Addendum 004 QA ITB-24-149.pdf

ADDENDUM #004

Solicitation Number: FDC ITB-24-149

Solicitation Title: Statewide Disaster Debris Removal

Bids due by: August 14, 2025, at 2:30 p.m., Eastern Time

Addendum Number: 004

Addendum Date: July 31, 2025

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. A notice of protest should be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399; or by Fax: (850) 922-4355; or by Email: CO-GCAgencyClerk@fdc.myflorida.com.

Please be advised that the information contained in this Addendum is applicable to the original specifications of the above-referenced solicitation. Added language to the ITB is highlighted in yellow, while deleted language is stricken.

This Addendum includes the following changes:

Change No. 1:

This is the Department's written answers to Vendors' written inquiries received by the deadline.

[REMAINDER OF PAGE LEFT BLANK INTENTIONALLY]

Addendum #004 2 FDC ITB-24-149

Responses to Written Questions

FDC ITB-24-149

Statewide Disaster Debris Removal

Question Number Question Answer

On response time for debris reduction and vessels. Are you asking how many days until we could respond and get started or how many days for completion?

In relation to Attachment I – Price Sheet, the quoted response time should be the number of days it will take the vendor to start work.

Will disposal costs be a pass-through?

Submitted Pricing should include all applicable fees.

Has this solicitation been put out before? And if so, could you provide the bid tabs?

The Department has not previously advertised a solicitation for debris removal services.

How many times has this contract been activated in the past 5–10 years, and what were the values of those activations?

The Department has not previously executed a contract for debris removal services.

What are the specific conditions or damage thresholds that trigger activation of this contract?

Any event that could be classified as a disaster would trigger the activation of one of more contracts (that resulted from this solicitation) depending on the county in which the disaster occurred.

How are assignments divided among awarded vendors — is there a primary/secondary system or rotational call-up?

Contracts will be awarded by county to a single Vendor with the lowest Grand Total Price.

What is the average scope or debris volume per activation, by facility or region?

The volume of debris is dependent upon the damage that resulted from the specific disaster.

Will contractors be working alongside inmate crews during debris removal, and what protocols govern that interaction?

No. Debris will be placed in piles for the contractor outside of the Institution’s perimeter fence.

Addendum #004 3 FDC ITB-24-149

Question Number Question Answer

Are background checks or clearance requirements imposed on contractor laborers entering secure correctional facilities?

Debris will be placed in piles for the awarded contractor outside of the Institutions perimeter fence.

In the case of major damage that would necessitate the closure of a facility/Institution. Contractors would be required to undergo background screening to enter the perimeter fence of the vacant Institution.

What is the required mobilization timeline after activation, and can equipment or personnel be pre-staged in advance?

In relation to Attachment I – Price Sheet, the quoted response time should be the number of Days it will take the vendor to start work.

The option for pre-staging will be evaluated on a case-by-case basis.

Approval is dependent on dumpsters being uniquely identified for debris removal only and classified by class/type.

What documentation is required for payment (e.g., load tickets, GPS, photos), and is FEMA reimbursement guaranteed if requirements are met?

Debris documentation needs to conform with requirements established in the FEMA Public Assistance Program and Policy Guide, effective January 6, 2025; the FEMA Debris Removal Guidance (Category A), document published October 2024, debris removal guidance and alternate procedure documents provided on the Florida Division of Emergency Management website, and other FEMA and FDEM guidance as relevant, revised or updated.

Forms for documenting debris and debris removal (F-ROC) are included as part of this response. Blank forms, example forms, and instructional tools are available on the Florida Division of Emergency Management Florida PA website, under the F-ROC Forms dropdown.

https://portal.floridadisaster.org/projects/FROC/FROC_Documents/Form s/AllItems.aspx Contractor invoice documents must be provided in sufficient detail to confirm types and quantities of work performed by Day.

See attachments for additional information.

13 Are tipping or disposal fees included in the bid pricing or reimbursed separately?

Pricing should include all applicable fees.

Can a contractor decline activation due to capacity without penalty or being dropped from the contract?

No.

https://portal.floridadisaster.org/projects/FROC/FROC_Documents/Forms/AllItems.aspx https://portal.floridadisaster.org/projects/FROC/FROC_Documents/Forms/AllItems.aspx

Addendum #004 4 FDC ITB-24-149

Number Question Answer

What is FDC’s average turnaround time for issuing purchase orders and processing payments once services are completed and invoiced?

A Purchase Order (PO), will be issued to the Contractor as soon as the Department determines the need for services.

The Department will require that all documentation and invoices as submitted prior to payment being made. Invoices will be processed in accordance with Sub-Section 3.3.2 Purchases and Invoices, of the ITB.

16 Has the current contract gone full term? The Department has not previously executed a contract for debris removal services.

Can the Department please clarify whether the requested ‘Debris Reduction/Breakdown Response time’ on Attachment I – Price Sheet refers specifically to the time required to mobilize and begin operations following a purchase order, or if it instead refers to the expected timeframe to complete the full debris reduction and breakdown process at a site?

Numbers 2 and 10 of Attachment I, Price Sheet, of the ITB should be the amount of time the vendor guarantees it will take them to begin work after being contacted by the Department.

In accordance with FEMAs reporting criteria all work, documentation, invoices, etc. must be finalized six (6) months after a declared disaster.

We are interested in bidding on the statewide debris removal contract. We are new to the bidding process and any help would be appreciated so that I can get you the correct forms.

Please review the solicitation (ITB-24-149) in its entirety. Section 5.4.1 Mandatory Documentation, of the ITB lists all documentation that is required at the time of submission. Vendors should ensure that they meet all Bid requirements listed in the solicitation.

Additionally, ensure that you are registered in the Vendor Information Portal (VIP).

https://www.dms.myflorida.com/business_operations/state_purchasing/ myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registrat ion

19 Has the current contract gone full term? The Department has not previously executed a contract for debris removal services.

Have all options to extend the current contract been exercised?

The Department has not previously executed a contract for debris removal services.

21 Who is the incumbent, and how long has the incumbent been providing the requested services?

The Department has not previously executed a contract for debris removal services.

22 To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?

The location of the Bidders’ headquarters has no bearing on the award of this ITB.

23 What is the required on-site response time? Vendors are asked to submit their company's guaranteed response time on Attachment I, Price Sheet.

24 What is the maximum number of hours post-event before work must commence?

Vendors are asked to submit their company's guaranteed response time on Attachment I, Price Sheet.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration

Addendum #004 5 FDC ITB-24-149

Number Question Answer

What is the total mileage of roads within the scope of the service area?

The Department does not track this information, however, a list of Institutions within each Region is attached as Attachment IX ,Service Locations.

26 Are there any superseding prior agreements that may impact this contract?

No.

When/what was the most recent event that precipitated the activation of the existing or previous contract?

The Department has not previously executed a contract for debris removal services.

Any event that could be classified as a disaster would trigger the activation of one or more contracts (that resulted from this solicitation), depending on the county in which the disaster occurred.

28 What estimated or actual dollars were paid to the incumbent(s) after the most recent event?

The Department has not previously executed a contract for debris removal services.

29 How many times have the incumbent's services been utilized in the previous five years?

The Department has not previously executed a contract for debris removal services.

Please reconfirm the due date for this procurement by providing it in response to answers to questions.

Currently, the deadline to submit Responses is August 14, 2025, at 2:30 p.m. However, if a Timeline change occurs, it will be communicated as an addendum to the solicitation and posted on VIP. Vendors are responsible for monitoring the VIP for any changes to the ITB Timeline.

31 If there was a previous solicitation for these services, what was its title, number, release date, and due date?

The Department has not previously advertised a solicitation for debris removal services.

32 Why has this bid been released at this time? The Department has the need to procure disaster debris removal services Statewide.

Can you please provide greater details regarding your bid bond and/or performance bond requirements related to this contract? For example, what is required with the proposal, and what is required to comply during the term of the contract?

ITB-24-149 does not require a bid bond.

Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

No. In order to be Responsive, Bidders must complete Attachment I, Price Sheet of the ITB to be deemed responsive. Please see section 5.4.2, Price Sheet.

Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

The Department has not previously executed a contract for debris removal services.