Q&A.pdf

DMS-25/26-032

Irrigation Management System Services

INVITATION TO BID NO. DMS-25/26-032

Irrigation Management System Services – Multiple Locations

QUESTIONS AND ANSWERS

Note: All written questions are reproduced in the same format as submitted by the Respondent.

NO. QUESTION ANSWER

1. Please provide clarification to the price sheet.

I understand we are to provide an amount to complete the quarterly irrigation system inspection which includes minor repairs. Any major repairs are to be proposed separately to this proposal after our initial and quarterly inspections.

See Sections 2.1.5.1, 2.2.5, and 2.2.6 of Attachment A - Scope of Work (SOW) and Section 3.6 of the Invitation to Bid (ITB).

2. The on-site managers have identified major repairs that are required. They stated the cost of these repairs should be included in our proposal.

Should we include an expected repair amount in addition to the annual maintenance inspection costs? For instance, if the annual inspection cost is X and the known major repairs is Y, do I add both X and Y in the initial period cell on the price sheet?

See ITB, Sections 2.2 and 3.6 and SOW Sections 2.1.5.1 and 2.2.6.

3. We were notified of an additional site that should be included in the proposal. The additional site is Florida Dept of Law Enforcement, 4211 N Lois Ave, Tampa, FL 33614.

How would you like the additional site added to the price sheet?

See SOW, Section 1.1.

4. We have been requested to perform monthly inspections rather than quarterly. Should we price for quarterly based in the RFP or monthly?

See SOW, Section 2.1.5.2.

5. There is no line item for emergency labor rates. How do we include that labor rate?

See SOW, Section 2.4.

6. I could not find a guideline for appropriate markup in the RFP. Can you provide guidance on an appropriate markup?

See SOW, Sections 2.2.6, 2.4.

7. The RFP request minor repairs to be included. We were informed that any damage

See SOW, Section 2.2.8.

caused by the landscaper should be repaired at their expense. Please provide guidance on the process for billing repairs caused by the landscape vendor.

8. Please provide the current landscape contract which currently includes irrigation.

This contract is available on the State Purchasing website:

https://www.dms.myflorida.com/business_ope rations/state_purchasing/state_contracts_and _agreements/alternate_contract_source/lawn _care_services2

9. ITB Section 2.1.4 page 5.

DUE TO THE AMT OF RESTRICTIONS

THAT IS IN SCOPE OF WORK (AMT OF

DAYS & TIMES)

A - CAN THE PROPERTY MANAGER

OVERRIDE ANY OF THESE

RESTRICTIONS.

B - WILL THE DEPARTMENT(DMS) TAKE

FULL RESPONSIBILITY OF THE

PROPERTIES APPEARANCE - AKA(PLANT

LIFE LACKING WATER) - BASED ON THE

OUTCOME OF QUESTION A.

C - WITH THE SZ OF THESE IRRIGATION

SYSTEMS THE AMT OF WATER

ALLOTTED MONTHLY IS EXTREMELY

LOW, MAY THE PROPERTY MANAGER

OVERRIDE.

A) See SOW Sections 1.9, 2.1.4.1 and 2.1.4.2.

B) See SOW 2.1.4.

C) See SOW, Sections 1.8 and 2.1.4.1, as well as answer “A” above.

10. ITB Section 2.1.4, Page 7.

THERE IS NO WAY TO GIVE AN ESTIMATE

ON IRRIGATION REPAIRS WHEN YOU DO

NOT KNOW WHAT IS BROKEN UNTIL

YOU DIG IT UP.

A) WILL THE DEPARTMENT BE

RESPONSIBLE FOR THE LABOR/TIME

CHARGE TO DO THIS

B) HOW FAST IS THE TURN AROUND

TIME ON APPROVALS

C) DOES THE SITE STAY OPEN OR DO

WE CLOSE IT AND WHO PAYS FOR

THIS

D) HOW CAN WE PROVIDE PICTURES

FOR AN ESTIMATE IF THE SITE IS

UNDERGROUND

A) See SOW, Section 2.1.5.1, 2.2.6 and 2.2.8.

B) See SOW, Section 2.2.6.

C) See SOW, Sections 1.2, 1.6, 1.9, 2.2.1.

D) See SOW, Section 2.3.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/alternate_contract_source/lawn_care_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/alternate_contract_source/lawn_care_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/alternate_contract_source/lawn_care_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/alternate_contract_source/lawn_care_services2

11.

ITB Section 2.1.5.2 Pages 5 & 6

INSPECTIONS ARE DONE QUARTERLY

AND ALL MINOR REPAIRS ARE

COMPLETED AT THAT TIME

A) ARE WE ON CALL 24 HRS A DAY

B) WHAT IS THE EXPECTED RESPONSE

TIME

C) WILL THE DEPARTMENT BE

RESPONSIBLE FOR THE AFTER

HOURS/EMERGENCY TIME FOR

ADDITIONAL BILLING

A) See SOW, Section 1.9.

B) This will be dependent on the severity of the problem. SOW, Sections 2.1.2, 2.2.1,2.2.6.

C) See Answer to Question 5.

12.

ITB Sections 2.1.1, 2.2.5 & 2.2.6 Pages 5 & 6

THESE 2 SECTIONS CONTRADICT EACH

OTHER - PLEASE EXPLAIN/CLARIFY

A) CONTRACTOR IS RESPONSIBLE FOR

THE BILL FOR MINOR REPAIRS

UNDER THIS CONTRACT

B) IS THE DEPARTMENT RESPONSIBLE

FOR THE BILL FOR MAJOR REPAIRS

See SOW Section 2.2.5.

See SOW, Sections 2.1.5.1, 2.1.5.1.1, and 2.2.2 See SOW, Sections 2.2.6, 2.2.7, 2.2.8.

13. ITB Section 2.2.6 Page 7

A) WILL THE DEPARTMENT BE

RESPONSIBLE FOR THE

DISCOVERY/DIG TO FIND OUT THE

MAJOR REPAIRS

B) NO WAY TO GIVE AN ESTIMATE FOR

REPAIRS, PARTS, LABOR, ETC. IF

EVERYTHING IS UNDERGROUND -

WILL THE DEPARTMENT PAY FOR

ANYTHING ELSE THAT IS FOUND

DURING A MAJOR REPAIR OR DOES

THE CONTRACTOR NEED TO PUT IN

ANOTHER ESTIMATE

See Answer to Question 12.

14. 2.1 PAGE 5

WILL ALL SITES HAVE DETAILED "AS

BUILT" PLANS PROVIDED

Not all Facilities will have As-Built plans, but any available will be provided to the awarded Contractor.

15. 2.1.4 PAGE 5

ARE THERE ANY RESTRICTIONS ON THE

TIME, DAYS THAT WORK CAN BE

PERFORMED ON THESE PROPERTIES

See SOW, Section 1.9.

16. 2.1 PAGE 5 No.

WILL THERE BE ANOTHER OPPORTUNITY

TO ASK ADDITIONAL QUESTIONS BASED

ON THE ANSWERS TO THE 1ST SET OF

QUESTIONS

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