Combined Q A for RFP _24_11 24_12 and 24_13 (.pdf

Combined Q &A for RFP #24-11, 24-12, and 24-13

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NOTE: All responses to Questions are in RED.

1. Is there a firm currently providing these services to the County? If yes, who?

Yes, Rostan, CTC, and GMC are currently providing services under the emergency contracts.

2. If there is an incumbent providing the services specified in the RFP, are they eligible to respond to the current RFP?

Yes, they are all currently able to respond.

3. Were the services provided by the incumbent satisfactory?

Currently, all services are satisfactory.

4. If selected, are firms required to have personnel available in person?

Personnel is required once selected and work begins.

5. Can you advise if you are currently under an emergency contract with a firm for debris monitoring and/or disaster recovery services?

Yes, we are currently operating under an emergency contract.

6. In addition, would the town consider waiving bonding requirements, since bonding for professional services is not typical, nor required by FEMA.

No bonds will be waived.

7. Are you and your team willing to consider a provider that provides just one (or potentially two) of the components, specifically as listed below?

Yes.

8. Was there an incumbent prior and is the scope of work the same?

Yes.

9. What was their contract number and amount used to execute the contract?

There was not a contract number and no amount was used to execute the contract.

10. What is your budget for this project?

Unknown

11. Will the contract be awarded to 1 or several contractors?

It can be.

12. Is a bond required?

Yes.

13. Can the location be visited at any time?

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Yes.

14. Does the County have any current emergency services provider(s) assisting the County with debris removal and/or debris removal monitoring services?

Yes.

15. Is there a firm currently providing these services to the City? If yes, who?

Yes. We have CTC for debris collection and hauling; Rostan for monitoring; and GMC for public assistance.

16. If there is an incumbent providing the services specified in the RFP, are they eligible to respond to the current RFP?

Yes, the incumbents are eligible to respond and provide a proposal.

17. Were the services provided by the incumbent satisfactory?

Yes.

18. If selected, are firms required to have personnel available in person?

I’m not sure what you mean by this question. If you’re asking if the selected contractor may hire subcontractors to flesh out their own manpower the answer is yes, they can.

19. We are in the process of reviewing the RFP for the City and had a question – we wanted to confirm that this is a pre-event contract and not for current work?

Good question. No, sorry if we were unclear, this is for ongoing work. We put in place emergency, 90-contracts for Hurricane Helene debris clean up and are now posting RFPs for work that will extend beyond the emergency contract timeline.

20. I had a couple of questions for you, regarding the following bid:

a. Is the City of Thomson willing to consider sub-contractors for the following part of the bid YES

b. PE-69754-NONST-2024-000000005 INFORMATION TECHNOLOGY & DATA MANAGEMENT

The Successful Contractor will be expected to provide Information Technology and Data

Management services relative to the City’s FEMA public assistance request, including, but not limited to, the following:

i. Possess the expertise to assist City staff in the development of IT solutions that support the management and implementation of disaster recovery programs; YES

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ii. Develop processes for the City to properly collect data and document information as necessary to optimize compliance with federal, state, or other agencies; YES

iii. Ensure City documentation is sufficient to respond to audits and reviews YES

Not sure what the questions are about the items a. thru c, above, but what is written is the expectation.

21. So once the bid winner is chosen, the bid winner will decide the sub-contractor

We would like to know who the sub(s) would be and when they can be mobilized. Like all communities, we are against the clock to obtain federal reimbursement for costs associated with the storm, to include debris collection.

22. Or do you have a preferred list of sub-contractors that the city selects from ?

We have no pre-approved subs. As you know, trucking and debris collection industry are all competing for the same finite resources -- there are only so many trucks, licensed drivers, etc., for 60+ counties in GA, let alone the needs in FL and NC,

23. Will the prospective sub-contractor be required to submit any documentation or fill out any forms for certifications, like E-Verify, or similar, like the Georgia business registration, or any county / city affirmation or validation, beforehand ( i.e before the bid deadline date )

No, but there needs to be a plan to get this done rapidly. We have contractor on the ground now and ideally we would have any newly selected contractors to fall in and as seamlessly as possible continue the work that was begun, without a significant delay to mobilize.

24. Will the City confirm that there is no bid bond required?

Page 19: When Bid bonds are required, they must be in a sum equal to five percent (5%) of the total amount of the supplier’s response.

25. Will the City verify the zip code for delivery?

Page 2:

CITY OF THOMSON

FINANCE DEPARTMENT

210 RAILROAD STREET

THOMSON, GA 30824

26. Will the City clarify how many copies of the contractor affidavit form are required?

Page 7: g. ___ Contractor Affidavit – an additional copy (showing as notarized) of the

Contractor (EV) affidavit must be included with response.

27. Will the City please provide a link to the registration information or resources page on their website?

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a. Page 7: * If a complete and compliant (both required documents uploaded) registration has been submitted online, you may include a statement that you have a completed registration on file. Instructions and forms for registration may be found on the City’s website under Resources

b. Page 37: Supplier registration. Supplier registration includes both information needed by the City and affidavits/ information required by the State of Georgia. The City cannot award an RFP to a supplier with incomplete registration. Registration is now done online and you can check to see if your profile is compliant (has both EV affidavit and W9) by logging in with your user-id and password. Even if you are not providing labor and do not need an E-Verify number, you will need to note the appropriate reason and sign.

28. Page 16 mentions a W9, but it is not mentioned in the bid-specific information requested on page 7 (Section 1.4). Would the City like the W9 to be placed in the proposal? Or is it only required on the online supplier registration, as mentioned on page 37?

a. Page 16: Supplier response to this bid must consist of the following documents in addition to any bid-specific information requested in Section 1.4:

Pricing

Schedule of proposed work

Completion Schedule

W-9

Reference list of a minimum of three (3) references (supplied).

b. Page 7: 1.4. PACKAGING/SUBMISSION REQUIREMENTS

The following information and/or documents MUST be included with the supplier’s response and in the order listed below: . . .

c. Page 37: Supplier registration. Supplier registration includes both information needed by the City and affidavits/ information required by the State of Georgia. The City cannot award an RFP to a supplier with incomplete registration. Registration is now done online and you can check to see if your profile is compliant (has both EV affidavit and W9) by logging in with your user-id and password. Even if you are not providing labor and do not need an E-Verify number, you will need to note the appropriate reason and sign.

29. RFP Page 8, Section 1.3.14; and Page 20, Section 3.8: Please confirm that bid bonds are not being required with proposals.

Bonds are not required to be submitted with proposals. However, they must be presented within ten (10) days of the Notice of Intent to Award or prior to the award of the contract, whichever is later.

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30. RFP Page 9, Section 1.4 states that an “Information Cover Page (supplied)” should be included with the proposal response. Can the City please confirm if this is the form entitled “RESPONSE

SUBMITTAL COVER?” If not, can you please advise which form this is or provide it?

Page 26 of the document "RESPONSE SUBMITTAL COVER" should be used as the "Information

Cover Page" designated in Section 1.4

31. RFP Page 9, Section 1.4: states “Supplier Affidavit – an additional copy (showing as notarized) of the Supplier (EV) affidavit must be included with response.” Please clarify what the City means by the statement that an additional notarized copy should be included. Does the City want two copies of the same form in each proposal?

Yes. Two notarized copies.

32. RFP Page 9, Section 1.4.1.1; Page 11, Section 3.3.1; RFP Page 17, Section 3.3.3; RFP Page 27, SUPPLIER DISCLOSURES form): There are several references throughout the RFP to the City’s budget, can the City please share the budget for this contract?

Budget amount is currently unknown.

33. RFP Page 15, last paragraph: Can the City please provide the names and titles of the evaluation committee members?

Not available at this time.

34. RFP Page 17, Section 3.3.4 states that a “Schedule of proposed work” document should be included with the proposal in addition to the documents outlined in RFP Section 1.4. Is this a form that has been provided by the City? If not, what should be provided in this part of the proposal?

Include a proposed timeline for the scope of work to be completed.

35. RFP Page 29, Proposal Form: Consulting Services for Disaster Recovery and FEMA Public

Assistance, description of Schedule B states that “Questions and References detailed in Section 5 will be applicable to the evaluation for this section. RFP Section 5 outlines the insurance requirements. Can the City please confirm that this is the correct information that will be evaluated and should we include a sample insurance certificate as proof of insurability?

Sample insurance certificates as proof of insurability will be accepted.

Other questions (no specific RFP citations):

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36. Can the City please provide the name(s) or any incumbent firm(s) or firm(s) who have provided similar work for the City?

Goodwyn Mills Cawood (GMC) is currently providing these services under the emergency contract.

37. Is the City’s preference to contract with the same or different firms than the Town of Dearing and McDuffie County, who also have also posted similar RFPs due on the same date?

Undecided.

38. Will remote work be welcomed for work performed under this contract?

On-site work is preferred.