RFP_questions_ _answers.docx

1. If we are submitting proposals for both Region 5 and Region 6, are we correct in understanding that two separate, standalone proposals must be submitted (i.e. a Technical and Cost proposal for Region 5 and separate Technical and Cost proposals for Region 6)? Based on this understanding, are we also correct in understanding that the two separate Technical proposals would each have a 120 page limit? Yes, two separate proposals would be required. Yes, each proposal has a 120 page limit.

1. On page 73 of 94, under TECHNICAL PROPOSAL INSTRUCTIONS, it states that “The Technical Proposal shall be written so as not to exceed 8.5” x 11” sized pages.” We respectfully request that EPA consider allowing “limited” use of 11” x 17” sized pages that would count as 2 pages in the overall page count. Limited use of 11” x 17” pages allows a continuous explanation of complex material that does not reasonably fit on a smaller, 8.5 x 11 page. Furthermore, items such as detailed organization charts can be further detailed on a larger, foldout page. 11”x17” can only be used for graphic elements, maps, and cost backup information.

1. On page 73 of 94, under TECHNICAL PROPOSAL INSTRUCTIONS, it states that the Past Performance Questionnaires are excluded from the page count. In other recent EPA proposals the entire Past Performance Section has been excluded from the page count. Please confirm that the Past Performance Questionnaires, but not the entire Past Performance Section is excluded from the page count. Also, please confirm that the Questionnaires (as submitted to the client references with just the Contract Data section completed) are to be included in an Appendix. Past Performance is an evaluation actor and therefore cannot be exempt from the page count. Only the questionnaires will be excluded from the page count and can be included as an appendix.

1. The instructions on page 87 of 94, Section L-12(e)(2), state that “Client Authorization Letters should be mailed or e-mailed to individual references no later than five (5) working days after proposal submission.” However, in ATTACHMENT 6 of the RFP - Client Authorization Letter, it states that “EPA has requested receipt of this information (Past Performance Questionnaires) by close of business September 15, 2015.” This would require offerors to send out the Client Authorization Letter and Questionnaires well in advance of September 15, 2015 to allow time for completion and submission of the questionnaires. Please confirm which of these submission dates is correct. All past performance information shall be provided by September 15, 2015. An amendment will be issued to correct language in EPPAR clause 1552.215-75 (page 87).

1. Can an offeror provide a current CPAR evaluation for past performance projects in lieu of requesting another questionnaire for projects on which an offeror has a current CPAR review? A CPAR evaluation can be provided as long as it meets the requirements of section L-12 EPAAR 1552.215-70 of the solicitation.

1. In the cost proposal instructions, Section 3(a) refers to a blended rate that covers both the prime and team subcontractors. The RFP instructions then state Offerors should multiply the blended rates time the maximum number of hours. In Section (1) General paragraph (vii) of the Cost proposal instructions it states that a supporting cost summary consolidating prime and team subcontractor costs is required. Please clarify, does EPA want a cost estimate using the blended rates or a cost estimate in which hours are allocated between the prime and team subs and applied against each member's respective rates with a summary that consolidates those costs? The cost estimate shall use the blended rate. The contractor’s proposal shall include back up documentation detailing the hour allocation between prime and team subcontractor and the application against each members rates and a summary.

1. Are we correct in assuming that the rate schedule that will be included with the awarded contract will contain rates for both the prime and team subcontractors (i.e. the team subcontractor’s rates being their rates plus the prime's markup.), and not the blended rate referred to in RFP Section 3(a) of the Cost Proposal Instructions? The rate schedule that will be included in the contract will be the blended rate of the prime and team subcontractor(s).

1. Should equipment rates include fuel costs as indicated in RFP Clause B-2.B.10 (i.e., wet rates)? This requirement has been in several RFPs at time of initial release, and then removed under later amendments (i.e., dry rates replaced the request for wet rates). In the current business market with “highly” volatile oil and fuel costs, it would be unreasonable to attempt to estimate fluctuations in fuel cost over the next 5 years. Clause B-2 section B.10 refers to low value equipment and does not reference “wet rates”. Clause B-2 section B.4 states all equipment shall be inclusive of all cost, to include fuel. However, clause B-2will be changed to reflect dry rates.

1. Where in the proposal should the Conflict of Interest Plan be submitted? The Conflict of Interest Plan shall be submitted with the proposal.

1. In the Cost Proposal Instructions Section (1) General Paragraph (vi), it states that we should include in our proposal the estimated costs and burden rate we will apply to materials, ODCs, and subcontracts. Is this to be: 1) provided separately by all team members; 2) provided by the Prime only; or 3) provided as one blended rate for the team for evaluation purposes only? The information should be provided as backup documentation but the cost shall be incorporated as a blended rate.

1. Are financial statements, Reps and Certs and Indirect Rate support required to be provided by Team Subcontractors as well as the Prime? Yes

1. Can EPA please provide an anticipated contract start date? Contract start dates cannot be determined at this time.

1. RFP Clause B-2.B.Equipment.10 states “Low Value Equipment (LVE) low capital, non-consumable items with less than an average purchase price of $1,500, as well as computers, scanners, printers, copies, phones, Cascade Systems for Breathing Air, SCBAS, including face-mask and bottle, Air Purifying Respirators should be included in the contractor’s allowable indirect costs in accordance with the Contractor’s usual accounting practices. These items will not be direct charged to the contract.” If in accordance with our usual accounting practices, these items are direct charge items, will we be able to direct charge for them? In addition, Level B protection is a direct charge on Region 6 because it appears on the equipment list but it does not appear on the Region 5 list. Can Level B protection be direct charged on the awarded Region 5 contract? What about other PPE, can it be direct charged? The offeror shall charge items according to their usual accounting practices. Cost proposals are specific to each region. The offeror shall prepare a separate cost proposal for the region(s) it is competing for. Clause B-2 will be updated to remove Cascade Systems for Breathing Air, SCBAS, including face-mask and bottle, Air Purifying Respirators from the LVE list. PPE can be charged as an ODC.

1. Can 11”x17” sized pages be used for presentation of graphical elements, such as response location maps or for cost backup information? See answer to question #2.

1. Section L-11 of the solicitation indicates that the Organization Conflict of Interest Plan shall be provided shall be provided as Appendix B of the technical proposal. However, section L-13 states: “As part of their cost proposal, offerors shall submit an Organizational Conflict of Interest Plan…” Should the Conflict of Interest Plan be provided as part of the technical proposal, cost proposal, or both? See answer to question # 9

1. Please clarify whether offerors must propose on both regions or if we are able to choose one of the two regions to propose on. Offerors can choose to bid on one or both regions.

1. Assuming that we have the option of proposing on one or both regions, please clarify whether offerors should prepare two separate proposals/response plans—one for each region—or if both regions are to be combined, and presented within the 120 pages and how pricing sheets/supporting documentation should be presented for the two different regions. See answer to question #1

1. CLIN Item 05-005-050, Safety PPE Level B/SCBA/High Pres; is this line item to be priced on a per person basis? This item will be removed from the equipment list.

1. Section B.2 B4 indicates fuel is to be included in the daily rate for equipment. With the volatility of fuel prices and various hours of work per day, to calculate a daily fuel cost and consumption will be difficult. Please confirm EPA wants to include fuel cost in the daily rate for equipment. The equipment rates shall be based on a dry rate. Fuel cost will not be included. See answer to question #8

1. Section L-12 e; This section includes a requirement that a PPQ be provided from every reference. Can CPARs be submitted in lieu of PPQs? See answer to question #5.

1. The requirements for the Program Safety Officer Minimum Qualifications specify a Certified Industrial Hygienist with at least seven years (7) of on-scene experience in oil, petroleum, and hazardous substance response and cleanup actions. Will the government accept a safety professional with 15 years of experience as equivalent qualifications? The Program Safety Officer may be a certified Industrial Hygienist or a Certified Safety Professional.

1. The Program Safety Officer is defined as the senior safety position within the Region 5 & 6 ERRS Organization. The education and professional requirements within the RFP require a CIH. The Certified Safety Professional (CSP) certification is better fitted for the senior safety position because it augments chemical exposure prevention and monitoring, as required within the CIH certification, with construction safety as experienced every day within an ERRS Program. Would USEPA consider allowing the CSP Certification in lieu of the CIH? See answer to question #21.

1. Traditionally ‘foldouts’ – typically 11x17, are allowed to efficiently provide data and graphics. Will USEPA allow foldouts to be included and counted as two pages? See answer to question #2.

1. Does USEPA require separate Region 5 and 6 Response Plans, or a single combined Response Plan encompassing both Regions? Under Clause L-11 EPA –L-36-101, section 2, page 74, the solicitation states that the offeror must prepare and submit a response plan for the specific region(s) it intends to compete for award. The offeror shall designate the plan for Region 5 and or region 6.

1. If two individual response plans are required, can one of the plans be excluded from page count? A company who proposes for both regions will use up additional page count as result, giving an advantage to companies only proposing on one region. See answer to question #1.

1. What are the Level A requirements? What constitutes a Level A response team, and what is the response time requirements for Level A Response? Level A requirements are established under OSHA. The contractor shall be capable of responding to a Level A situation upon receipt of an activation. This would fall under the same response criteria.

1. What is the definition of “Response Locations” within the Response Plan? Is that referring to our office locations (resources locations) or critical response cities? These are the office location from where personnel and equipment will be mobilized.

1. USEPA states that they will provide RCMS software as well as RCMS training to awardees. RCMS knowledge is then required for RMs. If RM’s that do not have RCMS experience is it acceptable to state they will be trained? Yes

1. For the 6 hour response times, which includes shop prep and equipment and material load out, what does the EPA feel is a reasonable shop prep and load out time? The contractors has a total 6 hour response time after being tasked. Shop and prep time is at the offerors discretion.

1. The RFP does not prohibit use of charter aircraft to meet mobilization times. Does EPA feel charter air craft is acceptable for mobilization and meeting response times? No

1. Will charter aircraft costs be reimbursable under the contract? No

1. What does the “In Use Days” in the pricing section (Section L: Information for Calculating Labor and Equipment Rates) represent? Days the equipment will be on site.

1. Can we escalate the labor and equipment per contract year? Service Contract Labor Standard Act (formally Service Contract Act) rates cannot be escalated because these rates are adjusted annually by the corresponding wage determination. Non-SCLS labor categories may be escalated.

1. In Attachment 1 – Pricing Schedule Years 1-5, the estimated hours and days for the labor and equipment is left blank. Is it to be assumed that we use the amounts listed in Section L: Information for Calculating Labor and Equipment Rates? The hours listed in section L of the solicitation are estimates only. The government will use the contractor rates specified in Attachment 1 for evaluation purposes.

1. It is understood that mobilization of site equipment is not paid for by USEPA. Does USEPA pay for mobilization and demobilization of staff? Yes but only from the mobilization point(s).

1. Past Performance criteria states that if a bidder does not have pertinent performance history they will be scored neither favorably nor unfavorably. This sounds as if a contractor without performance history still will be judged acceptable. Why is this section required if you don’t have to demonstrate a performance history to qualify for award? Offerors with no past performance will be rated as neutral but it does not automatically qualify them for award.

1. Are Team subs allowed to participate in the oral presentation if they are providing ‘key’ employees? If allowed this creates an unfair environment in that team subs who are on more than one prime contractors team, will be privy to the content of the oral presentation, and could share that information with the other prime contractors who had not yet participated in the orals. Will USEPA consider limiting the orals to only the prime contractor’s key employees? Only personnel designated as Key personnel shall participate in oral presentations. The government cannot dictate to an offeror who they can designate as Key Personnel.

1. Oral Presentations: are we allowed to bring blank flip charts to allow us to present our response to the scenario? If not, what will be provided by the EPA? Blank flip charts are allowed

1. Oral Presentations: when will the dates of the oral presentations be scheduled? Page 75 of the solicitation states…” Presentations will be scheduled with offerors within eight weeks after the closing date for receipt of proposals.”

1. Will USEPA allow some flexibility in the calendar schedule to allow for scheduling of the proposed key staff needed in the oral presentation? As example, our Program Manager’s daughter is getting married in the fall in an out of town wedding. If there is a conflict, and no means of rescheduling, we would seriously harm our chances of success at the oral presentation. The EPA will have a one week window to hold oral presentations. The sessions may be adjusted during the week once scheduled.

1. Oral Presentations: Can the two ‘non-key’ company officials, who allowed in the oral presentation, assist in formulating the answer to the oral presentation scenario, or are they totally prohibited from participating? Only Key personnel shall be allowed to participate in any aspect of the oral presentation

1. Oral Presentations: If a firm proposes on both regions 5 and 6, will there be one oral presentation per region (two separate oral presentations) or only one combined oral presentation for both regions? There will be only one oral presentation session per offeror. The session will be for both regions.

1. What is the intention and definition of the ‘availability’ request for RMs? If an RM is totally committed to a single Region would that make them 100% available? If an RM was proposed for both Regions 5 and 6, would they then be 50% available for each? It’s very unclear on what is requested. The availability of the RM’s is determined by the offeror.

1. Program Safety Officer isn’t listed in the Pricing Schedule in Region 5 or Region 6. It is not anticipated that there will be site specific charging for this position. This position is responsible for ensuring the overall safety program meets health and safety requirments.

1. What is the Industrial Hygienist Cert in the pricing Schedule in Region 6? This position isn’t listed in the personnel quals. This item (RCMS #S4-31)is removed from the solicitation and will be negotiated on an “as needed” basis.

1. Will USEPA please extend the deadline for the proposal by two weeks? The timing of question submission and response, combined with the uncertainty on how to approach the Response Plans creates an unavoidable delay in the proposal efforts. No.

1. Page 74 of 94, L-11, Section 2 - Response Plan, (D): If an offeror team includes multiple offices in or near a single city (for example: Dallas, Arlington, Ft Worth, Garland, Grapevine, ad Irving in general Dallas/Fort Worth Texas area) that cover nearly identical response zones, can offerors include all of these nearby offices in a single map instead of including 6 individual, identical Regional coverage maps? The maps may be combined if they are easily interpreted, showing the multiple offices and demonstrates how the 6 hour response times will be met.

1. Please consider including SCBA rates in the equipment table. See response to question #13

1. Will the government consider an 11” x 17” sized page for the organization chart so we can clearly present the information required and an in depth organization? See answer to question #2.

1. Section 3, Key Personnel, “the offeror shall include a resume for each key personnel…”. Does the government want a single resume for each position or multiple resumes for each key personnel position? A resume shall be submitted for each individual being proposed as key personnel. A single resume is acceptable for an individual if they are being proposed for multiple positions; as long as all criteria for each position is detailed in the resume. The resume should state which key position(s) the resume is being presented.

1. Will a non-key personnel position (i.e., Field Cost Accountant) be able to participate in the oral presentation or are only the key personnel positions to be included? See answer to question #41.

1. Past Performance – Please confirm the government is only requesting PPQs/Client Authorization Letters for 5 contracts completed within the past 5 years, or please provide further details regarding “all contracts completed and currently in progress over the last 5 years”. A company could have as many as 100 contracts/task orders. Clause L-12 states…” Offerors shall submit a list of all or at least Five (5) contracts and subcontracts completed in the last Five (5) years, and all contracts and subcontracts currently in process, which are similar in nature to this requirement.” The Offeror shall submit at least 5 contracts completed or in progress which are similar to this requirement.

1. Will expendable PPE be an allowable direct cost? See answer to question #13.

1. During orals, will the offeror only be allowed to present on the sample scenario or can we allot time to present other aspects of our organization and approach? Page 75 of the solicitation states…”The purpose of oral presentation will be to assess the offerors understanding of the requirements of the SOW, their knowledge and expertise in performing the tasks identified in the SOW, and their proposed Key Personnel expertise and knowledge”. Oral presentation is an evaluation factor.

1. Can you clarify the methodology for the contractor to provide company owned equipment not found on the equipment list. There seems to be a disconnect between a process providing a market competitive rate and a rate build up methodology. The contractor may provide company owned equipment, for a price to be determined after reasonable competition has been determined- for example – a fourth bid – See B.2 H Items Not Identified on equipment list

1. SCBAs are listed on the limited value equipment items and therefore will not be direct billed. As SCBA can cost in excess of $3K for units that meet NFPA standards, would EPA consider adding SCBAs to the equipment list and allow direct billing? See response to question #13

1. Attachment_3_Key_Personnel_(rv_1).docx; . Chemist: The Chemist shall provide the following services. Is the chemist also considered a Key Personnel Position? Attachment H-1 is updated to add this position as Key Personnel.

1. Section K : May Vendors provide a print out of their SAMs Representations and Certifications in lieu of Section K? No. The offeror shall comply with section K. The SAM can be provided as back up documentation.

1. SectionL; (1) General Submit cost or pricing data on SF 1411, Contract Pricing Proposal Cover Sheet, or comparable document prepared in accordance with FAR 15.408 and the following. Where should Form SF 1411 be placed in the proposal? The SF-1411 or comparable document shall be included in the cost proposal.

1. MINIMUM STANDARDS FOR CONTRACTORS' COI PLANS; At a minimum, the COI Plan shall require ALL employees of the company performing work under an EPA Superfund and/or Non-Superfund contract, including work on a site, work relating to a site, work pertaining to a CERCLA/RCRA action. Please clarify the CERCLA/RCRA action within the OCI Plan. If there is a site that the offeror worked or assisted on with another company where a current or past CERCLA/RCRA action/order was issued by the EPA, COI information must be disclosed.

1. M-3 EPAAR 1552.215-71 EVALUATION FACTORS FOR AWARD. (AUG 2000); (a) The Government will make award to the responsible technically acceptable offeror(s) with the lowest evaluated cost or price, whose proposal meets or exceeds the acceptability standards for non-cost factors Please clarify the government’s approach to evaluating the proposals. Is this Lowest Price Technically Acceptable or a Best Value Tradeoff? Per clause M-3, the evaluation approach will be lowest price technically acceptable.

1. We request follow on questions for clarification to government Amendments and question responses be allowed. Clarifications will be allowed but the proposal due date will not be extended for follow-up questions.

1. SECTION 5 – ORAL PRESENTATIONS; The oral presentation will be a presentation to the Government by the offeror. Each offeror shall demonstrate its technical approach by responding to the sample scenario provided by the contracting officer to each offeror at the time of the presentation. Who will be invited to orals presentation? Will all contractors or just a short-listed few? If only short-listed contractors are invited, what is the expected number of the short-list? What is the lead-time notification to prepare the team to be on-site for the Orals Interview? Page 75 of the solicitation states all offerors will have the opportunity to participate in oral presentations. Presentations will be scheduled with offerors within eight weeks after the closing date for receipt of proposals.

1. May the contractor submit relevant CPAR Evaluations in lieu of or in addition to the Past Performance Questionnaire? See answer to question #5.

1. Will DBA labor rates be negotiated on a task order basis when applicable? Yes

1. Clause G.4 states that indirect ceilings will be established. Will they be established at the proposed rates or can the ceiling be established at a slightly higher rate? The rates will be established at the proposed rates.

1. In Section B, Clause B.4 it states that equipment rates shall apply to equipment whether it is contractor-owned or rented/leased. Clause H.38 states that equipment provided by a third-party subcontract or short-term lease shall be reimbursed at cost plus any applicable indirect costs not to exceed the fixed rate in the contract. Please clarify. The equipment rates in the contract are set at the maximum the government will pay. Reimbursement for items rented or leased shall not exceed the stated amounts in the contract.