1234 Market Street,11 th Floor Philadelphia, PA 19107-3780 TO: FROM: SUBJECT: Distribution Michael Piselli RFP 15-00245-AMJP - Consultant Engineering & Administrative Support Services for ACS-64 Locomotives and Multi-Level Cab & Coach Car Procurement Project DATE: Attached please find attached Minutes of the Pre-Proposal Meeting and Addendum No. 1 for the above referenced request for proposal. Attachments: D. Gibbone D. Warner G. Myers S. Bouy
Dear Sir/Madam: Enclosed please find Addendum No. 1 to SEPTA s RFP No. 15-00245- AMJP - Consultant Engineering & Administrative Support Services for ACS-64 Locomotives and Multi-Level Cab & Coach Car Procurement Project. Addendum No. 1 must be acknowledged by signing the attached Acknowledgement Sheet and including that sheet as part of your technical proposal. The due date for submission of proposals remains unchanged. The due date is Wednesday, February 24, 2016 by the close of business (4:30 P.M.). Proposals must be delivered to SEPTA, 1234 Market Street, 11th Floor, Philadelphia, Pennsylvania 19107, to the attention of Michael Piselli. All inquiries regarding this Procurement must be directed to Michael Piselli at (215) 580-8364 or mpiselli@septa.org. Sincerely, Michael Piselli Michael Piselli Contract Administrator Procurement, Supply Chain & DBE Division
ADDENDUM NO. 1 ADDENDUM ACKNOWLEDGEMENT SHEET RFP No. 15-00245-AMJP Consultant Engineering & Administrative Support Services for ACS- 64 Locomotives and Multi-Level Cab & Coach Car Procurement Project: The attached addendum to the Contract Documents is hereby part of the same and is incorporated in full as part of the Project. Proposer shall acknowledge Addendum No. 1 by signing and returning the Acknowledgement Sheet with the Technical Proposal. FIRM NAME (typed or printed) AUTHORIZED SIGNATURE TITLE NAME (typed or printed) DATE 1. Questions and Answers Attached. 2. Please add section 2.2.9 Warranty Period Support to the RFP Document. 3. The Time of Performance for this contract has been changed from one thousand four hundred sixty (1,460) calendar days to one thousand eight hundred twenty-five (1,825) calendar days.
Addendum 1 Page 1 of 4 RFP No: 15-00245-AHAC Consultant Engineering & Administrative Support Services for ACS-64 Locomotives and Multi-Level Cab & Coach Car Procurement Project Questions and Answers The following questions were received by the due date and time of Wednesday January 27, 2015 by 4:30pm: Q1. The number of proposals requested in the cover letter varies from what is identified in Part 1- Instructions and Information under General Requirements- Submission of Proposal. Please clarify the number of originals, copies, CDs for each technical and price package. A1. One (1) original and seven (7) copies of the Technical Proposal, plus 1 CD/DVD in PDF format and One (1) original and seven (7) copies of the Price Proposal, in separate envelopes (clearly marked) and shall be submitted to SEPTA s Contract Administrator. Q2. The RFP does not reference the use of SF330 forms/cvs in SF330 format. Please confirm that SF330 forms/cvs in SF330 format are not required with this proposal. A2. These forms are not required. Please refer to #6 in Part 2 of the RFP Document. Q3. The consultant scope of work and the car technical specification do not appear to place an emphasis on system safety and hazard analysis. What does SEPTA envision the role of the consultant in these areas to be? A3.. Section 2.4 of the MLCR TS covers Safety and safety analysis, as does Section 2.5 of the ACS-64 specification. The Contractor is responsible for the development of a comprehensive System Safety Program. The Consultant shall assign an engineering representative to review the Program as well as the Hazard List, Hazard Analyses and FEMCAs performed by the Contract to ensure completeness, correctness and compliance. Additionally, each of the safety factors requirements shall be included within the review of each systems design, thus included within the work scope of the Consultant s engineering representative assigned to the system or subject. Q4. The Bi-Level Car Technical Specification Section 1.6.6.2.8 requires a CFR and an APTA compliance matrix from the car builder. Does SEPTA require a Technical Specification compliance matrix from the car builder? A4. Yes. Q5. Does SEPTA intend SEPTA s Internet based Project Document Management System to be able to fulfill all the requirements for a Project Management Information System? If not, what additional capability will be required? A5.The PDMS is an existing system presently being used and is considered to be adequate for its purpose. The system is also the property of SEPTA and can be changed as needed internally.
Addendum 1 Page 2 of 4 Q6. Do page count restrictions exist for proposals? A6. No, but brevity would be appreciated but not at the cost of clear and concise detail describing how the Consultant would plan on meeting the requirements. Q7. Does SEPTA have preferred CPM software? A7. The MLCR Technical Specification states Primavera or software meeting the requirements of 20.7.1, as approved by the Engineer. The actual software will not be officially identified until addressed by the Contractor. Q8. What travel guidelines will SEPTA require the consultant to follow when travelling on SEPTA s behalf? 8a. The Consultant shall use the same travel guidelines used by SEPTA. When determining allowances for lodging and incidentals, the GSA rates shall be uses as a guide line. All expenses shall be submitted with receipts with exception of meals allowances where SEPTA has determined daily per diem amounts as found in SEPTA s Travel Policy. Automobile mileage reimbursement rates are also identified within the SEPTA Travel Policy. All airfare shall be coach class and purchased through and American flag carrier. All expenses must be documented in individual expense reports and accompanied by receipts with exception of the SEPTA approved meal perdiems. All requests for reimbursement shall be detailed and contain copies of expense reports and receipts for reimbursement by SEPTA. In the event or overseas travel where allowances for certain expenses are found not to be adequate, expense allowances shall be considered by SEPTA s Director or Administration and Finance. Any forthcoming adjustments would then be considered a change in policy for both the Consultant and SEPTA participants. Q9.Does SEPTA intend to operate either the locomotives or the Bi-level cars in non-acses territory? A9. Yes. Q10. The scope of services does not specifically mention RAMS or System Integration as areas of focus for the consultant. These are typically areas where car builders struggle. What role does SEPTA envision the consultant playing? A10. Risk assessment is considered to be part of the safety analysis of each system or subject. Integration and the control thereof, is the responsibility of the Contractor, as found in Section 1.2 and is to be included in engineering system design reviews and proven out during FAI s, system type testing and as integrated pilot testing. Q11. The scope of services does not specifically cover the consultant s role when the car builder does not exercise adequate control over suppliers. This typically becomes a problem during rail vehicle procurements. What role does SEPTA envision for the consultant?
Addendum 1 Page 3 of 4 A11.This is considered to be a subject that would fall under Project Management. The Consultant Project Manager would be expected to work in concert with the SEPTA Project Manager when dealing with problems such as these on a case-by-case basis. Any direct resources, if needed would be identified at that time. Q12. The scope of services does not specifically cover the consultant s role in keeping the regulator and grantor happy. What role does SEPTA envision for the consultant? A12. It will be SEPTA s role to deal directly with the regulator and grantor. Consultant support shall be in the form of reports and analysis based on the ongoing project activities and overall project status as requested by the SEPTA Project Manager. Q13. Does SEPTA realize that production of 45 cars in 15 months is only possible with a hot production line, fully staffed with trained workers? Encountering that situation at the time of production will be extremely fortuitous. The car production schedule will likely be longer than 15 months. A13. The durations represent the schedule requirement identified within the Contract documents. Any extensions to the vehicle contract will be addressed with the Consultant s contract as they happen. Q14. The Quality Assurance Services section of the Scope of Services focuses heavily on production quality. Quality of the design is also extremely important. The first line of quality defense is the car builder s internal quality audit program and the car builder s quality audits of suppliers. What role does SEPTA envision the consultant playing in this first line defense of quality? A14. As outlined within the Consultant work scope, it will be the Quality Assurance Managers responsibility to review the Contractor s Quality Plan for approval. Such a review should include items such as internal quality audit programs, supplier quality, configuration control, disposition plans for rejected materials, etc. The QAM shall also be responsible for monitoring such processes via occasional audits along with handling resolutions. Occasional strategic audits by the QAM and possibly augmented by Inspectors would be considered part of the coverage. Q15. Will the scope of work include review and recommended quantities of capitalized spare parts? Recommended list of parts for running repairs? Consumables? A15. Capitol spares are pre-determined prior to the issuance of the vehicle contract s RFP and are priced into the contract itself as a line item. The Contactor is responsible for producing a consumable parts list at which time it will be SEPTA s responsibility to order. The Contractor also has the responsibility for warranty spares (which, along with SEPTA ordered consumables) is equal to parts for running repairs.
Addendum 1 Page 4 of 4 Q16. Please describe the rationale behind the DBE goal of 5% of the total dollar value for RFP 15-00245-AMJP. This is low when compared to similar past and present professional services contracts. The funding for this contract appears to be all state-funded; if true, please explain why this contract is not eligible for a higher percentage up to 13%. A16. The DBE Program Office reviews projects for goals on a contract-by-contract basis; therefore, the scope of work changes, the associated dollar value for each discipline varies, as does the availability of DBEs. Consequently, the goal percentage will vary. SEPTA s goal setting methodology, which is approved by the Federal Transit Administration (FTA), is applied to all projects, regardless of the source of funding. This particular professional services contract is for Consulting Engineering & Administrative Support Services for procurement of ACS-64 Locomotives and Multi-Level Cab & Coach Cars; versus a professional services contract to design or redesign a Station, Substation or General Engineering contract.
2.2.9 Warranty Period Support The Consultant shall supply both project management and administrative support as described in sections 2.2 during the warranty period for both the Locomotive and MLCR contracts. In addition to the managerial and administrative support, the Consultant shall maintain stand-by availability of engineering assistance for failure analysis and identification of corrective action of problems experienced on a fleet level during the warranty period, as well as continued engineering support for close out of open engineering issues.