2425-06 RFP COS - R2 - Addendum 1.pdf

RFP No. 2425-06 COS – Service Region 2 Addendum 1

QUESTIONS AND ANSWERS AND MODIFICATIONS

2425-06 RFP COS

My Safe Florida Condominium Pilot Program

Wind Certification Entities for Service Region 2

Addendum No. 1

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

This Addendum consists of the following sections:

A. Questions and Answers B. Modifications to the RFP

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A. Questions and Answers Below are the questions and answers related to this solicitation. In the table below, the Department of Financial Services (Department) has answered each of the 15 written questions submitted by potential Respondents.

Question No.

ATTACHMENT

IDENTIFIER

SECTION

NUMBER

SUB-

SECTION

REFERENCE

ITEM

REFERENCE

PAGE

NUMBER

QUESTION DEPARTMENT'S RESPONSE

1 In section 1.2, it states "The Department does not guarantee a minimum number of inspection assignments for any WCE."

Is there a stipulation for a maximum?

The overall budget allocated to inspections statewide (inclusive of all regions) is $600,000.

Inspections will be limited to the inspection budget and grant awards.

2 In section 4.7.1, it states "and have passed the relevant equivalency test for the building code training program as required by section 553.841, F.S." Is this a formal examination that must be taken, regardless of our PE and SI licenses? If so, where can this examination be taken?

We are unable to find it on the DBPR website.

See Addendum Item 2.

3 In section 4.12.2 Initial Inspections (and similar for section 4.12.4), it states that the report is to be submitted within 48 hours of completing the inspection.

Deriving an improvement schedule based on the inspection is expected to take a longer time than the 48 hours.

Also, the requested cost estimations typically take additional time. Is a template with pre-calculated values going to be provided to expedite these items? Is travel time going to be considered in this 48 hours limitation?

See Addendum Items 3 and 5.

4 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.1 Overview of

Services to be Provided by the

WCE

4.1.1 Inspection

Services

5 of 21 Both 215.55871 and

627.711 Allow a home

inspector under 468.8314 to complete the required inspections. Can we assume for the purposes of this program that this includes the MIT-BT II & III (6/1/2018) form (or an alternate equivalent) due to the requirement of the signatory as having personally inspected the property and the inspections are to be completed by licensed wind mitigation inspectors?

All forms must be completed by only those persons who are licensed or certified to complete the form. The type of building to be inspected will determine whether a Uniform Mitigation Verification Inspection Form (Form 1802) will be sufficient or if the Building Type II and III Mitigation Inspection Form will be required. If both forms are required, then only a person meeting the requirements outlined in both forms may complete the inspection.

5 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.1 Overview of

Services to be Provided by the

WCE

4.1.2 Scheduling

and Conducting Inspections

5 of 21 Inspections must be scheduled within 2 business days of the assignment.

Does this mean the appointment/scheduling call should be completed by 2 business days or that the physical inspection must be done within 2 business days?

Appointment scheduling must occur within 2 business days.

6 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.1 Overview of

Services to be Provided by the

WCE

4.1.2 Scheduling

and Conducting Inspections

5 of 21 Completed Reports should be uploaded within 2 business days. Is the department and PMC open to changing this requirement to 5 days due to the extensive time it may take to review and quality control all of the photos on large condo association projects with multiple buildings?

See Addendum Item 1

7 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.10 Inspections 4.10.1

Application and Assignment

9 of 21 Will the PMC collect the number of buildings and stories for each applicant along with the total number of units in the condo?

Yes

8 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.10 Inspections 4.10.3

Documentation and Reporting

10 of 21 Due to the extreme time it would take to photograph each opening for every building of a condominium, regardless of size (some buildings have 8 units with 10 windows, while others have 80 units with 10 windows and there could be 10 buildings) - Possibly 8000 pictures of openings alone, would the department and PMC consider an affidavit from the Condo President that only openings that have no protection will be updated? In addition, a copy of the current application on file for insurance will confirm that the association isn't currently receiving an opening protection discount.

The updated openings could be properly documented and validated at the time of the final inspection.

Photos of every opening will not be required, only each opening type. (Example: A single building of 12 condo units contains 36 identical windows. One sample of photo of one window with a notation that there are 36 windows in the inspected building.)

9 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.11 Communication with the Department's

PMC

4.11.1 System of

Record

10 of 21 Will the system of Record be a system used by the PMC Tidal Basin or, one currently in use by The My Safe Florida Home Program?

The system of record will be provided by Tidal Basin and is not the one currently in use by the My Safe Florida Home Program?

10 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.12 Form

Requirements and Communication

4.12.1 Inspection

Form Completion

11 of 21 Can the department and PMC confirm that a 1802 and Type II/III form (or equivalent) will be prepared for EACH BUILDING that is part of the Condominium Project (as required by insurance) and that contract payment will be per form (1802 or Type II/III) completed on each building and not per association?

Yes

11 Attachment 2 - Statement of Work

4. Contractor Responsibilities

4.12 Form

Requirements and Communication

4.12.2 Initial

Inspections

12 of 21 Per the required items bulleted list the inspection photo counts, all openings are to be reported. Would the department and PMC be open to the 1802 documenting the weakest opening (per the instructions on the form) and not counts due to the possible amount of time it could take to research or validate each opening on a large condo project with many buildings? Any improvements would be validated with photos at the time of the final inspection.

Counts of openings would be necessary if opening protection is a recommendation of the initial inspection report in order to document improvements.

12 Attachment 3 -price response

If the Department and PMC are going to require photos of every opening in every building for the condominium project, would pricing per form with ranges be acceptable? For example 1802 1-25 units x price, 1802 26-50 units x price, 1802-51-100 units x price...etc.? As the amount of time needed to photograph each opening in each building for the association could be extreme and lengthy. This would be an alternative to an affidavit from The President of the Association regarding openings and the use of funds on non-protected openings only.

Photos of every opening will not be required, only each opening type. (Example: A single building of 12 condo units contains 36 identical windows. One sample of photo of one window with a notation that there are 36 windows in the inspected building.)

13 Number: 2425-06 RFP COS My Safe Florida Condominium Pilot Program Wind Certification Entities for Service Region 2

4 Contractor Responsibilities

4.7.3 Insurance

Requirements

8 of 21 As engineers specializing in condominium services, we currently carry substantial Errors & Omissions (E&O) insurance specifically to work on condominium due to the nature and complexity of these projects.

Maintaining this type of coverage is crucial for our work but also very costly, significantly impacting our pricing structure. To ensure a fair comparison across all bidders, could you consider including a requirement for E&O insurance to work on condominiums at a specified

Please see insurance requirements found in Attachment 1, 10.

Insurance. and Attachment 2, SOW, 4.1.3. Insurance Requirements. At all times during the duration of the Contract, the Contractor, at its sole expense, and its subcontractors, if any, shall maintain insurance coverage of such types and with such terms and limits as may be reasonably associated with the Contract.

level? This would help ensure all firms are competing on an equal footing and that the associated costs are factored into each bid.

14 Number: 2425-06 RFP COS My Safe Florida Condominium Pilot Program Wind Certification Entities for Service Region 2

6.

Miscellaneous Terms

6.3 Ethics, Confidentiality, and Related Provisions:

b. 20 of 21 We have invested hundreds of thousands of dollars over the past decade in marketing and providing specialized services exclusively to condominium clients. The current non-solicitation clause would prevent us from engaging with our primary market, potentially harming our business.

Condominium statutes require obtaining three bids, so there would always be competition. Additionally, we are not selling products—only offering future paid inspection services to our existing client base which would allow ease of use for the condominium boards. Could

See Addendum Item 6.

you consider removing or revising this clause to allow us to continue supporting our clients without violating the terms of the RFP?

15 Number: 2425-06 RFP COS My Safe Florida Condominium Pilot Program Wind Certification Entities for Service Region 2

4 Contractor Responsibilites

4.10.2 Inspection

Requirements

10 of 21 Many condominium associations consist of multiple buildings, for insurance discounts each individual building requires its own 1802 form a, and each building must. While the insurance policy covers the entire association, all buildings must be individually hardened to qualify for a policy discount. These forms need to be issued on a per-building basis, as many roofs were replaced at different times with varying materials, and the discount is based on the lowest grade material installed. To

Agreed, each building will require its own form to be completed.

- End of Section A., Questions and Answers -accurately determine the grant funds available, this assessment needs to be conducted per structure, but this is not outlined in the pricing portion of the RFP.

Could this be clarified or added to the pricing requirements?

B. Modifications to the RFP: Insertions to the RFP are indicated by an underscore, deletions are indicated by a strikethrough.

1. Item 4.1.2 Scheduling and Conducting Inspections of Section 4) Contractor Responsibilities of

Attachment 2, Statement of Work is hereby amended as indicated below:

4.1.2 Scheduling and Conducting Inspections: Condominium associations will apply for Inspections through a dedicated portal managed by the Program Management Contractor (PMC) on behalf of the Department. Upon approval of the Initial Inspection or final Inspection application by the Department or its designee, the Department will assign Inspection tasks to the WCE. The WCE is required to make contact schedule Inspections with the Eligible Condominium Association within two (2) Business Days of receiving the assignment.

Inspections must be conducted using licensed Wind Mitigation Inspectors, and inspection dates and status of Inspections must be logged within the System of Record upon scheduling.

Inspection Reports must be uploaded within two (2) seven (7) Business Days of the scheduled Inspection date.

2. Section 4.7 Qualifications of WCE of Section 4) Contractor Responsibilities of Attachment 2, Statement of Work is hereby amended as indicated below:

4.7 Qualifications of WCE

Pursuant to sections 215.55871, and 627.711, F.S., 69O-170.0155, F.A.C. or, as required by Citizens Property Insurance Corporation, Building Type II and III Mitigation Inspection Form, to qualify as a WCE with the Department to provide Inspections under the MSFCP Program, the Contractor shall, at a minimum, meet the following qualifications and shall maintain these requirements for the duration of the Contract:

4.7.1 Certification or Licensing of Wind Mitigation Inspectors: Wind Mitigation Inspectors completing the Form OIR-B1-1802 must hold one of the following certifications or licenses:

• Certified as a building inspector under section 468.607, F.S.;

• Licensed as a general, building, or residential contractor under section 489.111, F.S.;

• Licensed as a professional engineer under section 471.015, F.S., and have passed the relevant equivalency test for the building code training program as required by section 553.841, F.S.;

• Licensed as a professional architect under section 481.213, F.S.; or

• A home Inspector licensed under section 468.8314, F.S., who has completed at least three

(3) hours of wind mitigation training approved by the Construction Industry Licensing Board, including wind mitigation techniques and compliance with the uniform mitigation verification form, and has passed a proficiency exam.

4.7.2 Certification or Licensing of Wind Mitigation Inspectors: Wind Mitigation Inspectors completing the Building Type II and III Mitigation Inspection Form must hold one of the following certifications or licenses:

• Certified as a building inspector under section 468.607, F.S.;

• Licensed as a general, building, or residential contractor under section 489.111, F.S.;

• Licensed as a professional engineer under section 471.015, F.S., or

• Licensed as a professional architect under section 481.213, F.S.

4.7.3 Insurance Requirements: At all times throughout this Contract, the WCE shall maintain insurance coverage of such types and with such terms and limits as may be reasonably associated with this Contract. Respondents must provide proof of insurance that meets or exceeds the minimum requirements outlined by the Department. This includes, but is not limited to:

• General Liability Insurance

• Professional Liability Insurance

• Workers’ Compensation Insurance

Upon execution of the Contract, the WCE must include the Department as an additional insured party.

3. Section 4.12.2, Initial Inspections of Section 4) Contractor Responsibilities of Attachment 2, Statement of Work is hereby amended as indicated below:

4.12.2 Initial Inspections: The WCE must submit one the Wind Inspection Report per inspected building to the Department’s PMC electronically within 48 hours seven (7) Business Days of the Initial Inspection. The Wind Inspection Report must include:

• Cover page

• Table of contents

• Introduction

• Summary of Inspection, including:

• Summary of Form 1802

• Summary of Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable

• Current wind-resistant features of the condominium

• Potential wind insurance premium savings

• Missing wind-resistant features

• Recommended improvements

• Insurance discount estimates

• Improvement cost estimates

• Completed Form 1802

• Completed Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable

• Permits

• Inspection photo counts, including all openings and roofing-related data points

The Wind Inspection Report must be provided to the Department’s PMC and condominium association simultaneously. The form and format of the Wind Inspection Report will be provided to the WCE after execution of the Contract.

4. Section 4.12.3, Quality Control Program Inspections (QC Inspection) of Section 4) Contractor

Responsibilities of Attachment 2, Statement of Work is hereby amended as indicated below:

4.12.3 Quality Control Program Inspections (QC Inspection): The WCE must submit a completed and signed Form OIR-B1-1802, and Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable, for each inspected building to the Department’s PMC electronically within seven (7) Business Days 48 hours after a QC Inspection. The PMC and

Department will evaluate QC Inspection data against Initial Inspection data for quality assurance purposes. The Form OIR-B1-1802 and the Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable, from the QC Inspection must be submitted to the Department’s PMC and the condominium association simultaneously. The WCE must also provide the signed Form OIR-B1-1802 and Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable, to the condominium association, with a cover letter in a Department-approved format, within seven (7) Business Days 48 hours after the QC Inspection. If errors are found in the Initial Inspection report, the Department may request corrective action.

5. Section 4.12.4, Final Inspections, of Attachment 2, Statement of Work, is hereby amended as indicated below:

4.12.4 Final Inspections: The WCE must submit one the final Wind Inspection Report per inspected building to the PMC electronically via the System of Record within seven (7) Business Days 48 hours after the Final Inspection. The final Wind Inspection Report must include:

• Cover letter in a Department-approved format

• Completed and signed Form 1802

• Completed and signed Building Type II and III Mitigation Inspection Form, or its equivalent, if applicable

• Validation of the opening protection description based on initial Wind Inspection Report data

• Detailed description of observations during the Final Inspection, including initial recommendations, rating changes, and noted improvements

• Permits

• Final Inspection photos count, as required in the Initial Inspection

The final Wind Inspection Report must be provided to the Department’s PMC before distribution to the condominium association. The form and format of the final Wind Inspection Report will be provided to the WCE after execution of the Contract.

6. Section 6.3, Ethics, Confidentiality, and Related Provisions, of Attachment 2, Statement of

Work, is hereby amended as indicated below:

6.3 Ethics, Confidentiality, and Related Provisions:

a) Inspectors and WCE staff are prohibited from requesting or accepting any form of compensation from condominium associations for Inspection services assigned by the Department under the MSFCP Program.

b) Inspectors and WCE staff are also prohibited from selling, offering, or promoting goods or services to the condominium associations assigned for inspection. This prohibition remains in effect throughout the Contract term and survives Contract termination with respect to data and information confidentiality.

c) Data obtained by the WCE or its Inspectors concerning inspected condominium associations remains the property of the Department and must be treated as confidential. The WCE and

Inspectors may not use this data for marketing purposes or share it with unauthorized persons or entities. Compliance with Florida’s public records laws (Chapter 119) is required, but public records requests should be referred to the Department.

d) Discrimination in scheduling or performing Inspections based on race, color, creed, marital status, sex, or national origin is strictly prohibited.

e) The WCE and its Inspectors may not use the Department's name or logos without prior written consent from the Department. Violations of this provision will result in Contract termination.

- End of Section B., Modification to the RFP -