RFP 260000001604 - Q&A.docx

For clarification:

· Does the 5,000-person annual requirement apply exclusively to outreach activities, or does it also include direct CMV training (e.g., skid pad instruction)

· Historically, MCTS and MCDD operated under separate performance metrics. Is the RFP now combining these metrics, or do they remain separate?

1. The 5,000-person annual requirement applies exclusively to outreach activities. The project must seek to train Michigan commercial vehicle drivers in skid recovery and safety in critical situations.

2. These are separate metrics.

1.Requirements section 1.1.1.2.2.

The RFP requests an estimated budget for public information and safety outreach to advertise program services. Since this is a contract and not a grant, could you clarify:

· Is it necessary to provide a separate advertising budget,

· Historically, at the request of OHSP, the MTA Education Center operates under a all-inclusive Contractual line budget. MTA invoices OHSP on a combination of per person rate, actual printing costs and specified fixed monthly costs.

· Costs associated with advertising would not be a separate line item since it is calculated into the all-inclusive contractual line budget.

This clarification will help ensure proposals align with the intended contract structure.

No. Expectation is the successful bidder will operate under an all-inclusive contractual line budget, advertising calculated into the contractual budget line.

Currently, a Project Director is in place and responsible for the duties and tasks described in this section. Understanding whether these roles are considered the same will help ensure alignment with the RFP requirements.

Yes, Contractor Program Manager and MGX Project Director roles/titles are considered the same.

2.6 Key Personnel 2.6.2. – 2.6.4.

As a bidder, the Contractor serves as the employer of record and is responsible for all human resource functions, including recruiting, hiring, performance management, and termination. The State/OHSP is not the employer of contractor personnel.

Given this, could the State clarify:

· How these requirements are intended to be applied, particularly in situations involving personnel decisions that are within the Contractor’s control as the employer?

· To what extent the State expects to exercise approval authority over Contractor employees?

· How the Unauthorized Removal Credits and associated financial penalties would be applied in cases where personnel changes occur due to circumstances outside the Contractor’s control (e.g., resignation, termination for cause, or other employment-related matters)?

· Whether these provisions are intended as mandatory contractual requirements or as guidance for coordination and communication?

· Whether the State assumes any associated risk or provides indemnification related to these requirements?

This clarification will help ensure alignment with contractual responsibilities, employment law obligations, and the financial risk outlined in the RFP.

1. Unauthorized Removal Credits will be assessed if Key Personnel are removed from their assignment without the State receiving prior notification.

2. The State expects to have prior notice before a Key Personnel change.

3. An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment.

4. These are contractual requirements.

5. The State does not assume any associated risk or provide indemnification related to Key Personnel.

2.6. Key Personnel 2.6.5

For clarification, which roles does the State consider Key Personnel under this contract? Does this include only leadership roles (e.g., Program Manager), or all staff funded under the contract??

Key Personnel of this Contract will include a Project Director, Financial Officer, and Authorizing Official.

2.8. Security 2.8.1-2.8.1.4.

The MTA Education Center Inc. conducts motor vehicle record checks for all CDL-holding staff. All other employees have been employed with the MTA for 2 to 12 years, including three former MSP CVED officers, and have all visited a state facility at least once during their employment.

Given that all non-CDL staff are long-term employees with demonstrated experience and familiarity with State facilities, can the State confirm that no additional background checks beyond motor vehicle record checks are required for personnel accessing State facilities? If needed, MTA Education Center Inc., can issues name badges prior to visiting a State facility to meet the requirement.

The State does not require any additional background checks.

3.1. Project Plan

Since the proposal already includes staffing, project tasks, and associated resources, could the State clarify the level of detail expected in the final project plan? Specifically:

· Should the timeline and task breakdown simply reflect what was included in the proposal, or is additional granularity required?

· How should “resources” be defined—does this include staff time only, or also equipment, materials, and other operational resources?

This clarification will help ensure the final project plan aligns with the State’s expectations.

1. The timeline and task breakdown should reflect what was included in the proposal.

2. The project plan resources should include staff time, equipment, materials, and other operational resources.

3.1.2. Project Management Section 3.1.2.2

For clarification, is this plan submitted annually through the MGX system, including the contractor’s proposed program for the upcoming fiscal year along with the associated annual contractual budget, which is then approved sequentially by the MTSC, OHSP, and DTMB.

The plan is to be submitted annually through the MGX system for the upcoming fiscal year, with annual contractual budget. The plan is reviewed and approved sequentially by the MTSC, OHSP, and DTMB.

3.4 Reporting

6. Invoice and Payments

8. Service Level Agreement Table

Can you clarify actual due dates.

FSR’s are due on the 20th of each month. Progress reports are due on the 20th of each month.