A 1 RFP S-63500-003107 GPS Tracking Collars and Associated Equipment for Mule Deer Research in Eastern Oregon .pdf

Addendum 1 RFP S-63500-00003107

Date: June 9, 2022

Oregon Department of Fish and Wildlife

ADDENDUM 1

RFP S-63500-00003107

GPS Tracking Collars and Associated Equipment for Mule Deer Research in Eastern Oregon

This addendum modifies the solicitation document(s) for work only to the extent indicated herein. All other areas not specifically mentioned or affected by this addendum shall remain in full force. This addendum shall be added as a part of the original solicitation document and shall become part of the work required.

Deleted language is shown within [brackets] and strike through. New language is show in Bold and Underlined. New Attachments or Sections deleted in their entirety and replaced will not show [brackets] or Bold and Underlined, they will be labeled, “REVISED”.

ADDENDUM

1. Attachment A – Sample Contract, Paragraph 5. C. i. shall be amended as follows to include the ability to increase Services elements in the contract:

“i. PRICE ADJUSTMENT. Contractor may request price increases for Goods and Services from Agency no more often than once every calendar year.”

2. All references in the RFP to the Delivery Date of November 1 shall be amended as follows:

“Annual delivery date of equipment shall be no later than: six month old fawn collars – December 1, neonate collars – April 1, and all other equipment – November 1.”

3. All references in the RFP (including Section 3.3.2 and Attachment D) to checking references in seven days after RFP Opening shall be clarified by adding ‘calendar’ to the statement, as follows:

Section 3.3.2 “Agency contact and reference responses shall occur within seven calendar days of the RFP Opening date.”

Attachment D “If ODFW cannot contact any of the excess, or cannot locate alternate references for the Proposer within seven calendar days of RFP Opening, the Proposer will receive a score of zero for that reference.”

RFP OPENING DATE AND TIME:

Remain unchanged: June 16, 2022 at 2:00 pm Pacific time

Prospective Proposers have until Close of Business on June 13, 2022 to submit written questions or protests regarding this Addendum.

This addendum constitutes a MATERIAL CHANGE to the solicitation. Its receipt by the Proposer is to be acknowledged per Attachment C of the RFP.

Addendum prepared by:

Julie L. Cone julie.l.cone@odfw.oregon.gov

End of Addendum 1

ODFW CLARIFICATIONS AND RESPONSE(S) TO QUESTIONS

The following provides ODFW’s answers to questions received from prospective Proposers. The information provided below is for clarification purposes only and does NOT constitute a change to the solicitation documents or requirements.

1. QUESTION: Are any ‘drop off’ units required on the GPS collars?

RESPONSE: Drop off mechanisms are only required for Carnivore GPS Collars as noted in RFP Section 2.4.3 and Attachment I Specification Verification Form.

2. QUESTION: Are the Fawn collars GPS or Neolink communication?

RESPONSE: We need the fawn collar to transmit a mortality signal independent of the mother’s GPS collar, See Attachment I Specification Verification Form, Line 74. We do not want a collar that sends the mortality alert through the mother’s GPS collar.

3. QUESTION: If our produce fails under the 12 month warranty, we replace at no charge.

Do others charge a warranty replacement?

RESPONSE: We do not know the warranty details for other collar manufacturers. We are requesting warranty information and associated costs, if any, to be included in the proposal.

4. QUESTION: Data Fee Clarification: Our one year fee is $300. Would that also cover year

2 and beyond?

RESPONSE: We are asking for the annual data fee for each type of collar in the RFP, based on the number of fixes required to be acquired and transmitted. Fix schedules are listed in Section 2.4.4 of the RFP and price for each collar shall be noted in Attachment E Price Proposal Form. Attachment A, Paragraph 5.C. i. shall be amended to include the ability to increase data services prices.

If you charge a $300 flat fee, then list that in the unit cost for each of the associated types of collars the total contract quantity is listed in the next column. The product of these two will be the total contract cost. If your fee rates vary by collar and our anticipated GPS acquisition schedules, then list the appropriate data fee in the unit cost column for that collar type.

5. QUESTION: Our collar batteries are factory replaceable. What is the expected life needed?

RESPONSE: RFP Attachment I includes the battery life specifications.

6. QUESTION: Section 2.4 With the annual delivery date of collars set to 1 November, will ODFW issue a Purchase Order by 1 July of each year detailing the specific quantities needed for delivery as well as all custom collar specifications (e.g., belt color, individual VHF frequencies, drop-off time and date, delivery address, end user point of contact, GPS schedule, VHF schedule, collar VIT pairings, alert notification contact information)?

RESPONSE: Section 1.1 States ‘ODFW will confirm order amounts by May 1 each year after initial purchase.’ The purchase order will be the confirmation of the order amounts.

For the initial purchase from this RFP, ODFW will provide the order confirmation with the full execution of the resulting contract.

7. QUESTION: Section 2.4 Will the state require fawn collars to be delivered by 1 November, when deployment is typically in late spring?

RESPONSE: ODFW needs collars for newborns and six month old fawns. The six month old fawn collars must be delivered by December 1. The neonate collars must be delivered no later than April 1.

8. QUESTION: Section 2.4.1 Will the state please define what remotely means in the context of the required specifications for the Adult Advanced GPS Collar (“Includes the ability to remotely change very high frequency (VHF) beacon frequency after collars is deployed.”)? For example, are both satellite communication (iridium command sent from computer to the collar) and command sent from handheld device in the field required.

RESPONSE: Any changes to the VHF frequency should occur via the iridium command sent from a computer.

9. QUESTION: Attachment A – 3.3.4 How does the certified disadvantages business outreach plan affect the evaluation process?

RESPONSE: Attachment F – Certified Disadvantaged Business Outreach Plan is a required document in State of Oregon to compile data for firms that meet and have been certified according to ORS 200.055. This does not affect the evaluation process.

10. QUESTION: Attachment I/G page 4/10, Neonate collar specification- What does “iridium preferred” specification mean? How does iridium affect the evaluation of specifications and scoring? Iridium collars are more expensive than Globalstar collars. If “ iridium preferred” provides a higher score for specification, it will score lower on the price evaluation.

RESPONSE: Proposers should respond with the specifications of their product being offered to meet ODFW’s specifications, listed in Attachment I. ODFW has indicated ‘iridium preferred’ on some items as our experience suggests data transmission on this platform is more reliable (i.e., locations and mortality alerts are received more quickly). If an iridium option is available and offered, this option might be scored higher in Item 4.10.2.1 of Section 4.11. Proposers still need to meet all of the collar specifications outside of the preferred Iridium specifications.

11. QUESTION: Attachment I/G page 8/10, Fawn monitoring collar specifications - What does “iridium preferred” specification mean? How does iridium affect the evaluation of specifications and scoring?

preferred’ on some items as our experience suggests data transmission on this platform is more reliable (i.e., locations and mortality alerts are received more quickly). If an iridium option is available and offered, this option might be scored higher in Item 4.10.2.1 of Section 4.11. Proposers still need to meet all of the collar specifications outside of the preferred Iridium specifications.

12. QUESTION: Attachment I/G - Iridium collars are more expensive than Globalstar collars.

If “ iridium preferred” provides a higher score for specification, it will score lower on the price evaluation.

preferred’ on some items as our experience suggests data transmission on this platform is more reliable (i.e., locations and mortality alerts are received more quickly). If an iridium option is available and offered, this option might be scored higher in Item 4.10.2.1 of Section 4.11. Proposers still need to meet all of the collar specifications outside of the preferred Iridium specifications.

13. QUESTION: Is Attachment I and Attachment G the same?

RESPONSE: No. Attachment G Responsibility Inquiry is a tool to establish a Proposer is ‘Responsible’ prior to award and execution of a Contract. Attachment I Specification Verification Form is an excel sheet containing detailed product specifications for Proposers to complete to detail their product’s specifications.

Both forms are to be submitted with their Proposals.

14. QUESTION: Attachment D 51/61 – Will references be contacted in 7 business days or 7 calendar days?

RESPONSE: References will be contacted within seven calendar days of the RFP Opening Date.

15. QUESTION: Attachment G/I – How does “desired” factor into the evaluation/scoring of submissions?

RESPONSE: Desired factors were determined to be features that will improve the efficiency of data collection and to meet specific research objectives. While these features are not required, if these options are available, Proposers that can provide this option might be scored higher. This would only affect scoring in the Item 4.10.2.1 Proposed Collar Specification of Section 4.11 and would not affect the other areas.

16. QUESTION: Attachment A Page 27 C. price adjustment – How successful have other companies in other industries been to increase the price after a request to Contract Administrator? A five-year contract can present manufactures with unprecedented challenges, the most recent we have experienced with COVID and the disruption it has created in supply chains. Prices of shipment of goods has increased three-fold in less than 12 months.

RESPONSE: Agency will review each request for price increase submitted. Companies have been successful in achieving contract pricing increases if the request is accompanied by the required supporting documentation and follows the Contract guidelines included in, but not limited to, Paragraph 5.C. i.

17. QUESTION: Attachment A – 27 C. Can more than one revision be allowed under extraordinary circumstances?

RESPONSE: No. Contractor is allowed to request price increases by February 1 annually for the Agency order to be confirmed by May 1. This timing will allow Agency to order the quantities needed based on up-to-date pricing. Changes in pricing after the order is confirmed could result in Agency not having adequate funding for an order.

18. QUESTION: Attachment A – Page 27 C. Is there a cap on percentage increase in prices?

Is the cap an absolute value or a percentage?

RESPONSE: There is not a cap on price increase requests. Each increase must include the required supporting documentation to justify the increase request. Large price increases may affect the quantities in Agency orders, based on funding availability.

19. QUESTION: Attachment A. #. – Can the shipping terms be changed FOB plant as opposed to FOB destination? The manufacturer does not control carrier costs or prices (i.e. FedEx). Fed-Ex does not allow contracts for 5 years at fixed pricing.

RESPONSE: No. The Agency requires FOB Destination as its shipping terms. The Shipping

Cost is eligible to be updated annually.

20. QUESTION: Attachment A – Page 27 C. Which of the indexes would apply if a price increase was requested by contractor? As an example, would it be the 16.3% for goods or the 17.9% for machinery and equipment and parts and supplied wholesaling? The link can be accessed here: Producer prices for goods up

16.3 percent over the year ended April 2022 : The Economics Daily: U.S.

Bureau of Labor Statistics (bls.gov) https://www.bls.gov/opub/ted/2022/producer-prices-for-goods-up-16-3-percent-over-the-year-ended-april-2022.htm https://www.bls.gov/opub/ted/2022/producer-prices-for-goods-up-16-3-percent-over-the-year-ended-april-2022.htm https://www.bls.gov/opub/ted/2022/producer-prices-for-goods-up-16-3-percent-over-the-year-ended-april-2022.htm

RESPONSE: Agency will not stipulate a specific CPI. It is the responsibility of the Contractor to provide adequate supporting documentation as outlined in Attachment A, 5. C. 1.

to justify the requested increase.

21. QUESTION: Attachment A – 4b. The quantities vary vastly from year to another. The price for 160 is significantly different than for 20 units. Does ODFG recognize quantities as a valid reason for price increases?

RESPONSE: No, ODFW will not accept changes in quantities as a valid reason for requesting a price increase.

22. QUESTION: Attachment A – 31/61 N. – Does ODFG cap indemnity to the value of the equipment purchased?

RESPONSE: The indemnity language is standard State of Oregon language and is not negotiable.

23. QUESTION: Attachment D – 51/61 – How will references be contacted? i.e. over the phone or over email as well? Is the check form being sent by email?

RESPONSE: Agency may use both avenues to contact references. Forms will not be sent via email for responses to be returned.

24. QUESTION: Attachment D – 51/61 – The bid requires contractors provide references for all types of collars covered in attachment G. So there are 5 types of collars.

Does ODFG require 1 reference for each collar type? If that is the case, not all collars will have a VIT therefore making the VIT question (number 8) invalid. Would this result in question 8 receiving a 0 score? Carnivore collars will not have a VIT application.

RESPONSE: Agency must be able to ask references about all equipment. ODFW does not require one reference for each collar type. Section 3.3.2 states “Agency will contact and score three Proposer supplied references from current or former client firms for similar projects performed for any clients within the last three years.”

25. QUESTION: Attachment G – Page 4 – Does the VIT adjustable wings that allow the user customization for fit happen at factory prior to shipment or at customer site upon receipt?

RESPONSE: Either option for adjustment is acceptable.

26. QUESTION: Attachment G – Page 5 – Why is VHF required for 8 hours per day? How often will survey be conducted? Can users schedule VHF on time for certain months of the year?

RESPONSE: An objective of this research is to assess cause specific mortality. To do so, we need to hike to and locate the collar following a mortality. An 8 hour beacon allows us to do this during normal working hours. We will need to assess cause specific mortality year round and need an active VHF beacon year round.

27. QUESTION: Attachment G – Page 5 - Will it be considered a breach of contract if the neonate collars weight turns out to be more than 160 grams upon shipment?

RESPONSE: Proposers must specify how their proposed product does or does not meet the specifications in their bid using Attachment I. If no Poposer can manufacture a neonate collar within that weight, Agency will have the information to evaluate options available.

28. QUESTION: Attachment G – Page 6 – For mobile devices and downloads, data charges are outside the scope of this bid. Can ODFG confirm?

RESPONSE: Section 2.4.4 details data and transmission requirements for each piece of equipment. These detail requirements shall be used to calculate the annual data charge for each piece of equipment listed in Attachment E.

Proposers will not be responsible for ODFW mobile data equipment data charges.

29. QUESTION: Attachment G – Page 6 – If no internet connection is available, real-time download is not possible. Can ODFG confirm?

RESPONSE: That is correct.

30. QUESTION: Attachment A – Throughout the document the ODFG concern is that the collars may produce false mortalities. Can ODFG add to specification:

mortality cancelation alert which is very beneficial?

RESPONSE: ODFW will not amend the specifications to add this ‘mortality cancellation alert’ as a requirement. If Proposers have options available in addition to the requirements listed and feel these would benefit, these options are eligible to be described in Proposals in Attachment I.

END OF CLARIFICATIONS