Questions and Answers to Project Documents — Business Opportunities
PROJECT:  On Call Facility Assessment
NUMBER:  201738611-00

Current as of:  12/13/2018
 
Question Number  1:   On page 10 of the pdf (page 6 of RFP) under B. Format it mentions that “Proposals shall use the font type and size of Time New Roman 12 Point.” Will there be any exceptions to the use of Time New Roman if the font type chosen is of similar size and style?
    Answer:   A comparable font of the same approximate size and spacing is acceptable. Fonts used to compress more text into less area make the proposals hard to read, however, and the City reserves the right to reject proposals that are difficult to read.
Question Number  2:   Please clarify the hard copy submission requirements. It is clear that the Submittal 2 and Exhibit E shall be submitted as hard copy with accompanying electronic version on USB drive; however, for the main proposal is there a requirement for hard copies as well?
    Answer:   There is no requirement for a hard copy of the proposal; however, please make sure that the flash drives with the proposal on them contain the PDF of the proposal, and can be opened. If for any reason the proposal cannot be opened, the submittal would be considered non-responsive.
Question Number  3:   IP-6: If we list more than ten (10) personnel in Exhibit E may we include their resumes at the end of our proposal?
    Answer:   No, please only include resumes for the five key and five non-key personnel as listed in the narrative portion of the proposal.
Question Number  4:   IP-6: Is a cover page required or allowed? If allowed, does it count toward the 25-page narrative limit?
    Answer:   As mentioned in Section IP-6 Part C (Page 7 of the RFP), a cover letter is required, cannot exceed two pages, and the two pages are included in the overall page count.
Question Number  5:   IP-6: Can fonts under 12 point be used in graphics or tables within the narrative?
    Answer:   Yes, a smaller font may be used within tables and/or with graphics, as long as the font is legible.
Question Number  6:   IP-6: Can the organizational chart reflect more than the 5 key and 5 non-key personnel?
    Answer:   Yes, the organizational chart may reflect more than the five key and five non-key personnel; however, please to not attach additional resumes to the proposal.
Question Number  7:   IP-6: Can subcontractors submit Exhibit E and Submittal 2 forms separately and directly to DEN, instead of within proposal documents?
    Answer:   Yes, a subcontractor may submit Exhibit E and Submittal 2 forms directly to DEN; however, they will only be accepted if they meet three criteria: 1) the submittal from the subcontractor MUST be received by DEN by the deadline for proposals indicated in the RFP; 2) the submittal must be clearly marked with the project name and number; and 3) the submittal must clearly indicate the name of the subcontractor, and the prime with whom the subcontractor is partnering.
Question Number  8:   IP-21: Do you require a hard copy of the ‘Diversity and Inclusiveness in City Solicitations Form’ to be submitted with both electronic copies of the proposal?
    Answer:   It is acceptable for the proposer to include a scanned copy of the completed forms within the submitted proposal itself. The completed forms must be included with the proposal for it to be considered responsive.
Question Number  9:   Attachment 2, Part 3: What is the limit to the length of time for disclosure of legal claims (e.g., within the past five (5) years)?
    Answer:   The language in the RFP is clear. Any legal or administrative proceedings which involve a claim in excess of Fifty Thousand Dollars must be disclosed. No time limit is associated with this part of the disclosure.
Question Number  10:   Are exceptions to the sample contract allowable? If so, should those exceptions be included in the proposal?
    Answer:   The sample contract is non-negotiable; specifically the indemnity section will not be changed. However, you may submit any objections to the sample contract with your proposal.
Question Number  11:   We understand that there are on the order of 28,000 assets currently identified including approximately 300 buildings and you anticipate expanding this list of assets to include on the order of 60,000 assets as part of this contract. Do you have a definition of an asset and / or list of the types of assets? Can you share a sample set of data and / or report from a current provider(s) for our review?
    Answer:   While a comprehensive asset dataset or listing will not be provided at this stage of the contract process, the following are some examples of facilities assets that this program will support: boilers, chillers, transformers, control systems, fire suppression systems, roofing, interior framing, interior finishes, and all other prescribed building systems as outlined in ASTM e2018 Baseline Property Condition Assessment guidelines.
Question Number  12:   Will each work order be competitively bid between the two providers? Can you explain the engagement process for work orders against this contract?
    Answer:   Yes, however, there may be only one candidate selected for this contract, if two are selected we plan to competitively select the best value for each task order on a discretionary basis.
Question Number  13:   Can you confirm if there is a service level expectation for on call turnaround time? It wasn’t clear to us if you anticipated immediate response for assessment services or if there would be a longer lead time to define scope, deliverables, schedule access, etc.
    Answer:   The delivery timeline may vary and each task order and product delivery expectations will be coordinated and agreed per task order. Task order expectations will be clearly presented through the task order request process.
Question Number  14:   Can you share the legacy firm(s) (primes & subs) that have been doing this work?
    Answer:   Neither current/past performance data nor incumbent contractor information will be shared during this stage of the process.
Question Number  15:   Some aspects of this contract may require us to utilize experts from around the country within our firm. Will travel costs be negotiable for each work order?
    Answer:   No, travel costs are not a factor of wage rates and will not be negotiated.
Question Number  16:   Please clarify the relationship, if any, between the table in IP-6.C.2, and Exhibit E. Can blended rates be shown in the table in IP-6.C.2? Can additional labor categories be listed in the table in IP-6.C.2?
    Answer:   Please match hourly rates with the closest position title and description provided in the RFP. NOTE: All hourly rates expressed in the proposal shall be subject to review, discussion in vendor selection, and shall remain consistent with all proposer-provided Exhibit E literature.
Question Number  17:   Description, page 1: Please clarify if public conveyances includes the train and rail systems or if primarily focused on the moving sidewalks, escalators, and elevators.
    Answer:   The public conveyances are primarily focused on the moving sidewalks, escalators, and elevators.
Question Number  18:   Cost Proposal – RFP Table, page 8: Please clarify if this table is only meant to account for the prime contractor’s Director (interpreted as the senior representative for the prime contractor to DEN); the prime contractor’s Project Manager (interpreted as the lead for project execution and reporting to DEN project manager, Mr. Ewing); the prime contractor’s support staff (interpreted as local engineers and associated support staff). If so, is this table limited to only 3 entries as “Supporting Engineers” implies more than one person and their rates will vary.
    Answer:   For the first two, your descriptions are correct. For the engineer, please use the most accurate version from the prime contractor’s side. If your firm will be using an engineer, please reflect your engineer’s title and level, and the associated hourly rate and multiplied rate for that position. If your firm did not employ engineers, but rather analysts or technical writers/reviewers, then you would list the hourly rate and multiplier for the other position instead.
Question Number  19:   The entire list of names and rates for people expected to work on the contract will be in Exhibit E. Submittal 2, pages 9 and 10. Please clarify if a separate Submittal 2 (Overhead Multiplier Factor Calculation) must be submitted for the prime contractor and each subcontractor identified in the proposal. If so, are the individual Submittal 2s to be consolidated (each in a sealed envelope) and provided to DEN as part of the proposal?
    Answer:   Yes, Submittal 2 and Exhibit E information should be submitted for both the prime and all subs identified in the proposal. Additional files for Submittal 2 and Exhibit E may be included on the same flash drive as the prime.
Question Number  20:   Exhibit E, pages 9 and 10. Please clarify if a separate Exhibit E (Core Staff Labor Rate) must be submitted for the prime contractor and each subcontractor identified in the proposal. If so, are the individual Exhibit Es to be consolidated (each in a sealed envelope) and provided to DEN as part of the proposal?
    Answer:   Exhibit E information should be submitted for both the prime and all subs identified in the proposal. Additional files for Exhibit E may be included on the same flash drive as the prime.
Question Number  21:   Required Forms, multiple pages: The discussion of Forms required for this proposal appears to only require the Prime contractor to submit the forms. Please confirm or clarify what forms are required from subcontractors?
    Answer:   Only the Prime contractor is required to submit the Required Forms (i.e. Proposal Acknowledgement Letter, Proposal Data Form, Disclosure of Legal and Administrative Proceedings and Financial Condition, etc.)
Question Number  22:   Designation of Subcontractors, page 17: IP-9 requests resumes for the subcontractors’ key personnel. However, per page 15 the proposal is limited to 5 key and 5 non-key resumes. Is it acceptable to designate a particular subcontractor as a non-key personnel or do you require a key personnel and resume from each subcontractor?
    Answer:   Key personnel may include both the prime and subcontractors. Likewise, non-key personnel may include both the prime and subcontractors. We rely on the proposer to make that distinction.
Question Number  23:   Exhibit E does not have a place to show escalation of rates over the 5 year contract. Will we be able to adjust base salary rates and/or multiplier factor for each option year to accommodate for wage increases?
    Answer:   The rates to be shown are flat rates. Wage increases over the course of the contract term can be discussed during contract negotiations.
Question Number  24:   Exhibit E does not have a place to apply indirect rates to non-labor items, such as ODCs, travel and subcontractors. Will we be able to apply G&A to ODCs/travel and M&H to subcontractors?
    Answer:   Other elements of the contract can be discussed during contract negotiations.
Question Number  25:   If a contractor is involved in the assessment of a system at DEN are they then conflicted out of doing the potential follow-on project that the assessment identifies?
    Answer:   A contractor involved in the assessment of a system at DEN is not necessarily conflicted out of subsequent projects to fix an issue, but DEN reserves the right to address that on a case-by-case basis.
Question Number  26:   If a contractor is currently installing/maintaining/operating a system at DEN are they then conflicted out of conducting a condition assessment of that same system?
    Answer:   DEN reserves the right to address that on a case-by-case basis.