Q & A for RFP 25-2293.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- MiCorps Program Administration
- Solicitation number
- RFP 761 250000002293 3
- Issued by
- Michigan
About this file
This file is a Question and Answer document for RFP 25-2293 issued by the Michigan Department of Environment, Great Lakes, and Energy (EGLE) regarding the MiCorps program. The RFP solicits a contractor to manage multiple tasks including volunteer monitoring programs, grant administration for the Volunteer Stream Monitoring Program (VSMP) and Volunteer Creek Stewardship Program (VSCP), program promotion, Cooperative Lake Monitoring Program (CLMP) administration, and an annual conference. The contract is anticipated to begin September 16, 2025, and will run for five years. The annual conference must be at least one day in length, with the first conference planned for Fall 2025. Professional development opportunities including attendance at conferences such as AAPS, NWQMC, and MLSA are encouraged and eligible for reimbursement. CLMP training expenses, including travel to the MLSA conference, should be included under Task 2 administrative costs rather than Task 9 professional development.
Regarding funding and budget parameters, EGLE has established minimum annual grant funding of $75,000 per year for VSMP grants and $25,000 per year for VSCP grants across the five-year contract period, though these amounts are subject to change based on yearly departmental budgets. Travel expenses are allowable for pre-approved work and will be reimbursable, contrary to language in the original RFP that stated travel would not be paid. EGLE has not established a maximum or minimum budget for the overall contract. Budget amendments or enhancements are not planned for unforeseen circumstances such as the development of new monitoring parameters. An updated Memorandum of Understanding with MLSA regarding CLMP implementation is currently in the EGLE approval process and will be provided to bidders.
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Other files
| File | Type | Posted |
|---|---|---|
| CLMP MOU between DEQ and MLSA 1995.pdf | ||
| Schedule B Pricing RFP 250000002293.xlsx | XLSX spreadsheet | |
| RFP 250000002293 MiCorps Program Administration.docx | DOCX document |
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Text version
Sheet1
| Question# | Document and Section | Page # | Bidder Question | EGLE Response |
| 1 | Schedule A; 7.1 Invoice requirements | 58 | Document states, "Overtime, holiday pay, and travel expenses will not be paid." This work requires extensive travel by all team members that has historically been reimburseable. Please clarify - can we include travel expenses in our budget, and can we invoice for them? | Travel expenses are allowable for pre-approved work. This sentence can be removed before the contract is finalized. |
| 2 | Schedule A. Tasks 2.16, 3.7 | 39, 42 | The document states in several places that "if new parameters are to be collected", the contractor will have to develop the procedures and QAPP, and then presumably though it doesn't specifically say this-- implement the monitoring parameter so volunteers can do it. Can we assume that if something this big came about, a budget amendment/enhancement would need to be put in place? | Budget amendment/enhancements are not planned. |
| 3 | Schedule A, Task 3 | 40 | The funding available for VSMP grants is not provided in the RFP. In order for us to distribute that funding, we must include it in our programmatic budget. Can the State provide an amount (or reasonable estimate) of the available funding for VSMP grants for each program year (or in total)? | The funding amount is planned to be a minimum of $75,000 per year for all 5 years of the contract. This amount is subject to change based on yearly departmental budgets. |
| 4 | Schedule A, Task 4 | 43 | The funding available for VSCP grants is not provided in the RFP. In order for us to distribute that funding, we must include it in our programmatic budget. Can the State provide an amount (or reasonable estimate) of the available funding for VSCP grants for each program year (or in total)? Is it still $25,000? If so, it should be noted that it has remained this amount since MiCorps started in 2005. | The funding amount is planned to be a minimum of $25,000 per year for all 5 years of the contract. This amount is subject to change based on yearly departmental budgets. |
| 5 | Schedule A, Task 6.1 | 46 | "The promotion of program information will include… volunteer opportunities outside of MiCorps". What scope and frequency of effort to promote non-MiCorps programs and non-MiCorps opportunities is intended by this requirement? Can examples be provided? | At times MiCorps has promoted opportunities that our MiCorps groups are providing that are outside of the MiCorps program. Oiften our MiCorps groups are county Conservation Districts and watershed groups that provide a wide array of opportunities to protect the environment. At times, they will ask MiCorps to help promote their programs, especially if they are related to water quality. If we have the time and resources, we will help promote these opportunities via our social media or email list serve. |
| 6 | Schedule A, Task 9 | 49 | Please clarify the intent: Does this mean that all staff must attend the AAPS and NWQMC conferences, or are these conferences provided as examples of eligible professional development opportunities? | These are eligible conferences for reimbursement by the contract. They are not required, but are encouraged and the most likely to be approved for reimbursement. |
| 7 | Schedule A, Task 9 | 49 | The MLSA conference is listed as a professional development opportunity. Because the MLSA conference is the traditional and likely location of an annual CLMP in-person training event, and select MiCorps staff and the EGLE MiCorps Program Lead attend MLSA in that training capacity, should the travel/registration costs associated with attending the MLSA conference be included here under Task 9, or under Task 2 (CLMP administration)? | For the contractor, expenses associated with the CLMP training, including the MLSA conference travel, should be be included with Task 2. For EGLE staff, the travel costs can be covered under Task 9. |
| 8 | Schedule A, Task 8 | 49 | The anticipated contract start date is October 1, 2025. The annual Conference is held each fall. Does the State expect the Contractor to plan and execute a Conference in Fall 2025? | A correction will be made to have the contract start September 16, 2025. Plans for the Fall conference will be drafted under the current contract with a fall 2025 conference being implemented with this contract. |
| 9 | Schedule A, Task 8 | 49 | Does the State have any requirements for the length of the Conference (e.g., 1 day, multiple days)? | A minimum of 1 day. |
| 10 | Schedule B, Pricing | 61 | Does the State have a budget maximum or minimum for this RFP? | A budget has not been decided on for this Contract. |
| 11 | Schedule A, Scope | 35 | The RFP references an MOU with MLSA for implementation of the CLMP. Can EGLE provide a copy of this MOU, so bidders can understand the terms of this pre-existing agreement? | The current MOU is provided; however an updated MOU is working its way through the EGLE approval process. |
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