8. Amendment 1 Q&A 12.13.24.pdf

AMENDMENT 1

QUESTION & ANSWER

RFP 442789, Service & Retirement Recognition Awards Program December 13, 2024

Question 1: Can you provide a total budget for the program or budget per year/level?

Answer 1: BSA is not disclosing the budget per year or level. The estimated number of gifts per associated milestone year or retirement level is provided Enclosure (2) Proposal Pricing Sheet.

Question 2: Is it required to provide pricing for all 10 years listed in the Attachment 6 pricing form?

Answer 2: Yes, all 10 years of pricing is required in Attachment 6 pricing form.

Question 3: IRS guidelines mentions maximum of $400 for qualified program. Is this your interpretation?

Answer 3: The employee service and retirement awards program are under a qualified plan. Please refer to IRS Fringe Benefit Guide. The contract must comply with IRS requirement for employee achievements awards.

Question 4: Do all levels have to be a different price point or can we group a few levels (i.e., 15-25 $150).

Answer 4: There is no requirement to price each level differently. The Offeror can determine and propose the price for each level and type of award.

Question 5: Retirement level – all the same budget level or same as service?

Answer 5: The retirement gift is one price per year.

Question 6: Default Gift. 1) Can this gift be the only branded item since there may be several used? 2) If the recipient receives a default gift, who is responsible for freight back and for another gift shipment?

Answer 6: It is the Offeror’s decision on which gift to propose as the default gift, but it should be appropriate for the service award level or retirement level. The contractor is responsible for the shipping costs on returned gifts, including default gifts, in accordance with the Statement of Work (SOW), paragraph 10.2.

RFP 442789, Amendment 1 Questions and Answers

Question 7: Are you offering one default gift per year level, or one for the entire program?

Will the default gift be the same budget as the regular choice option?

Answer 7: The default gift should be appropriate for the service award level or retirement level. The default gift will be the same budget as the regular choice option.

Question 8: Would you clarify whether shipping should be included or excluded in the pricing? Is freight to be billed to BSA?

Answer 8: The initial gift shipment will be billed to BNL in accordance with Statement of Work (SOW), Section 6. This charge does not have to be built into the gift price. After the initial shipment, other shipments for returns/warranties/etc. are the responsibility of the contractor in accordance with SOW, Section 10.

Question 9: Is BNL tax exempt outside of a NY shipping address?

Answer 9: BSA holds a valid Form ST-119, Exempt Organization Certificate, and is exempt from New York State and local sales and use tax on its purchases.

Question 10: Regarding Section 4.2.5 Tab 5 of the technical proposal: In what format would you like to see the demonstration of the website within the technical proposal? Does this section represent the presentation materials that we would show during the oral presentation? We would appreciate any clarification that you can provide in regards to this section.

Answer 10: There is no specific format for Offeror’s written proposal in response to Section 4.2.5, Tab 5. Offeror must address the items in Section 4.2.5, Tab 5. Pursuant to RFP, Section 3.2.4, Offerors within the competitive range will be required to provide an Oral Presentation to the SSB in accordance with the RFP, Section 4.4. The Offeror may determine its presentation format but must ensure it is in accordance with RFP, Section 4.4.

Question 11: Would you clarify what you are looking for in regards to the engraved memento?

Answer 11: De minimis cost items such as a keychain, clock or pen, etc. The Offeror shall propose examples of its de minimis offerings.

RFP 442789, Amendment 1 Questions and Answers

Question 12: What were the number of recipients in service awards and retirement this year?

Answer 12: SOW Paragraph 2.2 states approximately 500 service awards and approximately 50 retirement recognition awards we sent.

Question 13: How firm is the use of UPS?

Answer 13: The SOW has been revised to remove the UPS reference. Offeror will be required to use BSA’s shipping accounts as provided in the SOW. Offeror may utilize a shipping company of its choice in accordance with SOW, Sections 9 and 10.

Question 14: Would Brookhaven consider using the contractor’s legal agreement framework in place of the standard terms?

Answer 14: BNL’s standard commercial terms and conditions will be used and will take precedence in the contract. The Offeror may propose specific terms to supplement BNL’s terms, but it would be negotiated and reviewed to ensure no conflict with BNL’s terms. In accordance with the RFP, Section 4.3.2, any exceptions shall be noted accordingly;

however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

Question 15: We would like to confirm whether participation is contingent on agreeing to "Termination for Convenience" terms as currently outlined. Would it be possible to proceed without this provision in place?

Answer 15: The contractor must agree with BNL’s terms and conditions, including Termination for Convenience. This is required as a result of the Department of Energy (DOE) flow down clauses and in line with the Federal Acquisition Regulations (FAR).

Question 16: Satisfaction Guarantee Return Policy. Are we required to guarantee a universal satisfaction policy? We will work with participants to facilitate resolutions.

Answer 16: Contractor must meet the minimum requirements of the Statement of Work (SOW), Sections 9 and 10.

(End of Amendment 1, Questions and Answers)