9006 - Addendum No. 2 - Revised Information.pdf

FLORIDA DEPARTMENT OF TRANSPORTATION

Procurement Office

605 Suwannee Street, MS 20 Tallahassee, Florida 32399-0450

Phone: (850) 414-4381

ADDENDUM NO. 2 DATE: September 18, 2023

BID No.: DOT-RFP-24-9006-SJ

BID Title: Privatization of the Overweight/Over-Dimensional Permits Office

OPENING DATE: Monday, September 25, 2023, at 10:00AM Local Time

Notice is hereby given of the following changes to the above-referenced SOLICITATION:

• SPECIAL CONDITION SECTION 33: RENEWAL is deleted and replaced with the below revised language.

• QUESTIONS AND ANSWERS PROVIDED BELOW

• REVISED EXHIBIT C – PRICE PROPOSAL ATTACHED BELOW:

o The Original Exhibit C-Price Proposal is hereby deleted in its entirety and replaced with the attached Exhibit C – Price Proposal (Revised 09.14.2023). Proposers must use the revised Price Proposal Form when submitting their proposal package. Proposers who do not use the below revised Price Proposal Form will be considered non-responsive. Non-responsive proposals will not be considered.

Bidders/Proposers must acknowledge receipt of this Addendum by completing and returning to the Procurement Office, by no later than the time and date of the bid/proposal opening. Failure to do so may subject the bidder/proposer to disqualification.

Sherill Johnson, Procurement Agent

Bidder/Proposer

Address

Submitted by (Signature)

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.

605 Suwannee Street, MS 20

REVISED SPECIAL CONDITION SECTION 33: RENEWAL

33) RENEWAL

Renewals will be made at the sole discretion and option of the Department and must be agreed upon in writing by both parties. Renewals are subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. If the Department elects to renew, the Department will negotiate with the Contractor an adjustment factor to be applied to the original annual contract amount. The adjustment factor may be positive, negative or zero. If negotiations do not lead to a mutually agreed upon adjustment factor, the contract shall not be renewed. The renewed contract amount will be calculated by applying the adjustment factor to the original contract amount, then adjusting for supplemental agreements as appropriate.

605 Suwannee Street, MS 20

QUESTIONS AND ANSWERS

Question 1

Approximately 130,000 permits are issued annually according to the RFP. Can you provide the percentage of applications that are not entered into PAS by the customer, but are received by:

• Walk-in Customers

• Mailed Applications

• Email

Answer 1 Approximately 1% of the applications received are entered into PAS by the vendor.

Question 2 What are the monthly call volumes for customer telephone inquiries?

Answer 2 June 2023 – 1,696 July 2023 – 1,553 August 2023 – 1,761

Question 3 Will the vendor be required to lease/pay for the office space provided by the Department?

Answer 3 No

Question 4 Since the phone system, phone lines, phones and fax lines will be provided by the Department, and fax machines are required to be provided by the Vendor, what is the current number of fax lines in operation?

Answer 4 None.

Question 5 How many point of sale machines for accounting are required to be provided by the vendor?

Answer 5

None. The financial institution contracted with the Department will provide all equipment for credit card payments however, the vendor is required for paying fees associated with the use of their equipment. Currently, there are five (5) POS machines in the Permit Office.

Question 6

Since all banking fees, credit card fees, nonsufficient funds (NSF) fees, or worthless check fees are the responsibility of the Vendor and are not reimbursable by the Department. What is the historical dollar amount annually for not reimbursable funds?

Answer 6 $0 in 2022 for NSF and worthless check fees. Approximately $300,000 in banking and credit card fees.

Question 7

As per the RFP, the vendor shall purchase the Overweight/Over-dimensional Permit Forms, (Form Number 850-040-01) from the Department’s current vendor(s). Can you provide the historical annual order volume and cost associated with Form # 850- 040-01?

Answer 7 90,000 sheets of paper at a cost of $4,400 in 2022.

Question 8 Is the current staff associated with or members of any union(s)?

Answer 8 No.

Question 9

Would the Department consider the rebadging of the current permit processing staff as PRWT employees as a turnkey solution to maintain business continuity with zero learning curve, transition, or performance risks to the Department?

Answer 9 Historically, the existing employees applied for employment with the new vendor and were generally accepted.

Question 10 Can the Department provide the current wage compensation of the permit processing staff by position?

Answer 10 The Department is not privy to this information.

Question 11 Are the FDOT permits issued annual, monthly, or one time use permits?

Answer 11 Permits are issued daily. Permits are valid for 10 days, 3 months and 1 year. There is not an established month, day or year for the processing of permits (e.g. there are no seasonal permits).

Question 12 How will permits be issued? Will the customer be able to print a permit from PAS or will customer service mail out the permits?

Answer 12 Both. If the application meets the criteria for auto-issuance, the customer can print the permit. If the permit requires printing on Form Number 850-040-01, customer service will print the permit.

Question 13 Are the SLAs negotiable or only as specified as per the RFP?

Answer 13 The performance measures are not negotiable.

Question 14

What are the after-hours for personnel to be available? 24/7?

a. Will personnel have PAS software provided to work remotely from home after hours?

b. Please explain emergency permit issuance.

c. How are emergency permits accessed during after-hours.

Answer 14

Yes, after-hours personnel must be available 24/7

a. PAS is a web application which can be accessed by anyone, anywhere.

b. Emergencies such as hurricanes, power outages, etc. may arise after hours and the Permit Office will need to be ready to respond if needed. Note: There has only been one or two times that the Permit Office has been asked to respond to an emergency after hours in the last decade.

c. Via PAS.

Question 15 What is the percentage of cash payments received by the permit processing staff?

Answer 15 Less than 1%.

Question 16 What is the difference between “All Routine” and the “Non-Routine Applications”?

Answer 16 Routine applications and non-routine applications are defined in Exhibit A – Scope of Services under Section V. Technical Services.

Question 17 Please explain the term “Manual Routes”?

Answer 17 A manual route provided by the customer which has not been generated by PAS. It is a textual description of the route which must be manually entered into the PAS GIS routing engine to determine permit issuance.

Question 18 Is the vendor responsible for mailing outgoing permit issuance or any other mailings?

Answer 18 Yes, the vendor is responsible for all mailings.

Question 19 Is postage a pass through to the FDOT if vendor is responsible for any mailing?

Answer 19 FDOT is responsible for all postage unless there is a vendor error which caused a delay. Then, the vendor would be responsible for overnight postage to ensure the customer receives their permit promptly.

Question 20 If postage is not a pass through to the FDOT, what is the annual postage cost if applicable?

Answer 20 N/A.

Question 21 Revenue/Credit Card Processing Would the agency be willing to consider having the vendor be the merchant of record and the credit card processor?

Answer 21 The Department is not responsible for determining the credit card processor. This is handled/contracted through the Department of Financial Services.

Question 22 Credit Card Processing Fees Can you provide the total credit card fees paid for permit transaction for State Fiscal Year 22/23?

Answer 22 Per the current contract (BDX53), the vendor is required to pay all credit card fees.

The Department is not privy to this information.

Question 23

Lump Sum Amount Please confirm that the Lump Sum Amount to be provided on Exhibit C-Price Proposal is the annual cost for the initial 5-year period and not the cumulative amount for all 5 years of the initial term.

Answer 23 The lump sum amount in Exhibit C is the annual amount. The Bid Sheet has been revised and is attached below.

Question 24

Performance Bond Clarification Please confirm the performance bond amount required related to the full contract amount is referencing the full lump sum amount provided in Exhibit C - Pricing Proposal.

Answer 24 The performance bond needs to cover the full 5-year contract amount.

RFPSHELL. 12/16/2021

Exhibit “C” - PRICE PROPOSAL (Rev. 9.14.2023)

RFP Number: DOT-RFP-24-9006-SJ

RFP Title: Privatization of the Overweight/Over-Dimensional Permits Office

ANNUAL LUMP SUM AMOUNT: $

The Vendor will maintain office hours, open to the public from 8:00a.m. until 5:00 p.m. Monday through Friday, excluding official State holidays, administrative office closures, Saturdays and Sundays.

NOTE:

The Annual Lump Sum Amount shall include the costs of salaries, overhead, fringe benefits, operating margin and expenses. Each proposer must fully acquaint themselves with the conditions which may in any manner affect the work to be done or the equipment, materials and labor required to perform the services required under the conditions of this solicitation. Ignorance of the conditions or requirements will not relieve the Vendor from their liability and obligation under the contract.

The Annual Lump Sum Amount shall be used for the entire 5-year term of the initial Agreement period. The vendor shall be paid a monthly lump sum amount equal to the Annual Lump Sum Amount divided by 12.

Renewals will be made at the sole discretion and option of the Department and must be agreed upon in writing by both parties. Renewals are subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. If the Department elects to renew, the Department will negotiate with the Contractor an adjustment factor to be applied to the original annual contract amount. The adjustment factor may be positive, negative or zero. If negotiations do not lead to a mutually agreed upon adjustment factor, the contract shall not be renewed. The renewed contract amount will be calculated by applying the adjustment factor to the original contract amount, then adjusting for supplemental agreements as appropriate.

The price proposals will be evaluated based upon the Annual Lump Sum Amount.

RENEWAL: (see Special Condition 33).

MFMP Transaction Fee: All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #14. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the proposer acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the proposer. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Proposer: FEID #

Address: City, State, Zip

Authorized Signature: Date:

Printed / Typed: Title:

DOT-RFP-24-9006-SJ - Addendum No. 2 Exhibit C - Price Proposal Form Rev. 09.14.2023