RFP 24-002 Q and A Addendum.pdf

NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT

Solicitation Addendum

Northwest Florida Water Management District Attn: Procurement Officer 81 Water Management Drive Havana, FL 32333

Request for Proposal (RFP) No.: 24-002

ADDENDUM NUMBER: 1

DATE: August 30, 2024

Project Title: Waterway Debris Removal

Deadline For Proposal Submission Remains September 12, 2024 at 2:00 P.M. ET

This ADDENDUM NO. 1 is issued for the Waterway Debris Removal RFP 24-002 to provide answers to questions received during the inquiry period. Attached are the questions and answers.

Responses to Questions

Question 1: Does the District intend to provide vendors with a cost schedule to use, or does the district prefer vendors to submit their own cost schedule?

Answer: The District will not provide a cost schedule to use; vendors are to submit their own Schedule of Costs for the Term and Renewal Term. See the RFP package, Part 2, Section 2.1, Subsection G. See also Exhibit A, Attachment A for an example Schedule of Costs. Contractors may adapt the schedule based on their own position titles, position levels, etc.

Question 2: The only pricing schedule provided is for labor rates for personnel. Will a pricing schedule that includes unit cost for debris removal from waterways, land-based operations, and water-based operations?

Answer: Respondents do not need to submit direct costs or travel expenses as part of the Schedule of Costs. Other direct costs may be included in specific task orders. See the RFP package, Part 2, Section 2.1, Subsection G. “It is understood that costs will be highly variable based on-site conditions and waterbody characteristics;

therefore, costs for most work are anticipated to be based on a negotiated fixed fee.”

Question 3: Also, need cubic yardage rates for reduction and haul out with tipping fees being a pass-through cost at no markup.

Answer: See the RFP package, Part 2, Section 2.1, Subsection G. “Direct costs for equipment rental or purchases and expenses may be included in specific task orders (see Section 3.3 Contract Operations), dependent on the scope of services, and where included will be billed without mark-up.”

Question 4: I only see personnel pricing. Are you expecting the contractor to add line items for equipment, barges, disposal etc?

Answer: See response to Questions 1 and 2.

Question 5: Will there be any immediate work from recent storms?

Answer: It is expected that work will be tasked within the next 3-12 months to address conditions caused by prior storms.

Question 6: Upon reviewing the RFP documents I didn’t notice a price sheet included in the packet. Does the District intend to release one for bidders to include with their submissions or should we attach our own?

Answer: See response to Questions 1 and 2.

Question 7: Additionally, will the District or the contractor be responsible for tipping and disposal of collected debris?

Answer: It is expected that the selected Contractor(s) will provide for disposal as part of assigned Task Orders. This may vary, however, depending on participation by local governments or due to other project conditions.

Question 8: I know that this is a pre-event contract but does the district anticipate any current work to be performed after the contract is awarded?

Answer: This is not a pre-event contract. Task Orders will be issued to address impacts resulting from past and potentially future events.

Question 9: Apart from the Schedule Of Costs for Hourly Prices in Attachment A, all jobs will be a negotiated price after assessment and that price will include all labor, equipment needed, and the cost of disposal?

Answer: It is expected that most Task Orders will be based on a negotiated fixed fee. See the RFP package, Part 2, Section 2.1, Subsection G.

Question 10: What type of activities could be required as part of “restoration of staging and access areas”?

Answer: It is expected that the Contractor will return staging and access areas to pre-project conditions.

Question 11: The scope of work requires “provision of… and other materials and capabilities necessary for waterbody restoration and post-disaster recovery efforts”. To confirm, these are limited to materials and capabilities necessary for debris removal and disposal and NOT other restoration or recovery efforts?

Answer: Correct. The focus of this request is for debris removal and potentially permitting and disposal; however, it is expected that the Contractor will return staging and access areas to pre-project conditions upon completion of work. (See response to Question 10).

Question 12: Is the Workers Compensation insurance requirement not applicable if a vendor has no employees?

Answer: Workers Compensation insurance is required. See the RFP package, Exhibit A, Section 7. Additionally, as indicated in the RFP package, Exhibit A, Section 8, any subcontractors employed by the Contractor must also adhere to all provisions of any agreement entered into with the Contractor.

Question 13: To confirm, a Schedule of Costs (for the Term and the Renewal Term) with hourly rates is to be submitted with the proposal and other costs may be negotiated upon issuance of a Task Order?

Answer: Correct. See the RFP package, Part 2, Section 2.1, Subsection G.

Question 14: If multiple vendors are awarded, will Task Orders be awarded to vendors submitting the lowest fee proposal for that Task Order, or will assignments be prioritized among multiple vendors in some other way?

Answer: Cost, availability, expertise, and other factors may be considered when awarding Task Orders to selected Contractor(s).

Question 15: Will partial pre-payments be considered for substantial purchases required to complete removal and disposal activities, such as materials or rental of equipment?

Answer: No.

Question 16: When was the last time the District had a contract activation for Waterway Debris Removal? How many CYs were removed?

Answer: The District issued a Purchase Order for waterway debris removal in May 2024 in Bay County, Florida. 120 cubic yards of debris were removed.

Question 17: Has the District determined which landfill(s) can be used? If so, please provide locations.

Answer: No. Contracting for specific projects will be conducted through Task Orders.

Disposal of debris is expected to normally be the responsibility of the Contractor, as specified in individual Task Orders. Details may vary, however, depending on site conditions and potential participation by affected local governments.

Question 18: Has the District determined where possible DMS will be? If so, please provide locations.

Answer: Disaster Management Sites have not been identified.

Question 19: Will annual contract price increases based on Consumer Price Index (CPI) be allowed?

Answer: During the Contract Term and Renewal Term, hourly rates should be consistent with the submitted Schedule of Costs. See the RFP package, Part 2, Section 2.1, Subsection G. Other direct costs may be included in specific task orders.

Question 20: Can the District provide which contractor held the previous or holds the current contract for the services requested in this solicitation with pricing?

Answer: There is no current or previous continuing services contract or incumbent contractor for waterways debris removal.

Question 21: Will there be a public bid opening? And if so, can you please provide call in #, zoom/Webex link or similar for the responding bidders to be present?

Answer: The public bid opening is an in-person meeting only. See the RFP package, Part 1, Section 1.4. “Issuing Office, Date, and Location of Opening: Northwest Florida Water Management District, Attn: Agency Clerk, 81 Water Management Drive, Havana, FL 32333-4712. THE DISTRICT MUST RECEIVE ALL PROPOSALS BY 2:00

P.M. ET (EASTERN TIME), SEPTEMBER 12, 2024, THE DAY OF THE PUBLIC

OPENING.”

Question 22: Will a monitoring firm work in conjunction with the awarded vendor for this scope of work? Does the District have a monitoring firm contracted? If so, which monitoring firm?

Answer: No.

Question 23: Does the District have immediate need for debris removal after award and anticipates issuing Work Orders before the end of 2024?

Answer: See response to Question 5.

Question 24: Does the district want us to create our own price schedule similar to Attachment A and list the hourly rates for personnel and equipment that are typically required for this scope of work?

Answer: See response to Question 1.

Question 25: Most waterway debris removal projects are done per CY of debris removed, reduced and disposed of. Should we submit unit rate prices per cubic yard for this scope of work?

Answer: See response to Question 2.

Question 26: Is the intent for the contractor to only submit hourly rates for compensation?

It is common for debris removal contracts to be priced by debris quantities, such as cubic yards, tons, or linear feet of debris. Are contractors allowed to submit a schedule of costs using debris quantities, or other commonly-used measures of debris removal operations?

Answer: See response to Questions 1 and 2.

Question 27: Are the hourly rates on the schedule of costs to be only for personnel, or should hourly rates for equipment to be listed as well?

Answer: See response to Questions 1 and 2.

Question 28: Would the district be seeking FEMA reimbursement post disaster, and if so, do they have a monitor under contract?

Answer: At this time, the District does not anticipate seeking FEMA reimbursement. See response to Question 22.