All questions regarding the content of the subject RFP must be submitted on or before 9:00 p.m. EST on June 12, 2018 to Al.Christopher@dmme.virginia.gov with the email subject line “RFP Question.” Questions (worded exactly as submitted to DMME) and answers will be published below. Questions received after 9 p.m. EST on June 12, 2018 will not be answered.
Term 9 of the Federal Terms and Conditions states that all work must be performed in the United States unless the Contracting Officer provides a waiver. Please can you clarify whether the Commonwealth of Virginia DMME will allow for part of the work to be undertaken outside the United states?
Responders must assume that all work must be performed in the United States. DMME, as recipient of federal funds used in this project, is willing to request a waiver under 9-C from the U.S. Department of Energy Contracting Officer, but DMME cannot guarantee that a waiver will be granted in a timely manner. DMME will not accept a project delay greater than two weeks in duration in order to obtain a waiver.
Federal Term 9-C,Waiver for Work Outside the U.S., states that: "All work performed under this Award must be performed in the United States. However, the Contracting Officer may approve the Recipient to perform a portion of the work outside the United States under limited circumstances. Recipient (DMME) must obtain a waiver from the Contracting Officer prior to conducting any work outside the U.S. To request a waiver, the Recipient must submit a written waiver request to the Contracting Officer, which includes the following information:
- The rationale for performing the work outside the U.S.
- A description of the work proposed to be performed outside the U.S.
- Proposed budget of work to be performed
- The countries in which the work is proposed to be performed
For the rationale, the Recipient must demonstrate to the satisfaction of the Contracting Officer that the performance of work outside the United States would further the purposes of the FOA that the Award was selected under and is in the economic interests of the United States. The Contracting Officer may require additional information before considering such request."
Term 25 of the Federal Terms and Conditions states that the total estimated project cost is the sum of the Federal Government share and Recipient match of the estimated project costs. Please can you confirm whether match funding (either monetary or in kind) is required for this project?
No cost sharing or matching funds are requested for this project.
The RFQ establishes a 36-page limit for the proposal, which includes the executive summary (1 page), the proposal narrative (20 pages), the project management plan with budget (5 pages) and qualification of the organization and key individuals (10 pages). Are the resumes of key individuals and past performance examples included in this page count or can we include these in appendices?
Please observe the 10-page limit in which to demonstrate qualifications of the organization and key individuals.
As a standard practice, we develop a detailed Work Breakdown Structure (WBS) as part of the project plan. While we will discuss the project management plan and budget within the 5-page limit, may we submit the full WBS as an appendix?
- What is the period of performance for the optional additional scope?
- Does this work need to be completed by October 19, 2018 or can our team propose a completion date for the additional scope?
- Does the $125,000 budget include the optional additional scope?
- The period of performance for the optional additional scope is to be proposed by responder. The performance period can begin, subject to DMME approval and availability of additional funding, as early as the time of award and extend for up to two years from the date of award.
- Optional additional scope, if proposed by responder, does not have to be completed by October 19, 2018. Work that the RFP identifies as required scope (not optional) must be completed by October 19, 2018.
- The $125,000 anticipated award is for "required scope of work," and does not include funding for optional additional scope. Optional additional scope, if proposed by responder, should include a proposed separate budget, and will be considered by DMME as an additional "Phase II" scope of work, if additional funding is available.
Also see RFP Pages 7-8: Proposal requirements, selection process and merit review criteria
DMME Award Budget and Period of Performance
The anticipated DMME award for the required scope of work under this RFP is $125,000. An award of additional amounts are conditional on the merit of each proposer’s proposal. Proposers are required to include in their proposal a detailed Project Management Plan and schedule of deliverables illustrating that all deliverables will be completed by October 19, 2018. However, proposers agree to work with DMME to produce an early summary and limited content to coordinate timely development of resources for key stakeholders.
Timing of Award and Opportunities for Additional Funding
DMME intends to make an award on or before July 5, 2018. The agency anticipates that funding opportunities might be available in the future to conduct additional work that will be of interest to the Commonwealth and will be compatible with the objectives of this RFP to establish Virginia as the location of choice for OSW-related businesses. To accommodate such opportunities, the life of the award may be up to two years. However, the scope of work described in this RFP must be completed by October 19, 2018. The purpose of a potential contract life of up to two years is to provide flexibility for DMME to be able to add a Phase II scope of work and supplement funding to a successful proposer if such award is feasible, needed, and mutually agreeable.