A-E Shortlist for USDA-FS, Region 8 and 10, SRS-PNW-IITF Research Stations 2024

Other / Unclassified

This document is a data verification request for inclusion in the 2025 A-E Shortlist for USDA-FS, Region 8 and 10, SRS-PNW-IITF Research Stations. It asks companies to confirm that their previously submitted SF-330 form from 2024 is still correct, accurate, and current, and that their SAM.gov registration is also current and accurate. It also references an "Updated Attachment A" if required.

This document is relevant to potential bidders as it outlines the process for maintaining inclusion on a shortlist for future opportunities. It specifies the periods for which inclusion on the SRS shortlist will remain in effect (May 1, 2024 - April 30, 2025; May 1, 2025 - April 30, 2026; May 1, 2026 - April 30, 2027). Crucially, it states that recertification/verification is required by March 30, 2025, for the period of May 1, 2025 - April 30, 2026. It also provides contact information for questions or updates regarding the SF-330.

Questions & Answers / Clarifications

This document is a transcript and invitation for Townhall #2, held on March 8, 2024, to address lingering questions regarding the SRS Shortlist Process for Architect-Engineer (A&E) contracts under $250,000. It serves as a reminder of the upcoming deadline for SF330 submissions.

• Short Selection Database: The Forest Service may use this database to award A&E contracts under $250,000 across various states and territories. It contains qualified A&E firms responding to the notice.
• Short Selection Process: This process follows FAR Part 36.602-5. Agencies identify the three most qualified firms, discuss with them, and select the best-qualified firm. A price proposal is then requested from the top firm.
• Eligibility: Acquisitions using this database are set aside for small businesses. Large businesses should not respond. The database includes filters for state, NAICS codes, and small business classifications.
• SF330 Validity: SF330s are valid for one year from notification of being added to the shortlist. Firms are encouraged to update annually, but data is retained for three years.
• Submission Requirements: Submittals are limited to the first 50 pages. Required documents include a cover letter (1 page, not included in limit), Attachment A (A&E Submittal Cover Sheet, 2 pages, not included in limit), a current SAM record with matching NAICS codes, and SF330 Parts 1 & 2 (6 pages, included in 50-page limit).
• Design Fee Limitations: Design fees cannot exceed 6% of the Estimated Construction Cost Amount, per FAR 15.404-4(c)(4)(i)(B).
• Submission Deadline: Submittals are due by March 15, 2024, 12:00 p.m. Anchorage, Alaska Time. Submissions must be in PDF format and emailed to Cynthia.Granderson@usda.gov with a cc to Steven.Alves@usda.gov.

This document clarifies the process, requirements, and deadlines for firms wishing to be added to the A&E Short Selection Database. The SF330 submission deadline is March 15, 2024. Questions should be directed to Steven Alves at Steven.Alves@usda.gov.

Forms / Attachments / Pricing Sheets

This document contains "Attachment A - A&E Submittal Cover Sheet" which is used to "build" the government's Excel database for Architect-Engineer (A-E) services. It collects essential information from potential offerors.

• Sources Sought Number: 12445124R0001
• Architect-Engineer Information: Name, address, telephone, email, website, unique entity identifier, taxpayer ID, and socio-economic program certifications.
• Project Locations: A selection of states and territories where future projects may be located.
• NAICS Codes: A list of applicable North American Industry Classification System (NAICS) codes for A&E services, along with their corresponding small business size standards in millions of dollars.
• Submission Instructions: Specifies that packages should be emailed to designated addresses and provides subject line requirements.

This form is crucial for any firm wishing to be considered for A-E services under the SRS Shortlist process. Bidders must accurately complete this form to ensure their information is correctly entered into the government's database and to indicate their interest in specific project locations and NAICS codes. The information provided here directly impacts their inclusion in the shortlist and subsequent consideration for opportunities.

Other / Unclassified

This document is a transcript of a contractor town hall meeting held on January 25, 2024, regarding the Southern Research Station (SRS) Shortlist process. The meeting, led by Steven Alves, aimed to explain the SRS shortlist process, how vendor data is evaluated, and what happens in the first three years of the contract. It covered the purpose of a shortlist, how calls for qualifications are posted on SAM.gov, and the evaluation criteria, emphasizing a "best qualified" approach rather than price for architect and engineering services.

The transcript details the process of submitting an SF 330 form, including specific attachments and their purpose. It also discusses how the government reviews these submissions, assessing firm capabilities, past performance, and potential risks. The meeting touched upon various aspects of the process, such as socioeconomic categories, state-level participation, and the limitations and benefits of the SF 330 form. The presenter also outlined the steps involved in the selection process, from initial review to final recommendation and negotiation.

This transcript is highly relevant to potential bidders interested in the SRS opportunity. It provides direct insight into the government's selection process, evaluation criteria, and expectations for vendor submissions (specifically the SF 330). Understanding this process can help firms tailor their proposals to better align with the government's "best qualified" criteria, increasing their chances of being selected for future opportunities under the SRS shortlist. It clarifies how firms are assessed and what information is crucial for a successful submission.

Other / Unclassified

This document announces a virtual contractor town hall scheduled for January 25, 2024, at 2:00 PM ET. The purpose of this optional meeting is to review the Source Selection System (SRS) process and provide information concerning preparations for the SF330 form in 2024. Attendees will have the opportunity to ask questions regarding the SF330 preparation and the SRS process.

This town hall is relevant for potential bidders who need to understand the SF330 preparation process and the government's project selection process. The meeting will cover:

• A review of the SRS process.
• An explanation of how the project selection process takes place, supported by training slides.
• A worksheet that will be used to review SF-330 submissions, focusing on responsiveness and responsibility.

Meeting details, including a Microsoft Teams link, meeting ID, passcode, and dial-in information, are provided for participation.

Solicitation / RFP / RFQ

This announcement is a Call for Qualifications (CFQ) to request updated Architect-Engineer (A&E) qualification information (SF-330) for potential future projects within various U.S. Department of Agriculture (USDA) agencies, including the Forest Service (USDA-FS) Southern Research Station (SRS), Pacific Northwest Research Station (PNW), and Institute for International Tropical Forestry (IITF). This notice is not for a specific project but aims to build a "Short Selection database" for A&E contracts under $250,000.

Firms must submit updated qualification data via SF-330, Parts 1 and 2. The submission should include a cover letter, Attachment A (A&E Submittal Cover Sheet), a current SAM registration, and Attachment B (SF330). The SF330 should detail licensed professionals and their state licensing for relevant functional codes. The first 50 pages of the submittal package will be retained.

This is not for a specific project. Contracts awarded using the Short Selection database will be for A&E services with an estimated total fee under the Simplified Acquisition Threshold (currently $250,000).

• Deadline: March 15, 2024, by 12:00 pm Alaska Time.

• Format: PDF, submitted via email.

• Email Subject: 12445124R0001_Company Name_SF330_Submittal

• Submission Email: Cynthia.Granderson@usda.gov (cc: Steven.Alves@usda.gov)

• Evaluation: Firms will be screened for minimal qualifications. Minimally qualified firms will be added to the database. For specific projects, the top three most highly qualified firms will be identified, and discussions will proceed with the best-qualified firm. Price proposals will be requested from the highest technically rated firm.

• Total Small Business Set-Aside. Large businesses should not respond.

• All acquisitions using this database will be set-aside for small business concerns.

• NAICS Codes covered include 541310, 541320, 541330, 541350, 541360, 541370, 541620, 541690, 541990.

• Firms must have all NAICS codes listed on the SF330 cover sheet also present in their SAM registration.

• SF330s are valid for one year from notification of inclusion in the database. Firms are encouraged to update annually.

• The database covers the following states/territories: Alabama, Alaska, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, Nebraska, North Carolina, Oklahoma, Oregon, South Carolina, Tennessee, Texas, Virginia, Washington State, Puerto Rico, and U.S. Virgin Islands.

• Design fee limitations may apply (e.g., 6% of Estimated Construction Cost).

Form / Attachment / Pricing Sheet

This document is Attachment A, the A&E Submittal Cover Sheet, which must be completed by potential bidders. It serves as a cover sheet for submittals related to the Sources Sought notice 12445124R0001.

• Architect-Engineer Information: Requires name, telephone number, address, email address/company website, Unique Identification Number, and Taxpayer ID Number.
• Socio-Economic Program Certifications: Space to list eligible programs for which the firm is certified.
• Department/Agency Information: Specifies the USDA Forest Service, Southern Research Station, and provides an email address for package returns.
• Submission Instructions: All packages must be emailed to Cynthia.granderson@usda.gov with a specific subject line format: "12445124R0001_Company Name_SF330_Submittal". Paper submissions will not be accepted.
• Project Locations: Bidders must check all states/territories for which they are requesting consideration.
• NAICS Codes: Bidders must check applicable NAICS codes for A&E Services for which they are requesting consideration. The offeror's SAM record must reflect all checked NAICS codes.

This cover sheet is essential for submitting a complete and compliant response to the Sources Sought. Bidders must accurately fill out all required fields, including their firm's details, desired project locations, and relevant NAICS codes, ensuring their SAM.gov record aligns with the selected NAICS codes. Failure to complete this form correctly may impact the evaluation of their submittal.

Form / Attachment / Pricing Sheet

This document is Standard Form 330 (SF330), "Architect-Engineer Qualifications." It is used by federal agencies to obtain information from architect-engineer (A-E) firms regarding their professional qualifications for A-E contracts. The form is used to select firms based on demonstrated competence and professional qualifications.

• Part I - Contract-Specific Qualifications: Collects information relevant to a specific contract, including contract details, A-E point of contact, proposed team members (prime contractor and subcontractors), organizational chart, resumes of key personnel, and example projects that illustrate the team's qualifications.
• Part II - General Qualifications: Collects general information about the firm or a specific branch office, including firm details, ownership, small business status, employee disciplines, firm experience, and annual revenue.
• Disciplines and Experience Categories: Provides lists of function codes for various engineering and architectural disciplines and profile codes for experience categories to standardize the information provided.

Firms seeking to bid on A-E opportunities must complete and submit this form. It is the primary document used by federal agencies to evaluate a firm's qualifications and capabilities. Bidders must carefully follow the instructions and any agency-specific supplements to ensure their submission is complete and accurate, as it directly impacts their chances of being selected for contract negotiations.

Form / Attachment / Pricing Sheet

This document provides guidance on the "A/E 6% Fee Limitation" for design services, as per Federal Acquisition Regulation (FAR) 15.404-4(c)(4)(i)(B). It clarifies which services are included and excluded from the 6% fee limitation based on the Estimated Construction Cost Amount.

Design Services Subject to the 6% Fee Limitation:

• Schematic design
• Design development
• Construction documents
• Project Manuals and Specifications
• Design Narratives / Analysis
• Assembly of cut sheets
• Brief Opinions of Probable Construction Cost
• Design review meetings
• Documentation for green building rating systems (e.g., LEED)
• Energy models
• All associated time, overhead, and profit for the above.

Non-Design Services NOT Subject to the 6% Fee Limitation:

• Travel (reimbursed per Federal Travel Regulation)
• Investigations and evaluations of existing facilities
• Preliminary Project Analysis, Design Prospectus, or Project Program preparation
• Surveys (topographic, property boundary, utilities, construction staking)
• Geotechnical investigations
• Documents for regulatory permitting (e.g., NPDES, DOT)
• Materials testing
• Feasibility Studies and Master Plans
• Cost estimates not based on designs, or based on designs with detail greater than UNIFORMAT II Level 3
• Cost estimates by quantity survey methods
• NEPA documentation and analysis
• Models, renderings, and photographs
• As-built or record drawings
• HABS/HAER/HALS drawings and documentation
• Bid preparation and construction contracting assistance
• Construction observation, inspection, and administration
• Submittal and shop drawing review
• Preparation of construction change orders, RFIs, or supplemental instructions
• Review of Government Furnished Designs
• Value Engineering/Value Analysis Services.

This document is crucial for bidders to understand how design fees will be calculated and what services are covered under the 6% limitation. It helps in accurately estimating proposal costs and ensuring compliance with the fee structure. Bidders should pay close attention to the distinction between services included and excluded from the 6% fee to avoid miscalculations in their proposals.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "A-E Shortlist for USDA-FS, Regions 8 and 10, SRS-PNW-IITF Research Stations" (Notice ID 12445124R0001).

• Resumes: Resumes are not required but can be included to demonstrate firm capabilities related to project examples.
• Page Limit: A 50-page limit is considered per PDF page; front and back of a single sheet count as 2 pages. Email submission is now required.
• Font Requirements: No specific font size is mandated, but all submissions must be legible without magnification.
• Facility Types: The work includes "overall facility condition assessments" for work centers, wet and dry laboratories, and general office space, with a majority being facilities rather than dams.
• Small Business Set-Aside: Awards from the Short Selection List are exclusively for firms qualifying as small businesses under the applicable NAICS code.
• Project Examples: A minimum of 5 projects are preferred to demonstrate the respondent's ability to support anticipated requirements, though not submitting a specific number will not disqualify an offeror.
• SF 330 Submission: The SF 330 should be submitted as a single PDF document, with a Section F page for each example project.

Clarifications have been made regarding submission requirements (email, page count, font legibility) and the eligibility for awards (small businesses only). Language in the announcement has been revised for clarity between a sources sought and a solicitation.

Form / Attachment / Pricing Sheet

This document, "Attachment D 2024 SBA Table of Size Standards March 17 2023 Rev excerpt.pdf," provides the U.S. Small Business Administration's (SBA) Table of Small Business Size Standards, matched to North American Industry Classification System (NAICS) Codes. It is effective January 1, 2022, with an important notice regarding updates effective March 17, 2023.

• Lists size standards for various NAICS codes, expressed in millions of dollars (for receipts) or number of employees.
• Explains that size standards represent the maximum size a concern can be to qualify as a small business for Federal Government programs.
• Provides contact information for the SBA's Office of Size Standards for further inquiries.
• Includes an "Important Notice" stating that businesses registered in SAM.gov must update their registration to reflect the new size standards effective March 17, 2023. Until updated, SAM profiles will display status under old standards.

This document is crucial for potential bidders to determine their small business status for specific NAICS codes relevant to a government opportunity. Understanding these size standards is essential for bidding on set-aside contracts or participating in programs with small business eligibility requirements. Bidders should verify the NAICS codes associated with the opportunity and compare them against the standards listed in this document to confirm their eligibility.

Solicitation / RFP / RFQ

This document is an Architect-Engineer Contract, identified as a solicitation, for "YOUR PROJECT HERE." It references solicitation 12445121R0005.

• The contractor shall furnish necessary personnel, material, equipment, services, and facilities to perform the Statement of Work/Specifications referenced in Section J.

• Compliance with sustainable acquisition requirements is mandated, including energy-efficient, water-efficient, biobased, environmentally preferable, non-ozone depleting, and EPA-designated products.

• Specific clauses address inspection of services, suspension of work, and design within funding limitations.

• The contract type is not explicitly stated but implies a fixed-price structure based on clauses like FAR 52.246-4.

• Period of Performance is to be determined.

• The estimated construction contract price for the project is not specified (indicated as '$').

• Award will be determined based on the ability to successfully negotiate fair and reasonable pricing.

• The document outlines various FAR and AGAR clauses related to representations, certifications, and contract administration.

• A post-award conference is required within 10 days of contract award.

• The document includes provisions for small business set-asides and representations.

• Firms performing design work under this contract will be ineligible for award of any construction contract resulting from this design work.

• The document is a sample format and contains placeholder text such as "YOUR PROJECT HERE."