Checks Form?

In accordance with L-6 (2) on page 63, the government may use other information that is readily available. This may include CPARS, C-CASS, etc.

However, the instructions request that you send the Past Performance Reference Checks Form to the Customers/Owners of previous projects. If the reference sends other forms for past performance, the government will review them. The government will not accept forms directly from the offeror.

15 Is the contractor required to provide two (2) Reference Checks Forms for each project?

L-6 is changed to At least one for each project.

16 Will there be a second site visit or can the contractor make arrangements to view the work area?

No

17 Reference RFP, Page 563, Paragraph L-6. 1 Question: Do you require 1 or 2 completed survey for each project?

Refer to Question #15

18 Reference RFP, Page 61, Paragraph L-5, (i), (C) Question: The cited paragraph states a requirement for “elite” font. Being that this is not a font style available in Microsoft Word, will you allow the use of other font styles such as Arial Narrow, Calibiri or Times New Roman?

Refer to Question #4

19 Reference RFP, Page 59, Paragraph L-3.2.1, Format and RFP, Page 61, Paragraph L-5, (i), (C) Question: The cited paragraph on page 59 of the RFP encourages double-sided printing, but the cited paragraph on page 61 of the RFP states that pages should be “…single sided, exclusive of resumes and related corporate experience documentation”. Can you confirm that single sided printing throughout the entire proposal is acceptable?

Follow formatting instructions on section L-3.2.1, Formatting information in L-5 is eliminated.

20 1. Page 59 of 65 L-3.2 PROPOSAL VOLUME REQUIREMENTS states in L-3.2.1 Format, “(with regards to the page count limitations)”. Please provide the following:

a. Volume 1 Cost Proposal page limits

b. Volume 2 Technical Factor Requirements page limits

There are no other page limits other than the one specified for Past

Solicitation Number: SB1341-13-RP-0101

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21 1. Page 61 of 65 L-5 TECHNICAL FACTOR REQUIREMENTS states in (i), “not exceeding the page limit specified for each factor,” Please provide the following:

a. Evaluation Factor 1 – Bonding Capacity page limit

b. Evaluation 2 – Safety (EMR) page limit

c. Evaluation 3 – Past Experience page limit

Refer to Question #20

22 The existing wall paint that is to be matched on the new partitions appeared to be Polymix. Could you please specify the coating that was used and the color?

See attached specification section 099123 “Interior Painting” for information on painting. A complimentary non-Polymix paint (exact color to be selected by COR) shall be required.

23 Reference RFP, Page 59, Paragraph L-3.2.1, Format Question: In the cited paragraph you state single space but in paragraph L-5 (i) (C) you say that the technical is to be double spaced. Which is correct?

Refer to Question #19

24 Reference RFP, Page 64, Paragraphs M.1 and M.2 Statement: It is our understanding that according to FAR 19.1307 the HUBZone preference can only be used in full and open competitions.

The reference HUBZone preference has been removed. Any qualified small business for this NAICS code may bid on this contract.

25 Reference RFP, Pages 62 and 63, Paragraphs L-5 (c) and L-6 Question: Based upon recent and favorable GAO decisions, will you permit projects from sister divisional and affiliated companies be used for Experience and Past Performance purposes as long as there is a meaningful commitment letter submitted along with the proposal?

Past Experience and Past Performance are two separate evaluation factors.

Past Performance information may include Subcontractors’ or individuals’ past performance. Past Experience is a technical factor that must be the offeror’s past experience. The offeror is identified as the company submitting the proposal in Block 14 of the SF-1442.

26 Reference RFP, Page 63, Paragraph L-6 Question(s): Will you permit recently (within the last five years) project Performance Evaluations e.g. CCASS, DD Form 2626, etc. to be used in lieu of Attachment 3? If so, should these be submitted with the proposal?

Refer to Question #14

27 Reference RFP, Page 61, Paragraph L-5, (i), (C) and (iii), (C) Statement: Please confirm that the only page count limitation is for the project sheets, that being one (1) page each.

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Question: If there are other page limitations, are the table of contents, tabs, glossary, cover letter etc. excluded from the page count?

28 Reference RFP, Page 61, Paragraph (B) Question: By the Submission of Other Information via SAM, do you mean the offeror’s Entity Record?

Yes. The offeror’s SAM Entity Record must be active at time of award in order to be eligible for award.

29 Reference RFP, Page 61, Paragraph L-5 (i) Question: Should we limit our Technical Approach to that used in the sample project or should it encompass all requirements listed under CAR 1352.215-75, Factor 1, Technical Approach?

It should cover the technical factors in sections L-5 and L-6

30 Reference RFP, Page 62, CAR 1352.215-75 Question: Factors 1 – 4 are Technical Approach, Experience, Key Personnel and Past Performance. Under what Factor(s) should Summary; Exceptions and Deviations; Evaluation Factor 1, Bonding Capacity; and Evaluation Factor 2, Safety (EMR) be placed?

Question: CAR 1352.215-75 has only Factors and with no sub-factors.

Will you please expand on what sub-factors you want us to cover?

Question: Is the term Technical Proposal the same as Technical Approach and Technical Factor Requirements and can the term be used interchangeably?

CAR 1352.215-75 is referenced and states the factors for example. It says to the agency may tailor as needed. The specific evaluation factors are listed at L-5 (iii) and only include: Bonding Capacity, Safety (EMR), Past Experience, and Past Performance. This make up L-5(ii)(D) Technical Proposal in the format of Volume II. Exceptions and Deviations are L-5(ii)(E) in the format of Volume II, so they will come after the Technical Factors in the Volume.

31 Reference RFP, Page 61, Paragraph L-4, (c), (iv) Question: Is the Business Proposal referred to the same as the Cost Proposal and if so, should we call Volume 1, Cost, Business or both?

They are the same. As long as it is labelled Volume I, it may be called Cost or Business.

32 Reference RFP, Page 64, Paragraph M.4 Question: Because the technical items listed are different than the CAR 1352.215-75 Factors, how will the CAR Factors be evaluated?

CAR 1352.215-75 is referenced and states the factors for example. It says to the agency may tailor as needed. The specific evaluation factors are listed at L-5 (iii) and only include: Bonding Capacity, Safety (EMR), Past Experience, and Past Performance. This make up L-5(ii)(D) Technical Proposal in the format of Volume II.

33 Reference: RFP, General, CAR 1352.215-75 Refer to Question #32

Solicitation Number: SB1341-13-RP-0101

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Question: CAR 1352.215-75 Factor 3 is Key Personnel. Are we to assume the standard grouping applies i.e. Project Manager, Superintendent and Quality/Safety Manager?

Key Personnel is not an evaluation factor.

34 The SF1442 indicates that a bid guarantee is not required, the contract clauses reference a bid bond and the proposal preparation instructions ask for a Bonding Capacity Certification Letter. Please clarify which is required for this proposal submission. Thank you.

No Bid Guarantee is required with the solicitation. The clause is included because bid guarantee will be required on certain Task Orders and will be decided at the Task Order level. A Bonding Capacity Certification Letter is an evaluation factor and must be submitted in accordance with the evaluation factors in the solicitation.

35 Is there a page count limit for the proposal response? If so how many pages are permitted and does that include the past performance questionnaires and reps and certs? Please advise

There are no other page limits other than the one specified for Past Experience as 1 page per project at L-5(iii)(C)(2) on page 62. The past performance questionnaires are required to be submitted directly from the reference and therefore should not be part of the proposal submission.

36 The solicitation says that it is has to be double spaced. Is this a requirement for the entire proposal response? Please advise

Follow formatting instructions on section L-3.2.1, Formatting information in L-5 is eliminated.

37 Page 61 of 65 states that “The technical proposal must be typed…not exceeding the page limit specified for each factor”.

However, with the exception of 1 page per project for Past Experience, no page limits are given. Please confirm that there are no page limits for the Evaluation factors other than Past Experience.

38 Page 62 of 65 states “Technical Proposal. The offeror shall clearly address each of the technical evaluation criteria in CAR 1352.215- 75, and, at a minimum, cover each subfactor.” Does the term “subfactor” here refer to the evaluation factors listed in Section L- 5(iii) on page 62 of 65?

Refer to Question #32

39 Please confirm that the form on page 49 of 65 (Past Performance Criteria) is the same as “Past Performance Reference Checks Form” (page 63 of 65)

Yes

40 Section M-4.c.2 (page 65 of 65) states that “The Government will consider only the first page of the summaries for each project”; are

Yes

Solicitation Number: SB1341-13-RP-0101

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41 Is selection of key personnel positions left to the offeror? See answer to question 33 42 Section L-5.(iii).(C).1 on page 62 of 65 states that “Each offeror shall demonstrate its experience working as a team with its proposed major subcontractors- electrical, mechanical, and HVAC controls (if applicable)”. This appears to restrict our subcontractors for this solicitation to those with whom we have previously worked if we are to show prior experience as a team. This restriction does not offer the government the benefit of competition over prices.

Will the government consider removing this apparent restriction?

Proven successful teamwork is an important criteria for this contract therefore the evaluation criteria shall remain as stated.

43 Will the government accept CCASSs or PPQs previously completed by government officials in lieu of the “Past Performance Criteria” form?

Refer to Question #14

44 Page 63 section L-6 Past Performance Requirements states that "The contractor will send the past performance Reference Check Form to the point of contacts for each project with instructions for their references to email them directly to brian.johnson@nist.gov prior to the closing date." I do not see the Reference Check Form as an attachment in this solicitation. Will one be provided?

Use the form on pages 49-50 of the RFP.

45 At Section F.1 of the solicitation, word(s) seem to be missing at (a) and (c), as indicated by question marks: "(a) commence work under this contract within [?] calendar days..." and "(c) complete the entire work ready for use not later than [?]..."

This will be edited at the task order level. For the initial Task Order the clause will read commence within 10 calendar days of the notice to proceed and complete entire work ready for use not later than 120 calendar days.

46 Section G.8(a), which is to identify the COR by location, phone, and e-mail, is blank. We presume that this will be completed after award?

Please clarify.

Yes

47 Section H.2.(b)(2), which refers to Property Damage Liability Coverage, is blank in regards to the amount. Will the amount be indicated when applicable with each individual task order? Please clarify.

This will be filled in when applicable at the task order level.

mailto:brian.johnson@nist.gov

Solicitation Number: SB1341-13-RP-0101

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48 Section I.91 requires that a bid bond be furnished. Does the Surety Letter required for Volume I, Cost Proposal and for Evaluation Factor 1– Bonding Capacity for Volume II, Technical Proposal fulfill this requirement for the proposal submission? Please clarify.

Refer to Question #34

49 1. Following L.9, Instructions to Offerors– Proposal Instructions, beginning on page 58, there is a section titled "Section L – Instructions, Conditions and Notice to Bidders," and numbering restarts with L-1. The following questions refer to the sections and numbering that fall under this section on pages 58 through 63 of the basic solicitation:

a. Block 8 of the SF 1442 has a different address specified for the offer than the one listed at L-3.2.2, Submission Address. Please clarify to which address the proposal should be submitted.

The only difference is the room. Room B158 listed at section L-3.2.2 is correct

b. The address specified for the proposal at L-3.2.2 is incomplete; it does not include a city, state, and zip.

Please clarify.

The rest of the address other than room number is the same as Block 8 of the SF 1442

c. L-3.2.1 states that "Text shall be single-spaced..."

However, L-5(i)(C) states "The technical proposal must be typed, double-spaced..." Please clarify.

i. If double-spacing is required in the technical proposal, are the Surety Letter, documentation from the NCCI or state rating agency, and past performance reference checks forms (which are single-spaced) excluded from the double-spacing requirement?

ii. Given that the past experience descriptions are limited to one page each, are they excluded from the double-spacing requirements?

iii. Are the table of contents, listing of table and

Refer to Question #4

Solicitation Number: SB1341-13-RP-0101

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d. Block 13 of the SF 1442 specifies that proposals be submitted in "original and 4 copies," which is five total.

However, L-4(iv)(B) on page 61 states "The offeror shall submit one original of Volume I, marked as such."

Should only one original of Volume I be submitted, or should an original and four copies of Volume I be submitted? Please clarify.

Volume I is one (1) original volume only. Volume II is one (1) original and four (4) copies.

e. L-4 paragraphs are labeled as follows:

(a) (b) (c) (A) (B) (C) (D) (iv) (A) (1) (2) (3) (B)

Given the somewhat inconsistent numbering, would you please verify that no sections are missing?

No sections are missing

f. L-3.2.1 states that "Submission as double-sided Refer to Question #4

Solicitation Number: SB1341-13-RP-0101

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However, L-5(C) states that the technical proposal must be printed single-sided. Please clarify whether single-sided or double-sided printing is required or preferred.

g. L-3.2.1 specifies "a minimum one-inch margin all around." Section K, which is required as part of Volume I, as provided by the Government does not have 1" margins. Is it exempt from the 1" margin requirement?

Section K is exempt

h. L-5 begins with "(i) Volume II, technical proposal..." and then skips to "(B) In order that the proposal..." Given the change from i to B, please verify that no text is missing.

No text is missing

i. L-5(i)(C) states, in part, "The technical proposal must be typed...with one inch margins, using elite font, 12 pitch type (or equivalent)..."

i. What does the Government mean by "elite font"?

ii. The Past Performance Criteria form provided by the Government on pages 49 and 50 of the solicitation does not appear to be in 12 point font. Is it exempt from the 12 point font requirement?

The Past Performance Criteria form is sent directly from the reference and is not part of the technical proposal submitted from the offeror.

j. L-5(i) on page 61 states, in part, "The Technical proposal will be evaluated in accord with the criteria contained in CAR 1352.215-75." CAR 1352.215-75 is also referenced at L-5(1) and L-5(2) on page 62 of the RFP. CAR 1352.215-75 evaluates four technical evaluation factors:

Refer to Question #30

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1. Technical Approach, 2. Experience, 3. Key Personnel, and 4. Past Performance. Both L-5(iii) and M.4 (determination for technical acceptability) identify and clearly define the requirements for four criteria: 1.

Bonding Capacity, 2. EMR, 3. Past Experience, and 4.

Past Performance. No criteria or requirements for Technical Approach or Key Personnel are listed. Please clarify, verify, and specify the criteria to be submitted for the technical proposal and how it will be evaluated.

50 Section L-4 Cost Proposal, Item (iv) (B) Other Documentation:

indicates this volume will also include: surety letter, and other information required to complete the contract. Is the Government requesting a Bid Bond for the Sample Task Order?

No.

51 Section L-5 Technical Factor Requirements, Item (iii) (C) 1. Offeror Experience: Each offeror shall describe projects with a minimum value of $50,000 it has completed within the past (5) years that demonstrate its experience with multi-trade construction projects at research or hospital facilities. What is the Government’s definition of research facilities?

Could you please give us some examples?

A facility consisting of laboratories where different types of research are conducted. (i.e. – NIH)

52 Is the presentation material and sign-in sheet from the pre-bid conference available?

The sign in sheet is attached. No presentation was given. The specifications included in the solicitation were highlighted and the site visit for the initial task order was conducted.

53 Is a second site visit possible with our subcontractors to view the two sample task order areas as the plans and sections available are unclear on the scope of the work?

No and organized site visit was already conducted.

54 Is it acceptable to use similar signed evaluation forms from projects that we have completed in case the evaluating officer does not return the NIST evaluation form as we have found sometimes happens?

Other forms are acceptable. However, the government will only accept evaluation forms sent directly from the reference, not from the offeror.

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55 In regard to the Volume II Technical Proposal, what shall the “Summary of Technical Proposal” consist of with regard to content/information?

Also, is there a page limit for the Summary?

Short Narrative/overview of the technical proposal.

56 Section L-5, item (c): Please clarify what elite font is? Refer to Question #4

57 Section L-4, item (c)(D): Cost Breakdown - Is it mandatory or optional for this information to be provided at proposal submission?

Cost breakdown is not mandatory with proposal submission. However, the government may ask for a breakdown during evaluation if necessary to establish fair and reasonable pricing, so you should have it available if requested.

58 Section L-5, item (C)(1): Offeror Experience - Will offeror's personnel experience be accepted in place of company experience?

No. The offeror is defined as the company submitting the proposal in Block 14 of the SF-1442. The company must have the experience required.

59 Are we to submit the surety letter in both volumes? Only submit in Volume II.

60 Section L-5, item (ii)(B) - List of Tables and Figures - Please clarify what is expected to be included in this section.

Tables and figures are not required. However, any tables or figures you decide to include in your proposal should be listed here.

61 Are we to include the Bonding Capacity, Safety, and Past Experience in Section L-5, item (ii)(D) - Technical Proposal?

Yes

62 Will a tribal owned 8(a) company receive the same preference as HUBZone?

The HUBZone preference has been removed.

63 Reference Solicitation page 33 of 65, Section I, Contract Clauses paragraph 91, 52.228-1, Bid Guarantee: This clause states that the bidder shall furnish a bid guarantee; The Solicitation form SF1442, block 13.b shows that an offer guarantee is not required. Please clarify the bonding requirements of the “seed” projects for the current bid, and the requirements of the task order bids, after award.

Refer to Question #34

64 Reference Specification Section 015000, paragraph 1.3: please advise if the contractor will be permitted to use toilet facilities within the building or should provide their own. If we are to provide our own please advise where they may be located for each phase of work.

Contractor personnel will be permitted to use toilet facilities within the building where the project site is located.

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65 Only one person was listed at the gate out of the three people we sent for our company. In addition many subcontractors were still on vacation due to the July 4 holiday. We here in request that another site visit be scheduled, and the subsequent bid date be pushed out one week. Please advise.

Everyone that submitted on time was entered into the system. The site visit was held on Tuesday, July 8, 2014 with a solicitation that was posted on June 30, 2014. No additional site visit will be held.

66 Using a map of the campus, please indicate access for construction vehicles, particularly the concrete truck. Also any special requirements for accessing the area of work, other than the escort requirement.

Attached is a larger version of the site map provided on the cover sheet of the project drawings. Contractor vehicles must enter the site at Gate C (Quince Orchard Road). Contractor may travel on any of the site roads to access the project sites. Any portion of the site disturbed by construction operations must be restored to preconstruction conditions after construction is complete.

67 Please indicate the location and the size of the laydown area that we may use for each phase of work (both locations).

See attached site plan for location of laydown area. The maximum size of the laydown area shall be 30’x40’ unless otherwise approved by the COR.

Any portion of the site disturbed by construction operations must be restored to preconstruction conditions after construction is complete.

68 Reference specification section 015100 – project construction signage: is a project information sign required for this project and if so, indicate location for installation. Also, please provide the details for the construction sign referenced as being at the end of the section in 015100, paragraph 3.H.

Specification section 015100 is deleted in its entirety. The project signage shall meet the requirements specified in Section 015000 Paragraph 3.3.G. As indicated, the location and design shall be approved by the COR prior to installation.

69 No specification was included for painting. If there are special requirements, please provide.

See attached specification section 099123 “Interior Painting” for information on painting. A complimentary non-Polymix paint (exact color to be selected by COR) shall be required.

70 Section L-3.2.1 Format states “Submission as double-sided printing/copying on recycled paper is encouraged; however, Section L-5

(i) (C) states it should be single sided, please confirm which you require.

71 The evaluation factors listed Section L-5 (iii) “Specific areas to be addressed” differ from those listed in CAR 1352.215-75 (i.e., RFP section L-5 (iii) lists Factor 1 as Bonding Capacity whereas CAR 1352.215-75 lists Factor 1 as Technical Approach). Please clarify the criteria you require to be address in Volume II.

CAR 1352.215-75 is referenced and states the factors for example. It says to the agency may tailor as needed. The specific evaluation factors are listed at L-5 (iii) and only include: Bonding Capacity, Safety (EMR), Past Experience, and Past Performance.

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72 Please clarify the page limit requirements for each factor in Volume I and Volume II if applicable, There are no other page limits other than the one specified for Past Experience as 1 page per project at L-5(iii)(C)(2) on page 62.

73 Are you requiring each task order to be bonded or will your require an annual P&P bond of say $1 million; and, if task orders exceed that initial bond an increase rider will be provided?

Bonding will be for individual Task Orders