RFP 24-27AW ADDENDUM NO. 1.pdf

ADDENDUM NO. 1

DATE: January 11, 2024 RFP: RFP 24-27AW Virtual Reality CDL Training Simulation DATE ISSUED: December 12, 2023 BID DUE: January 23, 2024 at 10:00 AM EST SUBJECT: To Provide Answers to Questions Received

Ladies/Gentlemen:

Addendum #1 is being issued to provide answers to questions received.

1. Question: Do we need to do anything else at this point?

Answer: Please refer to the RFP solicitation document, page 5 - Instructions to Offerors.

2. Question: Will you be the main point of contact, and does the proposal need to be submitted to you via email or via the portal?

Answer: The City requires that proposals be sealed. Sealed proposals will be received in the Issuing Office until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Proposals received by telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not responsible for late delivery by the United States Postal Service or any other courier.

3. Question: Are there any budgetary guidance for this RFP?

Answer: The budget is $50,000.

4. Question: Currently our LLC is not yet registered in Virginia; however, we plan to start the process soon. If the process is not complete upon receipt of our bid application will we be automatic disqualified?

Answer: The Virginia State Corporation Commission requires all companies (whether from Virginia, another state or a foreign country) obtain a certificate of authority or certificate of registration from the State Corporation Commission in order to transact business in Virginia. This will be required from any awarded business on this RFP prior to completing the contract.

5. Question: We operate primarily from Quebec, Canada (OVA), but also have a sister company, StellarX

Inc., registered in Delaware, USA. While we prefer to engage through our Canadian entity, we understand the RFP requirements, such as the need for a State Corporation Commission ID and a Federal Tax Identification Number, may favor U.S.-based companies. Could you please advise on the best approach for our participation?

Answer: The City does not favor US companies over other foreign companies in awards of Requests for Proposals. The Virginia State Corporation Commission requires all companies (whether from Virginia, another state or a foreign country) obtain a certificate of authority or certificate of registration from the State Corporation Commission in order to transact business in Virginia. This will be required from any awarded business on this RFP prior to completing the contract. Please see scc.virginia.gov for more details on Foreign Business Entities.

6. Question: Are there any considerations or steps we should be aware of if we choose to participate through our Canadian entity, or would it be more straightforward to engage through StellarX Inc.? Your guidance on this matter will greatly aid us in understanding the best course of action and ensuring compliance with all necessary requirements.

Answer: The City cannot advise you on your best course of action or how to participate in this RFP. All requirements needed are listed in the RFP document. Please see the answer to #5 above for requirements to do business in Virginia.

7. Question: You mention Quest 2, and later Quest 3 on page 5. Is there any chance we can use Quest 3 instead, as it has a higher performance quality that we think this trainer would use.

Answer: Please submit for both the Quest 2 as a deliverable with the possibility of upgrading to a Quest 3.

8. Question: Is there any interest in exploring a motion platform (a chair that can rock and move in multiple degrees of freedom) to enhance the drive training?

Answer: Not at this time, but can be discussed in question 5 on page 5.

9. Question: I wanted to confirm the timeline of deliverables, as I didn't see any explicit date. Is that up to us with our timeline in the proposal?

Answer: Our desire is to have the project completed within 90 days if contract being awarded.

10. Question: Can you provide details on the specific Class-B vehicle you'd like to have recreated in the VR experience?

Answer: The vehicle is a 2015 International 7000 series, diesel, dump truck body, dual axle.

11. Question: How would you like to see captured test data displayed? Is this inside the VR headset itself, or as a standalone system? Or will the captured student data need to integrate with any external system?

If so, what system?

Answer: User will need to be able to track progress in real time via headset. Instructor will need to be able to review training and testing progress of individual users on a city desktop computer.

There is no current external system; please provide us with options.

12. Question: Can you provide a list or at minimum an estimate of the number of pre-trip inspection points that need to be checked/included as part of this system?

Answer: 50 points.

13. Question: Can you provide a list of the different components that need to be checked during a pre-trip inspection of a class-B vehicle?

Answer: Please defer to the Virginia DMV CDL Manual. Link provided https://www.dmv.virginia.gov/sites/default/files/forms/dmv60a.pdf

14. Question: The RFP asks for 'data tracking and report' - Can you please provide more information as to what data you are referring to?

Answer: Data that provides management, instructor, and user with invaluable insight into each training session and how students’ progress through the training. Grades, percentage, percentage component points are selected right/wrong, where student should focus based on previous trainings, any data that you can come up with that will make the experience valuable to all users and management.

15. Question: Will the VR system need to integrate with any other outside systems (verify user IDs, LMS systems, city networks, etc.)?

Answer: Not at this time. Future integration with LMS is possible.

16. Question: Will the final VR experience need to be offered in any language aside from English?

Answer: Spanish may be considered

17. Question: The RFP asks for the delivery of a 2-Meta Quest 2's and an APK supported by the Meta Quest 3. To confirm, the APK should function on both the Meta Quest 2 and 3?

Answer: Yes

18. Question: Does the city have a preferred delivery date for the final project?

Answer: 90 days after contract being awarded.

19. Question: Can RFP submissions be submitted electronically?

Answer: No, please see answer to question 2.

Bidders must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Invitation to Bid or your Bid may not be considered.

All other terms and conditions much remain the same.

For the City of Hampton

Arminda Wiley, Senior Buyer 1 Franklin Street, Suite 345 Hampton, VA 23669 Phone: 757-727-2203/ Email: awiley@hampton.gov mailto:awiley@hampton.gov