A241009871_Addendum_2.pdf

December 16, 2024

IFB #A241009871, Third Party Logistics (3PL) Provider Addendum #2

Questions and Responses

Notice to Prospective Bidders:

The California Governor’s Office of Emergency Services (Cal OES) is releasing Addendum #2 to IFB #A241009871, Third Party Logistics (3PL) Provider, based on questions submitted by potential bidders, with answers provided by Cal OES. Bidder’s names have been removed from the questions posed below.

Question 1: Does Cal OES have plans to install additional racking for either facility in the future? If so, is there a time frame for completion and an estimated number of pallet positions?

Response to Question 1: Additional racking may or may not be installed at either or both locations in the future. There is no set timeline on future potential activity.

Question 2: Can the State provide the Pallet Rack opening height of each level to ensure product fitment?

Response to Question 2: Upon award, the pallet rack specifications will be provided to the winning bidder.

Question 3: Will Contractor be allowed to use the State MHE equipment or will we need to use our own to include the floor scrubber and pallet wrapper?

Response to Question 3: The contractor must provide all equipment and shipping supplies required to perform the services outlined in this Agreement including, but not limited to, forklifts, pallet jacks, laptops, printers, toner, paper, workstations, barcode scanners, etc., and shipping supplies including, but not limited to, stretch wrap, stretch wrap tool, packing tape, pallet caps, shipping labels, label printers, etc. Please refer to Exhibit A, Statement of Work (SOW), Section 5.B.ii. Responsibilities, for more information.

Question 4: Will Contractor MHE be utilized by Cal OES or other contractors?

Response to Question 4: MHE may be utilized by Cal OES staff and other contracted warehouse staff.

Question 5: Will sites supply power to support additional electric MHE? Or does the contractor have to source propane powered MHE?

Response to Question 5: Currently propane power is required for MHE. There are plans to add power sources to MHE charging to both the Dixon and Corona sites.

Question 6: Will the State be managing the EHS programs at each facility or will the contractor be required to provide SDS, AED, First Aid and Spill Kits?

Response to Question 6: The contractor will be required to supply first aid kits and eyewash stations. Spill kits and AEDs are provided onsite and maintained by Cal OES.

Question 7: Can the State clarify what the expectation is for the following: "Ability to view aggregate inventory across all geographic locations with the ability to filter by geographic location."

Response to Question 7: When a disaster occurs, Cal OES is called upon to establish a temporary staging area at a physical location separate from Dixon or Corona’s Warehouses. Cal OES needs to track movement of equipment and commodities mobilized and demobilized from the site. The WMS must be capable of setting up ‘virtual warehouses’ within the main WMS for use during emergencies.

Question 8: If it is the Contractors responsibility to prepare BOLs, how far in advance will the Contractor receive the shipping information prior to shipping?

Response to Question 8: The amount of prior notice is dependent on the mission. BOLs need to be prepared quickly and accurately. During a disaster, requests are received and shipped within one (1) hour.

Question 9: How many inbound pallets are expected to be received annually at each facility?

Response to Question 9: The number of inbound pallets depends on disaster response, the severity of the disaster, and the number of disasters supported during the year.

Question 10: What is the criteria CalOES will use to determine if a bidder is "responsive?"

Response to Question 10: A responsive bidder is one who meets all of the qualifications and bid requirements set forth in the Invitation for Bid (IFB).

Question 11: Will CalOES have a cutoff time for orders during normal operations?

Response to Question 11: Warehouse hours are Monday-Friday 0700-1600 PT. Please refer to Exhibit A, Statement of Work (SOW), Section 5.B.i. Staffing for more information.

Question 12: Can the State provide a definition for what they mean when they intend to "load data" into the WMS? Typically, this is an action performed by the contractor. If the State does intend to load data, please provide the number of employees for licensing purposes.

Response to Question 12: If activity is required outside of normal operating hours, it is possible Cal OES representatives will need to manage inventory. Number of staff needing licenses could be up to sixteen (16).

Question 13: What type of data is Cal OES intending to load into WMS?

Response to Question 13: Cal OES intends to load inventory and stockroom location changes, with the potential of the creation of virtual warehouses.

Question 14: If the Contractor provided a portal with real-time reporting that highlights inventory inbound/outbound transactions, would that meet the expectations the State is looking for?

Response to Question 14: In addition to reporting, Cal OES staff would need to be able to change inventory numbers, create BOLs, change stockroom locations, and create virtual warehouses within the portal.

Question 15: If Cal OES or another contractor damages equipment owned or leased by the awardee, who will absorb this cost?

Response to Question 15: Please refer to Exhibit D Additional Provisions, which addresses appropriate insurance policies and related requirements. Please refer to Exhibit A, Statement of Work (SOW), Section 5.A.ii.g on responsibility for damages.

Question 16: Where should the bidder place or add the cost for the required insurance within the Bid?

Response to Question 16: All items of expense shall be inclusive of costs, direct or indirect, as specified on Exhibit B-1, Cost Sheet.

Question 17: The State intends to award 01JAN2025, which is a holiday. Should contractors bidding expect the award to occur before or after this date?

Response to Question 17: The award can occur before or after January 1st, but services will start on January 2nd or after, upon approval by the Department of General Services (DGS).

Question 18: What is the expected date the awardee should have staff on site?

Response to Question 18: The awardee shall have staffing on site by January 2, 2025.

Question 19: Can Cal OES identify the current contract holder?

Response to Question 19: The current contractor for Dixon warehouse is Life Science Logistics, LLC and the contractor for Corona warehouse is Gothams LLC.

Question 20: Can the current inventory for Dixon and Corona warehouses, including tagged and untapped assets, be shared prior to the full inventory implementation phase?

Are there any unique or specialized assets we should plan for?

Response to Question 20: The inventory information can be provided after execution of the contract. Standard Material Handling Equipment (MHE) for warehouse operations will be required. After beginning services, it will be up to the contractor’s discretion what assets they will need to fulfill the contract terms.

Question 21: Is Cal OES able to provide historical inventory burn rates?

Response to Question 21: This can be provided after the award of the contract.

Question 22: To what extent will the contractor have autonomy over inventory organization and logistics processes, or will day-to-day decisions require prior direction from Cal OES?

Response to Question 22: The contractor will operate at the direction of Cal OES, however certain lower-level decisions regarding inventory organization can be made by the contractor after initial discussions with Cal OES warehouse management. The contractor will be required to follow the Cal OES Warehouse Standards Operating Procedures unless otherwise directed to by Cal OES Contract Manager.

Question 23: Will the selected contractor be responsible for staffing additional personnel, such as maintenance, janitorial, or grounds crew staff?

Response to Question 23: Maintenance, janitorial, and grounds crew staff are not a part of this IFB.

Question 24: What is the historical average truck turnover during standard operations vs.

peak activation periods? Can specific transportation patterns or high-demand periods be anticipated and planned for?

Response to Question 24: The average can change from year to year or even month to month. Currently, Cal OES deploys two (2) trucks of product a week. During disasters, this could increase dramatically.

Question 25: What is the anticipated scale of transportation and supporting assets required for routine operations and emergency responses? Is there a cap on the number of resources the contractor is expected to mobilize independently?

Response to Question 25: Transportation is not part of this contract, as that is handled by another vendor on a different contract. The scale of supporting assets required for routine operations is left up to the discretion of the contractor, as long as they are able to fulfill the terms of the contract.

Question 26: Is the contractor expected to provide semi-tractors to move and stage trailers at the warehouse facility?

Response to Question 26: No. That is part of a separate contract with another vendor.