Question_and_Answer_Addendum_1.pdf

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

May 2, 2024 Page 1 of 1

CALIFORNIA HIGHWAY PATROL

ADDENDUM NUMBER 1 QUESTIONS ANSWERED

TO

IFB - NUMBER 23M900006

Accounting Services for BOPC

Questions and Answer: Questions are in black, the answers are in red.

1. Qualification Requirements, Page 3, Section H, #7 – The work performed does not seem to require CHP facility access. Are we still required to the driver license and fingerprint check per this requirement?

• If you are awarded the Contract and we need it, we will request it. You do not need to provide it in your bid packet.

2. Can we hand-write the Bid Form and all required forms since the form does not seem to be interactive in PDF?

• Yes, you may hand-write your information in the requested forms.

3. Bid Form, Attachment 2, Page 1 of 2, what is DIR Registration Number?

• Please utilize the revised Attachment 2 (below) as DIR registration is for a different project type.

4. Client References, Item 6 – Can I give BOPC as a reference since we have worked on this project?

• If you have contracted with the State or BOPC in the past and would like to use them as a reference, that is allowed.

5. Previous Contractors: Could you please inform us who has been responsible for this project in past years? Understanding their approach might aid us in aligning our proposal more closely with your expectations.

• The previous contractor for this project was Mah & Associates.

6. Historical Pricing: For budgeting accuracy and competitive proposal development, could you provide some insights into the agreement prices accepted for similar scopes of work in previous cycles?

• The rough project estimate for this is $100,000 for the 3 years.

7. Expected Deliverables: Could you specify the forms of deliverables that are expected for this project? We are particularly interested in knowing whether apart from calculations, will there be any analysis and accounting reports required.

• On a monthly basis, the vendor shall generate pilot pension allocation reports that are provided to the Board of Pilot Commissioners (BOPC) and the San Francisco Bar Pilots (SFBP). To the extent needed, vendors will complete analysis on monthly reports to ensure their reporting is accurate. On a quarterly basis the vendor shall complete analysis, utilizing data provided by the BOPC and SFBP to update the pilot pension surcharge rate.

8. Software Requirements: To ensure compatibility and efficiency in our operations, could you inform us about the accounting software that will be utilized for this project?

• There are no specific accounting software requirements.

Attachment 2 Below

Bid Form

Bid Form Name of Bidding Firm (Legal name as it will appear on the Agreement)

Mailing address City State Zip Code

Telephone number Fax number Email address (If applicable)

Name of Contact Person Telephone number (If different from above)

Bidding Preferences Claimed (Check only the preferences claimed)

Certified small business or micro business preference Certification #______________

Non-small business subcontractor preference (See ATTACHMENT 3 for details) Certification #______________

DVBE Incentive (See ATTACHMENT 4 for details) Certification #______________

Submitted hereon is the bid to provide Accounting services per the specifications of this IFB. Bidder shall provide rate(s) in clear, legible figures in the spaces provided. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on this bid request are CHP’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

Any modification to this bid request shall render your bid non-responsive.

A. Accounting Services (Enter your monthly rate below and multiply it by 36 for the total bid amount)

Time Period

Monthly Rate

Total Contract term

Total

07/01/2024-06/30/2027

X

36 months

BASIS OF AWARD

Bidder Acknowledgment/Certification

The bidder hereby certifies that the materials submitted in response to this bid request and the price(s)/rate(s) offered on this Bid Request Form are true and accurate to the best of the bidder's knowledge.

The bidder understands that its bid response will become a public document and will be open to public inspection.

The bidder agrees that the price(s)/rate(s) offered herein shall remain in effect until CHP awards the agreement and throughout the duration of the agreement. Any cost over-runs or increases in services, if allowed, shall be billed at the price(s)/rate(s) stated for the appropriate budget period. Agreement extensions, if any, shall be billed at the price(s)/rate(s) stated for the last budget period/year if more than one budget period/year is shown.

The bidder understands that the above bid rate(s) must include all of the bidders costs including operating expenses, labor, service call charges, diagnostic fees/estimates, transportation/travel costs, mileage or per diem expenses, equipment costs, supplies, annual inflation costs/rate adjustments, profit margin, etc. By submitting this Bid Request Form the bidder hereby claims its willingness to certify to and comply with all requirements and terms and conditions cited in this bid and any attachment thereto.

The bidder further certifies that representations made in the bid with regard to the Contractor’s license number, class and license expiration date are true. Any bid not containing this information or a bid containing information which is subsequently proven false shall be considered non-responsive and shall be rejected. A requirement of the award of this contract shall be the presentation of a legible copy of the Contractor’s pocket license which will be valid for the type of work to be performed under this contract and shall be in force at the time of award through the term of the contract.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of California.

Bidder’s signature: Date signed

Printed/typed name Title