CSU solicitation 12024B25Q7002 Questions and Answers PART 3.pdf

Clerical Support Unit Answers to Common Questions – PART 3

1. What is the expectation for handling specialized or custom requests – items outside of the rate sheet

– made by Incident Management Teams?

We have been made aware of the additional/custom requests Incident Management Teams have made in the past to Clerical Support Units.

Creating a rate on each unique preference each IMT wants would make an endless list and it would be more difficult to manage for Finance and Vendors. The rate list we have published contains the standard options made by all teams. It is made to provide the basics of what camps NEED as opposed to want. It is also made to

• streamline invoicing AND payments,

• allow vendors to arrive with a manageable volume of inventory and

• ensure vendors know what inventory to arrive with .

If an order comes in requesting specialty items (plastic covers, card stock, legal size etc) that are not on the rate list, vendors may remind whoever is ordering that their options are limited to the list contained in the solicitation. Additionally, vendors will not have a mechanism to be paid for these specialty items as they are not included in the solicitation, so I would warn against providing these items.

I suggest making sure you have a signed copy of your agreement on the trailer and accessible (and bookmarked to B.2.1 –CSU Fixed Copy Rates and D.2 – Equipment Requirements) to show IMTs that these were the guidelines vendors were given. This email could also be presented with my contact information. The CSU equipment inspection sheet will also be made available to awarded vendors. If IMTs are particularly unhappy, I would also ask that you get their contact information and let me know (via email) the situation.

To get ahead of the fire season, we have plans in place to ensure IMTs and Planning sections are provided with the available items in the new agreement. Teams will be informed directly that vendors were instructed to NOT supply any specialty items. Teams will also be told to not ask for items outside of the items on the Rate list. Communication will be required if special requests continue to be made.

This solicitation was intentionally created to keep things smooth, streamlined and efficient. Custom requests tend to slow down production time.

2. Minimum Equipment Requirements – Section D.2.1.1 - The solicitation states that for 1–29, the listed equipment requirements for the Clerical Support Unit are considered "minimum equipment requirements." Historically, inspections have been conducted based on these minimums. However, we understand from your recent clarification that certain quantities, such as photocopiers, are merely recommended rather than mandatory. Does this interpretation apply to all items listed under D.2.1.1, meaning that all equipment quantities are recommendations rather than firm requirements?

As long as we meet the scope of work?

The clarification for photocopiers only pertains to photocopiers. Meeting the scope of work is primary, however, we also understand that copiers often have scanning, printing, hole punching (finishing), stapling and other capabilities. The capability of the unit to process orders in a reasonable time frame, such as scanning, is the goal, even if photocopiers are engaged by a separate and larger order. It may be necessary to have a separate piece of equipment to complete orders while the multi-function machines are tied up.

Safety items (i.e. wheel chocks) are mandatory and may only vary to offer a greater level of security.

Work station and computer configurations are minimum standards.

3. OSHA Work Environment Requirements – Section D.2.1.1 The solicitation requires that units meet OSHA workplace standards and further states, "steps: if needed, to provide safe entry/exit from unit."

OSHA regulations provide very specific requirements for steps. When we submit photos for inspection, which specific OSHA step requirements will you be evaluating for compliance?

We are not defining which stairs fit each unit as it may differ. The vendor is responsible for ensuring the steps they have meet OSHA requirements.

4. AC Power Source – Section D.2.1.1 - The solicitation mentions an AC power source but does not specify whether this will be subject to inspection in the photos submitted. Given that a minimum 25kW generator is required to provide sufficient power for all onboard systems, does this imply that each unit must have a dedicated generator? Additionally, will you be inspecting the presence and setup of these generators in the submitted photographs?

We are not inspecting the generators. It is part of what is needed to make the unit work. If a unit doesn’t have it or it does not work, the unit would be considered not in compliance and will be released from the incident accordingly.

5. Complete Clerical Units vs. Partial Equipment – General Clarification - Are bidders required to provide fully equipped, complete Clerical Support Units as described in the solicitation? Or are vendors permitted to submit bids with empty trailers that have VIN numbers, along with a minimal set of equipment that could be moved between units when an order is placed?

Clerical Support Units are intended to be inspected as ready to operate and meet the scope of work.

Any change in the ability of a CSU to operate and fulfill orders, puts the vendor at risk of the unit being demobilized from the incident as per the incident staff as it would be not in compliance with the agreement.