Questions and Answers-B-53021~3.docx
DOCX document 17 KB Posted
- Contract number
- 26-444DHS-BUSSE-P-99459
- Issued by
- Illinois
About this file
This document is a Questions and Answers addendum to an Invitation for Bids (IFB) issued by the Department of Human Services (DHS) for the City of Chicago, identified as B-53021. The Q&A clarifies bidder inquiries regarding messenger mail delivery services that will be performed in Chicago.
The contract covers daily mail delivery and retrieval services across multiple DHS office locations utilizing armored vehicles. Contractors may subcontract armored transportation providers rather than directly owning vehicles. Pricing is structured as a fixed monthly unit price spread equally across all 60 months of the contract term, regardless of the actual number of service days per month, with current service requiring two vehicles and two drivers to complete all stops and return to the Clinton location by afternoon. The contract includes provisions for route modifications and location changes, with the State willing to consider equitable price adjustments or amendments for significant changes in travel time, mileage, or service locations. Performance expectations require daily routes to be completed as scheduled with immediate reporting of interruptions or delays, though the State does not expect service continuation during severe weather or true emergency conditions. No additional recurring reporting requirements beyond signed delivery receipts and inventory records are mandated.
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Text version
DHS IFB MESSENGER MAIL DELIVERY SERVICES CHICAGO
B-53021 Questions and Answers
1. Section 1.5, Transportation and Delivery states that all delivery services are to be made utilizing an armored vehicle. May this requirement be satisfied through the use of a subcontracted armored transportation provider, or is the awarded vendor required to directly own and operate the armored vehicle(s) used for contract performance?
A: Yes, this requirement may be satisfied through sub-contracting an armored transportation provider.
2. How are added or removed DHS office locations handled for pricing during the contract term?
A. Additions are highly unlikely unless we stand up a new office – there would be plenty of lead time to address and seek an amendment if cost increases were required. Should there be significant removals of locations, we would engage in discussions for a possible amendment to reduce the overall cost. Removal of a single location will not require an adjustment of the pricing.
3. If route modifications materially increase the required travel time, mileage, or number of service locations, will the State consider an equitable price adjustment or contract amendment?
A. Yes – an amendment for significant changes will be considered.
4. What service level requirements or performance metrics will be used to evaluate contractor performance?
A. The expectations are daily routes will be completed as scheduled. Interruptions or delays should be reported as soon as possible. Repeated delays or missed retrievals/deliveries without cause would trigger a review.
5. During severe weather or other emergency conditions, are deliveries expected to continue as scheduled?
A. Emergencies or dangerous weather conditions that delay or cancel route coverage should be reported as soon as possible – we do not expect vendors to risk their staff or vehicles in true emergency situations.
6. Beyond maintaining signed delivery receipts and inventory records, are there any recurring reporting requirements (daily, monthly, or annual)?
A. No additional reporting is required.
7. Is the current contractor performing these services with one driver/vehicle or multiple drivers/vehicles?
A. Current vendor is using 2 vehicles with 2 drivers. Not possible to do all those stops and be back at Clinton in the afternoon with one driver and one vehicle.
8. The pricing schedule requests a monthly unit price. Since the number of business days varies significantly by month (approximately 17–23 service days), may bidders enter "Varies" in the Unit Price field and rely on the extended total price for evaluation? If not, please advise how DHS would like bidders to calculate the monthly unit price so all bidders use the same methodology.
A. Please calculate pricing as fixed monthly price.
9. If a fixed monthly unit price is required, should bidders assume the price is spread equally across all 60 months regardless of the actual number of service days in each month?
A. Correct.
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