The purpose of this announcement is to request updated and new Architect-Engineer (AE) qualification information for the USDA Forest Service Eastern Region, AE Short Selection List. This is an annual reminder, intended to occur at the beginning of each fiscal year (Fiscal years run October 1 through September 30).
WHAT IS THE SHORT SELECTION LIST USED FOR?
The Forest Service utilizes the Short Selection List to award AE contracts, valued at less than the simplified acquisition threshold, in all states within the Forest Service East Zone Region 9 including the States of, Illinois, Indiana, Maine, Michigan, Minnesota, Missouri, New Hampshire, New York, Ohio, Pennsylvania, Vermont, West Virginia, and Wisconsin. Although the primary user of the list will be the Forest Service, any USDA office located in the Forest Service East Zone Region 9 boundaries may use the list.
The Shortlist will contain all of the unexpired submissions from previous announcements and all qualified, interested AE firms that respond to this announcement.
Examples of the types of work that may be awarded using the short selection list include: bridge and large culvert design, road and trail bridge inspections, culvert inspections, low volume road design, design of small warehouses and offices, historic preservation, rehabs to improve energy efficiency and safety concerns, energy audits and studies, design of repairs to small dams and impoundments, design of photovoltaic and other renewable energy systems, LEED consulting, design of HVAC systems, design of electrical systems and lighting, water and waste water system design, performance of sanitary inspections for water systems, safety inspections for bridges and dams, construction inspection, drafting services, surveying (construction and property), geotechnical investigation, and environmental (RCRA, CECRLA, CWA, etc.) investigations, reviews, inventories, audits and coordination of RCRA and other waste disposal. This list is not all-inclusive.
WHAT IS THE SHORT SELECTION PROCESS?
The Short Selection Process utilizes the procedures set forth in Federal Acquisition Regulation (FAR) Part 36.602-5. For AE projects with an estimated total fee less than the simplified acquisition threshold (currently $250,000; see FAR Part 2.101), agencies may use current data files of eligible AE firms to perform technical evaluations and choose the best qualified firm for award. AE data files will be maintained by State and NAICS code. The AE's professional qualifications (FAR 36.602-1(a)(1)) and the firm's geographic proximity and knowledge of the local area (FAR 36.602-1(a)(5)) as identified on the AE's SF330 and supplemental information, will be used for the first preliminary screening of firms when a large list of qualified firms exist. Once the most qualified firms are chosen from the AE Shortlist, discussions will be held with those firms. Additional information may be requested during discussions if necessary to facilitate the final ranking of firms (ie: past performance references, specialized experience, capacity, etc.). Upon conclusion of discussions, the top three firms will be ranked, and a price proposal will be requested from the highest ranked firm. If a fair and reasonable price cannot be negotiated with the highest ranked firm, a request for price proposal will be sent to the second ranked firm, and so on until an award can be made at a fair and reasonable price.
All acquisitions utilizing the Short Selection List shall be set-aside for small business concerns unless requirements cannot be met by a small business and the Contracting Officer obtains a proper waiver.
WHAT DOES MY FIRM NEED TO SUBMIT TO DETERMINE ELIGIBILITY AND RECEIVE CONSIDERATION FOR FUTURE AE PROJECTS?
Your submittal shall be emailed to SM.FS.aecontrsubmt@usda.gov to the attention of Debrah Willey. Emailed documents must be compatible with Windows 10 operating system. Your submission package shall be created as a single *.pdf file no larger than 20MB in size and no more than 30 pages. All submittal documents, including the cover letter, shall be contained within the single PDF document. This pdf file will be submitted as an attachment to your email message. Hardcopy data received in the mail will not be filed or considered.
The following information shall be submitted as part of the thirty (30) page limit (listed in order):
1. A cover letter should precede your other data. The letter should outline the work your firm specializes in and include a brief description of your firm's capabilities specifically related to the project examples stated above.
2. A completed Attachment A - AE Submittal Cover Sheet.
3. SAM Entity Overview Print Out: (See attached one page sample). System for Award Management (SAM) registration is required for award of federal contracts. You must have an active registration in SAM to be considered for project work. Contractors may register in SAM free of charge at https://www.sam.gov/ under the header labeled Register Your Entity or Get a Unique Entity ID.
4. SF330, Part 2 (Attachment B): The entire SF330 is posted for your reference (it includes instructions). SF330, Part 2 is the only required portion of the form that needs to be completed and included in your submission.
5. A separate list of the licensed professionals and the States of their licensing for each of the Function Codes identified in block 9 of the SF330, part 2.
6. Optional - Any other information you wish to provide to highlight your firm's capabilities relating to the project examples stated above.
Submittals should be received at the above email address by 4:30 PM Central Time, November 03, 2023. Submittals that don't contain the required documentation will be returned for revision. While we can add firms to this list at any time during the year, submitting your information by the due date ensures your firm will be utilized from the Shortlist as early as possible.
Questions related to this announcement shall be referred to Paul Boucher, at paul.boucher@usda.gov. A list of frequently asked questions is attached to this notice for your information. Please read that prior to submitting your questions. Do not send questions to the submission email address.
Firms already on the Shortlist are encouraged to update their data annually by responding to this announcement with a complete file as described above; however, the Forest Service will retain previously submitted data for a period of three years. Data files that have not been updated in three years will be removed from the list.
