RFP Q A Set 4.pdf

Questions and Answers, Set #4

Solicitation No. W91238‐12‐R‐0023

Unrestricted Regional ERS IDIQ MATOC (Part of MEGA Strategy)

NOTE: The following questions and answers are for information al purposes only and are not to be considered an amendment to the solicitation. The questions are provided exactly as they were submitted to the Sacramento District, Contracting Division.

1. L.1.5 Exceptions/Assumptions requires identification and explanation of any exceptions or deviations. Where should this be included?

Answer: Section L instructs offerors to utilize a prescribed format (paragraph 1.5, Table 1) for the submission of Solicitation Exceptions/Assumptions. This table (if required) may be included in Volume I of the proposal and should be clearly marked so it is easily located.

2. L.1.9 requires identification of the company point of contact regarding decisions made with respect to the proposal and who can obligate the company contractually and negotiate on behalf of the company. Where should this be included?

Answer: Include this information in Volume I of the proposal and provide a cross reference in the table of contents so it can be easily located.

3. Amendment 1 changing Section L.3.3.2, 2nd paragraph requests performance recognition documents. Please confirm that these are exempt from the page count restrictions.

Answer: Confirmed. Performance recognition documents are excluded from the page count.

4. Please confirm that the “Signed Certification Sheet” for our H&S response (RFP Section L.3.4.2) is excluded from the page count. Amendment #1 did not provide clarity on this issue.

Answer: The signed certification sheet is EXCLUDED from the page count. For clarification purposes, Section L has been amended to reflect this response and will be provided in an Amendment to the solicitation.

5. Regarding the key personnel position Contractor Quality Control Supervisor, Section C, Page 15,

4.3. states, ” 4.3. Contractor Quality Control Supervisor (CQCS). The Contractor shall provide one (1) individual who is trained within . . .”

while Section L, Page 104, 3.2.2.3 states, “3.2.2.3 Contractor Quality Control Supervisor ‐ The Offeror shall provide a minimum of one (1) resume and a maximum of three (3) for individuals who are trained. . .”

Are we limited to one CQCS resume or can we provide up to three?

Answer: Offerors shall provide at least one CQCS resume but can provide up to three CQCS resumes.

6. Section L 4.2.2 pg 116. The RFP requires that “The cost estimate should utilize an industry approved software package capable of providing sufficient information to adequately and accurately capture the projected project costs.” Industry approved software packages are normally used to estimate construction costs and may include oversight, quality control, and project management aspects. However, they do not normally estimate costs for report preparation, site investigation work, and environmental sampling which are also included in the sample problem scope of work. Would it be acceptable to utilize the industry standard cost estimating software only for the construction portion of the work as a backup file? Then the remaining tasks would be estimated in a standard excel format. This would demonstrate the offeror’s ability to utilize standard cost estimating software as stipulated but provide a more easily discernible cost estimate for the government to evaluate.

Answer: The software package used for the cost estimate must be capable of providing sufficient information to adequately and accurately capture the projected cost. It has been determined that an Excel format constitutes an industry approved software package.

Contractors shall provide the name of the industry standard used.

7. Section M and Section L requirements do not align for the maximum number of CQCS positions

– Section C says “Provide one (1) individual…” but then refers to “these persons.” Section L says maximum three (3), but also says, “the individual proposed...”

Please clarify the number of resumes we may include for this position.

Answer: Refer to question #5.

8. For Section 4.2.2, page 115, please confirm that separate pricing schedules (Attachment 6) breaking out proposed costs for each subcontractor applies to Team Subcontractors only.

Answer: The requirement to submit a separate price schedules (Attachment 6) for the breakout of subcontractor costs applies to all subcontractor effort.

9. Per Q&A 2, No. 40, your response indicates that Attachment 6 should be the format used for all subcontractor proposals. If the subcontractors do not propose labor (i.e., labs, drillers, etc) should they complete Attachment 6 by putting their total cost in the “subcontract” line?

Answer: The total cost should go in the “subcontract” line and if a breakout is required for those costs a separate Attachment 6 shall be utilized for this purpose.

10. With regard to Q&A 2 No. 39, If G2, an interactive database software is used to compile raw costs for the sample project, and an Excel spreadsheet is used to apply fringe, overhead, G&A, and fee; would this be acceptable. If not, please advise what systems are approved.

Answer: It has been determined that an Excel format constitutes an industry approved software package. Contractors shall provide the name of the industry standard used.

11. Under 3.2.1. Volume I, Factor I, Subfactor 1 – Summary of Previous Experience, the definition of a project indicates a project must be 75% complete to qualify. Can an HTRW O&M LTM project with a period of performance (POP) of 6 years be used prior to 75% of the POP? The contractor services are generally repetitive year after year. The project description would only describe activities already completed on the project, say over the first 2 years of the POP.

Since this type of project SOW is repetitive in nature over a long period, can the contractor complete 75% of project task activities in the SOW (but not 75% of the POP or project revenue due to the recurring O&M activities over a long POP) and claim this experience as a project under relevant experience?

Answer: No to both questions.

12. As a small business under NAICS 562910, we at Pantheon Group Inc. were dismayed to read the response to the Questions and Answers, Set #2, Question #39, to wit: "An excel workbook is not considered an approved estimating software package". Because we are a small business and are unable at this juncture to spend upwards of $20,000 for commercial estimating software (and use Excel for producing our estimates), would the USACE make an exception for our small business to use this software for developing and presenting our costing for the Sample Project Proposal? If not, what do you suggest?

Answer: The software package used for the cost estimate must be capable of providing sufficient information to adequately and accurately capture the projected cost. It has been determined that an Excel format constitutes an industry approved software package.

Contractors shall provide the name of the industry standard used.

13. Amendment 3 does not incorporate the changes that were included in Amendment 1. Please confirm that the changes included in Amendment 1 are still applicable.

Answer: Confirmed. The changes that were included in Amendment 1 are applicable.

14. Q&A Set 1 Question #6 and Q&A Set 3 Question #4 provide conflicting information related to the Safety & Health Plan certification and no amendment has been issued reflecting the answer. Is the signed certification sheet included in the page limitation?

Answer: There were conflicting responses to this question. It is confirmed that the certification sheet is to be EXCLUDED from the page count. For clarification purposes, Section L has been amended to reflect this response and will be provided in an Amendment to the solicitation.

15. Q&A Set 2 states that “Past Performance Questionnaires (PPQs) and related data are not included in the page count limit.” An amendment has not been issued to clarify this – Please confirm that PPQs and “related date” are not included in the page count.

Answer: Past Performance Questionnaires and performance recognition documents are EXCLUDED from the page count. Please refer to Amendment 0001 which provides a clarification to Section L, Paragraph 2.8.2., Pages Counted.

16. Amendment number 0003 identified the small business goals which included a 5% HBCU/MI goal. We are requesting the USACE to consider a lower goal for HBCU/MI based on the type of services required under this contract. Typically HBCU/MIs support companies in the Research and Development area and after review of the SOW there will be limited if no requirements in this area. We have found in the past that HBCU/MIs goals are difficult to obtain under environmental contracts.

Answer: USACE Division and District goals are established annually and are not adjusted. They are goals.

17. The RFP states that the projects must be recent and at least 75% complete. Does the 75% complete include modifications to the original project.

Answer: Yes.

18. One of our TOs is for multiple installations under a PBC. Can we focus our project description on one installation only?

Answer: Yes. However, it is recommended that the discussion be very clear on which installation and sites are being presented to meet RFP criteria.

19. Will the USACE allow Arial as well as Times New Roman as long as the designated font sizes are followed? Arial is actually slightly larger in size, and it provides relief to the reviewers’ eyes.

Answer: Offerors may use Times New Roman or Arial font. The use of Arial Narrow font is unacceptable.

20. Question #39 of Q&A Set 2 states that Contractors were provided Attachment 6 (Sample Project) in excel format to submit their detailed cost estimate for the STO. Set 2 of the Q&A #39 states that the STO should be estimated using an approved industry standard software package. Are the contractors to use an approved estimating system to arrive at the project cost and import that into Attachment 6?

Answer: The proposal for the Sample Project (Attachment 3) shall include a completed cost schedule using the format provided (Attachment 6). Estimating systems utilized for the preparation of the cost estimates shall be industry approved systems software packages. It has been determined that an Excel format constitutes an industry approved software package.

Contractors shall provide the name of the industry standard used.

21. Section L, Volume II, Factor I, Subfactor I and II. “Offerors shall submit spread sheets that are Excel compatible, are not flat files, containing all formulas, no hidden columns, rows or spread sheets, and all links must be to files that are included on the CD and are not broken links.”

Does the referred spread sheet include only the Attachment 6 spread sheet? We would propose to provide the appropriate formulas in attachment 6 included to calculate total cost based on overhead, profit, G&A etc? The question is asked primarily because the output file for most industry approved cost estimating software packages would be a flat file. Please confirm if the cost estimating software output file will be considered backup and therefore can be a flat file.

Answer: It is acknowledged that the output from cost estimating software is usually a flat file and will be acceptable as backup, provided the file contains the necessary information to evaluate the costs.