QA RFP-DEM-22-23-037 ADDENDUM No. 1.pdf

ADDENDUM No. 1

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

WRITTEN ANSWERS TO QUESTIONS

RFP-DEM-22-23-037

Emergency Incident Management Team Personnel

All written questions are reproduced in the same format as submitted by the Vendor.

Question Number

Question

Question #1

Can the Division please confirm whether paper copy submission is required?

Answer #1

Yes, one unredacted and bound paper copy of the Proposal is required.

Question #2

Per the RFP, the awarded vendor may be required to provide a letter of credit or performance bond in an amount of

$1 million prior to contract execution. Will the State consider accepting, if required, a letter of credit or performance bond upon Task Order execution (after the required services and estimated project cost are confirmed/determined) versus prior to contract execution.

Answer #2

A determination has not been made at this time. Addendum No. 1 reduces this requirement from $1 million to

$500,000. Please see revised RFP attached.

The RFP indicates that Respondents shall provide proof of the ability to obtain a letter of credit or performance bond.

#3

Are bidders required to respond to all elements to qualify?

#3

Yes.

Question #4

Will bidders be permitted to respond to only Type 1, Type 2, or Type 3, or must all Types be included in the proposal?

Answer #4

Vendors must be able to provide an hourly rate, overtime, and reserve rate for all Job Titles and NIMS Types to be considered.

Number

Question

Question #5

Will bidders be permitted to only respond to single resource positions?

#5

No.

#6

Form 6 references an Evaluator Workbook. Please provide a copy of this workbook for reference.

Answer #6

See Page 80 of RFP.

Question #7

Section 4.1 provides for 300 possible points for “Relevant Experience and Resumes.” Form 6 only reflects Relevant

Experience, with points divided between 3 example projects. Please clarify how Relevant Experience (and Resumes) will be evaluated.

Answer #7

The Technical Proposal Evaluation and Criteria section 4.1, page 21 of RFP states that: “The Respondent shall be awarded up to 100 points for each for the 3 experience examples provided for a possible score of 300 points.”

Resumes are required but will not be scored; only the three (3) specific and detailed examples will be scored as described on Tab 3 (page 15 of RFP) and reflected on Form 6.

Form 6 Evaluation Workbook revised (For Evaluator Use Only).

#8

Form 6 defines a scoring criteria as “Custom Service.” Please confirm this should be Customer Service, per page 21.

Answer #8

Yes. Addendum No. 1 corrects this spelling. Please see revised RFP attached.

Question #9

The RFP states that award may be made “for all or part of the work.” Please confirm that vendors may provide proposals for specific areas of the scope of work.

Answer #9

See answer #4.

Question

Question #10

Please confirm that an appropriately labelled envelope containing the USB thumb drive is satisfactory to meet the requirement to label thumb drives with Respondent’s name and Proposal number (i.e. the label does not need to be on the USB itself).

Answer #10

Yes.

Question #11

The RFP requests at least 2 resumes for each single resource on the pricing sheet, as well as resumes for each position listed under the Type 1 Long IMT category. For positions that are included in the single resource category and the Type 1 Long IMT category, are these requirements additive? For example, are 4 resumes required for Liaison

Officer (2 for Type 1 Long IMT + 2 for single resource), or are only 2 resumes required?

Answer #11

Resumes are additive. Any single resource position that is also listed in the Type 1 Long IMT category do not require additional resumes.

Question #12

Please clarify how resumes will be evaluated.

Answer #12

See answer #7.

Question #13

Please confirm that Preference to Florida Businesses does not apply to this procurement, as it is not a bid for goods.

Answer #13

Preference to Florida Businesses does not apply.

#14

Does FDEM require vendors to submit resumes of key personnel (page 31), or at least 2 resumes for each single resource on the pricing sheet and resumes for each position listed under the Type 1 Long IMT category (page 16)?

Answer #14

Submit two (2) resumes for each position listed under the Type 1 Long IMT and single resource categories. Any single resource position that is also listed in the Type 1 Long IMT category do not require additional resumes. The reference to resumes on page 31 and 32 of the RFP specifies that the Division may request the resume(s) of any person the vendor will be deploying for a specific incident prior to their deployment.

Question

Question #15

Would a contract award resulting from this RFP-DEM-22-23-037 Emergency Incident Management Team Personnel solicitation create a conflict of interest that would preclude the awarded Contractor from consideration and contract award in the FDEM RFP-DEM-22-23-025 Standby Materials and Services solicitation?

Answer #15

We are not aware of any conflict at this time.

Question #16

Does the State anticipate a letter of credit or performance bond being required under the resulting contract? Section

3.7 states that awarded Vendors may be required to provide a letter of credit or performance bond prior to the execution of a Contract.

Answer #16

See answer #2.

Question #17

What is considered “proof of the ability to meet the Responsive Requirements”?

Answer #17

See section 3.5, Responsive Requirements.

Question #18

Are 11” x 17” fold-out pages allowed for large charts or graphics?

Answer #18

No.

Question #19

The following Job Titles appear in the IMT Short Team Types and IMT Long Team Types areas of the Price Sheet but do not have dedicated rows in the Single Resource – ICS Positions section:

• Documentation Unit Leader

• Demobilization Unit Leader

• Supply Unit Leader

• Medical Unit Leader

• Food Unit Leader

Question

Will FDEM correct this on the pricing sheet so that the rates for these positions can be entered? Or should these positions be removed from the IMT Short Team Types and IMT Long Team Types areas of the Price Sheet?

Answer #19

FDEM will include Documentation Unit Leader, Demobilization Unit Leader, Supply Unit Leader, Medical Unit Leader, and Food Unit Leader in the single resource category of the Price Sheet.

Addendum No. 1 revises Attachment B Price Sheet to include these positions. Please see revised RFP and

Attachment B Price Sheet.

Question #20

Will the agency consider a vendor compliant if they only present pricing for one resource up to multiple resources, or must the vendor present a price for all resources listed in the RFP to be considered compliant?

Answer #20

See answer #4.

Question #21

Please specify order of precedence if conflicts exist between the FDEM contract, the MFMP Purchase Order Terms and Conditions and PUR 1000.

Answer #21

Please see Paragraph 1 C. of the Contract set forth in Attachment C.

#22

Is this section applicable to this RFP? Will the Division accept alternative documentation to validate financial stability?

Answer #22

Yes, it is applicable. No alternative documentation will be accepted.

#23

Does the state have an expectation of the number of Teams by type that it desires to have available?

Answer #23

The number of teams, by Type, is variable and depends on the number, type, and complexity of incidents that impact

Florida and overwhelm its capabilities. In response to Hurricane Ian in 2022, the State requested (1) Type 1 IMT, (1)

Type 2 IMT, (14) Type 3 Long IMTs, and (6) Type 3 Short IMTs which were comprised of both in-state and out-of-state personnel.

Question

Question #24

Would FDEM payment terms of net 60?

Answer #24

The RFP indicates that: “Although the State of Florida’s statutory timeline prescribes for Contractor payment within 40 days, this timeline may be suspended by emergency executive and/or agency order during emergency activations in recognition of the anticipated increase in volume of invoices, and payments to the Contractor may be delayed.

Therefore, the Contractor must have sufficient funds on hand to cover all Contractor personnel and staff salaries and other expenses for a minimum of 90 days.” See Page 36.

Question #25

What modifications, if any, may be made by Vendor to the terms and conditions of Attachment C – Sample FDEM

Contract? If modifications are permitted, how and when does Vendor submit proposed changes?

Answer #25

Changes will not be accepted.

Question #26

Attachment C – Sample FDEM Contract. Section 5 Surety Bond. Is this section applicable to the Emergency IMT

Personnel RFP?

Answer #26

Determination has not been made at this time.

Question #27

Attachment C – Sample FDEM Contract. Section 6 Performance Bond. Is this section applicable to the Emergency

IMT Personnel RFP? If so, can the performance bond be acquired with the issuance of a task order or at the time of contract signature?

Answer #27

See answer #2.

#28

Sample FDEM Contract. Section 7B Limitation of Liability. Please advise which provision applies to the Emergency

IMT Personnel RFP.

#28

The first provision applies.

Question

Question #29

Attachment C – Sample FDEM Contract. Section 7D Liability Insurance. Please advise which provision applies to the

Emergency IMT Personnel RFP.

Answer #29

The second provision applies.

Question #30

The SOW credentialing requirements state personnel “must be qualified in their respective NIMS ICS positions and have successfully completed task books from either the Federal Emergency Management Agency (FEMA), National

Wildfire Coordinating Group (NWCG), or Florida AHIMT Program”. Task 4 of the SOW also states personnel can

“meet or exceed the minimum qualifications standards outlined in the NIMS NQS” and “position qualifications systems comparable to NQS may be considered by the Division”. Will FDEM accept NIMS ICS qualifications consistent NQS

– and other industry standards (i.e.: All-Hazards IMT Association IIMQS or U.S. Coast Guard) as part of the proposal and not be limited to NWCG, Florida AHIMT Program, etc.?

Answer #30

Yes. FDEM will accept comparable position qualifications from any State, Federal, or other governmental program that adheres to the NQS.

Question #31

Will FDEM consider lowering the requirement for $1M credit or bond? We have a line of credit (not $1M) and have performed similar scopes of work without this requirement. A line of credit or bond of $1M is challenging (possibly prohibitive) for a small business to obtain.

Answer #31

#32

With regards to the line of credit, our bank has branches in Florida but we bank in another state and that is where our line of credit is. Can you clarify the requirements for proof of line of credit and will you accept proof from a national bank with the contractor banking outside of Florida?

Answer #32

Yes. If a bank has license and branches in Florida it meets the requirement.

Question #33

We typically invoice actual travel costs consistent with government allowable costs separate from labor costs as opposed to a fixed rate inclusive of travel. This usually results in cost savings to the client (labor + actual travel costs). Will FDEM consider travel costs separate from hourly rates to provide a more economical option to Florida?

Question

Answer #33

No.

Question #34

Can the rate sheet be adjusted to include hourly rates without travel and note travel as a separate line item invoiced at actual cost?

Answer #34

No.

Question #35

Does FDEM have specific contractor furnished equipment requirements beyond basic equipment for single resources

(basic communications and IT and position-specific resources)? Is there a requirement for large-scale communications and IT infrastructure, ICP and base camp furnishings, etc.?

Answer #35

Contractors should furnish common electronic and office equipment commensurate with the mission assignment.

Specialized equipment is incident-specific but is typically provided by FDEM.

Question #36

The Workers Comp and Liability insurance requirements on page 52 can be onerous for small business. Can these be adjusted?

Answer #36

No.

Question #37

Can the following requirement under 5.2 () be waived? This is onerous and prohibitive for a small business: A vendor whose principal place of business is outside this state must accompany any written bid documents with a written opinion of an attorney at law licensed to practice law in that foreign state as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.

Answer #37

Preference to Florida Business is applicable to bids for goods only pursuant to section 287.084(1)(a). This provision does not apply.

Question #38

Will a Surety Bond be required for this project? If so, in what amount?

Question

Answer #38

See answer #26.

#39

Will a Performance Bond be required for this project? If so, in what amount?

Answer #39