24250003P-AZ_Addendum_2.pdf

Addendum No. 2 Page 1 of 4 24250003P-AZ, Disaster Recovery Consulting

REQUEST FOR PROPOSAL (RFP) – ADDENDUM No. 2

ADDENDUM POSTING DATE: PURCHASING CONTACT & TELEPHONE:

May 15, 2024 Amanda Zarko, Senior Procurement Agent Email: zarkoaz@scps.k12.fl.us Phone: 407-320-0237

SOLICITATION TITLE & NUMBER: 24250003P-AZ

Disaster Recovery Consulting

SOLICITATION OPENING DATE & TIME:

May 24, 2024 at 1:00 PM EST

NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.

The following items are updated to reflect the revisions and are hereby incorporated into the bid documents, RFP 24250003P-AZ, Disaster Recovery.

A. REQUEST FOR INFORMATION

Q1. Who is the current contractor for these services?

A1. The current vendor is Disaster Program and Operations, Inc.

Q2. Can we have a copy of the current prices (tabulation)?

A2. The contract can be found on Vendorlink under 21220049B-LL.

Q3. What is the current contract amount or budget?

A3. We cannot provide a budget for this contract since it is based on as-needed services in the event of a disaster.

Q4. Does the School Board of Seminole County, Florida participate in Florida Disaster Emergency Management Office’s

Florida – Recovery Obligation Calculation (F-ROC) program?

A4. Yes, we are participating in F-ROC.

Q5. Is a surety bond required? Would the School Board consider waiving this? In lieu of this requirement, can a firm submit a balance sheet?

A5. The District will accept a bonding capacity letter to fulfill this requirement.

Q6. How can confidential materials be submitted securely? We can’t upload them on VendorLink since we need to provide a secure email address.

A6. If you have confidential information, please complete and sign the non-disclosure agreement (Attachment E), listing what is considered confidential (please reference statutes in answer to question 7). Once we receive this and countersign, we can follow a secure process for transmittal of this information. Please note that pricing is not considered confidential. Proposals submitted without pricing will not be considered.

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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Q7. Can you please provide clarification about what is considered confidential?

A7. Materials described in Section 812.081(1)(c), Florida Statutes, or financial statements required by the School

Board for projects as defined in 119.071(1)(c), Florida Statutes are considered confidential. Please note this does not include pricing.

Q8. The reference sheet does not have a date. Do you want us to have our references hand-write in the date?

A8. Yes. Please have your reference write in the date next to their signature.

Q9. If we are proposing a joint venture, would the School District want references from both companies or three in total?

A9. The District would prefer references from both companies.

Q10. Please confirm that any confidential information, such as financials, need to be included as a separate document as instructed under Tab 7.

A10. Confidential information should be submitted as a separate document and clearly identified as confidential.

Attachment E must be signed and filled out identifying what materials are confidential. Please note that financials are not required as part of your proposal.

Q11. Can the Seminole County School Board clarify if this contract is for new or ongoing work?

A11. This contract will be for any new work resulting from a disaster.

Q12. If Proposer plans to submit a T&M rate schedule to satisfy the Fee Schedule requirements, will annual hourly rate escalations be allowed?

A12. You can submit rate escalations for negotiation.

Q13. For the Tab 6 Fee Schedule, how will the 40 points be calculated and awarded? If a formula is to be used, can it please be provided?

A13. The Fee Schedule is evaluated as part of the complete proposal, as specified in the RFP. Because each firm may have a different solution, the fee schedule will be evaluated based on the solution provided.

Q14. Will the School Board of Seminole County allow physical copies of our financial statements to be mailed in advance of the proposal deadline in lieu of being electronically submitted?

A14. Financial statements are not required to be submitted as part of your proposal. No part of the proposal will be accepted via mail.

Q15. On page 1 of the RFP document, it states “I agree to abide to all conditions of this RFP.” Since the RFP allows for

Exceptions, please adjust the wording of this statement such that companies are not agreeing to abide in one place but requesting exceptions in another.

A15. We do not allow exceptions to the RFP document. We allow submission of exceptions to our standard service agreement as part of your proposal for consideration.

Q16. In Written Submittal Requirements, Tab 1, Section D. Active Business Venues, is Seminole County Public Schools requesting a list of the consultants’ U.S. office locations here or a list of current clients by state?

A16. The District is requesting an overview of where you currently do business.

Q17. Please define the type of evidence that Seminole County Public Schools would find acceptable to demonstrate present status and projected direction of the business.

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A17. The District would like a narrative of the present status of the business (current operations, health of business, etc.) and a narrative of the projected direction (forecast for future).

Q18. Please confirm that Seminole County Public Schools will accept the location of our FL and the home office locations of proposed staff as part of our response to Tab 2, Experience of Personnel.

A18. Yes, this is acceptable.

Q19. For Tab 3, Documentation and Records Management, please provide examples of the names of reports and documentation you would deem acceptable. We did not find the description of the “documentation described herein.”

A19. Please refer to Exhibit A - Statement of Work, which mentions several document types.

Q20. Also for Tab 3, it says to provide evidence that the firm’s documentation procedures meet federal and state requirements. Will a statement this and examples of relevant suffice as evidence?

A20. Yes, that will suffice, but please refer to the federal and state requirements you are following/providing evidence to support.

Q21. For Tab 5, it states that references shall be current, dated within one (1) Year of this solicitation. Please clarify what is meant by current.

A21. References should be submitted on the District form, Attachment I and current would mean that this form is dated within 1 year of this RFP.

Q22. Does the County want hours and an overall NTE or LCATS with hourly rates (rate card)?

A22. Given that this RFP is for as-needed services, the District would like hourly rates for any position that could be involved in the consulting, as well as any additional standard fees based on the solution proposed.

Q23. Given this is an as-needed contract, please provide a scenario or set of assumptions for respondents to prepare

LCATS as the RFPs requests so that all respondents are evaluated based on the like information.

A23. We will not be providing this.

Q24. With the proposal being due Friday, 5/24 at 1pm EST, and questions being due Monday, 5/13 by 3pm EST. Using the “ … at least five workdays prior to the due date,” please confirm that the latest day the County would post answers to questions would be Friday, 5/17?

A24. Confirmed.

The original Request for Proposal (RFP) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. If you should have any questions regarding this addendum, please do not hesitate to contact Amanda Zarko, Senior Procurement Agent at zarkoaz@scps.k12.fl.us or by phone at 407.320.0237.

Sincerely, Gregory A. Long, MBA, CPPO, C.P.M.

Director of Purchasing and Distribution Services mailto:zarkoaz@scps.k12.fl.us

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Acknowledgment of Addendum No. 2 by Vendor:

This addendum shall be completed by the Vendor and returned with the submittal.

This is to acknowledge receipt of this addendum, which will become part of the RFP document.

NAME (TYPED OR PRINTED) TITLE

SIGNATURE VENDOR NAME

DATE PHONE NUMBER

***END OF ADDENDUM NO. 2***