ADDENDUM #1 - RFP 2024-02.pdf

GOOCHLAND COUNTY SCHOOL BOARD

ADDENDUM TO REQUEST FOR PROPOSAL

RFP# 2024-02 GCPS FIBER LOCATE AND MAINTENANCE

ADDENDUM #1

RFP ISSUE DATE: February 1, 2024

RFP DUE DATE: February 29, 2024

RFP DUE TIME: 2:00 P.M.

RFP#: 2024-02

PROCUREMENT CONTACT: Tandra Harris Purchasing Officer Email: tharris@glnd.k12.va.us Phone: (804) 556-5619

ISSUING DEPARTMENT: Finance Department Attn: Tandra Harris Physical/Delivery Address:

2938-I River Rd West Goochland, VA 23063

Mailing Address:

P. O. Box 169 Goochland, VA 23063-0169

Email Address:

tharris@glnd.k12.va.us

Issued 02/19/2024

The following changes, corrections, deletions, clarifications, and/or additions constitute Addendum No. 1. Please acknowledge receipt of this Addendum No.1 when returning bid package.

CORRECTION:

Section 8 Schedule of Events February 01, 2024 Release of RFP February 13, 2024 3:00 p.m. Optional Pre-proposal Conference February 15, 2024 2:00 p.m. Deadline for Questions February 19, 2024 2:00 p.m. Addendum Posted February 29, 2024 2:00 p.m. Deadline for Submission of Proposals

QUESTIONS:

A. Question: Section 1 – new fiber installation services – Is this something where the GCSB wants unit prices included as part of the RFP or where the GCSB would obtain a quote from the awarded vendor on a case-by-case basis and issue a PO accordingly?

Response: We will do this on a case by case basis. We currently do not have any projects in the immediate foreseable future.

B. Question: Section 2 – regular and ongoing maintenance – Will the GCSB obtain a quote from the awarded vendor on a case-by-case basis and then issue a PO accordingly?

Response: We will do this on a case by case basis.

C. Question: The RFP indicates that the maintenance will be performed during regular business hours however that could be service impacting to the schools. Presuming that a quote is provided as asked above, can the awarded vendor apply an afterhours labor rate for maintenance that has to be performed outside regular business hours?

Response: Yes, after hour rates can be applied. We only anticipate this during critical outages that hinder connectivity at our locations.

D. Question: Section 2 – emergency maintenance – If there is emergency maintenance required related to outside plant or other inside plant needs, how will it be handled from the procurement side? Will GCSB provide a blanket PO for emergency maintenance that authorized GCSB staff can utilize and authorize work during an emergency?

Response: Authorized staff will be able to authorize work during an emergency. The PO will be created as needed and the vendor will be paid within 30 days of work.

E. Question: Section 5 – preproposal conference – As these services are critical to the GCSB’s operations, should this preproposal conference be mandatory?

Response: While GCSB recognizes the critical nature of these services we also recognize that it has been difficult to generate interest for this need by organizations that might be capable of the requirements. Therefore, the meeting is not mandatory.

F. Question: Section 12 – invoicing – Would GCSB be amenable to the awarded vendor invoicing the GCSB in full and then the GCSB seeks reimbursement from USAC as they do with the current internet service?

Response: Yes. GCSB will submit for reimbursement via BEAR.

G. Question: Can you include Cooperative Procurement language?

Response: Yes. See below.

H. Question: How many tickets have you had within the past two years?

Response: We had a total of 277 tickets over a 23-month period.

I. Question: In the event that the solicitation is awarded to the same Vendor that Goochland County uses, how should the cost be divided for locates that overlap?

Response: GCSB will discuss this with Goochland County and notify the awarded vendor as to how the services shall be divided for locates that overlap.

ADD: Cooperative Procurement language

Under the authority of the Code of Virginia 2.2-4304. Cooperative Procurement, it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead-issuing institution’s affiliated corporations may access any resulting contract if authorized by the successful offeror(s). Participation in this cooperative procurement is strictly voluntary. If authorized by the successful offeror(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

GCSB, its officers and employees, are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Successful Offeror and the public bodies indicated above and in no event shall GCSB, its officers or employees be responsible for any costs, damages or injury resulting to any party.

Pre-Proposal Conference Attendees:

Mr. Weiner Hosted Backbone Oilville, Va.

RFP TITLE SHEET MUST ACKNOWLDGE RECEIPT OF THIS ADDENDUM.

Tandra Harris Purchasing Officer

February 19, 2024 Date