QA1-CMV Safety Training and Education.docx

STATE OF MICHIGAN PROCUREMENT

Bidder Questions & Answers 200000000514 Commercial Motor Vehicle (CMV) Safety Training and Education Program Bidders who have questions for the above Solicitation must fill the sections below and attach the document in an email to the Solicitation Manager, as described in the Instruction to Bidders.

Request for Proposal

Section Requirements

5) b) ii)

As a bidder, the contractor is the employer of record and makes all human resource decisions in all aspects of the organization. This includes, recruiting, hiring, handling all personnel matters in the workplace and/or termination. As the STATE/OHSP is not the employer of grant-recipient employees, this clause is at best confusing because it involves human resource scenarios beyond the control of grantee. How is it possible for the grant administrator for the State to control the employees of an unaffiliated, independent entity? Is the State willing to risks in place of the grantee or indemnify the grantee to accommodate this condition or is this requirement more of a suggestion of communication and guidance/coordination?

This is required based on past issues where there was no communication from grantees regarding personnel changes that required approval from the governing commission. The use of the word “may” instead of the word “must” demonstrates that communication before the change in personnel (and related cost are incurred) is the requirement.

Section requirements 5)c)

Which is correct – is the Staffing Standard required or desired?

Should be noted as “required”.

Requirements 5)d)

Key Personnel as describe in 5) b) i) would be the Project/Program Director

No other staff would be assigned as key personnel.

Is this section of the RFP asking for ALL staff positions and details or just Key Personnel per 5) h) I)?

The Project/Program Director information is required. It is preferred (but not required) to also provide details about all other staff positions to include personnel who answer the phones that may provide information regarding state and federal regulations.

Requirements 5)e)

Item 3 a)

Please elaborate on the monthly progress report and what support documentation is required? If this is not the what the FSR (and documentation) accomplishes, then what form/detail is required separate from the FSR?

Monthly progress reports would include, but not limited to, statistics for goals of the program, locations and classes taught, number of students in each class, student evaluations from each class, social media statistics, number of phone calls made to the office for specific categories, public information and education (PI&E) statistics, etc.

Item 2

g) Budget, Reimbursement and Funding

ii) 3)

2). g). ii). (3)

Page 58 of the Grant Requirements discusses Indirect Costs, shows a table of direct and indirect costs examples, but the RFP states that “Indirect costs will not be accepted if included an FSR.”

If Indirect costs are NOT allowed as stated in 2). g). ii). (3) why would the grant requirements list indirect costs? Virtually all other State grant recipients are eligible for submitting justifiable indirect costs for consideration. The chart/examples in the Grant requirements show the appropriateness of indirect costs. Why is there an inexplicable contradiction that “allowable indirect costs may be submitted” but “indirect costs will not be reimbursed if included in an FSR”?

This is standard language for every Truck Safety grant. Indirect costs for this particular grant are not applicable because the grant is 100% funded. There are no costs absorbed by the grantee. This was examined in past years and determined if a grant is 100% funded, there are no indirect costs allowed.

Bidders may include additional information as an attachment.

It is preferred to have it listed as monthly. The bidder may also include the yearly total if desired, but comparisons between bidders will be normalized to a monthly amount, as presented on Schedule B.

This is a condition for every grant administered by the OHSP, regardless of the type of personnel (state or non-state). Pre-approval for lodging and meals can be submitted BEFORE the cost in incurred if the price line cannot be met due to economics of the area.

Car rental and fuel must be approved before the cost is incurred. Mileage for personal car use is not an approved expense.

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