Worldwide Scheduling Claims IDIQ Announcement Final.pdf

2024 Worldwide Construction Scheduling Services IDIQs

RFP 19AQMM24R0132

The U.S. Department of State (DOS), Office of the Procurement Executive, on behalf of the Bureau of Overseas Buildings Operations (OBO) anticipates the award of up to ten

(10) Indefinite Delivery/Indefinite Quantity (IDIQ) contracts to construction scheduling firms that possess a Facility Clearance (or be able to obtain one after DOS sponsorship) at the SECRET level to provide support services on an as-needed basis for Construction

Scheduling support, Review and Evaluation of Requests for Equitable Adjustments

(REAs), Time Impact Analysis (TIAs), Claims Mitigation and Cost Estimating services.

Offerors are advised the government will not pay for information submitted in response to this request for qualifications, nor will it compensate offerors for any costs incurred in the development/submission of its qualifications package.

As noted above, the procurement may be set aside, in some capacity, for small businesses. The decision will be based on whether a sufficient number of small business enterprises are determined to be the most highly qualified offerors, at the conclusion of the (Brooks Act) Stage 1 technical evaluation.

The North American Industry Classification System (NAICS) Codes for this service is

541330 (Engineering Services). The small business size standard is $25.5 million or less based on the annual average gross revenue of a firm which has been in business for 3 or more complete fiscal years.

Solicitation Process:

Selection shall be completed in accordance with the Brooks Act, P.L. 92-582 (40 U.S.C.

1101-1104). This solicitation includes the following three stage process:

In Stage 1, offerors are to submit detailed information of the firm’s qualifications, personnel qualifications, commissioning plan and forms. Stage 1 submissions will be reviewed by the Technical Evaluation Panel. Offerors will be ranked, and the highest technically qualified offerors will be the selected for the short-list to participate in the next Stage 2 of the solicitation. Rankings from Stage 1 will not transfer to Stage 2.

Active Entity Registration on SAM.gov

Offerors, including any offeror organized as a joint venture, to include a de facto joint venture must have an active SAM registration at the time of Stage 1 submission and throughout the procurement process.

Any offeror whose registration is not active in SAM at the time of Stage 1 submission will be excluded from the process and their Stage 1 submissions will not be evaluated. If the A/E proposes as a Joint Venture, the Joint Venture itself must be registered in SAM. The Offeror must be the same Offeror that is registered in

SAM at the time of Stage 1 submission and throughout the procurement process.

Stage 1 offerors short-listed to advance to Stage 2 will be notified in writing. The

Government will provide detailed evaluation criteria for the Stage 2 submission at an appropriate time after the short-listed firms from Stage 1 are announced.

In Stage 2, the short-listed offeror(s) will assemble their technical teams including sub-consultants and submit detailed information in response to the criteria and relative to their proposed team, management plan, and past performance. Stage 2 submissions will be reviewed by the Technical Evaluation Panel.

In Stage 2, the Department will re-confirm the Offerors’ SAM registration are active.

In the last stage, Stage 3 – the most highly qualified offerors as determined in Stage 2 will be issued a formal Solicitation with price proposal instructions. The price proposals will be reviewed by the Contracting Officer for fair and reasonable pricing and compliance with the Solicitation instructions. At the conclusion of successful negotiations and pending facility clearance confirmation the resultant contract award(s) will be made.

Since a contract may result in an award over $500,000, large businesses will be required to submit a small business subcontracting plan prior to contract award.

The NAICS 541330 small business size standard is $25.5 million average annual receipts.

SECURITY CLEARANCE REQUIREMENTS:

A. Eligibility to Perform Under Contract:

1. Successful offerors must possess or be able to obtain a Defense

Counterintelligence and Security Agency (DCSA) Top Secret Facility

Clearance (FCL), with Secret safeguarding authorization, issued in accordance with the National Industrial Security Program Operating Manual

(NISPOM), DOD 5220.22-M. Personnel requiring access to classified information or Controlled Access Areas (CAAs) at DoS sites must possess

Secret or Top Secret personnel security clearances issued by DCSA.

2. Subcontractors who will require access to classified information or CAA spaces must also possess a Secret or Top Secret FCL and personnel clearances.

3. At least one contract will be awarded to a firm already possessing a Top

Secret FCL, and one contract will be awarded to a firm already possessing a

Secret FCL.

4. Firms who possess Secret FCLs may be sponsored for an upgrade to Top

Secret after contract award.

5. Offerors must submit their appropriate Commercial and Government Entity

(CAGE) Code with the required qualification documentation.

B. If a selected offeror does not already possess an Interim or Final Secret FCL, the Department of State will sponsor the firm for a Secret FCL.

1. DoS will also sponsor joint ventures for an FCL; however, each entity comprising a joint venture must possess or be able to obtain an FCL prior to issuance of an FCL to the joint venture. Sponsorship does not guarantee that the firm will receive the clearance.

2. A period of six (6) calendar months from selection of the final offeror will be allowed for this offeror to obtain the necessary FCL. After this period the

Government may, at its discretion, consider awarding the contract to another firm or awarding less than six (6) contracts under this effort.

3. Contracts cannot be awarded until selected firms receive an interim Secret

FCL.

DESCRIPTION

The contract period will be one base year from the execution of the contract with four additional option years. Task orders for each proposed construction scheduling requirement will be placed against the contract on an as-needed basis and individually negotiated. Under each of these contracts, the Government guarantees a minimum of

$10,000 for the life of the contract. The maximum dollar value of each of these contracts is $500,000 for the base year and each option year. Contract duration shall not exceed five years. The total contract value shall not exceed $2,500,000.

The successful firm(s) shall provide construction scheduling support expertise and services for various existing and on-going projects at Department of State (DOS) facilities overseas. Successful offerors shall have extensive experience in the evaluation and analysis of construction schedules, specifically, firms should have experience in:

1) Reviewing schedules (Initial Project Schedule, Detailed Project Schedule, Master

Summary Schedule and As-Built Project Schedule) submitted by the construction contractor for compliance review with contract requirements.

2) Reviewing project execution controls and tracking reports for areas such as: cash flow projections, manpower requirements submittals and procurement.

3) Reviewing monthly updates to the schedule.

4) Reviewing recovery schedules.

5) Reviewing time impact analyses.

6) Reviewing requests for equitable adjustments (REA) for performance (contract time) and/or price.

7) Providing cost estimating services.

8) Personnel shall have a minimum of five (5) years construction experience

(international preferred) at the supervisory/management level including at least three (3) years of project scheduling using Primavera Scheduling products and

Microsoft Project.

9) Writing reports, schedule analysis, graphic reports, specifications, estimates for performance time and cost, and other documentation.

This announcement covers the following required services:

a. Review and analyze Initial Project Execution Schedule (IPES), Baseline

Project Execution Schedule (BPES), Monthly Project Execution Schedule

(PES), As-Built Project schedules and recovery schedules submitted by the construction contractor.

b. Review, evaluate and analyze Requests for Equitable Adjustments (REAs), requests for time impact analysis (TIAs) and associated costs.

c. Provide cost estimations for contracts and contract modifications including direct costs, sub-contractors’ costs, and indirect costs.

d. Review integration of Commissioning Schedules in the PES

e. Provide Claim Mitigation services including claim analysis, expert witnesses and audit of contractor’s prices.

f. Review project recovery schedules.

g. Construction site visits if requested and authorized in writing by COR.

h. Attend project meetings in Washington if requested and authorized in writing by the COR.

i. Review construction contract scheduling deliverables as stated in the scheduling specifications of Division 1

j. Submit detailed narratives and reports for each completed activity.

For performance of the contract, it is expected that the following personnel will be required: principal project manager/director; expert witness for schedule related litigation senior scheduling expert/manager; scheduling expert: junior scheduler; senior cost estimator; cost estimator; junior cost estimator: senior consultant/claims analyst;

Graphics specialist, project assistant; CADD technician and/or drafts persons; and administrative/clerical assistant.

DOS intends to award contracts to the most highly qualified Engineering firms that can perform the services indicated above. However, if any firm is evaluated as having higher qualifications in one category, but not both, such that the firm stands out in comparison to the qualifications of other offerors, the Department may choose to award a contract to that firm. Awards will be made in accordance with the best interests of the government.

Each offeror selected for award shall receive a single contract for scheduling, REAs, TIAs, claims mitigation, and cost estimating support services.

STAGE 1 SUBMISSION REQUIREMENTS AND EVALUATION CRITERIA

Firms/teams responding to this announcement on or before the closing date will be considered for selection using the following evaluation criteria.

1. Experience and Technical Competence Submit a portfolio of the specialized experience and technical competence of key individuals proposed assigned to this contract in construction schedule review/analysis, claims mitigation, and cost estimating support. This includes, but is not limited to, work experience pertaining to construction schedule analysis and delay analysis to develop reports addressing the validity of delay issues pertaining to Requests for Equitable

Adjustments (REAs) and their impact on project completion and contractor performance.

2. Professional Qualifications Submit the professional qualifications of personnel who will work on this contract necessary for satisfactory performance of the required services. This includes, but is not limited to education (e,g. engineering or building construction baccalaureate/masters degrees); Professional registration including designation of construction scheduling experience (e.g., state Licenses):

committee work within professional society and code development forums;

relevant continuing education.

3. Work Experience Firms demonstrated experience in construction schedule and delay analysis and presentation of an independent and impartial assessment

(within the last 5 years) per the work experience described in section one above.

Additionally, include work experience pertaining to: clients and owners with a preponderance of non-technical decision makers comprehensive reports suitable for presentation to both engineers and non-technical personnel; experience with overseas projects (existing buildings); performance with other Federal Agencies such as VA, GSA, DOD.

4. Firm Organization and Strategy Submit an organization chart and narrative that identifies work typically performed by the offeror and work typically performed by consultants. Specific consultants do not need to be identified for this submission, but consultant disciplines shall be identified. This includes but is not limited to previous relationships and projects with proposed and previously established relationships with consultants of electrical, mechanical, architectural, and cost estimating disciplines; teams, project management experience; time experience as a prime consultant.

5. Past Performance Submit past performance information supporting Construction projects in terms of schedule/performance period control and cost control, performance of schedule risk analysis compliance with scheduling: specifications and development of scheduling specifications. For each project identified in the responses to evaluations criteria, provide the name, address and current telephone number of client representative and identify which members at the time participated in the project.

6. Capacity Capability Submit a narrative describing the firm’s capacity to accomplish work in required timelines/deadlines. The narrative shall describe the offeror’s approach to managing workload, strategy to work on multiple OBO projects concurrently, and means of assuring quality of contract deliverables. This includes but is not limited to sufficiency of staff and technical resources available for this contract and not committed to other contracts; firm's current and future workload the ability to accomplish the work with minimum oversight by DOS;

capability to work overseas under stressful conditions.

Failure to address each of the evaluation criteria and requisite information, in writing, will result in failure to qualify. Firms responding to this advertisement are advised to specifically address each evaluation factor under a separate heading.

Firms that are short listed may be required to submit supplemental documentations in support of additional verification and insight into the firm’s capabilities. Examples may include but are not limited to the following: significance of firm’s recent projects to DOS projects; response to written questions pertaining to sate of the art in construction schedule analysis and delay analysis; litigation/claims; firm’s organizational and administrative structure and regional offices; philosophy/involvement of principal in charge; QA/QC procedures and protocol.

CONFLICT OF INTEREST

The successful scheduling firms will agree not to accept any work that is related to litigation against the Department of State. This includes any work that could develop into a claim or an appeal of claim against the Department of State. This requirement shall remain in place until the completion of the base contract period and subsequent option years between both parties.

SAM Registration (PASS/FAIL – Offeror must receive a Pass for Stage 1 submission to be evaluated):

Offerors, including any offeror organized as a joint venture, to include a de facto joint venture must have an active SAM registration at the time of Stage 1 submission and throughout the procurement process.

Any offeror whose registration is not active in SAM at the time of Stage 1 submission will be excluded from the process and their Stage 1 submissions will not be evaluated. If the A/E proposes as a Joint Venture, the Joint Venture itself must be registered in SAM.

Stage 1 Submittal Due Date & Instructions for Electronic Submission

All Stage 1 submissions must be received by 2:00 p.m., Eastern Standard Time, on or before Tuesday, June 4th, 2024.

ONLY Electronic submissions/responses are accepted. All submissions must be E-mailed/shared to the fan.gov email addresses below. Do NOT upload anything to a Third-party website and send us the link. We are not authorized to download any documents from any third-party websites.

Subject of email must include solicitation number 19AQMM24R0132, Worldwide

Scheduling Claims IDIQ.

Email submissions are authorized to be sent to the following FAN addresses:

Primary: WillisJC2@FAN.gov.

Please UPLOAD the Stage 1 submission (with both PDF files) to your Google Drive

(FAN – Foreign Affairs Network or personal) AND share/send the Stage 1 submission from Google to the FAN.gov email addresses above and please give the CO’s EDIT permission for these files. The files will just be downloaded.

In order to upload your proposals onto Google Drive and share, perform the following steps:

1. Go to drive.google.com, log into your Google account with your username and password. If you do not have a Google account, you will need to create one.

2. At the top left, click New then select File Upload or Folder Upload, and choose your file or folder you want to upload.

3. Right click the file or folder you want to share and select SHARE.

4. Enter these email addresses: WillisJC2@fan.gov. Make sure the EDITOR option selected.

5. Click Send.

Note: If you have a FAN (Foreign Affairs Network) account upload the proposals to the

FAN Google Drive. If you do not have a FAN account, you can upload the proposals to a personal Google Drive then share. Sharing from your personal Google Drive account is acceptable.

Clarification Requests

Requests for clarification must be submitted, in writing, to Jennifer C. Willis and Jillian

Savage, no later than 2:00 p.m., Eastern Standard Time, May 21st, 2024. The email address to submit clarification questions is WillisJC2@state.gov and or

WillisJC2@fan.gov and SavageJM@state.gov .

mailto:WillisJC2@FAN.gov mailto:WillisJC2@fan.gov mailto:WillisJC2@state.gov mailto:WillisJC2@fan.gov mailto:SavageJM@state.gov