Manned_Model_RFP_Revision_2.pdf

State of California—Transportation Agency EDMUND G. BROWN Jr., Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

Safety, Service, and Security

Business Services Section Contract Services Unit P.O. Box 942898 Sacramento, CA 94298-0001

(916) 843-3610

(800) 735-2929 (TT/TDD)

(800) 735-2922 (Voice)

May 9, 2016

TO ALL PROSPECTIVE BIDDERS:

RE: REVISION #2 REQUEST FOR PROPOSAL (RFP) #15M900001

Revision #2 changes the RFP as shown below:

1. Point C, page 2, “Time Schedule (Key Action Dates)” of the schedule listed in RFP Revision #1 is replaced in its entirety with the following:

C. Time Schedule (Key Action Dates)

Below is the time schedule for this RFP, for which United States of America, Pacific Time Zone is applicable:

Event Date Time (if applicable) RFP Released April 21, 2016 Questions Due April 24, 2016, no later than 4:00 p.m.

Responses Posted April 29, 2016 Proposers register Intent to Submit a Proposal

May 6, 2016, no later than 4:00 p.m.

Proposal Submittal Due*

OPTION 1—Proposal submitted through electronic delivery to a URL assigned to the Proposer

OPTION 2—Proposal submitted via email to Loretta.Maddux@chp.ca.gov

OPTION 3—Proposal submitted to a file transfer protocol or other electronic drop box website of the Proposer’s choice

May 13, 2016, no later than 4:00 p.m.

*The requirement for a hard copy of the Proposal was previously stricken in REVISION #1 REQUEST FOR PROPOSAL (RFP) #15M900001. A Proposer may now choose one of three options to electronically submit a Proposal (see further instructions in Section M.

below).

Business Services Section, Contract Services Unit BOPC RFP for Manned Model Shiphandling Training Services

2. Section L, “Proposal Format and Content Requirements,” Subsection 2, has been replaced in its entirely with the following:

2. Proposal format requirements

a. Proposers are advised to electronically scan a Proposal (as indicated below in point

3.) and submit the electronic scan of the Proposal by the Proposal due date for submittal as stated in Section C, Time Schedule (Key Action Dates), The electronic copy of the Proposal must be complete with a copy of all required attachments and documentation.

b. The Proposal and all attachments/forms must be signed by a person authorized to represent the individual or firm submitting the Proposal. Have a person who is authorized to bind the firm submitting the Proposal sign each form that requires a signature, prior to converting to electronic format. Signature stamps are not acceptable. Unsigned Proposals may be rejected.

3. Section M, “Submission of Proposals” of the RFP has been replaced in its entirety with the following:

M. Submission of Proposals

1. Submission Instructions

a. The Proposal must be formatted as specified in Section L, point 2. Assemble a signed original Proposal package, convert to Adobe Portable Data Format (PDF) and electronically submit the Proposal by one of three options:

OPTION 1: Upload the completed Proposal and all attachments to the URL assigned to your firm when your firm notified CHP of its intent to submit a Proposal (Section D). THEN , send an email notification to Loretta.Maddux@chp.ca.gov confirming that the Proposal is available for pickup and request a Proposal receipt confirmation.

NOTE: DO NOT ELECTRONICALLY RESPOND TO ANY NOTICE FROM

THE SERVER NOTIFYING YOU OF THE URL. This will receive an error message. Send any correspondence to the State’s Contract Analyst’s email address listed above.

OPTION 2: Email the completed Proposal and all attachments to

Loretta.Maddux@chp.ca.gov. THEN , send a separate email to Loretta.Maddux@chp.ca.gov requesting receipt confirmation of the submitted Proposal.

NOTE: Due to email file size limitations on either the Proposer’s or CHP’s email system, a Proposer may need to submit a proposal to the above-listed CHP Contact in more than one part. The separate email request for Proposal receipt confirmation should state how many emails were sent to submit an entire Proposal and all attachments.

OPTION 3: Upload an electronic copy of the completed proposal and all attachments to a file transfer protocol or other electronic drop box website of the Proposer’s choice. THEN , send an email notification to Loretta.Maddux@chp.ca.gov confirming that the documents are available for pickup and request a Proposal receipt confirmation.

b. If the Proposal is made under a fictitious name or business title, the actual legal name of the individual or firm must be provided.

c. Regardless of the method of delivery, the CHP Business Services Section, Contract Services Unit must receive the electronic copy of the Proposal by the date and time stated in Point 1 of this revision (Revision 2) The State will not consider late Proposals.

NOTE: It is the Proposer's responsibility to ensure the Proposal is received by the State before the Proposal due date/time. The State is not responsible for Proposals received after the due date and/or time due to circumstances beyond State's control.

2. Proof of Timely Proposal Receipt

a. To timely submit a Proposal, CHP Business Services Section, Contract Services

Unit’s Contract Analyst must receive the Proposal at the electronic delivery address selected by the Proposer no later than the date and time specified in point 1 of Revision 2. Delivery to any other website or email address will be deemed non-responsive.

b. State staff will respond by acknowledging receipt of the submission of a Proposal to the e-mail contact listed in the Proposal within four (4) business hours after receipt, Pacific Time.

c. Due to the time difference between California’s Pacific Time Zone and the time zone of a Proposer, Proposers are encouraged to submit a proposal in sufficient time to receive a confirmation from CHP’s Contract Analyst that a proposal was received in its entirety on or before the Proposal due date and time.

Proposers accept the risk that a Proposal is not timely received due to inadequate or insufficient electronic transmission when submitting a Proposal near the Proposal due date and time.

d. The State will deem late Proposals non-responsive.

3. Proposer costs

Proposers are responsible for all costs of developing and submitting a Proposal. Such costs cannot be charged to the State or included in any cost element of a Proposer’s price offering. Where applicable, Proposer should carefully examine specifications. No additions or increases to the Agreement amount will be made due to a lack of careful examination of work sites and specifications.

4. The State’s Electronic RFP Process

The State’s RFP and revisions that were e-mailed to potential Proposers are created in a software program made by “Adobe”. The Adobe Corporation offers “Adobe Reader” which is a software program that displays the PDF in a readable and printable format.

The RFP and revisions are also posted online on the State’s website, and may be viewed online and/or downloaded. Proposers that wish to view the State’s posted documents for this RFP may access this information as follows:

Push down the “control” key while you click into the following link (or copy and paste into a web browser):

HTTPS://CALEPROCURE.CA.GOV/PAGES/INDEX.ASPX

Click “Get Public Procurement Information”

Select “Current Bids”

Click into “Event ID”, enter 0000001318 and select “Search”

15M900001 will appear under “Events”

Click the arrow to the right

A new screen entitled “Event Details” will appear.

Click on “View Event Package”

The RFP, the sample Agreement, and any revisions may be viewed on-line

All other terms and conditions and conditions of RFP #15M900001 shall remain the same.

Sincerely, Loretta Maddux Associate Contract Analyst