ESBD_391202_1738095128210_Addendum 2 .docx
DOCX document 86 KB Posted
- Solicitation number
- 784-25-2402-1
- Issued by
- Texas
About this file
This Addendum 2 Q&A document was issued by the University of Houston Downtown regarding RFP 784-25-2402-1 for a Study Abroad Program in Japan scheduled for May 25, 2025 - June 05, 2025. The addendum addresses nine questions from potential bidders, clarifying submission requirements, deadlines, and program specifications. Key clarifications include the extension of the proposal deadline to February 7, 2025, at 3 PM CST, the requirement for hard copy submissions with two printed copies in ring binders plus an electronic version on USB drive, and confirmation that email submissions are not accepted. The document also specifies the need for 4-5 business/factory visits, with the university having two existing business contacts and requiring 2-3 additional industrial visits to facilities such as Nissan, Toyota, seaports, or trading houses.
The addendum addresses several compliance and operational concerns, including the mandatory HUB Subcontracting Plan requirement, though bidders can explain exceptions or justifications in Section 2 of the HSP document. Regarding insurance requirements, vendors with Japanese insurance coverage that differs from U.S. standards may submit their current coverage details for review by the university's Risk Management team. The document confirms that comprehensive logistical services are required, including guides, hotels, private transfers, and meals, as specified in Section 6 of the original RFP.
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ADDENDUM 2 Q&A
Date 01/28/2025
REQUEST FOR PROPOSAL: Re-bid RFP 784-25-2402-1 Study Abroad Program in Japan: May 25, 2025 - June 05, 2025 For The University of Houston Downtown
This addendum is intended to provide answers to questions submitted by the specified deadline. Please find the questions and corresponding answers below.
1. We would like to send you a quote via email, not mailing to the university.
A: The university does not accept submissions via email for formal solicitations. Please refer to Section 1.2 and Section 4 of the RFP document for instructions on how to respond to this solicitation. All submissions must follow the specified format and delivery method.
2. We are not going to make an appointment with the company (distribution center, guest speaker, etc.). We will send you a quote without those parts.
A: While the RFP allows respondents to focus on specific elements, it is important to address all aspects of the scope outlined in the RFP. Omitting parts of the proposal may impact the evaluation process. If certain elements, such as appointments with third parties, cannot be completed, please include a note in your submission explaining why those parts are not included and how you propose to address the associated requirements.
3. We will make sure to send you before the due date, but there is a possibility of being a little late.
A: Proposals must be received at the university by the stated deadline to be considered. Late submissions are considered non-responsive and will not be accepted. The Proposal deadline has been extended to 2/7/2025 3pm CST.
4. As we recheck the files, you require 2 printed copies in ring binders for the bid/proposal that needs to be couriered to Texas before the 30th, if that is the case we cannot meet the deadline, just rechecking, if you can accept a bid by PDF?
A: We do not accept bids via email. Please refer to Section 1.2 and Section 4 of the RFP document for instructions on how to respond to this solicitation. All submissions must follow the specified format and delivery method The Proposal deadline has been extended to 2/7/2025 3pm CST.
5. HUB rule whereby bidders are supposed to subcontract 5% of the work to disadvantaged companies (HUBs). We want to ask if we can be exempted from this?
A: A Historically Underutilized Business (HUB) Subcontracting Plan (HSP) is required to be submitted with the proposal. The respondent’s subcontracting intentions, including exceptions or justifications, should be addressed in Section 2 of the HSP document. For further guidance, please refer to Section 4.4 of the RFP document.
6. You have insurance requirements that are incompatible with our insurance arrangements here in Japan (i.e., our coverage limits in Japan are lower). We have dealt with other US and Singapore universities in the past and eventually, they have accepted that we comply with Japanese law. Let us know if that can work in your case too?
A: Please submit your proposal along with details of your current coverage limits. Our Risk Management team will review the information to determine if the deviation from our standard requirements can be accommodated.
7. Do you only want our help doing the logistics (i.e. guides, hotels, private transfers, meals, etc.)?
A: All logistical requirements outlined in Section 6 of the RFP document must be addressed in your proposal. This includes, but is not limited to, airfare, providing support for guides, accommodations, private transfers, meals, and any other related services as specified.
8. You have mentioned plant/company visits, did you have this lined up already and have established contact with the companies or do you need help on this?
A: We may have about 2 business contacts that can be used for the visit, but I do need another 2-3 business/factory/ industry zones (Nissan, Toyota, seaport, trading house, for example) visits with the student as part of the course field trip.
9. In addition to a hard copy of the bid that is required, it indicates an online submission is required as well. Are you able to assist in the creation of this account?
A: In addition to submitting hard copies, an electronic version of the bid submission on a USB drive is also required. Refer to Section 1.2 and Section 4 of the RFP document for detailed submission requirements. Please note that online submissions will not be considered; therefore, account creation is not necessary.
This addendum is also posted on the ESBD website: https://www.txsmartbuy.gov/esbd/784-25-2402-1 Addendum 2 Page 1 image1.png
File details come from the government source that posted it. Updated .