R--External Review Support Services

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding Solicitation No. 140G0126Q0118.

• Site Visit: While virtual pre-meetings are planned, the government strongly prefers an in-person site visit for the expert panel review. The contractor would need to arrange travel for non-federal participants.
• Period of Performance (PoP): The start date is confirmed as Fall 2026, with the PoP being one year from the date of award (estimated July 1, 2026 - June 30, 2027). An additional 12-month option period is included. The on-site portion of the review is tentatively scheduled for the last week of October 2026.
• Expert Selection: The government will recruit the experts and provide their contact information to the contractor. The contractor is not responsible for independent identification and recruitment of the Review Team.

These clarifications confirm the start date and period of performance, and provide details on the preferred site visit arrangements and expert recruitment process. Bidders should factor these details into their proposals and planning.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for "External Review Support Services" for the U.S. Geological Survey (USGS) Midwest Climate Adaptation Science Center (MW CASC). The USGS is seeking a contractor to manage and conduct an external review of the MW CASC's structural and operational aspects. The review aims to evaluate the effectiveness of the host university and its consortium, assess contributions to climate adaptation science, evaluate administrative competencies, and inform future re-competition of hosting agreements.

• Design, improve, and manage an external review process for the MW CASC.

• Provide input on existing RCASC external review criteria and metrics.

• Assemble an Expert Review Team (ERT) of 3-4 non-CASC affiliated professionals and one federal senior staff member.

• Plan and conduct a site visit (virtual or in-person) to the MW CASC, including coordinating interviews and managing travel logistics for the ERT.

• Conduct preparation work, record-keeping, and document management related to the review.

• Manage post-site review follow-up and report writing.

• Submit a concise, clear, and informative report (not exceeding 35 pages) within 45 days of the site visit.

• Anticipated Award Type: Firm-Fixed-Price (FFP) Purchase Order.

• Period of Performance: 12-month base period and one (1) 12-month option period.

• Place of Performance: Activities will take place via telephone, email, and at the Midwest CASC locations or in a virtual meeting space.

• Quotations must be submitted via email by Friday, May 22, 2026, at 5:00 PM ET.

• Technical and pricing information must be submitted as separate files (Volume I and Volume II).

• Evaluation will be conducted using Trade-Off procedures, with non-price factors (Technical Approach, Key Personnel, Experience, Past Performance) combined being more important than price.

• Key submission requirements include a cover page, table of contents, acknowledgement page, and section cover pages.

• Offerors must submit a minimum of three (3) and a maximum of five (5) relevant projects completed within the past five years, using the provided "Experience Project Data Sheet" (Attachment A).

• Past performance will be evaluated using Contractor Performance Appraisal Reports (CPARs) or Past Performance Questionnaires (PPQs) (Attachment B).

• This acquisition is set aside for "Total Small Business Set Aside."

• NAICS Code: 541690 (Other Scientific and Technical Consulting Services) with a Small Business Size Standard of $19,000,000.

• Offerors are cautioned against contacting Government technical personnel prior to award.

• All communications prior to award must be directed to the Contracting Officer via email.

• Questions regarding the solicitation must be submitted by email by Friday, May 10, 2026, at 12:00 PM EST.

• The government is not responsible for late email submissions.

• Offerors must register in the System for Award Management (SAM) database.

• The quotation must be valid for 90 days after the final offer is made.

Form / Attachment / Pricing Sheet

This document is an Experience Project Data Sheet (Attachment 01) that potential offerors must complete as part of their proposal submission. It is designed to capture detailed information about past projects to demonstrate the offeror's experience and capability.

Offerors are required to provide the following information for each relevant project:

• Project Number (selection from 1-5)
• Offeror's Name
• Project Title
• Contract Number
• Contract Amount
• Contract Completion Date
• Contract Duration
• Description of Project Scope and Magnitude
• Location of Project
• Customer/Owner Information (Name, Point of Contact, Phone, Email)
• Type of Work performed (Facilities Condition Assessment Services or Other)
• Type of Contract (FFP or Other)
• Description of any problems encountered and corrective actions taken.

This form is critical for bidders to document their relevant past performance. The information provided will likely be used by the government to evaluate the offeror's experience and capability to perform the work described in the solicitation. Accurate and complete submission of this data sheet is essential for a compliant and competitive proposal.

Form / Attachment / Pricing Sheet

This document is Attachment 02, a Past Performance Questionnaire (PPQ). It is to be used for evaluations requiring a PPQ. If a completed CPARS evaluation is available, it should be submitted instead of this PPQ. If no CPARS is available, offerors or their team members should have their clients complete this PPQ for each project listed under Factor 3, Past Performance.

• Contractor Information: Fields for firm name, CAGE code, DUNS number, address, contact details, and details about the work performed (prime, subcontractor, etc.).

• Contract Information: Fields for contract number, task order number, contract type, title, location, award/completion dates, original/final prices, and project description.

• Client Information: Fields for client name, title, contact details, and their role in the project.

• Performance Ratings: A section for the client to rate the contractor's performance using adjective ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable) across categories such as Quality, Schedule/Timeliness, Customer Satisfaction, Management/Personnel/Labor, Cost/Financial Management, Safety/Security, and General.

• Remarks: A section for narrative comments on strengths, weaknesses, deficiencies, or overall performance.

• Offerors must complete Blocks 1-4 before submitting to the client.

• Offerors should ensure correct client contact information is provided if no CPARS is available.

• Completed PPQs should be submitted with the proposal.

• If a PPQ cannot be obtained before the closing date, the offeror should submit the first page with contract and client information.

• Offerors should follow up with clients to ensure timely submission.

• Questionnaires may be submitted directly to the Government's point of contact, Mr. Terrence Hardy (terrence_hardy@ios.doi.gov), if requested by the client.

• The Government reserves the right to verify all information.

This form is critical for bidders to gather past performance data from clients. Proper completion and submission of this questionnaire (or a CPARS evaluation) is a requirement for the Past Performance factor of the evaluation. Failure to provide required past performance information may negatively impact the proposal.