RFP 510030 Addendum 1 06212017.pdf

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

PURCHASING

REQUEST FOR PROPOSAL ADDENDUM

Bid No. 510030

Addendum Number o 1

WISDOT-CENTRAL PURCHASING

Child Passenger Safety

Proposal Must Be Received No Later Than

Date 07/12/2017 Time 2:00 PM

PLEASE READ ALL INSTRUCTIONS CAREFULLY

THE FOLLOWING CHANGES ARE HEREBY ADDED TO AND MADE A PART OF (REQUEST FOR PROPOSAL NUMBER 510030)

Please see attached questions and answers.

PROPOSERS MUST SIGN AND SUBMIT WITH THIS SIGNED COVER PAGE WITH THEIR PROPOSAL SUBMISSION.

I/We certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor, or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids of any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions, and specifications required by the State of Wisconsin in this request for bid and all terms of our bid.

(Authorized Name - Type or Print) (Authorized Signature)

(Title) (Telephone) (Date)

T202 10/2002

Date Issued 06/21/2017

Purchasing Agent Deb Adamski-Pavloski

Buyer Telephone (608} 267-2972

510030 Questions and Answers:

Q: Page 1 of solicitation ends with number 11 and page 2 starts with number 16. Is there anything for number 12-15?

A: Pages 1-7 are the required pages for all solicitations, page 8 is the RFP page, the next 20 pages are the RFP document, and the last 4 pages are the federal clauses.

Q: On page 4 of 20, section 1.3.1, it states ‘Costs related to printing or distribution of materials is not part of this RFP. WisDOT is required to comply with Wis. Constitution, Article IV, Section 25 relative to printing’. We want to clarify that this does not include materials we reproduce in our office with a commercial printing license to distribute to organizations that request them.

A: Outreach pieces can be produced using WisDOT’s Creative Communication Services or other design professionals the contractor has access to so long as costs align with the approved budget. Pieces that are designed for the purposes of this contract will need to follow Chapter 35 procurement rules for printing; see Pro-J on the procurement manual. This will require printing to funnel through WisDOT and sent to the contractor for distribution or other plans as agreed by WisDOT and the contractor.

http://doa.wi.gov/Divisions/Enterprise-Operations/State-Bureau-of-Procurement/Agency- Information/Procurement-Manual

Q: On Section 4.4.10, the first word of the sentence is ‘Prove’. Is that a misprint? Should it be Provide?

A: Yes it should be Provide.

Q: We would like to clarify coordination of the training trailer. In Section 5.1.2 Training Trailer, Subsection a., i. It states ‘Contractor must facilitate the delivery of the state-owned CPS training trailer to schedule CPST sources statewide using a state owned vehicle’. Must the trailer be hauled by a state owned vehicle as stated? Is there a possibility to perhaps have the trailer be owned by another organization? If it has to be a state owned vehicle, will there be access to a listing of possible drivers to contact who have a state owned vehicle?

A: Yes, because the trailer is state owned, it must be hauled with a state vehicle. The state is not willing to give up ownership of the training trailer. If the winning contractor is required to move the trailer, they will be given names and phone numbers of other DOT facilities in their area to coordinate the use of a state vehicle to haul the trailer. The contractor will need to provide the driver. If WisDOT provides the driver, the winning contractor will need to coordinate with that driver, who will have access to a vehicle that will be able to haul the trailer.

Q: Does a receipt showing Certification Course registration fulfill the mandatory requirement set forth in 4.1.1?

A: It will suffice temporarily. If a staff member is not currently certified please provide proof of registration that occurs within 4 months of award of this contract. Upon course completion contractor must provide technician certification number within 15 days of completion.

Q: What percent of this work is public-facing and awareness building and what percent is provider-facing and internal program management?

A: That is something you will propose and is dependent on the approved terms with the contractor and WisDOT.

http://doa.wi.gov/Divisions/Enterprise-Operations/State-Bureau-of-Procurement/Agency-Information/Procurement-Manual http://doa.wi.gov/Divisions/Enterprise-Operations/State-Bureau-of-Procurement/Agency-Information/Procurement-Manual

Q: When is the toll-free service line to be staffed? Hours and days?

A: This is something you would propose as part of your response.

Q: Can you provide links to the current social media channels and website URL?

A: website of current contractor: http://www.wcpsa.com/

Social media of current contractor: https://www.facebook.com/WINS9467/

Bureau of Transportation Safety’s site: http://www.zeroinwisconsin.gov/ChildSafetySeats/

Q: Will the new contractor be responsible for seeking funds from the private sector?

A: No, the contractor is not currently nor will they be in the future, required, responsible or requested to seek outside or additional funding.

Q: On page 5 of 20, you mention the trailer. Where is it housed now? Can it be kept elsewhere? Can it be hauled with a car? What kind of license does the hauler need?

A: It is currently housed at the Truax facility in Madison. It must be kept at a WisDOT facility when not at a training. Class D – non-commercial driver’s license would be needed. It is not advisable for the trailer to be hauled with a car. Measurements are at least 10x18 with a significant amount of weight inside.

However, because the trailer need to be towed using a state vehicle or state approved and licensed driver, vehicle type is optional so long as all other policy requirements have been met.

Q: How frequently does the state advisory board meet and where? How long are the meetings?

A: Those competing for this contract will propose this as noted in Proposer Solutions 4.4.12 and outlined in various places throughout Section 5 – Contract Requirements. Currently the State Advisory Board meets quarterly for approximately 4 hours at various locations throughout the state.

Q: In Wisconsin, how many CPS trainings are scheduled in 2017? How many were held in 2016? In that year, how many certified technicians attend each? How many instructor candidate attended each? What about certified instructors?

A: The list for the 2017 CPS trainings is on VendorNet. Generally, the number of courses held remains constant changing only the locations, as coordinated by the contractor. In 2016, there were eleven courses held, certifying 130 technicians. Historically, there have been four-five instructors present most of which are historically senior checkers with at least two certified instructors.

Q: Can you please provide any exit evaluations completed by training session participates?

A: Yes. See Attachment 4.

Q: If the trailer travels to events other than necessary, where does it go? Please provide a list of events attended and comment on traffic at the display. How many people did your message reach at these events?

A: This would be something proposers would include in their proposal. The list for 2017 is posted on VendorNet. Historically, the trailer has only been transported to CPS technician training locations.

http://www.wcpsa.com/ https://www.facebook.com/WINS9467/ http://www.zeroinwisconsin.gov/ChildSafetySeats/

Q: If we apply for and are awarded this RFP, would we still be eligible for Wisconsin DOT car seat, DOT special needs car seat and DOT Teen Driving Safety funds?

A: Grants, contracts and other business partnerships are treated as separate agreements and do not impact eligibility for other awards through the state.

Q: Is there a match required with this the funding from this RFP? If there is a match, what percentage of the total is the match requirement?

A: There is no match required for this contract.

Q: Is this RFP awarded in full or do we need to spend the money first and then file for reimbursement on monthly basis?

A: You will be reimbursed for your actual costs based on the cost proposal and subsequent contract via monthly invoices.

Q: Are there storage/warehousing requirements? For example, do we need to store and house items for loan or distribution like pamphlets or the Buckle Bear/Vince and Larry costumes?

A: Yes, the contractor will need access to space to store the items mentioned and others that may be created through the life of the contract. WisDOT does provide storage for print and published pieces if that is the best place for it logistically.

Q: In section 1.3.1, what does it mean that, ‘costs related to printing or distribution of materials is not part of this RFP’? Who pays for these services?

A: It is part of the Wisconsin Constitution how printing is to be done. See https://docs.legis.wisconsin.gov/constitution/wi/000229/000027 and the above response with the Chapter 35 procurement requirements for printing. The services will be paid for through this contract.

Q: Should the RFP be written for just one year or should the focus be on a five year plan?

A: The RFP should be written for a single year, with a five year plan in mind. If contract terms are being met and deliverables are satisfactory, there is an option for four one-year extensions.

Q: What is the fiscal year for the RFP?

A: Fiscal year 2018 starting October 1, 2017- September 30, 2018.

Q: Is storage and delivery of the training trailer mandatory? (conflicting info in the RFP) A: We are looking to see how vendors would manage the trailer and to assess if it would be more cost effective for the vendor to move the trailer or WisDOT. The trailer would still need to be stored at a WisDOT facility, addresses and contact information would be provided to the awarded vendor. We are also looking at a backup plan in case too much of the funding would go to moving the trailer. Scheduling the trailer for events is part of the RFP, whether moving the trailer there by the vendor or by WisDOT will be determined by the responses to the RFP.

Q: In section 5.1.2, what are the vehicle size requirements to pull the trailer? It is stated that it is required to be a state owned vehicle to pull the trailer, so does it need to be a state vehicle and employee to drive and pull the trailer? Would the cost for this come out the RFP funds?

A: A full size pick-up or SUV will be able to pull the trailer. It will need to be a state vehicle, contacts for the nearest WisDOT facility that would have a capable vehicle will be provided to the awarded vendor.

The vendor will need to provide the employee to drive the vehicle. Yes the cost for this would come out of the contract budget.

https://docs.legis.wisconsin.gov/constitution/wi/000229/000027

Q: Could driving of the vehicles be contracted out to another agency? Would this cost be part of the

RFP?

A: The priority is to ensure the trailer is present at various venues as requested employing the most cost and time effective means to serve the CPS community. If a contractor chooses to subcontract this piece, assuming all policies requirement have been fulfilled, cost analysis would be recommended. Yes it will be part of the cost of the contract. See Attachments 1-3 for information on vendors driving state vehicles.

Q: Who is currently responsible for maintenance and storage of the training trailer?

A: WisDOT will maintain responsibility for the maintenance. The training trailer must be stored at a WisDOT facility.

Q: Who is responsible for maintaining the supplies in the trailer? Does this come out of the RFP budget?

A: The contractor will inventory and replace the needs of the CPS trailer through the proposed budget.

Significant purchases, maintenance or supply needs for the trailer will be negotiated through WisDOT.

Q: Is providing continuing education at the annual Governor’s Conference mandatory? If there are other opportunities that are identified as effective (i.e. quarterly, regional trainings) would it be required to still be involved in the annual Governor’s conference?

A: No, it is not mandatory. However, CPS presence at the Governor’s Conference is required at some level to be agreed upon by BOTS and the contractor.

Q: Do you have a sample budget from past years to help understand costs associated with the Governor’s Conference or other pieces that are required?

A: Budgeting for the Governor’s Conference on Highway Safety varies from year to year depending on the contracted venue. Attendees will pay $125 for conference attendance in 2017.

Q: In section 4.4.7, what are the instructor trainings that are referred to? Can you give an example?

A: These training are designed for CPS technicians that desire to become CPS technician instructors when they have reached the proper requirements. Instructor training courses refer to the 6 continuing education units instructors are required to complete every two years.

Q: In section 4.4.12, we are asked to give our approach to the oversight of the CPS State Advisory Board.

Who is this board providing advice/guidance to? What is the role of the CPS State Advisory Board?

A: The CPS Advisory Board was created on February 2, 2009 with the intention of bringing together representatives of the CPS community to bring needed improvements and/or development to Wisconsin. Currently, the Board meets quarterly for approximately 4 hours at various locations across the state.

Blank Page