Mark A Cowart
Administrative Services,
Chief Information Officer
ADMINISTRATIVE SERVICES
PURCHASING
2222 “M” Street
Merced, CA 95340
(209) 385-7331
(209) 725-3535 Fax
www.co.merced.ca.us
Equal Opportunity Employer
April 16, 2010
TO:
ALL PROSPECTIVE BIDDERS
FROM:
FRANK C. RYBKA, C.P.M., PROCUREMENT SPECIALIST II
RFQ NO. 6509 – PROVIDING ENVIRONMENTAL CONSULTING SERVICES TO THE
PLANNING AND COMMUNITY DEVELOPMENT DEPARTMENT
_____________________________________________________________________________________ __
SUBJECT:
Questions and Answers submitted to date:
Question 1:
What is meant by #9 on page 3 – Financial Statement?
Answer:
Please see item No. 39 in the Terms and Conditions. They may be accessed by clicking on the
link “Terms and Conditions” located at the bottom of the cover page.
Question 2:
What is the Agreement referenced in #10 on page 3?
Answer:
That is referring to the sample contract located at the end of the RFQ.
Question 3:
If we would sometimes use a subconsultant for specific technical studies when preparing
an environmental document, should we identify a subconsultant now? If we identify a
subconsultant, will we be limited to using the identified subconsultant? Can we identify
more than one subconsultant for a specific technical area, such as transportation?
Answer:
If subconsultant(s) are known at this time, include them in your proposal. Firms are not limited
to a single subconsultant (by specialty), and will not be held to subconsultants identified in
submission.
Question 4:
Although not specifically listed in the RFQ will the County have a separate list for air
quality consultants or can we be pre-qualified through the current submittal?
Answer:
The County will not have a pre-qualified list of air quality consultants.
Question 5:
If a company has not prepared a CEQA document or technical study for a specific project
type (i.e., slaughterhouse), should we simply concentrate on those project types where we
do have experience?
Answer:
Yes. The purpose of defining expertise by specialty will assist us determining which
consultants are best suited to particular types of work.
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Question 6:
Could the County provide clarification regarding "Financial Statement or Sufficient
Financial Information".
Answer:
Please see item No. 39 in the Terms and Conditions. They may be accessed by clicking on the
link “Terms and Conditions” located at the bottom of the cover page.
Question 7:
Page 3, Submittal Checklist, lists as item 9 “Financial Statement or Sufficient Financial
Information (Non-submittal is considered non-responsive and cause for rejection of
RFQ).” We did not see any other information in the RFQ regarding what would
constitute appropriate financial statements or financial information to meet this submittal
requirement. Can the County please clarify what type of financial information is needed
to comply with this requirement.
Answer:
Please see item No. 39 in the Terms and Conditions. They may be accessed by clicking on the
link “Terms and Conditions” located at the bottom of the cover page.
Question 8:
Page 6, 2nd para. indicates that “Bidders shall also indicate which firm size classification
they fall under (small, medium, or large)”. Can the County please provide more
information as to the criteria being used to determine small, medium or large firm size?
Answer:
Small is generally a sole proprietorship, will typically have a single office, and fewer than 20
employees. Medium may have some regional offices, and 20 to 100 employees. Large tend to
be multi-state or international operations with greater than 100 employees.
Question 9:
Is the County looking for general environmental contractors to propose a full service
team, including all specialty subcontractors that may eventually be necessary to complete
a future, unknown environmental review? Especially for traffic, our firm works with
many different traffic consultants based on their knowledge of the project type, project
location, and recommendation and approval of the lead agency. Should the general
contractor propose a specific traffic consultant in their SOQ or state that we would work
with any County-approved consultant as appropriate? What about very specialized
consultants that may be needed to address an unusual issue associated with a project?
Answer:
The firm will have the ability to select subconsultants as appropriate/necessary to a particular
project. If preferred subconsultants are known at this time, you may include them in your
submission. The County anticipates each firm will select subconsultants based on specific
projects, and may elect to use any subs they feel are most appropriate to a particular project.
Subconsultants do not have to be identified at this time.
Question 10:
The RFQ only lists 4 technical specialties - biology, archeology, transportation, and
acoustics. Is the RFQ limited to those four technical specialties? If not, is air quality and
greenhouse gas/climate change a technical specialty that would also be considered?
Answer:
The County will not have a pre-qualified list of air quality/greenhouse gas/climate change
consultants.
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Question 11:
Would you provide clarification on what constitutes a small, medium, and large firm size
classification? Can our firm propose under more than one classification?
Answer:
Small is generally a sole proprietorship, will typically have a single office, and fewer than 20
employees. Medium may have some regional offices, and 20 to 100 employees.
Large tend to be multi-state or international operations with greater than 100 employees.
The firm should select one classification. The purpose of this requirement is not to prevent
smaller firms from doing large/complex projects, but to prevent sending project-specific RFP’s
to large firms for very small and/or simple projects that could be more economically done by
smaller firms. Our experience has shown that large firms decline to bid on small projects, and
the County wishes to streamline proposal efforts to prevent County staff and firms from wasting
time on projects they are unlikely to wish to bid on.
Question 12:
"Bidder will be providing a list with supporting evidence of their qualification for each
project type", will just a list suffice or should we include a detailed project description?
Answer:
Each firm should provide at least some indication of the firm’s qualification to complete
particular types of work. A brief summary or explanation to illustrate your qualification is
sufficient, such as a list of applicable projects with a short paragraph summarizing the project
and your work on it.
Question 13:
Would you like us to include a list of our qualified staff and include their resumes?
Answer:
Yes
Question 14:
Answer:
Is there a page limit?
No, however, please provide sufficient information (without being excessive) to help us make a
decision on your qualification. Focused information is appreciated.
Question 15:
On the Submittal Checklist Financial Statement is include, what would you like us to
include?
Answer:
Please see item No. 39 in the Terms and Conditions. They may be accessed by clicking on the
link “Terms and Conditions” located at the bottom of the cover page.
Question 16:
Submittal Checklist item 1: – How will we know if amendments to the RFQ are issued by
the County? Will amendments be posted to the County’s website and/or will email or
phone notification be provided?
Answer:
Amendments will be posted to the County’s Web site. Respondents are required to check the
site before submitting their RFQ.
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Question 17:
Team - Is Merced looking for a complete team with frequently-required technical
specialties (such as biology and cultural resources, hydrology, and hazardous materials)
represented? Section 2.1.2 and Section 1.B para 3 of the RFQ appears to indicate that
specialized firms (for example, cultural resources consultants) could submit an SOQ
individually for just their technical area of expertise. However, the text under items 1 and
2 on page 8 of the RFQ mentions that we should include subconsultants. Does Merced
want submittals from full teams and from individual firms with specialized technical
expertise (should we encourage our desired team members to submit separately as well as
with our team)? Would Merced like us to build a team that covers all disciplines except
those mentioned under technical studies on page 7 and page 4? Under this scenario, it is
assumed that Merced would assemble a team from technical specialists and qualified EIR
preparers, rather than the EIR preparer providing an all-inclusive team. If Merced
would like a submittal for a full team capable of processing a large EIR, would you like
qualifications for all subs or simply a listing of firms frequently used by the EIR
preparer?
Answer:
The firm will have the ability to select subconsultants as appropriate/necessary to a particular
project. If preferred subconsultants are known at this time, you may include them in your
submission. The County anticipates each firm will select subconsultants based on specific
projects, and may elect to use any subs they feel are most appropriate to a particular project.
Subconsultants do not have to be identified at this time.
If your anticipated subconsultants wish to apply separately, in addition to being noted in your
firms submission, that is fine.
The County expects each firm will assemble a team as they see fit to best suit a particular
project, and the needs of the County.
Question 18:
Cal OSHA - Are there any specific Cal OSHA requirements that are of special concern to
the County (per Specific Compliance on page 7 of the RFQ)? We don’t typically see this
requirement in environmental consulting RFQs and were just curious if our RFQ should
speak to any OSHA requirement in particular?
Answer:
Nothing in particular, just general consideration of OSHA requirements as necessary.
Question 19:
Terms and Conditions - RFP Terms and Conditions are viewable on the website, but there
don’t appear to be terms and conditions specific to submittals in response to an RFQ. Is it
correct to assume that our submittal should follow the RFP Terms and Conditions linked
on the website?
Answer:
The terms and conditions are noted in the example agreement (Contract) for services.
Question 20:
Terms and Conditions indicate electronic submittal is permissible – please confirm if this
is acceptable. If so, is the correct submittal address [email protected] as on RFQ
or mailto:[email protected] as given in Terms and Conditions?
Answer:
Electronic
submittals
are
acceptable.
The
submittal
mailto:[email protected] as given in the Terms and Conditions.
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address
is:
Question 21:
Eligibility Criteria - What are the criteria for a firm to be eligible for consideration for
small, medium, or large scale environmental studies? We’d like to be considered for all,
particularly since a small project can sometimes become a large project depending on
findings or issues identified as the analysis moves forward.
Answer:
Small is generally a sole proprietorship, will typically have a single office, and fewer than 20
employees. Medium may have some regional offices, and 20 to 100 employees.
Large tend to be multi-state or international operations and greater than 100 employees.
The firm should select one classification. The purpose of this requirement is not to prevent
smaller firms from doing large/complex projects, but to prevent sending project-specific RFP’s
to large firms for very small and/or simple projects that could be more economically done by
smaller firms. Our experience has shown that large firms decline to bid on small projects, and
the County wishes to streamline proposal efforts to prevent County staff and firms from wasting
time on projects they are unlikely to wish to bid on.
The main criteria on a firm’s appropriateness is based on experience. Firms are unlikely to be
excluded from a particular project based on size (except as noted above, where large firms tend
to prefer large project), and should focus on illustrating their experience and ability to complete
particular types of projects.
Question 22:
Long Term - At the end of the three year active list period is there any provision for our
firm to be rolled into a new list of qualified firms if we’ve performed satisfactorily?
Answer:
The County can’t adequately determine what future needs may be, or how processes may
change. This RFQ is for 3 years of service, and provision of service beyond that time period
will be evaluated at the end of the contract period.
Question 23:
Experience - Does the County anticipate any specific projects that will require
environmental analysis during the three year timeframe? If so, can the County provide a
“potential projects list” to guide our submittal more specifically to the County’s future
needs? Does the County often coordinate with Caltrans or other agencies that we should
highlight our experience with to make our SOQ stronger?
Answer:
The County processes a variety of land use permits, and applications vary. We are unable to
provide a list of anticipated projects. The County frequently coordinates with other agencies as
necessary. You should highlight your experience with agencies as appropriate.
Question 24: Submittal Checklist
a. Exceptions. What is the County looking for in this section. I presume it is the consultant’s
identification of requirements which the consultant finds objectionable or would like to
discuss with the County at the time of contracting?
Answer:
Yes.
b. Approach. Similar question. The RFQ doesn’t provide direction for the content of this
section. I was planning to call this the Approach/Solutions section with the content primarily
being related to Section 3, Solutions of the RFQ. Is this appropriate? What other content, if
any, are you expecting?
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Answer:
Yes. You should identify how you (generally) anticipate completion of a project. Any
information to help us understand how your firm operates and completes projects.
c. Agreement. What are you looking for in this section? I assume that any
questions/reservations the consultant might have about the agreement would be captured in
the Exceptions section. What specific content is requested for this section?
Answer:
The terms and conditions are located in this section, and this is listed in the checklist to
ensure you have reviewed this section. If there are any exceptions to the agreement,
these should be noted in the exceptions section.
Question 25:
Section 1B, page 4. What are small, medium, and large scale projects? How are these
defined? Are these based on the relative dollar value of the CEQA services work, the
physical size of a project, the complexity of a project?
Answer:
Small projects tend to be very simple CEQA documents with little or no technical studies
required, involve a small area or operation, will result in either a Negative Declaration or
Mitigated Negative Declaration, and with little or no controversy; medium projects are likely to
be more extensive, requiring greater effort and study, and may involve some level of public
interest or controversy, and will likely involve a Mitigated Negative Declaration; large projects
tend to be complex, may involve large areas or operations, may be controversial, and likely will
require preparation of an Environmental Impact Report.
Question 26:
Section 2, page 6. What constitutes a small, medium, or large-size firm? Is it number of
employees, revenues, or something else? I’d add that firm size is not inherently indicative
of the “size” or complexity of a project for which a firm is capable of delivering excellent
CEQA services and products. A smaller firm’s ability to compete with a larger firm
(based on employee numbers) should not at all be discounted because of size.
Answer:
Small is generally a sole proprietorship, will typically have a single office, and fewer than 20
employees. Medium may have some regional offices, and 20 to 100 employees.
Large tend to be multi-state or international operations and greater than 100 employees.
The firm should select one classification. The purpose of this requirement is not to prevent
smaller firms from doing large/complex projects, but to prevent sending project-specific RFP’s
to large firms for very small and/or simple projects that could be more economically done by
smaller firms. Our experience has shown that large firms decline to bid on small projects, and
the County wishes to streamline proposal efforts to prevent County staff and firms from wasting
time on projects they are unlikely to wish to bid on.
The main criteria on a firm’s appropriateness is based on experience. Firms are unlikely to be
excluded from a particular project based on size (except as noted above, where large firms tend
to prefer large project), and should focus on illustrating their experience and ability to complete
particular types of projects.
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Question 27:
It is my assumption that our SOQ does not need to specify precisely which technical
subconsultants we might employee as part of a “static” team. I plan to identify
subconsultants within specific technical expertise with whom we’ve worked on CEQA
projects in Merced County in the past as possible partners should a particular RFP
indicate the need for a specific technical study. Is this an acceptable approach? The RFQ
also indicates the possibility for such technical specialists to submit their own SOQs, so
their capabilities will already be known to the County.
Answer:
The firm will have the ability to select subconsultants as appropriate/necessary to a particular
project. If preferred subconsultants are known at this time, you may include them in your
submission. The County anticipates each firm will select subconsultants based on specific
projects, and may elect to use any subs they feel are most appropriate to a particular project.
Subconsultants do not have to be identified at this time, but may be if they are known.
If your anticipated subconsultants wish to apply separately, in addition to being noted in your
firms submission, that is fine.
The County expects each firm will assemble a team as they see fit to best suit a particular
project, and the needs of the County.
Question 28:
It is not clear in the RFQ what information the County is seeking for the following items
on the Submittal Checklist on page 3. Please describe the type of information the County
is requesting.
a. 1.
_____
Acknowledgement of Amendment(s) (If any)
Answer:
b. 5.
Answer:
Amendments to the RFQ, if any, will be posted to the Web. The Amendment(s)
(should there be any) will have an acknowledgement signature block that must be
returned with your submittal.
_____
Exceptions
Note any exceptions to the agreement for services example (contract) provided, or any
other exceptions you have to the RFQ.
c. 9.
_____
Financial Statement or Sufficient Financial Information (Nonsubmittal is considered non-responsive and cause for rejection of RFQ.)
Answer:
d. 10.
Answer:
Please see item No. 39 in the Terms and Conditions. They may be accessed by clicking
on the link “Terms and Conditions” located at the bottom of the cover page.
_____
Agreement
The terms and conditions are located in this section, and this is listed in the checklist to
ensure you have reviewed this section. If there are any exceptions to the agreement,
these should be noted in the exceptions section.
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Question 29:
Insurance Requirements- Will the County allow our professional liability insurance to be
provided by Evanston, which is not an "admitted" company? If yes, would we be eligible
to work on moderate risk EIR projects – which we work on at present for others – with
our current coverage amounts of $2 million annual aggregate.
Answer:
Insurance requirements may be negotiated, depending on the size and complexity of the project.
This subject should be broached at the time of contract negotiation for a specific project.
Question 30:
Please clarify the second sentence, last paragraph on page 16, which appears to include a
typo and is not clear. The phrase in question is underlined below. CONSULTANT will on
request and at its expense, defend any action suit or proceeding arising hereunder. This
clause and shall not be limited to any claim, petition, demand, liability, judgment, award,
interest, attorney’s fees, expert or consultant witness fees, legal research fees, staff and
administrative costs, administrative record costs, materials, and costs and expenses of
whatsoever kind or nature, that may arise during the term of this Agreement, but shall
also apply to all such claims and the like, after the term of this contract but within the
applicable statute of limitations for initiating an action including but not limited to
actions, brought against the COUNTY following PROJECT approval, modification,
denial, or the exercise or exhaustion of administrative appeals and within the scope of
professional services rendered on behalf of the County.
Answer:
This is a typo – “and” in the underlined section should be deleted.
Question 31:
Two contracts are posted with the RFP, should we refer to the contract that is attached to
the Request for Proposal (RFP) or the contract in the “Terms and Conditions” document?
Answer:
You should refer to the sample contract attached to the Request For Qualifications (RFQ).
Question 32:
As mentioned in the “Terms and Conditions” document, you want submittals to be
provided in a 3-ring binder with tabs separating the sections, is this correct?
Answer:
Yes, please.
Question 33:
Should we include a copy of our insurance certificate in the proposal?
Answer:
No, that is not necessary at this point.
Question 34:
In Section 3 of the RFP, you request a “Proposed Solution,” is this intended to fall under
the Approach section listed in the Submittal Checklist?
Answer:
Yes, you are correct.
End of questions.
FCR/amm
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