Addenda 2 RFP-DEM-24-25-018 Emergency Fuels.pdf

Ron DeSantis, Governor Kevin Guthrie, Executive Director

D I V I S I O N H E A D Q U A R T E R S Telephone: 850-815-4000 S T A T E L O G I S T I C S R E S P O N S E C E N T E R 2 5 5 5 S h u m a r d O a k B o u l e v a r d www.FloridaDisaster.org 2 7 0 2 D i r ec t o rs R o w T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 O r la n d o , F L 3 2 8 0 9 - 5 6 3 1

DATE: May 8, 2025

SOLICITATION NUMBER: RFP-DEM-24-25-018

SOLICITATION TITLE: Emergency Fuels

ADDENDA NUMBER: 2

EFFECTS: Provides additional clarification to question #2.

This addendum serves as notice of amended sections of pages from the original Request for Proposal (RFP) document. All other terms and conditions of the RFP remain unchanged. This addendum should be acknowledged by Vendors utilizing Form 7, Addendum Acknowledgement, and should be submitted with your Proposal.

All written questions are reproduced in the same format as submitted by the Vendor.

Question Number

Question

Question #1 Section 4.3 Vendor Resources page 24 and Section 1.7 Definitions line item 0 on page 7.

The Vendor Resources Section 4.3 allows for a maximum score based on 10 units of Mobile Fueling Tanker (Station)/Trailer. The provided definition in 1.7 - 0 is as follows: "Dual-walled tank with minimum fuel capacity of 8,000 gallons. Tank includes a self-contained power source, the ability to dispense gasoline and diesel simultaneously, four (4) to eight (8) high volume vehicle fueling points, a portable spill containment berm, spill response kit and fire extinguisher". The units historically utilized in this application have been based on a mobile platform that utilizes a single-wall tank arrangement for ease of rapid deployment and retreat versus heavy equipment for placement and removal. Is the dual-walled tank arrangement requested in error as it dramatically reduces optionality and mobility?

Answer #1 The Mobile Fueling Tanker (Station)/Trailer asset would not require dual-walled tanks.

Question #2 Attachment A Scope of Work section K Invoicing pg 37 and Attachment B Price Proposal pages 40-44.

There is reference made to work rates vs reserve rates. This is the only section referencing this information and there is no acknowledgment of any rate differentials on any of the Price Proposal documents. It is not feasible to support a pricing differential for active vs reserve and asset statuses will be continually fluid. What is the intent of this language?

Clarification – The daily rate begins when the Vendor’s resource is in the State of Florida. Vendors should not bill for out of State transit cost.

Answer #2 Page 37, K. Invoicing, the following language will be stricken from the Proposal.

“All reserve rates are calculated based on the physical staging of equipment as instructed by the Agency and specified on a purchase order. Work rates shall not be invoiced for items on reserve/standby.”

A Revised Scope of Work will be attached to Addenda 1.

http://www.floridadisaster.org/

Question Number

Question #3 Attachment A Scope of Work section K Invoicing pg 37.

Reference is made to the State of Florida payment timeline standard being 40 days, but this can be extended by Executive order in times of emergency. Contractors are directed to have sufficient funds to carry related costs and expenses for a minimum period of 90 days. Does this infer that terms would in effect be extended by EO to net-90 or that terms can be rendered irrelevant by EO?

Answer #3 Yes.

Question #4 Attachment A Scope of Work Fuel Types page 29 and Types of Resources page 30.

Propane Fuel and Propane Truck are referred to in the Fuel Types and Types of Resources pages but are not reflected in the Vendor Resources scoring portion or Price Proposal documents. Being that propane has been a critical component of past responses, is this an omission or are propane capabilities no longer considered a required component of the response package?

Answer #4 Propane is a critical component to response operations but was omitted from the scoring portion of resources because the items in the scoring are resources that are more prone to experiencing issues in quantity.

Question #5 Section 3.9: Ability to Obtain a Performance Bond - "Surety Bond and Performance Bond is required. The Surety Bond is initially for $5M and will be increased to an amount that matches the “total value of the Agreement”". Pages 22-23.

Can you clarify what constitutes the total value of the agreement for the purposes of calculating the Surety Bond?

Answer #5 A Surety Bond is not required for this Proposal. Required for this Proposal is the ability to obtain a Performance Bond for a minimum of $5 million and shall be written on letterhead of the surety company or bonding agent that documents the Respondent’s present ability to obtain a performance bond. The letter must be current and applicable to this RFP and the State of Florida.

During an event it will be required for the awarded Contractor to provide a Performance Bond no later than 30 days after the first purchase order issuance. The Agency will notify the Contractor of the required amount of the bond, which will be a percentage of the total amount of purchase orders issued within the first 30 days.

From notice of bond amount, Contractor shall deliver to the Agency's Contract Manager, the Performance Bond, or Irrevocable Letter of Credit within 45 days. The bond or letter of credit shall be used to guarantee at least satisfactory performance by Contractor throughout the term of the contract (including renewal years). At any time after contract execution, the Contractor's bond may be reduced, or the requirement removed, for the remainder of the term (including any renewal periods).

Attachment D – FDEM Contractual Service Agreement is a sample of the contract, not the contract itself.

Question #6 Resources, pages 29-31 Can you clarify when assets no longer become billable (e.g., is it 48H after they are sent away)?

Answer #6 Assets are no longer billable when the vendor is notified by the Agency to demobilize.

Question #7 Section 6/ Attachment D/ page 56 Is the flat amount $5MM surety bond mentioned in Section 6/ Attachment D/ page 56 a requirement to perform any work awarded by this solicitation? Please be

Question advised that the surety bond is not mentioned in subsequent sections of RFP to include Section 3.9 in which a performance bond was specifically mentioned.

Answer #7 See answer #5.

Question #8 Section 6/ Attachment D/ page 56 Can you justify the costs associated with obtaining a $5MM surety bond when there are no volume commitments with this solicitation? These will ultimately be costs that we need to include when preparing our bid proposal.

Answer #8 See answer #5.

Question #9 Section 3/ para. 9/ page 22 Is the performance bond a flat amount of $5MM or will it "be a percentage of the total amount of purchase orders issued within the first 30 days" as mentioned in Section 3/ para. 9/ page 22?

Answer #9 See Answer #5.

Question #10 Section 3/ para. 9/ page 22 Can you justify the costs associated with obtaining a $5MM performance bond when there are no volume commitments with this solicitation? These will ultimately be costs that we need to include when preparing our bid proposal.

Answer #10 See Answer #5.

Question #11 Section 6/ Attachment A/ page 31 Will FDEM consider vendors for this solicitation that are not willing to offer all of the resources necessary to satisfy this requirement mentioned in Section 6/ Attachment A/ page 31 "Contractors must be able to mobilize a minimum of 20 Bobtail Trucks and/or Transport Tanker Trailer Trucks within 24 hours of the Agency’s request.

Contractors must also be able to provide 100 Bobtail Trucks and/or Transport Tanker Trailer Trucks within 7 days of the Agency’s request"?

Answer #11 This is a required expectation/contract deliverable for any awarded vendor.

Question #12 Section 6/ Attachment B/ page 41 What index or benchmark is being used in the fuel pricing formula with "fixed price mark-up"?

Answer #12 Fuel pricing will be invoiced at actual expense plus the “fixed price mark-up”.

Question #13 Section 6/ Attachment D/ page 54 Will state and local agencies provide tax exemption certificates proactively upon award or wait until an emergency to contact awarded vendor?

Answer #13 We will work with awarded vendors to provide tax exemption certificates at the request of the awarded vendors.

Question #14 Section 5/ beg. on page 24 Has this bid been awarded in the past? If so, who were the awarded vendors? Do you have bid tabulations to provide?

Answer #14 Yes, Emergency Fuels has been awarded in the past. Any other information will need to have a Public Records Request (records@em.myflorida.com).

Question #15 Section 1/ 1.3 / page 5 When will the bid tabulations be provided to bidders that submitted a proposal?

Question

Answer #15 The Notice of Intent to Award will include a scoring summary. Any other information will need to have a Public Records Request (records@em.myflorida.com).

Question #16 Attachment A/ Page 37 What will the preferred method of payment be to awarded vendor(s)?

Answer #16 Any payments to Vendors are based on how that Vendor is set up in the Vendor Information Portal (VIP), MyFloridaMarketPlace (MFMP). i.e. check or EFT.

Question #17 Price Proposal sheets beg. on page 40 Is bidder required to complete all resource descriptions with prices, or will bidder be considered nonresponsive?

Answer #17 See section 3.6 Price Proposal – Volume Three Requirements.

“Respondents shall download Attachment B, Price Proposal, and include pricing for all cells. Failure to provide pricing in each cell shall deem the vendors’ Price Proposal non-responsive.”