Response to Offeror Questions document.pdf

Responses to Questions for RFP # 24RFP11073

Question 1: Pg. 8 of RFP: There appears to be a discrepancy between the two highlighted lines of text:

5.0 Proposal Response Format

5.1 Offerors may not sent the electronically formatted copy of their proposal via email.

Offerors will mail an original and three printed copies of their proposal, along with one electronic copy, including all attachments, in both Microsoft Word and PDF electronic formats. Offerors may send the electronically formatted copy of their proposal via email.

Answer: To clarify, In order for a proposal to be considered responsive, the offeror must submit the original and three printed hard copies prior to the proposal due date. Offerors may submit the required electronic copy of their proposal via email (if less than 20 MB in size) rather than include a digital copy on a jump drive or other digital media as part of their official hardcopy submittal.

Question 2: Pg. 8 of RFP: Submit in Word Document. Is a Word Document necessary? Searchable PDF okay?

Answer: The electronic submittals must be in both Microsoft Word and PDF formats.

Question 3: Section 5.0 Proposal Response Format: Section 5.1 first sentence and the last sentence of the section contradict each other. May offerors send their electronically formatted copy of the proposal by email or may they not send them by email?

Answer: See answer to Question #1

Question 4: Should Heading 5.4 Response Glossary be listed under Heading 5.3 and require a tabbed label? This would change the heading to 5.3.4.

Answer: No, the response glossary should be included in the proposal at the location of the vendors discretion.

Question 5: Where should the cost proposal be included in the proposal order outlined in Section 5.3 of the RFP?

Answer: In Section 5.3.3 Detailed response.

Question 6: Pg 15 and Pg 16: Looking for clarification between the two progress meeting statements. Are there in-person quarterly meetings desired with virtual monthly progress meetings, perhaps?

Answer: It is envisioned that the monthly meetings will be conducted virtually. The quarterly (or as otherwise agreed upon) meetings are envisioned to be conducted on-site at each of the school districts.

Question 7: What level of detail is anticipated in the bid package for the school district to hire a contractor for remediation work? Specifically,

a. Are complete engineering plans and specifications required?

Answer: Yes, plans and specifications outlining the mitigation efforts required should be prepared to allow the school districts to solicit competitive bids in accordance with state bid laws.

b. What front end documents will be required in the bid package?

Answer: Front end documents incorporating standard EJCDC or other similar front end documents generally used for construction contracts should be provided to ensure any federal and state bidding requirements are satisfied.

c. Must the plans and specifications in the bid package being supplied to the school district be sealed by a Professional Engineer?

Answer: Yes, plans will need to be stamped and signed by a South Dakota licensed professional engineer.

Question 8: Can DANR provide an example of a bid package that would be developed for a school district so that the contractor can accurately predict the amount of time and resources that will be needed to fulfill this part of the RFP?

Answer: See Answer to Question 7

Question 9: Does the state require a particular format for cost proposals? Page 14 of the RFP states that the Vendor must supply the “average cost per hour to provide services for individual assistance at each school district (Huron and Wagner).” Should this cost per hour be inclusive of all travel, materials, lab analysis, etc.? Or should costs be itemized (e.g., hourly labor costs, travel costs, lab analysis costs)?

Answer: No, we don’t require a specific format for cost proposal. The average cost per hour estimate should include labor, travel and material costs.

Question 10: Should lab costs be included in the Vendor’s cost proposal?

Answer: Yes

Question 11: Appendix A – Scope of Work: Item 4. Project Timeline: Are the listed dates start dates or expected completion dates for each phase?

Answer: These dates listed are the start dates.

Question 12: The RFP states that “the samples will be sent to a lab certified to analyze drinking water samples for lead.” Has DANR already separately identified a participating laboratory or is the contractor responsible for finding a certified laboratory to complete sample analysis? If the contractor should find a laboratory, does the DANR have a required method detection limit?

Answer: We have not identified this. State certified labs can be found on the DANR website. The lab would have to use the EPA approved method for Lead Testing in Drinking Water

Question 13: Page 12 of the RFP states that “the vendor shall develop and host a data management tool using Microsoft Excel Software, unless otherwise agreed upon by DANR”. Is DANR open to the contractor proposing a cloud-based software hosted online?

Answer: No

Question 14: Is the current dashboard (https://southdakota.120wateraudit.com/) for school and childcare facility data accurate? Is the intention to continue using this dashboard moving forward?

Answer: The dashboard referred to was for a previous contract and is no longer used or supported.

Question 15: According to the program webpage, there is a software available for participants to use to “design sampling plans, collect samples, track remediation, and communicate results.” Is this software going to be used moving forward? Will the contractor be using this software to be making sampling plans etc.?

Answer: This webpage was utilized on a previous contract and is not applicable to this RFP. The contractor should use their preferred software for developing sampling plans.

Question 16: Will the State provide a Public Health Professional during the proposed meetings between the Contractor and stakeholders to answer any questions on health effects of lead.

Answer: Yes, we can provide a public health professional.

Question 17: Has DANR recently been in contact with both school districts? Are both school districts aware that they will be contacted by a contractor of the state?

Answer: Once the contact has been awarded, DANR would inform the schools who the contractor will

be. Initial meetings would be set up with schools, in collaboration with DANR.

Question 18: The RFP states that, upon receipt of the analysis results, “the Vendor, with DANR’s support, will promptly communicate results to school contacts, teachers, parents, and employee organizations.”

Does DANR have the contact information for all parents and teachers that are served by the participating schools? If not, we anticipate that schools will be unwilling to share personal contact information with a contractor. Is DANR open to an approach where participating schools are provided with the appropriate communication materials, but the ultimate responsibility for disseminating the communication materials to parents, teachers, and employee organizations falls on the participant, rather than the contractor?

https://southdakota.120wateraudit.com/

Answer: The vendor needs to work with each school district to develop a communication strategy and associated materials specific to the findings and needs of this project. Ultimately, the school district will distribute the materials utilizing their existing communication methods.

Question 19: Does DANR have a particular or predefined “sampling site plan” format?

Answer: No

Question 20: For outlets that receive results greater than or equal to 10 parts per billion, should the contractor assume that all recommendations made for remediation/mitigation adhere to Build America Buy America Act (BABA) standards?

Answer: If remediation projects exceed $250,000, BABA applies.

Question 21: After remediation has occurred, will the “one-time follow-up testing” include both a first draw and a flush sample, or only a first draw sample? Would multiple rounds of remediation be required if the first method of remediation does not work (for example, nationwide data shows that 20 - 30% of the time fixture replacements do not mitigate all sources of lead)?

Answer: Follow up testing should include both initial and flush samples. If remediation doesn’t work, it would have to be done again, we would not leave a tap greater than 10ppb.

Question 22: Exception: Bartlett & West will request a Professional Services agreement (Consultant

Contract) or will need to work to negotiate the contract terms similar to the Lead Services Line agreement. The one included in the RFP appears to be from the “unclaimed property” division.

Answer: States legal council will require use of sample agreement included in this document. Any revisions or changes to agreement will be discussed with the selected vendor during the final contract negotiations.