210000000891 - Bidder Questions and Answers.docx
DOCX document 55 KB Posted
- Solicitation number
- RFP-171-210000000891-2
- Issued by
- Grand Traverse County, Michigan
About this file
This document is a Questions and Answers file for RFP No. 210000000891 issued by the Michigan Department of Technology, Management and Budget for Vehicle Hauling and Cleaning Services. The opportunity involves prequalification for vendors to provide vehicle hauling and cleaning services for state vehicles, with requirements including a three-business-day delivery window for vehicle pickup and transport, and cleaning services to prepare vehicles for auction.
The document addresses several operational concerns, including payment terms of 45 days for undisputed amounts, procedures for handling weather delays and location access issues, and clarification that cleaning quotes must cover all aspects of vehicle cleaning regardless of condition. The Q&A also clarifies that state Vehicle and Travel Services (VTS) facilities are not available for vendor use, and that vendors must contact Surplus staff for exceptions when vehicle lists exceed 20 units or when facing access or scheduling challenges.
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Other files
| File | Type | Posted |
|---|---|---|
| 210000000891 - Bidder Questions and Answers Template.docx | DOCX document | |
| RFP 210000000891 - Rebid of 210000000205.docx | DOCX document |
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Michigan.gov/MiProcurement
BIDDER QUESTIONS & ANSWERS
Department of Technology, Management and Budget Vehicle Hauling and Cleaning Services - Prequalification Request for Proposal No. 210000000891 Bidders who have questions for the above Solicitation must fill the sections below and attach the document in an email to the Solicitation Manager, as described in the Instruction to Bidders.
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| Statement of work |
| 21 |
| In the event the vehicle is not at the location listed on the Bid who do I contact? In some cases we have had 1-2 days into finding where the vehicle is before we can schedule a pickup. Does the 3 day window begin after the vehicle has been located? |
| If the vehicle is not at the location listed on the bid, the vendor should contact the Surplus contact. |
Yes, the 3 days begins from the time the vehicle has been located.
| Statement of work |
| 20 |
| In the event a snow plow is attached to the unit to be hauled may we ask it be removed and placed in the bed of the truck before we arrive? Having information about truck accessories on the bid would be nice. |
| Yes, If the information is made available, the State can attempt to reach out to the site contact to suggest removal of equipment. |
Statement of work
| Are there accommodations within the VTS to prep/clean vehicles? And may we use it? |
| The facilities at VTS are not available for use by outside vendors. |
| 3.2 Final Acceptance |
| 28 |
| Does the state have a timeframe for payment? Currently payment is taking about 2 months after we submit the invoice. |
| The Standard Contract Terms, Section 20, detail the terms of payment. All undisputed amounts are payable within 45 days of the State’s receipt. Please see Section 20 of the Standard Contract Terms. |
Statement of work
| How was the 3 day delivery deadline determined? In 2016 when we were first awarded this opportunity the list were never more than 20 cars, now they are double the size. Can the 3 day window be extended? |
| If the vehicle list is greater than 20 vehicles and the vendor is unable to complete the list within the contracted time, the vendor is expected to contact the Surplus contact for exception. |
Service Level Agreement
| What happens if the weather does not permit us to deliver the cars in 3 days? What happens if the pickup location is not open during the 3 day window? Due to COVID many state pickup locations are working remote. This has really slowed our delivery time. Some places are only available 1 day a week. What kind of leniency will be given for the delays that are out of our hands? |
| In the event of inclement weather, it is expected that the vendor communicate with the Surplus contact informing them of the necessary delay. |
The 3 day window is 3 business days not calendar days. However, in the event the location is closed, the vendor is expected to make contact with the Surplus contact for consideration.
As mentioned above, the expectation is for the vendor to contact the Surplus contact for consideration.
Vehicles that been in an accident- we have cleaned a few cars so far that were way beyond the contracted cleaning for prep for auction. In some cases we have had to shovel snow out of cars, clean up glass and car parts in order to vacuum. In these cases we do not know until we arrive the vehicle is in this kind of shape and would need to increase our price for cleaning. How do we go about increasing the cleaning price, or do we not clean the car and remove the fee from invoicing?
It is expected that if the vendor chooses to provide a cleaning quote in response to the bid, that the quote covers all aspects related to cleaning of the vehicles. The amount of vehicles this relates to is extremely minimal to warrant a price adjustment for cleaning.
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