Addendum No.1 - Questions and Answers.pdf

S TAT E O F F L O R I D A

D I V I S I O N O F E M E R G E N C Y M A N A G E M E N T Ron DeSantis Governor

Kevin Guthrie 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 STATE LOGISTICS RESPONSE CENTER

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 70 2 D i r ec t o rs R ow T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 Or l an d o , F L 3 2 80 9 - 56 3 1

DATE: Thursday, June 28, 2023

SOLICITATION NUMBER: RFP-DEM-22-23-025

SOLICITATION TITLE: Emergency Standby Materials and Services Contracts

REPLY OPENING: Wednesday, July 12, 2023

ADDENDA NUMBER: 1

This addendum serves as notice of amended sections/pages/ from the original Request for Proposal (RFP) document and attachments. Please see the Questions and Answers and revised documents attached.

All other terms and conditions of the RFP remain unchanged. This Addendum does not need to be returned with the response but should be acknowledged by using Form 4, Addendum Acknowledgement.

EFFECTS:

1. Answers Respondents questions.

2. Revises Section 4.2.1. Table A, General Logistics – Attachment B.1, % Discount after 90 days.

3. Revises Section 4.2.2. Table B, Transportation Assets – Attachment B.2, %

Discount after 90 days.

4. Revises Section 4.2 Price Proposals, Table B, Air Transportation.

5. Revises Attachment A, Scope of Work, Section 7.2. Base Camps, bullet No. 15.

6. Revises Attachment A, Scope of Work, Section 7.3. Emergency Shelter Complexes, bullet No. 19.

7. Revises Attachment B.1, Price Proposal to lock cells and to change “midnight snack” to midnight dinner on the meals tab.

8. Revises Attachment B.2, Price Proposal to lock cells.

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN FLORIDA STATUTE

120.57(3) OR FAILURE TO FILE A BOND OR OTHER SECURITY WITHIN THE TIME

ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120 FLORIDA STATUTES.

http://www.floridadisaster.org/

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

WRITTEN ANSWERS TO QUESTIONS

RFP-DEM-22-23-025

Emergency Standby Materials and Services

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

Question Number Question #1 After reviewing the outlined SOW, it’s clear to me that as an existing contract holder with the FDEP for emergency response, there is overlap between the services we are contacted for under contract LE810 and this RFP. With that in mind, is FDEM looking at any existing contract holders with other state contracts to use directly, as a supplement or that will take priority over other offerors? The original RFP with FDEP for emergency response allows for piggybacking and has rates established in various regions of the state.

Answer #1 No.

Question #2 On the bid, the vendors can bid just on the things that they can supply. Is this the correct assumption?

Answer #2 Vendors can submit a response for all of Table A- General logistics and/or any Table B – Transportation Assets (air, land, sea/waterway).

Table A – General Logistics is all or nothing.

Table B – Transportation Assets is all assets in the bid upon category (air, land and/or sea/waterway).

See Section 1.3 Scope of Services and Product Categories.

Question Number Question #3 We are a Florida company providing Full Service Multi-Project capability to Plan, Schedule, and

Coordinate the Execution during emergency operations. There is no explicit definition in the RFP for such services. Before a Disaster: Defining Plans and Templates for each Emergency Type 1 thru 8. During an Emergency: Coordinate Resources in Execution during emergency operations. Question: should we submit an RFP, and under which category?

Answer #3 The Division encourages anyone who can meet the solicitation requirements to submit a response.

The category of items would depend on your area of expertise and experience.

Question #4 I own a heavy equipment rental and servicing business. I am interested in submitting a proposal, however I wasn't sure if it's all or nothing. For example, I do not have marine crafts or barges but I have forklifts and flatbed trailers as well as loaders and sweepers. I could possibly subcontract for the other needs. Can I still apply for the proposal?

Answer #4 See answer #2.

Question #5 Can a transportation vendor just bid on the transportation portion, Air, Land & Sea/Water Way B.2?

Answer #5 Yes.

Question #6 Attachment A, 7.1.3. - Are Samsarra Passive Asset Trackers adequate to meet this requirement for GPS Units for each generator?

Answer #6 Any asset tracking device that provides accurate real-time location tracking is acceptable.

Question #7 Attachment A, 7.1 - In reference to beds, will bunkhouses with private berthing areas suffice to fulfill this requirement?

Answer #7 Yes.

Question #8 Attachment A, 7.2 - The paragraph on page 9 in this section seems to contradict itself. It states that meal 3 and 4 may be cold or self-serve buffet style. The next sentence states that "box lunches for the two cold meals is required". Which should we use as a planning and pricing factor.

Answer #8 This is a typo and should read “box lunches for cold meals are required.” Meals 3 and 4 may be cold or self-serve and all cold meals must be boxed.

See Addendum No. 1 that revises this section of Attachment A, SOW.

Question #9 Attachment A, 7.3 - Do restroom and shower trailers need to be segregated based on gender if we use individual stall units? Our restroom trailers have individual locking doors (8 Stalls Each) with sinks in each stall. Our restrooms are mixed gender but can be marked based on this requirement if necessary.

Answer #9 Yes.

Question #10 Are 20m (65') wide tents with soft sides acceptable as billeting tents for types I, II, and III? We have used our 20m clear span tents with soft walls for billeting large numbers of personnel on other sites.

Answer #10 If the tents meet the capability requirements listed in the SOW and price sheet, yes.

Question #11 Do MWR tents for types I and II need hard walls? We have in the past, used our 20m clear span tents with soft walls for MWR facilities.

Answer #11 Hard or soft walls is acceptable.

Question #12 Will 12 Bunk with private berths/lockable doors suffice for all housing requirements, bed, climate control, and securable storage in lieu of tent building for all type camps. USAUS owns 175 - 12 Bunk, Bunkhouses of which 90% will be pre-staged in Southern Georgia prior to Hurricane Season.

Answer #12 Yes.

Question #13 Section 3.3, P13 - Section 3.3 discusses the requirement of bound paper copies and a thumb drive for the Vendor's response. In lieu of this requirement, will you accept electronic copies of our response?

Answer #13 No. We are not currently authorized to accept electronic submissions.

Question #14 Section 3.3, P14 - With respect to paragraph 3 of page 14 in Section 3.4, can you please confirm we are to include all expenses to develop a fully-burdened rate?

Answer #14 Yes.

Question #15 Attachment A, Section 7.15, P19 - This section addresses transportation assets. Can FDEM confirm that if offerors are NOT bidding transportation technical and pricing quotations, that this section is not required to be addressed in the Materials / Services quote(s)?

Answer #15 Yes, that is correct.

Question #16 Attachment A, Section 8.5., P26 - In addition to Travel, Lodging, and Per Diem, please confirm Travel expenses also include incidental and miscellaneous expenses associated with Travel (as footnotes, annotations and/or exceptions are not allowed on Attachment B.1 or B.2, Price Sheets)

Answer #16 Reasonable incidental and miscellaneous expenses are included, but must be approved in advance by FDEM.

Question #17 Attachment C, Section 4.D, P5 - This Section states travel expenses are not reimbursable unless specifically authorized in writing, and shall be reimbursed only in accordance with Section 112.061, Florida Statutes.

However, page 5 of Attachment A states Contractor's rates shall be inclusive of travel and per diem, page 15 (section 7.7) states travel time, travel costs, lodging costs and per diem shall be included in personnel hourly work hours, and page 26 (section 8.5) states that contractor rates shall include travel, lodging and per diem unless otherwise authorized in writing by the Division. Are travel costs reimbursable? Please confirm if we are to include all Travel, Lodging, and Per Diem expenses in our fully-burdened rate

Answer #17 Rates should be fully burdened, including travel. The Division reserves the right to authorize reimbursement of travel expenses in the future. In that case, rates will be adjusted accordingly.

Question #18 Attachment C, Section 5, P7 - As a surety bond is NOT identified as required in the RFP, can FDEM confirm that the Surety Bond provision within the Attachment C Contractual Services Agreement should state "This provision does not apply"?

Answer #18 A determination has not been made at this time.

Question #19 Attachment C, Section 6, P9 - A Performance Bond is noted as required in the RFP. Can FDEM confirm that the Performance Bond provision within the Attachment C Contractual Services Agreement should state "This provision applies"?

Answer #19 Attachment C is FDEM’s standard contract document that will be tailored during the contract phase after awards are made.

The RFP indicates that Respondents shall provide proof of the ability to obtain a letter of credit or performance bond. See Section 3.6: “Awarded Vendors may be required to provide one of the following prior to execution of a Contract: An irrevocable letter of credit in the amount of $10 million from a financial institution licensed to do business in the State of Florida; or a performance bond for $10 million from a surety company or bonding agent authorized to do business in the State of Florida.

Question #20 Attachment C, Section 7 (A/B), P11 - Attachment C lists an "OR" for liability clauses, will FDEM identify which Indemnity Clause will apply to any resultant contract?

Answer #20 There is only one Indemnity clause (A) that applies. The first Limitation of Liability clause will apply to the contract.

Question #21 Attachment C, Section 12, P19-20 - Does the Liquidated Damages Clause apply to this effort?

Answer #21 A determination has not been made at this time.

Question #22 Attachment C, Section 18.B / Attachment F, Section D, P27 / 1 - Will the Davis Bacon Act apply to any resultant contract?

Answer #22 Davis-Bacon Act does not apply to this contract.

Question #23 Attachment B.2 – Price Proposal “Air Transportation” sheet Rates are requested in units of “days.” FDEM missions will be varied and situation-dependent. How will individual missions be bid and invoiced based on actual flight hours incurred?

Answer #23 If approved by FDEM during an emergency, daily rates may be subdivided to the hour and invoiced as such.

Question #24 Attachment B.2 – Price Proposal “Air Transportation” sheet Aircraft sourced for FDEM missions will invariably require ferry to point of mission origin and then ferry back to aircraft base after mission completion.

How will the solicitation acknowledge aircraft positioning and repositioning issues?

Answer #24 Aircraft must be made available immediately upon request by the Division. It is the responsibility of the vendor to ensure aircraft availability and positioning. The pricing to address positioning and repositioning expenses may be completed on Attachment B.2.

Question #25 Attachment A. Section 6.6, Pg 5-6 - Will an onsite POC be identified at the time of order?

Answer #25 Yes.

Question #26 Attachment A. Section 7.1.4, first bullet point, Pg 7 - Are we required to provide fuel that is only tied to equipment delivered by the contractor?

Answer #26 Yes.

Question #27 Attachment A. Section 7.2, fourth bullet point, Pg 7-8 - Is the arrangement the contractor is responsible for, as identified in 7.2, billable to FDEM as a pass-through cost?

Answer #27 Unless otherwise authorized by the Division during an emergency, no. Only the pricing listed on

Attachment B.1 and B.2 is billable to FDEM.

Question #28 Attachment A. Section 7.2, fourth bullet point, Pg 7-8 - Does FDEM intend to directly pay the property owner?

Answer #28 It is dependent upon the circumstances of each situation during the emergency or disaster.

Question #29 Attachment A. Section 7.2, fifth bullet point, Pg 8 - Who deems whether the site is installation ready?

Answer #29 The Division or an authorized delegate of the Division.

Question #30 Attachment A. Section 7.2, fifth bullet point, Pg 8 - Is pre-approval required for land clearing?

Answer #30 Yes. Authorization to perform land-clearing must be received from FDEM.

Question #31 Section 3.6, Pg 18 - Per the RFP, the awarded vendor may be required to provide a letter of credit or performance bond in an amount of $10 million prior to contract execution. Will the State consider accepting, if required, a letter of credit or performance bond upon Task Order execution (after the required services and estimated project cost are confirmed/determined) versus prior to contract execution.

Answer #31 A determination has not been made at this time.

Question #32 Section 3.3, Pg 13 - Can the Division please confirm whether paper copy submission is required?

Answer #32 Yes, one unredacted and bound paper copy of the Proposal is required.

Question #33 3.3.2 and 4.1.A, P15 and 21 - “Examples should be clearly numbered and limited to two (2) pages.” Please clarify whether the two-page maximum is for each example or whether that applies to the cumulative pages written for the examples. Also, in Section 3.3.2, Volume Two, Tab 1, it says Respondent shall provide a minimum of three verifiable contracts. Please clarify whether the 2-page limitation applies to listing the three verifiable contracts and whether the limitation is per contract or in the aggregate for all verifiable contracts.

If your response is cumulative, please clarify whether the 2-page limitation is in total for the service/product examples and the three verifiable contracts or 2-pages for each set of examples.

Answer #33 Examples should be limited to 2 pages per example.

Question #34 3.6, P18 - Please confirm whether Awarded Vendors will be required to provide the irrevocable letter of credit or performance bond prior to execution of a Contract or prior to Activation / authorization to proceed with a task. If prior to execution of a Contract, will Respondent be reimbursed for the costs of a bond/letter of credit if it does not receive an Activation Quote during the Contract Term?

Answer #34 See answer number 31.

Question #35 Attachment A, Section 2, P1 - This section states renewal year pricing must remain identical from year four through six. Will the contract have a single 3-year renewal option beyond the initial term? Section 1.5 of the RFP, page 6, does not specifically state the duration of a renewal term other than reference to section 287.057(14) of the Florida Statutes.

Answer #35 The contract may be renewed an additional three years after the initial term upon mutual agreement between the Division and Contractor.

Question #36 Lines 8-25 / Attachment B.2 - Price Proposal - Air Transportation Tab, P1 - Would the state consider billing air transport cost at an hourly rate instead of a day rate?

Answer #36 If approved by FDEM during an emergency, the proposed daily rates may be subdivided to the hour.

Question #37 Line 16 / Attachment B.1 - Price Proposal - Meals Tab , P1 - Is "Midnight Snack" intended to be a full fourth meal (Dinner Two/Dinner for overnight staff) or is it intended to be grab and go snack availability?

Answer #37 It should be a full fourth meal.

See Addendum No. 1 that revises the Attachment B.1 Price Sheet.

Question #38 Administration - Equipment / Exhibit 1 to Scope of Work - Tables & Figures, P9 - Does the credentialling/badging system need to interface with state systems? If so, what systems are the state using for credentialling and badging? What is the process for gaining access to those systems?

Answer #38 All data from the credentialing/badging system must be transferable to FDEM systems or databases and will be determined during the emergency/disaster.

Question #39 3.2 / RFP-DEM-22-23-025 Emergency Standby Materials and Services, P12 - Can bids for RFP-DEM-22- 23-025 be submitted electronically? If so, please provide the location. If not, where do we submit the physical package?

Answer #39 See answer #13. Each response package should be addressed to the Procurement Officer and display the following information: Responding Vendor Name, Solicitation Number, Solicitation Title

Attention: Tara Walters Florida Division of Emergency Management Responding Vendor Name Solicitation Number: RFP-DEM-22-23-025 Title: Emergency Standby Material and Services Contracts

Question #40 Request for Proposals (RFP) Section 1.3, P5 - Is there an estimated duration or length of transportation needs in addition to those listed in Attachment B.2, that would provide a maximum amount of miles needed to transport each day for more accurate pricing?

Answer #40 No. Transportation will be requested as needed during the emergency or disaster.

Question #41 We intend to submit pricing for the LAND portion only, please clarify that we must quote every line item under the Land tap in the Attachment B.2 Price Proposal?

Answer #41 Yes. That is correct.

Question #42 Equipment Moblization/Demoblization (Trucking/Freight) to clarify the mileage pricing, you are requesting to move the request equipment to a predetermined location, then once completed the mission and directed to return the equipment an all miles charge to be invoiced. Your request for a mileage rate is for all miles ran, to deliver the unit and return the unit.

Answer #42 The mileage rate is utilized only for transfer to and from locations identified by the Division.

Question #43 Attachment A, Pg. 7 - For all equipment rates, is a week considered 5 days or 7 days?

Answer #43 Seven days.

Question #44 Attachment B.2 - After a 90 day period, do we apply Over 90 Day discount percentage to Days 1 - 90 or does the discounted rate only apply to days 91+?

Answer #44 The discount rate applies only for time utilized after 90 days.

Question #45 Attachment B.2 - On Air Transportation tab, there is no reference to operators/pilots. Are the rates to be proposed inclusive of licensed operators? For example: Are Cessna "Work / Lease Rates” inclusive of only equipment or full operations (including but not limited to a pilot, fuel, etc.)?

Answer #45 Yes, rates should be inclusive of the operator and supporting expenses.

Question #46 Attachment B.2 - On Land Transportation tab, there are limited references to operators. Are the rates to be proposed inclusive of licensed operators?

Answer #46 Yes, rates should be inclusive of the operator and supporting expenses.

Question #47 Attachment B.2 - On Sea and Waterway Transportation tab, there are limited references to pilots. Are the rates to be proposed inclusive of licensed operators?

Answer #47 Yes, rates should be inclusive of the operator and supporting expenses.

Question #48 Attachment B.2 - Is the boat cost all-inclusive of services (including but not limited to fuel, fluids, food, licensed operator, etc.) or only the equipment?

Answer #48 Yes, rates should be inclusive of the operator and supporting expenses.

Question #49 In Section 4.2.1, Pages 24 and 25 of this RFP, can you confirm the terms "N" and "M" below should be updated to replace the reference to "Reserve Rate" with "% discount after 90 days"?

Also, on Page 27 of the same section, can you confirm the headers in the image below "Table B - Figure 2" should be updated to reflect the same headers as in the second image below, "Table B - Figure 2"?

Answer #49 See Addendum No. 1 that revises the RFP to make these corrections.